Phase II - Preliminary Design

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Contents

Introduction

Phase II begins the engineering design and plan preparation process for a project. The date for beginning this process will depend upon the approved project schedule, budget and time anticipated to complete the various phases/tasks.

The project team will play an important decision-making role in managing a project. This team will consist of City staff and private consultants (if applicable).

Intra-department, public involvement, and utility company meetings are commenced during this phase.

Field check plans are prepared, distributed and reviewed along with preliminary construction cost estimates. Also, R/W and easement documents are completed and, if required, appraisers are hired.

Phase II Checklist

Task No. 1 - Identify Project Team

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When a project is scheduled to begin the design phase, the Project Team is to be identified by the City Engineer and/or the City Traffic Engineer, depending on the scope of the project. The purpose of this team is to provide input, information, support, and execution throughout the project planning, design, and construction. The Project Team will generally include the following members: Project Manager, Traffic Engineer, Construction Inspector, Traffic Maintenance Technician, Maintenance Representative, Engineering Technician, Contract Specialist, Law Department Representative, and Finance Representative.

Task No. 2 - Decide if City Staff to Design

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The City Engineer and/or the City Traffic Engineer in consultation with the Project Team will decide whether the project will be designed by the City Staff or by a Consulting Engineer.

Task No. 3 - Consultant Selection/Certification

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The City shall select and negotiate with a consultant for project design in accordance with the City Resolution No. 3982 if the design is funded solely with local funds. If federal or state funds are used for the design, the City will use an approved list of consultants furnished by the BLP and will follow the current BLP Consultant Selection Procedures. If the City intends to use federal funds in the construction engineering (CE),and use the same consultant for both PE and CE, following the current BLP Consultant Selection Procedure for the PE will satisfy the requirements for the CE selection.

For more information see Chapter 3.0 PE Consultant Selection and Agreement and Chapter 8.0 CE Consultant Selection and Agreement of KDOT's LPA Project Development Manual.

When federal funds are used in the preliminary engineering, the City will provide KDOT a certification that appropriate steps have been completed and the process complied with all applicable regulations. Any work done prior to obligation of federal funds will be non-participating.

GeekNotesIcon.png Note: This Manual will be provided to the Consultant during the negotiating process. When negotiating an agreement with a consulting firm a narrative of services and a fee schedule is required (examples below).
Exhibit No. II-3a Resolution No. 3982 sets forth the policies and procedures for the selection of Professional Consulting Services.
Exhibit No. II-3b City’s standard Engineering / Architectural services agreement for design projects.
Exhibit No. II-3b(1) City’s standard Supplemental Agreement for Professional Engineering Services. (First)
Exhibit No. II-3b(2) City’s standard Supplemental Agreement for Professional Engineering Services. (Second and beyond)
Exhibit No. II-3c City’s standard Consultant Agreement for non-design projects.
Exhibit No. II-3c(1) City’s standard Supplemental Agreement to the Consultant Agreement for non-design projects.
Exhibit No. II-3e is a sample of City’s standard Scope of Services.
BLP Memo 05-15 Geotechnical Bridge Foundation Investigation Practice is to be used when writing contracts for projects involving bridge construction.
Exhibit No. II-3e(1) City’s standard Scope of Services for a Street Lighting project.
Exhibit No. II-3e(2) City’s standard Scope of Services for a Traffic Signal project.
Exhibit No. II-3f City’s standard fee schedule for engineering services agreement.
Exhibit No. II-3g is a sample RFP letter to Consulting Firms.
Exhibit No. II-3h is a sample Ranking Memo to Consultant Selection Committee.
Exhibit No. II-3i is a sample Ranking Sheet to be completed by the Consultant Selection Committee.
Exhibit No. II-3j is a sample Interview Memo to Consultant Selection Committee.
Exhibit No. II-3k is a sample of a compiled Ranking Sheet.
Exhibit No. II-3l is a sample letter requesting interview of short list Consulting Firms.

The selection committee shall meet after ranking sheets are completed and any interviews have been held. This meeting is to ensure consensus of the selection committee prior to letters being sent to consultants.

Exhibit No. II-3m is a sample letter to selected Consulting Firm.
Exhibit No. II-3n is a sample letter to Consulting Firms not selected.
Exhibit No. II-3o is a list of Consulting Firms.

