Agency Response: Agree, Implementation Date – August 17, 2022
1.2 Review Policies and Procedures – The Airport Infrastructure Management Division should formally review project management plans and other procedures during its post-project lessons learned meetings to ensure the plans include procedures that reflect actual practice.
Agency Response: Agree, Implementation Date – July 18, 2022
1.3 Update Procedures for Project Management Review – The Airport Infrastructure Management Division should update its policies and procedures to formally establish review times and deadlines for contract changes and contractor requests for information.
Agency Response: Agree, Implementation Date – August 17, 2022
1.4 Design Workflow to Track Noncompliant Work – The Airport Infrastructure Management Division should design and implement a workflow in Unifier dedicated to tracking and documenting all required documents to monitor the noncompliance reports it issues to contractors.
Agency Response: Agree, Implementation Date – December 14, 2022
1.5 Design Workflow for Budget Tracking – The Airport Infrastructure Management Division should design and implement a workflow in Unifier dedicated to tracking contract-change approvals that affect a project’s contingency fund.
Agency Response: Disagree
1.6 Develop Policies and Procedures for Cost Estimate Services – The Airport Infrastructure Management Division should develop policies and procedures for providing cost estimate services in design-build contracts to ensure:
- A contractor’s labor and equipment estimates are reasonable before the airport approves a contract change.
- “Not-to-exceed” amounts are supported by documentation.
Agency Response: Agree, Implementation Date – August 17, 2022
1.7. Update Policies and Procedures for Contract Changes – The Airport Infrastructure Management Division should update its policies and procedures related to reviewing and approving contract changes to ensure all changes are fully supported by documentation before the airport makes payments toward the change.
The updated procedures should, at a minimum, include steps to ensure all related information — such as email review notes or verbal discussions — are documented and included in the contract-change workflow in Unifier as well as steps to ensure all invoices are provided and reviewed before the airport makes payments toward those changes.
Agency Response: Disagree
1.8 Update Policies and Procedures for Invoice Review – The Airport Infrastructure Management Division should update its policies and procedures for lump-sum invoices to ensure they are complete and accurate before the airport approves them. At a minimum, the policies and procedures should include:
- Steps to ensure issues with the percentage of work completed are fully resolved and documented.
- A checklist to ensure all required documents are included such as all backup support for bond payments and project schedules.
- Steps to ensure all checks performed by staff on the percentage of work completed are formalized in the procedures.
- Steps to ensure the progress payment totals on the schedule of values match both the information recorded in Unifier and the information included on a contractor’s invoice and certification of payment.
- Steps to ensure compliance with the city’s policy for general contract conditions to receive an updated schedule of values prior to each invoice submission.
Agency Response: Agree, Implementation Date – December 14, 2022
1.9 Develop Process to Monitor Subcontractor Selection – The Airport Infrastructure Management Division should develop and implement a process to ensure compliance on Design-Build contracts with the following requirements in the city’s policy for general contract conditions:
- Documentation of written acceptance for all subcontractors used on the project.
- Documentation from contractor certifying subcontractor qualifications.
Agency Response: Agree, Implementation Date – August 17, 2022
1.10 Develop Procedures for Subcontractor Payments – The Airport Infrastructure Management Division should develop and implement procedures to ensure subcontractors’ payment information is recorded in the contractor’s payment applications at the time of each invoice period. These procedures should also include steps to coordinate with the Division of Small Business Opportunity at the beginning of the project to ensure all information required to track compliance with city rules for subcontractor payments will be included on each payment application.
Agency Response: Agree, Implementation Date – August 17, 2022
1.11 Conduct Trainings – The Airport Infrastructure Management Division should develop and conduct training with project management staff on the applicable subcontractor payment requirements prior to the start of each project to ensure the contractor follows subcontractor payment requirements.
Agency Response: Agree, Implementation Date – August 17, 2022
1.12 Evaluate Need for Waivers – The Airport Infrastructure Management Division should work with the City Attorney’s Office airport legal services section to evaluate and document whether partial liens should be required, and if the costs outweigh the benefits, the airport should waive this specific requirement for its projects.
Agency Response: Agree, Implementation Date – August 17, 2022
1.13 Develop and Implement a Delivery Method Selection Process – The Airport Infrastructure Management Division should develop and implement policies and procedures that document the decision-making process for selecting a project’s delivery method in alignment with leading practices, such as the Colorado Department of Transportation’s Design-Build manual.
Agency Response: Agree, Implementation Date – December 14, 2022