ACECTXDOT JOINT EDUCATION PROGRAM SPRING 2019 Tx DOT

ACEC/TXDOT JOINT EDUCATION PROGRAM SPRING 2019 Tx. DOT PS&E Package & Improving Quality of Plans April 25, 2019 Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019

Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019

Presentation Overview Pre-PS&E Elements to Consider Plans Plan Preparation & Reviews Tx. DOT PS&E Package and Improving Quality of Plans Specifications & Estimate Required Supporting Documents Pre-Letting Bidder’s Questions & Addendum April 25, 2019 3

Table of Contents 1 Introduction - Laura 2 Elements to Consider at Pre - PS&E – Helen 3 Plan Preparation – Chad & Spenta 4 Plan Review – Laura Tx. DOT PS&E Package and Improving Quality of Plans 1 -5 6 -8 9 - 15 16 - 18 April 25, 2019 4

Table of Contents (cont. ) 5 6 Supporting Documents: § General Notes – Laura § 1002 Form, Spec List, Significant Project Procedures – Duc § TDLR Requirements, Final Certifications – Helen § Environmental Clearance, AFA – Helen 36 - 37 § Temporary TCP – Etienne 38 - 46 § Contract Time Determination – Etienne 47 - 49 § Estimate Preparation – Etienne 50 - 51 Bidder’s Questions & Addendum – Sohrab Tx. DOT PS&E Package and Improving Quality of Plans 19 - 22 23 - 33 34 - 35 52 - 55 April 25, 2019 5

Elements to Consider at Pre-PS&E q Design Manuals: Various types of Design Manuals found in Tx. DOT website: http: //onlinemanuals. txdot. gov/manuals/ Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 6

Elements to Consider at Pre-PS&E (cont. ) q Type of Roadway: Interstate, Freeway, Principal Arterial, Minor Arterial, Collector, or Local Road q Design Criteria: Roadway Design Manual covers the design criteria 2 R = Non-Freeway Resurfacing or Restoration Projects - restore the pavement structure, riding quality, or other necessary components to their existing cross section configuration 3 R = Non-Freeway Rehabilitation Projects - preserve and extend the service life of the existing roadway and enhance safety 4 R = New Location and Reconstruction Projects - highest type design 5 R = Mobility Corridor Projects - generate, or produce anew, very long term transportation opportunities Special Facility & Miscellaneous - includes off-system bridge projects, historical roadways or structures, park roads, and bicycle facilities, median barrier, MBGF, etc. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 7

Elements to Consider at Pre-PS&E (cont. ) q Fund Sources: FHWA, State, or Local Government q Stakeholders: FHWA, Tx. DOT, Counties, Cities, Corp of Engineers, MPO, NCTCOG, Developers, Utility Companies, Railroad Companies, etc. q Other Elements: SUE, Survey, Hydraulic Studies, ROW Mapping, Identify Utility Conflicts, Schematics, Environmental Studies, Public Meetings/Hearing, ROW Acquisitions, RR Coordination, USACE Permits, etc. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 8

Plan Preparation Roadway Design Criteria § Design Summary Report (DSR) – Initially set in schematic phase – Form 1002 § Design Criteria Sheet – Easy reference for designers – Update as criteria is updated – Still need to refer to Design Manual and Standards – Identify/verify Design Exceptions and Design Waivers § Design Concept Conference / Kickoff Meeting – Have decision makers in the room – Action items for unresolved items – FOLLOW UP! Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 9

Plan Preparation (cont. ) Roadway Design Criteria § Tx. DOT Manuals (Note: Always use latest manual – unless otherwise noted) – PS&E Preparation Manual – Roadway Design Manual – Bridge Detailing Guide – Hydraulic Design manual – Texas MUTCD – Other applicable State or Local Design criteria manuals • http: //onlinemanuals. txdot. gov/manuals/Alpha. List. html § Check Preferences with Area Engineer and note in criteria § Check schematic design criteria § Environmental Commitments § ROW needs/utility conflicts § Incorporate VE study recommendations Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 10

Plan Preparation (cont. ) Plan Set Development § Production Automation – Global revisions – Drives consistency in the plan set – Reduce time to make non-design related revision § Plan Sheet Appearance – Standard scales – Text sizes – existing vs proposed vs titles – Use of screening (based on disciplines) § Open. Roads Implementation – Note that the 3 D model has to be constantly updated as design progresses Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 11

