CAITM Part A May 2010

Construction Administration
And
Inspection Task Manual
Ministry of Transportation
May 2010
To all users of the Construction Administration and Inspection Task Manual
(CAITM), May 2010
Enquiries regarding the purchase and distribution of this manual should be directed to:
MTO LIBRARY WEB SITE

www.mto.gov.on.ca/english/transrd
ServiceOntario – Publications
www.publications.serviceontario.ca
Enquiries regarding amendments, suggestions, or comments should be directed to:
Ministry of Transportation
Contract Management Office, 2nd Floor North
Garden City Tower
301 St. Paul Street
St. Catharines, Ontario
L2R 7R4
"Ce document hautement spécialisé n’est disponible qu’en français, vertu du règlement 411/97, qui
exemple l’application de la Loi sur les services en français. Pour obtenir de l’aide en français, veuillez
communiquer avec le ministère des Transports, Bureau des services en français au 905-704-2046 ou
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May 2010
CONSTRUCTION ADMINISTRATION AND
INSPECTION TASK MANUAL
TABLE OF CONTENTS
PART A: CONSTRUCTION ADMINISTRATION
SECTION 1.0: INTRODUCTION..................................................................................... 1
1.1 PURPOSE OF THE MANUAL .......................................................................... 1
1.2 DUE DILIGENCE .............................................................................................. 1
1.3 CONFIDENTIALITY .......................................................................................... 2
1.4 ACRONYMS ..................................................................................................... 2
1.5 Contract Services Administrator........................................................................ 4
SECTION 2.0: PRE-CONSTRUCTION........................................................................... 5
2.1 CONSULTANT ASSIGNMENT START-UP MEETING ..................................... 5
2.1.1 Construction Administration Agreement .......................................................... 5
2.1.2 Consultant’s Quality Control of Services and Deliverables Plan ..................... 5
2.1.3 Consultant Invoices......................................................................................... 5
2.1.4 General ........................................................................................................... 6
2.1.5 Survey Requirements...................................................................................... 6
2.1.6 Inspection Tasks ............................................................................................. 7
2.1.7 Insurance and Risk Management Issues ........................................................ 7
2.1.8 Contractor’s Performance Rating .................................................................... 7
2.1.9 Turnover of Documents from MTO to Consultant to include the following: ..... 7
2.1.10 Concerns / Expectations on Issues ............................................................... 8
2.1.11 Pre-Construction Photos / Video ................................................................... 9
2.1.12 Documents Copied to MTO........................................................................... 9
2.1.13 Material and Testing / Sampling Testing Materials...................................... 10
2.1.14 Engineering Materials Field Testing Reference Table................................. 17
2.1.15 Quality Assurance Frequency of Monitoring / Audit Checks........................ 18
2.1.16 Off-Site Inspection of Structural Items......................................................... 18
2.1.17 Geotechnical ............................................................................................... 18
2.1.18 Electrical..................................................................................................... 18
2.1.19 Environmental ............................................................................................. 19
2.1.20 Traffic Management And Public Information Services................................. 24
2.1.21 MTO Roles .................................................................................................. 27
2.1.22 Consultant’s Performance Appraisal ........................................................... 27
2.1.23 Well Investigations ...................................................................................... 27
2.1.24 Project Construction Report ........................................................................ 27
2.2 DESIGN PACKAGE HANDOVER MEETING ................................................. 27
2.3 CONTRACT AWARD...................................................................................... 29
2.4 PERMISSION TO START WORK................................................................... 30
2.5 PRE-START MEETING WITH CONTRACTOR .............................................. 30
2.6 CONTRACTOR QUALITY CONTROL MONITORING CHECKLIST............... 40
2.7 NOTIFICATIONS ............................................................................................ 40
2.7.1 Notifications Prior to Construction ................................................................. 40
May 2010 i
2.7.2 Notifications During Construction .................................................................. 41
2.7.3 Traffic Control / Lane Closure Notification..................................................... 41
SECTION 3.0: DURING CONSTRUCTION .................................................................. 42
3.1 MISCELLANEOUS ......................................................................................... 42
3.1.1 Contract Meetings ......................................................................................... 42
3.1.2 Constructor Issue .......................................................................................... 53
3.2 APPROVALS .................................................................................................. 53
3.2.1 Working Days / Completion Date .................................................................. 53
3.2.2 Ministry Acceptance / Approvals ................................................................... 54
3.2.3 Schedules / Critical Path ............................................................................... 55
3.2.4 Verification of Weighed Items........................................................................ 56
3.2.5 Expenditure Control ...................................................................................... 57
3.2.6 Contractor’s Payment Approvals................................................................... 57
3.2.7 Rock Administration ...................................................................................... 58
3.3 DOCUMENTATION ........................................................................................ 61
3.3.1 Documentation of Daily Activities .................................................................. 61
3.3.2 Instruction Notice to Contractor..................................................................... 66
3.3.3 Contractor’s Infraction Report ....................................................................... 66
3.3.4 Global Positioning System (GPS) Readings for ATMS Field Infrastructure... 66
3.4 CHANGES ...................................................................................................... 67
3.4.2 Change Proposals......................................................................................... 67
3.4.3 Engineering Claims ....................................................................................... 67
3.4.4 Media Enquires ............................................................................................. 68
3.5 SUBSTANTIAL PERFORMANCE & Contract COMPLETION ........................ 69
3.5.1 Certificate of Substantial Performance.......................................................... 69
3.5.2 Certification of Subcontractor Completion ..................................................... 70
3.5.3 Certificate of Contract Completion ................................................................ 70
3.5.4 Release from Warranty ................................................................................. 72
3.6 ASSESSING COMPLIANCE TO THE QUALITY PROCESSES ..................... 72
SECTION 4.0: POST-CONSTRUCTION ...................................................................... 76
4.1 CONTRACT CLOSING PROCESS ................................................................ 76
4.2 CONTRACTOR’S PERFORMANCE RATING ................................................ 77
4.3 SUBMISSION OF RECORD DOCUMENTS ................................................... 77
4.4 RECORD DRAWINGS.................................................................................... 78
4.5 PROJECT CONSTRUCTION REPORT ......................................................... 78
4.6 DESIGN PACKAGE EVALUATION ................................................................ 78
APPENDIX A ................................................................................................................ 79
LIST OF CONTRACT ADMINISTRATION FORMS................................................... 79
APPENDIX B ................................................................................................................ 84
ROLE OF THE CONTRACT ADMINISTRATOR (CA) WITH RESPECT TO QUALITY
VERIFICATION ENGINEER (QVE) SERVICES............................................. 84
APPENDIX C ................................................................................................................ 87
TECHNICAL STANDARDS AND SPECIFICATIONS ................................................ 87
May 2010 ii
SECTION 1.0: INTRODUCTION
1.1 PURPOSE OF THE MANUAL
This manual has been prepared to assist the Contract Administrator and the Inspection
Staff in the administration of highway construction contracts for the Ministry of
Transportation, Ontario.
The Contract Administrator is responsible for providing the Contract Administration

Services and Deliverables in accordance with the Construction Administration Legal
Agreement including the Construction Administration and Inspection Task Manual.
The manual is divided into two parts.
Part A outlines the requirements for construction administration from the time of award
of the Consultant Assignment to the submission of the final deliverables. Part A is
divided into three sections dealing with pre-construction, during construction and post
construction. While Section 2.0 of Part A outlines Pre-Construction requirements, some
of the points discussed under sub-section 2.1 Consultant Start-Up Meeting, refer to
deliverables to be completed during construction and post-construction. This part of the
manual is to be used for the processing of approvals, documentation requirements,
change approvals, and as a standard for meetings.
Part B consists of Inspection Tasks. The tasks are intended to provide those involved in
inspection on Ministry of Transportation Contracts with a resource to check that the
quality and quantity of the work is in accordance with Ministry specifications, standards,
drawings, policies and procedures. This part of the manual is divided into eight sections
dealing with: Grading, Concrete and Structures, Bituminous, Electrical, ATMS, Traffic
Control, Environmental, and Weighed Materials.
This document is not a complete documentation of the construction administration

process. Additional direction and guidance should be obtained from the Contract
Services Administrator.
1.2 DUE DILIGENCE
The Consultant Contract Administrator and field staff shall make themselves aware of
ARTICLE 2 – APPOINTMENT AND RELATIONSHIP, ARTICLE 4 - DUTIES OF THE
CONSULTANT, AND ARTICLE 9 - CONSTRUCTION CONTRACT ADMINISTRATION
PHASE, OF THE CONSTRUCTION CONTRACT ADMINISTRATION LEGAL
AGREEMENT.
May 2010 1 Section .1

Introduction
1.3 CONFIDENTIALITY
The Consultant shall ensure that the Consultant, its partners, directors, officers and
personnel maintain confidentiality, and secure all material and information, that are the
property of the Ministry, and which comes into the Consultant’s possession or under the
Consultant’s control during the term of the Construction Administration Agreement.
All Contractor records are to be treated as confidential documents. Information

requests received from subcontractors, suppliers, the media, or by third parties shall be
discussed with the Contract Services Administrator prior to release.
1.4 ACRONYMS
AASHTO American Association of State Highway Transportation Officials

AC Asphalt Cement
ACE Area Contracts Engineer
ACI American Concrete Institute
ADM-R Administration Regional Services
AMC Area Maintenance Contract
ASAP As Soon As Possible
ASTM American Society for Testing and Materials
ATMS Advanced Traffic Management Systems
AVS Air Void System
CA Contract Administrator
CAITM Construction Administration and Inspection Task Manual
CAN/BAS Canadian Bridge Analysis System
CAS Construction Administration System
CCA Consultant Contract Administrator
CCO Contract Control Officer
C of C Certificate of Conformance
CCTV Closed Circuit Television
CDED Contract Design Estimating and Documentation
CDS Contract Documentation System
CIR Cold In Place Recycling
CO Change Order
CP Cathodic Protection
CSA Contract Services Administrator
CVOR Commercial Vehicle Operator’s Registration
CPR Contractor Performance Rating
CPRA Contract Payment and Records Assessment
DCR Design and Construction Report
DFO Department of Fisheries and Oceans
DFT Dry Film Thickness
DGS Design Graphic System
DSLAT Data System Line-up Acceptance Testing

Introduction
DSM Designated Sources for Materials
DTE/DCE Data Terminal Equipment / Data Communications Equipment
DTM Digital Terrain Model
EA Environmental Assessment
ENT Electrical Non-Metallic Tubing
EPS Expanded Poly Styrene
ERS End Result Specification
ESA Electrical Safety Association
ESD Environmental Screening Document
FDS Final Detailed Statement
FOS Filtration Opening Size
GPS Global Positioning System
GSTPM Guidelines for Sampling and Testing of Pavement Markings
HIR Hot In Place Recycling
HOC Head Office Construction Memorandum
HPC High Performance Concrete
LED Light Emitting Diode
M Milestone
MOE Ministry of the Environment
MNR Ministry of Natural Resources
MOC Ministry of Culture
MSA Material Selection Approval
MTO Ministry of Transportation Ontario
OGDL Open Graded Drainage Layer
OHSA Occupational Health and Safety Act
OPP Ontario Provincial Police
OPR Operations
OPSS Ontario Provincial Standard Specification
OSCLIS Ontario Structural Clearance and Load Information System
OTM Ontario Traffic Manual
PDA Power Distribution Assembly
PGAC Performance Graded Asphalt Cement
PH-A Provincial Highways Program Administration
PH-CC Provincial Highways Capital Construction
PH-D Provincial Highways Design
PH-M Provincial Highways Maintenance
PHY Provincial Highways
PIT Pre-Installation Testing
PMD Profile Measuring Device
POP Proof of Performance
PQP Plan Quantity Payment
PVMS Portable Variable Message Sign
QA Quality Assurance
QAO Quality Assurance Officer
QC Quality Control
QCT Quality Control Technician

Introduction
QST Quality and Standards
QVE Quality Verification Engineer
RAP Reclaimed Asphalt Pavement
RFP Request for Proposal
RFQ Request for Quotation
RHM Recycled Hot Mix
ROW Right of Way
RSS Retained Soil System
SIT System Integration Test
SP Special Provision
SSPC Steel Structures Painting Council
TESR Transportation Environmental Study Plan
TOC Traffic Operations Centre
VDS Vehicle Detection Station
VMS Variable Message Sign
VSLAT Video System Line-up Acceptance Testing
W Warranty
WHMIS Workplace Hazardous Materials Information System
WP Work Project
1.5 CONTRACT SERVICES ADMINISTRATOR
Where Contract Services Administrator (CSA) is used in the document it shall also
mean Contract Control Officer (CCO).

Introduction
SECTION 2.0: PRE-CONSTRUCTION
2.1 CONSULTANT ASSIGNMENT START-UP MEETING
The purpose of the Consultant Assignment Start-up meeting is to define the roles and
responsibilities of both the Ministry and the Consultant. The process for the handling of
documentation and approvals will also be discussed. The Contract Services
Administrator will arrange and conduct the Consultant Assignment Start-Up Meeting.
The Consultant’s Project Manager and Contract Administrator(s), and the Area
Contracts Engineer shall be in attendance. The Consultant will be responsible for the
minutes of this meeting. This meeting shall take place even if the work has started.
The following issues should be discussed at the meeting:
2.1.1 Construction Administration Agreement
Review the status of the Construction Administration Agreement. Changes or revisions

to the RFP/RFQ must be requested in writing by the Consultant and approved by the
Ministry prior to implementation. The Contract Administration field team must familiarize
itself with all the contract administration, and contract requirements of the assignment.
2.1.1.1 MTO Staff Training
The Contract Administrator is responsible to provide on the job training in accordance

with the “On the Job Training Program” manual or direction provided by the Ministry.
2.1.2 Consultant’s Quality Control of Services and Deliverables Plan
The Consultant’s Quality Control of Services and Deliverable Plan, the Audit Reports for
Milestone Inspection, the Final Verification Audit check for Services and Deliverables
and the Audit Reports showing compliance and non-compliance to their plan will be
made available to the Ministry for review, in the field office site, or in RAQS, throughout
the term of the agreement.
The Consultant will immediately address and correct identified non-compliances to the
Quality Control of Services and Deliverables Plan.
2.1.3 Consultant Invoices
Review the requirements of the Construction Administration Agreement. Confirm the

frequency and method of invoicing for the Consultant’s Services and Deliverables.
Discuss the format of the Monthly Status Reports to be prepared by the Consultant that
should include things such as: the status and staffing of the consultant assignment,
requests for addenda and their rationale, etc.

Pre-Construction
2.1.4 General
Address issues and concerns from both MTO and the Consultant with respect to
expectations and results with emphasis on the Services and Deliverables.
Discuss documentation to be copied to MTO.
Discuss the change of work procedure as outlined in Section 3.4.2 of this Manual.
Discuss/determine location of Consultant’s field office.
Discuss the need for calculating price adjustments for materials in a timely manner
to ensure Contractor’s work is not affected.
Identify name and location of Ministry designated laboratory.
Discuss the need for providing input into Post Construction Engineering Appraisal
through the Design Package Evaluation.
Review Regional Policy regarding Media / MPP / General Public Inquiries.
2.1.5 Survey Requirements
The Consultant shall accurately survey and submit appropriate documentation for the
following as required:
After stripping the overburden, all new original rock cross sections shall be taken,
independently of the Contractor. Check that zero rock stations are supported by
field measurement prior to blasting operations.
New rock cross sections shall be surveyed and new rock surface (DTM) is created in
In-Roads. New rock surface (DTM) shall be compared to the original rock surface
(DTM) using In-Roads Overburden, rock and shatter quantities shall be recalculated
and the cross sections updated monthly for progress and final payment purposes.
Actual muskeg depth and width.
Verify under-fill stripping widths and depths and control over-stripping widths on a
borrow contract.
Topsoil piles for volumes if by cubic metre and not square metre.
Earth borrow and rock borrow if in bank volume is used as opposed to truck haul
(imported).
Any sub-excavation or soft spots by elevation to check below specified sub-grade
elevation verify record data including elevations and changes.
Streambed elevation for any in-water work, if not provided in the design.
Quality Assurance checks for subgrade and granulars shall include the record of
station, actual elevation and offset. This information is to be recorded at the
specified intervals in a separate field book. The Consultant survey work will be
separate and independent from the Contractor’s Quality Control surveys.
All Transition Points to be verified by elevation and offset.
Verify and document 10% of Contractor’s alignment layout throughout the life of the
contract.
Review In-Roads final design cross sections when matching to existing tie-ins,
structures, or new structures to check that elevations and transitions are properly
coordinated.

Pre-Construction
2.1.6 Inspection Tasks
Ensure the inspection task requirements are carried out as outlined in Part B of this
manual.
Ensure that all applicable milestone inspections are carried out and documented in
the appropriate diaries.
Review staffing levels on the contract ensuring they meet contract related
documents.
2.1.7 Insurance and Risk Management Issues
Reference:
Provincial Highways Directive PHY-B-103 Claims for Compensation for Personal
and Business Losses During Construction
Review Regional Contracts Office policy regarding Third Party claims. All claims for
compensation for personal and business loss shall be forwarded to the Contractor, with
a copy to be maintained by the Contract Administrator. The Contract Administrator shall
obtain copies, and maintain a file of any pertinent accident reports from the appropriate
police force.
When the claims are forwarded through Management Board Secretariat’s Insurance
and Risk Management Section, the Contract Administrator shall examine the contract
documentation and respond to requests for information. Copies of all correspondence
copied to the Contract Services Administrator.
2.1.8 Contractor’s Performance Rating
The Contractor’s Performance Rating (CPR) shall be carried out in accordance with the
document titled “Contractor Performance Rating – A Contract Administrator’s Guide to
Rating” that was in effect on the tender opening date of the contract
2.1.9 Turnover of Documents from MTO to Consultant to include the following:
Copies of the tender documents, contract drawings, and addenda.

Signed Contract
List of MTO contact names for the contract.
Ministry supplied documents (including digital files) listed in the Construction
Administration Agreement.
Standard Ministry forms available in electronic format.
Copies of any project-specific environmental assessment documentation
(Transportation Environmental Study Report, Design and Construction Report, etc.).
Copies of any project-specific environmental permits/approvals/exemptions and the
associated applications.
Completed Statement of Imported Content Form.

