HomeMy WebLinkAbout2019-04-22 19-154 RESOLVE
04/22/201919-154
04/22/2019
19-154
Engineering
N/A
Accepting a Sidewalk Grant in the Amount of $48,000 from the Maine Department of Transportation for
Design of Hogan Road Sidewalk and Pedestrian Improvements, WIN 34313.00.
This Order will accept a grant from the Maine Department of Transportation to fund the design costs
for a six foot wide sidewalk on Hogan Road.
On August 15, 2017 the Infrastructure Committee approved the City Engineer's grant application to
construct a six foot wide sidewalk on Hogan Road located approximately 300 feet south of Mount
Hope Avenue, continuing northerly for a distance of 2,540 feet to the intersection of Hogan Road,
Haskell Road, and Sylvan Road. The estimated cost of construction at the time of the grant
application submission was $307,000.00, of which the City's local share was $61,400.00.
The grant application in 2017 was denied by MaineDOT, however the Engineering Department
resubmitted the application in 2018 with some modifications as recommended by MaineDOT.
Maine Department of Transportation recently notified the City Engineer of their approval of the grant
application. Maine DOT awarded the City of Bangor $48,000.00 for the design of the improvements
with the City's local share being $12,000.00.
This Order would accept Maine Department of Transportation's grant funding for the design of the
sidewalk.
Infrastructure Committee
03/05/2019
50
Recommend for passage
Consent
04/22/201919-154
04/22/2019
19-154
Schaefer
Accepting a Sidewalk Grant in the Amount of $48,000 from the Maine Department of Transportation for
Design of Hogan Road Sidewalk and Pedestrian Improvements, WIN 34313.00.
Be it ordered by the Bangor City Council:
The City is authorized to accept a grant in the amount of $48,000.00 from the Maine Department of
Transportation for Design of Hogan Road Sidewalk and Pedestrian Improvements. (WIN 34313.00)
The City Council hereby ratifies the City Engineer's Application to the Maine Department of Transportation for
a Sidewalk Grant to add sidewalks to Hogan Road and accepts $48,000.00 funding for design.
JanetT. Mills
C�OVE RW)H
February 22, 2019
John Theriault, PE, PTOE
Bangor City Engineer
City of Bangor
73 Harlow St.
Bangor, Maine 04401
1)L PARTNI L NT OF TRAN S N) RTATI () N
16 STATL I � 0 1, 1 S I`, STATI 0 N
Au(IUSTA, AWNE' 043313-0016
RE: Hogan Road Sidewalks and Pedestrian Crossings Application
Dear Mr. Theriault:
Bruce A, Van Note
CONMSSIONER
11
City of Bangor
Engineering Dept.
The Maine Department of Transportation (MaineDOT) is pleased to inform you that your
community's funding for a pedestrian and/or bicycle safety project has been approved, and
your community has been selected to receive federal funding assistance at this time for
DESIGN and RIGHT OF WAY (ROW) activity on your project.
Your community's project has been included in the MaineDOT 2019-20-21 Capital Work
Plan, pending final authorization of federal funds. MaineDOT has currently programmed up to
$48,000.00 in federal funds for design and/or construction work on the project, contingent
upon the minimum required local match of $12,000,00. The funding amounts approved were
based on preliminary estimates contained within your application or finished Preliminary
Design Report — though after review, MaineDOT may have adjusted the amounts.
Projects funded for Design Only, are considered "approved projects," so your community will
not need to reapply for construction funding once the project has moved through design and
permitting and is ready for construction. However, future funding for construction will be
contingent upon:
1. your community moving the project expeditiously through the design process
2. the availability of future federal and/or state funding
AND
3. documented commitment to your minimum required local match for the
construction costs
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(L0'7) h2'1-3000 1 2.1 t SLRS C ALL M 1 B N I , RA 1, AY 7 C I I , % X ; ( 2 0 7 } 6 2 1 5 0 0 1
Currently, MaineDOT plans to have the City of Bangor manage this project. Please confirm
that your Municipality would like to administer the project at the local level or if you would
prefer to have MaineDOT consider delivering the project for the Municipality. Requirements
for federally funded locally administered projects may be found on the MaineDOT website.-
hY1L//www.rnaine.( ov/md'int/1-al. Please keep in mind that as outlined in the original
application, MaineDOT staff time required to review project plans is part of the costs that will
come out of the project funding. Furthermore, please note that funding for this project,
including future construction funds, is contingent upon MaineDOT receiving adequate federal
funding to support it, and MaineDOT reserves the right to withdraw funds from this project for
any reason.
I would like to emphasize that your Municipality should not authorize any engineering work or
expend any funds on this project (including local match funding) before receiving notice that
funds are authorized, you have signed a Local Project Agreement with the MaineDOT. All
expenditures made before an agreement is in place and MaineDOT issues a written Notice
to Proceed, are LgqtiqL4Lq for reimbursement. Dan Loring has been assigned by
MaineDOT as the project manager from the Department's Multimodal Program. He can be
reached at (207) 624-3451 and his email is Dani l.M.Lorin amain e.qov, Please call your
project manager if you have any questions regarding this project and the next steps in this
process.