Task No. 4 - Submit Project Description to Law Department. Execute Ordinances-Resolution.

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The physical location of the project and a description of what is to be constructed is to be submitted to the Law Department. A feasibility report shall include the physical location of the project, a description of what is to be constructed, a cost estimate, and other necessary information required by the Law Department. The description project centerline shall include the permanent improvements (not tapers for street projects).

An example of a project description is as follows:

The construction of Switzer Road from north of the centerline of 159th Street to south of the centerline of 151st Street. Construction will include a dual roadway with a median. Left turn lanes will be located at side streets as required. Concrete sidewalks will be located on the west side of Switzer Road. An asphalt bike and pedestrian trail will be located on the east side of Switzer Road. The project also includes construction of storm sewers, street lights, restoration, and other items incidental to the street construction..

The Project Manager, in conjunction with the Law Department, will determine if all necessary City ordinances or resolutions have been executed in order to authorize the project. Examples of possible documents are:

Exhibit No. II-4a Resolution on advisability of the creation of an Improvement District,
Exhibit No. II-4b Resolution authorizing and providing for the creation of an Improvement District,
Exhibit No. II-4c Ordinance providing for the public improvement of a Main Trafficway

Task No. 5 - Prepare Project Schedule

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If a Consultant is to be hired, the anticipated construction time period shall be provided. The Consultant shall submit a schedule, using Microsoft Project, indicating the design phases, R/W / easement submittal, meetings, bid opening date and construction time period. If the City Staff is designing the project, a similar schedule shall be prepared by the City Project Manager.

Task No. 6 - Submit Cash Flow Projections (Engineering Cost)

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Subsequent to executing a contract with a Consultant or when the City Staff is selected to provide engineering services, a cash flow projection for engineering services shall be submitted to the City Finance Department.

Exhibit No. II-6 is the standard cash flow form.

Task No. 7 - Schedule First Utility Meeting

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Early in the preliminary design phase, the Consultant or Project Manager shall schedule a meeting with all public and private utility officials. A meeting agenda shall be prepared and distributed in advance of the meeting to all scheduled attendees. Meeting minutes shall also be prepared following the meeting and distributed to all scheduled attendees, including those who were invited but did not attend.

GeekNotesIcon.png Note: In an effort to avoid scheduling conflicts with other called utility meetings an Outlook calendar has been created called PW Utilities. PW Utilities shall be invited as an attendee to all utility meetings, pre-bid conferences and pre-construction conferences or any meeting requesting utility company attendance.

The purpose of the first utility meeting is as follows:

  • obtain utility location maps/information,
  • obtain copies of existing utility easements,
  • present the project schedule,
  • determine if there are critical out-of-service time periods, and
  • confirm utility representative contacts and phone numbers.
Exhibit No. II-7 is a list of Johnson County utility and pipeline companies, possible contacts, address and phone numbers.

For Verizon inquiries see Memorandum Request for OSP facility records.

Exhibit No. II-7a is a copy of the City's Utility Relocation Guidelines.
Exhibit No. II-7b is a sample request for utility plans and easements documents.
Exhibit No. II-7c is a sample invitation letter for Utility Coordination Meeting.
Exhibit No. II-7d sample agenda for Utility Coordination Meeting.
Exhibit No. II-7e meeting sign in sheet.
Exhibit No. II-7f sample of utility coordination meeting minutes.

Johnson County Wastewater

Exhibit No. II-7g Right-Of-Way Agreement
Exhibit No. II-7h Right-Of-Way Agreement, Reference Sheet
Exhibit No. II-7i Right-Of-Way Agreement, Project Checklist
Exhibit No. II-7j Payment invoice to JCW for reimbursement of relocation costs.

Water District No.1 of Johnson County

Exhibit No. II-7k Right-Of -Way Agreement

Transmission Pipe Line

Exhibit No. II-7l is a sample of Encroachment Guidelines.

