237.9 Submission of Plans and Supporting Documents

Discuss the amount and type of excavation included in the project during the pre-bid conference

237.9.1 Final Design Plans Submittal

In preparation for the bid opening of a project, the district submits the following information in an electronic format to Design: a letter of transmittal, a full-size, electronically signed and sealed set of plans, job special provisions, estimate, and other miscellaneous data necessary to process the job. The district retains all original data submitted in the ProjectWise document management system.

Figures

a cover letter

example of a pre-bid meeting agenda

Forms

District Final Plans Checklist (Form D-12)

Project Core Team Certification (Form D-13)

Equipment and Materials List (Form D-15)

When paper plans must be submitted, the district submits the following information to Design: a letter of transmittal, a full-size signed and sealed set of plans, a half-sized unsigned and unsealed set of plans, job special provisions,estimate and other miscellaneous data necessary to process the job. The district retains a copy of all data submitted.

Plans may not have mixed English and metric pay items in the contract. For projects let in combination, project managers are to ensure all the projects are designed in the same units (i.e., all English or all metric).

237.9.1.1 Letter of Transmittal. The letter of transmittal enumerates any design change since preliminary plan approval, unless the change has received prior approval. It provides a current review of the status of the project (right of way clearance, utilities, recommended bid opening date, etc.). All variations from standard practice and design standard are mentioned.

237.9.1.2 Plans. Detail plans submitted to Design must be a complete set of construction plans, except standard plans and bridge drawings.

237.9.1.3 Job Special Provisions. An electronic copy of the job special provisions is provided along with the transmittal letter via the ProjectWise management system. The job special provisions must be submitted in Word format.

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 district or consultant estimate submitted to Design is not to contain any bridge estimates. Bridge will submit all bridge estimates.

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 Equipment and Materials List (Form D-15). An electronic copy of the form is to accompany a cover letter, and both the form and cover letter are included with the transmittal letter. The computer file containing the Form D-15 is transferred electronically to Design. The transmittal letter is to give the name of the file.

237.9.1.6 Conflict of Interest. The district is to 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 at P:\Contract. This form is to be completed whether there has been a change in the status as previously submitted or not. For more information regarding conflict of interest, see Presentation for Location or Design Approval to the Commission and Plan Submittal and Filing.

237.9.1.7 Miscellaneous. The working days study and recommendation, Project Core Team Certification (Form D-13), utilities clearance certification letter, the Conflict of Interest form, and tabulation of quantities are submitted with every job. These items are usually attached to the transmittal letter. A 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 Electronic Information

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 and/or station miles, 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. Give as much detail as possible within the two project description spaces. 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 GPS grading, verify that all horizontal and vertical alignments in the coordinate geometry database (a.k.a. GPK file) are accurate and the final alignments used for developing the plans submitted. The coordinate geometry database should not include any preliminary alignments used in the development of the plans.

237.9.3 Timing

All plans, specifications, and estimates (PS&E), except for projects within interstate right of way (regardless of the funding type) and forest highway projects, must be received in Design no later than 10 weeks prior to the bid opening date. All projects within interstate right of way, major bridge projects, forest highway projects, and other projects with full FHWA oversight authority must be received in 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 of the Traffic Control Plan, obtaining 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.

237.9.4 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. Requests to waive the pre-bid conference requirement are submitted to Design, along with justification supporting the recommendation.

Pre-bid conferences are typically held the month prior to the month of the bid opening. The time and location of the pre-bid conference are set by the project manager in coordination with Design. Bidding documents are provided to potential bidders in sufficient time to provide an opportunity for review. In order to have the bidding documents prepared, all plans, specifications, and estimates must be submitted at the PS&E due date for the prior month’s bid opening. These bidding documents will be the final version, and will be advertised accordingly. Minutes of the pre-bid conference are to be completed by the project manager, and sent to all attendees and Design. 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” 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 Plan included in the plans and how it relates to any staged construction.

• Options for staging of construction.

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

• Phasing of construction contracts and how this project relates to other projects in the vicinity (future bid opening schedules, potential conflicts, coordination of other contracts, etc.)

• Special environmental concerns or practices that must be observed during construction including any permits and the special conditions imposed by them.

• Other agencies involved with this project.

• Identify any controversial items.

• Public concerns expressed during the design of the project.

• Unique design concerns, including special agreements made during right of way negotiations.

• Any contractor questions which have been answered prior to the meeting.

DBE Goal

• 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.

• What the DBE goal will be for this project.

• Shop drawing procedures.

• Answer any questions regarding the payment process or change order

process.

• An example of a pre-bid meeting agenda.

237.9.5 Checking Plans

The district is to thoroughly check all plans, drawings, computations, tabulations and other data prior to submitting them to Design. This data is not checked further in Design. The district is completely responsible for the accuracy, 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.

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 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.