Phase II - Preliminary Design

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Introduction

Phase II begins the engineering design and plan preparation process for a project. The date for beginning this process will depend upon the approved project schedule, budget and time anticipated to complete the various phases/tasks. The project team will play an important decision-making role in managing a project. This team will consist of City staff and private consultants (if applicable). Intra-department, public involvement, and utility company meetings are commenced during this phase. Field check plans are prepared, distributed and reviewed along with preliminary construction cost estimates. Also, R/W and easement documents are completed and, if required, appraisers are hired.

Task No. 1 - Identify Project Team

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

Task No. 2 - Decide if City Staff to Design

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

Task No. 3 - Consultant Selection/Certification

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The City shall select and negotiate with a consultant for project design in accordance with the City Resolution No. 4550 if the design is funded solely with local funds. If federal or state funds are used for the design, the City will use an approved list of consultants furnished by the BLP and will follow the current BLP Consultant Selection Procedures. If the City intends to use federal funds in the construction engineering, and use the same consultant for both preliminary engineering (PE) and construction engineering (CE), following the current BLP Consultant Selection Procedure for the PE will satisfy the requirements for the CE selection.

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

For more information see Chapter 3.0 Preliminary Engineering (PE) Consultant Selection and Agreement and Chapter 11.0 Construction Engineering (CE) Consultant Selection and Agreement of KDOT's LPA Project Development Manual.

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

Note: This Manual will be provided to the Consultant during the negotiating process. When negotiating an agreement with a consulting firm a narrative of services and a fee schedule is required (examples below).

Exhibit No. II-3a City’s standard Engineering / Architectural services agreement for design projects.

Exhibit No. II-3b(1) City’s standard Supplemental Agreement for Professional Engineering Services. (First)

Exhibit No. II-3b(2) City’s standard Supplemental Agreement for Professional Engineering Services. (Second and beyond)

Exhibit No. II-3c City’s standard Consultant Agreement for non-design projects.

Exhibit No. II-3d City’s standard Supplemental Agreement to the Consultant Agreement for non-design projects.

Exhibit No. II-3e is a sample of City’s standard Scope of Services.

(When writing contracts for projects involving bridge construction, refer to Chapter 6.0 Bridge Design of KDOT's LPA Project Development Manual).

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

Exhibit No. II-3e(2) City’s standard Scope of Services for a Traffic Signal project.

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

Exhibit No. II-3g is a sample RFQ packet for consulting services.

Exhibit No. II-3h is a sample Ranking Memo to Consultant Selection Committee.

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

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

Exhibit No. II-3k is a sample of a compiled Ranking Sheet.

Exhibit No. II-3l is a sample letter requesting interview of short list Consulting Firms.

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

Exhibit No. II-3m is a sample letter to selected Consulting Firm.

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

Exhibit No. II-3o is a list of Consulting Firms.

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

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

An example of a project description is as follows:

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

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

Exhibit No. II-4a Resolution on advisability of the creation of an Improvement District,

Exhibit No. II-4b Resolution authorizing and providing for the creation of an Improvement District,

Exhibit No. II-4c Ordinance providing for the public improvement of a Main Trafficway.

Task No. 5 - Prepare Project Schedule

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

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

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When requested, a cash flow projection for engineering services shall be submitted to the City Finance Department.

Exhibit II-6 is the standard cash flow form.

Task No. 7 - Initiate Utility Coordination. Schedule Utility Meeting (optional)

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Early in the preliminary design phase, the Project Manager will contact all public and private utility officials, informing them of the upcoming project (project limits and schedule) and requesting the information on their facilities (location maps, existing utility easements and any other pertinent information) in the vicinity.

Exhibit No. II-7 is a sample email (initial contact) to the utilities.

(Project Location Map and Utility Response Forms should be attached to the email).

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

The typical agenda items are as follows:

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

Meeting minutes shall also be prepared following the meeting and distributed to all scheduled attendees, including those who were invited but did not attend.

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

Exhibit No. II-7a is a list of utility companies.

Exhibit No. II-7b is a sample request for utility plans and easement documents.

Exhibit No. II-7c is a sample invitation letter for Utility Coordination Meeting.

Exhibit No. II-7d sample agenda for Utility Coordination Meeting.

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

Exhibit No. II-7f sample of utility coordination meeting minutes.

Johnson County Wastewater

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

Exhibit No. II-7h Right-Of-Way Agreement, Reference Sheet

Exhibit No. II-7i Right-Of-Way Agreement, Project Checklist

Exhibit No. II-7j Payment invoice to JCW for reimbursement of relocation costs.

