National Western - Point File System

National Western Stock Show

100

In which city is the "Super Bowl of Stock Shows" held every year?

Denver, CO!!!

200

After any given year of the stock show, why do the cattle pens have black paint flecks splattered on them?

Show cattle are often sprayed with "paint" so that they have a consistent, uniform color and can sell for more money!

300

What date does the 2022 National Western Stock Show begin on?

January 8th, 2022!

400

How many people visit the National Western Stock Show each year?

(Answer must be within 50,000)

700,000!

500

Within which time period was the first National Western Stock Show held?

1800 - 1899

1900 - 1999

2000 - 2099

1900 - 1999

The first Stock Show was held in 1906!

Where's My File

100

If you needed to look back at shots taken with the GPS and added it to the master CAD file tracking installed deep utilities, which point file would you go to review those coordinates?

Point file 30 - Field Engineering!

200

Per the standardized point file structure, where would you look to verify a chemical a contractor is using on site has a corresponding SDS?

Point file 19 - Safety and Risk Management!

300

Our project has various work orders with varying MWBE goals. Where should our Small Business, MBE, WBE, or DBE subcontracting goals be saved? 

Point File 13 - Small Business / MBE /WBE / DBE!

400

If you were going to draft and provide the owner a serial letter due Substantial Completion impacts outside of Hensel Phelps control, which point file would that letter be retained in?

Point File 1 - Owner / Architect / Engineer Correspondence!

500

If we hired a third party crane company or licensed engineer to perform hoisting calculations for a bridge girder, where would we permanently retain those documents?

Point file 4 - Design and Preconstruction!

Project Record Management

100

What is the name of the file system each project is required to use for permenant file retention and to ensure documents are kept as part of the project record?

Point Files!!!!!

200

At the end of the project, only certain emails will be archived and kept as part of the project record. There are two methods of ensuring that important emails get added to the record, name one of the two.

Emails where the Jobsite email address has been copied

Emails that have been archived within ProjectSight

300

While all documents should be stored electronically, certain types of documents MUST be retained as their native physical copy. Name two of the three document types that must be saved as their physical copy:

Bonds

Powers of attorney

Letters of credit

400

While these are also required to be saved elsewhere in the point file system, where is the permenant data retention location for project specific financials?

Vista. 

500

Outside of Hensel Phelps Field and Office Guide requirements, what party or entity may require specific files to be retained, and through what legal document would we be obligated to comply through?

The prime contract may require that certain categories of project records be retained as part of the project’s permanent project file. Each prime contract is different, but these requirements are commonly found in provisions that address the owner’s right to access, inspect, and audit records. If the prime contract for the project dictates that Hensel Phelps must keep, store, or retain project records, those records must be retained in the permanent project file.

Project Closeout

100

Name two work orders on this project that are actively in the closeout process.

3.01B

3.04

3.07A

3.07B - Package 3 / 5

200

Name one of the five documents that must be obtained from each subcontractor after they have completed their scope and been issued a final change order. 

FOG760 - Contractor's Acknowledgement of Taxes Paid

FOG 671 - Consent of Surety to Final Payment

FOG643.1 - Final Conditional Lien Release

FOG643.2 - Final Unconditional Lien Release

FOG647 - Release of Claims

300

There are many reasons why a company would benifit from retaining close out documentation for use at a later date. Name one of the overarching reasons Hensel Phelps does so.

Comply with record retention requirements, both through our prime contract or Local, State, and Federal Law

Protect the Company. These files may be used by our project or legal team to defend Hensel Phelps from financial loss

400

Name one of the three distinct phases of project closeout.

1. Owner Prime Contract Closeout (FOG 06.17.02): This stage of closeout involves obtaining and transmitting the necessary documentation and approvals to obtain final payment in accordance with the requirements of the prime contract. The specific owner closeout requirements for each project will vary, depending on the requirements of the prime contract and/or specifications. 
2. Trade Partner and Vendor Closeout (FOG 06.17.03): This stage of closeout involves obtaining the necessary documentation from trade partners and vendors in accordance with the requirements of the prime contract and standard subcontract and/or purchase agreements. Many of the deliverables from this stage of closeout are required to complete owner closeout, so early and effective management of this stage of closeout is essential to timely project closeout.
3. Project Demobilization (FOG 06.17.06): This stage of closeout involves the internal procedures necessary to physically close down the jobsite office, reallocate or transfer of project resources, and forward the appropriate project documentation for file retention.  

500

Within how many days after Final Completion of a project should the team send any remaining paper records to the corporate Archive Division?

30 days. These may include legal documents, redlined plan sets, etc.