Contract Status Dates Agency View

Last updated: 2024-03-01

The Contract Status Dates Agency View is one of the several agency views tied to each contract in the system. It replaces Dates section of the Project Tracking Status screen for contracts administered in the new system.

Go to the Agency View web page for detailed instructions on how to access an agency view.

Below is a screenshot and a list of fields that appear on this agency view. The section the field appears under, field label, if the field is required, and a description of the field (tool tip) appears in this table.

Keep in mind the system is role based and roles do not have access to all components, subcomponents and fields.

Info:

Upon opening the Contract Status Dates Agency View, users with update access (e.g. Contract Specialist or Project Engineer) need to refresh the agency view to import dates that were entered in other areas of AWP Construction.

  1. Select Refresh from the "Select Refresh to Reload Contract Dates" drop down list.
  2. Click <Save>. Be patient and wait for the <Save> button to activate.

Only the Contract Specialist and the Project Engineer can refresh data on the Contract Status Dates Agency View. If data appears to be incorrect, contact one of these individuals to refresh the data.

 

Section Field Required for Construction Enter by / Where Description
Start Construction Dates Federal Oversight Yes Entered on the Contract Administration General tab by the Contract Specialist role.

Indicator if the contract has Federal Oversight. This is noted on first page of the Special Provisions for the contract.
  Let Yes Transitioned from Preconstruction.

This is the letting date of the contract.

  Awarded Yes Transitioned from Preconstruction. This is the awarded date of the contract.
  Executed Yes Entered on the Contract Administration Informational Times tab by the Proposal Management Section.

This is the execution date of the contract.
This date is REQUIRED to activate a contract and to create the first payment estimate.

  Price Adjustment Base Date

Yes, defaulted to 04/15/2021 at contract transition

 System generated

This date is REQUIRED to calculate the fuel cost adjustment and is autofilled at contract transition. The date is based on the current Base Fuel Index (BFI). The BFI is used to calculate any Fuel Cost Adjustments for the contract per ASP-5.
  Request to Sublet Approved Yes Entered by the Compliance Specialist role.

The date the region approved the Sublet Request report (DT1925) submitted by the contractor.
  Request to Sublet to Contractor Yes Entered by the Compliance Specialist role. The date the approved Sublet Request report (DT1925) was returned to the contractor.
  ECIP Approved No Entered by the Project Engineer role on the ECIP / WPDES AV. This date is entered on the ECIP / WPDES Agency View.
The date the region approved the Erosion Control Implementation Plan (ECIP).
  Preconstruction Conference N/A Entered by the Project Engineer or Contract Specialist role on the Contract Documentation Meetings tab.

The date of the Preconstruction Conference. This date is entered on the Contract Documentation | Meetings subcomponent.
  Conditional Start Notice Yes Entered by the Contract Specialist role.

The date that a Conditional Start Notice was granted to the contractor to perform work in advance of the official start of work. The contract must be executed before the conditional start notice can be granted.

If there are multiple Conditional Start Notice Dates, they should be entered and documented on the Informational Times tab. Enter the first Conditional Start Notice date in the date field and enter subsequent ones in the Comments field so the date field is recording the earliest date.
  Notice to Proceed Yes Entered by the Contract Specialist role.

This is the date construction operations are authorized to proceed and the contractor can begin work on the contract on that date or within 10 calendar days as defined in Standard Spec 108.2. This is not necessarily the date of the Notice to Proceed letter. The Project Manager, Project Engineer and Contract Specialist will receive an email notification if the Time Charges Start Date is entered on the main site 00 contract time record and the Notice To Proceed date is blank.
  Time Charges Start Yes Entered by the Project Engineer role on the main site time 00 record (Contract Administration | Site Times | Site 00 | Units and Dates tab).

