Difference between revisions of "Phase III - Final Design"

From PPM Wiki - City of Overland Park Projects and Procedures Manual Pages
Jump to navigation Jump to search
(737 intermediate revisions by 4 users not shown)
Line 1: Line 1:
 
{{Navbar}}
 
{{Navbar}}
== Task No. 1 - Schedule Third Utility Meeting ==
+
== Introduction ==
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.
+
{{Introduction
 +
|During this phase-plans, specifications and contract documents are finalized. Condemnation, if required to obtain R/W or easements, is completed.
 +
 
 +
Utility relocations, that are practical and reasonable to accomplish, occurs during this phase, prior to beginning construction.
 +
 
 +
Environmental studies/concerns are addressed and resolved. Also, other agency approvals are received subsequent to final plan review.
 +
}}
  
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.
+
== [[Phase III Checklist]] ==
 +
<!--
 +
== [[Phase III Flow Chart|Flow Chart]] ==
 +
-->
  
See Phase II, Task No. 9 for exhibits.
+
== Task No. 1 - Schedule Third Utility Meeting ==
 +
{{Top}}
  
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.
+
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.
  
Exhibit No. III-1 Utility Relocation Plan Submission Requirements.
+
{{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-9a Utility Relocation Guidelines.
+
See [[Phase_II_-_Preliminary_Design#Task_No._7_-_Initiate_Utility_Coordination._Schedule_Utility_Meeting_(optional)|'''Phase II, Task No. 7''']] for exhibits.
  
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.
+
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 Evergy 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-1a is a sample letter to KCPL requesting work order
+
Refer to the City's [[Utility_Relocation_Guidelines|'''Utility Relocation Guidelines''']] for all relocation planning.
  
Exhibit No. III-1b is a sample work order cover letter from KCPL
+
See [[Right-of-Way_Permits_-_Plan_Submission_Requirements|'''Plan Submission Requirement for Right-of-Way Permits''']] for additional information.
  
Exhibit No. III-1c is a sample City approved KCPL work order
+
If streetlights, that were formerly owned by Evergy, are to be removed, prepare a letter to Black & McDonald requesting a proposal for removal costs. This is generally only applicable to Neighborhood Street Reconstruction projects, CDBG projects and Streetlighting projects.
  
Exhibit No. III-1d is a sample City staff letter to KCPL approving work order
+
{{Exhibit|III-1a Streetlighting Removal Procedure.pdf|No. III-1a|is the Streetlighting Removal Procedure}}
 +
{{Exhibit|III-1b letter requesting the removal of streetlights.pdf|No. III-1b|is a sample letter to Black & McDonald requesting the proposal for streetlights removal}}
 +
{{Exhibit|III-1c proposal letter from Black & McDonald.pdf|No. III-1c|is a sample proposal letter from Black & McDonald}}
 +
{{Exhibit|III-1d Release to Construction letter.pdf|No. III-1d|is a sample Release to Construction letter to Black & McDonald}}
 +
{{Exhibit|III-1e Do Not Release to Construction letter.pdf|No. III-1e|is a sample Do Not Release to Construction letter to Black & McDonald}}
 +
{{Exhibit|III-1f removal notification letter to Evergy.pdf|No. III-1f|is a sample Removal Notification letter Evergy}}
  
 
== Task No. 2 - Execute Utility Agreements ==
 
== 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.
+
{{Top}}
  
See Email Memo regarding Utility Agreement language.
+
If documentation is confirmed that utilities to be relocated are in private easements, the Project Manager shall receive an agreement, forward it to the law department for review/approval and to the Public Works Director for approval. The Contract Specialist shall be copied on all internal correspondence.
  
Note: The City does not pay for utility relocations in platted public easements.
+
{{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|III-2a.pdf|No. III-2a|is a sample utility agreement for Evergy}}
 +
{{Exhibit|III-2b.pdf|No. III-2b|is a sample utility agreement for Water District No. 1 of Johnson County}}
 +
{{Exhibit|III-2c.pdf|No. III-2c|is a sample utility agreement for Atmos Energy Corporation}}
 +
{{Exhibit|III-2d.pdf|No. III-2d|is a sample utility agreement for Magellan Pipeline Company}}
 +
{{Exhibit|III-2e.pdf|No. III-2e|is a sample sanitary sewer line crossing agreement}}
 +
{{Exhibit|III-2f.dot|No. III-2f|is a relocation agreement for Kansas Gas Service.}}
  
Exhibit No. III-2b is a sample utility agreement for Water District No. 1 of Johnson County
+
== '''Task No. 3 - Complete Environmental Process''' ==
 +
{{Top}}
  
Exhibit No. III-2c is a sample utility agreement for Atmos Energy Corporation
+
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.
  
Exhibit No. III-2d is a sample utility agreement for Magellan Pipeline Company
+
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. For more information refer to Chapter [[Media:4.0 Environmental 2018.pdf|'''4.0 Environmental''']] of KDOT's LPA Project Development Manual.
  
Exhibit No. III-2e is a sample sanitary sewer line crossing agreement
+
See [[media:SWPPP Template Packet.pdf|'''SWPPP Template''']] for assembling the SWPPP notebook.
  
Exhibit No. III-2f is a relocation agreement for Kansas Gas Service.
+
== '''Task No. 4 - Complete NEPA Documentation''' ==
 +
{{Top}}
  
 +
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.
  
== Task No. 3 - Begin R/W / Easement Negotiations ==
+
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.
[[#Top]]
 
  
Subsequent to receiving the appraisal report, the Project Manager will begin the negotiation process.
+
If the project is determined to be a categorical exclusion, 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 KDOT's Local Road Engineer will forward it to the City.
  
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.
+
::[[Media:Design Summary Document memo.pdf|'''Exhibit No. III-4''']] ''is an example of the Design Summary Document with FHWA concurrence''
  
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.
+
For more information refer to Chapter [[Media:4.0 Environmental 2018.pdf|'''4.0 Environmental''']] of KDOT's LPA Project Development Manual.
  
BLP Memo 92-15 describes R/W Acquisition Policies with the following attachments/information:
+
== Task No. 5 - Begin Right-of-Way / Easement Negotiations ==
 +
{{Top}}
  
Procedures for R/W Acquisition on simple projects (3 pages)
+
Subsequent to receiving the appraisal report/estimate of just compensation, the Project Manager will begin the negotiation process.
*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.
+
See FHWA's [https://www.fhwa.dot.gov/real_estate/local_public_agencies/lpa_guide/index.cfm '''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.
  
BLP Memo 97-1 for tracts less than $7500, with attachment
+
For KDOT projects, the process shall be in accordance with KDOT's LPA Project Development Manual. 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.
  
Exhibit No. Ill-3a is the Real Property Acquisition Checklist.
+
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. These efforts should begin early enough in the project development process to allow sufficient time for acquisition and, if necessary, eminent domain procedures. 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.
  
Exhibit No. II-33h is a copy of Appraisal Review form.
+
No right-of-way acquisition may 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.
  
Exhibit No. Ill-3b is a sample log of owner contact.  A log of owner contact should be kept for each owner.
+
KDOT's LPA Project Development Manual describes R/W Acquisition Policies with the following attachments/information:
  
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.
+
:*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;
  
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.
+
For additional information see [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burRow/PDF_Files/AcquisitionWCover.pdf '''"Real Property Acquisition for Kansas Highways, Roads, Streets and Bridges"'''].
  
