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Massachusetts Bay Transportation Authoritylogo1

Rev. #2 – May 2012

Rev. #1 – November 2003




Design & Construction Department

Resident Engineer’s Manual

Revision No. 2



I – INTRODUCTION
The purpose of this manual is to establish general principles, guidelines and procedures for the management of MBTA construction projects from an on-site perspective. Generally, the majority of on-site activities are managed by Resident Engineers, assisted by their Inspectors. This on-site management function is periodically supplemented by specialized assistance in the form of Safety, Quality Assurance, Environmental, Geotechnical, Survey, and/or Design input as requested directed, or assigned. In all cases, however, the Resident Engineer (RE) is expected to be the primary point of contact for a job site and acts as the principal MBTA site management representative.
The MBTA performs the majority of its construction through the use of private sector General Contractors, with some small fraction of our construction work performed by in-house personnel. Occasionally, work is performed on MBTA property by other public sector agencies such as the Commuter Rail Operator, MassDOT, the Massachusetts Port Authority or other State or Local entities; however, MBTA Construction personnel will continue to provide site surveillance and inspection services to ensure that agreed-upon standards are met.
In cases where work is performed by private sector Contractors, the Contractors essentially control their own destinies (within the terms of the Contract). They hire, fire, and control their workforces; set their own priorities and schedules (as allowed under the constraints of the Contract); must obey all applicable laws, including labor, safety, environmental, noise, and other restrictions; and must follow the MBTA Contract Plans, Specifications, and project schedule. It is the Resident Engineer’s and Inspector’s responsibility to ensure the contractor’s compliance.
Resident Engineers fulfill a Construction Management role, generally defined as one that documents and ensures that the work performed satisfies all required safety, quality, schedule, budget, and environmental specifications and standards.
This manual defines the duties and responsibilities of the MBTA field construction staff and stipulates specific authorities, responsibilities, procedures, and documentation/reporting requirements. The manual is meant to be a guide to help the Resident Engineers fulfill their responsibilities and to manage our construction projects to successful completions.
The Resident Engineer must be mindful that the procedures in this manual are intended to assist him/ her employ best practices. On a more practical level, however, the Resident Engineer must be prepared to supply the documentation required in this manual to a variety of auditors who frequently visit the MBTA to confirm these procedures are being followed. Auditors often request that documentation be supplied in electronic format, so to the extent possible, the Resident Engineer should maintain electronic files.















TABLE OF CONTENTS













SECTION/REP No.

TITLE



















Introduction

























Introduction










Table of Contents










List of Exhibits






















Administration



















Section 1   

Role of the Resident Engineer







Section 2

Meetings







Section 3

Filing System/Records 5/30/03






















Pre-Construction Activities



















Section 4

Pre-Construction Activities






















Construction - Running the Job
















Section 5

Construction Activities







Section 6

Project Diaries







Section 7

Contract Changes







Section 8

Submittals







Section 9

Monthly Pay Estimates






















Job Closeout



















Section 10

Job Closeout









LIST OF EXHIBITS
TITLE

Minutes of Meetings Template 2.1

Attendance Sheet Template 2.2

Sample Project Filing System 3.1

Submittal Cover Letter Template 4.5

Sample Project Diary Daily Entry 6.1

Time and Material Slip 5.2

Environmental Surveillance Checklist 5.1

Sample Submittal Log 8.2

Form A – Subcontractors’ Work History 8.1

Form B – Subcontractor EEO ODCR

Cost Control Ledger Sheet 9.1

Contractor Performance Record-RE’s Evaluation 9.2

Contractor Performance Record-End of Job

Contractor Cash Drawdown Letter 9.3

Pay Estimate Work Sheet 9.4

Sample Manifold Reports 9.5

Statement of Estimated Value of Work By DBE/WBE Subcontractors 9.6

Resident Engineer’s Status Report 9.7

Construction Progress Monitoring Report 9.8

Form 6 – Certification for Substantial Completion CMS

Form 7 – Notification – Opening Portions of Contract for Operation CMS

Form 8 – Certificate of Completion and Release CMS

Form 9 – Certificate of Inspection and Acceptance CMS

Substantial Completion Flow Chart 10.1

Sample Cover Memorandum to Contract Administration 10.2

Accompanying Final Pay Estimate Package

Construction Contract Closeout Summary 10.3


GUIDANCE

MassDOT Standard Specification (formerly known as MHD Blue Book)

MBTA website www.mbta.com

MBTA Standard General Conditions/Specifications

MBTA Project Controls Manual

MBTA Project Manager’s Manual

MBTA Change Order Guidelines

D&C Monthly Bulletins

Capital Management System (CMS)

D&C Document Control Process

FTA website www.fta.dot.gov

FTA Circular 4220.1F – Third Party Contracting

Frequently Asked Questions

Best Practices Procurement Manual



RESIDENT ENGINEER’S MANUAL

Section 1

TITLE: Role of the Resident Engineer

Date: 05/04/12


1.1 Purpose and Scope
To establish the duties and responsibilities of the Resident Engineer on MBTA Design & Construction projects.
1.2 References

