Phase II - Preliminary Design

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II-Preliminary Design

III-Final Design

IV-Pre-Construction

V-Construction

VI-Retrospect

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

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

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. 3-4 - Hire Consultant

MARC's rules and regulations do not permit federal dollars to be used for project design services. Therefore, Consultant selection certification, to KDOT, is not applicable as long as this MARC rule is in effect.

Note: The flow diagrams included in 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-3-4a is City Resolution No. 3506 sets forth the policies and procedures for the selection of Professional Consulting Services.

Exhibit No. II-3-4b City’s standard Engineering / Architectural services agreement for design projects.

Exhibit No. II-3-4b(1) City’s standard Supplemental Agreement for Professional Engineering Services.

Exhibit No. II-3-4c City’s standard Consultant Agreement for non-design projects.

Exhibit No. II-3-4c(1) City’s standard Supplemental Agreement to the Consultant Agreement for non-design projects.

Exhibit No. II-3-4e City’s standard Scope of Services.

BLP Memo 05-15 Geotechnical Bridge Foundation Investigation Practice is to be used when writing contracts for projects involving bridge construction.

Exhibit No. II-3-4e(1) City’s standard Scope of Services for a Street Lighting project.

Exhibit No. II-3-4e(2) City’s standard Scope of Services for a Traffic Signal project.

Exhibit No. II-3-4f City’s standard fee schedule for engineering services agreement.

Exhibit No. II-3-4g is a sample RFP letter to Consulting Firms.

Exhibit No. II-3-4h is a sample Ranking Memo to Consultant Selection Committee.

Exhibit No. II-3-4i is a sample Ranking Sheet to be completed by the Consultant Selection Committee.

Exhibit No. II-3-4j is a sample Interview Memo to Consultant Selection Committee.

Exhibit No. II-3-4k is a sample of a compiled Ranking Sheet.

Exhibit No. II-3-4l 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-3-4m is a sample letter to selected Consulting Firm.

Exhibit No. II-3-4n is a sample letter to Consulting Firms not selected.

Exhibit No. II-3-4o is a list of Consulting Firms.

Task No. 5 - Submit Project Description to Law Department

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 reconstruction and widening of certain portions of Nall Avenue from 369 feet south of 119th Street to 135th Street, and the reconstruction and widening of certain portions of 127th Street from Nall Avenue to 500 feet west of Nall Avenue. Construction will include a dual 28 foot roadway with a 24 foot median located in 120 feet of right-of-way, including left turn lanes at required locations, construction of a new bridge on Nall Avenue over Tomahawk Creek, street lighting, storm sewers, a 4 foot concrete sidewalk on one side of the roadway and an 8 foot asphalt sidewalk on the other side of the roadway.

Task No. 6 - Prepare Project Schedule

If a Consultant is to be hired, the anticipated construction time period shall be provided. The Consultant shall submit a schedule, using Microsoft Project, 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. 7 - Submit Cash Flow Projections (Engineering Cost)

Subsequent to executing a contract with a Consultant or when the City Staff is selected to provide engineering services, a cash flow projection for engineering services shall be submitted to the City Finance Department.

Exhibit No. II-7 is the standard cash flow form.

Task No. 8 - Execute Ordinances-Resolution

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:

• creating an improvement district,
• financing with the thoroughfare statute, and
• temporary bond financing.

Task No. 9 - Schedule First Utility Meeting

Early in the preliminary design phase, the Consultant or Project Manager shall schedule a meeting with all public and private utility officials. A meeting agenda shall be prepared and distributed in advance of the meeting to all scheduled attendees. 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: 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.

The purpose of the first utility meeting is as follows:

• obtain utility location maps/information,
• obtain copies of existing utility easements,
• present the project schedule,
• determine if there are critical out-of-service time periods, and
• confirm utility representative contacts and phone numbers.

Exhibit No. II-9 is a list of Johnson County utility and pipeline companies, possible contacts, address and phone numbers.

