PPM Wiki - City of Overland Park Projects and Procedures Manual Pages - User contributions [en]

Phase V - Construction

2026-08-17T13:06:28Z

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== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
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Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19D Flashing School Beacon RRFB.doc|No. V-19d|is a copy of the Flashing School Beacon RRFB Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19E_EV_Charging_Station.docx |No. V-19e|is a copy of the EV Charging Station Project Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

File:V-19E EV Charging Station.docx

2026-08-17T13:04:31Z

Dpevans:

Phase V - Construction

2026-08-17T13:04:08Z

Dpevans: /* Task No. 19 - Prepare Revisions/As-Built Plans */

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
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Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19D Flashing School Beacon RRFB.doc|No. V-19d|is a copy of the Flashing School Beacon RRFB Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19D Flashing School Beacon RRFB.doc|No. V-19d|is a copy of the Flashing School Beacon RRFB Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
{{Top}}

The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

Phase V - Construction

2026-08-17T13:03:30Z

Dpevans:

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
{{Top}}

If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
{{Top}}

The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
{{Top}}

The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19D Flashing School Beacon RRFB.doc|No. V-19d|is a copy of the Flashing School Beacon RRFB Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
{{Top}}

The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
{{Top}}

When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
{{Top}}

The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
{{Top}}

The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
{{Top}}

Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
{{Top}}

The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

Phase V - Construction

2026-08-17T13:02:33Z

Dpevans:

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
{{Top}}

Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
{{Top}}

The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
{{Top}}

The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
{{Top}}

Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
{{Top}}

Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
{{Top}}

When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19D Flashing School Beacon RRFB.docx|No. V-19d|is a copy of the Flashing School Beacon RRFB Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

File:V-19D Flashing School Beacon RRFB.docx

2026-08-17T13:01:12Z

Dpevans:

Phase V - Construction

2026-08-17T12:59:48Z

Dpevans: /* Task No. 19 - Prepare Revisions/As-Built Plans */

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
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Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

Phase V - Construction

2026-08-17T12:59:02Z

Dpevans: /* Task No. 19 - Prepare Revisions/As-Built Plans */

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
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Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
{{Top}}

The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
{{Top}}

Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
{{Top}}

The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

Phase V - Construction

2026-08-17T12:57:41Z

Dpevans:

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
{{Top}}

The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
{{Top}}

Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
{{Top}}

When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
{{Top}}

After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
{{Top}}

The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
{{Top}}

If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
{{Top}}

The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
{{Top}}

The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
{{Top}}

The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}{{Exhibit|V-19D Flashing School Beacon RRFB.doc=V-19D Flashing School Beacon RRFB.doc}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

Phase V - Construction

2026-08-17T12:17:41Z

Dpevans:

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
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Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}Exhibit No. V-19d ''is a copy of the Flashing School Beacon Project data sheet to be completed by the project manager.''

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

File:V-19D Flashing School Beacon RRFB.doc

2026-08-17T12:14:36Z

Dpevans:

Phase II - Preliminary Design

2026-07-29T12:17:26Z

Dpevans: /* Task No. 9 - Design Criteria */

{{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) ==
{{Top}}

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) ==
{{Top}}

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) (Reviewed: July 2026)}}
: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.gov/city-council#docaccess-6697d0d83a5e515289d6982a5e4d5845414e7ae624a7c3d4185ff7f2818e9ee6 '''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 2026.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'''].

The online form requests the following information

* '''PROJECT INFORMATION'''
** Request Type select [New/Additional Service]
** Premise Type select [Commercial]
* '''BILLING INFORMATION'''
** Name - City of Overland Park
** ID Type select [Tax ID]
** Tax ID - Enter the City's Tax ID
** Address, City, State, Zip
** Phone
** Cell Phone
** Email
* '''SERVICE LOCATION'''
** Select PERM
** Street Number - NUMBER only. You can not add LC or SC to this field
** Street Name - Add LC or SC to the END of Street Name
** Street Type
** City, State, Zip
** Subdivision - enter N/A
** Lot - enter N/A
** Block - enter N/A
* '''SERVICE INFORMATION'''
** Service Requested By - Enter name of person requesting service
** Requester Phone
** Requester Email
* '''ELECTRICAL INFORMATION'''
** Service Size (amperage) select [Other] - enter 100 amps
** Voltage & Phase select [120/240 (Single Phase/ 3 wire)]
** Service Line Location - [Overhead]
** Alternate Energy Source - [No]
** Standby Generation - [No]
** Job Description enter the project location, description, desired service rate and general time frame of when power will be needed.
** Attachments - Attach plan sheet showing desired cabinet location
* '''CONTACT INFORMATION'''
** Requester - Fill in this information again
** Electrician enter contact information for traffic signal inspector
** Primary Job Contact - Select the requester so Evergy design engineer will contact you

Fill out the online form to get an Evergy account number and to have Evergy provide you with the contact information for an Evergy design engineer that will facilitate a new service feed.

When the project is being designed by a consultant provide the contact information you received for Evergy design engineer to the consultant so they can coordinate electrical service for the project.

If Evergy does not contact you within 30 days please email the Evergy Business Center to ensure receipt of your request.

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

File:2018 Bridge Inventory SOP.pdf

2026-07-29T12:14:13Z

Dpevans: Dpevans uploaded a new version of File:2018 Bridge Inventory SOP.pdf

Bridge Inventory SOP

Phase V - Construction

2026-07-24T14:54:24Z

Dpevans: /* Task No. 19 - Prepare Revisions/As-Built Plans */

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
{{Top}}

Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
{{Top}}

Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
{{Top}}

When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
{{Top}}

After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
{{Top}}

The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
{{Top}}

If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
{{Top}}

The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Project Checklist]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

Phase V - Construction

2026-07-24T14:53:37Z

Dpevans: Document update

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
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Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
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Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
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Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
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The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
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The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
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Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
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Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
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When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
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After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
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The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
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If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
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The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

To request new electrical service:

* Fill out Electric Service Request Form (available as a Google Doc) - [[Media:Sample - Evergy Service Request.pdf|sample request form]]
** Provide the contact information for the contractor doing the work
** Include the Evergy Account Number requested previously through [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
** Email completed request to '''jococorres@evergy.com & sthland@evergy.com'''

*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
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The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
{{Top}}

The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
{{Top}}

The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
{{Top}}

The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: '''[[Media:V-19 Project As-built Check List.pdf|As-Built Plan Process Flow Chart]]'''

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
{{Top}}

The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
{{Top}}

The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
{{Top}}

The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
{{Top}}

When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
{{Top}}

The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
{{Top}}

The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
{{Top}}

The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
{{Top}}

Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
{{Top}}

The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

File:V-19 Project As-built Check List.pdf

2026-07-24T14:50:39Z

Dpevans: Replaces Flow Chart from Bruce Whacker.

== Summary ==
Replaces Flow Chart from Bruce Whacker.

Phase I - Vision

2026-07-07T17:35:45Z

Dpevans: /* Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project */

{{Navbar}}
== Introduction ==

'''Phase I - Vision'''

{{Introduction
|Phase I is the beginning of a project. The principal document involved is the City's Five-Year Capital Improvements Program (Task 5). For extensive complex projects a preliminary study should be performed for establishing the scope and estimating the project cost.

Project funding is determined early in the planning/scheduling process. Funding sources will depend on project classification and qualifications. The proposed funding sources will have a significant role in determining the tasks that will be involved in this or subsequent phases of a project. For example, if Federal funding is involved, KDOT and MARC are major players in this and subsequent phases.

A major objective of this manual is to receive permission from KDOT, subsequent to approval, for the City's Public Works staff to manage/administer Federal funded projects.
}}

== [[Phase I Checklist]] ==


== Task 1 - Prepare Preliminary Engineering Study/Cost Estimate ==
For major projects a preliminary study will be conducted and the report prepared. This report will be the basis for establishing the design parameters and preliminary project cost. For thoroughfare street projects, the report will also establish the cross section, right-of-way widths, median openings, intersection geometry, future traffic signal locations, and vertical and horizontal alignments. The preliminary study is a valuable tool to ensure subsequent development complies with the ultimate construction.

The City's website provides interactive [https://www2.opkansas.org/Maps-and-Stats/Map-Viewer/Preliminary-Engineering-Studies '''Preliminary Engineering Studies'''] map with the links to the reports and plan drawings.

[https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] for use in cost estimating are available online.

== Task 2 - Prepare Feasibility Report ==
{{Top}}

A feasibility report is required when an Improvement District is proposed as a method of financing all or part of a project. This feasibility report is required to have the following:

*Project description,
*A description of the proposed improvements and benefit points if applicable,
*Estimate of probable cost and the potential funding sources available for the project (Improvement District, SMAC, and City funds) including the apportionment of the costs,
*A legal description of the property to be included in the Improvement District,
*Easement and property acquisitions,
*Method of assessment,
*Apportionment of cost and
*A summary of the project and a staff recommendation.

Citizens' petition for requesting projects and/or services is an important method of determining interest. If IDs are the method for financing projects, a formal approved petition form must be obtained from the City along with any instructional information.

{{Exhibit|ID Petition form.pdf|No. I-2a| is a copy of the City’s petition form for an Improvement District.}}

{{Exhibit|Stanley Storm Drainage Improvements - Feasibility Report.pdf|No. I-2b|is a sample Feasibility Report for the improvement project financed by an ID.}}

Property owner(s) desiring consideration of a Storm Drainage Improvement Project shall make a written request to the City that outlines the nature and history of the problem and indicates their support for the improvements.

If the nature and history of the problem is a public matter, City staff, upon approval of the Governing Body, may complete a Feasibility Study and/or Preliminary Engineering Study to include problem description; conceptual improvements, and a preliminary cost estimate for all potential Storm Drainage Improvement projects.

After we have conducted a Feasibility Study and/or a PES and have a feasible solution, we mail out "Informal Petitions" to document the support from the neighborhood and their intent to donate easements as outlined in Resolution 3900.

{{Exhibit|Feasibily study SD improvement project.pdf|No. I-2c|is a sample Feasibility Study for the storm drainage improvement project}}

{{Exhibit|PES Storm Drainage Improvement Project.pdf|No. I-2d|is a sample Preliminary Engineering Study for the storm drainage improvement project}}

{{Exhibit|Informal Petition Form storm drainage.pdf|No. I-2e| is a sample of an informal petition for storm drainage improvement project.}}

Informal petitions are also available for requesting streetlight and sidewalk projects.

{{Exhibit|Street Light Petition form.pdf|No. I-2f| is an informal petition form for streetlight projects.}}

{{Exhibit|Sidewalk-petition-residential.pdf|No. I-2g| is an informal petition form for sidewalk projects.}}

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-198 '''Governing Body Resolution No. 4795'''] establishes policy for city-owned streetlighting.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-184 '''Governing Body Resolution No. 4781'''] establishes the policy on requesting construction of new sidewalks.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=413 '''Governing Body Resolution No. 4786'''] establishes the policy on creating ID's for bank stabilization projects.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=190 '''Governing Body Resolution No. 4785'''] establishes the policy on creating ID's for drainage projects.

[[Media:PW SOP for Storm Drainage Improvements.pdf|'''Public Works Standard Operating Procedure''']] for Prioritization of Storm Drainage Improvements.

== Task 3 - Prepare SMAC Project Addition Study (Form) ==
{{Top}}

If a proposed project was not identified by the County's Consulting Engineer, in the initial or subsequent study, a project addition request letter for a proposed project must first be submitted to the Stormwater Program Manager for approval prior to beginning the Preliminary Engineering Study. The project request letter shall include all the requirements documented in the Administrative Procedures. After the proposed project request is approved, an interlocal agreement is prepared and executed prior to beginning the Preliminary Engineering Study.

[https://www.jocogov.org/department/public-works/stormwater-management '''Link to the Johnson County Stormwater Management Program'''.]

[https://www.jocogov.org/sites/default/files/files/2024-08/Stormwater%20Management%20Program%20Administrative%20Procedures%20ADA%20compliant%20edited%2008052024.pdf '''Exhibit No. 1-3a'''] ''is a copy of the Johnson County, Administrative Procedures for the Stormwater Management Program.''

Maintenance projects replacing structurally deteriorated stormwater infrastructure may qualify for funds provided by Johnson County Stormwater Strategic Asset Management Plan (SAMP).

{{Exhibit|Inspection Project Template APR2019 Updates.xlsx|No. I-3d| is the project template.}}

{{Exhibit|InspectionProjectReimbursementForm 2019.xlsx|No. I-3e| is the project reimbursement form.}}

{{Exhibit|FINAL Submittal JOCO SMP SAMP Report.pdf|No. I-3f| is the Johnson County SAMP Report.}}

{{Exhibit|2020 SAMP Application.pdf|No. I-3g| is a project submittal sample.}}

==Task 4 - Obtain City Council Approval - PES==

Completed Preliminary Engineering Study may need Public Works Committee review and recommendation to the City Council, especially if the proposed design deviates from any City ordinance or policy. The Director of Public Works shall make this determination.

==Task 5 - Obtain City Council Approval - CIP==
[[#top|Top]]

The City Five Year CIP is prepared annually. This permits revisions to existing projects and submittal of new projects for consideration. The Finance Department usually begins the process in September and concludes it in March (for budget planning purposes) of the subsequent year. QUESTICA budgeting software is utilized.

During this process there are public hearings by the Planning Commission, City Council Committees, and the City Council.

Refer to KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 "Guidelines for Public Involvement"]''' and [https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=5fc7946b772f5f6b1177c7eeebb0fc39&rgn=div5&view=text&node=23:1.0.1.8.43&idno=23 '''Code of Federal Regulations''' (Title 23, Part 771)] regarding the public involvement process requirements for Federal funded projects.

Refer to City's website for information on '''[https://www.opkansas.gov/capital-improvements-program-and-maintenance-program Capital Improvement Program]'''.

==Task 6 - Submit MARC Five Year Plan==
[[#top|Top]]

Subsequent to City approval of the CIP, the Mid-America Regional Council (MARC) will call for new projects along with updates to the current Transportation Improvement Program (TIP). MARC produces a new TIP every other year to outline federal transportation expenditures over the next five-year period. The call for new projects and updates occurs at the beginning of the calendar year.

Refer to MARC's website for the detailed information on [http://www.marc.org/transportation/tip.htm '''Transportation Improvement Program'''] .

==Task 7 - Obtain MARC Approval==

Proposed transportation projects will first be prioritized by the Kansas Highway Priority Committee consisting of City Staff members. This recommendation is forwarded to the MARC Total Transportation Policy Committee for recommendation to the MARC Board.

==Task 8 - Submit Application to HUD==
{{top}}

Overland Park is a HUD Entitlement City and annually receives grant money for low and moderate income neighborhoods. A Citizens' Advisory Committee has been organized to monitor the implementation and progress of all CDBG activities.

{{Exhibit|CDBG Citizen Participation Plan.pdf|No. I-8|is the CDBG Citizens' Participation Plan.}}

== Task 9 - Receive HUD Approval==
{{top}}

The City Manager receives the official grant approval from HUD and the PDS Staff notifies the city department responsible for project design/construction for capital projects.

==Task 10 - Submit CARS Five Year Plan to County==
{{top}}

The CARS program provides funds to the cities of Johnson County to construct and maintain their major arterial streets. Each year the cities submit a 5-year road improvement plan to Johnson County. Using a scoring system, Johnson County selects projects and allocates funds. The CARS Program pays 50% of the projects construction and construction inspection costs. Cities are responsible for design, right-of-way, and utility relocation costs. In January of each year Johnson County sends the City a program letter detailing the process for submitting funding requests for the CARS Five-Year Program. Submittals must be completed by the date stated in the program letter. One form must be submitted for each project in the Five-Year Program. A detailed description of the existing facility and a detailed description of the project must be provided as well as project cost information. All program policies, forms and instructions can be found on the [https://www.jocogov.org/dept/public-works/cars-program '''Johnson County CARS Program'''] web page.

