237.9 Submission of Plans and Supporting Documents: Difference between revisions

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[[image:237.9.jpg|left|400px|thumb|<center>'''Discuss the amount and type of excavation included in the project during the [[237.9 Submission of Plans and Supporting Documents#237.9.4 Pre-Bid Conferences|pre-bid conference]]'''</center>]]
[[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>]]


==237.9.1 Final Design Plans Submittal==
==237.9.1 PS&E Submittal for Letting==


In preparation for the bid opening of a project, the district submits the following information in an electronic format to [http://wwwi/design/default.htm Design]:  a letter of transmittal, a full-size, electronically signed and sealed set of plans, job special provisions, estimate, [[237.14 Electronic Design Data Delivery#237.14.1.7 Preliminary Geotechnical Report|electronic deliverables]] and other miscellaneous data necessary to process the project. The district retains all original data submitted in the ProjectWise document management system. Submittal of paper plans is not allowed unless specifically approved by Design.
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]].
{|style="padding: 0.3em; margin-left:15px; border:1px solid #a9a9a9; text-align:center; font-size: 95%; background:#f5f5f5" width="200px" align="right"  
 
|-
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|'''Figures'''
'''<u><center>Figures</center></u>'''
|-
* [[media:Fig 237.9 (4-03.7) Example of Pre-bid Mtg agenda.doc|Example of a Pre-bid Meeting Agenda]]
|[[media:Fig 237.9 (4-03.7) Example of Pre-bid Mtg agenda.doc|Example of a Pre-bid Meeting Agenda]]
'''<u><center>Forms</center></u>'''
|-
* [https://epg.modot.org/forms/general_files/DE/D-12-form.pdf District Final Design Checklist - Form D-12]
|'''Forms'''
* [[media:Fig 237.7 (4-03.6) Example Equip & Materials List Cover ltr.doc|Form D-15, Cover Letter]]  
|-
* [[media:D-15 2013.doc|Form D-15, Equipment and Materials List]]   
|[http://epg.modot.mo.gov/forms/DE-Checklist/District%20Final%20Design%20Checklist%20-%20D12.dot District Final Plans Checklist, Form D-12]
* [https://epg.modot.org/forms/general_files/CS/MHTC_Agenda_Item_Checklist.dotx Conflict of Interest Form (MHTC Agenda Checklist)]
|-
* [https://epg.modot.org/forms/general_files/DE/Project_Review_Checklist.pdf Project Review Checklist]
|[[media:Fig 237.7 (4-03.6) Example Equip & Materials List Cover ltr.doc|Form D-15, Cover Letter]]  
</div>
|-
|[[media:D-15 2013.doc|Form D-15, Equipment and Materials List]]   
|-
|[[media:237.9 MHTC Checklist (Conflict of Interest Form) Mar 2010.doc|Conflict of Interest Form (MHTC Agenda Checklist)]]  
|}


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


'''237.9.1.1 Letter of Transmittal.'''  The letter of transmittal provides a current review of the status of the project including the following:
'''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.
 
:* Recommended bid opening date
:* Completion Date
:* Notice to Proceed Date
:* Compare the final estimate to the program amount and explain differences
:* Nationwide Permits that apply to project
:* Historic Preservation clearance
:* Right of way clearance
:* Utilities clearance
:* Explains any third party funding on the project, including third party concurrence in award of the bid and receipt of deposits from the third party.
:* Secondary Project Contract (i.e., Designer or TPD).


All variations from standard practice and design standards are mentioned. The Letter of Transmittal shall be put in the Specification and Estimate folder in ProjectWise.
'''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. 
<div id="237.9.1.3 Estimate."></div>
'''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.


'''237.9.1.2 Plans.''' Detail plans submitted to 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.
'''237.9.1.4 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.


'''237.9.1.3 Job Special Provisions.'''  An electronic copy of the job special provisions (JSP) is provided along with the transmittal letter via the ProjectWise document management system. The job special provisions must be submitted in Word format and placed in the Specification and Estimate folder in ProjectWise.
'''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 [https://epg.modot.org/forms/general_files/CS/MHTC_Agenda_Item_Checklist.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]].