== Task No. 4 - Begin Condemnation Process ==
+
For Federal Regulations regarding Relocation Assistance and Real Property Acqusition see [http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title49/49cfr24_main_02.tpl '''49CFR24'''].
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.
+
{{Exhibit|III-5a.docx|No. III-5a|is the Real Property Acquisition Checklist.}}
 +
{{Exhibit|III-5b.dot|No. III-5b|is a sample log of owner contact.  A log of owner contact should be kept for each owner.}}
 +
{{Exhibit|III-5c.dot|No. III-5c|is the City's standard Mortgage Release for Individuals.}}
 +
{{Exhibit|III-5d.dot|No. III-5d|is the City's standard Mortgage Release for Corporations.}}
 +
{{Exhibit|II-34i appraisal review.dot|No. II-34i|is a copy of Appraisal Review form.}}
  
== Task No. 5 - Complete Condemnation Process ==
+
The City's standard  [[media:Easement Acquisition Agreement 11-12-15.pdf|'''Easement Acquisition Agreement''']] will be completed along with the negotiated right-of-way and easement documents.
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.
 
  
 +
A mortgage release shall be obtained if the value of acquisition exceeds $50,000.
  
== Task No. 6 - Acquire R/W / Easement - Submit KDOT Forms 1306 and 1304 ==
+
For more information see Chapter [[Media:6.0 Right of Way 2018.pdf|'''6.0 Right of Way''']] of KDOT's LPA Project Development Manual.
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.
+
== Task No. 6 - Begin Condemnation Process ==
 +
{{Top}}
  
Exhibit No. III-6b is KDOT Memo B.R.U.D. 84-10 regarding Status of Utility and Railroad Agreements and Adjustments.
+
For tracts that cannot be purchased by negotiation, the Law Department shall file documents to begin the condemnation procedure.  
  
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.
+
For Public Works employees responsibilities in the condemnation process see [[Condemnation Process|'''Steps in the Eminent Domain Process Involving Public Works''']].
  
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)
+
:[[media:III-6 PM to City Clerk filing for condemnation.pdf|'''Exhibit No. III-6''']] ''is an example transmittal memo to the City Clerk for filing of the condemnation documents''.
  
 +
== Task No. 7 - Complete Condemnation Process ==
 +
{{Top}}
  
== Task No. 7 - Submit Final Plans for Review Submittal ==
+
Contract Specialist will receive a certified copy of the Appraiser's Report and a check request from Law Department. Contract Specialist will file this copy with the County and provide a copy to the technician who maintains the easements.  Once a file-stamped copy is received back from the County, the check request and Appraiser's Report are provided to Finance. When the check is received, it is given to the Law Department so payment can be made to the District Court. District Court will provide a receipt of payment. Once this is received, the Contractor can use the R/W and Easements. Property owners shall be directed to collect their award from the Clerk of the District Court of Johnson County.
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.
+
== Task No. 8 - Acquire Right-of-Way / Easements - '''Submit KDOT Forms 1306 and 1304''' ==
 +
{{Top}}
  
For projects containing CARS funding plans and specifications must be submitted to the Johnson County Director of Infrastructure for review and comment.  
+
For KDOT projects, forms [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] are required.
  
Exhibit No. III-7a is a letter from CARS accepting plans along with additional information and requirements prior to advertising project.
+
Refer to Chapter [[Media:7.0 Status of Utilities 2018.pdf|'''7.0 Status of Utilities''']] of KDOT's LPA Project Development Manual for additional information on utility relocation.
  
For KDOT projects two (2) sets of final plans shall be submitted to the BLP.
+
KDOT Form 1306 is 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).  
  
See BLP Memo 06-05  for information pertaining to Final Check Plans.  
+
{{Note|[[Media:1306 modified.pdf| '''1306''']] must be completed and returned to BLP on all projects even if no rights of way are being acquired.
 +
::The Consultant/Project Manager shall verify that it's current KDOT's version.}}
  
See BLP Memo 03-12 Engineer's Professional Seal and Signature on Plans.
+
{{Exhibit|III-8a.pdf|No. III-8a|is a memo from the U.S. Department of Transportation regarding Status of Utility and Railroad Agreements and Adjustments.}}
 +
{{Exhibit|III-8b.pdf|No. III-8b|is KDOT Memo B.R.U.D. 84-10 regarding Status of Utility and Railroad Agreements and Adjustments.}}
 +
{{Exhibit|Form 1304 Signed.pdf|No. III-8c|is KDOT Form 1304 - List of Utilities & Status of Same (completed example)}}.
 +
{{Exhibit|Form 1306 Signed.pdf|No. III-8d|is KDOT Form 1306 - Certification By the City to the KDOT of Real Property Acquisition Procedures and Utility Arrangements (completed example)}}.
  
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.
+
{{Note|All utilities from [[Phase_II_-_Preliminary_Design#Task_No._7_-_Initiate_Utility_Coordination._ Schedule_Utility_Meeting_(optional)|'''Phase II task 7''']] should be considered when completing [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''].}}
  
 +
== '''Task No. 9 - Submit Final Check Plans for Review''' ==
 +
{{Top}}
  
== Task No. 8 - Submit Specifications and Special Provisions ==
+
The Consultant/Project Engineer shall complete the project plans and distribute electronically via '''Bluebeam''' session to the following:
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.  
+
*all members of the Project Team (see [[media:Maintenance Plan Review Process 2020.docx|'''Maintenance Plan Review Process''']] for Maintenance Division routing),
 +
*City Engineer,
 +
*City Traffic Engineer,
 +
*Erosion Control Coordinator (Stormwater Section).
  
Exhibit No. III-8a is a sample of City Specifications for a street project.
+
The [[media:Final_Plan_Review_Checklist.docx|'''Final Plan Review Checklist''']] will be used as a review aid for final plans.
  
 +
Erosion and Sediment Control plans will be prepared as part of the final plans.
  
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.
+
A NPDES NOI permit is necessary for any work disturbing more than one acre total. The NOI Permit can be submitted to KDHE once final plans are completed at least 60 days before starting construction.
  
 +
{{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 [https://maps.jocogov.org/ims/'''AIMS Mapping'''] web page under the Utilities layer.}}
  
Exhibit No. III-8c  List of proprietary items for Traffic Signals and Street Lighting to be used in the preparation of plans and specifications.
+
: [http://www.kdheks.gov/stormwater/download/9.1%20cgp%20NOI%203-2-2012.pdf '''Exhibit No. III-9a'''] ''is a NPDES NOI Permit application.''
 +
: [http://www.kdheks.gov/stormwater/download/Cover%20Contents%20&%20Permit.pdf '''Exhibit No. III-9b'''] ''is a copy of the State of Kansas NPDES General Permit for construction.
  
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.
+
For projects containing CARS funding, plans and specifications must be submitted to the Johnson County Director of Infrastructure for review and comment.  
  
 +
{{Exhibit|III-9c.pdf|No. III-9c|is a letter from CARS accepting plans along with additional information and requirements prior to advertising project.}}
  
== Task No. 9 - Submit Contract Documents and Insurance ==
+
For KDOT projects, the electronic final plans shall be submitted to the BLP.
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|''For the instructions on submitting E-Plans to BLP see the following:''
  
Detailed procedures for contract preparation
+
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOTBLPEplans.pdf '''User Guide for Electronic Plans Review'''];
 +
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/Eplansdocreq.pdf '''Specifications for Electronic Plans Submittal'''];
 +
[https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/BLPDocuments/KDOT_FTP_Instructions.pdf '''FTP Instructions'''].}}
  
Guidance for Planning Bid and Contract Award Schedules
+
See [[media:Blp-memo-03-12.pdf|'''BLP Memo 03-12''']] regarding Engineer's Professional Seal and Signature on Plans.
  