{{Exhibit|I-10.pdf|No. I-10|is an example of CARS program letter with instructions for submitting CARS Five-Year program to the Board of County Commissioners. A new program letter will be sent by CARS each year kicking off the annual process.}}

{{Exhibit|I-10a.pdf|No. I-10a|is an example of a CARS Program submittal package}}

== Task 11 - Execute Other Agency Agreements==
{{top}}

*'''CARS''':

This agreement between the City and County should be executed prior to beginning project construction. The agreement is generally furnished by the County.

{{Exhibit|I-11a.pdf|No. I-11a|is an example of a previously executed CARS Agreement.}}

'''NOTE:''' Beginning December 2023: Please add the CARS indemnification waiver to the CARS funding agreements during the City execution process.

{{Exhibit|CARS indemnification waiver - attach to funding agreements.pdf|No. I-11a1|is the CARS indemnification waiver.}}

*'''SMAC''':

This agreement between the City and County should be executed prior to beginning project engineering. The agreement is generally furnished by the County.

:[[Media:Executed Design Agreement IC-10-055.pdf|'''Exhibit No. I-11b''']] ''is an example of a previously executed SMAC Agreement for design.''
:[[Media:Executed Construction Agreement IC-10-055.pdf|'''Exhibit No. I-11c''']] ''is an example of a previously executed SMAC Agreement for construction.''

'''NOTE:''' Beginning December 2023: Please add the SMAC indemnification waiver to the SMAC funding agreements during the City execution process.

{{Exhibit|SMAC indemnification waivier- attach to funding agreements.pdf|No. I-11bc1|is the SMAC indemnification waiver.}}

*'''City''':

The interlocal agreement between the cities shall be executed prior to beginning project engineering. If there is CARS, SMAC and/or KDOT funding the interlocal agreement between the cities shall be executed prior to execution of CARS, SMAC, and/or KDOT agreements.

{{Exhibit|I-11d Interlocal Agreement 5-15-14 (1).docx|No. I-11d|is an Interlocal Agreement template.}}

Submit staff billing reports to the Finance Department for projects which staff time is reimbursable according to executed Interlocal Agreements. This also includes Improvement Districts.

:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

=='''Task 12 - Obtain Priority Evaluation from KDOT''' ==
{{top}}

KDOT participates in the MARC process. As the Federal-Aid projects identified in MARC's approved TIP are scheduled, and funding is available, the City is notified to begin project engineering.
For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

=='''Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project'''==
{{top}}

Once approved in the TIP, the City shall submit a Project Programming Request - KDOT form 1302, available at KDOT's [http://www.ksdot.org/bureaus/burlocalproj/default.asp '''BLP'''] website, along with a copy of the approved TIP page showing the approved project, and a project schedule. With the transmittal of Form 1302 the City shall also request to administer the Federally Funded project. The request shall be emailed to ''kdot.lpeplans@ks.gov'' and copied to the BLP's Project Manager.

Once this is received by the BLP, the project shall be programmed. After a two week review the BLP develops and approves the Project Authorization (KDOT Form 883) and creates the City/State Agreement.

'''NOTE:''' Beginning December 2023: Please add the KDOT indemnification waiver to the City/State funding agreements during the City execution process.

{{Exhibit|KDOT indemnification waiver - attach to funding agreements.pdf|No. I-13e|is the KDOT indemnification waiver.}}

Once the project receives the project number, the field check plans can be submitted.

For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

:'''[[Media:Form I-13a 1302.xlsx|Exhibit No. I-13a]]''' ''is a Project Programming Request (KDOT Form 1302).''

:'''[[Media:Rupis CA.xls|Exhibit No. I-13b]]''' ''is a Rupis Schedule for Simple Projects (CA Form)''

:'''[[Media:Rupis Schedules.xlsx|Exhibit No. I-13c]]''' ''is a Rupis Schedule for Standard Projects''

:[[Media:1302 Form Transmittal email.pdf|'''Exhibit No. I-13d''']] ''is a sample transmittal email to KDOT.''

=='''Task 14 - Receive Project Authorization from KDOT. Begin Environmental Process'''==
{{top}}

No action is required by the City. This is handled by KDOT.

When the project is authorized and Form 883 is executed, the KDOT Bureau of Design, Environmental Services Section (ESS) will perform initial reviews and make initial contacts with environmental regulatory agencies to ascertain the potential for environmental impact.

For more information refer to Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] and Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] '''of KDOT's LPA Project Development Manual.'''
: [[Media:Project Authorization Packet.pdf|'''Exhibit No. I-14''']] ''is a sample KDOT project authorization letter with a typical project schedule.''

=='''Task 15 - Public Involvement'''==
{{top}}

Public involvement shall be commensurate with the complexity of the project and should be in accordance with KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 Sharing the future: Public Involvement in Kansas Transportation System]'''.

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

File:Form I-13a 1302.xlsx

2026-07-07T17:19:35Z

Dpevans:

Phase II - Preliminary Design

2026-07-07T13:54:41Z

Dpevans:

{{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 ==
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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 ==
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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''' ==
{{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 2026.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.

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 ==
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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:Maintenance Plan Review Process 2026.docx

2026-07-07T13:50:30Z

Dpevans:

Phase II - Preliminary Design

2026-07-07T13:49:38Z

Dpevans:

{{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 ==
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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 ==
{{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) ==
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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''' ==
{{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 ==
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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 2026|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:Maintenance Plan Review Process 2026.pdf

2026-07-07T13:47:13Z

Dpevans:

Phase I - Vision

2026-06-22T18:27:54Z

Dpevans:

{{Navbar}}
== Introduction ==

'''Phase I - Vision'''

{{Introduction
|Phase I is the beginning of a project. The principal document involved is the City's Five-Year Capital Improvements Program (Task 5). For extensive complex projects a preliminary study should be performed for establishing the scope and estimating the project cost.

Project funding is determined early in the planning/scheduling process. Funding sources will depend on project classification and qualifications. The proposed funding sources will have a significant role in determining the tasks that will be involved in this or subsequent phases of a project. For example, if Federal funding is involved, KDOT and MARC are major players in this and subsequent phases.

A major objective of this manual is to receive permission from KDOT, subsequent to approval, for the City's Public Works staff to manage/administer Federal funded projects.
}}

== [[Phase I Checklist]] ==


== Task 1 - Prepare Preliminary Engineering Study/Cost Estimate ==
For major projects a preliminary study will be conducted and the report prepared. This report will be the basis for establishing the design parameters and preliminary project cost. For thoroughfare street projects, the report will also establish the cross section, right-of-way widths, median openings, intersection geometry, future traffic signal locations, and vertical and horizontal alignments. The preliminary study is a valuable tool to ensure subsequent development complies with the ultimate construction.

The City's website provides interactive [https://www2.opkansas.org/Maps-and-Stats/Map-Viewer/Preliminary-Engineering-Studies '''Preliminary Engineering Studies'''] map with the links to the reports and plan drawings.

[https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] for use in cost estimating are available online.

== Task 2 - Prepare Feasibility Report ==
{{Top}}

A feasibility report is required when an Improvement District is proposed as a method of financing all or part of a project. This feasibility report is required to have the following:

*Project description,
*A description of the proposed improvements and benefit points if applicable,
*Estimate of probable cost and the potential funding sources available for the project (Improvement District, SMAC, and City funds) including the apportionment of the costs,
*A legal description of the property to be included in the Improvement District,
*Easement and property acquisitions,
*Method of assessment,
*Apportionment of cost and
*A summary of the project and a staff recommendation.

Citizens' petition for requesting projects and/or services is an important method of determining interest. If IDs are the method for financing projects, a formal approved petition form must be obtained from the City along with any instructional information.

{{Exhibit|ID Petition form.pdf|No. I-2a| is a copy of the City’s petition form for an Improvement District.}}

{{Exhibit|Stanley Storm Drainage Improvements - Feasibility Report.pdf|No. I-2b|is a sample Feasibility Report for the improvement project financed by an ID.}}

Property owner(s) desiring consideration of a Storm Drainage Improvement Project shall make a written request to the City that outlines the nature and history of the problem and indicates their support for the improvements.

If the nature and history of the problem is a public matter, City staff, upon approval of the Governing Body, may complete a Feasibility Study and/or Preliminary Engineering Study to include problem description; conceptual improvements, and a preliminary cost estimate for all potential Storm Drainage Improvement projects.

After we have conducted a Feasibility Study and/or a PES and have a feasible solution, we mail out "Informal Petitions" to document the support from the neighborhood and their intent to donate easements as outlined in Resolution 3900.

{{Exhibit|Feasibily study SD improvement project.pdf|No. I-2c|is a sample Feasibility Study for the storm drainage improvement project}}

{{Exhibit|PES Storm Drainage Improvement Project.pdf|No. I-2d|is a sample Preliminary Engineering Study for the storm drainage improvement project}}

{{Exhibit|Informal Petition Form storm drainage.pdf|No. I-2e| is a sample of an informal petition for storm drainage improvement project.}}

Informal petitions are also available for requesting streetlight and sidewalk projects.

{{Exhibit|Street Light Petition form.pdf|No. I-2f| is an informal petition form for streetlight projects.}}

{{Exhibit|Sidewalk-petition-residential.pdf|No. I-2g| is an informal petition form for sidewalk projects.}}

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-198 '''Governing Body Resolution No. 4795'''] establishes policy for city-owned streetlighting.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-184 '''Governing Body Resolution No. 4781'''] establishes the policy on requesting construction of new sidewalks.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=413 '''Governing Body Resolution No. 4786'''] establishes the policy on creating ID's for bank stabilization projects.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=190 '''Governing Body Resolution No. 4785'''] establishes the policy on creating ID's for drainage projects.

[[Media:PW SOP for Storm Drainage Improvements.pdf|'''Public Works Standard Operating Procedure''']] for Prioritization of Storm Drainage Improvements.

== Task 3 - Prepare SMAC Project Addition Study (Form) ==
{{Top}}

If a proposed project was not identified by the County's Consulting Engineer, in the initial or subsequent study, a project addition request letter for a proposed project must first be submitted to the Stormwater Program Manager for approval prior to beginning the Preliminary Engineering Study. The project request letter shall include all the requirements documented in the Administrative Procedures. After the proposed project request is approved, an interlocal agreement is prepared and executed prior to beginning the Preliminary Engineering Study.

[https://www.jocogov.org/department/public-works/stormwater-management '''Link to the Johnson County Stormwater Management Program'''.]

[https://www.jocogov.org/sites/default/files/files/2024-08/Stormwater%20Management%20Program%20Administrative%20Procedures%20ADA%20compliant%20edited%2008052024.pdf '''Exhibit No. 1-3a'''] ''is a copy of the Johnson County, Administrative Procedures for the Stormwater Management Program.''

Maintenance projects replacing structurally deteriorated stormwater infrastructure may qualify for funds provided by Johnson County Stormwater Strategic Asset Management Plan (SAMP).

{{Exhibit|Inspection Project Template APR2019 Updates.xlsx|No. I-3d| is the project template.}}

{{Exhibit|InspectionProjectReimbursementForm 2019.xlsx|No. I-3e| is the project reimbursement form.}}

{{Exhibit|FINAL Submittal JOCO SMP SAMP Report.pdf|No. I-3f| is the Johnson County SAMP Report.}}

{{Exhibit|2020 SAMP Application.pdf|No. I-3g| is a project submittal sample.}}

==Task 4 - Obtain City Council Approval - PES==

Completed Preliminary Engineering Study may need Public Works Committee review and recommendation to the City Council, especially if the proposed design deviates from any City ordinance or policy. The Director of Public Works shall make this determination.

==Task 5 - Obtain City Council Approval - CIP==
[[#top|Top]]

The City Five Year CIP is prepared annually. This permits revisions to existing projects and submittal of new projects for consideration. The Finance Department usually begins the process in September and concludes it in March (for budget planning purposes) of the subsequent year. QUESTICA budgeting software is utilized.

During this process there are public hearings by the Planning Commission, City Council Committees, and the City Council.

Refer to KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 "Guidelines for Public Involvement"]''' and [https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=5fc7946b772f5f6b1177c7eeebb0fc39&rgn=div5&view=text&node=23:1.0.1.8.43&idno=23 '''Code of Federal Regulations''' (Title 23, Part 771)] regarding the public involvement process requirements for Federal funded projects.

Refer to City's website for information on '''[https://www.opkansas.gov/capital-improvements-program-and-maintenance-program Capital Improvement Program]'''.

==Task 6 - Submit MARC Five Year Plan==
[[#top|Top]]

Subsequent to City approval of the CIP, the Mid-America Regional Council (MARC) will call for new projects along with updates to the current Transportation Improvement Program (TIP). MARC produces a new TIP every other year to outline federal transportation expenditures over the next five-year period. The call for new projects and updates occurs at the beginning of the calendar year.

Refer to MARC's website for the detailed information on [http://www.marc.org/transportation/tip.htm '''Transportation Improvement Program'''] .

==Task 7 - Obtain MARC Approval==

Proposed transportation projects will first be prioritized by the Kansas Highway Priority Committee consisting of City Staff members. This recommendation is forwarded to the MARC Total Transportation Policy Committee for recommendation to the MARC Board.

==Task 8 - Submit Application to HUD==
{{top}}

Overland Park is a HUD Entitlement City and annually receives grant money for low and moderate income neighborhoods. A Citizens' Advisory Committee has been organized to monitor the implementation and progress of all CDBG activities.

{{Exhibit|CDBG Citizen Participation Plan.pdf|No. I-8|is the CDBG Citizens' Participation Plan.}}

== Task 9 - Receive HUD Approval==
{{top}}

The City Manager receives the official grant approval from HUD and the PDS Staff notifies the city department responsible for project design/construction for capital projects.

==Task 10 - Submit CARS Five Year Plan to County==
{{top}}

The CARS program provides funds to the cities of Johnson County to construct and maintain their major arterial streets. Each year the cities submit a 5-year road improvement plan to Johnson County. Using a scoring system, Johnson County selects projects and allocates funds. The CARS Program pays 50% of the projects construction and construction inspection costs. Cities are responsible for design, right-of-way, and utility relocation costs. In January of each year Johnson County sends the City a program letter detailing the process for submitting funding requests for the CARS Five-Year Program. Submittals must be completed by the date stated in the program letter. One form must be submitted for each project in the Five-Year Program. A detailed description of the existing facility and a detailed description of the project must be provided as well as project cost information. All program policies, forms and instructions can be found on the [https://www.jocogov.org/dept/public-works/cars-program '''Johnson County CARS Program'''] web page.

{{Exhibit|I-10.pdf|No. I-10|is an example of CARS program letter with instructions for submitting CARS Five-Year program to the Board of County Commissioners. A new program letter will be sent by CARS each year kicking off the annual process.}}

{{Exhibit|I-10a.pdf|No. I-10a|is an example of a CARS Program submittal package}}

== Task 11 - Execute Other Agency Agreements==
{{top}}

*'''CARS''':

This agreement between the City and County should be executed prior to beginning project construction. The agreement is generally furnished by the County.

{{Exhibit|I-11a.pdf|No. I-11a|is an example of a previously executed CARS Agreement.}}

'''NOTE:''' Beginning December 2023: Please add the CARS indemnification waiver to the CARS funding agreements during the City execution process.

{{Exhibit|CARS indemnification waiver - attach to funding agreements.pdf|No. I-11a1|is the CARS indemnification waiver.}}

*'''SMAC''':

This agreement between the City and County should be executed prior to beginning project engineering. The agreement is generally furnished by the County.

:[[Media:Executed Design Agreement IC-10-055.pdf|'''Exhibit No. I-11b''']] ''is an example of a previously executed SMAC Agreement for design.''
:[[Media:Executed Construction Agreement IC-10-055.pdf|'''Exhibit No. I-11c''']] ''is an example of a previously executed SMAC Agreement for construction.''

