Phase IV - Pre-Construction

2026-06-15T16:26:29Z

Alisha Holcomb: /* Task No. 18 - Submit Staff Recommendation for Contract Award */

{{Navbar}}
== Introduction ==
{{Introduction
|This phase is referred to by KDOT as the Letting phase and has important legal significance. Legal advertisement with proper publication has to occur prior to a bid opening. KDOT requires contractor pre-qualifications and Contractor collusion evaluation for Federal funded projects.

Bids are tabulated, evaluated and a City staff recommendation is prepared regarding the contract award for presentation to the City Council. If Federal funds are involved, the bids must receive KDOT concurrence prior to consideration by the City Council.
}}

== [[Phase IV Checklist]] ==


== Task No. 1 - Complete Plans, Specifications and Estimate ==
{{ Top}}

The Consultant/Project Manager shall make all final plan revisions, complete the specifications and prepare the final Engineer’s construction cost estimate. The City project team and consultant will determine what materials the contractor will be required to submit during the construction phase and who will be responsible for reviewing and approving the submittals.

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template'''] is available for assembling the SWPPP notebook.

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] Engineer's Professional Seal and Signature on Plans.

== Task No. 2 - Selection of Material Testing Firm ==
{{Top}}

The Project Manager shall verify testing services for each project as required, prepare, and distribute RFQs to at least three qualified private material testing companies in accordance with the [https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 '''Resolution No. 5007'''].

{{Exhibit|IV-2a MATERIAL TESTING 4-3-24.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|RFQ Packet Template- Material Testing.docx|No. IV-2b|is a RFQ template for Material Testing.}}
{{Exhibit|IV-2 Testing Proposal Exhibit B - rev 4-4-14.docx|No. IV-2d|is a sample of the material testing proposal (Exhibit B).}}
{{Exhibit|IV-2e Testing Specifications Exhibit C - rev 11-23-16.pdf|No. IV-2e|is the material and testing specifications (Exhibit C).}}
{{Exhibit|IV-2f.pdf|No. IV-2f| is the Material Sampling and Testing Frequency Chart (Exhibit D).}}
{{Exhibit|IV-2g Testing Services Agreement - rev 5-31-24.docx|No. IV-2g|is the Agreement for Construction Material Testing Services (Exhibit A).}}
{{Exhibit|IV-2h Supplemental Agreement to Material Testing Services Agreement 1-15-20.docx|No. IV-2h|is the Supplemental Agreement for Construction Material Testing Services.}}

== Task No. 3 - Set Bid Opening Date - Schedule Room ==
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The Project Manager in conjunction with the Contract Specialist will determine the bid opening date. The Contract Specialist will schedule the Council Chambers for receiving bids. The bid opening time and location will be included in the legal publication.

The Project Manager shall determine if a pre-bid conference is required prior to preparing the notice to bidders. If one is required, it shall be scheduled approximately one week prior to the bid opening. The Notice to Bidders shall give this date as information to potential bidders and will serve as the invitation to this meeting. It shall be determined by the Project Manager whether attendance will be a requirement for submitting a bid.

See '''[[Planning Bid and Contract Award Schedules]]''' for the bidding/contract award process timeline.

== Task No. 4 - Publish Legal Advertisement ==
{{Top}}

Generally, the project is advertised approximately 3 weeks prior to the scheduled bid opening. The Contract Specialist will provide the Notice to Bidders electronically to the City Clerk by 3:00 pm Wednesday so arrangements can be made for publication in the Tuesday edition of the '''[http://www.thelegalrecord.net The Legal Record]'''. The Contract Specialist shall check the newspaper on the day of scheduled publication to make sure the notice was published.

For KDOT projects, advertisement shall also be in the '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''', 30 days prior to the scheduled bid opening. Kansas Register publications are released on Thursdays. The Notice to Bidders shall be emailed to the Kansas Register (''kansasregister@ks.gov'') one week prior to scheduled advertisement. Affidavits of Publication will be sent from the Kansas Register after publication as a PDF via reply to the original submission email.

== Task No. 5 - Notice to Contractors/DBE Firms ==
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The Contract Specialist/Administrative Assistant shall provide a copy of the Notice to Bidders either by email or regular mail to the firms in the Bidders List.
{{Exhibit|IV-5a_STREETS_AND_BRIDGES_05.22.2026.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b_STORM_SEWER_05.22.2026.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c_SIDEWALK_AND_CURB_05.22.2026.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d Streetlighting-Construction 06.11.2026.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e Traffic Signal construction 06.15.2026.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f_Traffic_Signal_Streetlight-Fiber_Equipment_02.16.2026.docx|No. IV-5f|is a list of contractors for Traffic Signal, Streetlighting, and Fiber Equipment.}}
{{Exhibit|IV-5g_Fiber_Optic_Construction_02.16.2026.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h_DEMOLITION_02.16.2026.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i_Buildings_06.11.2026.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j_Building_Mechanical_Systems_05.22.2026.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k Architects 01.22.2025.docx|No. IV-5k|is a list of Architects.}}
{{Exhibit|IV-5l_Plan_Rooms_02.16.2026.docx|No. IV-5l|is a list of plan rooms associated with DBE contractors. They are to receive a copy of the Notice to Bidders.}}
{{Exhibit|IV-5m_EVSE_Contractors_02.16.2026.docx|No. IV-5m|is a list of contractors for Electric Vehicle Charging Station projects.}}

== Task No. 6 - Distribute Plans, Contract Documents and Estimate ==
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The plans/contract documents shall be made available through [https://www.questcdn.com/ '''QuestCDN'''] for current rate set by QuestCDN. This information shall be included in the Notice to Bidders.

For projects that are bid using hard copy bids, plans/contract documents are distributed by the office that prepared the plans/contract documents to potential bidders. The Consultant/Project Manager shall establish a fair price for the plans/contract documents which amount shall not be refundable. This amount shall be included in the Notice to Bidders.

The plan holders list will be available through QuestCDN for projects that bid electronically. For hard copy bids, the Consultant or City who is distributing/selling the plans shall keep a list of all plan holders.

The final Engineer’s construction cost estimate shall be provided to the Contract Specialist in either Word or Excel format at least four days prior to the bid opening. This estimate shall also be printed and provided in sealed envelope for the bid opening.

{{Exhibit|IV-6 Engineers Estimate.docx|No. IV-6|is a template for Engineer’s Estimate.}}

{{Note
|Engineer's Estimate shall be signed and stamped by the PE}}

After the City Council has awarded the Contract, the original estimate is forwarded to the City Clerk’s office and a copy placed in the project file.

== Task No. 7 - Conduct Pre-Bid Conference ==
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If a pre-bid conference is scheduled by the Project Manager, an agenda shall be prepared and distributed at the beginning of the meeting.

:[[Media:IV-7a Pre Bid Agenda 09.19.2025.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet 09.19.2025.doc|'''Exhibit No. IV-7b''']] ''is a meeting sign in sheet''.

:'''The following issues are appropriate to discuss:'''
:*Project scope/requirements,
:*Any unusual contract requirements,
:*Any unusual work requirements,
:*Utility related questions,
:*Contract completion date,
:*Traffic control plan(s), and
:*Contractor/bidder questions.

The representatives from the utility companies shall be invited to the pre-bid conference.

Coordinate with Engineering Services for development projects permitted in the area.

{{Note|When scheduling meeting in Google calendar, in order to avoid conflicts with utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to pre-bid conferences, pre-construction conferences or any meetings that require utility company attendance.}}

== '''Task No. 8 - Determine Contractor/Sub-Contractor Qualifications - KDOT Projects'''==
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For a KDOT project, the prime Contractor selected to perform the work, shall be on the KDOT's latest qualification list for class of work. The City shall obtain from the Bureau of Construction and Maintenance, KDOT, the latest list of '''[https://kdotreports.ksdot.gov/BIPortal/ViewObject.aspx?reportId=3098815&parentId= Pre-Qualified Contractors]''' to perform the class of work involved with the project. The directory can also be found on '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-prequalification KDOT's Website]'''.

For plans obtained through electronic bidding process, the Contract Specialist at the time the project is added to QuestCDN will answer YES to the Prequalification Required field. When a Contractor requests plans, the system will put them on hold until the Contract Specialist looks them up in the Pre-Qualified Contractors list. If it is determined that the contractor is qualified, the Contract Specialist marks them as APPROVED and notifies the contractor that they can now download plans. If the contractor is a sub-contractor, they will be allowed to download plans.

:[[Media:IV-8 KDOT Classes of Work Rev.07.2017.pdf|'''Exhibit No. IV-8''']] ''is an example of KDOT's Class or Classes of Work''.

For a KDOT project, all contractors and sub-contractors working on any State/Federal-Aid project must have an EEO policy on file with the Office of Civil Rights Compliance. Each contractor and sub-contractor is responsible for submitting annually their company's EEO policy on their company letterhead, a letter of appointment of the company's EEO officer, and the DOT '''[https://www.ksdot.gov/home/showpublisheddocument/10927/638750289211926732 49 CFR]''' Form. A contractor or sub-contractor with 50 or more employees shall have an Affirmative Action Plan.

The BLP PM will notify the City if a contractor does not have a policy on file. No contractors will be allowed to work on the project until the Office of Civil Rights Compliance verifies that they have a policy on file.

Contact KDOT's Office of Civil Rights Compliance with any questions (785-296-7940).

== Task No. 9 - Prepare Contract Addendum ==
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The Consultant/Project Manager, as a result of the Pre-Bid Conference or other Contractor inquires/suggestions, may make final contract document changes, prior to the bid opening, by issuing an addendum. The addendum shall be prepared and provided electronically through [https://www.questcdn.com/ '''QuestCDN'''] to all plan holders of record. For federal-aid projects all addenda must be submitted to the Bureau of Local Projects for prior approval before being distributed to plan holders. See [[Media:Blp-memo-6-17-2010.pdf|'''BLP Memo''']] dated 6-17-2010.

Addenda will be issued no later than four days prior to the date for receipt of bids, except an addendum withdrawing the request for bids or one which includes postponement of the date to receive bids.
{{Exhibit|IV-9 Addendum Sample Cover Page.docx|No. IV-9|is a sample of contract addendum cover page.}}

The [https://sam.gov/content/wage-determinations '''Davis Bacon Wage Determinations'''] used for KDOT projects shall be those in effect no more than ten days prior to the letting. If modifications have been made since advertisement an addendum showing the current Wage Determinations shall be issued.

== Task No. 10 - Complete Bid Opening ==
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One or two days prior to the bid opening date, the Contract Specialist will prepare a bid tabulation form.

If addenda to the contract documents have been issued by the Consultant/Project Manager, this must be indicated on the bid tab.

In accordance with state laws and regulations the bids are opened and read by the City Clerk, or their representative, with two (2) witnesses presiding over the bid opening. Bids are recorded by the Contract Specialist and provided to the City Clerk’s office.

{{Exhibit|IV-10_Sample_Bid_Summary_Form.docx|No. IV-10|is a sample bid summary form.}}

[https://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx?secid=56#secid-56 '''Governing Body Resolution No. 4268'''] establishes policy for the City of Overland Park, Kansas, on the receipt of bids and proposals for goods or services requiring council approval.

== Task No. 11 - Complete Detailed Bid Tabulation ==
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Subsequent to the bid opening, the Contract Specialist shall prepare a detailed bid tabulation from the submitted bids on [https://www.questcdn.com/ '''QuestCDN'''].

This detailed bid tabulation shall be in the same format as the contract document bid form. When a bid is entered on the QuestCDN site, the accuracy of the bid is checked and error messages are provided to the bidder prior to submitting their bid.

For hard copy bids, the Contract Specialist/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

Bids for materials or equipment that include variances or exceptions will be reviewed by either the Project Manager or the appropriate Maintenance Superintendent to determine if the proposal meets the contract documents and specifications.

The Engineer’s estimate shall also be included on the bid tabulation.

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council and final execution of contract documents, then all information is public.

{{Exhibit|IV-11_Detailed_Bid_Tab.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
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For non-KDOT projects, the Project Manager shall determine if the low bid Contractor has performed similar and satisfactory work for the City of Overland Park or other cities in the Kansas City Metro area. Critical Contractor information to be obtained is as follows:

*materials/products used tested satisfactory,
*contractor staking skills,
*pavement smoothness/rideability,
*punchlist items handled quickly/professionally,
*public relations skills,
*name of project superintendent capabilities/skills/years of experience/type of projects,
*work completed within contract time period,
*possible bid rigging,
*current projects underway,
*references for projects completed for public agencies in the Kansas City Metro area during the last two years, and
*list of available equipment.

Immediately after the bid opening the Project Manager shall prepare a Sub-contractor Breakdown Form and forward it to the apparent low bidder. The apparent low bidder shall complete the form showing all sub-contractors, if any, their address, associated bid item numbers, and bid item amount the sub-contractor is to perform.

:'''[https://docs.google.com/spreadsheets/d/1KdashEt4B0ZmnSBSMiZtAukwNmgImvH8/edit?usp=sharing&ouid=103336345045928530974&rtpof=true&sd=true LPA Sub-Contractor Approval Form]''' - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a_Subcontractor_Breakdown_Form_12.11.2025.xlsx|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

After the bids have been opened the Project Manager sends a letter/form to the DBE subcontractor(s) requesting commitment in writing.

:[[Media:IV-12b DBE Sub-contractor Letter 09.18.2025.pdf|'''Exhibit No. IV-12b''']] ''is a sample letter/form to DBE subcontractor(s) to sign and return''.

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
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The Project Manager shall perform a manual review of all bids received for evidence of collusion. Due to the frequency of specific project work, the Engineering Staff has become well-informed as to the current market value of specific bid items of work within the Johnson County area.

The City Engineering Staff also maintains itemized records of all bids received and opened for each project. This permits a regular routine comparison by the City Engineering Staff for potential bid rigging by Contractors.

For Bid Analysis Guidelines {{LPA_citation|10.3.2.4.6.1|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

The following is a link to the [https://www.justice.gov/atr/red-flags-collusion '''Department of Justice, Antitrust Division Red Flags of Collusion Checklist'''].

The following is a link to a FHWA [http://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm#s5 '''Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation''']

== '''Task No. 14 - Determine Disadvantaged Business Enterprises (DBE) Involvement''' ==
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For KDOT projects the Project Manager shall email all DBE goal sheets with a bid tab of all bidders to KDOT's Civil Rights Administrator (CRA) assigned to the project. The CRA will review and provide a recommendation on how to proceed. If the DBE goal is not met or exceeded, the apparent low bidder has 48 hours to provide the CRA its written documentation of a good faith effort to meet the DBE goals prior to submitting their bid. If the good faith effort documentation is accepted, the contract process can proceed. If it is not accepted, then the second low bidder will be reviewed for compliance.

{{Exhibit|IV-14.pdf|No. IV-14|is an example of a completed DBE Contract Goals form.}}

The project manager is also to verify that every DBE listed by each bidder is currently certified by KDOT. The DBE certification directory is updated monthly by KDOT. The Project Manager shall contact the Office of Contract Compliance, Eisenhower State Office Building, Topeka, KS, (785) 296-7940 for the latest updated listing of DBE firms. The directory can also be found on [https://kdotapp.ksdot.org/dbecontractorlist/ '''KDOT's Website'''] and should be verified as current revision with the Office of Contract Compliance.

{{Note|DBE involvement is documented and reported throughout the contract. [[media:IV-14a.pdf|'''Exhibit No. IV-14a''']] is correspondence from KDOT regarding DBE Reporting Requirements. These requirements appear in subsequent tasks throughout the manual.}}

== Task No. 15 - Project Financing / Escrow Funding ==
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Throughout the duration of the project and as part of the CIP revision process, the Project Manager shall verify if additional escrow funds become available and that they are allocated appropriately.

== '''Task No. 16 - Request Bid Approval from KDOT''' ==
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The Project Manager shall forward to the BLP-KDOT the bid tabulation and staff recommendation for contract award.

{{Exhibit|IV-16a.pdf|No. IV-16a|is a sample transmittal letter to BLP-KDOT.}}

{{Exhibit|Checklist for Authority to Award.pdf|No. IV-16b| is a Checklist for Authority to Award.}}

{{Exhibit|IV-16c.pdf|No. IV-16c| is a sample form "Authority to Award Contract/Commitment of Federal/State Funds".}}

== '''Task No. 17 - Receive Concurrence and Award from KDOT''' ==
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The BLP-KDOT shall inform the City, in writing, upon concurrence with the City Staff recommendation regarding the contract award.

The construction contract shall not be presented to the City Council and executed prior to receiving Authority to Award from KDOT.

{{Note|The Project Engineer shall ensure this task is complete.}}

== Task No. 18 - Submit Staff Recommendation for Contract Award ==
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The Project Manager shall make a written recommendation via staff comments, to the Public Works Committee. If all bids exceed the Engineer’s estimate by more than seven percent (7%), an explanation from the Consulting Engineer must also be provided. The Project Manager shall submit the bid tabulation and recommendation to the Public Works Committee. The Committee recommendation will then be provided to the City Council at their next scheduled meeting.

{{Note|If the total estimated project cost exceeds the City Council Resolution creating the Improvement District (Project), by more than 10%, the ID must be recreated.}}

{{Exhibit|Project Cost Estimate 11-20-2015.pdf|No. IV-18|is a sample staff project cost estimate breakdown.}}

== Task No. 19 - Award Contract by City Council ==
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The City Council will either accept the recommendation or reject all bids or proposals received. Upon acceptance, a notice of the contract award is sent to the successful bidder and a notice of rejection is sent to the unsuccessful bidders. Following receipt of the contract documents and approval of the insurance and bonds by the Contract Specialist, the contract is executed by the authorized official.

{{Exhibit|IV-19a_Notice_of_Award_sample.pdf|No. IV-19a|is a sample award letter sent to the successful bidder.}}
{{Exhibit|IV-19b_Notice_of_Rejection_sample.pdf|No. IV-19b|is a sample rejection letter sent to the unsuccessful bidders.}}

== '''Task No. 20 - Submit Letting Summary Document to KDOT''' ==
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Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Standard Specifications for State Road and Bridge Construction]'''. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

In addition, a signed and electronically bookmarked copy of the contract with all required certifications will be submitted to KDOT at this time. A breakout of the project construction costs (Bid Item List) by work type (i.e., roadway, surfacing, bridges,traffic signals, and common items) and with non-participating items marked as such, shall be submitted to BLP at this time. This needs to be as Excel spreadsheet using formulas in the total column (do not hard key the numbers).

{{Exhibit|IV-20a.pdf|No. IV-20a| is a sample transmittal letter to KDOT.}}

{{Exhibit|IV-20b.pdf|No. IV-20b| is a sample of Letting Summary Document.}}

{{Exhibit|IV-20c.pdf|No. IV-20c| is a sample of Breakout of Construction Costs by Work Type.}}

{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}

== [[:Category:Phase IV Exhibits|All Phase IV Exhibits]] ==

Phase IV - Pre-Construction

2026-06-15T15:21:18Z

Alisha Holcomb: /* Task No. 5 - Notice to Contractors/DBE Firms */

{{Navbar}}
== Introduction ==
{{Introduction
|This phase is referred to by KDOT as the Letting phase and has important legal significance. Legal advertisement with proper publication has to occur prior to a bid opening. KDOT requires contractor pre-qualifications and Contractor collusion evaluation for Federal funded projects.

Bids are tabulated, evaluated and a City staff recommendation is prepared regarding the contract award for presentation to the City Council. If Federal funds are involved, the bids must receive KDOT concurrence prior to consideration by the City Council.
}}

== [[Phase IV Checklist]] ==


== Task No. 1 - Complete Plans, Specifications and Estimate ==
{{ Top}}

The Consultant/Project Manager shall make all final plan revisions, complete the specifications and prepare the final Engineer’s construction cost estimate. The City project team and consultant will determine what materials the contractor will be required to submit during the construction phase and who will be responsible for reviewing and approving the submittals.

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template'''] is available for assembling the SWPPP notebook.

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] Engineer's Professional Seal and Signature on Plans.

== Task No. 2 - Selection of Material Testing Firm ==
{{Top}}

The Project Manager shall verify testing services for each project as required, prepare, and distribute RFQs to at least three qualified private material testing companies in accordance with the [https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 '''Resolution No. 5007'''].

{{Exhibit|IV-2a MATERIAL TESTING 4-3-24.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|RFQ Packet Template- Material Testing.docx|No. IV-2b|is a RFQ template for Material Testing.}}
{{Exhibit|IV-2 Testing Proposal Exhibit B - rev 4-4-14.docx|No. IV-2d|is a sample of the material testing proposal (Exhibit B).}}
{{Exhibit|IV-2e Testing Specifications Exhibit C - rev 11-23-16.pdf|No. IV-2e|is the material and testing specifications (Exhibit C).}}
{{Exhibit|IV-2f.pdf|No. IV-2f| is the Material Sampling and Testing Frequency Chart (Exhibit D).}}
{{Exhibit|IV-2g Testing Services Agreement - rev 5-31-24.docx|No. IV-2g|is the Agreement for Construction Material Testing Services (Exhibit A).}}
{{Exhibit|IV-2h Supplemental Agreement to Material Testing Services Agreement 1-15-20.docx|No. IV-2h|is the Supplemental Agreement for Construction Material Testing Services.}}

== Task No. 3 - Set Bid Opening Date - Schedule Room ==
{{Top}}

The Project Manager in conjunction with the Contract Specialist will determine the bid opening date. The Contract Specialist will schedule the Council Chambers for receiving bids. The bid opening time and location will be included in the legal publication.

The Project Manager shall determine if a pre-bid conference is required prior to preparing the notice to bidders. If one is required, it shall be scheduled approximately one week prior to the bid opening. The Notice to Bidders shall give this date as information to potential bidders and will serve as the invitation to this meeting. It shall be determined by the Project Manager whether attendance will be a requirement for submitting a bid.

See '''[[Planning Bid and Contract Award Schedules]]''' for the bidding/contract award process timeline.

== Task No. 4 - Publish Legal Advertisement ==
{{Top}}

Generally, the project is advertised approximately 3 weeks prior to the scheduled bid opening. The Contract Specialist will provide the Notice to Bidders electronically to the City Clerk by 3:00 pm Wednesday so arrangements can be made for publication in the Tuesday edition of the '''[http://www.thelegalrecord.net The Legal Record]'''. The Contract Specialist shall check the newspaper on the day of scheduled publication to make sure the notice was published.

For KDOT projects, advertisement shall also be in the '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''', 30 days prior to the scheduled bid opening. Kansas Register publications are released on Thursdays. The Notice to Bidders shall be emailed to the Kansas Register (''kansasregister@ks.gov'') one week prior to scheduled advertisement. Affidavits of Publication will be sent from the Kansas Register after publication as a PDF via reply to the original submission email.

== Task No. 5 - Notice to Contractors/DBE Firms ==
{{Top}}

The Contract Specialist/Administrative Assistant shall provide a copy of the Notice to Bidders either by email or regular mail to the firms in the Bidders List.
{{Exhibit|IV-5a_STREETS_AND_BRIDGES_05.22.2026.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b_STORM_SEWER_05.22.2026.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c_SIDEWALK_AND_CURB_05.22.2026.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d Streetlighting-Construction 06.11.2026.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e Traffic Signal construction 06.15.2026.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f_Traffic_Signal_Streetlight-Fiber_Equipment_02.16.2026.docx|No. IV-5f|is a list of contractors for Traffic Signal, Streetlighting, and Fiber Equipment.}}
{{Exhibit|IV-5g_Fiber_Optic_Construction_02.16.2026.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h_DEMOLITION_02.16.2026.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i_Buildings_06.11.2026.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j_Building_Mechanical_Systems_05.22.2026.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k Architects 01.22.2025.docx|No. IV-5k|is a list of Architects.}}
{{Exhibit|IV-5l_Plan_Rooms_02.16.2026.docx|No. IV-5l|is a list of plan rooms associated with DBE contractors. They are to receive a copy of the Notice to Bidders.}}
{{Exhibit|IV-5m_EVSE_Contractors_02.16.2026.docx|No. IV-5m|is a list of contractors for Electric Vehicle Charging Station projects.}}

== Task No. 6 - Distribute Plans, Contract Documents and Estimate ==
{{Top}}

The plans/contract documents shall be made available through [https://www.questcdn.com/ '''QuestCDN'''] for current rate set by QuestCDN. This information shall be included in the Notice to Bidders.

For projects that are bid using hard copy bids, plans/contract documents are distributed by the office that prepared the plans/contract documents to potential bidders. The Consultant/Project Manager shall establish a fair price for the plans/contract documents which amount shall not be refundable. This amount shall be included in the Notice to Bidders.

The plan holders list will be available through QuestCDN for projects that bid electronically. For hard copy bids, the Consultant or City who is distributing/selling the plans shall keep a list of all plan holders.

The final Engineer’s construction cost estimate shall be provided to the Contract Specialist in either Word or Excel format at least four days prior to the bid opening. This estimate shall also be printed and provided in sealed envelope for the bid opening.

{{Exhibit|IV-6 Engineers Estimate.docx|No. IV-6|is a template for Engineer’s Estimate.}}

{{Note
|Engineer's Estimate shall be signed and stamped by the PE}}

After the City Council has awarded the Contract, the original estimate is forwarded to the City Clerk’s office and a copy placed in the project file.

== Task No. 7 - Conduct Pre-Bid Conference ==
{{Top}}

If a pre-bid conference is scheduled by the Project Manager, an agenda shall be prepared and distributed at the beginning of the meeting.

:[[Media:IV-7a Pre Bid Agenda 09.19.2025.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet 09.19.2025.doc|'''Exhibit No. IV-7b''']] ''is a meeting sign in sheet''.

:'''The following issues are appropriate to discuss:'''
:*Project scope/requirements,
:*Any unusual contract requirements,
:*Any unusual work requirements,
:*Utility related questions,
:*Contract completion date,
:*Traffic control plan(s), and
:*Contractor/bidder questions.

The representatives from the utility companies shall be invited to the pre-bid conference.

Coordinate with Engineering Services for development projects permitted in the area.

{{Note|When scheduling meeting in Google calendar, in order to avoid conflicts with utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to pre-bid conferences, pre-construction conferences or any meetings that require utility company attendance.}}

== '''Task No. 8 - Determine Contractor/Sub-Contractor Qualifications - KDOT Projects'''==
{{Top}}

For a KDOT project, the prime Contractor selected to perform the work, shall be on the KDOT's latest qualification list for class of work. The City shall obtain from the Bureau of Construction and Maintenance, KDOT, the latest list of '''[https://kdotreports.ksdot.gov/BIPortal/ViewObject.aspx?reportId=3098815&parentId= Pre-Qualified Contractors]''' to perform the class of work involved with the project. The directory can also be found on '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-prequalification KDOT's Website]'''.

For plans obtained through electronic bidding process, the Contract Specialist at the time the project is added to QuestCDN will answer YES to the Prequalification Required field. When a Contractor requests plans, the system will put them on hold until the Contract Specialist looks them up in the Pre-Qualified Contractors list. If it is determined that the contractor is qualified, the Contract Specialist marks them as APPROVED and notifies the contractor that they can now download plans. If the contractor is a sub-contractor, they will be allowed to download plans.

:[[Media:IV-8 KDOT Classes of Work Rev.07.2017.pdf|'''Exhibit No. IV-8''']] ''is an example of KDOT's Class or Classes of Work''.

For a KDOT project, all contractors and sub-contractors working on any State/Federal-Aid project must have an EEO policy on file with the Office of Civil Rights Compliance. Each contractor and sub-contractor is responsible for submitting annually their company's EEO policy on their company letterhead, a letter of appointment of the company's EEO officer, and the DOT '''[https://www.ksdot.gov/home/showpublisheddocument/10927/638750289211926732 49 CFR]''' Form. A contractor or sub-contractor with 50 or more employees shall have an Affirmative Action Plan.

The BLP PM will notify the City if a contractor does not have a policy on file. No contractors will be allowed to work on the project until the Office of Civil Rights Compliance verifies that they have a policy on file.

Contact KDOT's Office of Civil Rights Compliance with any questions (785-296-7940).

== Task No. 9 - Prepare Contract Addendum ==
{{Top}}

The Consultant/Project Manager, as a result of the Pre-Bid Conference or other Contractor inquires/suggestions, may make final contract document changes, prior to the bid opening, by issuing an addendum. The addendum shall be prepared and provided electronically through [https://www.questcdn.com/ '''QuestCDN'''] to all plan holders of record. For federal-aid projects all addenda must be submitted to the Bureau of Local Projects for prior approval before being distributed to plan holders. See [[Media:Blp-memo-6-17-2010.pdf|'''BLP Memo''']] dated 6-17-2010.

