Part F - eConstruction

From Delaware DOT Construction Manual
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Section F1.00 - General Information

F1.01 - Introduction

  • The Federal Highway Administration's defines eConstruction as a paperless construction administration delivery process that includes electronic submission of all construction documentation by all stakeholders, electronic document routing/approvals (e-signature), and digital management of all construction documentation in a secure environment allowing distribution to all project stakeholders through mobile devices.
  • The Delaware Department of Transportation is accomplishing this through electronic recording of Inspector Daily Reports, electronic material tickets (hotmix and concrete), electronic submittal of documents, electronic E&S site inspections, electronic correspondence (including Notice to Proceed, First Chargeable Day, time suspension/resumption), and electronic payment tracking using the Primavera Unifier software. Unifier continues to add more Business Processes to incorporate design aspects as well including statements, PS&E, and project estimate information. Unifier will eventually be used to facilitate the electronic administration of all aspects of construction documentation from cradle to grave. In addition, we are moving towards adding 3D Modeling to our design process with more information on that process being added to this webpage as those processes are defined.
  • The information below explains the different software applications that the Department is using to facilitate the eConstruction effort.


Section F2.00 - List and Description of Software

F2.01 - Oracle Primavera Unifier

  • What is it?
    • Primavera Unifier is a web-based project lifecycle management application owned by Oracle, Inc. Click on this link for more information from Oracle.
  • How is it used?
    • It began as the framework for our eConstruction efforts.
    • It has now replaced Primavera P6 as the Department's overarching project management platform, retaining the Project Schedule, Support Section Statements, PS&E Documents, and more, in addition to the eConstruction efforts.
    • All capital construction projects administered by the Department of Transportation Solutions will use Unifier for:
      • Entering, tracking, and approving Inspector Daily Reports.
      • Creating and distributing Progress Meeting Minutes
      • Submitting, revising, and approving Source Documents
      • Creating Notice to Proceed documentation
      • Submitting Contractor Evaluations
      • Submitting Change Orders and Estimates for Contractor payments
      • Completing Project Closeout
      • Approving Price Submittals
      • Contractor submittal of documents (including but not limited to Source of Supply, Shop Drawings, Subcontractor Agreements, Requests to Work, Schedule Updates, and Requests for Information)
      • Creating Time Charge Notice documentation (First Chargeable Day, Time Suspension, and Time Resumption)
      • Future phases of the Unifier Implementation to be completed include tracking and approval of Force Account submissions and Subcontractor Agreement and Approvals.
      • Further plans to incorporate the advertising and awarding of contracts, capital budget planning, and additional DBE tracking efforts are all being considered as well.
    • Currently using version 23.12.3.
  • How do you access it?
    • Unifier is accessed by going to https://Unifier.DelDOT.gov using any browser on any device with an internet connection.
    • Access to Unifier is currently granted to DelDOT employees, consultants of DelDOT, Prime Contractors, and FHWA with a role in our eConstruction effort, or other partners deemed necessary to the administration of DelDOT projects.
    • For more information, send an email to the Unifier Support Team, at DOT.Unifier_Support@Delaware.gov.
  • For questions, concerns, or requests, please submit a Unifier Support Request.
  • Mobile App Instructions
    • Overview: The Oracle Unifier Mobile app is available for free download on most Apple or Android devices from either the Apple App Store or Google Play Store. Simply search for Oracle Unifier and download it. From Apple IOS devices (iPhone, iPad), Oracle has developed a Primavera Unifier app. More information on this app can be accessed by clicking on this link. From Android devices (Samsung, Google), Oracle has developed a Primavera Unifier app. More information on this app can be accessed by clicking on this link. While the mobile app is a more user-friendly interface from a mobile device, there are a couple of things that should be mentioned:
      • The mobile app allows Unifier to be accessed while offline for those areas that do not get a cellular signal. Once a signal is received (or the device is connected to WiFi, it can either be forced to sync, or will automatically sync the work done while offline).
      • Draft records are stored in the app on the device and not in the cloud or on the server. This means that any draft records made on the app are not accessible from a browser whether on the device, or a laptop/desktop. If you need to access a draft record from something other than the device you created it on, you must submit the record for review and ask that it be returned for revision.
      • Important: This means that if your device is stolen, broken, or wiped due to a forgotten device passcode, those draft records will be lost forever. We HIGHLY SUGGEST that you submit the record at the end of the day, even if it is not complete, and ask the person who is reviewing it to send it back to you. This is the only way to ensure that the records will not be lost forever.
      • Any process that has been made available to you can be accessed through the Unifier mobile app. However, reports or custom prints for the processes cannot currently be accessed. Those will still need to be accessed through the Unifier browser interface. However, the documents stored in the Document Manager are accessible through the mobile app, once a record is approved.