'''NOTE:''' Beginning December 2023: Please add the SMAC indemnification waiver to the SMAC funding agreements during the City execution process.

{{Exhibit|SMAC indemnification waivier- attach to funding agreements.pdf|No. I-11bc1|is the SMAC indemnification waiver.}}

*'''City''':

The interlocal agreement between the cities shall be executed prior to beginning project engineering. If there is CARS, SMAC and/or KDOT funding the interlocal agreement between the cities shall be executed prior to execution of CARS, SMAC, and/or KDOT agreements.

{{Exhibit|I-11d Interlocal Agreement 5-15-14 (1).docx|No. I-11d|is an Interlocal Agreement template.}}

Submit staff billing reports to the Finance Department for projects which staff time is reimbursable according to executed Interlocal Agreements. This also includes Improvement Districts.

:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

=='''Task 12 - Obtain Priority Evaluation from KDOT''' ==
{{top}}

KDOT participates in the MARC process. As the Federal-Aid projects identified in MARC's approved TIP are scheduled, and funding is available, the City is notified to begin project engineering.
For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

=='''Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project'''==
{{top}}

Once approved in the TIP, the City shall submit a Project Programming Request - KDOT form 1302, available at KDOT's [http://www.ksdot.org/bureaus/burlocalproj/default.asp '''BLP'''] website, along with a copy of the approved TIP page showing the approved project, and a project schedule. With the transmittal of Form 1302 the City shall also request to administer the Federally Funded project. The request shall be emailed to ''kdot.lpeplans@ks.gov'' and copied to the BLP's Project Manager.

Once this is received by the BLP, the project shall be programmed. After a two week review the BLP develops and approves the Project Authorization (KDOT Form 883) and creates the City/State Agreement.

'''NOTE:''' Beginning December 2023: Please add the KDOT indemnification waiver to the City/State funding agreements during the City execution process.

{{Exhibit|KDOT indemnification waiver - attach to funding agreements.pdf|No. I-13e|is the KDOT indemnification waiver.}}

Once the project receives the project number, the field check plans can be submitted.

For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

:'''[[Media:Form I-13a 1302.xlsx|Exhibit No. I-13a]]''' ''is a Project Programming Request (KDOT Form 1302).''

:'''[[Rupis CA.xls|Exhibit No. I-13b]]''' ''is a Rupis Schedule for Simple Projects (CA Form)''

:'''[[Rupis Schedules.xlsx|Exhibit No. I-13c]]''' ''is a Rupis Schedule for Standard Projects''

:[[Media:1302 Form Transmittal email.pdf|'''Exhibit No. I-13d''']] ''is a sample transmittal email to KDOT.''

=='''Task 14 - Receive Project Authorization from KDOT. Begin Environmental Process'''==
{{top}}

No action is required by the City. This is handled by KDOT.

When the project is authorized and Form 883 is executed, the KDOT Bureau of Design, Environmental Services Section (ESS) will perform initial reviews and make initial contacts with environmental regulatory agencies to ascertain the potential for environmental impact.

For more information refer to Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] and Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] '''of KDOT's LPA Project Development Manual.'''
: [[Media:Project Authorization Packet.pdf|'''Exhibit No. I-14''']] ''is a sample KDOT project authorization letter with a typical project schedule.''

=='''Task 15 - Public Involvement'''==
{{top}}

Public involvement shall be commensurate with the complexity of the project and should be in accordance with KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 Sharing the future: Public Involvement in Kansas Transportation System]'''.

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

Phase IV - Pre-Construction

2026-03-26T16:35:44Z

Dpevans: Uopdated document

{{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_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-12a Subcontractor Breakdown Form 12.11.2025.xlsx

2026-03-26T16:34:58Z

Dpevans: Updated

== Summary ==
Updated

Phase I - Vision

2026-01-29T20:04:01Z

Dpevans: /* Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project */

{{Navbar}}
== Introduction ==

'''Phase I - Vision'''

{{Introduction
|Phase I is the beginning of a project. The principal document involved is the City's Five-Year Capital Improvements Program (Task 5). For extensive complex projects a preliminary study should be performed for establishing the scope and estimating the project cost.

Project funding is determined early in the planning/scheduling process. Funding sources will depend on project classification and qualifications. The proposed funding sources will have a significant role in determining the tasks that will be involved in this or subsequent phases of a project. For example, if Federal funding is involved, KDOT and MARC are major players in this and subsequent phases.

A major objective of this manual is to receive permission from KDOT, subsequent to approval, for the City's Public Works staff to manage/administer Federal funded projects.
}}

== [[Phase I Checklist]] ==


== Task 1 - Prepare Preliminary Engineering Study/Cost Estimate ==
For major projects a preliminary study will be conducted and the report prepared. This report will be the basis for establishing the design parameters and preliminary project cost. For thoroughfare street projects, the report will also establish the cross section, right-of-way widths, median openings, intersection geometry, future traffic signal locations, and vertical and horizontal alignments. The preliminary study is a valuable tool to ensure subsequent development complies with the ultimate construction.

The City's website provides interactive [https://www2.opkansas.org/Maps-and-Stats/Map-Viewer/Preliminary-Engineering-Studies '''Preliminary Engineering Studies'''] map with the links to the reports and plan drawings.

[https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] for use in cost estimating are available online.

== Task 2 - Prepare Feasibility Report ==
{{Top}}

A feasibility report is required when an Improvement District is proposed as a method of financing all or part of a project. This feasibility report is required to have the following:

*Project description,
*A description of the proposed improvements and benefit points if applicable,
*Estimate of probable cost and the potential funding sources available for the project (Improvement District, SMAC, and City funds) including the apportionment of the costs,
*A legal description of the property to be included in the Improvement District,
*Easement and property acquisitions,
*Method of assessment,
*Apportionment of cost and
*A summary of the project and a staff recommendation.

Citizens' petition for requesting projects and/or services is an important method of determining interest. If IDs are the method for financing projects, a formal approved petition form must be obtained from the City along with any instructional information.

{{Exhibit|ID Petition form.pdf|No. I-2a| is a copy of the City’s petition form for an Improvement District.}}

{{Exhibit|Stanley Storm Drainage Improvements - Feasibility Report.pdf|No. I-2b|is a sample Feasibility Report for the improvement project financed by an ID.}}

Property owner(s) desiring consideration of a Storm Drainage Improvement Project shall make a written request to the City that outlines the nature and history of the problem and indicates their support for the improvements.

If the nature and history of the problem is a public matter, City staff, upon approval of the Governing Body, may complete a Feasibility Study and/or Preliminary Engineering Study to include problem description; conceptual improvements, and a preliminary cost estimate for all potential Storm Drainage Improvement projects.

After we have conducted a Feasibility Study and/or a PES and have a feasible solution, we mail out "Informal Petitions" to document the support from the neighborhood and their intent to donate easements as outlined in Resolution 3900.

{{Exhibit|Feasibily study SD improvement project.pdf|No. I-2c|is a sample Feasibility Study for the storm drainage improvement project}}

{{Exhibit|PES Storm Drainage Improvement Project.pdf|No. I-2d|is a sample Preliminary Engineering Study for the storm drainage improvement project}}

{{Exhibit|Informal Petition Form storm drainage.pdf|No. I-2e| is a sample of an informal petition for storm drainage improvement project.}}

Informal petitions are also available for requesting streetlight and sidewalk projects.

{{Exhibit|Street Light Petition form.pdf|No. I-2f| is an informal petition form for streetlight projects.}}

{{Exhibit|Sidewalk-petition-residential.pdf|No. I-2g| is an informal petition form for sidewalk projects.}}

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-198 '''Governing Body Resolution No. 4795'''] establishes policy for city-owned streetlighting.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-184 '''Governing Body Resolution No. 4781'''] establishes the policy on requesting construction of new sidewalks.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=413 '''Governing Body Resolution No. 4786'''] establishes the policy on creating ID's for bank stabilization projects.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=190 '''Governing Body Resolution No. 4785'''] establishes the policy on creating ID's for drainage projects.

[[Media:PW SOP for Storm Drainage Improvements.pdf|'''Public Works Standard Operating Procedure''']] for Prioritization of Storm Drainage Improvements.

== Task 3 - Prepare SMAC Project Addition Study (Form) ==
{{Top}}

If a proposed project was not identified by the County's Consulting Engineer, in the initial or subsequent study, a project addition request letter for a proposed project must first be submitted to the Stormwater Program Manager for approval prior to beginning the Preliminary Engineering Study. The project request letter shall include all the requirements documented in the Administrative Procedures. After the proposed project request is approved, an interlocal agreement is prepared and executed prior to beginning the Preliminary Engineering Study.

[https://www.jocogov.org/department/public-works/stormwater-management '''Link to the Johnson County Stormwater Management Program'''.]

[https://www.jocogov.org/sites/default/files/files/2024-08/Stormwater%20Management%20Program%20Administrative%20Procedures%20ADA%20compliant%20edited%2008052024.pdf '''Exhibit No. 1-3a'''] ''is a copy of the Johnson County, Administrative Procedures for the Stormwater Management Program.''

Maintenance projects replacing structurally deteriorated stormwater infrastructure may qualify for funds provided by Johnson County Stormwater Strategic Asset Management Plan (SAMP).

{{Exhibit|Inspection Project Template APR2019 Updates.xlsx|No. I-3d| is the project template.}}

{{Exhibit|InspectionProjectReimbursementForm 2019.xlsx|No. I-3e| is the project reimbursement form.}}

{{Exhibit|FINAL Submittal JOCO SMP SAMP Report.pdf|No. I-3f| is the Johnson County SAMP Report.}}

{{Exhibit|2020 SAMP Application.pdf|No. I-3g| is a project submittal sample.}}

==Task 4 - Obtain City Council Approval - PES==

Completed Preliminary Engineering Study may need Public Works Committee review and recommendation to the City Council, especially if the proposed design deviates from any City ordinance or policy. The Director of Public Works shall make this determination.

==Task 5 - Obtain City Council Approval - CIP==
[[#top|Top]]

The City Five Year CIP is prepared annually. This permits revisions to existing projects and submittal of new projects for consideration. The Finance Department usually begins the process in September and concludes it in March (for budget planning purposes) of the subsequent year. QUESTICA budgeting software is utilized.

During this process there are public hearings by the Planning Commission, City Council Committees, and the City Council.

Refer to KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 "Guidelines for Public Involvement"]''' and [https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=5fc7946b772f5f6b1177c7eeebb0fc39&rgn=div5&view=text&node=23:1.0.1.8.43&idno=23 '''Code of Federal Regulations''' (Title 23, Part 771)] regarding the public involvement process requirements for Federal funded projects.

Refer to City's website for information on [https://www.opkansas.org/city-government/capital-improvements-program/ '''Capital Improvement Program'''].

==Task 6 - Submit MARC Five Year Plan==
[[#top|Top]]

Subsequent to City approval of the CIP, the Mid-America Regional Council (MARC) will call for new projects along with updates to the current Transportation Improvement Program (TIP). MARC produces a new TIP every other year to outline federal transportation expenditures over the next five-year period. The call for new projects and updates occurs at the beginning of the calendar year.

Refer to MARC's website for the detailed information on [http://www.marc.org/transportation/tip.htm '''Transportation Improvement Program'''] .

==Task 7 - Obtain MARC Approval==

Proposed transportation projects will first be prioritized by the Kansas Highway Priority Committee consisting of City Staff members. This recommendation is forwarded to the MARC Total Transportation Policy Committee for recommendation to the MARC Board.

==Task 8 - Submit Application to HUD==
{{top}}

Overland Park is a HUD Entitlement City and annually receives grant money for low and moderate income neighborhoods. A Citizens' Advisory Committee has been organized to monitor the implementation and progress of all CDBG activities.

{{Exhibit|CDBG Citizen Participation Plan.pdf|No. I-8|is the CDBG Citizens' Participation Plan.}}

== Task 9 - Receive HUD Approval==
{{top}}

The City Manager receives the official grant approval from HUD and the PDS Staff notifies the city department responsible for project design/construction for capital projects.

==Task 10 - Submit CARS Five Year Plan to County==
{{top}}

The CARS program provides funds to the cities of Johnson County to construct and maintain their major arterial streets. Each year the cities submit a 5-year road improvement plan to Johnson County. Using a scoring system, Johnson County selects projects and allocates funds. The CARS Program pays 50% of the projects construction and construction inspection costs. Cities are responsible for design, right-of-way, and utility relocation costs. In January of each year Johnson County sends the City a program letter detailing the process for submitting funding requests for the CARS Five-Year Program. Submittals must be completed by the date stated in the program letter. One form must be submitted for each project in the Five-Year Program. A detailed description of the existing facility and a detailed description of the project must be provided as well as project cost information. All program policies, forms and instructions can be found on the [https://www.jocogov.org/dept/public-works/cars-program '''Johnson County CARS Program'''] web page.

{{Exhibit|I-10.pdf|No. I-10|is an example of CARS program letter with instructions for submitting CARS Five-Year program to the Board of County Commissioners. A new program letter will be sent by CARS each year kicking off the annual process.}}

{{Exhibit|I-10a.pdf|No. I-10a|is an example of a CARS Program submittal package}}

== Task 11 - Execute Other Agency Agreements==
{{top}}

*'''CARS''':

This agreement between the City and County should be executed prior to beginning project construction. The agreement is generally furnished by the County.

{{Exhibit|I-11a.pdf|No. I-11a|is an example of a previously executed CARS Agreement.}}

'''NOTE:''' Beginning December 2023: Please add the CARS indemnification waiver to the CARS funding agreements during the City execution process.

{{Exhibit|CARS indemnification waiver - attach to funding agreements.pdf|No. I-11a1|is the CARS indemnification waiver.}}

*'''SMAC''':

This agreement between the City and County should be executed prior to beginning project engineering. The agreement is generally furnished by the County.

:[[Media:Executed Design Agreement IC-10-055.pdf|'''Exhibit No. I-11b''']] ''is an example of a previously executed SMAC Agreement for design.''
:[[Media:Executed Construction Agreement IC-10-055.pdf|'''Exhibit No. I-11c''']] ''is an example of a previously executed SMAC Agreement for construction.''

'''NOTE:''' Beginning December 2023: Please add the SMAC indemnification waiver to the SMAC funding agreements during the City execution process.

{{Exhibit|SMAC indemnification waivier- attach to funding agreements.pdf|No. I-11bc1|is the SMAC indemnification waiver.}}

*'''City''':

The interlocal agreement between the cities shall be executed prior to beginning project engineering. If there is CARS, SMAC and/or KDOT funding the interlocal agreement between the cities shall be executed prior to execution of CARS, SMAC, and/or KDOT agreements.

{{Exhibit|I-11d Interlocal Agreement 5-15-14 (1).docx|No. I-11d|is an Interlocal Agreement template.}}

Submit staff billing reports to the Finance Department for projects which staff time is reimbursable according to executed Interlocal Agreements. This also includes Improvement Districts.

:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

=='''Task 12 - Obtain Priority Evaluation from KDOT''' ==
{{top}}

KDOT participates in the MARC process. As the Federal-Aid projects identified in MARC's approved TIP are scheduled, and funding is available, the City is notified to begin project engineering.
For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

=='''Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project'''==
{{top}}

Once approved in the TIP, the City shall submit a Project Programming Request - KDOT form 1302, available at KDOT's [http://www.ksdot.org/bureaus/burlocalproj/default.asp '''BLP'''] website, along with a copy of the approved TIP page showing the approved project, and a project schedule. With the transmittal of Form 1302 the City shall also request to administer the Federally Funded project. The request shall be emailed to ''kdot.lpeplans@ks.gov'' and copied to the BLP's Project Manager.

