Difference between pages "Category:170 Maintenance Activity Planning Guidelines" and "237.9 Submission of Plans and Supporting Documents"

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[[image:237.9.jpg|right|400px|thumb|<center>'''Discuss the amount and type of excavation included in the project during the [[237.9 Submission of Plans and Supporting Documents#237.9.8 Pre-Bid Conferences|pre-bid conference]]'''</center>]]
==Introduction==
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{|style="padding: 0.3em; margin-right:11px; border:2px solid #a9a9a9; text-align:center; font-size: 95%; background:#f5f5f5" width="170px" align="left"
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==237.9.1 PS&E Submittal for Letting==
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|[[image:safety begins with me.jpg|165px|center]]
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In preparation for the advertisement and bid opening of a project, the district submits the Plans, Specifications, and Estimate (PS&E), in an electronic format, to the Bidding and Contract Services Section of Central Office Design to be reviewed for biddability of the documents and the development of an Engineer’s Estimate of the project. Electronically signed and sealed set of plans, job special provisions, estimate, electronic deliverables and other miscellaneous data necessary to process the project will be need to be saved to ProjectWise, eProjects, and WebTransport. The district retains all original data submitted in the ProjectWise document management system and eProjects SharePoint site. The submittal of paper plans is not allowed unless specifically approved by Design. The district will be responsible for uploading the project into WebTransport. Additional information concerning the submittal can be found in [[#237.9.3 PS&E Submittal Guidelines|EPG 237.9.3 PS&E Submittal Guidelines]].
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<div style="float: right; margin-top: 5px; margin-left: 5px; width:350px; background-color: #f5f5f5; padding: 0.3em; border: 1px solid #cccccc; text-align:left;">
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'''<u><center>Figures</center></u>'''
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* [[media:Fig 237.9 (4-03.7) Example of Pre-bid Mtg agenda.doc|Example of a Pre-bid Meeting Agenda]]
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'''<u><center>Forms</center></u>'''
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* [https://epg.modot.org/forms/general_files/DE/D-12-form.pdf District Final Design Checklist - Form D-12]
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* [[media:Fig 237.7 (4-03.6) Example Equip & Materials List Cover ltr.doc|Form D-15, Cover Letter]]
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* [[media:D-15 2013.doc|Form D-15, Equipment and Materials List]] 
 +
* [[media:237.9-MHTC_Agenda_Item_Checklist-January_2023.dotx|Conflict of Interest Form (MHTC Agenda Checklist)]]
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* [https://epg.modot.org/forms/general_files/DE/Project_Review_Checklist.pdf Project Review Checklist]
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</div>
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All plans shall be designed in English units.  No metric units or pay items will be allowed.
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'''237.9.1.1 Plans.'''  Detail plans submitted to Central Office Design must be a complete set of construction plans, except standard plans and bridge drawings, and placed in the Contract Plans folder of ProjectWise. The district will submit the roadway plans and the Bridge Division will submit the bridge plans to Central Office Design.
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'''237.9.1.2 Job Special Provisions.'''  An electronic copy of the job special provisions (JSP) is provided via eProjects SharePoint site. The final version, sealed by the engineer, will be saved to the Contract Plans folder of ProjectWise. 
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<div id="237.9.1.3 Estimate."></div>
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'''237.9.1.3 Estimate.'''  An electronic copy of the project estimate is provided via email as it contains confidential information. The file shall be in pdf format. The project estimate submitted to Central Office Design will contain the bridge estimate created by the Bridge Division. The Bridge Division will submit all bridge estimates by email for the district to include in the estimate sent to Central Office Design.
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'''237.9.1.4 Working Days Study.''' An electronic copy of the project working day study, in pdf format, is provided via the eProjects SharePoint site. Work Day Studies must provide the number of working days for each Job Number on a project so a DBE Goal can be established for each Job Number. Work Day Studies should not be developed using calendar days.
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'''237.9.1.5 Conflict of Interest.'''  The district shall ensure the conflict of interest status previously reported to program management is current. The district is to complete the [[media:237.9-MHTC_Agenda_Item_Checklist-January_2023.dotx|MHTC Agenda Checklist]], which can be found electronically in the Word forms under the MoDOT tab. This form is to be completed whether there has been a change in the status as previously submitted or not and placed in the eProjects SharePoint site. For more information regarding conflict of interest, see [[:Category:129 Public Involvement#129.12 Presentation for Location or Design Approval to the Commission|EPG 129.12 Presentation for Location or Design Approval to the Commission]] and [[236.13 Designing Right of Way Plans#236.13.12 Plan Submittal and Filing|EPG 236.13.12 Plan Submittal and Filing]].
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 +
'''237.9.1.6 Miscellaneous.'''  There is other information that may need to be submitted depending on the type of project. These items are placed in the eProjects SharePoint site.
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'''237.9.1.6.1 Equipment and Materials List.''' All projects containing permanent highway lighting or traffic signal items, or temporary lighting and signal items to be retained by the Commission, require an [https://epg.modot.org/files/6/69/D-15_2013.doc Equipment and Materials List (Form D-15)]. An electronic copy of the form and the [https://epg.modot.org/files/4/4b/Fig_237.7_%284-03.6%29_Example_Equip_%26_Materials_List_Cover_ltr.doc Form D-15 cover letter] will be transmitted via eProjects SharePoint site. The file needs be in pdf format.
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'''237.9.1.6.2 Clearance Letters, Permits and Other Information.''' The following is a list of information that is required to be placed in eProjects if they apply to the project.
 +
:* Right of Way Clearance Letter
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:* Utility Clearance Letter
 +
:* Environmental Clearance (RES)
 +
:* Nationwide Permit Number 14
 +
:* Asbestos Survey Reports
 +
:* Lead Based Paint Reports (Usually included in the Asbestos Survey Report)
 +
:* Transportation Management Plan
 +
:* Public Interest Findings
 +
:* Approved Design Exceptions
 +
:* Pavement Type Selection Letter
 +
 
 +
==237.9.2 District Quality Assurance Requirements==
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 +
===237.9.2.1 Estimates===
 +
Before submitting plans and project documents, the district should verify that key project data is accurately entered in MoDOT’s project estimating software. The district must ensure the latest Bridge estimate is included in the estimate.  Consult the “PROJECT INFORMATION” screen to verify the accuracy of the project data shown.  This includes, but is not limited to, the route number(s), log miles and/or stationing, job description, location description, longitude and latitude.  Identify specific routes when giving the route information.  If the project involves multiple routes, list each of their numbers or abbreviations.  Enter the longitude and latitude of the project midpoint.  Longitudes and latitudes are used to analyze the distribution of funds, projects and construction types and accurate completion of this information is vital.  Longitude and latitude coordinates may be obtained from [http://www.modot.mo.gov/newsandinfo/CountyMaps.htm MoDOT’s county maps], USGS maps, GPS devices, or other means.  Enter these numbers as degrees, minutes and seconds.  If seconds cannot be determined, these may be entered as “00”.
 +
 
 +
===237.9.2.2 Horizontal and Vertical Alignments===
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Before submitting plans and project information for Automated Machine Guidance (AMG) construction methods, verify that all horizontal and vertical alignments in the coordinate geometry database (a.k.a. GPK file) contain the final alignments used for developing the plans submitted and are accurate.  The coordinate geometry database should not include any preliminary alignments used in the development of the plans.
 +
 
 +
===237.9.2.3 Roadway Plan Review===
 +
The district should thoroughly check all plans, drawings, computations, tabulations and other data prior to them uploading the project into WebTransport. Only a cursory review of these items will be performed by Central Office Design after the PS&E is submitted for review. The district is completely responsible for the accuracy, [https://epg.modot.org/index.php?title=237.1_Plan_Details#237.1.1_Plan_Preparation precision] and completeness of plans. Central Office Design personnel are available to advise the district at any time during the process of developing the plans.  Please feel free to contact the Bidding and Contract Services Section to get advice on how to organize Alternate Pavements.
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Changes to plans that have been advertised must be kept to a minimum. Changes to projects designated as [[:Category:123 Federal-Aid Highway Program#123.1.1 FHWA Oversight - National Highway System|PoDI by FHWA for Final PS&E on the PoDI Matrix]] are to be approved by FHWA before they are advertised. No substitution, addition, or deletion should be made to any project within one week of the bid opening, unless failure to make the correction will substantially affect the bidding or cost of the project. All other necessary proposal changes or plan revisions should be forwarded to district Construction and Materials upon completion of the bid opening for incorporation into the contract by change order or notification to the contractor at the pre-construction conference.
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 +
==237.9.3 PS&E Submittal Guidelines==
 +
 +
All plans, specifications and estimates (PS&E), must be uploaded into WebTransport, saved to ProjectWise, and saved to eProjects no later than their due date found on the [https://epg.modot.org/forms/general_files/DE/BCS/Bid_Opening_Dates_and_Final_PS&E_Due_Dates.pdf PS&E Due Date Chart] on the Bidding and Contract Services SharePoint site. (Those outside of MoDOT may want to consult MoDOT's [https://www.modot.org/bid-opening-info Bid Opening Info website].) FHWA has selected projects to be reviewed and approved by FHWA before they can be advertised. These projects are called Projects of Division Interest (PoDI) projects. PoDI projects and projects designed for the US Forest Service must be received in Central Office Design no later than 14 weeks prior to the bid opening date. A [[:Category:123 Federal-Aid Highway Program#123.1.1 FHWA Oversight - National Highway System|list of the PoDI projects]] is available on the Bidding and Contract Services SharePoint site. This will provide the minimum amount of time required for processing and obtaining FHWA’s approval, and other required approvals, before advertising the projects for bidding. The deadline for submitting extremely complex projects, or those projects requiring a pre-bid conference, must be coordinated with Bidding and Contract Services Section. All right of way clearances, utility adjustments, permits, agreements, bridge designs, archaeological and environmental matters, etc., are to be completed prior to the submission of plans for the bid opening. If these items are not complete at the time of the PS&E submittal, the project will be identified as late on the Division Tracker Measure. The following describes the process for electronically submitting all PS&E documents to Central Office Design for processing.
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 +
===237.9.3.1 Schedule for Submittal===
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All PS&E information should be saved and available in ProjectWise, eProjects, and uploaded into WebTransport by the [https://epg.modot.org/forms/general_files/DE/BCS/Bid_Opening_Dates_and_Final_PS&E_Due_Dates.pdf PS&E Due Date Chart]. (Those outside of MoDOT may want to consult MoDOT's [https://www.modot.org/bid-opening-info Bid Opening Info website].) The project manager shall notify Design that the final plans are ready for processing by sending an email to the following address:
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 +
::[mailto:plan.submittal@modot.mo.gov plan.submittal@modot.mo.gov ].
 +
 
 +
Please specify the job number and letting date in the subject of the email. The following information must be attached to this email:
 +
 
 +
:* The D-12 form
 +
:* The District Estimate printed out in pdf format
 +
:* The .PLUS file from Bid Tab Professional for the project
 +
:* The .XML file from Bid Tab Professional for the project.
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 +
When projects require being re-let or are moved to a different month after PS&E submittal, a new email indicating the required information must be sent at the new letting submittal date (when the new desired letting PS&E are due) in order for the project review and letting process to be initiated.
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 +
===237.9.3.2 Required Information for Submittal===
 +
The PS&E submittal should contain the following information, if applicable, and any additional project specific information needed to process the project:
 +
 