'''237.9.1.4 Estimate.'''  An electronic copy of the project estimate is provided along with the transmittal letter via the ProjectWise document management system. The file shall be in pdf format. The district or consultant estimate submitted to Design is not to contain any bridge estimates.  Bridge will submit all bridge estimates.
'''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.


'''237.9.1.5 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 [[media:D-15 2013.doc|Equipment and Materials List (Form D-15)]]. An electronic copy of the form and the [[media:Fig 237.7 (4-03.6) Example Equip & Materials List Cover ltr.doc|Form D-15 cover letter]] shall be transmitted via the ProjectWise document management system and placed in Specification and Estimate folder in ProjectWise. The file shall be in pdf format.
'''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.


'''237.9.1.6 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 Checklist (Conflict of Interest Form) Mar 2010.doc|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 Specification and Estimate folder in ProjectWise. For more information regarding conflict of interest, see Presentation for Location or Design Approval to the Commission and Plan Submittal and Filing.
'''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


'''237.9.1.7 Miscellaneous.'''  The working days study and recommendation, utilities clearance certification letter, the Conflict of Interest form, and roadway estimate are submitted with every job.  These items are placed in the Specification and Estimate folder in ProjectWise.  A [http://epg.modot.mo.gov/forms/DE-Checklist/District%20Final%20Design%20Checklist%20-%20D12.dot District Final Plans Checklist (Form D-12)], enumerating all data being submitted, is also attached to the transmittal letter.  It is essential for the designer to check with the District Maintenance and Traffic Engineer on possible sources of materials for the job and to note these sources on the D-12 form.  This information is critical when preparing the final project estimate.
==237.9.2 District Quality Assurance Requirements==
 
==237.9.2 Electronic Information==


===237.9.2.1 Estimates===
===237.9.2.1 Estimates===
Before submitting plans and project documents, verify that key project data is accurately entered in MoDOT’s project estimating software. 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”.
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===
===237.9.2.2 Horizontal and Vertical Alignments===
Before submitting plans and project information for Automated Machine Guidance 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.
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.


==237.9.3 Project Submittal Schedule==
===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.


All plans, specifications and estimates (PS&E), must be received in [http://wwwi/design/default.htm Central Office Design] no later than 10 weeks prior to the bid opening date. Projects with full FHWA oversight 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. This will provide the minimum amount of time required for processing and printing plans and proposals, obtaining FHWA approval and other required approvals, and advertising projects for bidding. The deadline for submitting extremely complex projects, or those projects requiring a pre-bid conference, must be coordinated with Design. 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.  
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.


==237.9.4 Pre-Bid Conferences==
==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.


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.  
===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 [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:
 
::[mailto:plan.submittal@modot.mo.gov plan.submittal@modot.mo.gov ].


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 [http://wwwi/design/default.htm Central Office Design]. Bidding documents are provided to potential bidders in sufficient time to provide an opportunity for review. 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. The reviewer will provide a copy of the minutes to all contractors and post them on [http://www.modot.org/business/contractor_resources/bid_opening_info/PreBidNotice.htm MoDOT’s Pre-Bid Notices website] and [http://modot.indoxservices.com/publicplanroom.aspx INDOX’s webpage]. (On the INDOX site, the call must be clicked to view the project information which includes the pre-bid information.) Changes to the bidding documents as a result of the pre-bid conference will be handled as an addendum.
Please specify the job number and letting date in the subject of the email. The following information must be attached to this email:


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:
:* 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.


* Project overview
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.


* General discussion of the design philosophy used for this project.
===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:


* Status of right of way acquisition (if not clear).
:* 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)
:* [https://epg.modot.org/forms/general_files/CS/MHTC_Agenda_Item_Checklist.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]]).


* Status of utility adjustments (if not clear).
::'''*''' This form is available via Word templates.


* Any non-standard pay items or special bid items including “No Direct Pay” or lump sum items.
===237.9.3.3 Guidelines Details===


* Any [http://www.modot.mo.gov/business/contractor_resources/biditemslisting.htm bid item] including work that may not be readily apparent to the contractor.
====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. 
[[image:237.9.6.3.1 secure.jpg|center|340px]]


* Any item or condition out of the ordinary.
====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.


* All special provisions, especially any unusual conditions.
====237.9.3.3.3 Electronic Deliverables File====


* Any constructability concern or anticipated difficulty during the construction.
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.