   
+
See [[media:BLP-memo-06-06.pdf|'''BLP Memo 06-06''']] for a list of information that 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.
  
City's Standard Contract Documents (for Contracts Under $50,000)
+
All project related state and/or federal permits must be submitted and [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1307.pdf '''Form 1307'''] completed prior to submittal of final check plans. See [[media:Blp-memo-10-08.pdf|'''BLP Memo 10-08''']].
  
Exhibit No. III-9-1  Agreement
+
Any additive work needs to be approved by KDOT prior to bid. Refer to Chapter [[Media:15.0 LPA-Administered Procedures 2018.pdf|'''15.0 LPA-Administered Procedures''']] of the KDOT's LPA Project Development Manual, Section 15.3.2.3.11.
  
Exhibit No. III-9-2  Proposal
+
== Task No. 10 - Submit Specifications and Special Provisions ==
 +
{{Top}}
  
Exhibit No. III-9-3  General Conditions
+
The Consultant/Project Engineer shall complete the Specifications and Special Provisions to the specifications that are applicable and necessary for the project.
  
Exhibit No. III-9-4a  Instructions to Contractors - Option A
+
Project specifications are prepared using MakeSpec New Project.dot in Microsoft Word. For complete instructions on installing and using MakeSpec see
  
Exhibit No. III-9-4b  Instructions to Contractors - Option B
+
[[media:Using_MakeSpec-Instructions.doc|'''Using MakeSpec - Instructions''']]
  
Exhibit No. III-9-4c  Instructions to Contractors - Option C
+
[[media:Using_MakeSpec-Consultant Instructions.doc|'''Using MakeSpec - Consultant Instructions''']]
  
Exhibit No. III-9-5 Labor and Material Payment Bond
+
{{Exhibit|III-10a.pdf|No. III-10a|is a sample of City Specifications for a street project.}}
  
Exhibit No. III-9-6 Performance Bond
+
{{Note|Visit KDOT's web page for the latest [http://www.ksdot.org/bureaus/burConsMain/specprov/2015/2015-home.asp '''Special Provisions]'''.  The applicable Special Provisions are to be printed and included in the contract documents.}}
  
Exhibit No. III-9-7  Table of Contents
+
{{Exhibit|III-10c.pdf|No. III-10c|List of proprietary items for Traffic Signals and Street Lighting to be used in the preparation of plans and specifications.}}
  
Exhibit No. III-9-8  Special Conditions
+
Specifications for a proposed CARS project must be submitted to the Johnson County Director of Infrastructure for review and comment.
  
Exhibit No. III-9-9 Appointment of Service Agent
+
The specifications are to be submitted with the final plans. See [[Phase_III_-_Final_Design#Task_No._9_-_Submit_Final_Check_Plans_for_Review|'''Phase III, Task No. 9''']].
  
Exhibit No. III-9-10 List of Utilities & Status of Same
+
== Task No. 11 - Submit Contract Documents and Insurance ==
 +
{{Top}}
  
 +
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 to the BLP for coordination with 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. The DBE Contract Goal amount established by the Civil Rights Administrator (CRA) shall be shown on the DBE Contract Goals sheet (07-19-80-R13) and included in the contract documents.
  
City's Standard Contract Documents (for Contracts Over $50,000)
+
[[Preparation of Construction Bid Documents|'''Preparation of Construction Bid Documents (wiki page)''']]
 
 
Exhibit No. III-9a-1  Agreement
 
 
 
Exhibit No. III-9a-2  Bid
 
 
 
Exhibit No. III-9a-2a  Bid (KDOT Projects)
 
 
 
Exhibit No. III-9a-2b  Bid (CDBG Projects)
 
 
 
Exhibit No. III-9a-3 General Conditions
 
 
 
Exhibit No. III-9a-4a Instructions to Bidders - Option A
 
 
 
Exhibit No. III-9a-4b Instructions to Bidders - Option B
 
 
 
Exhibit No. III-9a-4c Instructions to Bidders - Option C
 
 
 
Exhibit No. III-9a-5 Insurance Options
 
 
 
Exhibit No. III-9a-6  Notice to Bidders
 
 
 
Exhibit No. III-9a-6a  Notice to Bidders (KDOT Projects)
 
 
 
Exhibit No. III-9a-6b Notice to Bidders (CDBG Projects)
 
 
 
Exhibit No. III-9a-7  Labor and Material Payment Bond
 
 
 
Exhibit No. III-9a-8  Performance Bond
 
 
 
Exhibit No. III-9a-9  Statutory Bond
 
 
 
Exhibit No. III-9a-10  Table of Contents
 
 
 
Exhibit No. III-9a-10a  Table of Contents (KDOT Projects Only)
 
 
 
Exhibit No. III-9a-10b  Table of Contents (CDBG Projects Only)
 
  
Exhibit No. III-9a-11  Special Conditions
+
'''[[Planning Bid and Contract Award Schedules]]'''
  
Exhibit No. III-9a-12  Appointment of Service Agent
+
'''City's Standard Contract Documents'''
 
 
Exhibit No. III-9a-13 List of Utilities & Status of Same
 
  
 +
{{Exhibit|III-11a-1 Agreement.docx|No. III-11a-1|Agreement}}
 +
{{Exhibit|III-11a-2 Bid.docx|No. III-11a-2|Bid (use for hard copy bids)}}
 +
{{Exhibit|III-11a-2a Bid items (eBid).xlsx|No. III-11a-2a|Bid (use for all ebid projects, including KDOT and CDBG)}}
 +
{{Exhibit|III-11a-2c eBid Certification Form KDOT.docx|No. III-11a-2c|eBid Certification Form for KDOT projects}}
 +
{{Exhibit|III-11a-3 General Conditions.docx|No. III-11a-3|General Conditions}}
 +
{{Exhibit|III-11a-4A 1 Instructions to Bidders-Option A.docx|No. III-11a-4a_1|Instructions to Bidders - Option A}}
 +
{{Exhibit|III-11a-4A 2 eBid- Instructions to Bidders-Opt A.docx|No. III-11a-4a_2|Instructions to  Bidders (eBid) - Option A}}
 +
{{Exhibit|III-11a-4B 1 Instructions to Bidders-Option B.docx|No. III-11a-4b_1|Instructions to Bidders - Option B}}
 +
{{Exhibit|III-11a-4B 2 eBid-Instructions to Bidders-Opt B.docx|No. III-11a-4b_2|Instructions to Bidders (eBid) - Option B}}
 +
{{Exhibit|III-11a-4C 1 Instructions to Bidders-Option C.docx|No. III-11a-4c_1|Instructions to Bidders - Option C}}
 +
{{Exhibit|III-11a-4C 2 eBid-Instructions to Bidders-Opt C.docx|No. III-11a-4c_2|Instructions to Bidders (eBid) - Option C}}
 +
{{Exhibit|III-11a-5.docx|No. III-11a-5|Insurance Options}}
 +
{{Exhibit|III-11a-6 1 Notice to Bidders.docx|No. III-11a-6_1|Notice to Bidders}}
 +
{{Exhibit|III-11a-6 2 eBid-Notice to Bidders.docx|No. III-11a-6_2|Notice to Bidders (eBid)}}
 +
{{Exhibit|III-11a-6a Notice to Bidders KDOT.docx|No. III-11a-6a|Notice to Bidders (KDOT Projects)}}
 +
{{Exhibit|III-11a-6b Notice to Bidders-CDBG.docx|No. III-11a-6b|Notice to Bidders (CDBG Projects)}}
 +
{{Exhibit|III-11a-7.docx|No. III-11a-7|Labor and Material Payment Bond}}
 +
{{Exhibit|III-11a-8.dot|No. III-11a-8|Performance Bond}}
 +
{{Exhibit|III-11a-8a Maintenance Bond.docx|No. III-11a-8a|Maintenance Bond}}
 +
{{Exhibit|III-11a-9 Statutory Bond.docx|No. III-11a-9|Statutory Bond}}
 +
{{Exhibit|III-11a-10.docx|No. III-11a-10|Table of Contents}}
 +
{{Exhibit|III-11a-10a Table of Contents KDOT.docx|No. III-11a-10a|Table of Contents (KDOT Projects Only)}}
 +
{{Exhibit|III-11a-10b Table of Contents CDBG.docx|No. III-11a-10b|Table of Contents (CDBG Projects Only)}}
 +
{{Exhibit|III-11a-11 Appointment of Service Agent form.pdf|No. III-11a-11|Appointment of Service Agent}}
 +
{{Exhibit|III-11a-12 Utilities-Status.docx|No. III-11a-12|List of Utilities & Status of Same}}
 
