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.
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 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.
ExhibitNo. III-1Utility Relocation Plan Submission Requirements.
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 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.
Note: The City does not pay for utility relocations in platted public easements.
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.
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 excusion, 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 PDE will forward to the City.
Task No. 5 - Begin Right-of-Way / Easement Negotiations
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.
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. Thses efforts should begin early enough in the project development process to allow sufficient time for acquisition and , if necessary, eminent domain procedured. 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 mat 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.
BLP Memo 92-15 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;
BLP Memo 97-1for tracts less than $7500, with attachment.
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. 8 - Acquire R/W / Easement - Submit KDOT Forms 1306 and 1304
ExhibitNo. III-8dis 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)
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.
For projects containing CARS funding plans and specifications must be submitted to the Johnson County Director of Infrastructure for review and comment.
ExhibitNo. III-7ais 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.
See BLP Memo 10-08, All project related state and/or federal permits must be submitted and Form 1307 completed prior to submittal of final check plans.
Task No. 10 - 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
ExhibitNo. III-10cList 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
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.
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 BLP Memo 04-07 - Procedures for DBE Involvement.
Note: 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
01-21-11 - "Buy America" Materials. See BLP Memo 10-4 for a summary of requirements on federal-aid projects.
Note: 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.
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.
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.
The Consultant/Project Manager shall prepare the Engineer’s Cost Estimate.
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.
The City will submit to the BLP all necessary documentation for the Plans, Specifications and Estimate (PS&E) approval. As a minimum, this documentation will include completed plans, project specifications and bid documents, engineer's estimate of probable cost, KDOT Forms 1306, 1304 and 1307, and the Design Summary Document certifying compliance with appropriate criteria. This shall all be submitted to the Project Development Engineer electronically via the FTP site.
PS&E documents shall be submitted a minimum 30 days prior to desired advertisement date.
ExhibitNo. III-14is an example letter requesting Obligation of Funds.
Upon receipt of the PS&E package, BLP will review the documents to confirm that the project complies with federal aid eligibility requirements.
The Forms 1306 and 1304 will be distributed to the Local Liason in BLP for processing.
The 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.
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.
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.
Submit KDOT Forms 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, Forms 1306 and 1304 shall be forwarded to the BLP. See Phase III, Task No. 8 for forms.
Task No. 18 - Schedule Third Public Information Meeting
TopFile:Publicmeeting.jpg
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 or, as an alternative option, in The Olathe News.
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. Title VI Brochure regarding equal opportunity contracting are to be made available at all public meetings.
Task No. 19 - Receive Obligation of Funds from KDOT
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 BLP Memo 99-11) These activities are as follows:
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.
After PS&E plans and documents have been approved by BLP, KDOT program and project management willrequest FHWA to obligate the project's federa funds.
Once funds have been obligated, the Project Development Engineer will notify the City. After this occurs, the PDE will submit the Authority to Advertise (CA#3-PS&E Approval Memo) for signature by the STE.
Once the Authority to Advertise has been received by the PDE from the STE, it will be submitted to the City via memo (CA#4-Authority to Bid) and by email. The City shall advertise the project for a minimum of 30 days.
ExhibitNo. III-19is an example letter from KDOT approving Obligation of Funds and authorization to bid the contract.
Note: This task is tracked by KDOT see Exhibit No. II-14. The Project Engineer shall ensure this task is complete.
KDOT will require the final approved plans prior to obligation of funds.
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.
Note: For KDOT Projects this task is tracked by KDOT see Exhibit No. II-14. The Project Engineer shall ensure this task is complete.
Task No. 22 - Confirm Construction Engineering Responsibility
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.
ExhibitNo. III-22bis 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, City Resolution No. 3506 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.
ExhibitNo. III-22cis the "Consultant Selection Guide for Construction Engineering on LPA Projects".