KCPL

Exhibit No. II-7m Governmental Relocation Contact List
Exhibit No. II-7n Service Territory Map

Task No. 8 - Pre-Design Meeting

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A pre-design meeting shall be scheduled prior to commencing any significant design work. A meeting agenda shall be prepared and distributed in advance of the meeting to the scheduled attendees. Meeting minutes shall be prepared and distributed to all attendees. The purpose of this meeting is to discuss and resolve as many anticipated design issues as possible as follows:

  • specific limits of improvements;
  • median openings and left/right turn storage lengths;
  • utility conflicts;
GeekNotesIcon.png Note: All utilities within construction limits will be shown on the 1304 Form.
  • detailed schedule;
  • confirmation of appropriate design criteria as described in Task No. 9;
  • determine if the project will need a Land Disturbance Permit (LDP);
  • determine detours/street closings, and
  • project phasing/traffic control;
  • identify equipment or material on critical path, see note below, and
  • distribute City's Standard Bid Items to be used during design.
  • coordinate with Engineering Services for development projects permitted in the area.
GeekNotesIcon.png Note: It may be necessary to purchase equipment or material in advance of actual project letting date. Generally this will involve separate purchasing contracts for signal poles, LED's, signal cabinets, controllers and load switches. Items on the critical path that could delay the project completion date should be identified and the need for separate purchasing contracts discussed. The BLP project manager should also be included in discussions to make sure federal/state requirements are met for the pre-purchased items.

Task No. 9 - Design Criteria

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  • Public and Private Streets
Streets shall be designed in accordance with the following:
  • Current edition of the A Policy on Geometric Design of Highways and Streets by the American Association of State Highway and Transportation officials.
  • Stormwater Conveyance and Treatment Facilities
Current City of Overland Park Design and Construction Standards Volume 1 Design Criteria and Volume 2 Construction Specifications as a supplement to APWA Section 5600.
  • Erosion and Sediment Control
Current City of Overland Park Design and Construction Standards Volume 1 Design Criteria and Volume 2 Construction Specifications as a supplement to APWA Section 5100.
  • Traffic Signals
Traffic signals, signing and pavement markings shall be designed in accordance with the latest edition of Manual on Uniform Traffic Control Devices.
  • Streetlights
Streetlights shall be designed in accordance with Resolution No. 4036 and the City’s Streetlighting Design Guide.
  • Current City of Overland Park Design and Construction Standards Volume 1 Design Criteria. Refer to Part F for the design criteria for all streetlighting projects.
  • Traffic Control
Work Zone Traffic Control shall be designed in accordance with the City’s Traffic Control Handbook.
  • Bridges
City of Overland Park Bridge Design Information
Exhibit No. II-9a is a list of bridge design information.
Exhibit No. II-9b is Public Works Department Bridge Asset Inventory Procedure (August 2012).
BLP Memo 05-15 Geotechnical Bridge Foundation Investigation Practice. Also see Chapter 17.0 Bridge Design of KDOT's LPA Project Development Manual.
  • Johnson County Wastewater
Exhibit No. II-9c Designers Checklist for City Streets and Stormwater Improvements.
Exhibit No. II-9d Memo from JCW on existing brick manholes with new cone sections.
  • For city street or stormwater improvement projects that require sanitary sewer relocation or extension, full sanitary sewer design plans per JCW plan requirements and specifications must be approved by JCW. See below for requirements.
  • For the status of sanitary sewer plan submittals and projects see Johnson County Wastewater Sewer Project Status page.
  • Also see Phase II, Task No. 7 for Right-Of-Way agreement between JCW and City of Overland Park.
  • Current Johnson County Stormwater Management Program Policy and Procedures
See Phase I, Task No. 3

Task No. 10 - Standard Details

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Standard details have been compiled for the City Public Works Department. The standard details can be downloaded from

http://www.opkansas.org/Doing-Business/Construction-Details

If Johnson County Wastewater facilities are involved in the project their standard details shall be incorporated into the plans.

Task No. 11 - SMAC Preliminary Study

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SMAC Preliminary Study - A preliminary study should be prepared and delivered to Johnson County SMAC officials prior to beginning any design work.

See Phase I, Task No. 3 for details and checklist for preparing this study.

Task No. 12 - Other Agency Agreements (if Applicable)

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Local government agency agreements should be executed under Phase I, Task No. 11. If these agreements were not executed prior to beginning design, execution shall be completed at this time in the preliminary design phase.

Task No. 13 - Conduct Field Surveys

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Sufficient and required data necessary for design purposes shall be collected. The field survey shall be in accordance with current accepted and required surveying practices. See City standard Scope of Services in Phase II, Task 3 for survey control requirements.