The following information details your project's estimated funding amounts and the specific
information and project details we have within our system. Please review and verify the
following information:
Project Name:
Project Identification Number:
Federal CFDA Number:
Project Manager:
Project Manager
Contact Information:
Bangor - Hogan Rd Sidewaik Pt 2
(WiN) 2431100
Daniel M. Loring
(207) 624-3451 Daniel. M.Lorin qjg Linaine.gov
Muffimodai Improvements
Description: Design and construct pedestrian crossings and approx. 2,200 Vf of 6'
sdewaik and curbing between Syivan Rd and Mt. Hope,
Estimated Project Length: 2,200 Feet
Estimated Total Project Cost: $ 376,814,00
Federal funding amount approved in the Work Plan: $ 48,0K00
Local Match amount required for Federal funding Amount: $ 12,00&00
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11 H I ( 2 0 ; ) (, I f,. #0D0 1 1 11 ( k, I , c T I 1 2 0 7 t00
Estimated Future Federal Funding
Needed for Project if applicable: $ 253,451.00
Estimated Future Local Share Needed for Project if applicable: $63,363,00
We share your desire to move your project into design and/or construction as soon as
possible. Please keep in mind that as outlined in the original application, MaineDOT's and
FHWA's expectations are that this project will be ready to construct in approximately 3 -years.
We are proud of our partnership with your community to improve the safety and services
offered through this transportation project. We appreciate your efforts and the hard work you
have invested to move this project forward.
Please sign below to confirm your municipality still wants to design and/or construct this
project and to re -certify that your local match has been officially obligated to the project.
MaineDOT would also like you to confirm whether you would like to administer the project
locally or whether you wish the Department to consider taking the lead. Keeping a copy for
your records, return the original within 30 days to my address below:
1) This original signed letter
2) Appropriate documentation authorizing the local match
3) Your project administration preference
Please call me at (2 7) 624-3311 with any questions or to review any issues related to the
project that you would like to discuss. Thank you very much for your continued efforts to
improve the transportation system within your community. I look forward to talking with you
soon.
Sincerely,
Patrick D. Adams
MaineDOT Active Transportation Planner
Maine Department of Transportation
16 State House Station
Augusta, Maine 04333
(207) 624-3311
pathck.adares main e-gov
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Project Name:
Project Identification Number:
Project Manager:
Project Manager
Contact Information:
Bangor -- Hogan Rd Sidewak Pt 2
(WqN) 2431100
Danell M. Loring
(207) 624-3451 Daniel.,.LorinM--qaurin . oy
Description: Desi o°: and constrUCt pedestruan crossings and approx, 2,200 If of 6'
sidewak and Wrb4ig between Sylvan Rd and Mt. Hope.
Municipality:
Authorized Signature:
Title:
Date:
Prefer: El Locally Administered Project
13 MaineDOT Considers Administering the Project
Description of Local Match commitment including the source, approval date, etc.
(Please also attach supportive documentation):
D p V � k I %I t N f R K X 6 1 11 11 k I E1 11 1, k
0 7 ) h, { § 0 0 0 0 1
Acant Info:
1:7.0,
MaineDOT Bicycle and Pedestrian ProgramA-
MaineDOT will prioritize available funding to construct bicycle and pedestrian projed that
include, but are not limited to:
• Sidewalk improvements: new sidewalks, sidewalk widening, sidewalk gap closures, sidewalk
'repairs, lighting, curbs, gutters, and curb ramps.
• Traffic calming and speed reduction improvements: roundabouts, bulb -outs, speed humps,
raised crossings, raised intersections, median refuges, narrowed traffic lanes, lane reductions, full -
or half -street closures, automated speed enforcement, and variable speed limits.
• Pedestrian and bicycle crossing improvements: crossings, median refuges, raised crossings,
raised intersections, traffic control devices (including new or upgraded traffic signals, pavement
markings, traffic stripes, in -roadway crossing lights, flashing beacons, bicycle -sensitive signal
actuation devices, pedestrian countdown signals, vehicle -speed feedback signs, and pedestrian -
activated signal upgrades), and sight distance improvements.
• On -street bicycle facilities: new or upgraded bicycle lanes, widened outside lanes or roadway
shoulders, geometric improvements, turning lanes, channelization and roadway realignment, traffic
signs, and pavement markings.
• Off-street bicycle and pedestrian facilities: exclusive (non -motorized) multi -use bicycle and
pedestrian trails and pathways that are separated from a roadway.
• Secure bicycle parking facilities: bicycle parking racks, bicycle lockers, designated areas with
safety lighting, and covered bicycle shelters.
• Traffic diversion improvements: separation of pedestrians and bicycles from vehicular traffic
adjacent to school facilities, and traffic diversion away from school zones or designated routes to a
school.
Eligibility Criteria
Reviewed: Page 1 of 5
Applicant is an eligible entity to receive Transportation Alternatives (TA) funding and has
the authority to enter into an agreement with the state. (Eligible entities include local
FS7N
governments, regional transportation authorities, transit agencies, natural resource or
public land agencies, schools and school districts, tribal governments, local or regional
governmental agencies with responsibility for oversight of transportation or recreational
trails, and nonprofit entities responsible for the administration of local transportation safety
programs.)
Project application is complete and provides all of the required information.