This date is entered on the Contract Administration | Site Times | Site 00 | Units and Dates subcomponent.
The date the time charges started on the contract.
  Construction Start (Work Began) Yes Entered by the Project Engineer role. The date the contractor begins any onsite work on the contract, including staking, traffic control, etc. This can , and in most cases, will be different from the Time Charges Start Date.
Completion Dates Partial Acceptance N/A Entered by the Contract Specialist role on the Informational Times tab only. It is a readonly field on the AV. The date Partial Acceptance is granted. This occurs when a portion of the work under the contract has been completed and accepted. Partial Acceptance relieves the contractor of maintenance responsibility for the designated portion of the work under the contract.
  Actual Compl (Time Charges Stop Date) Yes Entered by the Project Engineer role on the main site time 00 record (Contract Administration | Site Times | Site 00 | Units and Dates tab). The actual date when contract time is complete. The date when the project engineer declares work under the contract is Substantially Complete as defined in Standard Spec 105.11.2.1.3. This field is the main site 00 Actual Completion (Time Charges Stop Date). This date starts the finals process for let project closeout and determines if liquidated damages should be assessed.
  Punch List Complete Yes Entered by the Project Engineer role. Punch list is complete as defined in Standard Spec 105.11.2.1.3.
  All Contract Work Completed Yes Entered by the Project Engineer role.

The date that all contract, change order, and punch list work are completed and all required documentation is submitted.

Requirement: Do not complete this field until the Plant Establishment Period and/or WPDES Permit Termination is complete.
Record Review Dates Contract Records Submitted

No

 Entered by the Contract Specialist role.

The date the project engineer submits final records to the region from the field.
  Contract Records to Reviewer No Entered by the Contract Specialist role.

The date final records were given to the designated region reviewer.
  Contract Records Reviewed No Entered by the Contract Specialist role.

The date when the region staff completes the review of completed contract Items. The Contract Items Review form (DT2076) is required prior to sending semi-final.
  Contract Records Issues Resolved No Entered by the Contract Specialist role. The date all issues related to review of the final records are resolved.
  Team Evaluation of Contractor Yes   The date the final contractor evaluation was completed (DT2510).
  Asbuilt Completed Yes Entered by the Contract Specialist role. The date the Asbuilt plans were completed and submitted.
  Material Records Submitted N/A Entered in the Materials Tracking System.

Entered in and imported from the Materials Tracking System (MTS).
The date that all material records are submitted to the materials reviewer.
  Materials Records Reviewed N/A Entered in the Materials Tracking System.

Imported from the Materials Tracking System (MTS).
The date that the materials records review is completed by materials reviewer.
  Certification of Materials N/A Entered in the Materials Tracking System.

Imported from the Materials Tracking System (MTS).
The date the Certification of Materials (DT1310) was signed stating that all the materials in the contract either meet specifications or exceptions to specifications are explained.
  Payroll Clear Yes Entered by the Compliance Specialist role.

The date upon which all certified payroll reports have been submitted and accepted and labor compliance issues including formal wage complaints have been resolved.
Semi Final Dates Semi-Final Estimate Approved Yes System generated during semi-final estimate process. The date the Semi-Final Estimate was approved.
  Semi-Final to Contractor Yes Entered by the Contract Specialist role. The date when the region sent the Semi-Final Estimate to the contractor.
  Semi-Final from Contractor Yes Entered by the Contract Specialist role. The date which the department received the signed Semi-Final Estimate from the contractor.
  Final Quantities Resolved No Entered by the Contract Specialist role. The date when all quantity issues and quantity exceptions related to the Semi-Final Estimate were resolved.
  Subcontractor Final Pymt Cert Yes Entered by the Contract Specialist role. The date the Subcontractor Final Payment Certificate was submitted by the contractor.
  Contractor Evaluation of Team No Entered by the Contract Specialist role. The date the contractor submitted an evaluation of the department's contract team (DT2509). Sent with semi-final.
Final Dates WPDES Notice of Termination No Entered by the Contract Specialist for the Project Manager on the ECIP / WPDES AV The date the Wisconsin Pollutant Discharge System (WPES) general permit for the contract is terminated.
  Final Estimate Created Yes System generated during final estimate process. The date the final estimate was created by the Project Engineer.
  Final Estimate Approved Yes System generated during final estimate process. The date the final estimate was approved by Project Manager or Supervisor.
  Final Acceptance Yes Entered by the Contract Specialist role. The date of Final Acceptance. Final Acceptance is granted when all contract work is satisfactorily completed, all contract records have been reviewed and approved, and the final estimate is approved.
  Final Acceptance to Contractor Yes Entered by the Contract Specialist role. The date the final acceptance letter was sent to the contractor with the approval date of the final estimate.
  Completion Certificate Yes Entered by the Contract Specialist role. The date the Completion Certificate (DT1582) was issued to release the contract bond. This date is entered after the Final Estimate is sent and approved.
  Final Estimate Paid No System generated during final estimate process. The date the Final Estimate was paid to the contractor. This information will be pulled from the PeopleSoft financial system.