   
 
   
 +
=== For CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following: ===
 +
:*[[media:CDBG_Debarment.pdf|'''Certification Regarding Debarment, Suspension &  Other Responsibility Matters''']];
 +
:*[[media:CDBG Certification-lobbying.pdf|'''Certification Regarding Lobbying''']];
 +
:*[[media:CDBG_Equal_employment.pdf|'''Equal Employment Opportunity Certification'''']];
 +
:*[[media:CDBG Section 3 Clause.pdf|'''Section 3 Clause''']];
 +
:*[[media:CDBG Nondescrimination.pdf|'''Nondiscrimination''']];
 +
:*[[media:CDBG Federal labor standards.pdf|'''Federal Labor Standards Provisions''']];
 +
:*[https://beta.sam.gov/search?index=wd&keywords=&sort=-modifiedDate&date_filter_index=0&date_rad_selection=date&wdType=dbra&construction_type=Highway&state=KS&county=15696&page=1'''Prevailing Wages for Johnson County'''];
  
For CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following:
+
{{Wage Determinations - CDBG projects|The list of current [http://www.ksdot.org/burconsmain/ppreq/wagedet.asp '''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.  If a contract has been awarded but construction has not yet begun within 90 days of the award, the City must determine if any modifications 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.}}
 +
:*[http://www.dol.gov/whd/forms/wh347.pdf '''Department of Labor Payroll (Form WH-347)'''];
 +
:*[http://www.dol.gov/whd/forms/wh347instr.htm '''Instructions for Completing form WH-347.'''];
 +
:*[[media:CDBG Record of Employee Interview.pdf|'''Record of Employee Interview (Form HUD-11)''']];
 +
:*[[media:CDBG_Notice_to_all_employees.pdf|'''Notice To All Employees''']];
 +
:*[[media:CDBG_Standards_of_conduct.pdf|'''Standards of Conduct''']];
 +
:*[[media:CDBG Employee Rights Davis Bacon poster.pdf|'''Employee Rights under the Davis Bacon Act''']] poster.
 +
:*[[media:CDBG Conflict of interest certification city.pdf|'''Conflict of Interest Certification''']]. (Do not insert in the contract documents - it is for staff use only).
 +
:*[[media:CDBG_Checklist_city.xls|'''CDBG Checklist Prior to Contract Award''']]. (Do not insert in the contract documents - it is for staff use only).
  
Certification Regarding Debarment, Suspension &  Other Responsibility Matters (2 pages) debarment
+
=== For KDOT (Federally Funded) projects, the City’s Standard Contract Documents shall be supplemented with the following required contract provisions: ===
Certification Regarding Lobbying (1 page) lobbying
+
:* '''08-10-66-R05''' - Certification - Noncollusion and History of Debarment;
Equal Employment Opportunity Certification (2 pages) eeoc
+
:* '''04-26-90-R05''' - Limitations on Use of Federal Funds for Lobbying;
Section 3 Clause (2 pages) Section 3 Clause
+
:* '''07-19-80-R13''' - DBE Contract Goals;
Nondiscrimination (5 pages) non-discrimination
+
:* '''01-01-11'''    - Tax Clearance Certificate;
Federal Labor Standards Provisions (4 pages) federal labor standards provisions
+
:* '''08-04-92-R03''' - Contractual Services with Current Legislator or Current Legislators Firm;
List of Prevailing Wages for Johnson County.  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
+
:* '''11-03-80-R09''' - Requirement for Affirmative Action to Ensure EEO;
 +
:* '''09-06-94-R01''' - Notice to Contractors - U.S. Department of Transportation Hotline;
 +
:* '''15-01004'''    - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01004.pdf '''Sales Tax Exemption'''];
 +
:* '''02-01-95-R02''' - Area Practice For Johnson County Kansas;
 +
:* '''11-15-96-R05''' - Specific Equal Employment Opportunity Contractual Requirement;
 +
:* '''<font color="#FF0000">KS150009</font>''' - Federal Wage Rates General Decision;[http://www.ksdot.org/burconsmain/ppreq/wagedet.asp'''Prevailing Wages for Johnson County''']; 
 +
:*      '''FHWA-1273''' - Federal-Aid Construction Contracts;
 +
:*      '''07-18-80-R29''' - Federal Aid Contracts Utilization of Disadvantaged Businesses;
 +
:* '''15-PS0008''' - Revision to above document 07-18-80-R27;
 +
:*      '''3-10-06-R01''' - Federal Aid Contracts Utilization of Disadvantaged Businesses Suppliers/Regular Dealers;
 +
:*[http://www.dol.gov/whd/forms/wh347.pdf '''Department of Labor Payroll (Form WH-347)'''];
 +
:*[http://www.dol.gov/whd/forms/wh347instr.htm '''Instructions for Completing WH-347.''']
 +
:* '''15-01002''' - [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-01002.pdf '''Information to Contractors (Status of Utilities)'''];
 +
:*      [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/Forms/1304.pdf '''Form 1304'''] - List of Utilities & Status of Same,  (also see [[#Task_No._8_-_Acquire_Right-of-Way_.2F_Easements_-_Submit_KDOT_Forms_1306_and_1304|'''Phase III, Task No. 8''']]);
 +
:*      '''15-01017''' - Cargo Preference Act;
 +
:*      '''01-21-11-R01''' - "Buy America" Materials;
 +
See [[media:BLP-memo-10-04.pdf|'''BLP Memo 10-4''']] for a summary of requirements on federal-aid projects.
  