Once this is received by the BLP, the project shall be programmed. After a two week review the BLP develops and approves the Project Authorization (KDOT Form 883) and creates the City/State Agreement.

'''NOTE:''' Beginning December 2023: Please add the KDOT indemnification waiver to the City/State funding agreements during the City execution process.

{{Exhibit|KDOT indemnification waiver - attach to funding agreements.pdf|No. I-13e|is the KDOT indemnification waiver.}}

Once the project receives the project number, the field check plans can be submitted.

For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

:'''[[Media:Form I-13a 1302.xlsx|Exhibit No. I-13a]]''' ''is a Project Programming Request (KDOT Form 1302).''

:'''[[Rupis CA.xls|Exhibit No. I-13b]]''' ''is a Rupis Schedule for Simple Projects (CA Form)''

:'''[[Rupis Schedules.xlsx|Exhibit No. I-13c]]''' ''is a Rupis Schedule for Standard Projects''

:[[Media:1302 Form Transmittal email.pdf|'''Exhibit No. I-13d''']] ''is a sample transmittal email to KDOT.''

=='''Task 14 - Receive Project Authorization from KDOT. Begin Environmental Process'''==
{{top}}

No action is required by the City. This is handled by KDOT.

When the project is authorized and Form 883 is executed, the KDOT Bureau of Design, Environmental Services Section (ESS) will perform initial reviews and make initial contacts with environmental regulatory agencies to ascertain the potential for environmental impact.

For more information refer to Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] and Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] '''of KDOT's LPA Project Development Manual.'''
: [[Media:Project Authorization Packet.pdf|'''Exhibit No. I-14''']] ''is a sample KDOT project authorization letter with a typical project schedule.''

=='''Task 15 - Public Involvement'''==
{{top}}

Public involvement shall be commensurate with the complexity of the project and should be in accordance with KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 Sharing the future: Public Involvement in Kansas Transportation System]'''.

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

File:Rupis Schedules.xlsx

2026-01-29T20:02:45Z

Dpevans: (I) Vision - Task 13 (c)

== Summary ==
(I) Vision - Task 13 (c)

Phase I - Vision

2026-01-29T19:59:07Z

Dpevans: /* Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project */

{{Navbar}}
== Introduction ==

'''Phase I - Vision'''

{{Introduction
|Phase I is the beginning of a project. The principal document involved is the City's Five-Year Capital Improvements Program (Task 5). For extensive complex projects a preliminary study should be performed for establishing the scope and estimating the project cost.

Project funding is determined early in the planning/scheduling process. Funding sources will depend on project classification and qualifications. The proposed funding sources will have a significant role in determining the tasks that will be involved in this or subsequent phases of a project. For example, if Federal funding is involved, KDOT and MARC are major players in this and subsequent phases.

A major objective of this manual is to receive permission from KDOT, subsequent to approval, for the City's Public Works staff to manage/administer Federal funded projects.
}}

== [[Phase I Checklist]] ==


== Task 1 - Prepare Preliminary Engineering Study/Cost Estimate ==
For major projects a preliminary study will be conducted and the report prepared. This report will be the basis for establishing the design parameters and preliminary project cost. For thoroughfare street projects, the report will also establish the cross section, right-of-way widths, median openings, intersection geometry, future traffic signal locations, and vertical and horizontal alignments. The preliminary study is a valuable tool to ensure subsequent development complies with the ultimate construction.

The City's website provides interactive [https://www2.opkansas.org/Maps-and-Stats/Map-Viewer/Preliminary-Engineering-Studies '''Preliminary Engineering Studies'''] map with the links to the reports and plan drawings.

[https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] for use in cost estimating are available online.

== Task 2 - Prepare Feasibility Report ==
{{Top}}

A feasibility report is required when an Improvement District is proposed as a method of financing all or part of a project. This feasibility report is required to have the following:

*Project description,
*A description of the proposed improvements and benefit points if applicable,
*Estimate of probable cost and the potential funding sources available for the project (Improvement District, SMAC, and City funds) including the apportionment of the costs,
*A legal description of the property to be included in the Improvement District,
*Easement and property acquisitions,
*Method of assessment,
*Apportionment of cost and
*A summary of the project and a staff recommendation.

Citizens' petition for requesting projects and/or services is an important method of determining interest. If IDs are the method for financing projects, a formal approved petition form must be obtained from the City along with any instructional information.

{{Exhibit|ID Petition form.pdf|No. I-2a| is a copy of the City’s petition form for an Improvement District.}}

{{Exhibit|Stanley Storm Drainage Improvements - Feasibility Report.pdf|No. I-2b|is a sample Feasibility Report for the improvement project financed by an ID.}}

Property owner(s) desiring consideration of a Storm Drainage Improvement Project shall make a written request to the City that outlines the nature and history of the problem and indicates their support for the improvements.

If the nature and history of the problem is a public matter, City staff, upon approval of the Governing Body, may complete a Feasibility Study and/or Preliminary Engineering Study to include problem description; conceptual improvements, and a preliminary cost estimate for all potential Storm Drainage Improvement projects.

After we have conducted a Feasibility Study and/or a PES and have a feasible solution, we mail out "Informal Petitions" to document the support from the neighborhood and their intent to donate easements as outlined in Resolution 3900.

{{Exhibit|Feasibily study SD improvement project.pdf|No. I-2c|is a sample Feasibility Study for the storm drainage improvement project}}

{{Exhibit|PES Storm Drainage Improvement Project.pdf|No. I-2d|is a sample Preliminary Engineering Study for the storm drainage improvement project}}

{{Exhibit|Informal Petition Form storm drainage.pdf|No. I-2e| is a sample of an informal petition for storm drainage improvement project.}}

Informal petitions are also available for requesting streetlight and sidewalk projects.

{{Exhibit|Street Light Petition form.pdf|No. I-2f| is an informal petition form for streetlight projects.}}

{{Exhibit|Sidewalk-petition-residential.pdf|No. I-2g| is an informal petition form for sidewalk projects.}}

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-198 '''Governing Body Resolution No. 4795'''] establishes policy for city-owned streetlighting.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-184 '''Governing Body Resolution No. 4781'''] establishes the policy on requesting construction of new sidewalks.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=413 '''Governing Body Resolution No. 4786'''] establishes the policy on creating ID's for bank stabilization projects.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=190 '''Governing Body Resolution No. 4785'''] establishes the policy on creating ID's for drainage projects.

[[Media:PW SOP for Storm Drainage Improvements.pdf|'''Public Works Standard Operating Procedure''']] for Prioritization of Storm Drainage Improvements.

== Task 3 - Prepare SMAC Project Addition Study (Form) ==
{{Top}}

If a proposed project was not identified by the County's Consulting Engineer, in the initial or subsequent study, a project addition request letter for a proposed project must first be submitted to the Stormwater Program Manager for approval prior to beginning the Preliminary Engineering Study. The project request letter shall include all the requirements documented in the Administrative Procedures. After the proposed project request is approved, an interlocal agreement is prepared and executed prior to beginning the Preliminary Engineering Study.

[https://www.jocogov.org/department/public-works/stormwater-management '''Link to the Johnson County Stormwater Management Program'''.]

[https://www.jocogov.org/sites/default/files/files/2024-08/Stormwater%20Management%20Program%20Administrative%20Procedures%20ADA%20compliant%20edited%2008052024.pdf '''Exhibit No. 1-3a'''] ''is a copy of the Johnson County, Administrative Procedures for the Stormwater Management Program.''

Maintenance projects replacing structurally deteriorated stormwater infrastructure may qualify for funds provided by Johnson County Stormwater Strategic Asset Management Plan (SAMP).

{{Exhibit|Inspection Project Template APR2019 Updates.xlsx|No. I-3d| is the project template.}}

{{Exhibit|InspectionProjectReimbursementForm 2019.xlsx|No. I-3e| is the project reimbursement form.}}

{{Exhibit|FINAL Submittal JOCO SMP SAMP Report.pdf|No. I-3f| is the Johnson County SAMP Report.}}

{{Exhibit|2020 SAMP Application.pdf|No. I-3g| is a project submittal sample.}}

==Task 4 - Obtain City Council Approval - PES==

Completed Preliminary Engineering Study may need Public Works Committee review and recommendation to the City Council, especially if the proposed design deviates from any City ordinance or policy. The Director of Public Works shall make this determination.

==Task 5 - Obtain City Council Approval - CIP==
[[#top|Top]]

The City Five Year CIP is prepared annually. This permits revisions to existing projects and submittal of new projects for consideration. The Finance Department usually begins the process in September and concludes it in March (for budget planning purposes) of the subsequent year. QUESTICA budgeting software is utilized.

During this process there are public hearings by the Planning Commission, City Council Committees, and the City Council.

Refer to KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 "Guidelines for Public Involvement"]''' and [https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=5fc7946b772f5f6b1177c7eeebb0fc39&rgn=div5&view=text&node=23:1.0.1.8.43&idno=23 '''Code of Federal Regulations''' (Title 23, Part 771)] regarding the public involvement process requirements for Federal funded projects.

Refer to City's website for information on [https://www.opkansas.org/city-government/capital-improvements-program/ '''Capital Improvement Program'''].

==Task 6 - Submit MARC Five Year Plan==
[[#top|Top]]

Subsequent to City approval of the CIP, the Mid-America Regional Council (MARC) will call for new projects along with updates to the current Transportation Improvement Program (TIP). MARC produces a new TIP every other year to outline federal transportation expenditures over the next five-year period. The call for new projects and updates occurs at the beginning of the calendar year.

Refer to MARC's website for the detailed information on [http://www.marc.org/transportation/tip.htm '''Transportation Improvement Program'''] .

==Task 7 - Obtain MARC Approval==

Proposed transportation projects will first be prioritized by the Kansas Highway Priority Committee consisting of City Staff members. This recommendation is forwarded to the MARC Total Transportation Policy Committee for recommendation to the MARC Board.

==Task 8 - Submit Application to HUD==
{{top}}

Overland Park is a HUD Entitlement City and annually receives grant money for low and moderate income neighborhoods. A Citizens' Advisory Committee has been organized to monitor the implementation and progress of all CDBG activities.

{{Exhibit|CDBG Citizen Participation Plan.pdf|No. I-8|is the CDBG Citizens' Participation Plan.}}

== Task 9 - Receive HUD Approval==
{{top}}

The City Manager receives the official grant approval from HUD and the PDS Staff notifies the city department responsible for project design/construction for capital projects.

==Task 10 - Submit CARS Five Year Plan to County==
{{top}}

The CARS program provides funds to the cities of Johnson County to construct and maintain their major arterial streets. Each year the cities submit a 5-year road improvement plan to Johnson County. Using a scoring system, Johnson County selects projects and allocates funds. The CARS Program pays 50% of the projects construction and construction inspection costs. Cities are responsible for design, right-of-way, and utility relocation costs. In January of each year Johnson County sends the City a program letter detailing the process for submitting funding requests for the CARS Five-Year Program. Submittals must be completed by the date stated in the program letter. One form must be submitted for each project in the Five-Year Program. A detailed description of the existing facility and a detailed description of the project must be provided as well as project cost information. All program policies, forms and instructions can be found on the [https://www.jocogov.org/dept/public-works/cars-program '''Johnson County CARS Program'''] web page.

{{Exhibit|I-10.pdf|No. I-10|is an example of CARS program letter with instructions for submitting CARS Five-Year program to the Board of County Commissioners. A new program letter will be sent by CARS each year kicking off the annual process.}}

{{Exhibit|I-10a.pdf|No. I-10a|is an example of a CARS Program submittal package}}

== Task 11 - Execute Other Agency Agreements==
{{top}}

*'''CARS''':

This agreement between the City and County should be executed prior to beginning project construction. The agreement is generally furnished by the County.

{{Exhibit|I-11a.pdf|No. I-11a|is an example of a previously executed CARS Agreement.}}

'''NOTE:''' Beginning December 2023: Please add the CARS indemnification waiver to the CARS funding agreements during the City execution process.

{{Exhibit|CARS indemnification waiver - attach to funding agreements.pdf|No. I-11a1|is the CARS indemnification waiver.}}

*'''SMAC''':

This agreement between the City and County should be executed prior to beginning project engineering. The agreement is generally furnished by the County.

:[[Media:Executed Design Agreement IC-10-055.pdf|'''Exhibit No. I-11b''']] ''is an example of a previously executed SMAC Agreement for design.''
:[[Media:Executed Construction Agreement IC-10-055.pdf|'''Exhibit No. I-11c''']] ''is an example of a previously executed SMAC Agreement for construction.''

'''NOTE:''' Beginning December 2023: Please add the SMAC indemnification waiver to the SMAC funding agreements during the City execution process.

{{Exhibit|SMAC indemnification waivier- attach to funding agreements.pdf|No. I-11bc1|is the SMAC indemnification waiver.}}

*'''City''':

The interlocal agreement between the cities shall be executed prior to beginning project engineering. If there is CARS, SMAC and/or KDOT funding the interlocal agreement between the cities shall be executed prior to execution of CARS, SMAC, and/or KDOT agreements.

{{Exhibit|I-11d Interlocal Agreement 5-15-14 (1).docx|No. I-11d|is an Interlocal Agreement template.}}

Submit staff billing reports to the Finance Department for projects which staff time is reimbursable according to executed Interlocal Agreements. This also includes Improvement Districts.

:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

=='''Task 12 - Obtain Priority Evaluation from KDOT''' ==
{{top}}

KDOT participates in the MARC process. As the Federal-Aid projects identified in MARC's approved TIP are scheduled, and funding is available, the City is notified to begin project engineering.
For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

=='''Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project'''==
{{top}}

Once approved in the TIP, the City shall submit a Project Programming Request - KDOT form 1302, available at KDOT's [http://www.ksdot.org/bureaus/burlocalproj/default.asp '''BLP'''] website, along with a copy of the approved TIP page showing the approved project, and a project schedule. With the transmittal of Form 1302 the City shall also request to administer the Federally Funded project. The request shall be emailed to ''kdot.lpeplans@ks.gov'' and copied to the BLP's Project Manager.

Once this is received by the BLP, the project shall be programmed. After a two week review the BLP develops and approves the Project Authorization (KDOT Form 883) and creates the City/State Agreement.

'''NOTE:''' Beginning December 2023: Please add the KDOT indemnification waiver to the City/State funding agreements during the City execution process.

{{Exhibit|KDOT indemnification waiver - attach to funding agreements.pdf|No. I-13e|is the KDOT indemnification waiver.}}

Once the project receives the project number, the field check plans can be submitted.

For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

:'''[[Media:Form I-13a 1302.xlsx|Exhibit No. I-13a]]''' ''is a Project Programming Request (KDOT Form 1302).''

:'''[[Rupis CA.xls|Exhibit No. I-13b]]''' ''is a Rupis Schedule for Simple Projects (CA Form)''

:[[Media:RupisCity Admin.pdf|'''Exhibit No. I-13c''']] ''is a sample Rupis Schedule.''

:[[Media:1302 Form Transmittal email.pdf|'''Exhibit No. I-13d''']] ''is a sample transmittal email to KDOT.''

=='''Task 14 - Receive Project Authorization from KDOT. Begin Environmental Process'''==
{{top}}

No action is required by the City. This is handled by KDOT.

When the project is authorized and Form 883 is executed, the KDOT Bureau of Design, Environmental Services Section (ESS) will perform initial reviews and make initial contacts with environmental regulatory agencies to ascertain the potential for environmental impact.

For more information refer to Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] and Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] '''of KDOT's LPA Project Development Manual.'''
: [[Media:Project Authorization Packet.pdf|'''Exhibit No. I-14''']] ''is a sample KDOT project authorization letter with a typical project schedule.''

=='''Task 15 - Public Involvement'''==
{{top}}

Public involvement shall be commensurate with the complexity of the project and should be in accordance with KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 Sharing the future: Public Involvement in Kansas Transportation System]'''.

