Enhancing TxDOT Roadway Design: Pre-PS&E Plan Preparation Guide

1. ACEC/TxDOT joint education program Spring 2019 TxDOT PS&E Package & Improving Quality of Plans April 25, 2019

3. Presentation Overview Specifications & Estimate Pre-Letting Pre-PS&E Plans Required Supporting Documents Elements to Consider Bidder’s Questions & Addendum Plan Preparation & Reviews

4. Table of Contents 1 Introduction - Laura 1 - 5 2 Elements to Consider at Pre - PS&E – Helen 6 - 8 3 Plan Preparation – Chad & Spenta 9 - 15 4 Plan Review – Laura 16 - 18

5. Table of Contents (cont.) 5 • Supporting Documents: • General Notes – Laura • 1002 Form, Spec List, Significant Project Procedures – Duc • TDLR Requirements, Final Certifications – Helen • Environmental Clearance, AFA – Helen • Temporary TCP – Etienne • Contract Time Determination – Etienne • Estimate Preparation – Etienne 19 - 22 23 - 33 34 - 35 36 - 37 38 - 46 47 - 49 50 - 51 52 - 55 6 Bidder’s Questions & Addendum – Sohrab

6. Elements to Consider at Pre-PS&E • Design Manuals: Various types of Design Manuals found in TxDOT website: http://onlinemanuals.txdot.gov/manuals/

7. Elements to Consider at Pre-PS&E (cont.) • Type of Roadway: Interstate, Freeway, Principal Arterial, Minor Arterial, Collector, or Local Road • Design Criteria: Roadway Design Manual covers the design criteria 2R = Non-Freeway Resurfacing or Restoration Projects - restore the pavement structure, riding quality, or other necessary components to their existing cross section configuration 3R = Non-Freeway Rehabilitation Projects - preserve and extend the service life of the existing roadway and enhance safety 4R = New Location and Reconstruction Projects - highest type design 5R = Mobility Corridor Projects - generate, or produce anew, very long term transportation opportunities Special Facility & Miscellaneous - includes off-system bridge projects, historical roadways or structures, park roads, and bicycle facilities, median barrier, MBGF, etc.

8. Elements to Consider at Pre-PS&E (cont.) • Fund Sources: FHWA, State, or Local Government • Stakeholders: FHWA, TxDOT, Counties, Cities, Corp of Engineers, MPO, NCTCOG, Developers, Utility Companies, Railroad Companies, etc. • Other Elements: SUE, Survey, Hydraulic Studies, ROW Mapping, Identify Utility Conflicts, Schematics, Environmental Studies, Public Meetings/Hearing, ROW Acquisitions, RR Coordination, USACE Permits, etc.

9. Plan Preparation Roadway Design Criteria • Design Summary Report (DSR) Initially set in schematic phase Form 1002 • Design Criteria Sheet Easy reference for designers Update as criteria is updated Still need to refer to Design Manual and Standards Identify/verify Design Exceptions and Design Waivers • Design Concept Conference / Kickoff Meeting Have decision makers in the room Action items for unresolved items – FOLLOW UP!

10. Plan Preparation (cont.) Roadway Design Criteria • TxDOT Manuals (Note: Always use latest manual – unless otherwise noted) PS&E Preparation Manual Roadway Design Manual Bridge Design Manual Bridge Detailing Guide Hydraulic Design manual Texas MUTCD Other applicable State or Local Design criteria manuals • http://onlinemanuals.txdot.gov/manuals/AlphaList.html • Check Preferences with Area Engineer and note in criteria • Check schematic design criteria • Environmental Commitments • ROW needs/utility conflicts • Incorporate VE study recommendations

11. Plan Preparation (cont.) Plan Set Development • Production Automation Global revisions Drives consistency in the plan set Reduce time to make non-design related revision • Plan Sheet Appearance Standard scales Text sizes – existing vs proposed vs titles Use of screening (based on disciplines) • OpenRoads Implementation Note that the 3D model has to be constantly updated as design progresses

