CONSTRUCTION &
FINAL ESTIMATES ISSUES
Final Estimates Issues
 Prep & Doc Manual-Updates
 Review & Admin Manual-Updates
 Other Final Estimates Issues
 Specifications Changes
 Process Review Findings
 Specific Questions!
 Streamlining Final Estimates
 Streamline Contracts
What’s New?
Updates to the Prep & Doc Manual
 Chapter 3 “Documents”
 “Pay Items Eligible For Partial Payment”
Automated Program for Stock Piled Material/Partial
Payment
 Pilot program at District Level
 If/When Approved
 Training

Prep & Doc Manual Continued
Automated Fuel Report in SM




Manual calculations Now automated with the new
system,
Must still enter manually for line item adjustment in
site manager.
Instructions available in the Prep & Doc Manual.
3 pay items
 1. LS Clearing & Grubbing
 2. Steel (LS)and
 3. Optional Base (black option only).
Automated Fuel Report in SM, Continues
Prep & Doc Manual Continued
What’s New?
Review & Admin Manual
Review & Admin Manual
Continued…
Specifications….. What’s New
 Piling: Clarification of Specs
Specifications
 Piling
 Set Checks: Test Piles and Production Piles
 Test Piles/ payment Issues
Example (1) Test Pile
Concrete Test Pile Authorized Length 125'
ITEM
QUANTITY
Actual Piling Dlv’d.
125'
Pre-forming
Set-Checks
Redrive
Splice Length
30’
4 within 1
Working day
25’ Splice
Splice
(Driven)
0
25'
Splice
1
Driving of Splice
1
Cut-Off
1
How Do we Pay
for this?
3’ cutoff
125‘Test
Pile
Example (1) Test Pile (Solution)
Concrete Test Pile Authorized Length 125'
ITEM
QUANTITY
Actual Piling Dlv’d.
125'
Pre-forming
30’
Set-Checks
4 within 1
Working day
Redrive
0
Splice Length
25'
Splice
1
0
25’
30’
Driving of Splice
1
0
Cut-Off
1
0
3’ cutoff
125‘
9’
0
Test Pile =
159’
Production Pile =
30’
25’ Splice
Splice
(Driven)
125‘Test
Pile
Example (1) Test Pile
Concrete Test Pile Authorized Length 140'
ITEM
QUANTITY
Actual Piling Dlv’d.
140'
0’
Pre-forming
Set-Checks
4 within 1
Working day
Splice Length
25'
Splice
1 Not Driven
Driving of Splice
0
Cut-Off
0
How Do we Pay
for this?
Cutoff
Elevation
25’ Splice
Splice
140‘Test
Pile
Example (1) Test Pile (solution)
Concrete Test Pile Authorized Length 140'
ITEM
QUANTITY
Actual Piling Dlv’d.
140'
Pre-forming
Set-Checks
0’
4 within 1
Working day
140’
0’
Cutoff
Elevation
25’ Splice
Splice
0’
Splice Length
25'
25’
Splice
1
Driving of Splice
0
30’
0’
Cut-Off
0
0’
Test Pile =
140’
Production Pile =
55’
140‘Test
Pile
Other F.E. Issues
 Plan Quantity Measurements
 Designer Quantities
 Only Errors/Field Revisions measured
 Findings @ Districts /Process Reviews

Why Are we duplicating the work?
What to Measure? Example
On this Project, Designer missed a Turnout
at Station 212+75.31 on the right side of
the main roadway.
The Pay Item Is Turnout Construction 286 1 (a Plan Quantity Pay Item)
This is a Plan Error, so how do we measure
and document this?
Work Example
Using the information provided on the slide
and the handout (Form 700-050-61)
Please sketch the turnout with dimensions,
Show date, time and person taking
measurements /calculations.
Calculate total Area to the nearest Square
Yard.
All dimensions are in linear feet.
Work Example (Plan Quantity Error)
Area of Trapezoid = [(a + b) ÷2]h = SF
Area of Rectangle = ( b X c)
= SF
Area of Square
= SF
= ( c X d)
Area of ¼ of Circle = (πr2 ÷ 4) = SF
a = 24’
b = 28’
c = d = 12’
r = 12’
π= 3.1416
What’s New…continued
 Unpaid Bills
 Building New Program System
 User Friendly
 Completed by 10/2012 approximately.
FYI
How would you pay for the
following?
FINAL ESTIMATES ISSUES


