Florida Department of

TRANSPORTATION

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3.         Timely and Complete Submittal of Documents - Contractor submits all required documents in a timely and accurate manner and with all the required information and detail.  Documents include sublet requests, rental agreements, certification of materials, shop drawings, responses to correspondence, monthly certification, time extension requests, project schedules and schedule updates, claims for delay or extra work, quality control plans, test results, work plans, weekly MOT, NPDES reviews, etc. For EEO/DBE submittals, trainee submittals, certified payrolls, statewide DBE utilization reporting, a deficiency letter will only be issued on these documents when a monthly estimate is actually withheld. 
 

Contractor Notification Method:      Contractor notified via verbal warning, deficiency warning letter, or Deficiency letter.  Contractor can appeal to the District Construction Engineer Deficiency Letters within 10 days of receipt. 

 

Guidance provided: 

1.         Category 3, Timely and Complete Submittal of Documents, would be where the DWL or DL would be issued for not following the QC Plan. 

 

2.         Question:  What kind of time frame do we look for from the contractor on Timely and Complete Submittals of Documents - particularly for responses to correspondence and time extension and price requests?  When can you send out a DWL or DL if these documents are not received in a timely fashion?  I can't find any time table that is given for these issues in the Specifications. 

 

Answer: Unless contract specified a time frame, only recourse was to set a reasonable time frame in the correspondence and measure performance against that.

3.         Question: On lump sum projects, the contractor is required to submit their certified estimate by noon, Monday after cutoff. At one time, I remember being told that anytime an estimate is held, it is an automatic deficiency. We still don't have their estimate, so the estimate is being held. However, we were also told that with certifications, the first time the deadline isn't met, it is a warning letter and the second time it is a deficiency. In this case, which one rules?

Answer: Category 3 addresses that DL's for EEO/DBE submittals, trainee submittals, certified payrolls, statewide DBE utilization reporting are only issued if the monthly estimate is held for not submitting these timely or accurately. Other than that, discretion is allowed for other documentation submittals. In your case, I would issue a VW or DWL for the first occurrence with increasing consequences for continued failure to submit the certification timely.