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

Phase V - Construction

2023-06-16T14:01:58Z

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

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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 '''[http://opnet2.opkansas.org/download/city_policies/cop/COP-247.pdf COP 247]'''.

== 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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/divAdmin/Documents/EEOContractComplianceManual.pdf '''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.

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 [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.

{{Exhibit|V-9a Public Meeting Invitation Open House.pdf|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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/106.pdf '''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.

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.''']]

*See [[media:V-12 Sample KCP&L Electrical Service Request Form.pdf|'''Sample Electrical Service Request Form''']].
{{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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/documentationtindex.asp '''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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/checklistindex.asp '''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.}}
:[[Media:PW ESC Inspection Report.pdf|'''Exhibit No. V-12f''']] ''is a copy of Public Work's SWPPP Inspection form.''
:[[Media:PW ESC Inspection Report Final.pdf|'''Exhibit No. V-12g]] ''is a copy of 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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''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, [[media:Form 1313.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201008.pdf '''DBE Payment Affidavit'''] (KDOT Form 1008) and a [[Media:KDOT Form 1010LP.xlsx|'''"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.}}

{{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 [http://opnet2.opkansas.org/download/city_policies/cop/cop-247.pdf '''COP 247''']

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://www.ksdot.org/bureaus/burlocalproj/LPA/lpaindex.asp '''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 [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/CivilRights/pdf/BulletinBoard/Post-ins.pdf '''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.org/Assets/wwwksdotorg/bureaus/divAdmin/Documents/CheckList.pdf '''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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOTForm1003.pdf '''KDOT Form 1003'''] and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - [https://www.ksdot.org/bureaus/burLocalProj/LPA/lpaindex.asp '''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/pdf/c700s&l.pdf '''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|Final Acceptance Letter.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 [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''KDOT’s Construction Manual'''] and Section 2600 of [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''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://www.ksdot.org/bureaus/burlocalproj/LPA/lpaindex.asp '''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-19c Pavement Marking Project Data Sheet.docx

2023-06-16T13:57:56Z

Irina Idelson: Pavement Marking Project Data Sheet

== Summary ==
Pavement Marking Project Data Sheet

Phase V - Construction

2023-06-16T13:56:09Z

Irina Idelson: /* 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 '''[http://opnet2.opkansas.org/download/city_policies/cop/COP-247.pdf COP 247]'''.

== 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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/divAdmin/Documents/EEOContractComplianceManual.pdf '''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.

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 [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.

{{Exhibit|V-9a Public Meeting Invitation Open House.pdf|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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/106.pdf '''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.

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.''']]

*See [[media:V-12 Sample KCP&L Electrical Service Request Form.pdf|'''Sample Electrical Service Request Form''']].
{{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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/documentationtindex.asp '''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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/checklistindex.asp '''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.}}
:[[Media:PW ESC Inspection Report.pdf|'''Exhibit No. V-12f''']] ''is a copy of Public Work's SWPPP Inspection form.''
:[[Media:PW ESC Inspection Report Final.pdf|'''Exhibit No. V-12g]] ''is a copy of 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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''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, [[media:Form 1313.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201008.pdf '''DBE Payment Affidavit'''] (KDOT Form 1008) and a [[Media:KDOT Form 1010LP.xlsx|'''"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.}}

{{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 [http://opnet2.opkansas.org/download/city_policies/cop/cop-247.pdf '''COP 247''']

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://www.ksdot.org/bureaus/burlocalproj/LPA/lpaindex.asp '''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 [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/CivilRights/pdf/BulletinBoard/Post-ins.pdf '''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.org/Assets/wwwksdotorg/bureaus/divAdmin/Documents/CheckList.pdf '''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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOTForm1003.pdf '''KDOT Form 1003'''] and submit to the City.
::The Contractor shall provide annually the Federal-Aid Highway Construction Contractors Annual EEO Report - [https://www.ksdot.org/bureaus/burLocalProj/LPA/lpaindex.asp '''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/pdf/c700s&l.pdf '''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.}}

== 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|Final Acceptance Letter.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 [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://www.ksdot.org/burconsmain/Connections/ConstManual/index.asp '''KDOT’s Construction Manual'''] and Section 2600 of [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://www.ksdot.org/bureaus/burConsMain/specprov/2015specprov.asp '''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://www.ksdot.org/bureaus/burlocalproj/LPA/lpaindex.asp '''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]] ==

Approved Materials - Erosion and Sediment Control

2023-06-01T19:59:01Z

Irina Idelson: /* Erosion Control Blanket & Turf Reinforcement Mat */

[[Approved_Materials|'''Return to Approved Materials''']]
== Erosion Control Blanket & Turf Reinforcement Mat ==
{{Specification|SPEC=[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/902.pdf '''KDOT Section 902'''] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/2113.pdf '''KDOT Section 2113''']}}
*This item is covered under the KDOT Materials List as [https://www.ksdot.gov/Assets/wwwksdotorg/bureaus/burMatrRes/PQL/pql-34-1.pdf '''PQL-34'''].
*Specify which product on [https://www.ksdot.gov/Assets/wwwksdotorg/bureaus/burMatrRes/PQL/pql-34-1.pdf '''PQL-34'''] is being submitted for each project.

== Synthetic Sediment Barrier ==
{{Specification|SPEC=[https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/831/FileDownload?targetFileType=Auto&keepAnnotations=false'''Overland Park Construction Specifications''' - Chapter 45]}}
{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+ '''Synthetic Sediment Barrier'''
| align="center" style="background:#f0f0f0;"|'''Manufacturer'''
| align="center" style="background:#f0f0f0;"|'''Product Name or Number'''
| align="center" style="background:#f0f0f0;"|'''Approval Date'''
| align="center" style="background:#f0f0f0;"|'''Comment'''
| align="center" style="background:#f0f0f0;"|'''Catalog Cut Links'''
|-
| Nilex||GeoRidge
|align="center"|3/3/2017||||[[Media:Nilex-GeoRidge-Brochure_and_Spec.pdf|GeoRidge]]
|-
| Triangular Silt Dike||Triangular Silt Dike Barrier
|align="center"|3/3/2017||||[[Media:Triangular_Silt_Dike.pdf ‎|Silt Dike]]
|}

== Biodegradable Logs ==
{{Specification|SPEC=[http://www.opkansas.org/wp-content/uploads/2017_Design_and_Construction_Standards_Vol._2.pdf '''Overland Park Construction Specifications''' - Chapter 45]}}
{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+ '''Biodegradable Logs'''
| align="center" style="background:#f0f0f0;"|'''Manufacturer'''
| align="center" style="background:#f0f0f0;"|'''Product Name or Number'''
| align="center" style="background:#f0f0f0;"|'''Approval Date'''
| align="center" style="background:#f0f0f0;"|'''Comment'''
| align="center" style="background:#f0f0f0;"|'''Catalog Cut Links'''
|-
| Earthsavers Erosion Control Products||Earthsavers Wattle
|align="center"|3/3/2017||||[[Media:8_in_Burlap_Wattles.pdf|Earthsavers Wattle]]
|-
|rowspan="2" | Tensar||SediMax-FR Filtration Roll
|align="center"|3/3/2017||||[[Media:EC_SMX_MPDS_SEDI_FR.pdf|SediMax-FR]]
|-
| SediMax-SW9 or SW12 Straw Wattle
|align="center"|3/3/2017||||[[Media:EC_SMX_MPDS_SEDI_SW9.pdf|SediMax-SW9]] [[Media:EC_SMX_MPDS_SEDI_SW12.pdf|SediMax-SW12]]
|-
| Profile Products||Terra-Tubes
|align="center"|3/3/2017||||[[Media:A013-025334_Terra-Tubes_Broch.pdf|Terra-Tubes]]
|-
| American Excelsior||Curlex Sediment Log
|align="center"|3/3/2017||||[[Media:Curlex-Sediment-Logs-PD.pdf|Curlex]]
|-
| Filtrexx||SiltSoxx
|align="center"|3/3/2017||||[[Media:Filtrexx_SiltSoxx_Pallet_Flyer.pdf|SiltSoxx]]
|}

== Filter Sock ==
{{Specification|SPEC=[https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/831/FileDownload?targetFileType=Auto&keepAnnotations=false '''Overland Park Construction Specifications''' - Chapter 45]}}
{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+ '''Filter Sock'''
| align="center" style="background:#f0f0f0;"|'''Manufacturer'''
| align="center" style="background:#f0f0f0;"|'''Product Name or Number'''
| align="center" style="background:#f0f0f0;"|'''Approval Date'''
| align="center" style="background:#f0f0f0;"|'''Comment'''
| align="center" style="background:#f0f0f0;"|'''Catalog Cut Links'''
|-
| Dandy Products||Dandy Curb
|align="center"|3/3/2017||||[[Media:D-CURB.pdf|Dandy Curb]]
|-
| Silt-Saver, Inc.||Travel Lane Wattle
|align="center"|3/3/2017||||[[Media:Travel-Lane-Wattle.pdf|Travel Lane Wattle]]
|-
| ACF Environmental||GutterBuddy
|align="center"|3/3/2017||||[[Media:Gutterbuddy-Brochure.pdf|GutterBuddy]]
|-
| Nilex||Big Red
|align="center"|3/3/2017||||[[Media:Nilex-Big-Red-Brochure.pdf|Big Red]]
|}

[[Approved_Materials|'''Return to Approved Materials''']]

[[Category:Approved Materials]]

Main Page

2023-06-01T17:22:11Z

Irina Idelson: /* Special Pages */

{| class="wikitable" border="0" width=100% cellpadding="20"
|- style="height: 80px;"
| bgcolor="#01815E"|'''Overland Park Project Procedures Manual'''
|}
{{Navbar}}

== Overview ==

[[Introduction]]

[[List of Initials and Acronyms]]

[[Project Development Procedures for Non-NHS Projects - Checklist]]

[[Revision History]]

[[References]]

== Phases ==

[[Phase I - Vision]]

[[Phase II - Preliminary Design]]

[[Phase III - Final Design]]

[[Phase IV - Pre-Construction]]

[[Phase V - Construction]]

[[Phase VI - Retrospect]]

== Traffic Engineering Information ==
[[Approved_Materials|'''Approved Materials List''']]

'''[[Pavement Marking Design Manual]]'''

'''[[Streetlight Design Manual]]'''

'''[[Traffic Sign Design Guidelines]]'''

== Special Pages ==
[[Special:ListFiles|File Listing]]

[https://en.wikipedia.org/wiki/Wikipedia:Tools#Importing_(converting)_content_to_Wikipedia_(MediaWiki)_format Converting content to Wikipedia (MediaWiki) format]

Consult the [http://meta.wikimedia.org/wiki/Help:Contents User's Guide] for information on using the wiki software.

== Getting started ==
* [http://www.mediawiki.org/wiki/Manual:Configuration_settings Configuration settings list]
* [http://www.mediawiki.org/wiki/Manual:FAQ MediaWiki FAQ]
* [https://lists.wikimedia.org/mailman/listinfo/mediawiki-announce MediaWiki release mailing list]

Main Page

2023-06-01T17:19:54Z

Irina Idelson: /* Special Pages */

{| class="wikitable" border="0" width=100% cellpadding="20"
|- style="height: 80px;"
| bgcolor="#01815E"|'''Overland Park Project Procedures Manual'''
|}
{{Navbar}}

== Overview ==

[[Introduction]]

[[List of Initials and Acronyms]]

[[Project Development Procedures for Non-NHS Projects - Checklist]]

[[Revision History]]

[[References]]

== Phases ==

[[Phase I - Vision]]

[[Phase II - Preliminary Design]]

[[Phase III - Final Design]]

[[Phase IV - Pre-Construction]]

[[Phase V - Construction]]

[[Phase VI - Retrospect]]

== Traffic Engineering Information ==
[[Approved_Materials|'''Approved Materials List''']]

'''[[Pavement Marking Design Manual]]'''

'''[[Streetlight Design Manual]]'''

'''[[Traffic Sign Design Guidelines]]'''

== Special Pages ==
[[Special:ListFiles|File Listing]]

[http://ppm.opkansas.org/wikipedia.php Page to convert Excel to Mediawiki table format]

[https://en.wikipedia.org/wiki/Wikipedia:Tools#Importing_(converting)_content_to_Wikipedia_(MediaWiki)_format Conversion to Mediawiki]

Consult the [http://meta.wikimedia.org/wiki/Help:Contents User's Guide] for information on using the wiki software.

== Getting started ==
* [http://www.mediawiki.org/wiki/Manual:Configuration_settings Configuration settings list]
* [http://www.mediawiki.org/wiki/Manual:FAQ MediaWiki FAQ]
* [https://lists.wikimedia.org/mailman/listinfo/mediawiki-announce MediaWiki release mailing list]

File:159 Metcalf to Nall owners.xls

2023-06-01T13:43:50Z

Irina Idelson: mailing list

== Summary ==
mailing list

Phase IV - Pre-Construction

2023-05-31T15:22:07Z

Irina Idelson: /* Task No. 1 - Complete Plans, Specifications and Estimate */

{{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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a 10-19-22.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 7-21-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d 7-21-22.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e 10-13-22.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i 10-13-22.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

== '''Task No. 20 - Submit Letting Summary Document to KDOT''' ==
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Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction''']. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

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

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

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

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

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

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

Phase III - Final Design

2023-05-31T15:21:12Z

Irina Idelson: /* Task No. 3 - Complete Environmental Process */

{{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 ==
{{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''' ==
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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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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''' ==
{{Top}}

For KDOT projects, forms [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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 ==
{{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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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

2023-05-31T15:19:38Z

Irina Idelson: /* Task No. 3 - Complete Environmental Process */

{{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 [[media:SWPPP Template Packet.pdf|'''SWPPP Template''']] for assembling the SWPPP notebook.

[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template]

== '''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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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''' ==
{{Top}}

For KDOT projects, forms [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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

2023-05-31T15:07:41Z

Irina Idelson: /* Task No. 24 - Submit Required Permit Applications */

{{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.
}}

== [[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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''City Resolution No. 4550'''] 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 2020.pdf|'''3.0 Preliminary Engineering (PE) Consultant Selection and Agreement''']] and 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.

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 7-5-22.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 7-5-22.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 2020.pdf|'''6.0 Bridge Design''']] of KDOT's LPA Project Development Manual).

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

{{Exhibit|II-3e(2).dot|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 services.pdf|No. II-3g|is a sample RFQ packet for consulting services.}}

{{Exhibit|II-3h Memo to 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.dot|No. II-3l|is a sample letter requesting interview of short list Consulting Firms.}}

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

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

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

{{Exhibit|II-3o 2-6-23.xlsx|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) ==
{{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 [[Utility_Relocation_Guidelines|'''Utility Relocation Guidelines''']] for all relocation planning.

Refer to [https://www2.opkansas.org/files/dw/api/Docs/11697 '''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;

{{Note|''All utilities within construction limits will be shown on the [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304 Form''']''.}}
*detailed schedule;
*design criteria as described in [[#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'''];
::[http://www.kdheks.gov/water/download/tech/2017_ready_mix_permit/A6.pdf '''KDHE Stormwater NOI'''];
::[https://www.epa.gov/cwa-404/permit-program-under-cwa-section-404 Corps of Engineers '''404 Permit'''];
::[https://agriculture.ks.gov/divisions-programs/dwr/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.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5600.pdf'''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5100.pdf'''APWA Section 5100'''].
*'''Traffic Signals'''
:Traffic signals shall be designed in accordance with the latest edition of the [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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/sites/default/files/documents/JCW/Procedures%20Privately%20Fin%20Gravity%20Main%20Projects%20Web.pdf '''Procedures for Privately Financed Gravity Sewer Main Projects''']
::[https://www.jocogov.org/sites/default/files/documents/JCW/Minimum%20Plan%20Requirements%20for%20Private%20Main%20Projects%20FINAL%20VERSION%204-6-17.pdf '''Minimum Plan Requirements for Gravity Sewer Main Projects''']

::[https://jocogov.org/sites/default/files/documents/JCW/2019_approved_jcw_const_and_mat_specs.pdf '''Construction and Material Specifications for Sanitary Sewers''']

::[https://www.jocogov.org/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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 [[#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 [[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/guidelines-and-standards '''American with Disabilities Act (ADA) Guidelines and Standards'''], United States Access Board;
::[https://www.access-board.gov/guidelines-and-standards/streets-sidewalks/public-rights-of-way/proposed-rights-of-way-guidelines '''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.org/bureaus/burTrafficEng/Roundabouts/Roundabout_Guide/RoundaboutGuide.asp '''"Kansas Roundabout Guide"'''] KDOT, current edition;
::[https://www2.opkansas.org/files/dw/api/Docs/10346?_ga=2.223749341.794450718.1632400335-1136848853.1626367100'''Greenway Linkages Plan for Overland Park'''];
::[https://www2.opkansas.org/files/dw/api/Docs/9412?_ga=2.224313565.794450718.1632400335-1136848853.1626367100'''South Overland Park Transportation Plan'''];
::[https://www.opkansas.org/city-services/traffic-roads-transportation/bicycling/'''Overland Park Bicycle Master Plan'''];
::[https://nacto.org/docs/usdg/nchrprpt672.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 [[#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/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9412/FileDownload?targetFileType=Auto&keepAnnotations=false '''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 [[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 [[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:Pre-survey letter.pdf|'''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 [[Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection.2FCertification|'''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.pdf '''1307'''], along with all applicable permits attached, prior to obligation of funds, to comply with the NEPA process. (See [[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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''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|Exhibit No. II-15.docx|No. II-15|is an example Invitation Letter to property owners.}}
{{Exhibit|Exhibit No. II-15a.pdf|No. II-15a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-15b|is a public meeting sign in sheet.}}
{{Exhibit|Exhibit No. II-15c.docx|No. II-15c|is an example Public Meeting Citizen Comment Form.}}
{{Exhibit|II-15d flyer.pdf|No. II-15d|is an example Public Meeting Handout.}}

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [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 [[#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 [[#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 [[#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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 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.}}
:[https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9615/FileDownload?targetFileType=Auto&keepAnnotations=false '''Exhibit No. II-24b'''] ''is an application and submittal checklist for Floodplain Development Permit''.
{{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 [[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 [[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[http://agriculture.ks.gov/divisions-programs/dwr ''' Division of Water Resources'''] is necessary for any work on a stream with more than 240 acres tributary drainage (some exceptions).

:[https://agriculture.ks.gov/docs/default-source/dwr-ws-forms/application-for-2-100-and-3-100-permit.pdf?sfvrsn=2 '''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.

:{{Exhibit|II-24e.docx|No. II-24e| is a listing of contact information and addresses for the ECA agencies (current Oct 2015, see KSDA website above for updated lists).}}

*[http://www.kdheks.gov/waterwell/download/PluggingAbandonedWells.pdf '''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:

::::'''''Highway Permit Use of Right of Way''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_304_Hwy_permit.pdf KDOT '''Form 304''']

::::'''''Cased Utility Line Waiver''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_308_UtilityLine.pdf KDOT '''Form 308''']

::::'''''Highway Permit for Highway Access''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-309.pdf KDOT '''Form 309''']

::::'''''Highway Permit Attachments to Bridges and Other Structures''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_310_Hwy_Permit_Bridges.pdf KDOT '''Form 310''']

::::'''''Access Application Information Sheet''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-334.pdf KDOT '''Form 334''']

: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.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''2007 KDOT Utility Accommodation Policy'''] for additional information.

All project related state and/or federal permits must be submitted and Form [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''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 [[#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://www2.opkansas.org/files/dw/api/Docs/11032?_ga=2.82690070.1222974240.1645795564-705664753.1645452083 ''' 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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9614/FileDownload?targetFileType=Auto&keepAnnotations=false 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.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''Exhibit No. II-28'''] is Official KDOT Utility Accomodation Policy/Agreement.''

Compliance with KDOT's Non-Descrimination policies is required on all contracts. See [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/Title%20VI%20Local%20Governments%20and%20Consultants%20Handbook.pdf'''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/BLP-Proprietary%20Product%20Certification%20Form.pdf '''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|II-33.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|II-33c 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.docx|No. II-34a|is a list of City qualified appraisers.}}
{{Exhibit|RFQ Appraisal Acquisition.pdf|No. II-34b|is a copy of City's Request for Qualifications (RFQ).}}
{{Exhibit|Summary of takings.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 7-5-22.docx|No. II-34d|is an Appraiser Agreement for fee under $10,000.}}
{{Exhibit|II-34e Appraiser Agreement over 10K rev 7-5-22.docx|No. II-34e|is an Appraiser Agreement for fee over $10,000.}}
{{Exhibit|II-34f Memo to Selection Committee.pdf|No. II-34f|is a sample Intra City memorandum to the Selection Committee.}}
{{Exhibit|II-34g Proposal for Appraisal.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/index.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 2020.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: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 11-12-15.docx|'''Easement Acquisition Agreement''']]
:*[[Media:EASEMENT ACQUISITION AGREEMENT-partial mortgage final 11-12-15.docx|'''Acquisition Agreement with Partial Mortgage Release''']]
:*[[Media:Amendment to EASEMENT ACQUISITION AGREEMENT.docx|'''Amendment to Easement Acquisition Agreement''']]
:*[[Media:Administrative Settlement Form.docx|'''Administrative Settlement Form''']]
:*[[Media:Restoration Agreement template 01.14.2020.docx|'''Restoration Agreement''']] and [[Media:Restoration Agreement-Exhibit A template.docx|'''Exhibit A''']]
All prepared right-of-way and easement documents must conform to the Register of Deeds requirements. See [[#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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''Kansas Register'''] and [http://www.thelegalrecord.net '''The Legal Record'''].

See [[#Task No. 15 - Schedule First Public Information Meeting|'''Phase II, Task No. 15''']] for list of invites.

{{Exhibit|II-36.docx|No. II-36|is an example Invitation Letter to property owners.}}
{{Exhibit|II-36a public meeting notice.pdf|No. II-36a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-36b|is a public meeting sign in sheet.}}
{{Exhibit|Public Meeting Handout.pdf|No. II-36c|is a public meeting handout.}}

{{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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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.

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

Phase III - Final Design

2023-05-31T14:55:27Z

Irina Idelson: /* Task No. 3 - Complete Environmental Process */

{{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 [[media:SWPPP Template Packet.pdf|'''SWPPP Template''']] for assembling the SWPPP notebook.

[https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/edit?usp=sharing&ouid=103336345045928530974&rtpof=true&sd=true '''SWPPP Template]

== '''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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 ==
{{Top}}

Submit KDOT Forms [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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

2023-05-31T14:54:25Z

Irina Idelson: /* Task No. 3 - Complete Environmental Process */

{{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 [[media:SWPPP Template Packet.pdf|'''SWPPP Template''']] for assembling the SWPPP notebook.

{https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/edit?usp=sharing&ouid=103336345045928530974&rtpof=true&sd=true}

== '''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 ==
{{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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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]] ==

Streetlight Design Manual

2023-01-23T15:20:58Z

Irina Idelson: /*      Intersection Lighting for Continuously Lighted Streets: */

== General Purpose of the Design Manual: ==
'''Last Revised 9/16/21''' 
This Streetlight Design Manual has been written to serve as a general guideline when designing a streetlighting system for the City of Overland Park, Kansas. Although there are specific design requirements, the guidelines contained herein should not be a substitute for proper engineering design and judgment based on specific project situations. The purpose of this Streetlight Design Manual is to aid consultants as well as City of Overland Park staff to be consistent in the practice of designing streetlighting plans. It provides an overview of the design criteria to be used in the design; streetlighting installation determination; design considerations to take into account; explanation of the approved streetlighting equipment that is to be used; what information should be included on the plan sheets; and how to compute the quantities. Any questions regarding this manual may be directed to Bruce Wacker, P.E., Assistant City Traffic Engineer at the City of Overland Park, Kansas at (913) 895-6027 or by email at bruce.wacker@opkansas.org.

=== Purpose of Streetlighting: ===
The principal purpose of lighting is to provide improved visibility for the street users so they can make quick, accurate and safe decisions. Street users include vehicle operators, bicycle and motorcycle operators and pedestrians. Light that falls on pedestrian walkways enhances pedestrian traffic, but the streetlighting criterion does not mandate specific lighting levels on sidewalks, bike paths or other pedestrian paths. The Planning and Development Services Department has separate criteria for the lighting of pedestrian facilities and should be consulted. This document does however, mandate specific lighting levels at the conflict points of pedestrians and vehicles, such as at intersection crossing points.

=== Reference to Other Documents: ===
Wherever applicable, this design manual should be used in conjunction with the [https://www.ies.org/store/recommended-practices-and-ansi-standards/roadway-lighting/Roadway Lighting ANSI/IES RP-8-14] by the Illuminating Engineering Society, as herein modified and the [http://catalog.nfpa.org/2014-NFPA-70-National-Electrical-Code-NEC-and-Handbook-P1194.aspx?icid=B484 National Electric Code] by the National Fire Protection Association. The current editions of the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=198 City of Overland Park Streetlighting Resolution No. 4036], [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/832/FileDownload?targetFileType=Auto&keepAnnotations=false Design and Construction Standards, Volume 1 Design Criteria (latest edition)], [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/831/FileDownload?targetFileType=Auto&keepAnnotations=false Design and Construction Standards, Volume 2 Construction Specifications (latest edition)], the latest edition of the [https://www.opkansas.org/city-services/building-construction/civil-engineering/construction-standards/ Standard Details] and the [https://ppm.opkansas.org/wiki/index.php/Approved_Materials Approved Materials List], hereafter referred to as “City Standards” should be followed during the design of any streetlighting project.

=== Public or Private Ownership, Operation and Maintenance: ===
Different policies apply to streetlighting systems based on the final ownership, operation and maintenance of the system. The two types of systems are:
#Those that are installed in the public right-of-way that will be owned, operated and maintained by the City of Overland Park and
#Privately owned streetlighting systems that are installed in the public right-of-way that will not be owned, operated and maintained by the City of Overland Park.
Although each of the systems will be discussed, the design guidelines contained herein only apply to systems that are within the public right-of-way that are owned, operated and maintained by the City of Overland Park.

====      City-Owned, Operated and Maintained Lighting Systems: ====
:All City-owned, operated and maintained lighting systems shall be designed in accordance with the design criteria listed herein and use all pre-approved materials from the City's [http://ppm.opkansas.org/wiki/index.php/Preapproved_Materials Approved Materials List]. All lighting systems that are being designed in conjunction with the development of any public street or any developments that require modification of any streetlighting system within the public right-of-way by private consultants working for a developer are required to meet City Standards if the City will assume all ownership, operation and maintenance responsibilities after final acceptance of the project.

====      Privately Owned, Operated and Maintained Lighting Systems: ====
:All lighting systems within the public right-of-way that have been designated “privately owned” are not required to be constructed using City approved materials. However, the lighting system shall still be designed in accordance with the design criteria listed herein for average maintained light levels and uniformity ratios for the specific functional roadway classification and pedestrian conflict area classification and be constructed in accordance with the [http://catalog.nfpa.org/2014-NFPA-70-National-Electrical-Code-NEC-and-Handbook-P1194.aspx?icid=B484National Electric Code], current edition to ensure safe operation.

:All proposals for privately owned, operated and maintained lighting systems shall be pre-approved by the Overland Park City Council prior to final plan approval and execution and recording of the City standard maintenance agreement with the Johnson County Records and Tax Administration. If at any time, the homes association or other political subdivision requests the City to assume ownership of the lighting system, the streetlighting maintenance agreement establishes specific items that would need to be addressed before the request would be considered. One requirement is that the current streetlighting system would be have to be replaced with equipment meeting the current City Standards at the sole cost of the current owner.

:Privately owned streetlighting systems shall not be permitted to connect to any City-owned streetlighting system, whether it is poles, control centers, cable, junction boxes, etc. unless otherwise stipulated in the maintenance agreement.

----
{| width="800px" border="0" cellpadding="4" cellspacing="0"; border-collapse: collapse;"
|+
|align="left" width="30px"|[[File:Up arrow 66x80.png|50px|link=#top]]
| align="left"|[[#top|'''Top''']]
| align="right"|[[#General Purpose of the Design Manual:|'''General Purpose:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=General Purpose of the Design Manual:]]
|}
----

== Design Criteria: ==
The following section addresses the design criteria used for streetlighting in the City of Overland Park. There are three types of streetlighting design that are considered:
#Continuous lighting
#Partial lighting, and
#Safety lighting.

=== Continuous Lighting: ===
Continuous lighting is defined as streetlighting that is designed to provide specific average maintained light levels and uniformity ratios between adjacent poles in accordance with the functional classification of the street and the corresponding pedestrian conflict area classification. Continuous lighting design shall be required for:
#All collector streets
#All thoroughfare streets with four or more lanes
#All interim or ultimate two-lane thoroughfares with average two-way night-time traffic volumes of greater than 3,000 vehicles, where night-time is defined as the period from 6:00 PM to 6:00 AM

Interim or ultimate two-lane thoroughfares are those streets located in the southern portion of the city that were part of the adopted South Overland Park Transportation Plan.

Interim or ultimate two-lane thoroughfares with average two-way night-time traffic volumes of less than 3,000 vehicles are not required to have continuous streetlighting unless unique situations exist such as adjacent school facilities, etc. Any legacy streetlighting systems already in place on unimproved throughfares will not be upgraded until the thoroughfare is improved.

The following streetlighting design criteria will be used for continuous streetlighting on city streets, as identified on the latest edition of the City of Overland Park [http://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/27/FileDownload?targetFileType=Auto&keepAnnotations=false “Official Street Map”], and the [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9579/FileDownload?targetFileType=Auto&keepAnnotations=false “Future Development Plan”] available from the Planning and Development Services Department.

====      Functional Street Classifications: ====
:The functional street classifications are defined on the [https://www2.opkansas.org/files/dw/api/Docs/10347 “Official Street Map”].
:The “thoroughfare” street classification includes all thoroughfare streets whether divided or undivided; whether improved or unimproved; and whether two-lane, four-lane or six-lane excluding auxiliary left and right turn lanes.

:The “collector” street classification includes all super-collector streets, residential collector streets, apartment streets, commercial streets and industrial streets regardless of the number of lanes; whether improved or unimproved.

====      Pedestrian Conflict Area: ====
:The “high” pedestrian conflict area includes areas where significant numbers of pedestrians are expected to be on the sidewalks or crossing the streets during darkness. These are typically areas that are in the “Nonresidential Category” zoned for “commercial” or “mixed-use” such as retail areas, near theaters, or major pedestrian generators. All interchanges Shall be lit to "high" pedestrian conflict area criteria.

:The “medium” pedestrian conflict area includes areas such as libraries, apartments, neighborhood shopping and schools which would be considered in the “Nonresidential Category” and zoned as either "office", "hotels and motels", "light industrial", "industrial", “public and semipublic” or in the “Residential Category” that would be zoned as either “high-density”, “medium-high density” or “medium-density”. Review the "low" pedestrian conflict area if the property contains a religious facility.

:The “low” pedestrian conflict area includes areas in the “Residential Category” zoned as “low-density” such as single family residential housing or duplexes. The “low” pedestrian conflict area also includes areas in the “Nonresidential Category” zoned “public and semipublic” which contain religious facilities without primary or secondary schools on the property.

====      Luminance Criteria: ====
:The maintained averages for luminance, as listed in Table 1, shall be met or exceeded for all continuous lighting designs. The corresponding uniformity ratios and/or veiling luminance ratios shall be equal to or better than those listed in the following table for luminance. NOTE: The average luminance value shall be obtained by taking the average of individual luminance values at points across the entire number of lanes on the roadway regardless of the direction of traffic. Medians shall be excluded from these calculations.

:{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 1: Luminance Criteria'''
! colspan="2" align="center" style="background:#dcdcdc;"|Street and Pedestrian Conflict Area
! colspan="4" align="center" style="background:#dcdcdc;"|Luminance Criteria
|-
! align="center" style="background:#dcdcdc;"|'''Functional Street Classification'''
! align="center" style="background:#dcdcdc;"|'''Pedestrian Conflict Area'''
! align="center" style="background:#dcdcdc;"|'''Maintained Average (Lavg) (cd/m2)'''
! align="center" style="background:#dcdcdc;"|'''Uniformity Ratio (Lavg:Lmin) (Max Allowable)'''
! align="center" style="background:#dcdcdc;"|'''Uniformity Ratio (Lmax:Lmin) (Max Allowable)'''
! align="center" style="background:#dcdcdc;"|'''Veiling Luminance Ratio (LVmax:Lavg) (Max Allowable)'''
|-
| rowspan="3" align="center" style="background:#b0e0e6;" valign="center"|Thoroughfare
| align="center" style="background:#b0e0e6;"|High
| align="center" style="background:#b0e0e6;"|1.2
| align="center" style="background:#b0e0e6;"|3.0:1
| align="center" style="background:#b0e0e6;"|5.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| align="center" style="background:#b0e0e6;"|Medium 
| align="center" style="background:#b0e0e6;"|0.9
| align="center" style="background:#b0e0e6;"|3.0:1
| align="center" style="background:#b0e0e6;"|5.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| align="center" style="background:#b0e0e6;"|Low 
| align="center" style="background:#b0e0e6;"|0.6
| align="center" style="background:#b0e0e6;"|3.5:1
| align="center" style="background:#b0e0e6;"|6.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| rowspan="3" align="center" style="background:#90ee90;" valign="center"|Collector
| align="center" style="background:#90ee90;"|High
| align="center" style="background:#90ee90;"|0.8
| align="center" style="background:#90ee90;"|3.0:1
| align="center" style="background:#90ee90;"|5.0:1
| align="center" style="background:#90ee90;"|0.4:1
|-
| align="center" style="background:#90ee90;"|Medium 
| align="center" style="background:#90ee90;"|0.6
| align="center" style="background:#90ee90;"|3.5:1
| align="center" style="background:#90ee90;"|6.0:1
| align="center" style="background:#90ee90;"|0.4:1
|-
| align="center" style="background:#90ee90;"|Low 
| align="center" style="background:#90ee90;"|0.4
| align="center" style="background:#90ee90;"|4.0:1
| align="center" style="background:#90ee90;"|8.0:1
| align="center" style="background:#90ee90;"|0.4:1
|}

=== Partial Lighting ===
Partial lighting is defined as lighting in intersections, at points of potential conflict, of roadways without continuous lighting. This type of lighting is an interim step between safety lighting and continuous lighting that is used when traffic on roadways and intersections are at sufficiently low night-time average daily traffic volumes. In general, this type of lighting is used at the intersections of collector and residential streets with thoroughfares that have lower volumes and minimal commercial development.

The average maintained illuminance in the intersection shall conform to the values listed in Table 2 below based on the functional street classification and the pavement classification. The intersecting street with highest street classification that provides the highest light level should be used. For example, at an intersection between a thoroughfare street and a collector street, use the criteria for thoroughfare streets. The intersection lighting grid for partial lighting at intersections without continuously lighted streets should include the area between the radius points of all intersecting streets. (See Figure Below). Point spacing for calculating illuminance within the intersection lighting grid should be 5-foot maximum. Luminaire arms should be oriented perpendicular to the street centerlines and not angled toward the center of the intersection.

====      Pavement Classification: ====
:The directional surface reflectance characteristics of the pavement should be considered prior to running calculations for streetlighting. The pavement classification is based on the specularity of the pavement and a scaling factor as determined by the overall "lightness" of the pavement. For asphalt road surfaces, the pavement classification should be R2. For concrete pavement surfaces, the pavement classification should be R1.

{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 2: Average Maintained Illuminance Criteria for Partial Lighting at Intersections'''
! rowspan="2" align="center" style="background:#dcdcdc;"|Functional Street Classification
! colspan="3" align="center" style="background:#dcdcdc;"|Pavement Classification, (Lux) / (Fc)*
! rowspan="2" align="center" style="background:#dcdcdc;"|Uniformity Ratio (Eavg:Emin (Max Allowable)
|-
! align="center" style="background:#dcdcdc;"|'''R1'''
! align="center" style="background:#dcdcdc;"|'''R2 & R3'''
! align="center" style="background:#dcdcdc;"|'''R4'''
|-
| align="center" style="background:#b0e0e6;"|Thoroughfare
| align="center" style="background:#b0e0e6;"|6.0 / 0.6
| align="center" style="background:#b0e0e6;"|9.0 / 0.9
| align="center" style="background:#b0e0e6;"|8.0 / 0.8
| align="center" style="background:#b0e0e6;"|3.0:1
|-
| align="center" style="background:#afeeee;"|Collector
| align="center" style="background:#afeeee;"|4.0 / 0.4
| align="center" style="background:#afeeee;"|6.0 / 0.6
| align="center" style="background:#afeeee;"|5.0 / 0.5
| align="center" style="background:#afeeee;"|4.0:1
|-
| align="center" style="background:#e0ffff;"|Local
| align="center" style="background:#e0ffff;"|3.0 / 0.3
| align="center" style="background:#e0ffff;"|4.0 / 0.4
| align="center" style="background:#e0ffff;"|4.0 / 0.4
| align="center" style="background:#e0ffff;"|6.0:1
|}
*The street classification with the highest light level should be used. 

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Partial Lighting Conflict Area.JPG|600px|]]
|- style="text-align: center"
|Conflict Area
|}

=== Safety Lighting: ===
Safety lighting is defined as lighting that does not provide specific maintained light averages and uniformity ratios between adjacent poles in accordance with the functional classification of the street and corresponding pedestrian conflict area classification. The purpose of this type of lighting design is to provide enough light on the street to enhance the safety of the street users but to avoid over lighting the area. All residential streets shall be designed based on the safety lighting design parameters.

Since June 11, 1979, the City policy has been not to continuously light residential streets. Only "partial" or "safety" lighting is provided. All streetlights on residential streets will be installed in conformance with the following basic guidelines.

====      At Intersections with Other Residential Streets: ====
:In order to provide lighting within the conflict area of two residential streets, a light pole will be installed on one corner of an intersection or opposite the intersection in the case of a T-intersection. (See Figure 1a)

====      On the Same Side as the Sidewalk: ====
:Streetlights should generally be installed on the same side of the street as the sidewalk unless there are significant utility or storm sewer conflicts. Any variance from this practice should be approved by the engineer or project manager.

====      Near Intersections with Another Pole Oriented in a Different Direction: ====
:Where an intersection between two local streets has a light pole located at the corner but the luminaire is oriented toward the direction of the primary local street, a second light pole may be located on the secondary local street oriented in the direction of its centerline as long as the light pole is installed greater than 50’ from the back of curb line on the primary local street extended, and it is not on the same corner as the light oriented toward the primary street. (The primary street is the street that is expected to have the higher traffic volume.) 
:With intersections of local streets with thoroughfare or collector streets, carry the continuous lighting of the thoroughfare or collector street through the intersection. Install a post top light at the intersection oriented toward the local street.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 1.JPG|800px|]]
|- style="text-align: center"
|Figure 1a
|}
 
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 1b.jpg|800px|]]
|- style="text-align: center"
|Figure 1b
|}

====      Within Cul-de-Sac Bulbs: ====
:A light pole will be installed within the cul de sac bulb when the cul-de-sac street is longer than 200 feet measured from the intersection of the intersecting streets to the center of the cul-de-sac bulb. (See Figure 2)

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 2.JPG|800px|]]
|- style="text-align: center"
|Figure 2
|}

====      At Changes of Roadway Alignment: ====
:A light pole will be installed at changes of alignment of 60° or more which are 200 feet or more from an intersection, measured from the intersection of the local street centerlines, to the middle of the curve radius along the centerline of the local street, (See Figure 3)
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 3.JPG|800px|]]
|- style="text-align: center"
|Figure 3
|}

====      Mid-block Streetlights: ====
:A minimum number of mid block streetlights will be installed in order to achieve a desired pole spacing of approximately 250 feet. The maximum spacing between lights should not exceed 280 feet and the minimum spacing between lights should not be less than 225 feet unless otherwise approved by City staff. Lights should desirably be located on or near a property line and not in front of window lines if avoidable.

=== Intersection Lighting: ===
Intersections pose the highest conflict area for both vehicles and pedestrians. Therefore, the light levels should be higher for intersections than each individual street. The illuminance method, rather than the luminance method is the recommended design for intersection lighting. The following design criterion has been established for the illumination at street intersections on streets with continuous lighting.
====      Intersection Lighting for Continuously Lighted Streets: ====
{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 3: Illuminance Criteria for Intersections with Continuous Lighted Streets'''
! rowspan="2" align="center" style="background:#dcdcdc;"|Functional Street Classification
! colspan="3" align="center" style="background:#dcdcdc;"|Average Maintained Illumination at Pavement by Pedestrian Area Classification, (Lux) / (Fc)
! rowspan="2" align="center" style="background:#dcdcdc;"|Uniformity Ratio (Eavg:Emin (Max Allowable)
|-
! align="center" style="background:#dcdcdc;"|'''High'''
! align="center" style="background:#dcdcdc;"|'''Medium'''
! align="center" style="background:#dcdcdc;"|'''Low'''
|-
| align="center" style="background:#b0e0e6;"|Thoroughfare / Thoroughfare
| align="center" style="background:#b0e0e6;"|34.0 / 3.4
| align="center" style="background:#b0e0e6;"|26.0 / 2.6
| align="center" style="background:#b0e0e6;"|18.0 / 1.8
| align="center" style="background:#b0e0e6;"|3.0:1
|-
| align="center" style="background:#afeeee;"|Thoroughfare / Collector
| align="center" style="background:#afeeee;"|29.0 / 2.9
| align="center" style="background:#afeeee;"|22.0 / 2.2
| align="center" style="background:#afeeee;"|15.0 / 1.5
| align="center" style="background:#afeeee;"|3.0:1
|-
| align="center" style="background:#e0ffff;"|Thoroughfare / Local
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
|-
| align="center" style="background:#90ee90;"|Collector / Collector
| align="center" style="background:#90ee90;"|24.0 / 2.4
| align="center" style="background:#90ee90;"|18.0 / 1.8
| align="center" style="background:#90ee90;"|12.0 / 1.2
| align="center" style="background:#90ee90;"|4.0:1
|-
| align="center" style="background:#a1edbb;"|Collector / Local
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
|-
| align="center" style="background:#f0f0f0;"|Local / Local
| align="center"|See Note 1
| align="center"|See Note 1
| align="center"|See Note 1
| align="center"|See Note 1
|-
|}
Note 1: Intersection lighting analysis is not required for these types of intersections. The criterion is satisfied if a post top light is placed at each intersection per [[#_At_Intersections_with_Other_Residential_Streets:|Figure 1a]]. 
Note 2: Intersection lighting analysis is not required for these types of intersections. The criterion is satisfied if a post top light is placed at each intersection per [[#_At_Intersections_with_Other_Residential_Streets:|Figure 1b]] in addition to any continuous lighting that may be required.

The intersection lighting grid for intersections on continuously lighted streets is defined as the quadrilateral whose adjacent sides intersect at the midpoint of the curb radii at the back of curb (See Figure 4). The amount of light should be proportional to the classification of the intersecting streets and be equivalent to the sum of the values used for each separate street. If an intersecting street is illuminated above the recommended value, then the intersection illumination value should be increased proportionately. Intersections of collector and thoroughfare streets with local streets should be illuminated according to Table 3 above since criteria has not been established for continuously lighting local streets. Point spacing for calculating illuminance within the intersection lighting grid should be 5-foot maximum.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 4.JPG|600px|]]
|- style="text-align: center"
|Figure 4
|}
The LED class at intersections of identical functional street classifications (e.g. Thoroughfare / Thoroughfare) shall use the same LED class all the way around the intersection. 
The LED class on thoroughfare intersection approaches which have more than one turn lane shall increase the LED class by one LED class more than the roadway segment analysis through the length of the turn bay on the side of the turn lanes only. This occurs outside the area of the intersection analysis.

=== Roundabout Lighting ===
==== Horizontal Illuminance Recommendations ====
In order to adequately address the visibility of the roadway, pedestrians, and hazards through a roundabout, all roundabouts will be provided with lighting. The horizontal lighting levels used for the design of the roundabout lighting will be equal to the lighting levels used for intersections included in Table 2, for streets that are not continuously lighted or Table 3, for streets that are continuously lighted. In addition to these horizontal requirements there are also vertical requirements in the crosswalks if they are present.

==== Vertical Illuminance Recommendations ====
It is recommended that the averge vertical illuminance for a series of points 5 feet in height, along the centerline of the crosswalk extending to the edge of the roadway, spaced at 1.65 feet, for each driving direction, be equal to the required horizontal illuminance and uniformity for the roundabout in either Table 2 or Table 3 as applicable.

==== Pole Placement Recommendations ====
Pole placement is critical in creating good visibility in a roundabout. It is recommended that streetlight poles be placed around the perimeter of the roundabout at locations on the approach side of the crosswalks, if present.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Roundabout Perimeter Lighting.JPG|600px|]]
|- style="text-align: center"
|Perimeter Pole Placement
|}

==== Calculation Grids ====
The calculation grid for the horizontal illuminance in a roundabout should include the area immediately before the splitter islands (at the start of the gore) and then throughout the roundabout. Central islands need not be included in the horizontal illuminance calculation. The grid spacing should be no greater than 6.6 feet. The calculation grid for the vertical illuminance in the crosswalk portion of a roundabout should include a series of points 5 feet in height, centered in the crosswalk, spaced at 1.65 feet, for each driving direction. The vertical illuminance calculation should be performed toward the direction of an approaching driver at 5 feet height above the roadway at a distance of one safe sight stopping distance as determined by the roundabout speed.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Roundabout Calculation Grid.JPG|600px|]]
|- style="text-align: center"
|Horizontal Calculation Grid
|}

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Vertical Grid at Roundabout.JPG|600px|]]
|- style="text-align: center"
|Vertical Calculation Grid
|}

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| align="left"|[[#top|'''Top''']]
| align="right"|[[#Design Criteria:|'''Design Criteria:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=Design Criteria:]]
|}
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== Streetlighting Installation Determination: ==
The following information has been established for all City-owned and maintained streetlighting systems installed in public right-of-way. The following explains when streetlighting will be installed. Additional information is contained in [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=198 City of Overland Park Streetlighting Resolution No. 4036, A Resolution Establishing Policy for City-Owned Streetlighting], and the [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3614 Overland Park Municipal Code Chapter 13.10].

