All entries made in Electronic Pay Records, Physical Pay Record and Estimate Work Books that relate to pay items are to conform to the instructions listed below:
All entries and computations made in Electronic and Physical Pay Record and Estimate Work Books are to include sufficient detail so they can be identified, checked, and verified by others. All entries made in Pay Record and Estimate Work Books should be neat and kept in such a manner that they can be easily read by others.
There should be no erasures in any Physical Pay Record or Estimate Work Book. Entries that are in error should be struck through with a single line and the initials of the individual voiding the entry noted. Corrected entries should be placed immediately above the voided entry.
Physical Pay Record and Estimate Work Books used by project personnel will be the bound pay record, level, and field books that are issued by the Department. Loose-leaf notebooks are not to be used for project records.
The date and initials of the individual making an entry in Electronic and Physical Pay Record and Estimate Work Books should be shown for each entry or at the top or bottom of the page when all entries on a page have been made by a single individual.
All Physical Pay Record and Estimate Work Books are to contain a current index and all pages will be numbered.
No Physical Pay Record Book is to be copied prior to submission with the final estimate. The original Pay Record Books containing the information recorded initially, regardless of condition, will be submitted with the final estimate.
Any computations made in the Electronic and Physical Pay Record Book will be checked and the initials of the individual checking the computations will be shown.
No records or notes pertaining to a project will be kept on scratch paper. All notes and records should be entered into either Electronic and Physical Pay Record or Estimate Work Books.
All Physical Pay Record and Estimate Work Books used on a project should be consecutively numbered as they are put into use. A separate set of numbers should be used for Pay Record and Estimate Work Books. A record should be kept in the Resident Engineer's office showing the number of books that have been assigned to any project at any time. The numbers assigned to the books should be consecutively numbered, starting with number one for the first book used on each project. The number of an individual book should be clearly marked on the outside cover of the book when it is put into use.
A list of the names and initials of each individual who enters information or initials entries in the pay record book should be placed in the front of each physical book. Individuals who perform entries and approvals in SharePoint will be documented by the system.
In a section entitled “General Notes” include information helpful in the checking of the final estimate. Also include information that may help an individual to readily understand the entries in the pay record book in the future.
The Remarks column should be used to aid an individual reviewing an item at a future date. Also include information that may help an individual to readily understand a specific entry in the pay record book in the future.
All measurements are to conform to instructions contained elsewhere in this section.
Each pay record book should have individual page totals for each item entered. However, at the Resident Engineer’s discretion, an estimate total (a HiCAMS entry for each line item paid on an estimate) may be used in lieu of individual page totals. If an estimate total is used, then your total may span more than one page, as some line items may have many pages of entries between estimates (i.e., Seeding and Mulching or Borrow by truck count) and some line items have only one or two entries during the entire project (i.e., Mobilization or Fine Grading).
When a contract item listed in a Pay Record Book has not been utilized and no payment will be made, the Engineer should make a statement in the physical Pay Record Book to this effect. The statement should be initialed by the Engineer.
LUMP SUM ITEMS
Items included in the contract that do not have measurements associated with them are considered lump sum items, such as clearing and grubbing, building removal, demolition items, mobilization, contract surveying, software, etc.
Normally there is no direct measurement to document that this type of work has been completed although it is obvious the work has been completed by the subsequent phases of construction.
To provide a uniform means of showing that lump sum items have been completed, the Engineer will make a statement in a pay record book that the item has been completed. This entry should be made either when the item of work is completed or when the item has been totally paid for in accordance with the contract requirements. The statement should be initialed by either the Technician responsible for the work, or the Engineer.
When projects contain
more than one
work order, the distribution of lump sum items charged to each work order that is computed by HiCAMS should be recorded in the pay record book
. Other lump sum items of work that are performed at a specific site are applicable to the work order where the work is performed.
PER EACH ITEMS
Per each items are items that are bid on a per each basis, including masonry drainage structures, adjustment of manholes and valve boxes, right-of-way markers, traffic signal controllers, landscaping items, etc., that are not a component part of another item.