• Application adequately describes and justifies the need for the project
Y NO
• Cost estimate is accurate, realistic, and has sufficient detail
• Application addresses Right of Way (ROW), Utilities, Environmental Permitting,
Railroad, and/or Drainage Concerns
Ytg� NO
The federal share for this proposed project is less than $400,000.
Y" NO
Proposed project will be ready to be constructed within the next 3 years.
YNO
The applicant certifies that it has secured the required matching funds for the project.
S NO
The applicant has committed to maintaining the proposed project's improvements
(including winter maintenance) for the next 20 years.
Reviewed: Page 1 of 5
The project application funds an activity from a MaineDOT Priority area. Though federal
guidelines permit TA funding to be utilized for other activities, MaineDOT prioritizes the
�S NO use of this funding to the following 3 areas:
1. Safe Routes to School for non -drivers
2. Pedestrian & Bicycle Facilities
3. Utilization of Transportation Corridors for BikePed Trails
All the above questions must be marked YES for the application to receive
consideration and be scored by the review team.
The following questions provide the reviewers with background information on the applicant community
and its history with MaineDOT projects, as well as on the proposed project. This information may be
used by the review committee as part of its final recommendations of what projects should be funded in a
given year.
"YE;S NO
Does the applicant community have a full-time qualified individual who has been certified
I
to be a Local Project Administrator?
Is the applicant currently working on any other projects or initiatives that would
YES N
compromise its ability to move this project forward at this time? (limited time, staffing,
resources, funding, etc.)
NO
With the funds requested in this application, will the entire project be fully funded? (as
opposed to partial funding of the anticipated need or funding only a phase)
NO
Project has sufficient length and scope to be a cost-effective and viable participant in
MaineDOT's Bicycle and Pedestrian Program?
.Y'� NO
Is the applicant willing to contribute more than the required 20% match to help ensure that
the project is funded?
NU
Is the applicant community located within the capital area of one of Maine's four
Metropolitan Planning Organizations?
Applicant's "suballocation" classification.
M(M
— MPO Area L — Urban Population > 5,000 S — Rural Population of < 5,000)
Years
When was the last time the applicant received funding under the Safe Routes to School,
Ago
Transportation Enhancements, Quality Community, or Transportation Alternatives
"0"
L
Programs? A indicates that funding has never been received.
Reviewed: September 7, 2016 Page 2 of 5
Scoring Criteria
Total Points
Available
Community Impact
15
0ptsCommunity Support / Social Feasibility: The application.
demonstrates the positive merits of the project by defining
the projected usage and includes specific benefits to the
local and/or surrounding communities
;;Z ' 'roject provides better access to employment locations
and/or education opportunities such as those referenced by
the U.S. Department of Transportation at:
hAos:l/www. transportation. gov/opportunitV
Project has a regional impact (will serve users from beyond a
single municipality) and/or connects 2 or more communities
Project is located in a county where at least 25% of adults
age 20+ report no leisure time physical activity (Aroostook,
Washington, Somerset, Piscataquis and Waldo Counties):
http //www countyhealthrankings org/app/maine/2015/measure/factors/7
0/map
Total Points
Available
Increased mobility and accessibility
20
"a:bProject specifically improves the mobility and accessibility of
an area for individuals with disabilities by addressing ADA
compliance issues
+ 5 pts Project specifically improves the mobility and accessibility of
an area for older adults
+ 5 pts — Project specifically improves the mobility and accessibility of
an area for children under the age of 10 years
+ 5 ptsroject specifically improves the mobility and accessibility of
>an
area for diverse and vulnerable populations
Please Note: Applications will be reviewed to determine if they fully meet
individual scoring criteria. Partial credit will not be awarded. Page 3 Of 5
Total Points
Available Project resolves or fills an existing gap in the current local system
10
Total
(� + 3 pts Provides a safe connection between BikePed generators
such as schools, libraries, recreation facilities, parks, etc.
+ , pts — Completes the connection between 2 or more existing
--BikePed facilities
+ 2 pts Proposed project is part of a comprehensive plan for the
community that includes bicycle and pedestrian connections
r+ 2 pt; _
Provides a connection to transit services
Total Points
Available Proposed project addresses or resolves identified and documented
15 safety concerns
* 5 pts, — Project increases the separation or creates a barrier between
vehicular traffic and BikePed users
* 5 is — Project addresses crossing safety issues
5 pts — Project incorporates proven bicycle/pedestrian safety
countermeasures, such as those suggested in:
FHWA's BIKESAFE Too/
(httID-//www,r)edbikesafe.orci/BIKESAFE/selectiontool.cfm)
or FHWA's PEDSAFE Tool
(LI!p.-.//ww
.,_y.pedbikesafe.ora/PEDSAFE/selectiontool.cfm)
Total Points
Available BCM's assessment of the project's local positive impact, value, and viability (select
5 one)
5 pts — Project provides exceptional local positive impact, value and
viability
4 pts — Project provides substantial local positive impact, value and
viability
3 pts — Project provides some local positive impact, value and
viability
2 pts — Project provides limited local positive impact, value and
viability
1 pts — Project provides very nominal local positive impact, value and
viability
0 pts — Project does not provide any local positive impact, value and
viability
Please Note: Applications will be reviewed to determine if they fully meet
individual scoring criteria. Partial credit will not be awarded. Page 4 of 5
Total Points
Available Project meets the guidelines to qualify as a Safe Routes to School
20 Project: (select one)
T
"For infrastructure projects, public funds must be spent on projects within the public fight of
way. This may include projects on private land that have public access easements. Public
property includes lands that are owned by a public entity, including those lands owned by
public school districts. Construction and capital improvement projects also must be located
within approximately two miles of a primary or middle school (grades K — 8), Schools with
grades that extend higher than grade 8, but which include grades that fall within the eligible
range, are eligible to receive infrastructure improvements."