=== Local Residential Streets: ===
There are four main distinct scenarios identified in which streetlights will be considered for installation. They are:
#Streets with existing City-owned streetlights,
#Streets that do not have any streetlighting,
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L), and
#New streets that are being constructed either through the City’s Capital Improvement Plan (CIP) or by developers.

====      Residential Streets with Existing City-owned Streetlighting: ====
:Where street plans were approved prior to February 7, 2011, the City will replace or modify the existing streetlighting system with a new streetlighting system meeting the current streetlighting resolution as the street(s) are reconstructed as part of a major residential street reconstruction program. This does not include general pavement rehabilitation programs such as micro-surfacing, chip seal or residential street overlay programs. The City will not consider requests or petitions to upgrade the existing streetlighting system to the current standards unless all other lighting obligations within the City have been met, including replacement of Kansas City Power and Light Company streetlights the City has purchased and streets that currently do not have any streetlighting.

====      Residential Streets with no Existing Streetlighting: ====
:Where City streets do not have any existing streetlighting, the City will consider streetlighting using City at Large funds if a petition from over fifty (50) percent of the residences along the street(s) to be lighted is received and verified. Only one signature is allowed per residence on the petition. The City is responsible for receiving and verifying petitions which can be obtained from the Public Works Department. Verified, valid petitions will be listed for Public Works Committee consideration. The Public Works Committee in turn will make recommendations to the City Council for construction of local residential streetlighting consistent with the amount of funds budgeted for that purpose. When requests exceed funding, priority will be given to those local residential streets with the most police reports of nighttime crime and nighttime traffic accidents.

====      Residential Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

====      New Residential Streets ====
:Where street plans were approved on or after February 7, 2011, the developers are required to install streetlights on all local residential streets which have street plans approved in accordance with [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3632 Overland Park Municipal Code Chapter 13.10.050]
:Appropriate City staff shall have authority in determining the extent and phasing of streetlight construction, including the location of any applicable streetlight control centers that best fit into the overall master plan for future expansion of lighting circuits.

=== Collector Streets: ===
There are three main distinct scenarios identified in which streetlights will be considered for installation. They are:
#Streets with existing City-owned streetlights,
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L), and
#New streets that are being constructed either through the City’s Capital Improvement Plan (CIP) or by developers.

====      Collector Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

====      Collector Streets with Existing City-owned Streetlighting: ====
:Where street plans were approved prior to February 7, 2011, the City staff may initiate streetlighting requests for these types of streets via the City's Capital Improvements Program (CIP) which is reviewed and updated annually. Approved collector streetlighting projects are normally listed in the Budget.

====      New Collector Streets: ====
:Where street plans were approved on or after February 7, 2011, developers are required to install streetlights on all such types of streets which have street plans approved in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3632 Overland Park Municipal Code Chapter 13.10.050]
:Appropriate City staff shall have authority in determining the extent and phasing of streetlight construction, including the location of any applicable streetlight control centers that best fits into the overall master plan for future expansion of lighting circuits.

=== Thoroughfare Streets: ===
There are two main distinct scenarios identified in which streetlights will be considered for installation. They are:
#New City-owned streetlights, and
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L).

====      New Thoroughfare Streets: ====
:The City staff may initiate thoroughfare streetlighting requests for this type of street via the City's Capital Improvement Program. Approved primary thoroughfare streetlighting projects are normally listed in the Budget.

====      Thoroughfare Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

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|+
|align="left" width="30px"|[[File:Up arrow 66x80.png|50px|link=#top]]
| align="left"|[[#top|'''Top''']]
| align="right"|[[#Streetlighting Installation Determination:|'''Streetlighting Installation Determination:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=Streetlighting Installation Determination:]]
|}
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== Design Considerations: ==
Before initiating the design of a streetlighting system, the designer should contact the City staff to discuss the specific design criteria for the project and determine the scope of the project. Decisions should be made in regard to the functional roadway classification and pedestrian conflict area as well as the type of equipment that will be used in the design. The following is a brief summary of general design considerations.

=== Establish the Lighting Design Criteria: ===
All streetlighting designs for collector and thoroughfare streets shall be done in accordance with the Continuous Streetlighting Design Criteria, as already discussed.

From the [[#Continuous Lighting:|Design Criteria Table]], select the row corresponding to the functional roadway classification (Major or Collector). Then select the row corresponding to the pedestrian conflict area (High, Medium or Low). Follow this row across the table to determine the maintained average luminance, average to minimum luminance uniformity ratio, maximum to minimum luminance uniformity ratio and veiling luminance ratio to be achieved in the design.

Before any design is initiated, the designer should discuss the functional roadway classification and the pedestrian conflict area classification with City staff. The pedestrian conflict area should be based on the City of Overland Park’s Future Development Master Plan and the functional roadway classification should be based on the City of Overland Park Official Street Map.

Design calculations, indicating the design pole spacing, should be submitted with supporting data to verify that the proper light levels have been achieved.

=== Light Loss Factor: ===
After the initial installation of the streetlighting system, the light output continues to decrease over time due to many external factors. The result of the time-dependent depreciation effects must be considered in the initial design. The lighting design is based on a specific lighting level that should always be maintained at the end of the maintenance period. Therefore, the initial lighting in the field will always be brighter than required.

The light loss factor (LLF) is a multiplying factor included in the calculations to account for factors which change in time after the initial installation of the streetlighting system. This factor is the product of many other individual factors such as the maintenance factor, lamp lumen depreciation, luminaire dirt depreciation, equipment factors, etc. The LLF is multiplied by the initial lumen rating of the light source to determine the number of maintained lumens in the design. The LLF that should be used for all high pressure sodium (HPS) City streetlighting systems is 0.81. The LLF that should be used for all LED City streetlighting systems is 0.91.

=== Luminaire Selection: ===
The luminaire selection should be based on the type of street as well as the ability to meet the lighting criteria and maximize the pole spacing. All luminaires used on collector streets and thoroughfare streets shall be LED cobrahead style. All luminaires on residential streets shall still be high pressure sodium (HPS). NOTE: The City has multiple LED cobrahead fixtures on their approved list that may yield slightly different lighting results. For design calculations, the Leotek fixtures should be used for all street and area classifications. As of April 12, 2022, the use of American Electric Autobahn fixtures for design calculations is suspended due to discontinuation of the approved product. The IES photometric files can be found on the City's [https://ppm.opkansas.org/wiki/index.php?title=Approved_Materials_-_Streetlighting#LED_Cobrahead_Luminaire Approved Materials List].

====      Luminaire Classifications for Collector and Thoroughfare Streets: ====
:In general cobrahead LED luminaires are rated as Class A through Class E depending on their ability to light a particular type of roadway and cross section. An approximate comparison between the different classes of LED luminaires and HPS luminaires is as follows:
:Class A LED – approximately equivalent to a 400W HPS
:Class B LED – approximately equivalent to a 310W HPS
:Class C LED – approximately equivalent to a 250W HPS
:Class D LED – approximately equivalent to a 150W HPS
:Class E LED – approximately equivalent to a 100W HPS

:One of the reasons the City has moved toward LED luminaires is to reduce the long term cost of electrical charges. Therefore, the lowest class of LED luminaire should be used in the design that satisfies the given lighting criteria. The designer should consult with the City’s project manager at the early stages in design to verify the proper fixture to use based on appropriate calculations

====      Luminaire for Residential Streets: ====
:All luminaires on residential streets shall be a post top mounted fixture with a retrofit LED lamp.

=== Street Width: ===
The street width is the distance between back of curb. On divided roadways, the street width is measured from the outside back of curb to the back of median curb. The median is not included in the calculation grid.

=== Pole Locations: ===
Pole locations will vary depending on the type of street. Residential streets, collector streets in residential neighborhoods, collector streets in commercial areas, undivided thoroughfare streets, and divided thoroughfare streets will all have different design challenges. In addition to the pole location criteria already discussed for residential streets, there are additional pole location preferences that should be kept in mind. Each of the pole location preferences will be further discussed as follows.

====      Pole Location Preferences on Residential Streets: ====
:Sidewalks are generally only constructed on one side of residential streets. Since the streetlights do provide some residual benefit of lighting the sidewalk and enhance pedestrian safety, the first choice for locating the streetlight poles should be on the sidewalk side of the street.

:As long as there is a minimum of a 4’ grass parkway between the back of curb and the sidewalk, the poles should desirably be located in the grass parkway. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. If a 3’ pole setback cannot be achieved, consideration should be made to move the sidewalk adjacent to the curb, at least near the vicinity of the pole, and locate the pole 1’ behind the sidewalk.

:If streetlight poles cannot be located on the sidewalk side due to storm drainage, utility conflicts or right-of-way considerations, the poles may be moved to the other side of the street. The 3’ minimum setback from the back of curb to the center of the pole should still be maintained.

:Poles located at the intersection of residential streets should desirably be placed so the light pole can be used to mount stop, yield and street name signs. That means that they should be installed as near to the location where a vehicle should stop while maintaining a minimum of 3’ setback from the back of curb.

:All poles installed in residential areas should ideally be located on or near property lines whenever possible. In the case of larger lots, poles cannot always be located on the property line. In these cases, in order not to exceed the maximum desired pole spacing, poles can be located within the lot. The designer should take care not to locate the pole in front of large windows of houses.

:Any pole located near a residential drive entrance should be located a minimum of 3’ from the edge of the drive or concrete wing. The designer should always be careful not to mount a pole in a location that could be in the path of an errant vehicle that may be backing out of the driveway. An example would be on a curved drive entrance.

:The designer should also coordinate the location of all poles with existing trees, such that the fixture does not extend into the tree canopy or such that the tree canopy does not block the light output from the fixture.

====      Pole Location Preferences on Collector Streets: ====
:Collector streets generally have sidewalks on both sides of the street and are typically undivided roadways. Poles should be located on one side of the street which has the least conflicts with utilities.

:As long as there is a minimum of a 4’ grass parkway between the back of curb and the sidewalk, the poles should desirably be located in the grass parkway. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. If a 3’ pole setback cannot be achieved, consideration should be made to move the pole 1’ behind the sidewalk. Longer bracket arms can be used to accommodate poles located behind the sidewalk.

:Any pole located near a residential or commercial drive entrance should be located a minimum of 3’ from the edge of the drive or concrete wing. The designer should always be careful not to mount a pole in a location that could be in the path of an errant vehicle that may be backing out of the driveway. An example would be on a curved drive entrance.

:The designer should also coordinate the location of all poles with existing trees, such that the fixture does not extend into the tree canopy or such that the tree canopy does not block the light output from the fixture.

:Occasionally collector streets will be constructed with a raised median the entire length or possibly on the approach of an intersection. Poles can be located within the median with luminaires mounted at 180° to each other in order to provide lighting on each side of the median.

:Where collector streets are designed with more than two lanes, such as in commercial areas where the roadway widens out to include multiple through lanes and turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The desired pole arrangement in this case would be staggered across the street.

====      Pole Location Preferences on Undivided Thoroughfare Streets: ====
:On undivided thoroughfare streets, the light poles will generally be located on one side of the roadway, usually due to overhead power lines on the other side. The side selected to locate the poles on should be based on conflicts with overhead and underground utilities. Where situations allow, consideration should be given to a staggered arrangement if that provides the best lighting.

:At approaches to intersections, where the roadway widens out to include turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The desired pole arrangement in this case would be staggered across the street.

====      Pole Location Preferences on Divided Thoroughfare Streets: ====
:Streetlight poles with two luminaires oriented 180° apart should be located in the center of raised medians in the case of divided thoroughfares. It is acceptable to locate streetlight poles in medians measuring a minimum of 4’ from back of curb to back of curb, since all poles will be mounted on breakaway supports.

:If the center median is depressed instead of raised, the poles should be located on the outside curb lines. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. The arrangement of poles on the outside edges would preferably be staggered, but will vary depending on how wide the median is and how many lanes are in each direction.

:At approaches to intersections, where the roadway widens out to include multiple turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The pole arrangement may be staggered to the median, opposite the median or staggered across the street, which ever provides the overall best lighting levels and pole spacing.

=== Overhead Utility Line Clearance Requirements: ===
Overhead power lines or lower hanging cable lines should not be in contact with streetlight poles or luminaires. A minimum of 3’ horizontal and vertical clearance shall be maintained from any non-electric lines such as cable TV lines, aerial fiber lines, etc. Vertical and horizontal clearance to electric power lines shall be in accordance with KCP&L requirements and varies according to the line voltage. For lower voltage lines, the vertical and horizontal clearance should be in accordance with [[Media:KCP&L Minimum Clearance Requirements.pdf|KCP&L Code Requirements DWG 130.1-12]]. The designer shall be responsible to determine if adequate clearance can be achieved and make adjustments to the pole locations or coordinate utility relocation if necessary. Whenever the vertical or horizontal distance from the nearest line to the pole or luminaire is less than 10’, KCP&L requires the line to be sleeved temporarily during the pole erection. The contractor will be required to contact KCP&L and coordinate the time the sleeves are necessary and to pay KCP&L a fee for their services.

=== Conduit Location Preferences: ===
All electrical cable for streetlight circuits shall be installed in conduit continuous from appurtenance to appurtenance. An appurtenance is defined as a pole, junction box, service box or control center.

On residential and collector streetlighting designs or undivided thoroughfare designs, it is desirable to run the electrical conduit in a straight line from pole to pole or pole to junction box. Desirably, the conduit should be located in the grass parkway between the back of curb and the sidewalk. In case of conflicts, the conduit may be located under the sidewalk as long as the conduit sweeps out from underneath the sidewalk to enter junction boxes and poles. Conduit installed parallel to the street should not be installed under the roadway or curb. Conduit should be installed under the street only when crossing from one side to the other.

On divided thoroughfare projects, where poles are located in the medians, the conduit location depends on the width of the median and whether the median consists of a concrete base with brick pavers or if the median consists of grass and/or landscaping. The design layout should indicate which of the “Miscellaneous Conduit Details” applies to each streetlight pole. The various “Miscellaneous Conduit Details” are shown on the General Notes and Legend Sheet in the Standard Details. Theses details should be consulted while reviewing the following discussion which outlines both situations.

====      Brick Paver Medians: ====
:When the median is a concrete base with brick pavers, the conduit should be installed near the centerline of the median and run in a straight line from pole to pole. At intersections, conduit runs from median nose to median nose should be offset slightly so it is not directly under the proposed object marker sign post that will be located directly behind the concrete median nose. This allows the sign post to be driven into the ground at the correct location without damaging the conduit.

====      Grass or Landscaped Medians: ====
:When the median consists of grass or landscaping, the conduit should be shown to be installed 3’ behind the median curb and swept into the center of the median at each streetlight pole location. This allows the median to be landscaped between streetlight poles without the danger of cutting the conduit or cable in the future. Conduit runs from median nose to median nose should be offset slightly so it is not directly under the proposed object marker sign post that will be located directly behind the concrete median nose. This allows the sign post to be driven into the ground at the correct location without damaging the conduit.

:Conduit crossing the header between brick paver medians and grass medians should transition from the center of the median under the brick pavers, to within 3’ from the back of the median curb.

====      Grass Parkways: ====
:When the streetlights are installed in the grass parkway between the curb and sidewalk, the streetlighting conduit should sweep from the streetlight pole to the front edge of the sidewalk. This allows the grass parkway to be clear for the planting of street trees.

====      Parallel Circuits: ====
:Parallel circuits are described as multiple circuit cables in the same conduit or circuit cables in separate conduits that are adjacent to each other.

:Parallel circuit cables shall not be allowed to enter any streetlight pole foundation such that one set of circuit cables is connected to the streetlight(s) and the other circuit cables are "passed through" the pole or be routed around a pole within the same conduit. Parallel circuits shall not extend past the first pole from the controller cabinet and shall be split out in different directions at a junction box in advance of that first pole.

:Two 2” parallel conduits should be installed from the streetlight control center foundation to the Type 2 junction box immediately adjacent to the control center. Each conduit is able to carry two circuits (total of 6 cables) without exceeding the 40% fill.

====      Coordination with Traffic Signals at Intersections: ====
:At signalized intersections, the streetlighting conduit should tie into the traffic signal service box located near the median nose. The streetlighting cable should be located in the traffic signal conduit runs around the intersection instead of continuing directly from median nose to median nose through the center of the intersection.

=== Junction Box Locations: ===
Junction boxes should be installed whenever a branch circuit enters the main circuit. The junction box is used as a splice point for the cables that control the same circuit, as a future splice point for a branch circuit, or a pass through to facilitate ease of cable pulling. The following conditions in which junction boxes should be installed are described in more detail below.

====      Proposed or Future Branch Circuit at Intersections: ====
:When streetlights are installed along one side of the street, as on residential streets, collector streets or undivided thoroughfare streets, one junction box should be installed at each intersection. The preferred location is on the corner opposite of the streetlight (See Figure 5a). If there is not a proposed or future branch circuit coming into that box, a Type 1 junction box should be used. If a proposed or future branch circuit will enter a box, a Type 2 junction box should be used. If a branch circuit, or proposed future branch circuit, ties into the main line circuit on the same corner the streetlight is located, the Type 2 junction box should be located on the same corner instead of on the opposite corner (See Figure 5b). Junction boxes should not be installed on both sides of a street crossing.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
|[[File:Streetlight Design Manual Figure 5a.JPG|600px|]]
|- style="text-align: center"
|Figure 5a - No Branch Circuit
|}
 
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
|[[File:Streetlight Design Manual Figure 5b.JPG|600px|]]
|- style="text-align: center"
|Figure 5b - Branch Circuit
|}

====      Median Noses at Divided Thoroughfare Street Intersections: ====
:At unsignalized thoroughfare intersections where the streetlighting conduit runs from median nose to median nose, Type 1 junction boxes should be installed in each median nose. If a branch circuit or future branch circuit will tie into the mainline cable, a Type 2 junction box should be used in the median nose at the point of the branch circuit connection. In the case of a future branch circuit, the conduit should be installed across the thoroughfare lanes and terminated in a Type 1 junction box on the corner for future connection. A 1c#10 AWG locating cable should be installed in the, otherwise empty, conduit.

:In the case of a signalized intersection, there would most likely be a traffic signal service box located in the median. The streetlighting cable should be installed in the traffic signal conduit and not median nose to median nose. The streetlighting conduit would be terminated at the service box.

====      Connecting into Existing Circuits: ====
:Junction boxes should be used to tie into an existing circuit when it is not feasible to extend the proposed conduit to the next streetlight pole. This may happen at the boundary of a construction project. In those cases, the existing streetlighting cable should be field located during construction and a junction box should be installed over the top. The cable splice from new to existing should be accomplished in the junction box.

====      At the End of Platted Streets Between Building Phases: ====
:Many times on developer constructed projects, the last streetlight pole does not end up at the end of the street section. In these cases, it is acceptable to install a Type 1 junction box at the end of the street so the conduit can be easily extended on the next building phase. Care should be taken to prevent the proliferation of junction boxes. The designer should plan accordingly to eliminate junction boxes whenever possible.

=== Streetlight Control Centers: ===
Streetlight control centers are pre-wired cabinets with relays, breakers, etc. that control when the streetlights receive electricity based on built-in photo controls. Each control center will require a photo cell to energize the streetlighting circuits. Power is provided to the individual streetlight poles only when it is dark enough to close the contact in the photo cell. Otherwise, there is no power in the system. This is a safety feature so any excavation work that cuts the cable during daylight hours will not be posed with live electrical power.

The normal design is a four circuit control center. Many times a 4-circuit controller will never control more than two or three circuits. However, every attempt should be made to locate it such that the number of circuits on one control center can be maximized.

Upon the approval of the project manager, a 1-circuit control center may be used. A 1-circuit control center may be applicable as a temporary installation between two building phases where the development master plan indicates that a new control center will be installed in subsequent development phases that will ultimate assume the load. There may also be applications in isolated areas, where it may make sense to install a single circuit controller where there is no possible way to connect to an existing streetlighting circuit or control center. One example is along the border between Overland Park and another city, where a cul-de-sac street extends into a neighborhood from the thoroughfare street. The City staff has the ultimate authority to approve or deny the use of a single circuit control center.

====      Streetlight Control Center Locations: ====
:Streetlight control center locations are subject to provisions in [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-5768City of Overland Park Municipal Code 18.180.070, Item G]. A summary of the ordinance outlining the requirements for streetlight control centers and the application to streetlight control centers is provided, herein. The preferred location in order of priority is modified to apply to current practice in the case of streetlight control centers.

=====            Utility Structure Ordinance: =====
::Any structure located within the public right-of-way shall be located behind the sidewalk and is subject to approval by the City Engineer. When placing utility structures, priority shall be given to finding available utility easements or right-of-way in preferred locations. Preferred locations, as listed in order of priority, are:
:#Properties developed with non-residential uses
:#Thoroughfare landscape/utility easements
:#Street side yards on a corner lot behind the front yard setback, and
:#Front yards within the required side yard setback.
::Locating streetlight controllers in rear yards should be avoided. Proper utility easements or streetlight easements shall be acquired if the controller is to be located outside of the right-of-way.

=====            Outside of Intersection Sight Distance Triangles: =====
::Street light control centers should not be located within the intersection sight distance triangle as defined by [https://bookstore.transportation.org/collection_detail.aspx?ID=110 A Policy on Geometric Design of Highways and Streets] by the American Association of State Highway and Transportation Officials (AASHTO), latest edition.

=====            Proximity to Power Source: =====
::The streetlight control center needs to be located within close proximity to the KCP&L power source, whether it is a power pole with a transformer or a ground mounted transformer. KCP&L requires that the distance from the control center to a pole mounted transformer cannot exceed 150’. The distance from the control center to a ground mounted transformer cannot exceed 200’.

=====            Maximizing Control Center Circuits: =====
::Streetlight control centers have the capacity to operate four independent circuits and should be located such that the number of circuits utilized can be maximized. Ideal locations would be at a 4-leg intersection where one circuit can extend in all the four cardinal directions or at 3-leg intersections where at least three circuits can be utilized.

::There will be situations where the voltage drop becomes too great between intersections and a controller has to be located mid-block which will only utilize two circuits. Before arbitrarily determining to install a mid-block circuit, the designer should evaluate all possible alternatives, including the extension of existing circuits on the side streets from existing control centers within the development.

::The designer, with the help of the City staff, should evaluate all existing control centers in the vicinity of the project to determine if there are any underutilized controllers that can be relocated to a better location and could still be used to back-feed the existing streetlights. The ultimate goal is to reduce the number of control centers in an area by placing them or relocating them in a more strategic location. This may require some off-site construction work to accommodate.

====      Control Center Orientation: ====
:Streetlight control centers shall be oriented such that the photocell always faces to the north or to the east. The plan symbol for the control center shows a concrete pad which always indicates the front side of the cabinet. As you would stand on the pad facing the front of the control center, the photocell is always located on the right hand side of the cabinet. The shaded portion of the triangle in the symbol represents the photocell.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 6.JPG|500px|]]
|- style="text-align: center"
|Figure 6
|}

====      Circuit Numbering Convention ====
:Circuit numbers will be identified by the principal direction the circuit extends. There are times, especially on residential streets, where the circuit extends in many directions. The principal direction should follow the numbering as listed below.
:Circuit number 1 shall always be to the north
:Circuit number 2 shall always be to the east
:Circuit number 3 shall always be to the south
:Circuit number 4 shall always be to the west
:Exceptions are if modifying an existing control center which already is configured differently.

See the figure below for additional information regarding controller cabinet and conduit requirements and circuit numbering convention
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Controller and Conduit Configuration.JPG|600px|]]
|- style="text-align: center"
|
|}

=== Connecting Proposed Electrical Cable into Existing Streetlight Poles: ===
When extending proposed conduit into an existing streetlight pole foundation, several things should be considered in the design. If the pole is mounted to an existing screw-in foundation, the designer should verify with the City project manager that it is new enough to have two conduit entry holes. If it is an older foundation, it may only have one conduit entry. If the existing foundation is concrete, you will not be able to connect a new conduit to extend the circuit. In either the case of an old screw-in foundation with only one conduit entry or a concrete foundation, the designer will have to either install a junction box near the pole to intercept the existing cable/conduit, or replace the foundation with a new screw-in foundation. When connecting the proposed electrical cables to the existing electrical cables in the base of the pole, new fused and un-fused disconnects as well as new multi-tap electrical connectors shall be used. The existing fixture should also be shown to be re-lamped.

=== Luminaires Located on Combination Traffic Signal/Streetlight Poles: ===
All luminaires mounted on combination traffic signal/streetlight poles at signalized intersections shall be connected to the streetlighting circuits controlled by the streetlighting control center instead of running off of the traffic signal control center.

Exceptions exist for isolated intersections where there are no surrounding streetlight control centers or streetlighting circuits. In such cases, the 3-1c #4 AWG USE streetlighting cables should be extended to the traffic signal control center for power. In addition, the designer should provide necessary notation to indicate that the multi-tap ballasts in any HPS luminaire should be wired for 120V. If the fixture is LED, the driver should not have to be modified. The luminaires should be equipped with photocells. A 15 amp circuit breaker should be called out to be installed in the secondary service pedestal to isolate the lighting circuit.

=== Requirements for House Addresses on Equipment: ===
Streetlight control centers and streetlight poles shall each be assigned a house address. The reasons for doing so and the procedures to accomplish each are discussed below:

====      House Addresses for Streetlight Poles: ====
:House addresses are field stenciled on streetlight poles to help maintenance crews respond to lamp outages or maintenance issues when a citizen calls the situation in or if the maintenance crews are being dispatched to take care of a problem. It is a way to call-in and respond to specific problems and the address identifies the exact pole that requires attention.

:House addresses are only required for streetlight poles on collector or thoroughfare streets for poles providing 30’ and 40’ mounting heights. House addresses are not required for streetlights on residential streets providing 15’ mounting heights, because the address on the house provides similar information.

:During the design, the City staff will provide the specific house numbers to the designer to add to the pole callout nomenclature. The standard practice is to assign an address at each end of the poles located at a median break or intersection. The two addresses are subtracted and the number is divided by one number less than the number of poles. The resulting number is then systematically added to the initial number, beginning with the smallest address and working toward the end. This establishes a uniform numbering system between the median breaks or intersections. Each address should be rounded to the closest numbered address. Pole addresses in a median should always be even numbers. Poles located on the south or east side of the street shall have odd numbered addresses. Poles located on the north or west side of the street shall have even numbered addresses. An example for a divided thoroughfare with the poles located in the center median follows:
:Example:
:There is a median break on College Boulevard at King and Nieman Road. The 100 block for Nieman is 11100. The 100 block for King is 11300. A streetlight is located in the west median nose at Nieman and is assigned an address of 11108. Another streetlight is located in the east median nose at King and is assigned an address of 11294. Assume that there will be eight poles total between the two median noses.

:(11294 - 11108) = 26.6
:::(8-1)
:This is the number that should be added to the initial assigned pole address beginning at the smallest address.

:Therefore, the next pole west of Nieman should be (11108 + 26.6) = 11134.6 (Round the address to 11134).
:The next pole address would be 11134.6 + 26.6 = 11161.2 (Round the address to 11162).
:Continue adding 26.6 to all subsequent non-rounded addresses, and rounding to the nearest even number for each pole.

====      House Addresses for Streetlight Control Centers: ====
:Each streetlight control center requires an electrical service address. City staff will provide the control center address to the designer after the designer determines the location and whether Kansas City Power and Light (KCP&L) can provide the necessary 240V power to the proposed location. KCP&L uses the address for billing electrical usage to the City. The City also uses the address to track invoices.

:Each address for the streetlight control center shall be followed with an “LC” extension which stands for “Lighting Controller”. The procedure for coordinating with KCP&L is addressed below in [[#Coordinating_Electrical_Service_with_KCP.26L:|“Coordinating Electrical Service with KCP&L”]].

====      Showing House Addresses on the Plans: ====
:House addresses for the streetlight control center should be shown in the station and offset callout for the pole and also should be the first number designated in each pole callout. For example:

:11302-1-4 (8',12") (11134)
::Sta 10+23.5, 30.2' Rt

:The 11302 represents the control center address; the 1 represents circuit number 1; and the 4 represents the 4th pole on circuit number 1. The 8’ and 12’ represents the luminaire bracket arm length on the left side and the right side, respectively and the 11134 is the assigned house address for the pole.

:House addresses for each pole should be shown in parenthesis immediately behind the callout for the controller address, circuit number, pole number and arm length information according to the legend in the Standard Details.

:The streetlight control center address should also be shown in a box located in the bottom right hand portion of each plan sheet in which it applies. If poles connected to that control center appear on more than one sheet, the address should appear on the same sheets. If there are poles that are fed from different control centers on one sheet, each control center address should appear on the sheet. The general format of the note should be:

:{| style="border-spacing: 2px; border: 1px solid black;"
|-
|Proposed Streetlight Control Center
|-
|Electrical Service Address:
|-
|11302 LC College Blvd
|}

:The existing address for each control center that is being removed or used in place should also be indicated in a boxed note, replacing “Proposed” with either “Remove” or “Existing”.

=== Coordinating Electrical Service with KCP&L: ===
The project manager or designer should perform the initial work to locate the streetlighting control center based on field conditions where there is an existing transformer. The streetlight control center needs to be located within close proximity to the KCP&L power source, whether it is a power pole with a transformer or a ground mounted transformer. In general, KCP&L requires that the distance from the control center to a pole mounted transformer cannot exceed 150’. The distance from the control center to a ground mounted transformer cannot exceed 200’.

KCP&L should be contacted, either verbally or in writing, to verify if power can be obtained at a particular location before a lot of design work is completed. In either case, it is beneficial to send them a plan sheet or meet them in the field. When requesting power, ask if there will be a charge to obtain power at the desired location. KCP&L can generally provide power anywhere, but there may be a significant cost to do so. Ask if there is a better location where they have an existing transformer or sectionalizer that would be better or cheaper to acquire power from. If the control center can be relocated to a better position, make the design change. If not, ask KCP&L to provide an estimate to the City for the cost associated with obtaining power before the design is finalized.

The designer should provide the City a copy of all letter correspondence or email correspondence to KCP&L to insure the necessary procedures are being performed.
After KCP&L has agreed to a preliminary power source and location, the project manager or designer should prepare a preliminary plan sheet showing the location of the power pole and the location of the control center with conduit and notes indicating the location where power will be obtained. After the power location has been established, the project manager will then assign an electrical service address to each control center as outlined in the City's [http://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._26_-_Coordinate_Electrical_Service_for_Traffic_Signals_and_Street_Lighting|Project Procedures Manual, Preliminary Design-Task No. 26 “Coordinate Electrical Service for Traffic Signals and Streetlighting"]. There you will find the Electrical Service Address Procedures, a form for Electrical Service Application and a sample letter to KCP&L requesting power service.

=== Removal of Existing Streetlights: ===
All existing streetlights that will be removed shall be identified on the plan sheets. The exact procedure varies depending on whether the existing streetlights are the ones that were purchased from KCP&L or if they are existing lights that were installed per the City of Overland Park standard details. The procedures for both are explained below:

====      Removal of Existing City Owned Streetlights Installed per Overland Park Standard Details: ====
:All existing City owned streetlights shall be shown on the plans. Any existing streetlights that will not be re-used in the final design shall be indicated to be removed by a construction note. The note should include the removal of the pole, luminaire, arm and screw-in foundation. Existing concrete pole foundations should be shown to be removed to a depth of at least 24”. All conduit and cable can be abandoned in place or can be removed at the option of the contractor if it is in conflict with other construction items.

====      Removal of Existing Streetlights Purchased from KCP&L: ====
:All existing streetlights shall be shown on the plans. The City will determine which lights should be designated to be removed. The designer shall indicate any pole not to be re-used as “Existing Streetlight to be Removed by Others”. The City of Overland Park or their on-call representative will remove the poles and not the project contractor.

:Each pole purchased from KCP&L has a PK number designated with a sticker, such as PK-1423. The designer should indicate the proper PK number on the plans next to the pole.

:City staff will coordinate with their on-call representative for the removal of the lights following the City's [https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._26b_-_Coordinate_Removal_of_Streetlights_Purchased_from_Evergy_.28KCP.26L.29|Project Procedures Manual, Phase II-Preliminary Design, Task 26b "Coordinate Removal of Streetlights Purchased from KCP&L"] during the design process and [http://ppm.opkansas.org/wiki/index.php/Phase_V_-_Construction#Task_No._11a_-_Coordinate_Removal_of_Streetlights_Purchased_from_KCP.26L|Project Procedures Manual, Phase V-Construction-Task 11a "Coordinate Removal of Streetlights Purchased from KCP&L"] during the construction phase. The process involves writing the on-call representative to provide them a list of poles that are scheduled to be removed. The on-call representative will submit a cost estimate to perform the work which needs to be approved by the Director of Public Works. After approval, the project manager will coordinate the removal with the on-call representative and notify in an attempt to keep the lights operational as long as possible before being removed. A letter will then be sent to KCP&L instructing them to remove the lights from their database and revise their monthly billing.

=== Voltage Drop Calculations: ===
Voltage drop is an important factor in determining how many luminaires can be placed on any circuit. The voltage drop in any electrical circuit is directly dependent upon current and wire resistance.

====      Permissible Voltage Drop:====
:The permissible voltage drop is the allowable voltage drop across an entire circuit of a specific system voltage. This is generally limited to what the fixture can handle.

:With the constant wattage ballast, the permissible voltage drop is five percent of the system voltage. A factor of 0.95 is to be applied to the system voltage to allow for line fluctuations. This results in an allowable drop of 11.4 volts for a 240-volt circuit.
:Example:
:Perm Voltage Drop = System Voltage x 5% Drop x 0.95 line fluctuation factor
:::::::= 240 x 0.05 x 0.95
:::::::= 11.4 volts

====      HPS Fixture Operating Current: ====
:Operating current is determined using 95 percent of the system voltage to allow for line fluctuations. In addition, the lamp wattage is increased by a factor of 1.3 to allow for ballast load. The formula for power is P = V x I and the formula for current is I = P / V.
:The operating amps for each luminaire are based on the wattage of the lamp used.

:Operating Amps =      1.3 x Wattage                            
:::::::Voltage x Line Fluctuation Factor

:Operating Amps = 1.3 x Wattage
:::::::240 x 0.95

:The following operating amps should be used in the design calculations for HPS fixtures:

:{| width="400px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|HPS Fixture Operating Amps
|-
!400 Watt
!310 Watt
!250 Watt
!150 Watt
!100 Watt
|-
| align="center"|2.3 Amps
| align="center"|1.8 Amps
| align="center"|1.4 Amps
| align="center"|0.9 Amps
| align="center"|0.6 Amps
|}

====      LED Fixture Operating Current: ====
:Operating current is determined using 95 percent of the system voltage to allow for line fluctuations. Since LED fixtures have a driver instead of a ballast, there is no multiplier for ballast loss. The formula for power is P = V x I and the formula for current is I = P / V.
:The operating amps for each luminaire are based on the wattage of the lamp used.

:Operating Amps =                Wattage                            
:::::::Voltage x Line Fluctuation Factor

:Operating Amps = Wattage
::::::240 x 0.95

:LED fixtures in the same class have different wattages based on the manufacturer. The values shown in the following table are based on the worse case scenario for approved LED fixtures in each luminaire classification and should therefore be used in the voltage drop calculations:

:{| width="500px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="6" align="center" style="background:#dcdcdc;"|LED Fixture Operating Amps
|-
!Class A
!Class B
!Class C
!Class D
!Class E
!Residential LED Lamp
|-
| align="center"|0.9 Amps
| align="center"|0.8 Amps
| align="center"|0.6 Amps
| align="center"|0.4 Amps
| align="center"|0.2 Amps
| align="center"|0.2 Amps
|}

====      Cable Circular Mils: ====
:A circular mil is a unit of area used when denoting the cross sectional area of a wire or cable.

:1 mil = 0.001 inch

:To convert the diameter of a wire to mils: mil = d x 1,000
:Example: #4 AWG wire has a diameter of 0.2043037 inches.
:0.2043037 inches x 1,000 = 204.3037 or 204 mils
:CM = mil2

:Example: Circular mils of #4 AWG wire
:CM = (204.3037 mils)2
:CM = 41,740

====      Calculating Voltage Drop: ====
:According to Ohm's Law the voltage drop in a line is equal to the current in amperes multiplied by the resistance of the line in ohms:

:E = I x R
:Where:
::E = voltage
::I = Current (in amperes)
::R = Resistance (in ohms)

:Since the resistance of a wire conductor is inversely proportional to the cross-sectional area of the wire, increased voltage drops are developed as the wire diameters decrease. The areas of wires in circular mils and the resistance in ohms per 1000 feet that should be used in calculations are shown below for #4 AWG copper cable.

:{| width="400px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="3" align="center" style="background:#dcdcdc;"|Properties of Stranded Copper Conductors
|-
! style="background:#dcdcdc;"|Cable Size (AWG)
! style="background:#dcdcdc;"|Area (Circular Mils)
! style="background:#dcdcdc;"|AC Resistance (Ohms/1,000 ft)
|-
| align="center"|4
| align="center"|41,740
| align="center"|0.310
|}

:The voltage drop in any line is calculated from the formula:

:Voltage Drop = 2 x K x Q x I x D
:::::::CM

:Where:
::K = Direct Current Constant (for copper, K = 12.9 ohms)
::Q = Aternating Current Adjustment Factor (Q = 1, for all wire less than 2/0 wire)
::I = Load, in Ampers
::D = Distance from the power supply, in feet
::CM = Cross sectional area of cable, in Circular Mills

:Voltage Drop = 2 x 12.9 x 1.0 x Operating Amps x Distance
:::::::::CM

:Add 5% to the center to center distance to allow for snaking of the conduit and cable.
:Operating amps = the operating amps of one fixture times the number of fixtures at the point of calculation. Transposing this formula, the required area in circular mils can be computed:

:Area (circular mils) = 25.8 x Operating Amps x No. of Lamps x 1.05 x Distance
::::::::::Permissible Voltage Drop

:Calculate the circular mils between every fixture in the circuit and add the total number of circular mils to get the total circular mils. Verify that this is less than the circular mils for a #4 AWG cable.

:The voltage drop should then be checked using the following equation:

:Voltage Drop = 2 x L x I x R as follows:

:Voltage Drop = 2 x Distance x Current x Resistance ÷1,000

:Where:
::L = Distance between lights. Use 1.05 x distance (5% to allow for snaking)
::I = Current = operating amps x number of lamps
::R = Resistance of cable per 1,000 feet = 0.31 (From above Table, the resistance of #4 AWG wire in ohms/1,000 ft)

:If circuit loading or voltage drop requires a larger wire size than a #4 AWG then one or more of the following can be considered:
#Locate the control center closer to the lighting system
#Install additional control centers
:Note that long runs of parallel circuits should be avoided unless otherwise approved

:Example to Determine Necessary Wire Cable Size:
:Given: Five 250-watt HPS lamps on a 240-volt circuit spaced at 200, 425, 615, 815 and 1,030 feet respectively, from the control center. There must be sufficient current to operate the first lamp as well as the next four lamps.

:1.05 x 200 ft x 1.4 amps x 5 lamps x 25.8/11.4 = 3,327 cir. mils to 1st lamp
:1.05 x 225 ft x 1.4 amps x 4 lamps x 25.8/11.4 = 2,994 cir. mils to 2nd lamp
:1.05 x 190 ft x 1.4 amps x 3 lamps x 25.8/11.4 = 1,896 cir. mils to 3rd lamp
:1.05 x 200 ft x 1.4 amps x 2 lamps x 25.8/11.4 = 1,331 cir. mils to 4th lamp
:1.05 x 215 ft x 1.4 amps x 1 lamp x 25.8/11.4 = 715 cir. mils to 5th lamp
:Total Area = 10,263 cir. mils.

:The calculated circular mils is less than the capacity of a #4 AWG wire (41,740 as shown in the above Table. This calculation will need to be made for each circuit at each streetlight control center.

:The voltage drop should then be checked using E = I x R as follows:

:Voltage Drop = 2 x Distance x Current x Resistance ÷1,000

:Voltage Drop = 2 x Distance x Operating Amps x No. of lamps x Resistance÷1,000

:2 x 1.05 x 200 ft x 1.4 amps x 5 lamps x 0.31 ohms/1,000 ft = 0.91 volt drop to 1st lamp
:2 x 1.05 x 225 ft x 1.4 amps x 4 lamps x 0.31 ohms/1,000 ft = 0.82 volt drop to 2nd lamp
:2 x 1.05 x 190 ft x 1.4 amps x 3 lamps x 0.31 ohms/1,000 ft = 0.52 volt drop to 3rd lamp
:2 x 1.05 x 200 ft x 1.4 amps x 2 lamps x 0.31 ohms/1,000 ft = 0.36 volt drop to 4th lamp
:2 x 1.05 x 215 ft x 1.4 amps x 1 lamp x 0.31 ohms/1,000 ft = 0.20 volt drop to 5th lamp
:Total Drop = 2.81 volts

:2.81 volts/(240 volts x .95) = 1.23% which is less than 5%. Therefore it is acceptable

====      Calculating Circuit Breaker Ratings: ====
:Circuit breakers are protective devices for over-current conditions. When the current passing through the circuit breaker exceeds a predetermined amount, the breaker trips and opens the faulty circuit. The amount of current required to operate the trip mechanism is referred to as the "trip rating". Proper protection of the circuit requires a breaker with the correct "tripping" current value. This value, "trip rating", can be readily computed by totaling the number of luminaires for each circuit breaker and thereby obtaining the total current being used in the circuit. To prevent unnecessary tripping of the breaker during surges and in-rush currents, the total current is usually multiplied by a factor of 1.3.

:Example:Using the previous example: 5 each - 250-watt luminaires require a normal operating current of 5 x 1.4 amps = 7 amps

:The line loss load in amperes is added as follows:

:14.5 watts/(240 volts x 0.95) + 7 amps = 7.1 amps

:The Trip rating = 7.1 amps x (1.3) = 9.2 amps.

:The streetlight controller is equipped with standard 30 amp circuit breakers. The circuit breakers can be increased to a 40 amp breaker under heavier loads. For the above example, a 30-amp breaker is more than sufficient.

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== Approved Streetlighting Equipment: ==
The following equipment has been approved for all City-owned streetlighting systems. The following information is provided as a general discussion only and the designer is responsible to review the standard details in the selection of equipment for the streetlighting system.

=== Streetlight Poles: ===
The type of pole used is based on the classification of street it will be located on. Poles and mounting heights will vary depending on if it is a residential street, collector street or thoroughfare street.

====      Residential Streets: ====
:Poles for residential streets shall be round, tapered aluminum poles for 15-foot mounting heights.

====      Collector Streets: ====
:Poles for collector streets shall be round, tapered aluminum poles for 30-foot mounting heights.

====      Thoroughfare Streets: ====
:Poles for thoroughfare streets shall be round, tapered aluminum poles for 40-foot mounting heights.

=== Luminaire Bracket Arms: ===
For conventional lighting systems, there are several different arm lengths and styles of arms that are used. The various styles and lengths and the appropriate uses for each are summarized below.

====      Arm Styles: ====
:Type A luminaire bracket arms consist of a single member arm. Type A arms are used when the length is less than 10’. An exception to this is in applications where one pole has two arms, regardless of the orientation. If one arm is required to be a Type B style, the other arm should also be a Type B style to provide a consistent look, even if the arm is less than 10’ in length.

:Type B luminaire bracket arms consist of a two member truss arm design. Type B arms are used when the length is 10’ or greater.

====      Arm Lengths: ====
:The length of the bracket arm is dependant upon many factors such as street width, pole location in relation to the curb and the presence of a median. Typical preferences are provided as follows, but the selection of an arm length should be used that enables the designer to achieve the required lighting criteria. Single member bracket arms are available in 6’ and 8’ lengths. Twin member bracket arms are available in 10’, 12’ and 15’ lengths. Only bracket arms of these lengths are used.

=====            Collector Streets (30’ Mounting Heights): =====
::On typical collector streets that are 36’ wide from back-of-curb to back-of-curb, either a 6’ or 8’ arm is used. Depending on whether the pole is located behind the sidewalk or in the grass parkway between the sidewalk and the curb, or where the street width becomes wider, such as the approaches to an intersection where additional turn lanes are added, the arm length may need to be increased to 12’ in order to achieve the required lighting criteria.

=====            Undivided Thoroughfare Streets (40’ Mounting Heights): =====
::On an undivided thoroughfare street, generally 6’, 8’ or 12’ arms are used unless the poles need to be offset farther behind the sidewalk due to utility conflicts or where the street width becomes wider, such as the approaches to an intersection where additional turn lanes are added.