Entries made in a pay record book will constitute the basis of payment for the item or items involved. As the item is counted in the field, the quantity should be entered into the pay record book. After the item of work has been completed, the quantities of the item involved will be totaled in the book. The pay record books in which the entries are made will be submitted with the final estimate. All right-of-way markers and drainage structures including catch basins, drop inlets, manholes, spring boxes, endwalls, open-end pipe, etc., should be numbered on the plans and correspondingly in the pay record books
as a cross-reference.
CUBIC MEASUREMENT ITEMS
three ways used to compute volumetric quantities. Each method requires its own general form of record keeping and each will be discussed separately.
Materials That Are Computed By The Average End Area Method or Digital Terrain Modeling: Examples of these materials include unclassified excavation, borrow excavation, undercut excavation, soil-type base course, and drainage ditch excavation.
The notes that are taken in the field will be recorded in the manner specified in the Engineering Control section
of this Manual and in compliance with the specific instructions herein.
Materials Computed By Length-Depth-Width (XYZ) Measurements: Examples of these items include concrete items, brick masonry items, unclassified excavation, undercut excavation, drainage ditch excavation, and subdrain excavation.
There are many items paid for according to cubic yardage measurements that are constructed according to a standard that has the volume computed for various dimensions. If an item of this nature is involved, the variable dimensions should be measured and recorded in the book with the non-variable dimensions shown as being standard. The computed volume from the standard should, where applicable, be used. The standard number used should be placed in the pay record book for each drainage structure so that anyone checking computations can determine what standard was utilized.
Items without a standard should be measured and the measurements and sketches placed in a pay record book. Where possible, the necessary computations will be done in the pay record book. Pay record book
(s) will be submitted with the final estimate.
Quantities Determined By Truck Measurements: Examples of these items include borrow excavation and select granular material. When material that is paid for by truck measurement is brought onto the project, entries should be made in the pay record book for that particular item. These quantities are based upon a master list of truck measurements that should be entered into the pay record book. The Technician should ensure that the truck has been filled to the same limits as those made for the measurements of each individual truck.
Ticket books are no longer required. If ticket books are used, the Engineer’s signature on each book is not required if the Technician has signed the tickets to document that the material was incorporated into the work. Pay record book(s) will be submitted with the final estimate.
LINEAR MEASUREMENT ITEMS
Items that are measured and paid for based on length (foot) include curb, curb and gutter, guardrail, pipe, fence, etc. As an item is measured, the measurement should be placed directly into a pay record book, along with any remarks, diagrams, or sketches necessary. The entries made in the pay record book should contain the basic information shown below and be in compliance with the specific instructions herein. The information shown could be entered into the pay record book
for the item of curb and gutter as follows.
SQUARE MEASUREMENT ITEMS
Items that are measured and paid for on a square unit basis (square foot, square yard, etc.), would include items such as asphalt surface treatment (AST), paved islands, Portland cement concrete pavement.
As the item is measured, the measurements taken should be placed in a pay record book with any necessary remarks, sketches, or diagrams necessary. All entries should be in compliance with the specific instructions herein. Entries made in the books should contain the following information:
If the item cannot be computed directly in the book, all computations and areas should be shown in the final estimate assembly. Where applicable, the total amount of the item will be shown in the pay record book.
The pay record books
in which the measurements were placed should be submitted with the final estimate.
Items that are measured and paid for on a weight basis include aggregate materials and asphalt plant mixtures.
The applicable provisions of this section of the Manual should be followed for any item that is paid for on a weight basis. See
Weight Tickets as Basis of Payment
in this section of the Manual.
When placing an asphalt plant mix the Asphalt Roadway Technician should check that the approved job mix formula that is shown on the ticket matches the type of mix that is required by the plan typical section. The weight tickets shall be the source documentation for all asphalt binder that is paid for on the project.
