236.3 Administration - Revision history

Hoskir: /* Steps for Completing NEPA Review */ updated per RR3944

2024-10-10T18:07:44Z

Steps for Completing NEPA Review: updated per RR3944

← Older revision		Revision as of 13:07, 10 October 2024
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	::c. ROW approval is provided by CO ROW within one week of the state funded a-date request submittal.		::c. ROW approval is provided by CO ROW within one week of the state funded a-date request submittal.

	~~District right of way will submit the completed RES with all other necessary documents to Right of Way Section for review and approval.~~		It is Right of Way Section’s responsibility to develop the administration policies and procedures necessary for compliance with MoDOT needs and Federal Highway Administration requirements.

	~~In addition to coordinating with the various districts on the above, it~~ is Right of Way Section’s responsibility to develop the administration policies and procedures necessary for compliance with MoDOT needs and Federal Highway Administration requirements.

	The remainder of EPG 236.3.4 Right of Way Acquisition Authority and Project Funding describes the policy and procedure requirements for the administration responsibilities as listed above.		The remainder of EPG 236.3.4 Right of Way Acquisition Authority and Project Funding describes the policy and procedure requirements for the administration responsibilities as listed above.

Hoskir: /* 236.3.4 Right of Way Acquisition Authority and Project Funding */ published per RR3944

2024-10-09T19:03:17Z

236.3.4 Right of Way Acquisition Authority and Project Funding: published per RR3944

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Hoskir: /* 236.3.3.1 Right of Way Plan Review */ updated per RR3909

2024-07-30T15:22:14Z

236.3.3.1 Right of Way Plan Review: updated per RR3909

← Older revision		Revision as of 10:22, 30 July 2024
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	Plans for right of way acquisition are prepared by district design and approved by the district engineer in the respective districts.		Plans for right of way acquisition are prepared by district design and approved by the district engineer in the respective districts.

	District right of way shall review plans and coordinate any requirements or recommendations with district design. When the plans are finalized and accepted for right of way use, an A-Date is requested by submittal to the Right of Way Section by the district. District design will furnish copies of any subsequent revisions to the plans to district right of way with a transmittal letter that individually identifies the revisions being submitted. Right of way plans as acquired will be furnished to the Right of Way Section with the submittal of the Right of Way Clearance Certification. It is essential that cooperation, communication and coordination between district design, including the transportation project manager and core team members, and district right of way be maintained in the development of plans and the estimate of costs for right of way acquisition.		District right of way shall review plans and coordinate any requirements or recommendations with district design using the [https://epg.modot.org/forms/RW/Chapter%2013_Designing%20Right%20of%20Way%20Plans/Right%20Way%20Plans%20Checklist%20Form%20236.13.7.docx Right of Way Plan Checklist]. When the plans are finalized and accepted for right of way use, an A-Date is requested by submittal to the Right of Way Section by the district. District design will furnish copies of any subsequent revisions to the plans to district right of way with a transmittal letter that individually identifies the revisions being submitted. Right of way plans as acquired will be furnished to the Right of Way Section with the submittal of the Right of Way Clearance Certification. It is essential that cooperation, communication and coordination between district design, including the transportation project manager and core team members, and district right of way be maintained in the development of plans and the estimate of costs for right of way acquisition.

	The approved right of way plans shall be uploaded in eProjects. The date the right of way plans were approved shall be entered in RWPA.		The approved right of way plans shall be uploaded in eProjects. The date the right of way plans were approved shall be entered in RWPA.