 +
:* Sealed [[#237.9.1 PS&E Submittal for Letting|Plans]]
 +
:* [https://epgtest.modot.org/index.php/Job_Special_Provisions Job Special Provisions (JSPs)]
 +
:* Estimate
 +
:* [https://epg.modot.org/forms/general_files/DE/D-12-form.pdf D-12]
 +
:* [https://epg.modot.org/index.php?title=Category:128_Conceptual_Studies#128.4_Pavement_Rehabilitation_Projects_for_Freeways Pavement Type Selection Form]
 +
:* [[media:124_Work_Day_Study_a.dotx|Work Day Study]]
 +
:* [http://epg.modot.org/files/5/55/643.1_Utility_Status_Letter.doc Utility Clearance Letter]
 +
:* Right of Way Clearance Letter
 +
:* Environmental Clearance (RES)
 +
:* [[media:237.9-MHTC_Agenda_Item_Checklist-January_2023.dotx|MHTC Agenda Item Checklist]]* (Conflict of Interest Form)
 +
:* [[237.14 Electronic Design Data Delivery (BIM Deliverables)|Electronic Deliverables]]
 +
:::* [https://epg.modot.org/files/6/69/D-15_2013.doc D-15 Equipment and Materials list] and [https://epg.modot.mo.gov/files/4/4b/Fig_237.7_%284-03.6%29_Example_Equip_%26_Materials_List_Cover_ltr.doc cover letter]
 +
:::* [https://epg.modot.org/index.php?title=236.13_Designing_Right_of_Way_Plans#236.13.16_Requesting_Asbestos_Inspection Asbestos Survey Inspection Reports]
 +
:::* [https://epg.modot.org/index.php?title=616.14_Work_Zone_Safety_and_Mobility_Policy#616.14.10_Transportation_Management_Plan Transportation Management Plan]
 +
:::* [[237.14 Electronic Design Data Delivery (BIM Deliverables)|Electronic Design Data]]
 +
:::* [https://epg.modot.org/forms/general_files/DE/ENV/Bridge_Blasting_and_Painting_Packet.pdf Bridge Blasting and Painting Packet] (and consult [[:Category:1081 Coating of Structural Steel|EPG 1081 Coating of Structural Steel]]).
 +
 
 +
::'''*''' This form is available via Word templates.
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 +
===237.9.3.3 Guidelines Details===
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 +
====237.9.3.3.1 Roadway Plans====
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The district shall only save the signed and sealed plan sheets and the electronic deliverables files in the Contract Plans Folder of ProjectWise under the appropriate district and job number. This folder is intended to only contain the contract documents that are used to advertise a project for bids. The Job Number (Job#) subfolder is automatically generated in the Contract Plans folder when the pdf is created from the original location. For consultant plans and the Right of Way Folder, the district will need to contact the CADD Training Center’s ProjectWise Administrator who will create the folder for you. The district may also contact Central Office Design as the project’s reviewer can provide this service. 
 +
[[image:237.9.6.3.1 secure.jpg|center|340px]]
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 +
====237.9.3.3.2 File Name Convention for Roadway Plans====
 +
The roadway plan sheets must have a file name that follows MoDOT’s standard file naming convention found in [https://epg.modot.org/index.php?title=237.13_File_Naming_Convention EPG 237.13 Contract Plan File Name Convention]. The Central Office Reviewer will do a Quality Assurance check of the file names to ensure they follow the standards and will ask the district to change any file name that does not follow the standard.
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 +
====237.9.3.3.3 Electronic Deliverables File====
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 +
The district or consultant should save all additional information to be provided to the contractor in a zip file called [[237.14 Electronic Design Data Delivery (BIM Deliverables)|Electronic Deliverables]].  The zip file should be placed in the Contract Plans Folder of ProjectWise at the time the PS&E documents are submitted to Central Office Design. The file should include the following information if applicable to the project.
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 +
:1. Electronic Design Data for contractor estimating, surveying and construction (EDD).  Reference [[237.14 Electronic Design Data Delivery (BIM Deliverables)#237.14.2 Specifications for Electronic Design Data|EPG 237.14.2 Specifications for Electronic Design Data]].
 +
:::* This information is required when cross sections are provided on a project.
 +
:2. Work Zone Impact Analysis Spreadsheets
 +
:3. Plans for the existing bridge.  These are provided by the Bridge Division and are found in the Contract Plans folder in ProjectWise with the file name “JobNumber_Bridge_Electronic_Deliverables.zip”.
 +
:4. Any geotechnical reports to be provided to the contractor
 +
:5. D-15 Equipment and Materials List for permanent signal and lighting equipment
 +
:6. Any lead-based paint test results and any asbestos survey reports.
 +
 
 +
The file naming convention and structure of the file should be as shown in the example below:
 +
 
 +
:J4P3100_ J4P3182_Electronic_Deliverables.zip (This is the File Name)
 +
::J4P3100 (This is a Folder)
 +
:::J4P3100_EDD_Info.zip
 +
:::J4P3100_Bridge_Info_Sheets.zip
 +
:::J4P3100_Geotech_Report.pdf
 +
:::J4P3100_D15_Equipment_and_Materials.pdf
 +
 
 +
::J4P3182 (This is a Folder)
 +
:::J4P3182_EDD_Info.zip
 +
:::J4P3182_Bridge_Info_sheets.zip
 +
:::J4P3182_Geotech_Report.pdf
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:::J4P3182_D15_Equipment_and_Materials.pdf
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:::J4P3100_ J4P3182_Work_Zone_Impact_Analysis_Spreadsheets.zip
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 +
The district or consultant is responsible for all QA/QC of the files. It is the project manager’s responsibility to ensure all data is present and accurate.  Sometimes the Electronic Deliverables file can become too large to post to [http://www.modot.org/business/contractor_resources/bid_opening_info/OpenLetting.shtml MoDOT's Online Plans Room].  It is required that the file size be limited to 500,000 KB.
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The Bridge Division sometimes provides Bridge Information Sheets that supply the existing bridge plans in a zip file. This file will be placed in the Contract Plans folder by the Bridge Division and have a file name as shown below. The district will responsible for putting this information in their Electronic Deliverables file.
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 +
:Job#_Bridge_Information_Sheets_OptionalDescription.zip
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====237.9.3.3.4 PS&E Supporting Documents====
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=====237.9.3.3.4.1 File Location=====
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All supporting documentation for the PS&E submittal will be placed in the [http://eprojects/Docs/Forms/AllItems.aspx eProjects SharePoint site] with a “DE Letting Documents” content type. The Project Manager will be responsible for creating the Project in eProjects and insuring that all metadata is entered correctly.
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A screen print of the eProjects web site, in the project 5U0675, is shown below.
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[[image:237.9.3.3.4.1.jpg|center|750px]]
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=====237.9.3.3.4.2 File Naming Conventions=====
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The applicable supporting documents for the PS&E will be saved by the district using a file name as shown below. The districts are responsible for creating any pdf files needed. Any scanned documents that will appear in the contract must be scanned at a minimum of 300 dpi. In the examples below, Job# = Job Number (i.e., J6I1234). Italicized items are optional. All supporting documents must be saved with a content type equal to “DE Letting Documents”.
 +
 
 +
:Job#-Creator’s Userid.PLUS (Place in the Specs and Estimate folder only)
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:Job#.XML (Place in the Specs and Estimate folder only)
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:'''Job#_Conflict_of_Interest_CommissionerName.pdf or doc''' (eProjects)
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:Job#_D-12_Checklist.doc  (eProjects)
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:Job#_D-15_Cover_Letter.pdf (eProjects)
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:Job#_D-15_Equipment_Listing.pdf (can include cover letter) (eProjects)
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:Job#_Estimate.pdf  (Place in the Specs and Estimate folder only)
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:Job#_FFOS_Breakdown.xlsx  (eProjects)
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:Job#_JSP_Roadway_OptionalDescription.doc (eProjects)
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:Job#_JSP_Bridge_OptionalDescription.doc (eProjects)
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:Job#_JSP_Sewer_OptionalDescription.doc
 +
:Job#_TMP_Summary.docx or pdf (see [https://epg.modot.org/index.php?title=616.14_Work_Zone_Safety_and_Mobility_Policy#616.14.10_Transportation_Management_Plan EPG 616.14.10 Transportation Management Plan])
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:Job#_Work_Day_Study.pdf or xlsx
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:Job#_Public_Interests_Finding.pdf or doc (see [https://epg.modot.org/index.php?title=131.2_Proprietary_Items_and_Public_Interest_Findings EPG 131.2 Proprietary Items and Public Interest Findings])
 +
:Job#_Work_Zone_Analysis_Spreadsheet_OptionalDescription.xlsm
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 +
The following documents will be included in the “Doc - Letting Documents” view but will have different content types within eProjects:
 +
 
 +
:Content Type: Design Exceptions
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:Job#_Design_Exceptions.pdf (see [https://epg.modot.org/index.php?title=131.1_Design_Exception_Process#131.1.1_When_to_Complete_a_Design_Exception EPG 131.1.1 When to Complete a Design Exception])
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Other information related to the project should be saved in eProjects with a content type of “DE Letting Documents”. Although the below information may not be saved in eProjects by the project manager, it is still the responsibility of the project manager to verify the information is available in eProjects before the PS&E submittal to Central Office Design. The district should continue to be aware of all issues associated with the below documents.
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:* Environmental Section
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::Job#_PermitName_Permit#.pdf (i.e., J6I1234_NWP_14.PDF) (see [https://epg.modot.org/index.php?title=127.19_Section_404_Clean_Water_Act_for_Bridge_Demolitions#127.19.1.3__Process EPG 127.19.1.3 Process])
 +
::Job#_Permit_nonpcn.pdf (non-preconstruction notification)
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::Job#_RES_Final.pdf (Link see [[127.1 Request for Environmental Services|EPG 127.1 Request for Environmental Services]])
 +
:* Central Office Right of Way Section (see [https://epg.modot.org/index.php?title=236.13_Designing_Right_of_Way_Plans#236.13.15__Right_of_Way_Clearance EPG 236.13.15 Right of Way Clearance])
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::Job#_RW_Clearance_type_date.pdf
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:* District Utilities Engineer (see [https://epg.modot.org/index.php?title=643.1_Utilities_-_Status_and_Liability_Acceptance#643.1.2_Utility_Status EPG 643.1.2 Utility Status])
 +
::Job#_Utilities_Clearance_Letter.pdf
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 +
:* Construction and Materials Chemical Laboratory (see [https://epg.modot.org/forms/CM/Asbestos_Survey_Report_T746_T747_T748_C760.pdf Asbestos Survey Report - All Suspect ACM, Form T746])
 +
::Job#_Asbestos_Report_OptionalDescription.pdf
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 +
:* Transportation Planning (see [https://epg.modot.org/index.php?title=237.8_Contract_Time#237.8.4_Acceleration_of_Work_Clauses EPG 237.8.4 Acceleration of Work Clauses])
 +
::Job#_ Road_User_Costs.doc or pdf
 +
 
 +
The following documents will be included in the “Doc - Letting Documents” view but will have different content types within eProjects:
 +
 
 +
:* Construction and Materials Pavement Group (see [https://epg.modot.mo.gov/index.php?title=Category:128_Conceptual_Studies#128.4_Pavement_Rehabilitation_Projects_for_Freeways EPG 128.4 Pavement Rehabilitation Projects for Freeways])
 +
::Content Type: Pavement Design
 +
::Job#_Pavement_Type_Selection.doc or pdf
 +
 