Addenda will be issued no later than four days prior to the date for receipt of bids, except an addendum withdrawing the request for bids or one which includes postponement of the date to receive bids.
{{Exhibit|IV-9 Addendum Sample Cover Page.docx|No. IV-9|is a sample of contract addendum cover page.}}

The [https://sam.gov/content/wage-determinations '''Davis Bacon Wage Determinations'''] used for KDOT projects shall be those in effect no more than ten days prior to the letting. If modifications have been made since advertisement an addendum showing the current Wage Determinations shall be issued.

== Task No. 10 - Complete Bid Opening ==
{{Top}}

One or two days prior to the bid opening date, the Contract Specialist will prepare a bid tabulation form.

If addenda to the contract documents have been issued by the Consultant/Project Manager, this must be indicated on the bid tab.

In accordance with state laws and regulations the bids are opened and read by the City Clerk, or their representative, with two (2) witnesses presiding over the bid opening. Bids are recorded by the Contract Specialist and provided to the City Clerk’s office.

{{Exhibit|IV-10_Sample_Bid_Summary_Form.docx|No. IV-10|is a sample bid summary form.}}

[https://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx?secid=56#secid-56 '''Governing Body Resolution No. 4268'''] establishes policy for the City of Overland Park, Kansas, on the receipt of bids and proposals for goods or services requiring council approval.

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{Top}}

Subsequent to the bid opening, the Contract Specialist shall prepare a detailed bid tabulation from the submitted bids on [https://www.questcdn.com/ '''QuestCDN'''].

This detailed bid tabulation shall be in the same format as the contract document bid form. When a bid is entered on the QuestCDN site, the accuracy of the bid is checked and error messages are provided to the bidder prior to submitting their bid.

For hard copy bids, the Contract Specialist/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

Bids for materials or equipment that include variances or exceptions will be reviewed by either the Project Manager or the appropriate Maintenance Superintendent to determine if the proposal meets the contract documents and specifications.

The Engineer’s estimate shall also be included on the bid tabulation.

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council and final execution of contract documents, then all information is public.

{{Exhibit|IV-11_Detailed_Bid_Tab.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{Top}}

For non-KDOT projects, the Project Manager shall determine if the low bid Contractor has performed similar and satisfactory work for the City of Overland Park or other cities in the Kansas City Metro area. Critical Contractor information to be obtained is as follows:

*materials/products used tested satisfactory,
*contractor staking skills,
*pavement smoothness/rideability,
*punchlist items handled quickly/professionally,
*public relations skills,
*name of project superintendent capabilities/skills/years of experience/type of projects,
*work completed within contract time period,
*possible bid rigging,
*current projects underway,
*references for projects completed for public agencies in the Kansas City Metro area during the last two years, and
*list of available equipment.

Immediately after the bid opening the Project Manager shall prepare a Sub-contractor Breakdown Form and forward it to the apparent low bidder. The apparent low bidder shall complete the form showing all sub-contractors, if any, their address, associated bid item numbers, and bid item amount the sub-contractor is to perform.

:'''[https://docs.google.com/spreadsheets/d/1KdashEt4B0ZmnSBSMiZtAukwNmgImvH8/edit?usp=sharing&ouid=103336345045928530974&rtpof=true&sd=true LPA Sub-Contractor Approval Form]''' - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a_Subcontractor_Breakdown_Form_12.11.2025.xlsx|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

After the bids have been opened the Project Manager sends a letter/form to the DBE subcontractor(s) requesting commitment in writing.

:[[Media:IV-12b DBE Sub-contractor Letter 09.18.2025.pdf|'''Exhibit No. IV-12b''']] ''is a sample letter/form to DBE subcontractor(s) to sign and return''.

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{Top}}

The Project Manager shall perform a manual review of all bids received for evidence of collusion. Due to the frequency of specific project work, the Engineering Staff has become well-informed as to the current market value of specific bid items of work within the Johnson County area.

The City Engineering Staff also maintains itemized records of all bids received and opened for each project. This permits a regular routine comparison by the City Engineering Staff for potential bid rigging by Contractors.

For Bid Analysis Guidelines {{LPA_citation|10.3.2.4.6.1|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

The following is a link to the [https://www.justice.gov/atr/red-flags-collusion '''Department of Justice, Antitrust Division Red Flags of Collusion Checklist'''].

The following is a link to a FHWA [http://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm#s5 '''Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation''']

== '''Task No. 14 - Determine Disadvantaged Business Enterprises (DBE) Involvement''' ==
{{Top}}

For KDOT projects the Project Manager shall email all DBE goal sheets with a bid tab of all bidders to KDOT's Civil Rights Administrator (CRA) assigned to the project. The CRA will review and provide a recommendation on how to proceed. If the DBE goal is not met or exceeded, the apparent low bidder has 48 hours to provide the CRA its written documentation of a good faith effort to meet the DBE goals prior to submitting their bid. If the good faith effort documentation is accepted, the contract process can proceed. If it is not accepted, then the second low bidder will be reviewed for compliance.

{{Exhibit|IV-14.pdf|No. IV-14|is an example of a completed DBE Contract Goals form.}}

The project manager is also to verify that every DBE listed by each bidder is currently certified by KDOT. The DBE certification directory is updated monthly by KDOT. The Project Manager shall contact the Office of Contract Compliance, Eisenhower State Office Building, Topeka, KS, (785) 296-7940 for the latest updated listing of DBE firms. The directory can also be found on [https://kdotapp.ksdot.org/dbecontractorlist/ '''KDOT's Website'''] and should be verified as current revision with the Office of Contract Compliance.

{{Note|DBE involvement is documented and reported throughout the contract. [[media:IV-14a.pdf|'''Exhibit No. IV-14a''']] is correspondence from KDOT regarding DBE Reporting Requirements. These requirements appear in subsequent tasks throughout the manual.}}

== Task No. 15 - Project Financing / Escrow Funding ==
{{Top}}

Throughout the duration of the project and as part of the CIP revision process, the Project Manager shall verify if additional escrow funds become available and that they are allocated appropriately.

== '''Task No. 16 - Request Bid Approval from KDOT''' ==
{{Top}}

The Project Manager shall forward to the BLP-KDOT the bid tabulation and staff recommendation for contract award.

{{Exhibit|IV-16a.pdf|No. IV-16a|is a sample transmittal letter to BLP-KDOT.}}

{{Exhibit|Checklist for Authority to Award.pdf|No. IV-16b| is a Checklist for Authority to Award.}}

{{Exhibit|IV-16c.pdf|No. IV-16c| is a sample form "Authority to Award Contract/Commitment of Federal/State Funds".}}

== '''Task No. 17 - Receive Concurrence and Award from KDOT''' ==
{{Top}}

The BLP-KDOT shall inform the City, in writing, upon concurrence with the City Staff recommendation regarding the contract award.

The construction contract shall not be presented to the City Council and executed prior to receiving Authority to Award from KDOT.

{{Note|The Project Engineer shall ensure this task is complete.}}

== Task No. 18 - Submit Staff Recommendation for Contract Award ==
{{Top}}

The Project Manager shall make a written recommendation via staff comments, to the Public Works Committee. If all bids exceed the Engineer’s estimate by more than seven percent, an explanation from the Consulting Engineer must also be provided. The Project Manager shall submit the bid tabulation and recommendation to the Public Works Committee. The Committee recommendation will then be provided to the City Council at their next scheduled meeting.

{{Note|If the total estimated project cost exceeds the City Council Resolution creating the Improvement District (Project), by more than 10%, the ID must be recreated.}}

{{Exhibit|Project Cost Estimate 11-20-2015.pdf|No. IV-18|is a sample staff project cost estimate breakdown.}}

== Task No. 19 - Award Contract by City Council ==
{{Top}}

The City Council will either accept the recommendation or reject all bids or proposals received. Upon acceptance, a notice of the contract award is sent to the successful bidder and a notice of rejection is sent to the unsuccessful bidders. Following receipt of the contract documents and approval of the insurance and bonds by the Contract Specialist, the contract is executed by the authorized official.

{{Exhibit|IV-19a_Notice_of_Award_sample.pdf|No. IV-19a|is a sample award letter sent to the successful bidder.}}
{{Exhibit|IV-19b_Notice_of_Rejection_sample.pdf|No. IV-19b|is a sample rejection letter sent to the unsuccessful bidders.}}

== '''Task No. 20 - Submit Letting Summary Document to KDOT''' ==
{{Top}}

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Standard Specifications for State Road and Bridge Construction]'''. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

In addition, a signed and electronically bookmarked copy of the contract with all required certifications will be submitted to KDOT at this time. A breakout of the project construction costs (Bid Item List) by work type (i.e., roadway, surfacing, bridges,traffic signals, and common items) and with non-participating items marked as such, shall be submitted to BLP at this time. This needs to be as Excel spreadsheet using formulas in the total column (do not hard key the numbers).

{{Exhibit|IV-20a.pdf|No. IV-20a| is a sample transmittal letter to KDOT.}}

{{Exhibit|IV-20b.pdf|No. IV-20b| is a sample of Letting Summary Document.}}

{{Exhibit|IV-20c.pdf|No. IV-20c| is a sample of Breakout of Construction Costs by Work Type.}}

{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}

== [[:Category:Phase IV Exhibits|All Phase IV Exhibits]] ==

File:IV-5d Streetlighting-Construction 06.11.2026.docx

2026-06-15T15:19:37Z

Alisha Holcomb:

Phase IV - Pre-Construction

2026-06-15T14:20:09Z

Alisha Holcomb: /* Task No. 5 - Notice to Contractors/DBE Firms */

{{Navbar}}
== Introduction ==
{{Introduction
|This phase is referred to by KDOT as the Letting phase and has important legal significance. Legal advertisement with proper publication has to occur prior to a bid opening. KDOT requires contractor pre-qualifications and Contractor collusion evaluation for Federal funded projects.

Bids are tabulated, evaluated and a City staff recommendation is prepared regarding the contract award for presentation to the City Council. If Federal funds are involved, the bids must receive KDOT concurrence prior to consideration by the City Council.
}}

== [[Phase IV Checklist]] ==


== Task No. 1 - Complete Plans, Specifications and Estimate ==
{{ Top}}

The Consultant/Project Manager shall make all final plan revisions, complete the specifications and prepare the final Engineer’s construction cost estimate. The City project team and consultant will determine what materials the contractor will be required to submit during the construction phase and who will be responsible for reviewing and approving the submittals.

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template'''] is available for assembling the SWPPP notebook.

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] Engineer's Professional Seal and Signature on Plans.

== Task No. 2 - Selection of Material Testing Firm ==
{{Top}}

The Project Manager shall verify testing services for each project as required, prepare, and distribute RFQs to at least three qualified private material testing companies in accordance with the [https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 '''Resolution No. 5007'''].

{{Exhibit|IV-2a MATERIAL TESTING 4-3-24.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|RFQ Packet Template- Material Testing.docx|No. IV-2b|is a RFQ template for Material Testing.}}
{{Exhibit|IV-2 Testing Proposal Exhibit B - rev 4-4-14.docx|No. IV-2d|is a sample of the material testing proposal (Exhibit B).}}
{{Exhibit|IV-2e Testing Specifications Exhibit C - rev 11-23-16.pdf|No. IV-2e|is the material and testing specifications (Exhibit C).}}
{{Exhibit|IV-2f.pdf|No. IV-2f| is the Material Sampling and Testing Frequency Chart (Exhibit D).}}
{{Exhibit|IV-2g Testing Services Agreement - rev 5-31-24.docx|No. IV-2g|is the Agreement for Construction Material Testing Services (Exhibit A).}}
{{Exhibit|IV-2h Supplemental Agreement to Material Testing Services Agreement 1-15-20.docx|No. IV-2h|is the Supplemental Agreement for Construction Material Testing Services.}}

== Task No. 3 - Set Bid Opening Date - Schedule Room ==
{{Top}}

The Project Manager in conjunction with the Contract Specialist will determine the bid opening date. The Contract Specialist will schedule the Council Chambers for receiving bids. The bid opening time and location will be included in the legal publication.

The Project Manager shall determine if a pre-bid conference is required prior to preparing the notice to bidders. If one is required, it shall be scheduled approximately one week prior to the bid opening. The Notice to Bidders shall give this date as information to potential bidders and will serve as the invitation to this meeting. It shall be determined by the Project Manager whether attendance will be a requirement for submitting a bid.

See '''[[Planning Bid and Contract Award Schedules]]''' for the bidding/contract award process timeline.

== Task No. 4 - Publish Legal Advertisement ==
{{Top}}

Generally, the project is advertised approximately 3 weeks prior to the scheduled bid opening. The Contract Specialist will provide the Notice to Bidders electronically to the City Clerk by 3:00 pm Wednesday so arrangements can be made for publication in the Tuesday edition of the '''[http://www.thelegalrecord.net The Legal Record]'''. The Contract Specialist shall check the newspaper on the day of scheduled publication to make sure the notice was published.

For KDOT projects, advertisement shall also be in the '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''', 30 days prior to the scheduled bid opening. Kansas Register publications are released on Thursdays. The Notice to Bidders shall be emailed to the Kansas Register (''kansasregister@ks.gov'') one week prior to scheduled advertisement. Affidavits of Publication will be sent from the Kansas Register after publication as a PDF via reply to the original submission email.

== Task No. 5 - Notice to Contractors/DBE Firms ==
{{Top}}

The Contract Specialist/Administrative Assistant shall provide a copy of the Notice to Bidders either by email or regular mail to the firms in the Bidders List.
{{Exhibit|IV-5a_STREETS_AND_BRIDGES_05.22.2026.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b_STORM_SEWER_05.22.2026.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c_SIDEWALK_AND_CURB_05.22.2026.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d_Streetlighting-Construction_05.22.2026.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e Traffic Signal construction 06.15.2026.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f_Traffic_Signal_Streetlight-Fiber_Equipment_02.16.2026.docx|No. IV-5f|is a list of contractors for Traffic Signal, Streetlighting, and Fiber Equipment.}}
{{Exhibit|IV-5g_Fiber_Optic_Construction_02.16.2026.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h_DEMOLITION_02.16.2026.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i_Buildings_06.11.2026.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j_Building_Mechanical_Systems_05.22.2026.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k Architects 01.22.2025.docx|No. IV-5k|is a list of Architects.}}
{{Exhibit|IV-5l_Plan_Rooms_02.16.2026.docx|No. IV-5l|is a list of plan rooms associated with DBE contractors. They are to receive a copy of the Notice to Bidders.}}
{{Exhibit|IV-5m_EVSE_Contractors_02.16.2026.docx|No. IV-5m|is a list of contractors for Electric Vehicle Charging Station projects.}}

== Task No. 6 - Distribute Plans, Contract Documents and Estimate ==
{{Top}}

The plans/contract documents shall be made available through [https://www.questcdn.com/ '''QuestCDN'''] for current rate set by QuestCDN. This information shall be included in the Notice to Bidders.

For projects that are bid using hard copy bids, plans/contract documents are distributed by the office that prepared the plans/contract documents to potential bidders. The Consultant/Project Manager shall establish a fair price for the plans/contract documents which amount shall not be refundable. This amount shall be included in the Notice to Bidders.

The plan holders list will be available through QuestCDN for projects that bid electronically. For hard copy bids, the Consultant or City who is distributing/selling the plans shall keep a list of all plan holders.

The final Engineer’s construction cost estimate shall be provided to the Contract Specialist in either Word or Excel format at least four days prior to the bid opening. This estimate shall also be printed and provided in sealed envelope for the bid opening.

{{Exhibit|IV-6 Engineers Estimate.docx|No. IV-6|is a template for Engineer’s Estimate.}}

{{Note
|Engineer's Estimate shall be signed and stamped by the PE}}

After the City Council has awarded the Contract, the original estimate is forwarded to the City Clerk’s office and a copy placed in the project file.

== Task No. 7 - Conduct Pre-Bid Conference ==
{{Top}}

If a pre-bid conference is scheduled by the Project Manager, an agenda shall be prepared and distributed at the beginning of the meeting.

:[[Media:IV-7a Pre Bid Agenda 09.19.2025.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet 09.19.2025.doc|'''Exhibit No. IV-7b''']] ''is a meeting sign in sheet''.

:'''The following issues are appropriate to discuss:'''
:*Project scope/requirements,
:*Any unusual contract requirements,
:*Any unusual work requirements,
:*Utility related questions,
:*Contract completion date,
:*Traffic control plan(s), and
:*Contractor/bidder questions.

The representatives from the utility companies shall be invited to the pre-bid conference.

Coordinate with Engineering Services for development projects permitted in the area.

{{Note|When scheduling meeting in Google calendar, in order to avoid conflicts with utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to pre-bid conferences, pre-construction conferences or any meetings that require utility company attendance.}}

== '''Task No. 8 - Determine Contractor/Sub-Contractor Qualifications - KDOT Projects'''==
{{Top}}

For a KDOT project, the prime Contractor selected to perform the work, shall be on the KDOT's latest qualification list for class of work. The City shall obtain from the Bureau of Construction and Maintenance, KDOT, the latest list of '''[https://kdotreports.ksdot.gov/BIPortal/ViewObject.aspx?reportId=3098815&parentId= Pre-Qualified Contractors]''' to perform the class of work involved with the project. The directory can also be found on '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-prequalification KDOT's Website]'''.

For plans obtained through electronic bidding process, the Contract Specialist at the time the project is added to QuestCDN will answer YES to the Prequalification Required field. When a Contractor requests plans, the system will put them on hold until the Contract Specialist looks them up in the Pre-Qualified Contractors list. If it is determined that the contractor is qualified, the Contract Specialist marks them as APPROVED and notifies the contractor that they can now download plans. If the contractor is a sub-contractor, they will be allowed to download plans.

:[[Media:IV-8 KDOT Classes of Work Rev.07.2017.pdf|'''Exhibit No. IV-8''']] ''is an example of KDOT's Class or Classes of Work''.

For a KDOT project, all contractors and sub-contractors working on any State/Federal-Aid project must have an EEO policy on file with the Office of Civil Rights Compliance. Each contractor and sub-contractor is responsible for submitting annually their company's EEO policy on their company letterhead, a letter of appointment of the company's EEO officer, and the DOT '''[https://www.ksdot.gov/home/showpublisheddocument/10927/638750289211926732 49 CFR]''' Form. A contractor or sub-contractor with 50 or more employees shall have an Affirmative Action Plan.

The BLP PM will notify the City if a contractor does not have a policy on file. No contractors will be allowed to work on the project until the Office of Civil Rights Compliance verifies that they have a policy on file.

Contact KDOT's Office of Civil Rights Compliance with any questions (785-296-7940).

== Task No. 9 - Prepare Contract Addendum ==
{{Top}}

The Consultant/Project Manager, as a result of the Pre-Bid Conference or other Contractor inquires/suggestions, may make final contract document changes, prior to the bid opening, by issuing an addendum. The addendum shall be prepared and provided electronically through [https://www.questcdn.com/ '''QuestCDN'''] to all plan holders of record. For federal-aid projects all addenda must be submitted to the Bureau of Local Projects for prior approval before being distributed to plan holders. See [[Media:Blp-memo-6-17-2010.pdf|'''BLP Memo''']] dated 6-17-2010.

Addenda will be issued no later than four days prior to the date for receipt of bids, except an addendum withdrawing the request for bids or one which includes postponement of the date to receive bids.
{{Exhibit|IV-9 Addendum Sample Cover Page.docx|No. IV-9|is a sample of contract addendum cover page.}}

The [https://sam.gov/content/wage-determinations '''Davis Bacon Wage Determinations'''] used for KDOT projects shall be those in effect no more than ten days prior to the letting. If modifications have been made since advertisement an addendum showing the current Wage Determinations shall be issued.

== Task No. 10 - Complete Bid Opening ==
{{Top}}

One or two days prior to the bid opening date, the Contract Specialist will prepare a bid tabulation form.

If addenda to the contract documents have been issued by the Consultant/Project Manager, this must be indicated on the bid tab.

In accordance with state laws and regulations the bids are opened and read by the City Clerk, or their representative, with two (2) witnesses presiding over the bid opening. Bids are recorded by the Contract Specialist and provided to the City Clerk’s office.

{{Exhibit|IV-10_Sample_Bid_Summary_Form.docx|No. IV-10|is a sample bid summary form.}}

[https://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx?secid=56#secid-56 '''Governing Body Resolution No. 4268'''] establishes policy for the City of Overland Park, Kansas, on the receipt of bids and proposals for goods or services requiring council approval.

== Task No. 11 - Complete Detailed Bid Tabulation ==
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Subsequent to the bid opening, the Contract Specialist shall prepare a detailed bid tabulation from the submitted bids on [https://www.questcdn.com/ '''QuestCDN'''].

This detailed bid tabulation shall be in the same format as the contract document bid form. When a bid is entered on the QuestCDN site, the accuracy of the bid is checked and error messages are provided to the bidder prior to submitting their bid.

For hard copy bids, the Contract Specialist/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

Bids for materials or equipment that include variances or exceptions will be reviewed by either the Project Manager or the appropriate Maintenance Superintendent to determine if the proposal meets the contract documents and specifications.

The Engineer’s estimate shall also be included on the bid tabulation.

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council and final execution of contract documents, then all information is public.

{{Exhibit|IV-11_Detailed_Bid_Tab.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
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For non-KDOT projects, the Project Manager shall determine if the low bid Contractor has performed similar and satisfactory work for the City of Overland Park or other cities in the Kansas City Metro area. Critical Contractor information to be obtained is as follows:

*materials/products used tested satisfactory,
*contractor staking skills,
*pavement smoothness/rideability,
*punchlist items handled quickly/professionally,
*public relations skills,
*name of project superintendent capabilities/skills/years of experience/type of projects,
*work completed within contract time period,
*possible bid rigging,
*current projects underway,
*references for projects completed for public agencies in the Kansas City Metro area during the last two years, and
*list of available equipment.

Immediately after the bid opening the Project Manager shall prepare a Sub-contractor Breakdown Form and forward it to the apparent low bidder. The apparent low bidder shall complete the form showing all sub-contractors, if any, their address, associated bid item numbers, and bid item amount the sub-contractor is to perform.

:'''[https://docs.google.com/spreadsheets/d/1KdashEt4B0ZmnSBSMiZtAukwNmgImvH8/edit?usp=sharing&ouid=103336345045928530974&rtpof=true&sd=true LPA Sub-Contractor Approval Form]''' - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a_Subcontractor_Breakdown_Form_12.11.2025.xlsx|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

After the bids have been opened the Project Manager sends a letter/form to the DBE subcontractor(s) requesting commitment in writing.

:[[Media:IV-12b DBE Sub-contractor Letter 09.18.2025.pdf|'''Exhibit No. IV-12b''']] ''is a sample letter/form to DBE subcontractor(s) to sign and return''.

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
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The Project Manager shall perform a manual review of all bids received for evidence of collusion. Due to the frequency of specific project work, the Engineering Staff has become well-informed as to the current market value of specific bid items of work within the Johnson County area.

The City Engineering Staff also maintains itemized records of all bids received and opened for each project. This permits a regular routine comparison by the City Engineering Staff for potential bid rigging by Contractors.

For Bid Analysis Guidelines {{LPA_citation|10.3.2.4.6.1|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

The following is a link to the [https://www.justice.gov/atr/red-flags-collusion '''Department of Justice, Antitrust Division Red Flags of Collusion Checklist'''].

The following is a link to a FHWA [http://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm#s5 '''Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation''']

== '''Task No. 14 - Determine Disadvantaged Business Enterprises (DBE) Involvement''' ==
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For KDOT projects the Project Manager shall email all DBE goal sheets with a bid tab of all bidders to KDOT's Civil Rights Administrator (CRA) assigned to the project. The CRA will review and provide a recommendation on how to proceed. If the DBE goal is not met or exceeded, the apparent low bidder has 48 hours to provide the CRA its written documentation of a good faith effort to meet the DBE goals prior to submitting their bid. If the good faith effort documentation is accepted, the contract process can proceed. If it is not accepted, then the second low bidder will be reviewed for compliance.

{{Exhibit|IV-14.pdf|No. IV-14|is an example of a completed DBE Contract Goals form.}}

The project manager is also to verify that every DBE listed by each bidder is currently certified by KDOT. The DBE certification directory is updated monthly by KDOT. The Project Manager shall contact the Office of Contract Compliance, Eisenhower State Office Building, Topeka, KS, (785) 296-7940 for the latest updated listing of DBE firms. The directory can also be found on [https://kdotapp.ksdot.org/dbecontractorlist/ '''KDOT's Website'''] and should be verified as current revision with the Office of Contract Compliance.

{{Note|DBE involvement is documented and reported throughout the contract. [[media:IV-14a.pdf|'''Exhibit No. IV-14a''']] is correspondence from KDOT regarding DBE Reporting Requirements. These requirements appear in subsequent tasks throughout the manual.}}

== Task No. 15 - Project Financing / Escrow Funding ==
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Throughout the duration of the project and as part of the CIP revision process, the Project Manager shall verify if additional escrow funds become available and that they are allocated appropriately.

== '''Task No. 16 - Request Bid Approval from KDOT''' ==
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The Project Manager shall forward to the BLP-KDOT the bid tabulation and staff recommendation for contract award.

{{Exhibit|IV-16a.pdf|No. IV-16a|is a sample transmittal letter to BLP-KDOT.}}

{{Exhibit|Checklist for Authority to Award.pdf|No. IV-16b| is a Checklist for Authority to Award.}}

{{Exhibit|IV-16c.pdf|No. IV-16c| is a sample form "Authority to Award Contract/Commitment of Federal/State Funds".}}

== '''Task No. 17 - Receive Concurrence and Award from KDOT''' ==
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The BLP-KDOT shall inform the City, in writing, upon concurrence with the City Staff recommendation regarding the contract award.

The construction contract shall not be presented to the City Council and executed prior to receiving Authority to Award from KDOT.

{{Note|The Project Engineer shall ensure this task is complete.}}

== Task No. 18 - Submit Staff Recommendation for Contract Award ==
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The Project Manager shall make a written recommendation via staff comments, to the Public Works Committee. If all bids exceed the Engineer’s estimate by more than seven percent, an explanation from the Consulting Engineer must also be provided. The Project Manager shall submit the bid tabulation and recommendation to the Public Works Committee. The Committee recommendation will then be provided to the City Council at their next scheduled meeting.

{{Note|If the total estimated project cost exceeds the City Council Resolution creating the Improvement District (Project), by more than 10%, the ID must be recreated.}}

{{Exhibit|Project Cost Estimate 11-20-2015.pdf|No. IV-18|is a sample staff project cost estimate breakdown.}}

== Task No. 19 - Award Contract by City Council ==
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The City Council will either accept the recommendation or reject all bids or proposals received. Upon acceptance, a notice of the contract award is sent to the successful bidder and a notice of rejection is sent to the unsuccessful bidders. Following receipt of the contract documents and approval of the insurance and bonds by the Contract Specialist, the contract is executed by the authorized official.

{{Exhibit|IV-19a_Notice_of_Award_sample.pdf|No. IV-19a|is a sample award letter sent to the successful bidder.}}
{{Exhibit|IV-19b_Notice_of_Rejection_sample.pdf|No. IV-19b|is a sample rejection letter sent to the unsuccessful bidders.}}

== '''Task No. 20 - Submit Letting Summary Document to KDOT''' ==
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Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Standard Specifications for State Road and Bridge Construction]'''. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

In addition, a signed and electronically bookmarked copy of the contract with all required certifications will be submitted to KDOT at this time. A breakout of the project construction costs (Bid Item List) by work type (i.e., roadway, surfacing, bridges,traffic signals, and common items) and with non-participating items marked as such, shall be submitted to BLP at this time. This needs to be as Excel spreadsheet using formulas in the total column (do not hard key the numbers).

{{Exhibit|IV-20a.pdf|No. IV-20a| is a sample transmittal letter to KDOT.}}

{{Exhibit|IV-20b.pdf|No. IV-20b| is a sample of Letting Summary Document.}}

{{Exhibit|IV-20c.pdf|No. IV-20c| is a sample of Breakout of Construction Costs by Work Type.}}

{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}

== [[:Category:Phase IV Exhibits|All Phase IV Exhibits]] ==

File:IV-5e Traffic Signal construction 06.15.2026.docx

2026-06-15T14:19:31Z

Alisha Holcomb:

Phase II - Preliminary Design

2026-06-15T14:08:12Z

Alisha Holcomb: /* Task No. 3 - Consultant Selection/Certification */

{{Navbar}}
== Introduction ==
{{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.
}}

== [[index.php/Index.php/Phase II Checklist|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 ==
{{top}}

The City shall select and negotiate with a consultant for project design in accordance with the '''[https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 City Resolution No. 5007]''' 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, and use the same consultant for both preliminary engineering (PE) and construction engineering (CE), following the current BLP Consultant Selection Procedure for the PE will satisfy the requirements for the CE selection.