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

Phase I - Vision

2026-01-29T19:58:06Z

Dpevans: /* Task 12 - Obtain Priority Evaluation from KDOT */

{{Navbar}}
== Introduction ==

'''Phase I - Vision'''

{{Introduction
|Phase I is the beginning of a project. The principal document involved is the City's Five-Year Capital Improvements Program (Task 5). For extensive complex projects a preliminary study should be performed for establishing the scope and estimating the project cost.

Project funding is determined early in the planning/scheduling process. Funding sources will depend on project classification and qualifications. The proposed funding sources will have a significant role in determining the tasks that will be involved in this or subsequent phases of a project. For example, if Federal funding is involved, KDOT and MARC are major players in this and subsequent phases.

A major objective of this manual is to receive permission from KDOT, subsequent to approval, for the City's Public Works staff to manage/administer Federal funded projects.
}}

== [[Phase I Checklist]] ==


== Task 1 - Prepare Preliminary Engineering Study/Cost Estimate ==
For major projects a preliminary study will be conducted and the report prepared. This report will be the basis for establishing the design parameters and preliminary project cost. For thoroughfare street projects, the report will also establish the cross section, right-of-way widths, median openings, intersection geometry, future traffic signal locations, and vertical and horizontal alignments. The preliminary study is a valuable tool to ensure subsequent development complies with the ultimate construction.

The City's website provides interactive [https://www2.opkansas.org/Maps-and-Stats/Map-Viewer/Preliminary-Engineering-Studies '''Preliminary Engineering Studies'''] map with the links to the reports and plan drawings.

[https://ppm.opkansas.org/wiki/index.php?title=Bid_item_list '''Standard Bid Items'''] for use in cost estimating are available online.

== Task 2 - Prepare Feasibility Report ==
{{Top}}

A feasibility report is required when an Improvement District is proposed as a method of financing all or part of a project. This feasibility report is required to have the following:

*Project description,
*A description of the proposed improvements and benefit points if applicable,
*Estimate of probable cost and the potential funding sources available for the project (Improvement District, SMAC, and City funds) including the apportionment of the costs,
*A legal description of the property to be included in the Improvement District,
*Easement and property acquisitions,
*Method of assessment,
*Apportionment of cost and
*A summary of the project and a staff recommendation.

Citizens' petition for requesting projects and/or services is an important method of determining interest. If IDs are the method for financing projects, a formal approved petition form must be obtained from the City along with any instructional information.

{{Exhibit|ID Petition form.pdf|No. I-2a| is a copy of the City’s petition form for an Improvement District.}}

{{Exhibit|Stanley Storm Drainage Improvements - Feasibility Report.pdf|No. I-2b|is a sample Feasibility Report for the improvement project financed by an ID.}}

Property owner(s) desiring consideration of a Storm Drainage Improvement Project shall make a written request to the City that outlines the nature and history of the problem and indicates their support for the improvements.

If the nature and history of the problem is a public matter, City staff, upon approval of the Governing Body, may complete a Feasibility Study and/or Preliminary Engineering Study to include problem description; conceptual improvements, and a preliminary cost estimate for all potential Storm Drainage Improvement projects.

After we have conducted a Feasibility Study and/or a PES and have a feasible solution, we mail out "Informal Petitions" to document the support from the neighborhood and their intent to donate easements as outlined in Resolution 3900.

{{Exhibit|Feasibily study SD improvement project.pdf|No. I-2c|is a sample Feasibility Study for the storm drainage improvement project}}

{{Exhibit|PES Storm Drainage Improvement Project.pdf|No. I-2d|is a sample Preliminary Engineering Study for the storm drainage improvement project}}

{{Exhibit|Informal Petition Form storm drainage.pdf|No. I-2e| is a sample of an informal petition for storm drainage improvement project.}}

Informal petitions are also available for requesting streetlight and sidewalk projects.

{{Exhibit|Street Light Petition form.pdf|No. I-2f| is an informal petition form for streetlight projects.}}

{{Exhibit|Sidewalk-petition-residential.pdf|No. I-2g| is an informal petition form for sidewalk projects.}}

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-198 '''Governing Body Resolution No. 4795'''] establishes policy for city-owned streetlighting.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-184 '''Governing Body Resolution No. 4781'''] establishes the policy on requesting construction of new sidewalks.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=413 '''Governing Body Resolution No. 4786'''] establishes the policy on creating ID's for bank stabilization projects.

[http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=190 '''Governing Body Resolution No. 4785'''] establishes the policy on creating ID's for drainage projects.

[[Media:PW SOP for Storm Drainage Improvements.pdf|'''Public Works Standard Operating Procedure''']] for Prioritization of Storm Drainage Improvements.

== Task 3 - Prepare SMAC Project Addition Study (Form) ==
{{Top}}

If a proposed project was not identified by the County's Consulting Engineer, in the initial or subsequent study, a project addition request letter for a proposed project must first be submitted to the Stormwater Program Manager for approval prior to beginning the Preliminary Engineering Study. The project request letter shall include all the requirements documented in the Administrative Procedures. After the proposed project request is approved, an interlocal agreement is prepared and executed prior to beginning the Preliminary Engineering Study.

[https://www.jocogov.org/department/public-works/stormwater-management '''Link to the Johnson County Stormwater Management Program'''.]

[https://www.jocogov.org/sites/default/files/files/2024-08/Stormwater%20Management%20Program%20Administrative%20Procedures%20ADA%20compliant%20edited%2008052024.pdf '''Exhibit No. 1-3a'''] ''is a copy of the Johnson County, Administrative Procedures for the Stormwater Management Program.''

Maintenance projects replacing structurally deteriorated stormwater infrastructure may qualify for funds provided by Johnson County Stormwater Strategic Asset Management Plan (SAMP).

{{Exhibit|Inspection Project Template APR2019 Updates.xlsx|No. I-3d| is the project template.}}

{{Exhibit|InspectionProjectReimbursementForm 2019.xlsx|No. I-3e| is the project reimbursement form.}}

{{Exhibit|FINAL Submittal JOCO SMP SAMP Report.pdf|No. I-3f| is the Johnson County SAMP Report.}}

{{Exhibit|2020 SAMP Application.pdf|No. I-3g| is a project submittal sample.}}

==Task 4 - Obtain City Council Approval - PES==

Completed Preliminary Engineering Study may need Public Works Committee review and recommendation to the City Council, especially if the proposed design deviates from any City ordinance or policy. The Director of Public Works shall make this determination.

==Task 5 - Obtain City Council Approval - CIP==
[[#top|Top]]

The City Five Year CIP is prepared annually. This permits revisions to existing projects and submittal of new projects for consideration. The Finance Department usually begins the process in September and concludes it in March (for budget planning purposes) of the subsequent year. QUESTICA budgeting software is utilized.

During this process there are public hearings by the Planning Commission, City Council Committees, and the City Council.

Refer to KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 "Guidelines for Public Involvement"]''' and [https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&SID=5fc7946b772f5f6b1177c7eeebb0fc39&rgn=div5&view=text&node=23:1.0.1.8.43&idno=23 '''Code of Federal Regulations''' (Title 23, Part 771)] regarding the public involvement process requirements for Federal funded projects.

Refer to City's website for information on [https://www.opkansas.org/city-government/capital-improvements-program/ '''Capital Improvement Program'''].

==Task 6 - Submit MARC Five Year Plan==
[[#top|Top]]

Subsequent to City approval of the CIP, the Mid-America Regional Council (MARC) will call for new projects along with updates to the current Transportation Improvement Program (TIP). MARC produces a new TIP every other year to outline federal transportation expenditures over the next five-year period. The call for new projects and updates occurs at the beginning of the calendar year.

Refer to MARC's website for the detailed information on [http://www.marc.org/transportation/tip.htm '''Transportation Improvement Program'''] .

==Task 7 - Obtain MARC Approval==

Proposed transportation projects will first be prioritized by the Kansas Highway Priority Committee consisting of City Staff members. This recommendation is forwarded to the MARC Total Transportation Policy Committee for recommendation to the MARC Board.

==Task 8 - Submit Application to HUD==
{{top}}

Overland Park is a HUD Entitlement City and annually receives grant money for low and moderate income neighborhoods. A Citizens' Advisory Committee has been organized to monitor the implementation and progress of all CDBG activities.

{{Exhibit|CDBG Citizen Participation Plan.pdf|No. I-8|is the CDBG Citizens' Participation Plan.}}

== Task 9 - Receive HUD Approval==
{{top}}

The City Manager receives the official grant approval from HUD and the PDS Staff notifies the city department responsible for project design/construction for capital projects.

==Task 10 - Submit CARS Five Year Plan to County==
{{top}}

The CARS program provides funds to the cities of Johnson County to construct and maintain their major arterial streets. Each year the cities submit a 5-year road improvement plan to Johnson County. Using a scoring system, Johnson County selects projects and allocates funds. The CARS Program pays 50% of the projects construction and construction inspection costs. Cities are responsible for design, right-of-way, and utility relocation costs. In January of each year Johnson County sends the City a program letter detailing the process for submitting funding requests for the CARS Five-Year Program. Submittals must be completed by the date stated in the program letter. One form must be submitted for each project in the Five-Year Program. A detailed description of the existing facility and a detailed description of the project must be provided as well as project cost information. All program policies, forms and instructions can be found on the [https://www.jocogov.org/dept/public-works/cars-program '''Johnson County CARS Program'''] web page.

{{Exhibit|I-10.pdf|No. I-10|is an example of CARS program letter with instructions for submitting CARS Five-Year program to the Board of County Commissioners. A new program letter will be sent by CARS each year kicking off the annual process.}}

{{Exhibit|I-10a.pdf|No. I-10a|is an example of a CARS Program submittal package}}

== Task 11 - Execute Other Agency Agreements==
{{top}}

*'''CARS''':

This agreement between the City and County should be executed prior to beginning project construction. The agreement is generally furnished by the County.

{{Exhibit|I-11a.pdf|No. I-11a|is an example of a previously executed CARS Agreement.}}

'''NOTE:''' Beginning December 2023: Please add the CARS indemnification waiver to the CARS funding agreements during the City execution process.

{{Exhibit|CARS indemnification waiver - attach to funding agreements.pdf|No. I-11a1|is the CARS indemnification waiver.}}

*'''SMAC''':

This agreement between the City and County should be executed prior to beginning project engineering. The agreement is generally furnished by the County.

:[[Media:Executed Design Agreement IC-10-055.pdf|'''Exhibit No. I-11b''']] ''is an example of a previously executed SMAC Agreement for design.''
:[[Media:Executed Construction Agreement IC-10-055.pdf|'''Exhibit No. I-11c''']] ''is an example of a previously executed SMAC Agreement for construction.''

'''NOTE:''' Beginning December 2023: Please add the SMAC indemnification waiver to the SMAC funding agreements during the City execution process.

{{Exhibit|SMAC indemnification waivier- attach to funding agreements.pdf|No. I-11bc1|is the SMAC indemnification waiver.}}

*'''City''':

The interlocal agreement between the cities shall be executed prior to beginning project engineering. If there is CARS, SMAC and/or KDOT funding the interlocal agreement between the cities shall be executed prior to execution of CARS, SMAC, and/or KDOT agreements.

{{Exhibit|I-11d Interlocal Agreement 5-15-14 (1).docx|No. I-11d|is an Interlocal Agreement template.}}

Submit staff billing reports to the Finance Department for projects which staff time is reimbursable according to executed Interlocal Agreements. This also includes Improvement Districts.

:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

=='''Task 12 - Obtain Priority Evaluation from KDOT''' ==
{{top}}

KDOT participates in the MARC process. As the Federal-Aid projects identified in MARC's approved TIP are scheduled, and funding is available, the City is notified to begin project engineering.
For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

=='''Task 13 - Submit KDOT Form 1302 for Project Request. Submit City's Request to Administer the Project'''==
{{top}}

Once approved in the TIP, the City shall submit a Project Programming Request - KDOT form 1302, available at KDOT's [http://www.ksdot.org/bureaus/burlocalproj/default.asp '''BLP'''] website, along with a copy of the approved TIP page showing the approved project, and a project schedule. With the transmittal of Form 1302 the City shall also request to administer the Federally Funded project. The request shall be emailed to ''kdot.lpeplans@ks.gov'' and copied to the BLP's Project Manager.

Once this is received by the BLP, the project shall be programmed. After a two week review the BLP develops and approves the Project Authorization (KDOT Form 883) and creates the City/State Agreement.

'''NOTE:''' Beginning December 2023: Please add the KDOT indemnification waiver to the City/State funding agreements during the City execution process.

{{Exhibit|KDOT indemnification waiver - attach to funding agreements.pdf|No. I-13e|is the KDOT indemnification waiver.}}

Once the project receives the project number, the field check plans can be submitted.

For more information see Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] of KDOT's LPA Project Development Manual.

:'''[[Media:Form I-13a 1302.xlsx|Exhibit No. I-13a]]''' ''is a Project Programming Request (KDOT Form 1302).''

:'''[[Rupis CA.xls|Exhibit No. I-13b]]''' ''is a Rupis Project Schedule Form.''

:[[Media:RupisCity Admin.pdf|'''Exhibit No. I-13c''']] ''is a sample Rupis Schedule.''

:[[Media:1302 Form Transmittal email.pdf|'''Exhibit No. I-13d''']] ''is a sample transmittal email to KDOT.''

=='''Task 14 - Receive Project Authorization from KDOT. Begin Environmental Process'''==
{{top}}

No action is required by the City. This is handled by KDOT.

When the project is authorized and Form 883 is executed, the KDOT Bureau of Design, Environmental Services Section (ESS) will perform initial reviews and make initial contacts with environmental regulatory agencies to ascertain the potential for environmental impact.

For more information refer to Chapter [[Media:2.0 Programming 2020.pdf|'''2.0 Programming''']] and Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] '''of KDOT's LPA Project Development Manual.'''
: [[Media:Project Authorization Packet.pdf|'''Exhibit No. I-14''']] ''is a sample KDOT project authorization letter with a typical project schedule.''

=='''Task 15 - Public Involvement'''==
{{top}}

Public involvement shall be commensurate with the complexity of the project and should be in accordance with KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2021/638731318920300000 Sharing the future: Public Involvement in Kansas Transportation System]'''.

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

File:Rupis CA.xls

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Dpevans: RUPIS Schedule

== Summary ==
RUPIS Schedule

Template:Green

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Dpevans:

{|style="background:#D4FFD4; color:#002AFF" align="center" border="0" cellpadding="5" width="100%"
|-
||'''For KDOT projects''' - often changes occur during construction of a project that require adjusting the compensation paid to a contractor. All changes must be within the scope and limits of the project. All changes, including force account changes, must be accompanied by an independent estimate. Per KDOT's Standard Specifications for State Road and Bridge Construction [https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction'''''Section 104.9a'''''], all direct and indirect costs associated with the Contract Change, including labor, materials, equipment, overhead, profit, impact costs and other costs for which the Contractor claims compensation is owed, shall be included in the change order request. Do not include costs as listed in Subsection 104.9c.

When receiving Federal Aid for inspection, the City will submit requests for reimbursement to the Local Construction Manager with proper documentation.

All change orders require prior approval from the Local Construction Manager. All changes require approval/concurrence by BLP prior to any of the work being initiated, using
[[File:1314 Change Order Form.pdf|thumb|alt=KDOT Form 1314]] (Contract Change Order Form). KDOT will provide email concurrence on all changes within 3 business days. If the City does not receive prior approval, the items on that change order may be deemed non-participating, as per the "Code of Federal Regulations" Title [https://www.ecfr.gov/current/title-23/chapter-I/subchapter-G/part-635/subpart-A/section-635.120'''''23 CFR 635.120''''']. KDOT's role is to provide general administrative oversight and to determine the amount of federal participation. All change orders shall be submitted to BLP for entry into Construction Management System (CMS).
|}

File:1314 Change Order Form.pdf

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Dpevans:

Phase V - Construction

2026-01-29T19:36:27Z

Dpevans: /* Task No. 14 - On-Going Contractor Payments */

{{Navbar}}

== Introduction ==
{{Introduction
|The construction phase of projects is very visible and generally there are travel/inconveniences and neighborhood disruptions. For this reason, it is the most important phase for City staff and Consultants to plan for the least possible construction time period.