 +
===237.9.3.4 Roadway JSP Submittal Process===
 +
[[image:237.9.6.4.1.jpg|right|275px]]
 +
1.  The Roadway Job Special Provisions (JSPs) will be saved to eProjects, with a “DE Letting Documents” content type, for review by Central Office Design.  The initial submittal of the Job Special Provisions (JSPs) will not contain the engineer’s seal, but must contain the engineer’s signature block. The template for the engineer’s signature block is available on [[Job_Special_Provisions|MoDOT’s Job Special Provisions web page]] in the “Roadway_JSP_Template” JSP.
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 +
2.  Upon completion of the initial review of the PS&E, the reviewer will provide review comments to the project manager by e-mail and request the district’s response. The districts will email the reviewer their response to the reviewer’s comments. The district will also email a marked up copy of the estimate showing any changes to be made to the estimate. The district will inform the reviewer of any sheets that need to be deleted for revisions to the plans and also inform the reviewer when the revised sheets are available for review.
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3.  Upon finalizing the review process, the reviewer will convert the JSPs into a pdf, add any additional information such as D-15 Equipment and Material Lists, nationwide permits, or asbestos survey reports and prepare the document for the engineer’s seal. The reviewer will save the completed set of JSPs to the Contract Plans folder in ProjectWise. The reviewer will then notify the project manager, via e-mail, that the [https://epg.modot.org/index.php?title=103.1_Bid_Opening_and_Award_Process#103.1.6.1_Assembling_Request_for_Bid Request for Bid document] (Bid Book) and the JSPs are saved in ProjectWise in the Contract Plans Folder and are ready for the district’s review and approval.
 +
 
 +
4.  After reviewing the bidding documents, the project manager will apply the engineer’s seal to the Roadway JSPs and change the state of the file to “Signed and Sealed”.
 +
 
 +
5.  The project manager shall contact the reviewer, via e-mail, that the bidding documents are ready for posting to the [http://www.modot.org/business/contractor_resources/bid_opening_info/OpenLetting.shtml MoDOT's Online Plans Room].
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 +
6.  JSPs sealed by a Consultant shall contain the consultant’s name, address, phone number, and certificate of authority in the seal block. The certificate of authority is a number, given by the Secretary of State Office, authorizing the engineering company to do business in the state of Missouri. The engineer’s seal shall not place any restrictions on the file that would limit MoDOT’s ability to print, assemble, or place comments on the document.
 +
 
 +
===237.9.3.5 Applying Engineer’s Seal to JSPs===
 +
There are a variety of different scenarios for applying the engineer’s seal. Any combination of signing and sealing the JSPs can be used to seal the JSPs for advertising the project on [http://www.modot.org/business/contractor_resources/bid_opening_info/OpenLetting.shtml MoDOT's Online Plans Room].
 +
 
 +
1. If the JSPs contain only one seal, either wet or electronic, simply apply the engineer’s seal and save as an Adobe Acrobat pdf file.  JSPs with a wet seal will need to be scanned at 300 dpi and saved as a pdf file.
 +
 
 +
2. JSPs containing multiple wet seals, simply apply all wet seals, scan the document and save the file as a pdf.
 +
 
 +
3. If the JSPs contain multiple seals, with only one electronic seal and any number of wet seals, the wet seals should be applied first, the document scanned, and a pdf of the file should be placed in ProjectWise in the Contract Plans Folder. The reviewer, in Central Office Design, should be notified so they can prepare the documents for an electronic seal. When the document is ready, the reviewer will notify the PM that the document is in the Contract Plans Folder and that it is ready for their electronic seal.
 +
 
 +
4. If the JSPs contain multiple seals, with more than one electronic seal, the electronic seals may be applied to the JSPs and saved as one file. All the electronic seals must be applied using Adobe Acrobat X Pro or a newer version of the software. The last person sealing the document must optimize the document for fast web viewing or the document cannot be opened in ProjectWise. Please note that it is recommended that only one electronic seal be applied to a JSP as files have become corrupt when multiple electronic seals have been applied. Please contact the reviewer, in Central Office Design, for help with multiple seals.
 +
 
 +
5. The signature block should list the JSPs that apply to each engineer’s seal. If there is only one engineer’s seal that applies to all JSPs, then you may list all sections or abbreviate the listing (e.g., All, A to G, A - G, etc.). You should list the sections (A - G) if Additional Information is attached to the JSP. The Project Manager will be taking responsibility for the Additional Information if "All" is used.
 +
 
 +
===237.9.3.6 Finalizing the PS&E for Advertisement===
 +
 
 +
====237.9.3.6.1 Creating Bidding Documents====
 +
The reviewer will create the Bid Book, Roadway JSPs, and the Bridge JSPs using Adobe Acrobat Pro as shown below. Combining the pages into a zip file or Adobe Acrobat Package is not acceptable. Not all files shown will be needed on every project.
 +
::{| style="margin: 1em auto 1em auto" align="left"
 
|-
 
|-
|'''Safety Video'''
+
|rowspan="4"|Bid book||width="25| ||<u>Roadway JSP File</u>||width="25| ||<u>Bridge JSP File</u>
 
|-
 
|-
|[http://www.youtube.com/user/modotvideo Safety is My Story]
+
| ||Roadway JSPs for Job No. A|| ||Bridge JSPs for Job No. A
 
|-
 
|-
|[http://wwwi.dot.missouri/intranet/PotholePatchingSafetyVideo2.wmv Patching Roads]
+
| ||Sewer JSPs for Job No. A|| ||Bridge JSPs for Job No. B
 
|-
 
|-
|'''Additional Information'''
+
| ||Roadway JSPs for Job No. B|| ||Bridge JSPs for Job No. C
|-
 
|[http://sharepoint/facilitation/RBM/RM%20Policies/Current%20Policies/Lifting%20Policy.pdf Safe Lifting]
 
 
|}
 
|}
The original Maintenance Planning Guide was developed and published in 1989. The purpose of that manual was to provide maintenance managers with a quick reference for performing most maintenance functions. It included scheduling forms, traffic control guidelines, function codes, commodity codes and a sample crew report. Since the original publication the guide has been updated to meet the needs of MoDOT.
 
  
This article provides each manager with a list of recommended equipment and materials to use for each function as well as a recommended procedure for that function. The guidelines also have safety reminders and schedules to help managers plan for the best time of year to perform each function.
 
  
This article is intended to be an accurate source of information and a tool that maintenance managers will use to better organize, plan and be more productive leaders.
 
  
<center>'''GENERAL NOTES'''</center>
 
  
Reference the [https://www.modot.org/missouri-standard-plans-highway-construction Missouri Standard Plans] and [https://www.modot.org/missouri-standard-specifications-highway-construction Missouri Standard Specifications for Highway Construction] for performance details on many of the maintenance function planning guidelines. It is the intent of the department to provide as good of a finished product with Maintenance forces as it does by contract methods.
 
  
Recommended materials: When purchasing recommended material, refer to guidance for [[:Category:1100 MAINTENANCE MATERIALS|maintenance materials]]. Guidance for these materials also refers to the [https://www.modot.org/general-services-specifications-mgs-subject Current General Services Specifications (MGS) by Subject] for each of the various maintenance materials.
 
  
The Highway Maintenance Tables in the appendix were provided to MoDOT through the Local Technical Assistance Program of the Michigan Tech Transportation Institute at Michigan Technological University in Houghton, Michigan.
 
  
==Rainy Day Activities==
 
{|style="padding: 0.3em; margin-left:15px; border:1px solid #a9a9a9; text-align:center; font-size: 95%; background:#f5f5f5" width="160px" align="right"
 
|-
 
|'''Printable Version'''
 
|-
 
|[[Media:170.1 Rainy Day Activities.pdf|Rainy Day Activities]]
 
|}
 
  
*Check roadway surface drainage
 
*Check bridge surface for ponding
 
*Check bridges and box culverts for drift and erosion
 
*Flush bridge decks
 
*Check culverts and culvert pipes
 
*Check drain basins on bridges
 
*Check high water locations
 
*Check, clean and repair equipment
 
*Clean and repair buildings and grounds
 
*Blade driveways, entrances, shoulders and mailbox turnouts
 
*Check signs
 
*Work on special projects
 
*Clean abutment caps on bridges
 
*Cut and treat brush and vines under bridges
 
*Conduct equipment and safety trainings
 
  
==Work Scheduling Guidelines==
 
{|style="padding: 0.3em; margin-left:10px; border:2px solid #a9a9a9; text-align:center; font-size: 95%; background:#f5f5f5" width="160px" align="right"
 
|-
 
|'''Printable Version'''
 
|-
 
|[[media:170 Work Scheduling Guide 2014 Dec.xls|Work Scheduling Guide]]
 
|}
 
  
:::[[Image:Work schedule1 Dec 2014.jpg|750px]]
+
====237.9.3.6.2 Packaging Plans====
:::[[Image:Work schedule2 Dec 20143.jpg|750px]]
+
The reviewer will create a single file that contains all roadway plans by combining the following sheets in the order shown below using Adobe Acrobat Pro. Combining the sheets into a zip file or Adobe Acrobat Package is not acceptable. Not all sheets shown will be needed on every project.
 +
 
 +
::Roadway Plans for Job No. A
 +
::Sewer Plans for Job No. A
 +
::Landscaping Plans for Job No. A
 +
::Bridge Plans for Job No. A
 +
::Roadway Plans for Job No. B
 +
::Bridge Plans for Job No. B
 +
 
 +
====237.9.3.6.3 Packaging Cross Sections====
 +
The reviewer will create a single file that contains all cross section sheets by combining the following sheets in the order shown below using Adobe Acrobat Pro. Combining the sheets into a zip file or Adobe Acrobat package or binder is not acceptable. Not all files shown will be needed on every project.
 +
 
 +
::Cross Sections Sheets for Job No. A
 +
::Cross Sections Sheets for Job No. B
 +
 
 +
===237.9.3.7 Posting Projects for Advertisement===
 +
Bidding and Contract Services Section (BCS), of Central Office Design, will place the bidding documents on MoDOT’s Electronic Plans Room advertising the project. The files used in the advertisement will consist of the Bid Book, Roadway JSPs, Bridge JSPs, plan sheets, cross sections sheets, and the Electronic Deliverables file. The EBS file will be posted on the Bid Express (BidX) web site only. All files posted will be in the Adobe Acrobat pdf format except the Electronic Deliverables file which will be a zip file. The BCS Section will also save a copy of the advertised bidding documents in eProjects with a “DE Award Plans” content type in the project of the parent Job Number. All Job Numbers on the call will be listed in the File Name with each Job Number separated by a underscore. This way a search for the Job Number will find the file no matter which folder the file is placed.
 +
 
 +
===237.9.3.8 Summary of Content Type for eProjects===
 +
 
 +
MoDOT uses the eProjects SharePoint site to store all permanent information needed on a project.  eProjects is organized using Projects and metadata which is assigned to each file.  Folders are not allowed to be used. The metadata is used for fast searches to find the information a user needs without having to search through multiple folders. All the information in eProjects, used in the letting of a project, is organized by projects.  The name of the project is the Job Number. Each project will contain more data than is needed to let a project so entering the Metadata correctly is very important. The Project Manager is responsible for the metadata being entered correctly. Below is a summary of the metadata that needs to be entered:
 +
 
 +
:All Job Numbers entered must have the beginning “J” removed.  This is so the information in the Planning database (SIMS) will be compatible. The SIMS information is automatically populated in the metadata by the Job Number.
 +
 
 +
:All PS&E Supporting Documents ([[#237.9.3.3.4 PS&E Supporting Documents|EPG 237.9.3.3.4 PS&E Supporting Documents]]) will have a Content Type = DE Letting Documents and Division = DE
 +
 +
:All advertised plans will have a Content Type = DE Award Plans and Division = DE
 +
 
 +
:All Contracts with the contractor will have a Content Type = DE Construction Contracts and Division = DE
 +
 
 +
==237.9.4 File Naming Convention for Addendums==
 +
 
 +
The file name for all [[103.1 Bid Opening and Award Process#103.1.6.6.1.1 Revisions to Plan Sheets|revised plan sheets]] for the first addendum must contain a _R001 at the end of the existing file name; the second addendum will contain a _R002; etc. The project manager shall notify the reviewer, via email, that the addendum is ready for processing in ProjectWise.  Examples of the file naming convention are shown below.
 +
 