=====            Divided Thoroughfare Streets (40’ Mounting Heights): =====
::Divided thoroughfares typically have a 24’ wide center median to divide opposing lanes of traffic. On divided thoroughfare streets where the light poles are installed in a raised median, there are a few different arm configurations that are used. In sections where there are no left turn lanes and the median is only separating through lanes of traffic, two 12’ arms oriented 180° apart are used.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 7.JPG|600px|]]
|- style="text-align: center"
|Figure 7
|}

::Where the median narrows due to the introduction of a left turn lane, a 12’ arm is installed extending over the left turn lane, and an 8’ arm is installed 180° apart extending over the through lanes in the opposite direction.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 8.JPG|600px|]]
|- style="text-align: center"
|Figure 8
|}

::In some wider sections of thoroughfares, it may be necessary to use twin 15’ arms or a 15’ arm and a 12’ arm in lieu of twin 12’ arms or a 12’ and 8’ arm depending on how wide the median is and how wide the pavement is. When the median is narrower, shorter arm lengths may be used.

::On divided thoroughfare streets with depressed medians, where the poles are located on the outside edges of the roadway, the designer may use 8’, 10’, 12’ or 15’ arms depending on what provides the best lighting design with the longest pole spacing. This will depend on the width of the pavement on each side of the median and the overall width of the median.

=== Luminaires: ===
The type of luminaire used for the design shall be based on the roadway classification, pedestrian conflict area classification and the light level required:

====      Residential Streets: ====
:Luminaires used for residential streets shall be post-top luminaire with retrofit LED lamp meeting the current standard of the City of Overland Park.

====      Collector Streets: ====
:Cobrahead luminaires shall be LED roadway luminaires meeting the current standard of the City of Overland Park. They shall be Class C LED’s (250W HPS equivalent), Class D LED’s (150W HPS equivalent), or Class E LED's (100W HPS equivalent).

====      Thoroughfare Streets: ====
:Luminaires shall be LED roadway luminaires meeting the current standard of the City of Overland Park. They shall be Class A LED’s (400W HPS equivalent), Class B (310W HPS equivalent), Class C LED’s (250W HPS equivalent), or Class D (150W HPS equivalent).

=== LED Lamps: ===
LED lamps shall be (100 watt HPS equivalent) rated at a minimum of 5,000 lumens per the City of Overland Park Approved Materials List.

=== HPS Lamps: ===
HPS lamps may be encountered when designing near existing facilities. Use the following to determine the appropriate lumens for each HPS lamp type:
:400W HPS lamp is 50,000 lumens (cobra head)
:310W HPS lamp is 35,000 lumens (cobra head)
:250W HPS lamp is 30,000 lumens (cobra head)
:150W HPS lamp is 16,000 lumens (cobra head or post top)
:100W HPS lamp is 9,500 lumens (cobra head or post top)
:70W HPS lamp is 5,800 lumens (cobra head or post top)

=== Pole Foundations: ===
There are two main types of pole foundations that are used depending upon the particular situation. The preferred type is the screw-in foundation. However, concrete foundations may be used in specific situations.

====      Screw-in Foundations: ====
:Poles shall generally be installed on galvanized steel screw-in foundations. There are four different types of screw-in foundations that are used for specific pole sizes and configurations according to the standard details.

:Type R foundations are used only with residential style 14’ tall poles (OP14 Series).

:Type T1 foundations are used only for poles with 30’ mounting heights and arm lengths and configurations for OP301, OP302 and OP303 Series poles.

:Type F1 foundations are used for poles with 40’ mounting heights and arm lengths and configurations for OP401 and OP402 Series poles.

:Type F2 foundations are used for poles with 40’ mounting heights and arm length and configurations for OP403 Series poles.

====      Concrete Foundations: ====
:The use of concrete pole foundations should be limited for special situations where a screw-in foundation is not acceptable. Examples of situations where concrete foundations are acceptable are where subsurface rock is encountered which makes it impossible to use a screw-in foundation; when it is necessary to combine a concrete foundation and a concrete retaining wall; or in parking lot areas where it is desirable use a raised concrete foundation to protect the poles from vehicle bumper damage.

=== Streetlight Control Center Foundation: ===
There are two main types of control center foundations that are used depending upon which type of streetlight control center is used. A pad mounted controller foundation for a 4-circuit streetlighting controller is the standard and obviously should be used for 4-circuit controllers. A pad mounted controller foundation for a 1 circuit controller should be used for a 1-circuit streetlighting controller.

=== Conduit: ===
Conduit shall be used for all streetlighting circuit cable as well as for electrical service cable. The type and size varies for the particular installation.

====      Streetlight Circuit Conduit: ====
:Conduit shall be 2" diameter, gray, high density polyethylene (HDPE), SDR 13.5 unless more than two circuit cables are contained in one conduit. If this is the case, a 3" diameter or larger conduit or two parallel 2" diameter conduits should be used that provides enough room for all the cables while still allowing ease of pulling. (See criteria above for discussion on parallel circuits)

====      KCP&L Electrical Service Conduit: ====
:KCP&L has specific requirements for the electrical service conduit. They will accept gray, Schedule 40 PVC conduit in a trenching application. If the conduit will be bored, it has to be SDR 13.5 HDPE (black with red stripes). If the conduit is serving a 4-circuit controller, the size shall be 3”. If the conduit is serving a 1-circuit controller, the size shall be 2” since a 3” conduit will not physically fit into the controller base collar.

=== Electrical Cable: ===
They type of electrical cable is dependant on the particular use. There are four main types of cable:
#Circuit distribution cable,
#Pole and bracket cable,
#KCP&L electrical service cable, and
#Bare copper ground cable.

====      Circuit Distribution Cable: ====
:Only #4 AWG copper USE electrical cables are allowable as circuit cables in conduit from appurtenance to appurtenance. Three wires are required for each circuit. One cable is for the system ground and the other two cables are for each hot leg of a 240volt circuit.

====      Pole and Bracket Cable: ====
:Only #10 AWG copper THHN/THWN electrical cables are allowable in the streetlight pole, luminaire bracket arm and luminaire.

:In situations where HDPE conduit is installed for possible future use, a #10 AWG copper THHN/THWN cable is also used as a locating cable so the conduit can be located in the field.

====      KCP&L Electrical Service Power Cable: ====
:The size of cable used for the electrical service cable should be based on voltage drop calculations from the power supply to the streetlighting controller cabinet. It is preferable to keep the controller cabinet as close to the power supply as possible to minimize the voltage drop and the size of the cable. For a 100 Amp service, the minimum wire size is a #2 AWG copper USE electrical cable.

====      Locating Cable: ====
:Locating cable inserted into an otherwise empty conduit that is installed for future use shall be 1c#10.

====      Solid Copper Ground Cable: ====
:A bare solid copper #6 AWG ground cable is required from the streetlight control center to the adjacent ground rod in order to provide the required grounding according to the National Electric Code.

=== Junction Boxes: ===
There are two types of junction boxes used for streetlighting projects according to their size. Where the streetlighting circuit connects to an existing or a future traffic signal, a traffic signal service box is used in place of a junction box. Each type of junction box is used in the following situations.

====      Type 1 Junction Box: ====
:Type 1 junction boxes are symbolized by a circle with a “J” in it and are used only where in-line splices are used to pass through the box or where one or two conduits enter the same box as shown below.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 9.JPG|600px|]]
|- style="text-align: center"
|Figure 9
|}

====      Type 2 Junction Box: ====
:Type 2 junction boxes are symbolized by a square with a “J” in it and are used where branch circuits are connected to the main circuit or where more than two conduits enter the same box as shown below. A type 2 junction box should also be located immediately adjacent to a streetlight control center.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 10.JPG|600px|]]
|- style="text-align: center"
|Figure 10
|}

=== Electrical Connector Kits: ===
Electrical connector kits consist of multi-tap connectors, and both fused and non-fused breakaway fuse holders and fuses.

====      Multi-tap Connectors: ====
:Each circuit consists of three #4 AWG copper USE cables coming into the pole and three #4 AWG copper USE cables coming out of the pole. Each set of incoming and outgoing cables will be connected by a multi-tap electrical connectors as detailed in the Standard Details. Three multi-tap connectors will be required in each pole base regardless of the number of luminaires installed on the pole.

====      Breakaway Fuse Holders: ====
:Breakaway fuse holders come as either fused or non-fused. They shall be installed in the base of each streetlight pole so the wires breakaway away free from the pole foundation in case of vehicular impact. Depending on whether you have one or two luminaires on the pole determines how many breakaway fused and non-fused connectors you will have.

#For single mounted luminaires, each pole will have two fused and two non-fused breakaway connectors.
#For twin mounted luminaires, each pole will have two non-fused breakaway connectors and four fused breakaway connectors.

====      Fuses and Slugs: ====
:Fused breakaway connectors are each supplied with an 8 amp fuse. The non-fused breakaway connectors have a ground slug in place of the fuse.

=== Streetlight Control Centers: ===
The City has two types of streetlight control centers that are allowed to be used under specific situations. They are either a single circuit or four circuit control center. Both control centers are designed for a 100 amp service and 240 volt single phase, three wire service. There are limited situations where Kansas City Power and Light Company cannot provide 240 volt service but can provide 208 volt power instead. This will have to be identified on a case by case basis.

=== Photo Cell: ===
Every streetlight control center will require a photo cell to control the on/off operation of the system.

=== Ground Rods and Clamps: ===
A 5/8” x 10’ ground rod and clamp is required at every control center foundation and at every concrete pole foundation, if a screw-in foundation cannot be installed.

=== Breakaway Pole Device: ===
All poles for 30’ and 40’ mounting heights shall be installed on a breakaway pole device. The breakaway device may either consist of four individual breakaway couplings that are installed on each anchor bolt or one frangible breakaway pole base according to the Standard Details. Breakaway pole devices are not required for 14’ residential type streetlight poles or if the light pole is located on a raised concrete base, such as in parking lots, or if the poles is installed on top of a concrete bridge rail.

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== Preparation of Plans: ==
The plans shall be prepared in accordance with the following guidelines unless otherwise pre-approved by the Engineer. The engineer or project manager shall follow the [[Media:Streetlighting Plan Review Check List.pdf|design review checklist]] during plan review or design.

=== Scale: ===
The preferred plan scale for streetlighting plans is 1”=40’. Two lines of the street plans may be located on the same sheet above and below each other. A scale and north arrow shall be indicated on each plan sheet.

=== Topography: ===
The following guidelines shall be followed in the preparation of streetlighting base maps depending on if the design is part of a larger roadway improvement project or if it is a stand-alone streetlighting project.

====      Streetlighting Plans as Part of Other Roadway Improvement Projects: ====
:Features affecting lighting design, such as drive entrances and intersections, curb and median lines, storm drainage pipes and inlets, underground and overhead utilities, existing streetlights, existing control centers, existing lighting circuits, existing junction or service boxes and proposed streetlighting system should be shown on the plans with proper symbols as shown in the “Streetlight Legend” on the Standard Details. All existing and proposed trees and landscaping shall be indicated in order to avoid conflict with new streetlight poles. New construction items should be subdued so the streetlighting conduit, poles, boxes, etc. stand out.

:All existing and proposed right-of-way, easements, etc. shall be shown on the plans. A centerline shall be shown with stationing for the main roadway as well as the side streets to be able to positively locate the poles. Street names shall be shown for major and minor streets.

:House addresses shall be labeled on each lot as well as street names to assist in locating features in the field.

====      Stand-Alone Streetlighting Plans: ====
:It is acceptable for plans to be prepared on aerial photography base maps instead of topographical survey base maps on stand-alone streetlighting plans when they are not part of a larger roadway improvement project. In such cases, underground and overhead utilities shall still be indicated on the plans along with existing streetlights, existing control centers, existing junction or service boxes along with the proposed streetlighting system with proper symbols as shown in the “Streetlight Legend” on the Standard Details.

:All existing and proposed right-of-way, easements, etc. shall also be shown. It is not necessary to develop a centerline as long as the streetlighting equipment is positively located with dimensions to existing features such as driveways, inlets, fire hydrants, etc. House addresses should be labeled on each lot as well as street names to assist in locating features in the field.

=== Plan Coordination with Roadway Design: ===
Lighting plans shall be coordinated with the road, signal, signing plans, etc. to ensure conflicts with other construction features do not exist. The designer needs to become acquainted with features such as existing overhead and underground utilities to avoid conflicts.

=== Plan Submittals: ===
There should be a minimum of three plan submittals for every streetlighting project whether it is a stand-alone project or part of a larger roadway project. Plans should be submitted at the Preliminary, Field Check and Final plan stage. The plans will be reviewed in accordance to the [[Media:Streetlighting Plan Review Check List.pdf|Streetlighting Plan Review Checklist]] as a base.

====      Preliminary Plans: ====
:Preliminary lighting plans should show the location of all poles and luminaires symbolized according to the Standard Details so the reviewer can determine proposed lamp wattage and mounting heights; tentative locations of control centers and power supplies; cable routing and junction boxes. It should also show the point by point lighting levels.

:On stand-alone projects, a cover sheet should be included that identifies the project location, utility contact numbers, scale and north arrow, table of contents, and signature blocks.

:The following information should be included on the General Notes sheet in the plans:
::Pedestrian Conflict Area
::Functional Street Classification

::Luminance Design Criteria (as listed in the Design Criteria Table)
::Avg. Maintained Luminance
::Avg: to Min. Luminance Uniformity Ratio
::Max. to Min. Luminance Uniformity Ratio
::Veiling Luminance Ratio

:Luminance Design Results (based on actual design spacing)
::Avg. Maintained Luminance
::Avg. to Min. Luminance Uniformity Ratio
::Max. to Min. Luminance Uniformity Ratio
::Veiling Luminance Ratio

:Illuminance Design Results
::Avg. Maintained Illuminance
::Avg. to Min. Illuminance Uniformity Ratio
:The illuminance design results should be reported for the design pole spacing so the actual results can be field measured and compared to the calculation results.

====      Field Check Plans: ====
:Field check lighting plans should show the location of all poles and luminaires, final locations of control centers, power supplies, cable routing and junction boxes. Each pole should be identified according to the “Streetlight Designation” in the Standard Details which includes the control center address (show as XXXX or YYYY if unknown at this stage), circuit number, pole number, arm lengths, and station and offset.

:If the streetlighting system cable is running in shared conduit with traffic signal plans, the plans should show the appropriate conduit locations and shall be coordinated with the traffic signal plans. If the proposed lighting circuits will be tied into existing systems, enough detail should be included to be able to ascertain the number of existing lights on the existing circuits in order to verify voltage drop calculations.

:Voltage drop calculations shall be submitted at the field check stage in order to verify the calculations. The Standard Details should be included in the field check submittal, including the Bill of Materials sheet. Quantities do not have to be completed at this stage.

====      Final Plans: ====
:Final lighting plans should include everything as identified in the field check plans. In addition, the final plans should include pole addresses (supplied by the City) for thoroughfare and collector streets. Pole addresses are not required for residential streetlighting plans. All “Miscellaneous Conduit Detail” references shall be identified for each pole. All control centers shall be shown with electrical service addresses and power sources accurately identified. All construction notes to clarify any construction details shall be shown. All Standard Details, including the completed Bill of Materials shall be included at this stage.

:If streetlighting cable is running in proposed traffic signal conduit, identify on both the streetlighting plans and the traffic signal plans under which bid item the conduit and cable will be paid for. If there are combination streetlighting and traffic signal poles, identify whether the poles, luminaires, bracket arms, pole and bracket cable and electrical connectors will be paid for under the traffic signal bid item or the streetlighting bid item.

:Depending on the number of comments made on the first submittal of final plans, a second set of final plans may be requested to verify that all comments have been addressed. The project manager will make that determination and convey his decision to the appropriate design staff.

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== Computation of Quantities: ==
The computation of quantities is critical to providing accurate information to the contractors bidding the project. Errors in the computation of quantities results in project cost change orders and delays in the project. Care should be taken to check quantities against the plan sheet design to verify that all items are included and accurate. What follows are some general guidelines that should be used such that the computation of quantities is consistent for all designs.

=== Streetlight Poles and Bracket Arms: ===
Streetlight poles and associated luminaire arms are always aluminum, unless otherwise specified in the plans or bill of materials. Streetlight poles are quantified per each according to the mounting height with the included bracket arm length and number of bracket arms. For example a 40’ aluminum pole w/ 8’ bracket arm or a 30’ aluminum pole w/ twin 8’ bracket arms.

The pole type should be based on the mounting height, the bracket arm length and the number of bracket arms. Refer to [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9904/FileDownload?targetFileType=Auto&keepAnnotations=false Table 1 – Luminaire Arm, Pole, Shoe Base & Anchor Bolt Data] on the Standard Detail sheet “Pole and Luminaire Details” to find the proper OP Designation that is required, such as OP14, OP301, OP402, etc. The pole designation is based on the number and length of the bracket arm as well as the mounting height. For example, a pole with a 40’ mounting height with one 12’ type B bracket arm corresponds to a OP402 series pole designation. The number of each pole type with the proper number and length of bracket arms should be listed in the Bill of Materials.

Combination lighting/signal poles are always steel, including the luminaire arms. If a combination lighting/signal pole is installed in a location where a future traffic signal is being considered, Chart B of the Traffic Signal Bill of Materials should be copied to the lighting sheet and filled out completely. This chart will be used to verify the length of the future mast arm that was considered. The combination lighting/signal pole quantity will include the luminaire bracket arm of the specified length in Chart B.

=== Pole Foundations: ===
foundations of the various types should be measured per each for each type used in the design.

====      Screw-in Foundations: ====
:Refer to the [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9904/FileDownload?targetFileType=Auto&keepAnnotations=false Screw-in Foundation Detail table] on the Standard Detail sheet “Pole Foundation Details” to select the foundation type based on the OP pole series designation. For example, a OP401 pole designation requires an F1 foundation. A OP403 pole designation requires an F2 foundation.

====      Concrete Pole Foundations: ====
:When used, they should be measured per each for the various sizes based on mounting heights of 14’, 30’ or 40’. A concrete pole foundation cap should be included for each concrete pole foundation.

=== Luminaires: ===
Luminaires should be measured per each according to the type used in the plans.

====      Luminaires on Collector Streets: ====
:On collector streets, the cobrahead luminaires shall be LED cobraheads of the specified Class C, D or E as shown in the design.

====      Luminaires on Thoroughfare Streets: ====
:On thoroughfare streets, the luminaires shall be LED cobraheads of the specified Class A, B, or C as shown in the design.

====      Luminaires on Residential Streets: ====
:On residential streets, fixtures should be post top luminaires, including the LED lamp. When relamping existing post top luminaires, revise one of the lines of text in the Bill of Materials to read “LED Lamp Retrofit” and fill in the quantity of the number of individual lamps required.

=== Junction and Service Boxes: ===
Junction boxes and service boxes should be measured per each according to the various types. If the streetlighting conduit and cable ties into a traffic signal service box that is being constructed as part of the project, the service box should be included in the traffic signal Bill of Materials. If the service box is installed in anticipation for a future traffic signal, then it should be included in the streetlighting Bill of Materials. The designer should make it clear on the plans how the measurement and payment will be made.

=== Control Centers: ===
Streetlighting control centers should be measured per each based on the type of control center used. Occasionally, an existing control center is relocated to a new concrete foundation. In these instances, revise one of the lines of text in the Bill of Materials to read “Relocate Existing Control Center on New Foundation”.

=== Concrete Control Center Foundations: ===
Concrete control center foundations should be measured per each based on the type of control center used. A quantity should also be included for a concrete control center foundation when an existing controller is being relocated on a new foundation.

=== Ground Rods: ===
Ground rods should be measured per each. One ground rod should be included for every concrete control center foundation. If a concrete streetlight foundation is used for a particular application, one ground rod should be included for each. Ground rod clamps are subsidiary to the ground rod.

=== Photo Cells: ===
Photo cells should be measured per each. One photo cell is required in every new streetlight control center. Relocated control centers will be able to re-use the existing photo cell.

=== Conduits: ===
Conduit should be measured per linear foot for each type and diameter used.

====      KCP&L Electrical Service Conduit: ====
:Conduit should be measured from the center of the streetlight controller (not the center of the entire pad) to the center of the power pole or transformer plus 4’ to allow for the large radius sweeps at each end. No additional measurement will be made for PVC conduit elbows or conduit fittings.

:Example: If the center to center distance is 100’, the conduit length required is 100’ + 4’ = 104’

====      1” PVC Conduit for Equipment Ground: ====
:PVC conduit should be provided at each concrete control center foundation and at each concrete pole foundation. Add 3' of 1" PVC conduit at each control center foundation or concrete pole foundation.

====      HDPE Conduit: ====
:HDPE conduit should be measured from the center of one appurtenance to the center of another appurtenance plus additional lengths for conduit sweeps. Conduit elbows, conduit fittings or couplings shall be considered subsidiary to the conduit.

:*Add 4’ of conduit to the center to center distance between two streetlight poles.
:*Add 3’ of conduit to the center to center distance between a streetlight pole and a junction box.
:*Add 2’ of conduit to the center to center distance between a streetlight pole and a service box.
:*Add 3’ of conduit to the center to center distance between a streetlight control center and a junction box.
:*Add 2' of conduit to the center to center distance between two junction boxes
:*Add 0' of conduit to the center to center distance between two service boxes

:Where poles are mounted on a raised concrete pedestal, such as in parking lots, or on a bridge rail, the conduit length should be increased accordingly based on the height of the raised pedestal or bridge rail.

:Example 1: If the center to center distance between poles is 180’, the conduit length required is 180’ + 4’ = 184’

:Example 2: If the center to center distance between a pole and a box is 20’, the conduit length required is 20’ + 3’ = 23’

:Example 3: If the center to center distance between a pole and a box is 50’, the conduit length required is 50’ + 2’ = 52’

:Example 4: If the center to center distance between a control center and a junction box is 5’, the conduit length required is 5’ + 3’ = 8’

:Example 5: If the center to center distance between two junction boxes is 70', the conduit length required is 70' + 2' = 72'

:Example 6: If the center to center distance between two service boxes is 70', the conduit length required is 70' + 0' = 70'

=== Cables: ===
Cable should be measured per linear foot for each type used.

====      3-1c #4 USE Distribution Cable: ====
:The measurement for 3-1c #4 USE distribution cable should be per linear foot for the bundle of cable consisting of three wires. Cable should be measured from the center of pole, junction box or control center to the center of pole, junction box or control center. Additional cable quantities are added to account for sweeps, to provide slack and to make connections. The additional length is computed as follows:

:*Add 5’ of slack at each pole with a 30’ or 40’ mounting height, mounted on a flush mounted concrete base or screw-in foundation with a breakaway pole device
:*Add 4’ of slack at each 14’ pole, mounted on on a flush mounted concrete base or screw-in foundation, since a breakaway pole device is not required.
:*Add 5’ of slack at each junction or service box for each circuit contained within.
:*Add 5’ of slack at each streetlight control circuit for each circuit contained within.

:Where poles are mounted on a raised concrete pedestal, such as in parking lots, or on a bridge rail, the cable length should be increased accordingly based on the height of the raised pedestal or bridge rail. Keep in mind that on a raised concrete pedestal or a bridge rail, there is no need to have a breakaway pole base. Therefore, the height above ground level will have to be adjusted for cable length.

:Example 1: If the center to center distance between two streetlight poles with 40’ mounting heights is 180’, the cable length required is 180’ + 5’+ 5’ = 190’

:Example 2: If the center to center distance between two 14’ poles mounted on a flush mounted concrete base or screw-in foundation is 200’, the cable length required is 200’ + 4’ + 4’ = 208’

:Example 3: If the center to center distance between two junction boxes is 60’, the cable length required is 60’ + 5’ + 5’ = 70’

:Example 4: If the center to center distance between a 14’ streetlight pole and a junction box is 20’, the cable length required is 20’ + 4’ + 5’ = 29’

:Example 5: If the center to center distance between a junction box and a streetlighting control center is 10’, the cable length required is 10 + 5’ + 5’ = 20’ per circuit.

====      1c #10 Pole and Bracket Cable: ====
:The measurement for 1c #10 pole and bracket cable should be measured per linear foot. The length depends on the mounting height of the luminaire, the length and type of bracket arm and the number of luminaires mounted on each pole. Two 1c #10 cables are required for the power to each of the luminaires and one 1c#10 cable is required for the ground to each of the luminaires.

:Power Conductors: A 12" to 14" cable surplus in each of the 1c#10 AWG pole and bracket cables is to be provided from the multiple tap connector to the line side of the fuse holder and from the load side of the fuseholder to the luminaire. Ground Conductor for Single Arm: A 12" to 14" cable surplus in the 1c#10 AWG ground cable is to be provided from the multiple tap connector to the load side of the un-fused fuseholder and from the line side of the un-fused fuseholder to the ground lug at the base of the pole. An additional 24" of surplus cable shall be provided between the ground lug at the base of the pole and the luminaire. Ground Conductor for Dual Arms: A 12" to 14" cable surplus in the 1c#10 AWG ground cable is to be provided from the multiple tap connector to the load side of the un-fused fuseholder and from the line side of the un-fused fuseholder to the ground lug at the base of the pole. An additional 24" of surplus in each ground cable shall be provided between the ground lug at the base of the pole and each luminaire.

====      1c #10 Pole and Bracket Cable (Poles with Single Luminaire): ====
:The total length for the power cables varies depending on the pole series and the bracket arm length. The total length has to be multiplied by two since there are two wires. In the following table “AL” stands for the arm length. Additional cable also has to be added for the ground cable that attaches between the ground lug in the pole and the ground terminal in the luminaire. Each luminaire will have three wires running to it from the base of the pole.

:{| width="800px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|1c#10 Pole and Bracket Cable for Poles with Single Luminaire
|-
! style="background:#dcdcdc;"|Mounting Height
! style="background:#dcdcdc;"|Pole Series
! style="background:#dcdcdc;"|1c#10 (Power)
! style="background:#dcdcdc;"|1c#10 (Ground)
! style="background:#dcdcdc;"|1c#10 (Total)
|-
| align="center"|15'
| align="center"|OP14
| align="center"|30.7'
| align="center"|17.3'
| align="center"|48'
|-
| align="center"|30'
| align="center"|OP301
| align="center"|56.7' + (2 x AL)
| align="center"|30.8' + AL
| align="center"|87.5' + (3 x AL)
|-
| align="center"|30'
| align="center"|OP302
| align="center"|56' + (2 x AL)
| align="center"|30' + AL
| align="center"|86' + (3 x AL)
|-
| align="center"|40'
| align="center"|OP401
| align="center"|77.7' + (2 x AL)
| align="center"|40.8' + AL
| align="center"|118.5' + (3 x AL)
|-
| align="center"|40'
| align="center"|OP402
| align="center"|76' + (2 x AL)
| align="center"|40' + AL
| align="center"|116' + (3 x AL)
|}

====      1c #10 Pole and Bracket Cable (Poles with Twin Luminaires): ====
:The total length for the power cables varies depending on the pole series and the bracket arm length. The total length has to be multiplied by four since there are two wires required for each luminaire. In the following table “AL” stands for the arm length. The equations have been set up to accommodate whether both arm lengths are the same or if there are different arm lengths on the same pole. Additional cable also has to be added for the ground cables that attach between the ground lug in the pole and the ground terminal in each luminaire. Each luminaire will have three wires running to it from the base of the pole. (See the Electrical Connector Details, in the Standard Details)

:{| width="800px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|1c#10 Pole and Bracket Cable for Poles with Twin Luminaires
|-
! style="background:#dcdcdc;"|Mounting Height
! style="background:#dcdcdc;"|Pole Series
! style="background:#dcdcdc;"|1c#10 (Power)
! style="background:#dcdcdc;"|1c#10 (Ground)
! style="background:#dcdcdc;"|1c#10 (Total)
|-
| align="center"|30'
| align="center"|OP303
| align="center"|115.3' + (2 x AL) + (2 x AL)
| align="center"|59.3' + AL + AL
| align="center"|174.6' + (3 x AL) + (3 x AL)
|-
| align="center"|40'
| align="center"|OP401
| align="center"|155.3' + (2 x AL) + (2 x AL)
| align="center"|79.3' + AL + AL
| align="center"|234.6' + (3 x AL) + (3 x AL)
|-
| align="center"|40'
| align="center"|OP403
| align="center"|152' + (2 x AL) + (2 x AL)
| align="center"|77.7' + AL + AL
| align="center"|229.7' + (3 x AL) + (3 x AL)
|-
|}

====      Electrical Service Power Cable: ====
:The measurement for electrical service power cable should be per linear foot for the bundle of cable consisting of three wires. Cable should be measured from the center of the streetlight control center to the center of the power source. The length of spare cable at the power source depends on whether the power source is a transformer mounted on a wood pole or a ground mounted sectionalizer. Additional cable quantities are added to account for sweeps, to provide slack and to make connections. The additional length is computed as follows:

:*Add 5’ of slack at the streetlight control center mounted on a flush mounted concrete base.
:*Add 42’ of slack at the base of the wood power pole, if the cable runs from the streetlight control center to a transformer on a wood pole.
:*Add 5' of slack at the pad mounted transformer or pedestal, if the cable runs from the streetlight control center to a ground mounted transformer or pedestal.

:Example 1: If the center to center distance between the streetlight control center and the wood power pole is 180’, the cable length required is 180’ + 5’+ 42’ = 227’

:Example 2: If the center to center distance between the streetlight control center and the ground mounted sectionalizer is 100’, the cable length required is 100’ + 5’ + 5‘ = 110‘

====      1c #6 Solid Copper Ground Cable: ====
:The measurement for 1c #6 solid copper ground cable should be measured per linear foot. The required cable length at any streetlighting control center or concrete pole foundation should be 5’.

=== Electrical Connectors: ===
Electrical connectors include breakaway non-fused connector kits, breakaway fused connector kits, fuses, and multi-tap streetlight connectors. The quantity at each pole depends on whether there are one or two luminaires on each pole. Quantities should be added at each existing pole where a new circuit is being tied into an existing circuit. The number of each type of electrical connector will be measured as follows:

====      One Luminaire per Pole: ====
:*Three multi-tap electrical connectors are required
:*Two breakaway fused connector kits are required
:*Two 8 amp fuses are required
:*One breakaway non-fused connectors with ground “slug” is required

====      Two Luminaires per Pole: ====
:*Three multi-tap electrical connectors are required
:*Four breakaway fused connector kits are required
:*Four 8 amp fuses are required
:*One breakaway non-fused connectors with ground “slug” is required

=== Breakaway Pole Devices: ===
The measurement for breakaway pole devices should be per each for each breakaway frangible base or per set for a set of four breakaway couplings for every streetlight pole with a 30’ or 40’ mounting height.
Breakaway pole devices are not required for 14’ poles or if a pole is mounted on a raised concrete pedestal or bridge rail.

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Streetlight Design Manual

2023-01-23T14:48:20Z

Irina Idelson: /*      Intersection Lighting for Continuously Lighted Streets: */

== General Purpose of the Design Manual: ==
'''Last Revised 9/16/21''' 
This Streetlight Design Manual has been written to serve as a general guideline when designing a streetlighting system for the City of Overland Park, Kansas. Although there are specific design requirements, the guidelines contained herein should not be a substitute for proper engineering design and judgment based on specific project situations. The purpose of this Streetlight Design Manual is to aid consultants as well as City of Overland Park staff to be consistent in the practice of designing streetlighting plans. It provides an overview of the design criteria to be used in the design; streetlighting installation determination; design considerations to take into account; explanation of the approved streetlighting equipment that is to be used; what information should be included on the plan sheets; and how to compute the quantities. Any questions regarding this manual may be directed to Bruce Wacker, P.E., Assistant City Traffic Engineer at the City of Overland Park, Kansas at (913) 895-6027 or by email at bruce.wacker@opkansas.org.

=== Purpose of Streetlighting: ===
The principal purpose of lighting is to provide improved visibility for the street users so they can make quick, accurate and safe decisions. Street users include vehicle operators, bicycle and motorcycle operators and pedestrians. Light that falls on pedestrian walkways enhances pedestrian traffic, but the streetlighting criterion does not mandate specific lighting levels on sidewalks, bike paths or other pedestrian paths. The Planning and Development Services Department has separate criteria for the lighting of pedestrian facilities and should be consulted. This document does however, mandate specific lighting levels at the conflict points of pedestrians and vehicles, such as at intersection crossing points.

=== Reference to Other Documents: ===
Wherever applicable, this design manual should be used in conjunction with the [https://www.ies.org/store/recommended-practices-and-ansi-standards/roadway-lighting/Roadway Lighting ANSI/IES RP-8-14] by the Illuminating Engineering Society, as herein modified and the [http://catalog.nfpa.org/2014-NFPA-70-National-Electrical-Code-NEC-and-Handbook-P1194.aspx?icid=B484 National Electric Code] by the National Fire Protection Association. The current editions of the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=198 City of Overland Park Streetlighting Resolution No. 4036], [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/832/FileDownload?targetFileType=Auto&keepAnnotations=false Design and Construction Standards, Volume 1 Design Criteria (latest edition)], [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/831/FileDownload?targetFileType=Auto&keepAnnotations=false Design and Construction Standards, Volume 2 Construction Specifications (latest edition)], the latest edition of the [https://www.opkansas.org/city-services/building-construction/civil-engineering/construction-standards/ Standard Details] and the [https://ppm.opkansas.org/wiki/index.php/Approved_Materials Approved Materials List], hereafter referred to as “City Standards” should be followed during the design of any streetlighting project.

=== Public or Private Ownership, Operation and Maintenance: ===
Different policies apply to streetlighting systems based on the final ownership, operation and maintenance of the system. The two types of systems are:
#Those that are installed in the public right-of-way that will be owned, operated and maintained by the City of Overland Park and
#Privately owned streetlighting systems that are installed in the public right-of-way that will not be owned, operated and maintained by the City of Overland Park.
Although each of the systems will be discussed, the design guidelines contained herein only apply to systems that are within the public right-of-way that are owned, operated and maintained by the City of Overland Park.

====      City-Owned, Operated and Maintained Lighting Systems: ====
:All City-owned, operated and maintained lighting systems shall be designed in accordance with the design criteria listed herein and use all pre-approved materials from the City's [http://ppm.opkansas.org/wiki/index.php/Preapproved_Materials Approved Materials List]. All lighting systems that are being designed in conjunction with the development of any public street or any developments that require modification of any streetlighting system within the public right-of-way by private consultants working for a developer are required to meet City Standards if the City will assume all ownership, operation and maintenance responsibilities after final acceptance of the project.

====      Privately Owned, Operated and Maintained Lighting Systems: ====
:All lighting systems within the public right-of-way that have been designated “privately owned” are not required to be constructed using City approved materials. However, the lighting system shall still be designed in accordance with the design criteria listed herein for average maintained light levels and uniformity ratios for the specific functional roadway classification and pedestrian conflict area classification and be constructed in accordance with the [http://catalog.nfpa.org/2014-NFPA-70-National-Electrical-Code-NEC-and-Handbook-P1194.aspx?icid=B484National Electric Code], current edition to ensure safe operation.

:All proposals for privately owned, operated and maintained lighting systems shall be pre-approved by the Overland Park City Council prior to final plan approval and execution and recording of the City standard maintenance agreement with the Johnson County Records and Tax Administration. If at any time, the homes association or other political subdivision requests the City to assume ownership of the lighting system, the streetlighting maintenance agreement establishes specific items that would need to be addressed before the request would be considered. One requirement is that the current streetlighting system would be have to be replaced with equipment meeting the current City Standards at the sole cost of the current owner.

:Privately owned streetlighting systems shall not be permitted to connect to any City-owned streetlighting system, whether it is poles, control centers, cable, junction boxes, etc. unless otherwise stipulated in the maintenance agreement.

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== Design Criteria: ==
The following section addresses the design criteria used for streetlighting in the City of Overland Park. There are three types of streetlighting design that are considered:
#Continuous lighting
#Partial lighting, and
#Safety lighting.

=== Continuous Lighting: ===
Continuous lighting is defined as streetlighting that is designed to provide specific average maintained light levels and uniformity ratios between adjacent poles in accordance with the functional classification of the street and the corresponding pedestrian conflict area classification. Continuous lighting design shall be required for:
#All collector streets
#All thoroughfare streets with four or more lanes
#All interim or ultimate two-lane thoroughfares with average two-way night-time traffic volumes of greater than 3,000 vehicles, where night-time is defined as the period from 6:00 PM to 6:00 AM

Interim or ultimate two-lane thoroughfares are those streets located in the southern portion of the city that were part of the adopted South Overland Park Transportation Plan.

Interim or ultimate two-lane thoroughfares with average two-way night-time traffic volumes of less than 3,000 vehicles are not required to have continuous streetlighting unless unique situations exist such as adjacent school facilities, etc. Any legacy streetlighting systems already in place on unimproved throughfares will not be upgraded until the thoroughfare is improved.

The following streetlighting design criteria will be used for continuous streetlighting on city streets, as identified on the latest edition of the City of Overland Park [http://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/27/FileDownload?targetFileType=Auto&keepAnnotations=false “Official Street Map”], and the [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9579/FileDownload?targetFileType=Auto&keepAnnotations=false “Future Development Plan”] available from the Planning and Development Services Department.

====      Functional Street Classifications: ====
:The functional street classifications are defined on the [https://www2.opkansas.org/files/dw/api/Docs/10347 “Official Street Map”].
:The “thoroughfare” street classification includes all thoroughfare streets whether divided or undivided; whether improved or unimproved; and whether two-lane, four-lane or six-lane excluding auxiliary left and right turn lanes.

:The “collector” street classification includes all super-collector streets, residential collector streets, apartment streets, commercial streets and industrial streets regardless of the number of lanes; whether improved or unimproved.

====      Pedestrian Conflict Area: ====
:The “high” pedestrian conflict area includes areas where significant numbers of pedestrians are expected to be on the sidewalks or crossing the streets during darkness. These are typically areas that are in the “Nonresidential Category” zoned for “commercial” or “mixed-use” such as retail areas, near theaters, or major pedestrian generators. All interchanges Shall be lit to "high" pedestrian conflict area criteria.

:The “medium” pedestrian conflict area includes areas such as libraries, apartments, neighborhood shopping and schools which would be considered in the “Nonresidential Category” and zoned as either "office", "hotels and motels", "light industrial", "industrial", “public and semipublic” or in the “Residential Category” that would be zoned as either “high-density”, “medium-high density” or “medium-density”. Review the "low" pedestrian conflict area if the property contains a religious facility.

:The “low” pedestrian conflict area includes areas in the “Residential Category” zoned as “low-density” such as single family residential housing or duplexes. The “low” pedestrian conflict area also includes areas in the “Nonresidential Category” zoned “public and semipublic” which contain religious facilities without primary or secondary schools on the property.

====      Luminance Criteria: ====
:The maintained averages for luminance, as listed in Table 1, shall be met or exceeded for all continuous lighting designs. The corresponding uniformity ratios and/or veiling luminance ratios shall be equal to or better than those listed in the following table for luminance. NOTE: The average luminance value shall be obtained by taking the average of individual luminance values at points across the entire number of lanes on the roadway regardless of the direction of traffic. Medians shall be excluded from these calculations.

:{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 1: Luminance Criteria'''
! colspan="2" align="center" style="background:#dcdcdc;"|Street and Pedestrian Conflict Area
! colspan="4" align="center" style="background:#dcdcdc;"|Luminance Criteria
|-
! align="center" style="background:#dcdcdc;"|'''Functional Street Classification'''
! align="center" style="background:#dcdcdc;"|'''Pedestrian Conflict Area'''
! align="center" style="background:#dcdcdc;"|'''Maintained Average (Lavg) (cd/m2)'''
! align="center" style="background:#dcdcdc;"|'''Uniformity Ratio (Lavg:Lmin) (Max Allowable)'''
! align="center" style="background:#dcdcdc;"|'''Uniformity Ratio (Lmax:Lmin) (Max Allowable)'''
! align="center" style="background:#dcdcdc;"|'''Veiling Luminance Ratio (LVmax:Lavg) (Max Allowable)'''
|-
| rowspan="3" align="center" style="background:#b0e0e6;" valign="center"|Thoroughfare
| align="center" style="background:#b0e0e6;"|High
| align="center" style="background:#b0e0e6;"|1.2
| align="center" style="background:#b0e0e6;"|3.0:1
| align="center" style="background:#b0e0e6;"|5.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| align="center" style="background:#b0e0e6;"|Medium 
| align="center" style="background:#b0e0e6;"|0.9
| align="center" style="background:#b0e0e6;"|3.0:1
| align="center" style="background:#b0e0e6;"|5.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| align="center" style="background:#b0e0e6;"|Low 
| align="center" style="background:#b0e0e6;"|0.6
| align="center" style="background:#b0e0e6;"|3.5:1
| align="center" style="background:#b0e0e6;"|6.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| rowspan="3" align="center" style="background:#90ee90;" valign="center"|Collector
| align="center" style="background:#90ee90;"|High
| align="center" style="background:#90ee90;"|0.8
| align="center" style="background:#90ee90;"|3.0:1
| align="center" style="background:#90ee90;"|5.0:1
| align="center" style="background:#90ee90;"|0.4:1
|-
| align="center" style="background:#90ee90;"|Medium 
| align="center" style="background:#90ee90;"|0.6
| align="center" style="background:#90ee90;"|3.5:1
| align="center" style="background:#90ee90;"|6.0:1
| align="center" style="background:#90ee90;"|0.4:1
|-
| align="center" style="background:#90ee90;"|Low 
| align="center" style="background:#90ee90;"|0.4
| align="center" style="background:#90ee90;"|4.0:1
| align="center" style="background:#90ee90;"|8.0:1
| align="center" style="background:#90ee90;"|0.4:1
|}

=== Partial Lighting ===
Partial lighting is defined as lighting in intersections, at points of potential conflict, of roadways without continuous lighting. This type of lighting is an interim step between safety lighting and continuous lighting that is used when traffic on roadways and intersections are at sufficiently low night-time average daily traffic volumes. In general, this type of lighting is used at the intersections of collector and residential streets with thoroughfares that have lower volumes and minimal commercial development.

The average maintained illuminance in the intersection shall conform to the values listed in Table 2 below based on the functional street classification and the pavement classification. The intersecting street with highest street classification that provides the highest light level should be used. For example, at an intersection between a thoroughfare street and a collector street, use the criteria for thoroughfare streets. The intersection lighting grid for partial lighting at intersections without continuously lighted streets should include the area between the radius points of all intersecting streets. (See Figure Below). Point spacing for calculating illuminance within the intersection lighting grid should be 5-foot maximum. Luminaire arms should be oriented perpendicular to the street centerlines and not angled toward the center of the intersection.

====      Pavement Classification: ====
:The directional surface reflectance characteristics of the pavement should be considered prior to running calculations for streetlighting. The pavement classification is based on the specularity of the pavement and a scaling factor as determined by the overall "lightness" of the pavement. For asphalt road surfaces, the pavement classification should be R2. For concrete pavement surfaces, the pavement classification should be R1.

{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 2: Average Maintained Illuminance Criteria for Partial Lighting at Intersections'''
! rowspan="2" align="center" style="background:#dcdcdc;"|Functional Street Classification
! colspan="3" align="center" style="background:#dcdcdc;"|Pavement Classification, (Lux) / (Fc)*
! rowspan="2" align="center" style="background:#dcdcdc;"|Uniformity Ratio (Eavg:Emin (Max Allowable)
|-
! align="center" style="background:#dcdcdc;"|'''R1'''
! align="center" style="background:#dcdcdc;"|'''R2 & R3'''
! align="center" style="background:#dcdcdc;"|'''R4'''
|-
| align="center" style="background:#b0e0e6;"|Thoroughfare
| align="center" style="background:#b0e0e6;"|6.0 / 0.6
| align="center" style="background:#b0e0e6;"|9.0 / 0.9
| align="center" style="background:#b0e0e6;"|8.0 / 0.8
| align="center" style="background:#b0e0e6;"|3.0:1
|-
| align="center" style="background:#afeeee;"|Collector
| align="center" style="background:#afeeee;"|4.0 / 0.4
| align="center" style="background:#afeeee;"|6.0 / 0.6
| align="center" style="background:#afeeee;"|5.0 / 0.5
| align="center" style="background:#afeeee;"|4.0:1
|-
| align="center" style="background:#e0ffff;"|Local
| align="center" style="background:#e0ffff;"|3.0 / 0.3
| align="center" style="background:#e0ffff;"|4.0 / 0.4
| align="center" style="background:#e0ffff;"|4.0 / 0.4
| align="center" style="background:#e0ffff;"|6.0:1
|}
*The street classification with the highest light level should be used. 

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Partial Lighting Conflict Area.JPG|600px|]]
|- style="text-align: center"
|Conflict Area
|}

=== Safety Lighting: ===
Safety lighting is defined as lighting that does not provide specific maintained light averages and uniformity ratios between adjacent poles in accordance with the functional classification of the street and corresponding pedestrian conflict area classification. The purpose of this type of lighting design is to provide enough light on the street to enhance the safety of the street users but to avoid over lighting the area. All residential streets shall be designed based on the safety lighting design parameters.

Since June 11, 1979, the City policy has been not to continuously light residential streets. Only "partial" or "safety" lighting is provided. All streetlights on residential streets will be installed in conformance with the following basic guidelines.

====      At Intersections with Other Residential Streets: ====
:In order to provide lighting within the conflict area of two residential streets, a light pole will be installed on one corner of an intersection or opposite the intersection in the case of a T-intersection. (See Figure 1a)

====      On the Same Side as the Sidewalk: ====
:Streetlights should generally be installed on the same side of the street as the sidewalk unless there are significant utility or storm sewer conflicts. Any variance from this practice should be approved by the engineer or project manager.