+ 20 pts — Project meets the criteria
0 pts — Project does not meet the criteria
Total Points
Available Technical Feasibility: Degree to which the project has obstacles that will need to
15 be overcome
+ 15 pts — The project as described has only limited technical and/or
social obstacles that will need to be overcome
Total Points
that could be - 2 pts — The project as described has technical and/or social
Lost obstacles that can be overcome but will require additional
-10 resources
0 - 10 pts — The project as described has technical and/or social obstacles that may be difficult or impossible to overcome
Total Points
that could be
Lost Applicant has other BikePed Projects in the queue that are yet to be delivered
-10
0 pts —;.Applicant doesn't have any other projects at this time that
are not successfully moving forward
5 pts — Community currently has a BikePed Project that has not
been advancing.
10 pts — Community has a history of projects that have not been
completed
Total Points
Awarded
(Max Score = 100)
Please Note: Applications will be reviewed to determine if they fully meet
individual scoring criteria. Partial credit will not be awarded. Page 5 of 5
DESCRIPTION
TIMEFRAME
Project Award
MaineDOT or a Metropolitan Planning
Award is made 6 to 9 months after
Organization (MPO) awards project funding.
an application is received.
Agreement
Municipality and MaineDOT sign agreement.
Agreement is signed after project
|
|
is put in MaineDDTVVork Plan.
�
| schedule and requirements�
|
� agreement is signed
|
Consultant
Municipality hires consultant to design project
It takes 2 to 3 months to solicit
Selection
if a consultant will be used.
proposals, score them and
| Preliminary
p Engineering design and survey work
| pEmay take 12to24months,
|Engineering
° Public involvement
depending onthe nature ofo
�
| 0 Coordination with utilities
| project.
| Review
impacts tonatural and cultural resources, as
| months from Design Plan Impacts
/
mandated bythe National Environmental
/ Complete, depending on
|
Policy (NEPA)
� '
comp|exityof�heproject.
� complexity project.
Right of Way
Consists of mapping property impacts,
Typically, 8 to 10 months from
|
negotiating, and acquiring rights.
Negotiations cannot begin until
!
|
� NEPA iscompleted.
Final PS&E
Municipality submits final plans, specifications
Projects reach this stage in as few
�
review/comment/acceptance.
mu"uu...m".c°". review may
take �-4�eeks .
Advertise After receiving Ma|neDOTsauthorization, a
| |
municipality solicits for construction bids.
Contract Award Municipality awards a contract to the lowest
responsive and responsible bidder.
Construction This stage consists of construction, inspection
of the work, and materials testing.
Aminimum 3-meekbidding period
is required.
Municipality has 30 days after bid
opening to award a contract.
The duration will vary, depending
|
Completion 1 MaineDOT, Municipality and contractor hold a Inspection should take place
�
final inspection near completion ofwork. They before contractor completes work.
|
develop a"punch list" ofitems that the MaineDOT requires notice of at
� |
contractor must address. least 2weeks.
� �
Closeout
Municipality and MaineDOT reconcile costs, Records must be kept for a
i including MaineDOT's charges if applicable. minimum of 3 years after payment
Municipality submits final invoice. of final invoice.
Eli�ilillil�illill
zM 1 1 !,
Project Kickoff
(Project Engineering and Right of
Way Autholizatioro)
I Consultant Selection I
Preliminary Alignment Design
Preliminary Design Report
Public Process
Plan Impacts
I Plans Specifications & Estimates I
I Construction Funding Authorization I
Right of Way Process
Environmental Process
Utility Process
Right of Way Certification
Environmental Certification
Utility Certification
Award AthyerlYse date is Me rnAff.1berr chaMes b
preftwimy engweenng
Cs
Pre-consttruction Meeting Construction Inspection,
Quality Assurance and
Pre -paving Meetin:9� Documentation
A
I Project Completion I
Municipality:
WSTO m
Project Location:
MaineDOT WIN: Local Administrator:
Total Funding:
M4214:",
0
Federal Share: Local Match:
Local Project Administration approved (Communication 1)
Project Agreement executed (Communication 2) as of:
Notice to Proceed received from MaineDOT as of:
J Kickoff meeting held with MaineDOT (Communication 3) on:
LJ Billing system created:
• Invoices are submitted to MaineDOT project manager on letterhead using Communication 4
• Backup and completed Project Cost Worksheet accompany each invoice
CONSULTANT SELECTION
LI Develop Scope of Work and Independent Estimate
0 Submit scope of work and independent estimate to MaineDOT project manager for approval
0 Approva/Datc,1-
LJ Services estimated to cost $25,000 or less:
* Obtain MaineDOT project manager's approval for simplified acquisition (Communication 5)
* Submit request for proposals (RFP) to MaineDOT for approval
a Approval Dale.