Department of Labor Payroll Form (WH-347) and Instructions for Completing form WH-347 U.S. Department of Labor Web Link.
+
{{Wage Determinations - KDOT projects|The list of current [https://beta.sam.gov/search?index=wd&keywords=KS20190005&date_filter_index=0&date_rad_selection=date&wdType=dbra&page=1 '''Wage Determinations'''] is to be obtained from SAM.Gov 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.}}
  
Statement of Compliance, Form WH-348 (3 pages) statement of compliance
+
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 on the KDOT's list of [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1-1.pdf '''Required Contract Specifications for Local Authority Let Projects'''].  The others can be found by following the web link next to the document in the list.
  
Record of Employee Interview (1 page) Form HUD-11
+
{{SpecialNote|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.}}
Notice To All Employees (2 pages) notice to all employees
 
Standards of Conduct (2 pages) standards of conduct
 
CDBG Checklist Prior to Contract Award. Do not insert in the contract documents -- it is for staff use only. checklist
 
  
Conflict of Interest Certification.  Do not insert in the contract documents -- it is for staff use only. conflict of interest
+
<br>
  
For KDOT (Federally Funded) projects, the City’s Standard Contract Documents shall be supplemented with the following:  
+
{{Note2|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.}}
  
Required Contract Provision (FHWA-1273): Federal-Aid Construction Contracts (18 pages)
+
[https://beta.sam.gov/wage-determination/KS20190005/7?index=wd&keywords=&sort=-modifiedDate&date_filter_index=0&date_rad_selection=date&wdType=dbra&construction_type=Highway&state=KS&page=1 '''Wages''']
  
Required Contract Provision (07-18-80-R25): Federal Aid Contracts Utilization of Disadvantaged Businesses (10 pages)
+
== Task No. 12 - Prepare Engineer’s Cost Estimate ==
 +
{{Top}}
  
Required Contract Provision (03-10-06): Federal Aid Contracts Utilization of Disadvantaged Businesses Suppliers/Regular Dealers (1 page)
+
The Consultant/Project Manager shall prepare the Engineer’s Cost Estimate.
 
 
Required Contract Provision (07-19-80-R11): DBE Contract Goals (1 page). See BLP Memo 04-07 for establishing goal amount.
 
  
Required Contract Provision (11-15-96-R4): Equal Employment Opportunity Contractual Requirement (7 pages)
+
{{Note
 +
|Engineer's Estimate shall be stamped and signed by the engineer of record.}}
  
Required Contract Provision (11-03-80-R8): Requirement for Affirmative Action to Ensure EEO (3 pages)
+
::[[Media:Engineer's Cost Estimate Final Plans.pdf|'''Exhibit No. III-12''']] ''is an example of signed Engineer's Cost Estimate''.
  
Required Contract Provision:(08-04-92-R3): Certification Contractual Services w/ Current Legislator or Legislator’s Firm (1 page)
+
For more information see KDOT's '''LPA Project Development Manual'''.
  
Required Contract Provision (04-26-90-R4): Declaration Limitations on Use of Federal Funds for Lobbying (2 pages)
+
== '''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_-_Final_Design#Task_No._14_-_Submit_PS&E_Package|'''Phase III, Task No. 14.''']].
  
Required Contract Provision (08-10-66-R5): Certification Noncollusion and History of Debarment (1 page)
+
::[[Media:III-13a design summary document.pdf|'''Exhibit No. III-13a''']] ''is an example of the Design Summary Document''.
  
Required Contract Provision (02-01-95-R2): Area Practice For Johnson County Kansas (4 pages)
+
Additional information necessary to complete Design Summary Document can be found in the Design Summary Document with FHWA Concurrence sent from BLP and included in [[Phase_III_-_Final_Design#Task_No._4_-_Complete_NEPA_Documentation|'''Phase III, Task No. 4''']]
  
Notice to Contractors (09-06-94-R1): U.S. Department of Transportation Hotline, To Report Bid Rigging Activities (1 page)
+
== '''Task No. 14 - Submit PS&E Package''' ==
 +
{{Top}}
  
Notice to Contractors (07-19-07): Buy American Materials (1 page). See BLP Memo 10-4 for a summary of requirements on federal-aid projects.
+
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 [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''], [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1307.pdf '''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. (See [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burlocalproj/BLPDocuments/KDOT_FTP_Instructions.pdf '''FTP Instructions''']).
  
KDOT Special Provision (07-01004): Sales Tax Exemption (1 page) KDOT Web Link
+
PS&E documents shall be submitted a minimum 30 days prior to desired advertisement date.
  
KDOT Special Provision (07-01002): Information to Contractors as to Status of Utilities (1 page) KDOT Web Link
+
::[[Media:III-14 Request for Obligation.pdf|'''Exhibit No. III-14''']] ''is an example letter requesting Obligation of Funds''.
  
Form 1304: List of Utilities & Status of Same (pages vary) KDOT Web Link (also see Phase III, Task No. 6)
+
== '''Task No. 15 - PS&E Review''' ==
 +
{{Top}}
  
Department of Labor Payroll Form (WH-347) and Instructions for Completing (6 pages) U.S. Department of Labor Web Link
+
Upon receipt of the PS&E package, BLP will review the documents to confirm that the project complies with federal aid eligibility requirements.
  
List of Prevailing Wages for Johnson County.  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 Forms [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1306.pdf '''1306'''] and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''1304'''] will be distributed to the project development engineer in BLP for processing.
  
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. Each of these documents shall be numbered according to the Contract Documents Table of Contents.
+
The construction cost 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. See [[Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance|'''Phase III, Task No. 11''']] for additional information regarding coordination of a DBE Goal.
  
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.
+
The Project Development Engineer will review the City's documents to verify that all required specifications are included. For a current list of federally-required specifications go to KDOT's [http://www.ksdot.org/Assets/wwwksdotorg/bureaus/burConsMain/specprov/2015/PDF/15-required1.pdf '''Required Contract Specifications for Local Authority Let Projects'''].
 +
The bid items on the plans and the bid documents will be compared with the estimate for accuracy.
  
Special 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 Project Development Engineer will contact the City for any clarification or modifications needed to the plans or other submitted documents.
  
 +
== Task No. 16 - Schedule Fourth Utility Meeting ==
 +
{{Top}}
  
 
== Task No. 10 - Schedule Fourth Utility Meeting ==
 
 
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.  
 
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.''
+
{{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.}}
  
See Phase II, Task No. 9 for exhibits.
+
See [[Phase_II_-_Preliminary Design#Task_No._7_-_Initiate_Utility_Coordination._Schedule_Utility_Meeting_(optional) |'''Phase II, Task No. 7''']] for exhibits.
  
== Task No. 11 - Complete Utility Relocations ==
+
== Task No. 17 - Complete Utility Relocations ==
Submit KDOT Form No. 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, Form No. 1306 and 1304 shall be forwarded to the BLP.  See Phase III, Task No. 6 for forms.
+
{{Top}}
  
 +
Submit KDOT Forms [[Media:1306 modified.pdf| '''1306''']] (see note below) and [https://www.ksdot.org/Assets/wwwksdotorg/bureaus/burLocalProj/Forms/1304.pdf '''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 moved/adjusted. If any utility relocations are not complete by the bid letting, the current status should be reflected on Form 1304, included with the bid documents.
  
== Task No. 12 - Complete Environmental Process by KDOT ==
+
For KDOT projects, Forms 1306 and 1304 shall be forwarded to the BLP.
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 and permits, environmental or otherwise, obtained by the contractor shall be packaged together in the Stormwater Pollution Prevention Plan (SWPPP) booklet.  The SWPPP booklet shall be on site at all times once construction begins.
 