====      Near Intersections with Another Pole Oriented in a Different Direction: ====
:Where an intersection between two local streets has a light pole located at the corner but the luminaire is oriented toward the direction of the primary local street, a second light pole may be located on the secondary local street oriented in the direction of its centerline as long as the light pole is installed greater than 50’ from the back of curb line on the primary local street extended, and it is not on the same corner as the light oriented toward the primary street. (The primary street is the street that is expected to have the higher traffic volume.) 
:With intersections of local streets with thoroughfare or collector streets, carry the continuous lighting of the thoroughfare or collector street through the intersection. Install a post top light at the intersection oriented toward the local street.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 1.JPG|800px|]]
|- style="text-align: center"
|Figure 1a
|}
 
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 1b.jpg|800px|]]
|- style="text-align: center"
|Figure 1b
|}

====      Within Cul-de-Sac Bulbs: ====
:A light pole will be installed within the cul de sac bulb when the cul-de-sac street is longer than 200 feet measured from the intersection of the intersecting streets to the center of the cul-de-sac bulb. (See Figure 2)

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 2.JPG|800px|]]
|- style="text-align: center"
|Figure 2
|}

====      At Changes of Roadway Alignment: ====
:A light pole will be installed at changes of alignment of 60° or more which are 200 feet or more from an intersection, measured from the intersection of the local street centerlines, to the middle of the curve radius along the centerline of the local street, (See Figure 3)
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 3.JPG|800px|]]
|- style="text-align: center"
|Figure 3
|}

====      Mid-block Streetlights: ====
:A minimum number of mid block streetlights will be installed in order to achieve a desired pole spacing of approximately 250 feet. The maximum spacing between lights should not exceed 280 feet and the minimum spacing between lights should not be less than 225 feet unless otherwise approved by City staff. Lights should desirably be located on or near a property line and not in front of window lines if avoidable.

=== Intersection Lighting: ===
Intersections pose the highest conflict area for both vehicles and pedestrians. Therefore, the light levels should be higher for intersections than each individual street. The illuminance method, rather than the luminance method is the recommended design for intersection lighting. The following design criterion has been established for the illumination at street intersections on streets with continuous lighting.
====      Intersection Lighting for Continuously Lighted Streets: ====
{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 3: Illuminance Criteria for Intersections with Continuous Lighted Streets'''
! rowspan="2" align="center" style="background:#dcdcdc;"|Functional Street Classification
! colspan="3" align="center" style="background:#dcdcdc;"|Average Maintained Illumination at Pavement by Pedestrian Area Classification, (Lux) / (Fc)
! rowspan="2" align="center" style="background:#dcdcdc;"|Uniformity Ratio (Eavg:Emin (Max Allowable)
|-
! align="center" style="background:#dcdcdc;"|'''High'''
! align="center" style="background:#dcdcdc;"|'''Medium'''
! align="center" style="background:#dcdcdc;"|'''Low'''
|-
| align="center" style="background:#b0e0e6;"|Thoroughfare / Thoroughfare
| align="center" style="background:#b0e0e6;"|34.0 / 3.4
| align="center" style="background:#b0e0e6;"|26.0 / 2.6
| align="center" style="background:#b0e0e6;"|18.0 / 1.8
| align="center" style="background:#b0e0e6;"|3.0:1
|-
| align="center" style="background:#afeeee;"|Thoroughfare / Collector
| align="center" style="background:#afeeee;"|29.0 / 2.9
| align="center" style="background:#afeeee;"|22.0 / 2.2
| align="center" style="background:#afeeee;"|15.0 / 1.5
| align="center" style="background:#afeeee;"|3.0:1
|-
| align="center" style="background:#e0ffff;"|Thoroughfare / Local
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
|-
| align="center" style="background:#90ee90;"|Collector / Collector
| align="center" style="background:#90ee90;"|24.0 / 2.4
| align="center" style="background:#90ee90;"|18.0 / 1.8
| align="center" style="background:#90ee90;"|12.0 / 1.2
| align="center" style="background:#90ee90;"|4.0:1
|-
| align="center" style="background:#a1edbb;"|Collector / Local
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
|-
| align="center" style="background:#f0f0f0;"|Local / Local
| align="center"|See Note 1
| align="center"|See Note 1
| align="center"|See Note 1
| align="center"|See Note 1
|-
|}
Note 1: Intersection lighting analysis is not required for these types of intersections. The criterion is satisfied if a post top light is placed at each intersection per [[#_At_Intersections_with_Other_Residential_Streets:|Figure 1a]]. 
Note 2: Intersection lighting analysis is not required for these types of intersections. The criterion is satisfied if a post top light is placed at each intersection per [[#.C2.A0.C2.A0.C2.A0.C2.A0.C2.A0At_Intersections_with_Other_Residential_Streets:|Figure 1b]] in addition to any continuous lighting that may be required.

The intersection lighting grid for intersections on continuously lighted streets is defined as the quadrilateral whose adjacent sides intersect at the midpoint of the curb radii at the back of curb (See Figure 4). The amount of light should be proportional to the classification of the intersecting streets and be equivalent to the sum of the values used for each separate street. If an intersecting street is illuminated above the recommended value, then the intersection illumination value should be increased proportionately. Intersections of collector and thoroughfare streets with local streets should be illuminated according to Table 3 above since criteria has not been established for continuously lighting local streets. Point spacing for calculating illuminance within the intersection lighting grid should be 5-foot maximum.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 4.JPG|600px|]]
|- style="text-align: center"
|Figure 4
|}
The LED class at intersections of identical functional street classifications (e.g. Thoroughfare / Thoroughfare) shall use the same LED class all the way around the intersection. 
The LED class on thoroughfare intersection approaches which have more than one turn lane shall increase the LED class by one LED class more than the roadway segment analysis through the length of the turn bay on the side of the turn lanes only. This occurs outside the area of the intersection analysis.

=== Roundabout Lighting ===
==== Horizontal Illuminance Recommendations ====
In order to adequately address the visibility of the roadway, pedestrians, and hazards through a roundabout, all roundabouts will be provided with lighting. The horizontal lighting levels used for the design of the roundabout lighting will be equal to the lighting levels used for intersections included in Table 2, for streets that are not continuously lighted or Table 3, for streets that are continuously lighted. In addition to these horizontal requirements there are also vertical requirements in the crosswalks if they are present.

==== Vertical Illuminance Recommendations ====
It is recommended that the averge vertical illuminance for a series of points 5 feet in height, along the centerline of the crosswalk extending to the edge of the roadway, spaced at 1.65 feet, for each driving direction, be equal to the required horizontal illuminance and uniformity for the roundabout in either Table 2 or Table 3 as applicable.

==== Pole Placement Recommendations ====
Pole placement is critical in creating good visibility in a roundabout. It is recommended that streetlight poles be placed around the perimeter of the roundabout at locations on the approach side of the crosswalks, if present.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Roundabout Perimeter Lighting.JPG|600px|]]
|- style="text-align: center"
|Perimeter Pole Placement
|}

==== Calculation Grids ====
The calculation grid for the horizontal illuminance in a roundabout should include the area immediately before the splitter islands (at the start of the gore) and then throughout the roundabout. Central islands need not be included in the horizontal illuminance calculation. The grid spacing should be no greater than 6.6 feet. The calculation grid for the vertical illuminance in the crosswalk portion of a roundabout should include a series of points 5 feet in height, centered in the crosswalk, spaced at 1.65 feet, for each driving direction. The vertical illuminance calculation should be performed toward the direction of an approaching driver at 5 feet height above the roadway at a distance of one safe sight stopping distance as determined by the roundabout speed.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Roundabout Calculation Grid.JPG|600px|]]
|- style="text-align: center"
|Horizontal Calculation Grid
|}

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Vertical Grid at Roundabout.JPG|600px|]]
|- style="text-align: center"
|Vertical Calculation Grid
|}

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|+
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| align="left"|[[#top|'''Top''']]
| align="right"|[[#Design Criteria:|'''Design Criteria:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=Design Criteria:]]
|}
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== Streetlighting Installation Determination: ==
The following information has been established for all City-owned and maintained streetlighting systems installed in public right-of-way. The following explains when streetlighting will be installed. Additional information is contained in [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=198 City of Overland Park Streetlighting Resolution No. 4036, A Resolution Establishing Policy for City-Owned Streetlighting], and the [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3614 Overland Park Municipal Code Chapter 13.10].

=== Local Residential Streets: ===
There are four main distinct scenarios identified in which streetlights will be considered for installation. They are:
#Streets with existing City-owned streetlights,
#Streets that do not have any streetlighting,
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L), and
#New streets that are being constructed either through the City’s Capital Improvement Plan (CIP) or by developers.

====      Residential Streets with Existing City-owned Streetlighting: ====
:Where street plans were approved prior to February 7, 2011, the City will replace or modify the existing streetlighting system with a new streetlighting system meeting the current streetlighting resolution as the street(s) are reconstructed as part of a major residential street reconstruction program. This does not include general pavement rehabilitation programs such as micro-surfacing, chip seal or residential street overlay programs. The City will not consider requests or petitions to upgrade the existing streetlighting system to the current standards unless all other lighting obligations within the City have been met, including replacement of Kansas City Power and Light Company streetlights the City has purchased and streets that currently do not have any streetlighting.

====      Residential Streets with no Existing Streetlighting: ====
:Where City streets do not have any existing streetlighting, the City will consider streetlighting using City at Large funds if a petition from over fifty (50) percent of the residences along the street(s) to be lighted is received and verified. Only one signature is allowed per residence on the petition. The City is responsible for receiving and verifying petitions which can be obtained from the Public Works Department. Verified, valid petitions will be listed for Public Works Committee consideration. The Public Works Committee in turn will make recommendations to the City Council for construction of local residential streetlighting consistent with the amount of funds budgeted for that purpose. When requests exceed funding, priority will be given to those local residential streets with the most police reports of nighttime crime and nighttime traffic accidents.

====      Residential Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

====      New Residential Streets ====
:Where street plans were approved on or after February 7, 2011, the developers are required to install streetlights on all local residential streets which have street plans approved in accordance with [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3632 Overland Park Municipal Code Chapter 13.10.050]
:Appropriate City staff shall have authority in determining the extent and phasing of streetlight construction, including the location of any applicable streetlight control centers that best fit into the overall master plan for future expansion of lighting circuits.

=== Collector Streets: ===
There are three main distinct scenarios identified in which streetlights will be considered for installation. They are:
#Streets with existing City-owned streetlights,
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L), and
#New streets that are being constructed either through the City’s Capital Improvement Plan (CIP) or by developers.

====      Collector Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

====      Collector Streets with Existing City-owned Streetlighting: ====
:Where street plans were approved prior to February 7, 2011, the City staff may initiate streetlighting requests for these types of streets via the City's Capital Improvements Program (CIP) which is reviewed and updated annually. Approved collector streetlighting projects are normally listed in the Budget.

====      New Collector Streets: ====
:Where street plans were approved on or after February 7, 2011, developers are required to install streetlights on all such types of streets which have street plans approved in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3632 Overland Park Municipal Code Chapter 13.10.050]
:Appropriate City staff shall have authority in determining the extent and phasing of streetlight construction, including the location of any applicable streetlight control centers that best fits into the overall master plan for future expansion of lighting circuits.

=== Thoroughfare Streets: ===
There are two main distinct scenarios identified in which streetlights will be considered for installation. They are:
#New City-owned streetlights, and
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L).

====      New Thoroughfare Streets: ====
:The City staff may initiate thoroughfare streetlighting requests for this type of street via the City's Capital Improvement Program. Approved primary thoroughfare streetlighting projects are normally listed in the Budget.

====      Thoroughfare Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

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|+
|align="left" width="30px"|[[File:Up arrow 66x80.png|50px|link=#top]]
| align="left"|[[#top|'''Top''']]
| align="right"|[[#Streetlighting Installation Determination:|'''Streetlighting Installation Determination:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=Streetlighting Installation Determination:]]
|}
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== Design Considerations: ==
Before initiating the design of a streetlighting system, the designer should contact the City staff to discuss the specific design criteria for the project and determine the scope of the project. Decisions should be made in regard to the functional roadway classification and pedestrian conflict area as well as the type of equipment that will be used in the design. The following is a brief summary of general design considerations.

=== Establish the Lighting Design Criteria: ===
All streetlighting designs for collector and thoroughfare streets shall be done in accordance with the Continuous Streetlighting Design Criteria, as already discussed.

From the [[#Continuous Lighting:|Design Criteria Table]], select the row corresponding to the functional roadway classification (Major or Collector). Then select the row corresponding to the pedestrian conflict area (High, Medium or Low). Follow this row across the table to determine the maintained average luminance, average to minimum luminance uniformity ratio, maximum to minimum luminance uniformity ratio and veiling luminance ratio to be achieved in the design.

Before any design is initiated, the designer should discuss the functional roadway classification and the pedestrian conflict area classification with City staff. The pedestrian conflict area should be based on the City of Overland Park’s Future Development Master Plan and the functional roadway classification should be based on the City of Overland Park Official Street Map.

Design calculations, indicating the design pole spacing, should be submitted with supporting data to verify that the proper light levels have been achieved.

=== Light Loss Factor: ===
After the initial installation of the streetlighting system, the light output continues to decrease over time due to many external factors. The result of the time-dependent depreciation effects must be considered in the initial design. The lighting design is based on a specific lighting level that should always be maintained at the end of the maintenance period. Therefore, the initial lighting in the field will always be brighter than required.

The light loss factor (LLF) is a multiplying factor included in the calculations to account for factors which change in time after the initial installation of the streetlighting system. This factor is the product of many other individual factors such as the maintenance factor, lamp lumen depreciation, luminaire dirt depreciation, equipment factors, etc. The LLF is multiplied by the initial lumen rating of the light source to determine the number of maintained lumens in the design. The LLF that should be used for all high pressure sodium (HPS) City streetlighting systems is 0.81. The LLF that should be used for all LED City streetlighting systems is 0.91.

=== Luminaire Selection: ===
The luminaire selection should be based on the type of street as well as the ability to meet the lighting criteria and maximize the pole spacing. All luminaires used on collector streets and thoroughfare streets shall be LED cobrahead style. All luminaires on residential streets shall still be high pressure sodium (HPS). NOTE: The City has multiple LED cobrahead fixtures on their approved list that may yield slightly different lighting results. For design calculations, the Leotek fixtures should be used for all street and area classifications. As of April 12, 2022, the use of American Electric Autobahn fixtures for design calculations is suspended due to discontinuation of the approved product. The IES photometric files can be found on the City's [https://ppm.opkansas.org/wiki/index.php?title=Approved_Materials_-_Streetlighting#LED_Cobrahead_Luminaire Approved Materials List].

====      Luminaire Classifications for Collector and Thoroughfare Streets: ====
:In general cobrahead LED luminaires are rated as Class A through Class E depending on their ability to light a particular type of roadway and cross section. An approximate comparison between the different classes of LED luminaires and HPS luminaires is as follows:
:Class A LED – approximately equivalent to a 400W HPS
:Class B LED – approximately equivalent to a 310W HPS
:Class C LED – approximately equivalent to a 250W HPS
:Class D LED – approximately equivalent to a 150W HPS
:Class E LED – approximately equivalent to a 100W HPS

:One of the reasons the City has moved toward LED luminaires is to reduce the long term cost of electrical charges. Therefore, the lowest class of LED luminaire should be used in the design that satisfies the given lighting criteria. The designer should consult with the City’s project manager at the early stages in design to verify the proper fixture to use based on appropriate calculations

====      Luminaire for Residential Streets: ====
:All luminaires on residential streets shall be a post top mounted fixture with a retrofit LED lamp.

=== Street Width: ===
The street width is the distance between back of curb. On divided roadways, the street width is measured from the outside back of curb to the back of median curb. The median is not included in the calculation grid.

=== Pole Locations: ===
Pole locations will vary depending on the type of street. Residential streets, collector streets in residential neighborhoods, collector streets in commercial areas, undivided thoroughfare streets, and divided thoroughfare streets will all have different design challenges. In addition to the pole location criteria already discussed for residential streets, there are additional pole location preferences that should be kept in mind. Each of the pole location preferences will be further discussed as follows.

====      Pole Location Preferences on Residential Streets: ====
:Sidewalks are generally only constructed on one side of residential streets. Since the streetlights do provide some residual benefit of lighting the sidewalk and enhance pedestrian safety, the first choice for locating the streetlight poles should be on the sidewalk side of the street.

:As long as there is a minimum of a 4’ grass parkway between the back of curb and the sidewalk, the poles should desirably be located in the grass parkway. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. If a 3’ pole setback cannot be achieved, consideration should be made to move the sidewalk adjacent to the curb, at least near the vicinity of the pole, and locate the pole 1’ behind the sidewalk.

:If streetlight poles cannot be located on the sidewalk side due to storm drainage, utility conflicts or right-of-way considerations, the poles may be moved to the other side of the street. The 3’ minimum setback from the back of curb to the center of the pole should still be maintained.

:Poles located at the intersection of residential streets should desirably be placed so the light pole can be used to mount stop, yield and street name signs. That means that they should be installed as near to the location where a vehicle should stop while maintaining a minimum of 3’ setback from the back of curb.

:All poles installed in residential areas should ideally be located on or near property lines whenever possible. In the case of larger lots, poles cannot always be located on the property line. In these cases, in order not to exceed the maximum desired pole spacing, poles can be located within the lot. The designer should take care not to locate the pole in front of large windows of houses.

:Any pole located near a residential drive entrance should be located a minimum of 3’ from the edge of the drive or concrete wing. The designer should always be careful not to mount a pole in a location that could be in the path of an errant vehicle that may be backing out of the driveway. An example would be on a curved drive entrance.

:The designer should also coordinate the location of all poles with existing trees, such that the fixture does not extend into the tree canopy or such that the tree canopy does not block the light output from the fixture.

====      Pole Location Preferences on Collector Streets: ====
:Collector streets generally have sidewalks on both sides of the street and are typically undivided roadways. Poles should be located on one side of the street which has the least conflicts with utilities.

:As long as there is a minimum of a 4’ grass parkway between the back of curb and the sidewalk, the poles should desirably be located in the grass parkway. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. If a 3’ pole setback cannot be achieved, consideration should be made to move the pole 1’ behind the sidewalk. Longer bracket arms can be used to accommodate poles located behind the sidewalk.

:Any pole located near a residential or commercial drive entrance should be located a minimum of 3’ from the edge of the drive or concrete wing. The designer should always be careful not to mount a pole in a location that could be in the path of an errant vehicle that may be backing out of the driveway. An example would be on a curved drive entrance.

:The designer should also coordinate the location of all poles with existing trees, such that the fixture does not extend into the tree canopy or such that the tree canopy does not block the light output from the fixture.

:Occasionally collector streets will be constructed with a raised median the entire length or possibly on the approach of an intersection. Poles can be located within the median with luminaires mounted at 180° to each other in order to provide lighting on each side of the median.

:Where collector streets are designed with more than two lanes, such as in commercial areas where the roadway widens out to include multiple through lanes and turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The desired pole arrangement in this case would be staggered across the street.

====      Pole Location Preferences on Undivided Thoroughfare Streets: ====
:On undivided thoroughfare streets, the light poles will generally be located on one side of the roadway, usually due to overhead power lines on the other side. The side selected to locate the poles on should be based on conflicts with overhead and underground utilities. Where situations allow, consideration should be given to a staggered arrangement if that provides the best lighting.

:At approaches to intersections, where the roadway widens out to include turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The desired pole arrangement in this case would be staggered across the street.

====      Pole Location Preferences on Divided Thoroughfare Streets: ====
:Streetlight poles with two luminaires oriented 180° apart should be located in the center of raised medians in the case of divided thoroughfares. It is acceptable to locate streetlight poles in medians measuring a minimum of 4’ from back of curb to back of curb, since all poles will be mounted on breakaway supports.

:If the center median is depressed instead of raised, the poles should be located on the outside curb lines. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. The arrangement of poles on the outside edges would preferably be staggered, but will vary depending on how wide the median is and how many lanes are in each direction.

:At approaches to intersections, where the roadway widens out to include multiple turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The pole arrangement may be staggered to the median, opposite the median or staggered across the street, which ever provides the overall best lighting levels and pole spacing.

=== Overhead Utility Line Clearance Requirements: ===
Overhead power lines or lower hanging cable lines should not be in contact with streetlight poles or luminaires. A minimum of 3’ horizontal and vertical clearance shall be maintained from any non-electric lines such as cable TV lines, aerial fiber lines, etc. Vertical and horizontal clearance to electric power lines shall be in accordance with KCP&L requirements and varies according to the line voltage. For lower voltage lines, the vertical and horizontal clearance should be in accordance with [[Media:KCP&L Minimum Clearance Requirements.pdf|KCP&L Code Requirements DWG 130.1-12]]. The designer shall be responsible to determine if adequate clearance can be achieved and make adjustments to the pole locations or coordinate utility relocation if necessary. Whenever the vertical or horizontal distance from the nearest line to the pole or luminaire is less than 10’, KCP&L requires the line to be sleeved temporarily during the pole erection. The contractor will be required to contact KCP&L and coordinate the time the sleeves are necessary and to pay KCP&L a fee for their services.

=== Conduit Location Preferences: ===
All electrical cable for streetlight circuits shall be installed in conduit continuous from appurtenance to appurtenance. An appurtenance is defined as a pole, junction box, service box or control center.

On residential and collector streetlighting designs or undivided thoroughfare designs, it is desirable to run the electrical conduit in a straight line from pole to pole or pole to junction box. Desirably, the conduit should be located in the grass parkway between the back of curb and the sidewalk. In case of conflicts, the conduit may be located under the sidewalk as long as the conduit sweeps out from underneath the sidewalk to enter junction boxes and poles. Conduit installed parallel to the street should not be installed under the roadway or curb. Conduit should be installed under the street only when crossing from one side to the other.

On divided thoroughfare projects, where poles are located in the medians, the conduit location depends on the width of the median and whether the median consists of a concrete base with brick pavers or if the median consists of grass and/or landscaping. The design layout should indicate which of the “Miscellaneous Conduit Details” applies to each streetlight pole. The various “Miscellaneous Conduit Details” are shown on the General Notes and Legend Sheet in the Standard Details. Theses details should be consulted while reviewing the following discussion which outlines both situations.

====      Brick Paver Medians: ====
:When the median is a concrete base with brick pavers, the conduit should be installed near the centerline of the median and run in a straight line from pole to pole. At intersections, conduit runs from median nose to median nose should be offset slightly so it is not directly under the proposed object marker sign post that will be located directly behind the concrete median nose. This allows the sign post to be driven into the ground at the correct location without damaging the conduit.

====      Grass or Landscaped Medians: ====
:When the median consists of grass or landscaping, the conduit should be shown to be installed 3’ behind the median curb and swept into the center of the median at each streetlight pole location. This allows the median to be landscaped between streetlight poles without the danger of cutting the conduit or cable in the future. Conduit runs from median nose to median nose should be offset slightly so it is not directly under the proposed object marker sign post that will be located directly behind the concrete median nose. This allows the sign post to be driven into the ground at the correct location without damaging the conduit.

:Conduit crossing the header between brick paver medians and grass medians should transition from the center of the median under the brick pavers, to within 3’ from the back of the median curb.

====      Grass Parkways: ====
:When the streetlights are installed in the grass parkway between the curb and sidewalk, the streetlighting conduit should sweep from the streetlight pole to the front edge of the sidewalk. This allows the grass parkway to be clear for the planting of street trees.

====      Parallel Circuits: ====
:Parallel circuits are described as multiple circuit cables in the same conduit or circuit cables in separate conduits that are adjacent to each other.

:Parallel circuit cables shall not be allowed to enter any streetlight pole foundation such that one set of circuit cables is connected to the streetlight(s) and the other circuit cables are "passed through" the pole or be routed around a pole within the same conduit. Parallel circuits shall not extend past the first pole from the controller cabinet and shall be split out in different directions at a junction box in advance of that first pole.

:Two 2” parallel conduits should be installed from the streetlight control center foundation to the Type 2 junction box immediately adjacent to the control center. Each conduit is able to carry two circuits (total of 6 cables) without exceeding the 40% fill.

====      Coordination with Traffic Signals at Intersections: ====
:At signalized intersections, the streetlighting conduit should tie into the traffic signal service box located near the median nose. The streetlighting cable should be located in the traffic signal conduit runs around the intersection instead of continuing directly from median nose to median nose through the center of the intersection.

=== Junction Box Locations: ===
Junction boxes should be installed whenever a branch circuit enters the main circuit. The junction box is used as a splice point for the cables that control the same circuit, as a future splice point for a branch circuit, or a pass through to facilitate ease of cable pulling. The following conditions in which junction boxes should be installed are described in more detail below.

====      Proposed or Future Branch Circuit at Intersections: ====
:When streetlights are installed along one side of the street, as on residential streets, collector streets or undivided thoroughfare streets, one junction box should be installed at each intersection. The preferred location is on the corner opposite of the streetlight (See Figure 5a). If there is not a proposed or future branch circuit coming into that box, a Type 1 junction box should be used. If a proposed or future branch circuit will enter a box, a Type 2 junction box should be used. If a branch circuit, or proposed future branch circuit, ties into the main line circuit on the same corner the streetlight is located, the Type 2 junction box should be located on the same corner instead of on the opposite corner (See Figure 5b). Junction boxes should not be installed on both sides of a street crossing.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
|[[File:Streetlight Design Manual Figure 5a.JPG|600px|]]
|- style="text-align: center"
|Figure 5a - No Branch Circuit
|}
 
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
|[[File:Streetlight Design Manual Figure 5b.JPG|600px|]]
|- style="text-align: center"
|Figure 5b - Branch Circuit
|}

====      Median Noses at Divided Thoroughfare Street Intersections: ====
:At unsignalized thoroughfare intersections where the streetlighting conduit runs from median nose to median nose, Type 1 junction boxes should be installed in each median nose. If a branch circuit or future branch circuit will tie into the mainline cable, a Type 2 junction box should be used in the median nose at the point of the branch circuit connection. In the case of a future branch circuit, the conduit should be installed across the thoroughfare lanes and terminated in a Type 1 junction box on the corner for future connection. A 1c#10 AWG locating cable should be installed in the, otherwise empty, conduit.

:In the case of a signalized intersection, there would most likely be a traffic signal service box located in the median. The streetlighting cable should be installed in the traffic signal conduit and not median nose to median nose. The streetlighting conduit would be terminated at the service box.

====      Connecting into Existing Circuits: ====
:Junction boxes should be used to tie into an existing circuit when it is not feasible to extend the proposed conduit to the next streetlight pole. This may happen at the boundary of a construction project. In those cases, the existing streetlighting cable should be field located during construction and a junction box should be installed over the top. The cable splice from new to existing should be accomplished in the junction box.

====      At the End of Platted Streets Between Building Phases: ====
:Many times on developer constructed projects, the last streetlight pole does not end up at the end of the street section. In these cases, it is acceptable to install a Type 1 junction box at the end of the street so the conduit can be easily extended on the next building phase. Care should be taken to prevent the proliferation of junction boxes. The designer should plan accordingly to eliminate junction boxes whenever possible.

=== Streetlight Control Centers: ===
Streetlight control centers are pre-wired cabinets with relays, breakers, etc. that control when the streetlights receive electricity based on built-in photo controls. Each control center will require a photo cell to energize the streetlighting circuits. Power is provided to the individual streetlight poles only when it is dark enough to close the contact in the photo cell. Otherwise, there is no power in the system. This is a safety feature so any excavation work that cuts the cable during daylight hours will not be posed with live electrical power.

The normal design is a four circuit control center. Many times a 4-circuit controller will never control more than two or three circuits. However, every attempt should be made to locate it such that the number of circuits on one control center can be maximized.

Upon the approval of the project manager, a 1-circuit control center may be used. A 1-circuit control center may be applicable as a temporary installation between two building phases where the development master plan indicates that a new control center will be installed in subsequent development phases that will ultimate assume the load. There may also be applications in isolated areas, where it may make sense to install a single circuit controller where there is no possible way to connect to an existing streetlighting circuit or control center. One example is along the border between Overland Park and another city, where a cul-de-sac street extends into a neighborhood from the thoroughfare street. The City staff has the ultimate authority to approve or deny the use of a single circuit control center.

====      Streetlight Control Center Locations: ====
:Streetlight control center locations are subject to provisions in [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-5768City of Overland Park Municipal Code 18.180.070, Item G]. A summary of the ordinance outlining the requirements for streetlight control centers and the application to streetlight control centers is provided, herein. The preferred location in order of priority is modified to apply to current practice in the case of streetlight control centers.

=====            Utility Structure Ordinance: =====
::Any structure located within the public right-of-way shall be located behind the sidewalk and is subject to approval by the City Engineer. When placing utility structures, priority shall be given to finding available utility easements or right-of-way in preferred locations. Preferred locations, as listed in order of priority, are:
:#Properties developed with non-residential uses
:#Thoroughfare landscape/utility easements
:#Street side yards on a corner lot behind the front yard setback, and
:#Front yards within the required side yard setback.
::Locating streetlight controllers in rear yards should be avoided. Proper utility easements or streetlight easements shall be acquired if the controller is to be located outside of the right-of-way.

=====            Outside of Intersection Sight Distance Triangles: =====
::Street light control centers should not be located within the intersection sight distance triangle as defined by [https://bookstore.transportation.org/collection_detail.aspx?ID=110 A Policy on Geometric Design of Highways and Streets] by the American Association of State Highway and Transportation Officials (AASHTO), latest edition.

=====            Proximity to Power Source: =====
::The streetlight control center needs to be located within close proximity to the KCP&L power source, whether it is a power pole with a transformer or a ground mounted transformer. KCP&L requires that the distance from the control center to a pole mounted transformer cannot exceed 150’. The distance from the control center to a ground mounted transformer cannot exceed 200’.

=====            Maximizing Control Center Circuits: =====
::Streetlight control centers have the capacity to operate four independent circuits and should be located such that the number of circuits utilized can be maximized. Ideal locations would be at a 4-leg intersection where one circuit can extend in all the four cardinal directions or at 3-leg intersections where at least three circuits can be utilized.

::There will be situations where the voltage drop becomes too great between intersections and a controller has to be located mid-block which will only utilize two circuits. Before arbitrarily determining to install a mid-block circuit, the designer should evaluate all possible alternatives, including the extension of existing circuits on the side streets from existing control centers within the development.

::The designer, with the help of the City staff, should evaluate all existing control centers in the vicinity of the project to determine if there are any underutilized controllers that can be relocated to a better location and could still be used to back-feed the existing streetlights. The ultimate goal is to reduce the number of control centers in an area by placing them or relocating them in a more strategic location. This may require some off-site construction work to accommodate.

====      Control Center Orientation: ====
:Streetlight control centers shall be oriented such that the photocell always faces to the north or to the east. The plan symbol for the control center shows a concrete pad which always indicates the front side of the cabinet. As you would stand on the pad facing the front of the control center, the photocell is always located on the right hand side of the cabinet. The shaded portion of the triangle in the symbol represents the photocell.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 6.JPG|500px|]]
|- style="text-align: center"
|Figure 6
|}

====      Circuit Numbering Convention ====
:Circuit numbers will be identified by the principal direction the circuit extends. There are times, especially on residential streets, where the circuit extends in many directions. The principal direction should follow the numbering as listed below.
:Circuit number 1 shall always be to the north
:Circuit number 2 shall always be to the east
:Circuit number 3 shall always be to the south
:Circuit number 4 shall always be to the west
:Exceptions are if modifying an existing control center which already is configured differently.

See the figure below for additional information regarding controller cabinet and conduit requirements and circuit numbering convention
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Controller and Conduit Configuration.JPG|600px|]]
|- style="text-align: center"
|
|}

=== Connecting Proposed Electrical Cable into Existing Streetlight Poles: ===
When extending proposed conduit into an existing streetlight pole foundation, several things should be considered in the design. If the pole is mounted to an existing screw-in foundation, the designer should verify with the City project manager that it is new enough to have two conduit entry holes. If it is an older foundation, it may only have one conduit entry. If the existing foundation is concrete, you will not be able to connect a new conduit to extend the circuit. In either the case of an old screw-in foundation with only one conduit entry or a concrete foundation, the designer will have to either install a junction box near the pole to intercept the existing cable/conduit, or replace the foundation with a new screw-in foundation. When connecting the proposed electrical cables to the existing electrical cables in the base of the pole, new fused and un-fused disconnects as well as new multi-tap electrical connectors shall be used. The existing fixture should also be shown to be re-lamped.

=== Luminaires Located on Combination Traffic Signal/Streetlight Poles: ===
All luminaires mounted on combination traffic signal/streetlight poles at signalized intersections shall be connected to the streetlighting circuits controlled by the streetlighting control center instead of running off of the traffic signal control center.

Exceptions exist for isolated intersections where there are no surrounding streetlight control centers or streetlighting circuits. In such cases, the 3-1c #4 AWG USE streetlighting cables should be extended to the traffic signal control center for power. In addition, the designer should provide necessary notation to indicate that the multi-tap ballasts in any HPS luminaire should be wired for 120V. If the fixture is LED, the driver should not have to be modified. The luminaires should be equipped with photocells. A 15 amp circuit breaker should be called out to be installed in the secondary service pedestal to isolate the lighting circuit.

=== Requirements for House Addresses on Equipment: ===
Streetlight control centers and streetlight poles shall each be assigned a house address. The reasons for doing so and the procedures to accomplish each are discussed below:

====      House Addresses for Streetlight Poles: ====
:House addresses are field stenciled on streetlight poles to help maintenance crews respond to lamp outages or maintenance issues when a citizen calls the situation in or if the maintenance crews are being dispatched to take care of a problem. It is a way to call-in and respond to specific problems and the address identifies the exact pole that requires attention.

:House addresses are only required for streetlight poles on collector or thoroughfare streets for poles providing 30’ and 40’ mounting heights. House addresses are not required for streetlights on residential streets providing 15’ mounting heights, because the address on the house provides similar information.

:During the design, the City staff will provide the specific house numbers to the designer to add to the pole callout nomenclature. The standard practice is to assign an address at each end of the poles located at a median break or intersection. The two addresses are subtracted and the number is divided by one number less than the number of poles. The resulting number is then systematically added to the initial number, beginning with the smallest address and working toward the end. This establishes a uniform numbering system between the median breaks or intersections. Each address should be rounded to the closest numbered address. Pole addresses in a median should always be even numbers. Poles located on the south or east side of the street shall have odd numbered addresses. Poles located on the north or west side of the street shall have even numbered addresses. An example for a divided thoroughfare with the poles located in the center median follows:
:Example:
:There is a median break on College Boulevard at King and Nieman Road. The 100 block for Nieman is 11100. The 100 block for King is 11300. A streetlight is located in the west median nose at Nieman and is assigned an address of 11108. Another streetlight is located in the east median nose at King and is assigned an address of 11294. Assume that there will be eight poles total between the two median noses.

:(11294 - 11108) = 26.6
:::(8-1)
:This is the number that should be added to the initial assigned pole address beginning at the smallest address.

:Therefore, the next pole west of Nieman should be (11108 + 26.6) = 11134.6 (Round the address to 11134).
:The next pole address would be 11134.6 + 26.6 = 11161.2 (Round the address to 11162).
:Continue adding 26.6 to all subsequent non-rounded addresses, and rounding to the nearest even number for each pole.

====      House Addresses for Streetlight Control Centers: ====
:Each streetlight control center requires an electrical service address. City staff will provide the control center address to the designer after the designer determines the location and whether Kansas City Power and Light (KCP&L) can provide the necessary 240V power to the proposed location. KCP&L uses the address for billing electrical usage to the City. The City also uses the address to track invoices.

:Each address for the streetlight control center shall be followed with an “LC” extension which stands for “Lighting Controller”. The procedure for coordinating with KCP&L is addressed below in [[#Coordinating_Electrical_Service_with_KCP.26L:|“Coordinating Electrical Service with KCP&L”]].

====      Showing House Addresses on the Plans: ====
:House addresses for the streetlight control center should be shown in the station and offset callout for the pole and also should be the first number designated in each pole callout. For example:

:11302-1-4 (8',12") (11134)
::Sta 10+23.5, 30.2' Rt

:The 11302 represents the control center address; the 1 represents circuit number 1; and the 4 represents the 4th pole on circuit number 1. The 8’ and 12’ represents the luminaire bracket arm length on the left side and the right side, respectively and the 11134 is the assigned house address for the pole.

:House addresses for each pole should be shown in parenthesis immediately behind the callout for the controller address, circuit number, pole number and arm length information according to the legend in the Standard Details.

:The streetlight control center address should also be shown in a box located in the bottom right hand portion of each plan sheet in which it applies. If poles connected to that control center appear on more than one sheet, the address should appear on the same sheets. If there are poles that are fed from different control centers on one sheet, each control center address should appear on the sheet. The general format of the note should be:

:{| style="border-spacing: 2px; border: 1px solid black;"
|-
|Proposed Streetlight Control Center
|-
|Electrical Service Address:
|-
|11302 LC College Blvd
|}

:The existing address for each control center that is being removed or used in place should also be indicated in a boxed note, replacing “Proposed” with either “Remove” or “Existing”.

=== Coordinating Electrical Service with KCP&L: ===
The project manager or designer should perform the initial work to locate the streetlighting control center based on field conditions where there is an existing transformer. The streetlight control center needs to be located within close proximity to the KCP&L power source, whether it is a power pole with a transformer or a ground mounted transformer. In general, KCP&L requires that the distance from the control center to a pole mounted transformer cannot exceed 150’. The distance from the control center to a ground mounted transformer cannot exceed 200’.

KCP&L should be contacted, either verbally or in writing, to verify if power can be obtained at a particular location before a lot of design work is completed. In either case, it is beneficial to send them a plan sheet or meet them in the field. When requesting power, ask if there will be a charge to obtain power at the desired location. KCP&L can generally provide power anywhere, but there may be a significant cost to do so. Ask if there is a better location where they have an existing transformer or sectionalizer that would be better or cheaper to acquire power from. If the control center can be relocated to a better position, make the design change. If not, ask KCP&L to provide an estimate to the City for the cost associated with obtaining power before the design is finalized.

The designer should provide the City a copy of all letter correspondence or email correspondence to KCP&L to insure the necessary procedures are being performed.
After KCP&L has agreed to a preliminary power source and location, the project manager or designer should prepare a preliminary plan sheet showing the location of the power pole and the location of the control center with conduit and notes indicating the location where power will be obtained. After the power location has been established, the project manager will then assign an electrical service address to each control center as outlined in the City's [http://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._26_-_Coordinate_Electrical_Service_for_Traffic_Signals_and_Street_Lighting|Project Procedures Manual, Preliminary Design-Task No. 26 “Coordinate Electrical Service for Traffic Signals and Streetlighting"]. There you will find the Electrical Service Address Procedures, a form for Electrical Service Application and a sample letter to KCP&L requesting power service.

=== Removal of Existing Streetlights: ===
All existing streetlights that will be removed shall be identified on the plan sheets. The exact procedure varies depending on whether the existing streetlights are the ones that were purchased from KCP&L or if they are existing lights that were installed per the City of Overland Park standard details. The procedures for both are explained below:

====      Removal of Existing City Owned Streetlights Installed per Overland Park Standard Details: ====
:All existing City owned streetlights shall be shown on the plans. Any existing streetlights that will not be re-used in the final design shall be indicated to be removed by a construction note. The note should include the removal of the pole, luminaire, arm and screw-in foundation. Existing concrete pole foundations should be shown to be removed to a depth of at least 24”. All conduit and cable can be abandoned in place or can be removed at the option of the contractor if it is in conflict with other construction items.

====      Removal of Existing Streetlights Purchased from KCP&L: ====
:All existing streetlights shall be shown on the plans. The City will determine which lights should be designated to be removed. The designer shall indicate any pole not to be re-used as “Existing Streetlight to be Removed by Others”. The City of Overland Park or their on-call representative will remove the poles and not the project contractor.

:Each pole purchased from KCP&L has a PK number designated with a sticker, such as PK-1423. The designer should indicate the proper PK number on the plans next to the pole.

:City staff will coordinate with their on-call representative for the removal of the lights following the City's [https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._26b_-_Coordinate_Removal_of_Streetlights_Purchased_from_Evergy_.28KCP.26L.29|Project Procedures Manual, Phase II-Preliminary Design, Task 26b "Coordinate Removal of Streetlights Purchased from KCP&L"] during the design process and [http://ppm.opkansas.org/wiki/index.php/Phase_V_-_Construction#Task_No._11a_-_Coordinate_Removal_of_Streetlights_Purchased_from_KCP.26L|Project Procedures Manual, Phase V-Construction-Task 11a "Coordinate Removal of Streetlights Purchased from KCP&L"] during the construction phase. The process involves writing the on-call representative to provide them a list of poles that are scheduled to be removed. The on-call representative will submit a cost estimate to perform the work which needs to be approved by the Director of Public Works. After approval, the project manager will coordinate the removal with the on-call representative and notify in an attempt to keep the lights operational as long as possible before being removed. A letter will then be sent to KCP&L instructing them to remove the lights from their database and revise their monthly billing.

=== Voltage Drop Calculations: ===
Voltage drop is an important factor in determining how many luminaires can be placed on any circuit. The voltage drop in any electrical circuit is directly dependent upon current and wire resistance.

====      Permissible Voltage Drop:====
:The permissible voltage drop is the allowable voltage drop across an entire circuit of a specific system voltage. This is generally limited to what the fixture can handle.

:With the constant wattage ballast, the permissible voltage drop is five percent of the system voltage. A factor of 0.95 is to be applied to the system voltage to allow for line fluctuations. This results in an allowable drop of 11.4 volts for a 240-volt circuit.
:Example:
:Perm Voltage Drop = System Voltage x 5% Drop x 0.95 line fluctuation factor
:::::::= 240 x 0.05 x 0.95
:::::::= 11.4 volts

====      HPS Fixture Operating Current: ====
:Operating current is determined using 95 percent of the system voltage to allow for line fluctuations. In addition, the lamp wattage is increased by a factor of 1.3 to allow for ballast load. The formula for power is P = V x I and the formula for current is I = P / V.
:The operating amps for each luminaire are based on the wattage of the lamp used.

:Operating Amps =      1.3 x Wattage                            
:::::::Voltage x Line Fluctuation Factor

:Operating Amps = 1.3 x Wattage
:::::::240 x 0.95

:The following operating amps should be used in the design calculations for HPS fixtures:

:{| width="400px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|HPS Fixture Operating Amps
|-
!400 Watt
!310 Watt
!250 Watt
!150 Watt
!100 Watt
|-
| align="center"|2.3 Amps
| align="center"|1.8 Amps
| align="center"|1.4 Amps
| align="center"|0.9 Amps
| align="center"|0.6 Amps
|}

====      LED Fixture Operating Current: ====
:Operating current is determined using 95 percent of the system voltage to allow for line fluctuations. Since LED fixtures have a driver instead of a ballast, there is no multiplier for ballast loss. The formula for power is P = V x I and the formula for current is I = P / V.
:The operating amps for each luminaire are based on the wattage of the lamp used.

:Operating Amps =                Wattage                            
:::::::Voltage x Line Fluctuation Factor

:Operating Amps = Wattage
::::::240 x 0.95

:LED fixtures in the same class have different wattages based on the manufacturer. The values shown in the following table are based on the worse case scenario for approved LED fixtures in each luminaire classification and should therefore be used in the voltage drop calculations:

:{| width="500px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="6" align="center" style="background:#dcdcdc;"|LED Fixture Operating Amps
|-
!Class A
!Class B
!Class C
!Class D
!Class E
!Residential LED Lamp
|-
| align="center"|0.9 Amps
| align="center"|0.8 Amps
| align="center"|0.6 Amps
| align="center"|0.4 Amps
| align="center"|0.2 Amps
| align="center"|0.2 Amps
|}

====      Cable Circular Mils: ====
:A circular mil is a unit of area used when denoting the cross sectional area of a wire or cable.

:1 mil = 0.001 inch

:To convert the diameter of a wire to mils: mil = d x 1,000
:Example: #4 AWG wire has a diameter of 0.2043037 inches.
:0.2043037 inches x 1,000 = 204.3037 or 204 mils
:CM = mil2

:Example: Circular mils of #4 AWG wire
:CM = (204.3037 mils)2
:CM = 41,740

====      Calculating Voltage Drop: ====
:According to Ohm's Law the voltage drop in a line is equal to the current in amperes multiplied by the resistance of the line in ohms:

:E = I x R
:Where:
::E = voltage
::I = Current (in amperes)
::R = Resistance (in ohms)

:Since the resistance of a wire conductor is inversely proportional to the cross-sectional area of the wire, increased voltage drops are developed as the wire diameters decrease. The areas of wires in circular mils and the resistance in ohms per 1000 feet that should be used in calculations are shown below for #4 AWG copper cable.

:{| width="400px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="3" align="center" style="background:#dcdcdc;"|Properties of Stranded Copper Conductors
|-
! style="background:#dcdcdc;"|Cable Size (AWG)
! style="background:#dcdcdc;"|Area (Circular Mils)
! style="background:#dcdcdc;"|AC Resistance (Ohms/1,000 ft)
|-
| align="center"|4
| align="center"|41,740
| align="center"|0.310
|}

:The voltage drop in any line is calculated from the formula:

:Voltage Drop = 2 x K x Q x I x D
:::::::CM

:Where:
::K = Direct Current Constant (for copper, K = 12.9 ohms)
::Q = Aternating Current Adjustment Factor (Q = 1, for all wire less than 2/0 wire)
::I = Load, in Ampers
::D = Distance from the power supply, in feet
::CM = Cross sectional area of cable, in Circular Mills

:Voltage Drop = 2 x 12.9 x 1.0 x Operating Amps x Distance
:::::::::CM

:Add 5% to the center to center distance to allow for snaking of the conduit and cable.
:Operating amps = the operating amps of one fixture times the number of fixtures at the point of calculation. Transposing this formula, the required area in circular mils can be computed:

:Area (circular mils) = 25.8 x Operating Amps x No. of Lamps x 1.05 x Distance
::::::::::Permissible Voltage Drop

:Calculate the circular mils between every fixture in the circuit and add the total number of circular mils to get the total circular mils. Verify that this is less than the circular mils for a #4 AWG cable.

