Difference between revisions of "Phase III - Final Design"

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== [[Phase III Checklist]] ==
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== [[Phase III Flow Chart|Flow Chart]] ==
== [[Phase III Flow Chart|Flow Chart]] ==
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== [[Phase III Check List|Check List]] ==
== Task No. 1 - Schedule Third Utility Meeting ==
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== Task No. 1 - Schedule Third Utility Meeting ==
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.
When the plans are approximately 80 percent complete or at the stage where the Street horizontal and vertical alignment 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.}}


{{Note|In an effort to avoid scheduling conflicts with other called utility meetings an Outlook calendar has been created called PW Utilities. PW Utilities shall be invited as an attendee to all utility meetings, pre-bid conferences and pre-construction conferences or any meeting requesting utility company attendance.}}
See [[Phase_II_-_Preliminary_Design#Task_No._7_-_Initiate_Utility_Coordination._Schedule_Utility_Meeting_(optional)|'''Phase II, Task No. 7''']] for exhibits.


See [[Phase_II_-_Preliminary_Design#Task_No._7_-_Schedule_First_Utility_Meeting|'''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.


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 KCPL 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.


{{Exhibit|III-1.dot|No. III-1|Utility Relocation Plan Submission Requirements.}}
See [[Right-of-Way_Permits_-_Plan_Submission_Requirements|'''Plan Submission Requirement for Right-of-Way Permits''']] for additional information.
{{Exhibit|II-7a.dot|No. II-7a|Utility Relocation Guidelines.}}


If KCP&L streetlights are to be removed, prepare a letter to KCP&L requesting a work request number, invoice indicating the associated removal costs, a streetlight disconnect order and a construction drawing. This is generally only applicable to Residential Street projects, CDBG projects and Streetlighting projects.
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.pdf|No. III-1a|is the Leased Streetlighting Removal Procedure}}
{{Exhibit|III-1a Streetlighting Removal Procedure.pdf|No. III-1a|is the Streetlighting Removal Procedure}}
{{Exhibit|III-1b.pdf|No. III-1b|is a sample letter to KCP&L requesting the removal of leased streetlights}}
{{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.pdf|No. III-1c|is a sample work request cover letter from KCP&L}}
{{Exhibit|III-1c proposal letter from Black & McDonald.pdf|No. III-1c|is a sample proposal letter from Black & McDonald}}
{{Exhibit|III-1d.pdf|No. III-1d|is a sample Invoice from KCP&L}}
{{Exhibit|III-1d Release to Construction letter.pdf|No. III-1d|is a sample Release to Construction letter to Black & McDonald}}
{{Exhibit|III-1e.pdf|No. III-1e|is a sample Streetlighting Disconnect Order from KCP&L}}
{{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.pdf|No. III-1f|is a sample Construction Drawing from KCP&L}}
{{Exhibit|III-1f removal notification letter to Evergy.pdf|No. III-1f|is a sample Removal Notification letter Evergy}}
{{Exhibit|III-1g.pdf|No. III-1g|is a sample City staff letter to KCP&L approving the work requst and releasing the work to construction}}


== Task No. 2 - Execute Utility Agreements ==
== 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 the agreement, forward to the law department for review/approval and Public Works Director approval.
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.
 
See [[media:Email_Memo_Utility_Agreements.pdf|'''Email Memo regarding Utility Agreement language'''.]]


{{Note|The City does not pay for utility relocations in platted public easements.}}
{{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 KCPL}}
{{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-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-2c.pdf|No. III-2c|is a sample utility agreement for Atmos Energy Corporation}}
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{{Exhibit|III-2f.dot|No. III-2f|is a relocation agreement for Kansas Gas Service.}}
{{Exhibit|III-2f.dot|No. III-2f|is a relocation agreement for Kansas Gas Service.}}


== Task No. 3 - Begin R/W / Easement Negotiations ==
== '''Task No. 3 - Complete Environmental Process''' ==
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Once the City receives The Status of Project Environment Concerns (Final) from KDOT's Environmental Services Section the City shall obtain all required environmental permits. All environmental permit applications, correspondence and issued permits shall be packaged together in the project files for easy retrieval. Environmental Permits required to be on site during construction.
 
A Storm Water Pollution and Prevention Plan (SWPPP) must be prepared by the project team. All permits, environmental or otherwise, obtained by the contractor shall be packaged together in SWPPP booklet and shall be on site at all times once construction begins. For more information refer to Chapter [[Media:4.0 Environmental 2020.pdf|'''4.0 Environmental''']] of KDOT's LPA Project Development Manual.
 
See [https://docs.google.com/document/d/1iNAJByLyc81I3IZoeg1b0DNymITZH_HQ/copy '''SWPPP Template'''] for assembling the SWPPP notebook.
 
== '''Task No. 4 - Complete NEPA Documentation''' ==
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Subsequent to receiving the appraisal report, the Project Manager will begin the negotiation process.
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.


See [http://www.fhwa.dot.gov/realestate/lpaguide/index.htm '''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.
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.


For KDOT projects, the process shall be in accordance with [[media:BLP-memo-92-15.pdf|'''BLP Memo 92-15''']], [[media:BLP-memo-97-01.pdf|'''BLP Memo 97-1''']] and [[media:BLP-memo-06-01.pdf|'''BLP Memo 06-01''']]. 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.
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.