  
 +
{{Note|[[Media:1306 modified.pdf| '''1306''']] must be completed and returned to BLP on all projects even if no rights of way are being acquired.
 +
::The Consultant/Project Manager shall verify that it's current KDOT's version.}}
  
== Task No. 13 - Schedule Third Public Information Meeting ==
+
== Task No. 18 - Schedule Optional Public Information Meeting ==
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 the Kansas Register and Overland Park Sun.
+
{{Top}}
See Phase II, Task No. 17 for list of invites.
 
  
See Phase II, Task No. 35 for exhibits.
+
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 [http://www.kssos.org/pubs/pubs_kansas_register.asp '''Kansas Register'''] and [http://www.thelegalrecord.net '''The Legal Record'''].
 +
 +
:See [[Phase_II_-_Preliminary_Design#Task_No._15_-_Schedule_First_Public_Information_Meeting|'''Phase II, Task No. 15''']] for list of invitees.
  
 +
:See [[Phase_II_-_Preliminary_Design#Task_No._36_-_Schedule_Second_Public_Information_Meeting|'''Phase II, Task No. 36''']] for exhibits.
 +
{{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's Equal Opportunity and Civil Rights Information brochure in [[Media:Title VI Brochure English.pdf|'''English''']] and [[Media:Title VI Brochure Spanish.pdf|'''Spanish''']] is to be made available at all public meetings.}}
  
== Task No. 14- Submit the Engineer’s Cost Estimate ==
+
For those who wish to use a Blue Valley School District facility for the public meeting, an on-line [https://district.bluevalleyk12.org/Community/Pages/FacilityRental.aspx '''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.
The Consultant/Project Manager shall prepare the Engineer’s Cost Estimate.
 
  
 +
== '''Task No. 19 - Receive Obligation of Funds from KDOT''' ==
 +
{{Top}}
  
== Task No. 15 - Obtain City Department Approval ==
+
The City Engineer/City Traffic Engineer, or their representative, 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 [[media:BLP-memo-99-11.PDF|'''BLP Memo 99-11''']])  These activities are as follows:
The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.
+
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 will request FHWA to obligate the project's federal funds.
 +
Once funds have been obligated, the Project Development Engineer will notify the Project Manager. After this occurs, the PDE will submit the Authority to Advertise (CA#3-PS&E Approval Memo) for signature.
 +
Once the Authority to Advertise has been received by the PDE 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.
  
== Task No. 16 - Prepare Design Summary Document ==
+
:[[Media:III-19 Obligation of Funds Authority to Admin.pdf|'''Exhibit No. III-19''']] ''is an example letter from KDOT approving Obligation of Funds and authorization to bid the contract''.
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. 18.
 
Exhibit No. III-16a is the KDOT "Design Summary Document" form.
 
  
Exhibit No. III-16b is an example of a completed KDOT "Design Summary Document".
+
{{Note|This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}
  
 +
== Task No. 20 - Obtain City Department Approval ==
 +
{{Top}}
  
== Task No. 17- Obtain Agency Plan Approvals ==
+
The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.
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-16.  The Project Engineer shall ensure this task is complete.
 
 
 
 
 
== Task No. 18 - Request / 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.
 
Exhibit No. III-18a is an example letter requesting Obligation of Funds.
 
  
After the Secretary of Transportation and State Transportation Engineer approve the plans, specifications, and estimate and FHWA approves the obligation of funds for the project, KDOT-BLP will authorize the City to take bids for the contract.
+
== Task No. 21 - Obtain Agency Plan Approvals ==
 +
{{Top}}
  
Exhibit No. III-18b is an example letter from KDOT approving Obligation of Funds and authorization to bid the contract.
+
The Project Manager shall determine if other agency plan approvals are necessary.  
  
NOTE:  This task is tracked by KDOT see Exhibit No. II-16. The Project Engineer shall ensure this task is complete.
+
KDOT will require the final approved plans prior to obligation of funds. If there is other city, county or state funding, other agency's approval will usually be required, or as stipulated in the agreements. The appropriate official's name and title shall be placed on the plan title sheet.
  
 +
{{Note|For KDOT Projects this task is tracked by KDOT. The Project Engineer shall ensure this task is complete.}}
  
== Task No. 19 - Confirm Construction Engineering Responsibility ==
+
== '''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.
+
{{Top}}
Exhibit No. III-19a is a Proposal For Construction Engineering Services.
 
  
Exhibit No. III-19b is an example of "Exhibit A" referred to in the above Proposal for Construction Engineering Services.
+
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 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.
 +
{{Exhibit|Proposal for Construction Engineering Services.docx|No. III-22a|is a Proposal For Construction Engineering Services.}}
 +
{{Exhibit|III-22b.pdf|No. III-22b|is 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. 2615 will be applicable. See Phase II, Task No. 3-4.  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 not desire federal participation in the cost of the construction engineering services for the project, the [http://online.encodeplus.com/regs/overlandpark-ks-gbp/doc-viewer.aspx#secid-103 '''Resolution No. 4550'''] will be applicable. See [[Phase_II_-_Preliminary_Design#Task_No._3_-_Consultant_Selection/Certification|'''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.
 
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.
 +
{{Exhibit|Consultant Selection Guide 2019.pdf|No. III-22c|is the "Consultant Selection Guide for Construction Engineering on LPA Projects".}}
 +
{{Exhibit|III-22d.pdf|No. III-22d|is a Force Account Equipment Rate Table.}}
 +
{{Exhibit|III-22e.pdf|No. III-22e|is a letter from BLP accepting overhead rate.}}
 +
{{Exhibit|III-22f.pdf|No. III-22f|is a "Example Billing" for reimbursement of Construction Engineering Services.}}
  
+
For more information see Chapter [[Media:8.0 CE Consultant Selection and Agreement 2018.pdf|'''8.0 Construction Engineering (CE) Consultant Selection and Agreement''']] of KDOT's LPA Project Development Manual.
 
 
Exhibit No. III-19c is the "Consultant Selection Guide for Construction Engineering on LPA Projects".
 
 
 
Exhibit No. III-19d is a Force Account Equipment Rate Table.
 
 
 
Exhibit No. III-19e is a letter from BLP accepting overhead rate.  
 
  
Exhibit No. III-19f is a "Example Billing" for reimbursement of Construction Engineering Services.
+
== [[:Category:Phase III Exhibits|All Phase III Exhibits]] ==

Revision as of 10:27, 24 June 2020

Home I-Vision II-Preliminary Design III-Final Design IV-Pre-Construction V-Construction VI-Retrospect

Introduction

During this phase-plans, specifications and contract documents are finalized. Condemnation, if required to obtain R/W or easements, is completed.

Utility relocations, that are practical and reasonable to accomplish, occurs during this phase, prior to beginning construction.

Environmental studies/concerns are addressed and resolved. Also, other agency approvals are received subsequent to final plan review.

Phase III Checklist

Task No. 1 - Schedule Third Utility Meeting

Top

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.

GeekNotesIcon.png 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.

See Phase II, Task No. 7 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 Evergy 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.

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

See Plan Submission Requirement for Right-of-Way Permits for additional information.

If streetlights, that were formerly owned by Evergy, are to be removed, prepare a letter to Black & McDonald requesting a proposal for removal costs. This is generally only applicable to Neighborhood Street Reconstruction projects, CDBG projects and Streetlighting projects.