12. Plan Preparation (cont.) Drafting Guidelines • File Naming Confirm and follow any client preferences • Reference Files Master Reference File Master Text File • Text Replacements – Utility automation processes Sheet numbering CSJ, Federal Aid No., District, Other? File name and location

13. Plan Preparation (cont.) General Plan Set • Title Sheet, Index of Sheets and Border – Follow TxDOT Standards • Bridge Sheets – Use TxDOT Border and FDOT Font • Index of Sheets Plan set order Titles must match Multiple Engineers seal this sheet • Checklists • General Notes • PDF Portfolios • Design base files (note: TxDOT should be able to replicate) OpenRoads files and 3D model

14. Plan Preparation (cont.) Summary Sheet Preparation • Bid Items Appropriate Bid Items (know your specifications – subsidiary items should not be paid separately – pay attention to one-time use items) Area and District Preferences • Note that bid items will affect design. Need to know bid items/preferences prior to final design. • Select commonly used bid items • Quantities Values displayed add up to Total displayed Rounding per PS&E Preparation Manual (Don’t let Excel fool you!) Document quantity take-offs! Last minute changes Confirm that the complete spreadsheet gets reflected on your drawings Confirm earthwork – verify removal of existing pavement (Typical Sections)

15. Plan Preparation (cont.) Summary Sheet Preparation • TxDOT Quantity Summary Worksheet Single source for quantities • Used to create Summary Sheet • Used to Estimate • Aids in unit price determination • Summary Sheet should match estimate Make sure that all final summary sheets and E&Q Sheets match

16. Plan Review All plans must be reviewed for thoroughness, accuracy, and clarity. • PS&E Preparation Manual, Chapter 2 provide details of Plan Set Development • There are 30%, 60%, 90%/95%, and 100% reviews prior to advertising the construction project for letting. • Each District has a checklist for each required submittal. • Each PS&E package is reviewed by different District Departments such as Transportation Plans & Development (TP&D), Construction, Traffic Operations, Area Office, District Lab/Pavement Engineer, etc. • Per District request, Design and Traffic Divisions can assist in reviewing PS&E in early phases (30% and 60% reviews).

17. Plan Review (cont.) • In addition to PS&E reviews, the following items are also reviewed: • Bridge Layouts • Retaining Wall Layouts • Railroad Layouts, Exhibit A • Hydraulic Report/Analysis • Pavement Design Report • Sequence of Work/ Traffic Control Concepts

18. Plan Review (cont.) Pre-PS&E Preparation Plan Preparation Reviews – 30%, 60%, & 90/95% Final PS&E Pre-Letting Progress to next submittal Plan Review `` Conflict Resolution Meetings Address Comments

19. General Notes Project General Notes are included in the Proposal and Plan set • The purpose of the General Notes is to provide various supplemental data required by the specifications in one location • General Notes vary by District • There are required general notes and optional general notes. The General Notes should provide clear instructions. • General Notes must be prepared by the Project Manager who is familiar with the Project.

20. General Notes (cont.) • General Notes provide information such as base material requirements, gradation requirements, density requirements, and surface treatment data. • General Notes show basis for estimating each of the pay quantities of the contract, which cannot be directly measured from the plans. These include such items as sprinkling, rolling, blading, lime, fertilizer, asphalt, aggregate, etc.

21. General Notes (cont.) • General Notes should be updated to match the latest District General Notes. • General Notes contain additional specifications that are specific to the project. Do not include notes that may create confusion or conflicts with the plans. • When the project requires field office and laboratory, notes to Item 504 specify the type and size of building with required equipment and appurtenances. • Project Manager to work closely with the Area Engineer, who oversees the construction of the project, to add necessary notes to notify Contractor of specific event(s) that may impact the sequence of work.

22. General Notes (cont.) • General Notes is part of the contract document; therefore, it must clearly indicate its content. • General Notes shown in the Proposal and Plan Set must be identical in content. • General Notes may clarify items that are considered as subsidiary to a specification item.