Pre-Construction
Design Calculations
Templates
Cost Share Agreements
Ministry signed documents (such as the traffic drawings PHM – 125)
2.1.10 Concerns / Expectations on Issues
Establishing and maintaining appropriate relationships with suppliers, sub-

contractors, adjacent property owners, municipalities, other Ministries
representatives, the OPP, local politicians, local police and emergency services,
school boards, transit authorities, utility companies, etc.; and
Recording all discussions and meetings.
Providing day-to-day liaison with the Contractor
Providing first line interpretations of the Contract Documents to the Contractor,
consistent with the intent of the Contract Documents
Communicating the Ministry’s decisions to the Contractor
Traffic management, lane and ramp closure notification protocol to be discussed.
Inform MTO of issues which may lead to delays or claims
Inform MTO of any overruns and/or underruns
Review the procedures for administration of progress payments
Request a copy of all Change Orders. Include justification, rational and expected
costs with recommendations. Include impact statements such as, “it is agreed this
negotiation will include all impact costs associated with this work” obtain / review a
copy of the Contractor’s schedule. All required recommendations to come as a
comprehensive summary on Consultant letterhead.
Check the contractor delivers their approvals and deliverables in a timely, accurate
manner
Receiving submissions such as Working Drawings (shop drawings, construction
drawings / details and related submissions) plans, proposals, and product data from
the Contractor and forwarding them, with the Consultant’s comments, within two
working days, to the Ministry.
Confirming, documenting and reporting that Working Drawings
– Are received within the specified time frame
– Consist of the specified number of copies, content and format
– Are sealed and signed by the shop/construction drawing detailer and the design
checker when specified
– Recognizing Contractor change proposals so as to require the Contractor to
follow the procedures contained in MTO General Conditions of Contract
Discuss Health and Safety Plan; issues and protection of employees
Advise consultant that they are ministry representatives and must abide by the
Personal Protective Equipment Guideline
Review the requirements of the special provisions for the contractor to submit
CVORs for equipment on site and supplying source materials throughout the
duration of the contact

Pre-Construction
Performing a cursory review of all documents pertaining to the work for the purpose
of identifying errors and omissions and advising the Ministry of such errors and
omissions, including Ministry software packages
Carrying out all on-site inspection, surveying including layout not required of the
contractor, measuring and verification of construction methods as required by the
Contract Documents, as defined in the MTO General Conditions of Contract to
satisfy the Ministry that the Work is constructed in conformance with the Contract
Documents
Monitoring and reviewing the quality of Contractor’s work to confirm that the
Contractor is discharging its obligations and responsibilities under the Contract
Notifying the Contractor of any deficiencies in the construction of the Work identified
by the Ministry or Consultant’s monitors and reviewers, instructing the Contractor to
take appropriate corrective measures and confirming and reporting the results of the
corrective measures
Maintaining control of the receipt, use and final disposition of all Ministry-supplied
materials in accordance with Ministry procedures
Reasonable travel to/from the Ministry’s regional office or other local location for
pick-up/delivery of mail or other materials
Identify and track any design related issues maintaining sufficient supporting
documentation.
Written recommendations on situations / issues deemed necessary by the Ministry.
Monitor environmental construction related permits to check that they are obtained
and adhered to.
For excavation and construction near pipelines, co-ordinate, communicate and
consult with the High Pressure Gas utility company. Discuss concerns at the Pre-
Start Meeting with the Contractor.
If there will be a delay in the completion date of the CA Assignment, request an
extension to the completion date of the assignment in writing outlining the
circumstances to justify the extension. If approved, advise other MTO staff who
have the same staff on other MTO CA or Design assignments which may be
impacted by the delay.
2.1.11 Pre-Construction Photos / Video
The Contract Administrator shall obtain two sets of pre-construction photographs

immediately in advance of commencement of construction, and provide one set to
the MTO Contract Services Administrator. (i.e. signs, all entrances, side roads,
ingress and egress of posted construction entrances, existing structures, electrical
plant (i.e. traffic signals, highway lighting), power plants, other authority’s equipment
such as hydro, bell, and railways)
2.1.12 Documents Copied to MTO
Statement of Record of Working Days (if applicable)

All Change Orders, reports on delays, monitor reports on over- or under-runs,
minutes of meetings

Pre-Construction
Instruction Notices to Contractor
Extension of time requests
Accidents or claims from the public or property owners
Major issues or delays
Notification of lane closures/lane reductions (faxed at time of initiation/cancellation)
All other applicable documents requested by the Ministry.
All documents are to distributed as indicated on the form
Contract related permits.
2.1.13 Material and Testing / Sampling Testing Materials
As per Contract Documents, CAITM, Ministry Directives Memoranda, future meeting

requirements
2.1.13.1 Samples for Testing
The CA is responsible for witnessing all QA sampling and monitoring the contractor’s
operation to check that sampling techniques, sample identification and delivery to the
appropriate laboratory are in accordance with contract requirements,.
All samples are to be delivered in a timely fashion, in a testable condition with proper
identification (e.g. contract number, date sampled, material type, lot, sublot, contact
person, etc.) and WHMIS labels shall be include with the sample(s) in accordance with
applicable Dangerous Goods Legislation. The CA is to review deficiencies in these
operations as identified by his staff and the laboratory and take appropriate action if
problems arise.
The CA shall maintain a log of QA samples sent to the laboratories. This log shall
include the lots, sublots, security, seal numbers, date shipped, date the test results were
received from the lab, and turnaround times. The CA is required to evaluate QC and
QA test results in a timely manner.
2.1.13.2 Referee Testing
When referee testing is either requested by the Contractor or to be requested by MTO,

the CA shall notify the CSA and the appropriate QAO in writing within 1 business day.
Where referee testing of concrete cylinders is requested the CA shall also immediately
notify the QA laboratory so cylinders are not disposed of.
The QAO shall contact the appropriate Materials Engineering & Research Office
(MERO) office to obtain the name of the referee testing laboratory to be selected off the
referee roster and shall provide the name of the referee laboratory to the CA.
The CA shall notify the QA laboratory in writing to deliver the samples to the referee
laboratory and shall notify the Contractor and QAO as to the date of testing.

Pre-Construction
2.1.13.2 Application of Security Seals
The CA is responsible for the proper application of security bags and seals. The CA
should retain possession of the bags and tags until after the sample has been taken and
all the required paperwork has been filled out and is in/with the sample container. Once
this is done the container can be placed in the plastic security bag and the Contract
Administrator / Inspector can apply the locking seal. If samples are too hot (ie PGAC
samples) to put in the plastic security bags, the CA should retain possession of the
samples until the bags and seals can be applied.
Security bags and seals shall be used with the following samples:
Hot Mix Bulk QA and Referee samples

Hot Mix compaction core QA and Referee samples
Hot Mix Thickness Cores
CIR and CREAM Bulk samples
PGAC QA and Referee samples
Granular QA and Referee samples
Aggregate physical properties QA samples
Concrete Pavement Cores
Security bags and seals may be applied to other types of samples, in special
circumstances, at the direction of the CA. However, such situations are expected to be
infrequent.
Upon receipt of the test data, the CA shall verify the security seal identification provided
with the tests results by the lab against those applied in the field.
MTO security bags and seals are supplied by the Regional QA Section. At the end of
the contract, the CA shall account for and return all unused MTO sample bags and
security seals to the QA Section.
2.1.13.3 Contact with Laboratories
The CA must provide the laboratory with the pertinent contract details (contract number,
WP number, phone and fax numbers and e-mail address) as well as all pertinent
information, which affects testing procedures (hot mix re-compaction temperatures etc.).
The CA is responsible to check that if samples are to be delivered outside of normal
business hours, the testing lab receives at least one business day’s notice by the
Contractor in order to arrange for personnel to receive the samples.

Pre-Construction
The CA shall investigate all sample non-conformance identified by the QA Lab, and
shall provide written direction to the QA Lab to resolve the problems(s) in a prompt and
efficient manner, on the form provided. The CA is responsible for communicating such
instances to the ministry staff (i.e. Contract Services Administrator, QA Officer) as
appropriate, and taking further administrative action as may be required by the contract
documents.
Contract Administrators should liaise directly with the labs on routine matters as
required, however, issues related to the performance of the Area and/or MERO Testing
Labs (e.g. turn around times and quality of results) or any other related concerns shall
be brought to the attention of the MTO in writing/fax. Although most QA testing is done
by the Area Testing Laboratories, some specialized materials testing is conducted
through the MTO Materials Engineering and Research Office (MERO) as listed below:
Bituminous:
Anti-stripping Additive
Crack Sealing Quality
Concrete:
Portland Cement, Hydraulic Slag or Fly Ash Material Quality
Latex Modifier Quality
Post Tension Cables
Shotcrete Cores
Bridge Deck Waterproofing and Protection Board Quality
Hot Poured Rubberized Asphalt Joint Seal Quality
Expansion Joint Seals
Elastomeric/Rotational Bearings
Structural Steel Coating Material Quality
Metal Wire Galvanizing
Traffic Paint Quality (not thickness)
Glass Beads Quality
Thermoplastic Pavement Markings
Field Reacted Polymer Pavement Marking
Pre-formed Pavement Marking Tape
Stainless Steel Reinforcing Steel
Soils & Aggregates:

Geotextile Quality
Foundations:
Wick Drains
Expanded Polystyrene
Geogrids
Slag

Pre-Construction
2.1.13.4 Review of Concrete and Asphalt Mix Designs
The Consultant shall review all concrete and asphalt mix designs for compliance with
the contract documents. The mix design package, including the independent Superpave
Mix Design Verification, shall be scanned and saved into a single “PDF” format file and
submitted to the Ministry CSA and Head of QA together with a summary of the review
indicating compliance of the design within four (4) business days of the design being
properly submitted by the Contractor. The procedures for processing concrete mix
designs are given in HOC #2005-02, Acceptance and Use of Concrete Mix Designs.
2.1.13.5 Review and Submission of Test Results
The CA is responsible for determining if the material meets the contract requirements
and using the results to calculate payments and adjustments, standard deviations,
averages, lot summaries, etc., as required by the contract. The role of the lab is only to
provide raw data and not determine acceptability.
After review by the CA, copies of test results should also be sent as detailed in the
“Guidelines For Test Result Submissions” to the CSA and/or Head of QA (as
determined by the Regional Construction Office). Test results are to be submitted
within four (4) business days of the results having been submitted to the CA or within
four (4) business days of the samples being available for testing in cases where the CA
is responsible for testing. The Consultant shall monitor, record and check that the test
result submissions are meeting the required time frames. All test results to be
submitted in PDF format.
All submissions must be sent with an appropriate cover letter, identifying the
material represented, the acceptability of results, and any actions required as a
result of not meeting the specification requirements. Where price adjustments
are to be imposed, the cover letter should also summarize the price adjustments
and indicate the responsibility for cost of referee and/or additional QA testing.
For materials that are decisioned using lots and sublots, individual test results need only
be submitted when the results are outside of specified requirements (ie. low cylinder
breaks). These submissions should be accompanied by comments regarding any
action that is being taken.
The “Guidelines For Test Result Submissions” has been developed, as an aid to
Contract Administrators in order to more clearly identify which test results must be
submitted to the Ministry. It is a general list that is to be used in conjunction with the
Contract Documents and does not include all possible items which may be required to
be submitted. If a conflict exists between the list and the Contract Documents, then the
Contract Documents take precedence.

Pre-Construction
Not all materials are covered in the attached guideline. Generally, copies of all
Quality Assurance results and all Contractor QC results, which are used for
acceptance, should be submitted to the Ministry.
2.1.13.6 Year End Summaries
Year-end summaries for Granular, Concrete, and Bituminous materials are to be

submitted in electronic form no later than 30 days from last placement of the relevant
material. For carry-over contracts, summaries shall be submitted at the end of each
calendar year (by December 31) for the work completed to that date. The summaries
shall include the completion of forms provided by the Ministry for that purpose.
2.1.13.7 Guidelines For Test Result Submissions
ITEMS DETAILS OF SUBMISSIONS

Bituminous
Asphalt ERS Test ERS spreadsheet to be submitted electronically upon
Results completion of the QA/QC comparison. Individual tests results
are not required to be submitted unless specifically requested.
If referee testing is invoked, the final spreadsheet shall also be
submitted
Smoothness Sketch of sublot locations and list of approved exempted
sublots
Summary of results on the Summary Acceptance Forms to be
submitted electronically including scallops. This includes
profiles taken for sublots re-tested
Summary of audit data as specified in the “FIELD GUIDE FOR
THE ACCEPTANCE OF HOT MIX AND BRIDGE DECK
WATERPROOFING”
Final summary of payment for the entire lot indicating pay
factors and any penalties imposed for scallops
Smoothness Sketch of sublot locations and list of exempted sublots
By Inertial Profiler indicating stations on both
Request for inertial profiler for QA/re-test/referee testing
Summary of IRI results on the Summary Acceptance Forms to
be submitted electronically including localized roughness and
pay factors. This includes profiles taken for sublots re-tested
Final summary of payment for the entire lot indicating pay
factors and any penalties imposed for localized roughness
Deliver all unfiltered and filtered electronic data files generated
by the inertial profiler or the ProVAL software
Confirmation indicating that the inertial profiler has completed
the measurements and submitted the required electronic data
Hot Mix Aggregates QC and QA results
Physical Properties Referee results if applicable
Pavement markings Pavement Marking forms (glass bead application rates, paint

Pre-Construction
thickness, paint quality samples taken and submitted) to be
submitted upon completion of pavement marking within 30
days
Segregation Listing of areas of segregation including a description of
severity as required by the “FIELD GUIDE FOR THE
ACCEPTANCE OF HOT MIX AND BRIDGE DECK
WATERPROOFING”
Miscellaneous QC and QA test results
Asphalt Products Referee results if applicable
PGAC
Granular sealing
Rout and Seal
Tack Coat
Anti-strip etc
Granular
Granular O, A, B, QC and QA test results
SSM Referee results if applicable
Physical Properties
Granular O, A, B, ERS spreadsheet to be submitted electronically upon
SSM completion of the lot.
Production Individual tests results are not required to be submitted unless
Samples specifically requested. If referee testing is invoked, the final
spreadsheet including referee data shall also be submitted
Compaction Monthly summary of QC and QA compaction results and
Checks summary of acceptability
Trial Strip/Proctor results and QA/QC correlation results to be
submitted upon completion
Reinforced Earth All QC data required by the contract.
Walls
Miscellaneous Soils QC and QA test results
and Aggregates Referee Results if Applicable
Products
Geotextiles
Seeding etc
Concrete & Structural Items
Compressive ERS spreadsheet to be submitted electronically monthly for
Strength Results each class of concrete.
Temperature Cold and Hot weather temperature records after completion of
Records the curing period
Concrete QC and QA results
Aggregates Referee results if applicable
Physical Properties

Pre-Construction
Air Voids in QC test results
Hardened Concrete
Tensile Bond Test QC test results
Rapid Chloride QC test results
Permeability
Additional Results of Trial batch
Requirements for Results of Trial Slab - Confirmation of consolidation from cores
High Performance and acceptable placement, finish and cure
Concrete Temperature records for the 7d curing period
(HPC)
Covermeter Survey Completed Survey together with calculated summary (ie.
mean, standard dev etc). Make and model of covermeter used
to be indicated
Waterproofing Copy of Thickness Report and payment adjustment
calculations
Material Quality test results for membrane and protection board
Half Cell Survey Copy of Half Cell Survey and continuity check form to be
submitted to QA and Regional Structural Office (or as indicated
by CSA).
Note: Submitted immediately upon completion and prior to

initiation of removals
Water test for Copy of form. Copies to include a c/c to the Regional QA
expansion joints (if section and the Bridge Office.
applicable)
Proprietary On an as required basis
Products - Name of product
- Test data for compressive strength, rapid chloride
permeability, shrinkage and tensile bond or as per specification
-Type of repair it is being used for.
-Contractors proposal for use
Structural Steel QC data as required by SP plus Daily Coating Reports and
Coating Summary Report
Miscellaneous QC and QA Test results
Concrete Materials
Testing Referee Results if applicable
Portland Cement,
Hydraulic Slag / Fly
Ash
Curing Compounds
Admixtures, Air
Entraining
Expansion Joint
Seals

Pre-Construction
Elastomeric
Bearings
Post Tension
Cables
Grout results
Hot Poured
Rubberized Sealant
2.1.14 Engineering Materials Field Testing Reference Table
Material Field Test Reference Document(s)

Earth Compaction and Inspection Task
Manual
Granulars Compaction and Inspection Task
Manual
Review Mix-Design
Hot Mix Contract Specifications
Documentation
Hot-In-Place Recycling Contract Specifications
Cold-In-Place Recycling Contract Specifications
Macrotexture (Sand Patch) Field Guide

and Inspection Task
QA Audit Check on
Manual, Field Guide For
pavement Smoothness
The Acceptance Of Hot Mix
(profilograph)
And Bridge Deck
Waterproofing
Expanded Asphalt Contract Specifications
Guidelines for Conducting
Concrete Half Cell Survey
Half Cell Surveys
Guidelines for Conducting
Covermeter Survey
Covermeter Surveys
Review Mix-Design
Contract Specifications
Documentation
Field Guide For The
Bridge Deck Waterproofing
Acceptance Of Hot Mix And
Thickness
Bridge Deck Waterproofing
Dowels in Concrete - Pull
Testing

Pre-Construction
QA Audit Check on Construction Administration
Concrete pavement Smoothness and Inspection Task
(profilograph) Manual
Guidelines for Sampling
Miscellaneous Traffic Paint Thickness and Testing of Pavement
Markings
Glass Bead Distribution GSTPM
* The Consultant is responsible for conducting an audit of the Contractor’s smoothness

results. The audit shall consist of actual field-testing of at least 10% of the Contractor’s
results.
Note: Field tests as indicated above are considered part of the duties of site staff (or
specialty sub-consultants). The Proponent is to make an allowance as per the
requirements of the Construction Reference Documents or issued Construction
Memorandums and incorporate those costs into the Lump Sum Bid, which includes the
supply of applicable testing equipment and materials (such as metal plates for paint
thickness.)
2.1.15 Quality Assurance Frequency of Monitoring / Audit Checks
As per the guidelines in the RFP/RFQ, Construction Administration and Inspection

Task Manual, directives and memorandums
Check that the contractor provides the deliverables in a timely and accurate manner
Review the QVE process
2.1.16 Off-Site Inspection of Structural Items
Check to see if Structural has identified any components for off-site inspection
Examples: Pre-Cast Beams, Structural Steel and Aluminium Sign Supports
QVE may do Pre-Cast Concrete Beams or some Regions may require additional
inspections
2.1.17 Geotechnical
Review the Consultant’s responsibilities for inspecting and administering non-

commercial pits and quarries.
2.1.18 Electrical
Electrical quality assurance shall include the ongoing and final inspection of, but not
limited to the following:
Overhead lines;
Cathodic protection;
Periodic inspection of highway electrical systems, such as highway lighting,
traffic signals, and vehicle detection equipment;

Pre-Construction
Spot-checking validity of contractor-issued certificates, pre-installation testing,
and proof of performance testing.
Electrical quality assurance activities pertaining to Contractor electrical
maintenance activities shall continue during winter shutdown
Verification of traffic signal PH-M-125 drawings
2.1.19 Environmental
Compliance with the project environmental requirements for construction administration

assignments, as noted below are necessary to meet the requirements of environmental
statutory duty of environmental due diligence on behalf of the Ministry, including but not
restricted to, compliance with the ‘Class Environmental Assessment for Provincial
Transportation Facilities’ (2000). Environmental statutory duty is outlined in Section
1.7.3 of the Class EA and environmental protection and monitoring requirements during
construction are outlined in Section 4.8 of the Class EA. The penalties for not
demonstrating environmental due diligence can be severe, including substantial
monetary fines and jail terms.
Specific environmental requirements for administration, including monitoring the

Contractor’s day-to day operations, and considering any Contractor proposals, are
provided below. For the purpose of clarity in meeting these requirements or in
completing the Environmental Specialty Work-Plan if required, the environmental
inspection tasks are detailed in Part B of this Manual and the project environmental
requirements for construction administration are detailed below.
1. Environmental Requirements of Project-Specific Environmental Assessment

Process Documentation and Construction Contract Documents
Commitments made during the environmental assessment process for a project are
documented in various types of environmental assessment process documentation
such as the Transportation Environmental Study Report – TESR, Design & Construction
Report – DCR and Environmental Screening Document-ESD.
An ‘Environmental Synopsis’ is also prepared at or near the completion of detail design

as a means of summarizing the environmental protection plan that has been developed
for the implementation of the project. The purpose of the ‘Environmental Synopsis’ is to
monitor continuity in commitments and approaches to environmental protection between
the design and construction stages. It provides a clear outline of the requirements that
the Contract Administrator must be mindful of in supervising work that has been
identified to have the potential for environmental impacts.
A ‘Summary of Environmental Concerns and Commitments’ table, which is also

prepared as part of detailed environmental assessment process documentation, is
extracted and attached to the ‘Environmental Synopsis’. It outlines the environmental
issues and concerns identified for a specific project and the measures and approaches

Pre-Construction
that were developed to address each of them, including associated environmental
provisions that have been inserted in the construction contract documents. The
summary also provides a detailed breakdown of the identified environmental features
within the project limits and the committed measures / approaches for protecting the
environment or for addressing other project related (including specific public / agency)
concerns.
Environmental provisions that may be inserted into construction contract documents, for
which construction compliance is required include:
Environmental design elements;

Environmental protection, mitigation and compensation measures;
Environmental construction constraints; and
Incident management requirements.
In the event of any deficiencies in the Contractor’s compliance with these provisions:
The Contractor be notified and instructed to take appropriate corrective actions;

The Implementation of the corrective actions shall be confirmed; and
Infraction Notices shall be issued in compliance with Ministry policy where corrective
measures are not implemented as instructed.
The Contract Administrator is encouraged to consult any and all available environmental
assessment process documentation that is available for further information on the
environmental provisions contained in the construction contract documents and their
purposes.
2. Project Environmental Protection / Mitigation / Compensation Measures
The effectiveness of project environmental protection, mitigation and compensation

measures as included in the construction contract documents shall be assessed to
determine that:
Protection / Mitigation / Compensation measures are:
o In place as required;
o Appropriate to the protection / mitigation / compensation required;
o Functioning properly and maintained as specified; and
o Removed where required at the end of construction.
Operations, equipment and materials are:
o On-site where they are permitted;

o On-site when they are permitted; and
Occurring and / or being used or applied as permitted.

