FieldOps

The intent of this manual is to give guidance to FieldOps users. It is

written in a logical sequence of how a project should be handled in the
field, from initial system setup to producing a final. It is a basic manual to
cover only application issues; please use it with the Contract
Administration Manual to administer your projects.

Common options throughout FieldOps that will not be explained for each
process:
Print – generates a PDF. To print, use the print button in Adobe®.
Next – navigates you through different items while staying in same
screen.
Prev – navigates you through different items while staying in same
screen.
View – in most cases this option will only allow you to view, unless
screen has Add button.
Edit – in most cases you will be able to revise previous entries.
Add – creates entries
Save – if there is a save button on screen, use it. Not all entries prompt
you to Save.
Cancel – use as needed.

Help Menu

FieldOps Help – Help with the FieldOps application. (Incomplete at time

of this manual writing.)
Documentation Help – the documentation manual, or section 5-591.420
of the Contract Administration Manual (CAM).
Duducts and Withholding – a spreadsheet that was created of allowable
deducts and withholding from the Standard Specifications
Contract Time – Help with Contract Time issues. (Incomplete at time of
this manual writing.) Refer to section 5-591.340 of CAM.

Construction Tools Website – link

Contract Administration Manual – Link to manual on web, done this way
so user will have most recent version of CAM.
Standard Specifications – link

Disclaimer: Screen prints in this manual have been altered and do not
reflect actual work done in the field.

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Index
System Setup........................................................................... 5
Edit ADE .............................................................................. 5
Edit Dist #............................................................................ 5
Edit Office Manager ................................................................ 5
Set Up Security ..................................................................... 5
Install Document Converter....................................................... 6
Enable Backup Feature ............................................................ 6
Set Error Report On/Off ........................................................... 6
Enable/Disable Fuel Escalation .................................................. 6
Download Project ..................................................................... 7
Resident Office Menu .............................................................. 7
Project Functions Menu – Download Project ................................... 8
Project Setup .......................................................................... 9
Mark (P) Quantities................................................................. 9
Group Description .................................................................. 9
Contact Information................................................................ 9
Engineer – Contractor Info .......................................................10
Modify Contractors ................................................................10
Modify Fuel Index Percentage ...................................................10
Mark Fuel Escalation Items.......................................................10
Utilities Tab ...........................................................................11
Monthly Fuel Index ................................................................11
Contract Time Tab ...................................................................12
Contract Time Setup ..............................................................12
Add/Edit Contract ..............................................................12
View/Delete Contract..........................................................13
Construction Status ...............................................................13
View Status tab .................................................................13
Contract Events tab ............................................................14
Payment and Documentation Tab .................................................14
Update – Enter Quantities for Payment – IRA, SA, CO, WO, Backsheets..14
View Items Tab..................................................................15
View IRA Entry Detail Tab .....................................................18
Body (Not Group Specific) .....................................................19
View MOH ........................................................................19
Fuel Escalation ..................................................................19
Backsheets – Create, Edit or Delete Backsheets (Work Orders, Change
Orders, Incentives / Disincentives) .............................................19
Work Orders –....................................................................20
Change Orders – .................................................................21
Backsheets – .....................................................................21
Material Incentives/Disincentives (I/D) .....................................22
Permanent Monetary Deducts and Temporary Withholding..............23
Material on Hand (MOH) ..........................................................23
When would you use? .............................................................23

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 Standard MOH – Add by Unit price ...........................................23
Standard MOH – Add by Invoice...............................................24
Lump Sum/MOH .................................................................24
Supplemental Agreements .......................................................25
View SA’s.........................................................................25
View SA’s coming in ............................................................25
Download SA Encumbrance....................................................25
Enter SA Est. Quantities .......................................................25
View All Enc’s ...................................................................25
Reports ..............................................................................25
Contract Time Tab ...................................................................26
Weekly Diary .......................................................................26
Project Totals Tab ..............................................................26
View Totals Tab .................................................................26
Contractors Tab .................................................................27
PCO (Progress Controlling Operation) Tab..................................28
Work Days Tab...................................................................28
W.D. Expl. Tab ..................................................................29
Daily Remarks ...................................................................30
Comments........................................................................30
Weather ..........................................................................30
Revise Contract Time .............................................................30
View /Delete Contract – Intermediates Tab................................30
Revise Contract – Intermediates Tab - ......................................31
View Contract Time Changes Tab ............................................31
Re-compute Working Days .......................................................31
Payment and Documentation Tab .................................................32
Estimate ............................................................................32
Utilities Tab ...........................................................................35
Send Mail............................................................................35
Contacts Tab ....................................................................35
Import from EFRD .................................................................36
Payment and Documentation Tab .................................................36
Certify ...............................................................................36
Final .................................................................................38
Final Procedures tab ...........................................................38
Final Reports Tab ...............................................................40
Project Functions Menu ..........................................................41
Backup Project ..................................................................41
Restore Project .................................................................42
Reindex Project .................................................................42
Delete Project...................................................................43

Appendix
Miscellaneous forms generated by FieldOps

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System Setup

Edit ADE
Enter name of Assistant District Engineer, this will be shown on
overrun/underrun letter.
Overrun and Underrun Report (Only required on Contracts designated as
FAP; FFO; SAFO and MAP or as required by ADE).

Edit Dist #
Enter District of work being done.

Edit Office Manager

Enter Office Manager Name – Name prints out on Final Voucher Date
Tracking form

Set Up Security
Enter name and initials of user. Do not use nickname.
Good thru: Enter expiration date, default is current date, if not
changed, new user will expire at midnight.

Security Rights – select duties user will have enabled.

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 Automatic Distribution (AD) – If this is checked, it will not be
activated and users will not be able to use automatic distribution for
entries. Entries made with (AD) in error are hard to correct. Due to
rounding issues, this option is not recommended. If AD is not
enabled, all entries must be made group-specific.

After assigning security rights, select Save. User will be prompted to

enter password.

Install Document Converter

If your print driver (allows creation of .pdf when you click on print) didn’t
install correctly, use this.

Enable Backup Feature

Set Error Report On/Off
If activated, when FieldOps error occurs, a pop-up will ask you if you want
to send an error report to the FieldOps developers. The “grayed out”
option is active.

Enable/Disable Fuel Escalation

When activated, FieldOps will prompt you for date material placed when
entering an item that is Fuel Escalation eligible. You must setup your fuel
Escalation (BFI and CFI) for this to work.

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Download Project
Resident Office Menu

New Download from Network *Recommended - easiest

Enter district number or M for Metro. If you have entered district in
System Setup, you can skip this step, only projects for your district will
be listed.
Select project for download, then click on Download
Message pop up: New project download is complete. Do you
want to delete original files from the network server? To keep
server clean, and avoid having to manually clean out files, you
should answer YES.

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Project Functions Menu – Download Project

Download Project
Work With Project Download Files
Download New Project Award or Approval (No Project in Place)
*Recommended when downloading project after Approval
Download Approved Contract with Original Encumbrance (Project
Already in Place) Use if project was previously downloaded at Time
of Award rather than after Approval.
Work With Project Backup Files
Download New Project from FieldOps Backup – allows download from
backup, so you won’t need original download files. Example for use:
your computer is lost/stolen/damaged, you can download from
previously created backup.
Download New Project from CAARS (DOS) Backup – NOT
RECOMMENDED Converts old CAARS projects to FieldOps. If you have
to do this, please contact FieldOps Support.

8 8
Project Setup
You are now ready to setup your downloaded project.

Mark (P) Quantities

Either select item and click on Mark Plan or double click on item to
mark (P) quantities as indicated on plan sheets.
To unmark, highlight item then click Unmark Plan, or double click on
item.

Group Description
Used to view or edit group descriptions. Can be edited to better define
group descriptions on larger, multi-group projects.

Contact Information
Enter Project Specific contact information for Contractor and others you
may want to communicate with throughout the life of the project. The
e-mail addresses entered here will be used for sending vouchers or
FieldOps generated reports.

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Engineer – Contractor Info
Project Engineer/Supervisor – for reporting purposes, this entry will be
used for reports generated by FieldOps.
Contractor – information entered here is what will be on voucher.

Modify Contractors
Add subcontractors, click DBE if applicable. You may also enter
suppliers here, include (supplier) in name. Entries here are used when
completing diaries.

Modify Fuel Index Percentage

Enter percentage as specified in project special provisions. This will be
used by FieldOps to calculate fuel escalation.

Mark Fuel Escalation Items

Fuel Escalation eligible items should already be identified and marked. If

your project download has errors, or if the special provisions change, you
may need to mark additional items as eligible. Do not mark items that are
not specifically listed in the Special Provisions!