GeekNotesIcon.png Note: Any Johnson County Vertical Control Network Bench Marks that will be disturbed as part of the project must be reset. The standard specification and a bid item for this work must be included in the contract documents. These benchmark locations can be found on JOCO AIMS mapping web page under the Utilities layer.

Task No. 14 - Continue Environmental Process

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Once authorization for the project is completed, KDOT will complete an initial review of the project location and scope to determine the degree of analyses that is required in order to comply with State and Federal environmental laws and regulations.

The BLP will receive from the City the Form 1307, along with all applicable permits attached, prior to obligation of funds, to comply with the NEPA process. (See Phase III, Task No. 14). If detailed environmental analyses are required, the investigation will be initiated at this time. Final and complete analyses and application for permits by the City may be completed after Field Check and detailed design information is available. All investigation and permits acquisitions will be conducted in accordance with the referenced manual and BLP Policy Memos.

KDOT will control the environmental process task for projects with categorical exclusion. The complexity and effort will depend on each project. The exception would be if an Environmental Assessment or an Environmental Impact Statement is required. In this case, the City or Consultant would perform this task with KDOT and FHWA approval.

Exhibit No. II-14 is a spreadsheet KDOT uses in tracking Overland Park administered projects.

The Project Engineer shall ensure that all items on the tracking sheet are completed.

For more information see Chapter 4.0 Environmental of KDOT's LPA Project Development Manual.

Task No. 15 - Schedule First Public Information Meeting

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Pre-Design - The Consultant/Project Manager shall schedule the first public information meeting. This meeting shall occur prior to beginning preliminary design and field surveys. The purpose of this meeting is to explain the project objectives, present the project schedule, hear the citizen's concerns and issues, discuss design issues and introduce the involved City Officials and Consultant employees. For KDOT projects the Notice of Public Information Meeting must be published in the Kansas Register and The Legal Record.

Public information invites shall be sent to the following interested parties:

  • Subdivisions adjacent to the project
  • Home Owners Associations adjacent to the project. Contact the City Manager's office for a current list of HOA contacts.
  • Group Chairperson for Neighborhood Conservation Groups adjacent to the project.
For the phone number of the group chairperson, contact the Neighborhood Planner at 913/895-6270.
  • Council Members of Ward(s) adjacent to the project
  • City Manager
  • City Communications Manager and Communications Assistant
  • Funding Sources (KDOT, CARS, SMAC, etc.)
  • Other City (Olathe, Leawood, etc.)
  • Public Works Management (PWMG)
  • Supervisory Engineer
  • Construction Inspector
  • Consulting Firm
  • Facilities Management (if meeting is being held at a City facility)


The Property Owner Conversation Log should be used throughout the project to document all conversations with property owners.


GeekNotesIcon.png Note: This and all subsequent Public Information Meeting notices should ask if participants need a language interpreter or a hearing assistance device and a phone number. All meeting rooms shall be ADA accessible. The KDOT Equal Opportunity and Civil Rights Information brochure in English and Spanish is to be made available at all public meetings.
Exhibit No. II-15 is an example Invitation Letter to property owners.
Exhibit No. II-15a is an example Notice of Public Information Meeting.
Exhibit No. II-15b is a public meeting sign in sheet.
Exhibit No. II-15c is an example Public Meeting Citizen Comment Form.
Exhibit No. II-15d is an example Public Meeting Handout.


For those who wish to use a Blue Valley School District facility for the public meeting, an on-line Facility Rental Reservation Request is available. Once the request is submitted, the BVSD Facility Scheduling Office will send a confirmation if the requested space is available.

Task No. 16 - Begin Title Report Process

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The Consultant and/or the Project Manager shall prepare an RFP and forward to a minimum of three land title firms. The RFP should include a map or plan indicating the location of the project and the number of tracts of land involved. Proposals will be forwarded to the Project Manager whereby a firm will be selected and an agreement executed. The RFP should request the following information:

  • legal description of the property and copy of recorded deed(s),
  • mailing address of the property owner,
  • all lien holders of record and recorded mortgage(s),
  • all easements of record and copy of recorded document(s),
  • dedicated R/W and copy of recorded document(s), and
  • records of previous condemnations (available in the office of the District Court of Johnson County Kansas, Olathe, Kansas).