Bituminous Adjustments
Reminder:



More than 365 days or 5000 Tons
Added Polymer PG 76-22 –Bit Adjusted began on
Contracts Let January 2007 and forward and using
Polymer Index for adjustment
Added AC Permeable Base, adjustment using AC
index; for Contracts let July 2010 and forward, also
for on-going projects.
Bituminous Adjustments
 What do we look for?
 Contract Letting date
 Correct Index Plugged in
 How to spot check a
certification/worksheet sheet
 Hands on problem
Bituminous Adjustments
Example
 Job let March 2009
 Asphalt certification April 2010
 Total Tons AC 3000
 Extra Gallons ARMI 350
 Total Tons Polymer 1500
 Total Tons AC Permeable Base 1200
 How to check for an accurate Worksheet
or Certification?
LS/DB
Bituminous
Adjustment
Example
This is one of
the worksheet
that the
Contractor
turned in
How do we spot
check?
1. First check the
Gallons
2. Check to see if
the Contractor
used the correct
Indexes and the
price index
difference.
3. Check the Total
Monthly dollar
amount
Bituminous Example,
continued…..
 How to check to see if we have the correct gallons




for AC and Polymer?
The formula for this is as follows:
6.25 X Tons X 2000 # /Ton = Gallons
100
8.58 #/Gal
Or to simplify: you could use a short cut, for the
liquid weight of 8.58 #/Gal, the constant will be
2.331 Gal/Ton
Tons X 2.331 X 6.25 =
Gallons
Bituminous Example,
continued…..
 3000 Tons of AC and 350 Gallons of ARMI
 The Contractor’s gallons =43,706 + 350=
 44056 Gallons Total AC
 To check for correct Gallons AC =
 3000 Tons X 2.331 X 6.25 = 43,706 Tons, and
 43,706 + 350 = 44,056 Gallons …correct
Bituminous Example,
continued…..
 The same goes for Polymer.
 Tons X 2.331 X 6.25 =
Gallons
 1500 X 2.331 X 6.25 = 21,853 Gallons, correct
Bituminous Example,
continued…..
 For AC Permeable Base, the formula has a slight change.
As follows:
 Tons X 2.331 X 3 = Gallons
 Here we multiply by 3 instead of 6.25 (per
Specifications)
 Gallons Permeable Base = 1200 X 2.331 X 3 = 8,392
Gallons, correct.
Bituminous Example,
Continued…..
 Checking the Indexes: 2009
 (When Job was let) in March 2009 ; AC Price =1.6480
 Certification turned in- cut off April 2010; AC price=
2.1700
 Both are correct (Where do you go to check the
indexes?)
 http://www.dot.state.fl.us/construction/
Fuel & Bit Index
Fuel & Bit Index
Bituminous Example,
Continued…..
 Next, check to see if the Price Index Difference is correct.