Water District No.1 of Johnson County

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

Transmission Pipe Line

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

Evergy

Exhibit No. II-7m Governmental Relocation Contact List

Exhibit No. II-7n Service Territory Map

For Verizon inquiries see Memorandum Request for OSP facility records.

Refer to the City's Utility Relocation Guidelines for all relocation planning.

Refer to Manual of Infrastructure Standards for excavation and safety requirements.

For federally funded projects refer to Chapter 8.0 Status of Utilities of KDOT's LPA Project Development Manual for additional information.

Task No. 8 - Pre-Design Meeting

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

• specific limits of improvements;
• median openings and left/right turn storage lengths;
• utility conflicts;

Note: All utilities within construction limits will be shown on the 1304 Form.

• detailed schedule;
• design criteria as described in Phase II, Task No. 9;
• necessary permits, such as

Land Disturbance Permit;

KDHE Stormwater NOI;

Corps of Engineers 404 Permit;

Kansas DWR;

Floodplain Development Permit;

• detours/street closings;
• project phasing/traffic control;
• identify equipment or material on critical path (see note below);
• distribute City's Standard Bid Items to be used during design;
• coordinate with Engineering Services for development projects permitted in the area.

Note: It may be necessary to purchase equipment or material in advance of actual project letting date. Generally this will involve separate purchasing contracts for signal poles, LED's, signal cabinets, controllers and load switches. Items on the critical path that could delay the project completion date should be identified and the need for separate purchasing contracts discussed. The BLP project manager should also be included in discussions to make sure federal/state requirements are met for the pre-purchased items.

Task No. 9 - Design Criteria

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

• Public and Private Streets

Current edition of AASHTO's A Policy on Geometric Design of Highways and Streets 2018, 7th Edition (Green Book). (See K:\Library\References\AASHTO)

Current edition of KDOT's Standard Specifications for State Road and Bridge Construction.

Current edition of KDOT's LPA Project Development Manual.

Current City of Overland Park Municipal Code.

Chapter 13.10 Public Street, Streetlighting and Sidewalk Requirements

Chapter 13.12 Construction on Rights-of-Way.

Chapter 15.10 Stormwater Management Program - Standards and Permitting

Current City of Overland Park Design and Construction Standards Volume 1 Design Criteria and Volume 2 Construction Specifications

• Stormwater Conveyance and Treatment Facilities

Current City of Overland Park Design and Construction Standards Volume 1 Design Criteria and Volume 2 Construction Specifications as a supplement to APWA Section 5600.

• Erosion and Sediment Control

Current City of Overland Park Design and Construction Standards Volume 1 Design Criteria and Volume 2 Construction Specifications as a supplement to APWA Section 5100.

• Traffic Signals

Traffic signals shall be designed in accordance with the latest edition of the Manual on Uniform Traffic Control Devices. Traffic signal mast arm poles shall be designed in accordance with the 2013 AASHTO Standard Specifications for Structural Supports for Highway Signs, Luminaires and Traffic Signals, Sixth Edition, LTS-6.

• Permanent Traffic Control Signs

Permanent traffic control signs shall be designed in accordance with the latest edition of the Manual on Uniform Traffic Control Devices and the City's Traffic Sign Design Manual.

• Pavement Markings

Pavement markings shall be designed in accordance with the latest edition of the Manual on Uniform Traffic Control Devices and the City's Pavement Marking Design Manual.

• Streetlights

Streetlights shall be designed in accordance with Resolution No. 4036 and the City's Streetlighting Design Manual.

Current City of Overland Park Design and Construction Standards Volume 1 Design Criteria. Refer to Part F for the design criteria for all streetlighting projects.

• Traffic Control

Work Zone Traffic Control shall be designed in accordance with the City’s Traffic Control Handbook.

• Bridges

City of Overland Park Bridge Design Information

Exhibit No. II-9a is a list of bridge design information.

Exhibit No. II-9b is Public Works Department Bridge Asset Inventory Procedure (February 2018).

Also see

Chapter 6.0 Bridge Design of KDOT's LPA Project Development Manual

LRFD Bridge Design Manual, Volume III, KDOT, current edition. (See K:\Library\References\KDOT Design Manual\KDOT Bridge Design Manual December 2021.pdf)

LRFD Bridge Design Specifications, AASHTO, current edition

• Johnson County Wastewater

Exhibit No. II-9c Designers Checklist for City Streets and Stormwater Improvements.