In addition, the RFP should provide instructions that all data to be provided in electronic disk format acceptable to the City. Finally the RFP will establish a date for completing the title certification and report.

Exhibit No. II-16a is a list of land title companies to be considered in RFP requests.
Exhibit No. II-16b is a sample land title RFP letter.
Exhibit No. II-16c is a sample location map with parcel numbers.
Exhibit No. II-16d is a sample letter to selected land title company.
Exhibit No. II-16e is a sample letter to land title companies not selected.

Task No. 17 - Begin Geotechnical Report Process

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The Consultant/Project Engineer shall determine what appropriate geotechnical information and data is necessary to adequately design the project. Drilled shaft foundations for bridges require specialized inspection. If drilled shaft foundations are anticipated and the Consultant cannot provide this service, use of a subconsultant may be used after receiving written approval from the City. For projects designed by City Staff an RFP shall be prepared and forwarded to qualified firms.

Exhibit No. II-17 is a sample RFP letter to geotechnical firms, proposal format, summary of pay items (Attachment A), detailed description and description of services (Attachment B).
Exhibit No. IV-2a is a list of materials testing / geotechnical service companies.

For projects involving bridge construction, BLP Memo 05-15 Geotechnical Bridge Foundation Investigation Practice is to be used when writing contracts for geotechnical services. For additional information see Section 17.5 Geotechnical Bridge Foundation Investigation Practice, found in Chapter 17.0 Bridge Design of KDOT's LPA Project Development Manual.

Task No. 18 - Submit Request for Design Exception to KDOT

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For more information see paragraph 5.2.1.1.2 (Design Exception/Allowance) in Section 5.0 (Road Design) of KDOT's LPA Project Development Manual.

If, during the development of plans for proposed project, it is determined that there are circumstances that may make it impractical to meet the applicable guidelines, the Consultant/Project Manager shall submit in writing to the Chief, Bureau of Local Projects (KDOT) any request for project design exceptions. A request for a design exception may be made at any time in the design process when sufficient information is available to adequately evaluate the situation.

If it is determined that a design exception is appropriate, the design exception will be approved either by the Bureau Chief or State Transportation Engineer (STE). The request may involve one or more of the following controlling criteria: design speed, lane and shoulder width, bridge width, structural capacity, horizontal and vertical alignment, grades, stopping sight distance, cross slopes, superelevation, horizontal and vertical clearances. Justification for the request shall be included along with cost estimates for reasonable alternates. For guidance on information to be included in a request for design exception, see KDOT Design Manual, Volume I, Road Section.

Task No. 19 - Prepare Field Check Plans

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Plans should be approximately 50 percent complete for field check review including any proposed easement and R/W takings along with a preliminary construction cost estimate and updated project schedule/checklist. The plans shall be stamped "Preliminary—Field Check".

Exhibit No. I-13b is RUPIS project schedule.

See BLP Memo 03-12 Engineer's Professional Seal and Signature on Plans.

Task No. 20 - Distribute Plans to Utility Companies. Schedule Second Utility Meeting.

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The Consultant/Project Manager shall distribute field check plans to all utility company representatives. With the transmittal letter, the utility company representatives are advised of the second utility meeting. An agenda shall accompany the letter. Meeting minutes shall be prepared following the meeting and distributed to all scheduled attendees.

Exhibit No. II-20 is a sample transmittal letter to utility company representatives.
GeekNotesIcon.png Note: In an effort to avoid scheduling conflicts with other called utility meetings an Outlook calendar has been created called PW Utilities. PW Utilities shall be invited as an attendee to all utility meetings, pre-bid conferences and pre-construction conferences or any meeting requesting utility company attendance.

The purpose of the second utility meeting is as follows:

  • check accuracy of utility locations on plans,
  • establish what utilities need to be relocated,
  • See KCP&L DWG 130.1-12 for clearance requirements from signal or streetlight poles to utility lines. Verify all poles have proper clearance.
  • establish timetable for accomplishing the relocations, and
  • re-confirm utility representative contacts.

See Phase II, Task No. 7 for exhibits.

Task No. 21 - Update Preliminary Cost Estimate

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The Consultant/Project Manager shall prepare and submit an updated preliminary construction cost estimate. The form for this estimate shall resemble the Bid form with the item description, unit, approximate quantity, unit price and total. KDOT-BLP should receive a copy of this estimate.