* General clarification of major bid items.
: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.


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


* Traffic Control Plans and how they relates to any staged construction.
: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


* Options for staging of construction.
::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


* Critical schedules needing to be met, working days, completion date, and any critical sequences of construction.
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.  


* 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.)
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.  


* Special environmental concerns or practices that must be observed during construction including any permits and the special conditions imposed by them.
:Job#_Bridge_Information_Sheets_OptionalDescription.zip


* Other agencies involved with this project.
====237.9.3.3.4 PS&E Supporting Documents====


* Identify any controversial items.
=====237.9.3.3.4.1 File Location=====
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.  


* Public concerns expressed during the design of the project.
A screen print of the eProjects web site, in the project 5U0675, is shown below.
[[image:237.9.3.3.4.1.jpg|center|750px]]


* Unique design concerns, including special agreements made during right of way negotiations.
=====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”.


* Any contractor questions which have been answered prior to the meeting.
:Job#-Creator’s Userid.PLUS (Place in the Specs and Estimate folder only)
[[image:237.9.4 DBE.jpg|right|250px|thumb|<center>'''DBE Goal'''</center>]]
:Job#.XML (Place in the Specs and Estimate folder only)
* 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.
:'''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 [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])
:Job#_Work_Day_Study.pdf or xlsx
: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


* The [http://www.modot.mo.gov/business/contractor_resources/External_Civil_Rights/DBE_program.htm DBE] and Trainee goal requirements for the project.
The following documents will be included in the “Doc - Letting Documents” view but will have different content types within eProjects:


* Shop drawing procedures.
:Content Type: Design Exceptions
: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])


* Answer any questions regarding the payment process or change order process and introduce the Resident Engineer and/or inspectors.
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.


* An [[media:Fig 237.9 (4-03.7) Example of Pre-bid Mtg agenda.doc|example of a pre-bid meeting agenda]].
:* Environmental Section
::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)
::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])
::Job#_RW_Clearance_type_date.pdf
:* 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


==237.9.5 Checking Plans==
:* 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


The district shall thoroughly check all plans, drawings, computations, tabulations and other data prior to submitting them to [http://wwwi/design/default.htm Central Office Design]. Only a cursory check of these items will be performed by Central Office Design after the PS&E submittal to Central Office. The district is completely responsible for the accuracy, [[237.1 Plan Details#237.1.1 Plan Preparation|precision]] and completeness of plans. Design personnel can advise the district by sending personnel into the district at any time during the preparation of plans upon request by the district.
:* 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


Changes to plans that have been processed for the bid opening must be kept to a minimum.  Changes to full federal oversight projects are to be approved by FHWA before they are issued.  No substitution, addition, or deletion will be made to any project within five weeks 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 will 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.
The following documents will be included in the “Doc - Letting Documents” view but will have different content types within eProjects:


==237.9.6 Electronic Plans PS&E Submittal Guidelines==
:* 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


The [http://wwwi/design/default.htm Design] process for submittal of Plans, Specification and Estimate (PS&E) is completely “paperless”. The electronic submittal process is completed via the ProjectWise engineering document management system. The following describes the process for electronically submitting all PS&E documents to Design for final processing.
===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.


===237.9.6.1 Schedule for Submittal===
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.
{|style="padding: 0.3em; margin-right:5px; border:2px solid #a9a9a9; text-align:center; font-size: 95%; background:#f5f5f5" width="380px" align="right"
|-
|'''PS&E Due Dates'''
|-
|align="left"|To view the current PS&E due dates, please go into MoDOT's [http://www.modot.mo.gov/business/contractor_resources/bid_opening_info/bidGenInfo.shtml Bid Opening General Information Page], then scroll about halfway down to the "PS&E Due Dates" file located under "Documents".
|}
All PS&E information should be saved and available in ProjectWise according to the current PS&E due dates (see box to the right). The project manager shall notify Design that the final plans are available for processing at the following e-mail address:


::[mailto:plan.submittal@modot.mo.gov plan.submittal@modot.mo.gov ]
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.


Please specify the job number and letting date in the subject of the e-mail.
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”.


===237.9.6.2 PS&E Submittal===
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].