:[[media:BLP-memo-92-15.pdf|'''BLP Memo 92-15''']] describes R/W Acquisition Policies with the following attachments/information:
KDOT's LPA Project Development Manual describes R/W Acquisition Policies with the following attachments/information:


:*Procedures for R/W Acquisition on simple projects (3 pages);  
:*Procedures for R/W Acquisition on simple projects;  
:*Certification of Real Property Acquisition procedures (3 pages);
:*Certification of Real Property Acquisition procedures;
:*City offer to purchase Statement of Compensation (1 page);
:*City offer to purchase Statement of Compensation;
:*Partial donation of R/W (1 page);  
:*Partial donation of R/W;  
:*Donation of R/W (1 page);  
:*Donation of R/W;  
:*Value Finding Appraisal (1 page);  
:*Value Finding Appraisal;
:*Brochure entitled, "Real Property Acquisition for Kansas Highways, Roads, Streets and Bridges";
:*Brochure entitled, "Uniform Relocation Assistance and Real Property Acquisition Regulations for Federal and Federally Assisted Programs".


:[[media:BLP-memo-97-01.pdf|'''BLP Memo 97-1''']] ''for tracts less than $7500, with attachment.''
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.


{{Exhibit|III-3a.dot|No. III-3a|is the Real Property Acquisition Checklist.}}
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"'''].
{{Exhibit|III-3b.dot|No. III-3b|is a sample log of owner contact.  A log of owner contact should be kept for each owner.}}
{{Exhibit|II-32h.dot|No. II-32h|is a copy of Appraisal Review form.}}


{{Note|See [[media:II-34h.dot|'''Exhibit No. II-34h''']] for a copy of the City's standard Mortgage Release for Individuals and [[media:II-34i.dot|'''Exhibit No. II-34i''']] for Corporations.}}
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'''].


The City's standard  [[media:Easement_Acquisition_Agreement.pdf|'''Easement Acquisition Agreement''']] will be completed along with the negotiated right-of-way and easement documents.
{{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.}} '''<font color="#FF0000">(to be replaced with better example when available)</font>'''
{{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.}}


== Task No. 4 - Begin Condemnation Process ==
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 purchased by negotiation, the Law Department shall file documents to begin the condemnation procedure.
For tracts that cannot be acquired by negotiation, the Law Department shall file documents to begin the [[Condemnation Process|'''Condemnation Process''']].  
{{Exhibit|III-4.dot|No. III-4|outlines the steps in the condemnation process and city department/employee responsibilities.}}
{{Exhibit|III-4a.dot|No. III-4a|is an example transmittal memo to the City Clerk for filing of the condemnation documents.}}


== Task No. 5 - Complete 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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After the appraiser’s report is filed and the Finance Department issues the check to the District Court, the Contractor can use the R/W and Easements. For property owners inquiries about condemnation award distributions, the "award" can be collected from the Clerk of the District Court of Johnson County.
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.


== Task No. 6 - Acquire R/W / Easement - Submit KDOT Forms 1306 and 1304 {{KDOT}} ==
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, [[media:III-6d.dot|'''Form No. 1306''']] and [[media:III-6c.dot|'''Form No. 1304''']] are required.  
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''']]).}}


{{Note|[[media:III-6d.dot|'''Form No. 1306''']] must be completed and returned to BLP on all projects even if no rights of way are being acquired.}}
{{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)}}.


{{Exhibit|III-6a.pdf|No. III-6a|is a memo from the U.S. Department of Transportation regarding Status of Utility and Railroad Agreements and Adjustments.}}
{{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'''].}}
{{Exhibit|III-6b.pdf|No. III-6b|is KDOT Memo B.R.U.D. 84-10 regarding Status of Utility and Railroad Agreements and Adjustments.}}
{{Exhibit|III-6c.dot|No. III-6c|is KDOT Form 1304 - List of Utilities & Status. (example template)}} 
{{Note|All utilities from [[Phase_II_-_Preliminary_Design#Task_No._9_-_Schedule_First_Utility_Meeting|'''Phase II task 9''']] should be considered when completing [[media:III-6c.dot|'''form 1304''']].}}
{{Exhibit|III-6d.dot|No. III-6d|is KDOT Form 1306 - 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)}}


== Task No. 7 - Submit Final Plans for Review Submittal [[File:FinalPlans.JPG||120px|right]]==
== '''Task No. 9 - Submit Final Check Plans for Review''' ==
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The Consultant/Project Engineer shall complete the project plans and make distribution to the appropriate persons.
The Consultant/Project Engineer shall complete the project plans and distribute electronically via '''Bluebeam''' session to the following:


The Project Manager will send one set of plans to the Maintenance Division District in which the project is located. The plans will go to the appropriate functional Supervisor using the [[media:Memo_Maintenance_Plan_Review.dot|'''Maintenance Plan Review Memo''']] located under the Public Works tab of the General Templates in Microsoft Word. See [[media:Maintenance_Plan_Review_Process.dot|'''Maintenance Plan Review Process''']] for more information.
*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 Project Manager will send one set of plans to the Stormwater Section. The [[media:ESC_Plan_Review_Checklist.doc|'''Erosion and Sediment Control Plan Review Checklist''']] will be used as a review aid for erosion and sediment control plans.  
The [[media:Final_Plan_Review_Checklist.docx|'''Final Plan Review Checklist''']] will be used as a review aid for final plans.


For projects containing CARS funding plans and specifications must be submitted to the Johnson County Director of Infrastructure for review and comment.  
Erosion and Sediment Control plans will be prepared as part of the final plans.


{{Exhibit|III-7a.pdf|No. III-7a|is a letter from CARS accepting plans along with additional information and requirements prior to advertising project.}}
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.