Task No. 22 - Update Preliminary Cash Flow Projection

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The Consultant/Project Manager shall prepare a preliminary cash flow projection, including construction costs, and submit it to the City Finance Department on the standard form.

See Exhibit No. II-6.

Task No. 23 - Distribute Plans for Field Check

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The Consultant/Project Engineer shall distribute field check plans along with a copy of the project cost estimate and updated RUPIS project schedule to the following:

  • all members of the Project Team (see below for Maintenance Division routing),
  • City Engineer,
  • City Traffic Engineer,
  • For KDOT projects the electronic field check plans shall be provided to the BLP for transmittal to the Environmental Sevices Section(KDOT), who will transmit plans to appropriate regulatory and resource agencies. Invitations to the regulatory and resource agencies to participate in the field check should be rendered if environmental mitigation is required. The Consultant/Project Engineer shall provide a project cost estimate to the BLP with the plans.
GeekNotesIcon.png Note: For the instructions on submitting E-Plans to BLP see the following:

User Guide for Electronic Plans Review; Specifications for Electronic Plans Submittal; FTP Instructions.

The Project Manager will send one set of plans to the Maintenance Division District in which the project is located. The plans will go to the appropriate Supervisor using the Maintenance Plan Review Memo. See Maintenance Plan Review Process for more information.

GeekNotesIcon.png Note: For KDOT Projects this task is tracked by KDOT see Exhibit No. II-14. The Project Engineer shall ensure this task is complete.

Task No. 24 - Submit Required Permit Applications

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The Consultant/Project Manager shall determine what permits will be required in order to construct the project. The following is a list of possible permits required:

  • City of Overland Park Floodplain Development Permit - necessary for any work in a FEMA floodplain, including areas that will be FEMA floodplain once Johnson County Watershed studies are adopted.
Exhibit No. II-24a is a memo of the steps to be taken on Public Works projects.
Exhibit No. II-24b is an application and submittal checklist for Floodplain Development Permit.
Exhibit No. II-24c is FEMA's Procedures for "No Rise" Certifications.
  • When a project disturbs more than 1 (one) acre, a Notice of Intent (NOI) permit from Kansas Department of Health and Environment (KDHE) and a Land Disturbance Permit (LDP) from the City of Overland Park are required.
The NOI permit is submitted during final design phase of the project. However, the permit submittal requires clearance letters for the project site from Kansas Department of Wildlife, Parks and Tourism for threatened or endangered species habitat and Kansas Historical Society for historical and archaeological sites. Refer to Phase III, Task No.9 for the NOI application.
The LDP is obtained prior to commencing construction activities. Refer to Phase V, Task No.8 for the LDP application.
Exhibit No. II-24d is DWR application for permit for Obstruction in Streams.
  • State of Kansas - Environmental Coordination Act (ECA) - approvals letters from various state agencies are typically required for Stream Obstructions permits and sometimes others. Contacting these agencies directly for their approval letter can accelerate permitting. http://agriculture.ks.gov/
Exhibit No. II-24e is a listing of contact information and addresses for the ECA agencies (current Oct 2015, see KSDA website above for updated lists).
  • Plugging Packet is a handout detailing KDHE's requirements for plugging abandoned water wells.
Exhibit No. II-24f is a sample letter requesting a project be reviewed for nationwide permit coverage. (Visit COE website for latest forms and instructions if an individual permit is needed).
  • FEMA Conditional and Final Letters of Map Revision - required for certain type of major work in the floodplain, as coordinated with the floodplain administrator (see City of OP Floodplain Development Permit, above). Obtain latest permit forms and guidance from FEMA's website:
http://www.fema.gov/national-flood-insurance-program/national-flood-insurance-program-forms.
  • KDOT Highway Permits - necessary for construction or utility relocation within KDOT Right of Way:
Highway Permit Use of Right of Way - KDOT Form 304
Cased Utility Line Waiver - KDOT Form 308
Highway Permit for Highway Access - KDOT Form 309
Highway Permit Attachments to Bridges and Other Structures - KDOT Form 310
Access Application Information Sheet - KDOT Form 334
See Preparation of Application for Highway Permit Agreements for instructions on preparation of KDOT Forms 304, 308, 309 and 334.