Prior to the beginning of the selection process, Project Manager shall notify via email DPW and CE of upcoming RFQ for consulting services. The project name, list of firms to receive the RFQ and any other pertinent information will be provided.

For more information see Chapter [[Media:3.0 PE Consultant Selection and Agreement 2024.pdf|'''3.0 Preliminary Engineering (PE) Consultant Selection and Agreement''']] and Chapter [[Media:11.0 CE Consultant Selection and Agreement 2024.pdf|'''11.0 Construction Engineering (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.

{{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|II-3a Engineering Architectural Services Agreement rev 5-29-24.docx|No. II-3a|City’s standard Engineering / Architectural services agreement for design projects.}}

{{Exhibit|II-3b(1) Supplemental to Engineering Architectural Services - 1-14-20.docx|No. II-3b(1)|City’s standard Supplemental Agreement for Professional Engineering Services. (First)}}

{{Exhibit|II-3b(2) Supplemental to Eng Arch Services-second and beyond 1-14-20.docx|No. II-3b(2)|City’s standard Supplemental Agreement for Professional Engineering Services. (Second and beyond)}}

{{Exhibit|II-3c Consultant Agreement-non design rev 5-16-24.docx|No. II-3c|City’s standard Consultant Agreement for non-design projects.}}

{{Exhibit|II-3d Supplemental to Consulting Services 1-14-20.docx|No. II-3d|City’s standard Supplemental Agreement to the Consultant Agreement for non-design projects.}}

{{Exhibit|II-3e.dot|No. II-3e| is a sample of City’s standard Scope of Services.}}
:(When writing contracts for projects involving bridge construction, refer to Chapter [[media:6.0_Bridge_Design_2024.pdf|'''6.0 Bridge Design''']] of KDOT's LPA Project Development Manual).

{{Exhibit|II-3e(1) Proposed Scope Streetlight 11.24.25.docx|No. II-3e(1)|City’s standard Scope of Services for a Street Lighting project.}}

{{Exhibit|II-3e(2) Proposed Scope Signal 11.14.25.docx|No. II-3e(2)|City’s standard Scope of Services for a Traffic Signal project.}}

{{Exhibit|II-3f.xlt|No. II-3f|City’s standard fee schedule for engineering services agreement.}}

{{Exhibit|II-3g_RFQ_Packet_for_Consulting_Serices_12.2024.pdf|No. II-3g|is a sample RFQ packet for consulting services.}}

{{Exhibit|II-3h_Sample_Ranking_Memo_to_Consultant_Selection_Committee.pdf|No. II-3h|is a sample Ranking Memo to Consultant Selection Committee.}}

{{Exhibit|II-3i.xlt|No. II-3i|is a sample Ranking Sheet to be completed by the Consultant Selection Committee.}}

{{Exhibit|II-3j.dot|No. II-3j|is a sample Interview Memo to Consultant Selection Committee.}}

{{Exhibit|II-3k.xlt|No. II-3k|is a sample of a compiled Ranking Sheet.}}

{{Exhibit|II-3l_Sample_letter_requesting_Interview_5.20.2024.pdf|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 (if applicable) have been held. This meeting is to ensure consensus of the selection committee. Approval to proceed with scope & fee negotiations must be obtained from the DPW prior to letters being sent to consultants.

{{Exhibit|II-3m_Sample_Selected_Consultant_Letter.pdf|No. II-3m|is a sample letter to selected Consulting Firm.}}

{{Exhibit|II-3n_Sample_Not_Selected_Consultant_Letter.pdf|No. II-3n|is a sample letter to Consulting Firms not selected.}}

{{Exhibit|II-3o CONSULTING FIRMS 6.15.2026.docx|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|II-4a.dot|No. II-4a| Resolution on advisability of the creation of an Improvement District,}}
{{Exhibit|II-4b.dot|No. II-4b| Resolution authorizing and providing for the creation of an Improvement District,}}
:[[Media:CO 2-20-2017 Ordinance MTI-3159 (TH-1665) Publication.pdf|'''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, 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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When requested, a cash flow projection for engineering services shall be submitted to the City Finance Department.

:[[Media:Cash Flow TH-1027 6-2019 Rome.xlsx|'''Exhibit II-6''']] ''is the standard cash flow form.''

== Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional) ==
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Early in the preliminary design phase, the Project Manager will contact all public and private utility officials, informing them of the upcoming project (project limits and schedule) and requesting the information on their facilities (location maps, existing utility easements and any other pertinent information) in the vicinity.

{{Exhibit|II-7 email to utility companies links.docx|No. II-7|is a sample email (initial contact) to the utilities.}}
:([[media:Project location map for utilities.pdf|'''Project Location Map''']] and [[media:Utility Response Form.pdf|'''Utility Response Forms''']] should be attached to the email).

If the Project Manager chooses to hold a meeting, an agenda should be prepared and distributed in advance of the meeting to all scheduled attendees.

The typical agenda items are as follows:

*utility location maps/information;
*existing utility easements;
*project schedule;
*possible critical out-of-service time periods;
*utility representatives contact information.

Meeting minutes shall also be prepared following the meeting and distributed to all scheduled attendees, including those who were invited but did not attend.
{{Note|''When scheduling utility meeting in Google calendar, in order to avoid conflicts with other utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to all meetings, pre-bid conferences and pre-construction conferences or any meetings that require utility company attendance''.}}

{{Exhibit|II-7.docx|No. II-7a|is a list of utility companies.}}

{{Exhibit|II-7b utility info request.pdf|No. II-7b|is a sample request for utility plans and easement documents.}}

{{Exhibit|II-7c Utility Meeting Request.pdf|No. II-7c|is a sample invitation letter for Utility Coordination Meeting.}}

{{Exhibit|II-7d utility meeting agenda.pdf|No. II-7d|sample agenda for Utility Coordination Meeting.}}

{{Exhibit|II-7e Sign in sheet.docx|No. II-7e|meeting sign in sheet.}}

{{Exhibit|II-7f Utility Meeting Minutes.pdf|No. II-7f|sample of utility coordination meeting minutes.}}

'''Johnson County Wastewater'''

{{Exhibit|II-7g.pdf|No. II-7g|Right-Of-Way Agreement}}

{{Exhibit|II-7h.pdf|No. II-7h|Right-Of-Way Agreement, Reference Sheet}}

{{Exhibit|II-7i.pdf|No. II-7i|Right-Of-Way Agreement, Project Checklist}}

:[[Media:MS1273 Invoice Packet.pdf|'''Exhibit No. II-7j''']] ''Payment invoice to JCW for reimbursement of relocation costs.''

'''Water District No.1 of Johnson County'''

{{Exhibit|II-7k.pdf|No. II-7k|Right-Of -Way Agreement}}

'''Transmission Pipe Line'''

{{Exhibit|II-7l.pdf|No. II-7l| is a sample of Encroachment Guidelines.}}

'''Evergy'''

{{Exhibit|II-7m KCP&L Contacts.xlsx|No. II-7m|Governmental Relocation Contact List}}

{{Exhibit|II-7n.pdf|No. II-7n|Service Territory Map}}

For Verizon inquiries see Memorandum [[Media:Verizon Inquiries.pdf|'''Request for OSP facility records''']].

Refer to the City's [[Media:Utility Relocation Guidelines.pdf|'''Utility Relocation Guidelines''']] for all relocation planning.

Refer to '''[https://drive.google.com/file/d/18FRkK-M55tHmO86mZW5fljqVTgmynk4Y/view Manual of Infrastructure Standards]''' for excavation and safety requirements.

For federally funded projects refer to Chapter [[Media:8.0 Status of Utilities 2020.pdf|'''8.0 Status of Utilities''']] of KDOT's '''LPA Project Development Manual''' for additional information.

== 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 varies anticipated design issues:

*specific limits of improvements;
*median openings and left/right turn storage lengths;
*utility conflicts; [[1304 - Status of Utilities.pdf]]
{{Note|''All utilities within construction limits will be shown on the 1304 Form.|1304 - Status of Utilities.pdf}}
*detailed schedule;
*design criteria as described in [[index.php/Index.php/Phase II - Preliminary Design#Task No. 9 - Design Criteria| '''Phase II, Task No. 9''']];
*necessary permits, such as
::[https://www.opkansas.org/city-services/permits-licenses-inspections-directory/'''Land Disturbance Permit'''];
::'''[https://www.kdhe.ks.gov/DocumentCenter/View/6311/Notice-of-Intent---Construction-Activities-PDF KDHE Stormwater NOI]''';
::[https://www.epa.gov/cwa-404/permit-program-under-cwa-section-404 Corps of Engineers '''404 Permit'''];
::'''[https://www.agriculture.ks.gov/divisions-programs/division-of-water-resources/water-structures/stream-and-floodplain-permits Kansas DWR]''';
::[https://www.opkansas.org/city-services/permits-licenses-inspections-directory/'''Floodplain Development Permit'''];
*detours/street closings;
*project phasing/traffic control;
*identify equipment or material on critical path (see note below);
*distribute City's Standard Bid Items to be used during design;
*coordinate with Engineering Services for development projects permitted in the area.

{{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 ==
{{Top}}

:Project design shall be in accordance with accepted engineering practices and all applicable state, AASHTO and federal Criteria. These criteria include, but not limited to the following references:

*'''Public and Private Streets'''

::Current edition of AASHTO's [https://store.transportation.org'''A Policy on Geometric Design of Highways and Streets''' 2018, 7th Edition] (Green Book). (See ''K:\Library\References\AASHTO'')
::Current edition of KDOT's [https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction '''Standard Specifications for State Road and Bridge Construction'''.]
::Current edition of KDOT's [[Media:2020 LPA Manual.pdf|'''LPA Project Development Manual''']].
::Current City of Overland Park [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-1 '''Municipal Code'''.]
:::[http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3613 '''Chapter 13.10''' Public Street, Streetlighting and Sidewalk Requirements]
:::[http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3641 '''Chapter 13.12''' Construction on Rights-of-Way.]
:::[http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-4036 '''Chapter 15.10''' Stormwater Management Program - Standards and Permitting]
::Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''Volume 1 Design Criteria''']] and [[Media:2021 Design Criteria Volume 2 - Specifications as posted to website 06.15.2021.pdf|'''Volume 2 Construction Specifications''']]
*'''Stormwater Conveyance and Treatment Facilities'''
:Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''Volume 1 Design Criteria''']] and [[Media:2021 Design Criteria Volume 2 - Specifications as posted to website 06.15.2021.pdf|'''Volume 2 Construction Specifications''']] as a supplement to '''[https://kcmetro.apwa.org/resources/specifications/ APWA Section 5600]'''.
*'''Erosion and Sediment Control'''
:Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''Volume 1 Design Criteria''']] and [[Media:2021 Design Criteria Volume 2 - Specifications as posted to website 06.15.2021.pdf|'''Volume 2 Construction Specifications''']] as a supplement to '''[https://kcmetro.apwa.org/resources/specifications/ APWA Section 5100]'''.
*'''Traffic Signals'''
:Traffic signals shall be designed in accordance with the latest edition of the '''[https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm Manual on Uniform Traffic Control Devices]'''. Traffic signal mast arm poles shall be designed in accordance with the [http://www.tsp2.org/2013/05/29/aashto-releases-new-specifications-for-structural-supports-for-highway-signs-luminaries-and-traffic-signals/ '''2013 AASHTO Standard Specifications for Structural Supports for Highway Signs, Luminaires and Traffic Signals, Sixth Edition, LTS-6'''].
*'''Permanent Traffic Control Signs'''
:Permanent traffic control signs shall be designed in accordance with the latest edition of the '''[https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm Manual on Uniform Traffic Control Devices]''' and the City's [http://ppm.opkansas.org/wiki/index.php/Traffic_Sign_Design_Guidelines '''Traffic Sign Design Manual'''].
*'''Pavement Markings'''
:Pavement markings shall be designed in accordance with the latest edition of the '''[https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm Manual on Uniform Traffic Control Devices]''' and the City's [http://ppm.opkansas.org/wiki/index.php/Pavement_Marking_Design_Manual#top '''Pavement Marking Design Manual'''].
*'''Streetlights'''
:Streetlights shall be designed in accordance with [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-198 '''Resolution No. 4036'''] and the City's [http://ppm.opkansas.org/wiki/index.php/Streetlight_Design_Manual '''Streetlighting Design Manual'''].

:Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''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 [[Media:Traffic-Control-Handbook-July-2016.pdf| '''Traffic Control Handbook''']].
*'''Bridges'''
:City of Overland Park Bridge Design Information
{{Exhibit2|II-9a.docx|No. II-9a|is a list of bridge design information.}}
{{Exhibit2|2018 Bridge Inventory SOP.pdf|No. II-9b|is Public Works Department Bridge Asset Inventory Procedure (February 2018).}}
:Also see
::Chapter [[Media:6.0 Bridge Design 2020.pdf|'''6.0 Bridge Design''']] of KDOT's '''LPA Project Development Manual'''
::[https://kart.ksdot.org '''LRFD Bridge Design Manual, Volume III'''], KDOT, current edition. (See ''K:\Library\References\KDOT Design Manual\KDOT Bridge Design Manual December 2021.pdf'')
::[https://store.transportation.org '''LRFD Bridge Design Specifications'''], AASHTO, current edition

*'''Johnson County Wastewater'''
{{Exhibit2|II-9c.pdf|No. II-9c|Designers Checklist for City Streets and Stormwater Improvements.}}
{{Exhibit2|II-9d.pdf|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.

::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/privately-financed-sewer-main-development Procedures for Privately Financed Gravity Sewer Main Projects]'''
::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/regulations Minimum Plan Requirements for Gravity Sewer Main Projects]'''

::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/regulations Construction and Material Specifications for Sanitary Sewers]'''

::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/standard-details Sanitary Sewer Standard Details]'''.
:For the status of sanitary sewer plan submittals and projects see Johnson County Wastewater [https://www.jocogov.org/dept/wastewater/development-and-permitting/permitting/commercial '''Commercial Permitting'''] page.
:Also see [[index.php/Index.php/Phase II - Preliminary Design#Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional)| '''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 [[index.php/Index.php/Phase I - Vision#Task 3 - Prepare SMAC Project Addition Study .28Form.29|'''Phase I, Task No. 3''']]
*'''Additional Design Guidance for Reference:
::[https://store.transportation.org '''"Roadside Design Guide"'''], AASHTO, current edition;
::[http://www.trb.org/Main/Blurbs/175169.aspx '''"Highway Capacity Manual"'''](HCM), current edition;
::[https://store.transportation.org/search?q=guide%20for%20the%20development%20of%20bicycle%20facilities&categoryCode=&index=storeitem&type=All&pageNum=1&pageSize=10&sortBy=Relevance&itemType=All"'''Guide for the Development of Bicycle Facilities'''"], AASHTO, current edition. (See ''K:\Projects\Manual\AASHTO Guide for the Development of Bicycle Facilities 2012.pdf'').
::'''[https://www.access-board.gov/ada/ American with Disabilities Act (ADA) Guidelines and Standards]''', United States Access Board;
::'''[https://www.access-board.gov/prowag/ Proposed Guidelines for Pedestrian Facilities in the Public Right-of-Way (PROWAG)]''', United States Access Board;
::[https://nacto.org/publication/urban-street-design-guide '''"Urban Street Design Guide"'''] NACTO, current edition;
::[https://nacto.org/wp-content/uploads/2013/10/Vega-BarachowitzDavid_DesigningCitiesPHX.pdf '''"Urban Bikeway Design Guide"'''] NACTO, current edition;
::'''[https://www.ksdot.gov/home/showpublisheddocument/5325/638736482029600000 "Kansas Roundabout Guide"]''' KDOT, current edition;
::'''[https://drive.google.com/file/d/1Kz3wEyc0K2AxxH3Bng4ZsNdkGrYnpxm2/view Greenway Linkages Plan for Overland Park]''';
::'''[https://www2.opkansas.org/City-Government/Agendas-and-Minutes/Community-Development/Agendas/2015/2015-03-04/DIS-4-2.pdf South Overland Park Transportation Plan]''';
::[https://www.opkansas.org/city-services/traffic-roads-transportation/bicycling/'''Overland Park Bicycle Master Plan'''];
::'''[https://www.fhwa.dot.gov/publications/research/safety/00067/00067.pdf FHA Roundabouts Informational Guide]'''.
*'''Design Exceptions:
: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 fill out the following forms:

:Use [[Media:Design exceptions.docx|'''Design Exceptions''']] form to document all design exceptions and save it to the project preliminary design folder.

:Use [[Media:Design deviations.docx|'''Design Deviations''']] form to document design deviations, revisions to the standard design that do not adversely impact the design intent, and save to the project preliminary design folder.

: See [[index.php/Index.php/Phase II - Preliminary Design#Task No. 18 - Submit Request for Design Exception to KDOT| '''Phase II, Task No. 18''']] for design exceptions on federally funded projects.

== Task No. 10 - Standard Details ==
{{Top}}

The City's Public Works Department maintains and updates [https://www.opkansas.org/city-services/building-construction/civil-engineering/construction-standards/ '''Standard Details'''] for publicly funded projects under the direction of the City Engineer.
If Johnson County Wastewater facilities are involved in the project, '''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/standard-details Sanitary Sewer Standard Details]''' shall be incorporated into the plans.

Also, the following are typical thoroughfare sections to be used for the infrastructure improvements as recommended by '''[https://www2.opkansas.org/City-Government/Agendas-and-Minutes/Community-Development/Agendas/2015/2015-03-04/DIS-4-2.pdf South Overland Park Transportation Plan]''':

[[Media:Thoroughfare Ultimate 4- and 3-Lane Sections March-2022.pdf|'''Ultimate 4- and 3-Lane Thoroughfare Sections''']];

[[Media:Thoroughfare Ultimate 2-Lane Sections March-2022.pdf|'''Ultimate 2-Lane Thoroughfare Sections''']];

[[Media:Thoroughfare Interim Sections March-2022.pdf|'''Interim Thoroughfare Sections''']].

== Task No. 11 - SMAC Preliminary Study ==
{{Top}}

For SMAC funded projects a preliminary study should be prepared and delivered to Johnson County SMAC officials prior to beginning any design work.

See [[index.php/Index.php/Phase I - Vision#Task 3 - Prepare SMAC Project Addition Study .28Form.29|'''Phase I, Task No. 3''']] for details and checklist for preparing this study.

== Task No. 12 - Other Agency Agreements (if Applicable) ==
{{Top}}

Local government agency agreements should be executed under [[index.php/Index.php/Phase I - Vision#Task 11 - Execute Other Agency Agreements|'''Phase I, Task No. 11''']]. If these agreements were not executed prior to beginning of design, execution shall be completed at this time in the preliminary design phase.

== Task No. 13 - Conduct Field Surveys ==
{{Top}}

Sufficient and required data necessary for design purposes shall be collected. The field survey shall be in accordance with state statutes, and current accepted and required surveying practices. Prior to the beginning of land survey or utility relocation work the letter to the residences adjacent to the project will be mailed out informing property owners of upcoming activities. Included with the letter is flood questionnaire to be used for storm drainage improvements consideration.
:'''[[Media:II-15f Survey Notice Template.docx|Exhibit No. II-13a]]''' ''is a sample pre-survey letter to residents''.
:[[Media:Flooding Questionnaire Template.doc|'''Exhibit No. II-13b''']] ''is a flood questionnaire''.

See City standard Scope of Services in '''[https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection/Certification Phase II, Task 3]'''

for survey control requirements.

{{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 Johnson County [https://maps.jocogov.org/ims/'''AIMS Mapping'''] web page under the Utilities layer.}}

== '''Task No. 14 - Continue Environmental Process''' ==
{{Top}}

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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1307]''', along with all applicable permits attached, prior to obligation of funds, to comply with the NEPA process. (See [[index.php/Index.php/Phase III - Final Design#Task No. 14 - Submit PS&E Package|'''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 permit 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.

{{Note|''For KDOT Projects this task is tracked by KDOT. ''The Project Engineer shall ensure this task is complete''.}}

For more information see Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] of KDOT's LPA Project Development Manual.

== Task No. 15 - Schedule First Public Information Meeting ==
{{Top}}

The first public information meeting is scheduled by the Consultant/Project Manager. This meeting shall occur during preliminary design and after field surveys. The purpose of this meeting is to present the concept plan, project schedule, hear citizen's concerns, answer questions, 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 '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''' and [http://www.thelegalrecord.net '''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 [https://www.opkansas.org/city-services/neighborhoods/neighborhood-conservation-program/ '''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 [https://www.opkansas.org/city-government/city-council/ '''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)
* If deemed necessary, Project Manager can invite police personnel.

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

{{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 [[Media:Title VI Brochure English.pdf|'''English''']] and [[Media:Title VI Brochure Spanish.pdf|'''Spanish''']] is to be made available at all public meetings.}}

{{Exhibit|II-15a_First Public Information Meeting - In Person.docx|No. II-15a|is an example Invitation Letter to property owners.}}
{{Exhibit|II-15b_First Public Information Meeting - Virtual.docx|No. II-15b|is an example Invitation Letter to property owners for a virtual meeting.}}
{{Exhibit|II-15c_Public Meeting Sign-In Sheet_.docx|No. II-15c|is a public meeting sign in sheet.}}
{{Exhibit|II-15d_Citizen Comment Form Example.doc|No. II-15d|is an example Public Meeting Citizen Comment Form.}}
{{Exhibit|II-15e_sample public meeting flyer.pdf|No. II-15e|is an example Public Meeting Handout.}}{{Exhibit|II-15f_Survey Notice Template.docx|No. II-15f|is an example of a notice of survey.}}

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [https://www.bluevalleyk12.org/Page/34388 '''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 ==
{{Top}}

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 on methods of delivery of the title report acceptable to the City. Finally the RFP will establish a date for completing the title certification and report.

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

== Task No. 17 - Begin Geotechnical Report Process ==
{{Top}}

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 perform this work, the service of a subconsultant may be utilized after receiving written approval from the City. For projects designed by City Staff an RFP shall be prepared and forwarded to qualified firms.

Refer to [[index.php/Index.php/Phase II - Preliminary Design#Task No. 3 - Consultant Selection/Certification| '''Phase II, Task No. 3''']] for information on consultant selection process.

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}

For projects involving bridge construction, refer to Geotechnical Bridge Foundation Investigation Practice, found in Chapter [[Media:6.0 Bridge Design 2020.pdf|'''6.0 Bridge Design''']] of KDOT's '''LPA Project Development Manual'''.

== '''Task No. 18 - Submit Request for Design Exception to KDOT''' ==
{{Top}}

If, during the development of plans for proposed federally funded projects, 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 Bureau of Local Projects (KDOT) any request for project design exceptions, using a summary format like the form in [[Media:Design Exception Request Summary Form 2020.pdf|'''Figure 5.1''']] of the LPA Project Development Manual. 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.

All design exceptions are subject to approval by the Bureau Chief of BLP. 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. Supporting documents should be consistent with Section 2.3.4 of the KDOT Design Manual, Volume I, Bureau of Road Design.

(See '''KDOT Road Design Manual 2014.pdf''' in ''K:\Library\References\KDOT Design Manual'').

For design exceptions documentation, use Overland Park [[Media:Design exceptions.docx|'''Design Exceptions''']] form to be submitted in addition to the KDOT form.

For projects with other funding sources all requests for design exceptions shall be directed to the City Engineer.

Document all design exceptions regardless of funding on [[Media:Design exceptions.docx|'''Design Exceptions''']] form and save to the project preliminary design folder.

For more information see section 5.2.2.2 (Design Exception/Allowance) in Chapter [[Media:5.0 Plan Development 2020.pdf|'''5.0 Plan Development''']] of KDOT's '''LPA Project Development Manual'''.

For additional information regarding design exceptions on non-KDOT projects refer to [[index.php/Index.php/Phase II - Preliminary Design#Task No. 9 - Design Criteria| '''Phase II, Task No. 9''']] .

== Task No. 19 - Prepare Field Check Plans ==
{{Top}}

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|I-13b.xlt|No. I-13b|is RUPIS project schedule.}}

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12 Engineer's Professional Seal and Signature on Plans.''']]

For Field Check Plans preparation and submittal requirements on federally funded projects refer to Chapter [[Media:5.0 Plan Development 2020.pdf|'''5.0 Plan Development''']] of KDOT's '''LPA Project Development Manual'''.

== Task No. 20 - Distribute Plans to Utility Companies. Schedule Utility Meeting. ==
{{Top}}

The Consultant/Project Manager will distribute field check plans to all utility company representatives and schedule the utility meeting. An agenda should accompany the meeting invite. Meeting minutes will be prepared following the meeting and distributed to all scheduled attendees.

{{Note|''When scheduling utility meeting in Google calendar, in order to avoid conflicts with other utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to all meetings, pre-bid conferences and pre-construction conferences or any meetings that require utility company attendance''.}}

The purpose of the utility meeting is as follows:
*check accuracy of utility locations on plans,
*establish what utilities need to be relocated,
*See [[Media:KCP&L DWG 130.1-12.pdf|'''Evergy 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 [[index.php/Index.php/Phase II - Preliminary Design#Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional)|'''Phase II, Task No. 7''']] for exhibits.

== Task No. 21 - Update Preliminary Cost Estimate ==
{{Top}}

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.

All cost estimates shall utilize the City's [https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] and correspond to the measurement and payment as shown in the [https://ppm.opkansas.org/wiki/index.php?title=City_of_Overland_Park_Standard_Specifications_-_2020 '''City of Overland Park Standard Specifications'''].

== Task No. 22 - Update Preliminary Cash Flow Projection ==
{{Top}}

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 [[Media:Cash Flow TH-1027 6-2019 Rome.xlsx|'''Exhibit II-6''']].

== Task No. 23 - Distribute Plans for Field Check ==
{{Top}}

The Consultant/Project Engineer shall distribute field check plans along with a copy of the project cost estimate and updated RUPIS project schedule electronically via '''Bluebeam''' session to the following:
*all members of the Project Team (see [[Media:Maintenance Plan Review Process 2020.docx|'''Maintenance Plan Review Process''']] 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 Services 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.

For the instructions on submitting E-Plans to BLP see the following:''

'''[https://www.ksdot.gov/home/showpublisheddocument/5601/638733200544670000 User Guide for Electronic Plans Review]''';
'''[https://www.ksdot.gov/home/showpublisheddocument/5595/638733200673170000 Specifications for Electronic Plans Submittal]''';
'''[https://www.ksdot.gov/home/showpublisheddocument/5211/638733041153400000 FTP Instructions]'''.

{{Note|''For KDOT Projects this task is tracked by KDOT. ''The Project Engineer shall ensure this task is complete''.}}

== Task No. 24 - Submit Required Permit Applications ==
{{Top}}

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 [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/ '''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|II-24a.pdf|No. II-24a|is a memo of the steps to be taken on Public Works projects.}}

{{Exhibit|II-24c.pdf|No. II-24c|is FEMA's Procedures for "No Rise" Certifications.}}

*[[Media:Temp Erosion & Pollution Control for PW Projects .pdf|'''Temporary Erosion and Pollution Control for Public Works Projects''']] is a memo summarizing permit requirements and project team procedures for Public Works projects.

*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. The permit submittal requires clearance letters for the project site from the following agencies:
::Kansas Department of Wildlife, Parks and Tourism for threatened or endangered species habitat. Contact KDWPT by emailing the environmental review request (see [[Media:II-24 KDWPT Notification Letter.pdf|'''example''')]] to ess@ksoutdoors.com.
::Kansas Historical Society for historical and archaeological sites. The information for the project should be submitted to the KSHS via the Kansas Review & Compliance (KSR&C) system. Go to [https://review.kshs.org/Account/Login '''http://review.kshs.org'''] to create an account or log in to an existing account.
:Refer to [[index.php/Index.php/Phase III - Final Design#Task No. 9 - Submit Final Check Plans for Review|'''Phase III, Task No.9''']] for the NOI application.
:The LDP is obtained prior to commencing construction activities. Refer to [[index.php/Index.php/Phase V - Construction#Task No. 8 - Complete Contractor Permits|'''Phase V, Task No.8''']] for the LDP application.

*Permit to Construct-Obstruction in streams from Kansas Department of Agriculture''' [https://www.agriculture.ks.gov/divisions-programs/division-of-water-resources/water-structures/stream-and-floodplain-permits Division of Water Resources]''' is necessary for any work on a stream with more than 240 acres tributary drainage (some exceptions).

:'''[https://www.agriculture.ks.gov/home/showpublisheddocument/2616/638461107218370000 Exhibit No. II-24d]''' ''is DWR application for permit for Obstruction in Streams.''

*State of Kansas - Environmental Coordination Act (ECA) - approval 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.