For KDOT projects two (2) sets of final plans shall be submitted to the BLP.   
{{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.}}


:See [[media:BLP-memo-06-05.pdf|'''BLP Memo 06-05''']] for information pertaining to Final Check Plans.  
: [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.


:See [[media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] Engineer's Professional Seal and Signature on Plans.
For projects containing CARS funding, plans and specifications must be submitted to the Johnson County Director of Infrastructure for review and comment.  


:See [[media:BLP-memo-06-06.pdf|'''BLP Memo 06-06''']] for a list of information is to be submitted with the PS&E. The items shown in [[media:BLP-memo-06-06.pdf|'''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.
{{Exhibit|III-9c.pdf|No. III-9c|is a letter from CARS accepting plans along with additional information and requirements prior to advertising project.}}


:See [[media:Blp-memo-10-08.pdf|'''BLP Memo 10-08''']], All project related state and/or federal permits must be submitted and [http://www.ksdot.org:9080/burlocalproj/Forms/1307.pdf '''Form 1307'''] completed prior to submittal of final check plans.
For KDOT projects, the electronic final plans shall be submitted to the BLP.


== Task No. 8 - Submit Specifications and Special Provisions ==
{{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.
The Consultant/Project Engineer shall complete the Specifications and Special Provisions to the specifications that are applicable and necessary for the project.


Project specifications are prepared using MakeSpec New Project.dot in Microsoft Word. For complete instructions on installing and using MakeSpec see
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:Using_MakeSpec-Instructions.doc|'''Using MakeSpec - Instructions''']]
[[media:Table of Contents CITY OF OVERLAND PARK STANDARD SPECIFICATIONS.xlsx|'''Table of Contents CITY OF OVERLAND PARK STANDARD SPECIFICATIONS - 2020''']]


[[media:Using_MakeSpec-Consultant Instructions.doc|'''Using MakeSpec - Consultant Instructions''']]  
[[media:Creating Table of Contents and Project Specific Special Provisions.pdf|'''Instructions - Creating Table of Contents and Project Specific Special Provisions''']]


{{Exhibit|III-8a.pdf|No. III-8a|is a sample of City Specifications for a street project.}}
{{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.}}


{{Note|See http://www.ksdot.org/burConsMain/specprov/07default.asp to access KDOT Special Provisions web page.  The latest 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.}}


{{Exhibit|III-8c.pdf|No. III-8c|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.


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_II_-_Preliminary_Design#Task_No._7_-_Submit_Cash_Flow_Projections_.28Engineering_Cost.29|'''Phase II, Task No. 7''']].
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''']].


== [[File:Contract.jpg |100px]]  Task No. 9 - Submit Contract Documents and Insurance ==
== Task No. 11 - Submit Contract Documents and Insurance ==
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The Consultant/Project Engineer shall complete the Contract Documents and determine from the insurance options, the required insurance coverage for the project. 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.
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 via fax to KDOT's External Civil Rights Administrator (ECRA), FAX (785)296-0723. The ECRA will review the estimate and determine if a DBE goal is needed for the project and, if needed, what dollar amount the goal will be. The DBE contract goal amount established by the ECRA shall be shown on the DBE Contract Goals sheet (07-19-80-R11) and included in the contract documents.  See [[media:BLP-memo-04-07.pdf|'''BLP Memo 04-07''']] - Procedures for DBE Involvement.
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.


[[Contracts_Procedures_for_contract_preparation|'''Detailed procedures for contract preparation''']]
[[Preparation of Construction Bid Documents|'''Preparation of Construction Bid Documents''']]


[[media:Detailed_procedures_contract_prep.dot|'''Detailed procedures for contract preparation''']]
'''[[Planning Bid and Contract Award Schedules]]


[[media:Contract_bidding_schedules.dot|'''Guidance for Planning Bid and Contract Award Schedules''']]
===City's Standard Contract Documents:===
{{Exhibit|05 III-11a-1 Agreement clean.docx|No. III-11a-1|Agreement}}
{{Exhibit|07 III-11a-1 Agreement-KDOT Fed funds clean 1-5-22.docx|No. III-11a-1|Agreement (KDOT Projects Only)}}
{{Exhibit|III-11a-2 Bid - use for hard copy bids.docx|No. III-11a-2|Bid (use for hard copy bids)}}
{{Exhibit|III-11a-2a Bid items (eBid).xlsx|No. III-11a-2a|Bid (use for all ebid projects)}}
{{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
{{Exhibit|10 III-11a-3 General Conditions 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 11.22.23.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}}