Highlight the item which is eligible, items are listed in Special

Provisions.
Click Mark Fuel Escalation Item

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 Enter the conversion factor, found in the Special Provisions in the
Gallons of Fuel per Unit column. Be sure to use proper unit, verify
English or Metric.
After you have marked all items necessary, click Update
If you mark an item in error, click Unmark Fuel Escalation Item then
Update

Utilities Tab

Monthly Fuel Index

Add BFI – (Base Fuel Index) Use BFI for date of Letting for Project
available at Base Fuel Index (BFI) - 2008 or click on link on bottom of
page to Fuel Index on the Web. Select month and year using arrows in
pop-up box. Enter number into Base Fuel Index box, and then Save.

Add CFI – (Current Fuel Index) Enter CFI monthly, available at Monthly
Fuel Index (Current Fuel Index (CFI)) - Monthly or click on link on
bottom of pate to Fuel Index on the Web. Select month and year using
arrows in pop-up box. Enter number into Current Fuel Index box, and
then Save.

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Contract Time Tab

Contract Time Setup – must be done prior to starting weekly

diaries. This area only used for initial setup. Any additional changes are
done through Revise Contract Time.
Add/Edit Contract – Intermediates
Click Edit Contract button, change any pertinent information needed.
Most of this information comes with the download. Verify it is correct
with the Special Provisions.
Contract Type (Working Days, Calendar Days, or Completion Date
must be entered.
Proposal Start Date must be entered.
Click Add Intermediate button to add intermediate requirements as
dictated by the Special Provisions.

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View/Delete Contract – Intermediates
Select Intermediate you wish to delete, click delete button. Warning:
if you click the button, the Intermediate is deleted instantly. If you
delete incorrectly, you must add the Intermediate again.

Construction Status – Work with Changes in Construction Status

This section also needs to be completed in order to change active/non-
active status of project. This generates the Change in Construction Status –
Contractor Notification report
Report must be generated in real-time and will be used to generate
time log.
Report serves as notification to Contractor and can be e-mailed through
Utilities –Send Mail function.
Report must be submitted to OCIC at time of final.

View Status tab

Click on Add New button. Depending on current status of project,
options for new status will be limited.
Chose status desired, enter Reason for action and any additional
comments for clarification.
SAVE (When asked to if you want to print, it actually generates PDF,
in order to print, you must print through Adobe® application after
report is generated.

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Contract Events tab – Viewing area for Contract as a whole and
intermediates.

Payment and Documentation Tab

Update – Enter Quantities for Payment – IRA, SA,

CO, WO, Backsheets
Note: SA, CO, WO, and Backsheets must first be created in BACKSHEETS
– Create, Edit, or Delete Backsheets area before you can make update
entries to them.

WHEN LOOKING AT BOTTOM PORTION OF SCREEN TO VIEW ENTRIES, NOTE

THAT MOST RECENT ENTRY IS AT TOP OF LIST, YOU MAY NEED TO USE
SCROLL BAR TO SEE YOUR MOST RECENT ENTRY.

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View Items Tab
Under this listing of items, on the right side of the screen is a % complete
with a highlighted box. This is available for initial contract items. The
colors are significant. For item selected:
Green – 0% – 100% of Contract Quantity has been paid
Yellow – 101% – 125% of Contract Quantity has been paid
Red – Over 125% of Contract Quantity – Start Negotiating new prices per
1903

Note Documentation Requirements button – this is available on various

screens and when used will bring up pertinent section of documentation
manual or section 5-591.420 of CAM.

How To Update IRAs (Same procedure for SA’s, WO’s, CO’s, and
Backsheets)
Highlight item you wish to update in View Items Tab (be sure to verify
group)
Click on Edit/Add Line Tab
Click Add Line button on bottom left of screen
Date of entry is automatically inserted
Station to Station – Enter location of work to be documented, avoid
using “thru out project”
Quantity – Enter quantity to be paid for

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 Option: Above Quantity is an icon for a calculator. (Do not use on
metric projects.
Click on icon.
Select shape of area to be measured
Enter dimensions (application allows 4 characters including decimal)
OK or Cancel
Entry now shows quantity, in correct unit, and calculations in the
remarks. No need to have someone else check math at this point.

Documentation Location/Verification – Enter physical location of

supporting documentation for entry
FRD
Book # ____, pages x-y
Source
Remarks – Enter any additional information to support your entry.
Date work done
If partial payment, explain
If bookkeeping entry, explain entry & date of original entry you are
correcting

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 Review Entry for accuracy
Use TAB key to leave remarks or just click on SAVE
By – Inserted automatically, initials of person making entry
Voucher – Inserted automatically, indicates which voucher payment will
be made

How to Edit Station to Station and/or Documentation Location/Verification

Highlight item you wish to update in View Items Tab (be sure to verify
group)
Select entry you wish to edit
Click Edit button on bottom of screen
Edit entry – some items (Quantity, By, Voucher, Date) may not be
changed, “the Control is Read Only” will pop-up

How to Make Bookkeeping Entries

Highlight item you wish to update in View Items Tab (be sure to verify
group)
Click on Edit/Add Line Tab
Click Add Line button on bottom left of screen
Date of entry is automatically inserted
Station to Station – Enter “Bookkeeping Entry”
Quantity – Enter quantity needed to correct previous entry
Remarks – Explain why entry is needed (makes for good audit trail)
Previous entry dated xx/yy/zz made in incorrect group

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 Previous entry dated xx/yy/zz made on wrong item
Previous entry dated xx/yy/zz error in math discovered

Other Buttons Available on Edit/Add Line Tab

Print IRA – generates PDF of entire IRA, all entries to specific
item/group
Print FRD – generates PDF of blank FRD for specific item
View Items – takes you back to View Items TAB
Search Items – brings up a box to select items
Sort list by clicking on bold column headings
Click on Item Name, Line number, or Item number – dependent on
what you are searching for
Enter search criteria in entry line
If you want to search by item name, make sure CAPS LOCK is on
Example, if you want to search for Random Riprap Class 2, click
on the Item Name column heading, then type RAN….into the text
box, items beginning with RAN will be shown

View IRA Entry Detail Tab – only an option when selected IRA has
entries. Allows you to see all item header information, as well as entry
details, including: entry date, sta to sta, Doc location, entry quantity,
initials of who made entry, voucher number, entry type (GS – group
specific, or AD – automatic distribution), group number, and remarks.

Update all other types of IRA’s (Work Orders, Backsheets, Supplemental

Agreements, etc.) in the same manner on proper tab.

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Body (Not Group Specific) – may not be available due to initial System
Setup. This tab would mainly be used for LS items that have an automatic
distribution. It is best not to use this option.

View MOH – Only an option when an item selected has MOH (Material On
Hand). For viewing only.

Fuel Escalation – Only an available when project has been set up with
BFI and CFI. This tab allows you to look at particular entries that have
associated escalation. For viewing only.

Backsheets – Create, Edit or Delete Backsheets

(Work Orders, Change Orders, Incentives /
Disincentives)
This area is for creating/editing only; update entries must be made through
UPDATE tab. See Contract Administration Manual, section 350 for Contract
Changes information.

Backsheets includes six categories: Work Orders, Change Orders,

Backsheets, Material Incentives/Disincentives, Permanent Monetary
Deducts, and Temporary Withholding.

19 19
It is important to create Backsheets in the proper tab for reporting
purposes.

Work Orders –
Edit/Add WO Description
Enter WO number
Estimated Cost
Category – enter your own or click on Category button and select from
list.
Type of Work – enter your own or click on button to select from list.
Description – self explanatory

Add Items
Add item – enter item number, item name, unit price, unit, mult.
Factor, additional description, and select group by checking appropriate
box, SAVE.
Add Force Account item – this option fills in some of the header
information; enter additional description information, select group,
SAVE.
Add Similar item – this option brings up a copy of selected item, you can
edit as needed; used to avoid re-typing similar information, multiple
times

20 20
View/Delete Items
highlight item you want to delete
click delete
verify
answer yes or no to continue delete process
If you don’t see an item you know is there, remember to use side scroll
bar. When deleting, verify group number prior to deletion.

Edit Items
Edit Item (All Groups) – edit item number, item description, mult
factor, unit price, unit, or additional description for item in all groups
Edit Item (1 group) – edit item number, item description, mult factor,
unit price, unit, or additional description for item in one group
(Item/group must first be selected on view/delete tab)
Add to Other groups – after clicking this button, put check mark (or
uncheck to delete from group) in Select Box next to group number.
Change Participation – highlight group you wish to change Federal
Participation, note: you may have a non-part item in a participating
group. This will not open the item, it just checks/un-checks the
Federal Participation box in upper right corner.
Prev/Next – allows you to scroll through items

Change Orders –
Add/Edit C.O. Descriptions
Add – Enter CO number
Select Change to days from drop-down pick list
Enter additional days, enter (-) if there is a decrease in days Note:
this does not change contract time; you need to go to the Contract
Time option to do that
Enter description of Change Order
Save

For remainder of tabs under Change Orders, see process for Work Orders.