* Listing of contact information and addresses for the [https://www.agriculture.ks.gov/divisions-programs/division-of-water-resources/water-structures/environmental-coordination-act '''ECA agencies'''].

*'''[https://www.kdhe.ks.gov/DocumentCenter/View/41615/Plugging-Abandoned-Wells-Article-PDF?bidId= Plugging Packet]''' ''is a handout detailing KDHE's requirements for plugging abandoned water wells.''

*Corps of Engineers 404 Permit - necessary for any work located within a "water of the United States", including wetlands. '''http://www.usace.army.mil/Missions/CivilWorks/RegulatoryProgramandPermits.'''

:{{Exhibit|II-24f.pdf|No. II-24f|is a sample letter requesting a project be reviewed for nationwide permit coverage. (Visit [http://www.usace.army.mil/Missions/CivilWorks/RegulatoryProgramandPermits.aspx '''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). The latest permit forms and guidance can be obtained from [https://www.fema.gov/national-flood-insurance-program/national-flood-insurance-program-forms '''FEMA's website'''].

*KDOT Highway Permits - necessary for construction or utility relocation within KDOT Right of Way are done using the online [https://www.ksdot.gov/doing-business/permits/kdot-utility-permit-system-kups '''KUPS system''']:

::::'''''Highway Permit Use of Right of Way'''''

::::'''''Cased Utility Line Waiver'''''

::::'''''Highway Permit for Highway Access'''''

::::'''''Highway Permit Attachments to Bridges and Other Structures'''''

::::'''''Access Application Information Sheet'''''

:See [[Media:KDOT Forms Instructions.pdf|'''Preparation of Application for Highway Permit Agreements''']] for instructions on preparation of KDOT Forms 304, 308, 309 and 334.

See '''[https://www.ksdot.gov/home/showpublisheddocument/1305/638711379952670000 2007 KDOT Utility Accommodation Policy]''' for additional information.

All project related state and/or federal permits must be submitted and Form '''[https://www.ksdot.gov/home/showpublisheddocument/1579/638733210123230000 1307]''' completed prior to submittal of final check plans. (See [[Media:Blp-memo-10-08.pdf|'''BLP Memo 10-08''']]). This shall be completed at least four months prior to project letting.

== Task No. 25 - Begin Field Check Plan Review ==
The persons who receive field check plans (see [[index.php/Index.php/Phase II - Preliminary Design#Task No. 23 - Distribute Plans for Field Check|'''Task No. 23''']]) shall commence plan review. The review shall be completed prior to the scheduled Field Check meeting.

{{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 Johnson County [https://maps.jocogov.org/ims/'''AIMS Mapping'''] web page under the Utilities layer.}}

== Task No. 26 - Coordinate Electrical Service for Traffic Signals, Street Lighting and other City Facilities==
If applicable, begin [[Media:II-26 Electrical Services Address Procedures.pdf|'''Electrical Service Address Procedures''']] for streetlighting controllers, traffic signal controllers, electrical control centers for park irrigation controllers, flood warning or road weather information systems.

As of mid-2025, Evergy only accepts Account Setup Forms via their [https://apps.evergy.com/ServiceWork ''' online form'''].

*See [[Media:II-26 KCPL Account Setup Form - Streetlighting.pdf|'''Evergy Account Setup Form - Streetlighting Control Center'''.]]

*See [[Media:II-26 KCPL Account Setup Form - Traffic Signal.pdf|'''Evergy Account Setup Form - Traffic Signal Control Center'''.]]

It is important that you specify the electrical service rate in the "Comments" 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 [[Media:II-26 Sample Letter to KCP&L for Electrical Service.pdf|'''sample letter''']] to Evergy requesting power service.
*See [https://drive.google.com/file/d/1pnyJiaJjbc-fi6Havd9ib0yjcXmgIITr/view ''' City of Overland Park Tax Exempt Certificate''']
*See [[Media:Form ST-28b Statement for Sales Tax Exemption.pdf|'''Sales Tax Exemption Form ST-28B''']]

The Account Form, Overland Park Tax Exempt Certificate and the Sales Tax Exemption Form ST-28B is required to be submitted for each control center.

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

If applicable, begin [[Media:Natural gas service address procedures.pdf|'''Natural Gas Service Address Procedures''']] for CNG generators.

*[[Media:Kansas city metro gas service area boundary map.pdf|Exhibit 1: '''Kansas City Metro Gas Service Area Boundary Map''']]

*[[Media:Atmos energy pre-approved contractors list.pdf|Exhibit 2: '''Atmos Energy Pre-Approved Contractors List''']]

*[[Media:Kansas Gas Service Line Application.docx|Exhibit 3: '''Kansas Gas Service Line Application (rev 01-01-14)''']]

*[[Media:Kansas Gas Cover Letter Sample.docx|Exhibit 4: '''Kansas Gas Cover Letter Sample''']]

*[[Media:Atmos Energy new meter set application.xlsx|Exhibit 5: '''Atmos Energy New Meter Set Application''']]

*[[Media:Atmos Energy Elevated Pressure Request Form.pdf|Exhibit 6: '''Atmos Energy Request for Elevated Pressure''']]

*[[Media:Atmos Energy Cover Letter Sample.docx|Exhibit 7: '''Atmos Energy Cover Letter Sample''']]

*[https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/ Exhibit 8: '''Commercial Building Permit Application''']

== Task No. 26b - Coordinate Removal of Streetlights Purchased from Evergy ==
{{Top}}

If applicable, begin the [[Media:Removal of Existing Streetlight Procedure.pdf|'''Removal of Existing Streetlight Procedure''']] for streetlights that were purchased from Evergy (KCP&L).

*See [[Media:Letter to Black & McDonald requesting the removal of streetlights.pdf|'''sample letter to Black & McDonald''']] requesting proposals for removing streetlights.

*See [[Media:Proposal to remove streetlights from Black & McDonald.pdf|'''sample streetlight removal proposal''']] from Black & McDonald.

== Task No. 27 - Schedule Field Check Meeting ==
{{Top}}

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.

:[[Media:II-7e Sign in sheet.docx|'''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 distribute minutes and provide BLP with a response to the issues identified/discussed in the meeting.

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

During the site review/field check meeting it should be determined if the proposed project will have a potential impact on rail facilities. If it appears that work will be near or within railroad right-of way, the LPA will coordinate with the railroad to determine the need for flagging, liability insurance, agreements, and a possible diagnostic review.

== '''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.

:'''[https://www.ksdot.gov/home/showpublisheddocument/1535/638736480783200000 Exhibit No. II-28]''' is Official KDOT Utility Accommodation Policy/Agreement''.

Compliance with KDOT's Non-Discriminations policies is required on all contracts. See '''[https://www.ksdot.gov/home/showpublisheddocument/2397/638731509780470000 Title VI Handbook]''' for more information.

== '''Task No. 29 - Continue Environmental Process''' ==

For more information see Chapter [[Media:4.0 Environmental 2020.pdf|'''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 - Complete Public Interest Finding''' ==
{{Top}}

If the deviation from a standard practice is requested, the Project Manager shall submit a '''[https://www.ksdot.gov/home/showpublisheddocument/1957/638744283760630000 Proprietary Product Certification Form]''' or a Public Interest Finding (PIF) to BLP explaining the need for the deviation and why it is in the public's best interest to allow it.

For detailed information regarding the use of proprietary products see FHWA's [https://www.fhwa.dot.gov/construction/cqit/fr_qa.cfm '''Construction Program Guide'''].

== '''Task No. 32 - NHS Approval Procedure''' ==
{{Top}}

For projects on principal arterials, the Project Manager shall request special approval to administer a federally funded project on the National Highway System route, documenting the reason for the request and demonstrating that the City has successfully administered a non-NHS project. This request shall be submitted to the BLP for approval.

== Task No. 33 - Submit Right-of-Way Plans/Legal Descriptions ==
{{Top}}

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 tract files should be created in project folder under '''\2-Preliminary Design\ROW and Easement Documents\Tract Files.'''

{{Exhibit|Legal_Descriptions_and_Tract_Map.pdf|No. II-33|is an example of legal descriptions and tract map.}}
{{Exhibit|II-33a.pdf|No. II-33a|ia a Memorandum from the Register of Deeds, Johnson County, regarding legal description requirements for document indexing.}}
{{Exhibit|II-33b.pdf|No. II-33b|is a Sample Template from the Register of Deeds, Johnson County, showing required format (margin & paper size) for recording documents.}}

All prepared documents must conform to the Register of Deeds requirements and filed electronically with Johnson County RTA. If rejected, the City is notified by RTA via email.

{{Exhibit|JoCo_RTA_Rejection_Email.pdf|No. II-33c|is an example of rejection email from JoCo RTA.}}

(The rejection email is generated automatically and it applies to the whole package of documents submitted. Therefore the entire package is rejected even if only one tract has an error. It is up to the Project Engineer or Engineering Technician to figure out which one.)

{{Note|In some instances Long Term Temporary Construction Easements (TCE) have been granted to the City during the development process. These existing TCEs are usually adjacent to thoroughfares. During the R/W Plan review the project technician is to check for any previously granted Long Term TCEs adjacent to the project. The TCEs can be viewed in ArcMap by adding ''"Easement and ROW"'' Data Layer from ''"Property"'' Data Group. Each easement in this layer is linked to a ''pdf'' image of the document by which that easement was acquired.}}

== Task No. 34 - Hire Appraiser ==
{{Top}}

Project Manager shall form a Selection Committee and a qualification based selection process shall be used.
Appraiser and Acquisition Agent may be acquired by a stand-alone RFQ process or inclusion as a component of the qualifications based selection process for the Design Professional/Consultant, or as may be required by applicable federal or state laws/regulations.

{{Exhibit|II-34a APPRAISERS 3-23-26.docx|No. II-34a|is a list of City qualified appraisers.}}
{{Exhibit|II-34b_RFQ_Appraisal_Acquisition_2025.docx|No. II-34b|is a copy of City's Request for Qualifications (RFQ).}}
{{Exhibit|Summary_of_Takings_2025.pdf|No. II-34c|is a sample summary of the project right-of-way and easement takings.}}
{{Exhibit|II-34d Appraiser Agreement under 10K rev 5-16-24.docx|No. II-34d|is an Appraiser Agreement for fee under $10,000.}}
{{Exhibit|II-34e Appraiser Agreement over 10K rev 5-16-24.docx|No. II-34e|is an Appraiser Agreement for fee over $10,000.}}
{{Exhibit|II-34f Sample Intra-City Email Memo to Selection Committee 2025.pdf|No. II-34f|is a sample Intra City memorandum to the Selection Committee.}}
{{Exhibit|Proposal_City_of_OP_2025.pdf|No. II-34g|is a sample Proposal for Appraisal.}}
{{Exhibit|II-34h Ranking sheet rw proposals.pdf|No. II-34h| is a sample of ranking sheet.}}

See '''[https://www.fhwa.dot.gov/real_estate/local_public_agencies/lpa_guide/ch11.cfm 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|II-34i appraisal review.dot|No. II-34i|is a copy of Appraisal Review form.}}

LPA representatives, appraisers and acquisition contractors involved with the R/W acquisition process must be certified in accordance with the ROWCP requirements. Refer to Chapter [[Media:7.0 Right of Way 2024.pdf|'''7.0 Right of Way''']] of KDOT's LPA Project Development Manual for additional information.

== Task No. 35 - Prepare R/W and Easement Documents ==
{{Top}}

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

The following is the list of the most commonly used documents:

:*[[Media:Access-easement-option-1.docx|'''Access Easement Option 1''']]
:*[[Media:Access-easement-option-2.docx|'''Access Easement Option 2''']]
:*[[Media:Deed-of-dedication.doc|'''Deed of Dedication''']]
:*[[Media:Kansas-warranty-deed.docx|'''Kansas Warranty Deed''']]
:*[[Media:Notice-of-termination-of-temporary-construction-easement.docx|'''Notice of Termination of Temporary Construction Easement''']]
:*[[Media:Permanent-drainage-easement-city-grantee.docx|'''Permanent Drainage Easement - City Grantee''']]
:*[[Media:Permanent-drainage-easement-city-grantor.docx|'''Permanent Drainage Easement - City Grantor''']]
:*[[Media:Permanent-drainage-easement-city-grantor-and-grantee.docx|'''Permanent Drainage Easement - City Grantor and Grantee''']]
:*[[Media:Permanent-maint-access-easement.docx|'''Permanent Maintenance Access Easement''']]
:*[[Media:Permanent-right-of-way-easement.docx|'''Permanent Right of Way Easement''']]
:*[[Media:Quit-claim-deed.docx|'''Quit Claim Deed''']]
:*[[Media:Real Estate Mortgage Release - Corporation.docx|'''Real Estate Mortgage Release - Corporation''']] (to be obtained when value of takings exceeds $50K)
:*[[Media:Real Estate Mortgage Release - Individual.docx|'''Real Estate Mortgage Release - Individual''']] (to be obtained when value of takings exceeds $50K)
:*[[Media:Retaining Wall Easement.docx|'''Retaining Wall Easement''']]
:*[[Media:Sidewalk-and-traffic-signal-system-easement-2.docx|'''Sidewalk and Traffic Signal System Easement''']]
:*[[Media:PSE & UE.docx|'''Sidewalk and Utility Easement''']]
:*[[Media:Sidewalk-easement.docx|'''Sidewalk Easement''']]
:*[[Media:Sidewalk-variance-ce-std.docx|'''Sidewalk Variance - City Engineer Standard''']]
:*[[Media:Sidewalk-variance-pwc.docx|'''Sidewalk Variance - Public Works Committee''']]
:*[[Media:Sight Triangle Easement .docx|'''Sight Triangle Easement''']]
:*[[Media:Street-light-easement-2.docx|'''Street Light Easement''']]
:*[[Media:Temporary-construction-easement-city-grantee rev 6-9-22.docx|'''Temporary Construction Easement - City Grantee''']]
:*[[Media:Temporary-construction-easement-city-grantor.docx|'''Temporary Construction Easement - City Grantor''']]
:*[[Media:Temporary-Construction-Easement-Grading-Version-1.docx|'''Temporary Construction Easement for Grading - Version 1''']]
:*[[Media:Temporary-Construction-Easement-Grading-Version-2.docx|'''Temporary Construction Easement for Grading - Version 2''']]
:*[[Media:Temporary-Construction-Easement-Long-Term.docx|'''Temporary Construction Easement - Long Term''']]
:*[[Media:Traffic-signal-system-easement-2.docx|'''Traffic Signal System Easement''']]
:*[[Media:Utility-easement-city-grantee.docx|'''Utility Easement - City Grantee''']]
:*[[Media:Utility-easement-city-grantor.docx|'''Utility Easement - City Grantor''']]
:*[[Media:Utility-easement-city-grantor-and-grantee.docx|'''Utility Easement - City Grantor and Grantee''']]

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

:*[[Media:EASEMENT ACQUISITION AGREEMENT-final 3-20-25.docx|'''Easement Acquisition Agreement''']]
:*[[Media:EASEMENT ACQUISITION AGREEMENT-partial mortgage final 3-20-2025.docx|'''Acquisition Agreement with Partial Mortgage Release''']]
:*[[Media:Amendment to EASEMENT ACQUISITION AGREEMENT 3-20-25.docx|'''Amendment to Easement Acquisition Agreement''']]
:*[[Media:Administrative Settlement Form 3-20-25.docx|'''Administrative Settlement Form''']]
:*[[Media:Restoration Agreement template 3-20-2025.docx|'''Restoration Agreement''']] and [[Media:Restoration Agreement-Exhibit A template.docx|'''Exhibit A''']]
:*[[Media:RIGHT OF ENTRY AGREEMENT 12.09.25.docx|'''Right of Entry Agreement''']]
All prepared right-of-way and easement documents must conform to the Register of Deeds requirements. See [https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._33_-_Submit_Right-of-Way_Plans/Legal_Descriptions'''Phase II, Task No. 33'''] for exhibits.

== Task No. 36 - Schedule Second Public Information Meeting ==
{{Top}}

The purpose of this meeting is to present the Right of Way plans to the citizens. For KDOT projects the Notice of Public Information Meeting must be published in the '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''' and [http://www.thelegalrecord.net '''The Legal Record'''].

See [[index.php/Index.php/Phase II - Preliminary Design#Task No. 15 - Schedule First Public Information Meeting|'''Phase II, Task No. 15''']] for list of invites.

{{Exhibit|II-36a-1_Second Public Information Meeting - With Federal Funds.docx|No. II-36a-1|is an example Invitation Letter to property owners. Project w/ Federal Funds}}
{{Exhibit|II-36a-2_Second Public Information Meeting - Without Federal Funds.docx|No. II-36a-2|is an example Invitation Letter to property owners. - w/out Federal Funds}}
{{Exhibit|II-36b_Public Meeting Sign-In Sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{Exhibit|II-36c_Sample Public Meeting Handout.pdf|No. II-36c|is a public meeting handout.}}{{Exhibit|II-36d-1_Third Public Information Meeting - In Person, No Presentation.docx|No. II-36d-1|Third Public Information Meeting - In Person.}}{{Exhibit|II-36d-2_Third Public Information Meeting - In Person, With Presentation.docx|No. II-36d-2|Third Public Information Meeting - In Person, With Presentation.}}

{{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 [[Media:Title VI Brochure English.pdf|'''English''']] and [[Media:Title VI Brochure Spanish.pdf|'''Spanish''']] 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 '''[https://facilities.bluevalleyk12.org/ 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.

== [[index.php/Index.php/Category:Phase II Exhibits|All Phase II Exhibits]] ==

File:II-3o CONSULTING FIRMS 6.15.2026.docx

2026-06-15T14:07:43Z

Alisha Holcomb:

Phase III - Final Design

2026-05-12T15:51:03Z

Alisha Holcomb: /* City's Standard Contract Documents: */

{{Navbar}}
== Introduction ==
{{Introduction
|During this phase-plans, specifications and contract documents are finalized. Condemnation, if required to obtain R/W or easements, is completed.

Utility relocations, that are practical and reasonable to accomplish, occurs during this phase, prior to beginning construction.

Environmental studies/concerns are addressed and resolved. Also, other agency approvals are received subsequent to final plan review.
}}

== [[Phase III Checklist]] ==


== Task No. 1 - Schedule Third Utility Meeting ==
{{Top}}

When the plans are approximately 80 percent complete or at the stage where the horizontal and vertical alignments and the storm sewer profiles have been approved, the third utility meeting will be scheduled by the Consultant/Project Manager. A pre-meeting agenda shall be distributed and meeting minutes prepared.

{{Note|When scheduling utility meeting in Google calendar, in order to avoid conflicts with other utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to all meetings, pre-bid conferences and pre-construction conferences or any meetings that require utility company attendance.}}

See [[Phase_II_-_Preliminary_Design#Task_No._7_-_Initiate_Utility_Coordination._Schedule_Utility_Meeting_(optional)|'''Phase II, Task No. 7''']] for exhibits.

The primary purpose of this meeting is to confirm what utilities need to be relocated, and establish if the facility is located in public R/W / easements or private easements. Determine whether Evergy streetlights are to be removed and replaced with City streetlights. Also, the project schedule will be reviewed and a time frame for relocating utility facilities will be addressed. If utilities requiring relocation are in private easements the project manager shall request relocation plans, a detailed cost estimate of relocations, a relocation schedule, a marked-up set of plan sheets highlighting existing utility locations, existing easement locations with book and page, and copies of easement documents.

Refer to the City's [[Utility_Relocation_Guidelines|'''Utility Relocation Guidelines''']] for all relocation planning.

See [[Right-of-Way_Permits_-_Plan_Submission_Requirements|'''Plan Submission Requirement for Right-of-Way Permits''']] for additional information.

If streetlights, that were formerly owned by Evergy, are to be removed, prepare a letter to Black & McDonald requesting a proposal for removal costs. This is generally only applicable to Neighborhood Street Reconstruction projects, CDBG projects and Streetlighting projects.

{{Exhibit|III-1a Streetlighting Removal Procedure.pdf|No. III-1a|is the Streetlighting Removal Procedure}}
{{Exhibit|III-1b letter requesting the removal of streetlights.pdf|No. III-1b|is a sample letter to Black & McDonald requesting the proposal for streetlights removal}}
{{Exhibit|III-1c proposal letter from Black & McDonald.pdf|No. III-1c|is a sample proposal letter from Black & McDonald}}
{{Exhibit|III-1d Release to Construction letter.pdf|No. III-1d|is a sample Release to Construction letter to Black & McDonald}}
{{Exhibit|III-1e Do Not Release to Construction letter.pdf|No. III-1e|is a sample Do Not Release to Construction letter to Black & McDonald}}
{{Exhibit|III-1f removal notification letter to Evergy.pdf|No. III-1f|is a sample Removal Notification letter Evergy}}

== Task No. 2 - Execute Utility Agreements ==
{{Top}}

If documentation is confirmed that utilities to be relocated are in private easements, the Project Manager shall receive an agreement, forward it to the law department for review/approval and to the Public Works Director for approval. The Contract Specialist shall be copied on all internal correspondence.

{{Note|The City does not pay for utility relocations in platted public easements.}}

{{Exhibit|III-2a.pdf|No. III-2a|is a sample utility agreement for Evergy}}
{{Exhibit|III-2b.pdf|No. III-2b|is a sample utility agreement for Water District No. 1 of Johnson County}}
{{Exhibit|III-2c.pdf|No. III-2c|is a sample utility agreement for Atmos Energy Corporation}}
{{Exhibit|III-2d.pdf|No. III-2d|is a sample utility agreement for Magellan Pipeline Company}}
{{Exhibit|III-2e.pdf|No. III-2e|is a sample sanitary sewer line crossing agreement}}
{{Exhibit|III-2f.dot|No. III-2f|is a relocation agreement for Kansas Gas Service.}}

== '''Task No. 3 - Complete Environmental Process''' ==
{{Top}}

Once the City receives The Status of Project Environment Concerns (Final) from KDOT's Environmental Services Section the City shall obtain all required environmental permits. All environmental permit applications, correspondence and issued permits shall be packaged together in the project files for easy retrieval. Environmental Permits required to be on site during construction.

A Storm Water Pollution and Prevention Plan (SWPPP) must be prepared by the project team. All permits, environmental or otherwise, obtained by the contractor shall be packaged together in SWPPP booklet and shall be on site at all times once construction begins. For more information refer to Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] of KDOT's LPA Project Development Manual.

See [https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template'''] for assembling the SWPPP notebook.

== '''Task No. 4 - Complete NEPA Documentation''' ==
{{Top}}

The preliminary Environmental Classification deemed appropriate in accordance with 23CFR771 will be indicated on the KDOT Form 883. As the project design proceeds, more information becomes available that may, in some cases, cause a revision in the Environmental Classification of the project. Final determination of the environmental class will determine the type of documentation that will be required for the project.

If an Environmental Impact Statement or an Environmental Assessment is determined to be the appropriate document, it will be the responsibility of the City and its consultant to prepare the document with coordination from KDOT and FHWA.

If the project is determined to be a categorical exclusion, the Design Summary Document transmitted by KDOT will be the documentation. KDOT will prepare the Design Summary Document for FHWA concurrence. Once concurrence is received from FHWA, the KDOT's Local Road Engineer will forward it to the City.

::[[Media:Design Summary Document memo.pdf|'''Exhibit No. III-4''']] ''is an example of the Design Summary Document with FHWA concurrence''

For more information refer to Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] of KDOT's LPA Project Development Manual.

== Task No. 5 - Begin Right-of-Way / Easement Negotiations ==
{{Top}}

Subsequent to receiving the appraisal report/estimate of just compensation, the Project Manager will begin the negotiation process.

See FHWA's '''[https://www.fhwa.dot.gov/real_estate/local_public_agencies/lpa_guide/ch11.cfm 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.

For KDOT projects, the process shall be in accordance with KDOT's LPA Project Development Manual. When federal funding is involved KDOT's Design Summary Document and environmental approval from FHWA must be received from KDOT BLP prior to proceeding with right-of-way negotiations.

Engineering (development of property descriptions and deeds) and appraisal of tracts to be acquired on a project may begin at any time after the limits of the project's right-of-way needs has been established. These efforts should begin early enough in the project development process to allow sufficient time for acquisition and, if necessary, eminent domain procedures. Negotiations with the property owners and offer of compensation should not occur until completion of NEPA documentation since changes in the project design may become necessary as a result of the NEPA process.

No right-of-way acquisition may begin until after Section 4(f), Section 6(f), or Section 106 activities have been completed. BLP will transmit a copy of the FHWA concurrence in the NEPA document and copies of the appropriate ROW forms when the NEPA review has been completed. Early acquisition (acquisition prior to completion of the NEPA document) may be approved for individual properties when it is determined to be in the public's and/or property owner's best interest. A written request for early acquisition shall be submitted to BLP that identifies the specific property and includes an explanation of why early acquisition as being requested.

KDOT's LPA Project Development Manual describes R/W Acquisition Policies with the following attachments/information:

:*Procedures for R/W Acquisition on simple projects;
:*Certification of Real Property Acquisition procedures;
:*City offer to purchase Statement of Compensation;
:*Partial donation of R/W;
:*Donation of R/W;
:*Value Finding Appraisal;

The Project Manager or the appraiser must invite the property owner or owner's designated representative to accompany the appraiser during the inspection of the property.

For additional information see '''[https://www.ksdot.gov/home/showpublisheddocument/1587/638733208474400000 "Real Property Acquisition for Kansas Highways, Roads, Streets and Bridges"]'''.

For Federal Regulations regarding Relocation Assistance and Real Property Acquisition see [http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title49/49cfr24_main_02.tpl '''49CFR24'''].

{{Exhibit|III-5a Property Acqusition Checklist.docx|No. III-5a|is the Real Property Acquisition Checklist.}}
{{Exhibit|Sample Letter from Appraiser 2025.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}}
{{Exhibit|Acquisition Notes 2025.pdf|No. III-5c|is a sample Acquisition Notes. A log of owner contact should be kept for each owner.}}
{{Exhibit|III-5d Mortgage Release Individual.docx|No. III-5d|is the City's standard Mortgage Release for Individuals.}}
{{Exhibit|III-5e Mortgage Release Corporation.docx|No. III-5e|is the City's standard Mortgage Release for Corporations.}}
{{Exhibit|II-34i appraisal review.dot|No. II-34i|is a copy of Appraisal Review form.}}

The City's standard [[Media:EASEMENT ACQUISITION AGREEMENT-final 3-20-25.docx|'''Easement Acquisition Agreement''']] will be completed along with the negotiated right-of-way and easement documents.

A mortgage release shall be obtained if the value of acquisition exceeds $50,000.

For more information see Chapter [[Media:7.0 Right of Way 2024.pdf|'''7.0 Right of Way''']] of KDOT's LPA Project Development Manual.

== Task No. 6 - Begin Condemnation Process ==
{{Top}}

For tracts that cannot be acquired by negotiation, the Law Department shall file documents to begin the [[Condemnation Process|'''Condemnation Process''']].

:[[Media:III-6 PM to City Clerk filing for Condemnation 2025.pdf|'''Exhibit No. III-6''']] ''is an example transmittal memo to the City Clerk for filing of the condemnation documents''.

== Task No. 7 - Complete Condemnation Process ==
{{Top}}

Once the Appraisers Report and Statement of Appraisers Fees are filed with District Court, the Law Department will route the Appraisers Report and Statement of Appraisers Fees along with the check requests for signatures by the City Attorney and Director of Public Works. Once the check requests are signed, they will be provided to Finance with a request to route the checks to the Law Department. The Law Department will forward the payment to the District Court and receive a receipt of payment. Law Department will provide Public Works with a copy of the receipt. Once the payment is received by District Court, the easements belong to the City. If property owners contact the City for their payment, they should be directed to collect their award from the Clerk of the District Court of Johnson County.

The Law Department will also obtain a certified copy of the Appraisers Report and forward it to the Contract Specialist. Contract Specialist will file this copy with Johnson County Records and Tax Department. Once a file-stamped copy is received, the Contract Specialist will provide a copy to Law and to the technician who maintains the easements.

== Task No. 8 - Acquire Right-of-Way / Easements - '''Submit KDOT Forms 1306 and 1304''' ==
{{Top}}

For KDOT projects, forms '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''' (see note below) and '''[[1304 - Status of Utilities.pdf|1304]]''' are required.

Refer to Chapter [[Media:8.0 Status of Utilities 2024.pdf|'''8.0 Status of Utilities''']] of KDOT's '''LPA Project Development Manual''' for additional information on utility relocation.

KDOT Form 1306 is Certification By the City to the Kansas Department of Transportation of Real Property Acquisition Procedures and Utility Arrangements. (KDOT Form 1306 combines and replaces KDOT Forms 1303 and 1303A).

Refer to Chapter [[Media:7.0 Right of Way 2024.pdf|'''7.0 Right of Way''']] of KDOT's '''LPA Project Development Manual''' for additional information on Right of Way acquisition process.