See 2007 KDOT Utility Accommodation Policy for additional information.

See BLP Memo 10-08, All project related state and/or federal permits must be submitted and Form 1307 completed prior to submittal of final check plans.

Task No. 25 - Begin Field Check Plan Review

The persons who receive field check plans (see Task No. 23) shall commence plan review. The review shall be completed prior to the scheduled Field Check meeting.

GeekNotesIcon.png Note: Any Johnson County Vertical Control Network Bench Marks that will be disturbed as part of the project must be reset. The standard specification and a bid item for this work must be included in the contract documents. These benchmark locations can be found on JOCO AIMS mapping web page under the Utilities layer.

Task No. 26 - Coordinate Electrical Service for Traffic Signals and Street Lighting

If applicable, begin Electrical Service Address Procedures for street lighting controllers, traffic signal controllers, electrical control centers for Parks and Recreation irrigation controllers, flood warning or road weather information systems.

See KCP&L Commercial & Industrial Electrical Service Application for Streetlighting Control Centers.

See KCP&L Commercial & Industrial Electrical Service Application for Traffic Signal Control Centers.

It is important that you specify the electrical service rate in the "Miscellaneous Information" section to insure the City of Overland Park will be billed the correct rate. The correct rate is listed in each of the applicable Service Applications.

See sample letter to KCP&L requesting power service.

Task No. 26a - Coordinate Compressed Natural Gas (CNG) Service for Traffic Signals

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If applicable, begin Natural Gas Service Address Procedures for CNG generators.

Task No. 26b - Coordinate Removal of Streetlights Purchased from KCP&L

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If applicable, begin the Removal of Existing Streetlight Procedure - Design for streetlights that were purchased from KCP&L.

Task No. 27 - Schedule Field Check Meeting

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The Project Manager shall schedule the Field Check meeting. Representatives of all funding sources are to be invited. The City Engineer/City Traffic Engineer or their designated representatives will attend all meetings. Prior to Field Check Meeting, coordinate with Engineering Services for development projects permitted in the area.

Exhibit No. II-7e is a meeting sign in sheet.

Field check will be conducted at a pre-determined location. The Consultant or the City will provide a set of plans for field check. BLP will review comments and will discuss any necessary actions with the City and the Consultant. After the field check meeting the consultant or the City will respond to the issues identified. The consultant or the City will submit an updated set of plans to BLP addressing all corrections for KDOT records.

After field check plans have been received by BLP, a Field Check Report will be developed and provided to the City, Consultant and all other necessary parties.

Task No. 28 - Execute Official Agreement with KDOT

When the official KDOT agreement is received by the Project Manager, it is reviewed/approved by the Law Department and placed on the City Council agenda for consideration.

Exhibit No. II-28 is Official KDOT Utility Accomodation Policy/Agreement.
Exhibit No. II-28a is a sample Resolution to be used when KDOT's City/State Agreement is sent to Council for approval. The Resolution number is to be obtained from the City Clerks office.

Compliance with KDOT's Non-Descrimination policies are required on all contracts. See Title VI Handbook for more information.

Task No. 29 - Continue Environmental Process

For more information see Chapter 4.0 Environmental of KDOT's LPA Project Development Manual.

Task No. 30 - Obtain Decision for Design Exception from KDOT

The Project Manager shall keep in close contact with BLP-KDOT, if a design exception was requested. Once the decision has been made, the results shall be disseminated to all interested and required parties.

Task No. 31 - Submit Right-of-Way Plans/Legal Descriptions

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The Consultant/Project Manager shall submit this information on the date as established with the project schedule. The legal descriptions shall be provided in electronic format along with a written original sealed by a registered land surveyor in the State of Kansas. A tract map for each property shall accompany the legal descriptions. The tract map shall clearly identify each type of proposed taking. Also included with the submittal shall be a copy of all the title company information. At this time hard copy project tract files should be started and include the documents as shown on the Tract File Checklist.