 +
:::001_TITLE_J6I1234_I1_R001.pdf
 +
:::002_TS_01_J6I1234_I100_R001.pdf
 +
:::130517_F01_J6I1234B_Electronic_Deliverables_R001.zip
 +
:::130517_F01_J6I1234B_Addendum Letter_R001.pdf
 +
:::130517_F01_J6I1234B_Addendum Letter_R002.pdf
 +
:::130517_F01_J6I1234B_Addendum Letter_R003.pdf
 +
:::130517_F01_J6I1234B_Bid_Book.pdf
 +
:::130517_F01_J6I1234B_Bid_Book_R002.pdf
 +
:::130517_F01_J6I1234B_JSP_Roadway.pdf
 +
:::130517_F01_J6I1234B_JSP_Roadway_R001.pdf
 +
:::130517_F01_J6I1234B_JSP_Roadway_R002.pdf
 +
:::130517_F01_J6I1234B_JSP_Bridge_R003.pdf
 +
 
 +
Please note that this file naming convention is for addendums (kites) only and should not be used for revisions that are made to the plans before the project is advertised for bids. The _R001, at the end of the file name, is to be used only for changes/revisions associated with addendums that occur AFTER the plans have been advertised for bids and not during the standard revision process that occurs before the plans are advertised.
 +
 
 +
The files contained within the Contract Plans folder in ProjectWise should only be those that are part of the final bid documents made available to contractors on the [http://www.modot.org/business/contractor_resources/bid_opening_info/OpenLetting.shtml MoDOT's Online Plans Room]. Therefore, if you make changes to a sheet prior to the job being advertised for bids, please ask the reviewer to delete the sheet in ProjectWise before adding the revised sheet. This will eliminate any confusion when an addendum is needed for the project.
 +
[[image:237.9.6.6. sheet deleted.jpg|right|225px]]
 +
If there are multiple revisions to a plan sheet, and it is clearer to create an entirely new plan sheet, the district should mark an “X” through the existing plan sheet, add the triangle symbol with a number in the triangle, add the note “Sheet Deleted” and create a new plan sheet. The new sheet number should be updated with an “A” (i.e., if deleting Sheet 21, then the new sheet number will be 21A), and the sheet added should be designated with the triangle symbol with a number in the triangle and the note “Sheet Added”. The file naming convention for the deleted sheet will automatically be updated (through the pdf creation) with the _R001 because a revision was made to the existing sheet, as below. The deleted sheet should have an X through the sheet and still contain the engineer’s seal.  The deleted sheet must remain in Contract Plans so there is no missing sheet number.
 +
 
 +
'''Sheets Deleted and Added'''
 +
 
 +
:[https://epg.modot.org/index.php?title=103.1_Bid_Opening_and_Award_Process#Delete_Sheet Sheet Deleted] = 009_TS_21_J0I0985_I100_R001.pdf
 +
 
 +
:[https://epg.modot.org/index.php?title=103.1_Bid_Opening_and_Award_Process#Add_Sheet Sheet Added] = 009_TS_21A_J0I0985_I100_R001.pdf
 +
 
 +
The newly created sheet will not automatically have the _R001 added because there was no file with that name existing when the sheet was added. Therefore the _R001 must be added to the end of the file name, by renaming the file, to associate the file to the addendum. The district must rename the sheet before the engineer seals the file or the reviewer will need to rename the file.
 +
 
 +
Note: Once the plans have been advertised for bid, any revision to the plans must be treated as an addendum.
 +
 
 +
==237.9.5 Bridge Plans==
 +
 
 +
1. The Bridge Plan Sheets, Bridge JSPs and information only sheets will be saved in a separate file folder than the roadway documents included in the PS&E submittal package. The bridge plans and information sheets will be saved in the following location:
 +
 
 +
* Documents Folder
 +
:- Contract Plans Folder
 +
::- District Folder
 +
:::- Job Number Folder
 +
::::- Bridge Number Folder
 +
 
 +
The Bridge JSPs will be saved in the following location:
 +
* Documents Folder
 +
:- Contract Plans Folder
 +
::- District Folder
 +
:::- Job Number Folder
 +
 
 +
2. All other supporting documentation for the PS&E submittal will be provided to the district by email. Below is a listing of file names the Bridge Division may need to supply to the District Design. All files listed may not be needed for every project. Italicized text indicates optional text to may be included in the file name:
 +
 
 +
::Job#BR_''Bridge#_UserID.''PLUS
 +
::Job#BR_''Bridge#''.XML
 +
::Job#_''Bridge#''_Estimate.BAM
 +
::Job#_''Bridge#_Estimate.''BDW
 +
::Job#_''Bridge# Estimate.''CES
 +
::Job#_''Bridge#_Estimate''.CTG
 +
::Job#_''Bridge#''_Bridge_Supplemental_Report.doc
 +
::Job#_''Bridge#_Memo_To_Design.doc
 +
::Job#_Bridge#_Cost''_Estimate.pdf
 +
::Job#_''Bridge#''_Layout_Sheets_Summary.doc
 +
 
 +
Construction and Materials Geotechnical Engineering will save the soundings for a bridge into eProjects with a “DE Letting Documents” content type. The Bridge Division memo to the district will indicate which bridges have soundings to ensure district will include sounding logs in the Bridge Electronic Deliverables.
 +
Job# _Geotechnical_Report.zip
 +
 
 +
==237.9.6 Consultant Designed Projects==
 +
 
 +
All plans for consultant-designed projects shall be submitted to Central Office in electronic form. The consultant may choose either of the two methods described below.
 +
 
 +
:'''1. Scanned plan sheets:''' The consultant can continue to sign and seal plan sheets using traditional wet seals and handwritten signatures as required by [http://www.moga.mo.gov/mostatutes/stathtml/32700004111.html state statute]. All consultants that sign and seal plans must include the Company's Name, Address, Phone Number, and Certificate of Authority Number in the title block.
 +
 
 +
:The consultant is responsible for scanning each signed and sealed plan sheet to individual Adobe Acrobat Files (pdf format) following MoDOT’s standard [https://epg.modot.org/index.php?title=237.13_File_Naming_Convention file naming convention]. <u>No TIFF images will be accepted.</u> The scanned files shall use a resolution of 300 dpi on a D-size (22 in. x 34 in.) sheet. In addition to the scanned images, the consultant shall submit one full size set of the original signed and sealed set of plans.
 +
 
 +
:'''2. Electronically signed and sealed plan sheets:''' The consultant may use the Adobe Acrobat electronic signature technology to sign and seal each plan sheet.
 +
<div id="If choosing to electronically sign"></div>
 +
:If choosing to electronically sign and seal the plans, the consultant shall submit the certificate of authenticity for each professional engineer signing and sealing the plans to the [mailto:Christian.Schwandtner@modot.mo.gov Design Management Systems Administrator] for signature verification purposes. All consultants that sign and seal plans must include the Company's Name, Address, Phone Number, and Certificate of Authority Number in the title block. MoDOT purchases all rights to the consultant plans and as such the Adobe Acrobat electronic signature technology shall be set to allow the following actions:
 +
[[image:237.9.6 2020.jpg|center|300px]]               
 +
 
 +
Consultants shall submit a copy of the electronic files to the District Project Manager for roadway projects or to the Structural Project Manager for bridge projects in DVD or CD-ROM media. The district or division is responsible for saving the pdfs of all signed and sealed plan sheets in the Contract Plans folder of Project Wise in accordance with [[#237.9.3 PS&E Submittal Guidelines|EPG 237.9.3 PS&E Submittal Guidelines]]. The district design team and the Bridge Division will be responsible for saving all supporting PS&E submittal documentation in the eProjects SharePoint site.
 +
 
 +
==237.9.7 Plans Distribution==
 +
 
 +
Electronic copy of awarded plans will be placed in eProjects with “DE Awarded Plans” content type.
 +
 
 +
Electronic copy of awarded construction contract will be placed in eProjects with “DE Construction Contracts” content type.
 +
 
 +
==237.9.8 Pre-Bid Conferences==
 +
 
 +
Pre-bid conferences are held to increase potential bidders’ understanding of the plans and specifications.  A pre-bid conference is not a substitute for a constructability review by the project team during [[:Category:235 Preliminary Plans#235.5 Field Checks|plan development]].  Pre-bid conferences are required for all unique or complex projects, or projects with particularly difficult or unusual staging or construction methods.  As a general rule, a pre-bid conference is to be held for any project with a programmed cost in excess of $20 million, although the cost of the project is not the only factor to be considered.
 +
 
 +
Pre-bid conferences are typically held one to two weeks after the advertisement of the project. The time and location of the pre-bid conference are set by the project manager in coordination with [https://modotgov.sharepoint.com/sites/DE/ Central Office Design]. The pre-bid meeting must be scheduled in such a way as to allow the potential bidders sufficient time to review the bidding documents. Minutes and a listing of all who attended the pre-bid conference are to be completed by the project manager and sent to the reviewer in Central Office Design. Central Office Design will post the minutes and a listing of contractors who attended the meeting on [http://www.modot.org/business/contractor_resources/bid_opening_info/PreBidNotice.htm MoDOT’s Pre-Bid Notices website]. Changes to the bidding documents as a result of the pre-bid conference will be handled as an addendum.
 +
 
 +
The MoDOT project manager is responsible for preparing an agenda for the pre-bid conference, and ensuring the proper topics are discussed.  The following is a list of possible topics that may be discussed at the pre-bid conference:
 +
 
 +
* Project overview
 +
 
 +
* General discussion of the design philosophy used for this project.
 +
 
 +
* Status of right of way acquisition (if not clear).
 +
 
 +
* Status of utility adjustments (if not clear).
 +
 
 +
* Any non-standard pay items or special bid items including “No Direct Pay” or lump sum items.
 +
 
 +
* Any [http://www.modot.mo.gov/business/contractor_resources/biditemslisting.htm bid item] including work that may not be readily apparent to the contractor.
 +
 
 +
* Any item or condition out of the ordinary.
 +
 
 +
* All special provisions, especially any unusual conditions.
 +
 
 +
* Any constructability concern or anticipated difficulty during the construction.
 +
 
 +
* General clarification of major bid items.
 +
 
 +
* Discuss the available sub-surface information, the amount and type of excavation included in the project, and the availability of any necessary [[127.22 Off-Site Borrow, Spoil, and Staging Areas|borrow material]].
 +
 
 +
* Traffic Control Plans and how they relates to any staged construction.
 +
 
 +
* Options for staging of construction.
 +
 
 +
* Critical schedules needing to be met, working days, completion date, and any critical sequences of construction.
 +
 
 +
* Phasing of construction contracts and how this project relates to other projects in the vicinity (future bid opening schedules, potential conflicts, coordination of other contracts, etc.)
 +
 
 +
* Special environmental concerns or practices that must be observed during construction including any permits and the special conditions imposed by them.
 +
 
 +
* Other agencies involved with this project.
 +
 
 +
* Identify any controversial items.
 +
 
 +
* Public concerns expressed during the design of the project.
 +
[[image:237.9.4 DBE.jpg|right|250px|thumb|<center>'''DBE Goal'''</center>]]
 +
* Unique design concerns, including special agreements made during right of way negotiations.
 +
 
 +
* Any contractor questions which have been answered prior to the meeting.
 +
 
 +
* Define the lines of communication between the contractor and MoDOT regarding questions the contractor may have about the plans (clarifications of plans, errors, omissions, etc.).  Identify the proper contacts for questions.
 +
 
 +
* The [http://www.modot.mo.gov/business/contractor_resources/External_Civil_Rights/DBE_program.htm DBE] and Trainee goal requirements for the project.
 +
 
 +
* Shop drawing procedures.
 +
 
 +
* Answer any questions regarding the payment process or change order process and introduce the Resident Engineer and/or inspectors.
 +
 