The PS&E submittal will contain the following information and any additional information pertaining to the project:
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 Submission of Plans and Supporting Documents#237.9.1 Final Design Plans Submittal|Plans]]
===237.9.3.5 Applying Engineer’s Seal to JSPs===
:* [http://www.modot.mo.gov/business/standards_and_specs/jobspecialprovisions.htm Job Special Provisions] (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].
:* Estimate files (.PLUS and .XML).  These are Bid Tab Professional files generated by the district.
:* [[237.9 Submission of Plans and Supporting Documents#237.9.1 Final Design Plans Submittal|Letter of Transmittal]]
:* [[Media:643.1 Utility Status Letter.doc|Utility Clearance letter]]
:* [[236.3 Administration#236.3.7 Right of Way Clearance Certification|Right of Way Clearance letter]]
:* [[:Category:128 Conceptual Studies#128.4 Pavement Rehabilitation Projects for Freeways|Pavement Type Selection Report]]
:* [http://epg.modot.mo.gov/forms/DE-DEForms/WORK%20DAY%20STUDY%20-%20124.dot Work Day Study]
:* Agreements
:* [[media:D-15 2013.doc|Equipment and Materials list]] and [http://epg.modot.mo.gov/files/4/4b/Fig_237.7_%284-03.6%29_Example_Equip_%26_Materials_List_Cover_ltr.doc cover letter]
:* [http://epg.modot.mo.gov/forms/DE-Checklist/District%20Final%20Design%20Checklist%20-%20D12.dot D-12 Checklist]
:* [[media:237.9 MHTC Checklist (Conflict of Interest Form) Mar 2010.doc|Conflict of Interest Form]]
:* [[616.14 Work Zone Safety and Mobility Policy#616.14.10 Transportation Management Plan|Transportation Management Plan]]
:* [[236.13 Designing Right of Way Plans#236.13.17 Requesting Asbestos Inspection|Asbestos Survey Inspection Reports]]
:* [[237.14 Electronic Design Data Delivery|Electronic Deliverables]].


===237.9.6.3 File Naming Convention, Roadway===
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.


====237.9.6.3.1 Contract Plans Folder====
2. JSPs containing multiple wet seals, simply apply all wet seals, scan the document and save the file as a pdf.


The district shall only save the signed and sealed plan sheets and the electronic deliverables files in the Contract Plans folder under the appropriate district and job number. This folder is intended to only contain the final contract documents that are directly transmitted to INDOX for advertising for bids. Note: 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, the district will need to contact the CADD Training Center’s ProjectWise Administrator who will create the folder for you. The district can also contact Central Office Design and the project’s reviewer can provide this service.
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.
[[image:237.9.6.3.1.jpg|center|340px]]


====237.9.6.3.2 Electronic Grading Data File Naming Convention====
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.
:1. The Project Manager shall save all electronic design model data compressed into one single file using WinZip (or other compression software program) in ProjectWise at the time contract plans and other PS&E documents are submitted. This includes any soil boring data provided by the Construction and Materials Geotechnical Section.  This file, called [[237.14 Electronic Design Data Delivery|Electronic Deliverables]], shall be placed in the “Contract Plans” folder within ProjectWise. The file naming convention shall be:


::::Job#_Electronic_Deliverables_OptionalDescription.zip
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.
:2. The district 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 INDOX. It is recommended that the file size be limited to approximately 100,000 KB. If this limit is exceeded, the district should consider creating multiple Electronic Deliverables files with a logical organization of the files included in the zip file.


:3. The Bridge Division sometimes provides additional information bridge sheets that supply information on the existing bridge in a zip file. This file, limited to approximately 100,000 KB, shall be placed in the Contract Plans folder in the bridge sub-folder and called:
===237.9.3.6 Finalizing the PS&E for Advertisement===


::::Job#_Additional_Information_OptionalDescription.zip
====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"
|-
|rowspan="4"|Bid book||width="25| ||<u>Roadway JSP File</u>||width="25| ||<u>Bridge JSP File</u>
|-
| ||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
|}


====237.9.6.3.3 Specifications and Estimate Folder====
All other supporting documentation for the PS&E submittal shall be saved in the Specifications and Estimate folder:


[[image:237.9.6.3.2.jpg|center|450px]]


1. When the district first becomes aware of a new job, the project manager must create the job number file sub-folder within the Specifications and Estimate folder for the appropriate district. It is not automatically generated. Only the project manager or the ProjectWise Administrator can create the job number subfolder. Once the job number subfolder is created, any district design staff can save information into the folder. The applicable supporting documents, listed below, shall be saved by the district using the below file naming convention. The districts are responsible for creating any pdf files. Note: Any scanned documents from the district 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.