F2.02 - HaulHub Technologies

  • What is it?
    • HaulHub specializes in tracking complex challenges within public infrastructure, underpinned by rigorous date management and the deployment of advanced technologies to deliver secure, cutting-edge solutions.
    • HaulHub E-DOT Inspector is a Construction Inspection application that collects raw data from construction material suppliers.
    • E-DOT Inspector interacts with Unifier to import delivered tickets hourly.
  • Other Benefits
    • HaulHub links contractor, inspector, material, and machine activity.
    • HaulHub also features digital work zones that communicate with Waze to notify drivers of active work zones and worker presence.
  • How do you access it?
    • EDOT Inspector is accessed by going to https://Tickets.DelDOT.gov using any browser on any device with an internet connection.
    • From Apple IOS devices (iPhone, iPad), download the EDOT Inspector (E-ticketing) app. More information on this app can be accessed by clicking on this link.
    • From Android devices (Samsung, Google), download the EDOT Inspector (E-ticketing) app. More information on this app can be accessed by clicking on this link.
    • If an inspector needs access to a project, please contact the Project Area Engineer.

F2.03 - ADA Compliance Inspection Application (ACIA)

  • What is it?
    • ACIA is a web-based application that is used for Compliance Tracking and Inventory of Pedestrian Access Routes (PAR) and facilities within our Public Rights of Way
    • ACIA is used to perform all ADA inspections
    • ACIA is part of the Inspection Framework and necessary for an ADA Acceptance Memo and overall project acceptance
  • Why are we doing this?
    • DelDOT evaluated our ADA infrastructure in 2011-2012 and which included inventorying of facilities within DelDOT’s PAR
    • A Transition Plan was developed with the Federal Government to bring the facilities within our ROW into compliance, and to ensure that all new or reconstructed facilities comply with Federal Law
    • DelDOT is required to report to the FHWA annually our progress in implementing and improving ADA facilities on the Transition Plan
  • Other Benefits
    • In development is an interactive-automatically updating map that will be available to the public to assist the public with pedestrian route planning
    • Having up-to-date and accurate data regarding the status of pedestrian facilities will assist in scoping and development of future projects
  • How do you access it?
    • First, users will be required to create a my.delaware.gov account.
    • Once the my.delaware.gov account is confirmed, the user may request access within ACIA.
    • For further information see the ACIA section of this wiki page

Section F3.00 - Oracle Primavera Unifier

F3.01 General User Documentation

F3.02 Unifier Business Processes

  • For video and .pdf trainings on the Unifier Business Processes (BPs), please visit the Design Resource Center or download the Whatfix Extension on your browser for step by step instructions within Unifier.

CC List

  • The CC List Business Process (BP) generates a contact list and allows Unifier to distribute the letter the CC List is associated with. CC Lists can be generated for use on Subcontract Approvals and General Correspondence. In the future, Notice to Proceed, Time Charges Notices, and Price Approval BPs will also use the CC list.
  • The CC List pulls contacts based on Project Roles (Area Engineer, Project Resident, Contractor, DBE Specialist, etc.) or Project Contacts (see section below for information regarding Contacts).

