Contents

SECTION 5.0 CONSTRUCTION MANAGEMENT PROCEDURES
members. Project Construction Manager will assign file numbers to the file copy, and
designate necessary action or information for routing.
Correspondence Logging: A correspondence log for incoming and outgoing
correspondence between Contractor or other agencies and the Project Construction Manager
or Field Inspector will be maintained using the letter number, date of letter, subject, subject
file number, and cross-reference letter number (cross-referencing shall be done when
applicable for ease of ready reference). To the extent possible, responses to incoming
correspondence will be logged on the same line with response letter number and date.
Meetings, Conferences, and Discussions: It is imperative that accurate minutes be recorded
to avoid misunderstandings regarding agreements and conclusions reached during
meetings, and to ensure that further documentation is recorded accurately and presented in
a timely manner. These records will be processed using either Prolog website “Minutes of
Meeting” form, or in another word processing format, but uploaded to a Prolog website
folder. After the minutes have been prepared in final form, one copy will be sent to each
attendee, Project Construction Manager, C-P/DPW Chief Construction Engineer, Design
Engineer, and the file. To the extent possible, the distribution can be made electronically
from Prolog website.
Telephone Conversations: Significant telephone conversations will be documented and
appropriately filed using either the Prolog website “Record of Conversation” form or
C-P/DPW Form 003 “Telephone Conversation Record.” If the C-P/DPW form is used, then
it must be scanned and uploaded to Prolog for future reference and retrieval, as necessary.
5.1.3 Project Files
The purpose of the project file is to provide secure storage and ready retrieval of project
records. The project files will contain correspondence and documents pertaining to the
administration of the project contract. A complete file will be kept in the Field Office onsite,
as well as electronically on Prolog website.
Three basic file containers shall be used. They include:
Standard legal four or six drawer, steel, lockable file cabinets.
Three-ring binders.
Drawing file or rack.
Project files will be arranged consistent with Uniform Filing System as shown in Section 13.
5.1.4 Visitor Control
Casual visitors to the site will be discouraged due to safety considerations. All visits will be
scheduled and arranged through the Project Construction Manager’s office. The Project
Construction Manager will inform the Contractor of scheduled visits or tours.
The Project Construction Manager will maintain a Visitor Register, and visitors will be
required to sign the register and wear an I.D. badge. The Project Construction Manager will
ensure that visitors wear appropriate safety equipment during their visit.
Visitors or inquiries from the press or news broadcasters will be referred to appropriate
C-P/DPW representative.
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