1.2.1 Resident Engineer’s Procedure Section 3, Filing System/Records

1.2.2 Resident Engineer’s Procedure Section 8, Submittals

1.2.3 Quality Assurance Procedure QAP-12.1, Problem Identification and Resolution

1.2.4 Resident Engineer’s Procedure Section 2, Meetings

1.2.5 Resident Engineer’s Procedure Section 4, Pre-Construction Activities


1.3 General
The MBTA Assistant General Manager for Design & Construction (AGM) delegates to the Resident Engineer the authority to be the MBTA representative for all site and work-related issues. Directors of Design and Construction and Project Managers may supplement this authority as needed. The Resident Engineer does not have the authority to commit public funds.
1.3.1 The MBTA – Contractor Relationship
The relationship between the MBTA site staff (Resident Engineer and Inspectors) and the Contractor is as important to the success of the project as any other single factor. Progress depends on establishing clear, professional communications early in the course of the project, where the roles of each participant are recognized and understood. Differences of opinion are to be expected; however, they are to be settled quickly and professionally so that construction can progress without lingering resentment between parties.
Some guidelines the Resident Engineer should follow to establish an effective relationship includes:


  1. Avoid Conflict of Interest – Don’t ever put yourself in a situation that would even appear to be accepting a favor from a Contractor.




  1. Be as quick to praise good work as you are to criticize inadequate work. At all times be candid but diplomatic about the Contractor’s performance.




  1. Keep good records. Don’t depend on personal memory or verbal commitments – put things in writing. Follow up with emails and formal memorandums (Exhibit 1) depending on the severity of the direction. Err to the side of recording too much than not enough. Establishing a formal, professional and documented relationship with the Contractor early in the project can help avoid communication problems and claims later in the job.




  1. Be one step ahead. Plan a month ahead, a week ahead, and a day ahead.




  1. Know every part of the contract documents, including specifications, drawings, contract terms, etc




  1. Schedule job meetings on a regular basis and issue minutes (See Section 2).




  1. Perform regular site inspections.




  1. If quality, safety and environmental requirements are not met, the job is a failure, even if it is completed on time and under budget!




  1. Ask for assistance immediately when you need it.




  1. Accept assistance even when you feel it is not needed (such as visits by Safety, Environmental, and Quality Assurance).




  1. Regularly check the progress of the work against the project schedule and completion dates (milestones). Require that the Contractor submit recovery schedules when needed. Refer to the MBTA Project Controls Manual for schedule requirements.


1.3.2 Responsibilities of the Resident Engineer
The six key responsibilities of a Resident Engineer at a project site are:


  1. Track progress and process Contractor payment estimates based on accepted installed quantities or project CPM schedules.




  1. Coordinate, review and process change orders in accordance with the MBTA Change Order Guidelines.




  1. Facilitate communication between the MBTA and the Contractor and others, including the Designer, the public and other agencies.




  1. Ensure that the work is performed in compliance with the contract documents, or using approved substitute materials, methods or designs.




  1. Maintain records that document the job. (See Section 3)




  1. Direct the activities of the MBTA site personnel under their supervision to assist in these responsibilities.


1.3.3 Duties of the Resident Engineer
Ideally, a Resident Engineer would be assigned early enough in the design process to participate in constructability reviews, assist the design staff with construction input and assist during the procurement phase (especially at pre-bid and pre-construction meetings).
Prior to Construction:
When assigned prior to construction, the Resident Engineer may be called upon to perform, assist with or participate in the following pre-construction activities:


  • Develop the contract package

  • Verify quantities

  • Participate in constructability reviews

  • Set-up project files

  • Participate in specialized training as needed (includes safety and environmental matters and inspection staff)

  • Attend pre-bid meetings and pre-construction briefings and meetings

  • Confirm all work is associated with pay items


After Notice-to-Proceed:
When the Notice-to-Proceed is issued to the Contractor, the construction phase of the project begins and the Resident Engineer becomes the key MBTA representative for the on-site work. The Resident Engineer’s duties include:


  • Ensure a safe, quality job.

  • Conduct periodic safety walks

  • Interface with the Contractor (as well as MBTA Construction and other Departments, the Designer, and others) for all site matters.

  • Supervise the activities of MBTA site personnel.

  • Process all submittals. (See Section 8)

  • Hold regularly scheduled meetings with Contractor(s), and review and issue minutes of meetings (usually prepared by the Designer) in accordance with Section 2.

  • Track the progress of the job against the project schedule.

  • Facilitate timely resolution of construction problems (whether related to schedule, cost or technical issues).

  • Perform inspections, assign Inspectors, ensure that the work conforms to the Contract Documents and assure that inspections are properly documented.

  • Conduct regular inspections of work and documentation.

  • Maintain project files and control documentation.

  • Log and process Resolution Reports. (See Reference QAP–12.1)

  • Process pay estimates.

  • Participate in negotiations.

  • Process Change Orders in accordance with MBTA Change Order Guidelines.

  • Provide status reports.

  • Close out the job.


1.4 Procedure – None



RESIDENT ENGINEER’S PROCEDURE

Section 2

TITLE: Meetings

Date: 05/04/12


2.1 Purpose and Scope
To establish the requirements and methods to document results of meetings and telephone conversations that relate to the project. This procedure applies to all project meetings and those telephone conversations that are important enough to require documentation.
2.2 References
Project Manager’s Manual

RE’s Manual, Section 6 Project Diary



RE’s Manual, Exhibit 2.1 – Meeting Minute Template/Sample
2.3 General

2.3.1 During the execution of construction contracts, many meetings and telephone conversations will occur that have a material effect on how we operate or conduct our business. It is very important that these meetings and conversations become documented in the project files and project diaries to substantiate and record how decisions were arrived at and what actions were taken on the project.
2.3.2 Minutes of meetings shall be completed within seven (7) days of the meeting.
2.3.3 Telephone conversations shall be documented immediately upon completion of the telephone call.
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