{{Note|Form 1306 must be completed and returned to BLP on all projects even if no rights of way are being acquired.
::The Consultant/Project Manager shall verify that it is KDOT's current version.
::The Overland Park note shall be added to the last page of the form (see highlighted on this [[Media:1306 last page OP note.pdf|'''example''']]).}}

{{Exhibit|III-8a.pdf|No. III-8a|is a memo from the U.S. Department of Transportation regarding Status of Utility and Railroad Agreements and Adjustments.}}
{{Exhibit|III-8b.pdf|No. III-8b|is KDOT Memo B.R.U.D. 84-10 regarding Status of Utility and Railroad Agreements and Adjustments.}}
{{Exhibit|1304 - Status of Utilities.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|1306_-_Right_of_Way.pdf|No. III-8d|is KDOT Form 1306 - Certification By the City to the KDOT of Real Property Acquisition Procedures and Utility Arrangements (completed example)}}.

{{Note|All utilities from [[Phase_II_-_Preliminary_Design#Task_No._7_-_Initiate_Utility_Coordination._ Schedule_Utility_Meeting_(optional)|'''Phase II task 7''']] should be considered when completing [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''].}}

== '''Task No. 9 - Submit Final Check Plans for Review''' ==
{{Top}}

The Consultant/Project Engineer shall complete the project plans and distribute electronically via '''Bluebeam''' session to the following:

*all members of the Project Team (see [[Media:Maintenance Plan Review Process 2020.docx|'''Maintenance Plan Review Process''']] for Maintenance Division routing),
*City Engineer,
*City Traffic Engineer,
*Erosion Control Coordinator (Stormwater Section).

The [[Media:Final Plan Review Checklist.docx|'''Final Plan Review Checklist''']] will be used as a review aid for final plans.

Erosion and Sediment Control plans will be prepared as part of the final plans.

A NPDES NOI permit is necessary for any work disturbing more than one acre total. The NOI Permit can be submitted to KDHE once final plans are completed at least 60 days before starting construction.

{{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 Johnson County [https://maps.jocogov.org/ims/'''AIMS Mapping'''] web page under the Utilities layer.}}

: [http://www.kdheks.gov/stormwater/download/9.1%20cgp%20NOI%203-2-2012.pdf '''Exhibit No. III-9a'''] ''is a NPDES NOI Permit application.''
: '''[https://www.kdhe.ks.gov/DocumentCenter/View/24184/KDHE-CSGP-2022-PermitPDF?bidId= Exhibit No. III-9b]''' ''is a copy of the State of Kansas NPDES General Permit for construction.

For projects containing CARS funding, plans and specifications must be submitted to the Johnson County Director of Infrastructure for review and comment.

{{Exhibit|III-9c.pdf|No. III-9c|is a letter from CARS accepting plans along with additional information and requirements prior to advertising project.}}

For KDOT projects, the electronic final plans shall be submitted to the BLP.

{{Note|''For the instructions on submitting E-Plans to BLP see the following:''

[https://www.ksdot.gov/home/showpublisheddocument/5601/638733200544670000'''User Guide for Electronic Plans Review'''];
[https://www.ksdot.gov/home/showpublisheddocument/5595/638733200673170000 '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.gov/home/showpublisheddocument/5211/638733041153400000'''FTP Instructions'''].}}

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] regarding Engineer's Professional Seal and Signature on Plans.

See [[Media:BLP-memo-06-06.pdf|'''BLP Memo 06-06''']] for a list of information that is to be submitted with the PS&E. The items shown in BLP Memo 06-06 are only required to be submitted if the project is administered (Let) by the Bureau of Local Projects. In most cases projects are administered by the City and the items shown in the above memo need not be submitted.

All project related state and/or federal permits must be submitted and '''[[1307 - Status of Permits.pdf|Form 1307]]''' completed prior to submittal of final check plans. See [[Media:Blp-memo-10-08.pdf|'''BLP Memo 10-08''']].

Any additive work needs to be approved by KDOT prior to bid. Refer to Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of the KDOT's LPA Project Development Manual, Section 10.3.2.3.8.

== Task No. 10 - Submit Specifications and Special Provisions ==
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The Consultant/Project Engineer shall complete the Specifications and Special Provisions to the specifications that are applicable and necessary for the project.

Individual sections of the [https://ppm.opkansas.org/wiki/index.php?title=City_of_Overland_Park_Standard_Specifications_-_2020 '''City of Overland Park Standard Specifications'''] and [https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] are available online.

City of Overland Park Standard Specification are included by reference in the Contract Documents through the use of a Table of Contents containing links to the online documents.
This Table of Contents is to be modified to include only those specification sections that are to be part of the Contract Documents.
The modified Table of Contents, containing the chosen specification sections, is to be saved as a PDF in the Contract Documents folder of the project directory.

[[Media:Table of Contents CITY OF OVERLAND PARK STANDARD SPECIFICATIONS.xlsx|'''Table of Contents CITY OF OVERLAND PARK STANDARD SPECIFICATIONS - 2020''']]

[[Media:Creating Table of Contents and Project Specific Special Provisions.pdf|'''Instructions - Creating Table of Contents and Project Specific Special Provisions''']]

{{Note|Visit KDOT's web page for the latest [http://www.ksdot.org/bureaus/burConsMain/specprov/2015/2015-home.asp '''Special Provisions]'''. The applicable Special Provisions are to be printed and included in the contract documents.}}

{{Exhibit|III-10c.pdf|No. III-10c|List of proprietary items for Traffic Signals and Street Lighting to be used in the preparation of plans and specifications.}}

Specifications for a proposed CARS project must be submitted to the Johnson County Director of Infrastructure for review and comment.

The specifications are to be submitted with the final plans. See [[Phase_III_-_Final_Design#Task_No._9_-_Submit_Final_Check_Plans_for_Review|'''Phase III, Task No. 9''']].

== Task No. 11 - Submit Contract Documents and Insurance ==
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The Project Manager shall work with the Contract Specialist to prepare the Contract Documents and determine from the insurance options, the required insurance coverage for the project. Project Manager, in the conjunction with the appropriate division manager, shall determine the amount of liquidated damages to be included in the agreement. For KDOT projects, when applicable, Contractor will provide Railroad Protection Liability Insurance for work on railroad RAV and Pollution Liability Insurance for Lead Based Paint removal projects.

All federal-aid projects are subject to legislative and regulatory DBE requirements. During this task the appropriate DBE Goal for the project will be established. Prior to advertisement, a detailed estimate shall be submitted to the BLP for coordination with KDOT's Office of Civil Rights to determine the DBE Goal. Once the Project Development Engineer receives the DBE Goal, the City will be notified so that the DBE Goal may be updated in the proposal. The DBE Contract Goal amount established by the Civil Rights Administrator (CRA) shall be shown on the DBE Contract Goals sheet (07-19-80-R13) and included in the contract documents.

[[Preparation of Construction Bid Documents|'''Preparation of Construction Bid Documents''']]

'''[[Planning Bid and Contract Award Schedules]]

===City's Standard Contract Documents:===
{{Exhibit|05 III-11a-1 Agreement 2-5-25.docx|No. III-11a-1|Agreement}}
{{Exhibit|07 III-11a-1 Agreement-KDOT Fed funds 2-5-25.docx|No. III-11a-1|Agreement (KDOT Projects Only)}}
{{Exhibit|III-11a-2 Bid - use for hard copy bids.docx|No. III-11a-2|Bid (use for hard copy bids)}}
{{Exhibit|III-11a-2a Bid items (eBid).xlsx|No. III-11a-2a|Bid (use for all ebid projects)}}
{{Exhibit|III-11a-2c eBid Certification Form KDOT 3-20-25.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|10 III-11a-3 General Conditions 9-16-25.docx|No. III-11a-3|General Conditions}}
{{Exhibit|12 III-11a-3 General Conditions KDOT Fed Funds 9-15-25.docx|No. III-11a-3|General Conditions (KDOT Projects Only)}}
{{Exhibit|III-11a-4A 1 Instructions to Bidders-Option A.docx|No. III-11a-4a_1|Instructions to Bidders - Option A}}
{{Exhibit|III-11a-4A 2 eBid- Instructions to Bidders-Opt A rev 7-5-22.docx|No. III-11a-4a_2|Instructions to Bidders (eBid) - Option A}}
{{Exhibit|III-11a-4B 1 Instructions to Bidders-Option B.docx|No. III-11a-4b_1|Instructions to Bidders - Option B}}
{{Exhibit|III-11a-4B 2 eBid-Instructions to Bidders-Opt B rev 7-5-22.docx|No. III-11a-4b_2|Instructions to Bidders (eBid) - Option B}}
{{Exhibit|III-11a-4C 1 Instructions to Bidders-Option C 2-5-25.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C 2-5-25.docx|No. III-11a-4c_2|Instructions to Bidders (eBid) - Option C}}
{{Exhibit|III-11a-5.docx|No. III-11a-5|Insurance Options}}
{{Exhibit|III-11a-6 Notice to Bidders (hard copy bids).docx|No. III-11a-6_1|Notice to Bidders (use for hard copy bids)}}
{{Exhibit|III-11a-6 2 ebid-Notice-to-Bidders.docx|No. III-11a-6_2|Notice to Bidders (eBid)}}
{{Exhibit|III-11a-6a Notice to Bidders KDOT project.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
{{Exhibit|III-11a-7 Labor and Material Payment Bond.docx|No. III-11a-7|Labor and Material Payment Bond}}
{{Exhibit|III-11a-8 Performance Bond.docx|No. III-11a-8|Performance Bond}}
{{Exhibit|III-11a-8a Maintenance Bond.docx|No. III-11a-8a|Maintenance Bond}}
{{Exhibit|III-11a-9 Statutory Bond 12.11.24.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|Johnson County District Court AI Certification.pdf|No. III-11a-9a|Certification, pursuant to Local Rule 3.7 (use with Statutory Bond only)}}
{{Exhibit|III-11a-10 Table of Contents 7.28.25.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects 7.28.25.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
{{Exhibit|III-11a-11 Appointment of Service Agent form.pdf|No. III-11a-11|Appointment of Service Agent}}
{{Exhibit|III-11a-12 Utilities-Status.docx|No. III-11a-12|Status of Utilities}}

===For KDOT (Federally Funded) projects, the City’s Standard Contract Documents shall be supplemented with the following required contract provisions:===
:* '''08-10-66-R05''' - Certification - Noncollusion and History of Debarment;
:* '''04-26-90-R05''' - Limitations on Use of Federal Funds for Lobbying;
:* '''07-19-80-R13''' - DBE Contract Goals (update link on form to https://kdotapp.ksdot.gov/dbecontractorlist/);
:* '''01-01-11''' - Tax Clearance Certificate;
:* '''08-04-92-R03''' - Contractual Services with Current Legislator or Current Legislators Firm;
:* '''11-03-80-R09''' - Requirement for Affirmative Action to Ensure EEO;
:* '''09-06-94-R01''' - Notice to Contractors - U.S. Department of Transportation Hotline;
:* '''15-01004''' - '''[https://www.ksdot.gov/home/showpublisheddocument/8916/638736657344270000 Sales Tax Exemption]''';
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20240140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts; Current Document dated 10/23/2023:[https://www.fhwa.dot.gov/programadmin/contracts/1273/1273.pdf here]
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R29;
:* '''3-10-06-R01''' - Federal Aid Contracts Utilization of Disadvantaged Businesses Suppliers/Regular Dealers;
:*[http://www.dol.gov/whd/forms/wh347.pdf '''Department of Labor Payroll (Form WH-347)'''];
:*[http://www.dol.gov/whd/forms/wh347instr.htm '''Instructions for Completing WH-347.''']
:* '''15-01002''' - '''[https://www.ksdot.gov/home/showpublisheddocument/8912/638942181286556457 Information to Contractors (Status of Utilities)]''';
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 Form 1304]''' - Status of Utilities. (Also see [[#Task_No._8_-_Acquire_Right-of-Way_.2F_Easements_-_Submit_KDOT_Forms_1306_and_1304|'''Phase III, Task No. 8''']]);
:* '''[[1307 - Status of Permits.pdf|Form 1307]]''' - List of Permits and Status of Same. (Also see '''[https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._24_-_Submit_Required_Permit_Applications Phase II, Task No.24]''');
:* '''15-01017''' - Cargo Preference Act;
:* '''15-01018-R01''' - Control of Materials "Buy America";
See [[Media:BLP-memo-10-04.pdf|'''BLP Memo 10-4''']] for a summary of requirements on federal-aid projects.

{{Note|The list of current [https://sam.gov/content/wage-determinations '''Wage Determinations'''] is to be obtained from SAM.Gov and inserted into the Contract Documents just before advertisement of the project. The Wage Determinations shall be rechecked for modifications ten days prior to bid opening. If modifications have been made since advertisement, an addendum showing the current Wage Determinations shall be issued.}}

The above described supplemental documents/certifications shall be placed in the Contract Documents after the Bid sheets. A majority of the above documents can be found on the KDOT's list of '''[https://www.ksdot.gov/home/showpublisheddocument/9036/638736658317900000 Required Contract Specifications for Local Authority Let Projects]'''. The others can be found by following the web link next to the document in the list.

{{SpecialNote|KDOT will not participate in the present City requirement of Contractor responsibility for repair for two years subsequent to the completion date or for Johnson County Wastewater District work that is part of a project. The City will provide a bid item in the contract whereby KDOT will not participate financially in these project cost items.}}

 

{{Note2|For projects with other funding sources such as KDOT, CARS, SMAC, and/or OTHER CITY, the City’s special conditions shall be supplemented with the funding sources insurance requirements and additional indemnification provisions. Refer to executed agreements for requirements.}}

See [[Contract Documents for CDBG Projects|'''Contract Documents for CDBG Projects''']] for additional information regarding CDBG funded projects.

== Task No. 12 - Prepare Engineer’s Cost Estimate ==
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The Consultant/Project Manager shall prepare the Engineer’s Cost Estimate.

{{Note
|Engineer's Estimate shall be stamped and signed by the engineer of record.}}

::[[Media:Engineer's Cost Estimate Final Plans.pdf|'''Exhibit No. III-12''']] ''is an example of signed Engineer's Cost Estimate''.

For more information see KDOT's [[Media:2020 LPA Manual.pdf|'''LPA Project Development Manual''']].

== '''Task No. 13 - Prepare Design Summary Document''' ==
The Design Summary Document must include the Engineer's Cost Estimate and the proposed DBE goal so that KDOT can review it before the project is let. The project cannot be obligated (funded) until the Design Summary Document is completed. In addition, the project cannot be advertised until the project has been obligated by KDOT. The Design Summary Document should be included as an attachment to the Request Obligation of Funds in [[Phase_III_-_Final_Design#Task_No._14_-_Submit_PS&E_Package|'''Phase III, Task No. 14.''']].

::[[Media:III-13a design summary document.pdf|'''Exhibit No. III-13a''']] ''is an example of the Design Summary Document''.

Additional information necessary to complete Design Summary Document can be found in the Design Summary Document with FHWA Concurrence sent from BLP and included in [[Phase_III_-_Final_Design#Task_No._4_-_Complete_NEPA_Documentation|'''Phase III, Task No. 4''']]

== '''Task No. 14 - Submit PS&E Package''' ==
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The City will submit to the BLP all necessary documentation for the Plans, Specifications and Estimate (PS&E) approval. The PS&E Package will include completed plans, project specifications and bid documents, engineer's estimate of probable cost, KDOT Forms '''[[1306 - Right of Way.pdf|1306]]''', '''[[1304 - Status of Utilities.pdf|1304]]''', '''[[1307 - Status of Permits.pdf|1307]]''', all required permits and the Design Summary Document certifying compliance with appropriate criteria. The PS&E Package shall be submitted to the BLP electronically via the FTP site a minimum 30 days prior to desired advertisement date. (See '''[https://www.ksdot.gov/home/showpublisheddocument/5211/638733041153400000 FTP Instructions]''').

The email shall be sent to ''kdot.lpeplans@ks.gov'' and copied to the BLP's Project Manager notifying them of uploaded PS&E Package and requesting the Authorization of obligation of federal funds for the project.

::[[Media:III-14 Request for Obligation.pdf|'''Exhibit No. III-14''']] ''is an example email requesting Obligation of Funds''

== '''Task No. 15 - PS&E Review''' ==
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Upon receipt of the PS&E package, BLP will review the documents to confirm that the project complies with federal aid eligibility requirements.

KDOT Forms '''[[1306 - Right of Way.pdf|1306]]''' and '''[[1304 - Status of Utilities.pdf|1304]]''' will be distributed to the project development engineer in BLP for processing. (See note in [[Phase_III_-_Final_Design#Task_No._17_-_Complete_Utility_Relocations|'''Task No. 17''']] regarding Form 1306).

The construction cost estimate will be distributed to the Program Consultant in KDOT's Office of Civil Rights to determine the DBE Goal. Once the Project Development Engineer receives the DBE Goal, the City will be notified so that the DBE Goal may be updated in the proposal. See [[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|'''Phase III, Task No. 11''']] for additional information regarding coordination of a DBE Goal.

The Project Development Engineer will review the City's documents to verify that all required specifications are included. For a current list of federally-required specifications go to KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/9036/638736658317900000 Required Contract Specifications for Local Authority Let Projects]'''.
The bid items on the plans and the bid documents will be compared with the estimate for accuracy.

The Project Development Engineer will contact the City for any clarification or modifications needed to the plans or other submitted documents.

== Task No. 16 - Schedule Fourth Utility Meeting ==
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Subsequent to completing plans, Specifications and Contract Documents, the Consultant/Project Manager shall schedule the fourth utility meeting. The primary purpose of this meeting is to receive a status report regarding utility facility relocations, adjustments and agreements. Based upon this information, a tentative bid opening date can be established.

{{Note|When scheduling utility meeting in Google calendar, in order to avoid conflicts with other utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to all meetings, pre-bid conferences and pre-construction conferences or any meetings that require utility company attendance.}}

See [[Phase_II_-_Preliminary Design#Task_No._7_-_Initiate_Utility_Coordination._Schedule_Utility_Meeting_(optional) |'''Phase II, Task No. 7''']] for exhibits.

== Task No. 17 - Complete Utility Relocations ==
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Submit KDOT Forms '''[[1306 - Right of Way.pdf|1306]]''' (see note below) and '''[[1304 - Status of Utilities.pdf|1304]]''' - The Project Manager shall advise the City Engineer when all utilities, that are practical to be moved or adjusted prior to construction, have been moved/adjusted. If any utility relocations are not complete by the bid letting, the current status should be reflected on Form 1304, included with the bid documents.

For KDOT projects, Forms 1306 and 1304 shall be forwarded to the BLP.

{{Note|[[Media:1306 modified.pdf| '''1306''']] must be completed and returned to BLP on all projects even if no rights of way are being acquired.
::The Consultant/Project Manager shall verify that it's current KDOT's version.}}

Refer to Chapter [[Media:8.0 Status of Utilities 2020.pdf|'''8.0 Status of Utilities''']] of KDOT's '''LPA Project Development Manual''' for additional information on utility relocation.

== Task No. 18 - Schedule Optional Public Information Meeting ==
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When final plans are complete, the third public information meeting may be scheduled. This meeting is optional. The primary purpose of this meeting is to present the final plans, hear citizens comments and questions and present the anticipated bid opening date. For KDOT projects the Notice of Public Information Meeting must be published in [http://www.kssos.org/pubs/pubs_kansas_register.asp '''Kansas Register'''] and [http://www.thelegalrecord.net '''The Legal Record'''].

:See [[Phase_II_-_Preliminary_Design#Task_No._15_-_Schedule_First_Public_Information_Meeting|'''Phase II, Task No. 15''']] for list of invitees.

:See [[Phase_II_-_Preliminary_Design#Task_No._36_-_Schedule_Second_Public_Information_Meeting|'''Phase II, Task No. 36''']] for exhibits.
{{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's Equal Opportunity and Civil Rights Information brochure in [[Media:Title VI Brochure English.pdf|'''English''']] and [[Media:Title VI Brochure Spanish.pdf|'''Spanish''']] is 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 '''[https://facilities.bluevalleyk12.org/ 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. 19 - Receive Obligation of Funds from KDOT''' ==
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After PS&E plans and documents have been approved by BLP, KDOT program and project management will request FHWA to obligate the project's federal funds.
Once funds have been obligated, the BLP PM will submit the Authority to Administer the project for approval by the BLP Bureau Chief.

Once the Authority to Administer has been approved, it will be submitted to the City via electronic memo (Authority to Bid) by email. The City shall advertise the project for a minimum of 30 days.

:[[Media:III-19 Obligation of Funds Authority to Admin.pdf|'''Exhibit No. III-19''']] ''is an example letter from KDOT approving Obligation of Funds and authorization to bid the contract''.

{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}

== Task No. 20 - Obtain City Department Approval ==
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The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
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The Project Manager shall determine if other agency plan approvals are necessary.

KDOT will require the final approved plans prior to obligation of funds. If there is other city, county or state funding, other agency's approval will usually be required, or as stipulated in the agreements. The appropriate official's name and title shall be placed on the plan title sheet.

{{Note|For KDOT Projects this task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}

== '''Task No. 22 - Confirm Construction Engineering Responsibility''' ==
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The Project Manager in consultation with the City Engineer/City Traffic Engineer will determine whether construction engineering responsibilities will be handled by the City Staff or use a private consulting engineer. For KDOT projects a proposal must be submitted to KDOT requesting that KDOT prepare an Agreement for the performance of the construction engineering services. The City will determine whether or not to request reimbursement for construction engineering services based on the estimated construction cost and KDOT funding cap amount. If this service is to be performed by City Staff, KDOT – BLP must be informed of the City’s decision whether to utilize federal funds for the construction engineering as soon as possible but no later than 6 – 8 weeks prior to the day of the scheduled letting.
{{Exhibit|Proposal for Construction Engineering Services.docx|No. III-22a|is a Proposal For Construction Engineering Services.}}
{{Exhibit|III-22b.pdf|No. III-22b|is an example of "Exhibit A" referred to in the above Proposal for Construction Engineering Services.}}

If this service is to be performed by a private consulting engineer and the City does not desire federal participation in the cost of the construction engineering services for the project, the '''[https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 Resolution No. 5007]''' will be applicable. See [[Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection/Certification|'''Phase II, Task No. 3''']]. KDOT - BLP needs to be notified 3-4 months prior to the day of the scheduled letting.

If this service is to be performed by a private consulting engineer and the City does desire federal participation in the cost of the construction engineering services for the project, the "Consultant Selection Guide for Construction Engineering on LPA Projects" shall be followed. Contact KDOT - BLP for the current pre-qualified Consultant List for Construction Engineering. KDOT - BLP needs to be notified 3-4 months prior to the day of the scheduled letting.
{{Exhibit|Consultant Selection Guide 2019.pdf|No. III-22c|is the "Consultant Selection Guide for Construction Engineering on LPA Projects".}}
{{Exhibit|III-22d.pdf|No. III-22d|is a Force Account Equipment Rate Table.}}
{{Exhibit|III-22e.pdf|No. III-22e|is a letter from BLP accepting overhead rate.}}
{{Exhibit|III-22f.pdf|No. III-22f|is a "Example Billing" for reimbursement of Construction Engineering Services.}}

For more information see Chapter [[Media:11.0 CE Consultant Selection and Agreement 2020.pdf|'''11.0 Construction Engineering (CE) Consultant Selection and Agreement''']] of KDOT's LPA Project Development Manual.

== [[:Category:Phase III Exhibits|All Phase III Exhibits]] ==

Phase II - Preliminary Design

2026-03-31T14:05:12Z

Alisha Holcomb: /* Task No. 35 - Prepare R/W and Easement Documents */

{{Navbar}}
== Introduction ==
{{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.
}}

== [[index.php/Index.php/Phase II Checklist|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 ==
{{top}}

The City shall select and negotiate with a consultant for project design in accordance with the '''[https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 City Resolution No. 5007]''' 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, and use the same consultant for both preliminary engineering (PE) and construction engineering (CE), following the current BLP Consultant Selection Procedure for the PE will satisfy the requirements for the CE selection.

Prior to the beginning of the selection process, Project Manager shall notify via email DPW and CE of upcoming RFQ for consulting services. The project name, list of firms to receive the RFQ and any other pertinent information will be provided.

For more information see Chapter [[Media:3.0 PE Consultant Selection and Agreement 2024.pdf|'''3.0 Preliminary Engineering (PE) Consultant Selection and Agreement''']] and Chapter [[Media:11.0 CE Consultant Selection and Agreement 2024.pdf|'''11.0 Construction Engineering (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.

{{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|II-3a Engineering Architectural Services Agreement rev 5-29-24.docx|No. II-3a|City’s standard Engineering / Architectural services agreement for design projects.}}

{{Exhibit|II-3b(1) Supplemental to Engineering Architectural Services - 1-14-20.docx|No. II-3b(1)|City’s standard Supplemental Agreement for Professional Engineering Services. (First)}}

{{Exhibit|II-3b(2) Supplemental to Eng Arch Services-second and beyond 1-14-20.docx|No. II-3b(2)|City’s standard Supplemental Agreement for Professional Engineering Services. (Second and beyond)}}

{{Exhibit|II-3c Consultant Agreement-non design rev 5-16-24.docx|No. II-3c|City’s standard Consultant Agreement for non-design projects.}}

{{Exhibit|II-3d Supplemental to Consulting Services 1-14-20.docx|No. II-3d|City’s standard Supplemental Agreement to the Consultant Agreement for non-design projects.}}

{{Exhibit|II-3e.dot|No. II-3e| is a sample of City’s standard Scope of Services.}}
:(When writing contracts for projects involving bridge construction, refer to Chapter [[media:6.0_Bridge_Design_2024.pdf|'''6.0 Bridge Design''']] of KDOT's LPA Project Development Manual).

{{Exhibit|II-3e(1) Proposed Scope Streetlight 11.24.25.docx|No. II-3e(1)|City’s standard Scope of Services for a Street Lighting project.}}

{{Exhibit|II-3e(2) Proposed Scope Signal 11.14.25.docx|No. II-3e(2)|City’s standard Scope of Services for a Traffic Signal project.}}

{{Exhibit|II-3f.xlt|No. II-3f|City’s standard fee schedule for engineering services agreement.}}

{{Exhibit|II-3g_RFQ_Packet_for_Consulting_Serices_12.2024.pdf|No. II-3g|is a sample RFQ packet for consulting services.}}

{{Exhibit|II-3h_Sample_Ranking_Memo_to_Consultant_Selection_Committee.pdf|No. II-3h|is a sample Ranking Memo to Consultant Selection Committee.}}

{{Exhibit|II-3i.xlt|No. II-3i|is a sample Ranking Sheet to be completed by the Consultant Selection Committee.}}

{{Exhibit|II-3j.dot|No. II-3j|is a sample Interview Memo to Consultant Selection Committee.}}

{{Exhibit|II-3k.xlt|No. II-3k|is a sample of a compiled Ranking Sheet.}}

{{Exhibit|II-3l_Sample_letter_requesting_Interview_5.20.2024.pdf|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 (if applicable) have been held. This meeting is to ensure consensus of the selection committee. Approval to proceed with scope & fee negotiations must be obtained from the DPW prior to letters being sent to consultants.

{{Exhibit|II-3m_Sample_Selected_Consultant_Letter.pdf|No. II-3m|is a sample letter to selected Consulting Firm.}}

{{Exhibit|II-3n_Sample_Not_Selected_Consultant_Letter.pdf|No. II-3n|is a sample letter to Consulting Firms not selected.}}

{{Exhibit|II-3o CONSULTING FIRMS 3.09.2026.docx|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|II-4a.dot|No. II-4a| Resolution on advisability of the creation of an Improvement District,}}
{{Exhibit|II-4b.dot|No. II-4b| Resolution authorizing and providing for the creation of an Improvement District,}}
:[[Media:CO 2-20-2017 Ordinance MTI-3159 (TH-1665) Publication.pdf|'''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, 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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When requested, a cash flow projection for engineering services shall be submitted to the City Finance Department.

:[[Media:Cash Flow TH-1027 6-2019 Rome.xlsx|'''Exhibit II-6''']] ''is the standard cash flow form.''

== Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional) ==
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Early in the preliminary design phase, the Project Manager will contact all public and private utility officials, informing them of the upcoming project (project limits and schedule) and requesting the information on their facilities (location maps, existing utility easements and any other pertinent information) in the vicinity.

{{Exhibit|II-7 email to utility companies links.docx|No. II-7|is a sample email (initial contact) to the utilities.}}
:([[media:Project location map for utilities.pdf|'''Project Location Map''']] and [[media:Utility Response Form.pdf|'''Utility Response Forms''']] should be attached to the email).