:* Districts
::-  Specifications and Estimate Folder
:::-  District Folder
::::-  Job Number Folder
:::::Job#''-Creator’s Userid''.PLUS
:::::Job#.XML
:::::Job#_AJR_FHWA_Approval.pdf (see [[234.1 Access to Interstate Highways|EPG 234.1 Access to Interstate Highways]])
:::::Job#_Conflict_of_Interest_''CommissionerName''.pdf or doc
:::::Job#_D-12_Checklist.doc or pdf
:::::Job#_D-15_Cover_Letter.pdf
:::::Job#_D-15_''Equipment_Listing''.pdf (can include cover letter)
:::::Job#_Estimate.pdf (printed copy of District Estimate)
:::::Job#_JSP_Roadway_''OptionalDescription''.doc
:::::Job#_TMP_Summary.docx or pdf  (see [http://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])
:::::Job#_Transmittal_Memo.pdf or doc
:::::Job#_Work_Day_Study.pdf or xlsx
:::::Job#_Agreements_''TypeOf''.pdf (i.e., J6I1234_Agreement_City.pdf)
:::::Job#_Design_Exceptions.pdf (see [[131.1 Design Exception Process#131.1.1 When to complete a design exception|EPG 131.1.1 When to complete a design exception]])
:::::Job#_Public_Interests_Finding.pdf or doc (see [[131.2 Proprietary Items and Public Interest Findings|EPG 131.2 Proprietary Items and Public Interest Findings]])
2. Other information related to the project will be saved in ProjectWise under the Specifications and Estimates folder by the originator of the document.  Therefore, it is very important that the project manager creates the job number file folder at the first awareness of a new job, so the folder is available for others to save their information.  Although the below information may not be saved in ProjectWise by the project manager, it is still the responsibility of the project manager to verify the information is available in ProjectWise at the PS&E submittal due date.  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 [http://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)
:::Job#_RES_Final.pdf  Link 127.1
:* Central Office Right of Way Section  (see [[236.13 Designing Right of Way Plans#236.13.16  Right of Way Clearance|EPG 236.13.16 Right of Way Clearance]])
:::Job#_RW_Clearance_type_date.pdf


:* District Utilities Engineer  (see [[643.1 Utilities - Status and Liability Acceptance#643.1.2 Utility Status|EPG 643.1.2 Utility Status]])
:::Job#_Utilities_Clearance_Cert.pdf
:* Construction and Materials Chemical Laboratory  (see [http://epg.modot.mo.gov/forms/CO/Asbestos%20Survey%20Report%20-%20All%20Suspect%20ACM%20%20(Form%20T746).dot Asbestos Survey Report - All Suspect ACM, Form T746])
:::Job#_Asbestos_Report_OptionalDescription.pdf


:* Construction and Materials Pavement Group (see [http://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])
:::Job#_Pavement_Type_Selection.doc or pdf
:* Transportation Planning (see [http://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)


===237.9.6.4 Electronic JSP Review and Submittal Process, Roadway===
[[image:237.9.6.4.1.jpg|right|275px]]
1. 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 [http://www3.modot.mo.gov/jobspec2.nsf/40d8d12ad121cf2f862567bb004c65ce?OpenView MoDOT’s Job Special Provisions webpage] under the “Roadway Job Special Provision Template and Formatting Instructions” JSP. 


2. Upon completion of the initial review, the reviewer will provide review comments to the project manager by e-mail and request the District’s response. Responses to review comments will be saved as Call#_Job#_Review_Comments_Responses.docx under the appropriate job number in the Specifications and Estimate folder. The district will notify the reviewer by e-mail that the Response to Comments, including a marked pdf copy of changes made to the estimate and revisions to the plans are available in ProjectWise. 


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 reports and prepare the document for the engineer’s seal. The reviewer will then notify the project manager via e-mail that the final [[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 the Contract Plans folder and are ready for the district’s review and approval.  
====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.  


