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Guide to FHWA Funded Wrap-Up Projects

Wrap-up Responsibilities

Each of the parties to a wrap-up has responsibilities during program procurement, implementation and for the duration of the project are identified on the following tables.

TaskDueBrokerOwnerCMCarrierSubs
Marketing through Implementation
BOR XX   
Statement of Services X    
Estimated Timeline X    
Contract Review
  1. CM
  2. A&E
  3. Trade Subcontracts
  4. Other
 XTo provide contracts (drafts)   
Wrap-Up Enabling Wording X    
Evaluation/Agreement on CM Safety Responsibilities XXX  
Review of CM Site Safety Plan X    
Development of Project Safety Responsibilities XXX  
Carrier Safety Specifications X    
Carrier Claims Handling Requirements XXX  
Development of Underwriting Data
  1. Identification of info needed
  2. Program Submission
 XProvide Info ApprovalX  
Project Safety Manual XApprovalX  
Project Claims Manual XApprovalX  
Project Admin Manual XApproval   
Pre-Bid Instruction Handout XApprovalX  
Carrier Site Visits XAllX  
Meetings with Underwriters XLimited basis   
Program Negotiation X    
Analysis & Review of Proposals X    
Service Presentations - Finalists XXXX 
Best and Final Negotiations XX   
Bind Coverage - Documentation X    
Finalize and Customize all Manuals X  X 
Kick Off Meeting  AllXX 
Contractor Management
Attend Pre-Bid Meetings X    
Evaluate/Verify Bid Deductions X    
Notice of Award/subcontract X X X
Provide Enrollment Package X   X
Process Enrollment X   X
Documentation to Sub-Contractor X    
Data Carrier X    
Enter Data in System X    
Issue Policy    X 
Issue CGL Certificate X    
Check Policy X    
Provide Monthly Payroll Info   X X
Review and Process Payroll Data X    
Issue Late Report - Payroll X    
Pursue Delinquent Contractors X X  
Notice of Substantial Completion   X X
Re-evaluate/Finalize Deduct based on actual payroll and contractor insurance costs X X X
Adjust Deduct X X  
Notify Carrier X    
Notice of Wrap-Up Coverage termination X    
Final Payroll Audit or Report X  XX
Enrollment Support X    
Contractor inquiries/assistance X    
Annual "Renewal" Process
Letters to Contractors X    
Updated Listing of Continuing Contractors X    
Order and Process Policies and Certificates of Insurance X XXX
Program Management Reports
Contractor Directory/Hierarchy X    
Enrollment Status X    
Payroll Report X    
Ongoing Savings Report X    
Claims Management
Carrier Claims Handling Requirements XXX  
Project Claims Manual XApprovalX  
Evaluate Carrier Responses X    
Implementation of Procedures X XX 
WC 1-800- Reporting     X
Monthly Review/Analysis of Losses XXXX 
Develop Disaster Planning - include in Manual XXX  
Advocate on coverage issues X    
Quality Control/Assurance X    
Annual Reserve Analysis X    
Accident Investigation - serious losses XXXX 
Risk Control - Safety
Evaluation/Agreement on CM Safety Responsibilities XXX  
Review of CM Site Safety Plan X    
Development of Project Safety Responsibilities XXX  
Carrier Safety Specifications X    
Project Safety Manual XApprovalX  
Set up Safety Committee X XX 
Participate - Safety Committee X    
Accident Trend Analysis X    
Review Sub's Safety Programs   X  
Develop Safety Orientation - checklist/signoff X X  
Carrier Quality Assurance X    
Program Quality & Effectiveness Assurance X    
Compliance Review X    

Wrap-Up Implementation Schedule

Date Critical =  x  
Due Date =  o  
Completed =  +  
TaskDue11/1111/1411/2111/2812/0512/1012/1512/2001/0301/1001/1501/2002/01
Marketing through Implementation
BOR xx           
Statement of Services xx           
Estimated Timeline xx           
Contract Review
  1. Construction Manager
  2. A&E
  3. Trade Subcontracts
  4. Other
  o           
Wrap-Up Enabling Wording +            
Evaluation/Agreement on CM Safety Responsibilities ooo          
Review of CM Site Safety Plan ooo          
Development of Project Safety Responsibilities   oooooooo   
Carrier Safety Specifications   o          
Carrier Claims Handling Requirements   o          
Development of Underwriting Data
  1. Identification of info needed
  2. Program Submission
 oooo         
Project Safety Manual oooooooooo   
Project Claims Manual oooooooooo   
Project Admin Manual oooooooooo   
Pre-Bid Instruction Handout xxxxxxx      
Carrier Site Visits     ooo      
Meetings with Underwriters oooooooooooo 
Program Negotiation    ooooooooo 
Analysis & Review of Proposals         x    
Service Presentations - Finalists          xx  
Best and Final Negotiations          xx  
Bind Coverage - Documentation            xx
Finalize and Customize all Manuals            xx
Kick Off Meeting            xx
Contractor Management
Attend Pre-Bid Meetings              
Evaluate/Verify Bid Deductions              
Notice of Award/subcontract              
Provide Enrollment Package              
Process Enrollment              
Documentation to Sub-Contractor              
Data Carrier              
Enter Data in System              
Issue Policy              
Issue CGL Certificate              
Check Policy              
Provide Monthly Payroll Info              
Review and Process Payroll Data              
Issue Late Report - Payroll              
Pursue Delinquent Contractors              
Notice of Substantial Completion              
Re-evaluate/Finalize Deduct based on actual payroll and contractor insurance costs              
Adjust Deduct              
Notify Carrier              
Notice of Wrap-Up Coverage termination              
Final Payroll Audit or Report              
Enrollment Support              
Contractor inquiries/assistance              
Annual "Renewal"Process
Letters to Contractors              
Updated Listing of Continuing Contractors              
Order and Process Policies & Certs              
Program Management Reports
Contractor Directory/Hierarchy              
Enrollment Status              
Payroll Report              
Ongoing Savings Report              
Claims Management
Carrier Claims Handling Requirements              
Project Claims Manual              
Evaluate Carrier Responses              
Implementation of Procedures              
WC 1-800- Reporting              
Monthly Review/Analysis of Losses              
Develop Disaster Planning - include in Manual              
Advocate on coverage issues              
Quality Control/Assurance              
Annual Reserve Analysis              
Accident Investigation - serious losses              
Risk Control - Safety
Evaluation/Agreement on BOVIS Safety Responsibilities              
Review of CM Site Safety Plan              
Development of Project Safety Responsibilities              
Carrier Safety Specifications              
Project Safety Manual              
Set up Safety Committee              
Participate - Safety Committee              
Accident Trend Analysis              
Review Sub's Safety Programs              
Develop Safety Orientation - checklist/signoff              
Carrier Quality Assurance              
Program Quality & Effectiveness Assurance              
Compliance Review              
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Contact

Jerry Yakowenko
Office of Program Administration
202-366-1562
E-mail Jerry

 
 
Updated: 04/07/2011
 

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United States Department of Transportation - Federal Highway Administration