If the Project Manager chooses to hold a meeting, an agenda should be prepared and distributed in advance of the meeting to all scheduled attendees.

The typical agenda items are as follows:

*utility location maps/information;
*existing utility easements;
*project schedule;
*possible critical out-of-service time periods;
*utility representatives contact information.

Meeting minutes shall also be prepared following the meeting and distributed to all scheduled attendees, including those who were invited but did not attend.
{{Note|''When scheduling utility meeting in Google calendar, in order to avoid conflicts with other utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to all meetings, pre-bid conferences and pre-construction conferences or any meetings that require utility company attendance''.}}

{{Exhibit|II-7.docx|No. II-7a|is a list of utility companies.}}

{{Exhibit|II-7b utility info request.pdf|No. II-7b|is a sample request for utility plans and easement documents.}}

{{Exhibit|II-7c Utility Meeting Request.pdf|No. II-7c|is a sample invitation letter for Utility Coordination Meeting.}}

{{Exhibit|II-7d utility meeting agenda.pdf|No. II-7d|sample agenda for Utility Coordination Meeting.}}

{{Exhibit|II-7e Sign in sheet.docx|No. II-7e|meeting sign in sheet.}}

{{Exhibit|II-7f Utility Meeting Minutes.pdf|No. II-7f|sample of utility coordination meeting minutes.}}

'''Johnson County Wastewater'''

{{Exhibit|II-7g.pdf|No. II-7g|Right-Of-Way Agreement}}

{{Exhibit|II-7h.pdf|No. II-7h|Right-Of-Way Agreement, Reference Sheet}}

{{Exhibit|II-7i.pdf|No. II-7i|Right-Of-Way Agreement, Project Checklist}}

:[[Media:MS1273 Invoice Packet.pdf|'''Exhibit No. II-7j''']] ''Payment invoice to JCW for reimbursement of relocation costs.''

'''Water District No.1 of Johnson County'''

{{Exhibit|II-7k.pdf|No. II-7k|Right-Of -Way Agreement}}

'''Transmission Pipe Line'''

{{Exhibit|II-7l.pdf|No. II-7l| is a sample of Encroachment Guidelines.}}

'''Evergy'''

{{Exhibit|II-7m KCP&L Contacts.xlsx|No. II-7m|Governmental Relocation Contact List}}

{{Exhibit|II-7n.pdf|No. II-7n|Service Territory Map}}

For Verizon inquiries see Memorandum [[Media:Verizon Inquiries.pdf|'''Request for OSP facility records''']].

Refer to the City's [[Media:Utility Relocation Guidelines.pdf|'''Utility Relocation Guidelines''']] for all relocation planning.

Refer to '''[https://drive.google.com/file/d/18FRkK-M55tHmO86mZW5fljqVTgmynk4Y/view Manual of Infrastructure Standards]''' for excavation and safety requirements.

For federally funded projects refer to Chapter [[Media:8.0 Status of Utilities 2020.pdf|'''8.0 Status of Utilities''']] of KDOT's '''LPA Project Development Manual''' for additional information.

== 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 varies anticipated design issues:

*specific limits of improvements;
*median openings and left/right turn storage lengths;
*utility conflicts; [[1304 - Status of Utilities.pdf]]
{{Note|''All utilities within construction limits will be shown on the 1304 Form.|1304 - Status of Utilities.pdf}}
*detailed schedule;
*design criteria as described in [[index.php/Index.php/Phase II - Preliminary Design#Task No. 9 - Design Criteria| '''Phase II, Task No. 9''']];
*necessary permits, such as
::[https://www.opkansas.org/city-services/permits-licenses-inspections-directory/'''Land Disturbance Permit'''];
::'''[https://www.kdhe.ks.gov/DocumentCenter/View/6311/Notice-of-Intent---Construction-Activities-PDF KDHE Stormwater NOI]''';
::[https://www.epa.gov/cwa-404/permit-program-under-cwa-section-404 Corps of Engineers '''404 Permit'''];
::'''[https://www.agriculture.ks.gov/divisions-programs/division-of-water-resources/water-structures/stream-and-floodplain-permits Kansas DWR]''';
::[https://www.opkansas.org/city-services/permits-licenses-inspections-directory/'''Floodplain Development Permit'''];
*detours/street closings;
*project phasing/traffic control;
*identify equipment or material on critical path (see note below);
*distribute City's Standard Bid Items to be used during design;
*coordinate with Engineering Services for development projects permitted in the area.

{{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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:Project design shall be in accordance with accepted engineering practices and all applicable state, AASHTO and federal Criteria. These criteria include, but not limited to the following references:

*'''Public and Private Streets'''

::Current edition of AASHTO's [https://store.transportation.org'''A Policy on Geometric Design of Highways and Streets''' 2018, 7th Edition] (Green Book). (See ''K:\Library\References\AASHTO'')
::Current edition of KDOT's [https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction '''Standard Specifications for State Road and Bridge Construction'''.]
::Current edition of KDOT's [[Media:2020 LPA Manual.pdf|'''LPA Project Development Manual''']].
::Current City of Overland Park [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-1 '''Municipal Code'''.]
:::[http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3613 '''Chapter 13.10''' Public Street, Streetlighting and Sidewalk Requirements]
:::[http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3641 '''Chapter 13.12''' Construction on Rights-of-Way.]
:::[http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-4036 '''Chapter 15.10''' Stormwater Management Program - Standards and Permitting]
::Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''Volume 1 Design Criteria''']] and [[Media:2021 Design Criteria Volume 2 - Specifications as posted to website 06.15.2021.pdf|'''Volume 2 Construction Specifications''']]
*'''Stormwater Conveyance and Treatment Facilities'''
:Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''Volume 1 Design Criteria''']] and [[Media:2021 Design Criteria Volume 2 - Specifications as posted to website 06.15.2021.pdf|'''Volume 2 Construction Specifications''']] as a supplement to '''[https://kcmetro.apwa.org/resources/specifications/ APWA Section 5600]'''.
*'''Erosion and Sediment Control'''
:Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''Volume 1 Design Criteria''']] and [[Media:2021 Design Criteria Volume 2 - Specifications as posted to website 06.15.2021.pdf|'''Volume 2 Construction Specifications''']] as a supplement to '''[https://kcmetro.apwa.org/resources/specifications/ APWA Section 5100]'''.
*'''Traffic Signals'''
:Traffic signals shall be designed in accordance with the latest edition of the '''[https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm Manual on Uniform Traffic Control Devices]'''. Traffic signal mast arm poles shall be designed in accordance with the [http://www.tsp2.org/2013/05/29/aashto-releases-new-specifications-for-structural-supports-for-highway-signs-luminaries-and-traffic-signals/ '''2013 AASHTO Standard Specifications for Structural Supports for Highway Signs, Luminaires and Traffic Signals, Sixth Edition, LTS-6'''].
*'''Permanent Traffic Control Signs'''
:Permanent traffic control signs shall be designed in accordance with the latest edition of the '''[https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm Manual on Uniform Traffic Control Devices]''' and the City's [http://ppm.opkansas.org/wiki/index.php/Traffic_Sign_Design_Guidelines '''Traffic Sign Design Manual'''].
*'''Pavement Markings'''
:Pavement markings shall be designed in accordance with the latest edition of the '''[https://mutcd.fhwa.dot.gov/kno_11th_Edition.htm Manual on Uniform Traffic Control Devices]''' and the City's [http://ppm.opkansas.org/wiki/index.php/Pavement_Marking_Design_Manual#top '''Pavement Marking Design Manual'''].
*'''Streetlights'''
:Streetlights shall be designed in accordance with [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-198 '''Resolution No. 4036'''] and the City's [http://ppm.opkansas.org/wiki/index.php/Streetlight_Design_Manual '''Streetlighting Design Manual'''].

:Current City of Overland Park Design and Construction Standards [[Media:2021 Design Criteria Volume 1 - as Posted to website 06.11.2021.pdf|'''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 [[Media:Traffic-Control-Handbook-July-2016.pdf| '''Traffic Control Handbook''']].
*'''Bridges'''
:City of Overland Park Bridge Design Information
{{Exhibit2|II-9a.docx|No. II-9a|is a list of bridge design information.}}
{{Exhibit2|2018 Bridge Inventory SOP.pdf|No. II-9b|is Public Works Department Bridge Asset Inventory Procedure (February 2018).}}
:Also see
::Chapter [[Media:6.0 Bridge Design 2020.pdf|'''6.0 Bridge Design''']] of KDOT's '''LPA Project Development Manual'''
::[https://kart.ksdot.org '''LRFD Bridge Design Manual, Volume III'''], KDOT, current edition. (See ''K:\Library\References\KDOT Design Manual\KDOT Bridge Design Manual December 2021.pdf'')
::[https://store.transportation.org '''LRFD Bridge Design Specifications'''], AASHTO, current edition

*'''Johnson County Wastewater'''
{{Exhibit2|II-9c.pdf|No. II-9c|Designers Checklist for City Streets and Stormwater Improvements.}}
{{Exhibit2|II-9d.pdf|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.

::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/privately-financed-sewer-main-development Procedures for Privately Financed Gravity Sewer Main Projects]'''
::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/regulations Minimum Plan Requirements for Gravity Sewer Main Projects]'''

::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/regulations Construction and Material Specifications for Sanitary Sewers]'''

::'''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/standard-details Sanitary Sewer Standard Details]'''.
:For the status of sanitary sewer plan submittals and projects see Johnson County Wastewater [https://www.jocogov.org/dept/wastewater/development-and-permitting/permitting/commercial '''Commercial Permitting'''] page.
:Also see [[index.php/Index.php/Phase II - Preliminary Design#Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional)| '''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 [[index.php/Index.php/Phase I - Vision#Task 3 - Prepare SMAC Project Addition Study .28Form.29|'''Phase I, Task No. 3''']]
*'''Additional Design Guidance for Reference:
::[https://store.transportation.org '''"Roadside Design Guide"'''], AASHTO, current edition;
::[http://www.trb.org/Main/Blurbs/175169.aspx '''"Highway Capacity Manual"'''](HCM), current edition;
::[https://store.transportation.org/search?q=guide%20for%20the%20development%20of%20bicycle%20facilities&categoryCode=&index=storeitem&type=All&pageNum=1&pageSize=10&sortBy=Relevance&itemType=All"'''Guide for the Development of Bicycle Facilities'''"], AASHTO, current edition. (See ''K:\Projects\Manual\AASHTO Guide for the Development of Bicycle Facilities 2012.pdf'').
::'''[https://www.access-board.gov/ada/ American with Disabilities Act (ADA) Guidelines and Standards]''', United States Access Board;
::'''[https://www.access-board.gov/prowag/ Proposed Guidelines for Pedestrian Facilities in the Public Right-of-Way (PROWAG)]''', United States Access Board;
::[https://nacto.org/publication/urban-street-design-guide '''"Urban Street Design Guide"'''] NACTO, current edition;
::[https://nacto.org/wp-content/uploads/2013/10/Vega-BarachowitzDavid_DesigningCitiesPHX.pdf '''"Urban Bikeway Design Guide"'''] NACTO, current edition;
::'''[https://www.ksdot.gov/home/showpublisheddocument/5325/638736482029600000 "Kansas Roundabout Guide"]''' KDOT, current edition;
::'''[https://drive.google.com/file/d/1Kz3wEyc0K2AxxH3Bng4ZsNdkGrYnpxm2/view Greenway Linkages Plan for Overland Park]''';
::'''[https://www2.opkansas.org/City-Government/Agendas-and-Minutes/Community-Development/Agendas/2015/2015-03-04/DIS-4-2.pdf South Overland Park Transportation Plan]''';
::[https://www.opkansas.org/city-services/traffic-roads-transportation/bicycling/'''Overland Park Bicycle Master Plan'''];
::'''[https://www.fhwa.dot.gov/publications/research/safety/00067/00067.pdf FHA Roundabouts Informational Guide]'''.
*'''Design Exceptions:
: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 fill out the following forms:

:Use [[Media:Design exceptions.docx|'''Design Exceptions''']] form to document all design exceptions and save it to the project preliminary design folder.

:Use [[Media:Design deviations.docx|'''Design Deviations''']] form to document design deviations, revisions to the standard design that do not adversely impact the design intent, and save to the project preliminary design folder.

: See [[index.php/Index.php/Phase II - Preliminary Design#Task No. 18 - Submit Request for Design Exception to KDOT| '''Phase II, Task No. 18''']] for design exceptions on federally funded projects.

== Task No. 10 - Standard Details ==
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The City's Public Works Department maintains and updates [https://www.opkansas.org/city-services/building-construction/civil-engineering/construction-standards/ '''Standard Details'''] for publicly funded projects under the direction of the City Engineer.
If Johnson County Wastewater facilities are involved in the project, '''[https://www.jocogov.org/department/wastewater/developers-engineers-contractors/standard-details Sanitary Sewer Standard Details]''' shall be incorporated into the plans.

Also, the following are typical thoroughfare sections to be used for the infrastructure improvements as recommended by '''[https://www2.opkansas.org/City-Government/Agendas-and-Minutes/Community-Development/Agendas/2015/2015-03-04/DIS-4-2.pdf South Overland Park Transportation Plan]''':

[[Media:Thoroughfare Ultimate 4- and 3-Lane Sections March-2022.pdf|'''Ultimate 4- and 3-Lane Thoroughfare Sections''']];

[[Media:Thoroughfare Ultimate 2-Lane Sections March-2022.pdf|'''Ultimate 2-Lane Thoroughfare Sections''']];

[[Media:Thoroughfare Interim Sections March-2022.pdf|'''Interim Thoroughfare Sections''']].

== Task No. 11 - SMAC Preliminary Study ==
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For SMAC funded projects a preliminary study should be prepared and delivered to Johnson County SMAC officials prior to beginning any design work.

See [[index.php/Index.php/Phase I - Vision#Task 3 - Prepare SMAC Project Addition Study .28Form.29|'''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 [[index.php/Index.php/Phase I - Vision#Task 11 - Execute Other Agency Agreements|'''Phase I, Task No. 11''']]. If these agreements were not executed prior to beginning of 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 state statutes, and current accepted and required surveying practices. Prior to the beginning of land survey or utility relocation work the letter to the residences adjacent to the project will be mailed out informing property owners of upcoming activities. Included with the letter is flood questionnaire to be used for storm drainage improvements consideration.
:'''[[Media:II-15f Survey Notice Template.docx|Exhibit No. II-13a]]''' ''is a sample pre-survey letter to residents''.
:[[Media:Flooding Questionnaire Template.doc|'''Exhibit No. II-13b''']] ''is a flood questionnaire''.

See City standard Scope of Services in '''[https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection/Certification Phase II, Task 3]'''

for survey control requirements.

{{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 Johnson County [https://maps.jocogov.org/ims/'''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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1307]''', along with all applicable permits attached, prior to obligation of funds, to comply with the NEPA process. (See [[index.php/Index.php/Phase III - Final Design#Task No. 14 - Submit PS&E Package|'''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 permit 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.

{{Note|''For KDOT Projects this task is tracked by KDOT. ''The Project Engineer shall ensure this task is complete''.}}

For more information see Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] of KDOT's LPA Project Development Manual.

== Task No. 15 - Schedule First Public Information Meeting ==
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The first public information meeting is scheduled by the Consultant/Project Manager. This meeting shall occur during preliminary design and after field surveys. The purpose of this meeting is to present the concept plan, project schedule, hear citizen's concerns, answer questions, 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 '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''' and [http://www.thelegalrecord.net '''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 [https://www.opkansas.org/city-services/neighborhoods/neighborhood-conservation-program/ '''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 [https://www.opkansas.org/city-government/city-council/ '''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)
* If deemed necessary, Project Manager can invite police personnel.

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

{{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 [[Media:Title VI Brochure English.pdf|'''English''']] and [[Media:Title VI Brochure Spanish.pdf|'''Spanish''']] is to be made available at all public meetings.}}

{{Exhibit|II-15a_First Public Information Meeting - In Person.docx|No. II-15a|is an example Invitation Letter to property owners.}}
{{Exhibit|II-15b_First Public Information Meeting - Virtual.docx|No. II-15b|is an example Invitation Letter to property owners for a virtual meeting.}}
{{Exhibit|II-15c_Public Meeting Sign-In Sheet_.docx|No. II-15c|is a public meeting sign in sheet.}}
{{Exhibit|II-15d_Citizen Comment Form Example.doc|No. II-15d|is an example Public Meeting Citizen Comment Form.}}
{{Exhibit|II-15e_sample public meeting flyer.pdf|No. II-15e|is an example Public Meeting Handout.}}{{Exhibit|II-15f_Survey Notice Template.docx|No. II-15f|is an example of a notice of survey.}}

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [https://www.bluevalleyk12.org/Page/34388 '''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 on methods of delivery of the title report acceptable to the City. Finally the RFP will establish a date for completing the title certification and report.

{{Exhibit|II-16a.xlt|No. II-16a|is a list of land title companies to be considered in RFP requests.}}
{{Exhibit|II-16b.dot|No. II-16b|is a sample land title RFP letter.}}
{{Exhibit|II-16c.pdf|No. II-16c|is a sample location map with parcel numbers.}}
{{Exhibit|II-16d.dot|No. II-16d|is a sample letter to selected land title company.}}
{{Exhibit|II-16e.dot|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 perform this work, the service of a subconsultant may be utilized after receiving written approval from the City. For projects designed by City Staff an RFP shall be prepared and forwarded to qualified firms.

Refer to [[index.php/Index.php/Phase II - Preliminary Design#Task No. 3 - Consultant Selection/Certification| '''Phase II, Task No. 3''']] for information on consultant selection process.

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}

For projects involving bridge construction, refer to Geotechnical Bridge Foundation Investigation Practice, found in Chapter [[Media:6.0 Bridge Design 2020.pdf|'''6.0 Bridge Design''']] of KDOT's '''LPA Project Development Manual'''.

== '''Task No. 18 - Submit Request for Design Exception to KDOT''' ==
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If, during the development of plans for proposed federally funded projects, 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 Bureau of Local Projects (KDOT) any request for project design exceptions, using a summary format like the form in [[Media:Design Exception Request Summary Form 2020.pdf|'''Figure 5.1''']] of the LPA Project Development Manual. 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.

All design exceptions are subject to approval by the Bureau Chief of BLP. 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. Supporting documents should be consistent with Section 2.3.4 of the KDOT Design Manual, Volume I, Bureau of Road Design.

(See '''KDOT Road Design Manual 2014.pdf''' in ''K:\Library\References\KDOT Design Manual'').

For design exceptions documentation, use Overland Park [[Media:Design exceptions.docx|'''Design Exceptions''']] form to be submitted in addition to the KDOT form.

For projects with other funding sources all requests for design exceptions shall be directed to the City Engineer.

Document all design exceptions regardless of funding on [[Media:Design exceptions.docx|'''Design Exceptions''']] form and save to the project preliminary design folder.

For more information see section 5.2.2.2 (Design Exception/Allowance) in Chapter [[Media:5.0 Plan Development 2020.pdf|'''5.0 Plan Development''']] of KDOT's '''LPA Project Development Manual'''.

For additional information regarding design exceptions on non-KDOT projects refer to [[index.php/Index.php/Phase II - Preliminary Design#Task No. 9 - Design Criteria| '''Phase II, Task No. 9''']] .

== 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|I-13b.xlt|No. I-13b|is RUPIS project schedule.}}

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12 Engineer's Professional Seal and Signature on Plans.''']]

For Field Check Plans preparation and submittal requirements on federally funded projects refer to Chapter [[Media:5.0 Plan Development 2020.pdf|'''5.0 Plan Development''']] of KDOT's '''LPA Project Development Manual'''.

== Task No. 20 - Distribute Plans to Utility Companies. Schedule Utility Meeting. ==
{{Top}}

The Consultant/Project Manager will distribute field check plans to all utility company representatives and schedule the utility meeting. An agenda should accompany the meeting invite. Meeting minutes will be prepared following the meeting and distributed to all scheduled attendees.

{{Note|''When scheduling utility meeting in Google calendar, in order to avoid conflicts with other utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to all meetings, pre-bid conferences and pre-construction conferences or any meetings that require utility company attendance''.}}

The purpose of the utility meeting is as follows:
*check accuracy of utility locations on plans,
*establish what utilities need to be relocated,
*See [[Media:KCP&L DWG 130.1-12.pdf|'''Evergy 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 [[index.php/Index.php/Phase II - Preliminary Design#Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional)|'''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.

All cost estimates shall utilize the City's [https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] and correspond to the measurement and payment as shown in the [https://ppm.opkansas.org/wiki/index.php?title=City_of_Overland_Park_Standard_Specifications_-_2020 '''City of Overland Park Standard Specifications'''].

== 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 [[Media:Cash Flow TH-1027 6-2019 Rome.xlsx|'''Exhibit II-6''']].

== Task No. 23 - Distribute Plans for Field Check ==
{{Top}}

The Consultant/Project Engineer shall distribute field check plans along with a copy of the project cost estimate and updated RUPIS project schedule electronically via '''Bluebeam''' session to the following:
*all members of the Project Team (see [[Media:Maintenance Plan Review Process 2020.docx|'''Maintenance Plan Review Process''']] 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 Services 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.

For the instructions on submitting E-Plans to BLP see the following:''

'''[https://www.ksdot.gov/home/showpublisheddocument/5601/638733200544670000 User Guide for Electronic Plans Review]''';
'''[https://www.ksdot.gov/home/showpublisheddocument/5595/638733200673170000 Specifications for Electronic Plans Submittal]''';
'''[https://www.ksdot.gov/home/showpublisheddocument/5211/638733041153400000 FTP Instructions]'''.

{{Note|''For KDOT Projects this task is tracked by KDOT. ''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 [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/ '''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|II-24a.pdf|No. II-24a|is a memo of the steps to be taken on Public Works projects.}}

{{Exhibit|II-24c.pdf|No. II-24c|is FEMA's Procedures for "No Rise" Certifications.}}

*[[Media:Temp Erosion & Pollution Control for PW Projects .pdf|'''Temporary Erosion and Pollution Control for Public Works Projects''']] is a memo summarizing permit requirements and project team procedures for Public Works projects.

*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. The permit submittal requires clearance letters for the project site from the following agencies:
::Kansas Department of Wildlife, Parks and Tourism for threatened or endangered species habitat. Contact KDWPT by emailing the environmental review request (see [[Media:II-24 KDWPT Notification Letter.pdf|'''example''')]] to ess@ksoutdoors.com.
::Kansas Historical Society for historical and archaeological sites. The information for the project should be submitted to the KSHS via the Kansas Review & Compliance (KSR&C) system. Go to [https://review.kshs.org/Account/Login '''http://review.kshs.org'''] to create an account or log in to an existing account.
:Refer to [[index.php/Index.php/Phase III - Final Design#Task No. 9 - Submit Final Check Plans for Review|'''Phase III, Task No.9''']] for the NOI application.
:The LDP is obtained prior to commencing construction activities. Refer to [[index.php/Index.php/Phase V - Construction#Task No. 8 - Complete Contractor Permits|'''Phase V, Task No.8''']] for the LDP application.

*Permit to Construct-Obstruction in streams from Kansas Department of Agriculture''' [https://www.agriculture.ks.gov/divisions-programs/division-of-water-resources/water-structures/stream-and-floodplain-permits Division of Water Resources]''' is necessary for any work on a stream with more than 240 acres tributary drainage (some exceptions).

:'''[https://www.agriculture.ks.gov/home/showpublisheddocument/2616/638461107218370000 Exhibit No. II-24d]''' ''is DWR application for permit for Obstruction in Streams.''

*State of Kansas - Environmental Coordination Act (ECA) - approval 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.

* Listing of contact information and addresses for the [https://www.agriculture.ks.gov/divisions-programs/division-of-water-resources/water-structures/environmental-coordination-act '''ECA agencies'''].

*'''[https://www.kdhe.ks.gov/DocumentCenter/View/41615/Plugging-Abandoned-Wells-Article-PDF?bidId= Plugging Packet]''' ''is a handout detailing KDHE's requirements for plugging abandoned water wells.''

*Corps of Engineers 404 Permit - necessary for any work located within a "water of the United States", including wetlands. '''http://www.usace.army.mil/Missions/CivilWorks/RegulatoryProgramandPermits.'''

:{{Exhibit|II-24f.pdf|No. II-24f|is a sample letter requesting a project be reviewed for nationwide permit coverage. (Visit [http://www.usace.army.mil/Missions/CivilWorks/RegulatoryProgramandPermits.aspx '''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). The latest permit forms and guidance can be obtained from [https://www.fema.gov/national-flood-insurance-program/national-flood-insurance-program-forms '''FEMA's website'''].

*KDOT Highway Permits - necessary for construction or utility relocation within KDOT Right of Way are done using the online [https://www.ksdot.gov/doing-business/permits/kdot-utility-permit-system-kups '''KUPS system''']:

::::'''''Highway Permit Use of Right of Way'''''

::::'''''Cased Utility Line Waiver'''''

::::'''''Highway Permit for Highway Access'''''

::::'''''Highway Permit Attachments to Bridges and Other Structures'''''

::::'''''Access Application Information Sheet'''''

:See [[Media:KDOT Forms Instructions.pdf|'''Preparation of Application for Highway Permit Agreements''']] for instructions on preparation of KDOT Forms 304, 308, 309 and 334.

See '''[https://www.ksdot.gov/home/showpublisheddocument/1305/638711379952670000 2007 KDOT Utility Accommodation Policy]''' for additional information.

All project related state and/or federal permits must be submitted and Form '''[https://www.ksdot.gov/home/showpublisheddocument/1579/638733210123230000 1307]''' completed prior to submittal of final check plans. (See [[Media:Blp-memo-10-08.pdf|'''BLP Memo 10-08''']]). This shall be completed at least four months prior to project letting.

== Task No. 25 - Begin Field Check Plan Review ==
The persons who receive field check plans (see [[index.php/Index.php/Phase II - Preliminary Design#Task No. 23 - Distribute Plans for Field Check|'''Task No. 23''']]) shall commence plan review. The review shall be completed prior to the scheduled Field Check meeting.

{{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 Johnson County [https://maps.jocogov.org/ims/'''AIMS Mapping'''] web page under the Utilities layer.}}

== Task No. 26 - Coordinate Electrical Service for Traffic Signals, Street Lighting and other City Facilities==
If applicable, begin [[Media:II-26 Electrical Services Address Procedures.pdf|'''Electrical Service Address Procedures''']] for streetlighting controllers, traffic signal controllers, electrical control centers for park irrigation controllers, flood warning or road weather information systems.

*See [[Media:II-26 KCPL Account Setup Form - Streetlighting.pdf|'''Evergy Account Setup Form - Streetlighting Control Center'''.]]

*See [[Media:II-26 KCPL Account Setup Form - Traffic Signal.pdf|'''Evergy Account Setup Form - Traffic Signal Control Center'''.]]

It is important that you specify the electrical service rate in the "Comments" 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 [[Media:II-26 Sample Letter to KCP&L for Electrical Service.pdf|'''sample letter''']] to Evergy requesting power service.
*See [https://drive.google.com/file/d/1pnyJiaJjbc-fi6Havd9ib0yjcXmgIITr/view ''' City of Overland Park Tax Exempt Certificate''']
*See [[Media:Form ST-28b Statement for Sales Tax Exemption.pdf|'''Sales Tax Exemption Form ST-28B''']]

The Account Form, Overland Park Tax Exempt Certificate and the Sales Tax Exemption Form ST-28B is required to be submitted for each control center.

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

If applicable, begin [[Media:Natural gas service address procedures.pdf|'''Natural Gas Service Address Procedures''']] for CNG generators.

*[[Media:Kansas city metro gas service area boundary map.pdf|Exhibit 1: '''Kansas City Metro Gas Service Area Boundary Map''']]

*[[Media:Atmos energy pre-approved contractors list.pdf|Exhibit 2: '''Atmos Energy Pre-Approved Contractors List''']]

*[[Media:Kansas Gas Service Line Application.docx|Exhibit 3: '''Kansas Gas Service Line Application (rev 01-01-14)''']]

*[[Media:Kansas Gas Cover Letter Sample.docx|Exhibit 4: '''Kansas Gas Cover Letter Sample''']]

*[[Media:Atmos Energy new meter set application.xlsx|Exhibit 5: '''Atmos Energy New Meter Set Application''']]

*[[Media:Atmos Energy Elevated Pressure Request Form.pdf|Exhibit 6: '''Atmos Energy Request for Elevated Pressure''']]

*[[Media:Atmos Energy Cover Letter Sample.docx|Exhibit 7: '''Atmos Energy Cover Letter Sample''']]

*[https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/ Exhibit 8: '''Commercial Building Permit Application''']

== Task No. 26b - Coordinate Removal of Streetlights Purchased from Evergy ==
{{Top}}

If applicable, begin the [[Media:Removal of Existing Streetlight Procedure.pdf|'''Removal of Existing Streetlight Procedure''']] for streetlights that were purchased from Evergy (KCP&L).