Exhibit No. II-9d Memo from JCW on existing brick manholes with new cone sections.

For city street or stormwater improvement projects that require sanitary sewer relocation or extension, full sanitary sewer design plans per JCW plan requirements and specifications must be approved by JCW. See below for requirements.

Procedures for Privately Financed Gravity Sewer Main Projects

Minimum Plan Requirements for Gravity Sewer Main Projects

Construction and Material Specifications for Sanitary Sewers

Sanitary Sewer Standard Details.

For the status of sanitary sewer plan submittals and projects see Johnson County Wastewater Commercial Permitting page.

Also see Phase II, Task No. 7 for Right-Of-Way agreement between JCW and City of Overland Park.

• Current Johnson County Stormwater Management Program Policy and Procedures

See Phase I, Task No. 3

• Additional Design Guidance for Reference:

"Roadside Design Guide", AASHTO, current edition;

"Highway Capacity Manual"(HCM), current edition;

"Guide for the Development of Bicycle Facilities", AASHTO, current edition. (See K:\Projects\Manual\AASHTO Guide for the Development of Bicycle Facilities 2012.pdf).

American with Disabilities Act (ADA) Guidelines and Standards, United States Access Board;

Proposed Guidelines for Pedestrian Facilities in the Public Right-of-Way (PROWAG), United States Access Board;

"Urban Street Design Guide" NACTO, current edition;

"Urban Bikeway Design Guide" NACTO, current edition;

"Kansas Roundabout Guide" KDOT, current edition;

Greenway Linkages Plan for Overland Park;

South Overland Park Transportation Plan;

Overland Park Bicycle Master Plan;

FHA Roundabouts Informational Guide.

• Design Exceptions:

If, during the development of plans for proposed project, it is determined that there are circumstances that may make it impractical to meet the applicable guidelines, the Consultant/Project Manager shall fill out the following forms:

Use Design Exceptions form to document all design exceptions and save it to the project preliminary design folder.

Use Design Deviations form to document design deviations, revisions to the standard design that do not adversely impact the design intent, and save to the project preliminary design folder.

See Phase II, Task No. 18 for design exceptions on federally funded projects.

Task No. 10 - Standard Details

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The City's Public Works Department maintains and updates Standard Details for publicly funded projects under the direction of the City Engineer. If Johnson County Wastewater facilities are involved in the project, Sanitary Sewer Standard Details shall be incorporated into the plans.

Also, the following are typical thoroughfare sections to be used for the infrastructure improvements as recommended by South Overland Park Transportation Plan:

Ultimate 4- and 3-Lane Thoroughfare Sections;

Ultimate 2-Lane Thoroughfare Sections;

Interim Thoroughfare Sections.

Task No. 11 - SMAC Preliminary Study

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

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

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

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

Task No. 13 - Conduct Field Surveys

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Sufficient and required data necessary for design purposes shall be collected. The field survey shall be in accordance with state statutes, and current accepted and required surveying practices. Prior to the beginning of land survey or utility relocation work the letter to the residences adjacent to the project will be mailed out informing property owners of upcoming activities. Included with the letter is flood questionnaire to be used for storm drainage improvements consideration.

Exhibit No. II-13a is a sample pre-survey letter to residents.

Exhibit No. II-13b is a flood questionnaire.

See City standard Scope of Services in Phase II, Task 3 for survey control requirements.

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

Task No. 14 - Continue Environmental Process

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

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

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

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

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

Task No. 15 - Schedule First Public Information Meeting

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The first public information meeting is scheduled by the Consultant/Project Manager. This meeting shall occur during preliminary design and after field surveys. The purpose of this meeting is to present the concept plan, project schedule, hear citizen's concerns, answer questions, discuss design issues and introduce the involved City Officials and Consultant employees. For KDOT projects the Notice of Public Information Meeting must be published in the Kansas Register and The Legal Record.

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

• Subdivisions adjacent to the project
• Home Owners Associations adjacent to the project. Contact the City Manager's office for a current list of HOA contacts.
• Group Chairperson for Neighborhood Conservation Groups adjacent to the project.

For the phone number of the group chairperson, contact the Neighborhood Planner at 913/895-6270.

• Council Members of Ward(s) adjacent to the project
• City Manager
• City Communications Manager and Communications Assistant
• Funding Sources (KDOT, CARS, SMAC, etc.)
• Other City (Olathe, Leawood, etc.)
• Public Works Management (PWMG)
• Supervisory Engineer
• Construction Inspector
• Consulting Firm
• Facilities Management (if meeting is being held at a City facility)
• If deemed necessary, Project Manager can invite police personnel.