'''City's Standard Contract Documents (for Contracts Under $50,000)'''
===For KDOT (Federally Funded) projects, the City’s Standard Contract Documents shall be supplemented with the following required contract provisions:===
:* '''08-10-66-R05''' - Certification - Noncollusion and History of Debarment;
:* '''04-26-90-R05''' - Limitations on Use of Federal Funds for Lobbying;
:* '''07-19-80-R13''' - DBE Contract Goals (update link on form to https://kdotapp.ksdot.gov/dbecontractorlist/);
:* '''01-01-11'''    - Tax Clearance Certificate;
:* '''08-04-92-R03''' - Contractual Services with Current Legislator or Current Legislators Firm;
:* '''11-03-80-R09''' - Requirement for Affirmative Action to Ensure EEO;
:* '''09-06-94-R01''' - Notice to Contractors - U.S. Department of Transportation Hotline;
:* '''15-01004'''    - [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;
:* '''<font color="#FF0000">KS20240140</font>''' - Federal Wage Rates General Decision;[https://sam.gov/content/wage-determinations'''Prevailing Wages for Johnson County''']; 
:*      '''FHWA-1273''' - Federal-Aid Construction Contracts; <font color="#FF0000">Current Document dated 10/23/2023:</font>[https://www.fhwa.dot.gov/programadmin/contracts/1273/1273.pdf here]
:*      '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
:* '''15-PS0008''' - Revision to above document 07-18-80-R29;
:*      '''3-10-06-R01''' - Federal Aid Contracts Utilization of Disadvantaged Businesses Suppliers/Regular Dealers;
:*[http://www.dol.gov/whd/forms/wh347.pdf '''Department of Labor Payroll (Form WH-347)'''];
:*[http://www.dol.gov/whd/forms/wh347instr.htm '''Instructions for Completing WH-347.''']
:* '''15-01002''' - [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;
:*      '''15-01018-R01''' - Control of Materials "Buy America";
See [[media:BLP-memo-10-04.pdf|'''BLP Memo 10-4''']] for a summary of requirements on federal-aid projects.


:'''Exhibit No. III-9-1''' Agreement
{{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.}}
:'''Exhibit No. III-9-2''' Proposal
:'''Exhibit No. III-9-3''' General Conditions
:'''Exhibit No. III-9-4a''' Instructions to Contractors - Option A
:'''Exhibit No. III-9-4b''' Instructions to Contractors - Option B
:'''Exhibit No. III-9-4c''' Instructions to Contractors - Option C
:'''Exhibit No. III-9-5''' Labor and Material Payment Bond
:'''Exhibit No. III-9-6''' Performance Bond
:'''Exhibit No. III-9-7''' Table of Contents
:'''Exhibit No. III-9-8''' Special Conditions
:'''Exhibit No. III-9-9''' Appointment of Service Agent
:'''Exhibit No. III-9-10''' List of Utilities & Status of Same


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.  
'''City's Standard Contract Documents (for Contracts Over $50,000)'''
 
{{Exhibit|III-9a-1.dot|No. III-9a-1|Agreement}}
{{Exhibit|III-9a-2.dot|No. III-9a-2|Bid}}
:'''Exhibit No. III-9a-2a Bid''' (KDOT Projects)
:'''Exhibit No. III-9a-2b Bid''' (CDBG Projects)
{{Exhibit|III-9a-3.dot|No. III-9a-3|General Conditions}}
{{Exhibit|III-9a-4a.dot|No. III-9a-4a|Instructions to Bidders - Option A}}
{{Exhibit|III-9a-4b.dot|No. III-9a-4b|Instructions to Bidders - Option B}}
{{Exhibit|III-9a-4c.dot|No. III-9a-4c|Instructions to Bidders - Option C}}
{{Exhibit|III-9a-5.dot|No. III-9a-5|Insurance Options}}
{{Exhibit|III-9a-6.dot|No. III-9a-6|Notice to Bidders}}
:'''Exhibit No. III-9a-6a Notice to Bidders''' (KDOT Projects)
:'''Exhibit No. III-9a-6b Notice to Bidders''' (CDBG Projects)
{{Exhibit|III-9a-7.dot|No. III-9a-7|Labor and Material Payment Bond}}
{{Exhibit|III-9a-8.dot|No. III-9a-8|Performance Bond}}
{{Exhibit|III-9a-8a.dot|No. III-9a-8a|Maintenance Bond}}
{{Exhibit|III-9a-9.dot|No. III-9a-9|Statutory Bond}}
{{Exhibit|III-9a-10.dot|No. III-9a-10|Table of Contents}}
:'''Exhibit No. III-9a-10a Table of Contents''' (KDOT Projects Only)
:'''Exhibit No. III-9a-10b Table of Contents''' (CDBG Projects Only)
{{Exhibit|III-9a-11.dot|No. III-9a-11|Special Conditions}}
{{Exhibit|III-9a-12.pdf|No. III-9a-12|Appointment of Service Agent}}
{{Exhibit|III-9a-13.dot|No. III-9a-13|List of Utilities & Status of Same}}
=== For CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
:*Certification Regarding Debarment, Suspension &  Other Responsibility Matters (2 pages) [[media:CDBG_Debarment.pdf|'''debarment''']]
:*Certification Regarding Lobbying (1 page) [[media:CDBG_Certification-lobbying.doc|'''lobbying ''']]
:*Equal Employment Opportunity Certification (2 pages) [[media:CDBG_Equal_employment.pdf|'''eeoc''']]
:*Section 3 Clause (2 pages) [[media:CDBG Section 3 Clause.doc|'''Section 3 Clause''']]
:*Nondiscrimination (5 pages) [[media:CDBG Non discrimination.doc|'''non-discrimination''']]
:*Federal Labor Standards Provisions (4 pages) [[media:CDBG_Federal_labor_standards.pdf|'''federal labor standards provisions''']]
:*List of [http://www.ksdot.org/burconsmain/ppreq/wagedet.asp'''Prevailing Wages for Johnson County''']. 
{{Note2|The list of current 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 (10) 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 modificiations 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.  See http://www.ksdot.org/burconsmain/ppreq/wagedet.asp}}
:*[http://www.dol.gov/whd/forms/wh347.pdf '''Department of Labor Payroll Form (WH-347)'''] and [http://www.dol.gov/whd/forms/wh347instr.htm '''Instructions for Completing form WH-347 U.S. Department of Labor Web Link.''']
:*Statement of Compliance, Form WH-348 (3 pages) [[media:CDBG Statement of compliance.pdf|'''statement of compliance''']]
:*Record of Employee Interview (1 page) [http://www.hud.gov/offices/adm/hudclips/forms/files/11.doc '''Form HUD-11''']
:*Notice To All Employees (2 pages) [[media:CDBG_Notice_to_all_employees.pdf|'''notice to all employees''']]
:*Standards of Conduct (2 pages) [[media:CDBG_Standards_of_conduct.pdf |'''standards of conduct''']]
:*CDBG Checklist Prior to Contract Award.  Do not insert in the contract documents -- it is for staff use only. [[media:CDBG_Checklist_city.xls|'''checklist''']]
:*Conflict of Interest Certification.  Do not insert in the contract documents -- it is for staff use only. [[media:CDBG_Conflict_of_interest_certification_city.doc|'''conflict of interest''']]
 