*See [[Media:Letter to Black & McDonald requesting the removal of streetlights.pdf|'''sample letter to Black & McDonald''']] requesting proposals for removing streetlights.

*See [[Media:Proposal to remove streetlights from Black & McDonald.pdf|'''sample streetlight removal proposal''']] from Black & McDonald.

== 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.

:[[Media:II-7e Sign in sheet.docx|'''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 distribute minutes and provide BLP with a response to the issues identified/discussed in the meeting.

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

During the site review/field check meeting it should be determined if the proposed project will have a potential impact on rail facilities. If it appears that work will be near or within railroad right-of way, the LPA will coordinate with the railroad to determine the need for flagging, liability insurance, agreements, and a possible diagnostic review.

== '''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.

:'''[https://www.ksdot.gov/home/showpublisheddocument/1535/638736480783200000 Exhibit No. II-28]''' is Official KDOT Utility Accommodation Policy/Agreement''.

Compliance with KDOT's Non-Discriminations policies is required on all contracts. See '''[https://www.ksdot.gov/home/showpublisheddocument/2397/638731509780470000 Title VI Handbook]''' for more information.

== '''Task No. 29 - Continue Environmental Process''' ==

For more information see Chapter [[Media:4.0 Environmental 2020.pdf|'''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 - Complete Public Interest Finding''' ==
{{Top}}

If the deviation from a standard practice is requested, the Project Manager shall submit a '''[https://www.ksdot.gov/home/showpublisheddocument/1957/638744283760630000 Proprietary Product Certification Form]''' or a Public Interest Finding (PIF) to BLP explaining the need for the deviation and why it is in the public's best interest to allow it.

For detailed information regarding the use of proprietary products see FHWA's [https://www.fhwa.dot.gov/construction/cqit/fr_qa.cfm '''Construction Program Guide'''].

== '''Task No. 32 - NHS Approval Procedure''' ==
{{Top}}

For projects on principal arterials, the Project Manager shall request special approval to administer a federally funded project on the National Highway System route, documenting the reason for the request and demonstrating that the City has successfully administered a non-NHS project. This request shall be submitted to the BLP for approval.

== Task No. 33 - Submit Right-of-Way Plans/Legal Descriptions ==
{{Top}}

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 tract files should be created in project folder under '''\2-Preliminary Design\ROW and Easement Documents\Tract Files.'''

{{Exhibit|Legal_Descriptions_and_Tract_Map.pdf|No. II-33|is an example of legal descriptions and tract map.}}
{{Exhibit|II-33a.pdf|No. II-33a|ia a Memorandum from the Register of Deeds, Johnson County, regarding legal description requirements for document indexing.}}
{{Exhibit|II-33b.pdf|No. II-33b|is a Sample Template from the Register of Deeds, Johnson County, showing required format (margin & paper size) for recording documents.}}

All prepared documents must conform to the Register of Deeds requirements and filed electronically with Johnson County RTA. If rejected, the City is notified by RTA via email.

{{Exhibit|JoCo_RTA_Rejection_Email.pdf|No. II-33c|is an example of rejection email from JoCo RTA.}}

(The rejection email is generated automatically and it applies to the whole package of documents submitted. Therefore the entire package is rejected even if only one tract has an error. It is up to the Project Engineer or Engineering Technician to figure out which one.)

{{Note|In some instances Long Term Temporary Construction Easements (TCE) have been granted to the City during the development process. These existing TCEs are usually adjacent to thoroughfares. During the R/W Plan review the project technician is to check for any previously granted Long Term TCEs adjacent to the project. The TCEs can be viewed in ArcMap by adding ''"Easement and ROW"'' Data Layer from ''"Property"'' Data Group. Each easement in this layer is linked to a ''pdf'' image of the document by which that easement was acquired.}}

== Task No. 34 - Hire Appraiser ==
{{Top}}

Project Manager shall form a Selection Committee and a qualification based selection process shall be used.
Appraiser and Acquisition Agent may be acquired by a stand-alone RFQ process or inclusion as a component of the qualifications based selection process for the Design Professional/Consultant, or as may be required by applicable federal or state laws/regulations.

{{Exhibit|II-34a APPRAISERS 3-23-26.docx|No. II-34a|is a list of City qualified appraisers.}}
{{Exhibit|II-34b_RFQ_Appraisal_Acquisition_2025.docx|No. II-34b|is a copy of City's Request for Qualifications (RFQ).}}
{{Exhibit|Summary_of_Takings_2025.pdf|No. II-34c|is a sample summary of the project right-of-way and easement takings.}}
{{Exhibit|II-34d Appraiser Agreement under 10K rev 5-16-24.docx|No. II-34d|is an Appraiser Agreement for fee under $10,000.}}
{{Exhibit|II-34e Appraiser Agreement over 10K rev 5-16-24.docx|No. II-34e|is an Appraiser Agreement for fee over $10,000.}}
{{Exhibit|II-34f Sample Intra-City Email Memo to Selection Committee 2025.pdf|No. II-34f|is a sample Intra City memorandum to the Selection Committee.}}
{{Exhibit|Proposal_City_of_OP_2025.pdf|No. II-34g|is a sample Proposal for Appraisal.}}
{{Exhibit|II-34h Ranking sheet rw proposals.pdf|No. II-34h| is a sample of ranking sheet.}}

See '''[https://www.fhwa.dot.gov/real_estate/local_public_agencies/lpa_guide/ch11.cfm 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|II-34i appraisal review.dot|No. II-34i|is a copy of Appraisal Review form.}}

LPA representatives, appraisers and acquisition contractors involved with the R/W acquisition process must be certified in accordance with the ROWCP requirements. Refer to Chapter [[Media:7.0 Right of Way 2024.pdf|'''7.0 Right of Way''']] of KDOT's LPA Project Development Manual for additional information.

== Task No. 35 - Prepare R/W and Easement Documents ==
{{Top}}

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

The following is the list of the most commonly used documents:

:*[[Media:Access-easement-option-1.docx|'''Access Easement Option 1''']]
:*[[Media:Access-easement-option-2.docx|'''Access Easement Option 2''']]
:*[[Media:Deed-of-dedication.doc|'''Deed of Dedication''']]
:*[[Media:Kansas-warranty-deed.docx|'''Kansas Warranty Deed''']]
:*[[Media:Notice-of-termination-of-temporary-construction-easement.docx|'''Notice of Termination of Temporary Construction Easement''']]
:*[[Media:Permanent-drainage-easement-city-grantee.docx|'''Permanent Drainage Easement - City Grantee''']]
:*[[Media:Permanent-drainage-easement-city-grantor.docx|'''Permanent Drainage Easement - City Grantor''']]
:*[[Media:Permanent-drainage-easement-city-grantor-and-grantee.docx|'''Permanent Drainage Easement - City Grantor and Grantee''']]
:*[[Media:Permanent-maint-access-easement.docx|'''Permanent Maintenance Access Easement''']]
:*[[Media:Permanent-right-of-way-easement.docx|'''Permanent Right of Way Easement''']]
:*[[Media:Quit-claim-deed.docx|'''Quit Claim Deed''']]
:*[[Media:Real Estate Mortgage Release - Corporation.docx|'''Real Estate Mortgage Release - Corporation''']] (to be obtained when value of takings exceeds $50K)
:*[[Media:Real Estate Mortgage Release - Individual.docx|'''Real Estate Mortgage Release - Individual''']] (to be obtained when value of takings exceeds $50K)
:*[[Media:Retaining Wall Easement.docx|'''Retaining Wall Easement''']]
:*[[Media:Sidewalk-and-traffic-signal-system-easement-2.docx|'''Sidewalk and Traffic Signal System Easement''']]
:*[[Media:PSE & UE.docx|'''Sidewalk and Utility Easement''']]
:*[[Media:Sidewalk-easement.docx|'''Sidewalk Easement''']]
:*[[Media:Sidewalk-variance-ce-std.docx|'''Sidewalk Variance - City Engineer Standard''']]
:*[[Media:Sidewalk-variance-pwc.docx|'''Sidewalk Variance - Public Works Committee''']]
:*[[Media:Sight Triangle Easement .docx|'''Sight Triangle Easement''']]
:*[[Media:Street-light-easement-2.docx|'''Street Light Easement''']]
:*[[Media:Temporary-construction-easement-city-grantee rev 6-9-22.docx|'''Temporary Construction Easement - City Grantee''']]
:*[[Media:Temporary-construction-easement-city-grantor.docx|'''Temporary Construction Easement - City Grantor''']]
:*[[Media:Temporary-Construction-Easement-Grading-Version-1.docx|'''Temporary Construction Easement for Grading - Version 1''']]
:*[[Media:Temporary-Construction-Easement-Grading-Version-2.docx|'''Temporary Construction Easement for Grading - Version 2''']]
:*[[Media:Temporary-Construction-Easement-Long-Term.docx|'''Temporary Construction Easement - Long Term''']]
:*[[Media:Traffic-signal-system-easement-2.docx|'''Traffic Signal System Easement''']]
:*[[Media:Utility-easement-city-grantee.docx|'''Utility Easement - City Grantee''']]
:*[[Media:Utility-easement-city-grantor.docx|'''Utility Easement - City Grantor''']]
:*[[Media:Utility-easement-city-grantor-and-grantee.docx|'''Utility Easement - City Grantor and Grantee''']]

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

:*[[Media:EASEMENT ACQUISITION AGREEMENT-final 3-20-25.docx|'''Easement Acquisition Agreement''']]
:*[[Media:EASEMENT ACQUISITION AGREEMENT-partial mortgage final 3-20-2025.docx|'''Acquisition Agreement with Partial Mortgage Release''']]
:*[[Media:Amendment to EASEMENT ACQUISITION AGREEMENT 3-20-25.docx|'''Amendment to Easement Acquisition Agreement''']]
:*[[Media:Administrative Settlement Form 3-20-25.docx|'''Administrative Settlement Form''']]
:*[[Media:Restoration Agreement template 3-20-2025.docx|'''Restoration Agreement''']] and [[Media:Restoration Agreement-Exhibit A template.docx|'''Exhibit A''']]
:*[[Media:RIGHT OF ENTRY AGREEMENT 12.09.25.docx|'''Right of Entry Agreement''']]
All prepared right-of-way and easement documents must conform to the Register of Deeds requirements. See [https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._33_-_Submit_Right-of-Way_Plans/Legal_Descriptions'''Phase II, Task No. 33'''] for exhibits.

== Task No. 36 - Schedule Second Public Information Meeting ==
{{Top}}

The purpose of this meeting is to present the Right of Way plans to the citizens. For KDOT projects the Notice of Public Information Meeting must be published in the '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''' and [http://www.thelegalrecord.net '''The Legal Record'''].

See [[index.php/Index.php/Phase II - Preliminary Design#Task No. 15 - Schedule First Public Information Meeting|'''Phase II, Task No. 15''']] for list of invites.

{{Exhibit|II-36a-1_Second Public Information Meeting - With Federal Funds.docx|No. II-36a-1|is an example Invitation Letter to property owners. Project w/ Federal Funds}}
{{Exhibit|II-36a-2_Second Public Information Meeting - Without Federal Funds.docx|No. II-36a-2|is an example Invitation Letter to property owners. - w/out Federal Funds}}
{{Exhibit|II-36b_Public Meeting Sign-In Sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{Exhibit|II-36c_Sample Public Meeting Handout.pdf|No. II-36c|is a public meeting handout.}}{{Exhibit|II-36d-1_Third Public Information Meeting - In Person, No Presentation.docx|No. II-36d-1|Third Public Information Meeting - In Person.}}{{Exhibit|II-36d-2_Third Public Information Meeting - In Person, With Presentation.docx|No. II-36d-2|Third Public Information Meeting - In Person, With Presentation.}}

{{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 [[Media:Title VI Brochure English.pdf|'''English''']] and [[Media:Title VI Brochure Spanish.pdf|'''Spanish''']] 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 '''[https://facilities.bluevalleyk12.org/ 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.

== [[index.php/Index.php/Category:Phase II Exhibits|All Phase II Exhibits]] ==

File:PSE & UE.docx

2026-03-31T14:03:56Z

Alisha Holcomb:

Contract Documents for CDBG Projects

2026-03-25T20:44:55Z

Alisha Holcomb:

In addition to the [[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|'''City’s Standard Contract Documents''']], the CDBG Contracts shall be supplemented with the following:

:*[[media:III-11a-6b Notice to Bidders-CDBG 6.30.25.docx|'''Notice to Bidders''' (CDBG Projects)]];
:*[[media:III-11a-10b Table of Contents CDBG 6.30.25.docx|'''Table of Contents''' (CDBG Projects)]];
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG BYRD ANTI lobbying cert form.pdf|'''Byrd Anti-Lobbying Amendment Certification''']];
:*[https://files.hudexchange.info/resources/documents/Section-3-Employer-and-Employee-Eligibility-Worksheet.xlsb'''Section 3 Employer and Employee Eligibility Worksheet'''].(Do not insert in the contract documents - use to complete the Certification of Calculated Results (next link))
:*[[media:Certification of Calculated Results Form.docx|'''Section 3 Employer and Employee Eligibility Worksheet Certification of Calculated Results''']];
:*[[media:FFATA Form.pdf|'''Federal Funding Accountability and Transparency Act Data Form''']];
:*[[media:EEO Cert 2020.pdf|'''Equal Employment Opportunity Certification''']];
:*[[media:Note to EEOC Form.pdf|'''City of Overland Park Note to Equal Employment Opportunity Certification''']];
:*[[media:EEO Law.pdf|'''Equal Employment Opportunity Law''']];
:*[[media:Overland Park Section 3 Reporting Requirements - 6.13.25.pdf|'''Overland Park Section 3 Reporting Requirements''']];
:*[[media:Section 3 Utilitzation Tool HUD-4737C.pdf|'''Section 3 Utilization Tool, HUD Form 4737C''']];'''(to be replaced with updated form when available)'''
:*[[media:Section 3 - Employer Certification Form HUD-4736A exp. 3.31.28.pdf|'''Section 3 Employer Certification Form, HUD Form 4736A''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:HUD 4010 - Federal Labor Standards Provisions.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

{{Note|The list of current [https://sam.gov/content/wage-determinations '''Wage Determinations'''] is to be obtained from KDOT and inserted into the Contract Documents just before advertisement of the project. The Wage Determinations shall be rechecked for modifications ten days prior to bid opening. If modifications have been made since advertisement, an addendum showing the current Wage Determinations shall be issued. If a contract has been awarded but construction has not yet begun within 90 days of the award, the City must determine if any modifications have been issued to the wage decision. If so, a Change Order shall be prepared in order that the contractor adhere to the modified wage decision.}}
:*[http://www.dol.gov/whd/forms/wh347.pdf '''Department of Labor Payroll (Form WH-347)'''];
:*[http://www.dol.gov/whd/forms/wh347instr.htm '''Instructions for Completing form WH-347.'''];
:*[[media:Record of Employee Interview.pdf|'''Record of Employee Interview (Form HUD-11)''']];
:*[[media:Davis-Bacon Wages Notice-English 2024.pdf|'''Notice To All Employees, English Version''']];
:*[[media:Davis-Bacon Wages Poster-Spanish 2024.pdf|'''Notice To All Employees, Spanish Version''']];
:*[[media:CDBG_Standards_of_conduct.pdf|'''Standards of Conduct''']];
:*[[media:Attachment 1 (Construction) CDBG Contract Provisions.pdf|'''Attachment 1 (Construction)''']];
:*[[media:CDBG Conflict of interest certification city.pdf|'''Conflict of Interest Certification''']]. (Do not insert in the contract documents - it is for staff use only)
:*[[media:CDBG_Checklist_city.xls|'''CDBG Checklist Prior to Contract Award''']]. (Do not insert in the contract documents - it is for staff use only)
:*[[media:Section-3 Labor-Hours-Project-Tracking-Form 2024.xlsx|'''Section 3 Labor Hours Tracking Form''']]. (Do not insert in the contract documents - to be completed periodically while work is being done)

Contract Documents for CDBG Projects

2026-03-25T20:39:53Z

Alisha Holcomb:

In addition to the [[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|'''City’s Standard Contract Documents''']], the CDBG Contracts shall be supplemented with the following:

:*[[media:III-11a-6b Notice to Bidders-CDBG 6.30.25.docx|'''Notice to Bidders''' (CDBG Projects)]];
:*[[media:III-11a-10b Table of Contents CDBG 6.30.25.docx|'''Table of Contents''' (CDBG Projects)]];
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG BYRD ANTI lobbying cert form.pdf|'''Byrd Anti-Lobbying Amendment Certification''']];
:*[https://files.hudexchange.info/resources/documents/Section-3-Employer-and-Employee-Eligibility-Worksheet.xlsb'''Section 3 Employer and Employee Eligibility Worksheet''']
:*[[media:Certification of Calculated Results Form.docx|'''Section 3 Employer and Employee Eligibility Worksheet Certification of Calculated Results''']];
:*[[media:FFATA Form.pdf|'''Federal Funding Accountability and Transparency Act Data Form''']];
:*[[media:EEO Cert 2020.pdf|'''Equal Employment Opportunity Certification''']];
:*[[media:Note to EEOC Form.pdf|'''City of Overland Park Note to Equal Employment Opportunity Certification''']];
:*[[media:EEO Law.pdf|'''Equal Employment Opportunity Law''']];
:*[[media:Overland Park Section 3 Reporting Requirements - 6.13.25.pdf|'''Overland Park Section 3 Reporting Requirements''']];
:*[[media:Section 3 Utilitzation Tool HUD-4737C.pdf|'''Section 3 Utilization Tool, HUD Form 4737C''']];'''(to be replaced with updated form when available)'''
:*[[media:Section 3 - Employer Certification Form HUD-4736A exp. 3.31.28.pdf|'''Section 3 Employer Certification Form, HUD Form 4736A''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:HUD 4010 - Federal Labor Standards Provisions.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

{{Note|The list of current [https://sam.gov/content/wage-determinations '''Wage Determinations'''] is to be obtained from KDOT and inserted into the Contract Documents just before advertisement of the project. The Wage Determinations shall be rechecked for modifications ten days prior to bid opening. If modifications have been made since advertisement, an addendum showing the current Wage Determinations shall be issued. If a contract has been awarded but construction has not yet begun within 90 days of the award, the City must determine if any modifications have been issued to the wage decision. If so, a Change Order shall be prepared in order that the contractor adhere to the modified wage decision.}}
:*[http://www.dol.gov/whd/forms/wh347.pdf '''Department of Labor Payroll (Form WH-347)'''];
:*[http://www.dol.gov/whd/forms/wh347instr.htm '''Instructions for Completing form WH-347.'''];
:*[[media:Record of Employee Interview.pdf|'''Record of Employee Interview (Form HUD-11)''']];
:*[[media:Davis-Bacon Wages Notice-English 2024.pdf|'''Notice To All Employees, English Version''']];
:*[[media:Davis-Bacon Wages Poster-Spanish 2024.pdf|'''Notice To All Employees, Spanish Version''']];
:*[[media:CDBG_Standards_of_conduct.pdf|'''Standards of Conduct''']];
:*[[media:Attachment 1 (Construction) CDBG Contract Provisions.pdf|'''Attachment 1 (Construction)''']];
:*[[media:CDBG Conflict of interest certification city.pdf|'''Conflict of Interest Certification''']]. (Do not insert in the contract documents - it is for staff use only).
:*[[media:CDBG_Checklist_city.xls|'''CDBG Checklist Prior to Contract Award''']]. (Do not insert in the contract documents - it is for staff use only).
:*[[media:Section-3 Labor-Hours-Project-Tracking-Form 2024.xlsx|'''Section 3 Labor Hours Tracking Form''']]. (Do not insert in the contract documents - to be completed periodically while work is being done).

Phase IV - Pre-Construction

2026-03-23T19:00:13Z

Alisha Holcomb: /* Task No. 5 - Notice to Contractors/DBE Firms */

{{Navbar}}
== Introduction ==
{{Introduction
|This phase is referred to by KDOT as the Letting phase and has important legal significance. Legal advertisement with proper publication has to occur prior to a bid opening. KDOT requires contractor pre-qualifications and Contractor collusion evaluation for Federal funded projects.

Bids are tabulated, evaluated and a City staff recommendation is prepared regarding the contract award for presentation to the City Council. If Federal funds are involved, the bids must receive KDOT concurrence prior to consideration by the City Council.
}}

== [[Phase IV Checklist]] ==


== Task No. 1 - Complete Plans, Specifications and Estimate ==
{{ Top}}

The Consultant/Project Manager shall make all final plan revisions, complete the specifications and prepare the final Engineer’s construction cost estimate. The City project team and consultant will determine what materials the contractor will be required to submit during the construction phase and who will be responsible for reviewing and approving the submittals.

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template'''] is available for assembling the SWPPP notebook.

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] Engineer's Professional Seal and Signature on Plans.

== Task No. 2 - Selection of Material Testing Firm ==
{{Top}}

The Project Manager shall verify testing services for each project as required, prepare, and distribute RFQs to at least three qualified private material testing companies in accordance with the [https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 '''Resolution No. 5007'''].

{{Exhibit|IV-2a MATERIAL TESTING 4-3-24.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|RFQ Packet Template- Material Testing.docx|No. IV-2b|is a RFQ template for Material Testing.}}
{{Exhibit|IV-2 Testing Proposal Exhibit B - rev 4-4-14.docx|No. IV-2d|is a sample of the material testing proposal (Exhibit B).}}
{{Exhibit|IV-2e Testing Specifications Exhibit C - rev 11-23-16.pdf|No. IV-2e|is the material and testing specifications (Exhibit C).}}
{{Exhibit|IV-2f.pdf|No. IV-2f| is the Material Sampling and Testing Frequency Chart (Exhibit D).}}
{{Exhibit|IV-2g Testing Services Agreement - rev 5-31-24.docx|No. IV-2g|is the Agreement for Construction Material Testing Services (Exhibit A).}}
{{Exhibit|IV-2h Supplemental Agreement to Material Testing Services Agreement 1-15-20.docx|No. IV-2h|is the Supplemental Agreement for Construction Material Testing Services.}}

== Task No. 3 - Set Bid Opening Date - Schedule Room ==
{{Top}}

The Project Manager in conjunction with the Contract Specialist will determine the bid opening date. The Contract Specialist will schedule the Council Chambers for receiving bids. The bid opening time and location will be included in the legal publication.

The Project Manager shall determine if a pre-bid conference is required prior to preparing the notice to bidders. If one is required, it shall be scheduled approximately one week prior to the bid opening. The Notice to Bidders shall give this date as information to potential bidders and will serve as the invitation to this meeting. It shall be determined by the Project Manager whether attendance will be a requirement for submitting a bid.

See '''[[Planning Bid and Contract Award Schedules]]''' for the bidding/contract award process timeline.

== Task No. 4 - Publish Legal Advertisement ==
{{Top}}

Generally, the project is advertised approximately 3 weeks prior to the scheduled bid opening. The Contract Specialist will provide the Notice to Bidders electronically to the City Clerk by 3:00 pm Wednesday so arrangements can be made for publication in the Tuesday edition of the '''[http://www.thelegalrecord.net The Legal Record]'''. The Contract Specialist shall check the newspaper on the day of scheduled publication to make sure the notice was published.

For KDOT projects, advertisement shall also be in the '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''', 30 days prior to the scheduled bid opening. Kansas Register publications are released on Thursdays. The Notice to Bidders shall be emailed to the Kansas Register (''kansasregister@ks.gov'') one week prior to scheduled advertisement. Affidavits of Publication will be sent from the Kansas Register after publication as a PDF via reply to the original submission email.

== Task No. 5 - Notice to Contractors/DBE Firms ==
{{Top}}

The Contract Specialist/Administrative Assistant shall provide a copy of the Notice to Bidders either by email or regular mail to the firms in the Bidders List.
{{Exhibit|IV-5a STREETS AND BRIDGES 03.23.2026.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b_STORM_SEWER_02.16.2026.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c_SIDEWALK_AND_CURB_02.16.2026.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d_Streetlighting-Construction_02.16.2026.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e_Traffic_Signal_construction_02.16.2026.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f_Traffic_Signal_Streetlight-Fiber_Equipment_02.16.2026.docx|No. IV-5f|is a list of contractors for Traffic Signal, Streetlighting, and Fiber Equipment.}}
{{Exhibit|IV-5g_Fiber_Optic_Construction_02.16.2026.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h_DEMOLITION_02.16.2026.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i_Buildings_02.16.2026.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j_Building_Mechanical_Systems_02.16.2026.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k Architects 01.22.2025.docx|No. IV-5k|is a list of Architects.}}
{{Exhibit|IV-5l_Plan_Rooms_02.16.2026.docx|No. IV-5l|is a list of plan rooms associated with DBE contractors. They are to receive a copy of the Notice to Bidders.}}
{{Exhibit|IV-5m_EVSE_Contractors_02.16.2026.docx|No. IV-5m|is a list of contractors for Electric Vehicle Charging Station projects.}}

== Task No. 6 - Distribute Plans, Contract Documents and Estimate ==
{{Top}}

The plans/contract documents shall be made available through [https://www.questcdn.com/ '''QuestCDN'''] for current rate set by QuestCDN. This information shall be included in the Notice to Bidders.

For projects that are bid using hard copy bids, plans/contract documents are distributed by the office that prepared the plans/contract documents to potential bidders. The Consultant/Project Manager shall establish a fair price for the plans/contract documents which amount shall not be refundable. This amount shall be included in the Notice to Bidders.

The plan holders list will be available through QuestCDN for projects that bid electronically. For hard copy bids, the Consultant or City who is distributing/selling the plans shall keep a list of all plan holders.

The final Engineer’s construction cost estimate shall be provided to the Contract Specialist in either Word or Excel format at least four days prior to the bid opening. This estimate shall also be printed and provided in sealed envelope for the bid opening.

{{Exhibit|IV-6 Engineers Estimate.docx|No. IV-6|is a template for Engineer’s Estimate.}}

{{Note
|Engineer's Estimate shall be signed and stamped by the PE}}

After the City Council has awarded the Contract, the original estimate is forwarded to the City Clerk’s office and a copy placed in the project file.

== Task No. 7 - Conduct Pre-Bid Conference ==
{{Top}}

If a pre-bid conference is scheduled by the Project Manager, an agenda shall be prepared and distributed at the beginning of the meeting.

:[[Media:IV-7a_Pre_Bid_Agenda_09.19.2025.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b_pre-bid_sign_in_sheet_09.19.2025.doc|'''Exhibit No. IV-7b''']] ''is a meeting sign in sheet''.

:'''The following issues are appropriate to discuss:'''
:*Project scope/requirements,
:*Any unusual contract requirements,
:*Any unusual work requirements,
:*Utility related questions,
:*Contract completion date,
:*Traffic control plan(s), and
:*Contractor/bidder questions.

The representatives from the utility companies shall be invited to the pre-bid conference.

Coordinate with Engineering Services for development projects permitted in the area.

{{Note|When scheduling meeting in Google calendar, in order to avoid conflicts with utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to pre-bid conferences, pre-construction conferences or any meetings that require utility company attendance.}}

== '''Task No. 8 - Determine Contractor/Sub-Contractor Qualifications - KDOT Projects'''==
{{Top}}

For a KDOT project, the prime Contractor selected to perform the work, shall be on the KDOT's latest qualification list for class of work. The City shall obtain from the Bureau of Construction and Maintenance, KDOT, the latest list of '''[https://kdotreports.ksdot.gov/BIPortal/ViewObject.aspx?reportId=3098815&parentId= Pre-Qualified Contractors]''' to perform the class of work involved with the project. The directory can also be found on '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-prequalification KDOT's Website]'''.

For plans obtained through electronic bidding process, the Contract Specialist at the time the project is added to QuestCDN will answer YES to the Prequalification Required field. When a Contractor requests plans, the system will put them on hold until the Contract Specialist looks them up in the Pre-Qualified Contractors list. If it is determined that the contractor is qualified, the Contract Specialist marks them as APPROVED and notifies the contractor that they can now download plans. If the contractor is a sub-contractor, they will be allowed to download plans.

:[[Media:IV-8_KDOT_Classes_of_Work_Rev.07.2017.pdf|'''Exhibit No. IV-8''']] ''is an example of KDOT's Class or Classes of Work''.

For a KDOT project, all contractors and sub-contractors working on any State/Federal-Aid project must have an EEO policy on file with the Office of Civil Rights Compliance. Each contractor and sub-contractor is responsible for submitting annually their company's EEO policy on their company letterhead, a letter of appointment of the company's EEO officer, and the DOT '''[https://www.ksdot.gov/home/showpublisheddocument/10927/638750289211926732 49 CFR]''' Form. A contractor or sub-contractor with 50 or more employees shall have an Affirmative Action Plan.