A partnering or the team approach usually is recommended. The Contractor, utility companies, City staff and Consultant all work as a team to construct the project. The tasks in this and previous phases facilitates this partnering process.

In order to have a successful project, the following must occur:

*Contract documents executed promptly.

*Discuss/resolve relevant issues/problems at the pre-construction conference.

*Review/approve shop drawings within the promised time period.

*Pay the Contractor promptly.

*Provide adequate inspection resources in order not to delay the Contractor.

*Notify the Contractor if the submitted schedule is not maintained. Schedule bi-weekly meetings, if necessary, to keep the project on schedule.
}}

== [[Checklist Phase V|Phase V Checklist]] ==

== Task No. 1 - Prepare for Temporary Financing ==
The Law Department will prepare the documents for providing project temporary financing when required.

== Task No. 2 - Submit Agency Cash Flow Projection ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit to the project funding agencies, if required, a project cash flow projection on their standard forms. Currently, Johnson County CARS, Johnson County SMAC and KDOT do not require a cash flow projection.

== Task No. 3 - Submit Cash Flow Projection to City Finance Department ==
{{Top}}

Prior to Notice to Proceed, the Project Manager shall submit a cash flow for the project (update if applicable) to the City Finance Department.

See [[Phase_II_-_Preliminary_Design#Task_No._6_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 6''']] for standard cash flow form.

== Task No. 4 - Distribute Executed Contract Documents ==
{{Top}}

Copies of the Contract Documents need to be prepared for the Contractor’s execution. The Agreement, Performance Bond, Maintenance Bond, Statutory Bond and/or Labor and Material Payment Bond, and Appointment of Service Agent are partially filled out by the Contract Specialist and provided to the Contractor for execution. The Appointment of Service Agent is not required if the Contractor’s business is located in the state of Kansas or if the Contractor is located outside of Kansas but is on file and in good standing with the State. The Contract Specialist will obtain this information through the Kansas Secretary of State’s office.

The Contractor is given ten (10) days to execute their part of the Contract Documents. The Contractor must have all insurance certificates, bonds and Appointment of Service Agent filled out, sealed, with Power of Attorneys attached. The Contract Specialist will review the insurance certificates to ensure compliance with the requirements set forth in the Instructions to Bidders.

After review by the Contract Specialist, the Contract Documents are submitted to the Law Department for review and "approval as to form." After Law Department review, they are submitted to the City Clerk's office for signature by the Mayor and attestation by the City Clerk.

{{Exhibit|V-4a Sample Transmittal Letter to Contractor.docx|No. V-4a| is a sample transmittal letter to the Contractor}}.

Upon return of the signed copies by the City Clerk, three fully executed sets are given to the Contractor (one is to be forwarded to the Contractor’s surety company and one to their insurance company), one is given to the consultant, one is kept in the Public Works file, and one goes to the City Clerk with the award/reject letters. The remaining sets are provided to various other agencies as needed (i.e.: for CARS projects the City must submit to the Johnson County Director of Infrastructure, one copy of the executed Contract Documents and a half size set of signed and sealed Construction Plans along with a CD containing a .''pdf'' version of the executed Contract Documents and Construction Plans.) The County also requires a list of CARS non-participating items with the transmittal. The City must also request and receive a "Notice to Proceed" from the Johnson County Director of Infrastructure before initiating construction on a project.
For a letter detailing the CARS requirements see [[Media:III-9c.pdf|'''Exhibit No. III-9c'''.]]

{{Exhibit|V-4b CARS Notice to Proceed.pdf|No. V-4b| is a sample Contract Document and Plans transmittal letter to CARS with request for "Notice to Proceed"}}.

{{Exhibit|V-4c Contract Documents and Plan Distribution.docx|No. V-4c| is a distribution list of agencies and personnel that are to receive executed Contract Documents and Final Plans}}.

In addition to contract documents sent to BLP electronically, provide BLP PM with half-size set of construction plans.

Prior to issuing Notice to Proceed for KDOT projects, the Project Manager will request from the contractor copies of all subcontracts. The Project Manager will verify that each of these subcontracts contain FHWA 1273 documents.

{{Note|For KDOT Projects this task is tracked by KDOT see [[Media:II-14.xlt|'''Exhibit No. II-14''']]. The Project Manager shall ensure this task is complete.}}

== Task No. 5 - Complete Sales Tax Exemption Forms ==
{{Top}}

The Contract Specialist will provide a sales tax exemption number form from the Kansas Department of Revenue for the Contractor's use when purchasing materials for all projects. The request will be made on-line at KDOR's Customer Service Center.

{{Exhibit|V-5a.pdf|No. V-5a| - new requirements as of 8-1-06 for submitting Request for Projects Exemption Certificates. (State of Kansas)}}.

{{Exhibit|V-5b Sample Project Exemption Certificate and cover letter.pdf|No. V-5b| - is a sample transmittal letter from the Division of Taxation with Exemption Certificate}}.

{{Exhibit|V-5c Sample Transmittal to Contractor with Tax Exemption Certificate.docx|No. V-5c|is a sample transmittal letter to the contractor regarding Exemption Certificate}}.

== Task No. 6 - Complete Material Testing Contracts ==
{{Top}}

The Project Manager shall evaluate the proposals received resulting from [[Phase_IV_-_Pre-Construction#Task_No._2_-_Selection_of_Material_Testing_Firm|'''Phase IV, Task No. 2''']]. The firm with the most qualified proposal will be contacted and advised that their proposal has been accepted.

:[[Media:V-6a.pdf|'''Exhibit No. V-6a''']] ''is a sample letter to selected material testing lab''.

:[[Media:V-6b.pdf|'''Exhibit No. V-6b''']] ''is a sample letter to material testing companies not selected''.

An agreement will be provided to the testing firm by the Contract Specialist. Once it is executed by the testing firm and insurance certificates are received, the agreement will be executed by the City according to '''[https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf COP 202]'''.

== Task No. 7 - Schedule Pre-Construction Conference/Project Sign Confirmation ==
{{Top}}

Subsequent to distributing executed contract documents and prior to issuing Notice to Proceed, the Project Manager will schedule a pre-construction conference. Meeting minutes will be distributed to those in attendance at a later date.

{{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.}}

Some of the items that should be covered during the conference are:

*review the plans, special provisions and specifications for the project;

*meet the Contractor’s assigned Superintendent;

*meet the Sub-Contractor(s);

*receive/discuss the Contractor’s schedule;

*confirm City’s payment schedule;

*status report/confirmation of utility relocations;

*review/presentation of City’s pre-construction checklist;

*answer contractor questions;

*distribute contractors submittal checklist (see exhibit below) and review requirements;

*distribute SWPPP Notebook to Contractor, review requirements and obtain signature for Contractor's Certification Form (included in the SWPPP);

*distribute Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity;

*distribute '''[[Approved_Materials|Approved Materials List]]''';

*determine if a City Field Building Permit is required by the Contractor;

*introduce and distribute information for Excellence in Construction, Contractor Evaluation System,

*remind all contractors that they must comply with all Equal Employment Opportunity (EEO) requirements. For KDOT projects the Contractor's current EEO policy and subcontractor's policies must be on file with KDOT and submitted annually. For EEO compliance resource see KDOT's '''[https://www.ksdot.gov/home/showpublisheddocument/2357/638737345774670000 Contractors EEO Compliance Manual]'''

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a| is a contractors submittal checklist}}.

{{Exhibit|V-7b.dot|No. V-7b| is an Excellence in Construction information document}}.

{{Exhibit|V-7c.xlsx|No. V-7c| is an Excellence in Construction evaluation form (Attachment "A")}}.

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

{{Exhibit|V-7d.dot|No. V-7d| is a sample pre-construction invitation attendance letter}}.

{{Exhibit|Pre-construction agenda.docx|No. V-7e| is a sample pre-construction agenda}}.

{{Exhibit|V-7f.pdf|No. V-7f| is the City’s standard pre-construction meeting checklist}}.

{{Exhibit|V-7g.pdf|No. V-7g| is a sample of a City’s Field Building Permit for electrical work}}.

:[[Media:SWPPP-Contractor's Certification Form.pdf|'''Exhibit No. V-7h''']] ''is a Contractor's Certification Form for Stormwater Discharges Associated with Construction Activity''.

The following persons/firms will be invited to attend this conference.
:*Director of Public Works,
:*City Engineer/City Traffic Engineer,
:*Manager, Maintenance Operations,
:*Maintenance Supervisors,
:*Traffic Maintenance Locate Representitive,
:*Contractor’s representative and project Superintendent/Sub-Contractors,
:*Utility company representatives,
:*Project team members,
:*Erosion and Sediment Control (ESC) Plan Reviewer.
:*Project Engineer/Consultant,
:*SMAC,
:*CARS,
:*KDOT (if applicable, coordinate date and location), and
:*Material testing laboratory.

When KDOT administers the project, an LPA Preconstruction Conference will be held.

{{Exhibit|V-7i.pdf|No. V-7i| is a LPA Preconstruction Conference guidelines}}.

{{Note|An address must be established for each streetlight control center and traffic signal location for EVERGY billing and reference purpose}}.

Before construction begins on any CARS or SMAC project, the City must erect a sign in the immediate vicinity of the project identifying it as a CARS or SMAC program project. However, if the project has Federal funding in addition to CARS or SMAC, the project sign is not to be erected. The sign specifications will be furnished to the City by the County upon request.

== Task No. 8 - Complete Contractor Permits ==
{{Top}}

Project Manager will obtain [https://www.opkansas.org/city-services/permits-licenses-inspections-directory/ '''Land Disturbance Permit'''] from Permit Services, Planning & Development Services. This permit is required for sites larger than 1 acre, when no other building permit is required (source- [https://energov.opkansas.org/energov_prod/selfservice#/applicationAssistant?sectionName=All&showTemplates=false/ '''ePLACE''']-Land Disturbance Permit.

Direct the Contractor to obtain a Right-of-Way Permit from the City. Download [https://www.opkansas.org/city-services/building-construction/buildings-construction-licenses-permits-inspections/right-of-way-permit/ '''Right-of-Way Permit Application'''] from City's website. The Right-of-Way permit exempts the roadway contractors working for the City from the restrictions placed on them by the noise ordinance.

== Task No. 9 - Send Information Letter to Residents. Schedule 3rd Public Information Meeting ==
{{Top}}

When the Project Contractor has been confirmed (Contract executed), the Project Manager shall schedule the 3rd Public Information meeting. The primary purpose of this meeting is to introduce the Contractor’s employees who will be involved in the project and discuss the schedule. The Contractor’s representative should explain how the project is to be constructed, access to property during construction, who to contact (Contractor’s employees) during the normal work day and during the night and weekends. The importance of safety during the project construction time period will be stressed.

For KDOT projects the Notice of Public Information Meeting must be published in '''[https://sos.ks.gov/publications/kansas-register.html 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.

{{Exhibit|V_9a - Third Public Information Meeting - In Person, No Presentation.docx|No. V-9a| is an example Invitation Letter to property owners (open house format).}}

{{Exhibit|V-9b Notice of Public Meeting.pdf|No. V-9b| is an example Notice of Public Information Meeting.}}

{{Exhibit|V-9c Public Meeting Handout.pdf|No. V-9c| is an example meeting handout.}}

{{Exhibit|II-36b public meeting sign-in sheet.docx|No. II-36b|is a public meeting sign in sheet.}}
{{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. 10 - Issue Notice to Proceed ==
{{Top}}

After the Contract Documents have been fully executed and the Pre-Construction meeting has been held, the Consultant/Project Manager shall issue the Notice to Proceed. This notice shall state the date the work is to begin, intermediate completion dates if applicable, and the date the work is to be completed. The Notice to Proceed shall not be issued prior to the Pre-Construction meeting.

For KDOT projects, a copy of the Notice to Proceed is to be forwarded to the BLP PM.

Prior to issuing the Notice to Proceed, the Project Manager will verify that copies of all DBE subcontracts and at least one randomly selected non-DBE subcontract have been received and that they contain '''FHWA 1273''' documents.

For CARS projects, the City must request and receive a Notice to Proceed from the Johnson County Director of Infrastructure before issuing Notice to Proceed. See '''[[Phase_V_-_Construction#Task_No._4_-_Distribute_Executed_Contract_Documents|Phase V, Task No.4]]'''.

{{Exhibit|Notice to Proceed.docx|No. V-10|is a sample Notice to Proceed to the contractor.}}

At this time project photos/videos should begin and should include "before", "during", and "after" shots of significant work areas and items. If possible, the photos should be taken from the same vantage points throughout construction to best depict progress. The Project Manager may utilize drone services to provide photo and video project documentation. Drone services are provided by the outside consultants.

Example project photos taken by drone [[Media:Metcalf at 167th before during after.pdf|'''Metcalf Avenue at 167th Street looking north''']].

== Task No. 11 - Complete Submittals Review ==
{{Top}}

The Consultant/Project Manager shall assign personnel to review Contractor submittals. The objective is to respond to these submittals within 7 calendar days if a City designed project and 14 calendar days if a Consultant designed project. The submittal checklist is to be updated as submittals are reviewed and approved. It is very important that material certifications and mix designs be received and approved prior to placement.

Rather than the Contractor submitting catalog cuts for items on the '''[[Approved_Materials|Approved Materials List]]''', they can complete the '''[[Project_Submittal_Forms|Project Submittal Forms]]'''. The City or Consulting Engineer will review the forms against the approved list. Items which are not on the approved list will need to be submitted with catalog cuts, sample of product and specifications for review.

{{Exhibit|V-7a contractor submittal checklist.xlsx|No. V-7a|is a contractor submittals checklist.}}
{{Exhibit|V-11a.dot|No. V-11a|is a storm sewer structure shop drawing checklist.}}
{{Exhibit|V-11b.dot|No. V-11b|is a copy of the City's Concrete Mix Design Requirements with approval letter (for non-KCMMB mixes).}}
{{Exhibit|V-11c Submittal Cover letter.docx|No. V-11c|is a transmittal letter to the contractor for completed submittals review.}}
{{Exhibit|V-11d Sample Transmittal Letter.pdf|No. V-11d|is a sample correspondence to the contractor with completed submittals review.}}

The submittal response is to be copied to the following:

:Contractor's Project Manager;
:Contractor's Superintendent;
:Project Inspector(s);
:Project Design Engineer.

For KDOT projects, the Project Manager shall verify that submittals meet the requirements for Control of Materials, as listed in '''[https://www.ksdot.gov/home/showpublisheddocument/5233/638724718546300000 Section 106]''' of KDOT Standard Specifications.

== Task No. 11a - Coordinate Removal of Streetlights Purchased from Evergy ==
{{Top}}

If applicable, complete the removal of streetlights, that were purchased from Evergy (KCP&L). See [[Media:V-11a Removal Procedure During Construction.pdf|'''Removal of Existing Streetlight Procedure''']].

*See [[Media:Sample Release to Construction letter to Black & McDonald.pdf|'''sample letter to Black & McDonald''']] releasing the removal of streetlights to construction.

*See [[Media:Sample Letter to KCP&L.pdf|'''sample letter to Evergy''']] informing them that the streetlights have been removed and for them to adjust their billing information.

