Phase III - Final Design
Task No. 1 - Schedule Third Utility Meeting
When the plans are approximately 80 percent complete or at the stage where the Street horizontal and vertical alignment and the stormsewer 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: 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, Task No. 9 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 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.
Exhibit No. III-1 Utility Relocation Plan Submission Requirements.
Exhibit No. II-9a Utility Relocation Guidelines.
If KCPL streetlights are to be removed, prepare letter to KCPL requesting a work order and written cost estimate for removal of affected streetlights. Generally this request takes place only on Residential Street or C.D.B.G. type projects.
Exhibit No. III-1a is a sample letter to KCPL requesting work order
Exhibit No. III-1b is a sample work order cover letter from KCPL
Exhibit No. III-1c is a sample City approved KCPL work order
Exhibit No. III-1d is a sample City staff letter to KCPL approving work order
Task No. 2 - Execute Utility Agreements
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.
See Email Memo regarding Utility Agreement language.
Note: The City does not pay for utility relocations in platted public easements.
Exhibit No. III-2a is a sample utility agreement for KCPL
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 - Begin R/W / Easement Negotiations
Subsequent to receiving the appraisal report, 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 BLP Memo 92-15, BLP Memo 97-1 and 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.
BLP Memo 92-15 describes R/W Acquisition Policies with the following attachments/information:
Procedures for R/W Acquisition on simple projects (3 pages)
- Certification of Real Property Acquisition procedures (3 pages) See BLP Memo 06-01.
- City offer to purchase Statement of Compensation (1 page)
- Partial donation of R/W (1 page)
- Donation of R/W (1 page)
- Value Finding Appraisal (1 page)
- 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"
- Forms that may be copied as necessary to complete and return to the Bureau of Local Projects.
- Information available from KDOT - each property owner to receive.
BLP Memo 97-1 for tracts less than $7500, with attachment
Exhibit No. Ill-3a is the Real Property Acquisition Checklist.
Exhibit No. II-33h is a copy of Appraisal Review form.
Exhibit No. Ill-3b is a sample log of owner contact. A log of owner contact should be kept for each owner.
Note: See Exhibit No. II-34h for a copy of the City's standard Mortgage Release for Individuals and Exhibit No. II-34i for Corporations.
See Exhibit No. II-34zz for a copy of the City's standard Easement Acquisition Agreement to be completed along with the negotiated right-of-way and easement documents.
Task No. 4 - Begin Condemnation Process
For tracts that cannot be purchased by negotiation, the Law Department shall file documents to begin the condemnation procedure. Exhibit No. III-4 outlines the steps in the condemnation process and city department/employee responsibilities.
Exhibit No. III-4a is an example transmittal memo to the City Clerk for filing of the condemnation documents.
Task No. 5 - Complete Condemnation Process
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.
Task No. 6 - Acquire R/W / Easement - Submit KDOT Forms 1306 and 1304
For KDOT projects, Form No. 1306 and Form No. 1304 are required. Note: Form 1306 must be completed and returned to BLP on all projects even if no rights of way are being acquired.
Exhibit No. III-6a is a memo from the U.S. Department of Transportation regarding Status of Utility and Railroad Agreements and Adjustments.
Exhibit No. III-6b is KDOT Memo B.R.U.D. 84-10 regarding Status of Utility and Railroad Agreements and Adjustments.
Exhibit No. III-6c is KDOT Form 1304 - List of Utilities & Status. (example template) Note: All utilities from Phase II task 9 should be considered when completing form 1304.
Exhibit 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
The Consultant/Project Engineer shall complete the project plans and make distribution to the appropriate persons. 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 Maintenance Plan Review Memo located under the Public Works tab of the General Templates in Microsoft Word. See Maintenance Plan Review Process for more information.
The Project Manager will send one set of plans to the Stormwater Section. The Erosion and Sediment Control Plan Review Checklist will be used as a review aid for erosion and sediment control plans.
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-7a is a letter from CARS accepting plans along with additional information and requirements prior to advertising project.
For KDOT projects two (2) sets of final plans shall be submitted to the BLP.
See BLP Memo 06-05 for information pertaining to Final Check Plans.
See BLP Memo 03-12 Engineer's Professional Seal and Signature on Plans.
See BLP Memo 06-06 for a list of information 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.
Task No. 8 - Submit Specifications and Special Provisions
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 Using MakeSpec - Instructions.
Exhibit No. III-8a is a sample of City Specifications for a street project.
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 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. The specifications are to be submitted with the final plans. See Phase II, Task No. 7.