Backsheets – use for items provided for in Spec Book or Special

Provisions, e.g., additional traffic control devices per 1404 or money for
(1508) construction stakes, lines and grades.
Add item – create item, or
Add Common Backsheet item – pick item from drop-down list of
common items.
Be sure to verify unit of measure, English and Metric are listed
Verify that amount in drop-down is consistent with Spec year as
some amount change with different spec years.
Add Similar item – If you have added a similar item and you want to
copy most data
Select the item you want to copy in the View/Delete Backsheet Tab

21 21
 Click on Add Backsheet Tab
Click Add Similar Item button
Edit data as needed
Select Group
Save

Material Incentives/Disincentives (I/D)

Includes: Bituminous I/D for Density and ride; Concrete I/D for Ride, Water
Cement Ratio, Aggregate Quality, and Well Graded Aggregate. It is
preferable to use this tab rather than Change Orders; if a CO is written,
reference the CO in this tab.
Add Incentive/Disincentive Tab
Click Add Bituminous or Add Concrete buttons
Uncheck boxes as necessary for I/D you do not want to add
Select group you want to add I/D to
Save

Edit (options)
Add to other groups – self explanatory
Edit description – self explanatory
Save

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Permanent Monetary Deducts and Temporary Withholding
The Process is the same for both Permanent Deductions and Temporary
Withholding. In the Help option, select deducts and withholding, this file
has information for both 00 and 05 Spec years referencing the spec
number, page of the spec book, and amount of deduct, withholding, or
incentive. As certain specs are changed quite frequently, some columns
direct you to “see special provisions”.

Add Item –
Enter Item Number, Item Name, Unit Price, Unit
Justified by – select pertinent option from pick list
Number – Enter Specification or Special Provision number that allows
for deduction/withholding
Additional Description – self explanatory
Select group by placing check mark in box
Save

Add Common Deduction/Withholding item

Select item from pick list, all pertinent information will be filled in
Select group
Save
View/Delete – same process as Work Order
Edit – same process as Work Order

Material on Hand (MOH)

For additional guidance on MOH, see Contract Administration Manual
Section .370

This area is for creating MOH; FieldOps will ask you at time of item entry
on main body if you want to remove quantities from MOH.

Highlight item you wish to add MOH to

Select button for Mark Standard MOH or Mark Lump Sum/Each MOH.
Or click in MOH or MOH LS box for item you wish to add MOH to.

After marking items with MOH, you can add more information dependent
on which method you selected.

To unmark, select item then appropriate button, or click again in MOH or

MOH LS box.

When would you use?

Standard MOH – Add by Unit price – when you have an assignment
letter, or request for material produced by contractor, you may not have

23 23
an “invoice” with a price breakdown, so you want to pay a percentage of
the unit price.
Enter the unit price
Enter the mult factor (e.g. 0.4 for 40% of unit price form mat’l in
stockpile)
Enter remarks – helpful comments, details of MOH

Standard MOH – Add by Invoice – when you have an invoice for

material for specific items. This option is handy when multiple items are
on one invoice.
Enter Invoice number
Enter Quantity
Enter Invoice Amount
Enter remarks – helpful comments, details of MOH
Entering a Mult factor is not available when adding by invoice.

When making an update entry to item that has Standard MOH, FieldOps will
ask you a quantity value of MOH to remove.

Lump Sum/MOH – when you get an invoice for a LS or Each item which
may consist of many components, e.g. signal system.
Enter Invoice Number
Enter Invoice Amount
Enter remarks – helpful comments, details of MOH

When making an update entry to item that has MOH LS/Each, FieldOps will
ask you a dollar amount value of MOH to remove.

If you use the Delete MOH function, it will remove the remaining dollar
amount from the Total Value of Material on Hand.

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Supplemental Agreements

View SA’s
Allows you to view all Supplemental Agreements on project. Scroll through
top grid to select SA or verify date entered. See any comments entered
and items on SA. All remaining boxes on screen are for future use.

View SA’s coming in

No explanation for this tab

Download SA Encumbrance
Download new SA
Download new Encumbrance

Enter SA Est. Quantities

No explanation, this tab not used by over 99% of users.

View All Enc’s

For viewing information regarding Encumbrances.
Reports – Only option is to Print FRD’s for project

25 25
Contract Time Tab
For additional guidance, see Contract Administration Manual section .340

Weekly Diary1
On the bottom of all tabs throughout the Weekly Diary, there are buttons
for
View - takes you back to View Totals tab
Different Diary – brings up a pick list of available diaries
Change Intermediate – if Intermediate has been entered, this button will
allow you to navigate between intermediates and contract as-a-whole on
the tab you are in.
These buttons serve the same function on all tabs.

Project Totals Tab

View contract time information for project.

View Totals Tab

View working day charges per weekly diary, add new diaries, approve, print

1
Mn/DOT Standard Specification for Construction, 2005 Edition, Section 1806.1

26 26
New Diary – Enter week ending date, verify prior to Save. This creates the
diary; you must use other tabs to enter diary content. Go to Contractors
below.

Add Intermediate – Intermediate must have been set up in Contract Time

Setup. This will generate allow you to add intermediate tracking
information into the diary. Select the intermediate to add to the diary.
You will need to add information on other tabs to create the diary content.

Approve – If diary is not approved, a “working copy” watermark will print

on diary. Approve prior to sending to the Contractor.

Unmark Approval – If diary has been approved and you wish to edit, you
must first unmark approval. Print Diary – generates a .PDF of weekly diary,
you may print from Adobe application. Diary is stored in directory. You
may e-mail to the contractor via the Send Mail area.

Change Intermediate – if intermediates have been added, this is where you

would select whether you want to work with intermediates or contract-as-
a-whole. Information entered in the following steps will be part of
whichever diary you select here.

Contractors Tab
Add Contractors to Diary
Double click on Contractor Name to add them to diary. If you pick
an incorrect Contractor, double click again to remove.
Click on Return to bring you back to Contractor screen
Save

You may add a new Vendor from this screen. If added here, Contractor will
be available in the Project Setup – Modify Contractor screen. However if
you want to make the new vendor a DBE, you need to go to the Modify
Contractor screen.

Edit Contractors on Diary –

Verify that you are on proper diary number. If not, use Prev or Next
to navigate between diaries. Or use Different Diary button for
selection.
Click Edit Contractors on Diary
Select or Deselect desired Contractors
Click on Return
Save

27 27
PCO (Progress Controlling Operation) Tab
The Progress Controlling Operation (PCO) is the major work and controlling
operation during the week covered by the report. The progress schedule
will be used to identify the controlling operations. 2 There may be more
than one controlling operation for the week.
Enter the PCO and the hours scheduled.
Edit available on diaries that have not been approved.

The PCO will carry over from week to week; remember to change it when
needed.

Work Days Tab

Edit Working Days – allows you to enter and edit daily hours worked, delays
hours, and PCO entries. Note: default is Monday entry; if you want to add
to Sunday, be sure to move cursor.
Enter hours worked or delays to each PCO (as previously set up)
Enter Work Day Charged (must pick from drop-down menu)
PCO – enter number of PCO for day (1, 2, or 3).
If making entries on a daily basis, you must click on save.
If less than 1 WD charged per day, prior to Save, FieldOps will ask
you to explain why.

2
Mn/DOT Standard Specification for Construction, 2005 Edition, Section 1803

28 28
W.D. Expl. Tab
View/edit all explanations of WD charges
Edit Daily Explanation – Add or edit explanation of daily delays or working
day charges.

29 29
Daily Remarks
For entry content guidance, see Contract Administration Manual section
390
Edit Daily Remarks – Add or explain work progress, site conditions, labor
and equipment usage, and the contractor’s ability (or inability) to perform
work, etc.

Comments
Edit Weekly Remarks – Add or edit Project summary of project diaries.

Weather
Edit Weather – Add or edit weather for project.

Revise Contract Time – Revise Contract or Intermediates

Three Tabs: View/Delete Contract – Intermediates, Revise Contract –
Intermediates, and View Contract Time Changes

View /Delete Contract – Intermediates Tab – This is actually view

only; if you wish to delete Contract Intermediate go to Contract Time
Setup then View/Delete Intermediate.

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Revise Contract – Intermediates Tab - Use if Contract Time is
changed by Supplemental Agreement.
You must first select item you wish to revise in the View/Delete
Contract – Intermediates Tab. Then select the Revise Contract –
Intermediates tab.
Click Revise Contract button or Revise Intermediate button as
appropriate.
Enter Change to Working Days, Change to Calendar Days, or New
Completion Date in appropriate box. Note: enter only additional
days, not the end result desired. If original contract is 40 WD and
you want to add 3 WD, then enter 3, not 43. If time is shortened,
enter a negative number.
Enter Reason for Change – be sure to reference SA number.
SAVE

View Contract Time Changes Tab – View only tab, synopsis of Contract
Time Changes.

Re-compute Working Days – This button doesn’t show evidence

of anything happening. View diaries to note change. There is no UNDO
button. This recalculates entire project, if you print out a diary after using
this process, your diaries will not match what you have given to the
Contractor.