Contacts

  • The Contacts BP is considered a support BP and is used across multiple main BPs. For example, it is used in the Price Approval BP as a location to get the To: and From: information for the letter that it generates. Please refer to the Price Approval BP below for more information. The Contact BP is extremely simple to use and is a non-workflow BP, meaning there is only a single form to create the information, and no review is required. It also means that, if something needs to be changed on a Contact record after it has been created, you only need to have the appropriate access to make the change. Reach out to the Unifier Administration team for more information on that.
  • Project Contacts can be created for anyone even if they do not have a Unifier account (utilities, designers, additional contractors, etc.)

Project Locations

  • The Project Locations BP is a support BP used to track on multi-location projects. This allows inspectors to document work, quantities, and other important information based on a specific location.
  • Benefits of this BP include the ability to search by location within the Inspector Daily Reports BP and simplifying tracking of quantities and costs associated with a location.
  • Project Locations can be generated in Unifier by the Project Resident or Area Engineer.

E&S Control Revision Form

  • The E&S Control Revision Form BP is used to update or modify existing plans related to the erosion and sediment controls of a construction site.
  • This record can be created by the Contractor, the Area Engineer, or the E&S liaison (ESL). ESL will have first review of all records. Depending on the category of the revision, the workflow will then direct the record to the appropriate Subject Matter Experts (SMEs). SMEs may include a representative from Environmental Studies, the E&S Engineer, and/or the Stormwater Engineer. The final steps of every record will be Area Engineer review and Contractor approval.
  • Revision categories include:
    • Placeholders and Substitutions
    • LOC (Major)
    • Permanent Modification
    • Sequencing/Phasing (Major)
    • Wetlands/Environmental Impacts
    • LOC (Minor)
    • Sequencing/Phase (Minor)
    • Alternate BMP/E&S Device
    • BMP/E&S Device Modification
  • Redline plan sheets and any other required documentation will be attached for review and approval.

E&S Site Inspection

  • The E&S Site Inspection BP are used for Minor Projects and should be completely weekly by an inspector with a valid Contractor Training Program Certificate/Blue-Card issued after February 2019.
  • This inspection includes questions and documentation for the following categories: Sediment & Stormwater Management Plan (SSMP), Erosion & Sediment Controls, Pollution Prevention Practices, and Deficiencies (specific to BMP Control Devices).
  • The workflow for this Business Process includes creation by any inspector assigned to the project that meets the requirements and approval by the Project Resident.

eTickets and Ticket Packages

  • The eTicket BP is where all eTickets are stored. eTickets will populate into Unifier approximately 1 hour after marked delivered by the inspector. Once eTickets are assigned and approved on a Ticket Package/IDR the status under the Used? category will change to "Yes". Tickets marked used in the system cannot be added to another ticket package in order to prevent double payments.
  • The Ticket Package BP is used to compile eTickets for payment. eTickets will be gathered based upon the Material Type, and the date & time range the user identifies. Optionally, the user may identify the inspector who marked the ticket delivered within EDOT. This can be an additional filter to gather eTickets when multiple operations are underway on-site. The user must also identify if the eTickets in the Package are Pay or Source Tickets, and the Item Number they fall under. These fields will be automatically assigned to every ticket that is imported into the package, but they can be modified in the next step.
  • Once the upper form is complete, the Ticket Package can be sent to Auto-Generate Ticket Package. In this step, eTickets meeting the filter requirements will be gathered and assigned a Pay Item and Pay/Source designation.
  • Once populated, the creator of the ticket package can modify the the tickets and package as needed. This includes, adding or removing individual tickets, correcting quantities due to overweights or underpayment, splitting tickets, modifying pay items, and/or adding payment for surcharge. Once the eTickets are confirmed, the Re-calculate eTickets Total on the upper form will need to be completed. The difference should be 0. If there is a positive or negative value, this indicates a missing or duplicated payment and must be corrected. To confirm pay items, use the Summary Pay Items tab.
    • If you are having issues identifying which ticket is causing the difference, use the Custom Print of the Ticket Package to help determine the error.
    • Please note waste identified in the EDOT app is automatically deducted
  • After reviewing the totals and all eTickets, the Ticket Package is sent to Calculate Summary Lines to prepare it for import into the IDR. The Ticket Package will remain in the Project Resident's review until it is added to an IDR.
    • REMINDER: Project Residents must never send a ticket package to the end step. They will review and approve within the IDR. The Ticket Packages will be automatically approved/completed when the IDR is approved.
  • If a revision to a Ticket Package is needed, the Project Resident can return for revision from the Ticket Package BP. If the inspector is missing tickets, the Ticket Package can be returned again to change eTickets selection which will allow new dates/times to be selected.
  • Overview:

Inspector Daily Report

  • The Inspector Daily Report BP is used by Construction Inspection staff to provide details of work. Information includes date, weather, personnel, equipment, pay items/ticket packages, materials, visitors, potential risks/issues, photos, and a detailed description of the work on site (started, ongoing, completed).
  • Field Inspector, Lead Inspectors, Office Managers, and Project Residents are able to generate IDRs within Unifier.
  • For projects requiring Blue Check, please select Source Document Review required for all applicable pay items. This will automatically generate a Source Document BP record and send for review. See Source Document BP section for more information.
  • Inspection staff must coordinate/communicate with each other on the project. It is recommended to only track weather and personnel/equipment on one IDR. For personnel and equipment, you may have duplicates if there are multiple crews.
  • The project type will determine the workflow on a given project. Workflow options include:
    • Project Resident Review
    • Office Manager and Project Resident Review
    • Lead Inspector, Office Manager, and Project Resident Review
  • For questions/changes on the workflow, please discuss with Project Area Engineer or submit a Support Request.

Progress Meeting

  • The Progress Meeting BP is used to generate a Progress Meeting agenda for distribution and the final meeting minutes.
  • The fields included in the agenda/minutes are:
    • Meeting Date, Meeting No., Meeting Time, Meeting Location
    • % Time Elapsed, % Work Complete
    • RFI Log (pending items)
    • Shop Drawings
    • Source of Supply Submittals/Material Certification
    • Sub-contractor Approvals (To Date)
    • Trainees
    • Change Order Update
    • Certified Payrolls
    • Additional Comments
    • Business Items - This tab allows the creator to assign a type, title, date, and if further action is required. In addition, there is a section to describe the issue and progress throughout additional meetings.
    • Attendees - The attendees must be added through the Contacts BP prior to adding to this BP.
  • The meeting minutes are not automatically distributed through Unifier and will need to be downloaded and sent via email.

Quantity Adjustment

  • The Quantity Adjustment BP should be used when quantity adjustments to multiple items are needed. It should also be used for adjustments made to prior estimate periods. The Area Engineer has final approval of all QAs.
  • The Quantity Adjustment BP is commonly used for blue check quantity corrections and may be used for Lump Sum monthly payments.
    • If this is being used for a quantity correction, please link the appropriate Source Document or IDR that represents the previous payment.
  • Quantity Adjustments must be dated and approved in a current estimate period in order to be paid.

Source Documents

  • The Source Document BP records are autogenerated from the IDR BP for items that require a Blue Check. Source Document Blue Checks are required for any items that require a calculation to determine the quantity.
  • On the IDR, the Construction Inspection staff will be prompted to select if Source Document Review is Required. If yes, the Source Document record is created once the IDR is fully approved.
  • The assigned Blue Checker will review the document for accuracy and either approve the record or send for revision. If the record is sent for revision, the Office Manager or Project Resident can either update and return the record or return to Inspector for revision. The Source Document could require new calculations that results in a quantity change. If there is a quantity change, the Construction staff must attach or link the revised Source Document and link proof of the submitted pay adjustment (through a Quantity Adjustment or Inspector Daily Report).
  • REMINDERS:
    • All Source Documents are required to be a PDF.
    • All work/calculations must be written out.
    • All payments must be rounded to two (2) decimal places.
    • QAQC, AC Cost Adjustment, and Traffic Officer items will require Source Documents to be Blue Checked. Please discuss the process with your Blue Checker prior to submitting the first Source Document. The price must be approved prior to creating a Source Document record.
    • Do not create a new Source Document record for quantity changes. Return the corrections through the existing Source Document Record.
  • Some Area Engineers may require Source Documents for all items, but this does not mean that all items need to be Blue Checked. Please discuss with your Area Engineer at the start of each project.