Plan Preparation (cont. ) Drafting Guidelines § File Naming – Confirm and follow any client preferences § Reference Files – Master Reference File – Master Text File § Text Replacements – Utility automation processes – Sheet numbering – CSJ, Federal Aid No. , District, Other? – File name and location Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 12

Plan Preparation (cont. ) General Plan Set § Title Sheet, Index of Sheets and Border – Follow Tx. DOT Standards § Bridge Sheets – Use Tx. DOT Border and FDOT Font § Index of Sheets – Plan set order – Titles must match – Multiple Engineers seal this sheet § Checklists § General Notes § PDF Portfolios § Design base files (note: Tx. DOT should be able to replicate) – Open. Roads files and 3 D model Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 13

Plan Preparation (cont. ) Summary Sheet Preparation § Bid Items – Appropriate Bid Items (know your specifications – subsidiary items should not be paid separately – pay attention to one-time use items) – Area and District Preferences • Note that bid items will affect design. Need to know bid items/preferences prior to final design. • Select commonly used bid items § Quantities – Values displayed add up to Total displayed – Rounding per PS&E Preparation Manual (Don’t let Excel fool you!) – Document quantity take-offs! – Last minute changes – Confirm that the complete spreadsheet gets reflected on your drawings – Confirm earthwork – verify removal of existing pavement (Typical Sections) Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 14

Plan Preparation (cont. ) Summary Sheet Preparation § Tx. DOT Quantity Summary Worksheet – Single source for quantities • Used to create Summary Sheet • Used to Estimate • Aids in unit price determination § Summary Sheet should match estimate – Make sure that all final summary sheets and E&Q Sheets match Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 15

Plan Review All plans must be reviewed for thoroughness, accuracy, and clarity. q PS&E Preparation Manual, Chapter 2 provide details of Plan Set Development q There are 30%, 60%, 90%/95%, and 100% reviews prior to advertising the construction project for letting. q Each District has a checklist for each required submittal. q Each PS&E package is reviewed by different District Departments such as Transportation Plans & Development (TP&D), Construction, Traffic Operations, Area Office, District Lab/Pavement Engineer, etc. q Per District request, Design and Traffic Divisions can assist in reviewing PS&E in early phases (30% and 60% reviews). Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 16

Plan Review (cont. ) q In addition to PS&E reviews, the following items are also reviewed: § Bridge Layouts § Retaining Wall Layouts § Railroad Layouts, Exhibit A § Hydraulic Report/Analysis § Pavement Design Report § Sequence of Work/ Traffic Control Concepts Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 17

Plan Review (cont. ) Pre-PS&E Preparation Plan Preparation Reviews – 30%, 60%, & 90/95% Progress to next submittal Conflict Resolution Meetings Tx. DOT PS&E Package and Improving Quality of Plans Final PS&E Pre. Letting Plan Review Address `` Comments April 25, 2019 18

General Notes Project General Notes are included in the Proposal and Plan set q The purpose of the General Notes is to provide various supplemental data required by the specifications in one location q General Notes vary by District q There are required general notes and optional general notes. The General Notes should provide clear instructions. q General Notes must be prepared by the Project Manager who is familiar with the Project. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 19

General Notes (cont. ) q General Notes provide information such as base material requirements, gradation requirements, density requirements, and surface treatment data. q General Notes show basis for estimating each of the pay quantities of the contract, which cannot be directly measured from the plans. These include such items as sprinkling, rolling, blading, lime, fertilizer, asphalt, aggregate, etc. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 20

General Notes (cont. ) q General Notes should be updated to match the latest District General Notes. q General Notes contain additional specifications that are specific to the project. Do not include notes that may create confusion or conflicts with the plans. q When the project requires field office and laboratory, notes to Item 504 specify the type and size of building with required equipment and appurtenances. q Project Manager to work closely with the Area Engineer, who oversees the construction of the project, to add necessary notes to notify Contractor of specific event(s) that may impact the sequence of work. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 21

General Notes (cont. ) q General Notes is part of the contract document; therefore, it must clearly indicate its content. q General Notes shown in the Proposal and Plan Set must be identical in content. q General Notes may clarify items that are considered as subsidiary to a specification item. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 22