=== For KDOT (Federally Funded) projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
:*Required Contract Provision [http://www.fhwa.dot.gov/programadmin/contracts/1273.pdf '''(FHWA-1273)''']: Federal-Aid Construction Contracts (18 pages)
:*Required Contract Provision [http://www.ksdot.org/burconsmain/specprov/2007/pdf/07-18-80-r25.pdf '''(07-18-80-R25)''']: Federal Aid Contracts Utilization of Disadvantaged Businesses (10 pages)
:*Required Contract Provision [http://www.ksdot.org/burconsmain/specprov/2007/pdf/03-10-06.pdf '''(03-10-06)'''] or [http://www.ksdot.org/burconsmain/specprov/2007/pdf/03-10-06-r01.pdf '''(3-10-06-R01)''']: Federal Aid Contracts Utilization of Disadvantaged Businesses Suppliers/Regular Dealers (1 page)
:*Required Contract Provision (07-19-80-R11): DBE Contract Goals (1 page). See [[media:BLP-memo-04-07.pdf|'''BLP Memo 04-07''']] for establishing goal amount.
:*Required Contract Provision (11-15-96-R4): Equal Employment Opportunity Contractual Requirement (7 pages)
:*Required Contract Provision (11-03-80-R8): Requirement for Affirmative Action to Ensure EEO (3 pages)
:*Required Contract Provision (04-26-90-R4): Declaration Limitations on Use of Federal Funds for Lobbying (2 pages)
:*Required Contract Provision (08-10-66-R5): Certification Noncollusion and History of Debarment (1 page)
:*Required Contract Provision (02-01-95-R2): Area Practice For Johnson County Kansas (4 pages)
:*Notice to Contractors (09-06-94-R1): U.S. Department of Transportation Hotline, To Report Bid Rigging Activities (1 page)
:*Notice to Contractors (07-19-07): Buy American Materials (1 page). See [[media:BLP-memo-10-04.pdf|'''BLP Memo 10-4''']] for a summary of requirements on federal-aid projects.
:*KDOT Special Provision (07-01004): Sales Tax Exemption (1 page) [http://www.ksdot.org/burConsMain/specprov/2007/pdf/07-01004.pdf '''KDOT Web Link''']
:*KDOT Special Provision (07-01002): Information to Contractors as to Status of Utilities (1 page) [http://www.ksdot.org/burConsMain/specprov/2007/pdf/07-01002.pdf '''KDOT Web Link''']
:*Form 1304: List of Utilities & Status of Same (pages vary) [http://www.ksdot.org/burLocalProj/Forms/1304.pdf '''KDOT Web Link'''] (also see [[#Task_No._6_-_Acquire_R.2FW_.2F_Easement_-_Submit_KDOT_Forms_1306_and_1304|'''Phase III, Task No. 6''']])
:*Department of Labor Payroll Form (WH-347) and Instructions for Completing (6 pages) [http://www.dol.gov/esa/forms/whd/wh347instr.htm '''U.S. Department of Labor Web Link''']
:*List of [http://www.ksdot.org/burconsmain/ppreq/wagedet.asp'''Prevailing Wages for Johnson County''']. 
{{Note2|The list of current 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. See '''http://www.ksdot.org/burconsmain/ppreq/wagedet.asp'''}}
 
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 at: http://www.ksdot.org/burConsMain/specprov/2007/pdf/07-required.pdf.  The others can be found by following the web link next to the document in the list. Each of these documents shall be numbered according to the Contract Documents Table of Contents.


{{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.}}
{{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.}}
Line 247: Line 287:
{{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.}}
{{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. 10 - Schedule Fourth Utility Meeting ==
 
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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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.  
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.''']].


{{Note|In an effort to avoid scheduling conflicts with other called utility meetings an Outlook calendar has been created called PW Utilities. PW Utilities shall be invited as an attendee to all utility meetings, pre-bid conferences and pre-construction conferences or any meeting requesting utility company attendance.}}
::[[Media:III-13a design summary document.pdf|'''Exhibit No. III-13a''']] ''is an example of the Design Summary Document''.


See [[#Task No. 9 - Submit Contract Documents and Insurance|'''Phase II, Task No. 9''']] for exhibits.
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. 11 - Complete Utility Relocations ==
== '''Task No. 14 - Submit PS&E Package''' ==
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Submit KDOT Form No. 1306 and 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 completed. For KDOT projects, Form No. 1306 and 1304 shall be forwarded to the BLP. See [[#Task No. 6 - Acquire R/W / Easement - Submit KDOT Forms 1306 and 1304|'''Phase III, Task No. 6''']] for forms.
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''']).