Notice to Proceed

  • The Notice to Proceed BP is used to autogenerate the NTP letter. This is submitted by the Area Engineer and approved/signed by the Group Engineer. The NTP options include Full or Partial. Each letter has language specific to the type.
    • Partial NTP, for off-site fabrication: "The work is limited to off-site fabrication for approved submittals by the Department."
    • Partial NTP, not all ROW acquired: "The work is limited to areas with acquired Right of Way as noted in the executed Contract and subsequent communications."
    • Partial NTP, schedule not yet approved: "Work may proceed but all estimates will be held until your work schedule is approved."
    • Partial NTP, other: This does not include standard language, but can be modified under the letter details section to include any details that apply.
    • Full NTP with no exceptions: "Work may being on 'DATE', time charges will begin no later than 'DATE'."
    • Full NTP with work schedule not approved: "Work may proceed but all estimates will be held until your work schedule is approved."
  • Currently, these letters required distribution via email. Coming soon these letters will incorporate the CC List BP, and will be distributed automatically via Unifier.

Change Orders

  • The Change Order BP is designed to modify the original construction contract items. This includes quantity changes to existing items and the addition of new items to the Contract. Change Orders are required to have a change order reason code and it is recommended to have an explanation/reason for the change.
Change Order Reason Codes.png

Contractor Evaluations

  • The Contractor Evaluation BP is used measure performance of the Contractor on each project. This process is generated by the Project Resident or Area Engineer, and they will complete the information noting if the Contractor has met the requirements for each item. This is a State regulation and must be completed in accordance with the Preconstruction Meeting Minutes (frequency). All Contracts require a Contractor Evaluation at Substantial Completion and will continue every six months until the final estimate is paid.
  • REMINDERS:
    • If an item is left blank, it will result in a deduction of their score. If an item does not apply to the Contract, please mark N/A.
    • Any items left blank must have documentation included. For example, if the Contractor did not maintain signage/MOT, please include photos of the work zone and/or email correspondence asking for it to be addressed.
  • After creation, the Area Engineer will review and send GE Review. The Group Engineer will send for Contractor Review. The Contractor can either accept the score or request a meeting with the Assistant Director to discuss.

General Correspondence

  • The General Correspondence BP is used for miscellaneous documentation. Letters can be generated for any correspondence type by using the Body of Correspondence Details box. The letters can be generated as in progress (for review) and correspondence sent (approved/completed).
  • For additional information, please see the Whatfix guides and videos within Unifier.

Estimates

  • OVERVIEW: In Unifier, the Estimate process is a two BP process. Pencil Estimate and Progress Estimate. First, a Pencil Estimate record must be initiated, reviewed, and acknowledged by the following roles: Project Resident, Contractor Project Manager, and Area Engineer. After the Pencil Estimate record is complete. The Area Engineer will continue the process by starting a Progress Estimate record. The Progress Estimate record must then be reviewed and acknowledged by the following roles: Area Engineer, Estimator, Contractor Project Manager, Group Engineer, and Assistant Director (Only if it is a Final Estimate). It is important that the Estimate Worksheet is accurate, as this is the best opportunity to correct errors. The items and quantities on this report are an exact representation of what will be used in the Progress Estimate BP.

Pencil Estimate

  • Step 1: The Pencil Estimate process is used to create the draft version of the Estimate that the Project Resident creates and sends to the Contractor Representative for initial acknowledgment. Then, after the Contractor Representative reviews it, it is sent to the Area Engineer. All of these steps are fully contained within Unifier with automatic emails being sent to the person identified at each step. In addition, each user can send the record back to the Project Resident for a revision in their step. See below for more information on the revision process.
    • Creating a Pencil Estimate Record (2:24)
    • Project Resident Pre-Review (2:17)
    • Contractor Review (2:04)
    • Area Engineer Review (2:06)
    • Additional Information: If it is determined that the Pencil Estimate needs to be corrected, the record should be sent to the revision step. This will send the record back to the responsibility of the Project Resident. At that point, based on the type of change that is required, a Price Approval, Change Order, and/or Quantity adjustment can be completed and approved by the appropriate people. Keep in mind that if a new item is needed, all 3 processes must be completed (Price Approval to add the item to the list of items, Quantity Adjustment or corrective IDR to record the quantity to be paid for that period, and Change Order to officially add the item to the Contract so that it can be paid on a Progress Estimate). Once that is done, there are 2 options:
      • If you are sure that the appropriate adjustments were made, simply move the record to the Contractor Review step
      • However, it is recommended that the Estimate Worksheet be verified first. Follow this video to manually run the Estimate Worksheet from the record: (Run Estimate Worksheet)
    • Reminder: Non-Bid Pay Items will not appear on the Pencil Estimate or Estimate Worksheet until the Change Order adding that item is fully approved.