Exhibit No. III-1a is the Streetlighting Removal Procedure
Exhibit No. III-1b is a sample letter to Black & McDonald requesting the proposal for streetlights removal
Exhibit No. III-1c is a sample proposal letter from Black & McDonald
Exhibit No. III-1d is a sample Release to Construction letter to Black & McDonald
Exhibit No. III-1e is a sample Do Not Release to Construction letter to Black & McDonald
Exhibit No. III-1f is a sample Removal Notification letter Evergy

Task No. 2 - Execute Utility Agreements

Top

If documentation is confirmed that utilities to be relocated are in private easements, the Project Manager shall receive an agreement, forward it to the law department for review/approval and to the Public Works Director for approval. The Contract Specialist shall be copied on all internal correspondence.

GeekNotesIcon.png Note: The City does not pay for utility relocations in platted public easements.
Exhibit No. III-2a is a sample utility agreement for Evergy
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 - Complete Environmental Process

Top

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

See SWPPP Template for assembling the SWPPP notebook.

Task No. 4 - Complete NEPA Documentation

Top

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 exclusion, 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 KDOT's Local Road Engineer will forward it to the City.

Exhibit No. III-4 is an example of the Design Summary Document with FHWA concurrence

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

Task No. 5 - Begin Right-of-Way / Easement Negotiations

Top

Subsequent to receiving the appraisal report/estimate of just compensation, 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 KDOT's LPA Project Development Manual. 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. These efforts should begin early enough in the project development process to allow sufficient time for acquisition and, if necessary, eminent domain procedures. 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 may 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.

KDOT's LPA Project Development Manual 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;

For additional information see "Real Property Acquisition for Kansas Highways, Roads, Streets and Bridges".

For Federal Regulations regarding Relocation Assistance and Real Property Acqusition see 49CFR24.

Exhibit No. III-5a is the Real Property Acquisition Checklist.
Exhibit No. III-5b is a sample log of owner contact. A log of owner contact should be kept for each owner.
Exhibit No. III-5c is the City's standard Mortgage Release for Individuals.
Exhibit No. III-5d is the City's standard Mortgage Release for Corporations.
Exhibit No. II-34i is a copy of Appraisal Review form.

The City's standard Easement Acquisition Agreement will be completed along with the negotiated right-of-way and easement documents.

A mortgage release shall be obtained if the value of acquisition exceeds $50,000.

For more information see Chapter 6.0 Right of Way of KDOT's LPA Project Development Manual.

Task No. 6 - Begin Condemnation Process

Top

For tracts that cannot be purchased by negotiation, the Law Department shall file documents to begin the condemnation procedure.

For Public Works employees responsibilities in the condemnation process see Steps in the Eminent Domain Process Involving Public Works.

Exhibit No. III-6 is an example transmittal memo to the City Clerk for filing of the condemnation documents.

Task No. 7 - Complete Condemnation Process

Top

Contract Specialist will receive a certified copy of the Appraiser's Report and a check request from Law Department. Contract Specialist will file this copy with the County and provide a copy to the technician who maintains the easements. Once a file-stamped copy is received back from the County, the check request and Appraiser's Report are provided to Finance. When the check is received, it is given to the Law Department so payment can be made to the District Court. District Court will provide a receipt of payment. Once this is received, the Contractor can use the R/W and Easements. Property owners shall be directed to collect their award from the Clerk of the District Court of Johnson County.

Task No. 8 - Acquire Right-of-Way / Easements - Submit KDOT Forms 1306 and 1304

Top

For KDOT projects, forms 1306 (see note below) and 1304 are required.

Refer to Chapter 7.0 Status of Utilities of KDOT's LPA Project Development Manual for additional information on utility relocation.

KDOT Form 1306 is 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).

GeekNotesIcon.png Note: 1306 must be completed and returned to BLP on all projects even if no rights of way are being acquired.
The Consultant/Project Manager shall verify that it's current KDOT's version.
Exhibit No. III-8a is a memo from the U.S. Department of Transportation regarding Status of Utility and Railroad Agreements and Adjustments.
Exhibit No. III-8b is KDOT Memo B.R.U.D. 84-10 regarding Status of Utility and Railroad Agreements and Adjustments.
Exhibit No. III-8c is KDOT Form 1304 - List of Utilities & Status of Same (completed example).
Exhibit No. III-8d is KDOT Form 1306 - Certification By the City to the KDOT of Real Property Acquisition Procedures and Utility Arrangements (completed example).
GeekNotesIcon.png Note: All utilities from Phase II task 7 should be considered when completing 1304.

Task No. 9 - Submit Final Check Plans for Review

Top

The Consultant/Project Engineer shall complete the project plans and distribute 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,
  • Erosion Control Coordinator (Stormwater Section).

The Final Plan Review Checklist will be used as a review aid for final plans.

Erosion and Sediment Control plans will be prepared as part of the final plans.

A NPDES NOI permit is necessary for any work disturbing more than one acre total. The NOI Permit can be submitted to KDHE once final plans are completed at least 60 days before starting construction.

GeekNotesIcon.png 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.
Exhibit No. III-9a is a NPDES NOI Permit application.
Exhibit No. III-9b is a copy of the State of Kansas NPDES General Permit for construction.

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-9c is a letter from CARS accepting plans along with additional information and requirements prior to advertising project.

For KDOT projects, the electronic final plans shall be submitted to the BLP.

GeekNotesIcon.png Note: 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.

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

See BLP Memo 06-06 for a list of information that 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.

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.

Any additive work needs to be approved by KDOT prior to bid. Refer to Chapter 15.0 LPA-Administered Procedures of the KDOT's LPA Project Development Manual, Section 15.3.2.3.11.

Task No. 10 - Submit Specifications and Special Provisions

Top

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

Using MakeSpec - Consultant Instructions

Exhibit No. III-10a is a sample of City Specifications for a street project.
GeekNotesIcon.png Note: Visit KDOT's web page for the latest Special Provisions. The applicable Special Provisions are to be printed and included in the contract documents.
Exhibit No. III-10c 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 III, Task No. 9.

Task No. 11 - Submit Contract Documents and Insurance

Top

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 to the BLP for coordination with 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. The DBE Contract Goal amount established by the Civil Rights Administrator (CRA) shall be shown on the DBE Contract Goals sheet (07-19-80-R13) and included in the contract documents.