Exhibit No. II-31 is an example of legal descriptions and tract map.
Exhibit No. II-31a ia a Memorandum from the Register of Deeds, Johnson County, regarding legal description requirements for document indexing.
Exhibit No. II-31b is a Memorandum from the Register of Deeds, Johnson County, regarding document standards for filing.
Exhibit No. II-31c is a Rejection Notice used by the Register of Deeds listing all causes of rejection of filed documents. All prepared documents must conform to the Register of Deeds requirements.
GeekNotesIcon.png Note: In some instances Long Term Temporary Construction Easement have been granted to the City during the development process. These existing Temporary Construction Easements are usually adjacent to thoroughfares. During the R/W Plan review the project technician is to check for any previously granted Long Term Temporary Construction Easements adjacent to the project. The easements are stored in K:\Maps\Plats\long term tce pdfs and can be identified by the plat map number.

Task No. 32 - Hire Appraiser

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The Project Manager shall request RFP's from qualified appraisers. Subsequent to receiving the proposals, the Project Manager shall evaluate the proposals and make recommendations in accordance with City Policy. If federal funding is involved the Project Manager shall form a Selection Committee and a qualification based selection process shall be used.

Exhibit No. II-32a is a list of City qualified appraisers.
Exhibit No. II-32b is a copy of City's Request for Proposal (RFP) letter.
Exhibit No. II-32c is a list of the project right-of-way takings.
Exhibit No. II-32d is a copy of Appraiser Agreement for fee under $10,000.
Exhibit No. II-32e is a copy of Appraiser Agreement for fee over $10,000.
Exhibit No. II-32f is a sample Intra City memorandum to the Selection Committee.
Exhibit No. II-32g is a sample Proposal for Appraisal.
Exhibit No. II-32h is a sample of ranking sheet.

See FHWA's Real Estate Acquisition Guide For Local Public Agencies for information that will be necessary when a project is started that requires the acquisition of real estate and receives any Federal funding.

Exhibit No. II-32i is a copy of Appraisal Review form.

Task No. 33 - Prepare R/W and Easement Documents

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The Project Manager will coordinate the preparation of the various documents necessary for the takings required to construct the project.

The following is the list of documents that can be found at and downloaded from http://www.opkansas.org/doc under "Easement" category:

  • Access Easement Option 1
  • Access Easement Option 2
  • Deed of Dedication
  • Kansas Warranty Deed
  • Notice of Termination of Temporary Construction Easement
  • Permanent Drainage Easement - City Grantee
  • Permanent Drainage Easement - City Grantor
  • Permanent Drainage Easement - City Grantor and Grantee
  • Permanent Right of Way Easement
  • Quit Claim Deed
  • Real Estate Mortgage Release - Corporation
  • Real Estate Mortgage Release - Individual
  • Sidewalk Easement
  • Sidewalk Variance - City Engineer Std
  • Sidewalk Variance - Public Works Committee
  • Street Light Easement
  • Temporary Construction Easement - City Grantee
  • Temporary Construction Easement - City Grantor
  • Temporary Construction Easement for Grading - Version 1
  • Temporary Construction Easement for Grading - Version 2
  • Temporary Construction Easement - Long Term
  • Traffic Signal System Easement
  • Utility Easement - City Grantee
  • Utility Easement - City Grantor
  • Utility Easement - City Grantor and Grantee
  • Sidewalk and Traffic Signal System Easement

The following documents are shown for information only and will be generated by the City of Overland Park:

All prepared documents must conform to the Register of Deeds requirements. See Phase II, Task No. 31 for exhibits.

Task No. 34 - Schedule Second Public Information Meeting

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The purpose of this meeting is to present the preliminary plans to the citizens. For KDOT projects the Notice of Public Information Meeting must be published in the Kansas Register and The Legal Record.

See Phase II, Task No. 15 for list of invites.

Exhibit No. II-34 is an example Invitation Letter to property owners.
Exhibit No. II-34a is an example Notice of Public Information Meeting.
Exhibit No. II-34b is a public meeting sign in sheet.
Exhibit No. II-34c is a public meeting handout.
GeekNotesIcon.png Note: This and all subsequent Public Information Meeting notices should ask if participants need a language interpreter or a hearing assistance device and a phone number. All meeting rooms shall be ADA accessible. Title VI Brochure regarding equal opportunity contracting are to be made available at all public meetings.

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line Facility Rental Reservation Request is available. Once the request is submitted, the BVSD Facility Scheduling Office will send a confirmation if the requested space is available.

All Phase II Exhibits