== Task No. 12 - Complete Environmental Process by KDOT ==
The email shall be sent to <u>''[email protected]''</u> 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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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 and permits, environmental or otherwise, obtained by the contractor shall be packaged together in the Stormwater Pollution Prevention Plan (SWPPP) booklet. The SWPPP booklet shall be on site at all times once construction begins.
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.


== [[image:Publicmeeting.jpg|frame|80px]]Task No. 13 - Schedule Third Public Information Meeting ==
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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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 the Kansas Register and Olathe Daily News.  
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.  


:See [[Phase_II_-_Preliminary_Design#Task_No._17_-_Schedule_First_Public_Information_Meeting|'''Phase II, Task No. 17''']] for list of invites.
{{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._35_-_Schedule_Second_Public_Information_Meeting|'''Phase II, Task No. 35''']] for exhibits.
See [[Phase_II_-_Preliminary Design#Task_No._7_-_Initiate_Utility_Coordination._Schedule_Utility_Meeting_(optional) |'''Phase II, Task No. 7''']] 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.  [http://www.ksdot.org:9080/burTransPlan/pubtrans/Title%20VI%20Brochure%20-%20English.asp'''Title VI Brochure'''] regarding equal opportunity contracting are to be made available at all public meetings.
}}


== Task No. 14- Submit the Engineer’s Cost Estimate ==
== Task No. 17 - Complete Utility Relocations ==
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The Consultant/Project Manager shall prepare the Engineer’s Cost Estimate.
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. 15 - Obtain City Department Approval ==
== '''Task No. 19 - Receive Obligation of Funds from KDOT''' ==
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The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.
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.


== Task No. 16 - Prepare Design Summary Document ==
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.
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 [[#Task_No._18_-_Request_.2F_Receive_Obligation_of_Funds_from_KDOT|'''Phase III, Task No. 18.''']]


{{Exhibit|III-16a.dot|No. III-16a|is the KDOT "Design Summary Document" form.}}
:[[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''.


{{Exhibit|III-16b.pdf|No. III-16b|is an example of a completed KDOT "Design Summary Document".}}
{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}


== Task No. 17- Obtain Agency Plan Approvals ==
== Task No. 20 - Obtain City Department Approval ==
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The Project Manager shall determine if other agency plan approvals are necessary. If there is other city, Johnson County or state funding (KDOT), other agency approvals will usually be required. This is usually stipulated in the agreements. The appropriate official name and title shall be placed on the plan title sheet.  
The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.
{{Note|For KDOT Projects this task is tracked by KDOT see [[media:II-16.xlt|'''Exhibit No. II-16''']].  The Project Engineer shall ensure this task is complete.}}


== Task No. 18 - Request / Receive Obligation of Funds from KDOT ==
== Task No. 21 - Obtain Agency Plan Approvals ==
The City Engineer/City Traffic Engineer shall request obligation of funds from KDOT-BLP for KDOT administered federally-funded projects.  Included in the request, the city is required to submit the total actual cost paid for the non-participating, pre-construction activities.  (See [[media:BLP-memo-99-11.PDF|'''BLP Memo 99-11''']])  These activities are as follows:
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Preliminary Engineering (P.E.) - Include only the actual payments made to the consultant.  If the City performed its own Preliminary Engineering, include the City direct cost plus overhead.
Rights of Way (R/W) - Include only the total actual payments made to landowners.
Utility Adjustments (Util.) - Include only the total actual payments made to utility companies for adjustments to utilities located on private easement.
{{Exhibit|III-18a.dot|No. III-18a|is an example letter requesting Obligation of Funds.}}


After the Secretary of Transportation and State Transportation Engineer approve the plans, specifications, and estimate and FHWA approves the obligation of funds for the project, KDOT-BLP will authorize the City to take bids for the contract.
The Project Manager shall determine if other agency plan approvals are necessary.  


{{Exhibit|III-18b.pdf|No. III-18b|is an example letter from KDOT approving Obligation of Funds and authorization to bid the contract.}}
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|This task is tracked by KDOT see [[media:II-16.xlt|'''Exhibit No. II-16''']]. The Project Engineer shall ensure this task is complete.}}
{{Note|For KDOT Projects this task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}


== Task No. 19 - Confirm Construction Engineering Responsibility ==
== '''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 for 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.  
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|III-19a.dot|No. III-19a|is a Proposal For Construction Engineering Services.}}
{{Exhibit|Proposal for Construction Engineering Services.docx|No. III-22a|is a Proposal For Construction Engineering Services.}}
{{Exhibit|III-19b.pdf|No. III-19b|is an example of "Exhibit A" referred to in the above 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, [http://www.opkansas.org/App_/ROOT/Module/CityGovernment/Engine/DocumentForm/StreamFile.ashx?documentId=Professional-Consulting-Services-Architecture-Engineering-Land-Surveying '''City Resolution No. 2615-now 3506'''] will be applicable. See [[Phase_II_-_Preliminary_Design#Task_No._3-4_-_Hire_Consultant|'''Phase II, Task No. 3-4''']].  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 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.
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|III-19c.pdf|No. III-19c|is the "Consultant Selection Guide for Construction Engineering on LPA Projects".}}
{{Exhibit|Consultant Selection Guide 2019.pdf|No. III-22c|is the "Consultant Selection Guide for Construction Engineering on LPA Projects".}}
{{Exhibit|III-19d.pdf|No. III-19d|is a Force Account Equipment Rate Table.}}
{{Exhibit|III-22d.pdf|No. III-22d|is a Force Account Equipment Rate Table.}}
{{Exhibit|III-19e.pdf|No. III-19e|is a letter from BLP accepting overhead rate.}}  
{{Exhibit|III-22e.pdf|No. III-22e|is a letter from BLP accepting overhead rate.}}  
{{Exhibit|III-19f.pdf|No. III-19f|is a "Example Billing" for reimbursement of Construction Engineering Services.}}
{{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]] ==

Latest revision as of 13:48, 22 August 2024

Home I-Vision II-Preliminary Design III-Final Design IV-Pre-Construction V-Construction VI-Retrospect

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.