* Request/receive proposal from consultant
* Negotiate scope, schedule & cost with consultant, based on independent estimate
* Verify and that selected consultant is not debarred (w_
* Obtain MaineDOT's approval of consultant proposal and unsigned contract (Communication 7)
0 Aptaro ral Date:
* Execute contract, obtain completed DBE Utilization Form, and send consultant notice to proceed
Ll Services estimated to cost between $25,000 to $250,000
• Submit draft RFP to MaineDOT project manager for approval (Communication 6)
0 Approval Date:
• Send RFP to 3-5 pre -qualified firms, seeking technical and sealed price proposals:
!Lqp,//rnainexay/r tk) )-Ldd E�. i!,WZ
) q
• Review and score technical proposals
• Open the sealed price proposal from the best -qualified (No. I) consultant and begin negotiating
0 11" negotiations with No. I are successful, draft a contract for MaineDOT review
a If negotiations with No. I are unsuccessful, request a "Best and Final Offer."
0 If terms cannot be reached, begin negotiations with No. 2 consultant
• Verify and document that selected consultant is not debarred
• Send unsigned contract and price proposal to MaineDOT for approval (Communication 7)
0 Appremal Date:
Local Project Administration Manual, 2018 Update: Chapter 1 1-12
PROJECT CHECKLIST - 2 of 10
El Execute contract, obtain completed DBE Utilization Form, and send consultant notice to proceed
0 Sent regret letters and unopened price proposals to unsuccessful proposers
LJ Services estimated at greater than $250,000
• Submit draft RFP to MaineDOT project manager for approval (Communication 6)
a Approval Date:
• Advertise the RFP, requesting technical proposal and sealed cost proposal
• Review and score technical proposals
• Invite the topthreefirms for interviews
• Send written notification to firms not chosen for interviews and return sealed price proposals
• Select the best -qualified (No. 1) consultant and open its sealed price proposal
• Negotiate the scope, schedule and cost with the No. I consultant
• If negotiations with No. I are successful, drafta contract for MaineDOT review
• If negotiations with No. I are unsuccessful, request a "Best and Final Offer."
• If terms still cannot be reached, end negotiations and move on to No. 2 consultant
• Verify and document that selected consultant is not debarred Y�Ly)
• Send unsigned contract and price proposal to MaineDOT for approval (Communication 7)
0 Approiul Dale:
• Execute contract, obtain completed DBE Utilization Form, and send consultant notice to proceed
• Sent regret letters and unopened price proposals to unsuccessful proposers
Ll Consultant Administration
• Oversee consultant's work and billings to ensure contract compliance
• Obtain MaineDo,r project manager's approval of contract modifications before they are signed
• Evaluate consultant upon completion of contract, with copy to MaineDOT
PROJECT DESIGN
LJ Preliminary Design Report (PDR) Completed — 50-60% plans
• Quality -control design checks completed by municipality or contracted consultant
• PDR submitted to MaineDOT project manager (Communication 8)
• MaineDOT comments addressed, if any
• PDR accepted and filed by MaineDOT project manager
W Accepleince Date:
J Design Plan Impacts Completed (75-80% plans, typically)
• Quality -control design checks completed by municipality or contracted consultant
• Plan impacts submitted to MaineDOT project manager (Communication 9)
• MaineDOT comments addressed, if any
• Plan impacts accepted as complete by MaineDOT project manager
0 Ac(.:epfa.nce Du.lcl-
LJ Public Process (Communication 10)
• Date of public meeting:
• Public notified of meeting by means of
• Abutters and potentially affected businesses notified by registered mail
• Meeting minutes provided to MaineDOT project manager
Local Project Administration Manual, 2018 Update: Chapter 1 1-13
PROJECT CHECKLIST - 3 of 10
ENVIRONMENTAL REVIEW
LJ National Environmental Policy Act (NEPA) –
0 Upon approval of Preliminary Design Report, provide MaineDOT project manager with:
• Completed NEPA Documentation Checklist (Communication 11)
• Public process certification (Communication 10)
J Environmental Permits
0 Contact state and federal agencies for permitting requirements, beyond federal NEPA process:
• U.S. Army Corp of Engineers: (207) 623-8367 or hallo -//wwNA,.nae.L s e.ann mk/
....... ....
• Maine Department of Environmental Protection:
o (207) 287-7688 or fit I tic � ov/d. 1/11glilits/index.hoid
--11— _.0 _ ......... . .....
• Maine Department of Inland Fisheries and Wildlife:
o (207) 287-8000 or litt ://www k mat tie
• Maine Department of Marine Resources, Division Sea -Run Fisheries and Habitat
o (207) 624-6550 or
Ll Complete state and federal permit applications that apply to the project
Ll Send environmental certification (Communication 12) to MaineDOT with PS&E package
UTILITY COORDINATION
Note: The utility letters ref below are available} online: vv , rn.ain
.... . .. . ........
J At project kickoff:
• Identify utility and railroad contacts: www. -In nc,.-&Y(
• Email Utility Letter #1 and a location map to utility/railroad contacts.
• Arrange and conduct a site visit to verify utility/railroad information.
J Upon completion of survey:
• Email Utility Letter #2 and topographical survey plans to utility/railroad contacts.
• Arrange for additional survey identified from Utility Letter 2 responses, if necessary.