Pre-Construction
3. Formal Environmental Approvals and Timing Constraints
The construction shall be monitored to determine compliance with project-specific

environmental permits / approvals obtained by the Ministry (e.g. federal Navigable
Waters Protection Act permits and Fisheries Act authorizations).
Where the ministry has obtained a draft Permit(s) to Take Water for the work from
MOE in design, the Contractor must apply to MOE to have the permit(s) issued in
the Contractor’s name in accordance with Special Provision 100S59 and provide
copies to the Contract Administrator before any work involving water-taking may
commence.
Construction activities that require project-specific environmental approvals that
have not been obtained by the Ministry at the date of tender closing, shall not occur
unless the Contractor has obtained such permits / approvals.
It is important to note that fisheries-related dates for working in water may
sometimes be difficult, if not impossible to adjust due to regulatory inflexibility. In
any event, to adjust dates, consent from MNR will be required in all situations, and
where there is a Fisheries Act Authorization, an amendment will be required from
DFO. The possibility of inflexibility of fisheries-related dates for in-water work must
be considered, and allowance made for required proposals to be submitted within a
specified number of days prior to commencement of the work (usually 21 days),
during review of the Contractor’s construction schedule and critical path schedules.
4. Contractor Environmental Proposals
Contractor submitted environmental proposals shall be reviewed by the Contract

Administrator as follows:
To check that the Contractor complies with all environmental proposal submission
requirements specified in environmental contract documentation;
To determine constructability;
To check that proposals are compliant with the construction contract documents,
relevant environmental legislation (e.g. Fisheries Act) and environmental timing
constraints and approvals. Proposal compliance shall be reviewed by the Contract
Administrator’s Environmental Monitor.
NOTE: In dealing with the Contractor, the Contract Administrator must keep in mind the
review of proposals can take a significant amount of time, particularly where regulatory
agencies may need to be consulted with respect to the possible impact of the proposal
on existing permits, approvals or authorizations or requirements for new ones.
5. Environmental Documentation Requirements
There are a number of environmental documentation requirements that the Contract

Administrator is responsible for, that require completion and submission of the following,
during or after construction:

Pre-Construction
“Summary of Environmental Concerns and Commitments “ Table
Contract Administrator’s / Inspector’s Environmental Diary
Detailed Specialty Reports (under Environmental Specialty Work Plan, if applicable)
‘Class EA Process Monitoring Questionnaire for Contract Administration Staff’
“Summary of Environmental Concerns and Commitments” Table
The Contract Administrator’s Environmental Monitor shall use the blank spaces
provided in the ‘Summary of Environmental Concerns and Commitments’ table, to
document the Contractor’s compliance with the environmental provisions of the
construction contract as summarized in the table. This table shall be updated on a
regular basis, as this is a living document.
Upon construction completion, the completed Summary table along with the
‘Environmental Synopsis’ described in #1 above, will be used to report on how well
environmental assessment commitments were met through compliance with, and the
effectiveness of, the environmental provisions in the construction contract. As such,
confirmation that this table has been completed is part of the Contract Closing Process
section of this Manual.
An electronic version of the ‘Summary of Environmental Concerns and Commitments’

table is available from MTO at the Design Package Handover meeting.
Contract Administrator’s / Inspector’s Environmental Diary
A separate Environmental Diary shall be maintained to record the following:

The Contractor’s compliance / conformance and non-compliance / non-conformance
with environmental timing constraints and action taken to address them, as well as
related communications with MTO and agencies;
The Contractor’s environmental protection measures and their effectiveness,
including successes, deficiencies, instructions given and results of corrective actions
taken;
Spills or other environmental incidents that the Contractor is responsible for,
including, but not restricted to details about when the incident took place, actions
taken or intended to be taken by the Contractor regarding the incident such as
containment of spills, notifications made to proper authorities, actions taken to clean
up and restore the environment to pre-incident conditions, investigations, charges,
stop work orders and remedial instructions by regulatory agencies, and
environmental complaints by the public. A copy of the Incident Notification Form
(PH-CC-818) that the Contractor is required to submit to the Ministry within 48 hours
of the incident should also be kept with these notes in the diary.
The discovery of existing environmental conditions such as archaeological finds and
materials suspected of being contaminated including all relevant details as to what
was found and actions taken by the Contractor to notify the CA and/or the ministry
and secure the site for investigation.

Pre-Construction
Detailed Specialty Reports
If an Environmental Specialty Work Plan has been included in the Contract

Administration contract (e.g. requirement for a Specialist such as a Waste Specialist to
monitor contaminated property clean-up) detailed written reports shall be produced and
submitted as outlined in the approved Environmental Specialty Work Plan (e.g.
monthly).
Class EA Process Monitoring Questionnaire for Contract Administration Staff
The information used to complete the ‘MTO Class EA Process Monitoring Questionnaire
for Construction Administration Staff’ shall be completed from, but not limited to:
investigations / charges, stop work orders, remedial instructions from regulatory
agencies, and public complaints as documented in the Environmental Diary. Two
copies of the completed questionnaire shall be provided to the ministry including one
that shall be submitted to the MTO Environmental Planner for the project (see form for
more details).
6. Environmental Notifications
One of the purposes of the environmental assessment process is to identify and

manage existing environmental conditions within and directly adjacent to the Right-of-
Way such as archaeological finds and contaminated property during the design stage,
to avoid the Contractor encountering them during construction which may cause
significant delays. However, occasionally these types of conditions may not be
discovered during the environmental assessment process, in which case they may
become environmental incidents during construction.
In addition, the environmental assessment process also attempts to identify

environmental features including plant and animal species that need to be protected
during construction using physical mitigation measures or by restricting access to
certain locations inside and adjacent to the contract limits. In some cases species
which may include lichens, mosses, vascular plants, insects, snakes, turtles,
amphibians, fish or mammals, are protected under the federal Species at Risk Act, 2002
or the Ontario Endangered Species Act, 2007, which prohibits them from being killed,
harmed, harassed, captured, taken, possessed, collected, transported, bought, sold,
leased or traded without a permit.
Where protected species at risk are identified during design as being present or
suspected of being present in the contract area, MTO will include this information in the
Contract Documents and provide direction on what the Contractor’s responsibilities are
with respect to these species. Occasionally however, protected species may be
encountered during construction that were not identified during design and were
therefore not anticipated to be present during construction.

Pre-Construction
While the Contractor is not held responsible for these types of incidents as with those
that occur as a result of the Contractor’s operations (e.g. spills), the CA must be notified
of the incident and in turn must notify the ministry so that the necessary and appropriate
actions to meet regulatory and contractual obligations can be taken by the ministry. As
such, the CA shall make the following Environmental Notifications to the ministry
immediately after the Contractor notifies the CA.
In the event that the Contractor notifies the CA in accordance with section GC
3.07.05 of the General Conditions of Contract, that it is suspected that an
archaeological find, such as building remains, hardware, accumulations of bones or
other human remains, pottery, or arrowheads has been encountered during
construction, the CA shall notify the CCO and the MTO Environmental Planner or
MTO Regional Archaeologist. The MTO Regional Archaeologist, or if not available,
a licensed consultant Archaeologist contacted by the ministry must visit the site to
assess and verify the find and determine a course of action. The Archaeologist on-
site will also be responsible for contacting other appropriate authorities, including the
Police, Ministry of Culture and the Ministry of Government Services, if they
determine that human and/or archaeological remains have been encountered.
In the event that the Contractor notifies the CA in accordance with OPSS 180 that
materials suspected of being contaminated (e.g. stained or odorous soil, oily sheen
on water in an excavation) have been encountered during construction, the CA shall
notify the CCO and the MTO Environmental Planner. MTO will make arrangements
to have an environmental consultant who specializes in contaminated property
identification and management visit the site to investigate and determine a course of
action. The environmental consultant will also be responsible for contacting MOE as
deemed necessary in consultation with MTO.
In the event that the Contractor notifies the CA that a Species at Risk has been
encountered during construction in accordance with section GC 3.07.06 of the
General Conditions of Contract, the CA shall notify the CCO and the MTO
Environmental Planner. MTO will make arrangements to have an environmental
consultant who is qualified to identify Species at Risk visit the site to verify the
species and determine a course of action. The environmental consultant will also be
responsible for contacting MNR as deemed necessary in consultation with MTO.
2.1.20 Traffic Management And Public Information Services
The Contract Administrator shall check that all Traffic Management and Public
Information Services and Deliverables in the construction documents or required by law
are complied with. To determine compliance with the traffic control plan requirements of
the contract the Contract Administrator shall:

Pre-Construction
Prior to work starting:
Instruct the Contractor to provide a copy of their health and safety policy and
program, which includes the traffic control plan for the contract, to the Contract
Administrator at the pre-work meeting
Assess the contractor’s Traffic Control Plan, to check that all construction contract
requirements including, but not limited to, those in the Ontario Traffic Manual (OTM)
Book 7 Temporary Conditions, the Ontario Traffic Manual (OTM) Book 7 Temporary
Conditions (Field Edition), the Occupational Health and Safety Act and any specific
traffic control contract requirements are complied with and provide satisfactory levels
of safety for workers and motorists;
Provide any Ministry approved instructions to the contractor regarding the traffic
control plan and any further receipt, assessment and instructions to the contractor,
as necessary.
In addition, the Contract Administrator shall assess the effectiveness of the traffic
control measures planned by the contractor to determine that:
The traffic control measures to be implemented by the contractor will be what is

needed; in place when needed; positioned where needed; and will be working as
required;
Operations, equipment and materials will be only where they are permitted;
occurring/operating/placed when they will be permitted; and will be doing what is
permitted;
Review Initial Construction Schedule and Critical Path Schedule prior to work
starting, in regards to traffic control.
A report detailing the assessment procedure, findings and recommendations is to be

submitted to the Ministry within two (2) business days of receiving the submission from
the Contractor.
During construction:
Monitor the traffic control measures implemented by the contractor to determine that
the actual measures are consistent with those shown in the previously assessed
Traffic Control Plan and that the measures provide satisfactory levels of safety for
workers and motorists.
The minimum frequency of this monitoring for the first 24-hour period any traffic control
measures are in place, shall be:
1. Once during the period immediately following the installation of the measures;
2. Once during the period one half hour before sun rise;
3. Once during the day-light period;
4. Once during the period one half hour after sun set; and
5. Once during the night time (dark period).

Pre-Construction
The minimum frequency for this monitoring, after the initial 24-hours, shall be such that:
At least two (2) of the above noted daytime periods are monitored each 24-hours,
and;
Each period has been monitored twice during the normal work week; and
Each period has been monitored twice during the weekend period.
Assess the effectiveness of the traffic control measures used by the contractor,
during the first 24-hour monitoring periods each time a new traffic control set up is
placed or after any alteration to an existing set up, to determine that:
The traffic control measures implemented by the contractor are what is needed; in
place when needed; positioned where needed; and are working as required;
Operations, equipment and materials are only where they are permitted;
occurring/operating/placed when they are permitted; and are doing what is
permitted; deficiencies are corrected when they are needed by using what is
needed; and doing it where it is needed;
Notify the Contractor of any deficiencies identified in the traffic control measures,
instructing the Contractor to take appropriate corrective measures and confirming
and reporting the results of the corrective measures;
Provide a copy of the Contractor’s traffic control signing diary, to the Ministry, on
each Monday or day following a holiday for the preceding week or more frequently if
requested by the Ministry;
Check that Contractor’s site supervisor performs traffic control/lane closure
notifications including co-ordinating traffic management and public communications
with other roadway work in the vicinity of the project;
Provide notification to local media and the Ministry of any potential traffic delays, and
on termination of the delay or associated activity, the proponent is to immediately
notify the Ministry of instances that involve fatalities or serious injuries;
Maintain adequate Public Traffic Staging Records including review of proposed
staging plans sufficient to document and support all actions taken;
Maintain adequate Public Notification Records sufficient to track all notifications;
Providing a record of traffic accidents, public notifications and complaints that occur
in the work zone, in all cases, a copy of all documentation is to be provided to the
Ministry within the same business day as the traffic incident occurs;
Videotape haul road conditions prior to use by the Contractor; and
Perform all traffic control related tasks listed in the Contract Administration and
Inspection Task Manual.
Monitor the Contractor’s operations for compliance with Ministry safety policies
concerning the provision of safe passage for the travelling public.
In all cases, any communication between the Contractor and/or the Contract
Administration staff and/or the Ministry shall be by verbal and written means, and a copy
of all documentation is to be provided to the Ministry within the same business day as
the communication occurs.

Pre-Construction
2.1.21 MTO Roles
Contract Services Administrator – approvals, mediation, check compliance with

agreement, monitor consultant’s performance and report to construction office.
Monitor consultant’s conformance to the consultant agreement, provide procedural
information, and provide contact names for various offices in the region.
Quality Assurance – advisors, information resources (including maintenance
coordinators and electrical coordinators), provides technical expertise to senior
contracts and consultant field staff through the CSA.
Area Contracts Engineer – approvals, continuity of construction
2.1.22 Consultant’s Performance Appraisal
Review the Consultant Performance Appraisal form.

Random checks to monitor consultant’s performance and adherence to the
agreement, Services and Deliverables and records (select date for initial review).
A Contract Payment and Records Assessment may be performed on payment
records and documentation after contract completion. When recommended in the
CPRA Report, the Consultant Appraisal will be reviewed for potential adjustment of
the rating.
2.1.23 Well Investigations
Consultant to review the requirements under Directive OPR-C-002 (21/05/2004) and

the environmental assessment process documentation.
Consultant to follow “Guidelines For Drinking Well Water Sampling And Testing In
Ministry Of Transportation Activities”.
2.1.24 Project Construction Report
Follow format of Head Office Construction Memorandum No. 2002-01, Project

Construction Report
2.2 DESIGN PACKAGE HANDOVER MEETING
Reference:
Directive Provincial Highways PHY-C-047 Design Package Handover Meeting
The purpose of this meeting is for the designers to hand over any relevant
documentation and information, and give an overview of the project and any pertinent
issues. The Contract Services Administrator shall contact the MTO Design Project
Engineer/Manager to initiate the terms of Directive PHY-C-47 (other specific project
assignment turnover deliverables be included) and arrange to the Design Package
Handover Meeting (location, attendees, taking of minutes, etc.). The MTO Design
Project Engineer / Project Manager, with the assistance of the CSA, shall prepare an
agenda, including a list of invitees, and a design synopsis for distribution one week prior

Pre-Construction
to the meeting. The Contract Services Administrator shall chair the meeting and with
the assistance of the MTO Design Project Engineer / Project Manager be responsible
for checking that the required deliverables have been handed over to the Contract
Administrator. The Contract Administrator shall prepare minutes of the meeting and
shall distribute these minutes.
Value engineering judgements, contract simplification, etc., decisions made during the
design phase should be discussed and documented in the minutes to identify and
discuss red flag items and contentious issues that may arise during construction, and
any recommended courses of action and the rationale for these.
Suggested List of Attendees:
MTO Project Engineer/Manager (Phone number and backup phone number)

Consultant Designer
MTO Area Contracts Engineer
MTO Contract Services Administrator(s)
Consultant Project Manager
Contract Administrator
Geotechnical / Traffic / Structural / Electrical / Property / ATMS
Environmental (Planner / Specialists / Inspector)
MTO Environmental Planner
Field Services Engineer
Other appropriate attendees that may be required
The MTO Design Project Engineer/Manager and the CSA shall establish the list of
attendees based on contract scope. The design change protocol will be discussed at
this time.
After the contract is awarded, the following drawings and documents may be obtained
from the Regional, Contracts Office or the MTO Project Engineer/Manager (if
applicable):
1. Pavement Marking Drawings

2. Utility Work Orders
3. Original Structure Drawings
4. Overhead and Ground-Mount Message Sign Layouts
5. Horizontal and Vertical Control Sheets
6. Environmental Documentation:
– Environmental Synopsis with Summary of Environmental Concerns and
Commitments* table
– Transportation Environmental Study Report (TESR) or Design
Construction Report (DCR)
– Environmental Screening Document

Pre-Construction
– Environmental permits, approvals, and authorizations including draft Permits to
Take Water obtained by the ministry that the Contractor must apply to MOE to
have issued in the Contractor’s name
7. Design Reports:
– Foundation Investigation Reports
– Geotechnical Reports
– Original Cross Sections (highways, side roads, entrances, culverts and sewers)
(hardcopy)
– Original Plots (sub grade reports, template sheets, granular base reports (top
of “B”), profile elevations (Top of “A”) (digital files)
8. Additional copies of tender documents and contract drawings
9. Any other digital files (Detailed Calculation Sheets – reports)
10. Traffic Signal Legal Drawing (PH-M-125)
11. Property Agreements
12. Property Mark-up Plan.
13. MTO Project Engineer/Manager contact phone number and backup phone
number
14. Design Consultant and their sub-consultant contact phone numbers
15. Copies of applicable applications / permits related to construction (such as
taking water)
16. Cost Share Agreements
* This document is available electronically from MTO and must be obtained for
addition of comments by the Contract Administrator relative to Contractor
compliance with project-specific environmental mitigation, protection and
monitoring measures described in the form and included in the Special
Provisions.
2.3 CONTRACT AWARD
Reference:
Provincial Highways PHY-B-152 Commencement of Work by a Contractor
The “Designation of Construction Zone” Form shall be completed and submitted by the
Contract Services Administrator before the tender opening date. The Contract
Administrator shall obtain the Designation of Construction Zone from the Contract
Services Administrator.
The Head of Contract Administration will advise the Contract Services Administrator
when the Ministry has issued the “Notification of Acceptance of Contract” letter. This
letter states that the required bonds and certificates of insurance have been received
and are acceptable.
The Contract Services Administrator will duly notify the Consultant Project Manager and
the Contract Administrator of the acceptance letter.

Pre-Construction
The Contract Administrator must become familiar with the contract drawings and
documents in preparation for the Pre-Start meeting.
2.4 PERMISSION TO START WORK
The Contract Administrator shall issue Permission to Start Work form PH-CC-700 when
all contract requirements have been met by the Contractor, such as:
o The region has received notification that the Contract has been executed.
o The Contractor has submitted a Critical Path Schedule and it meets
all the requirements outlined in GC 7.01.07 Critical Path Schedule.
o Any other requirements within the Contract that must be met prior to the
start of the Work.
The Contractor may start Work within the right-of-way once the Contract Administrator
has issued Permission to Start Work form.
2.5 PRE-START MEETING WITH CONTRACTOR
The Pre-Start meeting is held after the contract has been awarded by the Contracts
Section and before the start of any work on the contract.
The Contract Administrator shall chair the meeting and arrange for the minutes to be
taken and distributed. The agenda can be revised as appropriate for the contract.
CONTRACT NO.: LOCATION:
DATE: PLACE:
NOTIFIED ATTENDANCE
ADMINISTRATIVE REPRESENTATIVES
YES NO YES NO
Contract Services Administrator
Consultant Project Manager
Contract Administrator
Area Contracts Engineer
Contractor
Field Services Engineer’s Representative (local
patrol, sign shop, electrical, etc.)
Ministry of Labour
Regional Quality Assurance
QVE(s), QC Administrator (and QC Co-ordinator, if
applicable)
Highway Carrier Section

Pre-Construction
Regional Environmental Section
Regional Structural Section
Foundations Office
Regional Electrical Section
Regional Geotechnical Section
Regional Traffic Section
Regional Advanced Traffic Management Section
Ontario Provincial Police
Regional/Municipal Police
External Environmental Agencies (MOE, MNR,
Conservation Authority, DFO, etc.)
The following should be notified if applicable to the work:
Emergency Services (Fire Response, Ambulance, etc.)
Local Traffic Authorities
Local Transit Authorities
Municipality Road Superintendent
Railway Representative
MTO Property Office (if limited interest, or other)
Health and Safety Representative
Regional Construction Administration Office (to be
notified)
Utilities (Please identify)
Others (Please identify)
CA is to introduce all in attendance (i.e. persons name, representation, roles,

responsibilities, distribution of business cards, etc.)
Take Attendance, noting Name of Person, Firm or Office Represented, Telephone

Number(s), Facsimile Number, and E-mail Address.
Administration and Staffing
A-1 Identify Contractor’s Site Representative and alternates with signing authority.
A-2 Identify the MTO representatives with signing authority.
A-3 Determine the location of the Contractor’s field office and yard.
A-4 Confirm the location of the Contract Administrator’s field office.