== Task No. 12 - On-Going Inspections ==
{{Top}}

The Project Inspector will be identified/assigned early in the preliminary design process and will be a member of the City Project Team. Other inspectors may be assigned to the project on a full or part time basis depending upon the construction activity occurring. An inspector may be assigned to more than one project. The inspector(s) shall keep a daily journal/log for each project. This journal/log shall record the temperature, weather, contractor activities, material testing performed, utility relocation information, contact with citizens, visitors to the site, and any important daily communication between the Contractor’s Superintendent and the inspector(s). Excellence in Construction, Contractor Evaluation shall also be tracked throughout construction.

If applicable:

*See [[Media:V-12 Electrical Service Permit Procedures for Streetlighting Controllers or Traffic Signal Controllers.pdf|'''Electrical Service Procedures for Streetlighting Controllers or Traffic Signals Controllers.''']]

*Fill out request [https://apps.evergy.com/ServiceWork?_ga=2.78006932.1024183571.1752166253-271388253.1748613062 '''Evergy New Electrical Service Request (Evergy Website)''']
*[[Media:Sales and Use Tax Exemption Certificate (May 2024)|Sales and Use Tax Exemption Certificate (May 2024)]]
{{Note|On KDOT projects the assigned inspector(s) will be KDOT Certified Inspector(s).}}

The inspector(s) shall create and maintain the field books in accordance with '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/documentation-manual KDOT's Documentation Manual]'''.

There are sections for each type of work that provide examples on how the books are to be organized. The pages in the field book shall be numbered and any mistakes/erroneous entries shall be clearly marked and initialed. '''NEVER ERASE ANYTHING IN A FIELD BOOK !''' All inspectors that make entries into the field books must sign and initial on the first page.

The checklists for various types of work are available under the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-checklists Construction Checklist]''' link.

{{Exhibit|V-12a.xlsx|No. V-12a|is a copy of the City's Daily Inspection Report (excel format).}}
{{Exhibit|V-12b.dot|No. V-12b|is a copy of the City's Daily Inspection Report in (word format).}}
{{Exhibit|V-12c Concrete Inspections Guidelines.xlsx|No. V-12c|is a copy of the City's Concrete Inspection Guidelines.}}
{{Exhibit|V-12d.dot|No. V-12d|is a copy of the City's Summary of Cold Weather Concrete Procedures (11/22/00).}}
{{Exhibit|V-12e.xlt|No. V-12e|is a copy of the City's Sidewalk Ramp Inspection Form.}}
:[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy'''Exhibit No. V-12f'''] ''is a copy of Public Work's SWPPP Inspection form & the City's Final Inspection of Erosion and Sediment Control Form.''
:
{{Exhibit|V-7b.dot|No. V-7b|Excellence in Construction information document.}}
{{Exhibit|V-7c.xlsx|No. V-7c|Excellence in Construction evaluation form (Attachment "A").}}

[[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']] is to be followed once construction activities begin.

KDOT can perform construction audits on City Administered Projects at any time. See [[Media:LPASiteVisitChecklist KDOT.docx|'''KDOT Construction Oversight Questionnaire''']] for a list of items that will be of interest during an audit and shall be used in gathering information when preparing for an audit.

Control of the work should follow instructions provided in '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Sections 2.07 through 2.13.

== Task No. 13 - On-Going Material Testing ==
{{Top}}

The City will prepare and provide the selected Material Testing Laboratory with a Project Data Sheet for project coordination and communication.

All sampling will be performed at random locations in accordance with the '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT Construction Manual]''', Part V, Section 5.2.2.2

The guidelines for quality control/material testing will be performed using the guidelines as described/outlined in the [[Media:IV-2f.pdf|'''Sampling and Testing Frequency Chart''']].

{{Exhibit|Project Data Sheet.pdf|No. V-13a|is an example the City's Project Data Sheet.}}
{{Exhibit|V-13b Material Testing Log.xlsx|No. V-13b|is the City's Material Testing Log Sheet (excel format).}}
{{Exhibit|V-13c Material Testing Log.docx|No. V-13c|is the City's Material Testing Log Sheet (word format).}}
{{Exhibit|V-13d Material Testing Recap Log.docx|No. V-13d|is the City's Material Testing Recap Log Sheet.}}
{{Exhibit|V-13e Concrete Unit Weight Calcs.xlsx|No. V-13e|is a spreadsheet used to calculate concrete unit weight based on supplier mix design and field test results.}}
{{Exhibit|V-13f random numbers for earthwork testing.xls|No. V-13f|is a spreadsheet used to generate random numbers for Earthwork testing.}}
{{Exhibit|V-13g random numbers for fly ash testing.xls|No. V-13g|is a spreadsheet used to generate random numbers for Fly Ash testing.}}
{{Exhibit|V-13h random numbers for asphalt testing.xls|No. V-13h|is a spreadsheet used to generate random numbers for Asphalt testing.}}
{{Exhibit|V-13i random numbers for concrete testing.xls|No. V-13i|is a spreadsheet used to generate random numbers for Concrete testing.}}

For Air Content Calculator refer to [https://www.kcmmb.org '''KCMMB'''] web page.

== Task No. 14 - On-Going Contractor Payments ==
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The City pays Contractors and Consultants, if applicable, on a monthly basis. Ten percent is withheld from Contractor payments until the project is completed. The Consultant will be paid monthly based upon the terms of the agreement.

The Consultant/Project Manager in consultation with the Project Inspector will prepare the Contractor’s monthly payments based upon work completed by a date mutually agreed upon by the Project Manager, Inspector and Contractor prior to start of construction. Pay estimates will be forwarded to the Contract Specialist for further handling.

{{Exhibit|V-14 Pay Estimate.xlsx|No. V-14|is a template with instructions for creating a Monthly Pay Estimate.}} '''For pay estimates with DBE Payment Affidavit see template below.'''

On '''KDOT''' projects, '''[[1313 - Payment Request Form.xlsx|KDOT Form 1313 "Payment Request"]]''' must be submitted to the BLP PM.

Current contact is:
:Project Manager - Bureau of Local Projects
:Kansas Department of Transportation
:ESOB, 700 SW Harrison Street,Topeka, KS 66603

Appropriate documentation must be provided to justify the payment. The documentation shall include the transaction report (created by Finance), pay estimate, Form 1010, Form 1003 and DBE affidavits.

On KDOT and CDBG projects, certified payroll must be provided weekly (within 7 calendar days of pay) to the Project Manager/Inspector, for each week in which any contract work is performed. When a worker's job class is not in the contract, the City will request Form 294, additional classification request for, from the BLP Project Manager to complete.

See '''[[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|Phase III, Task No.11]]''' for appropriate Department of Labor Form and Instructions.

{{Note|Each month that a DBE subcontractor works, the City must receive a [https://www.ksdot.gov/home/showpublisheddocument/2355/638731495759770000'''DBE Payment Affidavit'''] (KDOT Form 1008) and a [https://docs.google.com/spreadsheets/d/1Y0qH-AjiUqM9JIFckyAEXuWw40dEiaYN/copy '''"Certificate of Subcontract Work and Payment"'''] (KDOT Form 1010). These documents are to ensure payment in full was made by the prime contractor to the DBE subcontractor within 10 days of the City’s payment to the prime contractor. The DBE Payment Affidavit is to be completed by the DBE subcontractor and submitted to the prime contractor. The prime contractor completes and submits the Form 1010 along with the DBE Payment Affidavits to the City within 15 days after receipt of payment by the City. Once each DBE's work is 1/3 to 1/2 complete, the City will request Form 1014, Commercially Useful Function, from the BLP Project Manager to complete.}}

The DBE Subcontractor Payment Affidavit is generated within the monthly pay estimate template.

{{Exhibit|V-14a Pay Estimate with DBE.xlsx|No. V-14a|is a template with instructions for creating a Monthly Pay Estimate and DBE Payment Affidavit.}}

{{Exhibit|V-14b cetificate of subcontract work and payment.xlsx|No. V-14b|is the Certificate of Subcontract Work and Payment (Form 1010).}}

{{Note|On all KDOT projects, the Project Manager in conjunction with the Project Inspector shall conduct Wage Rate Interviews for one employee, for each company, per quarter and complete KDOT [[Media:V-14d.dot|'''Form No. 209 - "Wage Rate Interview"''']]. If during the Wage Rate Interviews, you encounter a worker classification that is not included in the David-Bacon wage rate decision, the City must submit the completed [[Media:Form 294.pdf|'''Form No. 294 - "Request for Additional Classifications and Wage Rates"''']] to the Department of Labor at the following email address. WHD-CBACONFORMANCE_INCOMING@dol.gov}}

{{Exhibit|executed 0294 Form.pdf|No. V-14c|is a sample of the executed Form No. 294.}}

== Task No. 15 - On-Going Change Orders ==
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The Consultant/Project Manager shall prepare a change order to construct additional items of work, modify the contract time, or change the character and scope of the work. Each change order shall include a change to the contract time, or indicate that no change in the contract time is included. The change order shall be signed by the contractor prior to execution by the City. Refer to [https://opnet2.opkansas.org/download/city_policies/cop/COP-202-2-17-25.pdf '''COP 202''']

A final change order shall be prepared at the end of each project indicating final quantities (overruns and underruns).

All changes must be listed on the Final Paid Items List, and units and unit prices must be the same as on the Bid Item List. For example, if the bid item is 1 LS $10,000, it can only be adjusted in $10,000 increments.

Change orders will be submitted using the unit prices from the original bid tabs when possible. If unit prices for the work area aren't included in the original paid items list, the City and the Contractor will negotiate a price. The City will conduct a cost analysis and submit the proposal from the contractor as backup documentation to BLP.

Line items shall never be completely removed from the original bid tabs/paid items list.
If line items are deleted or zeroed out by change order, they must be listed at the bottom of the pay estimate in the change order section as negative amounts.

See an example of the '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]'''.

Non-participating items shall be clearly marked on the original bid tabs, plans, pay estimates and change orders. Email correspondence regarding the prior approval and determination of federal participation of the change order items between the City and KDOT shall be submitted as backup documentation with change orders. Once the determination of participation has been made, the items will be marked accordingly on the pay estimates.

When following these procedures, reimbursement of funds shall be accomplished on a monthly basis when the city submits a proper billing certification that the project is being constructed within compliance of approved plans and specifications. Billing shall be by CMS work phases which include Preliminary Engineering (PE), Right of Way (ROW), Utilities, Construction Engineering (CE) and Construction.

The City will conduct a cost analysis of all changes to the contract included in the change order request in accordance with the Contract General Conditions.

{{Green}}

'''For CARS projects''', the City must receive written approval of Johnson County for change orders and project scope modifications if CARS program participation is anticipated in the change order cost.

{{Exhibit|V-15a Change Order-Blank.docx|No. V-15a|is a blank change order form. (Word Format)}}
{{Exhibit|V-15b Change Order-Blank.xlsx|No. V-15b|is a blank change order form. (Excel Format)}}
{{Exhibit|Change Order executed.pdf|No. V-15c|is a sample completed change order form.}}
{{Exhibit|CO Transmittal Letter.pdf|No. V-15d|is a sample change order transmittal letter.}}

== Task No. 16 - On-Going Construction Administration ==
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The Consultant/Project Manager shall be responsible for Construction Administration. These duties shall include, but not be limited to the following:

*Visit the Construction site weekly when construction activity is occurring.
*Hold regular progress meetings.
*Prepare/approve monthly Contractor pay estimates, Consultant invoices and change orders.
*For KDOT projects, submit all required information, paper work and forms to the BLP's Project Development Engineer.
::Maintain contact with the BLP throughout the project. The BLP Project Manager shall be invited to all progress meetings.
::The contractor shall maintain a Bulletin Board on the project for the duration of the project. The Project Manager shall ensure the Bulletin Board is maintained using the '''[https://www.ksdot.gov/home/showpublisheddocument/2361/639008055618830000 Bulletin Board Check List]'''.
::When the project is 20-30% complete, the City shall request Form 239, Field Construction Administrator's Report, from BLP Project Manager.
::The Contractor shall provide monthly the Federal-Aid Highway Construction Employment Data Summary - '''[https://www.ksdot.gov/home/showpublisheddocument/1655/638737342041600000 KDOT Form 1003]''' and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - '''[https://docs.google.com/spreadsheets/d/1wr9cPnf-owTU_3Zfx91gmlAO7fUl5pw3/copy FHWA Form 1391]'''. Form shall be submitted with the last full pay period of July.
::Any changes to subcontractors must be approved using the same procedures as initially followed. If DBE goal is affected, discuss with BLP.
:For additional information refer to Section 10.3.2.5.3, Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures ''']] of KDOT's LPA Project Development Manual.
*For CARS and SMAC projects, complete project status reports at the request of the Johnson County Director of Infrastructure.
*For KDOT projects, submit monthly Construction Progress Reporting Survey to the US Census Bureau, using '''[https://www.census.gov/construction/c30/forms.html Form C-700(SL)]'''.

*Update Project Journal in the Project Database.
*Receive telephone inquiries and respond accordingly.
*Handle project correspondence.
*Prepare/approve payment for material testing.
*Approve partial acceptance for certain work items, i.e. streetlights and traffic signals.
*Conduct final inspection.
*Approve final Contractor/Consultant payment.
*Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable. This also includes Improvement Districts.

{{Exhibit|Progress Meeting Agenda.pdf|No. V-16a|is a sample progress meeting agenda.}}
{{Exhibit|Progress Meeting Minutes.pdf|No. V-16b|is a sample progress meeting minutes.}}
:[[Media:Staff Billing Report.pdf|'''Exhibit No. V-16c''']] ''is a sample of a Staff Billing Report to finance.''

{{Note|The City will accept certain project work items prior to final project acceptance. As an example, streetlights that have been burning for the required contract time period.}}

== Task No. 17 - Complete Final Inspection and Prepare a Punch List ==
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The Consultant/Project Manager shall schedule a final inspection when the project is complete and the Contractor/City inspector concurs that a final inspection is appropriate. The inspection party shall be the members of the City Design Team, the Consultant/Project Manager, Contractor/Sub-Contractors representatives, a representative from the City's Maintenance Division, and a representative from any other funding sources such as KDOT, CARS and SMAC.

The final inspection for Traffic Engineering related items, e.g. traffic signals, streetlighting, pavement marking and signing and any other traffic related items, is generally conducted separately. The Project Manager shall coordinate with the Traffic Engineering liaison to schedule this final inspection. The inspection party shall include members of the City Design Team, and representatives from the City's Traffic Maintenance Division. All Traffic Engineering punch list items will be shared with the Project Manager to include with the final "Punch List" sent to the Contractor.

As a result of both inspections, a final “Punch List” will be prepared by the Consultant/Project Manager and forwarded to the Contractor. All items on the "Punch List" are to be addressed by the Contractor before final payment is approved.

If the project is complete except for sod/seeding due to season restrictions, the Contractor will be advised of the next time period when this work will be completed. An amount of money to perform this work shall be held from the Contractor until this work is complete.

{{Exhibit|Punch List.pdf|No. V-17|is a sample “Punch List” for the Contractor to complete.}}

== Task No. 18 - Notify Permitting Agencies ==
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The Project Manager shall notify all permitting agencies when the project is complete.
{{Exhibit|V-18a.dot|No. V-18a|is a sample Notice of Termination letter for Stormwater Runoff from Construction Activities.}}
{{Exhibit|V-18b Construction Stormwater Notice of Termination (PDF).pdf|No. V-18b|is the KDHE Notice of Termination form.}}
{{Exhibit|V-18c.dot|No. V-18c|is a sample KDOT Highway Permit release letter.}}
{{Exhibit|Notice of Termination Packet Signed.pdf|No. V-18d|is an example of a transmittal letter with Notice of Termination enclosed.}}

== Task No. 19 - Prepare Revisions/As-Built Plans ==
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The Consultant/Project Manager shall create a Bluebeam session to document minor design changes, change orders and changes made in the field during construction. Subsequent to final inspection, the Consulting Engineer shall prepare "As Constructed Plans" reflecting those changes.