• Work with utilities to arrange for test pits, if necessary, to locate underground facilities,
J At preliminary design report (PDR) milestone:
0 Email. Utility Letter #3, preliminary plans and schedule to utility/railroad contacts for review.
LJ When design reaches 75-80% plans complete:
• Email Utility Letter #4, 75-80% plans and schedule to utility/railroad contacts for review.
• Hold utility pre -coordination meeting on site to review impacts, relocations and schedules.
Ll At Plan Impacts Complete (PIC) Milestone:
• Work with right-of-way mapper to accommodate utility impacts resulting from the design.
• Prepare pole list in coordination with utilities.
• Email Utility Letter #5 and utility special provision (#104) to utilities/railroad for review.
L1 At Final Plans, Specifications and Estimate (PS&E) Milestone:
• Email final design plans and latest project schedule to utility/railroad contacts
• Finalize special provision 104 (utilities) for inclusion in the bid documents for the project
• Submit utility certification (LPA Communication 13) to MaineDOT project manager.
Local Project Administration Manual, 2018 Update: Chapter 1 1-14
PROJECT CHECKLIST - 4 of 10
RIGHT OF WAY
F-1 Limits of existing public right of way verified
0 County layout records;
0 Municipal highway book;
0 Plans from previously completed MaineDOT projects.
F-1 Survey work completed
0 Preliminary project limits identified.
0 Potentially impacted property owners identified.
0 Property ownership reports sent to property owners.
0 Significant property improvements mapped based on field inspections, property records, and
property owner information.
F-1 Preliminary right-of-way mapping performed
0 Design must be at Plan hnpacts Complete to start preliminary fight -of -way mapping.
0 Plans show all proposed impacts to abutting properties, outside the existing right of way.
0 Preliminary right-of-way mapping identifies the type and physical extent of rights needed to
construct and maintain the proposed design on abutting properties.
0 Parcel setups are created on the maps identifying property owner, parcel size, and type and area
of proposed rights to be acquired.
0 Preliminary right-of-way impacts determine the level of title work to be requested.
0 Preliminary right -of' -way impacts are the basis for environment impact assessments.
L) Title service conducted
0 Title searches are conducted on all properties anticipated to be impacted by the proposed rights
needed to be acquired.
0 The extent of the individual title searches is based on the proposed rights to be acquired.
Ll Final right-of-way mapping performed IMaineDOTRight-q1' Way Manual, §8-202]
0 Abutting property boundaries and ownership identifications are based on information obtained
from title searches.
0 Existing and proposed right-of-way limits shown on the maps.
0 Property pins are located on the maps.
0 New rights to be acquired are shown, with areas calculated (MaineDOT Standards).
0 Plan title block included, with MaineDOT file number if applicable.
0 Right-of-way maps reviewed by MaineDOT Property Office (if state highway).
0 Maps approved by MaineDOT Property Office (if state highway).
Ll Notice of Intent to Acquire sent to the owner of each impacted parcel
0 The notice is sent to abutters from whom rights will need to be acquired. The notice also informs
owners of their rights.
Local Project Administration Manual, 2018 Update: Chapter 1 1-15
PROJECT CHECKLIST - 5 of 10
LJ Determination of Just Compensation made 1MaineD07'Right-qf'Wa.y Manual, §8-2.031
0 Professional appraisal services are retained commensurate with proposed project impacts.
0 Property owners are notified of their right to accompany the appraiser during the inspection.
0 Appraisals are reviewed for proper methodology, accuracy, and conformity to MaineDOT
appraisal standards.
0 Value estimates are recommended as the amount believed to be Just Compensation.
n Written statement of Just Compensation is prepared and signed by the highest ranking
administrative official of the municipality.
Just Compensation must be determineil and the,jMeral NE11A process must be completed
befiwe negoliations can begin
Ll Negotiations initiated with owners — after NEPA process completed
• Offers presented; impacts discussed with all owners.
• Each owner given reasonable period to consider offer (generally 28 days).
• Negotiations Completed / Negotiations at Impasse.
J Property donations made, if applicable 1MaineD07'Right-Qf- Way Manual §8-2.071
• Owner informed of right to have appraisal done and to receive just compensation.
• Owner signs form acknowledging rights and releasing municipality from obligation.
• MaineDOT's policy is not to solicit donations.
LJ Title and rights perfected
0 Title Acquired by Negotiations
0 Title Acquired by Eminent Domain IMaineDOTRight-(rf-Way Manual, §8-2.081
L1 Right of way certified (Communication 14) IMaineDOTRight-of Way Manual, §2-2.02(b)]
• All right of way acquired.
• Rights to occupy all right of way acquired.
L1 Parcel and project riles retained
• Parcel Files Complete [MaineD0TRight-o
J-* Way Manual §84. 01 J
• Project Summary Records [MaineDOT Right -of' -Way Manual §8-4.021
Ll Title and rights acquired by State of Maine (state or state -aid highway)
Ll Title and rights acquired by Local Agency (local road or off -system trail)
THIS SPACE INTENTIONALLY BLANK
Local Project Administration Manual, 2018 Update: Chapter 1 1-16
PROJECT CHECKLIST — 6 of 10
FINAL PLANS, SPECIFICATIONS AND ESTIMATE
J Final design plans have the following details:
0 Title sheet
• Plan views
• Profiles (ifapplicable)
• Cross-sections and typical sections
• Earthwork summary (if applicable)
El All supplemental sheets (drainage, geometric, grading, striping, etc.)