1002 Form q Required at 100% PS&E q This form should be completed and carefully checked when preparing the submission to avoid overlooking any of the supporting papers. q Provides Austin with record of all supporting documents Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 23

1002 Form (cont. ) Page 2: q Financial Information, Environmental Status, Local Participation, Railroad Agreement, Contract Time Determination, District Contact Information, and TDLR Inspection Requirements. q The above information can be found in Tx. DOT Connect. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 24

1002 Form (cont. ) Page 3: q Project information should match information shown in Tx. DOT Connect q Shows basic design criteria of a specific project q Shows ADT & functional classification q Provides a request/approval document for design exceptions/design waivers approved at the District level Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 25

List of Governing Specifications and Special Provisions Spec List is included in the Proposal of all Construction Contracts let by Tx. DOT Spec List includes: q Standard Specifications q Special Provisions Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 26

List of Governing Specifications and Special Provisions (cont. ) q Standard Specifications = Items 1– 789 in the Standard Specifications for Construction & Maintenance of Highways, Streets, and Bridges § Items 1 -9, the General Requirements and Covenants are required for all contracts. § Standard specifications includes description, materials, equipment, construction methods, method of measurement, and method of payment for items used in the project. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 27

List of Governing Specifications and Special Provisions (cont. ) q Special Specifications (SS) = Items 1000 and above. SS are methods and/or items of work that are not covered by Standard Specifications. They may introduce a new description, materials, miscellaneous classification, construction methods, equipment, measurement, and/or payment articles. There are: Tx. DOT PS&E Package and Improving Quality of Plans § Statewide Special Specifications § Districtwide Special Specifications § One-time use Special Specifications April 25, 2019 28

List of Governing Specifications and Special Provisions (cont. ) q Special Provisions (SP) = Special Provisions modify Standard Specifications or Special Specifications. There are: § Statewide Special Provisions § Districtwide Special Provisions § One-time use Special Provisions q Triple Zero Special Provisions describes conditions included in a contract which do not relate directly to a work item specification. For new SS and SP, the Project Manager submits the completed Form 1814 to the Roadway Specifications Section (CST_RDWY_SPECS) to receive a new Special Provision or Special Specification number. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 29

List of Governing Specifications and Special Provisions (cont. ) Tx. DOT website: https: //www. txdot. gov/business/resources/txdotspecifications. html Required Checklists q Federal Aided Construction Required Check List q Non-Federal Aided Construction Required Check List q Federal Aided Maintenance Required Check List q Non-Federal Aided Maintenance Required Check List Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 30

Form 2229 - Significant Project Procedures Form 2229 is required as part of PS&E Submittal package A Significant Project is: § on an interstate or other controlled access facility; lies within a designated Transportation Management Area (urbanized area with a population of over 200, 000 individuals); has intermediate-term or long-term stationary lane closures, or This form has criteria to help define a significant project however a project can still be considered significant if the District elects to do so. Tx. DOT PS&E Package and Improving Quality of Plans § on any highway (IH, US, SH, FM, etc. ) having an ADT of more than 20, 000 and has long-term lane closures. April 25, 2019 31

Form 2229 (cont. ) Required Traffic Operations Strategies Common Traffic Operations Strategies Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 32

Form 2229 (cont. ) Required Public Information Strategies Common Public Information Strategies Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 33

Texas Department of Licensing & Regulation (TDLR) Requirements q If project has pedestrian elements like sidewalks, curb ramps, bike trails, etc. and the construction cost is >$50, 000, TDLR inspection is required. q The TDLR Registration Form must be submitted prior to final PS&E so the Texas Architectural Barriers online System (TABS) number can be obtained. This number is shown on the Title Sheet of construction plan. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 34

Final Certifications include the status of: q q q R. O. W. Relocation Utility Encroachment Railroad If any element above is not cleared by the time the project is advertised, an SP 000 is required to show the estimated date(s) of completion of outstanding element(s). Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 35

Environmental Clearance q The PM should provide plans and support document to the Environmental Team in advance so there is enough time to clear the project. q Once the environmental is cleared, the information is shown in Tx. DOT Connect q All PS&E projects must obtain the Environmental Clearance by the e. PS&E date, which is the date the final PS&E is due in Austin. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 36