Pre-Construction
A-5 Assemble the emergency 24-hour phone numbers: Ministry (Contract Services
Administrator and Contract Administrator) and the Contractor (minimum two (2)
representatives). Copies of the emergency name, position and phone numbers
to be sent to the Regional Construction Office, O.P.P., Regional or Municipal
Police, MTO or AMC Patrol, Area Office and/or Radio Room/COMPASS Centre
with contract number and location.
Ministry of Labour
L-1 Address any concerns identified by the Ministry of Labour.
Drivers & Vehicles
Discuss Weighing and Overloading Issues
D-1 Outline that the Contractor is responsible for any overloading that occurs on the
contract, and that the Ministry Drivers & Vehicles Section will monitor
compliance.
D-2 Indicate that the Contract Administrator will notify Drivers & Vehicles when
overloading is suspected.
D-3 Request the haul routes proposed by the Contractor and outline the Contractor’s
responsibilities (load limits, responsibilities of Contractor, local by-laws, etc.)
D-4 Address any concerns of Drivers & Vehicles
D-5 Discuss CVOR Special Provision
D-6 Review the requirements of OPSS 102 General Specification for Weighing of
Materials
Area/Regional Operations
O-1 Review and discuss concerns of Contracts Office (maintenance)
Environmental
E-1 Make the Contractor aware that a copy of any project-specific environmental
assessment documentation and any project-specific environmental permits /
approvals obtained by the ministry are available for their use. Review the key
concerns / requirements with the Contractor.
E-2 Ask the Contractor what environmental permits / approvals and / or amendments
they anticipate obtaining for the work. Remind the Contractor that they must take

Pre-Construction
into account the processing time that may be involved with the formal application
process, and that application for federal permits also “triggers” the Canadian
Environmental Assessment Act process. Tell the Contractor that copies of any
permits/approvals they acquire must be provided to the Contract Administrator
prior to commencing the related work.
E-3 Provide the Contractor with a copy(ies) of any draft Permit(s) to Take Water that
the ministry has obtained for the work from MOE in design, if the Contractor has
not already obtained a copy(ies) from the Owner’s Contract Business
Management System listing under the contract as specified in Special Provision
100S59. Remind the Contractor that they must apply to MOE to have the
permit(s) issued in the Contractor’s name using the form appended to the draft
permit(s) no later than five business days after the pre-start meeting, in
accordance with SP100S59, and that a copy(ies) must be provided to the
Contract Administrator no later than two business days prior to the
commencement of water-taking.
E-4 Ask the Contractor to identify any area that they plan to disturb outside the
specified limits of the work (access, storage, disposal, work yard, etc.). Remind
the Contractor that the selection and use of any such areas must comply with
Environmental laws as well as environmental assessment and environmental
permit / approval requirements / commitments.
E-5 Review the key environmental requirements of the contract. Advise the
Contractor that, with respect to statutory environmental requirements and
prohibitions, they are responsible for providing environmental protection
measures that are required solely because of the choices made by the
Contractor with respect to construction means, methods, techniques, sequences
and procedures.
E-6 Remind the Contractor that applicable environmental forms in the Contract
documents or provided by the Contract Administrator must be completed and
submitted to the Contract Administrator with regard to the following:
a) Use of sites for disposal or storage of “disposable fill” (per OPSS 180);
b) Shipment of hazardous waste (MOE Reg. 347 Waste Manifests);
c) Use of air-cooled blast furnace slag as granular material;
d) Incident Management Form to document spills and other environmental
emergencies (PH-CC-818): and
e) Fisheries Act Authorization – Oversight, Monitoring and Documentation
(MTO SP199F58)
f) Copy of applicable contract related permits (such as water taking)
E-7 Remind the Contractor that applicable environmental timing constraints must be
complied with, as follows:
a) Maximum time between removal of original vegetative surface cover and
placement of final cover;

Pre-Construction
b) Timing requirements for replacement of straw bales in sediment barriers
and flow checks;
c) Requirement to check that temporary erosion control measures are in
effective working order prior to forecast storm events and following a
storm event;
d) Fisheries timing constraints;
e) Control of construction noise in noise sensitive areas;
f) Migratory Birds Act / timing constraints and requirements for netting, if
required: and
g) Any other timing constraints that are specified in the contract.
E-8 Request submission of any environmental drawings or plans that are required by
the contract, including contractor proposals for dewatering procedures or in water
work. Explain the review process and the time required for any approvals.
E-9 Identify the designated inspector who will monitor environmental protection/
mitigation and maintain an environmental diary.
E-10 Obtain Contractor’s contact names, positions and telephone numbers for the
following:
a) The Contractor staff to be notified for follow-up of any environmental
accidents/incidents/problems both during the work and during periodic/
seasonal shut-downs;
b) The Contractor staff person ultimately responsible for meeting statutory
environmental duty in the event that regulatory agencies wish to pursue
any problems: and
c) If required by the contract, the name and firm of the qualified Fisheies
Contracts Specialist.
E-11 Identify the requirements of the MTO General Conditions of Contract with respect
to Incident Management Under Legislation Protecting the Environment and
Natural Resources.
Traffic
T-1 Review the Contractor’s responsibilities with respect to traffic, staging, detours,
traffic control, maintenance of traffic, signing as per Ontario Traffic Manual (OTM)
Book 7 Temporary Conditions, Freeway Detour Signing Guidelines, safety
precautions, and special provisions (e.g. Traffic Control Signing, Hours for Lane
Closures, Maintenance of a Traffic Control Diary, etc.).
T-2 Review traffic staging revision submission and approval requirements. Review
PHM125 Drawings. The Regional Traffic Section prior to the change taking
effect must approve changes. Timeframes for submissions and approvals is to
be provided by the Regional Traffic Section.

Pre-Construction
T-3 The specified minimum clearances (horizontal and vertical; protocol for advising
about clearances) must be maintained in accordance with the contract drawings
and specifications. Any vertical clearance of less than 4.5m must be identified
and Regional Structural Section and Drivers & Vehicles and Head of Regional
Contracts notified. Clarify that the Pre-construction bridge clearances for each
lane and for shoulders must be measured by the Contract Administrator and
forwarded to the Regional Structural Section. The Contractor must provide an
opportunity for the Contract Administrator to obtain these measurements.
T-4 Make the Contractor aware of their duties with respect to construction and traffic
safety, and to abide by the Occupational Health and Safety Act.
T-5 Advise the Contractor of any reduced speed zones to be in effect (if applicable).
T-6 Review the concerns of any other interested agencies.
T-7 Facilitate the advance notification of closures, detours, etc. to be provided to

emergency services, municipalities, transit authorities, etc.
Quality Assurance
QA-1 Discuss the requirements for properly managing non-conformances to QC

Performance Measures and the consequences of major and minor deviations.
QA-2 Review the initiatives and special provisions related to quality assurance items
and the Contractor’s Quality Control (if applicable).
QA-3 Advise the contractor that the Statement of Imported Content form will be
checked to monitor that imported steel has been declared.
QA-4 Chair a Pre-Pave meeting prior to asphalt placement. Meetings are to be

scheduled in conjunction with the Contractor’s schedule of work. The Ministry
Quality Assurance Officer must be invited to attend.
QA-5 Chair Pre-Placement meetings prior to the first concrete placement, bridge deck
pour, and bridge deck overlay, or any other major placement. Meetings are to be
scheduled in conjunction with the Contractor’s schedule. The Ministry Quality
Assurance Officer must be invited to attend.
QA-6 Advise the Contractor that all structures are to be inspected by the Regional
Structural Section a minimum of three (3) weeks prior to opening to traffic, with
the exact time determined by construction field staff with the Contractor’s
assistance.
QA-7 Advise the contractor the name and location of the QA lab including the
applicable advance notification of sample delivery (e.g. 24 hrs)

Pre-Construction
Structural / Foundations
S/F-1 A separate meeting with Regional Structural Office may be required on

Rehabilitation and complex Structural work to review the design assumptions
(check with the Regional Structure Office representative).
S/F-2 Check on Regional Structural Office requirement for notification of oversize load
restrictions through structures including clearance restrictions (Form OSCLIS.xls
in applicable regions).
S/F-3 Check with Regional Structural Office to see if any off-site inspection has been
identified for Structural steel, Aluminium Sign Support structures or Precast
Concrete beams.
Geotechnical
GT-1 Check with the Regional Geotechnical office to see if there are any specific
concerns or requirements.
GT-2 A separate meeting with Geotechnical may be require on complex contracts.
GT-3 Advise the contractor of legislative responsibilities and Ministry process for
operating non-commercial pits and quarries.
General
G-1 Submissions required from the contractor:

a) Sub-Contractor’s forms: Consent to Sublet (PH-CC-742);
b) Contractor’s work schedule and weekly work schedules, or
acknowledgement of critical path schedule in writing;
c) List of material sources for all materials supplied by the contractor,
including suppliers for concrete, hot-mix, granular materials and
manufactured products, including approved Designated Sources for
Material (DSM) references;
d) Current Workplace Hazardous Materials Information System (WHMIS)
documentation and Material Safety Data Sheets for designated materials
must be submitted to the Contract Administrator prior to the
commencement of construction;
e) Samples for testing in appropriate containers affixed with complete and
accurate identification labels and WHMIS labels. Check that labelling and
placarding of goods under the Transportation of Dangerous Goods Act is
carried out;
f) Concrete and Asphalt mix designs including supporting documentation;

Pre-Construction
g) Permits required (pit or quarry permits for aggregates and borrow,
environmental permits/approvals, forest resources licence prior to
harvesting trees within a crown land pit or quarry boundary);
h) Written confirmation of contractor’s price for asphalt cement supply and
hauling (e.g. paid invoice from supplier);
i) Other submissions required by the terms of the contract.
G-2 Review of contract drawings, special provisions, specifications, etc.:

a) Identify and discuss any provisions, unique problems, Ministry
commitments and constraints to the contract;
b) Instructions from the Contract Administrator must be adhered to in all
cases. Disregarding verbal instruction will result in written notices, and
could ultimately result in an Infraction Report being issued.
G-3 Advise that contract layout is to be done by the Contractor. The Contract
Administrator shall:
a) Review requirements of special provisions and any new initiatives;
b) Advise the Contractor of the location and number of co-ordinate bars,
benchmarks and alignment ties. (Hand over horizontal and vertical control
sheets). Pre-engineering survey data may be available for viewing at the
Contract Administrator’s field office;
c) Review requirements for submission of Record Drawings data and
drawings (red-line revisions) for the contract. Digital files for contract
drawings may be available to the Contractor for this purpose;
Replacement of layout (property bars, benchmarks, etc.) destroyed by the
Contractor will be the responsibility of the Contractor;
d) Review milestone field review requirements and submission procedures;
e) Advise the Contractor of their responsibility to carry out a pre-blast survey.
G-4 Utility Work (Special Provisions)

a) Advise that the Contractor is responsible for obtaining stake-out of existing
utilities;
b) Advise the Contractor to provide proper notification to utilities, in advance
of any work affecting their plant;
c) Advise the Contractor to abide by the O.H.S.A. (Constructor Issue);
d) Review compliance with Operational Constraints relating to utilities.
e) For excavation and construction near pipelines, co-ordinate, communicate
and consult with the High Pressure Gas utility company.
G-5 Property
a) Advise the Contractor of any property restrictions, expropriations,
easements, clearances or restrictions, and Permission to Enter
agreements. Review the terms of each property agreement (if applicable).

Pre-Construction
G-6 Railways
a) Receive proper notification from the Contractor in order to make
arrangements with railway officials;
b) Confirm that appropriate insurance requirements are in place as per
special provisions or the railway requirements;
c) Check that the Contractor advises the railway authority when working
within the railway right-of-way.
G-7 Contract Meetings

a) To be held at regular intervals
b) Convene and chair meetings with utility and municipal authorities as
required.
G-8 Correspondence
a) All contract correspondence must flow through the Contract Administrator.
G-9 Changes in the Work

Check that the contractor advises of any change in the work under the terms of
the contract. The Contractor is not required to proceed with the change in the
work until a Change Order has been issued. The Change Order will establish the
method of payment. The four methods of payment are, in order of preference:
1. Variation in tender quantities;

2. Revised tender prices, or by negotiated unit price (for a new item)
3. Lump sum;
4. Time and Material
a) Equipment rates will be as per OPSS 127 unless otherwise approved by
the Contract Administrator. The Contractor shall supply an equipment list
with sufficient detail to establish 127 rates;
b) No labour premium payment (e.g. overtime, shift premium) will be made
without prior approval of the Contract Administrator;
c) Time and Material Summary For Payment, and all supporting invoices,
etc. are to be forwarded to the Contract Administrator for verification prior
to invoicing for payment.
The Contractor may apply for an extension of time in accordance with the MTO
General Conditions of Contract regardless of the method of payment.
G-10 Work Directive

Discuss process for issuing a Work Directive when there is a dispute as to
whether a Change Order should be issued.
G-11 Progress Payments

Review Non-Standard Special Provision for Progress Payment. Set cut-off dates
for each monthly progress payment.

Pre-Construction
G-12 Damage to Permanent or Temporary Installations
Review MTO Provincial Highways Directive PHY-B-102. Advise the Contractor
of the safety and legal aspects of installations.
G-13 Claims by Motorists, Property Owners, etc.

Advise that all claims during the construction period will be forwarded to the
contractor.
G-14 During the construction season the Contractor is responsible for maintenance of
the highway infrastructure within the construction zone as per the General
Conditions of Contract. This includes debris on the roadway, existing signing,
pavement markings, safety devices, etc. In order to transfer this responsibility
between the MTO and Contractor during a shutdown, the Contractor shall
provide the start and end date of the shutdown period. Form PH-CC-771
Turnover Agreement shall be filled out in order to transfer the responsibility. A
minimum of 5 Business Days prior to anticipated transfer date the CA, Contractor
and representative of MTO maintenance shall perform a pre-turnover field
inspection. The pre-turnover field inspection shall identify deviancies within the
right-of-way and timeframe for correction.
Note: The transfer of the Roadway maintenance does not relieve the Contractor
from the responsibly of the Work he has performed. The contract may require
the contractor to perform routine and non-routine maintenance activities on
electrical systems (i.e. traffic signals and highway lighting) during a shutdown
G-15 Substantial Performance and Final Acceptance of Work

Review the MTO General Conditions of Contract. Two weeks advance notice for
final inspection should be provided to the Contract Administrator in writing.
G-16 Contractor Performance Rating Report

Review the process for compiling the report and the impacts of assessments.
G-17 Incentive/Disincentive and Penalty/Bonus Clauses

Clearly indicate requirements for assessing bonuses/penalties and
incentives/disincentives in accordance with special provisions and/or operational
constraints.
G-18 Infraction Report

Discuss current process for issuing and receiving an Infraction Report with
emphasis on impacts.
G-19 Documents to be provided to the Contractor by the Contract Administrator:

Standard forms related to the contract
Templates
Pavement Marking Drawings

Pre-Construction
Fair Wage Schedule (if applicable). The Contractor shall post one copy of the
contract “Fair Wage Schedule” in the site trailer and one copy at the weigh
scale. One copy of the “Fair Wage Schedule” shall be posted in the Contract
Administrator’s field office.
Minutes are to be signed and dated by the Contract Administrator, with distribution list
appended, and sent to all in attendance. Any noted errors or omissions should be
brought to the attention of the Contract Administrator within one week of receipt of the
minutes.
2.6 CONTRACTOR QUALITY CONTROL MONITORING CHECKLIST
References:
Contract documents
The Contract Administrator will:
Based on the QC requirements specified in the Contract Documents including the

Special Provision for Performance Requirement – Quality Processes, produce a
Consultant Contractor QC Monitoring checklist of related requirements, and
submissions made by the contractor and submit the checklist to the Ministry prior to
the start of construction work. As a minimum, the checklist shall include:
– The QC activities/submissions/records to be monitored
– Place to indicate whether or not the contractor complied at the time of the
monitoring
– Place to date and sign off when the monitoring is complete for each
activity/submission/set of records
2.7 NOTIFICATIONS
2.7.1 Notifications Prior to Construction
Before construction begins, notifications should be provided to Property Owners and

Businesses. The Contract Administrator shall give written notice to all property owners
and businesses within the limits of the contract. The notice shall indicate that
construction is about to begin and should identify the prime contractor, the contractor’s
representative and a telephone number. Also provide a general description of the work,
the anticipated completion date, and the name and office telephone number of the
Contract Administrator.
The Contract Administrator shall keep all appropriate agencies apprised of any
construction activity that may have an impact on their daily operations, including:

Pre-Construction
– Schools – Utilities
– O.P.P. – Municipal/Regional Police Forces
– Fire – Ambulance
– Transit Authorities – Municipalities
– Maintenance Patrols/Operations – Ministry of Natural Resources
– Department of Fisheries and Oceans – Conservation Authority
– Others as required
2.7.2 Notifications During Construction
- Applicable notification as per Regional protocols, contract related requirements,

memoranda, directives or as requested by the Ministry including traffic and lane closure
reports / notifications and weekly updates for Travellers website.
2.7.3 Traffic Control / Lane Closure Notification
References:
Ontario Traffic Manual (OTM) Book 7 Temporary Conditions
NSSP – Traffic Control Signing
Ontario Traffic Manual (OTM) Book 7 Temporary Conditions (Field Edition)
Regional Protocols for lane and ramp closure notification
Regional Protocols for OSCLIS (Ontario Structural Clearance and Load Information
System)
The Contract Administrator shall check that the Contractor maintains and updates a
Traffic Signing Diary as required. The Contract Administrator shall check that all traffic
control, staging, detours and lane closures by the Contractor follow Ontario Traffic
Manual (OTM) Book 7 Temporary Conditions.
The Contract Administrator shall check that appropriate Traffic Control Lane Closure
Notifications are submitted in accordance with Regional Protocols, whenever lane
restrictions will be in place either on a permanent or temporary basis.

Pre-Construction
SECTION 3.0: DURING CONSTRUCTION
3.1 MISCELLANEOUS
3.1.1 Contract Meetings
General
Consultant Project Manager shall be in attendance at all contract meetings.
Minutes of meetings are to be provided within 5 business days of the meeting.
3.1.1.1 Contract Progress / Site Meetings
The Contract Administrator, in consultation with the Contractor, prepares an agenda

three days before the progress / site meeting and forwards copies to the Contractor,
Contract Services Administrator, Area Contracts Engineer, and Head of Quality
Assurance.
For RFQ Assignments, the design consultant should be invited to a progress meeting
prior to contract completion.
The following issues should be discussed at the meeting:
Review the minutes of the previous meeting

MTO or Contractor concerns, which have not been resolved on a day-to-day
basis
Safety and environmental issues
Adherence to the Quality Control performance measures (incidents, deviations)
Quality Assurance Issues
Project status to date / planned activities / critical path updates
Review the Contractor’s Performance Rating report
Claims/change orders/negotiations
Safety-traffic control/accidents/MOL concerns/OPP
New business/contractor issues/Ministry issues
The minutes of meetings are an important contract document. Each meeting should
begin with a statement that the contents and wording of the previous minutes of meeting
be accepted as written. Any amendments (i.e. errors, omissions and additional
comments) are to be noted. If there are discussions pertaining to items in the previous
minutes, these are to be discussed under “New Business” with reference to the previous
minutes’ number, e.g. Item No. 2, Site Meeting No. 6, Date.
The minutes should also include the following information:
Meeting Number #

During Construction
Contract Number
Date/Time and Location of the meeting
Invited Guests / In Attendance or not
Name of the person chairing the meeting
Time that the meeting adjourned
Date / Time and Location of the next meeting to be held
Name of the person compiling the minutes
Cc all present / copy to file
3.1.1.2 Pre-Start Meeting for Concrete
A pre-start meeting shall be arranged prior to placement of any concrete on the

contract. The agenda should be reviewed with the Quality Assurance Officer.
The purpose of this meeting is to establish the lot and sublot sizes as per the
requirements for concrete strength acceptance and review submission, testing and
inspection requirements.
The minutes of this meeting are to be recorded and documented with copies to all in
attendance, absentees and other appropriate persons.
The following is a suggested list of attendees and topics to be discussed at the meeting:
Attendees:
1. Consultant - Project Manager and Contract Administrator
- Concrete Inspectors
- Materials Testing Consultant Representative
2. Contractor
3. Sub-Contractor (if applicable)
4. Ready Mix Supplier
5. Testing Personnel
6. MTO Contract Services Administrator
7. MTO Quality Assurance Officer
8. MTO Area Contracts Engineer
Topics:
1. Check that all submissions have been received as required (e.g. mix design,
etc.).
2. Review all applicable Special Provisions and specifications including concrete
acceptance.
3. The lot testing and acceptance procedures should be established and/or
reviewed with the contractor.
4. Review the Inspection Milestones.
5. Review drawings as required.
6. Issue all relevant concrete forms to the Contractor.
7. Discuss distribution of test results.

During Construction
3.1.1.3 Pre-Placement Meeting for Concrete
A pre-placement meeting shall be arranged prior to any significant concrete

operations on the contract.
The purpose of this meeting is to review placement details of significant concrete
operations prior to the event.
The minutes of this meeting are to be recorded and documented with copies to all in
attendance, absentees and other appropriate persons.
Attendees:
1. Consultant - Contract Administrator
- Concrete Inspectors
- Materials Testing Consultant Representative
2. Contractor
4. Concrete Supplier
5. Testing Personnel
Topics:
1. Establish persons in charge
2. Date and time of placement
3. Review status of falsework and foundation certification, and dry run
4. Expected duration of placement
5. Equipment requirements
6. Representatives required at placement
7. Concrete mix properties
8. Testing procedures including acceptance/rejection of loads
9. Curing of cylinders
10. Retarders
11. Weather forecast
12. Hot/Cold weather protection/precautions
13. Surface finishing
14. Curing
15. General
3.1.1.4 Pre-Paving Meeting
A pre-pave meeting shall be arranged prior to placement of any asphalt materials

on the contract. The agenda should be reviewed with the Quality Assurance

During Construction
Officer. The lot testing and acceptance procedures should be established and
reviewed with the Contractor.
The purpose of this meeting is to review the special provisions and administration
requirements. The minutes of this meeting are to be recorded and documented
with copies to all in attendance, absentees and appropriate persons. This
meeting shall be held a minimum of one (1) week prior to the commencement of
paving.
Attendees:
1. Consultant - Project Manager, Contract Administrator and Road Inspector
- Materials Testing Sub-Consultant
2. Quality Assurance Lab Representative (optional)
3. Contractor
4. Sub-Contractor and/or Hot Mix Producers if required.
Topics:
1. Review all mix design with MTO representatives
2. Review of special provisions
3. Review of quality control performance measures
4. Review of Field Guide for the Acceptance of Hot Mix and Bridge Deck
Waterproofing
5. Review plans, Traffic Control, Scheduling, etc.
6. Review Construction Administration and Inspection Task Manual milestones
7. Request that all paperwork is in order prior to commencement
8. Request that Contractor/Sub-Contractor/Hot Mix Producer/Quality Control Lab
have appropriate forms and software
9. Confirm certification of labs and staff to carry out testing
10. Request that Quality Control test results are forwarded to the Contract
Administrator
11. Review sketch of sublots to be measured by PMD, areas to be exempt from
surface smoothness measurements/penalties and all other additional
measurements required (e.g. existing surface beneath single lifts)
12. Discuss with the Contractor whose profilograph will be carrying out the PMD
measurements for acceptance
13. Discuss Contractor’s duties to facilitate smoothness measurements using an
inertial profiler.
14. Discuss any new technologies that may be used on contract

During Construction
3.1.1.5 Pre-start Meeting for Electrical
A pre-start meeting shall be arranged prior to the installation of any electrical

material or equipment on the contract. The agenda should be reviewed with the
Electrical Quality Assurance Officer and / or the Electrical Coordinator.
The purpose of this meeting is to review construction and maintenance requirements
for the new and existing electrical plant.
The minutes of the meeting are to be recorded and documented with copies to all in
attendance, absentees, and other appropriate persons.
Attendees:
1. Consultant Project Manager, Contract Administrator and Electrical
Inspector
2. Contractor
5. MTO Electrical Quality Assurance Officer
6. MTO Electrical Coordinator
7. MTO Superintendent of Electrical and ATMS Services
8. Local Power Supply Authorities
9. Local Municipalities (if applicable)
Topics:
1. Review all applicable special provisions
2. Review contract requirements for the contractor to maintain existing electrical
systems
3. Review condition of existing electrical plant
4. Review coordination needs with MTO electrical coordinators, local municipalities
and power supply authorities
5. Review locates and clearances (overhead and underground)
6. Review schedule and material ordering and delivery timelines
7. Signal Activation Checklists
The MTO electrical staff identified above shall be notified of the start of the electrical
work, and thereafter shall be notified as soon as possible on any changes to the
schedule of electrical work.
3.1.1.6 Special Meetings
Traffic meetings to discuss major changes in operations (staging, detours, night

closures, etc.) are to be held prior to any change.
It may be beneficial to hold a separate Pre-Work Environmental Meeting with MNR
and/or DFO, the Environmental Planner, and the CCA Environmental Monitor for any
in-water, or de-watering work in the project.