 +
* An [[media:Fig 237.9 (4-03.7) Example of Pre-bid Mtg agenda.doc|example of a pre-bid meeting agenda]].
 +
 
  
==Index of Printable Planning Guides==
 
{| border="1" class="wikitable"
 
! colspan="2" style="background:#BEBEBE" | '''Printable Versions of Maintenance Planning Guides'''
 
|-
 
! style="background:#FFFFCC"|'''Activity Code''' !! style="background:#FFFFCC"|'''Action'''
 
|-
 
|rowspan="7" | '''R225 Roadway Shoulders'''<br/>(Also see [[:Category:Shoulder Maintenance|Shoulder Maintenance]] and [[771.3 Shaving Shoulder and Around Guardrail|Shaving Shoulder and Around Guardrail]]) || [https://epg.modot.org/forms/general_files/MT/R225_update-blade_patching.pdf Blade Patching]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R225_seal_coat.pdf Seal Coat]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R225_update-edge_ribbon.pdf Edge Ribbon]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R225_update-fly_coating.pdf Fly Coating]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R225_update-pothole_patching_asphalt_and_partial_depth_concrete.pdf Pothole Patching Asphalt & Partial Depth Concrete]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R225_update-Repair_concrete_shoulder_and_approaches.pdf Repair Concrete Shoulders & Approaches]
 
|-
 
|[https://epg.modot.org/forms/general_files/MT/R225_update-Repair_sod_aggregate_shoulder_and_approaches.pdf Repair Sod and/or Aggregate Shoulders & Approaches]
 
|-
 
| '''R226 Rumble Strips''' (See [[:Category:626 Rumble Strips|Rumble Strips]]) || <div id="R227 Roadway & Bridge Safety Features"></div> No printable guideline available at this time.
 
|-
 
| rowspan="7" | '''R227 Roadway & Bridge Safety Features''' ||  [https://epg.modot.org/forms/general_files/MT/R227_update-fences.pdf Fences] (Also see [[:Category:607 Fencing|Fencing]])
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R227_update-guardrails.pdf Guardrails] (Also see [[:Category:606 Guardrail and Guard Cable|Guardrail and Guard Cable]])
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R227_update-guard_cables.pdf Guard Cables] (Also see [[:Category:606 Guardrail and Guard Cable|Guardrail and Guard Cable]])
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R227_update-impact_attenuator_devices.pdf Impact Attenuator Devices] (Also see [[:Category:612 Impact Attenuators|Impact Attenuators]])
 
|-
 
| '''Traffic Barriers (Concrete)''' (Also see [[:Category:617 Traffic Barrier|Traffic Barrier]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R227_update-traffic_barrier-concrete-replacement.pdf A. Replacement]
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R227_update-traffic_barrier-concrete-repair.pdf B. Repair]
 
|-
 
| '''R22E Edge Rut Repair (0.1 LM)''' || [https://epg.modot.org/forms/general_files/MT/R22E_update.pdf Edge Rut Repair (0.1 LM)] (Also see [[:Category:Shoulder Maintenance|Shoulder Maintenance]])
 
|-
 
| rowspan="2" | '''R311 Patching Roads'''<br/>(Also see [[:Category:470 Bituminous Asphalt Maintenance|Bituminous Asphalt Maintenance]]) || <div id="R311 Patching Roads"></div> [https://epg.modot.org/forms/general_files/MT/R311_update-pothole_patching-temporary_emergency_repairs_and_blow_up_repairs.pdf Pothole Patching (Temporary/Emergency Repairs and Blow Up Repairs)]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R311_update-pothole_patching-permanent_partial_depth_repair_on_apshaltic_or_concrete_pavement.pdf Pothole Patching (Permanent partial depth repair on asphaltic or concrete pavements)]
 
|-
 
| Rowspan="2" | '''R312 Asphalt Pavement Repair (TN)''' || <div id="R312 Asphalt Pavement Repair (TN)"></div> [https://epg.modot.org/forms/general_files/MT/R312_update-Major-box_and_lay_down_machine_patching.pdf Blade, Box & Lay Down Machine Patching (TN)]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R312_update-Major-box_and_lay_down_machine_patching.pdf Box & Lay Down Machine Patching (TN)]
 
|-
 
| '''R313 Concrete Replacement (SY)''' || <div id="R313 Concrete Replacement (SY)"></div> [https://epg.modot.org/forms/general_files/MT/R313_update-concrete_replacement_full_depth.pdf Concrete Replacement Full Depth (SY)]<br/>Also See [[:Category:613 Pavement Repair|Pavement Repair]]
 
|-
 
| rowspan="2" | '''R314 Other Pavement Maintenance''' || <div id="R314 Other Pavement Maintenance"></div>[https://epg.modot.org/forms/general_files/MT/R314_update-pavement_leveling-mudjacking_or_other_methods.pdf Pavement Leveling (Mudjacking or Other Methods)(SY)] (Also See [[:Category:625 Slab Stabilization|Slab Stabilization]], [[570.5 Mudjacking (Slab Jacking) by MoDOT Maintenance|Mudjacking (Slab Jacking) by MoDOT Maintenance]] and [[771.1 Mud Jacking Bridge Approach|Mud Jacking Bridge Approach]])
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R314_update-cold_milling.pdf Cold Milling (SY)] (Also See [[:Category:622 Pavement and Bridge Surface Removal and Texturing|Pavement and Bridge Surface Removal and Texturing]])
 
|-
 
| rowspan="5" | '''[https://epg.modot.org/forms/general_files/MT/R315_update-pavement_preventative_maintenace.pdf R315 Pavement Preventative Maintenance (LM)]''' || <div id="R315 Pavement Preventative Maintenance (LM)"></div> '''Crack & Joint Maintenance'''
 
|-
 
|&nbsp;&nbsp;A. Fly Coating (LM) (Also See [[413.9 Fly Coating|Fly Coating]])
 
|-
 
|&nbsp;&nbsp;B. Sealing Cracks, Joints & Edge Cracks (Also See [[413.5 Crack Treatment in Bituminous Pavements|Crack Treatment in Bituminous Pavements]] and [[570.2 Joint and Crack Maintenance|Joint and Crack Maintenance]])
 
|-
 
|&nbsp;&nbsp;C. Milling High Joints (Also See [[:Category:622 Pavement and Bridge Surface Removal and Texturing|Pavement and Bridge Surface Removal and Texturing]])
 
|-
 
|&nbsp;&nbsp;D. Scrub Seals (LM)
 
|-
 
| rowspan="10" | '''R316 Drainage''' || <div id="R316 Drainage"></div> '''Clean & Reshape Ditches'''
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R316_update-clean_and_reshape_ditches-earth_ditches.pdf A. Earth Ditches] (Also See [[:Category:773 Pipe, Box Culvert and Miscellaneous Drainage Maintenance|Pipe, Box Culvert and Miscellaneous Drainage Maintenance]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R316_update-clean_and_reshape_ditches-paved_ditches.pdf B. Paved Ditches] (Also See [[:Category:609 Paved Drainage|Paved Drainage]])
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R316_update-clean_and_reshape_ditches-repair_paved_ditches_and_slopes.pdf Repair Paved Ditches & Slopes] (Also See [[:Category:609 Paved Drainage|Paved Drainage]])
 
|-
 
| '''Repair Curbing'''
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R316_update-clean_and_reshape_ditches-repair_curbing-concrete_curbs.pdf A. Concrete Curbs] (Also See [[:Category:609 Paved Drainage|Paved Drainage]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R316_update-clean_and_reshape_ditches-repair_curbing-asphalt_curbs B. Asphalt Curbs] (Also See [[:Category:609 Paved Drainage|Paved Drainage]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R316_update-clean_and_reshape_ditches-repair_curbing-drop_inlets_and_storm_sewers.pdf C. Drop Inlets & Storm Sewers] (Also See [[:Category:614 Drainage Fittings (Grate Inlets)|Drainage Fittings (Grate Inlets)]])
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R316_update-channel_control.pdf Channel Control]
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R316_update-slide_repair.pdf Slide Repair]
 
|-
 
| rowspan="5" |  '''R319 Pipe Culvert Repairs (LF)''' || <div id="R319 Pipe Culvert Repairs (LF)"></div> '''Clean & Repair Pipe & Box Culverts'''
 
|-
 
|[https://epg.modot.org/forms/general_files/MT/R319_update-install_pipe_liners.pdf Install Pipe Liners (LF)]
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R319_update-clean_and_repair_pipe_culverts.pdf Pipe Culverts] (Also See [[:Category:773 Pipe, Box Culvert and Miscellaneous Drainage Maintenance|Pipe, Box Culvert and Miscellaneous Drainage Maintenance]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R319_update-clean_and_repair_box_culverts.pdf Box Culverts] (Also See [[:Category:773 Pipe, Box Culvert and Miscellaneous Drainage Maintenance|Pipe, Box Culvert and Miscellaneous Drainage Maintenance]])
 
|-
 
| [https://epg.modot.org/forms/general_files/MT/R319_update-replace_pipe_and_box_culverts.pdf Replace Pipe & Box Culverts (LF)] (Also See [[:Category:773 Pipe, Box Culvert and Miscellaneous Drainage Maintenance|Pipe, Box Culvert and Miscellaneous Drainage Maintenance]])
 
|-
 
| '''R31B Sweeping (LM)''' || [https://epg.modot.org/forms/general_files/MT/R31B_update-sweeping.pdf Sweeping (LM)] (For routine flushing of bridge decks see [[771.2 Bridge Cleaning and Flushing|Bridge Cleaning and Flushing]])
 
|-
 
| rowspan="3" | '''R31C Seal Coating (LM)''' || '''Seal Coating'''
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R31C_Seal_Coat-Course_Aggregate.pdf A. Course Aggregate] (Also See [[:Category:409 Seal Coat|Seal Coat]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R31C_Seal_Coat-Fine_Aggregate.pdf B. Fine Aggregate] (Also See [[413.6 Scrub Seal Treatment|Scrub Seal Treatment]])
 
|-
 
| rowspan="3" | '''R321 Bridge Maintenance''' (Also See R322 Bridge Preventative Maintenance and R327 Other Bridge Preventative Maintenance) || '''Substructure Repairs''' (Also See [[:Category:774 Cathodic Protection|Cathodic Protection]], [[770.7 Maintenance of Bridge Superstructure|Superstructure Maintenance]] and [[770.8 Maintenance of Bridge Substructure|Substructure Maintenance]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R321_update-substructure_repairs-sealing_abutment_and_pier_caps.pdf A. Sealing Abutment & Pier Caps]
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R321_update-substructure_repairs-spot_painting_of_bearings_and_piling.pdf B. Spot Painting of Bearings & Piling]
 
|-
 
| rowspan="4" |  '''R322 Bridge Preventative Maintenance''' || <div id="R322 Bridge Preventative Maintenance"></div>[https://epg.modot.org/forms/general_files/MT/R322_update-bridge_seal_coats.pdf Bridge Seal Coats (SY)] (Also See [[771.15 Chip Seal to Entire Deck|Seal Coat to Entire Deck]])
 
|-
 
| '''Silane & In-Deck Seals (SY)'''
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R322_update-silane_and_in-deck_seal-silane.pdf A. Silane]
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R322_update-silane_and_in-deck_seals-in-deck.pdf B. In-Deck] (Also See [[771.17 Concrete Crack Filler - Low Viscosity Polymer (LVP)|Concrete Crack Filler -Low Viscosity Polymer (LVP)]])
 
|-
 
| rowspan="3" | '''R323 Bridge Deck Repair (SY)''' || '''Deck Repair (SY)''' (Also See [[771.9 Temporary Bridge Deck Repair|Temporary Bridge Deck Repair]])
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R323_update-deck_repair-concrete.pdf A. Concrete]
 
|-
 
| &nbsp;&nbsp;[https://epg.modot.org/forms/general_files/MT/R323_update-deck_repair-asphalt.pdf B. Asphalt]
 
|-
 
| '''R324 Bridge Painting (TN)''' || No printable guideline available at this time.
 