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

Note: This and all subsequent Public Information Meeting notices should ask if participants need a language interpreter or a hearing assistance device and a phone number. All meeting rooms shall be ADA accessible. The KDOT Equal Opportunity and Civil Rights Information brochure in English and Spanish is to be made available at all public meetings.

Exhibit No. II-15 is an example Invitation Letter to property owners.

Exhibit No. II-15a is an example Notice of Public Information Meeting.

Exhibit No. II-15b is a public meeting sign in sheet.

Exhibit No. II-15c is an example Public Meeting Citizen Comment Form.

Exhibit No. II-15d is an example Public Meeting Handout.

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

Task No. 16 - Begin Title Report Process

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

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

In addition, the RFP should provide instructions on methods of delivery of the title report acceptable to the City. Finally the RFP will establish a date for completing the title certification and report.

Exhibit No. II-16a is a list of land title companies to be considered in RFP requests.

Exhibit No. II-16b is a sample land title RFP letter.

Exhibit No. II-16c is a sample location map with parcel numbers.

Exhibit No. II-16d is a sample letter to selected land title company.

Exhibit No. II-16e is a sample letter to land title companies not selected.

Task No. 17 - Begin Geotechnical Report Process

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

Refer to Phase II, Task No. 3 for information on consultant selection process.

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

For projects involving bridge construction, refer to Geotechnical Bridge Foundation Investigation Practice, found in Chapter 6.0 Bridge Design of KDOT's LPA Project Development Manual.

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

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If, during the development of plans for proposed federally funded projects, it is determined that there are circumstances that may make it impractical to meet the applicable guidelines, the Consultant/Project Manager shall submit in writing to the Bureau of Local Projects (KDOT) any request for project design exceptions, using a summary format like the form in Figure 5.1 of the LPA Project Development Manual. A request for a design exception may be made at any time in the design process when sufficient information is available to adequately evaluate the situation.

All design exceptions are subject to approval by the Bureau Chief of BLP. The request may involve one or more of the following controlling criteria: design speed, lane and shoulder width, bridge width, structural capacity, horizontal and vertical alignment, grades, stopping sight distance, cross slopes, superelevation, horizontal and vertical clearances. Justification for the request shall be included along with cost estimates for reasonable alternates. Supporting documents should be consistent with Section 2.3.4 of the KDOT Design Manual, Volume I, Bureau of Road Design.

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

For design exceptions documentation, use Overland Park Design Exceptions form to be submitted in addition to the KDOT form.

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

Document all design exceptions regardless of funding on Design Exceptions form and save to the project preliminary design folder.

For more information see section 5.2.2.2 (Design Exception/Allowance) in Chapter 5.0 Plan Development of KDOT's LPA Project Development Manual.

For additional information regarding design exceptions on non-KDOT projects refer to Phase II, Task No. 9 .

Task No. 19 - Prepare Field Check Plans

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

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

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

For Field Check Plans preparation and submittal requirements on federally funded projects refer to Chapter 5.0 Plan Development of KDOT's LPA Project Development Manual.

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

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

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

The purpose of the utility meeting is as follows:

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

See Phase II, Task No. 7 for exhibits.

Task No. 21 - Update Preliminary Cost Estimate

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

All cost estimates shall utilize the City's Standard Bid Items and correspond to the measurement and payment as shown in the City of Overland Park Standard Specifications.

Task No. 22 - Update Preliminary Cash Flow Projection

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

See Exhibit II-6.

Task No. 23 - Distribute Plans for Field Check

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

• all members of the Project Team (see Maintenance Plan Review Process for Maintenance Division routing),
• City Engineer,
• City Traffic Engineer,

For KDOT projects the electronic field check plans shall be provided to the BLP for transmittal to the Environmental Services Section(KDOT), who will transmit plans to appropriate regulatory and resource agencies. Invitations to the regulatory and resource agencies to participate in the field check should be rendered if environmental mitigation is required. The Consultant/Project Engineer shall provide a project cost estimate to the BLP with the plans.

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

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

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

Task No. 24 - Submit Required Permit Applications

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

• City of Overland Park Floodplain Development Permit - necessary for any work in a FEMA floodplain, including areas that will be FEMA floodplain once Johnson County Watershed studies are adopted.

Exhibit No. II-24a is a memo of the steps to be taken on Public Works projects.

Exhibit No. II-24b is an application and submittal checklist for Floodplain Development Permit.