:The voltage drop should then be checked using the following equation:

:Voltage Drop = 2 x L x I x R as follows:

:Voltage Drop = 2 x Distance x Current x Resistance ÷1,000

:Where:
::L = Distance between lights. Use 1.05 x distance (5% to allow for snaking)
::I = Current = operating amps x number of lamps
::R = Resistance of cable per 1,000 feet = 0.31 (From above Table, the resistance of #4 AWG wire in ohms/1,000 ft)

:If circuit loading or voltage drop requires a larger wire size than a #4 AWG then one or more of the following can be considered:
#Locate the control center closer to the lighting system
#Install additional control centers
:Note that long runs of parallel circuits should be avoided unless otherwise approved

:Example to Determine Necessary Wire Cable Size:
:Given: Five 250-watt HPS lamps on a 240-volt circuit spaced at 200, 425, 615, 815 and 1,030 feet respectively, from the control center. There must be sufficient current to operate the first lamp as well as the next four lamps.

:1.05 x 200 ft x 1.4 amps x 5 lamps x 25.8/11.4 = 3,327 cir. mils to 1st lamp
:1.05 x 225 ft x 1.4 amps x 4 lamps x 25.8/11.4 = 2,994 cir. mils to 2nd lamp
:1.05 x 190 ft x 1.4 amps x 3 lamps x 25.8/11.4 = 1,896 cir. mils to 3rd lamp
:1.05 x 200 ft x 1.4 amps x 2 lamps x 25.8/11.4 = 1,331 cir. mils to 4th lamp
:1.05 x 215 ft x 1.4 amps x 1 lamp x 25.8/11.4 = 715 cir. mils to 5th lamp
:Total Area = 10,263 cir. mils.

:The calculated circular mils is less than the capacity of a #4 AWG wire (41,740 as shown in the above Table. This calculation will need to be made for each circuit at each streetlight control center.

:The voltage drop should then be checked using E = I x R as follows:

:Voltage Drop = 2 x Distance x Current x Resistance ÷1,000

:Voltage Drop = 2 x Distance x Operating Amps x No. of lamps x Resistance÷1,000

:2 x 1.05 x 200 ft x 1.4 amps x 5 lamps x 0.31 ohms/1,000 ft = 0.91 volt drop to 1st lamp
:2 x 1.05 x 225 ft x 1.4 amps x 4 lamps x 0.31 ohms/1,000 ft = 0.82 volt drop to 2nd lamp
:2 x 1.05 x 190 ft x 1.4 amps x 3 lamps x 0.31 ohms/1,000 ft = 0.52 volt drop to 3rd lamp
:2 x 1.05 x 200 ft x 1.4 amps x 2 lamps x 0.31 ohms/1,000 ft = 0.36 volt drop to 4th lamp
:2 x 1.05 x 215 ft x 1.4 amps x 1 lamp x 0.31 ohms/1,000 ft = 0.20 volt drop to 5th lamp
:Total Drop = 2.81 volts

:2.81 volts/(240 volts x .95) = 1.23% which is less than 5%. Therefore it is acceptable

====      Calculating Circuit Breaker Ratings: ====
:Circuit breakers are protective devices for over-current conditions. When the current passing through the circuit breaker exceeds a predetermined amount, the breaker trips and opens the faulty circuit. The amount of current required to operate the trip mechanism is referred to as the "trip rating". Proper protection of the circuit requires a breaker with the correct "tripping" current value. This value, "trip rating", can be readily computed by totaling the number of luminaires for each circuit breaker and thereby obtaining the total current being used in the circuit. To prevent unnecessary tripping of the breaker during surges and in-rush currents, the total current is usually multiplied by a factor of 1.3.

:Example:Using the previous example: 5 each - 250-watt luminaires require a normal operating current of 5 x 1.4 amps = 7 amps

:The line loss load in amperes is added as follows:

:14.5 watts/(240 volts x 0.95) + 7 amps = 7.1 amps

:The Trip rating = 7.1 amps x (1.3) = 9.2 amps.

:The streetlight controller is equipped with standard 30 amp circuit breakers. The circuit breakers can be increased to a 40 amp breaker under heavier loads. For the above example, a 30-amp breaker is more than sufficient.

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== Approved Streetlighting Equipment: ==
The following equipment has been approved for all City-owned streetlighting systems. The following information is provided as a general discussion only and the designer is responsible to review the standard details in the selection of equipment for the streetlighting system.

=== Streetlight Poles: ===
The type of pole used is based on the classification of street it will be located on. Poles and mounting heights will vary depending on if it is a residential street, collector street or thoroughfare street.

====      Residential Streets: ====
:Poles for residential streets shall be round, tapered aluminum poles for 15-foot mounting heights.

====      Collector Streets: ====
:Poles for collector streets shall be round, tapered aluminum poles for 30-foot mounting heights.

====      Thoroughfare Streets: ====
:Poles for thoroughfare streets shall be round, tapered aluminum poles for 40-foot mounting heights.

=== Luminaire Bracket Arms: ===
For conventional lighting systems, there are several different arm lengths and styles of arms that are used. The various styles and lengths and the appropriate uses for each are summarized below.

====      Arm Styles: ====
:Type A luminaire bracket arms consist of a single member arm. Type A arms are used when the length is less than 10’. An exception to this is in applications where one pole has two arms, regardless of the orientation. If one arm is required to be a Type B style, the other arm should also be a Type B style to provide a consistent look, even if the arm is less than 10’ in length.

:Type B luminaire bracket arms consist of a two member truss arm design. Type B arms are used when the length is 10’ or greater.

====      Arm Lengths: ====
:The length of the bracket arm is dependant upon many factors such as street width, pole location in relation to the curb and the presence of a median. Typical preferences are provided as follows, but the selection of an arm length should be used that enables the designer to achieve the required lighting criteria. Single member bracket arms are available in 6’ and 8’ lengths. Twin member bracket arms are available in 10’, 12’ and 15’ lengths. Only bracket arms of these lengths are used.

=====            Collector Streets (30’ Mounting Heights): =====
::On typical collector streets that are 36’ wide from back-of-curb to back-of-curb, either a 6’ or 8’ arm is used. Depending on whether the pole is located behind the sidewalk or in the grass parkway between the sidewalk and the curb, or where the street width becomes wider, such as the approaches to an intersection where additional turn lanes are added, the arm length may need to be increased to 12’ in order to achieve the required lighting criteria.

=====            Undivided Thoroughfare Streets (40’ Mounting Heights): =====
::On an undivided thoroughfare street, generally 6’, 8’ or 12’ arms are used unless the poles need to be offset farther behind the sidewalk due to utility conflicts or where the street width becomes wider, such as the approaches to an intersection where additional turn lanes are added.

=====            Divided Thoroughfare Streets (40’ Mounting Heights): =====
::Divided thoroughfares typically have a 24’ wide center median to divide opposing lanes of traffic. On divided thoroughfare streets where the light poles are installed in a raised median, there are a few different arm configurations that are used. In sections where there are no left turn lanes and the median is only separating through lanes of traffic, two 12’ arms oriented 180° apart are used.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|- style="text-align: center"
|Figure 7
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::Where the median narrows due to the introduction of a left turn lane, a 12’ arm is installed extending over the left turn lane, and an 8’ arm is installed 180° apart extending over the through lanes in the opposite direction.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|- style="text-align: center"
|Figure 8
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::In some wider sections of thoroughfares, it may be necessary to use twin 15’ arms or a 15’ arm and a 12’ arm in lieu of twin 12’ arms or a 12’ and 8’ arm depending on how wide the median is and how wide the pavement is. When the median is narrower, shorter arm lengths may be used.

::On divided thoroughfare streets with depressed medians, where the poles are located on the outside edges of the roadway, the designer may use 8’, 10’, 12’ or 15’ arms depending on what provides the best lighting design with the longest pole spacing. This will depend on the width of the pavement on each side of the median and the overall width of the median.

=== Luminaires: ===
The type of luminaire used for the design shall be based on the roadway classification, pedestrian conflict area classification and the light level required:

====      Residential Streets: ====
:Luminaires used for residential streets shall be post-top luminaire with retrofit LED lamp meeting the current standard of the City of Overland Park.

====      Collector Streets: ====
:Cobrahead luminaires shall be LED roadway luminaires meeting the current standard of the City of Overland Park. They shall be Class C LED’s (250W HPS equivalent), Class D LED’s (150W HPS equivalent), or Class E LED's (100W HPS equivalent).

====      Thoroughfare Streets: ====
:Luminaires shall be LED roadway luminaires meeting the current standard of the City of Overland Park. They shall be Class A LED’s (400W HPS equivalent), Class B (310W HPS equivalent), Class C LED’s (250W HPS equivalent), or Class D (150W HPS equivalent).

=== LED Lamps: ===
LED lamps shall be (100 watt HPS equivalent) rated at a minimum of 5,000 lumens per the City of Overland Park Approved Materials List.

=== HPS Lamps: ===
HPS lamps may be encountered when designing near existing facilities. Use the following to determine the appropriate lumens for each HPS lamp type:
:400W HPS lamp is 50,000 lumens (cobra head)
:310W HPS lamp is 35,000 lumens (cobra head)
:250W HPS lamp is 30,000 lumens (cobra head)
:150W HPS lamp is 16,000 lumens (cobra head or post top)
:100W HPS lamp is 9,500 lumens (cobra head or post top)
:70W HPS lamp is 5,800 lumens (cobra head or post top)

=== Pole Foundations: ===
There are two main types of pole foundations that are used depending upon the particular situation. The preferred type is the screw-in foundation. However, concrete foundations may be used in specific situations.

====      Screw-in Foundations: ====
:Poles shall generally be installed on galvanized steel screw-in foundations. There are four different types of screw-in foundations that are used for specific pole sizes and configurations according to the standard details.

:Type R foundations are used only with residential style 14’ tall poles (OP14 Series).

:Type T1 foundations are used only for poles with 30’ mounting heights and arm lengths and configurations for OP301, OP302 and OP303 Series poles.

:Type F1 foundations are used for poles with 40’ mounting heights and arm lengths and configurations for OP401 and OP402 Series poles.

:Type F2 foundations are used for poles with 40’ mounting heights and arm length and configurations for OP403 Series poles.

====      Concrete Foundations: ====
:The use of concrete pole foundations should be limited for special situations where a screw-in foundation is not acceptable. Examples of situations where concrete foundations are acceptable are where subsurface rock is encountered which makes it impossible to use a screw-in foundation; when it is necessary to combine a concrete foundation and a concrete retaining wall; or in parking lot areas where it is desirable use a raised concrete foundation to protect the poles from vehicle bumper damage.

=== Streetlight Control Center Foundation: ===
There are two main types of control center foundations that are used depending upon which type of streetlight control center is used. A pad mounted controller foundation for a 4-circuit streetlighting controller is the standard and obviously should be used for 4-circuit controllers. A pad mounted controller foundation for a 1 circuit controller should be used for a 1-circuit streetlighting controller.

=== Conduit: ===
Conduit shall be used for all streetlighting circuit cable as well as for electrical service cable. The type and size varies for the particular installation.

====      Streetlight Circuit Conduit: ====
:Conduit shall be 2" diameter, gray, high density polyethylene (HDPE), SDR 13.5 unless more than two circuit cables are contained in one conduit. If this is the case, a 3" diameter or larger conduit or two parallel 2" diameter conduits should be used that provides enough room for all the cables while still allowing ease of pulling. (See criteria above for discussion on parallel circuits)

====      KCP&L Electrical Service Conduit: ====
:KCP&L has specific requirements for the electrical service conduit. They will accept gray, Schedule 40 PVC conduit in a trenching application. If the conduit will be bored, it has to be SDR 13.5 HDPE (black with red stripes). If the conduit is serving a 4-circuit controller, the size shall be 3”. If the conduit is serving a 1-circuit controller, the size shall be 2” since a 3” conduit will not physically fit into the controller base collar.

=== Electrical Cable: ===
They type of electrical cable is dependant on the particular use. There are four main types of cable:
#Circuit distribution cable,
#Pole and bracket cable,
#KCP&L electrical service cable, and
#Bare copper ground cable.

====      Circuit Distribution Cable: ====
:Only #4 AWG copper USE electrical cables are allowable as circuit cables in conduit from appurtenance to appurtenance. Three wires are required for each circuit. One cable is for the system ground and the other two cables are for each hot leg of a 240volt circuit.

====      Pole and Bracket Cable: ====
:Only #10 AWG copper THHN/THWN electrical cables are allowable in the streetlight pole, luminaire bracket arm and luminaire.

:In situations where HDPE conduit is installed for possible future use, a #10 AWG copper THHN/THWN cable is also used as a locating cable so the conduit can be located in the field.

====      KCP&L Electrical Service Power Cable: ====
:The size of cable used for the electrical service cable should be based on voltage drop calculations from the power supply to the streetlighting controller cabinet. It is preferable to keep the controller cabinet as close to the power supply as possible to minimize the voltage drop and the size of the cable. For a 100 Amp service, the minimum wire size is a #2 AWG copper USE electrical cable.

====      Locating Cable: ====
:Locating cable inserted into an otherwise empty conduit that is installed for future use shall be 1c#10.

====      Solid Copper Ground Cable: ====
:A bare solid copper #6 AWG ground cable is required from the streetlight control center to the adjacent ground rod in order to provide the required grounding according to the National Electric Code.

=== Junction Boxes: ===
There are two types of junction boxes used for streetlighting projects according to their size. Where the streetlighting circuit connects to an existing or a future traffic signal, a traffic signal service box is used in place of a junction box. Each type of junction box is used in the following situations.

====      Type 1 Junction Box: ====
:Type 1 junction boxes are symbolized by a circle with a “J” in it and are used only where in-line splices are used to pass through the box or where one or two conduits enter the same box as shown below.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|Figure 9
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====      Type 2 Junction Box: ====
:Type 2 junction boxes are symbolized by a square with a “J” in it and are used where branch circuits are connected to the main circuit or where more than two conduits enter the same box as shown below. A type 2 junction box should also be located immediately adjacent to a streetlight control center.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|Figure 10
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=== Electrical Connector Kits: ===
Electrical connector kits consist of multi-tap connectors, and both fused and non-fused breakaway fuse holders and fuses.

====      Multi-tap Connectors: ====
:Each circuit consists of three #4 AWG copper USE cables coming into the pole and three #4 AWG copper USE cables coming out of the pole. Each set of incoming and outgoing cables will be connected by a multi-tap electrical connectors as detailed in the Standard Details. Three multi-tap connectors will be required in each pole base regardless of the number of luminaires installed on the pole.

====      Breakaway Fuse Holders: ====
:Breakaway fuse holders come as either fused or non-fused. They shall be installed in the base of each streetlight pole so the wires breakaway away free from the pole foundation in case of vehicular impact. Depending on whether you have one or two luminaires on the pole determines how many breakaway fused and non-fused connectors you will have.

#For single mounted luminaires, each pole will have two fused and two non-fused breakaway connectors.
#For twin mounted luminaires, each pole will have two non-fused breakaway connectors and four fused breakaway connectors.

====      Fuses and Slugs: ====
:Fused breakaway connectors are each supplied with an 8 amp fuse. The non-fused breakaway connectors have a ground slug in place of the fuse.

=== Streetlight Control Centers: ===
The City has two types of streetlight control centers that are allowed to be used under specific situations. They are either a single circuit or four circuit control center. Both control centers are designed for a 100 amp service and 240 volt single phase, three wire service. There are limited situations where Kansas City Power and Light Company cannot provide 240 volt service but can provide 208 volt power instead. This will have to be identified on a case by case basis.

=== Photo Cell: ===
Every streetlight control center will require a photo cell to control the on/off operation of the system.

=== Ground Rods and Clamps: ===
A 5/8” x 10’ ground rod and clamp is required at every control center foundation and at every concrete pole foundation, if a screw-in foundation cannot be installed.

=== Breakaway Pole Device: ===
All poles for 30’ and 40’ mounting heights shall be installed on a breakaway pole device. The breakaway device may either consist of four individual breakaway couplings that are installed on each anchor bolt or one frangible breakaway pole base according to the Standard Details. Breakaway pole devices are not required for 14’ residential type streetlight poles or if the light pole is located on a raised concrete base, such as in parking lots, or if the poles is installed on top of a concrete bridge rail.

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== Preparation of Plans: ==
The plans shall be prepared in accordance with the following guidelines unless otherwise pre-approved by the Engineer. The engineer or project manager shall follow the [[Media:Streetlighting Plan Review Check List.pdf|design review checklist]] during plan review or design.

=== Scale: ===
The preferred plan scale for streetlighting plans is 1”=40’. Two lines of the street plans may be located on the same sheet above and below each other. A scale and north arrow shall be indicated on each plan sheet.

=== Topography: ===
The following guidelines shall be followed in the preparation of streetlighting base maps depending on if the design is part of a larger roadway improvement project or if it is a stand-alone streetlighting project.

====      Streetlighting Plans as Part of Other Roadway Improvement Projects: ====
:Features affecting lighting design, such as drive entrances and intersections, curb and median lines, storm drainage pipes and inlets, underground and overhead utilities, existing streetlights, existing control centers, existing lighting circuits, existing junction or service boxes and proposed streetlighting system should be shown on the plans with proper symbols as shown in the “Streetlight Legend” on the Standard Details. All existing and proposed trees and landscaping shall be indicated in order to avoid conflict with new streetlight poles. New construction items should be subdued so the streetlighting conduit, poles, boxes, etc. stand out.

:All existing and proposed right-of-way, easements, etc. shall be shown on the plans. A centerline shall be shown with stationing for the main roadway as well as the side streets to be able to positively locate the poles. Street names shall be shown for major and minor streets.

:House addresses shall be labeled on each lot as well as street names to assist in locating features in the field.

====      Stand-Alone Streetlighting Plans: ====
:It is acceptable for plans to be prepared on aerial photography base maps instead of topographical survey base maps on stand-alone streetlighting plans when they are not part of a larger roadway improvement project. In such cases, underground and overhead utilities shall still be indicated on the plans along with existing streetlights, existing control centers, existing junction or service boxes along with the proposed streetlighting system with proper symbols as shown in the “Streetlight Legend” on the Standard Details.

:All existing and proposed right-of-way, easements, etc. shall also be shown. It is not necessary to develop a centerline as long as the streetlighting equipment is positively located with dimensions to existing features such as driveways, inlets, fire hydrants, etc. House addresses should be labeled on each lot as well as street names to assist in locating features in the field.

=== Plan Coordination with Roadway Design: ===
Lighting plans shall be coordinated with the road, signal, signing plans, etc. to ensure conflicts with other construction features do not exist. The designer needs to become acquainted with features such as existing overhead and underground utilities to avoid conflicts.

=== Plan Submittals: ===
There should be a minimum of three plan submittals for every streetlighting project whether it is a stand-alone project or part of a larger roadway project. Plans should be submitted at the Preliminary, Field Check and Final plan stage. The plans will be reviewed in accordance to the [[Media:Streetlighting Plan Review Check List.pdf|Streetlighting Plan Review Checklist]] as a base.

====      Preliminary Plans: ====
:Preliminary lighting plans should show the location of all poles and luminaires symbolized according to the Standard Details so the reviewer can determine proposed lamp wattage and mounting heights; tentative locations of control centers and power supplies; cable routing and junction boxes. It should also show the point by point lighting levels.

:On stand-alone projects, a cover sheet should be included that identifies the project location, utility contact numbers, scale and north arrow, table of contents, and signature blocks.

:The following information should be included on the General Notes sheet in the plans:
::Pedestrian Conflict Area
::Functional Street Classification

::Luminance Design Criteria (as listed in the Design Criteria Table)
::Avg. Maintained Luminance
::Avg: to Min. Luminance Uniformity Ratio
::Max. to Min. Luminance Uniformity Ratio
::Veiling Luminance Ratio

:Luminance Design Results (based on actual design spacing)
::Avg. Maintained Luminance
::Avg. to Min. Luminance Uniformity Ratio
::Max. to Min. Luminance Uniformity Ratio
::Veiling Luminance Ratio

:Illuminance Design Results
::Avg. Maintained Illuminance
::Avg. to Min. Illuminance Uniformity Ratio
:The illuminance design results should be reported for the design pole spacing so the actual results can be field measured and compared to the calculation results.

====      Field Check Plans: ====
:Field check lighting plans should show the location of all poles and luminaires, final locations of control centers, power supplies, cable routing and junction boxes. Each pole should be identified according to the “Streetlight Designation” in the Standard Details which includes the control center address (show as XXXX or YYYY if unknown at this stage), circuit number, pole number, arm lengths, and station and offset.

:If the streetlighting system cable is running in shared conduit with traffic signal plans, the plans should show the appropriate conduit locations and shall be coordinated with the traffic signal plans. If the proposed lighting circuits will be tied into existing systems, enough detail should be included to be able to ascertain the number of existing lights on the existing circuits in order to verify voltage drop calculations.

:Voltage drop calculations shall be submitted at the field check stage in order to verify the calculations. The Standard Details should be included in the field check submittal, including the Bill of Materials sheet. Quantities do not have to be completed at this stage.

====      Final Plans: ====
:Final lighting plans should include everything as identified in the field check plans. In addition, the final plans should include pole addresses (supplied by the City) for thoroughfare and collector streets. Pole addresses are not required for residential streetlighting plans. All “Miscellaneous Conduit Detail” references shall be identified for each pole. All control centers shall be shown with electrical service addresses and power sources accurately identified. All construction notes to clarify any construction details shall be shown. All Standard Details, including the completed Bill of Materials shall be included at this stage.

:If streetlighting cable is running in proposed traffic signal conduit, identify on both the streetlighting plans and the traffic signal plans under which bid item the conduit and cable will be paid for. If there are combination streetlighting and traffic signal poles, identify whether the poles, luminaires, bracket arms, pole and bracket cable and electrical connectors will be paid for under the traffic signal bid item or the streetlighting bid item.

:Depending on the number of comments made on the first submittal of final plans, a second set of final plans may be requested to verify that all comments have been addressed. The project manager will make that determination and convey his decision to the appropriate design staff.

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== Computation of Quantities: ==
The computation of quantities is critical to providing accurate information to the contractors bidding the project. Errors in the computation of quantities results in project cost change orders and delays in the project. Care should be taken to check quantities against the plan sheet design to verify that all items are included and accurate. What follows are some general guidelines that should be used such that the computation of quantities is consistent for all designs.

=== Streetlight Poles and Bracket Arms: ===
Streetlight poles and associated luminaire arms are always aluminum, unless otherwise specified in the plans or bill of materials. Streetlight poles are quantified per each according to the mounting height with the included bracket arm length and number of bracket arms. For example a 40’ aluminum pole w/ 8’ bracket arm or a 30’ aluminum pole w/ twin 8’ bracket arms.

The pole type should be based on the mounting height, the bracket arm length and the number of bracket arms. Refer to [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9904/FileDownload?targetFileType=Auto&keepAnnotations=false Table 1 – Luminaire Arm, Pole, Shoe Base & Anchor Bolt Data] on the Standard Detail sheet “Pole and Luminaire Details” to find the proper OP Designation that is required, such as OP14, OP301, OP402, etc. The pole designation is based on the number and length of the bracket arm as well as the mounting height. For example, a pole with a 40’ mounting height with one 12’ type B bracket arm corresponds to a OP402 series pole designation. The number of each pole type with the proper number and length of bracket arms should be listed in the Bill of Materials.

Combination lighting/signal poles are always steel, including the luminaire arms. If a combination lighting/signal pole is installed in a location where a future traffic signal is being considered, Chart B of the Traffic Signal Bill of Materials should be copied to the lighting sheet and filled out completely. This chart will be used to verify the length of the future mast arm that was considered. The combination lighting/signal pole quantity will include the luminaire bracket arm of the specified length in Chart B.

=== Pole Foundations: ===
foundations of the various types should be measured per each for each type used in the design.

====      Screw-in Foundations: ====
:Refer to the [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9904/FileDownload?targetFileType=Auto&keepAnnotations=false Screw-in Foundation Detail table] on the Standard Detail sheet “Pole Foundation Details” to select the foundation type based on the OP pole series designation. For example, a OP401 pole designation requires an F1 foundation. A OP403 pole designation requires an F2 foundation.

====      Concrete Pole Foundations: ====
:When used, they should be measured per each for the various sizes based on mounting heights of 14’, 30’ or 40’. A concrete pole foundation cap should be included for each concrete pole foundation.

=== Luminaires: ===
Luminaires should be measured per each according to the type used in the plans.

====      Luminaires on Collector Streets: ====
:On collector streets, the cobrahead luminaires shall be LED cobraheads of the specified Class C, D or E as shown in the design.

====      Luminaires on Thoroughfare Streets: ====
:On thoroughfare streets, the luminaires shall be LED cobraheads of the specified Class A, B, or C as shown in the design.

====      Luminaires on Residential Streets: ====
:On residential streets, fixtures should be post top luminaires, including the LED lamp. When relamping existing post top luminaires, revise one of the lines of text in the Bill of Materials to read “LED Lamp Retrofit” and fill in the quantity of the number of individual lamps required.

=== Junction and Service Boxes: ===
Junction boxes and service boxes should be measured per each according to the various types. If the streetlighting conduit and cable ties into a traffic signal service box that is being constructed as part of the project, the service box should be included in the traffic signal Bill of Materials. If the service box is installed in anticipation for a future traffic signal, then it should be included in the streetlighting Bill of Materials. The designer should make it clear on the plans how the measurement and payment will be made.

=== Control Centers: ===
Streetlighting control centers should be measured per each based on the type of control center used. Occasionally, an existing control center is relocated to a new concrete foundation. In these instances, revise one of the lines of text in the Bill of Materials to read “Relocate Existing Control Center on New Foundation”.

=== Concrete Control Center Foundations: ===
Concrete control center foundations should be measured per each based on the type of control center used. A quantity should also be included for a concrete control center foundation when an existing controller is being relocated on a new foundation.

=== Ground Rods: ===
Ground rods should be measured per each. One ground rod should be included for every concrete control center foundation. If a concrete streetlight foundation is used for a particular application, one ground rod should be included for each. Ground rod clamps are subsidiary to the ground rod.

=== Photo Cells: ===
Photo cells should be measured per each. One photo cell is required in every new streetlight control center. Relocated control centers will be able to re-use the existing photo cell.

=== Conduits: ===
Conduit should be measured per linear foot for each type and diameter used.

====      KCP&L Electrical Service Conduit: ====
:Conduit should be measured from the center of the streetlight controller (not the center of the entire pad) to the center of the power pole or transformer plus 4’ to allow for the large radius sweeps at each end. No additional measurement will be made for PVC conduit elbows or conduit fittings.

:Example: If the center to center distance is 100’, the conduit length required is 100’ + 4’ = 104’

====      1” PVC Conduit for Equipment Ground: ====
:PVC conduit should be provided at each concrete control center foundation and at each concrete pole foundation. Add 3' of 1" PVC conduit at each control center foundation or concrete pole foundation.

====      HDPE Conduit: ====
:HDPE conduit should be measured from the center of one appurtenance to the center of another appurtenance plus additional lengths for conduit sweeps. Conduit elbows, conduit fittings or couplings shall be considered subsidiary to the conduit.

:*Add 4’ of conduit to the center to center distance between two streetlight poles.
:*Add 3’ of conduit to the center to center distance between a streetlight pole and a junction box.
:*Add 2’ of conduit to the center to center distance between a streetlight pole and a service box.
:*Add 3’ of conduit to the center to center distance between a streetlight control center and a junction box.
:*Add 2' of conduit to the center to center distance between two junction boxes
:*Add 0' of conduit to the center to center distance between two service boxes

:Where poles are mounted on a raised concrete pedestal, such as in parking lots, or on a bridge rail, the conduit length should be increased accordingly based on the height of the raised pedestal or bridge rail.

:Example 1: If the center to center distance between poles is 180’, the conduit length required is 180’ + 4’ = 184’

:Example 2: If the center to center distance between a pole and a box is 20’, the conduit length required is 20’ + 3’ = 23’

:Example 3: If the center to center distance between a pole and a box is 50’, the conduit length required is 50’ + 2’ = 52’

:Example 4: If the center to center distance between a control center and a junction box is 5’, the conduit length required is 5’ + 3’ = 8’

:Example 5: If the center to center distance between two junction boxes is 70', the conduit length required is 70' + 2' = 72'

:Example 6: If the center to center distance between two service boxes is 70', the conduit length required is 70' + 0' = 70'

=== Cables: ===
Cable should be measured per linear foot for each type used.

====      3-1c #4 USE Distribution Cable: ====
:The measurement for 3-1c #4 USE distribution cable should be per linear foot for the bundle of cable consisting of three wires. Cable should be measured from the center of pole, junction box or control center to the center of pole, junction box or control center. Additional cable quantities are added to account for sweeps, to provide slack and to make connections. The additional length is computed as follows:

:*Add 5’ of slack at each pole with a 30’ or 40’ mounting height, mounted on a flush mounted concrete base or screw-in foundation with a breakaway pole device
:*Add 4’ of slack at each 14’ pole, mounted on on a flush mounted concrete base or screw-in foundation, since a breakaway pole device is not required.
:*Add 5’ of slack at each junction or service box for each circuit contained within.
:*Add 5’ of slack at each streetlight control circuit for each circuit contained within.

:Where poles are mounted on a raised concrete pedestal, such as in parking lots, or on a bridge rail, the cable length should be increased accordingly based on the height of the raised pedestal or bridge rail. Keep in mind that on a raised concrete pedestal or a bridge rail, there is no need to have a breakaway pole base. Therefore, the height above ground level will have to be adjusted for cable length.

:Example 1: If the center to center distance between two streetlight poles with 40’ mounting heights is 180’, the cable length required is 180’ + 5’+ 5’ = 190’

:Example 2: If the center to center distance between two 14’ poles mounted on a flush mounted concrete base or screw-in foundation is 200’, the cable length required is 200’ + 4’ + 4’ = 208’

:Example 3: If the center to center distance between two junction boxes is 60’, the cable length required is 60’ + 5’ + 5’ = 70’

:Example 4: If the center to center distance between a 14’ streetlight pole and a junction box is 20’, the cable length required is 20’ + 4’ + 5’ = 29’

:Example 5: If the center to center distance between a junction box and a streetlighting control center is 10’, the cable length required is 10 + 5’ + 5’ = 20’ per circuit.

====      1c #10 Pole and Bracket Cable: ====
:The measurement for 1c #10 pole and bracket cable should be measured per linear foot. The length depends on the mounting height of the luminaire, the length and type of bracket arm and the number of luminaires mounted on each pole. Two 1c #10 cables are required for the power to each of the luminaires and one 1c#10 cable is required for the ground to each of the luminaires.

:Power Conductors: A 12" to 14" cable surplus in each of the 1c#10 AWG pole and bracket cables is to be provided from the multiple tap connector to the line side of the fuse holder and from the load side of the fuseholder to the luminaire. Ground Conductor for Single Arm: A 12" to 14" cable surplus in the 1c#10 AWG ground cable is to be provided from the multiple tap connector to the load side of the un-fused fuseholder and from the line side of the un-fused fuseholder to the ground lug at the base of the pole. An additional 24" of surplus cable shall be provided between the ground lug at the base of the pole and the luminaire. Ground Conductor for Dual Arms: A 12" to 14" cable surplus in the 1c#10 AWG ground cable is to be provided from the multiple tap connector to the load side of the un-fused fuseholder and from the line side of the un-fused fuseholder to the ground lug at the base of the pole. An additional 24" of surplus in each ground cable shall be provided between the ground lug at the base of the pole and each luminaire.

====      1c #10 Pole and Bracket Cable (Poles with Single Luminaire): ====
:The total length for the power cables varies depending on the pole series and the bracket arm length. The total length has to be multiplied by two since there are two wires. In the following table “AL” stands for the arm length. Additional cable also has to be added for the ground cable that attaches between the ground lug in the pole and the ground terminal in the luminaire. Each luminaire will have three wires running to it from the base of the pole.

:{| width="800px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|1c#10 Pole and Bracket Cable for Poles with Single Luminaire
|-
! style="background:#dcdcdc;"|Mounting Height
! style="background:#dcdcdc;"|Pole Series
! style="background:#dcdcdc;"|1c#10 (Power)
! style="background:#dcdcdc;"|1c#10 (Ground)
! style="background:#dcdcdc;"|1c#10 (Total)
|-
| align="center"|15'
| align="center"|OP14
| align="center"|30.7'
| align="center"|17.3'
| align="center"|48'
|-
| align="center"|30'
| align="center"|OP301
| align="center"|56.7' + (2 x AL)
| align="center"|30.8' + AL
| align="center"|87.5' + (3 x AL)
|-
| align="center"|30'
| align="center"|OP302
| align="center"|56' + (2 x AL)
| align="center"|30' + AL
| align="center"|86' + (3 x AL)
|-
| align="center"|40'
| align="center"|OP401
| align="center"|77.7' + (2 x AL)
| align="center"|40.8' + AL
| align="center"|118.5' + (3 x AL)
|-
| align="center"|40'
| align="center"|OP402
| align="center"|76' + (2 x AL)
| align="center"|40' + AL
| align="center"|116' + (3 x AL)
|}

====      1c #10 Pole and Bracket Cable (Poles with Twin Luminaires): ====
:The total length for the power cables varies depending on the pole series and the bracket arm length. The total length has to be multiplied by four since there are two wires required for each luminaire. In the following table “AL” stands for the arm length. The equations have been set up to accommodate whether both arm lengths are the same or if there are different arm lengths on the same pole. Additional cable also has to be added for the ground cables that attach between the ground lug in the pole and the ground terminal in each luminaire. Each luminaire will have three wires running to it from the base of the pole. (See the Electrical Connector Details, in the Standard Details)

:{| width="800px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|1c#10 Pole and Bracket Cable for Poles with Twin Luminaires
|-
! style="background:#dcdcdc;"|Mounting Height
! style="background:#dcdcdc;"|Pole Series
! style="background:#dcdcdc;"|1c#10 (Power)
! style="background:#dcdcdc;"|1c#10 (Ground)
! style="background:#dcdcdc;"|1c#10 (Total)
|-
| align="center"|30'
| align="center"|OP303
| align="center"|115.3' + (2 x AL) + (2 x AL)
| align="center"|59.3' + AL + AL
| align="center"|174.6' + (3 x AL) + (3 x AL)
|-
| align="center"|40'
| align="center"|OP401
| align="center"|155.3' + (2 x AL) + (2 x AL)
| align="center"|79.3' + AL + AL
| align="center"|234.6' + (3 x AL) + (3 x AL)
|-
| align="center"|40'
| align="center"|OP403
| align="center"|152' + (2 x AL) + (2 x AL)
| align="center"|77.7' + AL + AL
| align="center"|229.7' + (3 x AL) + (3 x AL)
|-
|}

====      Electrical Service Power Cable: ====
:The measurement for electrical service power cable should be per linear foot for the bundle of cable consisting of three wires. Cable should be measured from the center of the streetlight control center to the center of the power source. The length of spare cable at the power source depends on whether the power source is a transformer mounted on a wood pole or a ground mounted sectionalizer. Additional cable quantities are added to account for sweeps, to provide slack and to make connections. The additional length is computed as follows:

:*Add 5’ of slack at the streetlight control center mounted on a flush mounted concrete base.
:*Add 42’ of slack at the base of the wood power pole, if the cable runs from the streetlight control center to a transformer on a wood pole.
:*Add 5' of slack at the pad mounted transformer or pedestal, if the cable runs from the streetlight control center to a ground mounted transformer or pedestal.

:Example 1: If the center to center distance between the streetlight control center and the wood power pole is 180’, the cable length required is 180’ + 5’+ 42’ = 227’

:Example 2: If the center to center distance between the streetlight control center and the ground mounted sectionalizer is 100’, the cable length required is 100’ + 5’ + 5‘ = 110‘

====      1c #6 Solid Copper Ground Cable: ====
:The measurement for 1c #6 solid copper ground cable should be measured per linear foot. The required cable length at any streetlighting control center or concrete pole foundation should be 5’.

=== Electrical Connectors: ===
Electrical connectors include breakaway non-fused connector kits, breakaway fused connector kits, fuses, and multi-tap streetlight connectors. The quantity at each pole depends on whether there are one or two luminaires on each pole. Quantities should be added at each existing pole where a new circuit is being tied into an existing circuit. The number of each type of electrical connector will be measured as follows:

====      One Luminaire per Pole: ====
:*Three multi-tap electrical connectors are required
:*Two breakaway fused connector kits are required
:*Two 8 amp fuses are required
:*One breakaway non-fused connectors with ground “slug” is required

====      Two Luminaires per Pole: ====
:*Three multi-tap electrical connectors are required
:*Four breakaway fused connector kits are required
:*Four 8 amp fuses are required
:*One breakaway non-fused connectors with ground “slug” is required

=== Breakaway Pole Devices: ===
The measurement for breakaway pole devices should be per each for each breakaway frangible base or per set for a set of four breakaway couplings for every streetlight pole with a 30’ or 40’ mounting height.
Breakaway pole devices are not required for 14’ poles or if a pole is mounted on a raised concrete pedestal or bridge rail.

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Streetlight Design Manual

2023-01-23T14:39:04Z

Irina Idelson: /*      Intersection Lighting for Continuously Lighted Streets: */

== General Purpose of the Design Manual: ==
'''Last Revised 9/16/21''' 
This Streetlight Design Manual has been written to serve as a general guideline when designing a streetlighting system for the City of Overland Park, Kansas. Although there are specific design requirements, the guidelines contained herein should not be a substitute for proper engineering design and judgment based on specific project situations. The purpose of this Streetlight Design Manual is to aid consultants as well as City of Overland Park staff to be consistent in the practice of designing streetlighting plans. It provides an overview of the design criteria to be used in the design; streetlighting installation determination; design considerations to take into account; explanation of the approved streetlighting equipment that is to be used; what information should be included on the plan sheets; and how to compute the quantities. Any questions regarding this manual may be directed to Bruce Wacker, P.E., Assistant City Traffic Engineer at the City of Overland Park, Kansas at (913) 895-6027 or by email at bruce.wacker@opkansas.org.

=== Purpose of Streetlighting: ===
The principal purpose of lighting is to provide improved visibility for the street users so they can make quick, accurate and safe decisions. Street users include vehicle operators, bicycle and motorcycle operators and pedestrians. Light that falls on pedestrian walkways enhances pedestrian traffic, but the streetlighting criterion does not mandate specific lighting levels on sidewalks, bike paths or other pedestrian paths. The Planning and Development Services Department has separate criteria for the lighting of pedestrian facilities and should be consulted. This document does however, mandate specific lighting levels at the conflict points of pedestrians and vehicles, such as at intersection crossing points.

=== Reference to Other Documents: ===
Wherever applicable, this design manual should be used in conjunction with the [https://www.ies.org/store/recommended-practices-and-ansi-standards/roadway-lighting/Roadway Lighting ANSI/IES RP-8-14] by the Illuminating Engineering Society, as herein modified and the [http://catalog.nfpa.org/2014-NFPA-70-National-Electrical-Code-NEC-and-Handbook-P1194.aspx?icid=B484 National Electric Code] by the National Fire Protection Association. The current editions of the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=198 City of Overland Park Streetlighting Resolution No. 4036], [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/832/FileDownload?targetFileType=Auto&keepAnnotations=false Design and Construction Standards, Volume 1 Design Criteria (latest edition)], [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/831/FileDownload?targetFileType=Auto&keepAnnotations=false Design and Construction Standards, Volume 2 Construction Specifications (latest edition)], the latest edition of the [https://www.opkansas.org/city-services/building-construction/civil-engineering/construction-standards/ Standard Details] and the [https://ppm.opkansas.org/wiki/index.php/Approved_Materials Approved Materials List], hereafter referred to as “City Standards” should be followed during the design of any streetlighting project.

=== Public or Private Ownership, Operation and Maintenance: ===
Different policies apply to streetlighting systems based on the final ownership, operation and maintenance of the system. The two types of systems are:
#Those that are installed in the public right-of-way that will be owned, operated and maintained by the City of Overland Park and
#Privately owned streetlighting systems that are installed in the public right-of-way that will not be owned, operated and maintained by the City of Overland Park.
Although each of the systems will be discussed, the design guidelines contained herein only apply to systems that are within the public right-of-way that are owned, operated and maintained by the City of Overland Park.

====      City-Owned, Operated and Maintained Lighting Systems: ====
:All City-owned, operated and maintained lighting systems shall be designed in accordance with the design criteria listed herein and use all pre-approved materials from the City's [http://ppm.opkansas.org/wiki/index.php/Preapproved_Materials Approved Materials List]. All lighting systems that are being designed in conjunction with the development of any public street or any developments that require modification of any streetlighting system within the public right-of-way by private consultants working for a developer are required to meet City Standards if the City will assume all ownership, operation and maintenance responsibilities after final acceptance of the project.

====      Privately Owned, Operated and Maintained Lighting Systems: ====
:All lighting systems within the public right-of-way that have been designated “privately owned” are not required to be constructed using City approved materials. However, the lighting system shall still be designed in accordance with the design criteria listed herein for average maintained light levels and uniformity ratios for the specific functional roadway classification and pedestrian conflict area classification and be constructed in accordance with the [http://catalog.nfpa.org/2014-NFPA-70-National-Electrical-Code-NEC-and-Handbook-P1194.aspx?icid=B484National Electric Code], current edition to ensure safe operation.

:All proposals for privately owned, operated and maintained lighting systems shall be pre-approved by the Overland Park City Council prior to final plan approval and execution and recording of the City standard maintenance agreement with the Johnson County Records and Tax Administration. If at any time, the homes association or other political subdivision requests the City to assume ownership of the lighting system, the streetlighting maintenance agreement establishes specific items that would need to be addressed before the request would be considered. One requirement is that the current streetlighting system would be have to be replaced with equipment meeting the current City Standards at the sole cost of the current owner.

:Privately owned streetlighting systems shall not be permitted to connect to any City-owned streetlighting system, whether it is poles, control centers, cable, junction boxes, etc. unless otherwise stipulated in the maintenance agreement.

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== Design Criteria: ==
The following section addresses the design criteria used for streetlighting in the City of Overland Park. There are three types of streetlighting design that are considered:
#Continuous lighting
#Partial lighting, and
#Safety lighting.

=== Continuous Lighting: ===
Continuous lighting is defined as streetlighting that is designed to provide specific average maintained light levels and uniformity ratios between adjacent poles in accordance with the functional classification of the street and the corresponding pedestrian conflict area classification. Continuous lighting design shall be required for:
#All collector streets
#All thoroughfare streets with four or more lanes
#All interim or ultimate two-lane thoroughfares with average two-way night-time traffic volumes of greater than 3,000 vehicles, where night-time is defined as the period from 6:00 PM to 6:00 AM

Interim or ultimate two-lane thoroughfares are those streets located in the southern portion of the city that were part of the adopted South Overland Park Transportation Plan.

Interim or ultimate two-lane thoroughfares with average two-way night-time traffic volumes of less than 3,000 vehicles are not required to have continuous streetlighting unless unique situations exist such as adjacent school facilities, etc. Any legacy streetlighting systems already in place on unimproved throughfares will not be upgraded until the thoroughfare is improved.

The following streetlighting design criteria will be used for continuous streetlighting on city streets, as identified on the latest edition of the City of Overland Park [http://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/27/FileDownload?targetFileType=Auto&keepAnnotations=false “Official Street Map”], and the [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9579/FileDownload?targetFileType=Auto&keepAnnotations=false “Future Development Plan”] available from the Planning and Development Services Department.

====      Functional Street Classifications: ====
:The functional street classifications are defined on the [https://www2.opkansas.org/files/dw/api/Docs/10347 “Official Street Map”].
:The “thoroughfare” street classification includes all thoroughfare streets whether divided or undivided; whether improved or unimproved; and whether two-lane, four-lane or six-lane excluding auxiliary left and right turn lanes.

:The “collector” street classification includes all super-collector streets, residential collector streets, apartment streets, commercial streets and industrial streets regardless of the number of lanes; whether improved or unimproved.

====      Pedestrian Conflict Area: ====
:The “high” pedestrian conflict area includes areas where significant numbers of pedestrians are expected to be on the sidewalks or crossing the streets during darkness. These are typically areas that are in the “Nonresidential Category” zoned for “commercial” or “mixed-use” such as retail areas, near theaters, or major pedestrian generators. All interchanges Shall be lit to "high" pedestrian conflict area criteria.

:The “medium” pedestrian conflict area includes areas such as libraries, apartments, neighborhood shopping and schools which would be considered in the “Nonresidential Category” and zoned as either "office", "hotels and motels", "light industrial", "industrial", “public and semipublic” or in the “Residential Category” that would be zoned as either “high-density”, “medium-high density” or “medium-density”. Review the "low" pedestrian conflict area if the property contains a religious facility.

:The “low” pedestrian conflict area includes areas in the “Residential Category” zoned as “low-density” such as single family residential housing or duplexes. The “low” pedestrian conflict area also includes areas in the “Nonresidential Category” zoned “public and semipublic” which contain religious facilities without primary or secondary schools on the property.

