Part 11 - Guide to FHWA Funded Wrap-Up Projects - Contract Admin - Construction

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.

Task	Broker	Owner	CM	Carrier	Subs
Marketing through Implementation
BOR	X	X
Statement of Services	X
Estimated Timeline	X
Contract Review CM A&E Trade Subcontracts Other	X	To provide contracts (drafts)
Wrap-Up Enabling Wording	X
Evaluation/Agreement on CM Safety Responsibilities	X	X	X
Review of CM Site Safety Plan	X
Development of Project Safety Responsibilities	X	X	X
Carrier Safety Specifications	X
Carrier Claims Handling Requirements	X	X	X
Development of Underwriting Data Identification of info needed Program Submission	X	Provide Info Approval	X
Project Safety Manual	X	Approval	X
Project Claims Manual	X	Approval	X
Project Admin Manual	X	Approval
Pre-Bid Instruction Handout	X	Approval	X
Carrier Site Visits	X	All	X
Meetings with Underwriters	X	Limited basis
Program Negotiation	X
Analysis & Review of Proposals	X
Service Presentations - Finalists	X	X	X	X
Best and Final Negotiations	X	X
Bind Coverage - Documentation	X
Finalize and Customize all Manuals	X			X
Kick Off Meeting		All	X	X
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			X	X
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		X	X	X
Program Management Reports
Contractor Directory/Hierarchy	X
Enrollment Status	X
Payroll Report	X
Ongoing Savings Report	X
Claims Management
Carrier Claims Handling Requirements	X	X	X
Project Claims Manual	X	Approval	X
Evaluate Carrier Responses	X
Implementation of Procedures	X		X	X
WC 1-800- Reporting					X
Monthly Review/Analysis of Losses	X	X	X	X
Develop Disaster Planning - include in Manual	X	X	X
Advocate on coverage issues	X
Quality Control/Assurance	X
Annual Reserve Analysis	X
Accident Investigation - serious losses	X	X	X	X
Risk Control - Safety
Evaluation/Agreement on CM Safety Responsibilities	X	X	X
Review of CM Site Safety Plan	X
Development of Project Safety Responsibilities	X	X	X
Carrier Safety Specifications	X
Project Safety Manual	X	Approval	X
Set up Safety Committee	X		X	X
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 =	+

Task	11/11	11/14	11/21	11/28	12/05	12/10	12/15	12/20	01/03	01/10	01/15	01/20	02/01
Marketing through Implementation
BOR	x	x
Statement of Services	x	x
Estimated Timeline	x	x
Contract Review Construction Manager A&E Trade Subcontracts Other		o
Wrap-Up Enabling Wording	+
Evaluation/Agreement on CM Safety Responsibilities	o	o	o
Review of CM Site Safety Plan	o	o	o
Development of Project Safety Responsibilities			o	o	o	o	o	o	o	o
Carrier Safety Specifications			o
Carrier Claims Handling Requirements			o
Development of Underwriting Data Identification of info needed Program Submission	o	o	o	o
Project Safety Manual	o	o	o	o	o	o	o	o	o	o
Project Claims Manual	o	o	o	o	o	o	o	o	o	o
Project Admin Manual	o	o	o	o	o	o	o	o	o	o
Pre-Bid Instruction Handout	x	x	x	x	x	x	x
Carrier Site Visits					o	o	o
Meetings with Underwriters	o	o	o	o	o	o	o	o	o	o	o	o
Program Negotiation				o	o	o	o	o	o	o	o	o
Analysis & Review of Proposals									x
Service Presentations - Finalists										x	x
Best and Final Negotiations										x	x
Bind Coverage - Documentation												x	x
Finalize and Customize all Manuals												x	x
Kick Off Meeting												x	x
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