|-
 
| rowspan="9" | '''R327 Other Bridge Preventative Maintenance''' || No printable guidelines available at this time. See the following:
 
|-
 
| &nbsp;&nbsp;[[771.4 Drain Basin Maintenance | Drain Basin Maintenance]]
 
|-
 
| &nbsp;&nbsp;[[771.5 Mat Gutter Maintenance | Mat Gutter Maintenance]]
 
|-
 
| &nbsp;&nbsp;[[771.6 Channel Work - Gabion Installation | Channel Work - Gabion Installation]]
 
|-
 
| &nbsp;&nbsp;[[771.7 Channel Work - Rock Blanket | Channel Work - Rock Blanket]]
 
|-
 
| &nbsp;&nbsp;[[771.8 Remove Drift | Remove Drift]]
 
|-
 
| &nbsp;&nbsp;[[771.13 Sealing Abutment and Pier Caps | Sealing Abutment and Pier Caps]]
 
|-
 
| &nbsp;&nbsp;[[771.14 Spot Painting of Bearings and Piling | Spot Painting of Bearings and Piling]]
 
|-
 
| &nbsp;&nbsp;[[771.16 Bridge Deck Crack Pouring | Bridge Deck Crack Pouring]]
 
|-
 
| rowspan="4" | '''R328 Bridge Joint Maintenance''' || No printable guidelines available at this time. See the following:
 
|-
 
| &nbsp;&nbsp;[[771.10 Bridge Joint Sealing - Hot Pour | Bridge Joint Sealing - Hot Pour]]
 
|-
 
| &nbsp;&nbsp;[[771.11 Bridge Joint Sealing - Silicone | Bridge Joint Sealing - Silicone]]
 
|-
 
| &nbsp;&nbsp;[[771.12 Bridge Joint Sealing - Polytite | Bridge Joint Sealing - Polytite]]
 
|-
 
| rowspan="2" | '''R329 Bridge Cleaning & Flushing''' || No printable guidelines available at this time. See the following:
 
|-
 
| &nbsp;&nbsp;[[771.2 Bridge Cleaning and Flushing | Bridge Cleaning and Flushing]]
 
|-
 
| '''R411 Litter Pick-Up''' || <div id="R411 Litter Pick-Up"></div> [https://epg.modot.org/forms/general_files/MT/R411_update-litter_pick_up.pdf Litter Pick-Up] (Also See [[:Category:824 Adopt-A-Highway and Sponsor-A-Highway Programs|Adopt-A-Highway and Sponsor-A-Highway Programs]])
 
|-
 
| '''R412 Landscaping''' || <div id="R412 Landscaping"></div> [https://epg.modot.org/forms/general_files/MT/R412_update-general_plant_installation_and_fertilizing_seeding_and_mulching.pdf Fertilizing, Seeding & Mulching] (Also See [[:Category:800 ROADSIDE DEVELOPMENT|Roadside Development]])
 
|-
 
| '''R413 Mowing (AC)''' || <div id="R413 Mowing (AC)"></div> [https://epg.modot.org/forms/general_files/MT/R413_update-mowing.pdf Mowing (AC)]] (Also See [[:Category:822 Roadside Vegetation Management|Roadside Vegetation Management]])
 
|-
 
| '''R414 Brush Cutting & Tree Removal''' || <div id="R414 Brush Cutting & Tree Removal"></div> [https://epg.modot.org/forms/general_files/MT/R414_update-brush_cutting_and_tree_removal.pdf Brush Cutting & Tree Removal] (Also See [[:Category:822 Roadside Vegetation Management|Roadside Vegetation Management]])
 
|-
 
| '''R415 Chemical Weed Control''' || <div id="R415 Chemical Weed Control"></div> [https://epg.modot.org/forms/general_files/MT/R415_update-chemical_weed_control.pdf Chemical Weed Control] (Also See [[:Category:821 Herbicides and Roadsides|Herbicides and Roadsides]])
 
|}
 
  
==[[Media:Highway Maintenance Tables and Conversion Factors.pdf|Highway Maintenance Tables and Conversion Factors]]==
 
  
The [[Media:Highway Maintenance Tables and Conversion Factors.pdf|Highway Maintenance Tables and Conversion Factors]] contain helpful tables and conversion factors that aid in volumetric and weight measurements needed in maintenance activities.
+
[[category:237 Contract Plans|237.09]]

Latest revision as of 07:54, 6 June 2024

File:237.9.jpg
Discuss the amount and type of excavation included in the project during the pre-bid conference

237.9.1 PS&E Submittal for Letting

In preparation for the advertisement and bid opening of a project, the district submits the Plans, Specifications, and Estimate (PS&E), in an electronic format, to the Bidding and Contract Services Section of Central Office Design to be reviewed for biddability of the documents and the development of an Engineer’s Estimate of the project. Electronically signed and sealed set of plans, job special provisions, estimate, electronic deliverables and other miscellaneous data necessary to process the project will be need to be saved to ProjectWise, eProjects, and WebTransport. The district retains all original data submitted in the ProjectWise document management system and eProjects SharePoint site. The submittal of paper plans is not allowed unless specifically approved by Design. The district will be responsible for uploading the project into WebTransport. Additional information concerning the submittal can be found in EPG 237.9.3 PS&E Submittal Guidelines.

Figures
Forms

All plans shall be designed in English units. No metric units or pay items will be allowed.

237.9.1.1 Plans. Detail plans submitted to Central Office Design must be a complete set of construction plans, except standard plans and bridge drawings, and placed in the Contract Plans folder of ProjectWise. The district will submit the roadway plans and the Bridge Division will submit the bridge plans to Central Office Design.

237.9.1.2 Job Special Provisions. An electronic copy of the job special provisions (JSP) is provided via eProjects SharePoint site. The final version, sealed by the engineer, will be saved to the Contract Plans folder of ProjectWise.

237.9.1.3 Estimate. An electronic copy of the project estimate is provided via email as it contains confidential information. The file shall be in pdf format. The project estimate submitted to Central Office Design will contain the bridge estimate created by the Bridge Division. The Bridge Division will submit all bridge estimates by email for the district to include in the estimate sent to Central Office Design.

237.9.1.4 Working Days Study. An electronic copy of the project working day study, in pdf format, is provided via the eProjects SharePoint site. Work Day Studies must provide the number of working days for each Job Number on a project so a DBE Goal can be established for each Job Number. Work Day Studies should not be developed using calendar days.

237.9.1.5 Conflict of Interest. The district shall ensure the conflict of interest status previously reported to program management is current. The district is to complete the MHTC Agenda Checklist, which can be found electronically in the Word forms under the MoDOT tab. This form is to be completed whether there has been a change in the status as previously submitted or not and placed in the eProjects SharePoint site. For more information regarding conflict of interest, see EPG 129.12 Presentation for Location or Design Approval to the Commission and EPG 236.13.12 Plan Submittal and Filing.

237.9.1.6 Miscellaneous. There is other information that may need to be submitted depending on the type of project. These items are placed in the eProjects SharePoint site.

237.9.1.6.1 Equipment and Materials List. All projects containing permanent highway lighting or traffic signal items, or temporary lighting and signal items to be retained by the Commission, require an Equipment and Materials List (Form D-15). An electronic copy of the form and the Form D-15 cover letter will be transmitted via eProjects SharePoint site. The file needs be in pdf format.

237.9.1.6.2 Clearance Letters, Permits and Other Information. The following is a list of information that is required to be placed in eProjects if they apply to the project.

  • Right of Way Clearance Letter
  • Utility Clearance Letter
  • Environmental Clearance (RES)
  • Nationwide Permit Number 14
  • Asbestos Survey Reports
  • Lead Based Paint Reports (Usually included in the Asbestos Survey Report)
  • Transportation Management Plan
  • Public Interest Findings
  • Approved Design Exceptions
  • Pavement Type Selection Letter

237.9.2 District Quality Assurance Requirements

237.9.2.1 Estimates

Before submitting plans and project documents, the district should verify that key project data is accurately entered in MoDOT’s project estimating software. The district must ensure the latest Bridge estimate is included in the estimate. Consult the “PROJECT INFORMATION” screen to verify the accuracy of the project data shown. This includes, but is not limited to, the route number(s), log miles and/or stationing, job description, location description, longitude and latitude. Identify specific routes when giving the route information. If the project involves multiple routes, list each of their numbers or abbreviations. Enter the longitude and latitude of the project midpoint. Longitudes and latitudes are used to analyze the distribution of funds, projects and construction types and accurate completion of this information is vital. Longitude and latitude coordinates may be obtained from MoDOT’s county maps, USGS maps, GPS devices, or other means. Enter these numbers as degrees, minutes and seconds. If seconds cannot be determined, these may be entered as “00”.

237.9.2.2 Horizontal and Vertical Alignments

Before submitting plans and project information for Automated Machine Guidance (AMG) construction methods, verify that all horizontal and vertical alignments in the coordinate geometry database (a.k.a. GPK file) contain the final alignments used for developing the plans submitted and are accurate. The coordinate geometry database should not include any preliminary alignments used in the development of the plans.

237.9.2.3 Roadway Plan Review

The district should thoroughly check all plans, drawings, computations, tabulations and other data prior to them uploading the project into WebTransport. Only a cursory review of these items will be performed by Central Office Design after the PS&E is submitted for review. The district is completely responsible for the accuracy, precision and completeness of plans. Central Office Design personnel are available to advise the district at any time during the process of developing the plans. Please feel free to contact the Bidding and Contract Services Section to get advice on how to organize Alternate Pavements.

Changes to plans that have been advertised must be kept to a minimum. Changes to projects designated as PoDI by FHWA for Final PS&E on the PoDI Matrix are to be approved by FHWA before they are advertised. No substitution, addition, or deletion should be made to any project within one week of the bid opening, unless failure to make the correction will substantially affect the bidding or cost of the project. All other necessary proposal changes or plan revisions should be forwarded to district Construction and Materials upon completion of the bid opening for incorporation into the contract by change order or notification to the contractor at the pre-construction conference.

237.9.3 PS&E Submittal Guidelines

All plans, specifications and estimates (PS&E), must be uploaded into WebTransport, saved to ProjectWise, and saved to eProjects no later than their due date found on the PS&E Due Date Chart on the Bidding and Contract Services SharePoint site. (Those outside of MoDOT may want to consult MoDOT's Bid Opening Info website.) FHWA has selected projects to be reviewed and approved by FHWA before they can be advertised. These projects are called Projects of Division Interest (PoDI) projects. PoDI projects and projects designed for the US Forest Service must be received in Central Office Design no later than 14 weeks prior to the bid opening date. A list of the PoDI projects is available on the Bidding and Contract Services SharePoint site. This will provide the minimum amount of time required for processing and obtaining FHWA’s approval, and other required approvals, before advertising the projects for bidding. The deadline for submitting extremely complex projects, or those projects requiring a pre-bid conference, must be coordinated with Bidding and Contract Services Section. All right of way clearances, utility adjustments, permits, agreements, bridge designs, archaeological and environmental matters, etc., are to be completed prior to the submission of plans for the bid opening. If these items are not complete at the time of the PS&E submittal, the project will be identified as late on the Division Tracker Measure. The following describes the process for electronically submitting all PS&E documents to Central Office Design for processing.

237.9.3.1 Schedule for Submittal

All PS&E information should be saved and available in ProjectWise, eProjects, and uploaded into WebTransport by the PS&E Due Date Chart. (Those outside of MoDOT may want to consult MoDOT's Bid Opening Info website.) The project manager shall notify Design that the final plans are ready for processing by sending an email to the following address:

plan.submittal@modot.mo.gov .