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

• Temporary Erosion and Pollution Control for Public Works Projects is a memo summarizing permit requirements and project team procedures for Public Works projects.

• When a project disturbs more than 1 (one) acre, a Notice of Intent (NOI) permit from Kansas Department of Health and Environment (KDHE) and a Land Disturbance Permit (LDP) from the City of Overland Park are required.

The NOI permit is submitted during final design phase of the project. The permit submittal requires clearance letters for the project site from the following agencies:

Kansas Department of Wildlife, Parks and Tourism for threatened or endangered species habitat. Contact KDWPT by emailing the environmental review request (see example) to [email protected].

Kansas Historical Society for historical and archaeological sites. The information for the project should be submitted to the KSHS via the Kansas Review & Compliance (KSR&C) system. Go to http://review.kshs.org to create an account or log in to an existing account.

Refer to Phase III, Task No.9 for the NOI application.

The LDP is obtained prior to commencing construction activities. Refer to Phase V, Task No.8 for the LDP application.

• Permit to Construct-Obstruction in streams from Kansas Department of Agriculture Division of Water Resources is necessary for any work on a stream with more than 240 acres tributary drainage (some exceptions).

Exhibit No. II-24d is DWR application for permit for Obstruction in Streams.

• State of Kansas - Environmental Coordination Act (ECA) - approval letters from various state agencies are typically required for Stream Obstructions permits and sometimes others. Contacting these agencies directly for their approval letter can accelerate permitting.

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

• Plugging Packet is a handout detailing KDHE's requirements for plugging abandoned water wells.

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

Exhibit No. II-24f is a sample letter requesting a project be reviewed for nationwide permit coverage. (Visit COE website for latest forms and instructions if an individual permit is needed).

• FEMA Conditional and Final Letters of Map Revision - required for certain type of major work in the floodplain, as coordinated with the floodplain administrator (see City of OP Floodplain Development Permit, above). The latest permit forms and guidance can be obtained from FEMA's website.

• KDOT Highway Permits - necessary for construction or utility relocation within KDOT Right of Way:

Highway Permit Use of Right of Way - KDOT Form 304

Cased Utility Line Waiver - KDOT Form 308

Highway Permit for Highway Access - KDOT Form 309

Highway Permit Attachments to Bridges and Other Structures - KDOT Form 310

Access Application Information Sheet - KDOT Form 334

See Preparation of Application for Highway Permit Agreements for instructions on preparation of KDOT Forms 304, 308, 309 and 334.

See 2007 KDOT Utility Accommodation Policy for additional information.

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). This shall be completed at least four months prior to project letting.

Task No. 25 - Begin Field Check Plan Review

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

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

Task No. 26 - Coordinate Electrical Service for Traffic Signals, Street Lighting and other City Facilities

If applicable, begin Electrical Service Address Procedures for streetlighting controllers, traffic signal controllers, electrical control centers for park irrigation controllers, flood warning or road weather information systems.

• See Evergy Account Setup Form - Streetlighting Control Center.

• See Evergy Account Setup Form - Traffic Signal Control Center.

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

• See sample letter to Evergy requesting power service.
• See City of Overland Park Tax Exempt Certificate
• See Sales Tax Exemption Form ST-28B

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

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

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

• Exhibit 1: Kansas City Metro Gas Service Area Boundary Map

• Exhibit 2: Atmos Energy Pre-Approved Contractors List

• Exhibit 3: Kansas Gas Service Line Application (rev 01-01-14)

• Exhibit 4: Kansas Gas Cover Letter Sample

• Exhibit 5: Atmos Energy New Meter Set Application

• Exhibit 6: Atmos Energy Request for Elevated Pressure

• Exhibit 7: Atmos Energy Cover Letter Sample

• Exhibit 8: Commercial Building Permit Application

Task No. 26b - Coordinate Removal of Streetlights Purchased from Evergy

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

• See sample letter to Black & McDonald requesting proposals for removing streetlights.

• See sample streetlight removal proposal from Black & McDonald.

Task No. 27 - Schedule Field Check Meeting

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

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

Field check will be conducted at a pre-determined location. The Consultant or the City will provide a set of plans for field check. BLP will review comments and will discuss any necessary actions with the City and the Consultant. After the field check meeting the consultant or the City will distribute minutes and provide BLP with a response to the issues identified/discussed in the meeting.

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

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

Task No. 28 - Execute Official Agreement with KDOT

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

Exhibit No. II-28 is Official KDOT Utility Accomodation Policy/Agreement.