Project with Agreement(s) Agreements are important. Agreements should be executed prior to e. PS&E date. q Railroad Agreement. SP 000 is required if the RR Agreement is not executed by the e. PS&E date. q Signal/Illumination/Maintenance/Landscape Agreement. These agreements are handled by the District Operations. q Advance Funding Agreement (AFA) § When there is a commitment from the local government for the cost of construction, the District obtains the committed funds at least 30 days prior to bid opening in order to certify financial clearance. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 37

Temporary Traffic Control Plan Objectives of Temporary TCP § Provide safe workplace to workers § Guide and provide safety to road users § Insure smooth traffic flow 2017: Texas had 27, 148 work zone crashes q 165 deaths • 28 workers • 30 pedestrians • 107 motorists, bicyclists q 813 serious injuries v Leading causes • Drivers not paying attention • Reckless or impaired drivers intruding into work space Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 38

Temporary Traffic Control Plan (cont. ) Source: National Work Zone Safety https: //www. workzonesafety. org/crash-information/work-zone-fatal-crashes-fatalities/#texas Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 39

Temporary Traffic Control Plan (cont. ) Source: National Work Zone Safety https: //www. workzonesafety. org/crash-information/work-zone-fatal-crashes-fatalities/#national Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 40

Temporary Traffic Control Plan (cont. ) IH 20 WB incident, Tx. DOT, Kaufman Area Office, Jan 30, 2019 Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 41

Temporary Traffic Control Plan (cont. ) § Advance warning § Temporary drainage § Minimize lane closures § Adequate signs, delineation, channelization § Concrete Safety Barriers, Impact Attenuators, LPCB § TCP General Notes § Ensure constructability § Night work, weekend work and detours § Ensure the work sequence and narrative match and makes sense § Temporary pavement details Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 42

Temporary Traffic Control Plan (cont. ) § TCP plans & typical sections for each phase § Overnight drop-offs not authorized § Ensure proper roadway materials are used § Use of Google street view § Coordination with adjacent property owners § Coordination with Tx. DOT Area Office & Local Government on Special Events § Adequate SW 3 P devices ( silt fence, rock filter dam, erosion control logs…) § Ensure correct BC, TCP, WZ, CSB, LPCB, SW 3 P, Crash Cushion standards are used § Avoid reduced speed zoning as much as practical. Drivers will reduce their speeds only if they clearly perceive a need to do so Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 43

Temporary Traffic Control Plan (cont. ) Example Traffic Control Plan TRAFFIC AREA WORK AREA TRAFFIC AREA EXISTIN G Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 44

Temporary Traffic Control Plan (cont. ) WORK AREA TRAFFIC AREA Used Low Speed zones TRAFFIC AREA Example Traffic Control Plan Typical Sections Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 45

Temporary Traffic Control Plan (cont. ) Summary of TCP Quantities Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 46

Contract Time Determination 6 Steps for Contract Time Determination 1. Identify the scope of work 2. Establish production rates for each work item 3. Adapt production rates to the project – Narrowed/ tight working conditions – Non-standard construction 4. Understand potential constraints – Major material acquisition and delivery – Historic weather trends – Utilities 5. Compute contract time 6. Review and Develop Narrative – PS&E review Meeting Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 47

Contract Time Determination (cont. ) Construction Production Rates Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 48

Contract Time Determination (cont. ) Construction Production Rates § Baselines provided by Tx. DOT § Used for estimating project duration § Lower rates typically used for small projects § Medium rates for medium size projects § High rates for big projects § Adapt to your project – Use engineering judgement – Proper critical path method – Weather delays are not accounted in the rates provided by Tx. DOT – Utility construction not accounted in the rates provided by Tx. DOT – Site specific conditions – Complexity or technical difficulties, non standard projects Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 49

Estimate Preparation Average Low Bid Unit Prices q Update Bid Prices at every PS&E Submittal: 3 month, 12 month, District and Statewide § https: //www. txdot. gov/business/letting-bids/average-low-bid-unit-prices. html Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 50