How is this done?
Per Specs: 5% of index at time of bid is 0.0824
(1.6480 X 0.05 = 0.0824)
And 1.6480 + 0.0824 = 1.7304 see notes
April Index for AC is 2.1700
Therefore the Price Index Difference for AC = 2.1700 –
1.7304= 0.4396 (this is correct)
Bituminous Example,
continued…..
 The new total dollar amount is:
 44,056 X 0.4396 = $19,367.02
 The same calculations are applied to the polymer.
 Same for permeable Base except for calculating the
Gallons you multiply by 3 instead of 6.25.
 See Hands on Work problem attached:
Bituminous work problem # 1
This Conventional Project was let in March of 2011.
You randomly picked out Contractor’s Worksheet No. 5
to check; period represents pay in Month of July 2012.
You will need to check gallons, Total Gallons, Indexes
(Current and Base), plus total dollar amount for AC,
Polymer & AC Permeable Base.
Index 2011
Index 2012
FORM 700-050-66
CONSTRUCTION
06/10
STA TE OF FLORIDA , DEP A RTM ENT OF TRA NSP ORTA TION
CONTRACTOR'S CERTIFICATION OF QUANTITIES
BITUMINOUS AND POLYMER MATERIAL
(CONVENTIONAL PROJECTS)
CERTIFICATION NO.
5
FINANCIAL PROJECT ID.
CONTRACTOR
CONTRACT NO.
12345615201
MR. ASPHALT, INC.
L1234
PERIOD REPRESENTED BY CERTIFICATION:
FROM (MO/DAY/YR) 06/11/12
TO (MO/DAY/YR) 07/15/12
ASPHALT MATERIAL
BASE PRICE INDEX:
1.0367 CURRENT PRICE INDEX:
2.6733 INDEX DIFFERENCE:
TONNAGE
GALLONS
1.5848
MONTHLY PAYMENT
PAY ITEM NUMBER:
334- 1
1,000.0
14,569
$23,088.95
PAY ITEM NUMBER:
337- 7
1,000.0
14,569
$23,088.95
PAY ITEM NUMBER:
339- 1
500.0
7,284
$11,543.68
36,422
$57,721.58
2,000
$3,169.60
GALLONS OF ASPHALT CEMENT USED IN MIX: *
ADDITIONAL GALLONS (ARMI):
TOTAL GALLONS:
38,422
TOTAL MONTHLY PAYMENT:
$60,891.18
POLYMER MATERIAL
BASE PRICE INDEX:
2.6631 CURRENT PRICE INDEX:
3.3612 INDEX DIFFERENCE:
TONNAGE
GALLONS
0.5649
MONTHLY PAYMENT
PAY ITEM NUMBER:
334- 1
400.0
5,828
$3,292.24
PAY ITEM NUMBER:
337- 7
400.0
5,828
$3,292.24
PAY ITEM NUMBER:
TOTAL GALLONS OF POLYMER USED IN MIX: *
11,656
TOTAL MONTHLY PAYMENT:
$6,584.48
ASPHALT MATERIAL (ASPHALT TREATED PERMEABLE BASE)
BASE PRICE INDEX:
1.0367 CURRENT PRICE INDEX:
2.6733 INDEX DIFFERENCE:
TONNAGE
PAY ITEM NUMBER:
334- 1
550.0
GALLONS
1.5848
MONTHLY PAYMENT
3,846
TOTAL MONTHLY PAYMENT:
$6,095.14
I certify that, based on my personal know ledge and w ell-founded belief follow ing my ow n reasonable investigation, the
tons and gallons (metric tons and liters) represented by this Certification are true and correct.
Contractor's Authorized Agent (Print Name & Co.)
Contractor's Authorized Agent (Signature)
* Calculations based on Specifications.
$6,095.14
Tom Jones
Date
Bituminous
work
problem # 1
Continue Problem # 1
 http://www.dot.state.fl.us/construction/fuel&bit/FuelF
orms.shtm
 Go to the above link to get the latest form 700-05066 on the Construction Website.
 Fill out the form with the information provided in
your handout (handout includes Contractor’s
Certification).
 Spot check this certification.
Streamlining The F.E. Process
2012
Streamline Contracts
 Goal of Streamline Contracts
 Specifications
 Final Estimates Process
 Final Acceptance
 DFEO Responsibilities - Closeout
 Manual Write Ups
Streamline Contracts
 Goal of Streamline Contracts
 Simplify Administration by selecting minor projects

(All jobs under $2,000,000 with less than 2,000 tons asphalt)
 No change to plans
 No reduction in Inspection
Streamline Contracts
 Specifications
 Projects will be let as either LS or PQ
 How do you know you have a Stream Line Contract?
SCOPE OF WORK - INTENT AND SCOPE
SP0040100SLLS
SP0040100SLPQ
Streamline Contracts
Specifications …continued
MEASUREMENT AND PAYMENT
SP0090103SLLS
SP0090103SLPQ
Streamline Contracts
 Specifications ….continued
 Pay adjustments; VERY LIMITED

Lump Sum – overbuild and foundations
1. Prices provided in Contract - Tables 9-2 and 9-3
2. Adjustments could be < or > the Contract amount; up to 105% of
the original Contract amount.