PIPE - OTHER THAN SUBDRAIN
Prior to beginning work on a project, a pay record book for pipe should be set up as in Examples
in this section of the Manual.
The following is one suggested method of setting up a pay record book for pipe. The Engineer should decide, based on his individual circumstances, the method that should be used to best eliminate errors of omission, duplications, etc.
Where possible, the pay record book for pipe should be set up before pipe operations begin. In setting up this book, sufficient space should be allowed between planned pipe lines to accommodate additions, modifications, installing portions of the pipe line on different dates, etc. The pay record book should be divided into sections with each section containing only one size and type of pipe. Many Engineers prefer to place each planned pipe line on a separate page in the pay record book. The Technician inspecting the pipe will maintain the pay record book and make appropriate entries as each line of pipe is installed.
FERTILIZER OR FERTILIZER TOPDRESSING
If the analysis of the fertilizer differs from the specified analysis, the application rate and the pay quantity must be converted to an equivalent quantity of fertilizer of the specified analysis. Examples of these conversions are included in
of this Manual.
If the material is shipped to the project in bulk form, it should be handled in the same manner as minor amounts of material in accordance with procedures set forth elsewhere in this Manual.
If the material is shipped to the project in bags, the number of bags used should be counted and the count placed in the pay record book.
If the material is in liquid state, it should be converted to its equivalent dry weight. The Roadside Environmental Unit should be consulted for the conversion factor for the specified fertilizer. This conversion calculation should be shown in the pay record book that is submitted with the final estimate assembly.
PRIME COAT AND ASPHALT CURING SEAL
INDIVIDUAL ITEMS THAT HAVE DIFFERENT UNITS OF MEASUREMENT
In addition to the previously listed items, there are many individual items that are considered as being an integral part of an assembly that have different units of measurement. In listing these items they will be shown in the same pay record book that is used for the major item of the assembly. These examples are not inclusive of all items that would fall under this category. However, they are intended to serve only as illustrative examples.
Guardrail: This item is paid for on a linear foot basis but the terminal section and anchor unit, which are integral parts of this item, are paid for on a per each basis. In this instance, the guardrail and terminal sections or anchor units would be shown in the same book since the measurement for guardrail elements and the count of the terminal sections are made at the same time.
Subdrain and Related Items: The subdrain pipe itself is measured and paid for on a linear foot basis. However, the excavation and aggregate backfill is paid for on a cubic yard basis. These items would also be grouped together. Wyes, tees, and elbows used in connection with subdrain are paid for on a per each basis but are included with the other subdrain items.
Pipe End Sections for Pipe Culverts: The number of pipe end sections that are placed on a pipe line should be included in the pipe pay record book, but should be shown separately from the pipe line since the pipe end sections may be placed at a later date.
Fence: The fence material is paid for on a linear foot basis but the posts and gates are paid for separately on a per each basis. These units of measurement should be shown separately in the same pay record book.
Grates, Frames, etc., That Are An Integral Part of Minor Drainage Structures: The grates, frames, etc., are paid on a per each basis and should be shown separately in the same pay record book that is used for the minor structures.
Signing Items: Signing items carry a variety of units of measurements. These should be recorded based on payment units.
As a general rule, when various pay items are utilized and incorporated into the project simultaneously, the measurements and documentation for payment should be recorded separately but the items should not be shown in separate pay record books
Superstructures that are constructed without any plan changes contain many items that are computed and paid for according to plan quantities. Examples of these items are reinforcing steel, reinforced concrete deck slab, structural steel, concrete, prestressed concrete members, and structural timber. Where the plans have not been changed, the structure Inspector should perform the following to document that the superstructure has been constructed according to the plans:
1. As an item or any part, where applicable, is incorporated into a superstructure, the Inspector should make a statement to this effect in the structure pay record book. This entry should be placed in the portion of the book that pertains to the structure involved.
“Reinforcing Steel, Span A, completed according to plans this date - 8/3/98.