• All work is covered by a pay item or a general note
• Documentation of approved design exceptions
• Documentation of" quality -control design checks performed by municipality/consultant
• PE stamp of engineer of record, as warranted and required by law
LJ Engineer's Estimate Completed, as follows:
• Estimate uses MaineDOT item numbers
• Each item in engineer's estimate is shown on the plans
• Estimate of quantities matches Schedule of Items in contract book
LJ Bid book contains the following:
0 Notice to Contractors
0 Contract Agreement, Offer and Award form
0 Contract bonds
0 Davis -Bacon wage rates (ft-,det-aliv.fuiidcdprpject,$)
0 Electronic payroll special provision (federally funded projects)
0 Buy America requirements (federally funded projects)
0 403 special provision (Hot Mix Asphalt) prepared byMaineDOT ff applicable)
0 652 special provision — Traffic control
0 Form FHWA-1273 (fedct-all.v.ftindetlprojectv)
0 Signed Title V1 Assurances (federally funded projects)
LJ PS&E. package approved by Mainel)01' proJect rnallager
• Public process certification attached (Communication 10)
• Environmental certification attached (Communication 12)
• Utilities certification attached (Communication 13)
• Right -of -Way certification attached (Communication .14)
0 Traffic Analysis and Movement Evaluation (TAME) certification attached
a Maine])07'will prepare TAME certification
J Construction authorization requested from MaineDOT (Communication 15)
LJ Construction authorization obtained in writing from MaineDOTpro,ieet manager
J Minimum materials testing requirements obtained from MaineDOT project manager:
0 PM, sends plans, specifications and estimated quantities to technician Jean Tukey: 624-3543
If you advertise your prqiect be 'ore receiving authorization, you will jeopardize ALL the money
from MaineDOT for the project.
Local Project Administration Manual, 2018 Update: Chapter 1 1-17
PROJECT CHECKLIST - 7 of 10
ADVERTISE AND AWARD
• Receive authorization to advertise froin Mainel)(Yr proJect manager
• Advertise the Notice to Contractors (3 -week minimum advertise period)
• Advertising in regional or statewide newspaper is traditional practice
• Notice can be posted to municipal website and MaineDOT contractors website
• Notice must have date and location of the opening of sealed bids
• Basis of Award must be clearly defined, so low bidder is apparent after bids are opened
• Determine contractor qualifications:
• For contracts of $300,000 or more, low bidder must be pre -qualified by MaineDOT
• For contracts of less than $300,000, low bidder must demonstrate "successful completion of
projects with a similar size and scope"
• Bidders must submit questions in writing using Request for Information (RFI) form:
a Same answer must be submitted to all bidders in writing, with the question repeated
• Issue addendum, if documents are modified or if answering a Request for Information
0 If there is not enough time for bidders to make changes, then delay the opening
0 Open and publicly read aloud all bids at the designated time
• Prepare bid tabulation sheet
• Check submitted bids for tabulation errors
• Complete bid and bidders' tabulation sheet
• Determine the lowest responsive bid
• Review all bids for bid defects
• Go by the curable/non-curable language in MaineDOT Standard Specification 102.11
• If a defect is not specifically listed as non -curable in the bid documents, it is curable
• Verify that contractors are licensed as legally required by the State of Maine
• Determine the apparent successful bidder
• Return bid securities to everyone except for the two lowest bidders
• Notify the second bidder that securities will be held until contract execution
• Send award recommendation to MaineDOT project manager (Communication 16
• Tabulation of bids
• Engineer's estimate
• Completed Contractor DBE Utilization Form (federally.ffinded projects)
• Receive Mainel)OTapproval in writing of recommended award
• Award contract, in accordance with section 103 of MaineDOT's Standard Specifications:
■ Send Notice of Intent to Award to apparent successful bidder
• If contract exceeds $125,000, bidder has 14 days to deliver payment and performance bonds
• Bidder also must provide certificate of insurance, which applies to all projects
• Sign contract
• Return bid securities to the first and second bidders
• Notify all unsuccessful bidders
0 Send copy of signed contract to MaineDOT project manager
Local Project Administration Manual, 2018 Update: Chapter 1 1-18
PROJECT CHECKLIST - 8 of 10
CONSTRUCTION ADMINISTRATION
Electronic Payroll (Federally fiinded projects only)
0 Send information to MaineDOT to set up project in the Elation payroll system
• MaineDOT contact is Angela Latno: (207) 624-3519 or Angela.Latno@maine.gov
• Work Identification Number (WIN);
• Name and email address for person who will review/approving payrolls;
• Prime Contractor;
• Award amount;
• Subcontractors, with item numbers and subcontract amounts;
• Dates for project advertise, bid opening, and contract award;
• Construction start date and completion date stipulated in the contract;
• County in which the work will take place; and
• Wage rate General Decision number and dates of any modifications.