[[image:237.9.6.4.4.jpg|right|300px]]
::Roadway Plans for Job No. A
4. After reviewing the final 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”.  
::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


5. The project manager shall contact the reviewer via e-mail that the final documents are ready for posting to the INDOX site.  
====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.  


6. JSPs sealed by a Consultant shall contain the consultant’s name, address, phone number, and certificate of authority in the seal block.
::Cross Sections Sheets for Job No. A
::Cross Sections Sheets for Job No. B


===237.9.6.5 Applying Engineer’s Seal to JSPs===
===237.9.3.7 Posting Projects for Advertisement===
There are a variety of different scenarios for applying the engineer’s seal. Any combination of signing/sealing the JSPs is relevant to the process for posting projects to INDOX.
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.


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.  
===237.9.3.8 Summary of Content Type for eProjects===


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


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 the Specifications and Estimate folder of ProjectWise.  The reviewer 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 and Plans folder of ProjectWise and that it is ready for their electronic seal.  
: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.


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 WebTransport. 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.
: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


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 (i.e., 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.
:All Contracts with the contractor will have a Content Type = DE Construction Contracts and Division = DE


===237.9.6.6 File Naming Convention for Addendums===
==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.  
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  
:::001_TITLE_J6I1234_I1_R001.pdf  
Line 277: Line 294:
:::130517_F01_J6I1234B_JSP_Bridge_R003.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. In other words, when the district receives comments back from Design Division for revisions or changes to certain plan sheets, please request the reviewer to DELETE those sheets and REPLACE them in ProjectWise at this point in time. If the original sheet is not deleted before the new sheet is placed into the Contract Plans folder, the _R001 will automatically be added to the file name of the new file.  The _R001 should be manually removed from the file name by the district before the engineer seals the file if this occurs. The _R001 is to be used only for changes/revisions associated with addendums/kites that would be AFTER the plans have been advertised for bids and not during the standard revision process that occurs before the plans are advertised.  
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 INDOX electronic plans room site. 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.  
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]]
[[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 Added” 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 still contain the engineer’s seal.  
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=====
'''Sheets Deleted and Added'''


:[[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#Delete_Sheet Sheet Deleted] = 009_TS_21_J0I0985_I100_R001.pdf


:[[103.1 Bid Opening and Award Process#Add Sheet|Sheet Added]] = 009_TS_21A_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.
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.  
Note: Once the plans have been advertised for bid, any revision to the plans must be treated as an addendum.


===237.9.6.7 [http://wwwi/intranet/br/default.htm Bridge] Plans===
==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 plans and information sheets will be saved in the following location:  
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
* Documents Folder
::- Contract Plans Folder  
:- Contract Plans Folder
:::- District Folder  
::- District Folder
::::- Job Number Folder  
:::- Job Number Folder
:::::- Bridge Number Folder
::::- Bridge Number Folder


The Bridge JSPs will be saved in the following location:  
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.


:* Documents Folder
==237.9.7 Plans Distribution==
::- Contract Plans Folder
:::- District Folder
::::- Job Number Folder


2. All other supporting documentation for the PS&E submittal will be saved in the below location. Bridge Division will save the following into ProjectWise for Design Division access. All files in the folder may not be needed, but below is the following that Design Division will need. Italicized items are optional:
Electronic copy of awarded plans will be placed in eProjects with “DE Awarded Plans” content type.


:* Documents Folder
Electronic copy of awarded construction contract will be placed in eProjects with “DE Construction Contracts” content type.
::- Specifications and Estimates Folder
 
::- District Folder
==237.9.8 Pre-Bid Conferences==
:::- Job Number Folder
 
::::- Bridge Number Folder
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.  
:::::Job#_ Bridge_Supplemental_Report.doc
 
:::::Job#''_Cost''_Estimate.pdf
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 [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.  
:::::Job#''_Estimate''.bam
 
:::::Job#''_Estimate''.bdw
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:
:::::Job#''_Estimate''.ces
:::::Job#''_Estimate''.ctg
:::::Job#_Memo_To_Design.doc
:::::Job#_Layout_Sheets_Summary.doc


[http://wwwi/intranet/cm/construction/geotechnical_engineering.htm Construction and Materials Geotechnical Engineering] will save the soundings for a bridge into the Job Number folder. 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.
* Project overview


:* Construction and Materials Geotechnical Section
* General discussion of the design philosophy used for this project.
::- Documents Folder
:::- District Folder
:::- Job Number Folder
::::Job# _Electronic_Deliverables_Bridge.zip


===237.9.6.8 Consultant Designed Projects===
* Status of right of way acquisition (if not clear).