Exhibit No. II-9a is a copy of the City's Utility Relocation Guidelines.

Exhibit No. II-9b sample invitation letter for Utility Coordination Meeting.

Exhibit No. II-9c sample agenda for Utility Coordination Meeting.

Exhibit No. II-9d meeting sign in sheet.

Exhibit No. II-9e sample of utility coordination meeting minutes.

Johnson County Wastewater

Exhibit No. II-9f Right-Of-Way Agreement

Exhibit No. II-9g Right-Of-Way Agreement, Reference Sheet

Exhibit No. II-9h Right-Of-Way Agreement, Project Checklist

Exhibit No. II-9i Payment invoice to JCW for reimbursement of relocation costs.

Water District No.1 of Johnson County

Exhibit No. II-9j Right-Of -Way Agreement

Williams Pipe Line

Exhibit No. II-9k Encroachment Guidelines.

KCPL

Exhibit No. II-9l Governmental Relocation Contact List

Exhibit No. II-9m Service Territory Map

Task No. 10 - Pre-Design Meeting

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 and resolve as many anticipated design issues as possible as follows:

• specific limits of improvements,
• median openings and left/right turn storage lengths,
• detailed schedule,
• confirmation of appropriate design criteria as described in Task No. 11,
• determine if the project will need a Land Disturbance Permit (LDP),
• determine detours/street closings, and
• project phasing/traffic control,
• identify equipment or material on critical path, see note below, and
• distribute City's Standard Bid Items to be used during design.

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.

Task No. 11 - Design Criteria

Streets shall be designed in accordance with the following:

• Current edition of the A Policy on Geometric Design of Highways and Streets by the American Association of State Highway and Transportation officials.

• Current edition of the Standard Specifications for State Road and Bridge Construction for KDOT.
• Current edition of the Non-NHS Local Road and Street Plan for KDOT.
• Current City of Overland Park Municipal Code.
  • Municipal Code Chapter 13.02 Materials, Materials Tests, and Inspections
  • Municipal Code Chapter 13.03 Street Construction Standards
  • Municipal Code Chapter 13.05 Street Lighting
  • Municipal Code Chapter 13.08 Sidewalk Construction and Repair.
  • Municipal Code Chapter 13.12 Construction on Rights-of-Way.
  • Municipal Code Chapter 15.10 Stormwater Management Program - Standards and Permitting
• Stormwater Management
  • Design Criteria - Stormwater Management Facilities This is the City Engineer's Minimum Stormwater Standards and is a supplement to APWA Section 5600.
• Erosion and Sediment Control
  • Design Criteria - Erosion and Sediment Control This is the City Erosion and Sediment Control Standards and is a supplement to APWA Section 5100.
  • For an additional resource refer to Designing Erosion Control on a Thoroughfare or Public Works Project. This resource provides guidelines on preparing erosion control strategies and plans.
• Traffic signals, signing and pavement markings shall be designed in accordance with the latest edition of Manual on Uniform Traffic Control Devices.
• Streetlights shall be designed in accordance with Resolution No. 2827 and the City’s Streetlighting Design Guide.

Exhibit No. II-11a is a two page instructional letter with references regarding the design of street lights.

• Work Zone Traffic Control shall be designed in accordance with the City’s Traffic Control Handbook.
• City of Overland Park Bridge Design Information

Exhibit No. II-11b is a list of bridge design information

Exhibit No. II-11c is Public Works Department Bridge Asset Inventory Procedure (January 2007).

BLP Memo 05-15 Geotechnical Bridge Foundation Investigation Practice.

• Johnson County Wastewater

Exhibit No. II-11d Designers Checklist for City Streets and Stormwater Improvements.

Exhibit No. II-11e 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 minimum plan requirements must be approved by JCW. See Procedures for Privately Financed Gravity Sewer Main Extension and Minimum Plan Requirements.
• For the status of sanitary sewer plan submittals and projects see Johnson County Wastewater Sewer Project Status page.
• Also see Phase II, Task No. 9 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