====      Luminance Criteria: ====
:The maintained averages for luminance, as listed in Table 1, shall be met or exceeded for all continuous lighting designs. The corresponding uniformity ratios and/or veiling luminance ratios shall be equal to or better than those listed in the following table for luminance. NOTE: The average luminance value shall be obtained by taking the average of individual luminance values at points across the entire number of lanes on the roadway regardless of the direction of traffic. Medians shall be excluded from these calculations.

:{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 1: Luminance Criteria'''
! colspan="2" align="center" style="background:#dcdcdc;"|Street and Pedestrian Conflict Area
! colspan="4" align="center" style="background:#dcdcdc;"|Luminance Criteria
|-
! align="center" style="background:#dcdcdc;"|'''Functional Street Classification'''
! align="center" style="background:#dcdcdc;"|'''Pedestrian Conflict Area'''
! align="center" style="background:#dcdcdc;"|'''Maintained Average (Lavg) (cd/m2)'''
! align="center" style="background:#dcdcdc;"|'''Uniformity Ratio (Lavg:Lmin) (Max Allowable)'''
! align="center" style="background:#dcdcdc;"|'''Uniformity Ratio (Lmax:Lmin) (Max Allowable)'''
! align="center" style="background:#dcdcdc;"|'''Veiling Luminance Ratio (LVmax:Lavg) (Max Allowable)'''
|-
| rowspan="3" align="center" style="background:#b0e0e6;" valign="center"|Thoroughfare
| align="center" style="background:#b0e0e6;"|High
| align="center" style="background:#b0e0e6;"|1.2
| align="center" style="background:#b0e0e6;"|3.0:1
| align="center" style="background:#b0e0e6;"|5.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| align="center" style="background:#b0e0e6;"|Medium 
| align="center" style="background:#b0e0e6;"|0.9
| align="center" style="background:#b0e0e6;"|3.0:1
| align="center" style="background:#b0e0e6;"|5.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| align="center" style="background:#b0e0e6;"|Low 
| align="center" style="background:#b0e0e6;"|0.6
| align="center" style="background:#b0e0e6;"|3.5:1
| align="center" style="background:#b0e0e6;"|6.0:1
| align="center" style="background:#b0e0e6;"|0.3:1
|-
| rowspan="3" align="center" style="background:#90ee90;" valign="center"|Collector
| align="center" style="background:#90ee90;"|High
| align="center" style="background:#90ee90;"|0.8
| align="center" style="background:#90ee90;"|3.0:1
| align="center" style="background:#90ee90;"|5.0:1
| align="center" style="background:#90ee90;"|0.4:1
|-
| align="center" style="background:#90ee90;"|Medium 
| align="center" style="background:#90ee90;"|0.6
| align="center" style="background:#90ee90;"|3.5:1
| align="center" style="background:#90ee90;"|6.0:1
| align="center" style="background:#90ee90;"|0.4:1
|-
| align="center" style="background:#90ee90;"|Low 
| align="center" style="background:#90ee90;"|0.4
| align="center" style="background:#90ee90;"|4.0:1
| align="center" style="background:#90ee90;"|8.0:1
| align="center" style="background:#90ee90;"|0.4:1
|}

=== Partial Lighting ===
Partial lighting is defined as lighting in intersections, at points of potential conflict, of roadways without continuous lighting. This type of lighting is an interim step between safety lighting and continuous lighting that is used when traffic on roadways and intersections are at sufficiently low night-time average daily traffic volumes. In general, this type of lighting is used at the intersections of collector and residential streets with thoroughfares that have lower volumes and minimal commercial development.

The average maintained illuminance in the intersection shall conform to the values listed in Table 2 below based on the functional street classification and the pavement classification. The intersecting street with highest street classification that provides the highest light level should be used. For example, at an intersection between a thoroughfare street and a collector street, use the criteria for thoroughfare streets. The intersection lighting grid for partial lighting at intersections without continuously lighted streets should include the area between the radius points of all intersecting streets. (See Figure Below). Point spacing for calculating illuminance within the intersection lighting grid should be 5-foot maximum. Luminaire arms should be oriented perpendicular to the street centerlines and not angled toward the center of the intersection.

====      Pavement Classification: ====
:The directional surface reflectance characteristics of the pavement should be considered prior to running calculations for streetlighting. The pavement classification is based on the specularity of the pavement and a scaling factor as determined by the overall "lightness" of the pavement. For asphalt road surfaces, the pavement classification should be R2. For concrete pavement surfaces, the pavement classification should be R1.

{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 2: Average Maintained Illuminance Criteria for Partial Lighting at Intersections'''
! rowspan="2" align="center" style="background:#dcdcdc;"|Functional Street Classification
! colspan="3" align="center" style="background:#dcdcdc;"|Pavement Classification, (Lux) / (Fc)*
! rowspan="2" align="center" style="background:#dcdcdc;"|Uniformity Ratio (Eavg:Emin (Max Allowable)
|-
! align="center" style="background:#dcdcdc;"|'''R1'''
! align="center" style="background:#dcdcdc;"|'''R2 & R3'''
! align="center" style="background:#dcdcdc;"|'''R4'''
|-
| align="center" style="background:#b0e0e6;"|Thoroughfare
| align="center" style="background:#b0e0e6;"|6.0 / 0.6
| align="center" style="background:#b0e0e6;"|9.0 / 0.9
| align="center" style="background:#b0e0e6;"|8.0 / 0.8
| align="center" style="background:#b0e0e6;"|3.0:1
|-
| align="center" style="background:#afeeee;"|Collector
| align="center" style="background:#afeeee;"|4.0 / 0.4
| align="center" style="background:#afeeee;"|6.0 / 0.6
| align="center" style="background:#afeeee;"|5.0 / 0.5
| align="center" style="background:#afeeee;"|4.0:1
|-
| align="center" style="background:#e0ffff;"|Local
| align="center" style="background:#e0ffff;"|3.0 / 0.3
| align="center" style="background:#e0ffff;"|4.0 / 0.4
| align="center" style="background:#e0ffff;"|4.0 / 0.4
| align="center" style="background:#e0ffff;"|6.0:1
|}
*The street classification with the highest light level should be used. 

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Partial Lighting Conflict Area.JPG|600px|]]
|- style="text-align: center"
|Conflict Area
|}

=== Safety Lighting: ===
Safety lighting is defined as lighting that does not provide specific maintained light averages and uniformity ratios between adjacent poles in accordance with the functional classification of the street and corresponding pedestrian conflict area classification. The purpose of this type of lighting design is to provide enough light on the street to enhance the safety of the street users but to avoid over lighting the area. All residential streets shall be designed based on the safety lighting design parameters.

Since June 11, 1979, the City policy has been not to continuously light residential streets. Only "partial" or "safety" lighting is provided. All streetlights on residential streets will be installed in conformance with the following basic guidelines.

====      At Intersections with Other Residential Streets: ====
:In order to provide lighting within the conflict area of two residential streets, a light pole will be installed on one corner of an intersection or opposite the intersection in the case of a T-intersection. (See Figure 1a)

====      On the Same Side as the Sidewalk: ====
:Streetlights should generally be installed on the same side of the street as the sidewalk unless there are significant utility or storm sewer conflicts. Any variance from this practice should be approved by the engineer or project manager.

====      Near Intersections with Another Pole Oriented in a Different Direction: ====
:Where an intersection between two local streets has a light pole located at the corner but the luminaire is oriented toward the direction of the primary local street, a second light pole may be located on the secondary local street oriented in the direction of its centerline as long as the light pole is installed greater than 50’ from the back of curb line on the primary local street extended, and it is not on the same corner as the light oriented toward the primary street. (The primary street is the street that is expected to have the higher traffic volume.) 
:With intersections of local streets with thoroughfare or collector streets, carry the continuous lighting of the thoroughfare or collector street through the intersection. Install a post top light at the intersection oriented toward the local street.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 1.JPG|800px|]]
|- style="text-align: center"
|Figure 1a
|}
 
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 1b.jpg|800px|]]
|- style="text-align: center"
|Figure 1b
|}

====      Within Cul-de-Sac Bulbs: ====
:A light pole will be installed within the cul de sac bulb when the cul-de-sac street is longer than 200 feet measured from the intersection of the intersecting streets to the center of the cul-de-sac bulb. (See Figure 2)

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 2.JPG|800px|]]
|- style="text-align: center"
|Figure 2
|}

====      At Changes of Roadway Alignment: ====
:A light pole will be installed at changes of alignment of 60° or more which are 200 feet or more from an intersection, measured from the intersection of the local street centerlines, to the middle of the curve radius along the centerline of the local street, (See Figure 3)
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 3.JPG|800px|]]
|- style="text-align: center"
|Figure 3
|}

====      Mid-block Streetlights: ====
:A minimum number of mid block streetlights will be installed in order to achieve a desired pole spacing of approximately 250 feet. The maximum spacing between lights should not exceed 280 feet and the minimum spacing between lights should not be less than 225 feet unless otherwise approved by City staff. Lights should desirably be located on or near a property line and not in front of window lines if avoidable.

=== Intersection Lighting: ===
Intersections pose the highest conflict area for both vehicles and pedestrians. Therefore, the light levels should be higher for intersections than each individual street. The illuminance method, rather than the luminance method is the recommended design for intersection lighting. The following design criterion has been established for the illumination at street intersections on streets with continuous lighting.
====      Intersection Lighting for Continuously Lighted Streets: ====
{| width="800px" border="1" cellpadding="4" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 1em 0; border-collapse: collapse;"
|+'''Table 3: Illuminance Criteria for Intersections with Continuous Lighted Streets'''
! rowspan="2" align="center" style="background:#dcdcdc;"|Functional Street Classification
! colspan="3" align="center" style="background:#dcdcdc;"|Average Maintained Illumination at Pavement by Pedestrian Area Classification, (Lux) / (Fc)
! rowspan="2" align="center" style="background:#dcdcdc;"|Uniformity Ratio (Eavg:Emin (Max Allowable)
|-
! align="center" style="background:#dcdcdc;"|'''High'''
! align="center" style="background:#dcdcdc;"|'''Medium'''
! align="center" style="background:#dcdcdc;"|'''Low'''
|-
| align="center" style="background:#b0e0e6;"|Thoroughfare / Thoroughfare
| align="center" style="background:#b0e0e6;"|34.0 / 3.4
| align="center" style="background:#b0e0e6;"|26.0 / 2.6
| align="center" style="background:#b0e0e6;"|18.0 / 1.8
| align="center" style="background:#b0e0e6;"|3.0:1
|-
| align="center" style="background:#afeeee;"|Thoroughfare / Collector
| align="center" style="background:#afeeee;"|29.0 / 2.9
| align="center" style="background:#afeeee;"|22.0 / 2.2
| align="center" style="background:#afeeee;"|15.0 / 1.5
| align="center" style="background:#afeeee;"|3.0:1
|-
| align="center" style="background:#e0ffff;"|Thoroughfare / Local
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
| align="center" style="background:#e0ffff;"|See Note 2
|-
| align="center" style="background:#90ee90;"|Collector / Collector
| align="center" style="background:#90ee90;"|24.0 / 2.4
| align="center" style="background:#90ee90;"|18.0 / 1.8
| align="center" style="background:#90ee90;"|12.0 / 1.2
| align="center" style="background:#90ee90;"|4.0:1
|-
| align="center" style="background:#a1edbb;"|Collector / Local
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
| align="center" style="background:#a1edbb;"|See Note 2
|-
| align="center" style="background:#f0f0f0;"|Local / Local
| align="center"|See Note 1
| align="center"|See Note 1
| align="center"|See Note 1
| align="center"|See Note 1
|-
|}
Note 1: Intersection lighting analysis is not required for these types of intersections. The criterion is satisfied if a post top light is placed at each intersection per [[#.C2.A0.C2.A0.C2.A0.C2.A0.C2.A0_At_Intersections_with_Other_Residential_Streets:|Figure 1a]]. 
Note 2: Intersection lighting analysis is not required for these types of intersections. The criterion is satisfied if a post top light is placed at each intersection per [[#.C2.A0.C2.A0.C2.A0.C2.A0.C2.A0At_Intersections_with_Other_Residential_Streets:|Figure 1b]] in addition to any continuous lighting that may be required.

The intersection lighting grid for intersections on continuously lighted streets is defined as the quadrilateral whose adjacent sides intersect at the midpoint of the curb radii at the back of curb (See Figure 4). The amount of light should be proportional to the classification of the intersecting streets and be equivalent to the sum of the values used for each separate street. If an intersecting street is illuminated above the recommended value, then the intersection illumination value should be increased proportionately. Intersections of collector and thoroughfare streets with local streets should be illuminated according to Table 3 above since criteria has not been established for continuously lighting local streets. Point spacing for calculating illuminance within the intersection lighting grid should be 5-foot maximum.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 4.JPG|600px|]]
|- style="text-align: center"
|Figure 4
|}
The LED class at intersections of identical functional street classifications (e.g. Thoroughfare / Thoroughfare) shall use the same LED class all the way around the intersection. 
The LED class on thoroughfare intersection approaches which have more than one turn lane shall increase the LED class by one LED class more than the roadway segment analysis through the length of the turn bay on the side of the turn lanes only. This occurs outside the area of the intersection analysis.

=== Roundabout Lighting ===
==== Horizontal Illuminance Recommendations ====
In order to adequately address the visibility of the roadway, pedestrians, and hazards through a roundabout, all roundabouts will be provided with lighting. The horizontal lighting levels used for the design of the roundabout lighting will be equal to the lighting levels used for intersections included in Table 2, for streets that are not continuously lighted or Table 3, for streets that are continuously lighted. In addition to these horizontal requirements there are also vertical requirements in the crosswalks if they are present.

==== Vertical Illuminance Recommendations ====
It is recommended that the averge vertical illuminance for a series of points 5 feet in height, along the centerline of the crosswalk extending to the edge of the roadway, spaced at 1.65 feet, for each driving direction, be equal to the required horizontal illuminance and uniformity for the roundabout in either Table 2 or Table 3 as applicable.

==== Pole Placement Recommendations ====
Pole placement is critical in creating good visibility in a roundabout. It is recommended that streetlight poles be placed around the perimeter of the roundabout at locations on the approach side of the crosswalks, if present.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Roundabout Perimeter Lighting.JPG|600px|]]
|- style="text-align: center"
|Perimeter Pole Placement
|}

==== Calculation Grids ====
The calculation grid for the horizontal illuminance in a roundabout should include the area immediately before the splitter islands (at the start of the gore) and then throughout the roundabout. Central islands need not be included in the horizontal illuminance calculation. The grid spacing should be no greater than 6.6 feet. The calculation grid for the vertical illuminance in the crosswalk portion of a roundabout should include a series of points 5 feet in height, centered in the crosswalk, spaced at 1.65 feet, for each driving direction. The vertical illuminance calculation should be performed toward the direction of an approaching driver at 5 feet height above the roadway at a distance of one safe sight stopping distance as determined by the roundabout speed.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Roundabout Calculation Grid.JPG|600px|]]
|- style="text-align: center"
|Horizontal Calculation Grid
|}

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Vertical Grid at Roundabout.JPG|600px|]]
|- style="text-align: center"
|Vertical Calculation Grid
|}

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|+
|align="left" width="30px"|[[File:Up arrow 66x80.png|50px|link=#top]]
| align="left"|[[#top|'''Top''']]
| align="right"|[[#Design Criteria:|'''Design Criteria:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=Design Criteria:]]
|}
----

== Streetlighting Installation Determination: ==
The following information has been established for all City-owned and maintained streetlighting systems installed in public right-of-way. The following explains when streetlighting will be installed. Additional information is contained in [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-view.aspx?secid=198 City of Overland Park Streetlighting Resolution No. 4036, A Resolution Establishing Policy for City-Owned Streetlighting], and the [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3614 Overland Park Municipal Code Chapter 13.10].

=== Local Residential Streets: ===
There are four main distinct scenarios identified in which streetlights will be considered for installation. They are:
#Streets with existing City-owned streetlights,
#Streets that do not have any streetlighting,
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L), and
#New streets that are being constructed either through the City’s Capital Improvement Plan (CIP) or by developers.

====      Residential Streets with Existing City-owned Streetlighting: ====
:Where street plans were approved prior to February 7, 2011, the City will replace or modify the existing streetlighting system with a new streetlighting system meeting the current streetlighting resolution as the street(s) are reconstructed as part of a major residential street reconstruction program. This does not include general pavement rehabilitation programs such as micro-surfacing, chip seal or residential street overlay programs. The City will not consider requests or petitions to upgrade the existing streetlighting system to the current standards unless all other lighting obligations within the City have been met, including replacement of Kansas City Power and Light Company streetlights the City has purchased and streets that currently do not have any streetlighting.

====      Residential Streets with no Existing Streetlighting: ====
:Where City streets do not have any existing streetlighting, the City will consider streetlighting using City at Large funds if a petition from over fifty (50) percent of the residences along the street(s) to be lighted is received and verified. Only one signature is allowed per residence on the petition. The City is responsible for receiving and verifying petitions which can be obtained from the Public Works Department. Verified, valid petitions will be listed for Public Works Committee consideration. The Public Works Committee in turn will make recommendations to the City Council for construction of local residential streetlighting consistent with the amount of funds budgeted for that purpose. When requests exceed funding, priority will be given to those local residential streets with the most police reports of nighttime crime and nighttime traffic accidents.

====      Residential Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

====      New Residential Streets ====
:Where street plans were approved on or after February 7, 2011, the developers are required to install streetlights on all local residential streets which have street plans approved in accordance with [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3632 Overland Park Municipal Code Chapter 13.10.050]
:Appropriate City staff shall have authority in determining the extent and phasing of streetlight construction, including the location of any applicable streetlight control centers that best fit into the overall master plan for future expansion of lighting circuits.

=== Collector Streets: ===
There are three main distinct scenarios identified in which streetlights will be considered for installation. They are:
#Streets with existing City-owned streetlights,
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L), and
#New streets that are being constructed either through the City’s Capital Improvement Plan (CIP) or by developers.

====      Collector Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

====      Collector Streets with Existing City-owned Streetlighting: ====
:Where street plans were approved prior to February 7, 2011, the City staff may initiate streetlighting requests for these types of streets via the City's Capital Improvements Program (CIP) which is reviewed and updated annually. Approved collector streetlighting projects are normally listed in the Budget.

====      New Collector Streets: ====
:Where street plans were approved on or after February 7, 2011, developers are required to install streetlights on all such types of streets which have street plans approved in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-3632 Overland Park Municipal Code Chapter 13.10.050]
:Appropriate City staff shall have authority in determining the extent and phasing of streetlight construction, including the location of any applicable streetlight control centers that best fits into the overall master plan for future expansion of lighting circuits.

=== Thoroughfare Streets: ===
There are two main distinct scenarios identified in which streetlights will be considered for installation. They are:
#New City-owned streetlights, and
#Streets that have streetlighting that was purchased from Kansas City Power and Light (KCP&L).

====      New Thoroughfare Streets: ====
:The City staff may initiate thoroughfare streetlighting requests for this type of street via the City's Capital Improvement Program. Approved primary thoroughfare streetlighting projects are normally listed in the Budget.

====      Thoroughfare Streets with Existing KCP&L Streetlighting that was Purchased: ====
:Where City streets have streetlighting that was purchased from Kansas City Power and Light Company, the City will annually prepare plans to remove existing streetlighting systems and replace them with current standard City-owned streetlighting systems as funding levels permit. The City staff will determine the street(s) that will be included in the annual streetlighting replacement project based on the streetlighting master plan. The project limits will be presented to the Public Works Committee for consideration. The Public Works Committee in turn will make recommendations to the City Council for final design and construction approval consistent with the amount of funds budgeted for that purpose.

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{| width="800px" border="0" cellpadding="4" cellspacing="0"; border-collapse: collapse;"
|+
|align="left" width="30px"|[[File:Up arrow 66x80.png|50px|link=#top]]
| align="left"|[[#top|'''Top''']]
| align="right"|[[#Streetlighting Installation Determination:|'''Streetlighting Installation Determination:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=Streetlighting Installation Determination:]]
|}
----

== Design Considerations: ==
Before initiating the design of a streetlighting system, the designer should contact the City staff to discuss the specific design criteria for the project and determine the scope of the project. Decisions should be made in regard to the functional roadway classification and pedestrian conflict area as well as the type of equipment that will be used in the design. The following is a brief summary of general design considerations.

=== Establish the Lighting Design Criteria: ===
All streetlighting designs for collector and thoroughfare streets shall be done in accordance with the Continuous Streetlighting Design Criteria, as already discussed.

From the [[#Continuous Lighting:|Design Criteria Table]], select the row corresponding to the functional roadway classification (Major or Collector). Then select the row corresponding to the pedestrian conflict area (High, Medium or Low). Follow this row across the table to determine the maintained average luminance, average to minimum luminance uniformity ratio, maximum to minimum luminance uniformity ratio and veiling luminance ratio to be achieved in the design.

Before any design is initiated, the designer should discuss the functional roadway classification and the pedestrian conflict area classification with City staff. The pedestrian conflict area should be based on the City of Overland Park’s Future Development Master Plan and the functional roadway classification should be based on the City of Overland Park Official Street Map.

Design calculations, indicating the design pole spacing, should be submitted with supporting data to verify that the proper light levels have been achieved.

=== Light Loss Factor: ===
After the initial installation of the streetlighting system, the light output continues to decrease over time due to many external factors. The result of the time-dependent depreciation effects must be considered in the initial design. The lighting design is based on a specific lighting level that should always be maintained at the end of the maintenance period. Therefore, the initial lighting in the field will always be brighter than required.

The light loss factor (LLF) is a multiplying factor included in the calculations to account for factors which change in time after the initial installation of the streetlighting system. This factor is the product of many other individual factors such as the maintenance factor, lamp lumen depreciation, luminaire dirt depreciation, equipment factors, etc. The LLF is multiplied by the initial lumen rating of the light source to determine the number of maintained lumens in the design. The LLF that should be used for all high pressure sodium (HPS) City streetlighting systems is 0.81. The LLF that should be used for all LED City streetlighting systems is 0.91.

=== Luminaire Selection: ===
The luminaire selection should be based on the type of street as well as the ability to meet the lighting criteria and maximize the pole spacing. All luminaires used on collector streets and thoroughfare streets shall be LED cobrahead style. All luminaires on residential streets shall still be high pressure sodium (HPS). NOTE: The City has multiple LED cobrahead fixtures on their approved list that may yield slightly different lighting results. For design calculations, the Leotek fixtures should be used for all street and area classifications. As of April 12, 2022, the use of American Electric Autobahn fixtures for design calculations is suspended due to discontinuation of the approved product. The IES photometric files can be found on the City's [https://ppm.opkansas.org/wiki/index.php?title=Approved_Materials_-_Streetlighting#LED_Cobrahead_Luminaire Approved Materials List].

====      Luminaire Classifications for Collector and Thoroughfare Streets: ====
:In general cobrahead LED luminaires are rated as Class A through Class E depending on their ability to light a particular type of roadway and cross section. An approximate comparison between the different classes of LED luminaires and HPS luminaires is as follows:
:Class A LED – approximately equivalent to a 400W HPS
:Class B LED – approximately equivalent to a 310W HPS
:Class C LED – approximately equivalent to a 250W HPS
:Class D LED – approximately equivalent to a 150W HPS
:Class E LED – approximately equivalent to a 100W HPS

:One of the reasons the City has moved toward LED luminaires is to reduce the long term cost of electrical charges. Therefore, the lowest class of LED luminaire should be used in the design that satisfies the given lighting criteria. The designer should consult with the City’s project manager at the early stages in design to verify the proper fixture to use based on appropriate calculations

====      Luminaire for Residential Streets: ====
:All luminaires on residential streets shall be a post top mounted fixture with a retrofit LED lamp.

=== Street Width: ===
The street width is the distance between back of curb. On divided roadways, the street width is measured from the outside back of curb to the back of median curb. The median is not included in the calculation grid.

=== Pole Locations: ===
Pole locations will vary depending on the type of street. Residential streets, collector streets in residential neighborhoods, collector streets in commercial areas, undivided thoroughfare streets, and divided thoroughfare streets will all have different design challenges. In addition to the pole location criteria already discussed for residential streets, there are additional pole location preferences that should be kept in mind. Each of the pole location preferences will be further discussed as follows.

====      Pole Location Preferences on Residential Streets: ====
:Sidewalks are generally only constructed on one side of residential streets. Since the streetlights do provide some residual benefit of lighting the sidewalk and enhance pedestrian safety, the first choice for locating the streetlight poles should be on the sidewalk side of the street.

:As long as there is a minimum of a 4’ grass parkway between the back of curb and the sidewalk, the poles should desirably be located in the grass parkway. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. If a 3’ pole setback cannot be achieved, consideration should be made to move the sidewalk adjacent to the curb, at least near the vicinity of the pole, and locate the pole 1’ behind the sidewalk.

:If streetlight poles cannot be located on the sidewalk side due to storm drainage, utility conflicts or right-of-way considerations, the poles may be moved to the other side of the street. The 3’ minimum setback from the back of curb to the center of the pole should still be maintained.

:Poles located at the intersection of residential streets should desirably be placed so the light pole can be used to mount stop, yield and street name signs. That means that they should be installed as near to the location where a vehicle should stop while maintaining a minimum of 3’ setback from the back of curb.

:All poles installed in residential areas should ideally be located on or near property lines whenever possible. In the case of larger lots, poles cannot always be located on the property line. In these cases, in order not to exceed the maximum desired pole spacing, poles can be located within the lot. The designer should take care not to locate the pole in front of large windows of houses.

:Any pole located near a residential drive entrance should be located a minimum of 3’ from the edge of the drive or concrete wing. The designer should always be careful not to mount a pole in a location that could be in the path of an errant vehicle that may be backing out of the driveway. An example would be on a curved drive entrance.

:The designer should also coordinate the location of all poles with existing trees, such that the fixture does not extend into the tree canopy or such that the tree canopy does not block the light output from the fixture.

====      Pole Location Preferences on Collector Streets: ====
:Collector streets generally have sidewalks on both sides of the street and are typically undivided roadways. Poles should be located on one side of the street which has the least conflicts with utilities.

:As long as there is a minimum of a 4’ grass parkway between the back of curb and the sidewalk, the poles should desirably be located in the grass parkway. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. If a 3’ pole setback cannot be achieved, consideration should be made to move the pole 1’ behind the sidewalk. Longer bracket arms can be used to accommodate poles located behind the sidewalk.

:Any pole located near a residential or commercial drive entrance should be located a minimum of 3’ from the edge of the drive or concrete wing. The designer should always be careful not to mount a pole in a location that could be in the path of an errant vehicle that may be backing out of the driveway. An example would be on a curved drive entrance.

:The designer should also coordinate the location of all poles with existing trees, such that the fixture does not extend into the tree canopy or such that the tree canopy does not block the light output from the fixture.

:Occasionally collector streets will be constructed with a raised median the entire length or possibly on the approach of an intersection. Poles can be located within the median with luminaires mounted at 180° to each other in order to provide lighting on each side of the median.

:Where collector streets are designed with more than two lanes, such as in commercial areas where the roadway widens out to include multiple through lanes and turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The desired pole arrangement in this case would be staggered across the street.

====      Pole Location Preferences on Undivided Thoroughfare Streets: ====
:On undivided thoroughfare streets, the light poles will generally be located on one side of the roadway, usually due to overhead power lines on the other side. The side selected to locate the poles on should be based on conflicts with overhead and underground utilities. Where situations allow, consideration should be given to a staggered arrangement if that provides the best lighting.

:At approaches to intersections, where the roadway widens out to include turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The desired pole arrangement in this case would be staggered across the street.

====      Pole Location Preferences on Divided Thoroughfare Streets: ====
:Streetlight poles with two luminaires oriented 180° apart should be located in the center of raised medians in the case of divided thoroughfares. It is acceptable to locate streetlight poles in medians measuring a minimum of 4’ from back of curb to back of curb, since all poles will be mounted on breakaway supports.

:If the center median is depressed instead of raised, the poles should be located on the outside curb lines. The minimum distance from the back of curb to the center of the streetlight pole should be 3’. The arrangement of poles on the outside edges would preferably be staggered, but will vary depending on how wide the median is and how many lanes are in each direction.

:At approaches to intersections, where the roadway widens out to include multiple turn lanes, it may be necessary to light the street from both sides in order to achieve the required lighting criteria. The pole arrangement may be staggered to the median, opposite the median or staggered across the street, which ever provides the overall best lighting levels and pole spacing.

=== Overhead Utility Line Clearance Requirements: ===
Overhead power lines or lower hanging cable lines should not be in contact with streetlight poles or luminaires. A minimum of 3’ horizontal and vertical clearance shall be maintained from any non-electric lines such as cable TV lines, aerial fiber lines, etc. Vertical and horizontal clearance to electric power lines shall be in accordance with KCP&L requirements and varies according to the line voltage. For lower voltage lines, the vertical and horizontal clearance should be in accordance with [[Media:KCP&L Minimum Clearance Requirements.pdf|KCP&L Code Requirements DWG 130.1-12]]. The designer shall be responsible to determine if adequate clearance can be achieved and make adjustments to the pole locations or coordinate utility relocation if necessary. Whenever the vertical or horizontal distance from the nearest line to the pole or luminaire is less than 10’, KCP&L requires the line to be sleeved temporarily during the pole erection. The contractor will be required to contact KCP&L and coordinate the time the sleeves are necessary and to pay KCP&L a fee for their services.

=== Conduit Location Preferences: ===
All electrical cable for streetlight circuits shall be installed in conduit continuous from appurtenance to appurtenance. An appurtenance is defined as a pole, junction box, service box or control center.

On residential and collector streetlighting designs or undivided thoroughfare designs, it is desirable to run the electrical conduit in a straight line from pole to pole or pole to junction box. Desirably, the conduit should be located in the grass parkway between the back of curb and the sidewalk. In case of conflicts, the conduit may be located under the sidewalk as long as the conduit sweeps out from underneath the sidewalk to enter junction boxes and poles. Conduit installed parallel to the street should not be installed under the roadway or curb. Conduit should be installed under the street only when crossing from one side to the other.

On divided thoroughfare projects, where poles are located in the medians, the conduit location depends on the width of the median and whether the median consists of a concrete base with brick pavers or if the median consists of grass and/or landscaping. The design layout should indicate which of the “Miscellaneous Conduit Details” applies to each streetlight pole. The various “Miscellaneous Conduit Details” are shown on the General Notes and Legend Sheet in the Standard Details. Theses details should be consulted while reviewing the following discussion which outlines both situations.

====      Brick Paver Medians: ====
:When the median is a concrete base with brick pavers, the conduit should be installed near the centerline of the median and run in a straight line from pole to pole. At intersections, conduit runs from median nose to median nose should be offset slightly so it is not directly under the proposed object marker sign post that will be located directly behind the concrete median nose. This allows the sign post to be driven into the ground at the correct location without damaging the conduit.

====      Grass or Landscaped Medians: ====
:When the median consists of grass or landscaping, the conduit should be shown to be installed 3’ behind the median curb and swept into the center of the median at each streetlight pole location. This allows the median to be landscaped between streetlight poles without the danger of cutting the conduit or cable in the future. Conduit runs from median nose to median nose should be offset slightly so it is not directly under the proposed object marker sign post that will be located directly behind the concrete median nose. This allows the sign post to be driven into the ground at the correct location without damaging the conduit.

:Conduit crossing the header between brick paver medians and grass medians should transition from the center of the median under the brick pavers, to within 3’ from the back of the median curb.

====      Grass Parkways: ====
:When the streetlights are installed in the grass parkway between the curb and sidewalk, the streetlighting conduit should sweep from the streetlight pole to the front edge of the sidewalk. This allows the grass parkway to be clear for the planting of street trees.

====      Parallel Circuits: ====
:Parallel circuits are described as multiple circuit cables in the same conduit or circuit cables in separate conduits that are adjacent to each other.

:Parallel circuit cables shall not be allowed to enter any streetlight pole foundation such that one set of circuit cables is connected to the streetlight(s) and the other circuit cables are "passed through" the pole or be routed around a pole within the same conduit. Parallel circuits shall not extend past the first pole from the controller cabinet and shall be split out in different directions at a junction box in advance of that first pole.

:Two 2” parallel conduits should be installed from the streetlight control center foundation to the Type 2 junction box immediately adjacent to the control center. Each conduit is able to carry two circuits (total of 6 cables) without exceeding the 40% fill.

====      Coordination with Traffic Signals at Intersections: ====
:At signalized intersections, the streetlighting conduit should tie into the traffic signal service box located near the median nose. The streetlighting cable should be located in the traffic signal conduit runs around the intersection instead of continuing directly from median nose to median nose through the center of the intersection.

=== Junction Box Locations: ===
Junction boxes should be installed whenever a branch circuit enters the main circuit. The junction box is used as a splice point for the cables that control the same circuit, as a future splice point for a branch circuit, or a pass through to facilitate ease of cable pulling. The following conditions in which junction boxes should be installed are described in more detail below.

====      Proposed or Future Branch Circuit at Intersections: ====
:When streetlights are installed along one side of the street, as on residential streets, collector streets or undivided thoroughfare streets, one junction box should be installed at each intersection. The preferred location is on the corner opposite of the streetlight (See Figure 5a). If there is not a proposed or future branch circuit coming into that box, a Type 1 junction box should be used. If a proposed or future branch circuit will enter a box, a Type 2 junction box should be used. If a branch circuit, or proposed future branch circuit, ties into the main line circuit on the same corner the streetlight is located, the Type 2 junction box should be located on the same corner instead of on the opposite corner (See Figure 5b). Junction boxes should not be installed on both sides of a street crossing.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
|[[File:Streetlight Design Manual Figure 5a.JPG|600px|]]
|- style="text-align: center"
|Figure 5a - No Branch Circuit
|}
 
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
|[[File:Streetlight Design Manual Figure 5b.JPG|600px|]]
|- style="text-align: center"
|Figure 5b - Branch Circuit
|}

====      Median Noses at Divided Thoroughfare Street Intersections: ====
:At unsignalized thoroughfare intersections where the streetlighting conduit runs from median nose to median nose, Type 1 junction boxes should be installed in each median nose. If a branch circuit or future branch circuit will tie into the mainline cable, a Type 2 junction box should be used in the median nose at the point of the branch circuit connection. In the case of a future branch circuit, the conduit should be installed across the thoroughfare lanes and terminated in a Type 1 junction box on the corner for future connection. A 1c#10 AWG locating cable should be installed in the, otherwise empty, conduit.

:In the case of a signalized intersection, there would most likely be a traffic signal service box located in the median. The streetlighting cable should be installed in the traffic signal conduit and not median nose to median nose. The streetlighting conduit would be terminated at the service box.

====      Connecting into Existing Circuits: ====
:Junction boxes should be used to tie into an existing circuit when it is not feasible to extend the proposed conduit to the next streetlight pole. This may happen at the boundary of a construction project. In those cases, the existing streetlighting cable should be field located during construction and a junction box should be installed over the top. The cable splice from new to existing should be accomplished in the junction box.

====      At the End of Platted Streets Between Building Phases: ====
:Many times on developer constructed projects, the last streetlight pole does not end up at the end of the street section. In these cases, it is acceptable to install a Type 1 junction box at the end of the street so the conduit can be easily extended on the next building phase. Care should be taken to prevent the proliferation of junction boxes. The designer should plan accordingly to eliminate junction boxes whenever possible.

=== Streetlight Control Centers: ===
Streetlight control centers are pre-wired cabinets with relays, breakers, etc. that control when the streetlights receive electricity based on built-in photo controls. Each control center will require a photo cell to energize the streetlighting circuits. Power is provided to the individual streetlight poles only when it is dark enough to close the contact in the photo cell. Otherwise, there is no power in the system. This is a safety feature so any excavation work that cuts the cable during daylight hours will not be posed with live electrical power.

The normal design is a four circuit control center. Many times a 4-circuit controller will never control more than two or three circuits. However, every attempt should be made to locate it such that the number of circuits on one control center can be maximized.

Upon the approval of the project manager, a 1-circuit control center may be used. A 1-circuit control center may be applicable as a temporary installation between two building phases where the development master plan indicates that a new control center will be installed in subsequent development phases that will ultimate assume the load. There may also be applications in isolated areas, where it may make sense to install a single circuit controller where there is no possible way to connect to an existing streetlighting circuit or control center. One example is along the border between Overland Park and another city, where a cul-de-sac street extends into a neighborhood from the thoroughfare street. The City staff has the ultimate authority to approve or deny the use of a single circuit control center.

====      Streetlight Control Center Locations: ====
:Streetlight control center locations are subject to provisions in [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-5768City of Overland Park Municipal Code 18.180.070, Item G]. A summary of the ordinance outlining the requirements for streetlight control centers and the application to streetlight control centers is provided, herein. The preferred location in order of priority is modified to apply to current practice in the case of streetlight control centers.

=====            Utility Structure Ordinance: =====
::Any structure located within the public right-of-way shall be located behind the sidewalk and is subject to approval by the City Engineer. When placing utility structures, priority shall be given to finding available utility easements or right-of-way in preferred locations. Preferred locations, as listed in order of priority, are:
:#Properties developed with non-residential uses
:#Thoroughfare landscape/utility easements
:#Street side yards on a corner lot behind the front yard setback, and
:#Front yards within the required side yard setback.
::Locating streetlight controllers in rear yards should be avoided. Proper utility easements or streetlight easements shall be acquired if the controller is to be located outside of the right-of-way.

=====            Outside of Intersection Sight Distance Triangles: =====
::Street light control centers should not be located within the intersection sight distance triangle as defined by [https://bookstore.transportation.org/collection_detail.aspx?ID=110 A Policy on Geometric Design of Highways and Streets] by the American Association of State Highway and Transportation Officials (AASHTO), latest edition.

=====            Proximity to Power Source: =====
::The streetlight control center needs to be located within close proximity to the KCP&L power source, whether it is a power pole with a transformer or a ground mounted transformer. KCP&L requires that the distance from the control center to a pole mounted transformer cannot exceed 150’. The distance from the control center to a ground mounted transformer cannot exceed 200’.

=====            Maximizing Control Center Circuits: =====
::Streetlight control centers have the capacity to operate four independent circuits and should be located such that the number of circuits utilized can be maximized. Ideal locations would be at a 4-leg intersection where one circuit can extend in all the four cardinal directions or at 3-leg intersections where at least three circuits can be utilized.

::There will be situations where the voltage drop becomes too great between intersections and a controller has to be located mid-block which will only utilize two circuits. Before arbitrarily determining to install a mid-block circuit, the designer should evaluate all possible alternatives, including the extension of existing circuits on the side streets from existing control centers within the development.

::The designer, with the help of the City staff, should evaluate all existing control centers in the vicinity of the project to determine if there are any underutilized controllers that can be relocated to a better location and could still be used to back-feed the existing streetlights. The ultimate goal is to reduce the number of control centers in an area by placing them or relocating them in a more strategic location. This may require some off-site construction work to accommodate.

====      Control Center Orientation: ====
:Streetlight control centers shall be oriented such that the photocell always faces to the north or to the east. The plan symbol for the control center shows a concrete pad which always indicates the front side of the cabinet. As you would stand on the pad facing the front of the control center, the photocell is always located on the right hand side of the cabinet. The shaded portion of the triangle in the symbol represents the photocell.
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Streetlight Design Manual Figure 6.JPG|500px|]]
|- style="text-align: center"
|Figure 6
|}

====      Circuit Numbering Convention ====
:Circuit numbers will be identified by the principal direction the circuit extends. There are times, especially on residential streets, where the circuit extends in many directions. The principal direction should follow the numbering as listed below.
:Circuit number 1 shall always be to the north
:Circuit number 2 shall always be to the east
:Circuit number 3 shall always be to the south
:Circuit number 4 shall always be to the west
:Exceptions are if modifying an existing control center which already is configured differently.

See the figure below for additional information regarding controller cabinet and conduit requirements and circuit numbering convention
{| style="border-spacing: 2px; border: 1px solid black;" align="center"
|- border="0"
| [[File:Controller and Conduit Configuration.JPG|600px|]]
|- style="text-align: center"
|
|}

=== Connecting Proposed Electrical Cable into Existing Streetlight Poles: ===
When extending proposed conduit into an existing streetlight pole foundation, several things should be considered in the design. If the pole is mounted to an existing screw-in foundation, the designer should verify with the City project manager that it is new enough to have two conduit entry holes. If it is an older foundation, it may only have one conduit entry. If the existing foundation is concrete, you will not be able to connect a new conduit to extend the circuit. In either the case of an old screw-in foundation with only one conduit entry or a concrete foundation, the designer will have to either install a junction box near the pole to intercept the existing cable/conduit, or replace the foundation with a new screw-in foundation. When connecting the proposed electrical cables to the existing electrical cables in the base of the pole, new fused and un-fused disconnects as well as new multi-tap electrical connectors shall be used. The existing fixture should also be shown to be re-lamped.

=== Luminaires Located on Combination Traffic Signal/Streetlight Poles: ===
All luminaires mounted on combination traffic signal/streetlight poles at signalized intersections shall be connected to the streetlighting circuits controlled by the streetlighting control center instead of running off of the traffic signal control center.

Exceptions exist for isolated intersections where there are no surrounding streetlight control centers or streetlighting circuits. In such cases, the 3-1c #4 AWG USE streetlighting cables should be extended to the traffic signal control center for power. In addition, the designer should provide necessary notation to indicate that the multi-tap ballasts in any HPS luminaire should be wired for 120V. If the fixture is LED, the driver should not have to be modified. The luminaires should be equipped with photocells. A 15 amp circuit breaker should be called out to be installed in the secondary service pedestal to isolate the lighting circuit.

=== Requirements for House Addresses on Equipment: ===
Streetlight control centers and streetlight poles shall each be assigned a house address. The reasons for doing so and the procedures to accomplish each are discussed below:

====      House Addresses for Streetlight Poles: ====
:House addresses are field stenciled on streetlight poles to help maintenance crews respond to lamp outages or maintenance issues when a citizen calls the situation in or if the maintenance crews are being dispatched to take care of a problem. It is a way to call-in and respond to specific problems and the address identifies the exact pole that requires attention.

:House addresses are only required for streetlight poles on collector or thoroughfare streets for poles providing 30’ and 40’ mounting heights. House addresses are not required for streetlights on residential streets providing 15’ mounting heights, because the address on the house provides similar information.

:During the design, the City staff will provide the specific house numbers to the designer to add to the pole callout nomenclature. The standard practice is to assign an address at each end of the poles located at a median break or intersection. The two addresses are subtracted and the number is divided by one number less than the number of poles. The resulting number is then systematically added to the initial number, beginning with the smallest address and working toward the end. This establishes a uniform numbering system between the median breaks or intersections. Each address should be rounded to the closest numbered address. Pole addresses in a median should always be even numbers. Poles located on the south or east side of the street shall have odd numbered addresses. Poles located on the north or west side of the street shall have even numbered addresses. An example for a divided thoroughfare with the poles located in the center median follows:
:Example:
:There is a median break on College Boulevard at King and Nieman Road. The 100 block for Nieman is 11100. The 100 block for King is 11300. A streetlight is located in the west median nose at Nieman and is assigned an address of 11108. Another streetlight is located in the east median nose at King and is assigned an address of 11294. Assume that there will be eight poles total between the two median noses.

:(11294 - 11108) = 26.6
:::(8-1)
:This is the number that should be added to the initial assigned pole address beginning at the smallest address.

:Therefore, the next pole west of Nieman should be (11108 + 26.6) = 11134.6 (Round the address to 11134).
:The next pole address would be 11134.6 + 26.6 = 11161.2 (Round the address to 11162).
:Continue adding 26.6 to all subsequent non-rounded addresses, and rounding to the nearest even number for each pole.

====      House Addresses for Streetlight Control Centers: ====
:Each streetlight control center requires an electrical service address. City staff will provide the control center address to the designer after the designer determines the location and whether Kansas City Power and Light (KCP&L) can provide the necessary 240V power to the proposed location. KCP&L uses the address for billing electrical usage to the City. The City also uses the address to track invoices.

:Each address for the streetlight control center shall be followed with an “LC” extension which stands for “Lighting Controller”. The procedure for coordinating with KCP&L is addressed below in [[#Coordinating_Electrical_Service_with_KCP.26L:|“Coordinating Electrical Service with KCP&L”]].

====      Showing House Addresses on the Plans: ====
:House addresses for the streetlight control center should be shown in the station and offset callout for the pole and also should be the first number designated in each pole callout. For example:

:11302-1-4 (8',12") (11134)
::Sta 10+23.5, 30.2' Rt

:The 11302 represents the control center address; the 1 represents circuit number 1; and the 4 represents the 4th pole on circuit number 1. The 8’ and 12’ represents the luminaire bracket arm length on the left side and the right side, respectively and the 11134 is the assigned house address for the pole.

:House addresses for each pole should be shown in parenthesis immediately behind the callout for the controller address, circuit number, pole number and arm length information according to the legend in the Standard Details.

:The streetlight control center address should also be shown in a box located in the bottom right hand portion of each plan sheet in which it applies. If poles connected to that control center appear on more than one sheet, the address should appear on the same sheets. If there are poles that are fed from different control centers on one sheet, each control center address should appear on the sheet. The general format of the note should be:

:{| style="border-spacing: 2px; border: 1px solid black;"
|-
|Proposed Streetlight Control Center
|-
|Electrical Service Address:
|-
|11302 LC College Blvd
|}

:The existing address for each control center that is being removed or used in place should also be indicated in a boxed note, replacing “Proposed” with either “Remove” or “Existing”.