23. 1002 Form • Required at 100% PS&E • This form should be completed and carefully checked when preparing the submission to avoid overlooking any of the supporting papers. • Provides Austin with record of all supporting documents

24. 1002 Form (cont.) • Page 2: • Financial Information, Environmental Status, Local Participation, Railroad Agreement, Contract Time Determination, District Contact Information, and TDLR Inspection Requirements. • The above information can be found in TxDOT Connect.

25. 1002 Form (cont.) • Page 3: • Project information should match information shown in TxDOT Connect • Shows basic design criteria of a specific project • Shows ADT & functional classification • Provides a request/approval document for design exceptions/design waivers approved at the District level

26. List of Governing Specifications and Special Provisions Spec List is included in the Proposal of all Construction Contracts let by TxDOT • Spec List includes: • Standard Specifications • Special Specifications • Special Provisions

27. List of Governing Specifications and Special Provisions (cont.) • Standard Specifications = Items 1 – 789 in the Standard Specifications for Construction & Maintenance of Highways, Streets, and Bridges • Items 1-9, the General Requirements and Covenants are required for all contracts. • Standard specifications includes description, materials, equipment, construction methods, method of measurement, and method of payment for items used in the project. • Standard Specifications = Items 1–789 in the Standard Specifications for Construction & Maintenance of Highways, Streets, and Bridges • Items 1-9, the General Requirements and Covenants are required for all contracts. • Standard specifications includes description, materials, equipment, construction methods, method of measurement, and method of payment for items used in the project.

28. List of Governing Specifications and Special Provisions (cont.) • Special Specifications (SS) = Items 1000 and above. SS are methods and/or items of work that are not covered by Standard Specifications. They may introduce a new description, materials, miscellaneous classification, construction methods, equipment, measurement, and/or payment articles. There are: • Statewide Special Specifications • Districtwide Special Specifications • One-time use Special Specifications

29. List of Governing Specifications and Special Provisions (cont.) • Special Provisions(SP) = Special Provisions modify Standard Specifications or Special Specifications. There are: • Statewide Special Provisions • Districtwide Special Provisions • One-time use Special Provisions • Triple Zero Special Provisions describes conditions included in a contract which do not relate directly to a work item specification. For new SS and SP, the Project Manager submits the completed Form 1814 to the Roadway Specifications Section (CST_RDWY_SPECS) to receive a new Special Provision or Special Specification number.

30. List of Governing Specifications and Special Provisions (cont.) TxDOT website: https://www.txdot.gov/business/resources/txdot-specifications.html • Required Checklists • Federal Aided Construction Required Check List • Non-Federal Aided Construction Required Check List • Federal Aided Maintenance Required Check List • Non-Federal Aided Maintenance Required Check List

31. Form 2229 - Significant Project Procedures Form 2229 is required as part of PS&E Submittal package • A Significant Project is: • on an interstate or other controlled access facility; lies within a designated Transportation Management Area (urbanized area with a population of over 200,000 individuals); has intermediate-term or long-term stationary lane closures, or • on any highway (IH, US, SH, FM, etc.) having an ADT of more than 20,000 and has long-term lane closures. This form has criteria to help define a significant project however a project can still be considered significant if the District elects to do so.

32. Form 2229 (cont.) Required Traffic Operations Strategies Common Traffic Operations Strategies

33. Form 2229 (cont.) Required Public Information Strategies Common Public Information Strategies

34. Texas Department of Licensing & Regulation (TDLR) Requirements • If project has pedestrian elements like sidewalks, curb ramps, bike trails, etc. and the construction cost is >$50,000, TDLR inspection is required. • The TDLR Registration Form must be submitted prior to final PS&E so the Texas Architectural Barriers online System (TABS) number can be obtained. This number is shown on the Title Sheet of construction plan.

35. Final Certifications • Certifications include the status of: • R.O.W. • Relocation • Utility • Encroachment • Railroad If any element above is not cleared by the time the project is advertised, an SP 000 is required to show the estimated date(s) of completion of outstanding element(s).