Please specify the job number and letting date in the subject of the email. The following information must be attached to this email:

  • The D-12 form
  • The District Estimate printed out in pdf format
  • The .PLUS file from Bid Tab Professional for the project
  • The .XML file from Bid Tab Professional for the project.

When projects require being re-let or are moved to a different month after PS&E submittal, a new email indicating the required information must be sent at the new letting submittal date (when the new desired letting PS&E are due) in order for the project review and letting process to be initiated.

237.9.3.2 Required Information for Submittal

The PS&E submittal should contain the following information, if applicable, and any additional project specific information needed to process the project:

* This form is available via Word templates.

237.9.3.3 Guidelines Details

237.9.3.3.1 Roadway Plans

The district shall only save the signed and sealed plan sheets and the electronic deliverables files in the Contract Plans Folder of ProjectWise under the appropriate district and job number. This folder is intended to only contain the contract documents that are used to advertise a project for bids. The Job Number (Job#) subfolder is automatically generated in the Contract Plans folder when the pdf is created from the original location. For consultant plans and the Right of Way Folder, the district will need to contact the CADD Training Center’s ProjectWise Administrator who will create the folder for you. The district may also contact Central Office Design as the project’s reviewer can provide this service.

237.9.6.3.1 secure.jpg

237.9.3.3.2 File Name Convention for Roadway Plans

The roadway plan sheets must have a file name that follows MoDOT’s standard file naming convention found in EPG 237.13 Contract Plan File Name Convention. The Central Office Reviewer will do a Quality Assurance check of the file names to ensure they follow the standards and will ask the district to change any file name that does not follow the standard.

237.9.3.3.3 Electronic Deliverables File

The district or consultant should save all additional information to be provided to the contractor in a zip file called Electronic Deliverables. The zip file should be placed in the Contract Plans Folder of ProjectWise at the time the PS&E documents are submitted to Central Office Design. The file should include the following information if applicable to the project.

1. Electronic Design Data for contractor estimating, surveying and construction (EDD). Reference EPG 237.14.2 Specifications for Electronic Design Data.
  • This information is required when cross sections are provided on a project.
2. Work Zone Impact Analysis Spreadsheets
3. Plans for the existing bridge. These are provided by the Bridge Division and are found in the Contract Plans folder in ProjectWise with the file name “JobNumber_Bridge_Electronic_Deliverables.zip”.
4. Any geotechnical reports to be provided to the contractor
5. D-15 Equipment and Materials List for permanent signal and lighting equipment
6. Any lead-based paint test results and any asbestos survey reports.

The file naming convention and structure of the file should be as shown in the example below:

J4P3100_ J4P3182_Electronic_Deliverables.zip (This is the File Name)
J4P3100 (This is a Folder)
J4P3100_EDD_Info.zip
J4P3100_Bridge_Info_Sheets.zip
J4P3100_Geotech_Report.pdf
J4P3100_D15_Equipment_and_Materials.pdf
J4P3182 (This is a Folder)
J4P3182_EDD_Info.zip
J4P3182_Bridge_Info_sheets.zip
J4P3182_Geotech_Report.pdf
J4P3182_D15_Equipment_and_Materials.pdf
J4P3100_ J4P3182_Work_Zone_Impact_Analysis_Spreadsheets.zip

The district or consultant is responsible for all QA/QC of the files. It is the project manager’s responsibility to ensure all data is present and accurate. Sometimes the Electronic Deliverables file can become too large to post to MoDOT's Online Plans Room. It is required that the file size be limited to 500,000 KB.

The Bridge Division sometimes provides Bridge Information Sheets that supply the existing bridge plans in a zip file. This file will be placed in the Contract Plans folder by the Bridge Division and have a file name as shown below. The district will responsible for putting this information in their Electronic Deliverables file.

Job#_Bridge_Information_Sheets_OptionalDescription.zip

237.9.3.3.4 PS&E Supporting Documents

237.9.3.3.4.1 File Location

All supporting documentation for the PS&E submittal will be placed in the eProjects SharePoint site with a “DE Letting Documents” content type. The Project Manager will be responsible for creating the Project in eProjects and insuring that all metadata is entered correctly.

A screen print of the eProjects web site, in the project 5U0675, is shown below.

237.9.3.3.4.1.jpg
237.9.3.3.4.2 File Naming Conventions

The applicable supporting documents for the PS&E will be saved by the district using a file name as shown below. The districts are responsible for creating any pdf files needed. Any scanned documents that will appear in the contract must be scanned at a minimum of 300 dpi. In the examples below, Job# = Job Number (i.e., J6I1234). Italicized items are optional. All supporting documents must be saved with a content type equal to “DE Letting Documents”.

Job#-Creator’s Userid.PLUS (Place in the Specs and Estimate folder only)
Job#.XML (Place in the Specs and Estimate folder only)
Job#_Conflict_of_Interest_CommissionerName.pdf or doc (eProjects)
Job#_D-12_Checklist.doc (eProjects)
Job#_D-15_Cover_Letter.pdf (eProjects)
Job#_D-15_Equipment_Listing.pdf (can include cover letter) (eProjects)
Job#_Estimate.pdf (Place in the Specs and Estimate folder only)
Job#_FFOS_Breakdown.xlsx (eProjects)
Job#_JSP_Roadway_OptionalDescription.doc (eProjects)
Job#_JSP_Bridge_OptionalDescription.doc (eProjects)
Job#_JSP_Sewer_OptionalDescription.doc
Job#_TMP_Summary.docx or pdf (see EPG 616.14.10 Transportation Management Plan)
Job#_Work_Day_Study.pdf or xlsx
Job#_Public_Interests_Finding.pdf or doc (see EPG 131.2 Proprietary Items and Public Interest Findings)
Job#_Work_Zone_Analysis_Spreadsheet_OptionalDescription.xlsm

The following documents will be included in the “Doc - Letting Documents” view but will have different content types within eProjects:

Content Type: Design Exceptions
Job#_Design_Exceptions.pdf (see EPG 131.1.1 When to Complete a Design Exception)

Other information related to the project should be saved in eProjects with a content type of “DE Letting Documents”. Although the below information may not be saved in eProjects by the project manager, it is still the responsibility of the project manager to verify the information is available in eProjects before the PS&E submittal to Central Office Design. The district should continue to be aware of all issues associated with the below documents.

  • Environmental Section
Job#_PermitName_Permit#.pdf (i.e., J6I1234_NWP_14.PDF) (see EPG 127.19.1.3 Process)
Job#_Permit_nonpcn.pdf (non-preconstruction notification)
Job#_RES_Final.pdf (Link see EPG 127.1 Request for Environmental Services)
Job#_RW_Clearance_type_date.pdf
Job#_Utilities_Clearance_Letter.pdf
Job#_Asbestos_Report_OptionalDescription.pdf
Job#_ Road_User_Costs.doc or pdf

The following documents will be included in the “Doc - Letting Documents” view but will have different content types within eProjects:

Content Type: Pavement Design
Job#_Pavement_Type_Selection.doc or pdf

237.9.3.4 Roadway JSP Submittal Process

237.9.6.4.1.jpg

1. The Roadway Job Special Provisions (JSPs) will be saved to eProjects, with a “DE Letting Documents” content type, for review by Central Office Design. The initial submittal of the Job Special Provisions (JSPs) will not contain the engineer’s seal, but must contain the engineer’s signature block. The template for the engineer’s signature block is available on MoDOT’s Job Special Provisions web page in the “Roadway_JSP_Template” JSP.

2. Upon completion of the initial review of the PS&E, the reviewer will provide review comments to the project manager by e-mail and request the district’s response. The districts will email the reviewer their response to the reviewer’s comments. The district will also email a marked up copy of the estimate showing any changes to be made to the estimate. The district will inform the reviewer of any sheets that need to be deleted for revisions to the plans and also inform the reviewer when the revised sheets are available for review.

3. Upon finalizing the review process, the reviewer will convert the JSPs into a pdf, add any additional information such as D-15 Equipment and Material Lists, nationwide permits, or asbestos survey reports and prepare the document for the engineer’s seal. The reviewer will save the completed set of JSPs to the Contract Plans folder in ProjectWise. The reviewer will then notify the project manager, via e-mail, that the Request for Bid document (Bid Book) and the JSPs are saved in ProjectWise in the Contract Plans Folder and are ready for the district’s review and approval.

4. After reviewing the bidding documents, the project manager will apply the engineer’s seal to the Roadway JSPs and change the state of the file to “Signed and Sealed”.

5. The project manager shall contact the reviewer, via e-mail, that the bidding documents are ready for posting to the MoDOT's Online Plans Room.

6. JSPs sealed by a Consultant shall contain the consultant’s name, address, phone number, and certificate of authority in the seal block. The certificate of authority is a number, given by the Secretary of State Office, authorizing the engineering company to do business in the state of Missouri. The engineer’s seal shall not place any restrictions on the file that would limit MoDOT’s ability to print, assemble, or place comments on the document.

237.9.3.5 Applying Engineer’s Seal to JSPs

There are a variety of different scenarios for applying the engineer’s seal. Any combination of signing and sealing the JSPs can be used to seal the JSPs for advertising the project on MoDOT's Online Plans Room.

1. If the JSPs contain only one seal, either wet or electronic, simply apply the engineer’s seal and save as an Adobe Acrobat pdf file. JSPs with a wet seal will need to be scanned at 300 dpi and saved as a pdf file.

2. JSPs containing multiple wet seals, simply apply all wet seals, scan the document and save the file as a pdf.

3. If the JSPs contain multiple seals, with only one electronic seal and any number of wet seals, the wet seals should be applied first, the document scanned, and a pdf of the file should be placed in ProjectWise in the Contract Plans Folder. The reviewer, in Central Office Design, should be notified so they can prepare the documents for an electronic seal. When the document is ready, the reviewer will notify the PM that the document is in the Contract Plans Folder and that it is ready for their electronic seal.

4. If the JSPs contain multiple seals, with more than one electronic seal, the electronic seals may be applied to the JSPs and saved as one file. All the electronic seals must be applied using Adobe Acrobat X Pro or a newer version of the software. The last person sealing the document must optimize the document for fast web viewing or the document cannot be opened in ProjectWise. Please note that it is recommended that only one electronic seal be applied to a JSP as files have become corrupt when multiple electronic seals have been applied. Please contact the reviewer, in Central Office Design, for help with multiple seals.

5. The signature block should list the JSPs that apply to each engineer’s seal. If there is only one engineer’s seal that applies to all JSPs, then you may list all sections or abbreviate the listing (e.g., All, A to G, A - G, etc.). You should list the sections (A - G) if Additional Information is attached to the JSP. The Project Manager will be taking responsibility for the Additional Information if "All" is used.

237.9.3.6 Finalizing the PS&E for Advertisement

237.9.3.6.1 Creating Bidding Documents

The reviewer will create the Bid Book, Roadway JSPs, and the Bridge JSPs using Adobe Acrobat Pro as shown below. Combining the pages into a zip file or Adobe Acrobat Package is not acceptable. Not all files shown will be needed on every project.

Bid book Roadway JSP File Bridge JSP File
Roadway JSPs for Job No. A Bridge JSPs for Job No. A
Sewer JSPs for Job No. A Bridge JSPs for Job No. B
Roadway JSPs for Job No. B Bridge JSPs for Job No. C






237.9.3.6.2 Packaging Plans

The reviewer will create a single file that contains all roadway plans by combining the following sheets in the order shown below using Adobe Acrobat Pro. Combining the sheets into a zip file or Adobe Acrobat Package is not acceptable. Not all sheets shown will be needed on every project.