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

Task No. 29 - Continue Environmental Process

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

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

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

Task No. 31 - Complete Public Interest Finding

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If the deviation from a standard practice is requested, the Project Manager shall submit a Proprietary Product Certification Form or a Public Interest Finding (PIF) to BLP explaining the need for the deviation and why it is in the public's best interest to allow it.

For detailed information regarding the use of proprietary products see FHWA's Construction Program Guide.

Task No. 32 - NHS Approval Procedure

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

Task No. 33 - Submit Right-of-Way Plans/Legal Descriptions

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The Consultant/Project Manager shall submit this information on the date as established with the project schedule. The legal descriptions shall be provided in electronic format along with a written original sealed by a registered land surveyor in the State of Kansas. A tract map for each property shall accompany the legal descriptions. The tract map shall clearly identify each type of proposed taking. Also included with the submittal shall be a copy of all the title company information. At this time tract files should be created in project folder under \2-Preliminary Design\ROW and Easement Documents\Tract Files.

Exhibit No. II-33 is an example of legal descriptions and tract map.

Exhibit No. II-33a ia a Memorandum from the Register of Deeds, Johnson County, regarding legal description requirements for document indexing.

Exhibit No. II-33b is a Sample Template from the Register of Deeds, Johnson County, showing required format (margin & paper size) for recording documents.

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

Exhibit No. II-33c is an example of rejection email from JoCo RTA.

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

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

Task No. 34 - Hire Appraiser

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

Exhibit No. II-34a is a list of City qualified appraisers.

Exhibit No. II-34b is a copy of City's Request for Qualifications (RFQ).

Exhibit No. II-34c is a sample summary of the project right-of-way and easement takings.

Exhibit No. II-34d is an Appraiser Agreement for fee under $10,000.

Exhibit No. II-34e is an Appraiser Agreement for fee over $10,000.

Exhibit No. II-34f is a sample Intra City memorandum to the Selection Committee.

Exhibit No. II-34g is a sample Proposal for Appraisal.

Exhibit No. II-34h is a sample of ranking sheet.

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

Exhibit No. II-34i is a copy of Appraisal Review form.

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

Task No. 35 - Prepare R/W and Easement Documents

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

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

• Access Easement Option 1
• Access Easement Option 2
• Deed of Dedication
• Kansas Warranty Deed
• Notice of Termination of Temporary Construction Easement
• Permanent Drainage Easement - City Grantee
• Permanent Drainage Easement - City Grantor
• Permanent Drainage Easement - City Grantor and Grantee
• Permanent Maintenance Access Easement
• Permanent Right of Way Easement
• Quit Claim Deed
• Real Estate Mortgage Release - Corporation (to be obtained when value of takings exceeds $50K)
• Real Estate Mortgage Release - Individual (to be obtained when value of takings exceeds $50K)
• Sidewalk and Traffic Signal System Easement
• Sidewalk Easement
• Sidewalk Variance - City Engineer Standard
• Sidewalk Variance - Public Works Committee
• Sight Triangle Easement
• Street Light Easement
• Temporary Construction Easement - City Grantee
• Temporary Construction Easement - City Grantor
• Temporary Construction Easement for Grading - Version 1
• Temporary Construction Easement for Grading - Version 2
• Temporary Construction Easement - Long Term
• Traffic Signal System Easement
• Utility Easement - City Grantee
• Utility Easement - City Grantor
• Utility Easement - City Grantor and Grantee

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

• Easement Acquisition Agreement
• Acquisition Agreement with Partial Mortgage Release
• Amendment to Easement Acquisition Agreement
• Administrative Settlement Form
• Restoration Agreement and Exhibit A

All prepared right-of-way and easement documents must conform to the Register of Deeds requirements. See Phase II, Task No. 33 for exhibits.

Task No. 36 - Schedule Second Public Information Meeting

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

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

Exhibit No. II-36 is an example Invitation Letter to property owners.

Exhibit No. II-36a is an example Notice of Public Information Meeting.

Exhibit No. II-36b is a public meeting sign in sheet.

Exhibit No. II-36c is a public meeting handout.

Note: This and all subsequent Public Information Meeting notices should ask if participants need a language interpreter or a hearing assistance device and a phone number. All meeting rooms shall be ADA accessible. The KDOT Equal Opportunity and Civil Rights Information brochure in English and Spanish regarding equal opportunity contracting are to be made available at all public meetings.

For those who wish to use a Blue Valley School District facility for the public meeting, an on-line 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.