Hoskir: updated forms box per RR3909

2024-07-30T15:20:43Z

updated forms box per RR3909

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 <div style="float: right; margin-right:0px; width:275px; background-color: #f5f5f5; padding: 0.3em; border: 1px solid #cccccc; text-align:left;">
 '''<u><center>Forms</center></u>'''
@@ Line 39: / Line 11: @@
 *[https://epg.modot.org/forms/RW/Chapter%203_Administration/RW%20Cost%20Estimate%20Worksheet%20Form%203.3.3A.docx Right of Way Cost Estimate Worksheet (Form 236.3.3.3A)]
 *[https://epg.modot.org/forms/RW/Chapter%203_Administration/RW%20Cost%20Estimate%20Form%203.3.3B.docx Right of Way Cost Estimate (Form 3.3.3B)]
 *[https://epg.modot.org/forms/RW/Chapter%2010_Condemnation%20Procedures/RWPA%20Checklist.pdf RWPA checklist]
 </div>

Hoskir: /* 236.3.3.1 Right of Way Plan Review */ updated per RR3866

2024-04-08T18:48:25Z

236.3.3.1 Right of Way Plan Review: updated per RR3866

← Older revision		Revision as of 13:48, 8 April 2024
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	Plans for right of way acquisition are prepared by district design and approved by the district engineer in the respective districts.		Plans for right of way acquisition are prepared by district design and approved by the district engineer in the respective districts.

	District right of way shall review plans and coordinate any requirements or recommendations with district design. When the plans are finalized and accepted for right of way use, an A-Date is requested by submittal to the Right of Way Section by the district. District design will furnish copies of any subsequent revisions to the plans to district right of way with a transmittal letter that individually identifies the revisions being submitted. Right of way plans as acquired will be furnished to the Right of Way Section with the submittal of the Right of Way Clearance Certification. It is essential that cooperation, communication and coordination between district design, including the transportation project manager and core team members, and district right of way be maintained in the development of plans and the estimate of costs for right of way acquisition.		District right of way shall review plans and coordinate any requirements or recommendations with district design. When the plans are finalized and accepted for right of way use, an A-Date is requested by submittal to the Right of Way Section by the district. District design will furnish copies of any subsequent revisions to the plans to district right of way with a transmittal letter that individually identifies the revisions being submitted. Right of way plans as acquired will be furnished to the Right of Way Section with the submittal of the Right of Way Clearance Certification. It is essential that cooperation, communication and coordination between district design, including the transportation project manager and core team members, and district right of way be maintained in the development of plans and the estimate of costs for right of way acquisition.

	The approved right of way plans shall be uploaded in eProjects.		The approved right of way plans shall be uploaded in eProjects. The date the right of way plans were approved shall be entered in RWPA.

	===236.3.3.2 Right of Way Cost Estimates===		===236.3.3.2 Right of Way Cost Estimates===

Hoskir: /* 236.3.12.1 Introduction */ updated per RR3744

2023-08-10T14:31:44Z

236.3.12.1 Introduction: updated per RR3744

← Older revision		Revision as of 09:31, 10 August 2023
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	===236.3.12.1 Introduction===		===236.3.12.1 Introduction===
	When projected workloads are high and available MoDOT staffing resources are limited, the need may arise to solicit for Right of Way Services. This is a guide for soliciting, selecting, and managing consultant contracts with MoDOT. Because Right of Way Acquisition and Relocation Services are not defined as a professional service; therefore, the steps associated with RWRS consultant selection require a different process and procedure prior to utilizing.		When projected workloads are high and available MoDOT staffing resources are limited, the need may arise to solicit for Right of Way Services. This is a guide for soliciting, selecting, and managing consultant contracts with MoDOT. Because Right of Way Acquisition and Relocation Services are not defined as a professional service; therefore, the steps associated with RWRS consultant selection require a different process and procedure prior to utilizing. Right of Way Consultants do not require prequalification.