GeekNotesIcon.png 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, 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 for all relocation planning.

See 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 No. III-1a is the Streetlighting Removal Procedure
Exhibit No. III-1b is a sample letter to Black & McDonald requesting the proposal for streetlights removal
Exhibit No. III-1c is a sample proposal letter from Black & McDonald
Exhibit No. III-1d is a sample Release to Construction letter to Black & McDonald
Exhibit No. III-1e is a sample Do Not Release to Construction letter to Black & McDonald
Exhibit 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.

GeekNotesIcon.png Note: The City does not pay for utility relocations in platted public easements.
Exhibit No. III-2a is a sample utility agreement for Evergy
Exhibit No. III-2b is a sample utility agreement for Water District No. 1 of Johnson County
Exhibit No. III-2c is a sample utility agreement for Atmos Energy Corporation
Exhibit No. III-2d is a sample utility agreement for Magellan Pipeline Company
Exhibit No. III-2e is a sample sanitary sewer line crossing agreement
Exhibit 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 4.0 Environmental of KDOT's LPA Project Development Manual.

See 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.

Exhibit No. III-4 is an example of the Design Summary Document with FHWA concurrence

For more information refer to Chapter 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 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 "Real Property Acquisition for Kansas Highways, Roads, Streets and Bridges".

For Federal Regulations regarding Relocation Assistance and Real Property Acquisition see 49CFR24.

Exhibit No. III-5a is the Real Property Acquisition Checklist.
Exhibit No. III-5b is a sample Letter from Appraiser to Property Owner. (to be replaced with better example when available)
Exhibit No. III-5c is a sample Acquisition Notes. A log of owner contact should be kept for each owner.
Exhibit No. III-5d is the City's standard Mortgage Release for Individuals.
Exhibit No. III-5e is the City's standard Mortgage Release for Corporations.
Exhibit No. II-34i is a copy of Appraisal Review form.

The City's standard 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 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.

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 1306 (see note below) and 1304 are required.

Refer to Chapter 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 7.0 Right of Way of KDOT's LPA Project Development Manual for additional information on Right of Way acquisition process.

GeekNotesIcon.png 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 example).
Exhibit No. III-8a is a memo from the U.S. Department of Transportation regarding Status of Utility and Railroad Agreements and Adjustments.
Exhibit No. III-8b is KDOT Memo B.R.U.D. 84-10 regarding Status of Utility and Railroad Agreements and Adjustments.
Exhibit No. III-8c is KDOT Form 1304 - List of Utilities & Status of Same (completed example).
Exhibit No. III-8d is KDOT Form 1306 - Certification By the City to the KDOT of Real Property Acquisition Procedures and Utility Arrangements (completed example).
GeekNotesIcon.png Note: All utilities from Phase II task 7 should be considered when completing 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 Maintenance Plan Review Process for Maintenance Division routing),
  • City Engineer,
  • City Traffic Engineer,
  • Erosion Control Coordinator (Stormwater Section).

The 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.

GeekNotesIcon.png Note: Any Johnson County Vertical Control Network Bench Marks that will be disturbed as part of the project must be reset. The standard specification and a bid item for this work must be included in the contract documents. These benchmark locations can be found on Johnson County AIMS Mapping web page under the Utilities layer.
Exhibit No. III-9a is a NPDES NOI Permit application.
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 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.

GeekNotesIcon.png Note: For the instructions on submitting E-Plans to BLP see the following:

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

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

See 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 Form 1307 completed prior to submittal of final check plans. See BLP Memo 10-08.

Any additive work needs to be approved by KDOT prior to bid. Refer to Chapter 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 City of Overland Park Standard Specifications and 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.

Table of Contents CITY OF OVERLAND PARK STANDARD SPECIFICATIONS - 2020

Instructions - Creating Table of Contents and Project Specific Special Provisions

GeekNotesIcon.png Note: Visit KDOT's web page for the latest Special Provisions. The applicable Special Provisions are to be printed and included in the contract documents.
Exhibit 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, 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

Planning Bid and Contract Award Schedules

City's Standard Contract Documents:

Exhibit No. III-11a-1 Agreement
Exhibit No. III-11a-1 Agreement (KDOT Projects Only)
Exhibit No. III-11a-2 Bid (use for hard copy bids)
Exhibit No. III-11a-2a Bid (use for all ebid projects)
Exhibit No. III-11a-2c eBid Certification Form for KDOT projects
Exhibit No. III-11a-3 General Conditions
Exhibit No. III-11a-4a_1 Instructions to Bidders - Option A
Exhibit No. III-11a-4a_2 Instructions to Bidders (eBid) - Option A
Exhibit No. III-11a-4b_1 Instructions to Bidders - Option B
Exhibit No. III-11a-4b_2 Instructions to Bidders (eBid) - Option B
Exhibit No. III-11a-4c_1 Instructions to Bidders - Option C
Exhibit No. III-11a-4c_2 Instructions to Bidders (eBid) - Option C
Exhibit No. III-11a-5 Insurance Options
Exhibit No. III-11a-6_1 Notice to Bidders (use for hard copy bids)
Exhibit No. III-11a-6_2 Notice to Bidders (eBid)
Exhibit No. III-11a-6a Notice to Bidders (KDOT Projects)
Exhibit No. III-11a-7 Labor and Material Payment Bond
Exhibit No. III-11a-8 Performance Bond
Exhibit No. III-11a-8a Maintenance Bond
Exhibit No. III-11a-9 Statutory Bond
Exhibit No. III-11a-10 Table of Contents
Exhibit No. III-11a-10a Table of Contents (KDOT Projects Only)
Exhibit No. III-11a-11 Appointment of Service Agent
Exhibit No. III-11a-12 List of Utilities & Status of Same

For KDOT (Federally Funded) projects, the City’s Standard Contract Documents shall be supplemented with the following required contract provisions:

  • 08-10-66-R05 - Certification - Noncollusion and History of Debarment;
  • 04-26-90-R05 - Limitations on Use of Federal Funds for Lobbying;
  • 07-19-80-R13 - DBE Contract Goals (update link on form to https://kdotapp.ksdot.gov/dbecontractorlist/);
  • 01-01-11 - Tax Clearance Certificate;
  • 08-04-92-R03 - Contractual Services with Current Legislator or Current Legislators Firm;
  • 11-03-80-R09 - Requirement for Affirmative Action to Ensure EEO;
  • 09-06-94-R01 - Notice to Contractors - U.S. Department of Transportation Hotline;
  • 15-01004 - Sales Tax Exemption;
  • 02-01-95-R02 - Area Practice For Johnson County Kansas;
  • 11-15-96-R05 - Specific Equal Employment Opportunity Contractual Requirement;
  • KS20240140 - Federal Wage Rates General Decision;Prevailing Wages for Johnson County;
  • FHWA-1273 - Federal-Aid Construction Contracts; Current Document dated 10/23/2023:here
  • 07-18-80-R29 - Federal Aid Contracts Utilization of Disadvantaged Businesses;
  • 15-PS0008 - Revision to above document 07-18-80-R29;
  • 3-10-06-R01 - Federal Aid Contracts Utilization of Disadvantaged Businesses Suppliers/Regular Dealers;
  • Department of Labor Payroll (Form WH-347);
  • Instructions for Completing WH-347.
  • 15-01002 - Information to Contractors (Status of Utilities);
  • Form 1304 - Status of Utilities. (Also see Phase III, Task No. 8);
  • Form 1307 - List of Permits and Status of Same. (Also see Phase II, Task No.24);
  • 15-01017 - Cargo Preference Act;
  • 15-01018-R01 - Control of Materials "Buy America";

See BLP Memo 10-4 for a summary of requirements on federal-aid projects.

GeekNotesIcon.png Note: The list of current 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 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.

Attention.jpg Special Note: 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.


GeekNotesIcon.png Note: 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 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.

GeekNotesIcon.png Note: Engineer's Estimate shall be stamped and signed by the engineer of record.
Exhibit No. III-12 is an example of signed Engineer's Cost Estimate.

For more information see KDOT's 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, Task No. 14..

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, Task No. 4

Task No. 14 - Submit PS&E Package

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The City will submit to the BLP all necessary documentation for the Plans, Specifications and Estimate (PS&E) approval. The PS&E Package will include completed plans, project specifications and bid documents, engineer's estimate of probable cost, KDOT Forms 1306, 1304, 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 FTP Instructions).

The email shall be sent to [email protected] 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.

Exhibit No. III-14 is an example email requesting Obligation of Funds

Task No. 15 - PS&E Review

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Upon receipt of the PS&E package, BLP will review the documents to confirm that the project complies with federal aid eligibility requirements.

KDOT Forms 1306 and 1304 will be distributed to the project development engineer in BLP for processing. (See note in 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, 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 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.

GeekNotesIcon.png 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, Task No. 7 for exhibits.

Task No. 17 - Complete Utility Relocations

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Submit KDOT Forms 1306 (see note below) and 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.

GeekNotesIcon.png Note: 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 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 Kansas Register and The Legal Record.

See Phase II, Task No. 15 for list of invitees.
See Phase II, Task No. 36 for exhibits.
GeekNotesIcon.png Note: This and all subsequent Public Information Meeting notices should ask if participants need a language interpreter or a hearing assistance device and a phone number. All meeting rooms shall be ADA accessible. The KDOT's Equal Opportunity and Civil Rights Information brochure in English and 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 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.

Exhibit No. III-19 is an example letter from KDOT approving Obligation of Funds and authorization to bid the contract.
GeekNotesIcon.png 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.

GeekNotesIcon.png 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 No. III-22a is a Proposal For Construction Engineering Services.
Exhibit 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 Resolution No. 4550 will be applicable. See 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 No. III-22c is the "Consultant Selection Guide for Construction Engineering on LPA Projects".
Exhibit No. III-22d is a Force Account Equipment Rate Table.
Exhibit No. III-22e is a letter from BLP accepting overhead rate.
Exhibit No. III-22f is a "Example Billing" for reimbursement of Construction Engineering Services.

For more information see Chapter 11.0 Construction Engineering (CE) Consultant Selection and Agreement of KDOT's LPA Project Development Manual.

All Phase III Exhibits

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