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.
* Status of utility adjustments (if not clear).


:'''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.sos.mo.gov/adrules/csr/current/20csr/20c2030-3.pdf state statute].
* Any non-standard pay items or special bid items including “No Direct Pay” or lump sum items.


:The consultant is responsible for scanning each signed and sealed plan sheet to individual Adobe Acrobat Files (pdf format) following the [[237.13 File Naming Convention|file naming convention]]. <u>No TIFF images shall 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.
* Any [http://www.modot.mo.gov/business/contractor_resources/biditemslisting.htm bid item] including work that may not be readily apparent to the contractor.


:'''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 [mailto:Christian.Schwandtner@modot.mo.gov Design Management Systems Administrator] for signature verification purposes.
* Any item or condition out of the ordinary.


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 Submission of Plans and Supporting Documents#237.9.6 Electronic Plans PS&E Submittal Guidelines|EPG 237.9.6 Electronic Plans PS&E Submittal Guidelines]]. The district design team and the [http://wwwi/intranet/br/default.htm Bridge] Division will be responsible for saving all supporting PS&E submittal documentation in the Specifications and Estimate folder of ProjectWise.
* All special provisions, especially any unusual conditions.


===237.9.6.9 Posting of Plans===
* Any constructability concern or anticipated difficulty during the construction.


Ultimately, Bidding and Contract Services will transmit the project files for advertising. The files will consist of all the plan sheets, the Bid Book, Roadway JSPs, Bridge JSPs and any electronic data files (i.e., geotechnical or bridge soundings).  
* General clarification of major bid items.


Call#_Job#_Bid_Book.pdf
* 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]].


Call#_Job#_JSP_Roadway.pdf
* Traffic Control Plans and how they relates to any staged construction.


Call#_Job#_JSP_Bridge.pdf
* Options for staging of construction.


Call#_Job#_Electronic_Deliverables_OptionalDescription.zip
* Critical schedules needing to be met, working days, completion date, and any critical sequences of construction.


===237.9.6.10 Plans Distribution===
* 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.)


The Print Shop provides copies of the bidding documents which are Plans, Cross Sections, and Proposals (Bid Book and JSPs) to MoDOT’s divisions and districts and agencies outside of MoDOT. Below is a listing of their distribution of bidding documents:
* Special environmental concerns or practices that must be observed during construction including any permits and the special conditions imposed by them.


<u>When the Projects are Advertised:</u>
* Other agencies involved with this project.


:* Bridge Division- 2 set of plans and 1 set of proposals for any project with bridge construction.  Cross sections are not provided.
* Identify any controversial items.


:* Design Division – 2 set of plans and proposals for all projects.  Cross sections are not provided.
* 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.


:* District – 5 sets of plans and proposals and 3 set of cross sections for all projects.
* Any contractor questions which have been answered prior to the meeting.


:* Construction and the Materials Division – 1 set of proposals
* 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.


<u>When the Projects are Awarded:</u>
* The [http://www.modot.mo.gov/business/contractor_resources/External_Civil_Rights/DBE_program.htm DBE] and Trainee goal requirements for the project.


:* District – 8 sets of plans and proposals and 3 set of cross sections for all projects.
* Shop drawing procedures.


:* Department of Natural Resources, Division of Geology and Land Survey – 1 set of plans.
* Answer any questions regarding the payment process or change order process and introduce the Resident Engineer and/or inspectors.


:* FHWA – 1 sets of plans, proposals and cross sections for all full federal oversight projects.
* An [[media:Fig 237.9 (4-03.7) Example of Pre-bid Mtg agenda.doc|example of a pre-bid meeting agenda]].




Latest revision as of 11:59, 23 October 2024

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.

237.9.3.3.2 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.

237.9.3.3.4.2 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

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.

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:

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.
DBE Goal
  • 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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