	===236.3.12.2 On-call and solicitation for Consultant Services Process – Right of Way===		===236.3.12.2 On-call and solicitation for Consultant Services Process – Right of Way===

Hoskir: updated forms area

2023-08-09T16:16:49Z

updated forms area

← Older revision		Revision as of 11:16, 9 August 2023
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	\|}		\|}
	-->		-->
	<div style="float: right; margin-right:0px; width:~~250px~~; background-color: #f5f5f5; padding: 0.3em; border: 1px solid #cccccc; text-align:left;">		<div style="float: right; margin-right:0px; width:275px; background-color: #f5f5f5; padding: 0.3em; border: 1px solid #cccccc; text-align:left;">
	'''<u><center>Forms</center></u>'''		'''<u><center>Forms</center></u>'''
	*[https://epg.modot.org/forms/RW/Chapter%203_Administration/A-Date%20Form%203.4.2.pdf Acquisition Authority Date, A-Date (Form 3.4.2)]		*[https://epg.modot.org/forms/RW/Chapter%203_Administration/A-Date%20Form%203.4.2.pdf Acquisition Authority Date, A-Date (Form 3.4.2)]

Hoskir: updated forms section

2023-08-09T15:40:50Z

updated forms section

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-{|style="padding: 0.3em; margin-left:15px; border: 1px solid #cccccc; text-align:center; font-size: 95%; background:#f5f5f5" width="230px" align="right"
+<!-- REPLACED THE FORMS TABLE WITH A DIVISION CONTAINER AND MADE SOME FORMATTING CHANGES
 |-
-|'''Forms'''
+| style="text-align:center;" | '''<u>Forms</u>'''
 |-
 |[https://epg.modot.org/forms/RW/Chapter%203_Administration/A-Date%20Form%203.4.2.pdf Acquisition Authority Date, A-Date (Form 3.4.2)]
@@ Line 25: / Line 26: @@
 |[https://epg.modot.org/forms/RW/Chapter%2010_Condemnation%20Procedures/RWPA%20Checklist.pdf RWPA checklist]
 |}
 ==236.3.1 General==

Hoskir: updated links in Forms box

2023-08-09T14:19:10Z

updated links in Forms box

← Older revision		Revision as of 09:19, 9 August 2023
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	\|[https://epg.modot.org/forms/RW/Chapter%203_Administration/236.3.4.4_Advance_Aquisition_Certification.docx Advance Acquisition Certification Memo]]		\|[https://epg.modot.org/forms/RW/Chapter%203_Administration/236.3.4.4_Advance_Aquisition_Certification.docx Advance Acquisition Certification Memo]]
	\|-		\|-
	\|[~~http~~://~~eprojects~~/~~Templates~~/RW/Chapter%203_Administration/Categorical%20Exclusion%20Review_Form%203-1_2.pdf Categorical Exclusion Review (Form 3.1.2)]		\|[https://epg.modot.org/forms/RW/Chapter%203_Administration/Categorical%20Exclusion%20Review_Form%203-1_2.pdf Categorical Exclusion Review (Form 3.1.2)]
	\|-		\|-
	\|[https://www6.modot.mo.gov/EnvironmentalRequest/Pages/Login.aspx Request for Environmental Services (RES)]		\|[https://www6.modot.mo.gov/EnvironmentalRequest/Pages/Login.aspx Request for Environmental Services (RES)]
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	\|[https://epg.modot.org/forms/DE%202017%20Forms/Environmental/127.1%20Instructions%20for%20the%20RES%20Form.docx Instructions for the RES Form]		\|[https://epg.modot.org/forms/DE%202017%20Forms/Environmental/127.1%20Instructions%20for%20the%20RES%20Form.docx Instructions for the RES Form]
	\|-		\|-
	\|[~~http~~://~~eprojects~~/~~Templates~~/RW/Chapter%206_Appraisal%20and%20Appraisal%20Review/Appraisal%20Review%20and%20Approval%20of%20Just%20Compensation%20Form%206.4.3.docx Review of Appraisals and Approval Just Compensation (Form 6.4.3)]		\|[https://epg.modot.org/forms/RW/Chapter%206_Appraisal%20and%20Appraisal%20Review/Appraisal%20Review%20and%20Approval%20of%20Just%20Compensation%20Form%206.4.3.docx Review of Appraisals and Approval Just Compensation (Form 6.4.3)]
	\|-		\|-
	\|[https://epg.modot.org/forms/RW/Chapter%203_Administration/RW%20Cost%20Estimate%20Worksheet%20Form%203.3.3A.docx Right of Way Cost Estimate Worksheet (Form 236.3.3.3A)]		\|[https://epg.modot.org/forms/RW/Chapter%203_Administration/RW%20Cost%20Estimate%20Worksheet%20Form%203.3.3A.docx Right of Way Cost Estimate Worksheet (Form 236.3.3.3A)]
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	\|[https://epg.modot.org/forms/RW/Chapter%203_Administration/RW%20Cost%20Estimate%20Form%203.3.3B.docx Right of Way Cost Estimate (Form 3.3.3B)]		\|[https://epg.modot.org/forms/RW/Chapter%203_Administration/RW%20Cost%20Estimate%20Form%203.3.3B.docx Right of Way Cost Estimate (Form 3.3.3B)]
	\|-		\|-
	\|[~~http~~://~~eprojects~~/~~Templates~~/RW/Chapter%2010_Condemnation%20Procedures/RWPA%20Checklist.pdf RWPA checklist]		\|[https://epg.modot.org/forms/RW/Chapter%2010_Condemnation%20Procedures/RWPA%20Checklist.pdf RWPA checklist]
	\|}		\|}

