FHWA deems project close-out process ‘best practice’

Traffic control measures on I-80 during a construction project.

FHWA deems WYDOT project close-out process a “best practice”

By Jordan Achs

WYDOT strives to follow best practices in everything we do, and sometimes we even set those best practices.

Such is the case for WYDOT’s project close-out procedure, which has been deemed by the Federal Highway Administration a model for other states to follow.

The FHWA completes regular reviews on different aspects of state department of transportation procedures. WYDOT recently had a review on the project close out process, where we received top marks.

While not the most visible portions of the construction process, especially in the eyes of the public, the project close-out process is essential. Not only does it keep WYDOT organized and efficient, but it can also save money.

Once the physical construction work on a project is complete, the project close-out process begins. This includes certifications from the Materials Office as well as work by the Finals Offices in each district. After each has signed off on the work, the District Office will send the contractor a letter with a copy of the final estimate for the project, and the contractor has 30 days to dispute any quantities.

After the Resident Engineer submits the final estimate and a letter from the Materials Lab has been received, the Budget Office will advertise the project.

Next, a pay due date has been established and a Contractor Affidavit (called A-65 form) will be sent to the contractor. The A-65 confirms that all claims for materials and labor have been paid and is due within 41 days of receipt. Once received, the final estimate is paid, and the project is officially complete.

Senior budget analyst Pam Fredrick said the FHWA especially liked that WYDOT is proactive about project closings to ensure all are completed on time. The Budget Office monitors the project end date closely to ensure the project is on track to meet that deadline.

Additionally, WYDOT was commended on our pro-activity with the inactive project list. After a project has had no expenses for about a year, it’s considered inactive. This can happen for a variety of reasons; for example, one may become inactive while waiting on city or county projects in the area to wrap up. Monitoring inactive projects or warning stakeholders before they become inactive can keep things on schedule and helps prevent any potential issues with the FHWA.

Even after such a major kudos from the Feds, WYDOT continues to look for ways to improve the project close-out process to further meet our mission of providing a safe and effective transportation system. n