2. In those instances where the plan dimensions are changed, appropriate diagrams, sketches, computations, and explanation of the changes should be shown in its appropriate location in the structure pay record book. These entries should be in conformance with the specific instructions listed in this section of the Manual.
Items composing the substructure are generally subject to more change than a superstructure. If the substructure items have not been changed over that shown in the plans, they will be supported for payment in the same manner as superstructure items. Where these items have been changed, appropriate diagrams, sketches, measurements, and computations should be shown in the structure pay record book.
LUMP SUM ITEMS - NOT CONSIDERED A COMPONENT OF ANY ONE STRUCTURE PAY ITEM
Examples of these items include: mobilization, construction, maintenance and removal of temporary crossings, removal of existing structure; maintenance and removal of existing structure, etc.
Piles are paid for on a linear meter (linear foot) basis. The Construction Technician inspecting the structure should maintain a pile record for all piles driven. This record should be kept separately for each structure that contains piles and should be kept in the structure pay record book for the specific structure involved.
The length of the wall specified on the plans may be revised by the State Construction Engineer as necessary for adequate protection of the area involved. Payment in such cases will be at the unit bid price.
Any variation in the height of the wall or length of sheet piles called for in the plans will be documented by a Supplemental Agreement. If variations requiring a Supplemental Agreement occur, the Resident Engineer will add the following information in the structure pay record book:
- Diagram showing location in wall of pile or piles involved.
- Table showing length driven, cut-off splice or build-up, and length in place.
The quantity of sheet piles to be paid will be computed using the length of the sheet piles times the nominal width of the sheet piles.
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EXCAVATION - CUBIC METER (CUBIC YARD)
The cross-sections for the original and final cross-sections should be recorded in the structure pay record book. If original readings are computed from the theoretical roadway cross-section, they should be included in the structure pay record book and noted as
“Computed from Theoretical Roadway Section.” Cross-sections should be plotted on supplemental cross-section sheets to be included in the
As-Constructed Plans or other approved methods utilized to compute the volume. The volumetric computations should be on earthwork computation sheets.
Where there have been no changes authorized in writing by the Resident Engineer for the bottom of footing elevation shown on the original plans, payment for excavation will be to the bottom of footing elevation called for on the original plans with no allowance for irregularities. Cross-sections will show the actual
As-Constructed condition and the area below plan elevation will be titled
Where the Resident Engineer authorized either the lowering or raising of a footing, payment will be made for all material excavated within the horizontal limitations shown in the Specifications and authorization will be noted under the
General Notes section of the structure pay record book along with the date authorization was given.
Engineering Control section
of this Manual includes information on the method used for estimating box culvert excavation. Attention is called to the fact that it is considered the Contractor's responsibility to view the culvert site before bidding and to satisfy himself as to whether the plan quantity is a reasonable estimate. Payment will be in accordance with the Specifications for this item.
Conditioning RCBC Foundations
Use the procedure for Aggregate Base Course for documentation and record the station or location where the stone is placed on cover of ticket book(s). See
Weight Tickets as Basis of Payment
in this section of the Manual.
There are other items that on occasion are included as a part of a structure. These items may be either by separate bid items or the cost included in other items of work. Examples of these items include: hangers for utility installations, special facing materials, etc. Any of these items will generally fall into one of the above categories from the standpoint of documentation of installation and/or payment and should be shown in the structure pay record book in the manner that is applicable.
CLASS A CONCRETE
Where there have been no changes authorized in writing by the Resident Engineer for the bottom of footing elevation shown on the original plans, payment for Class A concrete will be to the bottom of footing elevation called for on the original plans with no allowance for irregularities. Cross-sections will show the actual As-Constructed condition and the area below plan elevation will be titled
Where the Resident Engineer authorizes either the lowering or raising of a footing, payment will be made for all the concrete placed within the horizontal limits specified on the plans. Authorization will be noted under the
General Notes section of the structure pay record book along with the date the authorization was given.