Estimate Preparation (cont. ) Price Comparison § Consider collaborating with subject matter experts, Area Office, Construction Office, etc. § Do not reinvent the wheel. PERFECT the one you have § Use similar projects to generate some of your bid items § Use Bid Tabulation to compare price on recent & similar projects § Incorporate Site Manager averages (Tx. DOT Intranet only) https: //tntoday. dot. state. tx. us/cst/cmisd/Pages/Reports. aspx § Print out your estimate and review it item by item § Have your estimate reviewed by other Engineers § If project has multiple CSJs, show quantities by CSJ § For each item used, read Tx. DOT Standard Specs for that item. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 51

Bidder’s Questions Designer/PM should be available to assist the Area Engineer during pre-letting/advertising period. q Area Engineer and Assistant Area Engineer are point of contact for receiving bidder’s questions and responding questions on Tx. DOT FTP site. q Area Engineer and Assistant Area Engineer will work with the Designer/Tx. DOT PM to address Bidder’s questions. q If applicable, it is a good practice to post the following documents in Tx. DOT FTP site for Bidder’s information: Pavement Design Report, Hydraulic Report, Geotechnical Report, Cross Section files/. XSR files, ROW plans, & SUE. Tx. DOT PS&E Package and Improving Quality of Plans Contract Time Determination, April 25, 2019 52

Bidder’s Questions (cont. ) q Bidders can submit pre-letting questions, by email, phone and in person. q All communications to Bidders must be posted on Tx. DOT FTP site, https: //ftp. dot. state. tx. us/pub/txdot-info/Pre-Letting Responses/ q Communications include notes, minutes of all meetings, emails, phone notes, letter, etc. q All Bidder’s questions must be posted and responded in accordance with Memo from The Chief Engineer dated Feb 13, 2019. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 53

Bidder’s Questions (cont. ) q Post all responses within a reasonable time, keep in consideration that there is enough time for Bidders to ask additional questions based on the responses. q Same day for simple, straightforward answers. q Within 48 hours for complicated questions. q Response posted to the FTP site trump any responses given verbally. q For complicated questions, request Bidder to provide questions in writing. q Do not make statements regarding the possibility or probability of a change in plans, specifications, or quantities—by addendum or by change order. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 54

Addendum q When there are errors found after the project is advertised, prepare addendum, if necessary, in a timely manner so Bidders will have enough time to update their bids. q Addendum is required when: § The competitiveness of the bid would be in jeopardy if the changes were not made. § The quantities are in error to a degree that could place the department at a disadvantage in negotiating significant corrections after contract award. § The bid documents would not be substantially representative of the project unless the change is made. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 55

Addendum (cont. ) q Designer/PM prepares the addendum with concurrence of the Area Engineer. Addendum includes: § a written summary of all changes that are made to the plans and proposal. § revised plan sheets, specification list, general notes, bid items & quantities, etc. § addendum number and date. q Addendum must be approved by District & Construction Division, and must be processed by Design Division. q The Area Office notifies all prospective bidders via the FTP site once an addendum has been posted. Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 56

ACEC/TXDOT JEP Spring 2019 Team American Council of Engineering Companies of Texas § ACEC of Dallas – Executive Director: Karen Khan karen@acectx. org § ACEC of Tarrant County – Executive Director: Brinton Payne, P. E. brinton@acectx. org § Tx. DOT Liaison Committee – Chair: Robert Brown, WSP, P. E. robert. brown@wsp. com § Tx. DOT Liaison Committee – Chair: Mark Schluter, P. E. mschluter@wadetrim. com Consultant Team § Spenta Irani, P. E. – Jacobs Spenta. Irani@jacobs. com § Chad Gartner, P. E. – Tran. Systems cggartner@transystems. com Tx. DOT Team § Ram Dhakal, P. E – Fort Worth District, Consultant Project Management Ram. Dhakal@txdot. gov § Sohrab Islam, P. E. – Fort Worth District, Central Design Sohrab. Islam@txdot. gov § Etienne Etchouekang, P. E. – Dallas District, Construction Etienne. Etchouekang@txdot. gov § Duc Lam, E. I. T. – Dallas District, Roadway Design Minh. Duc. Lam@txdot. gov § Laura Rodriguez – Dallas District, Project Delivery – H&H Laura. Rodriguez@txdot. gov § Helen Tran, P. E. – Dallas District, District Design – Plan Review Helen. Tran@txdot. gov Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 57

Questions Tx. DOT PS&E Package and Improving Quality of Plans April 25, 2019 58