Phase I - Vision

Introduction

Phase I - Vision

Phase I is the beginning of a project. The principal document involved is the City's Five-Year Capital Improvements Program (Tasks 5-11). For extensive complex projects a preliminary plan/cost estimate should be prepared for establishing the scope and the project cost estimate.

Project funding is determined early in the planning/scheduling process. Funding sources will depend on project classification and qualifications. The proposed funding sources will have a significant role in determining the tasks that will be involved in this or subsequent phases of a project. For example, if Federal funding is involved, KDOT and MARC are major players in this and subsequent phases.

A very major objective of this manual is to receive permission from KDOT, subsequent to approval, for the City's Public Works staff to manage/administer Federal funded projects.

Task 1 - Prepare Preliminary Plans/Cost Estimate

For major projects a preliminary plan and a cost estimate will be prepared. This report will be the basis of establishing the design parameters and preliminary project cost. For thoroughfare street projects, this report will also establish the cross section, right-of-way widths, median openings, intersection geometrics, future traffic signal locations, and vertical and horizontal alignments. The preliminary plan is a valuable tool to ensure subsequent development complies with the ultimate construction.

Exhibit No. I-1 is a sample report for 143rd Street from Metcalf Avenue to Pflumm Road.

Exhibit No. I-1a is a list of the City's Standard Bid Items.

Task 2 - Prepare Feasibility Report

A feasibility report is required when an Improvement District is proposed as a method of financing all or part of a project. This feasibility report is required to have the following:

• Project description,

• A description of the proposed improvements and benefit points if applicable,

• Estimate of probable cost and the potential funding sources available for the project (Improvement District, SMAC, and City funds) including the apportionment of the costs,

• A legal description of the property to be included in the Improvement District,

• Easement and property acquisitions,

• Method of assessment,

• Apportionment of cost and

• A summary of the project and a staff recommendation.

Exhibit No. I-2a is a sample feasibility report for the TC-4C Storm Drainage project.

Exhibit No. i-2b is a sample feasibility report for Grandview, 135th Street to 137th Street.

Citizen petitions for requesting projects and/or services are an important method of determining interest. If IDs are the method for financing projects, a formal approved petition form must be obtained from the City along with any instructional information. Informal petitions are available for requesting streetlights, drainage and sidewalk projects.

Exhibit No. i-2c is a copy of Public Works Policy regarding stormwater improvement policies and procedures.

Exhibit No. I-2d is a copy of City Resolution 2395 establishing a policy of creating ID's for bank stabilization projects.

Exhibit No. I-2e is a copy of City Resolution 3326 establishing a policy of creating ID's for drainage projects.

Exhibit No. I-2f is a copy of the City’s petition form for IDs and informal petition forms for streetlights, drainage and sidewalks.

Task 3 - Prepare SMAC Project Addition Study (Form)

If a proposed project was not identified by the County's Consulting Engineer, in the initial or subsequent study, a project addition request letter for a proposed project must first be submitted to the Stormwater Program Manager for approval prior to beginning the Preliminary Engineering Study. The project request letter shall include all the requirements documented in the Administrative Procedures. After the proposed project request is approved, an interlocal agreement is prepared and executed prior to beginning the Preliminary Engineering Study. Exhibit No. I-3a is a copy of the Johnson County, Stormwater Management Program Policy.

Exhibit No. I-3b is a copy of the Johnson County, Stormwater Management Advisory Council, By Laws.

Exhibit No. I-3c is a copy of the Johnson County, Administrative Procedures for the Stormwater Management Program.

Exhibit No. I-3d is a sample project addition request letter to the Stormwater Program Manager.

Task 4 - Obtain City Council Approval-Preliminary Plans

Completed preliminary plans may need Public Works Committee review and recommendation to the City Council, especially if the proposed plan deviates from any City ordinance or policy. The Director of Public Works shall make this determination.

Task 5-11 - Obtain City Council Approval - CIP

The City Five Year CIP is prepared annually. This permits revisions to existing projects and submittal of new projects for consideration. The Finance Department usually begins the process in September and is concluded in March of the subsequent year. During this process there are public hearings by the Planning Commission, City Council Committees, and the City Council. Exhibit No. I-5-11a is a sample transmittal letter to the City Staff and CIP calendar.

Exhibit No. I-5-11b is a 2009-2013 CIP project revision form.

Exhibit No. I-5-11c is a 2009-2013 CIP project addition form.

See http://www.opkansas.org/_Res/Finances/CIP/index.cfm for current CIP.