Pre -Construction / Pre -Utility / Pre -Pave Meeting
• Send notice of meeting and agenda (Communication 1.7) to the following:
• Contractor
• Utilities
• Public safety agencies, if warranted
• Project resident
• MaineDOT project manager and construction manager, who will invite others as appropriate
• Meeting Date:-
• Receive Quality Control (QC) Plan and Mix Designs from Contractor
• Contractor must submit them at least 30 days before the work is scheduled to begin
• Review and approve/reject the contractor's QC Plan and mix designs
• Submit to MaineDOT construction manager for review and approval
• Provide meeting minutes to project file, and:
0 Contractor, subcontractors, attendees and groups invited but not represented
• Contractor Traffic Control Plan:
• Reviewed by project resident
• Submitted to MaineDOT Traffic section (Dana Hanks)
E Date:
• Soil Erosion Water Pollution Control Plan approved by project resident
• Spill Prevention Plan approved by project resident
• Contractor Schedule of Work received
Construction Testing & Documentation
• Minimum Materials Testing Requirements determined
• Testing File created for:
• Concrete
• Pavement
• Aggregate
• Other required documents for minimum testing
Local Project Administration Manual, 2018 Update: Chapter 1 1-19
PROJECT CHECKLIST - 9 of 10
0 Project Diary created, with the following:
0 Entries dated and initialed — noting weather, crew & equipment, hours worked, and activities
0 Field measurements taken
• Drainage work measurements performed and computations by stationing, from outlet to inlet
• Details of grade checks done (subgrade and/or fine -grading), with results from each day
• Record significant events (accidents, discussions with owners, debates with contractor)
0 Final Quantity Book created
• Book set up by item numbers
• Pages set up for original measurements (or computations from plan dimensions)
Pages set up with a total -to -date column
Entries and computations initialed and dated
After item is completed, compute final quantity
• Pit Authorizations completed
• Waste area agreements completed
• Contractor's Bulletin Board erected: ww In.W"m ivil t Z12L)ster�
S
• Federal Projects: "Commercially Useful Function Form" sent to MaineDOT, if applicable
• Project signage monitored (condition must be noted weekly in a project diary)
• Quality Assurance (QA):
• Municipality may hire consultant or use MaineDOT testing labs.
o If Municipality will use MaineDOT labs, local contact information should be shared with
MaineDOT independent assurance supervisor in the Bangor office: 941-4545
• MaineDOT contacted to see if Hot Mix Asphalt / Portland Cement Concrete plant has been
inspected recently or needs to be inspected: K ey ill. C Un In il I
..........
• MaineDOT notified of pavement and concrete placement schedules to ensure that plant QC
operations are monitored and scales checked at least twice in five days of production
N Sampling and testing must be done and documented by certified technicians.
• Federal projects: Weekly certified payrolls received electronically from all contractors
a Certified payroll checked in "Elation" system for compliance with minimum wage rates
• Federal projects: Employees interviewed to verify Davis -Bacon wage rate compliance
• Voluntary interviews with 2 covered workers from each contractor every 90 days
• Worker must be on site 5 days or more during each 90 -day period to be covered
• Subcontractor Approvals: www.nwine.,q�2yLLp
• Municipality must approve subcontracts before any subcontractor can start work
• Send copy of approved package to the MaineDOT project manager
o Project manager will arrange for the subcontractor to be added to the Elation system,
• Federal Projects: "Buy America" (Special Provision 105)
0 "Buy America" certifications must be received before steel and iron products can be installed
• Monthly progress payments:
• Prepare estimate and review with contractor; or receive and check estimate from contractor
• Once approved, process estimate and send payment to contractor
• Once payment is made, send reimbursement request to MaineDOT, with backup
documentation that quantities were verified
Local Project Administration Manual, 2018 Update: Chapter 1 1-20
PROJECT CHECKLIST - 10 of 10
Contract Modifications
• Modifications to the construction contract are handled as follows:
• Prepare an independent cost estimate of, 'the cost of the additional work
• Note the time associated with the change. (Ifno change, note 0 additional days.)
• Prepare a formal contract modification
• Send draft modification to MaineDOT construction manager for review (Communication 18)
• Obtaiin Mainel)OT's concurrence with contract modification
• Send the modification to the contractor for signature
• When contractor has signed, local project administrator signs and dates the modification
• Send copy of the executed modification to the contractor, with a copy to MaineDOT
• Place original modification in Project Records
Project Completion
• Final inspection by Municipality, MaineDOT and contractor (Communication 19)
• Inspection Date:
• Final "punch list" developed
• Final "punch list" of items completed on:—.
• Notice of completion sent to contractor with notification of any liquidated damages
a Copies sent to MaineDOT project manager and construction manager
• Quality Assurance (QA) Certification completed
N Testing file provided to municipality's project administrator for project files.
• Final quantity book completed by project resident
• Federal projects: DBE Form completed by the contractor, signed by each DBE
0 MaineDOT project manager will forward to MalneDOTs Civil Rights Office
• Final estimate paid and retainage released
• As -built plans completed and sent to MaineDOT project manager (if applicable)
• Final billing sent to Mainel)01'pro.ject manager (Communication 20
• MaineDOT project manager completes a project evaluation
• Local administrator reviews, signs and returns to project manager
• Project manager files the completed evaluation in Tedocs electronic filing system
Note: 13y regulation, records must be retained fir, 3 years fray completion f�i)rfederally funded projects.
Local Project Administration Manual, 2018 Update: Chapter 1 1-21
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