Preparation of Construction Bid Documents (wiki page)

Planning Bid and Contract Award Schedules

City's Standard Contract Documents

Exhibit No. III-11a-1 Agreement
Exhibit No. III-11a-2 Bid (use for hard copy bids)
Exhibit No. III-11a-2a Bid (use for all ebid projects, including KDOT and CDBG)
Exhibit No. III-11a-2c eBid Certification Form for KDOT projects
Exhibit No. III-11a-3 General Conditions
Exhibit No. III-11a-4a_1 Instructions to Bidders - Option A
Exhibit No. III-11a-4a_2 Instructions to Bidders (eBid) - Option A
Exhibit No. III-11a-4b_1 Instructions to Bidders - Option B
Exhibit No. III-11a-4b_2 Instructions to Bidders (eBid) - Option B
Exhibit No. III-11a-4c_1 Instructions to Bidders - Option C
Exhibit No. III-11a-4c_2 Instructions to Bidders (eBid) - Option C
Exhibit No. III-11a-5 Insurance Options
Exhibit No. III-11a-6_1 Notice to Bidders
Exhibit No. III-11a-6_2 Notice to Bidders (eBid)
Exhibit No. III-11a-6a Notice to Bidders (KDOT Projects)
Exhibit No. III-11a-6b Notice to Bidders (CDBG Projects)
Exhibit No. III-11a-7 Labor and Material Payment Bond
Exhibit No. III-11a-8 Performance Bond
Exhibit No. III-11a-8a Maintenance Bond
Exhibit No. III-11a-9 Statutory Bond
Exhibit No. III-11a-10 Table of Contents
Exhibit No. III-11a-10a Table of Contents (KDOT Projects Only)
Exhibit No. III-11a-10b Table of Contents (CDBG Projects Only)
Exhibit No. III-11a-11 Appointment of Service Agent
Exhibit No. III-11a-12 List of Utilities & Status of Same

For CDBG projects, the City’s Standard Contract Documents shall be supplemented with the following:

GeekNotesIcon.png Note: The list of current Wage Determinations is to be obtained from SAM.Gov 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. If a contract has been awarded but construction has not yet begun within 90 days of the award, the City must determine if any modifications 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.

For KDOT (Federally Funded) projects, the City’s Standard Contract Documents shall be supplemented with the following required contract provisions:

  • 08-10-66-R05 - Certification - Noncollusion and History of Debarment;
  • 04-26-90-R05 - Limitations on Use of Federal Funds for Lobbying;
  • 07-19-80-R13 - DBE Contract Goals;
  • 01-01-11 - Tax Clearance Certificate;
  • 08-04-92-R03 - Contractual Services with Current Legislator or Current Legislators Firm;
  • 11-03-80-R09 - Requirement for Affirmative Action to Ensure EEO;
  • 09-06-94-R01 - Notice to Contractors - U.S. Department of Transportation Hotline;
  • 15-01004 - Sales Tax Exemption;
  • 02-01-95-R02 - Area Practice For Johnson County Kansas;
  • 11-15-96-R05 - Specific Equal Employment Opportunity Contractual Requirement;
  • KS150009 - Federal Wage Rates General Decision;Prevailing Wages for Johnson County;
  • FHWA-1273 - Federal-Aid Construction Contracts;
  • 07-18-80-R29 - Federal Aid Contracts Utilization of Disadvantaged Businesses;
  • 15-PS0008 - Revision to above document 07-18-80-R27;
  • 3-10-06-R01 - Federal Aid Contracts Utilization of Disadvantaged Businesses Suppliers/Regular Dealers;
  • Department of Labor Payroll (Form WH-347);
  • Instructions for Completing WH-347.
  • 15-01002 - Information to Contractors (Status of Utilities);
  • Form 1304 - List of Utilities & Status of Same, (also see Phase III, Task No. 8);
  • 15-01017 - Cargo Preference Act;
  • 01-21-11-R01 - "Buy America" Materials;

See BLP Memo 10-4 for a summary of requirements on federal-aid projects.

GeekNotesIcon.png Note: The list of current Wage Determinations is to be obtained from SAM.Gov 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.

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 on the KDOT's list of Required Contract Specifications for Local Authority Let Projects. The others can be found by following the web link next to the document in the list.

Attention.jpg 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.


GeekNotesIcon.png 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.

Wages

Task No. 12 - Prepare Engineer’s Cost Estimate

Top

The Consultant/Project Manager shall prepare the Engineer’s Cost Estimate.

GeekNotesIcon.png Note: Engineer's Estimate shall be stamped and signed by the engineer of record.
Exhibit No. III-12 is an example of signed Engineer's Cost Estimate.

For more information see KDOT's LPA Project Development Manual.

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..

Exhibit No. III-13a is an example of the Design Summary Document.

Additional information necessary to complete Design Summary Document can be found in the Design Summary Document with FHWA Concurrence sent from BLP and included in Phase III, Task No. 4

Task No. 14 - Submit PS&E Package

Top

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. (See FTP Instructions).

PS&E documents shall be submitted a minimum 30 days prior to desired advertisement date.

Exhibit No. III-14 is an example letter requesting Obligation of Funds.

Task No. 15 - PS&E Review

Top

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 project development engineer in BLP for processing.

The construction cost 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. See Phase III, Task No. 11 for additional information regarding coordination of a DBE Goal.

The Project Development Engineer will review the City's documents to verify that all required specifications are included. For a current list of federally-required specifications go to KDOT's Required Contract Specifications for Local Authority Let Projects. The bid items on the plans and the bid documents will be compared with the estimate for accuracy.

The Project Development Engineer will contact the City for any clarification or modifications needed to the plans or other submitted documents.

Task No. 16 - Schedule Fourth Utility Meeting

Top

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.

GeekNotesIcon.png 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.

See Phase II, Task No. 7 for exhibits.

Task No. 17 - Complete Utility Relocations

Top

Submit KDOT Forms 1306 (see note below) 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 moved/adjusted. If any utility relocations are not complete by the bid letting, the current status should be reflected on Form 1304, included with the bid documents.

For KDOT projects, Forms 1306 and 1304 shall be forwarded to the BLP.

GeekNotesIcon.png Note: 1306 must be completed and returned to BLP on all projects even if no rights of way are being acquired.
The Consultant/Project Manager shall verify that it's current KDOT's version.

Task No. 18 - Schedule Optional Public Information Meeting

Top

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.

See Phase II, Task No. 15 for list of invitees.
See Phase II, Task No. 36 for exhibits.
GeekNotesIcon.png 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's Equal Opportunity and Civil Rights Information brochure in English and Spanish is 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.

Task No. 19 - Receive Obligation of Funds from KDOT

Top

The City Engineer/City Traffic Engineer, or their representative, 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 will request FHWA to obligate the project's federal funds. Once funds have been obligated, the Project Development Engineer will notify the Project Manager. After this occurs, the PDE will submit the Authority to Advertise (CA#3-PS&E Approval Memo) for signature. Once the Authority to Advertise has been received by the PDE 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.

Exhibit No. III-19 is an example letter from KDOT approving Obligation of Funds and authorization to bid the contract.
GeekNotesIcon.png Note: This task is tracked by KDOT. The Project Engineer shall ensure this task is complete.

Task No. 20 - Obtain City Department Approval

Top

The Project Manager shall obtain the appropriate Division Head signature on the plan title sheet.

Task No. 21 - Obtain Agency Plan Approvals

Top

The Project Manager shall determine if other agency plan approvals are necessary.

KDOT will require the final approved plans prior to obligation of funds. If there is other city, county or state funding, other agency's approval will usually be required, or as stipulated in the agreements. The appropriate official's name and title shall be placed on the plan title sheet.

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

Task No. 22 - Confirm Construction Engineering Responsibility

Top

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 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.

Exhibit No. III-22a is a Proposal For Construction Engineering Services.
Exhibit No. III-22b is 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, the Resolution No. 4550 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.

Exhibit No. III-22c is the "Consultant Selection Guide for Construction Engineering on LPA Projects".
Exhibit No. III-22d is a Force Account Equipment Rate Table.
Exhibit No. III-22e is a letter from BLP accepting overhead rate.
Exhibit No. III-22f is a "Example Billing" for reimbursement of Construction Engineering Services.

For more information see Chapter 8.0 Construction Engineering (CE) Consultant Selection and Agreement of KDOT's LPA Project Development Manual.

All Phase III Exhibits