During Construction
Any other meetings that are deemed necessary such as Emergency Services and
Seasonal Shutdown shall be held and minutes taken and distributed.
Prepare agenda, chair meeting and take minutes of the post construction Design
Package Evaluation meeting.
3.1.1.6.1 Pre-Seasonal Shutdown / Final Inspection Meeting
Master Agenda for “Pre- Seasonal Shutdown/Final Inspection” Meeting
Contract:
Consultant CA:
Contractor:
Date:
NOTIFIED ATTEND
ADMINISTRATIVE REPRESENTATIVES
YES NO YES NO
PM and Contract Administrator

Area Contract Engineer
Contractor (PM and Superintendent)
Maintenance Superintendent/Maint. Coordinators
Maintenance Contractors Representative
Operations Representatives
Regional Structural Section (if applicable)

Regional Geotechnical Section
Regional Traffic Section
Regional Environmental Unit (if applicable)
Ontario Provincial Police
Regional/Municipal Police
Contract Services Administrator
The following should be notified and invited if applicable to the work:
Emergency Services (Fire Response, Ambulance,
etc.)
Local Traffic Authorities
Local Transit Authorities
Municipality Road Superintendent

During Construction
Railway Representative (if applicable)
Others (please identify)
Old Business:
Review previous meeting minutes (if applicable)
New Business:
(For meeting # 1)
CA should introduce all in attendance (i.e. persons name, representation, roles,

responsibilities, distribution of business cards, etc.)
Take Attendance, noting Name of Person, Firm or Office Represented, Telephone

Number and/or Facsimile Number.
Assemble the emergency 24-hour phone numbers: Ministry (Contract Services
Administrator and Contract Administrator) and the Contractor. Copies of the emergency
name, position and phone numbers to be sent to the Regional Construction Office,
O.P.P., Regional or Municipal Police, MTO Patrol, District Office and/or Radio
Room/COMPASS Centre with contract number and location.
Work Tel. # Cellular #

Name Firm Pager #
Fax # Home Tel. #
New Business:
Review the ministry’s protocol concerning the “Seasonal Shutdown and Working in
Free Time” period.
Review the contractor updated Critical Path Schedule at each Pre-Seasonal

Shutdown Meeting (tentatively scheduled for Aug. 01, Sept.01, Oct.01, and Nov. 01),
which must identify what work will be completed to allow the safe passage of the
travelling public during the seasonal shutdown.
Review the applicable portions of the construction season shutdown period checklist
(Note to CA: if there are any outstanding issues, this is an appropriate time to
address them.)
Review the applicable “seasonal shutdown period” contract documents (contract

drawings, SP’s, SWRC memos, ministry directives etc.

During Construction
Review and discuss any concerns of Operations/Maintenance that should be added
to this agenda and sent out to all invites prior to the scheduled meeting.
Review traffic staging revision submission and approval requirements.
Request any haul routes proposed by the Contractor during this period are reviewed
by the CA noting load limits and local by-laws may differ.
Review the Contractor’s responsibilities with respect to traffic, staging, detours,

traffic control, maintenance of traffic, signing as per Ontario Traffic Manual (OTM)
Book 7 Temporary Conditions, Freeway Detour Signing Guidelines, safety
precautions, and special provisions (e.g. Traffic Control Signing, Hours for Lane
Closures, Maintenance of a Traffic Control Diary, etc.).
The specified minimum clearances (horizontal and vertical; protocol for advising
about clearances) must be maintained in accordance with the contract drawings and
specifications.
Review the Contractor duties with respect to construction and traffic safety.
Advise the Contractor of any reduced speed zones to be in effect (if applicable).
Review the concerns of any other interested agencies.
Facilitate the advance notification of closures, detours, etc. to be provided to

Damage to Permanent or Temporary Installations
Review MTO Provincial Highways Directive PHY-B-102. Advise the Contractor of

the safety and legal aspects of installations.
All claims by Motorists, Property Owners, etc during the construction period must be
brought to the attention of the CA.
Substantial Performance and Contract Completion:
Review the General Conditions of Contract. Two weeks advance notice for final
inspection should be provided to the Contract Administrator in writing.
Remind the Contractor that applicable environmental timing constraints must be

complied with, as follows:
Obtain Contractor’s contact names, positions and telephone numbers

During Construction
The Contractor staff to be notified for follow-up of any environmental
accidents/incidents/problems both during the work and during periodic/ seasonal
shutdowns.
Facilitate the advance notification of closures, detours, etc. to be provided to

Advise the Contractor that all structures are to be inspected by the Regional
Structural Section a minimum of three (3) weeks prior to opening to traffic, with the
exact time determined by construction field staff with the Contractor’s assistance.
Discuss the responsibility of the contractor concerning proposed staging changes etc
Remind the contractor’s about adhering to the submission of updated Critical Path
Schedules (GC 7.01.07)
Remind everyone that all contract correspondence must flow through the Contract
Administrator.
Check that the contractor advises of any change in the work prior to initiation. Advise
the Contractor that work started without issuance of a Change Order will not be
accepted and compensated.
Review the appropriate typical cross-section for the Seasonal Shutdown/Working in

Free time component in the contract documents.
Anything unusual in this project, which should be covered by additional clarification.
Does the designed staging comply with the seasonal shutdown requirements listed
in the contract documents.
Any staging proposal reviewed must comply with the contract documents (including
the applicable seasonal shutdown typical cross etc.) and address the applicable
construction and maintenance related concerns such as:
• MH and CB’s be reset to shut down pavement elevations

• Provisions for drainage must be made
• During the seasonal shut down/working in free-time period all lanes must be
restored to contract requirements
• Address all pavement markings (temporary and permanent) including
appropriate obliteration
• Address temporary and permanent signals etc. (if applicable)
• Can the work be constructed with the staging provided
• Have all the safety-related components been addressed (such as TCB,
SBGR)

During Construction
• Address all structure-related issues
• Does the proposal/shutdown plan incorporate the turnarounds for emergency
vehicles
Develop a static deficiency list, which incorporates any seasonal shutdown

related situations/problems, which will be reviewed at all pre-seasonal shutdown
meetings (noting by the time the scheduled shutdown nears all deficiencies must
be established by the various offices involved in order for the CA team to
administrate an orderly and timely turnover.)
Arrange an acceptable emergency detour route with the allocable authorities
Discuss the structural lane configuration that must be capable of carrying the
traffic.
Can all structural lanes be restored prior to seasonal shutdown.
Can the work be constructed with the staging provided.
Notification of winter work to applicable media-related (such as the Regional

Radio etc.)
Are the number of working days sufficient to allow the designed staging etc. to be
constructed and restored by to the required configuration prior to the seasonal
shutdown period.
Discuss the contractor’s intentions concerning Seasonal Shutdown and Free

Time work.
Discuss the removal of construction signs (if applicable)
Prior to the scheduled shut down/working in free time each section submit their
static list of deficiencies and concerns: (noting the contractor is always
encouraged to work in free time or accelerate which can end up in a stage that
may not accommodate the minimum winter configurations. The CA must bring
this type of situation to the attention of the CSA well in advance of the scheduled
shutdown date.)
Prior to any turnover (whether a “seasonal shut down” for a carry over or a “final
inspection” for contract completion ) the CA must notified the applicable ministry
represents (including a drive through with the CSA/Contractor/CA/ operations
representatives)
Has a final inspection type meeting been held with the construction /
maintenance contractor/operations/ACE/CSA prior to the actual turn over or
opening of the road/ lane etc. (whether final inspection or seasonal shut down)

During Construction
checking that everyone’s concerns have been addressed each Section
/Department should inspect the contract and submit a “static list” within two days
to the CA
Has the Turnover Agreement form ( PH-CC-771) been sent to the appropriate
MTO offices for Ministry accepting responsibility for the road (at the contract
completion/winter shutdown or spring start up)
Have all work zone accesses being addressed
Has the late season paving been addressed
Has the schedule been checked against the environmental timing constraints
Any constructor or utility issues
Have the operational people been involved in the review of their specific interests
Will the operations accept the road back for winter maintenance (if not as per
previously agreed as the winter came early for example) what is the least the
ministry will accept.
Review the contractor’s traffic control and workers protection plan to check that
they are up to date reflecting any necessary changes to address the seasonal
shutdown or working in free time period.
Has a contingency plan been developed to address for unexpected situations

(such as a early snow fall or winter)
General Discussion
Open the meeting to any questions or concerns raised
Schedule next meeting (suggested one a month from August 01 on until the seasonal
shut down and as required)
Minutes are to be signed and dated by the Contract Administrator, with distribution list
appended, and sent to all in attendance. Any noted errors or omissions should be
brought to the attention of the Contract Administrator within one week of receipt of the
minutes.

During Construction
3.1.1.6.2 Design Package Evaluation Meetings
Agenda
During Construction
Compare the contract documents to the actual construction for errors, accuracy
and constructability problems.
Records and document concerns, issues and problems on the DPE (living )
document.
Post Construction
The CA provides the CSA with applicable comments in the draft DPE document
to assist CSA in chairing the meeting.
Applicable CA Consultant representatives to attend the DPE meeting, recording
the minutes and providing clarification etc.
Design consultant representatives should also be present to provide their design
reasoning / support /non-support of the comments etc.
3.1.2 Constructor Issue
Reference:
Provincial Highways Directive PHY-B-238 Designation of a Constructor
The Contract Administrator shall become familiar with their responsibilities regarding the
Directives and check that the Contractor co-ordinates all work with adjacent contractors
/ maintenance staff and service crews.
3.2 APPROVALS
3.2.1 Working Days / Completion Date
References:
MTO General Conditions of Contract
Provincial Construction Memorandum PCM #2007-02
The Contract Administrator shall become familiar with and administer the contract
requirements or special provisions regarding contract completion dates,
incentives/disincentives, the charging of working days/calendar days, and liquidated
damages, if applicable.
The Contractor must request an Extension of Time in accordance with the MTO General
Conditions of Contract. The Contract Administrator shall receive and evaluate the

During Construction
Contractor’s requests for extension of time, and provide a comprehensive written report
with recommendations to the Ministry (within an agreed to time frame). The request
and consultant recommendations will be reviewed with the Contract Services
Administrator. The MTO Regional Contracts Office shall grant approval or disapproval
of the Contractor’s request.
3.2.2 Ministry Acceptance / Approvals
In addition to requirements outlined elsewhere in the Agreement, the Consultant must

secure the Construction related specific approvals and acceptance of the Ministry as
noted. The Consultant shall submit to the Ministry, the Construction items within the
time lines indicated below. The time lines will commence upon receipt of all required
documentation from the construction contractor.
Turnaround
Ministry Acceptance/Approvals
Time
External Approvals/TESR Commitment Conditions Approval 3 Weeks
Layout and Wording of Permanent Signs Approval 3 Weeks
Design and Layout of Temporary and Permanent Signals Approval 3 Weeks
Traffic Control Plan (Operational Constraints) Approval 3 Weeks

Traffic Signal Timing
(Approval required when the traffic signal timing is provided Approval **
by a municipality or other non-Ministry source)
Design Criteria Approval 4 Weeks
Project Physical Configuration Approval 3 Weeks
Horizontal and Vertical Project Control Approval 3 Weeks
Structure General Arrangement Drawing Approval 4 Weeks
Transportation of Oversized Loads Approval 1 Week
Load Limits (as per Highway Traffic Act) Approval 3 Weeks
Contract Package Acceptance 3 Weeks

Construction Contract Change Orders
(<$30K only if precedent setting, >$30K and all changes to Approval 1 Week
traffic operations constraints)
Construction Contract – Contractor Initiated Change
Approval **
Proposals
Changes to Contractor’s Working Days/Completion Date Approval **

During Construction
3 Business
Contract Substantial Performance Acceptance Approval
Days
3 Business
Sub-Contract Substantial Performance Acceptance Approval
Days
Same
Stop Work Order (Non-Safety Related) Approval Business
Day
3 Business
Issue of Certificate of Completion Approval
Days
Property Related Agreements with Municipalities/Private
Approval 3 Weeks
Owners
Property Request Approval 3 Weeks
Utility Relocation Cost-Sharing Arrangements Approval 3 Weeks

** To be agreed by the Ministry and the Consultant
3.2.3 Schedules / Critical Path
References:
Contract Documents
Contract Specific Special Provisions
The Contract Administrator shall review the Contractor’s critical path schedules,
submitted by the contractor for practicality / achievability, and conformance to the
Special Provisions of the contract documents. Analyse the originally submitted (as-bid)
Critical Path Schedule in detail. Identify and if necessary, challenge the contractor on
any deficiencies or impracticalities.
Non-conforming schedules shall be returned to the Contractor, noting deficiencies and
requesting a resubmission. The preliminary contractor schedule checklist shall be
completed and forwarded to the Ministry.
The Contract Administrator shall review the Contractor’s progress with respect to the
schedule and/or critical path. The Contractor Administrator shall review weekly updates
of the Contractor’s intended work operations. Analyse critical path updates received
from the contractor, and respond/administer these accordingly. The schedule and
progress should be reviewed with the Contractor at every site meeting. Monitor the
Contractor’s progress throughout the construction period, and take action as
appropriate in the event that the planned schedule is not maintained. If the Contractor
is behind schedule, the Contract Administrator shall request an action plan (whether to
accelerate or do nothing). Discuss reasons for delays, determine if any delays are due
to MTO, Contractor, or other parties, and document it in the minutes of the meeting.
Notify the Ministry of problems that may affect the completion time.
The Contract Administrator shall apply information gained from the critical path
schedule, to assess in detail any requests for extension of time, and provide detail
recommendations to the Ministry, with reasons.

During Construction
The Contract Administrator shall apply knowledge gained from the critical path schedule
to arising issues, including but not limited to delays, deleted, change in the work or
additional work, potential acceleration, claim negotiations, and/or issue resolution
processes, and provide input and detail recommendations to the Ministry, with reasons.
3.2.4 Verification of Weighed Items
Reference:
Quality and Standards Directive QST-B-009 Weighing Controls and Axle Weight
Enforcement
OPSS 102 General Specification for Weighing of Materials
Special Provision No. 101S18 – Bar Coding on Material Delivery Invoices
Progress and Final Payment Guidelines
The Contract Administrator shall check that the weighed materials are administered
according to current policy and that all weighed materials are paid under the appropriate
items. The Contract Administrator shall also maintain up-to-date quantities and daily
summaries of the weighed materials. Documentation, including tickets, for all weighed
items shall be retained until all claims are settled and final payment is verified. Multiplier
factors shall be applied to the weighed quantities for the types of aggregate used as
specified in the contract.
The Contract Administrator shall check that each scale used for weighed items is within
the tolerances specified by turning trucks over that scale. The frequency of scale
checks shall be a minimum of twice weekly or as instructed by the Ministry while the
scales are in operation for the contract; frequency of checks to be increased if
warranted.
Sensitivity Test
With zero load on the scale deck, the sensitivity is determined by the addition to the
platform of a known mass, or by using only the poise on the fractional beam, the beam
is moved from a position of equilibrium to a position of rest at the limit of its travel.
Performance Test
A loaded vehicle is driven on to the scale deck and the load is balanced out using the
various poise and the indicated weight is noted. Indicated load refers to the weight of
the vehicle used in conducting the performance test, when weighed at the centre of the
platform, in the normal direction for weighing a loaded vehicle.
Just prior to the loaded vehicle driving onto the scale platform, the person performing
the tests will carry out the sensitivity under zero load and recorded on the Record of
Scale and Weighing Inspection Form. The loaded vehicle is then driven onto the scale
platform until the rear wheels are just over the end levers, and the indicated gross
weight is written in the upper left box under the heading “Performance Test”. The

During Construction
loaded vehicle is then brought forward to the centre of the scale platform. The
sensitivity test for a loaded vehicle is then carried out and recorded on the Scale and
Weighing Inspection form.
With the loaded vehicle still on the centre of the scale platform, the weigh ticket is then
made out. The Date, Truck Number, Net Weight and Weight Ticket Number are
entered on the Scale and Weighing Inspection form. The loaded truck is then reversed,
by the person performing the Sensitivity and Performance tests, and the net weight is
recorded in the column “Checked Weight”. This should be compared with the net
weight shown in the column “Net Weight shown by the weigher”. The Gross Weight is
then obtained and entered in the centre box, top line under “Performance Test”. This
Gross Vehicle Weight is the Indicated Load when calculating the Limit of Error. The
loaded vehicle is then driven forward to the end of the platform scale so that the front
wheels are just over the end levers. The gross vehicle weight is then obtained and
entered in the top, right box. The loaded vehicle is then driven of the scales, turned
around and weighed in the reverse order. The weigh ticket is then issued to the driver.
The person checking the scale Sensitivity and Performance, signs the form, in the last
column, along with his title and any remarks in regards to the test results.
3.2.5 Expenditure Control
The consultant shall use the Construction Administration System (CAS) supplied by the
Ministry of Transportation for the production and tracking of change orders.
The Expenditure Forecast Summary Form will be utilized for tracking overruns and
under runs. The Regional Contracts Office will use this form for expenditure control and
forecasting.
The Contract Administrator will be responsible for submitting a hard copy of an accurate
expenditure forecast on a monthly basis along with the approved Progress Payment.
All changes shall be listed and an accurate detailed explanation is required for each
change. The CAS database must be submitted at the same time electronically to the
Regional Contracts Office.
The Contract Information Form in CAS must be updated monthly to include an updated
contract completion date, all estimated expenditures for the current fiscal year (April 1st
– March 31st) as well as carryover expenditures for the next fiscal year (if any).
3.2.6 Contractor’s Payment Approvals
References:
Supply and Fabrication of Structural Steel and Precast Concrete Beams QST-C 019
Provincial Highways Directive PHY-B-241 Construction Lien Act, 1983
Construction Lien Act

During Construction
The Contract Administrator shall review the Contractor’s Progress Payment Application
and check it contains the information as stated in the MTO General Conditions of
Contract.
The Contract Administrator shall establish and maintain appropriate levels of inspection
to allow accurate verification of all item quantities (e.g. rock excavation, rock face,
pavement markings, etc.) and for work approved through Change Orders. Where
quality assurance and other checks (e.g. grade checks, compaction checks, material
tests, etc.) are part of the basis of payment for the tender item, the Contract
Administrator shall check that these have been carried out as a condition of payment.
The Contractor’s invoice shall be reviewed by the Contract Administrator for

completeness and subsequent approval for payment, along with the Invoice Cover
Sheet and forwarded to the Contract Services Administrator within five (5) business
days for processing.
The Contract Administrator shall complete the verification of progress and final quantity
reports to support payment to the construction contractor, including 100% on-site
verification of weighed materials Reviewing Contractor’s invoice for work performed on
a Time and Material basis; verify all extensions and additions; certify that the invoice is
correct and in accordance with Ministry policies.
3.2.7 Rock Administration
References:
Special Provision SP 206S03 Earth Excavation, Grading
Excavation for Pavement Widening
Rock Excavation, Grading
Rock Face
Rock Embankment
Rock Supply
3.2.7.1 Rock Material Management Plan
The Contract Administrator shall review the Contractor’s initial Rock Material
Management Plan submission for conformance with the contract documents. Any
deficiencies in the submission should be noted with non-conforming plans returned to
the contractor.
The Contract Administrator shall monitor the contractor’s actual work progress and rock
materials management against the submitted plan. The Contract Administrator shall
review the monthly updates to the plan for conformance to the contract documents and
reflection of actual conditions.
Verify the Contractor’s submission for Rock Surplus removed quantity.