See: [[Media:As-built plan process flow chart.pdf|'''As-Built Plan Process Flow Chart''']]

The Project Manager shall also prepare the Traffic Signal Project Data Sheet, Street Light Project Data Sheet and Pavement Marking Project Data Sheet. The data sheets summarize the traffic signal equipment, street lighting equipment and pavement marking material that was installed. The information for the data sheets can be found on the plans and project submittals by the Contractor. The data sheets shall then be distributed to the Traffic Engineering Technician for inputting into LUCITY.

{{Exhibit|V-19a.docx|No. V-19a|is a copy of the Traffic Signal Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19b.docx|No. V-19b|is a copy of the Street Light Project Data Sheet to be completed by the Project Manager.}}

{{Exhibit|V-19c Pavement Marking Project Data Sheet.docx|No. V-19c|is a copy of the Pavement Marking Project Data Sheet to be completed by the Project Manager.}}

== Task No. 20 - Send Letter to Owners Regarding Sod Care, etc. ==
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The Project Manager, subsequent to the final inspection of the sod, will provide all property owners a letter explaining that the project has been completed. The primary message is to convey to the property owners that the sod/seed and tree care (watering and fertilizing) is now the property owner's responsibility. The letter should suggest guidelines for taking care of the sod/seed and trees. Project Manager / Inspector may consider taking photos of the sod to document the condition at the time when letter is sent out. The copy of the letter will be emailed to the following:

Councilmember(s);
Director of Public Works;
City Engineer;
Supervisory Civil Engineer;
Contractor's Representative;
City's Construction Inspector;
City Forester.

{{Exhibit|Sod Maintenance.pdf|No. V-20a|is a sample letter to property owners regarding sod/seed care.}}
{{Exhibit|Sod Tree Shrub letter.pdf|No. V-20b|is a sample letter to property owners regarding sod and tree/shrub care.}}

== Task No. 21 - Receive Contractor Project Completion Certification ==
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The Contract Specialist is responsible for obtaining one signed copy of the "'''Project Completion Certification'''" from the Contractor. To discontinue the Contractor’s Tax Exemption number, the Contract Specialist will enter the actual project completion date on the Kansas Department of Revenue’s website.

{{Exhibit|V-21a Sample Letter with Project Completion Certificate.docx|No. V-21a|is a sample transmittal letter to the Contractor.}}

:[https://www.ksrevenue.org/pdf/pr77.pdf#search=project%20completion%20certificate '''Project Completion Certificate'''] (KDOR Form PR-77).

== Task No. 22 - Project Completion Certification and Scheduling of the Final Inspection Prior to Expiration of 2 Year Maintenance Bond ==
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The Consultant/Project Manager shall execute a "Certificate of Engineer as to Completion". This shall not be signed until all “Punch List” items have been completed and acknowledged by the Project Inspector. For CARS projects, the City will submit certification of project acceptance to Johnson County within thirty days of project completion.

{{Exhibit|V-22a Certificate of Engineer 6-9-23.docx|No. V-22a|is a sample “Certificate of Engineer as to Completion” form.}}

The Consultant/Project Manager shall prepare a final inspection letter stating when the maintenance period for the Maintenance Bond will begin.

{{Exhibit|V-22b Final Acceptance Letter Template 2-5-25.docx|No. V-22b|is a sample final acceptance letter.}}

The final acceptance letter is to be copied to the following people for inventory updates:
*Contract Specialist: For scheduling end of Maintenance Bond meeting;
*Engineering Technician (Street Engineering Division): Street network inventory;
*Engineering Technician (Stormwater Engineering Division): Storm Sewer inventory and Bar Grate inventory;
*Engineering Technician (Traffic Division): Street Light inventory and Traffic Signal inventory;
*PW MG;
*Applicable Maintenance Supervisors: Snow routs update;
*Bridge Inventory Coordinator (if necessary);

The Contract Specialist will schedule the final inspection prior to expiration of Maintenance Bond following the steps below:

*Request the date to be used for the end of the Maintenance Bond period and the employees to be included in the final inspections from the Project Manager.
*Schedule a meeting for 2 months prior to the expiration of the Maintenance Bond to give involved employees time to make a final inspection prior to expiration of the bond.
*This meeting will be scheduled in PW Projects calendar.

{{Note|Maintenance Bond for KDOT projects is a non-participating item.}}

== '''Task No. 23 - Submit Notice of Acceptance to KDOT''' ==
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When the Contractor has completed all the “Punch List” items the City will be responsible for acceptance of the completed work, as specified in Section 105.16 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT Standard Specifications]'''. The City will use City Form V-2398 to document Notice of Acceptance from the Contractor. The City will submit a DBE Summary Report stating amount paid and work performed by DBE contractor(s) and final breakdown of construction costs by work type.
{{Exhibit|Completion Letter to KDOT.docx|No. V-23|is a transmittal letter to KDOT regarding completion of project.}}
{{Exhibit|V-23a.dot|No. V-23a|is a copy of the Notice to Acceptance, City Form V-2398.}}
{{Exhibit|DBE Payment Affidavit - KDOT Form 270 (2).pdf|No. V-23b|is a copy of KDOT form 270 Final DBE Payment Affidavit. This form is to be completed by the Contractor and returned to the City. The City will utilize form 270 during the preparation of the DBE Summary Report shown below.}}
{{Exhibit|DBE Summary Report.docx|No. V-23c|is a copy of the DBE Summary Report to be completed by the City and submitted to KDOT.}}
{{Exhibit|Breakout of Construction Costs Revised.pdf|No. V-23d|is a sample Final Breakdown of Construction Cost by Participation and Work Type.}}

== '''Task No. 24 - Submit Material Certification to KDOT''' ==
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The City is responsible for material certifications as documented in Section 2.07 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/construction-manual KDOT’s Construction Manual]''' and Section 2600 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT’s Standard Specifications]'''. These certifications will verify the Contractor has furnished materials that meet specified requirements.

Material Sampling, testing procedures and materials certification requirements must be followed on all Federal Aid projects. Materials testing personnel must be properly certified.

See Section 106 of '''[https://www.ksdot.gov/doing-business/highway-contractors/contractor-resources/specifications-for-state-road-and-bridge-construction KDOT's Standard Specifications]''', latest revision, for information on QC/QA or Verification testing.

Materials testing personnel performing materials tests on Federal Aid projects must be witnessed by KDOT Materials. Mass witnessing events take place in each District on yearly basis. Most consultants already participate. It is the City's responsibility to contact the local KDOT construction office to inquire about mass witnessing events.

== '''Task No. 25 - Submit Construction Summary Document to KDOT''' ==
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The City shall be responsible for submitting the Construction Summary Document to KDOT once the project has been accepted from the Contractor. This document will certify that the activities in the Construction Phase have been completed in accordance with Federal and State laws and regulations as well as KDOT's Construction Manual. This documents will include a final statement that the contractor has provided appropriate materials certification for the project. The '''[https://docs.google.com/spreadsheets/d/1czdpcPBer7ylKFlD2vXPEaLR-IBevO_o/copy Final Paid Items List (FPIL)]''' with a breakout of costs by work type (i.e. Common Items, Roadway, Bridge, Traffic Signals) shall be submitted to BLP at this time. This breakdown is similar to the Bid Items List submitted with the Letting Summary Document except it should reflect the actual costs of construction, including all change orders with all non-participating items marked as such. The FPIL will need to be excel and formula-driven, not hard-keyed, in total column.

The Construction Summary Document shall be sent to the Project Development Engineer.

{{Exhibit|Construction Summary Document form.docx|No. V-25| is a copy of the Construction Summary Document form}}.

{{Exhibit|TH-0513 FPIL .xlsx|No. V-25a| is a sample of FPIL}}.

== '''Task No. 26 - Receive Final Acceptance from KDOT''' ==
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The City will be responsible for acceptance of the project for all contracts for completion of the plan requirements and material certification. This will be documented on City Form V-2698. The City shall complete a “Final Statement of Cost” for submittal to BLP in excel format. At this time a final breakdown costs by work type (i.e. roadway, surfacing, bridges, traffic signals and common items) shall be provided to KDOT, with participating and non-participating items clearly separated. Both the final statement of cost and the breakdown by work type should include all costs associated with the project regardless of funding source with non-participating items marked as such. The City shall notify the local Construction Manager when the Notice of Acceptance is issued and the LCM shall perform a walkthrough of the project.

{{Exhibit|Final acceptance form V-2698.docx|No. V-26| is a copy of the Final Acceptance of Federal Aid Project, City Form V-2698}}.

== Task No. 27 - Approve Consultant Final Pay ==
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Subsequent to completing all required Consultant duties and responsibilities, the final pay will be submitted for payment in accordance with the Consultant Agreement.

== Task No. 28 - Approve Contractor Final Pay and Surety Release ==
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The Consultant/Project Manager in conjunction with the Contract Specialist will prepare the Contractor’s final pay and the final change order.

The following will accompany this final pay document to the Finance Department:

Consent of Surety to Final Payment,

Contractor Project Completion Certification (see [[Phase_V_-_Construction#Task_No._21_-_Receive_Contractor_Project_Completion_Certification|'''Phase V, Task 21''']]), and

Certificate of Engineer as to Completion (see [[Phase_V_-_Construction#Task_No._22_-_Project_Completion_Certification_and_Scheduling_of_the_Final_Inspection_Prior_to_Expiration_of_2_Year_Maintenance_Bond|'''Phase V, Task 22''']]).

{{Exhibit|V-28.pdf|No. V-28| is a sample transmittal letter with final Change Order/Explanation, Final Contractor Pay Estimate, Certificate of Engineer as to Completion and Surety Release}}.

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

File:1313 - Payment Request Form.xlsx

2026-01-29T19:35:33Z

Dpevans: V - Task 14

== Summary ==
V - Task 14

Phase III - Final Design

2026-01-29T19:33:20Z

Dpevans: /* Task No. 14 - Submit PS&E Package */

{{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 ==
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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 ==
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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''' ==
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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''' ==
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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 ==
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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 ==
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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 ==
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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''' ==
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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''' ==
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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|1304_-_Status_of_Utilities.pdf|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''' ==
{{Top}}

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''' ==
{{Top}}

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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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 III - Final Design

2026-01-29T19:31:59Z

Dpevans: /* Task No. 11 - Submit Contract Documents and Insurance */

{{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 ==
{{Top}}

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 ==
{{Top}}

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|1304_-_Status_of_Utilities.pdf|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 ==
{{Top}}

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''' ==
{{Top}}

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]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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''' ==
{{Top}}

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 ==
{{Top}}

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 ==
{{Top}}

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 ==
{{Top}}

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''' ==
{{Top}}

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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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''' ==
{{Top}}

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 III - Final Design

2026-01-29T19:30:55Z

Dpevans:

{{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 ==
{{Top}}

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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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''' ==
{{Top}}

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]] ==

File:1307 - Status of Permits.pdf

2026-01-29T19:28:09Z

Dpevans: KDOT 1307 - Status of Permits III-9,11-14

== Summary ==
KDOT 1307 - Status of Permits
III-9,11-14

Phase III - Final Design

2026-01-29T19:26:23Z

Dpevans: /* Task No. 17 - Complete Utility Relocations */

{{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 ==
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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 ==
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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''' ==
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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''' ==
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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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 III - Final Design

2026-01-29T19:25:40Z

Dpevans: /* Task No. 15 - PS&E Review */

{{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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

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 ==
{{Top}}

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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

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''' ==
{{Top}}

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]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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''' ==
{{Top}}

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 ==
{{Top}}

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 ==
{{Top}}

Submit KDOT Forms [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 ==
{{Top}}

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''' ==
{{Top}}

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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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''' ==
{{Top}}

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 III - Final Design

2026-01-29T19:24:33Z

Dpevans: /* Task No. 13 - Prepare Design Summary Document */

{{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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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 III - Final Design

2026-01-29T19:23:27Z

Dpevans: /* Task No. 8 - Acquire Right-of-Way / Easements - Submit KDOT Forms 1306 and 1304 */

{{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''' ==
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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 ==
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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 ==
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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''' ==
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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''' ==
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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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''', '''[[1304 - Status of Utilities.pdf|1304]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 III - Final Design

2026-01-29T19:22:43Z

Dpevans: /* Task No. 8 - Acquire Right-of-Way / Easements - Submit KDOT Forms 1306 and 1304 */

{{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 ==
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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 ==
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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''' ==
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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''' ==
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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 ==
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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 ==
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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 ==
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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''' ==
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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|1304 - Status of Utilities.pdf|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''' ==
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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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

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''' ==
{{Top}}

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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''', '''[[1304 - Status of Utilities.pdf|1304]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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''' ==
{{Top}}

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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 ==
{{Top}}

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 ==
{{Top}}

Submit KDOT Forms [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 ==
{{Top}}

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''' ==
{{Top}}

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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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''' ==
{{Top}}

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]] ==

File:1306 - Right of Way.pdf

2026-01-29T19:20:23Z

Dpevans: KDOT 1306 - Right of Way III-8,14,17

== Summary ==
KDOT 1306 - Right of Way
III-8,14,17

Phase III - Final Design

2026-01-29T19:18:53Z

Dpevans: /* Task No. 17 - Complete Utility Relocations */

{{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|III-8c_KDOT_Form_1304.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|III-8d_KDOT_Form_1306.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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''', '''[[1304 - Status of Utilities.pdf|1304]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 III - Final Design

2026-01-29T19:18:24Z

Dpevans: /* Task No. 15 - PS&E Review */

{{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 ==
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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 ==
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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''' ==
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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''' ==
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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 ==
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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 ==
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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 ==
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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''' ==
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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|III-8c_KDOT_Form_1304.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|III-8d_KDOT_Form_1306.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''' ==
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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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''', '''[[1304 - Status of Utilities.pdf|1304]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''1306'''] (see note below) and '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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''' ==
{{Top}}

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 III - Final Design

2026-01-29T19:18:01Z

Dpevans: /* Task No. 13 - Prepare Design Summary Document */

{{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|III-8c_KDOT_Form_1304.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|III-8d_KDOT_Form_1306.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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

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 ==
{{Top}}

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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

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''' ==
{{Top}}

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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''', '''[[1304 - Status of Utilities.pdf|1304]]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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''' ==
{{Top}}

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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''1306'''] and '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''1306'''] (see note below) and '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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 III - Final Design

2026-01-29T19:17:23Z

Dpevans: /* Task No. 11 - Submit Contract Documents and Insurance */

{{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|III-8c_KDOT_Form_1304.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|III-8d_KDOT_Form_1306.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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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|1304_-_Status_of_Utilities.pdf|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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1304]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''1306'''] and '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''1306'''] (see note below) and '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 ==
{{Top}}

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

== Task No. 21 - Obtain Agency Plan Approvals ==
{{Top}}

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 III - Final Design

2026-01-29T19:15:32Z

Dpevans: /* Task No. 8 - Acquire Right-of-Way / Easements - Submit KDOT Forms 1306 and 1304 */

{{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''' ==
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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''' ==
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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 ==
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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 ==
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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 ==
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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''' ==
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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|III-8c_KDOT_Form_1304.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|III-8d_KDOT_Form_1306.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''' ==
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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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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|List of Utilities & Status of Same}}

===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''']]);
:* '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1306]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 1304]''', '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''1306'''] and '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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 [https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 '''1306'''] (see note below) and '''[https://www.ksdot.gov/Home/Components/StaffDirectory/StaffDirectory/424/358?widgetId=2831 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

2026-01-29T19:14:37Z

Dpevans: /* Task No. 8 - Pre-Design Meeting */

{{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 ==
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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 1.09.2026.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 ==
{{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 ==
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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) ==
{{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 ==
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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''' ==
{{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 ==
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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 ==
{{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.

*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 ==
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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 1-30-25.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 ==
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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: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 ==
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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]] ==