Ohio Department of Transportation John R. Kasich, Governor Jerry Wray, Director Plan Quality and Review Scott C. Boyer, P.E. LPA Coordinator District 7 Planning & Engineering October 4, 2016
Project Initiation Process Fund letter with FY sale received at District Scoping Process LPA submits draft scope with local road inventory identified. http://www.dot.state.oh.us/divisions/planning/techserv/tim/pages/localroadsi nventory.aspx Project programmed in Ellis with PID Reviewed by DEC, REA, Construction, & Engineering Design Scope & Field Review held, LPA to update, D7 clear environmental doc.(lpa must request). Identify any alternate bid items needed. Sale dates locked in out year, by quarter 2 yrs. Out. Final scope resubmitted to the District and Ellis updated. Best Practices for LPA Projects 2
Plan Quality and Review District Seven prefers electronic copies of everything except as agreed (larger volume plans) Keep in mind the critical path on most projects is the environmental and r/w acquisition processes. Detail design may not proceed until the environmental document is approved. Refer to L&D Volume 3, Section 1400 for submission information as to level of detail. Generally will have more than one bridge review before PS&E Best Practices for LPA Projects 3
Project Plan Submittals Local Let Projects Stage 2 & PS&E submitted to District for Review Engineer s estimates shall be submitted with Stage 2 and the PS&E package. District will review and provide general comments approx. 30 days after complete submission. Environmental commitment checklist shall be submitted with each stage review after Environmental Doc. Approval. ODOT CADD standards/plan format do not necessarily apply to Local-Let plans, but the appropriate level of detail must be provided at each submittal. Some projects may require stage 1,2, and 3 reviews Local ODOT-Let Projects Multiple reviews. ODOT plan filing requirements apply. More time between the plan file and sale (12 to 18 weeks) for most projects but awards 8 days after the letting. Best Practices for LPA Projects 4
Project Schedule Please coordinate with ODOT s Project Manager on any necessary schedule updates. ODOT s business rule is to keep ELLIS milestones updated Late milestones need revised ASAP. Delays to due to major cost changes needing TIP/STIP Amendment. Understand relationship between federal authorizations for PE (need for DD), R/W (need for Acq.) and Construction (need for Advertising) 5
Common Issues Incomplete Submittals (See L&D Vol 3,Sec 1400): estimate, Env. Chklist, designer response to previous review, studies, signal warrants, design exception requests, proprietary requests Design Standards Not Met Be aware of what standards must be met and latest design exception requirements. Plan Splits (Gen Summary, Estimate, Bid Form) Proprietary Items (send request in early) TEM Sec. 120-4 for traffic signal items. No equally suitable alternative. Synchronization.. 6
Common Issues (con t) Deviation from Approved Scope ODOT Let-VBA GENSUM issues. Use current spreadsheet, after revisions update DATA tab. http://www.dot.state.oh.us/divisions/engineering/cadd Mapping/CADD_Services/Standards/Pages/Files.aspx and https://www.youtube.com/playlist?list=pldyshnrgzlb4 S1QpyT0V9mxBs82Qz11KU Alternative bids-most common: conduit, signals & lighting. May require add l design work and funding 7
Training Available ADA Curb Ramp Design-Training available November 17, 2016 in Columbus see handout. Other training flyers: http://www.dot.state.oh.us/divisions/plannin g/localprograms/ltap/pages/trainingcour seflyers.aspx Contact the LTAP Office at: 877-800-0031 8
PS&E Packages Submit PS&E estimate when known, used by C.O. to determine DBE requirements. Use checklist including: Bid Proposal Document Final Tracings LPA R/W Certification Web Bid Submission Form Executed LPA Agreement NHS Waiver (if applicable) Proprietary Approval Document 9
PS&E Packages Bid Proposal Document Must include: DBE Goal (as applies) on cover sheet Contractor Prequal Requirements Correct Prevailing Wage Requirements Clear processes (Disputes, C.O. s, etc.) ODOT Federal or State Template including FHWA-1273 for Federal. 10
PS&E to Sale & Award Once PS&E is submitted wait for federal authorization to sell. Wait for DBE % as applicable. After sale use award checklist and submit documentation to District. Work with District using new DBE for good faith effort for approval. May start work after funds are encumbered. 11