Progress Estimate

  • Step 2: The Progress Estimate process is used to create the official version of the Progress Estimate. This process is started by the Area Engineer and then sent to the Estimator for further processing. At the Estimator step, the Estimator decides whether they want to automatically pull item quantities from the Approved Inspector Daily Reports (IDR) or manually enter the quantity of each item. In the case where the Estimator decides to pull from the Approved IDRs, the Estimator does get a chance to review the estimate before sending the record to the Contractor Rep. The Contractor Rep will acknowledge the estimate and the record will be sent to the Group Engineer for review and acknowledgment. Finally, once the Group Engineer reviews and acknowledges, if the Estimate is identified as a Final Estimate, it will go to the Assistant Director for final acknowledgment. If the estimate is identified as an Interim or Semi-Final Estimate, after the Group Engineer step, the record is sent to the Approved status and cannot be modified. At each step, an email is automatically sent from Unifier to the responsible person with a PDF version of the Estimate Header sheet and Worksheet(s). The format of this PDF and the information contained should be similar to what has been provided by other applications in the past.
  • Miscellaneous Adjustments: At the Semi-Final or Final Estimate stage, it should be determined whether there was a rounding error on a change order by using the Adjust Balance to Current Payment Due? selector. This will enable the Miscellaneous Adjustment field and allow the Estimator to modify the current payment due field by that amount. The PDF located at this link will explain in more detail how to find and use this function in Unifier.
    • Additional Information: If it is determined that the Progress Estimate needs to be corrected, the record should be sent to the revision step. This will send the record back to the responsibility of the Estimators. At that point, based on the type of change that is required, a Price Approval, Change Order, and/or Quantity adjustment can be completed. Keep in mind that if a new item is needed, all 3 processes must be completed to add the item to the list of items, Quantity Adjustment to record the quantity to be paid for that period and Change Order to officially add the item to the Contract so that it can be paid on a Progress Estimate. Once that is done, there are 2 options:
    • If you are sure that the appropriate adjustments were made, simply move the record to the Contractor Review step
    • However, it is recommended that the Estimate Worksheet be verified first. Follow this video to manually run the Estimate Worksheet from the record: (Run Estimate Worksheet)
  • Note about Change Orders: As of the writing of this guide in July 2024, the current version of Unifier does not allow a Change Order with a negative quantity to be processed while a Progress Estimate is in flight. If this is needed, please submit a Unifier Support Request to have the Progress Estimate record terminated so that the Change Order can be processed.

Project Closeout

  • This BP is used to generate notifications for Audit and Finance that the Construction portion of the project is complete. Required documents, which should already exist for the Final Estimate, should be linked or attached from the Document Manager to this record.
  • The Project Closeout BP is autogenerated once the Final Estimate is approved. This BP requires the Engineers and Estimators to confirm receipt and attach the following items:
    • Punchlist Complete? Yes/No and attach annotated Primary Inspection Punchlist
    • Final Acceptance Letter Signed by M&O? Yes/No and attach signed Acceptance Letter
    • Final Change Order Complete? Yes/No and attach/link final Change Order
    • Confirm all Signed Change Orders on File: Yes/No
    • Confirm all Change Orders Signed Off by FHWA: Yes/No/NA
    • Final Estiamte Signed/All Items Paid: Yes/No and attach/link Final Estimate
    • CN-102 General Contractor Release: Yes/No and attach copy of release
    • Bond Company Release: Yes/No and attach copy of bond release
    • CN-103 Sub-Contractor Release (each subcontractor): Yes/No and attach all required releases
    • Archive: Yes/No and attach any required paperwork for the archiving process
  • Attachments can be added under the Closeout Documents tab.
  • Under the Phase Closeout tab, select the appropriate phases and select the date it was closed.