31 31
Payment and Documentation Tab
Estimate – Work with Partial Estimate for Payment (View, Print, Email)
View/Print Draft Partial Estimate
Select Partial Estimate Options *indicates default
Portrait Layout* – Paper orientation
Landscape Layout – Paper orientation
Group Level Detail* – shows item quantities for each group
Proposal Level Detail – shows item quantities for project as a whole
All Pay Items* – shows all pay items, whether they have changed or not
Changed Items Only – shows items that have changed since last estimate
Detailed Format* – includes header information for each item
Regular Format – does not include header information for each item
Review draft for accuracy.

Print Partial Estimate for Payment $

Select Partial Estimate Option (same as listed above)

Pop-up box “This will print the Partial Payment!” Do you wish to
continue?
No: Pop-up box “Estimate Cancelled” OK
Yes: Pop-up Box

32 32
 “Backup Contract No XYZ123”
Select destination:
Floppy
CD Drive
Other Drive
E-mail recipient
Backup Cancel
(This is the only e-mail function in this tab) brings up e-mail
software, enter recipient’s e-mail address, and then send.
After voucher is generated, another pop-up box will show:
Process Voucher
This will update the project for voucher XX. Do you want to continue?
Yes – Updates, all work entered after this process will be on next
voucher.
No – Voucher number does not advance.
Do not use this for “draft” functions, if you answer no, yet send a paper
copy on for voucher processing, your next voucher will be incorrect.

Print Items that Changed – Generates a report with breakdown for main
body items, SA’s, WO’s, CO’s, Backsheet items, incentive/disincentive
items, deduction items, and fuel escalation items. If the particular
category listed above has items that have changed, a more detailed
breakdown will be generated.

33 33
Preview Portions of Current Estimate – enables the options on the right side
of the screen. Pick option you wish to view.

View Previous Estimates – brings up directory of previously run estimates.

Select file
Open to view

34 34
Utilities Tab
Send Mail

Contacts Tab
MN/DOT Contacts has defaults added for support and OCIC personnel.
Construction Payment Group [email protected] is a group within OCIC
who receives/processes vouchers prior to sending them to finance. You
may add other contacts as you deem fit. Contacts are project specific.

Contractor Contacts – add whoever requests project information that

FieldOps generates. The Contractor may request vouchers and/or diaries
be sent via e-mail.

Send Mail – the process is the same for all:

Select item (voucher, diary, status report, backup, other)
Choose proper file from directory
Click onto Contact page where you will select recipients (place
check mark in send ) or Select All for MN/DOT and or Contractor
(be careful with this)

35 35
 Click back to the Send Mail tab, and click on Send. Be sure that
Selected Contacts box is checked.

Suggested usage:
Contractor – Diaries, Vouchers, and Status Reports
Mn/DOT –
CPG: Vouchers, requirement letters
Land Management: first and final Status report
EEO – requirement letter, final status report

Import from EFRD

Tool for Digital Inspector Users. Contact Digital Inspector Support Person
for help/information.

Payment and Documentation Tab

Certify
The Certify process is done at the proposal level, you do not need to certify
each item in each group. When you certify an item, you are confirming the
quantity paid for the entire job, and stating the location of the supporting
documentation.

36 36
The Certify process is the same for all items whether they are in the body,
supplemental agreements, work orders, change orders, or backsheets. The
exceptions are:
Fuel Escalation – FieldOps generated calculations based on entries; no
certification needed.
MOH – Items should have been used, retained by the contractor, or
become surplus materials - property of the state. There MOH should be
reduced to zero and deleted.
Temporary Withholding – Withholding is to be temporary. Options here
are to remove item, move to general backsheets, or move to monetary
deducts.
Remove item – withholding no longer applies and contractor deserves
money e.g., contractor removes silt fence as directed at end of
project.
Move to general backsheets – contractor fails to remedy situation
requiring withholding in the first place e.g., Contractor elects to
take deduct for failing material rather than replace. When you
select this option, FieldOps does not ask you to confirm. You will
now need to go to the backsheets tab and certify the item there.
Move to monetary deducts – contractor fails to remedy situation
requiring withholding in the first place e.g., Contractor does not
remove silt fence at end of project. When you select this option,
FieldOps does not ask you to confirm. You will now need to go to
the Monetary Deducts tab and certify the item there.

To certify all other items, select appropriate tab: Body, Supplemental

Agreements, Work Orders, Change Orders, or Backsheets. Next select the
Edit/Add Final Qty. tab.

Select Add Final Quantity – the box above Final Doc. Location will show
the final quantity as totaled from all groups. The cursor will
automatically go to the group specific final quantity (box will be
highlighted blue), verify that each group has the appropriate quantity.
If person who made original entries used Automatic Distribution to make
entries, there may be some rounding error issues.
Verify final. Make adjustments if necessary.
If correct, then enter Final Documentation Location, e.g. Book 1
pages 4-12, Envelope 3, Source Documentation, ticket package.
Then Save.
If the quantity is incorrect, you have two options: you can go back
to the Update tab and make entries on the item, or you can enter
final quantity on current screen then enter Final Doc. Location.
Then Save.

37 37
Note: If you certify an item, then go back to make changes in the update
tab, you will need to certify the item again.

After item has been certified, FINALED will be printed in red next to the
unit box when in the Edit/Add Final Qty. tab.

In the View Items tab, items that have been certified will be highlighted
with a pale yellow color and F will show in the Final Column. Items that
have not been certified will be highlighted with light blue.

Final
Final Procedures tab

Edit Over-run / Under-run Letter (See CAM section .410 for requirements.)
Body Items – select Significant Pay Items or All Body Items

Based on your selection, the fields will be populated with items that are
affected.
Highlight an item
Review information on right side of screen
Choose a reason from drop down box

38 38
 Enter explanation; explanation should be as short as possible and
still provide sufficient detail to account for change.

Backsheets – this tab only necessary if you wish to edit

descriptions/reasons for CO’s, WO’s, SA’s, and Misc. backsheets.

Edit Materials Exception Report

Note: Best practice is to do this as project progresses rather than
completing at end.
Place check marks in boxes that apply for materials and products
used on project.
Click Add
Enter Specialty (either category from list above, or particular
material.)
Enter Exception Description, e.g. failing test, mat’l accepted from
non-approved source, missing tests
Enter Resolution, e.g. retest,
Enter Document Reference, e.g. failing test/retest number, lab
report number
Enter Initials
Enter Construction year
Save
The above process must be done for each exception.

39 39
Edit Project Personnel Roster
The roster will contain the names, initials, working title and signature of
all Mn/DOT personnel involved in the quantity documentation process for
the project, i.e. scale person, street checker, inspectors, office personnel.

Add new – Enter name, working title and initials of person. Save
Add from Security – Brings up a list of personnel added during System
Setup – Setup Security process. Select appropriate people to add to
roster.

Print IRA’s
It is not necessary to print IRA’s for final submittal. If you do print, then
submit.
Make appropriate selection for your needs.

Print Over-run / Under-run letter Generates O/U report.

Print Materials Exceptions Report Generates Materials Exceptions Report

Print Personnel Roster Blank Roster – to be filled in by hand

Print Contract Time Summary Data Generates a chronological summary of

“Change in Construction Status Notification,” including Contract Time Diary
Summary, and Contract Time Project Summary. It can be used in place of
old Contract Date Log. This only works when Change in Construction Status
Notifications have been created.

To print out any of the above reports individually, select appropriate

button at bottom of screen.

Final Reports Tab

See samples of forms at the end of this manual
Print Draft Final Voucher – All items MUST be certified
Print Final Voucher – All items MUST be certified
Edit Final Requirements Letter – select which items are required, e.g. IC-
134, Credit Letter, Final Payment Form, Payment Affidavit. If credit value
is less than $5, do not check the credit box as Finance will not bill a
Contractor for less than $5.
Print Final Requirements Letter – generates the Final Requirements letter
that needs to be sent to the Contractor in the Final package. Includes
items selected in the Edit Final Requirements Letter process. If you are
missing anything on this letter, go back to Edit function.
Enter Liquidated Damages – Enter amount of Liquidated Damages assessed
on project. This information is printed out Time Certification report.

40 40
Final Date Tracking – Form for tracking documentation submittals needed
to Final Project. This form, at time of manual writing, requires data entry
by hand.
Final Doc Submittal – Generates a .pdf; summarizes information for Project
Final documentation submittal, header information is supplied, but
documentation location must be handwritten. Some districts opt to use a
Word® document so entries may be typed.
Time Certification – Generates form for Engineer’s signature; to be
included in Final Contract Time File.

Enter Monetary Deductions for Contract time (include intermediates)

Enter Time-based incentives
Select OK

Time Date Log – Old hand written form, does not need to be completed if
you use Print Contract Time Summary Data from Final Procedures Tab and
Time Certification form as directed above.