=== Coordinating Electrical Service with KCP&L: ===
The project manager or designer should perform the initial work to locate the streetlighting control center based on field conditions where there is an existing transformer. The streetlight control center needs to be located within close proximity to the KCP&L power source, whether it is a power pole with a transformer or a ground mounted transformer. In general, KCP&L requires that the distance from the control center to a pole mounted transformer cannot exceed 150’. The distance from the control center to a ground mounted transformer cannot exceed 200’.

KCP&L should be contacted, either verbally or in writing, to verify if power can be obtained at a particular location before a lot of design work is completed. In either case, it is beneficial to send them a plan sheet or meet them in the field. When requesting power, ask if there will be a charge to obtain power at the desired location. KCP&L can generally provide power anywhere, but there may be a significant cost to do so. Ask if there is a better location where they have an existing transformer or sectionalizer that would be better or cheaper to acquire power from. If the control center can be relocated to a better position, make the design change. If not, ask KCP&L to provide an estimate to the City for the cost associated with obtaining power before the design is finalized.

The designer should provide the City a copy of all letter correspondence or email correspondence to KCP&L to insure the necessary procedures are being performed.
After KCP&L has agreed to a preliminary power source and location, the project manager or designer should prepare a preliminary plan sheet showing the location of the power pole and the location of the control center with conduit and notes indicating the location where power will be obtained. After the power location has been established, the project manager will then assign an electrical service address to each control center as outlined in the City's [http://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._26_-_Coordinate_Electrical_Service_for_Traffic_Signals_and_Street_Lighting|Project Procedures Manual, Preliminary Design-Task No. 26 “Coordinate Electrical Service for Traffic Signals and Streetlighting"]. There you will find the Electrical Service Address Procedures, a form for Electrical Service Application and a sample letter to KCP&L requesting power service.

=== Removal of Existing Streetlights: ===
All existing streetlights that will be removed shall be identified on the plan sheets. The exact procedure varies depending on whether the existing streetlights are the ones that were purchased from KCP&L or if they are existing lights that were installed per the City of Overland Park standard details. The procedures for both are explained below:

====      Removal of Existing City Owned Streetlights Installed per Overland Park Standard Details: ====
:All existing City owned streetlights shall be shown on the plans. Any existing streetlights that will not be re-used in the final design shall be indicated to be removed by a construction note. The note should include the removal of the pole, luminaire, arm and screw-in foundation. Existing concrete pole foundations should be shown to be removed to a depth of at least 24”. All conduit and cable can be abandoned in place or can be removed at the option of the contractor if it is in conflict with other construction items.

====      Removal of Existing Streetlights Purchased from KCP&L: ====
:All existing streetlights shall be shown on the plans. The City will determine which lights should be designated to be removed. The designer shall indicate any pole not to be re-used as “Existing Streetlight to be Removed by Others”. The City of Overland Park or their on-call representative will remove the poles and not the project contractor.

:Each pole purchased from KCP&L has a PK number designated with a sticker, such as PK-1423. The designer should indicate the proper PK number on the plans next to the pole.

:City staff will coordinate with their on-call representative for the removal of the lights following the City's [https://ppm.opkansas.org/wiki/index.php/Phase_II_-_Preliminary_Design#Task_No._26b_-_Coordinate_Removal_of_Streetlights_Purchased_from_Evergy_.28KCP.26L.29|Project Procedures Manual, Phase II-Preliminary Design, Task 26b "Coordinate Removal of Streetlights Purchased from KCP&L"] during the design process and [http://ppm.opkansas.org/wiki/index.php/Phase_V_-_Construction#Task_No._11a_-_Coordinate_Removal_of_Streetlights_Purchased_from_KCP.26L|Project Procedures Manual, Phase V-Construction-Task 11a "Coordinate Removal of Streetlights Purchased from KCP&L"] during the construction phase. The process involves writing the on-call representative to provide them a list of poles that are scheduled to be removed. The on-call representative will submit a cost estimate to perform the work which needs to be approved by the Director of Public Works. After approval, the project manager will coordinate the removal with the on-call representative and notify in an attempt to keep the lights operational as long as possible before being removed. A letter will then be sent to KCP&L instructing them to remove the lights from their database and revise their monthly billing.

=== Voltage Drop Calculations: ===
Voltage drop is an important factor in determining how many luminaires can be placed on any circuit. The voltage drop in any electrical circuit is directly dependent upon current and wire resistance.

====      Permissible Voltage Drop:====
:The permissible voltage drop is the allowable voltage drop across an entire circuit of a specific system voltage. This is generally limited to what the fixture can handle.

:With the constant wattage ballast, the permissible voltage drop is five percent of the system voltage. A factor of 0.95 is to be applied to the system voltage to allow for line fluctuations. This results in an allowable drop of 11.4 volts for a 240-volt circuit.
:Example:
:Perm Voltage Drop = System Voltage x 5% Drop x 0.95 line fluctuation factor
:::::::= 240 x 0.05 x 0.95
:::::::= 11.4 volts

====      HPS Fixture Operating Current: ====
:Operating current is determined using 95 percent of the system voltage to allow for line fluctuations. In addition, the lamp wattage is increased by a factor of 1.3 to allow for ballast load. The formula for power is P = V x I and the formula for current is I = P / V.
:The operating amps for each luminaire are based on the wattage of the lamp used.

:Operating Amps =      1.3 x Wattage                            
:::::::Voltage x Line Fluctuation Factor

:Operating Amps = 1.3 x Wattage
:::::::240 x 0.95

:The following operating amps should be used in the design calculations for HPS fixtures:

:{| width="400px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|HPS Fixture Operating Amps
|-
!400 Watt
!310 Watt
!250 Watt
!150 Watt
!100 Watt
|-
| align="center"|2.3 Amps
| align="center"|1.8 Amps
| align="center"|1.4 Amps
| align="center"|0.9 Amps
| align="center"|0.6 Amps
|}

====      LED Fixture Operating Current: ====
:Operating current is determined using 95 percent of the system voltage to allow for line fluctuations. Since LED fixtures have a driver instead of a ballast, there is no multiplier for ballast loss. The formula for power is P = V x I and the formula for current is I = P / V.
:The operating amps for each luminaire are based on the wattage of the lamp used.

:Operating Amps =                Wattage                            
:::::::Voltage x Line Fluctuation Factor

:Operating Amps = Wattage
::::::240 x 0.95

:LED fixtures in the same class have different wattages based on the manufacturer. The values shown in the following table are based on the worse case scenario for approved LED fixtures in each luminaire classification and should therefore be used in the voltage drop calculations:

:{| width="500px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="6" align="center" style="background:#dcdcdc;"|LED Fixture Operating Amps
|-
!Class A
!Class B
!Class C
!Class D
!Class E
!Residential LED Lamp
|-
| align="center"|0.9 Amps
| align="center"|0.8 Amps
| align="center"|0.6 Amps
| align="center"|0.4 Amps
| align="center"|0.2 Amps
| align="center"|0.2 Amps
|}

====      Cable Circular Mils: ====
:A circular mil is a unit of area used when denoting the cross sectional area of a wire or cable.

:1 mil = 0.001 inch

:To convert the diameter of a wire to mils: mil = d x 1,000
:Example: #4 AWG wire has a diameter of 0.2043037 inches.
:0.2043037 inches x 1,000 = 204.3037 or 204 mils
:CM = mil2

:Example: Circular mils of #4 AWG wire
:CM = (204.3037 mils)2
:CM = 41,740

====      Calculating Voltage Drop: ====
:According to Ohm's Law the voltage drop in a line is equal to the current in amperes multiplied by the resistance of the line in ohms:

:E = I x R
:Where:
::E = voltage
::I = Current (in amperes)
::R = Resistance (in ohms)

:Since the resistance of a wire conductor is inversely proportional to the cross-sectional area of the wire, increased voltage drops are developed as the wire diameters decrease. The areas of wires in circular mils and the resistance in ohms per 1000 feet that should be used in calculations are shown below for #4 AWG copper cable.

:{| width="400px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="3" align="center" style="background:#dcdcdc;"|Properties of Stranded Copper Conductors
|-
! style="background:#dcdcdc;"|Cable Size (AWG)
! style="background:#dcdcdc;"|Area (Circular Mils)
! style="background:#dcdcdc;"|AC Resistance (Ohms/1,000 ft)
|-
| align="center"|4
| align="center"|41,740
| align="center"|0.310
|}

:The voltage drop in any line is calculated from the formula:

:Voltage Drop = 2 x K x Q x I x D
:::::::CM

:Where:
::K = Direct Current Constant (for copper, K = 12.9 ohms)
::Q = Aternating Current Adjustment Factor (Q = 1, for all wire less than 2/0 wire)
::I = Load, in Ampers
::D = Distance from the power supply, in feet
::CM = Cross sectional area of cable, in Circular Mills

:Voltage Drop = 2 x 12.9 x 1.0 x Operating Amps x Distance
:::::::::CM

:Add 5% to the center to center distance to allow for snaking of the conduit and cable.
:Operating amps = the operating amps of one fixture times the number of fixtures at the point of calculation. Transposing this formula, the required area in circular mils can be computed:

:Area (circular mils) = 25.8 x Operating Amps x No. of Lamps x 1.05 x Distance
::::::::::Permissible Voltage Drop

:Calculate the circular mils between every fixture in the circuit and add the total number of circular mils to get the total circular mils. Verify that this is less than the circular mils for a #4 AWG cable.

:The voltage drop should then be checked using the following equation:

:Voltage Drop = 2 x L x I x R as follows:

:Voltage Drop = 2 x Distance x Current x Resistance ÷1,000

:Where:
::L = Distance between lights. Use 1.05 x distance (5% to allow for snaking)
::I = Current = operating amps x number of lamps
::R = Resistance of cable per 1,000 feet = 0.31 (From above Table, the resistance of #4 AWG wire in ohms/1,000 ft)

:If circuit loading or voltage drop requires a larger wire size than a #4 AWG then one or more of the following can be considered:
#Locate the control center closer to the lighting system
#Install additional control centers
:Note that long runs of parallel circuits should be avoided unless otherwise approved

:Example to Determine Necessary Wire Cable Size:
:Given: Five 250-watt HPS lamps on a 240-volt circuit spaced at 200, 425, 615, 815 and 1,030 feet respectively, from the control center. There must be sufficient current to operate the first lamp as well as the next four lamps.

:1.05 x 200 ft x 1.4 amps x 5 lamps x 25.8/11.4 = 3,327 cir. mils to 1st lamp
:1.05 x 225 ft x 1.4 amps x 4 lamps x 25.8/11.4 = 2,994 cir. mils to 2nd lamp
:1.05 x 190 ft x 1.4 amps x 3 lamps x 25.8/11.4 = 1,896 cir. mils to 3rd lamp
:1.05 x 200 ft x 1.4 amps x 2 lamps x 25.8/11.4 = 1,331 cir. mils to 4th lamp
:1.05 x 215 ft x 1.4 amps x 1 lamp x 25.8/11.4 = 715 cir. mils to 5th lamp
:Total Area = 10,263 cir. mils.

:The calculated circular mils is less than the capacity of a #4 AWG wire (41,740 as shown in the above Table. This calculation will need to be made for each circuit at each streetlight control center.

:The voltage drop should then be checked using E = I x R as follows:

:Voltage Drop = 2 x Distance x Current x Resistance ÷1,000

:Voltage Drop = 2 x Distance x Operating Amps x No. of lamps x Resistance÷1,000

:2 x 1.05 x 200 ft x 1.4 amps x 5 lamps x 0.31 ohms/1,000 ft = 0.91 volt drop to 1st lamp
:2 x 1.05 x 225 ft x 1.4 amps x 4 lamps x 0.31 ohms/1,000 ft = 0.82 volt drop to 2nd lamp
:2 x 1.05 x 190 ft x 1.4 amps x 3 lamps x 0.31 ohms/1,000 ft = 0.52 volt drop to 3rd lamp
:2 x 1.05 x 200 ft x 1.4 amps x 2 lamps x 0.31 ohms/1,000 ft = 0.36 volt drop to 4th lamp
:2 x 1.05 x 215 ft x 1.4 amps x 1 lamp x 0.31 ohms/1,000 ft = 0.20 volt drop to 5th lamp
:Total Drop = 2.81 volts

:2.81 volts/(240 volts x .95) = 1.23% which is less than 5%. Therefore it is acceptable

====      Calculating Circuit Breaker Ratings: ====
:Circuit breakers are protective devices for over-current conditions. When the current passing through the circuit breaker exceeds a predetermined amount, the breaker trips and opens the faulty circuit. The amount of current required to operate the trip mechanism is referred to as the "trip rating". Proper protection of the circuit requires a breaker with the correct "tripping" current value. This value, "trip rating", can be readily computed by totaling the number of luminaires for each circuit breaker and thereby obtaining the total current being used in the circuit. To prevent unnecessary tripping of the breaker during surges and in-rush currents, the total current is usually multiplied by a factor of 1.3.

:Example:Using the previous example: 5 each - 250-watt luminaires require a normal operating current of 5 x 1.4 amps = 7 amps

:The line loss load in amperes is added as follows:

:14.5 watts/(240 volts x 0.95) + 7 amps = 7.1 amps

:The Trip rating = 7.1 amps x (1.3) = 9.2 amps.

:The streetlight controller is equipped with standard 30 amp circuit breakers. The circuit breakers can be increased to a 40 amp breaker under heavier loads. For the above example, a 30-amp breaker is more than sufficient.

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== Approved Streetlighting Equipment: ==
The following equipment has been approved for all City-owned streetlighting systems. The following information is provided as a general discussion only and the designer is responsible to review the standard details in the selection of equipment for the streetlighting system.

=== Streetlight Poles: ===
The type of pole used is based on the classification of street it will be located on. Poles and mounting heights will vary depending on if it is a residential street, collector street or thoroughfare street.

====      Residential Streets: ====
:Poles for residential streets shall be round, tapered aluminum poles for 15-foot mounting heights.

====      Collector Streets: ====
:Poles for collector streets shall be round, tapered aluminum poles for 30-foot mounting heights.

====      Thoroughfare Streets: ====
:Poles for thoroughfare streets shall be round, tapered aluminum poles for 40-foot mounting heights.

=== Luminaire Bracket Arms: ===
For conventional lighting systems, there are several different arm lengths and styles of arms that are used. The various styles and lengths and the appropriate uses for each are summarized below.

====      Arm Styles: ====
:Type A luminaire bracket arms consist of a single member arm. Type A arms are used when the length is less than 10’. An exception to this is in applications where one pole has two arms, regardless of the orientation. If one arm is required to be a Type B style, the other arm should also be a Type B style to provide a consistent look, even if the arm is less than 10’ in length.

:Type B luminaire bracket arms consist of a two member truss arm design. Type B arms are used when the length is 10’ or greater.

====      Arm Lengths: ====
:The length of the bracket arm is dependant upon many factors such as street width, pole location in relation to the curb and the presence of a median. Typical preferences are provided as follows, but the selection of an arm length should be used that enables the designer to achieve the required lighting criteria. Single member bracket arms are available in 6’ and 8’ lengths. Twin member bracket arms are available in 10’, 12’ and 15’ lengths. Only bracket arms of these lengths are used.

=====            Collector Streets (30’ Mounting Heights): =====
::On typical collector streets that are 36’ wide from back-of-curb to back-of-curb, either a 6’ or 8’ arm is used. Depending on whether the pole is located behind the sidewalk or in the grass parkway between the sidewalk and the curb, or where the street width becomes wider, such as the approaches to an intersection where additional turn lanes are added, the arm length may need to be increased to 12’ in order to achieve the required lighting criteria.

=====            Undivided Thoroughfare Streets (40’ Mounting Heights): =====
::On an undivided thoroughfare street, generally 6’, 8’ or 12’ arms are used unless the poles need to be offset farther behind the sidewalk due to utility conflicts or where the street width becomes wider, such as the approaches to an intersection where additional turn lanes are added.

=====            Divided Thoroughfare Streets (40’ Mounting Heights): =====
::Divided thoroughfares typically have a 24’ wide center median to divide opposing lanes of traffic. On divided thoroughfare streets where the light poles are installed in a raised median, there are a few different arm configurations that are used. In sections where there are no left turn lanes and the median is only separating through lanes of traffic, two 12’ arms oriented 180° apart are used.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|Figure 7
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::Where the median narrows due to the introduction of a left turn lane, a 12’ arm is installed extending over the left turn lane, and an 8’ arm is installed 180° apart extending over the through lanes in the opposite direction.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|- style="text-align: center"
|Figure 8
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::In some wider sections of thoroughfares, it may be necessary to use twin 15’ arms or a 15’ arm and a 12’ arm in lieu of twin 12’ arms or a 12’ and 8’ arm depending on how wide the median is and how wide the pavement is. When the median is narrower, shorter arm lengths may be used.

::On divided thoroughfare streets with depressed medians, where the poles are located on the outside edges of the roadway, the designer may use 8’, 10’, 12’ or 15’ arms depending on what provides the best lighting design with the longest pole spacing. This will depend on the width of the pavement on each side of the median and the overall width of the median.

=== Luminaires: ===
The type of luminaire used for the design shall be based on the roadway classification, pedestrian conflict area classification and the light level required:

====      Residential Streets: ====
:Luminaires used for residential streets shall be post-top luminaire with retrofit LED lamp meeting the current standard of the City of Overland Park.

====      Collector Streets: ====
:Cobrahead luminaires shall be LED roadway luminaires meeting the current standard of the City of Overland Park. They shall be Class C LED’s (250W HPS equivalent), Class D LED’s (150W HPS equivalent), or Class E LED's (100W HPS equivalent).

====      Thoroughfare Streets: ====
:Luminaires shall be LED roadway luminaires meeting the current standard of the City of Overland Park. They shall be Class A LED’s (400W HPS equivalent), Class B (310W HPS equivalent), Class C LED’s (250W HPS equivalent), or Class D (150W HPS equivalent).

=== LED Lamps: ===
LED lamps shall be (100 watt HPS equivalent) rated at a minimum of 5,000 lumens per the City of Overland Park Approved Materials List.

=== HPS Lamps: ===
HPS lamps may be encountered when designing near existing facilities. Use the following to determine the appropriate lumens for each HPS lamp type:
:400W HPS lamp is 50,000 lumens (cobra head)
:310W HPS lamp is 35,000 lumens (cobra head)
:250W HPS lamp is 30,000 lumens (cobra head)
:150W HPS lamp is 16,000 lumens (cobra head or post top)
:100W HPS lamp is 9,500 lumens (cobra head or post top)
:70W HPS lamp is 5,800 lumens (cobra head or post top)

=== Pole Foundations: ===
There are two main types of pole foundations that are used depending upon the particular situation. The preferred type is the screw-in foundation. However, concrete foundations may be used in specific situations.

====      Screw-in Foundations: ====
:Poles shall generally be installed on galvanized steel screw-in foundations. There are four different types of screw-in foundations that are used for specific pole sizes and configurations according to the standard details.

:Type R foundations are used only with residential style 14’ tall poles (OP14 Series).

:Type T1 foundations are used only for poles with 30’ mounting heights and arm lengths and configurations for OP301, OP302 and OP303 Series poles.

:Type F1 foundations are used for poles with 40’ mounting heights and arm lengths and configurations for OP401 and OP402 Series poles.

:Type F2 foundations are used for poles with 40’ mounting heights and arm length and configurations for OP403 Series poles.

====      Concrete Foundations: ====
:The use of concrete pole foundations should be limited for special situations where a screw-in foundation is not acceptable. Examples of situations where concrete foundations are acceptable are where subsurface rock is encountered which makes it impossible to use a screw-in foundation; when it is necessary to combine a concrete foundation and a concrete retaining wall; or in parking lot areas where it is desirable use a raised concrete foundation to protect the poles from vehicle bumper damage.

=== Streetlight Control Center Foundation: ===
There are two main types of control center foundations that are used depending upon which type of streetlight control center is used. A pad mounted controller foundation for a 4-circuit streetlighting controller is the standard and obviously should be used for 4-circuit controllers. A pad mounted controller foundation for a 1 circuit controller should be used for a 1-circuit streetlighting controller.

=== Conduit: ===
Conduit shall be used for all streetlighting circuit cable as well as for electrical service cable. The type and size varies for the particular installation.

====      Streetlight Circuit Conduit: ====
:Conduit shall be 2" diameter, gray, high density polyethylene (HDPE), SDR 13.5 unless more than two circuit cables are contained in one conduit. If this is the case, a 3" diameter or larger conduit or two parallel 2" diameter conduits should be used that provides enough room for all the cables while still allowing ease of pulling. (See criteria above for discussion on parallel circuits)

====      KCP&L Electrical Service Conduit: ====
:KCP&L has specific requirements for the electrical service conduit. They will accept gray, Schedule 40 PVC conduit in a trenching application. If the conduit will be bored, it has to be SDR 13.5 HDPE (black with red stripes). If the conduit is serving a 4-circuit controller, the size shall be 3”. If the conduit is serving a 1-circuit controller, the size shall be 2” since a 3” conduit will not physically fit into the controller base collar.

=== Electrical Cable: ===
They type of electrical cable is dependant on the particular use. There are four main types of cable:
#Circuit distribution cable,
#Pole and bracket cable,
#KCP&L electrical service cable, and
#Bare copper ground cable.

====      Circuit Distribution Cable: ====
:Only #4 AWG copper USE electrical cables are allowable as circuit cables in conduit from appurtenance to appurtenance. Three wires are required for each circuit. One cable is for the system ground and the other two cables are for each hot leg of a 240volt circuit.

====      Pole and Bracket Cable: ====
:Only #10 AWG copper THHN/THWN electrical cables are allowable in the streetlight pole, luminaire bracket arm and luminaire.

:In situations where HDPE conduit is installed for possible future use, a #10 AWG copper THHN/THWN cable is also used as a locating cable so the conduit can be located in the field.

====      KCP&L Electrical Service Power Cable: ====
:The size of cable used for the electrical service cable should be based on voltage drop calculations from the power supply to the streetlighting controller cabinet. It is preferable to keep the controller cabinet as close to the power supply as possible to minimize the voltage drop and the size of the cable. For a 100 Amp service, the minimum wire size is a #2 AWG copper USE electrical cable.

====      Locating Cable: ====
:Locating cable inserted into an otherwise empty conduit that is installed for future use shall be 1c#10.

====      Solid Copper Ground Cable: ====
:A bare solid copper #6 AWG ground cable is required from the streetlight control center to the adjacent ground rod in order to provide the required grounding according to the National Electric Code.

=== Junction Boxes: ===
There are two types of junction boxes used for streetlighting projects according to their size. Where the streetlighting circuit connects to an existing or a future traffic signal, a traffic signal service box is used in place of a junction box. Each type of junction box is used in the following situations.

====      Type 1 Junction Box: ====
:Type 1 junction boxes are symbolized by a circle with a “J” in it and are used only where in-line splices are used to pass through the box or where one or two conduits enter the same box as shown below.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|Figure 9
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====      Type 2 Junction Box: ====
:Type 2 junction boxes are symbolized by a square with a “J” in it and are used where branch circuits are connected to the main circuit or where more than two conduits enter the same box as shown below. A type 2 junction box should also be located immediately adjacent to a streetlight control center.

{| style="border-spacing: 2px; border: 1px solid black;" align="center"
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|Figure 10
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=== Electrical Connector Kits: ===
Electrical connector kits consist of multi-tap connectors, and both fused and non-fused breakaway fuse holders and fuses.

====      Multi-tap Connectors: ====
:Each circuit consists of three #4 AWG copper USE cables coming into the pole and three #4 AWG copper USE cables coming out of the pole. Each set of incoming and outgoing cables will be connected by a multi-tap electrical connectors as detailed in the Standard Details. Three multi-tap connectors will be required in each pole base regardless of the number of luminaires installed on the pole.

====      Breakaway Fuse Holders: ====
:Breakaway fuse holders come as either fused or non-fused. They shall be installed in the base of each streetlight pole so the wires breakaway away free from the pole foundation in case of vehicular impact. Depending on whether you have one or two luminaires on the pole determines how many breakaway fused and non-fused connectors you will have.

#For single mounted luminaires, each pole will have two fused and two non-fused breakaway connectors.
#For twin mounted luminaires, each pole will have two non-fused breakaway connectors and four fused breakaway connectors.

====      Fuses and Slugs: ====
:Fused breakaway connectors are each supplied with an 8 amp fuse. The non-fused breakaway connectors have a ground slug in place of the fuse.

=== Streetlight Control Centers: ===
The City has two types of streetlight control centers that are allowed to be used under specific situations. They are either a single circuit or four circuit control center. Both control centers are designed for a 100 amp service and 240 volt single phase, three wire service. There are limited situations where Kansas City Power and Light Company cannot provide 240 volt service but can provide 208 volt power instead. This will have to be identified on a case by case basis.

=== Photo Cell: ===
Every streetlight control center will require a photo cell to control the on/off operation of the system.

=== Ground Rods and Clamps: ===
A 5/8” x 10’ ground rod and clamp is required at every control center foundation and at every concrete pole foundation, if a screw-in foundation cannot be installed.

=== Breakaway Pole Device: ===
All poles for 30’ and 40’ mounting heights shall be installed on a breakaway pole device. The breakaway device may either consist of four individual breakaway couplings that are installed on each anchor bolt or one frangible breakaway pole base according to the Standard Details. Breakaway pole devices are not required for 14’ residential type streetlight poles or if the light pole is located on a raised concrete base, such as in parking lots, or if the poles is installed on top of a concrete bridge rail.

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== Preparation of Plans: ==
The plans shall be prepared in accordance with the following guidelines unless otherwise pre-approved by the Engineer. The engineer or project manager shall follow the [[Media:Streetlighting Plan Review Check List.pdf|design review checklist]] during plan review or design.

=== Scale: ===
The preferred plan scale for streetlighting plans is 1”=40’. Two lines of the street plans may be located on the same sheet above and below each other. A scale and north arrow shall be indicated on each plan sheet.

=== Topography: ===
The following guidelines shall be followed in the preparation of streetlighting base maps depending on if the design is part of a larger roadway improvement project or if it is a stand-alone streetlighting project.

====      Streetlighting Plans as Part of Other Roadway Improvement Projects: ====
:Features affecting lighting design, such as drive entrances and intersections, curb and median lines, storm drainage pipes and inlets, underground and overhead utilities, existing streetlights, existing control centers, existing lighting circuits, existing junction or service boxes and proposed streetlighting system should be shown on the plans with proper symbols as shown in the “Streetlight Legend” on the Standard Details. All existing and proposed trees and landscaping shall be indicated in order to avoid conflict with new streetlight poles. New construction items should be subdued so the streetlighting conduit, poles, boxes, etc. stand out.

:All existing and proposed right-of-way, easements, etc. shall be shown on the plans. A centerline shall be shown with stationing for the main roadway as well as the side streets to be able to positively locate the poles. Street names shall be shown for major and minor streets.

:House addresses shall be labeled on each lot as well as street names to assist in locating features in the field.

====      Stand-Alone Streetlighting Plans: ====
:It is acceptable for plans to be prepared on aerial photography base maps instead of topographical survey base maps on stand-alone streetlighting plans when they are not part of a larger roadway improvement project. In such cases, underground and overhead utilities shall still be indicated on the plans along with existing streetlights, existing control centers, existing junction or service boxes along with the proposed streetlighting system with proper symbols as shown in the “Streetlight Legend” on the Standard Details.

:All existing and proposed right-of-way, easements, etc. shall also be shown. It is not necessary to develop a centerline as long as the streetlighting equipment is positively located with dimensions to existing features such as driveways, inlets, fire hydrants, etc. House addresses should be labeled on each lot as well as street names to assist in locating features in the field.

=== Plan Coordination with Roadway Design: ===
Lighting plans shall be coordinated with the road, signal, signing plans, etc. to ensure conflicts with other construction features do not exist. The designer needs to become acquainted with features such as existing overhead and underground utilities to avoid conflicts.

=== Plan Submittals: ===
There should be a minimum of three plan submittals for every streetlighting project whether it is a stand-alone project or part of a larger roadway project. Plans should be submitted at the Preliminary, Field Check and Final plan stage. The plans will be reviewed in accordance to the [[Media:Streetlighting Plan Review Check List.pdf|Streetlighting Plan Review Checklist]] as a base.

====      Preliminary Plans: ====
:Preliminary lighting plans should show the location of all poles and luminaires symbolized according to the Standard Details so the reviewer can determine proposed lamp wattage and mounting heights; tentative locations of control centers and power supplies; cable routing and junction boxes. It should also show the point by point lighting levels.

:On stand-alone projects, a cover sheet should be included that identifies the project location, utility contact numbers, scale and north arrow, table of contents, and signature blocks.

:The following information should be included on the General Notes sheet in the plans:
::Pedestrian Conflict Area
::Functional Street Classification

::Luminance Design Criteria (as listed in the Design Criteria Table)
::Avg. Maintained Luminance
::Avg: to Min. Luminance Uniformity Ratio
::Max. to Min. Luminance Uniformity Ratio
::Veiling Luminance Ratio

:Luminance Design Results (based on actual design spacing)
::Avg. Maintained Luminance
::Avg. to Min. Luminance Uniformity Ratio
::Max. to Min. Luminance Uniformity Ratio
::Veiling Luminance Ratio

:Illuminance Design Results
::Avg. Maintained Illuminance
::Avg. to Min. Illuminance Uniformity Ratio
:The illuminance design results should be reported for the design pole spacing so the actual results can be field measured and compared to the calculation results.

====      Field Check Plans: ====
:Field check lighting plans should show the location of all poles and luminaires, final locations of control centers, power supplies, cable routing and junction boxes. Each pole should be identified according to the “Streetlight Designation” in the Standard Details which includes the control center address (show as XXXX or YYYY if unknown at this stage), circuit number, pole number, arm lengths, and station and offset.

:If the streetlighting system cable is running in shared conduit with traffic signal plans, the plans should show the appropriate conduit locations and shall be coordinated with the traffic signal plans. If the proposed lighting circuits will be tied into existing systems, enough detail should be included to be able to ascertain the number of existing lights on the existing circuits in order to verify voltage drop calculations.

:Voltage drop calculations shall be submitted at the field check stage in order to verify the calculations. The Standard Details should be included in the field check submittal, including the Bill of Materials sheet. Quantities do not have to be completed at this stage.

====      Final Plans: ====
:Final lighting plans should include everything as identified in the field check plans. In addition, the final plans should include pole addresses (supplied by the City) for thoroughfare and collector streets. Pole addresses are not required for residential streetlighting plans. All “Miscellaneous Conduit Detail” references shall be identified for each pole. All control centers shall be shown with electrical service addresses and power sources accurately identified. All construction notes to clarify any construction details shall be shown. All Standard Details, including the completed Bill of Materials shall be included at this stage.

:If streetlighting cable is running in proposed traffic signal conduit, identify on both the streetlighting plans and the traffic signal plans under which bid item the conduit and cable will be paid for. If there are combination streetlighting and traffic signal poles, identify whether the poles, luminaires, bracket arms, pole and bracket cable and electrical connectors will be paid for under the traffic signal bid item or the streetlighting bid item.

:Depending on the number of comments made on the first submittal of final plans, a second set of final plans may be requested to verify that all comments have been addressed. The project manager will make that determination and convey his decision to the appropriate design staff.

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== Computation of Quantities: ==
The computation of quantities is critical to providing accurate information to the contractors bidding the project. Errors in the computation of quantities results in project cost change orders and delays in the project. Care should be taken to check quantities against the plan sheet design to verify that all items are included and accurate. What follows are some general guidelines that should be used such that the computation of quantities is consistent for all designs.

=== Streetlight Poles and Bracket Arms: ===
Streetlight poles and associated luminaire arms are always aluminum, unless otherwise specified in the plans or bill of materials. Streetlight poles are quantified per each according to the mounting height with the included bracket arm length and number of bracket arms. For example a 40’ aluminum pole w/ 8’ bracket arm or a 30’ aluminum pole w/ twin 8’ bracket arms.

The pole type should be based on the mounting height, the bracket arm length and the number of bracket arms. Refer to [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9904/FileDownload?targetFileType=Auto&keepAnnotations=false Table 1 – Luminaire Arm, Pole, Shoe Base & Anchor Bolt Data] on the Standard Detail sheet “Pole and Luminaire Details” to find the proper OP Designation that is required, such as OP14, OP301, OP402, etc. The pole designation is based on the number and length of the bracket arm as well as the mounting height. For example, a pole with a 40’ mounting height with one 12’ type B bracket arm corresponds to a OP402 series pole designation. The number of each pole type with the proper number and length of bracket arms should be listed in the Bill of Materials.

Combination lighting/signal poles are always steel, including the luminaire arms. If a combination lighting/signal pole is installed in a location where a future traffic signal is being considered, Chart B of the Traffic Signal Bill of Materials should be copied to the lighting sheet and filled out completely. This chart will be used to verify the length of the future mast arm that was considered. The combination lighting/signal pole quantity will include the luminaire bracket arm of the specified length in Chart B.

=== Pole Foundations: ===
foundations of the various types should be measured per each for each type used in the design.

====      Screw-in Foundations: ====
:Refer to the [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9904/FileDownload?targetFileType=Auto&keepAnnotations=false Screw-in Foundation Detail table] on the Standard Detail sheet “Pole Foundation Details” to select the foundation type based on the OP pole series designation. For example, a OP401 pole designation requires an F1 foundation. A OP403 pole designation requires an F2 foundation.

====      Concrete Pole Foundations: ====
:When used, they should be measured per each for the various sizes based on mounting heights of 14’, 30’ or 40’. A concrete pole foundation cap should be included for each concrete pole foundation.

=== Luminaires: ===
Luminaires should be measured per each according to the type used in the plans.

====      Luminaires on Collector Streets: ====
:On collector streets, the cobrahead luminaires shall be LED cobraheads of the specified Class C, D or E as shown in the design.

====      Luminaires on Thoroughfare Streets: ====
:On thoroughfare streets, the luminaires shall be LED cobraheads of the specified Class A, B, or C as shown in the design.

====      Luminaires on Residential Streets: ====
:On residential streets, fixtures should be post top luminaires, including the LED lamp. When relamping existing post top luminaires, revise one of the lines of text in the Bill of Materials to read “LED Lamp Retrofit” and fill in the quantity of the number of individual lamps required.

=== Junction and Service Boxes: ===
Junction boxes and service boxes should be measured per each according to the various types. If the streetlighting conduit and cable ties into a traffic signal service box that is being constructed as part of the project, the service box should be included in the traffic signal Bill of Materials. If the service box is installed in anticipation for a future traffic signal, then it should be included in the streetlighting Bill of Materials. The designer should make it clear on the plans how the measurement and payment will be made.

=== Control Centers: ===
Streetlighting control centers should be measured per each based on the type of control center used. Occasionally, an existing control center is relocated to a new concrete foundation. In these instances, revise one of the lines of text in the Bill of Materials to read “Relocate Existing Control Center on New Foundation”.

=== Concrete Control Center Foundations: ===
Concrete control center foundations should be measured per each based on the type of control center used. A quantity should also be included for a concrete control center foundation when an existing controller is being relocated on a new foundation.

=== Ground Rods: ===
Ground rods should be measured per each. One ground rod should be included for every concrete control center foundation. If a concrete streetlight foundation is used for a particular application, one ground rod should be included for each. Ground rod clamps are subsidiary to the ground rod.

=== Photo Cells: ===
Photo cells should be measured per each. One photo cell is required in every new streetlight control center. Relocated control centers will be able to re-use the existing photo cell.

=== Conduits: ===
Conduit should be measured per linear foot for each type and diameter used.

====      KCP&L Electrical Service Conduit: ====
:Conduit should be measured from the center of the streetlight controller (not the center of the entire pad) to the center of the power pole or transformer plus 4’ to allow for the large radius sweeps at each end. No additional measurement will be made for PVC conduit elbows or conduit fittings.

:Example: If the center to center distance is 100’, the conduit length required is 100’ + 4’ = 104’

====      1” PVC Conduit for Equipment Ground: ====
:PVC conduit should be provided at each concrete control center foundation and at each concrete pole foundation. Add 3' of 1" PVC conduit at each control center foundation or concrete pole foundation.

====      HDPE Conduit: ====
:HDPE conduit should be measured from the center of one appurtenance to the center of another appurtenance plus additional lengths for conduit sweeps. Conduit elbows, conduit fittings or couplings shall be considered subsidiary to the conduit.

:*Add 4’ of conduit to the center to center distance between two streetlight poles.
:*Add 3’ of conduit to the center to center distance between a streetlight pole and a junction box.
:*Add 2’ of conduit to the center to center distance between a streetlight pole and a service box.
:*Add 3’ of conduit to the center to center distance between a streetlight control center and a junction box.
:*Add 2' of conduit to the center to center distance between two junction boxes
:*Add 0' of conduit to the center to center distance between two service boxes

:Where poles are mounted on a raised concrete pedestal, such as in parking lots, or on a bridge rail, the conduit length should be increased accordingly based on the height of the raised pedestal or bridge rail.

:Example 1: If the center to center distance between poles is 180’, the conduit length required is 180’ + 4’ = 184’

:Example 2: If the center to center distance between a pole and a box is 20’, the conduit length required is 20’ + 3’ = 23’

:Example 3: If the center to center distance between a pole and a box is 50’, the conduit length required is 50’ + 2’ = 52’

:Example 4: If the center to center distance between a control center and a junction box is 5’, the conduit length required is 5’ + 3’ = 8’

:Example 5: If the center to center distance between two junction boxes is 70', the conduit length required is 70' + 2' = 72'

:Example 6: If the center to center distance between two service boxes is 70', the conduit length required is 70' + 0' = 70'

=== Cables: ===
Cable should be measured per linear foot for each type used.

====      3-1c #4 USE Distribution Cable: ====
:The measurement for 3-1c #4 USE distribution cable should be per linear foot for the bundle of cable consisting of three wires. Cable should be measured from the center of pole, junction box or control center to the center of pole, junction box or control center. Additional cable quantities are added to account for sweeps, to provide slack and to make connections. The additional length is computed as follows:

:*Add 5’ of slack at each pole with a 30’ or 40’ mounting height, mounted on a flush mounted concrete base or screw-in foundation with a breakaway pole device
:*Add 4’ of slack at each 14’ pole, mounted on on a flush mounted concrete base or screw-in foundation, since a breakaway pole device is not required.
:*Add 5’ of slack at each junction or service box for each circuit contained within.
:*Add 5’ of slack at each streetlight control circuit for each circuit contained within.

:Where poles are mounted on a raised concrete pedestal, such as in parking lots, or on a bridge rail, the cable length should be increased accordingly based on the height of the raised pedestal or bridge rail. Keep in mind that on a raised concrete pedestal or a bridge rail, there is no need to have a breakaway pole base. Therefore, the height above ground level will have to be adjusted for cable length.

:Example 1: If the center to center distance between two streetlight poles with 40’ mounting heights is 180’, the cable length required is 180’ + 5’+ 5’ = 190’

:Example 2: If the center to center distance between two 14’ poles mounted on a flush mounted concrete base or screw-in foundation is 200’, the cable length required is 200’ + 4’ + 4’ = 208’

:Example 3: If the center to center distance between two junction boxes is 60’, the cable length required is 60’ + 5’ + 5’ = 70’

:Example 4: If the center to center distance between a 14’ streetlight pole and a junction box is 20’, the cable length required is 20’ + 4’ + 5’ = 29’

:Example 5: If the center to center distance between a junction box and a streetlighting control center is 10’, the cable length required is 10 + 5’ + 5’ = 20’ per circuit.

====      1c #10 Pole and Bracket Cable: ====
:The measurement for 1c #10 pole and bracket cable should be measured per linear foot. The length depends on the mounting height of the luminaire, the length and type of bracket arm and the number of luminaires mounted on each pole. Two 1c #10 cables are required for the power to each of the luminaires and one 1c#10 cable is required for the ground to each of the luminaires.

:Power Conductors: A 12" to 14" cable surplus in each of the 1c#10 AWG pole and bracket cables is to be provided from the multiple tap connector to the line side of the fuse holder and from the load side of the fuseholder to the luminaire. Ground Conductor for Single Arm: A 12" to 14" cable surplus in the 1c#10 AWG ground cable is to be provided from the multiple tap connector to the load side of the un-fused fuseholder and from the line side of the un-fused fuseholder to the ground lug at the base of the pole. An additional 24" of surplus cable shall be provided between the ground lug at the base of the pole and the luminaire. Ground Conductor for Dual Arms: A 12" to 14" cable surplus in the 1c#10 AWG ground cable is to be provided from the multiple tap connector to the load side of the un-fused fuseholder and from the line side of the un-fused fuseholder to the ground lug at the base of the pole. An additional 24" of surplus in each ground cable shall be provided between the ground lug at the base of the pole and each luminaire.

====      1c #10 Pole and Bracket Cable (Poles with Single Luminaire): ====
:The total length for the power cables varies depending on the pole series and the bracket arm length. The total length has to be multiplied by two since there are two wires. In the following table “AL” stands for the arm length. Additional cable also has to be added for the ground cable that attaches between the ground lug in the pole and the ground terminal in the luminaire. Each luminaire will have three wires running to it from the base of the pole.

:{| width="800px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|1c#10 Pole and Bracket Cable for Poles with Single Luminaire
|-
! style="background:#dcdcdc;"|Mounting Height
! style="background:#dcdcdc;"|Pole Series
! style="background:#dcdcdc;"|1c#10 (Power)
! style="background:#dcdcdc;"|1c#10 (Ground)
! style="background:#dcdcdc;"|1c#10 (Total)
|-
| align="center"|15'
| align="center"|OP14
| align="center"|30.7'
| align="center"|17.3'
| align="center"|48'
|-
| align="center"|30'
| align="center"|OP301
| align="center"|56.7' + (2 x AL)
| align="center"|30.8' + AL
| align="center"|87.5' + (3 x AL)
|-
| align="center"|30'
| align="center"|OP302
| align="center"|56' + (2 x AL)
| align="center"|30' + AL
| align="center"|86' + (3 x AL)
|-
| align="center"|40'
| align="center"|OP401
| align="center"|77.7' + (2 x AL)
| align="center"|40.8' + AL
| align="center"|118.5' + (3 x AL)
|-
| align="center"|40'
| align="center"|OP402
| align="center"|76' + (2 x AL)
| align="center"|40' + AL
| align="center"|116' + (3 x AL)
|}

====      1c #10 Pole and Bracket Cable (Poles with Twin Luminaires): ====
:The total length for the power cables varies depending on the pole series and the bracket arm length. The total length has to be multiplied by four since there are two wires required for each luminaire. In the following table “AL” stands for the arm length. The equations have been set up to accommodate whether both arm lengths are the same or if there are different arm lengths on the same pole. Additional cable also has to be added for the ground cables that attach between the ground lug in the pole and the ground terminal in each luminaire. Each luminaire will have three wires running to it from the base of the pole. (See the Electrical Connector Details, in the Standard Details)

:{| width="800px" border="1" cellpadding="1" cellspacing="0" style="border:\#c9c9c9 1px solid darkgray; margin: 1em 1em 0; border-collapse: collapse;"
! colspan="5" align="center" style="background:#dcdcdc;"|1c#10 Pole and Bracket Cable for Poles with Twin Luminaires
|-
! style="background:#dcdcdc;"|Mounting Height
! style="background:#dcdcdc;"|Pole Series
! style="background:#dcdcdc;"|1c#10 (Power)
! style="background:#dcdcdc;"|1c#10 (Ground)
! style="background:#dcdcdc;"|1c#10 (Total)
|-
| align="center"|30'
| align="center"|OP303
| align="center"|115.3' + (2 x AL) + (2 x AL)
| align="center"|59.3' + AL + AL
| align="center"|174.6' + (3 x AL) + (3 x AL)
|-
| align="center"|40'
| align="center"|OP401
| align="center"|155.3' + (2 x AL) + (2 x AL)
| align="center"|79.3' + AL + AL
| align="center"|234.6' + (3 x AL) + (3 x AL)
|-
| align="center"|40'
| align="center"|OP403
| align="center"|152' + (2 x AL) + (2 x AL)
| align="center"|77.7' + AL + AL
| align="center"|229.7' + (3 x AL) + (3 x AL)
|-
|}

====      Electrical Service Power Cable: ====
:The measurement for electrical service power cable should be per linear foot for the bundle of cable consisting of three wires. Cable should be measured from the center of the streetlight control center to the center of the power source. The length of spare cable at the power source depends on whether the power source is a transformer mounted on a wood pole or a ground mounted sectionalizer. Additional cable quantities are added to account for sweeps, to provide slack and to make connections. The additional length is computed as follows:

:*Add 5’ of slack at the streetlight control center mounted on a flush mounted concrete base.
:*Add 42’ of slack at the base of the wood power pole, if the cable runs from the streetlight control center to a transformer on a wood pole.
:*Add 5' of slack at the pad mounted transformer or pedestal, if the cable runs from the streetlight control center to a ground mounted transformer or pedestal.

:Example 1: If the center to center distance between the streetlight control center and the wood power pole is 180’, the cable length required is 180’ + 5’+ 42’ = 227’

:Example 2: If the center to center distance between the streetlight control center and the ground mounted sectionalizer is 100’, the cable length required is 100’ + 5’ + 5‘ = 110‘

====      1c #6 Solid Copper Ground Cable: ====
:The measurement for 1c #6 solid copper ground cable should be measured per linear foot. The required cable length at any streetlighting control center or concrete pole foundation should be 5’.