Task 12 - Submit MARC Five Year Plan

Subsequent to City approval of the CIP, the Mid-America Regional Council (MARC) will call for new projects to be included in the upcoming Transportation Improvement Program (TIP) along with updates to the current TIP. The call for new projects and updates usually occurs in mid February with the submittals due to MARC by the first part of April. MARC has automated this process as outlined on their website. Online application forms and additional information are available on the Transportation Department page of MARC's website at http://www.marc.org/transportation/tip.htm.

Exhibit No. I-12 is MARC's call for projects and TIP updates. It provides instructions on applying for 2009-2010 STP/BR Funding, instructions on updating the current TIP and instructions on adding projects to the TIP.

Task 13-15 - Obtain MARC Approval

Proposed transportation projects will first be prioritized by the Kansas Highway Priority Committee consisting of City Staff members. This recommendation is forwarded to the MARC Total Transportation Policy Committee for recommendation to the MARC Board.

Task 16-20 - Submit Application to HUD

Overland Park is a HUD Entitlement City and annually receives grant money for low and moderate income neighborhoods. A Citizens' Advisory Committee has been organized to monitor the implementation and progress of all CDBG activities.

Exhibit No. I-16-20 is the CDBG Citizens' Participation Plan.

Task 21 - Receive HUD Approval

The City Manager receives the official grant approval from HUD and the PDS Staff notifies the city department responsible for project design/construction for capital projects.

Task 22 - Submit CARS Five Year Plan to County

In January of each year Johnson County sends the City a packet containing forms and instructions to be used in submitting funding requests for the CARS Five-Year Program. Submittals must be completed by March 1st of each year. One form must be submitted for each project. A detailed description of the existing facility and a detailed description of the project must be provided as well as project cost information. Exhibit No. I-22a is a copy of CARS Program Policies and Administrative Procedures, adopted on March 22, 2001, and a copy of Resolution No. 019-01, which approved the Policies and Procedures.

Exhibit No. I-22b is a copy of Resolutions 44-90, 058-94 and 082-04 which define the Major Collectors eligible for County's participation through the CARS program.

Exhibit No. I-22c is a map of CARS eligible routes current as of Resolution 082-04.

Exhibit No. I-22d is an example of CARS packet with instructions for submitting CARS Five-Year program to the Board of County Commissioners. A new packet will be sent by CARS each January.

Exhibit No. I-22e is CARS Form A. (2006-2010)

Exhibit No. I-22f is CARS program summary sheet. (2006-2010) The summary sheet is no longer required by CARS but is still used and submitted by City staff in developing the CARS Five-Year program.

Task 23 - Execute Local Project Agreement - CARS

This agreement between the City and County should be executed prior to beginning project construction. The agreement is generally furnished by the County. Exhibit No. I-23a is an example of a previously executed CARS Agreement.

Task 23 Execute Local Project Agreement - SMAC

This agreement between the City and County should be executed prior to beginning project engineering. The agreement is generally furnished by the County. Exhibit No. I-23b is an example of a previously executed SMAC Agreement for design.

Exhibit No. I-23c is an example of a previously executed SMAC Agreement for construction.

Task 23 - Execute Local Project Agreement - City

The interlocal agreement between the cities shall be executed prior to beginning project engineering. If there is CARS, SMAC and/or KDOT funding the interlocal agreement between the cities shall be executed prior to execution of CARS, SMAC, and/or KDOT agreements. Exhibit No. I-23d is an example of a previously executed Interlocal Agreement.

Submit annual staff billing reports to the Finance Department for projects which staff time is reimbursable accoring to executed Interlocal Agreements. This also includes Improvement Districts.

Exhibit No. V-16d is a sample of a Staff Billing Report to finance.

Task 24 - Obtain Priority Evaluation from KDOT

KDOT participates in the MARC process. As the Federal funded projects identified in MARC's approved TIP is scheduled, and funding is available, the City is notified to begin project engineering.

Task 25 Submit KDOT Form 1302 for Project Request

When the City is notified by KDOT that a project has been scheduled and funding is available, the City Staff prepares and submits KDOT Form 1302. At this time the City shall also prepare and submit a request to administer the Federal Funded project. See (Phase I, Task No. 27). Exhibit No. I-25a is a KDOT Form 1302.

Exhibit No. I-25b is a project schedule / checklist.

Task 26 - Receive Project Authorization from KDOT

No action is required by the City. This is handled by KDOT.

Exhibit No. I-26 is a sample KDOT project authorization form with a typical project schedule.

Task 27 - Submit City Request to KDOT to Administer Federal Funded Projects

A letter from the City Engineer shall be sent to Bureau Chief, KDOT Bureau of Local Projects requesting that the City administer the Federal Funded project. Note: This request is to be submitted at the same time as KDOT form 1302 as indicated on Phase I, Task No. 25.

Exhibit No. I-27 is a sample letter requesting the City administer a Federal funded project.