Project Functions Menu

Backup Project
You are prompted to do a backup of the project each time you create the
voucher. This option allows you to create a backup at your discretion.
Select Project to backup
Click Backup
Select Location for backup
e-mail: the e-mail application will pop up, fill in recipient, send

41 41
 other drive: select destination from popup, then click backup
again
floppy or CD drive: have media in drive, click backup

Restore Project
For use when the unexpected happens, i.e. your laptop is stolen, damaged,
lost. You can restore the project from a previous backup, as long as the
backups were stored at a different location. Follow steps as directed on
screen. See screen shot on next page.

Undo last restore – option when you’ve made a mistake with a restore.

Reindex Project
No explanation for this.

42 42
Delete Project
When project is completed, you’ve sent in your final, you have it saved
elsewhere and you want to free space on your computer, you can delete
the project.
Click the check box for Backup Project at your discretion.
A popup box telling you that project will be deleted, verify the
Contract Number
Answer yes to continue delete process or cancel to stop delete
process.

43 43
Appendix
Forms

Blank Field Record Documentation (FRD aka Data Collection Sheet)

Item Record Account (IRA)
Weekly Construction Diary and Statement of Working Days
Change in Construction Status – Contractor Notification
Material Exception Report
Overrun/Underrun Report
Personnel Roster
Status Summary
Time Certification
Time Summary (all reports)
Final Date Tracking
Requirement Letter
Credit Letter
Certificate of Final Acceptance
Final Documentation Submittal
Final Voucher

44
 FIELD RECORD DOCUMENTATION
BODY ITEMS GROUP SPECIFIC

LOW SP NUMBER:3503-12 Sheet No.:

Item Number Item Name Prop. Line Group No.

2232.501-00040 MILL BITUMINOUS SURFACE (1.5") 0040 001

Unit Price Contract Quantity Unit of Measurement

10.59 334.00 SY

ACCUM. QUANTITY CAARS REMARKS: LOCATION, COMPUTATIONS, UNIT OF ENTERED CHECKED

TOTAL THIS ENTRY MEASUREMENT, ETC... MEASURED BY / DATE
ENTRY QUANTITY (SEE DOCUMENTATION MANUAL) COMPUTED
(1) (2) BY / DATE

(1) NON-CUMULATIVE SUB-TOTAL FOR QUANTITY TO BE ENTERED INTO CAARS. THIS IS FOR ANY APPROPRIATE
REPORTING PERIOD,SUCH AS WEEKLY UPDATES, PARTIAL ESTIMATE UPDATE, OR INDIVIDUAL FRD
45
ENTRY
UPDATE.
(2) BACK MAY BE USED FOR COMPUTATIONS AND DRAWINGS.
 Minnesota Department of Transportation Item Record Account
Contract Body Items (Group Specific)
Contract Number S06075 Low SP 3503-12

Line Number 0040 Item Number 2232.501-00040 Group Number 001

Item Name MILL BITUMINOUS SURFACE (1.5")

Contract Amount $3,537.06 Contract Quantity 334.00

Unit S Y Unit Price $10.59

Date Station to Station Quantity Entry Group Entered by Voucher

Entry Ticket to Ticket Type Number Initials Number
Made or Structure, etc.

01/09/07 Add Final Documentation 0.0000 AD 001 XYZ 3

Documentation Location/Quantity Verification (book, page, roll) SOURCE, COMPS. ABOVE CHECKED BY MEG.

Remarks:

10/30/06 312.000 GS 001 XYZ 1

Documentation Location/Quantity Verification (book, page, roll) SEE REMARKS

Remarks: FIELD MEASURED, 28 x 50 = 1400 / 9 = 155.5 rounds to 156 x 2 = 312.

Quantity to date 312.00 Amount to date $3,304.08

Previous Quantity 312.00 Previous Amount $3,304.08
Quantity this voucher 0.00 Amount this voucher $0.00
Final Quantity 312.00 Final Amount $3,304.08

Percent of contract quantity complete 93.41 % 46

Page 1
Mn/DOT TP-02120-02 (03/04) Date Printed: 06/26/08
MINNESOTA DEPARTMENT OF TRANSPORTATION
WEEKLY CONSTRUCTION DIARY AND STATEMENT OF WORKING DAYS
REPORT NO. 3 Working Day 16.0 FOR THE WEEK ENDING 10/14/06
PROJECT INFORMATION CONTRACTORS AND SUBCONTRACTORS WHO WORKED THIS WEEK
(LOW) S.P. NO.: 3503-12 CONTRACT NO.: S06075
NORTHERN PAVING INC
T.H. NO.TH TH 11=011
UNITED RENTALS
FED. PROJ. NO.: STATE FUNDS
CONTRACTOR: NORTHERN PAVING INC
PROJ. ENGR.: Jack Bauer 651-666-2424
CHIEF INSPECTOR: Tony Almeida
TYPE OF WORK: BITUMINOUS OVERLAY, AND AGGREGATE
PROGRESS CONTROLLING OPERATIONS HOURS
OR MAJOR TYPES OF WORK SCHEDULED
LOCATION: TH 11, FROM RR TRACKS IN KARLSTAD TO RR
1. PAVING VAR
2.
3.

DAY DATE HOURS WORKED HOURS DELAYED WORK PCO EXPLANATION OF DELAYS/
(1) (2) (3) Av (1)Un Av (2)Un Av (3)Un DAYS WORKING DAYS
SUN 10/08/06

MON 10/09/06 11.0 1.0 1

TUE 10/10/06 10.0 1.0 1

WED 10/11/06 8.0 1 NO WORK TODAY DUE TO COLD WEATHER AND WET CONDITIONS.

THU 10/12/06 8.0 1 NO WORK TODAY DUE TO COLD WEATHER AND WET CONDITIONS.

FRI 10/13/06 10.0 6.0 0.5 1 ONLY .5 WORKING DAY CHARGED DUE TO COLD AND WET CONDITIONS.

SAT 10/14/06 10.0 1

CONTRACT AS A WHOLE (COMMENTS AND REMARKS)

NORTHERN PAVING , PAVING MAINLINE AND APPROACHES. UNITED RENTAL PLACING INTERIIM STRIPING.

WORKING DAY SUMMARY AND CONTRACT STATUS

Previous Working Days Charged 12.0 Contract Start Date: / / Final Completion Date: / /
Actual Start Date: 09/30/06
Working Days Charged This Week 2.5 Actual Final Completion Date: 07/12/07
Semi Final Compl.Dt / /
Total Working Days Charged 9.5 Open to Traffic Date / / Current Status: Actual Start Date Date: 09/30/06

Distribution: 1 Final Package

1 Contractor
Signed _________________________________ Title_________________________________ Date _______________ 47
1 PE / ADE
See Contract Administration Manual 5-591.340 Series for Instructions Relative to the Preparation of This Report
 WEEKLY CONSTRUCTION DIARY AND STATEMENT OF WORKING DAYS Date Printed: 06/26/08

REPORT NO. 3 FOR THE WEEK ENDING 10/14/06

DAILY REMARKS AND COMMENTS
Sunday 10/08/06

Monday 10/09/06
N.P. PAVING MAINLINE AND APPROACHES. UNITED RENTAL PLACING INTERIM STRIPING.
Weather - High: 48 Low: 35 Conditions: P.C.
Tuesday 10/10/06
N.P. PAVING MAINLINE AND APPROACHES.
Weather - High: 48 Low: 31 Conditions: P.C.
Wednesday 10/11/06
NO WORK DUE TO COLD AND WET CONDITONS.
Weather - High: 32 Low: 27 Conditions: P.C. - SNOW
Thursday 10/12/06
NO WORK DUE TO COLD AND WET CONDITONS.
Weather - High: 36 Low: 33 Conditions: CLOUDY
Friday 10/13/06
N.P. PAVING MAINLINE AND APPROACHES. ONLY .5 WORKING CHARGED DUE TO COLD AND WET CONDITIONS. UNITED
RENTAL PLACING INTERIM STRIPING.
Weather - High: 37 Low: 32 Conditions: CLOUDY
Saturday 10/14/06
N.P. PAVING MAINLINE AND APPROACHES.
Weather - High: 47 Low: 36 Conditions: P.C.

48

LOW S.P. NUMBER: 3503-12 CONTRACT: S06075

 STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION
CHANGE IN CONTRACT CONSTRUCTION STATUS
CONTRACTOR NOTIFICATION

Low SP Number: 3503-12 Contract Number: S06075 Engineer/ Supervisor: Jack Bauer
Contractor: NORTHERN PAVING INC Phone: 651-666-2424 Ext:
102 W 5TH ST Mn/DOT District: 02
CROOKSTON Chief Inspector: Tony Almeida

Amount of Contract: $1,199,987.63 Date Approved: 06/01/06

Class of Work: BITUMINOUS OVERLAY, AND AGGREGATE SHOULDERS

Location: TH 11, FROM RR TRACKS IN KARLSTAD TO RR TRACKS IN GREENBUSH

This serves as notification of a Change in this Project's Construction Status.

