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Prior To Start Of Construction
Get written approval of the bid award.
Send Notice of Award Letter to the contractor.
Send the Contract Award Report immediately after the Notice of Award has been issued.
Get the signed contract, performance and payment bonds, insurance certificates and registration from the contractor.
Get the name of the architect or engineer responsible for monitoring the project.
Get the name of the Local Entity employee or elected official who will have overall responsibility of the project.
Set conference date and time and invited the contractor, subcontractors and other agencies with interests in the construction.
Prepare materials for the conference.
Discuss labor standards, civil rights provisions, contract terms and project schedule with the contractor and subcontractors.
Discuss the responsibilities of the Local Entity, contractor and architect or construction engineer.
Distribut the minutes of the conference to all attendees and filed a copy in the project file.
Provide a written Notice to Proceed to the contractor.
During Construction
Periodically check the contractor's Job Bulletin Board.
Conduct spot check interviews with the contractor and subcontractors employees.
Compare the results of the spot check interviews with the contractor's certified payroll information.
Ensure all personnel working on project site are noted on the contractor certified payroll at the appropriate wage rate and classification.
Ensure that the contractor or subcontractor was actually supervising and performing the designated work.
Ensured the employment goals were met by the contractor and each subcontractor.
Receive weekly certified payroll and statements of compliance from the contractor and subcontractors.
Investigate and resolve labor complaints or other labor violations, where applicable.
Check and document all quantities used on the project.
Prepare monthly progress reports for inclusion with the monthly invoices.
Submit monthly progress reports and invoices.
Pay the contractor based on the quantities used on the project.
Conduct sampling and testing of all materials used on the project.
Conduct regular inspections of the contractor's work.
Evaluate and maintain a record of the contract time.
Ensure that the architect or engineer was on-site during key construction periods.
Prepare construction change orders when the plans and/or specifications were revised.
Receive approval for all change orders.
Receive approval for use of the Local Entity's personnel, equipment and/or materials on the project.
Prepare the final payment estimate based on quantity calculations and documentation.
Project Closeout
Submit the final payment to the contractor after securing the release of all claims.
Conduct the final inspection.
Conduct a review of the project records.
Receive the signed Certification of Completion from the Contractor.
Sign the Certification of Completion.

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