Hoskir: /* 236.3.12.2 On-call and solicitation for Consultant Services Process – Right of Way */ updated per RR

2023-04-12T17:56:42Z

236.3.12.2 On-call and solicitation for Consultant Services Process – Right of Way: updated per RR

← Older revision		Revision as of 12:56, 12 April 2023
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	'''Step 3.''' District works with Project Manager to determine if funding is available under the job number to use On-Call Consultant contract. If expenditures for On-Call consultant work exceed $200,000, then a separate solicitation will be required, go to Step 4. If there is enough funding available under this project for RWRS services that will not exceed the $200,000 cap for On-Call Consultants, go to Step 6.		'''Step 3.''' District works with Project Manager to determine if funding is available under the job number to use On-Call Consultant contract. If expenditures for On-Call consultant work exceed $200,000, then a separate solicitation will be required, go to Step 4. If there is enough funding available under this project for RWRS services that will not exceed the $200,000 cap for On-Call Consultants, go to Step 6.

	'''Step 4.''' If soliciting for a specific project over $200,000, Professional Services Committee (PSC) Approval is required. The Right of Way Liaison will draft a memo from the Assistant to the State Design Engineer-ROW to the PSC (State Design Engineer, State Bridge Engineer & Transportation Planning Director) for approval to proceed. An [~~http~~://sp/~~sites~~/de/~~RealEstate~~/~~Consultants/J2P2215~~%2C%~~20Bus%20Route%2063%2C%20Adair/J2P2215~~%20Approval%20to%20Solicit~~%20Right%20of%20Way%20Consultants~~.~~pdf~~ example PSC Approval to Solicit Right of Way Services] is available. The solicitation will include the following information, [~~http~~://sp/~~sites~~/de/~~RealEstate/Consultants/J2P2215,%20Bus%20Route%2063,~~%~~20Adair~~/~~NE%20PSC%20Approval%20Memo%20J2P2215%203-3-2020%20-%20Separate%20Scope~~.~~pdf~~ Example Solicitation]:		'''Step 4.''' If soliciting for a specific project over $200,000, Professional Services Committee (PSC) Approval is required. The Right of Way Liaison will draft a memo from the Assistant to the State Design Engineer-ROW to the PSC (State Design Engineer, State Bridge Engineer & Transportation Planning Director) for approval to proceed. An [https://epg.modot.org/forms/RW/Chapter%203_Administration/Example%20Request%20PSC%20Approval%20to%20Solicit.docx example PSC Approval to Solicit Right of Way Services] is available. The solicitation will include the following information, [https://epg.modot.org/forms/RW/Chapter%203_Administration/Example_Solicitation_letter.docx Example Solicitation]:

	::a. Letter from State Design Engineer to the pre-qualified Firms		::a. Letter from State Design Engineer to the pre-qualified Firms
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	'''Step 5.''' The Right of Way Liaison causes the solicitation to be published on MoDOT’s Consultant Services for RFQs. Then go to Step 7.		'''Step 5.''' The Right of Way Liaison causes the solicitation to be published on MoDOT’s Consultant Services for RFQs. Then go to Step 7.

	'''Step 6.''' If the cap of $200,000 has not been expended for On-Call Consultant services and there is funding available for ROW consultant services, the Right of Way Liaison will gather the required information in Step 2 and Step 4 and send an email solicitation to the “[mailto:CORWOnCallConslts%20%3cCORWOnCallConslts@modot.mo.gov%3e CORWOnCallConsul]” email group identifying the project solicitation and inviting them to respond if interested. An [http://sp/sites/de/RealEstate/Consultants/J2P2215%2C%20Bus%20Route%2063%2C%20Adair/EMAIL%20Notification%20of%20Solicitation%20for%20Consultant%20Right%20of%20Way%20Service%20Project%20J2P2215%20Adair%20County%20Business%20Route%2063.msg email solicitation example] is available.		'''Step 6.''' If the cap of $200,000 has not been expended for On-Call Consultant services and there is funding available for ROW consultant services, the Right of Way Liaison will gather the required information in Step 2 and Step 4 and send an email solicitation to the “[mailto:CORWOnCallConslts%20%3cCORWOnCallConslts@modot.mo.gov%3e CORWOnCallConsul]” email group identifying the project solicitation and inviting them to respond if interested.

	'''Step 7.''' The District Right of Way Manager identifies a review team and schedules a meeting to review all the responses. A Right of Way Liaison should be part of the team. The example matrix will be used to evaluate the responses in the scheduled meeting. A [https://epg.modot.org/forms/RW/Chapter%203_Administration/~~Consultant%20Rating%20Form~~.xlsx Matrix example] is available.		'''Step 7.''' The District Right of Way Manager identifies a review team and schedules a meeting to review all the responses. A Right of Way Liaison should be part of the team. The example matrix will be used to evaluate the responses in the scheduled meeting. A [https://epg.modot.org/forms/RW/Chapter%203_Administration/ConsultantRatingForm-Blank.xlsx Matrix example] is available.

	'''Step 8.''' The District Right of Way Manager will receive all the consultant responses and is responsible to share the responses with the review team. Please share the responses timely so it gives the review team time to be prepared for the review meeting.		'''Step 8.''' The District Right of Way Manager will receive all the consultant responses and is responsible to share the responses with the review team. Please share the responses timely so it gives the review team time to be prepared for the review meeting.
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	::''Should you have any questions about this matter, please feel free to contact me. ''		::''Should you have any questions about this matter, please feel free to contact me. ''

	'''Step 11.''' Then the ROW Manager will send an email to the consultants selected by the team and proceed with pricing request. An example email is:		'''Step 11.''' Then the ROW Manager will send an email to the consultants selected by the team and proceed with pricing request. [https://epg.modot.org/forms/RW/Chapter%203_Administration/ROW%20Consultant%20Pricing%20Exhibit.xlsx ROW Consultant Pricing Exhibit] An example email is:

	::''The purpose of this email is to inform you that the evaluation of proposals submitted in response to the subject RFQ has been completed.		::''The purpose of this email is to inform you that the evaluation of proposals submitted in response to the subject RFQ has been completed.
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	::''The Review Committee evaluated all proposals in strict accordance with the evaluation criteria set forth in the RFQ. Based upon this evaluation, '''(Firm’s name) was selected as qualified to move forward to the next phase.'''		::''The Review Committee evaluated all proposals in strict accordance with the evaluation criteria set forth in the RFQ. Based upon this evaluation, '''(Firm’s name) was selected as qualified to move forward to the next phase.'''