Area of Project Affected: Contract as a Whole
Contract Event: Suspension Date: 11/09/06
Reason: Winter Suspension

Comments:

Project Engineer/ Supervisor:

Signature

49
 MATERIALS CERTIFICATION EXCEPTIONS SUMMARY 06/26/2008

S.P. No. 3503-12 Contract No. S06075 Project Desc. : BITUMINOUS OVERLAY, AND AGGREGATE Const. Year : 2006
SHOULDERS
TH: District 02 Contractor: Contractor: Northern Paving Inc Project Location: TH 11, FROM RR TRACKS IN KARLSTAD TO
RR TRACKS IN GREENBUSH
Project Engineer/Supervisor: Jack Bauer Federal No. STATE FUNDS Page of
Materials and products used on project:
Grading and Base X Bituminous Concrete Aggregate Materials/Chemicals

Specialty Exception Description Resolution Document Reference Init.

Bituminous No report necessary, exceptions/resolutions on CO CO 1 MD
1.

Dist./Metro Materials Engineer Date Project Engineer Date

ATTACH SUMMARY REPORTS OF SUPPLEMENTAL AGREEMENTS, CHANGE ORDERS, and BACKSHEET ITEM EXCEPTIONS.
No Independent Assurance Required
Independent Assurance Required
Independent Assurance Completed Without Exceptions
Independent Assurance Completed With Exceptions
Information regarding Independent Assurance is available in the District I.A. or Project Engineer Files
Original: Retain in Project File Copy: State Materials Testing Engineer - MS 645 Copy: DIstrict Materials Engineer 50
Copy: Financial Operations Section - MS 215 Copy: Office of Construction - MS 650
 STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION

TO : Sig Hansen 06/26/2008

Assistant District Engineer

FROM : Jack Bauer

Resident / Project Engineer / Supervisor

SUBJECT : Final Report of Overruns & Underruns

S.P. 3503-12
Contract No. S06075

BITUMINOUS OVERLAY, AND AGGREGATE SHOULDERS

TH 11, FROM RR TRACKS IN KARLSTAD TO RR TRACKS IN GREENBUSH

Original Contract Amount : $1,199,987.63

The following tabulation indicates overruns and underruns for this contract. This contract
overran by $142,426.59 or by 12.00% of the original contract amount.

51
Low S.P. Number : 3503-12 Contract Number : S06075
 STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION

Significant Proposal Line Items

Overrun / Underrun Explanations

Contract Final Quantity Amount of Percent of Percent of

Item No. / Name / Explanation Quantity Quantity Variance Variance Variance Contract Qty

2221.501-00010 14,296.00 16,753.90 2,457.90 $17,205.30 17.2 117.2

AGGREGATE SHOULDERING CLASS 1
Reason for the overrun : Plan Ambiguity

2360.501-23200 27,464.00 29,595.00 2,131.00 $69,364.05 7.8 107.8

TYPE SP 12.5 WEARING COURSE MIX (3,B)
Reason for the overrun : Minor Variance

2360.505-10150 1,885.00 2,215.01 330.01 $13,131.09 17.5 117.5

TYPE SP 9.5 BIT MIX FOR TIGHT BLADE LEV
Reason for the overrun : Plan Ambiguity

52
Low S.P. Number : 3503-12 Contract Number : S06075
 STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION

Change Orders
Overrun / Underrun Explanations

Change Order # 002

CREDIT TO THE STATE FOR NON-COMPLYING MATERIAL.

53
Low S.P. Number : 3503-12 Contract Number : S06075
 STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION

This completes the report on quantity variations for Contract No. S06075. I am available for any
further explanations which may be necessary.

Sincerely,

JACK BAUER, Resident / Project Engineer / Supervisor

"I have reviewed the foregoing explanation for all Supplemental Agreements and Items of work as
enumerated in the Resident / Project Engineers report of Overruns and Underruns under this
contract. To my knowledge, the explanations presented are true and accurate, and I concur fully with
the statements contained therein."

Date:
SIG HANSEN, Assistant District Engineer

cc: District Engineer

Contract Administration Engineer
Final Design
File

54
Low S.P. Number : 3503-12 Contract Number : S06075
55
 MINNESOTA DEPARTMENT OF TRANSPORTATION
Change in Contract Construction Status
Final Tracking Log

Low S.P Number:3503-12 Contract Number:S06075 Engineer/Supervisor:GROVEN, SHAWN

Contractor: NORTHERN PAVING INC District: 02
Class of Work: BITUMINOUS OVERLAY, AND AGGREGATE SHOULDERS
Location: TH 11, FROM RR TRACKS IN KARLSTAD TO RR TRACKS IN GREENBUSH

Area of Project Affected Contract as a Whole

Status Contract Reason for Status Change

Date Event
08/07/2006 Suspension
Comments: PER MUTUAL AGREEMENT WITH CONTRACTOR PROJECT SUSPENDED DUE TO
AVAILABILITY OF INSPECTION PERSONNEL.
09/30/2006 Resumption
Comments: INSPECTION PERSONNEL AVAILABLE.
09/30/2006 Actual Start Date
11/09/2006 Suspension Winter Suspension
07/12/2007 Final Completion Date Striping done, project complet
07/12/2007 Resumption Stripers on Project
07/17/2007 Resumption Stripers on Project

56

06/26/200 Page 1
 FINAL CONTRACT TIME CERTIFICATION REPORT

S. P. Number : 3503-12
Contract No. : S06075
Contractor : NORTHERN PAVING INC

P No Liquidated Damages will be assessed on this Contract.

Liquidated Damages will be assessed on this Contract in the amount of
$

No Monetary Deductions for Contract Time will be assessed.

P Monetary Deductions for Contract Time will be assessed in the amount of

$ 100.00

P No Time-based Incentives will be assessed on this Contract.

Time-based Incentives will be assessed on this Contract in the amount of
$

All necessary supporting documentation to verify the statements above is included

with the Final Records in the Special Requirements and Contract Time files. This
supporting documentation includes, but is not limited to, Weekly Construction Diaries,
Construction Status Reports, revision of Work Day memos, Time Extension Letters,
Item Over-run Time Extension Letters, and any calculations that affect Contract Time.

I hereby certify that the Contract Time Portion of this project has been administered
in accordance with the provisions of Standard Specifications 1806 & 1807 and as
stated in the Special Provisions for this Contract. All extensions of Contract Time,
if any, have been computed and considered in this assessment.

Date
Project Engineer/Supervisor

57
 MINNESOTA DEPARTMENT OF TRANSPORTATION
Change in Contract Construction Status
Final Tracking Log

Low S.P Number:3503-12 Contract Number:S06075 Engineer/Supervisor:Jack Bauer

Contractor: NORTHERN PAVING INC District: 02
Class of Work: BITUMINOUS OVERLAY, AND AGGREGATE SHOULDERS
Location: TH 11, FROM RR TRACKS IN KARLSTAD TO RR TRACKS IN GREENBUSH

Area of Project Affected Contract as a Whole

Status Contract Reason for Status Change

Date Event
08/07/2006 Suspension
Comments: PER MUTUAL AGREEMENT WITH CONTRACTOR PROJECT SUSPENDED DUE TO
AVAILABILITY OF INSPECTION PERSONNEL.
09/30/2006 Resumption
Comments: INSPECTION PERSONNEL AVAILABLE.
09/30/2006 Actual Start Date
11/09/2006 Suspension Winter Suspension
07/12/2007 Final Completion Date Striping done, project complet
07/12/2007 Resumption Stripers on Project
07/17/2007 Resumption Stripers on Project

58

06/26/200 Page 1
 CONTRACT TIME DIARY SUMMARY

Low S.P. Number: 3503-12 Contract Number: S06075 District: 02

Contractor: NORTHERN PAVING INC
Project Engineer: Jack Bauer

Diary Regarding Contract as a Whole Type of Days Working Days

Intermediate Description
Proposal Start Date 08/07/2006 Contract Start Date / / Actual Start Date 09/30/2006
Proposal Completion Date / / Contract Completion Date / /
Revised Completion Date / / Actual completion Date 07/12/2007
Original Working Days 16.0 Change in Working Days 0.0 Total Working Days 16.0

Week Week Work Work Work Work

Number Ending Days Days Days Days
Date Previous Charged Changed Remaining
1 09/30/2006 16.0 0.0 0.0 16.0

1 11/11/2006 16.0 0.0 0.0 16.0

2 10/07/2006 16.0 4.0 0.0 12.0
3 10/14/2006 12.0 2.5 0.0 9.5

4 10/21/2006 9.5 2.5 0.0 7.0

5 10/28/2006 7.0 4.5 0.0 2.5
6 11/04/2006 2.5 1.0 0.0 1.5

7 11/11/2006 1.5 2.5 0.0 -1.0

8 07/14/2007 -1.0 0.8 0.0 -1.8

59
 CONTRACT TIME PROJECT SUMMARY

Low S.P. Number: 3503-12 Contract Number: S06075 District: 02

Contractor: NORTHERN PAVING INC
Project Engineer: Jack Bauer

Diary Type Contract as a Whole Days Type Working Days

Proposal Start Date 08/07/2006 Contract Start Date / / Actual Start Date 09/30/2006
Proposal Completion Date / / Contract Completion Date / /
Revised Completion Date / / Actual completion Date 07/12/2007
Original Working Days 16.0 Change in Working Days 0.0 Total Working Days 16.0
Working Days Expended 17.8 Working Days Remaining -1.8

Reviewed by:

60
06/26/2008
 Final Voucher Date Tracking Form

District Engineer: Do not sign the attached Final Voucher Certificate of Final Contract Acceptance unless
District Engineer:
all date boxes are completed with a date or marked N/A. This will serve as your assurance that MN Statutes
§ 161.34 and 161.32 have been observed by the Project Engineer and that all Special Contract Requirements
have been met. Once you have signed the Certificate of Final Contract Acceptance, no changes can be made
to this Contract.

Project Engineer: Please refer to the Contract Administration Manual section 5-591.370 prior to
Project Engineer:
completeing this form.

S.P. Number: 3503-12 Office Manager: Chloe O'Brian

Telephone: 666-2626

Date Certificate of Final Acceptance signed by Project Engineer and sent to Contractor via Certified
Mail.
Date Final Received by Contractor ("Date of Delivery" shown on Cert. Mail Green Card, or Electronic (A)
Tracking Notice)
Date Due Back from Contractor: (B) = (A) + 90 Calendar Days (Include Saturdays, Sundays and (B)
Holidays)
Date Signed Final Received in Engineer's Office from Contractor

Special Final Requirements – Enter Dates items Received from Contractor or Completed by Engineer

Contractor Mat'l Cert. Final Inspection Cotractor Total Contractor

Labor Holds Credit Hold
IC-134 Tax Exception by Const. Stand. O/U Letter Payment Payment
Released Released
Withholding Summary Eng. Form Affidavit

(E) (F) (G) (H) (I) (J) (K) (L)

Before Submitting this final to the District Engineer for Signature, all above dates must be entered. All dates
that do not apply must be marked N/A (Not Applicable).
If all boxes are not filled in, Final must be held in District Office until all issues are resolved.

Special notes:
Box (A) – The Certified Mail stub (green card) or Electronic Tracking Notification is official
acknowledgement that the Contractor has received the Final Voucher and Certificate of Final Acceptance.
Enter the "Date of Delivery" shown on the stub or e-mail from USPS.
Box (E) – IC-134 Tax Withholding required by MN Statutes § 290.97 and 290.92.
Box (J) – Required on Federal Funding Projects designated as MAP, FAP, FFO, and SAFO and as required
by District Engineer.
Box (K) – Form required on all projects with Federal Funds.
Box (L) – Form required on all projects with Federal Funds.

Attach Certified Mail stub here, or attach copy of Electronic Notification to back of this form.

Final Voucher Recall can only be done by the Office of Construction. If this is necessary, contact the
Contract Administration Supervisor in the Office of Construction. 61
62
63
 STATE OF MINNESOTA - DEPARTMENT OF TRANSPORTATION
CERTIFICATE OF FINAL CONTRACT ACCEPTANCE

LOW S.P. NO. 3503-12 FINAL VOUCHER NO. 7 CONTRACT NO. S06075
This is to certify that to the best of my knowledge, the items of work shown in the Final
Voucher herein have been actually furnished in accordance with the Plans and Sepcifications.

Dated _____________________________ Signature ________________________________ Project Engineer

The undersigned Contractor hereby certifies that the work described has been performed in
accordance with the terms of the Contract, and agrees that the Final Value of Work Certified on
this Contract is $1,342,410.76 and agrees to the amount of $-3.46 as FinalPayment on
this Contract in accordance with this Final Voucher.

Contractor NORTHERN PAVING INC By ____________________________________________

And ___________________________________________ And __________________________________________

State of Minnesota, County of ________________________________________

On This_________ Day________,________, Before me appeared______________________To me known to

(Individual Acknowledgment)
be the person who executed the foregoing Acceptance and Acknowledged that he/she executed the

same as____________________________________ free to act and deed

(Corporate Acknowledgment)
__________________________And_____________________________,to me personally known, who, being

each by me duly sworn, each did say that they are respectively the___________________________

and_______________________ of the _________________________Corporation named in the foregoing

instrument, and that the seal affixed to said instrument is the Corporate Seal of said
Corporation, and the said instrument was signed and sealed in behalf of said Corporation by
authority of it's ____________________and said______________________ and ____________________

acknowledged said instrument to be the free act and deed of said Corporation.

Notorial My Commission as Notary Public in_____________________________County

Seal Expires_________________________ Signature__________________________

I hereby certify that a Final Examination has been made of the noted Contract, that the Contract
has been completed, that the entire amount of Work Shown in this Final Voucher has been performed
and the Total Value of the Work Performed in accordance with, the terms of the Contract is as
shown in this Final Voucher.
This Contract is hereby accepted in accordance with the Specification 1516. Final acceptance of
the Contract will be effective upon
fullfull Execution, by the Contractor and the Department, of the
"Certificate of Final Acceptance" included with the Final Voucher.
Dated____________________________ Signature__________________________________ District Engineer
64
65
 STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION
FINAL VOUCHER FOR PAYMENT NUMBER 7

Engineer/ Jack Bauer NORTHERN PAVING INC Contract No.: S06075

Supervisor:
Phone: 651-666-2424 Ext: 102 W 5TH ST Vendor No.: 026117004
CROOKSTON MN 56716
For Period Ending: 07/21/08
Mn/DOT District: 02 Office Manager: Chloe O'Brian
Last Partial Estimate: 02/06/08
Chief Inspector: Tony Almeida
Date Approved: 06/01/06 Amount of Contract: $1,199,987.63 Type of Contract: N370

Class of Work: BITUMINOUS OVERLAY, AND AGGREGATE SHOULDERS

Located In: TH 11, FROM RR TRACKS IN KARLSTAD TO RR TRACKS IN GREENBUSH

Grp. State Trunk Federal Value of Work Less Previous Value Of Work Federal Federal
Num. Project Highway Project Certified Work Certified Non - Part Non - Part
Number Number Number To Date Certified This Voucher To Date This Voucher
001 3503-12 TH 11=011 STATE FUNDS $598,337.70 $598,341.16 $-3.46 $0.00 $0.00
002 6801-16 TH 11=011 STATE FUNDS $744,073.06 $744,073.06 $0.00 $0.00 $0.00
$1,342,410.76 $1,342,414.22 $-3.46 $0.00 $0.00

Value of Work Certified This Voucher $-3.46 Total Value of Work Certified To Date: $1,342,410.76
Liquidated Damages Charged $0.00 Funds Encumbered To Date: $1,359,987.63

NET VALUE THIS VOUCHER $-3.46 This Project is 98.71 % Complete

LOW SP NUMBER: 3503-12 FOR WORK PERFORMED AND ACCEPTED AS OF 07/21/08 66 S06075
CONTRACT:
 STATE OF MINNESOTA - DEPARTMENT OF TRANSPORTATION
S T A T E M E N T O F W O R K C E R T I F I E D
MAIN BODY ITEMS (Group Level Detail)
All Pay Items
Voucher No. 7 Sheet No.: 2
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Item Contract Unit Contract Contract To Date To Date Grp Line
Number Item Unit Price Quantity Amount Quantity Amount No. No.
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
2021.501- MOBILIZATION LS 32,113.32 1.00 32,113.32 1.00 32,113.32 001 0010
Total for Proposal Line Number 0010: 1.00 32,113.32 1.00 $32,113.32

2051.501- MAINT & RESTORATION LS 0.98 1.00 0.98 1.00 0.98 001 0020
Total for Proposal Line Number 0020: 1.00 0.98 1.00 $0.98

2221.501- AGGREGATE TON 7.00 1,994.00 13,958.00 2,342.00 16,394.00 001 0030
2221.501- AGGREGATE TON 7.00 12,302.00 86,114.00 14,411.90 100,883.30 002 0030
Total for Proposal Line Number 0030: 14,296.00 100,072.00 16,753.90 $117,277.30

2232.501- MILL BITUMINOUS SY 10.59 334.00 3,537.06 312.00 3,304.08 001 0040
2232.501- MILL BITUMINOUS SY 10.59 312.00 3,304.08 312.00 3,304.08 002 0040
Total for Proposal Line Number 0040: 646.00 6,841.14 624.00 $6,608.16

2357.502- BITUMINOUS MATERIAL GAL 1.73 5,867.00 10,149.91 7,452.00 12,891.96 001 0050
2357.502- BITUMINOUS MATERIAL GAL 1.73 7,448.00 12,885.04 7,098.00 12,279.54 002 0050
Total for Proposal Line Number 0050: 13,315.00 23,034.95 14,550.00 $25,171.50

2357.606- BITUMINOUS MATERIAL GAL 1.75 3,180.00 5,565.00 245.00 428.75 001 0060
Total for Proposal Line Number 0060: 3,180.00 5,565.00 245.00 $428.75

2360.501- TYPE SP 12.5 WEARING TON 32.55 12,102.00 393,920.10 13,500.00 439,425.00 001 0070
2360.501- TYPE SP 12.5 WEARING TON 32.55 15,362.00 500,033.10 16,095.00 523,892.25 002 0070
Total for Proposal Line Number 0070: 27,464.00 893,953.20 29,595.00 $963,317.25

2360.505- TYPE SP 9.5 BIT MIX FOR TON 39.79 846.00 33,662.34 946.00 37,641.34 001 0080
2360.505- TYPE SP 9.5 BIT MIX FOR TON 39.79 1,039.00 41,341.81 1,269.01 50,493.90 002 0080
Total for Proposal Line Number 0080: 1,885.00 75,004.15 2,215.01 $88,135.24

2563.601- TRAFFIC CONTROL LS 2,550.00 1.00 2,550.00 1.00 2,550.00 001 0090
Total for Proposal Line Number 0090: 1.00 2,550.00 1.00 $2,550.00

2564.602- PAVEMENT MESSAGE EACH 861.90 1.00 861.90 1.00 861.90 001 0100
Total for Proposal Line Number 0100: 1.00 861.90 1.00 $861.90

2564.602- PAVEMENT MESSAGE EACH 357.00 1.00 357.00 1.00 357.00 001 0110
Total for Proposal Line Number 0110: 1.00 357.00 1.00 $357.00

2564.603- 4" SOLID LINE LF 0.18 89,295.00 16,073.10 88,064.00 15,851.52 001 0120
2564.603- 4" SOLID LINE LF 0.18 110,405.00 19,872.90 107,717.00 19,389.06 002 0120
Total for Proposal Line Number 0120: 199,700.00 35,946.00 195,781.00 $35,240.58

2564.603- 6" CROSSWALK LINE LF 6.12 96.00 587.52 102.00 624.24 002 0130
Total for Proposal Line Number 0130: 96.00 587.52 102.00 $624.24

67

LOW SP NUMBER: 3503-12 FOR WORK PERFORMED AND ACCEPTED AS OF 07/21/08 CONTRACT: S06075
 STATE OF MINNESOTA - DEPARTMENT OF TRANSPORTATION
S T A T E M E N T O F W O R K C E R T I F I E D
MAIN BODY ITEMS (Group Level Detail)
All Pay Items
Voucher No. 7 Sheet No.: 3
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Item Contract Unit Contract Contract To Date To Date Grp Line
Number Item Unit Price Quantity Amount Quantity Amount No. No.
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
2564.603- 24" STOP LINE LF 20.40 12.00 244.80 11.00 224.40 001 0140
Total for Proposal Line Number 0140: 12.00 244.80 11.00 $224.40

2564.603- 4" SOLID LINE LF 0.20 13,358.00 2,671.60 13,283.00 2,656.60 001 0150
2564.603- 4" SOLID LINE LF 0.20 2,619.00 523.80 2,587.00 517.40 002 0150
Total for Proposal Line Number 0150: 15,977.00 3,195.40 15,870.00 $3,174.00

2564.603- 4" DOUBLE SOLID LINE LF 0.41 4,879.00 2,000.39 5,512.00 2,259.92 001 0160
2564.603- 4" DOUBLE SOLID LINE LF 0.41 2,820.00 1,156.20 2,653.00 1,087.73 002 0160
Total for Proposal Line Number 0160: 7,699.00 3,156.59 8,165.00 $3,347.65

2564.603- 4" BROKEN LINE LF 0.20 7,954.00 1,590.80 7,930.00 1,586.00 001 0170
2564.603- 4" BROKEN LINE LF 0.20 10,762.00 2,152.40 10,710.00 2,142.00 002 0170
Total for Proposal Line Number 0170: 18,716.00 3,743.20 18,640.00 $3,728.00

2580.603- INTERIM PAVEMENT LF 0.16 54,185.00 8,669.60 39,100.00 6,256.00 001 0180
2580.603- INTERIM PAVEMENT LF 0.16 25,568.00 4,090.88 12,780.00 2,044.80 002 0180
Total for Proposal Line Number 0180: 79,753.00 12,760.48 51,880.00 $8,300.80

Total Amount For All Body Items

> $1,291,461.07

68

LOW SP NUMBER: 3503-12 FOR WORK PERFORMED AND ACCEPTED AS OF 07/21/08 CONTRACT: S06075
 STATE OF MINNESOTA - DEPARTMENT OF TRANSPORTATION
S T A T E M E N T O F W O R K C E R T I F I E D
BACKSHEET ADJUSTMENTS
(ASSOCIATED WITH CHANGE ORDERS)

Voucher No. 7 Sheet No.: 4

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Item Contract Unit Mult To Date To Date Group Fed
Number Item Unit Price Factor Quantity Amount No. PAR/NON
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Change Order Number002
CREDIT TO THE STATE FOR NON-COMPLYING MATERIAL.
2360.501 TYPE SP 12.5 WEARING COURSE MIX (3,B) DOLLA 1.00 -1.0000 5,000.00 $-5,000.00 001
2360.501 TYPE SP 12.5 WEARING COURSE MIX (3,B) DOLLA 1.00 -1.0000 5,585.25 $-5,585.25 002

Total For Change Order Number 002 = $-10,585.25

TOTAL AMOUNT FOR ALLCHANGE ORDER ITEMS

> $-10,585.25

69

LOW SP NUMBER: 3503-12 FOR WORK PERFORMED AND ACCEPTED AS OF 07/21/08 CONTRACT: S06075
 STATE OF MINNESOTA - DEPARTMENT OF TRANSPORTATION
S T A T E M E N T O F W O R K C E R T I F I E D
INCENTIVE / DISINCENTIVE PAYMENTS

Voucher No. 7 Sheet No.: 5

-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Item Contract Unit Mult To Date To Date
Number Item Unit Price Factor Quantity Amount
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Group Number 001

0000.000- Bituminous Incentive - Disincentive for Density LS$ 1.00 1.0000 2,898.68 $2,898.68

0000.000- Bituminous Incentive - Disincentive for Ride LS$ 1.00 1.0000 25,636.25 $25,636.25

Total For Group Number 001 = $28,534.93

Group Number 002

0000.000- Bituminous Incentive - Disincentive for Density LS$ 1.00 1.0000 3,000.00 $3,000.00

0000.000- Bituminous Incentive - Disincentive for Ride LS$ 1.00 1.0000 30,000.00 $30,000.00

Total For Group Number 002 = $33,000.00

TOTAL AMOUNT FOR ALL INCENTIVE / DISINCENTIVE PAY ITEMS

> $61,534.93

70

LOW SP NUMBER: 3503-12 FOR WORK PERFORMED AND ACCEPTED AS OF 07/21/08 CONTRACT:S06075
 STATE OF MINNESOTA - DEPARTMENT OF TRANSPORTATION
S T A T E M E N T O F W O R K C E R T I F I E D
FUEL ESCALATION

Voucher No. 7 Sheet No.: 6

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Item Contract Unit Mult To Date To Date Group Fed
Number Item Unit Price Factor Quantity Amount Number PAR/NON

Group Number 001

AGGREGATE SHOULDERING CLASS 1
2221.501- TON 7.00 0.5500 0.00 $0.00 001 NON
This Item is Justified by :

TYPE SP 12.5 WEARING COURSE MIX (3,B)

2360.501- TON 32.55 0.9000 0.00 $0.00 001 NON
This Item is Justified by :

AGGREGATE SHOULDERING CLASS 1

2221.501- TON 7.00 0.5500 0.00 $0.00 002 NON
This Item is Justified by :

TYPE SP 12.5 WEARING COURSE MIX (3,B)

2360.501- TON 32.55 0.9000 0.00 $0.00 002 NON
This Item is Justified by :

Total For Group Number 002 = $0.00

TOTAL AMOUNT FOR FUEL ESCALATION

> $0.00

71
LOW SP NUMBER: 3503-12 FOR WORK PERFORMED AND ACCEPTED AS OF 07/21/08 CONTRACT: S06075
 STATE OF MINNESOTA - DEPARTMENT OF TRANSPORTATION

SUMMARY OF OVERRUN QUANTITIES

The following Body Items overran by 25.00% or more
Voucher No. 7 Sheet No.: 7
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Item Contract Group Line To Date Proposal Percent
Number Item Number Number Unit Quantity Quantity Overrun
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
2357.502-00010 BITUMINOUS MATERIAL FOR 001 0050 GAL 7,452.00 5,867.00 27.01 %

72
LOW SP NUMBER: 3503-12 FOR WORK PERFORMED AND ACCEPTED AS OF 07/21/08 CONTRACT: S06075