Examples provided in the Prep & Doc Manual
Streamline Contracts
 Specifications ….continued
 Pay adjustments; VERY LIMITED

Lump Sum – overbuild and foundations Continued….
3. Failed Material: Remove/replace or leave in at no pay (FDOT
discretion)

For failures other than items listed in Section 9-2 on Lump Sum
Projects; use the unit price as determined by using the six
month State Wide Pay Item Averages.

The dates will be the six months prior to the Letting Date

This will eliminate the need, in most cases, to process a SA/WO
Streamline Contracts
 Specifications …..continued
 Pay adjustments; VERY LIMITED….continued


Plan Quantity –
 Each item on this contract will be Plan Quantity
No Fuel and Bit, no CPF, no Spread Rate/ Thickness
Adjustments on PQ or LS projects.
Streamline Contracts
 Specifications …. continued
 Changed Verification Testing Frequency
 120 – EXCAVATION AND EMBANKMENT
 125 – EXCAVATION FOR STRUCTURES
 160 – STABILIZATION
 200 – ROCK BASE
 346 – PORTLAND CEMENT CONCRETE
 Verification testing reduced to ½ of the standard verification testing

frequency
All the above Specification changes will also be affected by the
reduced standard verification testing frequency.
Streamline Contracts
 Final Estimates Process
 Typically the F.E. process is no different from other
processes on regular projects with exception to the
following:
 1. Plan Quantity Projects




Each pay item is Plan Quantity
The Contractor will provide monthly & final Invoices
Comp Book updated for plan errors or Engineer approved
field revisions to the final pay quantity only.
2. Lump Sum Projects


No change (1 LS Project, no pay items)
Eliminated Tables 9-1 (deficiencies), and 9-4 (Quality).
Streamline Contracts
 Final Estimates Process …… continued
 What about……
 Asphalt Tickets? keep in file with the PA, unless needed to support





any quantity changes/disputes
Material delivery tickets? Keep in file with the PA, unless needed
to support any quantity changes/disputes.
Lot submittal packages? will not be needed
Asphalt cover sheets? will not be needed
Asphalt QC and roadway reports? Keep in file with PA, unless
needed to support any quantity changes/disputes
Core out reports? Keep in file with the PA.
Streamline Contracts
 Final Estimates Process ……continued
 What about documents to support changes?
 Lump Sum Projects:


for failing material left in place and not referenced in Section 92, or in Tables 9-2 and 9-3; such as fencing: use the 6 month
Statewide Pay Averages (use the 6 months prior to letting)
Field changes: supported by appropriate measurements
 Plan Quantity Changes:



Either party will need to provide justification
Plan Quantity will not be revised based solely on a particular
method of construction that the Contractor selects.
Changes will be handled separately
Streamline Contracts
 Final Acceptance
 Project Administrator will need to do the following:
1. Upon Final Acceptance, send e-mail “Reminder Notice” of
Section 9-8 to the Contractor, and copy in the DFEO
2. Also, with Reminder Notice Letter; PA will include
Acceptance Letter*
3. No Offer of Final Payment to the Contractor on these types
of Contracts
4. Submit F. E. Package to DFEO
5. Contractor needs to send Contract Documents and Final
Invoice, listed in Section 9-8, directly to the DFEO.**
6. Final Invoice approved by Project Administrator
Streamline Contracts
 DFEO RESPONSIBILITIES
 Closing the Contract





Review Final Estimates Package in accordance with Chapter
14 of the R & AM.*
Review contract documents – Section 9-8
All documents & Final Invoice complete & approved**
Pay Final Invoice
Close project
Other Streamline PQ Concept Issues
Plan notes added by design changing specifications:
This should not happen.
 Contingency amounts being added to Plan
Quantity Items: Same as above, this should not
happen.
 These issues need to stop, and if they happen, please
report them to the appropriate person and bring it to
the attention of the responsible party so that these
errors do not recur.
 Also, let the SCO know
 Estimates Bulletin:

Streamline Contracts
 Prep & Doc. Manual Chapters Write-up
 Ch 7 – Final Measurement
 Ch 11 – Alternative Contracts
 Review & Admin Manual Chapter Write-up
 Ch 14- Post review Processing/Contract Closeout