Price Approval

Request for Information

Subcontractor Approval

The Subcontractor Approval BP is used to identify and approve Subcontractors to be added to the project. This BP is initiated by the Contractor before it is sent to its subsequent review steps.


Initiation

This step is completed by the Contractor for all subcontractors, regardless of their status (DBE, third-tier subcontractor).

Subcontractor Approval - Record Initiation

  • Note Race Conscious is a Federal term that identifies if a DBE Subcontractor is participating towards the Contract's DBE goal attainment.
  • Note FHWA Form 1273 is only required if the Contract is receiving Federal Funding. Unifier identifies the FHWA Participation for the user in this step.
  • Note When adding subcontracted items to the record, the contract can identify if the item should be included towards the 50% subcontracting limit or not. Items that should be excluded may include, but are not limited to, specialty items, services, and work performed by third tier subcontractors.
  • Note The Agreement UOM does not need to match the Pay Item UOM.

Example Subcontracts on fuel servicing may be placed under 763000 - Initial Expense, with a Gallon UOM. Subcontracts on trucking may be placed under 202000 - Excavation and Embankment, with a Lump Sum, UOM. Remarks should be added in either circumstance. Remarks may include "See attached Subcontractor Agreement for further details."


Review

Depending upon the record, the Unifier Administrator and DBE Specialist may review the record for accuracy. The Area Engineer, Estimator, and Group Engineer will review the record.

Subcontractor Approval - DBE Review

Subcontractor Approval - AE & DBE Review

Subcontractor Approval - Estimator Review

Revision

The record may be sent back to the Contractor at any point during its review. The Contractor must address any issues and resubmit the record.

Subcontractor Approval - Revision

Approval

Upon approval of the record, the Subcontractor will be automatically added to the project's Vendor List for use within the IDR BP. If a Subcontractor does not appear as a Vendor, then they are not approved.

Submittals

  • Overview: The Submittals Business Process (BP) will be used by the Prime Contractor's Project Manager to send the different submittal types to the Department for review. It facilitates the review by the DelDOT Area Engineer and Subject Matter Experts (SME) and is used to provide a response back to the contractor. All information uploaded to this BP is saved in the Unifier Document Manager as well.
  • On larger projects it may be necessary to implement a naming convention for submittals to aid in quick identification. Below is a suggested naming convention. While some projects may need to alter this convention to fit the project type and needs, it is important to maintain the integrity of the naming convention within the project.
Submittal Naming Convention jpeg.jpg

Time Charge Notices

  • First Chargeable Day: The First Chargeable Day process is accessed through the Time Charge Notices Business Process (BP). This BP will generate the First Chargeable Day memo, on Department letterhead, with some built-in language and will also identify the First Chargeable Day used for various processes throughout Unifier. While creating and reviewing the record, the user can identify additional language, should something out of the ordinary need to be added. A version of the base letter can be found by clicking this link: First Chargeable Day Memo
  • Time Suspension and Time Resumption:The Suspension and Resumption of Time Charges process is accessed through the Time Charge Notices Business Process (BP). This process is a 2 step process that is all accomplished using 1 Unifier record. This record will create both the Suspension and Resumption memos automatically and send them to the contractor by email. It will also save those memos in the Unifier Document Manager. NOTE: As of the writing of this wiki entry, this BP is only creating the memos. However, there is an intention to use this BP to not only create the memos, but it will also help us generate the exact time used during an estimate period, and help with calculating the number of days passed in the Inspector Daily Report PDF.
  • To suspend time charges on a project, the user will click the Create button and choose Suspension and Resumption. This will start the process of suspending time. The user will send the record to the next step for review and once this has been completed, time will be stopped. Standard language in the memo includes:
       "Unless otherwise noted or discussed, the Contractor will remain responsible for a limited scope of work including, but not limited to, the following: Maintenance of Traffic. Environmental and stormwater controls. All other requirements of Standard Specification 104.13, Contractor's Responsibility for the Work."
  • To resume time charges on a project, the user will use the record already created as part of the Suspension step. The user will send the record to the next step for review and once this has been completed, time will be resumed and the record will be closed. Standard language in the memo includes:
       "As soon as possible, the Contractor is requested to submit a two-week activity schedule with a start date on or before (DATE) so the department can secure staffing. Whether or not work begins, time charges will resume on the aforementioned date."