Roadway Plans for Job No. A
Sewer Plans for Job No. A
Landscaping Plans for Job No. A
Bridge Plans for Job No. A
Roadway Plans for Job No. B
Bridge Plans for Job No. B

237.9.3.6.3 Packaging Cross Sections

The reviewer will create a single file that contains all cross section sheets by combining the following sheets in the order shown below using Adobe Acrobat Pro. Combining the sheets into a zip file or Adobe Acrobat package or binder is not acceptable. Not all files shown will be needed on every project.

Cross Sections Sheets for Job No. A
Cross Sections Sheets for Job No. B

237.9.3.7 Posting Projects for Advertisement

Bidding and Contract Services Section (BCS), of Central Office Design, will place the bidding documents on MoDOT’s Electronic Plans Room advertising the project. The files used in the advertisement will consist of the Bid Book, Roadway JSPs, Bridge JSPs, plan sheets, cross sections sheets, and the Electronic Deliverables file. The EBS file will be posted on the Bid Express (BidX) web site only. All files posted will be in the Adobe Acrobat pdf format except the Electronic Deliverables file which will be a zip file. The BCS Section will also save a copy of the advertised bidding documents in eProjects with a “DE Award Plans” content type in the project of the parent Job Number. All Job Numbers on the call will be listed in the File Name with each Job Number separated by a underscore. This way a search for the Job Number will find the file no matter which folder the file is placed.

237.9.3.8 Summary of Content Type for eProjects

MoDOT uses the eProjects SharePoint site to store all permanent information needed on a project. eProjects is organized using Projects and metadata which is assigned to each file. Folders are not allowed to be used. The metadata is used for fast searches to find the information a user needs without having to search through multiple folders. All the information in eProjects, used in the letting of a project, is organized by projects. The name of the project is the Job Number. Each project will contain more data than is needed to let a project so entering the Metadata correctly is very important. The Project Manager is responsible for the metadata being entered correctly. Below is a summary of the metadata that needs to be entered:

All Job Numbers entered must have the beginning “J” removed. This is so the information in the Planning database (SIMS) will be compatible. The SIMS information is automatically populated in the metadata by the Job Number.
All PS&E Supporting Documents (EPG 237.9.3.3.4 PS&E Supporting Documents) will have a Content Type = DE Letting Documents and Division = DE
All advertised plans will have a Content Type = DE Award Plans and Division = DE
All Contracts with the contractor will have a Content Type = DE Construction Contracts and Division = DE

237.9.4 File Naming Convention for Addendums

The file name for all revised plan sheets for the first addendum must contain a _R001 at the end of the existing file name; the second addendum will contain a _R002; etc. The project manager shall notify the reviewer, via email, that the addendum is ready for processing in ProjectWise. Examples of the file naming convention are shown below.

001_TITLE_J6I1234_I1_R001.pdf
002_TS_01_J6I1234_I100_R001.pdf
130517_F01_J6I1234B_Electronic_Deliverables_R001.zip
130517_F01_J6I1234B_Addendum Letter_R001.pdf
130517_F01_J6I1234B_Addendum Letter_R002.pdf
130517_F01_J6I1234B_Addendum Letter_R003.pdf
130517_F01_J6I1234B_Bid_Book.pdf
130517_F01_J6I1234B_Bid_Book_R002.pdf
130517_F01_J6I1234B_JSP_Roadway.pdf
130517_F01_J6I1234B_JSP_Roadway_R001.pdf
130517_F01_J6I1234B_JSP_Roadway_R002.pdf
130517_F01_J6I1234B_JSP_Bridge_R003.pdf

Please note that this file naming convention is for addendums (kites) only and should not be used for revisions that are made to the plans before the project is advertised for bids. The _R001, at the end of the file name, is to be used only for changes/revisions associated with addendums that occur AFTER the plans have been advertised for bids and not during the standard revision process that occurs before the plans are advertised.

The files contained within the Contract Plans folder in ProjectWise should only be those that are part of the final bid documents made available to contractors on the MoDOT's Online Plans Room. Therefore, if you make changes to a sheet prior to the job being advertised for bids, please ask the reviewer to delete the sheet in ProjectWise before adding the revised sheet. This will eliminate any confusion when an addendum is needed for the project.

237.9.6.6. sheet deleted.jpg

If there are multiple revisions to a plan sheet, and it is clearer to create an entirely new plan sheet, the district should mark an “X” through the existing plan sheet, add the triangle symbol with a number in the triangle, add the note “Sheet Deleted” and create a new plan sheet. The new sheet number should be updated with an “A” (i.e., if deleting Sheet 21, then the new sheet number will be 21A), and the sheet added should be designated with the triangle symbol with a number in the triangle and the note “Sheet Added”. The file naming convention for the deleted sheet will automatically be updated (through the pdf creation) with the _R001 because a revision was made to the existing sheet, as below. The deleted sheet should have an X through the sheet and still contain the engineer’s seal. The deleted sheet must remain in Contract Plans so there is no missing sheet number.

Sheets Deleted and Added

Sheet Deleted = 009_TS_21_J0I0985_I100_R001.pdf
Sheet Added = 009_TS_21A_J0I0985_I100_R001.pdf

The newly created sheet will not automatically have the _R001 added because there was no file with that name existing when the sheet was added. Therefore the _R001 must be added to the end of the file name, by renaming the file, to associate the file to the addendum. The district must rename the sheet before the engineer seals the file or the reviewer will need to rename the file.

Note: Once the plans have been advertised for bid, any revision to the plans must be treated as an addendum.

237.9.5 Bridge Plans

1. The Bridge Plan Sheets, Bridge JSPs and information only sheets will be saved in a separate file folder than the roadway documents included in the PS&E submittal package. The bridge plans and information sheets will be saved in the following location:

  • Documents Folder
- Contract Plans Folder
- District Folder
- Job Number Folder
- Bridge Number Folder

The Bridge JSPs will be saved in the following location:

  • Documents Folder
- Contract Plans Folder
- District Folder
- Job Number Folder

2. All other supporting documentation for the PS&E submittal will be provided to the district by email. Below is a listing of file names the Bridge Division may need to supply to the District Design. All files listed may not be needed for every project. Italicized text indicates optional text to may be included in the file name:

Job#BR_Bridge#_UserID.PLUS
Job#BR_Bridge#.XML
Job#_Bridge#_Estimate.BAM
Job#_Bridge#_Estimate.BDW
Job#_Bridge# Estimate.CES
Job#_Bridge#_Estimate.CTG
Job#_Bridge#_Bridge_Supplemental_Report.doc
Job#_Bridge#_Memo_To_Design.doc
Job#_Bridge#_Cost_Estimate.pdf
Job#_Bridge#_Layout_Sheets_Summary.doc

Construction and Materials Geotechnical Engineering will save the soundings for a bridge into eProjects with a “DE Letting Documents” content type. The Bridge Division memo to the district will indicate which bridges have soundings to ensure district will include sounding logs in the Bridge Electronic Deliverables. Job# _Geotechnical_Report.zip

237.9.6 Consultant Designed Projects

All plans for consultant-designed projects shall be submitted to Central Office in electronic form. The consultant may choose either of the two methods described below.

1. Scanned plan sheets: The consultant can continue to sign and seal plan sheets using traditional wet seals and handwritten signatures as required by state statute. All consultants that sign and seal plans must include the Company's Name, Address, Phone Number, and Certificate of Authority Number in the title block.
The consultant is responsible for scanning each signed and sealed plan sheet to individual Adobe Acrobat Files (pdf format) following MoDOT’s standard file naming convention. No TIFF images will be accepted. The scanned files shall use a resolution of 300 dpi on a D-size (22 in. x 34 in.) sheet. In addition to the scanned images, the consultant shall submit one full size set of the original signed and sealed set of plans.
2. Electronically signed and sealed plan sheets: The consultant may use the Adobe Acrobat electronic signature technology to sign and seal each plan sheet.
If choosing to electronically sign and seal the plans, the consultant shall submit the certificate of authenticity for each professional engineer signing and sealing the plans to the Design Management Systems Administrator for signature verification purposes. All consultants that sign and seal plans must include the Company's Name, Address, Phone Number, and Certificate of Authority Number in the title block. MoDOT purchases all rights to the consultant plans and as such the Adobe Acrobat electronic signature technology shall be set to allow the following actions:
237.9.6 2020.jpg

Consultants shall submit a copy of the electronic files to the District Project Manager for roadway projects or to the Structural Project Manager for bridge projects in DVD or CD-ROM media. The district or division is responsible for saving the pdfs of all signed and sealed plan sheets in the Contract Plans folder of Project Wise in accordance with EPG 237.9.3 PS&E Submittal Guidelines. The district design team and the Bridge Division will be responsible for saving all supporting PS&E submittal documentation in the eProjects SharePoint site.

237.9.7 Plans Distribution

Electronic copy of awarded plans will be placed in eProjects with “DE Awarded Plans” content type.

Electronic copy of awarded construction contract will be placed in eProjects with “DE Construction Contracts” content type.

237.9.8 Pre-Bid Conferences

Pre-bid conferences are held to increase potential bidders’ understanding of the plans and specifications. A pre-bid conference is not a substitute for a constructability review by the project team during plan development. Pre-bid conferences are required for all unique or complex projects, or projects with particularly difficult or unusual staging or construction methods. As a general rule, a pre-bid conference is to be held for any project with a programmed cost in excess of $20 million, although the cost of the project is not the only factor to be considered.

Pre-bid conferences are typically held one to two weeks after the advertisement of the project. The time and location of the pre-bid conference are set by the project manager in coordination with Central Office Design. The pre-bid meeting must be scheduled in such a way as to allow the potential bidders sufficient time to review the bidding documents. Minutes and a listing of all who attended the pre-bid conference are to be completed by the project manager and sent to the reviewer in Central Office Design. Central Office Design will post the minutes and a listing of contractors who attended the meeting on MoDOT’s Pre-Bid Notices website. Changes to the bidding documents as a result of the pre-bid conference will be handled as an addendum.

The MoDOT project manager is responsible for preparing an agenda for the pre-bid conference, and ensuring the proper topics are discussed. The following is a list of possible topics that may be discussed at the pre-bid conference:

  • Project overview
  • General discussion of the design philosophy used for this project.
  • Status of right of way acquisition (if not clear).
  • Status of utility adjustments (if not clear).
  • Any non-standard pay items or special bid items including “No Direct Pay” or lump sum items.
  • Any bid item including work that may not be readily apparent to the contractor.
  • Any item or condition out of the ordinary.
  • All special provisions, especially any unusual conditions.
  • Any constructability concern or anticipated difficulty during the construction.
  • General clarification of major bid items.
  • Discuss the available sub-surface information, the amount and type of excavation included in the project, and the availability of any necessary borrow material.
  • Traffic Control Plans and how they relates to any staged construction.
  • Options for staging of construction.
  • Critical schedules needing to be met, working days, completion date, and any critical sequences of construction.
  • Phasing of construction contracts and how this project relates to other projects in the vicinity (future bid opening schedules, potential conflicts, coordination of other contracts, etc.)
  • Special environmental concerns or practices that must be observed during construction including any permits and the special conditions imposed by them.
  • Other agencies involved with this project.
  • Identify any controversial items.
  • Public concerns expressed during the design of the project.
  • Unique design concerns, including special agreements made during right of way negotiations.
  • Any contractor questions which have been answered prior to the meeting.
  • Define the lines of communication between the contractor and MoDOT regarding questions the contractor may have about the plans (clarifications of plans, errors, omissions, etc.). Identify the proper contacts for questions.
  • The DBE and Trainee goal requirements for the project.
  • Shop drawing procedures.
  • Answer any questions regarding the payment process or change order process and introduce the Resident Engineer and/or inspectors.

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