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Italics 1nolea tes documentation specific to CaKra ns and federal projects. Hold Italics indicates party responsible for generating <br />forms and parties to receive formS. IA = Caltrans Independent Assurance: MAT = Materials Lab <br />No. Title Contents <br />15 <br />Administrative <br />Contract Administration <br />File documents related to planning, design, contract funding, <br />advertising, and opening bids not filed In other categories. Create <br />subcategories as needed. <br />• Project Repoit, Preliminary Report Penject Expenditure <br />AuMoazation, (including Supplemental Allotments) <br />• Detailed Estimate of Project Cost (Engineer's estimate) <br />- Notice of Award of Contrast <br />• Bid Summary Sheets (Low Bid, Bid Abstract) <br />• Federal Detail Estimate <br />• Execubed Contract, Special Provisions, Plans, and Bulletins <br />• Notice of Approval of the Contract <br />Notice to Proceed <br />• Board MinuteslResolutions, all correspondence to the Board of <br />Supervisors or Clerk of the Beard, AS Rs <br />• Bidder Inquiry Information <br />• Insurance Documents <br />• List of Approved Subcont-actors (subs must be anproved for <br />federally -funded projects. or acknowledged for state -funded projects <br />Agreements & ROW ! TCEs <br />ROW and Cooperative agreements, liability waivers, rights of entry, <br />temporary construction easements, and other documents pertaining to <br />Permits S Utilities <br />right of way <br />Encroachment permits, environmental permits, EIR and other <br />environmental requirements, utility relocation notices, orders, or <br />agreements <br />TO <br />NOPCs & Changed Conditions <br />In this category, file Notices of Potential Claim, Notices of Changed <br />Conditions, notes, photographs, fnformatfon, and other project <br />documents that may 0e necessary to establish facts with respect to a <br />dispute. Include any documents that may be related to a dispute in this <br />category or briefly describe and cross-reference them. Number <br />Notices of Potential Claim in chronological order. These numbers may <br />then be used for subcategories. The scope of this category may vary <br />considerably, depending upon the nature and circumstances of the <br />dispute. The following types of documents indicate the type of <br />information that should be included: <br />• Caltrans Farm CEM-6201, "Notice of Potential Claim" <br />• Cal"ns Form GEM-6201A, 'Initial Notice of FWen6aI Ciarin" <br />• Acknowledgment of the contractor's dispute <br />• Disputes Review Board Agreement <br />• Contractor's claim far a time extension <br />• Acknowledgment of the contractor's claim for time extension <br />- Other correspondence relating to disputes <br />• Photographs pertaining to disputes <br />17 <br />Schedules <br />Baseline and updates as required try contract documents <br />Include submittals and responses <br />Include RFls, responses to RFl, and correspondence between Design, <br />18 <br />Submittals <br />18 <br />Requests for Information <br />Contractor, and Inspection <br />0 Meetings <br />Meeting agenda, minutes, attendance sheets, presentations. Create <br />additional subcate Ties I needed for different type s of meeti s <br />a Pre•Construction Meeting <br />Contractor's Weekly Meetings <br />Owner's Meetings <br />Safety -related correspondence, ac6dent reports, tailgate; safety <br />1 Safety <br />meet! rig topics/in inutes, in'u FY & illness provention p rog ram <br />Page 24 of 25 Quality Assurance Plan 2019 <br />