	::''I have attached the preliminary plans for the project. Based upon these plans, please provide me with a cost of services for the services listed in the previously advertised scope of services (link to previous advertisement with scope below). Please submit your cost of services by 3:00 P.M. on (selected date). You can email this directly to me. We will then select a firm to hire based upon the combination of their qualifications and price.		::''I have attached the preliminary plans for the project. Based upon these plans, please provide me with a cost of services for the services listed in the previously advertised scope of services (link to previous advertisement with scope below). Please submit your cost of services using the ROW Consultant Pricing Exhibit by 3:00 P.M. on (selected date). You can email this directly to me. We will then select a firm to hire based upon the combination of their qualifications and price.

	::''**Please note that Parcels _____ are total takes and will require Relocation Assistance. There may be other parcels that require relocation for signs. The noted parcels qualify for entire relocation benefits, additional parcels may qualify for partial relocation benefits. (This is an example to provide any special circumstances on parcels within the project)		::''**Please note that Parcels _____ are total takes and will require Relocation Assistance. There may be other parcels that require relocation for signs. The noted parcels qualify for entire relocation benefits, additional parcels may qualify for partial relocation benefits. (This is an example to provide any special circumstances on parcels within the project)
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	::''Please feel free to contact me if you have any questions.		::''Please feel free to contact me if you have any questions.

	::''Here is a link to the original advertisement containing the required scope of services: https://www.modot.org/sites/default/files/documents/J2P2215%20ROW%20Solicitation%20letter.pdf.''		::''Here is a link to the original advertisement containing the required scope of services (see Example) https://www.modot.org/sites/default/files/documents/J2P2215%20ROW%20Solicitation%20letter.pdf.''

	'''Step 12.''' The ROW Manager will schedule a meeting to review the responses regarding pricing, schedule, qualifications as it fits the project needs. This is not a low bid selection, but rather a combination of qualifications and price.		'''Step 12.''' The ROW Manager will schedule a meeting to review the responses regarding pricing, schedule, qualifications as it fits the project needs. This is not a low bid selection, but rather a combination of qualifications and price.

	'''Step 13.''' Once the PSC approves the selected consultant, the district will work with the consultant to execute the appropriate contract:		'''Step 13.''' The Right of Way Liaison will draft a Memo from the Assistant to the State Design Engineer-ROW to the PSC (State Design Engineer, State Bridge Engineer & Transportation Planning Director) for approval to proceed with the selected consultant.
			::[https://epg.modot.org/forms/RW/Chapter%203_Administration/Example%20Memo%20to%20PSC%20for%20Approval%20of%20Consultant.docx Example Memo to PSC for Approval of Consultant].

			'''Step 14.''' Once the PSC approves the selected consultant, the district will work with the consultant to execute the appropriate contract:
	::a. RW57 for On-Call consultant solicitation		::a. RW57 for On-Call consultant solicitation
	::b. RW59 for regular solicitations		::b. RW59 for regular solicitations

	'''Step 14.''' Send the fully executed RW59 agreement to CO FS to setup with project funding and a fully executed copy to the ROW Liaison.		'''Step 15.''' Send the fully executed RW59 agreement to CO FS to setup with project funding and a fully executed copy to the ROW Liaison.

	~~'''Step 15.''' A copy of the fully executed agreement needs to be uploaded in eProjects.~~

	~~'''Step 16.''' The district will administer the contract. If the district is unable to administer the contract, central office will provide that service.~~




			'''Step 16.''' A copy of the fully executed agreement needs to be uploaded in eProjects.

			'''Step 17.''' The district will administer the contract. If the district is unable to administer the contract, central office will provide that service.


	[[category:236 Right of Way\|236.03]]		[[category:236 Right of Way\|236.03]]