During Construction
Verify the contractor has designated a measurement method for all rock materials not
placed in the embankment.
Measuring Rock Surplus
Accurate monitoring and verification of the removal of Rock Surplus from the contract is
very important. Failure to account for rock materials removed as rock surplus, may
result in unwarranted payment to the contractor under the Rock Supply item.
While the contractor is required to take the measurements and provide an accounting of
the rock surplus removed, the Contract administrator is to monitor the contractor’s rock
material handling, verify (where required) and review measurements.
The Contract Administrator shall as part of the inspection tasks for Rock Excavation,
continuously monitor the contractor’s hauling of Rock Materials from Rock Excavation.
The General inspection tasks for Rock Surplus are as follows:
1) Monitor at all times the locations where the contractor is hauling rock
excavated from the contract.
2) Verify the contractor has designated a measurement method for all rock
materials not placed in embankment.
3) Verify the quantities of Rock Surplus removed.
4) Record in diary all verification completed as described below.
Specific Tasks for the Different Measurement Methods
a) Weighed Aggregate Production Quantity
1) Verify Rock Materials are only hauled to the on-contract crushing site (unless
accounted for using another measurement method.
2) Verify Contractor calculations for material weighed as processed aggregate
from on-contract location and properly converted to broken rock quantity.
3) Survey stockpile location prior to aggregate placement – identify any
discrepancy with contractor measurements.
4) Survey stockpile location after all aggregate removal – determine any
remaining aggregate volume. Identify any discrepancy with Contractor
measure.
5) Check that any aggregate remaining unprocessed is measured by the
contractor and accounted for as rock surplus when disposed of (unless
placed in embankment).
b) Stockpile Volume
1) Receive list of stockpile locations from Contractor. Stockpile locations

include rock fill/placement at offsite premises, stockpiles in pits and quarries,
disposal within contract limits (widenings, slope flattening etc.)

During Construction
2) For any stockpile locations in compressible soils instruct the contractor to
provide monitoring devices in sufficient number to allow adequate
assessment of stockpile settlement.
3) Verify the contractor’s initial ground surveys for 1/3 of the stockpile locations.
4) Monitor contractor hauling operations to verify that Rock Surplus materials
are only placed in the stated stockpile locations.
5) Frequently monitor each stockpile location (3-4 times per day) for a minimum
period of 15-20 minutes each. Verify all rock materials are placed in the
stockpile and no rock materials are removed from stockpile.
6) When the stockpile is complete, survey the completed stockpile.
c) Weighed Broken Rock
1) Monitor that all rock materials are weighed prior to leaving contract limits.
2) Receive weigh tickets from contractor; verify all tickets have been accounted
for against the daily material summary.
d) Insitu Measure of Distinct Rock Cut
1) Verify that only rock materials from the distinct rock cut location as identified
by the contractor are removed from the contract.
Rock Supply
The Contract Administrator will determine when the contractor can gain access to the
Rock Supply item in accordance with the contract. In cases where the contractor
requests early access to the Rock Supply item due to substantial changes in Rock
Excavation or Rock Embankment, the Contract Administrator may consider such
requests providing the changes and the impact of the changes is substantial. The
Contract Administrator shall continue to monitor the quantities of Rock Excavation and
Rock Embankment, as well as the Rock Surplus removed. The quantities shall then be
reconciled at the end of the contract or stage.
Contractor Proposals for Partial Cuts
The Contract Administrator can consider contractor proposals to remove partial cuts for
Rock Surplus using an insitu measure with Bulking Factor applied. When considering
such proposals, check that the requirements and conditions are in writing and agreed
to. Avoid too many partial cut measurements. The contractor must accurately drill the
rock to be removed, and accurately measure the removed insitu volume. No other
removal of rock materials should be permitted at the location of the partial cut. In such
cases the Contract Administrator shall verify and monitor rock surplus materials
removed.

During Construction
It is a serious matter if the Contractor fails to measure the Rock Surplus materials.
Upon discovery of failure to measure rock materials removed as surplus, the contractor
should be immediately notified by Instruction Notice and the CSA informed. Examples
of Contractor failure to measure Rock Surplus are: trucks bypassing scales when Rock
Surplus is to be measured by weighing, failing to place Rock Surplus in designated
stockpiles, removing rock materials from stockpiles prior to measuring, etc.
The Contract Administrator shall apply information obtained from the Rock Materials
Management Plan and monthly updates, to analyze contractor claims.
3.3 DOCUMENTATION
3.3.1 Documentation of Daily Activities
3.3.1.1 Documentation of Contract Activities
The Contract Administrator and technical support staff shall provide sufficient
documentation of all contract activities occurring on each day of the contract. It is
essential that an accurate and detailed description of contract operations be maintained.
This is of paramount importance in assisting in the preparation of the final estimate, and
in dealing with claims and Change Orders.
3.3.1.1.1 Contract Administrator’s Diary
The Contract Administrator’s Diary shall be properly titled, noting the Contract Number,
the Region, and the Location. The name and address of the Contract Administrator
keeping the Diary shall be placed on the personnel page, as well as a complete listing
of all personnel assigned to the Contract.
Daily entries must be made in the Contract Administrator’s Diary by the Contract
Administrator or his representative in his absence.
The minimum documentation requirements are as follows:
• Index (for any significant issues, claims, etc.)

• Date
• Weather conditions; recording frequency should increase when conditions are
near critical thresholds (i.e. low temperature, precipitation)
• General progress of the work, especially at the beginning and ending of
important phases, and an account of any difficulties encountered by the
Contractor including achievement of milestones and whether notification was
made to the Contract Administrator
• Record of labour, materials, equipment, activity and location whenever there is
the potential for a change in the contract or the Contractor has raised the
potential for a change in the contract

During Construction
• Assessment of working days and controlling operation
• Contractor’s claims or complaints
• Verbal and written instructions given to the Contractor
• Record of events that could have an effect on the Contractor’s production and
possibly require shut down on the Contractor’s part
• Any significant event that occurs on the contract and an assessment of the
potential impacts
• Dates of the relocation of utilities and all pertinent data regarding the effects such
as relocation has on the Contractor’s use of equipment
• All discussions, complaints, concerns, etc. or dealings with property owners (i.e.
date of physical acquisition of property)
• All discussions or dealings with municipalities, other ministries, utilities, third
parties, etc.
• Record of any grade or alignment changes together with the rationale for and
acceptance of the change
• Deviations from plans, profiles, specifications, special provisions along with the
rationale for acceptance of the change
• Any decisions or recommendations made by MTO officials must be recorded,
including the date, subject, decisions and final results. A copy of this record shall
be promptly sent to the Contract Services Administrator for information and / or
for forwarding to appropriate individuals
• Irregularities in any item during construction
• Explanation for underbuilding and / or overbuilding and for underexcavation and /
or over-excavation
• Any changes in the work, including additions and deletions, identification of the
compensation mechanism, including references and appropriate justification
• Reference to Change Orders
• Data required for reconciliation of Daily Work Records
• Record all accidents within the contract limits, and on operations connected with
the contract (i.e. set up of closures or traffic queues resulting from closures, etc.)
• Maintain a record of environmental incidents, including, but not restricted to when
the incident took place, actions taken or intended to be taken by the Contractor
regarding the incident such as containment of spills, notifications made to proper
authorities, actions taken to clean up and restore the environment to pre-incident
conditions, investigations, charges, stop work orders and remedial instructions by
regulatory agencies, environmental complaints by the public.
• The condition of haul roads before and after construction, including appropriate
documentation (i.e. photographs)
• Explanations for incompleteness of any field records
• The necessity for re-excavation or sub-excavation not indicated on the plans
• Contamination of any materials, reasons for replacement and method of payment
• Record of non-compliance / non-conformance with environmental timing
constraints and action taken to address, and communications with MTO and
agencies

During Construction
• Report Information shall be recorded in the Diary for the preparation of the
Project Construction Report. All peculiarities as they occur such as design and
construction problems, and their solutions, quality assurance problems, tender
item overruns and overruns, etc. must be documented
3.3.1.1.2 Inspector’s Diary
The Inspector shall maintain accurate and detailed description of contract operations
relative to the Contractor’s activities. This applies to operations involving equipment
and labour as well as other items which the Ministry may either have to make payment
or would require knowledge of at a future date.
Contractor’s activities will be recorded in the Inspector’s Diary by actual times when
staff are present and by the best practical estimate of times when staff are not present,
(i.e. the estimated times will be based on the Contractor’s statements or a realistic
appraisal of production rates, etc. Any abnormalities or explanations will be noted in the
remarks column of the records.
A separate Inspector’s Diary must be kept for Grade, Structures, Bituminous, Electrical,
Environmental, and other major items as directed by the Contract Administrator.
The Inspector’s attendance time on the operation will be recorded above his signature.
The minimum documentation requirements are as follows:
• The Inspector’s Diary shall be titled noting the Region, Contract Number,
Highway Number and Location, and the name of the Contractor
• Six pages are provided for an operational code index. The operational code
numbers, item description and unit shall be entered by the Inspector at the
commencement of work relative to Contract items.
• Four pages shall be used for an equipment inventory. This section may be
completed from the “Master List of Equipment” provided by the Contractor at the
start of construction. The inventory must record all appropriate data to establish
a MTO 127 rate for all Contractor owned and rented equipment used on the
contract. Where possible, the owner of the rented equipment shall be shown in
the remarks column.
• Date
• Weather conditions; recording frequency should increase when conditions are
near critical thresholds (i.e. low temperature, precipitation)
• Contractor’s hours of work
• General progress of work: where the Contractor is working and what he is doing
• Equipment being moved or arriving on the job and it’s purpose
• Visits to the contract of MTO officials, and any specific instructions they may
have given.
• Instructions given to the Contractor

During Construction
• Contractor’s claims or complaints
• All discussions and dealings with property owners
• Work performed on the contract by public utilities, noting start and completion of
the work
• Stoppage of work by the Contractor for any reasons with full description of why
contract was shut down
• Separate Time and Materials Records are maintained
• Complete description of how cuts are excavated, type of equipment used and
difficulties encountered due to either improper equipment or nature of material
• The source and nature of excavated material and its final disposition including
the equipment involved and the time and duration of the work
• Number of loads of material where possible without consulting with the
weighman’s or Contractor’s records
• Records of irregularities in the weighing operation and explain the remedial
action taken or instructions given
• Maintain a record of incidents including but not restricted to when the incident
took place, actions taken or intended to be taken by the Contractor regarding the
incident such as containment of spills, notifications made to proper authorities,
actions taken to clean up and restore the environment to pre-incident conditions,
investigations, charges, stop work orders and remedial instructions by regulatory
agencies, environmental complaints by the public.
• Record of non-compliance / non-conformance with environmental timing
constraints and action taken to address, and communications with MTO and
agencies
• Obtain and record accurate measurements of work done by the Contractor.
• All equipment that is on the contract must be recorded with the applicable code,
whether it is working or not
• The name and type of equipment, and contractor’s equipment number shall be
recorded
• The number and type of labour shall be recorded
• The actual hours worked must be recorded with the applicable operations code
• The actual hours not worked must be recorded with the applicable codes
• Inspection activities and verification results
• Documented verification of all contract items
Note: Working time, downtime and stand-by time must equal total daily working hours.
• The actual areas worked shall be noted station to station

• Location and length of any work stoppages and the reasons why
• Where the method of payment in the tender is a rental hourly rate, the equipment
hours should be recorded accurately to the nearest one half hour.
Note: To support contract payment in accordance with Plan Quantity Payment

Procedures, additional diary entries are necessary. (Refer to H.O.C. Memo 2003-06
Progress and Final Payment Guidelines)

During Construction
A payment statement in the diary is required:
• At the end of each payment period in which the item of work is in progress
• When a quantity of work, as identified on the Quantity Sheet, is complete
• When an item of work is complete
Additional information includes:

• The item number
• The limits of the work, by station or structure number, as identified on the
Quantity Sheet / for each item are recorded by stations
• The payment quantity / percentage for progress payment and payment sub-code
(i.e. Item # 14 Culverts / Culvert – “Pay 15m sub-code 14-23”)
• Details of changes affecting the plan quantity (i.e. additions or deletions) shall be
recorded
3.3.1.1.3 Diaries (CA and Inspector’s) Submissions
Diaries (CA and Inspector’s) must be hardbound books with numbered pages. There
shall be duplicate, perforated and carbonized pages for daily entries to allow for easy
removal of a copy for distribution.
The original copy of the diaries must be submitted to the Field Office on a daily basis,
and forwarded to the Contract Services Administrator on a weekly basis. The second
(bound) hard copy of the diary sheets shall be kept at the Contract Administrator’s Field
Office for submission with the Final Estimate. The Contract Administrator shall also
retain a third hard copy of the diary sheets in a secure, separate location.
3.3.1.2 Documentation of Consultant’s Activities
On a daily basis, the Consultant shall make available to the Ministry, sufficient
documentation to determine that they are satisfying their obligations under the
Construction Administration Agreement and the Construction Administration and
Inspection Task Manual requirements. Inspection tasks and time spent on each should
be referenced in the Inspector’s Diaries.
3.3.1.3 Documentation/Certification
Documentation requirements related to inspection have not been specifically identified

within the individual tasks in Part B of this manual. It is the responsibility of the Contract
Administrator to require that all documentation specified by the contract is available or
has been received and/or approved at the time and in the specified manner. Related
work shall not proceed until the documentation requirements of the contract have been
met. These documents include but are not limited to the following:
Certificates of component
Certificate of conformance
Stamped drawings

During Construction
Proposals
Material certificates and material data sheets
Facilities and personnel certificates
Electrical service manuals
Proposed Aggregate Permit / Wayside Permit Applications
3.3.2 Instruction Notice to Contractor
Instruction Notices to the Contractor shall be issued to document concerns and

deviations, clarify requirements of the contract, communicate information, and transmit
documentation. Instruction Notices shall be signed by the Contract Administrator and
the Contractor to acknowledge receipt of the Notice. Examples for the use of Instruction
Notices to the Contractor include the following:
Changes in the work
Approvals
Transmittal of documents
Safety issues
Non-compliance of the contract
Warnings
Suspension of work, stop work order issued by MTO or its agents
Specific Instructions from the Ministry
3.3.3 Contractor’s Infraction Report
Reference:
Procedures for Processing the Contractor’s Infraction Report
The Contract Administrator shall prepare the Contractor’s Warning of Infraction

Report/Infraction Report upon discussion with the Contract Services Administrator, and
shall attach appropriate documentation. The completed Warning of Infraction
Report/Infraction Report shall be forwarded to the Contract Services Administrator. The
Contract Administrator shall prepare the Contractor’s Infraction Report at the direction of
the Contract Services Administrator and Area Contracts Engineer, and shall attach
appropriate documentation. The prepared Infraction Report will be forwarded to the
Regional Contracts Office for further action. The Contract Administrator shall attend
any meetings with the Contractor to discuss the issuance of the Warning of Infraction
Report or the Infraction Report at the request of the Regional Contracts Office.
3.3.4 Global Positioning System (GPS) Readings for ATMS Field Infrastructure
The Contract Administrator shall obtain accurate GPS readings at as-constructed

locations of ATMS field infrastructure and provide a record containing the following:
Contract Number
Date

During Construction
Brand of GPS device used
GPS reading of a known benchmark (BM) located within the project limits
Item Name and Identification Code
Location description (Highway, traffic direction, Contract sheet number, chainage
station)
Longitude and Latitude in decimal degrees accurate to the fifth decimal place (for
sub-metre accuracy)
The Contract Administrator is required to obtain GPS readings only for Contract
Items that include GPS readings requirement under inspection tasks included in
CAITM Part B: Tasks. The results shall be provided in Microsoft Excel format in
two (2) hard copies and in two (2) electronic media copies on labelled
3.4 CHANGES
References:
Provincial Highways Directive PHY-B-113 Plan Quantity Payment for Construction
Contracts
MTO DELEGATION OF AUTHORITY FRAMEWORK (DELEGATION OF
AUTHORITY for the MINISTRY OF TRANSPORTATION)
Construction Change Order Manual
3.4.1 All information on Change Orders can now be found in the Construction
Change Order Manual.
3.4.2 Change Proposals
Reference:
Contract Documents
If the contract contains a special provision permitting the contractor to submit Change
Proposals, the Contract Administrator will be required to review and provide a
preliminary evaluation and recommendations, within two business days, to the Ministry
(Contract Services Administrator) for approval. The Regional Contracts Office must
give approval in advance of any change being implemented. If the Consultant requires
additional resources/expertise, this may be considered a Scope Change in accordance
with the Agreement, and may be eligible for additional compensation from the Ministry.
If the proposal is accepted, the Consultant shall maintain appropriate Records to
document that the approved changes are implemented and the proposed benefits are
achieved.
3.4.3 Engineering Claims
References:
MTO General Conditions of Contract GC 3.14

During Construction
HOC #2006-02 Administration of Claim Settlements
Check that the Claims process and timeframes for resolutions are documented and the
contract documents are adhered to. The Contractor must notify the Contract
Administrator of a potential claim situation. It is the Contractor’s responsibility to
maintain work records in support of their (potential) claim. The Contract Administrator
shall prepare a preliminary report on the details of the (potential) claim for the Contract
Services Administrator. The Contract Administrator shall liaise with the Contract
Services Administrator to allow proper notice, input into the negotiations and facilitate
the satisfactory resolution of possible claims and disputes.
The Contract Administrator shall:

Receive all written claim notices, Notices of Claim, Daily Work Records, requests
to advance in negotiation levels, etc.
Check that contractor’s Notice of Claim submission fully complies with contract
requirements both for content and time
Monitor and record contractor work activities (manpower, materials and
equipment) for work affected by (or likely to be affected by) the claim. Compare
observed work activities with contractor Daily Work Record submissions and
identify to contractor any conflicts
Check that the contractor submits Daily Work Records in accordance with
contract
Provide review, analysis and recommendations of the contractor’s claim to the
ministry representatives
Investigate all allegations of a change in the work, review options for resolution
with Ministry, and issue appropriate instructions to the Contractor
Identify and track any design related issues arising from claims maintaining
sufficient supporting information
3.4.3.1 Engineering Claim Settlements on Active Contracts
Claims settled at site level shall be processed as a Change Order with a Price
Agreement form. Claim settlements at other levels require a Release. If payment can
still be made under the contract then Regional Claims or Head Office Claims staff will
forward the claim settlement details to the CSA and CA. The CA will enter all relevant
data into the CAS using the category for “claims settlements” under Other Payment
Adjustments – No Change Order. If the CA was involved in preparing an estimated cost
and negotiations, the CA’s estimate(s) and all other documentation shall be kept on the
claim file.
3.4.4 Media Enquires
The Contract Administrator must handle all media enquiries as per applicable Regional
protocol.

During Construction
3.5 SUBSTANTIAL PERFORMANCE & CONTRACT COMPLETION
References:
Provincial Highways Directive PHY-B-241 Construction Lien Act
The Contractor must request Substantial Performance and/or Completion of the Work in
writing and provide two weeks notice to Contract Administrator to make arrangements
for the Final Completion Meeting.
The Contract Administrator shall participate in joint inspections of the work with
representatives of the Contractor and the Ministry, following receipt of a written request
from the Contractor, for the purpose of establishing the date of substantial performance
of the work and/or the date of completion of the Work.
3.5.1 Certificate of Substantial Performance
References
GC 8.02.04.05 Certificate of Substantial Performance
The Contract Administrator shall monitor the progress and financial status of the
contract and shall generate the Certificate of Substantial Performance at such time
when the requirements of Substantial Performance have been met and will be signed by
the Contract Administrator to be forwarded to the Regional Contracts Office. The
Contract Administrator will submit their calculations to support the eligibility for the
Substantial Performance as identified in the MTO General Conditions of Contract and
should also include a deficiency list or any outstanding work.
The Substantial Performance shall be processed in accordance with the appropriate

contract documents. The CA must also identify set-offs to the contract for incomplete
and deficient work.
Once all of the above has been addressed, the certificate can be issued to the
contractor for publication.

During Construction
3.5.2 Certification of Subcontractor Completion
References
GC 8.02.04.03 Certification of Subcontractor Completion
Before the work has reached the stage of substantial performance, the Contractor may
notify the Contract Administrator that a subcontract is completed satisfactorily and ask
that the Contract Administrator certify the completion of the subcontract. The purpose
of this request is to allow for the holdback on the subcontracted items, that have been
completed, to be released. The Contract Administrator should follow the process as
outlined in the MTO General Conditions of Contract.
3.5.3 Certificate of Contract Completion
References
GC 8.02.04.03 Certificate of Contract Completion
The Completion Checklist shall be generated by the Contract Administrator and

reviewed with the Contract Services Administrator prior to the Completion Meeting. All
deficiencies in the work should be noted and reviewed with the Contract Services
Administrator and the Contractor for rectification. The Contract Administrator/Contract
Services Administrator will notify the Regional Contracts Office of the completion date
and a Certificate of Completion will be issued and signed by the Payment Certifier. The
General Warranty period begins with the completion of the work. Item-specific
warranties begin as specified in the contract documents. Completion should not be
certified until all work in the field is complete.
CONTRACT COMPLETION CHECKLIST

(*Denotes items to be completed prior to Completion of the Work)
ACTION REQUIRED ACTION TAKEN DATE COMMENTS

Request for Completion from Contractor in writing
* (including Substantial Performance with proof of
advertising).
Notify Contract Services Administrator two (2)
* weeks prior to anticipated Contract Completion
and arrange meeting to review contract.
Notify Head, Quality Assurance Section two (2)
*
weeks prior to anticipated Contract Completion.
Notify Field Services Engineer/Patrol
Supervisor/Area Maintenance Contract
* representative, two (2) weeks prior to anticipated
Contract Completion. Arrange field review with
Patrol Supervisor to determine deficiencies.

During Construction
Notify Regional Structural Section two (2) weeks
*
prior to anticipated Contract Completion.
* Notify Regional Environmental Office.
Notify permit-issuing agency for rehabilitation of
pits or quarries under wayside permits or
aggregate permits. Complete Compliance Report
*
as per document “Procedures for Administration
of Mineral Aggregate Extraction on MTO
Contracts”
Notify:
Municipal Officials
* Railway Officials
Utilities
Other Interested Parties
* Complete Structural Clearance Report.
* Review status of working days/completion date.
* Develop deficiency list.

Review deficiency list with Contract Services
*
Administrator.
Meet with the Contractor to resolve outstanding
*
deficiencies.
Check that the Contractor replaces any property
* and/or horizontal and vertical bars damaged or
removed during construction.
Prepare/obtain a list of outstanding:
Change Orders
Intents to Claim
Infraction Reports
Test Results and Calculations of Penalties/
* Bonuses
Major Item Overruns / Underruns
Cost Sharing/Recoverables
Releases for disposal areas, pits, etc.
All certifications
PQP Adjustments
Review the status of:
* Permanent signs
Pavement markings
* Notify Regional Electrical Section
Notify Electrical Coordinator

During Construction
* Notify Advanced Traffic Management Section
Complete a report regarding Management of
Materials (OPSS 180)
Contract Completion Meeting.
Record Drawings (including applicable contractor
as built) / update the contract drawing Q sheets to
reflect applicable changes)
3.5.4 Release from Warranty
The Regional Contracts Office issues the Release from Warranty Certificate, which is
signed by the Manager of Contracts, after the expiry of all warranties.
3.6 ASSESSING COMPLIANCE TO THE QUALITY PROCESSES
References:
Appendix B
The Contract Administrator (CA) will:
1. Ensure all consultant staff are aware of the Contractor QC Compliance

requirements and their roles and responsibilities for the assigned work. When
the RFP requires a separate person to assist in monitoring compliance, the CA
will ensure that person clearly knows their role with respect to the other
consultant staff that also monitor compliance.
2. Review qualification of firms and personnel and certifications by the

manufacturers, suppliers and Contractor’s authorised personnel to check proper
wording and submissions.
Note: Review of QVE services including Certifications of Conformance and

Interim Inspections is covered in Appendix B.
3. Randomly audit declarations of qualifications for personnel and firms by

requesting and reviewing supporting documentation from the contractor for a
minimum of two declarations or 10% of the total number of declarations,
whichever is greater. The selected declarations shall include both individuals
and firms. If problems are found with the work of certain individuals or firms,
further audits shall be carried out after consultation with the Contract Services
Administrator. The results of the audits shall be submitted to the Contract
Services Administrator and the Regional QC Advisor.
4. Use the checklist prepared prior to the start of work to monitor and clearly
document the contractor’s compliance, during construction and within 30 days

During Construction
after the date of certification of the completion of the Work (i.e. “Work” as defined
in the MTO General Conditions of Contract).
5. Monitor the Contractor’s operations, identify deviations, and record all Non-
Conformances and deviations from the QC requirements (using the form PH-CC-
861 Monthly Summary of Processes No-Conformance).
Note: All Non-Conformances and deviations are to be listed on the summary.

Though Non-Conformances will not be “penalized” financially or under
Performance Rating, the contractor’s willingness and ability to self-identify and
address incidents are important indicators of the contractor’s commitment to
quality.
6. Receive a Non-Conformance Report from the contractor when there is a non-

conformance to a QC performance measure that documents their proposed
corrective (or mitigating) actions to address the non-conformance. The CA will
review the Non-Conformance Report to decide if the corrective action to be taken
is appropriate. This decision will be made with consideration given to the effect
of the proposed corrective action on the quality of the end product. If the
corrective action is unusual or precedent setting, it is essential that the CA
provides recommendations and obtains input from the appropriate Ministry
personnel. Within 3 business days of receiving the Non-Conformance Report,
the CA will notify the Contractor in writing using form PH-CC-862 Status of Non-
Conformance that the non-conformance is;
- not a deviation, or
- A deviation including the reason for the deviation, or
- Under review with the Ministry.
Note: A deviation may also be issued if the CA identifies a non-conformance and

the Contractor has not identified one. The CA should notify the Contractor
using form Status of Non-Conformance.
7. Where the classification is not obvious or may be precedent setting, obtain

Ministry involvement. The CA will forward Non-Conformance Report if the
Contractor identified the no-conformance, Status of Non-Conformance form, any
other information related to the deviation and recommendations. The CA will
submit this to the Ministry’s Contract Services Administrator/Contract Control
Officer and Regional QC Advisor within 2 business days of the deviation
occurring.
8. When the CA issues Status of Non-Conformance to the Contractor indicating

“under review with the Ministry” and CA will issue an Instruction Notice indicating
the results of the review. The Instruction Notice will inform the Contractor;

During Construction
1. a deviation including the reason for the deviation
2. not a deviation
9. The CA shall distribute copies of each deviation notification form to Ministry staff
noted on the form within 5 business days of the deviation occurring.
10. For each deviation, review the requirements of the contract documents that
resulted in the deviation to identify any requirements the Contractor must still
complete. If the Contractor does not complete the requirements within 3
business days of receiving the Deviation Notification to Contractor, the CA shall
issue an Instruction Notice to the Contractor for the requirements that must still
be completed. The deviation will not be waived regardless of the Contractor’s
compliance with the instruction. If the Contractor does not comply with the
instruction, the CA shall consult with the Ministry to determine other appropriate
administrative action.
11. When there are deficient materials and / or workmanship, receive the Deficiency
Report from the Contractor and review it for completeness. If the deficiency
requires corrective work, review the contractor’s proposal in the contractor’s
Deficiency Report to ensure it will correct the deficiency. Review and approve /
disapprove, in writing, the contractor’s proposal for associated testing and
inspection to ensure the proposal will demonstrate that corrective action has
been effective and the resulting material or elements of work are acceptable.
Consult with the Contract Services Administrator/Contract Control Officer in
unusual or precedent setting cases.
12. Keep an up-to-date list of all Non-Conformance Reports for submission to the
Head, Quality Assurance using form PH-CC-861 Monthly Summary of Quality
Processes Non-Conformance.
13. Determine the classification of a deviation in a timely manner but no later than 30
calendar days after the date of certification of the completion of the Work (i.e.
“Work” as defined in the MTO General Conditions of Contract).
14. If deviations have been assessed, make appropriate deductions from the
Contractor Performance Rating as per the Contractor Performance Rating
guidelines.
15. Recommend initiation of, or act upon recommendations to initiate the infraction
process to the Ministry if contractor’s QC non-compliance warrants such action.
16. Prepare and submit, to the appropriate distribution list, a monthly and year-end
Monthly Summary of Quality Processes Non-Conformance (form PH-CC-861
provided by MTO).

During Construction
17. In addition to the Monthly Summary of Quality Processes Non-Conformance ,
produce and submit a monthly QC monitoring report, as part of the Monthly
Status Report, with the consultant’s monthly invoice under the signature of the
Project Manager which:
Demonstrates the CA’s monitoring process and contractor’s conformance

with the prepared checklist for the period;
Summarizes the CA’s action taken with respect to the contractor’s QC
activities including but not limited to changes, QC personnel changes,
deviations, QC related instruction notices, infraction reports, site meetings
and work stoppages.
18. Respond to routine Ministry reports including but not limited to QAO inspection
reports, CSA/CCO’s consultant Contract Administration performance reports that
pertain to the CA’s QC monitoring.

During Construction
SECTION 4.0: POST-CONSTRUCTION
4.1 CONTRACT CLOSING PROCESS
The Contract Administrator shall complete the Contract Closing Checklist as follows:
ACTION
ACTION REQUIRED DATE COMMENTS
TAKEN
Fill out Certificate of Completion form
Complete Contractor’s Performance Rating

Forward Certificate of Completion form, and
Contractor’s Performance Rating to the Contract
Services Administrator
Identify Contract Work under Warranty with
Expiration Time Frame as per the Contract
(Including all actual site seeding and landscape
planting dates)
Send 3 copies of electrical record drawings,
electrical shop drawings and service manuals to
the Electrical Coordinator
Send record of GPS coordinates readings
(electronic copy) for ATMS field components to
ATMS contact
Submit Project Construction Report to Contract
Services Administrator
Complete Pit & Quarry After Use Report PH-D-
46-02-01 (commercial, wayside and permit
sources)
Material Summaries in a Digital Format
Acceptable to the Ministry
Submit Disposal Site Permits & Property Owner
Clearance Certificates
Submit completed MTO Class EA Process
Monitoring Questionnaire
Submit completed Summary of Environmental
Concerns and Commitments Table
Submit Record Documents Package
Provide to the Contractor the Final Detailed
Statement (FDS)

Post-Construction
Substantial Performance Form and proof of
advertisement
Final CAS should be reconciled to payments
and provided to MTO at the hand over meeting.
List of any known outstanding issues
4.2 CONTRACTOR’S PERFORMANCE RATING
Reference:
Contractor Performance Rating (A Contact Administrator’s Guide To Rating)
The final document (rating and form B’s) where applicable must include clear, complete
and factual information to support the rating given with references to diary sheets,
minutes of meetings or other record document.
The CA shall prepare the Contractor Performance Rating documents as per the Ministry
Guidelines, for Ministry approval (Reviewed by CSA / recommended by ACE /
confirmed by RCE).
4.3 SUBMISSION OF RECORD DOCUMENTS
The Contract Administrator shall prepare, package, and submit the Record Documents
no later than the end date indicated for the Term of Agreement, or five weeks from the
completion of construction activities, whichever is the later date (unless otherwise
noted).
Record Documents shall be placed in Record Document file folders. The folders shall
be titled and numbered. The folders shall be numbered starting with the
Correspondence Folder #1. The measured items and extra items, together with
contents, shall then be placed in Record Document Folders in the same sequence as
the Tender Items in the Contract (Folder #2 – Item #1 Clearing; Folder #3 - Item #2
Grubbing; Folder #4 - Earth Excavation, etc.). Wherever possible and available, digital
information should be provided as well.
The Record Documents shall be assembled in plain brown storage boxes (12”W x 15”D
x 10”H) with attached hinged lids. A transfer list and contents listing must be provided
for each box. The contents listing should be taped onto the inside lid of each box.
There should be no writing on the outside of the box. Contract numbers and box
numbers should be written on separate sheets of paper attached to the outside of the
boxes.

Post-Construction
Note: Refer to form PH-CC- 878 “Record Documents Checklist” for the list of
documentation to be submitted.
4.4 RECORD DRAWINGS
The Contract Administrator shall review the Record Drawings submitted by the
Contractor that it complies with GC 7.17 Record Drawings of the MTO General
Conditions of Contract. The Contract Administrator shall submit the Contractors Record
Drawings to the Ministry with the final records package.
The Contract Administrator is responsible for updating the Quantity Sheets when a
change occurs this may include the following changes but not limited to what is listed,
quantity, location, offset, depth, and new items. The update shall include all line items in
each Item. Authorized changes from the original Quantity Sheets shall be marked in red
on one set of Quantity Sheets in a neat, legible manner.
The Quantity Sheets shall be scanned in PDF format
Quantity Sheets should be kept in the field office and updated regularly, as work
progresses and submitted with the final records package.
A copy of the electronic documents, Record Drawings and Quantity Sheets shall be
forwarded to the Regional Office.
4.5 PROJECT CONSTRUCTION REPORT
Reference:
HOC Memorandum No. 2002-01, Project Construction Report
The CA shall prepare the Project Construction Report within 60 days of completion of
the Certificate of Completion (or as otherwise agreed to by the Ministry). The Region
will prepare Part A and distribute the report.
4.6 DESIGN PACKAGE EVALUATION
The CA shall prepare and submit the Design Package Evaluation documents, as per the
Ministry Guidelines, for Ministry approval.
The Contract Administrator and the Project Manager shall prepare an agenda and
minutes for the Design Package Evaluation meeting, and both shall be in attendance at
the review meeting and / or presentation.

Post-Construction
APPENDIX A
LIST OF CONTRACT ADMINISTRATION FORMS
May 2010 79 Appendix A

List of Contract Administration Forms
CONTRACT ADMINISTRATION FORMS LIST
ADM-R-44 RECORD OF EXPANSION JOINT - WATER TESTING
PH-A-106 LIST OF MATERIALS FROM DESIGNATED SOURCES
PH-CC-009 FIELD COMPACTION REPORT (NUCLEAR GUAGE)
PH-CC-010 ONE POINT PROCTOR TEST
PH-CC-106 BITUMINOUS ROAD INSPECTOR'S DAILY REPORT
PH-CC-117 COLD WEATHER CONCRETING RECORD TEMPERATURE
PH-CC-129A WATERPROOFING MEMBRANE THICKNESS REPORT
PH-CC-130 DETERMINING PAYMENT PER SHIPMENT OF EMULSIFIED ASPHALTS
PH-CC-131 DETERMING THE PERCENTAGE ADJUSTMENT FOR EMULSIFIED ASPHALTS
PH-CC-132 DETERMINING THE PERCENTAGE ADJUSTMENT FOR EMULSIFIED ASPHALT PRIMERS
PH-CC-133 DETERMINING THE PERCENTAGE ADJUSTMENT FOR LIQUID ASPHALTS
PH-CC-134 DETERMINING THE PERCENTAGE ADJUSTMENT FOR POLYMER MODIFIED EMULSIFIED
ASPHALTS
PH-CC-139 BITUMINOUS SAMPLE IDENTIFICATION
PH-CC-247 HOT MIX – ACCEPTANCE TEST RESULT FOR RECOVERED PENETRATION
PH-CC-255 HOT MIX – COMPACTION ACCEPTANCE AND PRICE ADJUSTMENT SHEET
PH-CC-322 CONCRETE CONSTRUCTION REPORT
PH-CC-340 FIELD SAMPLE DATA SHEET - CONCRETE
PH-CC-349 BITUMINOUS MATERIAL (PRODUCT SAMPLE FORM)
PH-CC-360 PAVEMENT MARKING SAMPLE DATA MATERIALS ENGINEERING & RESEARCH OFFICE
CONCRETE SECTION
PH-CC-427 BRIDGE DECK COVERMETER SURVEY
PH-CC-430 STRUCTURAL COATING SAMPLE DATA MATERIALS ENGINEERING & RESEARCH
OFFICE CONCRETE SECTION
PH-CC-433A CONCRETE MIX DESIGN SUBMISSION FORM A
PH-CC-433B CONCRETE MIX DESIGN SUBMISSION FORM B
PH-CC-443 GEOTEXTILE TESTING REQUEST
PH-CC-448a AGGREGATE TEST DATA – CONCRETE (Physical Properties – Fine Aggregate)
PH-CC-448b AGGREGATE TEST DATA – CONCRETE (Physical Properties – Coarse Aggregate)
PH-CC-449a AGGREGATE TEST DATA – HOT MIX ASPHALT (Physical Properties – Fine Aggregate)
PH-CC-449b AGGREGATE TEST DATA – HOT MIX ASPHALT (Physical Properties – Coarse Aggregate)
PH-CC-449c AGGREGATE TEST DATA – HOT MIX ASPHALT (Superpave – Consensus Properties)
PH-CC-450a AGGREGATE TEST DATA – GRANULAR (PHYSICAL PROPERTIES)
PH-CC-450b AGGREGATE TEST DATA – GRANULAR (PRODUCTION PROPERTIES)
PH-CC-451 AGGREGATE TEST DATA – SURFACE TREATMENT (Physical Properties)
PH-CC-455 QA GRANULAR SUMMARY
PH-CC-700 PERMISSION TO START WORK
PH-CC-703 SCALE ACCURACY INSPECTION
PH-CC-708 DAILY REPORT GLASS BEAD APPLICATION RATE
PH-CC-709 INSTRUCTION NOTICE TO CONTRACTORS
PH-CC-711 SUMMARY REPORT PAVEMENT MARKINGS
PH-CC-712 RECONCILLIATION OF MTO SUPPLIED MATERIALS
PH-CC-713 DAILY REPORT PAVEMENT MARKINGS
PH-CC-716 SUMMARY QUANTITY SHEETS
PH-CC-719 COVER FORM FOR MATERIAL WEIGH TICKETS
PH-CC-721 RECORD OF SCALE AND WEIGHING INSPECTION
PH-CC-725 TAX CHANGE STATEMENT
PH-CC-730 SUMMARY FOR ITEM

PH-CC-731 FINAL PAYMENT QUANTITY
PH-CC-732 MATERIAL CONTROL LEDGER, CONTRACT MATERIALS
PH-CC-735 CROSS SECTION TEMPLATE (SUB - GRADE)
PH-CC-736 NOTIFICATION OF PLACEMENT OF STRUCTURAL CONCRETE
PH-CC-742 CONSENT TO SUBLET
PH-CC-744 FUEL CONSUMPTION LISTING SUBCONTRACTOR
PH-CC-745 FUEL CONSUMPTION TRACKING SUBCONTRACTOR
PH-CC-750 REQUEST FOR CLARIFICATION
PH-CC-754 DAILY WORK RECORD
PH-CC-763 STATEMENT OF RECORD OF WORKING DAYS
PH-CC-765 CONTRACT MATERIAL DELIVERY SCHEDULE
PH-CC-771 TURNOVER AGREEMENT
PH-CC-775 EXTENSION OF TIME REQUEST AND APPROVAL FORM
PH-CC-782 DAILY REPORT STRUCTURAL STEEL COATING
PH-CC-783 SUMMARY REPORT STRUCTURAL STEEL COATING
PH-CC-796 TIME & MATERIAL SUMMARY FOR PAYMENT
PH-CC-797 CERTIFICATE OF COMPLETION OF SUBCONTRACT
PH-CC-798 STATUTORY DECLARATION OF COMPLETION OF SUBCONTRACT
PH-CC-799 CERTIFICATE OF SUBSTANTIAL PERFORMANCE
PH-CC-800 CLAIM FOR LIEN
PH-CC-801 RELEASE OF LIEN
PH-CC-802 RELEASE FROM WARRANTY CERTIFICATE
PH-CC-811 CERTIFICATION OF THE COMPONENT
PH-CC-817 APPLICATION FOR SUBSTANTIAL PERFORMANCE / CONTRACT COMPLETION
PH-CC-818 INCIDENT NOTIFICATION FORM
PH-CC-819 ACTUAL PAYROLL BURDEN
PH-CC-820 CERTIFICATION OF GRADE ELEVATION / CROSSFALL
PH-CC-822 CERTIFICATE OF CONFORMANCE
PH-CC-822CPD CERTIFICATE OF THE PAVEMENT DESIGN AND THE PAVEMENT DESIGN REPORT
PH-CC-822IMC CERTIFICATE OF INDEPENDENT CHECK OF MIX DESIGN
PH-CC-822PIC CERTIFACTION OF INSTALLATION OF PIPE CULVERTS
PH-CC-822PCC POST CONSTRUCTION CERTIFICATE
PH-CC-823 ADVANCE PAYMENT FOR GRANULAR
PH-CC-825 LETTER OF APPROVAL (LAND OWNER AGREEMENT)
PH-CC-828 CHANGE PROPOSALS DURING CONSTRUCTION
PH-CC-829 FINAL ESTIMATE QUANTITES AND COST SHEET
PH-CC-830 CONTRACT VALUE REPORT FOR SUBCONTRACTOR’S
PH-CC-831 DESIGNATION AND INSPECTION OF HAUL ROADS
PH-CC-832 CONTRACTOR'S INFRACTION REPORT
PH-CC-833 WARNING OF INFRACTION REPORT
PH-CC-834 MEMORANDUM RE: MAJOR ITEM OVERRUN/UNDERRUN
PH-CC-837 RELEASE OF PIT AREAS & WASTE SITES ON CROWN LAND
PH-CC-838 PRELIMINARY CONTRACTOR SCHEDULE CHECKLIST
PH-CC-839 MTO CLASS EA MONITORING QUESTIONNAIRE FOR CONSULTANT CA STAFF
PH-CC-840 REGIONAL ROAD REPORT
PH-CC-841 WARRANTIES
PH-CC-842 INSP., TESTING AND SAMPLING OF DESIGNATED SOURCE MATERIAL
PH-CC-843 NUCLEAR MOISTURE / DENSITY, GAUGE INSPECTION WORKSHEET (QC)
PH-CC-844 PRICE ADJUSTMENT FOR CONCRETE

PH-CC-845 DAILY CONCRETE LOAD TEST RESULTS
PH-CC-846 HOT MIX COMPACTION CORE SAMPLE LOCATION
PH-CC-847 HOT MIX SUMMARY
PH-CC-848 HOT MIX / CONCRETE SMOOTHNESS ACCEPTANCE & PRICE ADJUSTMENT SHEET
PH-CC-849 DETERMINATION OF SCARIFICATION DEPTH FOR HOT-IN-PLACE RECYCLING
PH-CC-850 CHANGE ORDER - ADDITIONAL WORK
PH-CC-851 CHANGE ORDER - CHANGE IN THE WORK, EXTRA WORK
PH-CC-852 TIME AND MATERIAL BAR GRAPH
PH-CC-854 CHANGE ORDER APPROVAL AND COST ESTIMATE
PH-CC-856 PRICE AGREEMENT FOR CHANGE IN THE WORK, EXTRA WORK OR ADDITIONAL WORK
PH-CC-857 WORK DIRECTIVE
PH-CC-859 NON-CONFORMANCE REPORT
PH-CC-861 MONTHLY SUMMARY OF QUALITY PROCESS NON-CONFORMANCES
PH-CC-862 STATUS OF NON-CONFORMANCE
PH-CC-863 ANNUAL DECLARATION: MTO MINIMUM QUALITY MANAGEMENT SYSTEM
PH-CC-863M ANNUAL DECLARATION FOR A COMPANY WITH SUBSIDIARIES: MTO MINIMUM QUALITY
MANAGEMENT SYSTEM
PH-CC-864 ANNUAL DECLARATION: ISO 9001 QUALITY MANAGEMENT STANDARD
PH-CC-866 APPLICATION FOR FIELD ADJUSTMENT TO JMF
PH-CC-867 MACROTEXTURE RATIO CALCULATION FORM
PH-CC-868 HOT MIX QC/QA COMPARISON AND PAY FACTOR CALCULATION
PH-CC-870 LIFT THICKNESS MEASUREMENT RECORDING FORM
PH-CC-871 FORM A: CONCRETE COVER METER CALIBRATION REPORT &
FORM B: REPORT ON LIFT THICKNESS AS DETERMINED FROM CONCRETE
COVERMETER READINGS
PH-CC-872 SAMPLE LETTER TO CONTRACTOR - Re: Contractor Mix Designation as required by SP for
Acceptance of Hot Mix by End Result Specification
PH-CC-873 SAMPLE LETTER TO CONTRACTOR (Version 1.0) Re: Notice of (General/Mid-Lane)
Segregation
PH-CC-874 HOT MIX - SMOOTHNESS ACCEPTANCE AND PRICE ADJUSTMENT SHEET
PH-CC-875 VISUAL ASSESSMENT OF HOT MIX DEFICIENCES
PH-CC-876 CERTIFICATION OF TEMPORARY CONCRETE BARRIER INSTALLATIONS
PH-CC-877 CERTIFICATION OF THE INSTALLATION OF SAFETY ITEMS
PH-CC-878 RECORD DOCUMENTS CHECKLIST
PH-CC-879 CERTIFICATION OF ELECTRICAL CHAMBER INSTALLATIONS
PH-CC-880 CONTRACT CONTROL OFFICER REPORT
PH-CC-880CAPR CONTRACT ADMINISTRATION PERFORMANCE REPORT
PH-CC-881 PAYMENT COVER SHEET
PH-CC-890 CERTIFICATE OF CONTRACT COMPLETION
PH-D-046 PIT AND QUARRY AFTER USE REPORT
PH-D-10 AGGREGATE SAMPLE DATA SHEET
PH-D-1A GRANULAR A GRADATION COMPUTATION ACCEPTANCE & PAYMENT ADJUSTMENT
SHEET
PH-D-1B GRANULAR B TYPES I, II & III GRADATION COMPUTATION ACCEPTANCE & PAYMENT
ADJUSTMENT SHEET
PH-D-1M GRANULAR M GRADATION COMPUTATION ACCEPTANCE & PAYMENT ADJUSTMENT
SHEET
PH-D-1O GRANULAR O GRADATION COMPUTATION ACCEPTANCE & PAYMENT ADJUSTMENT
SHEET

PH-D-1SSM SSM GRADATION COMPUTATION ACCEPTANCE & PAYMENT ADJUSTMENT SHEET
PH-D-205 BRIDGE CONSTRUCTION PILE DRIVING RECORD
PH-D-352 MISCELLANEOUS DETAIL SHEET
PH-D-359 INVOICE OF PLANS, PROFILES, NOTES, ETC.
PH-M-002 SURFACE TREATMENT DAILY REPORT
PH-M-101 DESIGNATION OF CONSTRUCTION ZONE
Forms can be downloaded from RAQS

APPENDIX B
ROLE OF THE CONTRACT ADMINISTRATOR (CA) WITH RESPECT TO QUALITY

VERIFICATION ENGINEER (QVE) SERVICES
May 2010 84 Appendix B

Role of the Contract Administrator – QVE Services
PRINCIPLES
The CA shall monitor the performance of the Contractor (and by extension the QVE) by
verifying the Contractor’s processes, rather than assessing the quality of the Work. The
CA shall conduct random assessments to determine whether or not the QVE services,
including the issuing of Certificates of Conformance (CofC’s), are in general
conformance with the Contract Documents. It is important that the CA not assume any
responsibility for the QVE services or the quality of the Work.
CA SERVICES
The CA shall provide the following services, as a minimum:
Construction
Receiving CofC’s for Construction;

Confirming, documenting and reporting that CofC’s:
– Are received within the specified time frame
– Consist of the specified content and format (defined in SP199S48)
– Are sealed and signed by the QVE
Requesting a copy of the QVE’s written permission to proceed after an Interim
Inspection on a random basis on the % of work specified in the Contract
Administration and Inspection Task Manual or when there is justifiable concern that
the work covered by the Interim Inspection does not comply with the Contract;
Confirming, documenting and reporting that QVE’s written permission to proceed
after an Interim Inspection:
- Is received within the specified time frame and
- The work complies with the contract
Conducting random assessments of the Work;
This activity includes conducting a random assessment on the % of work specified in
the Contract Administration and Inspection Task Manual for that item, random
assessment of fabricated components when received on site, and immediately
advising MTO Construction staff (CSA) if the as-constructed work differs from the
description in the CofC;
Facilitating speedy consideration of Contractor proposals for Amendments to
Contract Documents in cases of non-conformance.
QVE Performance Monitoring Report
The CA shall submit a QVE monitoring report to the Regional Contracts Office at the
same time the Contractor Performance Rating report is submitted;
The report is not an audit of the construction work but the results of an audit of the
Certificates of Conformance (CofC), permissions to proceed and the Contractor’s
processes;
The monitoring shall include:

– Has the Contractor complied with the Special Provision for QVE Services and the
Quality Control Compliance Incentive Special Provision?
– Has the QVE been on-site when required by the Contract, or at the fabrication
plant (if applicable)?
– What procedures did the QVE perform?
– Did the QVE perform all the procedures required by the applicable SP?
The report shall include:
– Contract item/specification;
– Component monitored;
– Location of component monitored;
– Details of their monitoring procedures;
– Date/time of monitoring.

APPENDIX C
TECHNICAL STANDARDS AND SPECIFICATIONS
May 2010 87 Appendix C

Technical Standards and Specifications
TECHNICAL STANDARDS AND SPECIFICATIONS
Document Distributor
MTO Library Website
Abbreviation and Symbols Manual
Publications Ontario
MTO Library Website
AutoCAD Drawings – Structural Library
MTO Library Website
AutoCAD Standards Guide
MTO Library Website
Bailey Bridge Manual
MTO Library Website
Bridge Clearance and Load Restriction Manual
MTO Library Website
Canadian Bridge Analysis System (CANBAS)
MTO Library Website
Canadian Bridge Analysis System (CANBAS) Examples Manual
Canadian Bridge Analysis System (CANBAS) Input Instruction MTO Library Website
Manual Publications Ontario
MTO Library Website
Canadian Highway Bridge Design Code
Canadian Portland Cement Association “Thickness Design for Canadian Portland Cement
Concrete Highways and Street Pavements” Association
MTO Library Website
Cathodic Protection Manual for Concrete Bridges
Class Environmental Assessment for Provincial Transportation MTO Website
Facilities (2000) Publications Ontario
MTO Library Website
Commercial Site Access Policy and Standards Manual
MTO Library Website
Commercial Vehicle Survey Customized Report
MTO Library Website
Concrete Culvert Design and Detailing Manual
MTO Library Website
Construction Administration and Inspection Task Manual
MTO Library Website
Construction Change Order Manual
MTO – Regional Contracts
Construction Contract Administration Regional Memoranda
Office
Consultant Performance and Selection System, Consultant
MTO Website
Reviews and Consultant Infraction Reports – Process Guide
Consultant Quality Control (QC) Plan – Process Procedures
MTO Website
Guide
Contractor Performance Rating Guideline
Office

MTO Library Website
Contract Design Estimating and Documentation Manual
MTO Library Website
Corridor Control and Permit Procedures Manual
MTO Library Website
Designated Sources for Materials
MTO Library Website
DGS Design Graphic System User Manual
MTO Library Website
Drainage Management Manual – Volumes 1,2,3 and 4
MTO Library Website
Electrical Engineering Manual Volume 1 – Electrical Design
MTO Library Website
Electrical Engineering Manual Volume 2 – Electrical Maintenance
MTO Library Website
Electrical Engineering Manual Volume 3 – C.D.E.D.
MTO Library Website
Electrical Engineering Manual Volume 4 – ATMS C.D.E.D.
Environmental Guide for Contaminated Property Identification and MTO Website
Management Publications Ontario
Environmental Guide for Built Heritage and Cultural Heritage MTO Website
Landscapes Publications Ontario
Environmental Guide for Erosion and Sediment Control During
MTO Website
Construction of Highway Projects
MTO Website
Environmental Guide for Fish Habitat
MTO Website
Environmental Noise Guide for Noise
MTO Website
Environmental Guide for Patrol Yard Design
MTO Website
Environmental Guide for Wildlife in the Oak Ridges Moraine
MTO Library Website
Environmental Guidelines for Structural Steel Coating
Environmental Protection Requirements for Transportation
MTO Website
Planning and Highway Design, Construction, Operations and
Maintenance
MTO Website
Environmental Reference for Contract Preparation
MTO Website
Environmental Reference for Highway Design
Exceptions to the Canadian Highway Bridge Design Code
MTO Bridge Office
CAN/CSA – S6-00-Sign Support Inspection Guidelines
MTO Website
Environmental Standards and Practices User Guide

Field Guide for the Acceptance of Hot Mix and Bridge Deck MTO Library Website
Waterproofing Publications Ontario
Flexible Link Slab for Steel Girder Bridges MTO Bridge Office
MTO Library Website

Formwork and Falsework Manual
MTO Library Website
Geometric Design Standards for Ontario Highways – Metric
Guideline for the Design of Snowmobile Bridges MTO Bridge Office
Guidelines For Drinking Well Water Sampling and Testing In MTO Website
Ministry of Transportation Activities Publications Ontario
Design and Construction
Design and Construction Standards Office Bulletins / Memos
Standards Office
MTO Library Website
Highway Engineering Standards Drawings: Structural
MTO Library Website
Highway Equipment Standards Manual
MTO Library Website
Inspector’s Diary
MTO Library Website
Integral Abutment Bridges
MTO Website
Interim Guide to Environmental Assessment: Co-ordinating
Environmental Policy and
Provincial and Federal Legislative Requirements
Standards Section
MTO Library Website
King’s Highway Guide Signing Policy Manual
MTO Library Website
Laboratory Testing Manual (MTO)
MTO Library Website
Maintenance Manual
MTO – Environmental
Management of Excess Materials in Road Construction and
Policy and Standards
Maintenance Protocol
Section (905-704-2104)
MTO – Materials
Manual for Condition Rating of Flexible Pavements (SP-024) Engineering and Research
Office
MTO – Materials
Manual for Condition Rating of Rigid Pavements (SP-005) Engineering and Research
Office
MTO Library Website
Manual of Standard Short Span Steel Bridges
MTO – Materials
Mix Design Method for Recycled Hot Mix Engineering and Research
Office

MTO Website
Environmental Policy and
MTO Class EA Process Monitoring Program (Sept. 2000)
Standards Section (905-
704-2104)
MTO/DFO/MNR Protocol for Protecting Fish and Fish Habitat on MTO Website
Provincial Transportation Undertakings (2006) Publications Ontario
MTO/MOE Memorandum of Understanding on Permits to Take MTO Website
Water (2006) Publications Ontario
MTO Website
MTO Environmental Glossary
MTO Library Website
MTO Library Website
MTO Soil Classification Manual
MTO Library Website
Ontario Bikeways: Planning/Design Guidelines
MTO Library Website
Ontario Highway Bridge Design Code (3rd Edition, 1991)
MTO Library Website
Ontario Highway Traffic Volumes 1988 – 2002
OPS Specifications for Roads and Municipal Services, Volume 1,
MTO Library Website
General Conditions of Contract and Specifications for
Construction (Division 1 to 9)
OPS Specifications for Roads and Municipal Services, Volume 2, MTO Library Website
Specifications for Material Publications Ontario
OPS Specifications for Roads and Municipal Services, Volume 3,
MTO Library Website
Drawings for Roads, Barriers, Drainage, Sanitary Sewers, Water-
Mains, and Structures
OPS Specifications for Roads and Municipal Services, Volume 4, MTO Library Website
Drawings for Electrical Work Publications Ontario
MTO Library Website
Ontario Structure Inspection Manual
MTO Library Website
Ontario Traffic Manual (OTM) Book 5 Regulatory Signs
MTO Library Website
Ontario Traffic Manual (OTM) Book 6 Warning Signs
MTO Library Website
Ontario Traffic Manual (OTM) Book 7 Temporary Conditions
Ontario Traffic Manual (OTM) Book 7 Temporary Conditions (Field MTO Library Website
Edition) Publications Ontario
MTO Library Website
Ontario Traffic Manual (OTM) Book 11 Markings and Delineation
MTO Library Website
Ontario Traffic Manual (OTM) Book 12 Traffic Signals
MTO Library Website
Ontario Traffic Signal Control Equipment Specifications

Overcoating – Technical Assessment of Existing Coatings of Steel
MTO – Bridge Office
Bridges for Overcoating
MTO Library Website
Pavement Design and Rehabilitation Manual
MTO Library Website
Pesticides Spray Manual
MTO Library Website
Pile Load and Extraction Tests, 1954 – 1992
MTO Library Website
Post - Tensioned Decks
Pre-stressed Concrete Manual for Quality Assurance of Bridges MTO Library Website
During Construction Publications Ontario
MTO Library Website
Prioritized Contract Content Guidelines
Procedures for the Design of High Mast Pole Foundations MTO – Bridge Office
MTO – Materials
Procedures for Administration of Mineral Aggregate Extraction on
Engineering and Research
MTO Contracts
Office
Progress and Final Payment Guidelines (July 2003)
Office
Property Request Manual MTO – Property Section
MTO Library Website

Provincial Highways Distance Table
MTO Library Website
Remote Airport Lighting Manual
MTO Library Website
Roadside Safety Manual
Seeding And Cover Quality Assurance Visual Inspection Field MTO Library Website
Guide Publications Ontario
MTO Library Website
Short Span Steel Bridges
MTO Library Website
Sign Support Manual
Standard Ministry Forms related to Construction Contract MTO - Regional Contracts
Administration Services Office
MTO Library Website
Standards for Engineering Surveys, Version 2.0
MTO Library Website
Structural Financial Analysis Manual
MTO Library Website
Structural Manual
MTO Library Website
Structural Steel Coating Manual

MTO Library Website
Structure Rehabilitation Manual
MTO Library Website
Survey Book
MTO Library Website
Surveys and Plans Manual (Volume 1–3)
Traffic Control Signal Timing and Capacity Analysis for Signalized
MTO – Traffic Office
Intersections
1993 AASHTO Guide for the Design of Pavement Structures for
AASHTO
Rigid and Flexible Pavements
MTO - Regional Contracts
Applicable Ministry Directives and Regional Memoranda
Office
Central Region Operation Constraints Non-Standard SP’s MTO – Central Region
Northwestern Region Geotechnical Investigation Minimum MTO – Northwestern
Requirements, Version 1 Region Geotechnical Office
Northwestern Region Geotechnical Pavements Design Thickness MTO – Northwestern
Chart Region Geotechnical Office
MTO – Northwestern
Northwestern Region L:/ Drive Files
Region P & D
Guidelines for Conducting ½ Cell Survey & Covermeter Survey
Office
Stormwater Management Requirement for Land Development MTO – Drainage
Proposals Management Website
MTO – Drainage
Evaluation of Drainage Management Software
Management Website


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Construction Administration

Inspection Task Manual

MTO LIBRARY WEB SITE

Enquiries regarding amendments, suggestions, or comments should be directed to:

1.1 PURPOSE OF THE MANUAL

The Contract Administrator is responsible for providing the Contract Administration

The manual is divided into two parts.

This document is not a complete documentation of the construction administration

1.2 DUE DILIGENCE

May 2010 1 Section .1

All Contractor records are to be treated as confidential documents. Information

AASHTO American Association of State Highway Transportation Officials

May 2010 2 Section .1

May 2010 3 Section .1

1.5 CONTRACT SERVICES ADMINISTRATOR

May 2010 4 Section .1

2.1 CONSULTANT ASSIGNMENT START-UP MEETING

The following issues should be discussed at the meeting:

2.1.1 Construction Administration Agreement

Review the status of the Construction Administration Agreement. Changes or revisions

2.1.1.1 MTO Staff Training

The Contract Administrator is responsible to provide on the job training in accordance

2.1.2 Consultant’s Quality Control of Services and Deliverables Plan

2.1.3 Consultant Invoices

Review the requirements of the Construction Administration Agreement. Confirm the

May 2010 5 Section .2

2.1.5 Survey Requirements

May 2010 6 Section .2

2.1.7 Insurance and Risk Management Issues

2.1.8 Contractor’s Performance Rating

2.1.9 Turnover of Documents from MTO to Consultant to include the following:

 Copies of the tender documents, contract drawings, and addenda.

May 2010 7 Section .2

2.1.10 Concerns / Expectations on Issues

 Establishing and maintaining appropriate relationships with suppliers, sub-

May 2010 8 Section .2

2.1.11 Pre-Construction Photos / Video

 The Contract Administrator shall obtain two sets of pre-construction photographs

2.1.12 Documents Copied to MTO

 Statement of Record of Working Days (if applicable)

May 2010 9 Section .2

2.1.13 Material and Testing / Sampling Testing Materials

 As per Contract Documents, CAITM, Ministry Directives Memoranda, future meeting

2.1.13.1 Samples for Testing

2.1.13.2 Referee Testing

When referee testing is either requested by the Contractor or to be requested by MTO,

May 2010 10 Section .2

 Hot Mix Bulk QA and Referee samples

2.1.13.3 Contact with Laboratories

May 2010 11 Section .2

Soils & Aggregates:

May 2010 12 Section .2

2.1.13.5 Review and Submission of Test Results

May 2010 13 Section .2

2.1.13.6 Year End Summaries

Year-end summaries for Granular, Concrete, and Bituminous materials are to be

2.1.13.7 Guidelines For Test Result Submissions

ITEMS DETAILS OF SUBMISSIONS

May 2010 14 Section .2

May 2010 15 Section .2

Copies of the tender documents, contract drawings, and addenda.

Establishing and maintaining appropriate relationships with suppliers, sub-

The Contract Administrator shall obtain two sets of pre-construction photographs

Statement of Record of Working Days (if applicable)

As per Contract Documents, CAITM, Ministry Directives Memoranda, future meeting

Hot Mix Bulk QA and Referee samples

As per the guidelines in the RFP/RFQ, Construction Administration and Inspection

Review the Consultant’s responsibilities for inspecting and administering non-

Environmental design elements;

The Contractor be notified and instructed to take appropriate corrective actions;

Protection / Mitigation / Compensation measures are:

Operations, equipment and materials are:

Occurring and / or being used or applied as permitted.

The construction shall be monitored to determine compliance with project-specific

The traffic control measures to be implemented by the contractor will be what is

Contract Services Administrator – approvals, mediation, check compliance with

Review the Consultant Performance Appraisal form.

Consultant to review the requirements under Directive OPR-C-002 (21/05/2004) and

Follow format of Head Office Construction Memorandum No. 2002-01, Project