Notice to Proceed to Construction Activities

DISTRICT 6 STATE AID FOR LOCAL TRANSPORTATION

Notice to Proceed to Construction Activities

DATE:

TO: LPA Engineer, P.E.

City/County Engineer

FROM: XXXX XXXXXX, DSAE

SUBJECT: SP XXX-XXX-XXX

Congratulations on the award of your Federal Project. This memo is to confirm that the District State Aid Office has received the appropriate DCP 05 information from you, and directs you to continue through the appropriate steps of the DCP checklist as you administer this Federal Project. Your next course of action should be DCP step 2-24, submittal of DCP 08 to SALT.

http://www.dot.state.mn.us/stateaid/projectdelivery/pdp/dcp/dcp-checklist.pdf

In an effort to head off common trouble spots, we would also like to take this opportunity to provide some guidance in the construction and contract administration areas of the Federal process.

A.  Please submit required documentation of the project activity DCP step 3-17 in a timely manner. We are tasked by the Federal Government with oversight on these projects, and cannot effectively do this without prompt submittal of diaries and status reports.

B.  As you get into areas of the contract that need changes, please refer to the Contract Change guidance on the State Aid website. There are links at DCP step 3-27.

C.  All Contract Change documents on Federal Projects that have new prices to the Contract should be sent to the MnDOT Estimating Until for review before the document is signed by both parties. The Estimating Unit is meant to be both a resource to you and a verification of eligibility tool for SALT. The information can be sent electronically to them at .

D.  All Contract Changes must include a breakdown by category for all costs DCP step 3-28. These categories can be found on the Participation Distribution spreadsheet prepared for you by SALT, or in the DCP Payment system.

E.  The Finance office has prepared some contract change guidelines for helping out on the eligibility of Federal projects. You may contact SALT for assistance on preparing your contract changes.

F.  A complete Materials Certification Exception Summary DCP step 4-5 should be submitted to the District Materials Office at the conclusion of the project. This form will be reviewed for Federal Compliance of your Material Exception Summary, so all applicable material certification documentation should be submitted.

Federal Aid Pre Construction Meeting Reminders

Here are some topics that should be discussed at a Federal Aid Pre Construction meeting. The items in red require a response from you for our records. Thank you.

·  Requests to sublet forms are due 10 days before sub starts work on the project.

·  Labor compliance poster board must be on site within the project limits (not in foreman’s truck) before work starts.

·  Certified Payrolls are due weekly to the Owner/Consultant

·  Monthly Wage interviews will be performed by Owner/Consultant

·  EEO form 13 will be due monthly to the Owner(weekly in July if applicable)

·  DBE Exhibit A must be complete by owner/consultant at approximately halfway through DBE sub’s work and submitted to Office of Civil Rights.

·  Changes to DBE approved contractors must be approved by Office of Civil Rights before eligible.

·  All iron and steel incorporated into the project must be American Made and comply with the Buy America provisions

·  Payments must be made monthly, initiated by the Owner

·  Contract Changes must be approved by State Aid and include a cost approval from MnDOT Estimating.

·  State Bridge Bonds? Jobs reporting requirement

·  Who is performing material testing for Owner?

·  Who is performing plant inspection for the Owner?

·  Is the Owner in contact with their Independent Assurance inspector? (if applicable)

·  Award Date:

·  Start Date:

·  Estimated Completion Date:

·  Local Agency Construction Contact: