Construction Manual  

:

  • RECORDS AND REPORTS

  • FINAL ESTIMATE ASSEMBLY PREPARATION PROCEDURES

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    Contents

    GENERAL

    PREPARATION AND CHECKING

    BY THE RESIDENT ENGINEER

    BY THE DIVISION ENGINEER

    BY THE CONSTRUCTION UNIT

    THE FINAL ESTIMATE ASSEMBLY

    TRANSMITTAL LETTER

    CONTRACT TIME EXTENSION REPORT

    LIQUIDATED DAMAGES REPORT

    CONTRACTUAL OVERRUN CALCULATION SHEETS

    AS-CONSTRUCTED PLANS AND CROSS-SECTIONS

    SUPPORTING DOCUMENTS

    PAY RECORD BOOKS

    TICKET BOOKS

    COMPUTER EARTHWORK COMPUTATION SHEETS

    EARTHWORK COMPUTATION SHEETS

    COMPUTING IRREGULAR SURFACES

    SUPPLEMENTAL AGREEMENTS, COMPLETION DATE EXTENSIONS, AND RELEASE OF CLAIM

    PROJECT DIARIES

    DBE/MB/WB SUBCONTRACT COMMITMENT SUMMARY

    STATUS OF FINAL ESTIMATE

    FINAL ESTIMATE CHECKING PROCEDURES

     
    GENERAL
     
    Documentation for the preparation of the final estimate assembly should begin when the construction of a project begins. A set of plans should be designated for recording construction changes and completion of items of work. Plan changes should be kept up to date so the information can be quickly transferred to the prints included in the final estimate assembly. Ticket and pay record quantities should be computed and recorded in HiCAMS when partial payments are made. As soon as practical, the ticket and pay records should be checked and verified in HiCAMS. No further action is required for such records prior to submission of the final estimate unless changes are made in the records. The final estimate should be prepared in accordance with the “Preparation and Checking” procedure below.
     
    The Division Engineer should perform a quality assurance check of the pay quantities and As-constructed Plans. After the quality assurance check by the Division Engineer, he shall notify the Contractor in writing of the final quantities and apparent liquidated damages. The quality assurance check should be performed as specified in “Preparation and Checking by the Division Engineer” procedure below.
     
    For the purpose of establishing the schedule for preparation and submission of the final estimate assembly, contracts are be broken into two classes as follows:
     
    1. Major contracts: major grading; grading and structure; paving, widening, and rehabilitation; and turnkey projects. These contracts typically have a total cost of more than $10 million.
       
    2. Minor contracts: all other contracts
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    PREPARATION AND CHECKING
     
    BY THE RESIDENT ENGINEER
     
    The Resident Engineer should prioritize preparation of the various portions of the final estimate, beginning with those portions that will require the most time to complete. For example, preparation of As-Constructed Plans and calculation of excavation quantities (including submission of data to the Photogrammetry Unit) frequently require considerable time to complete. These items should be a high priority and performed as soon as practical. The Resident Engineer should record and compute pay quantities in accordance with the procedures contained in the “Records and Reports” section of the Construction Manual. The Resident Engineer should also make a 100% check of every calculation of quantities for which payment is included on the final estimate. Each calculation check should be made as soon as practical and by someone other than the person making the original calculation. After the calculations have been checked, the quantity should be verified in HiCAMS. Detailed instructions on checking individual Line Items are included in the “Final Estimate Checking Procedures”.
     
    After the final inspection has been made and the project accepted, the Acceptance Date should be entered on the Completion Tab of the Review Contract Details window of HiCAMS. This action is the trigger which causes the project to be removed from the online “Construction Progress Report”. Then, the Resident Engineer should prepare the final estimate assembly.
     
    After the Final Quantities have been updated in HiCAMS, the following areas should be reviewed and completed.
     
    1. Verify the Final Quantities: This can be done throughout the life of the project after the source document has been checked, but must be complete before submission of the Final Estimate.
       
    2. Material Prepayment Balances: All Material Prepayment balances on the Prepayments Tab of Review Estimates should be zero. If balances remain, enter the Previous Quantity amount in the Actual Reduction field. You do not need to generate the estimate for these reductions to take effect.
       
    3. Price Adjustment Recommendations: All PARs must be closed prior to forwarding the estimate. Go to the Review Pay Adjustment Recommendations window and check the Status column. Any PAR whose Status is not Closed, needs to be closed now. If a QA-2B Density PAR is not closed, contact the Construction Unit for assistance.
       
    4. Failing Samples: Review the View Pending Contract Samples listing for any Project Acceptance Samples which have a Sample Status of Does Not Meet Specs. These samples require a disposition quantity and a Sample Disposition Comment. Penalties can also be applied by clicking the PAR button on the Sample.
       
    5. Field Inspection Reports: Field Inspection reports for Concrete Pavement, Corrugated Metal Pipe, and Guardrail which have failing Materials and no Disposition Comment must have a comment entered.
       
    6. Failing Densities: All Failing Asphalt Densities should have a Pay Adjustment Recommendation and Pay Factor associated with them. Failing Densities are identified on the Standard Report called Density Asphalt QC Lots.
    When the calculation of all quantities has been checked and verified in HiCAMS, the estimate should be reviewed to determine the current amount of the estimate. A special estimate should be processed when there is a significant current amount, whether an increase or a decrease. The Resident Engineer should use his judgment in determining when another partial estimate should be processed. A partial estimate should normally be processed when the current amount of the final estimate is more than $5,000, a change is warranted in the amount of liquidated damages withheld, or processing of the final estimate may be delayed. To process another partial estimate, change the estimate type in HiCAMS to partial and generate the estimate. When another partial estimate is processed, the Resident Engineer must generate the final estimate after the partial estimate is paid. The Final Estimate Assembly should be prepared according to the procedure below. The final estimate in HiCAMS and the Final Estimate Assembly should be forwarded to the Division Engineer.
     
    The Resident Engineer is also responsible for completing the DBE/MB/WB Subcontract Commitment Payment Summary for each contract that has DBE/MB/WB goals. This is used to summarize the actual use of DBE/MB/WB participation as compared to the commitments stated in the contract by the prime contractor. The form is accessible on the Construction Unit website under Construction Resources, Construction Forms. Additional information regarding the DBE/MB/WB Subcontract Summary is included in this manual later in the Final Estimate section.
    BY THE DIVISION ENGINEER
     
    The Division Engineer should review the final estimate assembly for completeness and procedural compliance. He should also perform a quality assurance check of the pay quantities and As-constructed Plans. This check may be made by another Resident Engineer or at the Division office and should have all check marks identified by blue pencil or blue ink. The initials of the individual making the check marks should be placed on the title sheet and on the personnel page of Pay Record Book Number 1. The quality assurance check should consist of not less than 25% of the entire estimate. When the quality assurance check demonstrates that the final estimate assembly is incomplete, was not prepared in accordance with procedures, or the frequency of errors is unacceptable; the estimate should be returned to the Resident Engineer for correction or a 100% check made of the final estimate assembly.
     
    After the quality assurance check by the Division Engineer, he shall send the Contractor the Notification of Final Quantities letter; which includes the final quantities and apparent liquidated damages as specified in Article 109-9 of the Specifications. The letter shall also request that the Contractor submit the documents required by Article 109-10 for payment of the final estimate to the State Construction Engineer. Note: Form FHWA-47 is no longer required on any project. The Contractor should be informed that the final estimate would be held in the Division office for review until a specified date. The period allowed for review should be approximately two weeks for minor contracts and three weeks for major contracts after the date of the letter.
     
    The Contractor should be requested to advise in writing as to whether or not he desires to review the estimate. The final estimate assembly should be submitted to the Construction Unit immediately after the Contractor advises he does not desire to review the final estimate or immediately after the specified date unless the Contractor requests in writing that the final estimate be held beyond the specified date for his review. The Division Engineer should limit the time the final estimate is retained for the Contractor’s review to no more than 30 days unless a meeting has been scheduled with the Contractor to review the final quantities. The final estimate assembly shall be uploaded in SharePoint when applicable.  The Construction Unit should be notified once all documentation has been uploaded or physically sent to the Construction Unit.  ​
     
    A Project Closeout Conference may be held in accordance with the procedures below after the quality assurance check is complete and the Contractor has had sufficient time to review the final quantities and identify the claim issues.
     
    Following the closeout conference or review of the final quantities by the Contractor, necessary corrections should be made to the final estimate assembly and updated in HiCAMS. The Division Engineer should sign the necessary documents, and the final estimate assembly should be transmitted to the office of the State Construction Engineer immediately after the QA check is complete and after:
     
    1. The contractor advises he does not desire to review the final estimate
       
      OR 
       
    2. The date specified for the Contractor to review the final estimate has passed without reply from the Contractor
       
      OR 
       
    3. The Contractor reviews the final estimate or a closeout conference is held.
    The estimate should be forwarded to the Construction Unit in HiCAMS.
    BY THE CONSTRUCTION UNIT
     
    The Construction Unit will perform a procedural audit of the final estimate submitted by the Division Engineer. The Final Estimate quantities will not change if errors are found during the audit, but the Division Engineer will be notified in writing of the errors. The Construction Unit will also review the As-Constructed Plans and perform an audit of DBE/MB/WB payment reporting and utilization.
    THE FINAL ESTIMATE ASSEMBLY
     
    The Final Estimate Assembly consists of the following items:
     
    Transmittal Letter
    Contract Time Extension Report
    Liquidated Damages Report
    Contractual Overrun Calculations Sheets
    As Constructed Plans and Cross-Sections (if applicable)
    Supporting Documents
    DBE/MB/WB Subcontract Commitment Summary
    TRANSMITTAL LETTER
     
    A Transmittal Letter should be submitted for all final estimate assemblies and should be distributed as follows:
     
    Original - State Construction Engineer
    File Copy - Retained by Division Engineer
    Copy - Resident Engineer
     
    The completion date shown in the letter must agree with the completion date shown on all correspondence and that shown in the Project Diary.
     
    The portion of the letter that pertains to an overrun in the contract time must be in detail including intermediate completion dates. If the project was not completed on or before the original or revised completion date, the percent of contractual overrun/underrun must be calculated. The percent overrun/underrun is computed in accordance with Subarticle 108-10(B)1 of the Specifications, excluding Supplemental Agreements that extend the contract time and other items listed therein. (See details of calculating the contractual overrun below.)
     
    For Ticket Books, abbreviation of names is acceptable and contract line item numbers should be used rather that line item descriptions.
    CONTRACT TIME EXTENSION REPORT
     
    The Contract Time Extension Report is printed from Standard Reports in HiCAMS.
    LIQUIDATED DAMAGES REPORT
     
    The Liquidated Damages report is printed from the HiCAMS Review Estimates window. Change the Estimate Report Type to “Estimate Report for Contractors” and print the page entitled “Assessment of Liquidated Damages”.
    CONTRACTUAL OVERRUN CALCULATION SHEETS
     
    Copies of any correspondence or other documentation granting time are to be attached to the Final Estimate Transmittal Letter, and the time extensions entered in HiCAMS. Although not an extension of contract time, also attach copies of the documentation for any waiver of liquidated damages due to seasonal limitations.
     
    If the project was not completed on or before the original or revised completion date, the percent of contractual overrun/underrun and any pro-rata time extension must be calculated. The percent overrun/underrun is calculated in accordance with Subarticle 108-10(B)1 of the Specifications, excluding Supplemental Agreements that extend the contract time and other items listed therein. Calculations for the percent contractual overrun/underrun and pro-rata time should be attached to the Final Estimate Transmittal Letter. The Contractual Overrun figure calculated should be entered in HiCAMS on the Review Estimates Window Completion Tab in the field labeled Adjusted Overrun/Underrun Amount. It may or may not agree with the HiCAMS Contractual Overrun/Underrun Amount. If a pro-rata time extension is allowed, it should be entered in HiCAMS on the Review Estimates Window Damages Tab for the appropriate Contract Time.
     
    If a Supplemental Agreement that extends the contract time overruns in time, it is treated as a separate contract. The dollar amount of overrun applicable to the Supplemental Agreement is applied to the original estimated amount of the Supplemental Agreement and additional time is allowed in accordance with Article 108-10(B)2 of the Specifications. A breakdown of the original and final quantities involved in the work should be prepared for each Supplemental Agreement that grants time. It must show the monetary value for the affected pay items. These breakdowns and the calculations for the percent contractual overrun/underrun and any pro-rata time should be attached to the Final Estimate Transmittal Letter. The pro rata time extensions for the Supplemental Agreements should be aggregated with any other pro rata for that Contract Time and entered in the pro rata field on the Damages Tab in the Review Estimates window. In the event that the Supplemental Agreement was intended to grant time to more than one Contract Time and that time extension was omitted, a Department Initiated Claim should be entered extending the remaining Contract Time(s).
     
    Should a project have one or more intermediate contract times, each is to be treated on the same basis as contract time when calculating pro rata time extensions, as indicated in Article 108-10(A) of the Specifications. All intermediate contract times should be reviewed and the Work Completion Dates or times entered in HiCAMS on the Dates and Damages tab of the Contract Times window. If the intermediate contract time overruns in time, the percent of contractual overrun/underrun and any pro-rata time extension must be calculated. A breakdown of the original and final quantities involved in the work should be prepared for each intermediate contract time that overruns in time. It must show the monetary value for the affected pay items. These breakdowns and the calculations for the percent contractual overrun/underrun and any pro-rata time should be attached to the Final Estimate Transmittal Letter. Any time extension should be entered in HiCAMS on the Damages Tab of the Review Estimates window.
     
    After all authorized time extensions have been entered in HiCAMS, a copy of the Contract Time Extension Report should be printed out and attached to the Final Estimate Transmittal Form.
    AS-CONSTRUCTED PLANS AND CROSS-SECTIONS
     

    Preparation for final As-Constructed Plans should begin at the beginning of the project with detailed As-Constructed Plans being kept by Resident Engineer staff as work is performed. As construction of the project nears completion, the Resident Engineer should begin production of the As-Constructed Plans. While it is acceptable to maintain hard copy As-Constructed Plans throughout the life of the project, the final set should be produced electronically via software such as Adobe Pro or BlueBeam with all corrections or edits made in red font. It is recommended to ensure all pages within the set are the same size if possible. For projects that include one or more bridges, prepare As-Constructed Plans for each bridge separately. For projects that include one or more culverts, prepare As-Constructed Plans for all culverts in one combined set. For large projects with many pages, it is acceptable to separate other scopes of work (ie. overhead signs, walls, etc) to allow for manageable file sizes. If the project is over a FEMA regulated stream, then the As-Constructed Plan Set shall be PE sealed by the Resident Engineer and the sealed set shall be sent to the Hydraulics Unit (NCDOT_Hydraulics_As-Built_Plans@ncdot.gov). Once As-Constructed Plans have been compiled, the completed set shall be uploaded into the 'Plans As Built – As Builts Final' folder in SharePoint and approved. As-Constructed Plans are not required for projects such as resurfacing and demolition.

    For Design-Build projects, the Design-Build Team shall be responsible for maintaining As-Constructed Plans during the life of the project. The final set of As-Constructed plans shall be submitted to the Resident Engineer upon the completion of the project. 

    The following are requirements for various sheets of the As-Constructed Plans. The sheets are listed in the order they should appear in the As-Constructed Plans:

    1.    As-Constructed Plan Sheets for Roadway: These plans should be revised in so far as dimensions and elevations are concerned. Where corrections are made, strike through - but leave legible - the original elevations and dimensions, and insert the corrected information over or beside the original information.  All original plan set sheets shall be included in the As-Constructed Plans unless described differently below.

     

      1. Cover Sheet: This should be Sheet Number 1 of this portion of the assembly. Page numbers should be shown in the upper right hand corner. Page numbers should be numbered consecutively for all sheets thereafter. The number of total sheets should be shown on each page. For projects that include multiple plan sets under separate cover sheets, include identifying information in the cover sheet indexes to denote the other plan subsets that were part of the project but were not included within the applicable cover sheet. Refer to the Example Roadway As-Constructed Plan Set cover sheet for guidance. Fillable Cover Sheets for both Bid-Build and Design-Build projects can be found in the Example and Templates Section below.

     

      1. Original Plan Title Sheet: This is the original plan title sheet that was included as part of the project plans. A note stating 'As-Constructed Plans' should be placed at the top of the sheet. Any changes in the original equalities or project lengths should be shown in their appropriate locations.

     

      1. Index of Sheets, General Notes, List of Roadway Standard Drawings, and Conventional Symbols: If a revised standard is used in the construction of any item, this revision should be indicated on the appropriate sheet.

     

      1. Survey Control Sheets: The Report of Final R/W and Permanent Easement Survey shall be included following the survey control sheets

     

      1. Typical Sections: All typical sections that were used in the construction of the project should be included.

     

      1. Detail Sheets: All details that were used in the construction of the project should be included.

     

      1. Summary Sheets: 
        1. The Drainage Summary sheet should be included in the As-Constructed Plans, but the quantities should not be revised and it is not necessary to line through the quantities. However, a note should be prominently placed stating “For as-constructed lengths, see plan sheets".

     

        1. The Summary of Stormwater Control Measures sheet(s) should be at the end of the 3D-Drainage Summary sheets on projects that have been designed since 2022. Refer to the Post-Construction Stormwater Control Measures​ section in the Construction Manual for additional requirements and further guidance.

     

        1. Roadway Summaries, Geotechnical Summaries and Parcel Index Sheets should not be included in the As-Constructed Plans.

     

      1. Plan and Profile Sheets: The plan and profile sheets should show the following information:
        1. The final location of all control of access lines, if applicable, should be shown. These may or may not coincide with the right-of-way lines.

     

        1. The location of all pipe lines. The length laid for all pipe lines except subdrain and shoulder drain should be shown on the plan sheets.

     

        1. The location of all subdrain and shoulder drain lines should be shown. Information should include station, line, and left, or right. This information can be drawn on each roadway plan sheet, drawn on a supplemental plan sheet and placed immediately after the roadway plan sheet, or summarized in a tabular format on each roadway plan sheet. 

     

        1. Any changes in the right-of-way limits. 

     

        1. If a revised standard is used for any item during construction, this revised standard should be indicated on the plan sheet in the As-Constructed Plans. This should be accomplished by lining through the standard indicated on the original plans and placing the corrected information above or beside the original information.  

     

        1. The location of all fencing that has been placed. 

     

        1. Where possible, denote location of all borrow and waste pits. 

     

        1. Where applicable, note those existing roads that are to be abandoned, obliterated, or left in place and retained on the State Roads System. 

     

        1. All channel changes.

     

        1. All changes in the horizontal or vertical alignment. These changes should be shown in red. If the revision is such that it cannot be shown on the existing plan sheet, then a new plan sheet should be drawn. This sheet should show all appropriate topography, such as driveways, sidewalks, etc., right-of-way and property lines, curve data, and bearings. 

     

      1. Other Plan Sets
        1. Signing/Signal/Lighting/ITS Plans - Denote foundation types, dimensions, TIP elevations, etc. Include accepted design shop drawings as well as pertinent information regarding special surface finishes or paints used. Existing sign sheets and temporary signal sheets should not be included in the As-Constructed Plans.

     

        1. Lighting Plans – The Contractor is responsible for supplying as-constructed plans for approval. Include approved as-constructed plans in final combined as-constructed plan set and in the print pocket of all lighting control panels installed as part of the project.

     

        1. Utility Plans – The Contractor is responsible for supplying as-constructed plans for approval. Include approved as-constructed plans in final combined as-constructed plan set.

     

        1. Wall Plans - Include accepted design submittal in As-Constructed Plans as well as pertinent information regarding special surface finishes, form liners and paint used. Include location of shoulder drain outlet if applicable

     

        1. Erosion Control, Transportation Management, Pavement Marking, Utilities by Others Plans or Original Roadway Plan Cross-Sections should not be included in the As-Constructed Plans.

     

    1. As-Constructed Plan Sheets for Structures: These plans should be revised in so far as dimensions and elevations are concerned. Where corrections are made, strike through - but leave legible - the original elevations and dimensions, and insert the corrected information over or beside the original information.  All original plan set sheets shall be included in the As-Constructed Plans unless described differently below.

     

      1. Cover Sheet: This should be Sheet Number 1 of this portion of the assembly. Page numbers should be shown in the upper right hand corner. Page numbers should be numbered consecutively for all sheets thereafter. The number of total sheets should be shown on each page. For projects that include multiple plan sets under separate cover sheets, include identifying information in the cover sheet indexes to denote the other plan subsets that were part of the project but were not included within the applicable cover sheet. Refer to the Example Roadway As-Constructed Plan Set cover sheet for guidance. Fillable Cover Sheets for both Bid-Build and Design-Build projects can be found here (provide link).

     

      1. Original Plan Title Sheet: This is the original plan title sheet that was included as part of the project plans. A note stating 'As-Constructed Plans' should be placed at the top of the sheet. Any changes in the original equalities or project lengths should be shown in their appropriate locations.

      

      1. Structure Plan Sheets: The plan sheets should show the following information:

     

        1. Summary and Bill of Material table should be lined through.

     

        1. Piles should be numbered and pay lengths shown for each component of the structure.

     

        1. Final TIP elevations and top of pier elevations shall be labeled for each drilled pier.  If permanent casing was installed, it should be noted along with bottom of casing elevation.

     

        1. If a revised standard is used for any item during construction, this revised standard should be indicated on the plan sheet in the As-Constructed Plans. This should be accomplished by lining through the standard indicated on the original plans and placing the corrected information above or beside the original information.  

     

        1. For bridge preservation/rehab projects, show actual locations and types of repairs performed with dimensions.  This shall be shown for both substructure repairs and superstructure repairs.  Strike through any repairs shown on the plans that were not performed.

     

        1. For culverts in which an alternate design (ie. precast, aluminum, etc.)  is used in lieu of cast-in-place, include the accepted design submittal.

     

        1. Wall Plans - Include accepted design submittal in As-Constructed Plans as well as pertinent information regarding special surface finishes, form liners and paint used. Include location of shoulder drain outlet if applicable

     

        1. If the structure is located at a FEMA regulated crossing (Green Sheet Project Commitment and Title Block for As-Built Plans Certification), follow the guidance provided in the FEMA Certification  section of the Construction Manual.

     

    Examples & Templates

    Example plan sets are provided below for reference when compiling the final As-Constructed Plans.

    *DISCLAIMER – As-Constructed Plan Set Examples may include portions of multiple projects. This is to provide a comprehensive set that encompasses many different scopes of work.

              As-Constructed Plans Example - Roadway.pdf

              As-Constructed Plans Example - Culverts.pdf
              As-Constructed Plans Example - Structures.pdf​

              As-Constructed Plans Example - Str Rehab.pdf

    Cover Sheet templates are provided below for consistency in compiling the final As-Constructed Plans.

              As-Constructed Cover Sheet Template - Bid Build.pdf

              As-Constructed Cover Sheet Template - Design Build.pdf


    TIPS

                    1.    Instructions for marking up As-Constructed Plans in SharePoint

     

                         Open up "This PC" on your computer & right click:  choose Add a Network Location

     

    Using the Add Network Location Wizard:

        • Next
        • Choose a custom network location & next
        • Navigate to the desired project home page in Construction & paste it into the Internet or network address field, remove the URL after the project id, then press Next, as shown in this example:
        • When prompted to login, use your NCID & password to login 
        • What do you want to name this location?   I suggest overriding "connect.ncdot.gov" with the name of the project:  example:   Training05
        • Now, you have that mapped project showing up under "This PC" on your C drive as a top level folder, under which you can access the entire construction project site & all its files.   The folders & files there are actually in SharePoint but you can operate on them as if they were local to your PC.

          Open BlueBeam, Adobe Pro or whatever markup tool you want to use and select the desired plan file from within that project "folder" using Windows Explorer.  When you save your changes into the file, they will be saved in the project in SharePoint.

           

           

    2.    BlueBeam and AdobePro

               a. Using BlueBeam

                      i. General

    • ​Make sure the document is 'unflattened' when making edits
    • ​If any edits have been made, first 'flatten' the document​
            • ​​​​​​Go to Document > Flatten
        • ​​​​​​Remember to 'Unflatten' prior to making edits
            • ​​​Go to Document > Unflatten
                     ii. Resizing Pages ​
        • Recommend compiling all necessary pages and resizing the pages prior to editing
        • Go to Document > Page Setup > Select All Pages

     R&R Bluebeam.png



                                         iii. ​​​​Adding Page Numbers



    R&R Bluembeam.png

    R&R As Built.png


    ​b. Using AdobePro

    i. Resizing Pages

          • Recommend compiling all necessary pages and resizing the pages prior to editing
          • Go to Print

    R&R Asbuilt.png

                             

                                        ii. Adding Page Numbers

    ​

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    [

    SUPPORTING DOCUMENTS
     
    PAY RECORD BOOKS
     
    All pay record books should be submitted as part of the final estimate assembly. The contract number should be shown on the cover of each book. The total number of pay record books should be shown on the cover of each book, such as Number 1 of 12 , Number 2 of 12, etc. There should be only one series of book numbers for a given contract. Do not create a separate series for structures. Do not summarize pay record books, but do total each page. Electronic pay records should be reviewed to ensure proper payment was made throughout the life of the project. 
    TICKET BOOKS
     
    Tickets issued for payment by weight in accordance with the Construction Manual should be securely bound prior to transmission of the assembly. There should be one numerical sequence of ticket book numbers for each line item.
    COMPUTER EARTHWORK COMPUTATION SHEETS
     
    When the quantity of an item is determined by the use of the Photogrammetry Unit, the original printed sheets that are transmitted to the Resident Engineer should be checked by the Resident Engineer and included as a part of the assembly.
     
    The visual display of earthwork computations furnished from the Photogrammetry Unit can be discarded at the discretion of the Resident Engineer.
    EARTHWORK COMPUTATION SHEETS
     
    If any quantities are manually calculated, Earthwork Computation Sheets (Form 220) should be used for the computation of unclassified excavation. Earthwork Computation Sheets (Form 230) should be used for the computation of borrow excavation. The first sheet of the computation sheets should be a summary of sources of borrow or unclassified excavation and their individual totals as well as the grand total for the item for individual lines, such as L, L-1, Y-1, etc. The sheets in which the computations for the individual line or source totals should be shown.
    COMPUTING IRREGULAR SURFACES
     
    The Roadway Design Manual prepared by the Roadway Design Unit contains tables that can be used for computing the area of irregular surfaces.
    SUPPLEMENTAL AGREEMENTS, COMPLETION DATE EXTENSIONS, AND RELEASE OF CLAIM
     
    A copy of correspondence authorizing an extension of the completion date(s), executed Releases of Claim, all active claim resolutions, and all signed, original Supplemental Agreements not previously submitted to the Central Construction Unit should be uploaded in Sharepoint at the time of execution.  Any Supplemental Agreements not previously uploaded must be done prior to submittal of the final estimate assembly. Supplemental Agreements which grant time require special treatment. This topic is addressed further in the section “Contractual Overrun Calculation Sheets”.
    PROJECT DIARIES
     
    Any important dates or entries should be shown in an index on the inside cover of the project diary. These dates and notes would refer to entries in the project diary that would aid in the review of the project concerning liquidated damages, adjustments in compensation, or aid in the checking of the final estimate. All project diary books should be numbered consecutively in chronological order. The total number of project diary books should be shown on the cover of each book, such as Number 1 of 7 , Number 2 of 7 , etc. Electronic project diaries shall be used on all new projects effective January 1, 2021. These diaries shall be reviewed and approved in SharePoint with notes, critical dates, and any other information necessary for review of liquidated damages, adjustments in compensation, or aid in the checking of the final estimate. ​
    DBE/MB/WB SUBCONTRACT COMMITMENT SUMMARY
     
    The information pertinent for this summary is subcontractor payments, and replacements of any committed DBE/MB/WB subcontractor. The DBE/MB/WB Subcontract Commitment Summary form should only be completed for subcontractors who were submitted as committed DBE/MB/WB subcontractors to fulfill the goals in the contract. When completing this form, it is suggested that the Resident Engineer use the following items as deemed appropriate.
     
    1. Contract (Project Special Provisions).
       
    2. DBE/ MB/WB Replacement documentation.
       
    3. NCDOT DBE Payment Tracking System located on NCDOT webpage.
       
    4. DBE Payment Report in HiCAMS under Standard Reports.
    The form is accessible on the Construction Unit website under Construction Resources, Construction Forms.

    This form should be uploaded in SharePoint with the final estimate.  ​
    STATUS OF FINAL ESTIMATE
     
    The Status of Final Estimate Report is a quarterly report compiled by the Construction Unit and distributed to the Division Engineers, with copies to the Chief Engineer-Operations, Director of Field Support, Division Construction Engineers and the Roadway/Bridge Construction Engineers. This report lists all the contracts whose final estimate submission to the Construction Unit is overdue in accordance with the schedule for final estimates located in the Final Estimates Assembly Preparation Procedures section above. The report also denotes contracts that have appeared on the list more than one time, with an asterisk (*). If a contract appears on the Status of Final Estimates report more than once, the Division Engineer is required to submit a letter to the Chief Engineer detailing his plan to complete the final estimate.

  • RECORDS AND REPORTS
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