=== Electrical Connectors: ===
Electrical connectors include breakaway non-fused connector kits, breakaway fused connector kits, fuses, and multi-tap streetlight connectors. The quantity at each pole depends on whether there are one or two luminaires on each pole. Quantities should be added at each existing pole where a new circuit is being tied into an existing circuit. The number of each type of electrical connector will be measured as follows:

====      One Luminaire per Pole: ====
:*Three multi-tap electrical connectors are required
:*Two breakaway fused connector kits are required
:*Two 8 amp fuses are required
:*One breakaway non-fused connectors with ground “slug” is required

====      Two Luminaires per Pole: ====
:*Three multi-tap electrical connectors are required
:*Four breakaway fused connector kits are required
:*Four 8 amp fuses are required
:*One breakaway non-fused connectors with ground “slug” is required

=== Breakaway Pole Devices: ===
The measurement for breakaway pole devices should be per each for each breakaway frangible base or per set for a set of four breakaway couplings for every streetlight pole with a 30’ or 40’ mounting height.
Breakaway pole devices are not required for 14’ poles or if a pole is mounted on a raised concrete pedestal or bridge rail.

----
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| align="left"|[[#top|'''Top''']]
| align="right"|[[#Computation of Quantities:|'''Computation of Quantities:''']]
| align="right" width="30px"|[[File:Side arrow 80x66.png|50px|right|link=Computation of Quantities:]]
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Phase II - Preliminary Design

2023-01-19T22:22:34Z

Irina Idelson: /* Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional) */

{{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.
}}

== [[Phase II Checklist]] ==


== Task No. 1 - Identify Project Team ==
{{Top}}

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 ==
{{Top}}

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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''City Resolution No. 4550'''] 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 2020.pdf|'''3.0 Preliminary Engineering (PE) Consultant Selection and Agreement''']] and 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.

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 7-5-22.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 7-5-22.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 2020.pdf|'''6.0 Bridge Design''']] of KDOT's LPA Project Development Manual).

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

{{Exhibit|II-3e(2).dot|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 services.pdf|No. II-3g|is a sample RFQ packet for consulting services.}}

{{Exhibit|II-3h Memo to 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.dot|No. II-3l|is a sample letter requesting interview of short list Consulting Firms.}}

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

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

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

{{Exhibit|II-3o 1-19-23.xlsx|No. II-3o|is a list of Consulting Firms.}}

== Task No. 4 - Submit Project Description to Law Department. Execute Ordinances-Resolution. ==
{{Top}}

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 ==
{{Top}}

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 [[Utility_Relocation_Guidelines|'''Utility Relocation Guidelines''']] for all relocation planning.

Refer to [https://www2.opkansas.org/files/dw/api/Docs/11697 '''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 ==
{{Top}}

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;

{{Note|''All utilities within construction limits will be shown on the [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304 Form''']''.}}
*detailed schedule;
*design criteria as described in [[#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'''];
::[http://www.kdheks.gov/water/download/tech/2017_ready_mix_permit/A6.pdf '''KDHE Stormwater NOI'''];
::[https://www.epa.gov/cwa-404/permit-program-under-cwa-section-404 Corps of Engineers '''404 Permit'''];
::[https://agriculture.ks.gov/divisions-programs/dwr/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.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5600.pdf'''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5100.pdf'''APWA Section 5100'''].
*'''Traffic Signals'''
:Traffic signals shall be designed in accordance with the latest edition of the [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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/sites/default/files/documents/JCW/Procedures%20Privately%20Fin%20Gravity%20Main%20Projects%20Web.pdf '''Procedures for Privately Financed Gravity Sewer Main Projects''']
::[https://www.jocogov.org/sites/default/files/documents/JCW/Minimum%20Plan%20Requirements%20for%20Private%20Main%20Projects%20FINAL%20VERSION%204-6-17.pdf '''Minimum Plan Requirements for Gravity Sewer Main Projects''']

::[https://jocogov.org/sites/default/files/documents/JCW/2019_approved_jcw_const_and_mat_specs.pdf '''Construction and Material Specifications for Sanitary Sewers''']

::[https://www.jocogov.org/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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 [[#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 [[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/guidelines-and-standards '''American with Disabilities Act (ADA) Guidelines and Standards'''], United States Access Board;
::[https://www.access-board.gov/guidelines-and-standards/streets-sidewalks/public-rights-of-way/proposed-rights-of-way-guidelines '''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.org/bureaus/burTrafficEng/Roundabouts/Roundabout_Guide/RoundaboutGuide.asp '''"Kansas Roundabout Guide"'''] KDOT, current edition;
::[https://www2.opkansas.org/files/dw/api/Docs/10346?_ga=2.223749341.794450718.1632400335-1136848853.1626367100'''Greenway Linkages Plan for Overland Park'''];
::[https://www2.opkansas.org/files/dw/api/Docs/9412?_ga=2.224313565.794450718.1632400335-1136848853.1626367100'''South Overland Park Transportation Plan'''];
::[https://www.opkansas.org/city-services/traffic-roads-transportation/bicycling/'''Overland Park Bicycle Master Plan'''];
::[https://nacto.org/docs/usdg/nchrprpt672.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 [[#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/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9412/FileDownload?targetFileType=Auto&keepAnnotations=false '''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 [[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 [[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:Pre-survey letter.pdf|'''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 [[Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection.2FCertification|'''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.pdf '''1307'''], along with all applicable permits attached, prior to obligation of funds, to comply with the NEPA process. (See [[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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''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|Exhibit No. II-15.docx|No. II-15|is an example Invitation Letter to property owners.}}
{{Exhibit|Exhibit No. II-15a.pdf|No. II-15a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-15b|is a public meeting sign in sheet.}}
{{Exhibit|Exhibit No. II-15c.docx|No. II-15c|is an example Public Meeting Citizen Comment Form.}}
{{Exhibit|II-15d flyer.pdf|No. II-15d|is an example Public Meeting Handout.}}

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [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 [[#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 [[#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 [[#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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 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.}}
:[https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9615/FileDownload?targetFileType=Auto&keepAnnotations=false '''Exhibit No. II-24b'''] ''is an application and submittal checklist for Floodplain Development Permit''.
{{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 [[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 [[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[http://agriculture.ks.gov/divisions-programs/dwr ''' Division of Water Resources'''] is necessary for any work on a stream with more than 240 acres tributary drainage (some exceptions).

:[https://agriculture.ks.gov/docs/default-source/dwr-ws-forms/application-for-2-100-and-3-100-permit.pdf?sfvrsn=2 '''Exhibit No. II-24d'''] ''is DWR application for permit for Obstruction in Streams.'' '''This link is broken. DWR site is being updated. Need to check back later''' (09/30/21).

*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.

:{{Exhibit|II-24e.docx|No. II-24e| is a listing of contact information and addresses for the ECA agencies (current Oct 2015, see KSDA website above for updated lists).}}

*[http://www.kdheks.gov/waterwell/download/PluggingAbandonedWells.pdf '''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:

::::'''''Highway Permit Use of Right of Way''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_304_Hwy_permit.pdf KDOT '''Form 304''']

::::'''''Cased Utility Line Waiver''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_308_UtilityLine.pdf KDOT '''Form 308''']

::::'''''Highway Permit for Highway Access''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-309.pdf KDOT '''Form 309''']

::::'''''Highway Permit Attachments to Bridges and Other Structures''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_310_Hwy_Permit_Bridges.pdf KDOT '''Form 310''']

::::'''''Access Application Information Sheet''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-334.pdf KDOT '''Form 334''']

: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.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''2007 KDOT Utility Accommodation Policy'''] for additional information.

All project related state and/or federal permits must be submitted and Form [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''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 [[#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://www2.opkansas.org/files/dw/api/Docs/11032?_ga=2.82690070.1222974240.1645795564-705664753.1645452083 ''' 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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9614/FileDownload?targetFileType=Auto&keepAnnotations=false 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.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''Exhibit No. II-28'''] is Official KDOT Utility Accomodation Policy/Agreement.''

Compliance with KDOT's Non-Descrimination policies is required on all contracts. See [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/Title%20VI%20Local%20Governments%20and%20Consultants%20Handbook.pdf'''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/BLP-Proprietary%20Product%20Certification%20Form.pdf '''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|II-33.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|II-33c 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.docx|No. II-34a|is a list of City qualified appraisers.}}
{{Exhibit|RFQ Appraisal Acquisition.pdf|No. II-34b|is a copy of City's Request for Qualifications (RFQ).}}
{{Exhibit|Summary of takings.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 7-5-22.docx|No. II-34d|is an Appraiser Agreement for fee under $10,000.}}
{{Exhibit|II-34e Appraiser Agreement over 10K rev 7-5-22.docx|No. II-34e|is an Appraiser Agreement for fee over $10,000.}}
{{Exhibit|II-34f Memo to Selection Committee.pdf|No. II-34f|is a sample Intra City memorandum to the Selection Committee.}}
{{Exhibit|II-34g Proposal for Appraisal.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/index.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 2020.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: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 11-12-15.docx|'''Easement Acquisition Agreement''']]
:*[[Media:EASEMENT ACQUISITION AGREEMENT-partial mortgage final 11-12-15.docx|'''Acquisition Agreement with Partial Mortgage Release''']]
:*[[Media:Amendment to EASEMENT ACQUISITION AGREEMENT.docx|'''Amendment to Easement Acquisition Agreement''']]
:*[[Media:Administrative Settlement Form.docx|'''Administrative Settlement Form''']]
:*[[Media:Restoration Agreement template 01.14.2020.docx|'''Restoration Agreement''']] and [[Media:Restoration Agreement-Exhibit A template.docx|'''Exhibit A''']]
All prepared right-of-way and easement documents must conform to the Register of Deeds requirements. See [[#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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''Kansas Register'''] and [http://www.thelegalrecord.net '''The Legal Record'''].

See [[#Task No. 15 - Schedule First Public Information Meeting|'''Phase II, Task No. 15''']] for list of invites.

{{Exhibit|II-36.docx|No. II-36|is an example Invitation Letter to property owners.}}
{{Exhibit|II-36a public meeting notice.pdf|No. II-36a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-36b|is a public meeting sign in sheet.}}
{{Exhibit|Public Meeting Handout.pdf|No. II-36c|is a public meeting handout.}}

{{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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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.

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

Phase IV - Pre-Construction

2022-10-19T15:26:10Z

Irina Idelson: /* Task No. 2 - Selection of Material Testing Firm */

{{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 [[Media:SWPPP Template Packet.pdf|'''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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a 10-19-22.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 7-21-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d 7-21-22.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e 10-13-22.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i 10-13-22.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''Davis Bacon Wage Determinations'''] used for KDOT projects shall be those in effect no more than ten days prior to the letting. If modifications have been made since advertisement an addendum showing the current Wage Determinations shall be issued.

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

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

In accordance with state laws and regulations the bids are opened and read by the City Clerk and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

== '''Task No. 20 - Submit Letting Summary Document to KDOT''' ==
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Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''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-2a 10-19-22.docx

2022-10-19T15:25:41Z

Irina Idelson: Material Testing/Geotechnical Service Companies

== Summary ==
Material Testing/Geotechnical Service Companies

Phase IV - Pre-Construction

2022-10-13T20:29:28Z

Irina Idelson: /* Task No. 5 - Notice to Contractors/DBE Firms */

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

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

== [[Phase IV Checklist]] ==


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

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

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [[Media:SWPPP Template Packet.pdf|'''SWPPP template''']] is available for assembling the SWPPP notebook.

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

== Task No. 2 - Selection of Material Testing Firm ==
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The Project Manager shall verify testing services for each project as required,prepare, and distribute RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 7-21-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d 7-21-22.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e 10-13-22.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i 10-13-22.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

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

:[[Media:IV-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

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

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

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''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-5i 10-13-22.docx

2022-10-13T20:28:46Z

Irina Idelson: List of Contractors for Building Projects

== Summary ==
List of Contractors for Building Projects

Phase IV - Pre-Construction

2022-10-13T20:26:39Z

Irina Idelson: /* Task No. 5 - Notice to Contractors/DBE Firms */

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

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

== [[Phase IV Checklist]] ==


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

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

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [[Media:SWPPP Template Packet.pdf|'''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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 7-21-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d 7-21-22.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e 10-13-22.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

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

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

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction''']. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

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

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

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

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

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

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

File:IV-5e 10-13-22.docx

2022-10-13T20:26:04Z

Irina Idelson: List of Contractors for Traffic Signal Projects

== Summary ==
List of Contractors for Traffic Signal Projects

Phase II - Preliminary Design

2022-10-13T20:14:24Z

Irina Idelson: /* Task No. 3 - Consultant Selection/Certification */

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

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

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

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

== [[Phase II Checklist]] ==


== Task No. 1 - Identify Project Team ==
{{Top}}

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 ==
{{Top}}

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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''City Resolution No. 4550'''] 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 2020.pdf|'''3.0 Preliminary Engineering (PE) Consultant Selection and Agreement''']] and 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.

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 7-5-22.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 7-5-22.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 2020.pdf|'''6.0 Bridge Design''']] of KDOT's LPA Project Development Manual).

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

{{Exhibit|II-3e(2).dot|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 services.pdf|No. II-3g|is a sample RFQ packet for consulting services.}}

{{Exhibit|II-3h Memo to 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.dot|No. II-3l|is a sample letter requesting interview of short list Consulting Firms.}}

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

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

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

{{Exhibit|II-3o 10-13-22.xlsx|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) ==
{{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 [[Utility_Relocation_Guidelines|'''Utility Relocation Guidelines''']] for all relocation planning.

Refer to [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/123/FileDownload?targetFileType=Auto&keepAnnotations=false '''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;

{{Note|''All utilities within construction limits will be shown on the [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304 Form''']''.}}
*detailed schedule;
*design criteria as described in [[#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'''];
::[http://www.kdheks.gov/water/download/tech/2017_ready_mix_permit/A6.pdf '''KDHE Stormwater NOI'''];
::[https://www.epa.gov/cwa-404/permit-program-under-cwa-section-404 Corps of Engineers '''404 Permit'''];
::[https://agriculture.ks.gov/divisions-programs/dwr/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.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5600.pdf'''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5100.pdf'''APWA Section 5100'''].
*'''Traffic Signals'''
:Traffic signals shall be designed in accordance with the latest edition of the [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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/sites/default/files/documents/JCW/Procedures%20Privately%20Fin%20Gravity%20Main%20Projects%20Web.pdf '''Procedures for Privately Financed Gravity Sewer Main Projects''']
::[https://www.jocogov.org/sites/default/files/documents/JCW/Minimum%20Plan%20Requirements%20for%20Private%20Main%20Projects%20FINAL%20VERSION%204-6-17.pdf '''Minimum Plan Requirements for Gravity Sewer Main Projects''']

::[https://jocogov.org/sites/default/files/documents/JCW/2019_approved_jcw_const_and_mat_specs.pdf '''Construction and Material Specifications for Sanitary Sewers''']

::[https://www.jocogov.org/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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 [[#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 [[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/guidelines-and-standards '''American with Disabilities Act (ADA) Guidelines and Standards'''], United States Access Board;
::[https://www.access-board.gov/guidelines-and-standards/streets-sidewalks/public-rights-of-way/proposed-rights-of-way-guidelines '''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.org/bureaus/burTrafficEng/Roundabouts/Roundabout_Guide/RoundaboutGuide.asp '''"Kansas Roundabout Guide"'''] KDOT, current edition;
::[https://www2.opkansas.org/files/dw/api/Docs/10346?_ga=2.223749341.794450718.1632400335-1136848853.1626367100'''Greenway Linkages Plan for Overland Park'''];
::[https://www2.opkansas.org/files/dw/api/Docs/9412?_ga=2.224313565.794450718.1632400335-1136848853.1626367100'''South Overland Park Transportation Plan'''];
::[https://www.opkansas.org/city-services/traffic-roads-transportation/bicycling/'''Overland Park Bicycle Master Plan'''];
::[https://nacto.org/docs/usdg/nchrprpt672.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 [[#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/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9412/FileDownload?targetFileType=Auto&keepAnnotations=false '''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 [[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 [[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:Pre-survey letter.pdf|'''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 [[Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection.2FCertification|'''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.pdf '''1307'''], along with all applicable permits attached, prior to obligation of funds, to comply with the NEPA process. (See [[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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''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|Exhibit No. II-15.docx|No. II-15|is an example Invitation Letter to property owners.}}
{{Exhibit|Exhibit No. II-15a.pdf|No. II-15a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-15b|is a public meeting sign in sheet.}}
{{Exhibit|Exhibit No. II-15c.docx|No. II-15c|is an example Public Meeting Citizen Comment Form.}}
{{Exhibit|II-15d flyer.pdf|No. II-15d|is an example Public Meeting Handout.}}

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [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 [[#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 [[#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. ==
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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 [[#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.

== 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 ==
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The Consultant/Project Engineer shall distribute field check plans along with a copy of the project cost estimate and updated RUPIS project schedule 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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 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.}}
:[https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9615/FileDownload?targetFileType=Auto&keepAnnotations=false '''Exhibit No. II-24b'''] ''is an application and submittal checklist for Floodplain Development Permit''.
{{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 [[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 [[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[http://agriculture.ks.gov/divisions-programs/dwr ''' Division of Water Resources'''] is necessary for any work on a stream with more than 240 acres tributary drainage (some exceptions).

:[https://agriculture.ks.gov/docs/default-source/dwr-ws-forms/application-for-2-100-and-3-100-permit.pdf?sfvrsn=2 '''Exhibit No. II-24d'''] ''is DWR application for permit for Obstruction in Streams.'' '''This link is broken. DWR site is being updated. Need to check back later''' (09/30/21).

*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.

:{{Exhibit|II-24e.docx|No. II-24e| is a listing of contact information and addresses for the ECA agencies (current Oct 2015, see KSDA website above for updated lists).}}

*[http://www.kdheks.gov/waterwell/download/PluggingAbandonedWells.pdf '''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:

::::'''''Highway Permit Use of Right of Way''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_304_Hwy_permit.pdf KDOT '''Form 304''']

::::'''''Cased Utility Line Waiver''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_308_UtilityLine.pdf KDOT '''Form 308''']

::::'''''Highway Permit for Highway Access''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-309.pdf KDOT '''Form 309''']

::::'''''Highway Permit Attachments to Bridges and Other Structures''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_310_Hwy_Permit_Bridges.pdf KDOT '''Form 310''']

::::'''''Access Application Information Sheet''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-334.pdf KDOT '''Form 334''']

: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.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''2007 KDOT Utility Accommodation Policy'''] for additional information.

All project related state and/or federal permits must be submitted and Form [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''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 [[#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://www2.opkansas.org/files/dw/api/Docs/11032?_ga=2.82690070.1222974240.1645795564-705664753.1645452083 ''' 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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9614/FileDownload?targetFileType=Auto&keepAnnotations=false Exhibit 8: '''Commercial Building Permit Application''']

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

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

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

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

== Task No. 27 - Schedule Field Check Meeting ==
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The Project Manager shall schedule the Field Check meeting. Representatives of all funding sources are to be invited. The City Engineer/City Traffic Engineer or their designated representatives will attend all meetings. Prior to Field Check Meeting, coordinate with Engineering Services for development projects permitted in the area.

:[[Media:II-7e Sign in sheet.docx|'''Exhibit No. II-7e''']] ''is a meeting sign in sheet''.

Field check will be conducted at a pre-determined location. The Consultant or the City will provide a set of plans for field check. BLP will review comments and will discuss any necessary actions with the City and the Consultant.
After the field check meeting the consultant or the City will distribute minutes and provide BLP with a response to the issues identified/discussed in the meeting.

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

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

== '''Task No. 28 - Execute Official Agreement with KDOT''' ==
When the official KDOT agreement is received by the Project Manager, it is reviewed/approved by the Law Department and placed on the City Council agenda for consideration.

:[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''Exhibit No. II-28'''] is Official KDOT Utility Accomodation Policy/Agreement.''

Compliance with KDOT's Non-Descrimination policies is required on all contracts. See [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/Title%20VI%20Local%20Governments%20and%20Consultants%20Handbook.pdf'''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/BLP-Proprietary%20Product%20Certification%20Form.pdf '''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|II-33.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|II-33c 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.docx|No. II-34a|is a list of City qualified appraisers.}}
{{Exhibit|RFQ Appraisal Acquisition.pdf|No. II-34b|is a copy of City's Request for Qualifications (RFQ).}}
{{Exhibit|Summary of takings.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 7-5-22.docx|No. II-34d|is an Appraiser Agreement for fee under $10,000.}}
{{Exhibit|II-34e Appraiser Agreement over 10K rev 7-5-22.docx|No. II-34e|is an Appraiser Agreement for fee over $10,000.}}
{{Exhibit|II-34f Memo to Selection Committee.pdf|No. II-34f|is a sample Intra City memorandum to the Selection Committee.}}
{{Exhibit|II-34g Proposal for Appraisal.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/index.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 2020.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: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 11-12-15.docx|'''Easement Acquisition Agreement''']]
:*[[Media:EASEMENT ACQUISITION AGREEMENT-partial mortgage final 11-12-15.docx|'''Acquisition Agreement with Partial Mortgage Release''']]
:*[[Media:Amendment to EASEMENT ACQUISITION AGREEMENT.docx|'''Amendment to Easement Acquisition Agreement''']]
:*[[Media:Administrative Settlement Form.docx|'''Administrative Settlement Form''']]
:*[[Media:Restoration Agreement template 01.14.2020.docx|'''Restoration Agreement''']] and [[Media:Restoration Agreement-Exhibit A template.docx|'''Exhibit A''']]
All prepared right-of-way and easement documents must conform to the Register of Deeds requirements. See [[#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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''Kansas Register'''] and [http://www.thelegalrecord.net '''The Legal Record'''].

See [[#Task No. 15 - Schedule First Public Information Meeting|'''Phase II, Task No. 15''']] for list of invites.

{{Exhibit|II-36.docx|No. II-36|is an example Invitation Letter to property owners.}}
{{Exhibit|II-36a public meeting notice.pdf|No. II-36a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-36b|is a public meeting sign in sheet.}}
{{Exhibit|Public Meeting Handout.pdf|No. II-36c|is a public meeting handout.}}

{{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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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.

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

File:II-3o 10-13-22.xlsx

2022-10-13T20:13:30Z

Irina Idelson: List of Consulting Firms

== Summary ==
List of Consulting Firms

Contract Documents for CDBG Projects

2022-07-26T15:31:48Z

Irina Idelson:

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

:*[[media:III-11a-6b Notice to Bidders-CDBG.docx|'''Notice to Bidders''' (CDBG Projects)]];
:*[[media:III-11a-10b Table of Contents CDBG.docx|'''Table of Contents''' (CDBG Projects)]];
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

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

Contract Documents for CDBG Projects

2022-07-26T15:27:07Z

Irina Idelson:

'''City's Standard Contract Documents'''

{{Exhibit|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG 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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG 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 CDBG projects, the [[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|'''City’s Standard Contract Documents''']] shall be supplemented with the following: ===
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG Projects)}}
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG Projects Only)}}

:*[[media:III-11a-6b Notice to Bidders-CDBG.docx|'''Notice to Bidders''' (CDBG Projects)]];
:*[[media:III-11a-10b Table of Contents CDBG.docx|'''Table of Contents''' (CDBG Projects Only)]];
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

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

Phase III - Final Design

2022-07-26T15:16:39Z

Irina Idelson: /* 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 [[media:SWPPP Template Packet.pdf|'''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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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]] ==

Contract Documents for CDBG Projects

2022-07-26T12:56:52Z

Irina Idelson: Created page with "'''City's Standard Contract Documents''' {{Exhibit|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}} {{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, including KDOT and CDBG)}} {{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}} {{Exhibit|III-11a-3 General Conditions rev..."

'''City's Standard Contract Documents'''

{{Exhibit|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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, including KDOT and CDBG)}}
{{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG 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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG 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 CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

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

File:III-11a-10a Table of Contents KDOT Projects.docx

2022-07-26T12:45:28Z

Irina Idelson: Irina Idelson uploaded a new version of File:III-11a-10a Table of Contents KDOT Projects.docx

== Summary ==
Table of Contents for KDOT Projects

Phase IV - Pre-Construction

2022-07-22T20:16:07Z

Irina Idelson: /* Task No. 5 - Notice to Contractors/DBE Firms */

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

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

== [[Phase IV Checklist]] ==


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

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

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [[Media:SWPPP Template Packet.pdf|'''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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 7-21-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d 7-21-22.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e 7-21-22.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

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

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

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction''']. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

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

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

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

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

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

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

File:IV-5e 7-21-22.docx

2022-07-22T20:15:29Z

Irina Idelson: List of Contractors for Traffic Signal Projects

== Summary ==
List of Contractors for Traffic Signal Projects

Phase IV - Pre-Construction

2022-07-22T20:14:31Z

Irina Idelson: /* Task No. 5 - Notice to Contractors/DBE Firms */

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

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

== [[Phase IV Checklist]] ==


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

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

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [[Media:SWPPP Template Packet.pdf|'''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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 7-21-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d 7-21-22.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

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

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

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction''']. This document shall be submitted to the Project Development Engineer within one month after receiving the Authority to Award document.

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

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

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

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

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

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

File:IV-5d 7-21-22.docx

2022-07-22T20:13:51Z

Irina Idelson: List of Contractors for Streetlight Projects

== Summary ==
List of Contractors for Streetlight Projects

Phase IV - Pre-Construction

2022-07-22T20:11:54Z

Irina Idelson: /* Task No. 5 - Notice to Contractors/DBE Firms */

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

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

== [[Phase IV Checklist]] ==


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

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

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [[Media:SWPPP Template Packet.pdf|'''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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 7-21-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

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

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

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''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-5b 7-21-22.docx

2022-07-22T20:05:52Z

Irina Idelson: List of Contractors for Storm Sewer Projects

== Summary ==
List of Contractors for Storm Sewer Projects

Phase IV - Pre-Construction

2022-07-22T20:01:44Z

Irina Idelson: /* Task No. 5 - Notice to Contractors/DBE Firms */

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

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

== [[Phase IV Checklist]] ==


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

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

A Stormwater Pollution and Prevention Plan (SWPPP) must be prepared when project disturbs more than 1 (one) acre. A [[Media:SWPPP Template Packet.pdf|'''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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 7-21-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 6-6-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

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

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

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''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-5a 7-21-22.docx

2022-07-22T20:00:50Z

Irina Idelson: List of Contractors for Street and Bridge Projects

== Summary ==
List of Contractors for Street and Bridge Projects

Phase II - Preliminary Design

2022-07-22T19:51:57Z

Irina Idelson: /* Task No. 3 - Consultant Selection/Certification */

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

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

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

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

== [[Phase II Checklist]] ==


== Task No. 1 - Identify Project Team ==
{{Top}}

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 ==
{{Top}}

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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''City Resolution No. 4550'''] 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 2020.pdf|'''3.0 Preliminary Engineering (PE) Consultant Selection and Agreement''']] and 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.

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 7-5-22.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 7-5-22.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 2020.pdf|'''6.0 Bridge Design''']] of KDOT's LPA Project Development Manual).

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

{{Exhibit|II-3e(2).dot|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 services.pdf|No. II-3g|is a sample RFQ packet for consulting services.}}

{{Exhibit|II-3h Memo to 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.dot|No. II-3l|is a sample letter requesting interview of short list Consulting Firms.}}

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

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

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

{{Exhibit|II-3o 7-21-22.xlsx|No. II-3o|is a list of Consulting Firms.}}

== Task No. 4 - Submit Project Description to Law Department. Execute Ordinances-Resolution. ==
{{Top}}

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 ==
{{Top}}

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 [[Utility_Relocation_Guidelines|'''Utility Relocation Guidelines''']] for all relocation planning.

Refer to [https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/123/FileDownload?targetFileType=Auto&keepAnnotations=false '''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 ==
{{Top}}

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;

{{Note|''All utilities within construction limits will be shown on the [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304 Form''']''.}}
*detailed schedule;
*design criteria as described in [[#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'''];
::[http://www.kdheks.gov/water/download/tech/2017_ready_mix_permit/A6.pdf '''KDHE Stormwater NOI'''];
::[https://www.epa.gov/cwa-404/permit-program-under-cwa-section-404 Corps of Engineers '''404 Permit'''];
::[https://agriculture.ks.gov/divisions-programs/dwr/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.org/bureaus/burConsMain/specprov/2015specprov.asp '''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5600.pdf'''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 [http://kcmetro.apwa.net/content/chapters/kcmetro.apwa.net/file/Specifications/APWA5100.pdf'''APWA Section 5100'''].
*'''Traffic Signals'''
:Traffic signals shall be designed in accordance with the latest edition of the [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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 [http://mutcd.fhwa.dot.gov/kno_2009r1r2.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/sites/default/files/documents/JCW/Procedures%20Privately%20Fin%20Gravity%20Main%20Projects%20Web.pdf '''Procedures for Privately Financed Gravity Sewer Main Projects''']
::[https://www.jocogov.org/sites/default/files/documents/JCW/Minimum%20Plan%20Requirements%20for%20Private%20Main%20Projects%20FINAL%20VERSION%204-6-17.pdf '''Minimum Plan Requirements for Gravity Sewer Main Projects''']

::[https://jocogov.org/sites/default/files/documents/JCW/2019_approved_jcw_const_and_mat_specs.pdf '''Construction and Material Specifications for Sanitary Sewers''']

::[https://www.jocogov.org/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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 [[#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 [[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/guidelines-and-standards '''American with Disabilities Act (ADA) Guidelines and Standards'''], United States Access Board;
::[https://www.access-board.gov/guidelines-and-standards/streets-sidewalks/public-rights-of-way/proposed-rights-of-way-guidelines '''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.org/bureaus/burTrafficEng/Roundabouts/Roundabout_Guide/RoundaboutGuide.asp '''"Kansas Roundabout Guide"'''] KDOT, current edition;
::[https://www2.opkansas.org/files/dw/api/Docs/10346?_ga=2.223749341.794450718.1632400335-1136848853.1626367100'''Greenway Linkages Plan for Overland Park'''];
::[https://www2.opkansas.org/files/dw/api/Docs/9412?_ga=2.224313565.794450718.1632400335-1136848853.1626367100'''South Overland Park Transportation Plan'''];
::[https://www.opkansas.org/city-services/traffic-roads-transportation/bicycling/'''Overland Park Bicycle Master Plan'''];
::[https://nacto.org/docs/usdg/nchrprpt672.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 [[#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/sites/default/files/documents/JCW/JCW-00%20Sanitary%20Sewer%20Standard%20Details.pdf '''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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9412/FileDownload?targetFileType=Auto&keepAnnotations=false '''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 [[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 [[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:Pre-survey letter.pdf|'''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 [[Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection.2FCertification|'''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.pdf '''1307'''], along with all applicable permits attached, prior to obligation of funds, to comply with the NEPA process. (See [[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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''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|Exhibit No. II-15.docx|No. II-15|is an example Invitation Letter to property owners.}}
{{Exhibit|Exhibit No. II-15a.pdf|No. II-15a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-15b|is a public meeting sign in sheet.}}
{{Exhibit|Exhibit No. II-15c.docx|No. II-15c|is an example Public Meeting Citizen Comment Form.}}
{{Exhibit|II-15d flyer.pdf|No. II-15d|is an example Public Meeting Handout.}}

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [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 [[#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 [[#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. ==
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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 [[#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.

== 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 ==
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The Consultant/Project Engineer shall distribute field check plans along with a copy of the project cost estimate and updated RUPIS project schedule 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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 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.}}
:[https://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9615/FileDownload?targetFileType=Auto&keepAnnotations=false '''Exhibit No. II-24b'''] ''is an application and submittal checklist for Floodplain Development Permit''.
{{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 [[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 [[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[http://agriculture.ks.gov/divisions-programs/dwr ''' Division of Water Resources'''] is necessary for any work on a stream with more than 240 acres tributary drainage (some exceptions).

:[https://agriculture.ks.gov/docs/default-source/dwr-ws-forms/application-for-2-100-and-3-100-permit.pdf?sfvrsn=2 '''Exhibit No. II-24d'''] ''is DWR application for permit for Obstruction in Streams.'' '''This link is broken. DWR site is being updated. Need to check back later''' (09/30/21).

*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.

:{{Exhibit|II-24e.docx|No. II-24e| is a listing of contact information and addresses for the ECA agencies (current Oct 2015, see KSDA website above for updated lists).}}

*[http://www.kdheks.gov/waterwell/download/PluggingAbandonedWells.pdf '''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:

::::'''''Highway Permit Use of Right of Way''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_304_Hwy_permit.pdf KDOT '''Form 304''']

::::'''''Cased Utility Line Waiver''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_308_UtilityLine.pdf KDOT '''Form 308''']

::::'''''Highway Permit for Highway Access''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-309.pdf KDOT '''Form 309''']

::::'''''Highway Permit Attachments to Bridges and Other Structures''''' - [http://www.ksdot.org/Assets/wwwksdotorg/DOT_310_Hwy_Permit_Bridges.pdf KDOT '''Form 310''']

::::'''''Access Application Information Sheet''''' - [http://www.ksdot.org/PDF_Files/DOT-Form-334.pdf KDOT '''Form 334''']

: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.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''2007 KDOT Utility Accommodation Policy'''] for additional information.

All project related state and/or federal permits must be submitted and Form [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''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 [[#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://www2.opkansas.org/files/dw/api/Docs/11032?_ga=2.82690070.1222974240.1645795564-705664753.1645452083 ''' 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://dw.opkansas.org/public/FileCabinets/2fa13812-70a3-4126-848b-3a20df7175c3/Documents/9614/FileDownload?targetFileType=Auto&keepAnnotations=false 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.org/Assets/wwwksdotorg/bureaus/burConsMain/Connections/UAP2007_2016_aug.pdf.pdf '''Exhibit No. II-28'''] is Official KDOT Utility Accomodation Policy/Agreement.''

Compliance with KDOT's Non-Descrimination policies is required on all contracts. See [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/Title%20VI%20Local%20Governments%20and%20Consultants%20Handbook.pdf'''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/BLP-Proprietary%20Product%20Certification%20Form.pdf '''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|II-33.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|II-33c 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.docx|No. II-34a|is a list of City qualified appraisers.}}
{{Exhibit|RFQ Appraisal Acquisition.pdf|No. II-34b|is a copy of City's Request for Qualifications (RFQ).}}
{{Exhibit|Summary of takings.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 7-5-22.docx|No. II-34d|is an Appraiser Agreement for fee under $10,000.}}
{{Exhibit|II-34e Appraiser Agreement over 10K rev 7-5-22.docx|No. II-34e|is an Appraiser Agreement for fee over $10,000.}}
{{Exhibit|II-34f Memo to Selection Committee.pdf|No. II-34f|is a sample Intra City memorandum to the Selection Committee.}}
{{Exhibit|II-34g Proposal for Appraisal.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/index.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 2020.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: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 11-12-15.docx|'''Easement Acquisition Agreement''']]
:*[[Media:EASEMENT ACQUISITION AGREEMENT-partial mortgage final 11-12-15.docx|'''Acquisition Agreement with Partial Mortgage Release''']]
:*[[Media:Amendment to EASEMENT ACQUISITION AGREEMENT.docx|'''Amendment to Easement Acquisition Agreement''']]
:*[[Media:Administrative Settlement Form.docx|'''Administrative Settlement Form''']]
:*[[Media:Restoration Agreement template 01.14.2020.docx|'''Restoration Agreement''']] and [[Media:Restoration Agreement-Exhibit A template.docx|'''Exhibit A''']]
All prepared right-of-way and easement documents must conform to the Register of Deeds requirements. See [[#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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''Kansas Register'''] and [http://www.thelegalrecord.net '''The Legal Record'''].

See [[#Task No. 15 - Schedule First Public Information Meeting|'''Phase II, Task No. 15''']] for list of invites.

{{Exhibit|II-36.docx|No. II-36|is an example Invitation Letter to property owners.}}
{{Exhibit|II-36a public meeting notice.pdf|No. II-36a|is an example Notice of Public Information Meeting.}}
{{Exhibit|Public Meeting Sign-In Sheet .docx|No. II-36b|is a public meeting sign in sheet.}}
{{Exhibit|Public Meeting Handout.pdf|No. II-36c|is a public meeting handout.}}

{{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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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.

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

File:II-3o 7-21-22.xlsx

2022-07-22T19:50:46Z

Irina Idelson: List of Consulting Firms

== Summary ==
List of Consulting Firms

Phase IV - Pre-Construction

2022-07-11T21:11:45Z

Irina Idelson: /* Task No. 2 - Selection of Material Testing Firm */

{{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 [[Media:SWPPP Template Packet.pdf|'''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 RFPs to at least three qualified private material testing companies in accordance with the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''].

{{Exhibit|IV-2a.docx|No. IV-2a|is a list of materials testing / geotechnical service companies.}}
{{Exhibit|IV-2b Notice for RFP Material Testing Services.docx|No. IV-2b|is a Notice to Construction Material Testing Firms (RFP).}}
{{Exhibit|IV-2 Testing Proposal Exhibit A - rev 4-4-14.docx|No. IV-2c|is the material testing proposal instructions (Exhibit A).}}
{{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 7-5-22.docx|No. IV-2g|is the Agreement for Construction Material Testing Services.}}
{{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 12:00 pm Thursday 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 '''[http://www.kssos.org/pubs/pubs_kansas_register.asp 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.

== 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 6-6-22.docx|No. IV-5a|is a list of contractors for Street and Bridge projects.}}
{{Exhibit|IV-5b 6-6-22.docx|No. IV-5b|is a list of contractors for Storm Sewer projects.}}
{{Exhibit|IV-5c 6-6-22.docx|No. IV-5c|is a list of contractors for Sidewalk and Curb projects.}}
{{Exhibit|IV-5d.docx|No. IV-5d|is a list of contractors for Streetlight projects.}}
{{Exhibit|IV-5e.docx|No. IV-5e|is a list of contractors for Traffic Signal projects.}}
{{Exhibit|IV-5f.docx|No. IV-5f|is a list of contractors for Traffic Signal and Streetlighting Equipment.}}
{{Exhibit|IV-5g.docx|No. IV-5g|is a list of contractors for Fiber Optic projects.}}
{{Exhibit|IV-5h.docx|No. IV-5h|is a list of contractors for Demolition projects.}}
{{Exhibit|IV-5i.docx|No. IV-5i|is a list of contractors for Building projects.}}
{{Exhibit|IV-5j.docx|No. IV-5j|is a list of contractors for Building Mechanical Systems projects.}}
{{Exhibit|IV-5k.dot|No. IV-5k|is a list of Architects.}} '''(replace with current list when available)'''
{{Exhibit|IV-5l Plan Rooms.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.}}

== 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-7 PreBid Agenda.pdf|'''Exhibit No. IV-7a''']] ''is a sample Pre-Bid Conference Agenda''.
:[[Media:IV-7b pre-bid sign in sheet.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/hwycont_files/PRECONInternetLIST5-15-19.pdf '''Pre-Qualified Contractors'''] to perform the class of work involved with the project. The directory can also be found on [http://www.ksdot.org/hwycont.asp '''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:KDOT Class(es) of Work.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.org/Assets/wwwksdotorg/bureaus/offChiefCoun/Documents/DOT%20Form%201049.pdf '''1049 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://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''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 and recorded by the Contract Specialist and at least one member of the City Clerk’s office.

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

== Task No. 11 - Complete Detailed Bid Tabulation ==
{{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 Consultant/Project Engineer shall prepare a detailed bid tabulation from the submitted bids. This detailed bid tabulation shall be in the same format as the contract document bid form.The accuracy of the contractor's multiplication and addition shall be checked and confirmed, and any errors corrected/marked on the original bid proposal.

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

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

The detailed bid tabulation on all projects is to remain confidential prior to acceptance by the City Council, then all information is public.

{{Exhibit|IV-11 Detailed Bid Tab Sample.pdf|No. IV-11|is a sample detailed bid tabulation.}}

== Task No. 12 - Determine and Approve the Lowest and Best Qualified Contractor and Subcontractor Percent of Work ==
{{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://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/LPA/Forms/LPA%20SubContractor%20Approval%20Form.xlsx '''LPA Sub-Contractor Approval Form'''] - ''to be completed by the apparent low bidder, returned to the City, and forwarded to BLP. (KDOT Project)''
{{Exhibit|IV-12a.xlt|No. IV-12a|is a Subcontractor Breakdown Form to be completed by the apparent low bidder. (Non-KDOT Project)}}

{{Note|The Project Engineer shall ensure this task is complete. The proposals shall be considered in accordance with Section 103.1 of KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''Standard Specifications for State Road and Bridge Construction'''].
For KDOT Projects this task is tracked by KDOT.}}

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

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

For additional requirements on KDOT projects {{LPA_citation|10.3.2.4.6.2|[[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']]}}

== Task No. 13 - Evaluate Possible Contractor Collusion ==
{{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 2020.pdf|'''10.0 LPA-Administered Procedures ''']]}}.

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

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

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

Refer to [http://online.encodeplus.com/regs/overlandpark-ks/doc-viewer.aspx#secid-6458 '''City Charter Ordinance No. 71'''] for additional information.

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

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

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

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

Upon completion of the Letting Phase, the City will provide BLP-KDOT with a “Letting Summary Document” that certifies the letting process has been completed and the contract has been awarded in accordance with the requirements of this Project Procedures Manual, as well as Chapter [[Media:10.0 LPA-Administered Procedures 2020.pdf|'''10.0 LPA-Administered Procedures''']] of KDOT's LPA Project Development Manual, and Sections 102, 103 and 104 of the KDOT's [https://www.ksdot.org/burconsmain/specprov/2015specprov.asp '''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-2g Testing Services Agreement - rev 7-5-22.docx

2022-07-11T21:10:56Z

Irina Idelson: Testing Services Agreement

== Summary ==
Testing Services Agreement

Phase III - Final Design

2022-07-11T21:09:14Z

Irina Idelson: /* 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 ==
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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 [[media:SWPPP Template Packet.pdf|'''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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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, including KDOT and CDBG)}}
{{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.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.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG 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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG 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 CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

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

=== 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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.}}

== 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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 ==
{{Top}}

Submit KDOT Forms [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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:III-11a-4C 2 eBid-Instructions to Bidders-Opt C rev 7-5-22.docx

2022-07-11T21:08:30Z

Irina Idelson: Instructions to Bidders (ebid) - Option C

== Summary ==
Instructions to Bidders (ebid) - Option C

Phase III - Final Design

2022-07-11T21:07:21Z

Irina Idelson: /* 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 ==
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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 ==
{{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 [[media:SWPPP Template Packet.pdf|'''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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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, including KDOT and CDBG)}}
{{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C.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.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG 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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG 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 CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

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

=== 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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.}}

== 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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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:III-11a-4B 2 eBid-Instructions to Bidders-Opt B rev 7-5-22.docx

2022-07-11T21:05:42Z

Irina Idelson: Instructions to Bidders (ebid) - Option B

== Summary ==
Instructions to Bidders (ebid) - Option B

Phase III - Final Design

2022-07-11T21:04:04Z

Irina Idelson: /* 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 ==
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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 [[media:SWPPP Template Packet.pdf|'''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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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, including KDOT and CDBG)}}
{{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.docx|No. III-11a-4b_2|Instructions to Bidders (eBid) - Option B}}
{{Exhibit|III-11a-4C 1 Instructions to Bidders-Option C.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C.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.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG 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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG 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 CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

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

=== 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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.}}

== 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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 ==
{{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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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:III-11a-4A 2 eBid- Instructions to Bidders-Opt A rev 7-5-22.docx

2022-07-11T21:02:53Z

Irina Idelson: Instructions to Bidders - Electronic Bidding

== Summary ==
Instructions to Bidders - Electronic Bidding

Phase III - Final Design

2022-07-11T20:56:11Z

Irina Idelson: /* 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 ==
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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 [[media:SWPPP Template Packet.pdf|'''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/index.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"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|Appraiser inspection letter.pdf|No. III-5b|is a sample Letter from Appraiser to Property Owner.}} '''(to be replaced with better example when available)'''
{{Exhibit|Sample Acquisition Notes.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 11-12-15.pdf|'''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 2020.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.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''' ==
{{Top}}

For KDOT projects, forms [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.

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.

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 2020.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|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
{{Exhibit|Form 1306 Signed.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.''
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.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|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
{{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, including KDOT and CDBG)}}
{{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|III-11a-3 General Conditions rev 7-5-22.docx|No. III-11a-3|General Conditions}}
{{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.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.docx|No. III-11a-4b_2|Instructions to Bidders (eBid) - Option B}}
{{Exhibit|III-11a-4C 1 Instructions to Bidders-Option C.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C.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.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG 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.docx|No. III-11a-9|Statutory Bond}}
{{Exhibit|III-11a-10 Table of Contents.docx|No. III-11a-10|Table of Contents}}
{{Exhibit|III-11a-10a Table of Contents KDOT Projects.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG 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 CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension & Other Responsibility Matters''']];
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
:*[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];

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

=== 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;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
:* '''KS20220140''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County'''];
:* '''FHWA-1273''' - Federal-Aid Construction Contracts;
:* '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
:* '''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''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
:* [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''Form 1307'''] - List of Permits and Status of Same. (Also see [[#Task_No._24_-_Submit_Required_Permit_Applications|'''Phase II, Task No.24''']]);
:* '''15-01017''' - Cargo Preference Act;
:* '''01-21-11-R01''' - "Buy America" Materials;
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.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''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.}}

== 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.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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 [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''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 [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.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://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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 [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] 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:III-11a-3 General Conditions rev 7-5-22.docx

2022-07-11T20:55:18Z

Irina Idelson: Project General Conditions

== Summary ==
Project General Conditions