Section F4.00 - HaulHub

F4.01 Tickets

  • Overview: The videos below are a general overview of how to use the DOTSlip application for accessing electronic hot-mix tickets.
  • In accordance with the 763520 Electronic Ticketing Special Provision, calibration tickets are required for each supplier and each hot-mix item at least 14 days prior to shipping material unless otherwise approved by the Engineer.
  • As of November 2024, only hot-mix tickets are required from the suppliers. Concrete tickets are available from some plants/suppliers and the eTickets may be used as a source ticket. Concrete and aggregate requirements will be coming soon.
  • Beginning Spring 2025, eTickets will be required for ready-mix concrete. Included with this change will be the ability to mark pay items on tickets as they are marked delivered. The user is able to assign up to two pay items on each ticket within the EDOT Mobile Application. Tickets can then be added to a package within Unifier. If a ticket must be split between more than two pay items, then it must be done within Unifier.

F4.02 Work Zones

The creation of a work zone within EDOT is required for all construction projects. This work zone will automatically be identified as Active when either a ticket is marked delivered within the work zone, or when connected equipment is is detected to be running within the work zone. Upon the work zone being identified as Active, a notification is displayed within Waze for the traveling public. Future integrations include DelDOT's Transportation Management Center and other consumer navigation programs.

After creating the work zone by matching a poly line to the road, the user will be prompted to enter information as identified below. This information should be filled out as follows:

  • Road Name: The Road Name must accurately reflect the road that they are working on. For divided highways and ramps this should be more specific, i.e. "SR 896 NB to I-95 NB". For two lane, two directional roads, it should simply be the road name, i.e. "Sunnyside Road". This is because impacts on two lane, two directional roads may be experienced in both directions.
  • Kind of Road Event: The user should always select "A Work zone area".
  • In which direction: The user should only select a direction if it is a divided highway or ramp. For undivided roads, the user should select "No signed direction" for the same reason identified above.
  • Motorist Notification: The user should enter "Workers Present - Slow Down".
  • Reduced Speed: Should not be entered unless the appropriate regulatory signage is included. Please check with your immediate supervisor and/or the Traffic Safety Section if you have any questions.
  • Method to indicate: The user should select "Unknown" as this field is currently not being used.
  • Impact to vehicular lanes The user should select "Unknown" as this field requires daily modification. Future improvements will make use of this section in a manner that is not an additional burden on the project staff.
Image of Work Zone Creation within the EDOT Application

F4.03 Digital Stationing

Users are able to add digital stationing to projects to aid in identifying their location in the field. This information may be used in the mobile application based upon a dropped point or cell phone location data (accurate to within 30'). Stations can be added in one of two ways.

  • Manual Creation: Users will manually create start and end points on the project and assign a station to the start point. This system uses Delaware's publicly available Linear Reference System, and will match the alignment to existing roads. This may lead to some issues & artifacts when used on divided highways and crossing bridges.
  • Import: Users can import design files to create alignments that precisely match the plans. These imported alignments can be turned on and off based upon the needs in the field and the phase of the project. The currently accepted alignment files for import are .xml files, however both .dgn files and .ifc files are in progress.

In general, it is expected that manual creation will be utilized for Pavement and Rehabilitation Projects, whereas import will be utilized for Capital Projects.

Section F5.00 - ADA Compliance Inspection Application (ACIA) Documentation

F5.01 ACIA Procedures

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