36. Environmental Clearance • The PM should provide plans and support document to the Environmental Team in advance so there is enough time to clear the project. • Once the environmental is cleared, the information is shown in TxDOT Connect • All PS&E projects must obtain the Environmental Clearance by the ePS&E date, which is the date the final PS&E is due in Austin.

37. Project with Agreement(s) • Agreements are important. Agreements should be executed prior to ePS&E date. • Railroad Agreement. SP 000 is required if the RR Agreement is not executed by the ePS&E date. • Signal/Illumination/Maintenance/Landscape Agreement. These agreements are handled by the District Operations. • Advance Funding Agreement (AFA) • When there is a commitment from the local government for the cost of construction, the District obtains the committed funds at least 30 days prior to bid opening in order to certify financial clearance.

38. Temporary Traffic Control Plan Objectives of Temporary TCP • 2017: Texas had 27,148 work zone crashes • 165 deaths • 28 workers • 30 pedestrians • 107 motorists, bicyclists • 813 serious injuries • Leading causes • Drivers not paying attention • Reckless or impaired drivers intruding into work space • Provide safe workplace to workers • Guide and provide safety to road users • Insure smooth traffic flow

39. Temporary Traffic Control Plan (cont.) Source: National Work Zone Safety https://www.workzonesafety.org/crash-information/work-zone-fatal-crashes-fatalities/#texas

40. Temporary Traffic Control Plan (cont.) Source: National Work Zone Safety https://www.workzonesafety.org/crash-information/work-zone-fatal-crashes-fatalities/#national

41. Temporary Traffic Control Plan (cont.) IH 20 WB incident, TxDOT, Kaufman Area Office, Jan 30,2019

42. Temporary Traffic Control Plan (cont.) • Advance warning • Temporary drainage • Minimize lane closures • Adequate signs, delineation, channelization • Concrete Safety Barriers, Impact Attenuators, LPCB • TCP General Notes • Ensure constructability • Night work, weekend work and detours • Ensure the work sequence and narrative match and makes sense • Temporary pavement details

43. Temporary Traffic Control Plan (cont.) • TCP plans & typical sections for each phase • Overnight drop-offs not authorized • Ensure proper roadway materials are used • Use of Google street view • Coordination with adjacent property owners • Coordination with TxDOT Area Office & Local Government on Special Events • Adequate SW3P devices ( silt fence, rock filter dam, erosion control logs…) • Ensure correct BC, TCP, WZ, CSB, LPCB, SW3P, Crash Cushion standards are used • Avoid reduced speed zoning as much as practical. Drivers will reduce their speeds only if they clearly perceive a need to do so

44. Temporary Traffic Control Plan (cont.) Example Traffic Control Plan TRAFFIC AREA WORK AREA TRAFFIC AREA EXISTING

45. Temporary Traffic Control Plan (cont.) TRAFFIC AREA WORK AREA Used Low Speed zones WORK AREA TRAFFIC AREA Example Traffic Control Plan Typical Sections

46. Temporary Traffic Control Plan (cont.) Summary of TCP Quantities

47. Contract Time Determination 6 Steps for Contract Time Determination 1. Identify the scope of work 2. Establish production rates for each work item 3. Adapt production rates to the project Narrowed/ tight working conditions Non-standard construction 4. Understand potential constraints Major material acquisition and delivery Historic weather trends Utilities 5. Compute contract time 6. Review and Develop Narrative PS&E review Meeting

48. Contract Time Determination (cont.) Construction Production Rates

49. Contract Time Determination (cont.) Construction Production Rates • Baselines provided by TxDOT • Used for estimating project duration • Lower rates typically used for small projects • Medium rates for medium size projects • High rates for big projects • Adapt to your project Use engineering judgement Proper critical path method Weather delays are not accounted in the rates provided by TxDOT Utility construction not accounted in the rates provided by TxDOT Site specific conditions Complexity or technical difficulties, non standard projects

50. Estimate Preparation Average Low Bid Unit Prices • Update Bid Prices at every PS&E Submittal: 3 month, 12 month, District and Statewide • https://www.txdot.gov/business/letting-bids/average-low-bid-unit-prices.html