The BLP PM will notify the City if a contractor does not have a policy on file. No contractors will be allowed to work on the project until the Office of Civil Rights Compliance verifies that they have a policy on file.

Contact KDOT's Office of Civil Rights Compliance with any questions (785-296-7940).

== Task No. 9 - Prepare Contract Addendum ==
{{Top}}

The Consultant/Project Manager, as a result of the Pre-Bid Conference or other Contractor inquires/suggestions, may make final contract document changes, prior to the bid opening, by issuing an addendum. The addendum shall be prepared and provided electronically through [https://www.questcdn.com/ '''QuestCDN'''] to all plan holders of record. For federal-aid projects all addenda must be submitted to the Bureau of Local Projects for prior approval before being distributed to plan holders. See [[Media:Blp-memo-6-17-2010.pdf|'''BLP Memo''']] dated 6-17-2010.

Addenda will be issued no later than four days prior to the date for receipt of bids, except an addendum withdrawing the request for bids or one which includes postponement of the date to receive bids.
{{Exhibit|IV-9 Addendum Sample Cover Page.docx|No. IV-9|is a sample of contract addendum cover page.}}

The [https://sam.gov/content/wage-determinations '''Davis Bacon Wage Determinations'''] used for KDOT projects shall be those in effect no more than ten days prior to the letting. If modifications have been made since advertisement an addendum showing the current Wage Determinations shall be issued.

== Task No. 10 - Complete Bid Opening ==
{{Top}}

One or two days prior to the bid opening date, the Contract Specialist will prepare a bid tabulation form.

If addenda to the contract documents have been issued by the Consultant/Project Manager, this must be indicated on the bid tab.

In accordance with state laws and regulations the bids are opened and read by the City Clerk, or their representative, with two (2) witnesses presiding over the bid opening. Bids are recorded by the Contract Specialist and provided to the City Clerk’s office.

{{Exhibit|IV-10_Sample_Bid_Summary_Form.docx|No. IV-10|is a sample bid summary form.}}

[https://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx?secid=56#secid-56 '''Governing Body Resolution No. 4268'''] establishes policy for the City of Overland Park, Kansas, on the receipt of bids and proposals for goods or services requiring council approval.

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{Top}}

Subsequent to the bid opening, the Contract Specialist shall prepare a detailed bid tabulation from the submitted bids on [https://www.questcdn.com/ '''QuestCDN'''].

This detailed bid tabulation shall be in the same format as the contract document bid form. When a bid is entered on the QuestCDN site, the accuracy of the bid is checked and error messages are provided to the bidder prior to submitting their bid.

For hard copy bids, the Contract Specialist/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

Bids for materials or equipment that include variances or exceptions will be reviewed by either the Project Manager or the appropriate Maintenance Superintendent to determine if the proposal meets the contract documents and specifications.

The Engineer’s estimate shall also be included on the bid tabulation.

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council and final execution of contract documents, then all information is public.

{{Exhibit|IV-11_Detailed_Bid_Tab.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{Top}}

For non-KDOT projects, the Project Manager shall determine if the low bid Contractor has performed similar and satisfactory work for the City of Overland Park or other cities in the Kansas City Metro area. Critical Contractor information to be obtained is as follows:

*materials/products used tested satisfactory,
*contractor staking skills,
*pavement smoothness/rideability,
*punchlist items handled quickly/professionally,
*public relations skills,
*name of project superintendent capabilities/skills/years of experience/type of projects,
*work completed within contract time period,
*possible bid rigging,
*current projects underway,
*references for projects completed for public agencies in the Kansas City Metro area during the last two years, and
*list of available equipment.

Immediately after the bid opening the Project Manager shall prepare a Sub-contractor Breakdown Form and forward it to the apparent low bidder. The apparent low bidder shall complete the form showing all sub-contractors, if any, their address, associated bid item numbers, and bid item amount the sub-contractor is to perform.

:'''[https://docs.google.com/spreadsheets/d/1KdashEt4B0ZmnSBSMiZtAukwNmgImvH8/edit?usp=sharing&ouid=103336345045928530974&rtpof=true&sd=true LPA Sub-Contractor Approval Form]''' - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a_Subcontractor_Breakdown_Form_09.18.2025.xlsx|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

After the bids have been opened the Project Manager sends a letter/form to the DBE subcontractor(s) requesting commitment in writing.

:[[Media:IV-12b_DBE_Sub-contractor_Letter_09.18.2025.pdf|'''Exhibit No. IV-12b''']] ''is a sample letter/form to DBE subcontractor(s) to sign and return''.

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{Top}}

The Project Manager shall perform a manual review of all bids received for evidence of collusion. Due to the frequency of specific project work, the Engineering Staff has become well-informed as to the current market value of specific bid items of work within the Johnson County area.

The City Engineering Staff also maintains itemized records of all bids received and opened for each project. This permits a regular routine comparison by the City Engineering Staff for potential bid rigging by Contractors.

For Bid Analysis Guidelines {{LPA_citation|10.3.2.4.6.1|[[Media:10.0_LPA-Administered_Procedures_2024.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

The following is a link to the [https://www.justice.gov/atr/red-flags-collusion '''Department of Justice, Antitrust Division Red Flags of Collusion Checklist'''].

The following is a link to a FHWA [http://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm#s5 '''Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation''']

== '''Task No. 14 - Determine Disadvantaged Business Enterprises (DBE) Involvement''' ==
{{Top}}

For KDOT projects the Project Manager shall email all DBE goal sheets with a bid tab of all bidders to KDOT's Civil Rights Administrator (CRA) assigned to the project. The CRA will review and provide a recommendation on how to proceed. If the DBE goal is not met or exceeded, the apparent low bidder has 48 hours to provide the CRA its written documentation of a good faith effort to meet the DBE goals prior to submitting their bid. If the good faith effort documentation is accepted, the contract process can proceed. If it is not accepted, then the second low bidder will be reviewed for compliance.

{{Exhibit|IV-14.pdf|No. IV-14|is an example of a completed DBE Contract Goals form.}}

The project manager is also to verify that every DBE listed by each bidder is currently certified by KDOT. The DBE certification directory is updated monthly by KDOT. The Project Manager shall contact the Office of Contract Compliance, Eisenhower State Office Building, Topeka, KS, (785) 296-7940 for the latest updated listing of DBE firms. The directory can also be found on [https://kdotapp.ksdot.org/dbecontractorlist/ '''KDOT's Website'''] and should be verified as current revision with the Office of Contract Compliance.

{{Note|DBE involvement is documented and reported throughout the contract. [[media:IV-14a.pdf|'''Exhibit No. IV-14a''']] is correspondence from KDOT regarding DBE Reporting Requirements. These requirements appear in subsequent tasks throughout the manual.}}

== Task No. 15 - Project Financing / Escrow Funding ==
{{Top}}

Throughout the duration of the project and as part of the CIP revision process, the Project Manager shall verify if additional escrow funds become available and that they are allocated appropriately.

== '''Task No. 16 - Request Bid Approval from KDOT''' ==
{{Top}}

The Project Manager shall forward to the BLP-KDOT the bid tabulation and staff recommendation for contract award.

{{Exhibit|IV-16a.pdf|No. IV-16a|is a sample transmittal letter to BLP-KDOT.}}

{{Exhibit|Checklist for Authority to Award.pdf|No. IV-16b| is a Checklist for Authority to Award.}}

{{Exhibit|IV-16c.pdf|No. IV-16c| is a sample form "Authority to Award Contract/Commitment of Federal/State Funds".}}

== '''Task No. 17 - Receive Concurrence and Award from KDOT''' ==
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The BLP-KDOT shall inform the City, in writing, upon concurrence with the City Staff recommendation regarding the contract award.

The construction contract shall not be presented to the City Council and executed prior to receiving Authority to Award from KDOT.

{{Note|The Project Engineer shall ensure this task is complete.}}

== Task No. 18 - Submit Staff Recommendation for Contract Award ==
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The Project Manager shall make a written recommendation via staff comments, to the Public Works Committee. If all bids exceed the Engineer’s estimate by more than seven percent, an explanation from the Consulting Engineer must also be provided. The Project Manager shall submit the bid tabulation and recommendation to the Public Works Committee. The Committee recommendation will then be provided to the City Council at their next scheduled meeting.

{{Note|If the total estimated project cost exceeds the City Council Resolution creating the Improvement District (Project), by more than 10%, the ID must be recreated.}}

{{Exhibit|Project Cost Estimate 11-20-2015.pdf|No. IV-18|is a sample staff project cost estimate breakdown.}}

== Task No. 19 - Award Contract by City Council ==
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The City Council will either accept the recommendation or reject all bids or proposals received. Upon acceptance, a notice of the contract award is sent to the successful bidder and a notice of rejection is sent to the unsuccessful bidders. Following receipt of the contract documents and approval of the insurance and bonds by the Contract Specialist, the contract is executed by the authorized official.

{{Exhibit|IV-19a_Notice_of_Award_sample.pdf|No. IV-19a|is a sample award letter sent to the successful bidder.}}
{{Exhibit|IV-19b_Notice_of_Rejection_sample.pdf|No. IV-19b|is a sample rejection letter sent to the unsuccessful bidders.}}

== '''Task No. 20 - Submit Letting Summary Document to KDOT''' ==
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Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Standard Specifications for State Road and Bridge Construction]'''. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

In addition, a signed and electronically bookmarked copy of the contract with all required certifications will be submitted to KDOT at this time. A breakout of the project construction costs (Bid Item List) by work type (i.e., roadway, surfacing, bridges,traffic signals, and common items) and with non-participating items marked as such, shall be submitted to BLP at this time. This needs to be as Excel spreadsheet using formulas in the total column (do not hard key the numbers).

{{Exhibit|IV-20a.pdf|No. IV-20a| is a sample transmittal letter to KDOT.}}

{{Exhibit|IV-20b.pdf|No. IV-20b| is a sample of Letting Summary Document.}}

{{Exhibit|IV-20c.pdf|No. IV-20c| is a sample of Breakout of Construction Costs by Work Type.}}

{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}

== [[:Category:Phase IV Exhibits|All Phase IV Exhibits]] ==

2025-09-18T16:02:04Z

Alisha Holcomb: /* Task No. 8 - Determine Contractor/Sub-Contractor Qualifications - KDOT Projects */

{{Navbar}}
== Introduction ==
{{Introduction
|This phase is referred to by KDOT as the Letting phase and has important legal significance. Legal advertisement with proper publication has to occur prior to a bid opening. KDOT requires contractor pre-qualifications and Contractor collusion evaluation for Federal funded projects.

Bids are tabulated, evaluated and a City staff recommendation is prepared regarding the contract award for presentation to the City Council. If Federal funds are involved, the bids must receive KDOT concurrence prior to consideration by the City Council.
}}

== [[Phase IV Checklist]] ==


== Task No. 1 - Complete Plans, Specifications and Estimate ==
{{ Top}}

The Consultant/Project Manager shall make all final plan revisions, complete the specifications and prepare the final Engineer’s construction cost estimate. The City project team and consultant will determine what materials the contractor will be required to submit during the construction phase and who will be responsible for reviewing and approving the submittals.

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template'''] is available for assembling the SWPPP notebook.

See [[Media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] Engineer's Professional Seal and Signature on Plans.

== Task No. 2 - Selection of Material Testing Firm ==
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The Project Manager shall verify testing services for each project as required, prepare, and distribute RFQs to at least three qualified private material testing companies in accordance with the [https://codes.opkansas.org/governing-body-policies/doc-viewer.aspx?secid=464&keywords=4550%2Cnn4550#secid-464 '''Resolution No. 5007'''].

{{Exhibit|IV-2a MATERIAL TESTING 4-3-24.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|RFQ Packet Template- Material Testing.docx|No. IV-2b|is a RFQ template for Material Testing.}}
{{Exhibit|IV-2 Testing Proposal Exhibit B - rev 4-4-14.docx|No. IV-2d|is a sample of the material testing proposal (Exhibit B).}}
{{Exhibit|IV-2e Testing Specifications Exhibit C - rev 11-23-16.pdf|No. IV-2e|is the material and testing specifications (Exhibit C).}}
{{Exhibit|IV-2f.pdf|No. IV-2f| is the Material Sampling and Testing Frequency Chart (Exhibit D).}}
{{Exhibit|IV-2g Testing Services Agreement - rev 5-31-24.docx|No. IV-2g|is the Agreement for Construction Material Testing Services (Exhibit A).}}
{{Exhibit|IV-2h Supplemental Agreement to Material Testing Services Agreement 1-15-20.docx|No. IV-2h|is the Supplemental Agreement for Construction Material Testing Services.}}

== Task No. 3 - Set Bid Opening Date - Schedule Room ==
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The Project Manager in conjunction with the Contract Specialist will determine the bid opening date. The Contract Specialist will schedule the Council Chambers for receiving bids. The bid opening time and location will be included in the legal publication.

The Project Manager shall determine if a pre-bid conference is required prior to preparing the notice to bidders. If one is required, it shall be scheduled approximately one week prior to the bid opening. The Notice to Bidders shall give this date as information to potential bidders and will serve as the invitation to this meeting. It shall be determined by the Project Manager whether attendance will be a requirement for submitting a bid.

See '''[[Planning Bid and Contract Award Schedules]]''' for the bidding/contract award process timeline.

== Task No. 4 - Publish Legal Advertisement ==
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Generally, the project is advertised approximately 3 weeks prior to the scheduled bid opening. The Contract Specialist will provide the Notice to Bidders electronically to the City Clerk by 3:00 pm Wednesday so arrangements can be made for publication in the Tuesday edition of the '''[http://www.thelegalrecord.net The Legal Record]'''. The Contract Specialist shall check the newspaper on the day of scheduled publication to make sure the notice was published.

For KDOT projects, advertisement shall also be in the '''[https://sos.ks.gov/publications/kansas-register.html Kansas Register]''', 30 days prior to the scheduled bid opening. Kansas Register publications are released on Thursdays. The Notice to Bidders shall be emailed to the Kansas Register (''kansasregister@ks.gov'') one week prior to scheduled advertisement. Affidavits of Publication will be sent from the Kansas Register after publication as a PDF via reply to the original submission email.

== Task No. 5 - Notice to Contractors/DBE Firms ==
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The Contract Specialist/Administrative Assistant shall provide a copy of the Notice to Bidders either by email or regular mail to the firms in the Bidders List.
{{Exhibit|IV-5a STREETS AND BRIDGES 09.04.2025.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b STORM SEWER 09.04.2025.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c SIDEWALK AND CURB 09.04.2025.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d Streetlighting-Construction 09.04.2025.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e Traffic Signal construction 09.04.2025.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f Traffic Signal Streetlight-Fiber Equipment 01.22.2025.docx|No. IV-5f|is a list of contractors for Traffic Signal, Streetlighting, and Fiber Equipment.}}
{{Exhibit|IV-5g Fiber Optic Construction 09.04.2025.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h DEMOLITION 09.04.2025.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i Buildings 09.04.2025.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j Building Mechanical Systems 09.04.2025.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k Architects 01.22.2025.docx|No. IV-5k|is a list of Architects.}}
{{Exhibit|IV-5l Plan Rooms 1.21.25.docx|No. IV-5l|is a list of plan rooms associated with DBE contractors. They are to receive a copy of the Notice to Bidders.}}
{{Exhibit|IV-5m EVSE Contractors 09.04.2025.docx|No. IV-5m|is a list of contractors for Electric Vehicle Charging Station projects.}}

== Task No. 6 - Distribute Plans, Contract Documents and Estimate ==
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The plans/contract documents shall be made available through [https://www.questcdn.com/ '''QuestCDN'''] for current rate set by QuestCDN. This information shall be included in the Notice to Bidders.

For projects that are bid using hard copy bids, plans/contract documents are distributed by the office that prepared the plans/contract documents to potential bidders. The Consultant/Project Manager shall establish a fair price for the plans/contract documents which amount shall not be refundable. This amount shall be included in the Notice to Bidders.

The plan holders list will be available through QuestCDN for projects that bid electronically. For hard copy bids, the Consultant or City who is distributing/selling the plans shall keep a list of all plan holders.

The final Engineer’s construction cost estimate shall be provided to the Contract Specialist in either Word or Excel format at least four days prior to the bid opening. This estimate shall also be printed and provided in sealed envelope for the bid opening.

{{Exhibit|IV-6 Engineers Estimate.docx|No. IV-6|is a template for Engineer’s Estimate.}}

{{Note
|Engineer's Estimate shall be signed and stamped by the PE}}

After the City Council has awarded the Contract, the original estimate is forwarded to the City Clerk’s office and a copy placed in the project file.

== Task No. 7 - Conduct Pre-Bid Conference ==
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If a pre-bid conference is scheduled by the Project Manager, an agenda shall be prepared and distributed at the beginning of the meeting.

:[[Media:IV-7a_Pre_Bid_Agenda_09.19.2025.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b_pre-bid_sign_in_sheet_09.19.2025.doc|'''Exhibit No. IV-7b''']] ''is a meeting sign in sheet''.

:'''The following issues are appropriate to discuss:'''
:*Project scope/requirements,
:*Any unusual contract requirements,
:*Any unusual work requirements,
:*Utility related questions,
:*Contract completion date,
:*Traffic control plan(s), and
:*Contractor/bidder questions.

The representatives from the utility companies shall be invited to the pre-bid conference.

Coordinate with Engineering Services for development projects permitted in the area.

{{Note|When scheduling meeting in Google calendar, in order to avoid conflicts with utility meetings, CH-PW Utilities (found under Rooms tab) shall be "invited" as an attendee to pre-bid conferences, pre-construction conferences or any meetings that require utility company attendance.}}

== '''Task No. 8 - Determine Contractor/Sub-Contractor Qualifications - KDOT Projects'''==
{{Top}}

For a KDOT project, the prime Contractor selected to perform the work, shall be on the KDOT's latest qualification list for class of work. The City shall obtain from the Bureau of Construction and Maintenance, KDOT, the latest list of '''[https://kdotreports.ksdot.gov/BIPortal/ViewObject.aspx?reportId=3098815&parentId= Pre-Qualified Contractors]''' to perform the class of work involved with the project. The directory can also be found on '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-prequalification KDOT's Website]'''.

For plans obtained through electronic bidding process, the Contract Specialist at the time the project is added to QuestCDN will answer YES to the Prequalification Required field. When a Contractor requests plans, the system will put them on hold until the Contract Specialist looks them up in the Pre-Qualified Contractors list. If it is determined that the contractor is qualified, the Contract Specialist marks them as APPROVED and notifies the contractor that they can now download plans. If the contractor is a sub-contractor, they will be allowed to download plans.

:[[Media:IV-8_KDOT_Classes_of_Work_Rev.07.2017.pdf|'''Exhibit No. IV-8''']] ''is an example of KDOT's Class or Classes of Work''.

For a KDOT project, all contractors and sub-contractors working on any State/Federal-Aid project must have an EEO policy on file with the Office of Civil Rights Compliance. Each contractor and sub-contractor is responsible for submitting annually their company's EEO policy on their company letterhead, a letter of appointment of the company's EEO officer, and the DOT '''[https://www.ksdot.gov/home/showpublisheddocument/10927/638750289211926732 49 CFR]''' Form. A contractor or sub-contractor with 50 or more employees shall have an Affirmative Action Plan.

The BLP PM will notify the City if a contractor does not have a policy on file. No contractors will be allowed to work on the project until the Office of Civil Rights Compliance verifies that they have a policy on file.

Contact KDOT's Office of Civil Rights Compliance with any questions (785-296-7940).

== Task No. 9 - Prepare Contract Addendum ==
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The Consultant/Project Manager, as a result of the Pre-Bid Conference or other Contractor inquires/suggestions, may make final contract document changes, prior to the bid opening, by issuing an addendum. The addendum shall be prepared and provided electronically through [https://www.questcdn.com/ '''QuestCDN'''] to all plan holders of record. For federal-aid projects all addenda must be submitted to the Bureau of Local Projects for prior approval before being distributed to plan holders. See [[Media:Blp-memo-6-17-2010.pdf|'''BLP Memo''']] dated 6-17-2010.

Addenda will be issued no later than four days prior to the date for receipt of bids, except an addendum withdrawing the request for bids or one which includes postponement of the date to receive bids.
{{Exhibit|IV-9 Addendum Sample Cover Page.docx|No. IV-9|is a sample of contract addendum cover page.}}

The [https://sam.gov/content/wage-determinations '''Davis Bacon Wage Determinations'''] used for KDOT projects shall be those in effect no more than ten days prior to the letting. If modifications have been made since advertisement an addendum showing the current Wage Determinations shall be issued.

== Task No. 10 - Complete Bid Opening ==
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One or two days prior to the bid opening date, the Contract Specialist will prepare a bid tabulation form.

If addenda to the contract documents have been issued by the Consultant/Project Manager, this must be indicated on the bid tab.

In accordance with state laws and regulations the bids are opened and read by the City Clerk and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

{{Exhibit|IV-10 Bid Tab Sample.docx|No. IV-10|is a sample bid summary form.}}

== Task No. 11 - Complete Detailed Bid Tabulation ==
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Subsequent to the bid opening, the Contract Specialist shall prepare a detailed bid tabulation from the submitted bids on [https://www.questcdn.com/ '''QuestCDN'''].

This detailed bid tabulation shall be in the same format as the contract document bid form. When a bid is entered on the QuestCDN site, the accuracy of the bid is checked and error messages are provided to the bidder prior to submitting their bid.

For hard copy bids, the Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

Bids for materials or equipment that include variances or exceptions will be reviewed by either the Project Manager or the appropriate Maintenance Superintendent to determine if the proposal meets the contract documents and specifications.

The Engineer’s estimate shall also be included on the bid tabulation.

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
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For non-KDOT projects, the Project Manager shall determine if the low bid Contractor has performed similar and satisfactory work for the City of Overland Park or other cities in the Kansas City Metro area. Critical Contractor information to be obtained is as follows:

*materials/products used tested satisfactory,
*contractor staking skills,
*pavement smoothness/rideability,
*punchlist items handled quickly/professionally,
*public relations skills,
*name of project superintendent capabilities/skills/years of experience/type of projects,
*work completed within contract time period,
*possible bid rigging,
*current projects underway,
*references for projects completed for public agencies in the Kansas City Metro area during the last two years, and
*list of available equipment.

Immediately after the bid opening the Project Manager shall prepare a Sub-contractor Breakdown Form and forward it to the apparent low bidder. The apparent low bidder shall complete the form showing all sub-contractors, if any, their address, associated bid item numbers, and bid item amount the sub-contractor is to perform.

:'''[https://docs.google.com/spreadsheets/d/1KdashEt4B0ZmnSBSMiZtAukwNmgImvH8/edit?usp=sharing&ouid=103336345045928530974&rtpof=true&sd=true LPA Sub-Contractor Approval Form]''' - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

After the bids have been opened the Project Manager sends a letter/form to the DBE subcontractor(s) requesting commitment in writing.

:[[Media:IV-12b DBE Subcontractor Letter.pdf|'''Exhibit No. IV-12b''']] ''is a sample letter/form to DBE subcontractor(s) to sign and return''.

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
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The Project Manager shall perform a manual review of all bids received for evidence of collusion. Due to the frequency of specific project work, the Engineering Staff has become well-informed as to the current market value of specific bid items of work within the Johnson County area.

The City Engineering Staff also maintains itemized records of all bids received and opened for each project. This permits a regular routine comparison by the City Engineering Staff for potential bid rigging by Contractors.

For Bid Analysis Guidelines {{LPA_citation|10.3.2.4.6.1|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

The following is a link to the [https://www.justice.gov/atr/red-flags-collusion '''Department of Justice, Antitrust Division Red Flags of Collusion Checklist'''].

The following is a link to a FHWA [http://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm#s5 '''Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation''']

== '''Task No. 14 - Determine Disadvantaged Business Enterprises (DBE) Involvement''' ==
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For KDOT projects the Project Manager shall email all DBE goal sheets with a bid tab of all bidders to KDOT's Civil Rights Administrator (CRA) assigned to the project. The CRA will review and provide a recommendation on how to proceed. If the DBE goal is not met or exceeded, the apparent low bidder has 48 hours to provide the CRA its written documentation of a good faith effort to meet the DBE goals prior to submitting their bid. If the good faith effort documentation is accepted, the contract process can proceed. If it is not accepted, then the second low bidder will be reviewed for compliance.

{{Exhibit|IV-14.pdf|No. IV-14|is an example of a completed DBE Contract Goals form.}}

The project manager is also to verify that every DBE listed by each bidder is currently certified by KDOT. The DBE certification directory is updated monthly by KDOT. The Project Manager shall contact the Office of Contract Compliance, Eisenhower State Office Building, Topeka, KS, (785) 296-7940 for the latest updated listing of DBE firms. The directory can also be found on [https://kdotapp.ksdot.org/dbecontractorlist/ '''KDOT's Website'''] and should be verified as current revision with the Office of Contract Compliance.

{{Note|DBE involvement is documented and reported throughout the contract. [[media:IV-14a.pdf|'''Exhibit No. IV-14a''']] is correspondence from KDOT regarding DBE Reporting Requirements. These requirements appear in subsequent tasks throughout the manual.}}

== Task No. 15 - Project Financing / Escrow Funding ==
{{Top}}

Throughout the duration of the project and as part of the CIP revision process, the Project Manager shall verify if additional escrow funds become available and that they are allocated appropriately.

== '''Task No. 16 - Request Bid Approval from KDOT''' ==
{{Top}}

The Project Manager shall forward to the BLP-KDOT the bid tabulation and staff recommendation for contract award.

{{Exhibit|IV-16a.pdf|No. IV-16a|is a sample transmittal letter to BLP-KDOT.}}

{{Exhibit|Checklist for Authority to Award.pdf|No. IV-16b| is a Checklist for Authority to Award.}}

{{Exhibit|IV-16c.pdf|No. IV-16c| is a sample form "Authority to Award Contract/Commitment of Federal/State Funds".}}

== '''Task No. 17 - Receive Concurrence and Award from KDOT''' ==
{{Top}}

The BLP-KDOT shall inform the City, in writing, upon concurrence with the City Staff recommendation regarding the contract award.

The construction contract shall not be presented to the City Council and executed prior to receiving Authority to Award from KDOT.

{{Note|The Project Engineer shall ensure this task is complete.}}

== Task No. 18 - Submit Staff Recommendation for Contract Award ==
{{Top}}

The Project Manager shall make a written recommendation via staff comments, to the Public Works Committee. If all bids exceed the Engineer’s estimate by more than seven percent, an explanation from the Consulting Engineer must also be provided. The Project Manager shall submit the bid tabulation and recommendation to the Public Works Committee. The Committee recommendation will then be provided to the City Council at their next scheduled meeting.

{{Note|If the total estimated project cost exceeds the City Council Resolution creating the Improvement District (Project), by more than 10%, the ID must be recreated.}}

{{Exhibit|Project Cost Estimate 11-20-2015.pdf|No. IV-18|is a sample staff project cost estimate breakdown.}}

== Task No. 19 - Award Contract by City Council ==
{{Top}}

The City Council will either accept the recommendation or reject all bids or proposals received. Upon acceptance, a notice of the contract award is sent to the successful bidder and a notice of rejection is sent to the unsuccessful bidders. Following receipt of the contract documents and approval of the insurance and bonds by the Contract Specialist, the contract is executed by the authorized official.

{{Exhibit|Award letter.pdf|No. IV-19a|is a sample award letter sent to the successful bidder.}}
{{Exhibit|Reject letter.pdf|No. IV-19b|is a sample rejection letter sent to the unsuccessful bidders.}}

== '''Task No. 20 - Submit Letting Summary Document to KDOT''' ==
{{Top}}

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Standard Specifications for State Road and Bridge Construction]'''. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

In addition, a signed and electronically bookmarked copy of the contract with all required certifications will be submitted to KDOT at this time. A breakout of the project construction costs (Bid Item List) by work type (i.e., roadway, surfacing, bridges,traffic signals, and common items) and with non-participating items marked as such, shall be submitted to BLP at this time. This needs to be as Excel spreadsheet using formulas in the total column (do not hard key the numbers).

{{Exhibit|IV-20a.pdf|No. IV-20a| is a sample transmittal letter to KDOT.}}

{{Exhibit|IV-20b.pdf|No. IV-20b| is a sample of Letting Summary Document.}}

{{Exhibit|IV-20c.pdf|No. IV-20c| is a sample of Breakout of Construction Costs by Work Type.}}

{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}

== [[:Category:Phase IV Exhibits|All Phase IV Exhibits]] ==