Exhibit A Scope of Work and Deliverables

Transcription

1 General Statement of Scope of Work Perform steps 1 through 9 of the State Utility Coordination Manual (UCM). Conduct all work necessary to meet the requirements for creating certified Subsurface Utility Engineering (SUE) plans, which includes designating underground, above ground, and overhead utilities. This process concludes with the Contractor submitting a package of information to the State Utility Agreements Engineer. Provide all necessary equipment, supplies, and support personnel, including surveying capability, to secure the data outlined in this section. Location of work Conduct this scope of work within the project limits for the following project. Total length the project is provided. See scoping reports and schedules for the project for details. The general project limits are on Trunk Highway 65 (TH 65) from Reference Point to Reference Point for a length of miles. It will also include identification of utilities near West River Parkway (including parkland between the South Abutment of Br 2440 and the Mississippi River) in an area 200 on either side of the centerline of TH 65, on 1 st St. South in an area 200 on either side of the centerline of TH 65, and SE Main Street (including the parkland between the Mississippi River and SE Main Street) between Merriam Street and SE 3 rd Avenue. Project # Highway Length (Miles) Project Manager TH Chris Hoberg / Dale Nikkola Letting Date Begin Road Plans Finish Road Plans Begin Utility Coordination Finish UTI Relocation Plans 8/23/2018 9/14/2018 6/8/2019 1/8/2019 2/5/2019 Roles and Responsibilities The State s Project Manager is Chris Hoberg / Dale Nikkola for Utility aspect, and that person is responsible for this contract. State Utility Coordination Manual The State Utility Coordination Manual defines the Project Manager under the Roles and Responsibilities section, and this definition refers to the State person that has been designated as the Project Manager for the specific project listed above. Under this contract the State s Project Manager is delegating all responsibilities of Steps 1 through 9 of the State Utility Coordination Manual to the Contractor. Therefore, the Contractor will perform all responsibilities of the State s Project Manager under Steps 1 through 9 of the State Utility Coordination Manual while coordinating the work with the State s Project Manager on a daily basis as needed. The Contractor will inform the State s Project Manager of progress on a monthly basis, or as indicated here-in. The Contractor s certified SUE plans will show all existing survey information, such as topography, and they do not need to show the proposed construction. State s Project Manager is responsible for adding the Contractor s utility information to the State Roadway and Bridge plans. Contract Coordination When negotiation needs to occur regarding the scope and cost of this contract, Contractor will conduct those negotiations with State s Authorized Representative, State s Project Manager, and the Project Manager responsible for the specific project that is incurring the requested changes. -1-

2 Items Provided by State State will provide the following items: FTP Sites Scoping report and schedule. State CADD base files including topography, tin, DTM Survey datums State proposed construction plans State lighting records State Traffic Management System (TMS) records State Water Resource records Meeting facilities When this scope refers to using FTP sites, the Contractor must use the following procedures. Contractor placing files on the State FTP site On your computer create a folder that contains all the information you want to transmit. Name the folder as follows: YYYYMMDD_SPXXXX-XX_SUE. For example: _SP _SUE. Open Windows Explorer (not Internet Explorer) Type or copy/past the following URL in the Address Box (the URL is case sensitive): ftp://ftp2.dot.state.mn.us/pub/incoming/metrowatersedge The folder will appear empty, and no contents will be visible. Copy/paste the desired folder to this location. Once the folder is uploaded, an internal, State user can download the folder. Note: Once the file(s) are uploaded to the site, they will disappear. This is an automatic process to hide the files from outside users. Notify the intended recipient by that the folder has been uploaded and provide the folder name. Contractor retrieving files on the State FTP site The State employee will send an to the Contractor stating that they uploaded a folder or file and they will provide the name of the folder or file. It is possible to locate files that have been placed on State Metro District s FTP site using the following directions: Open Internet Explorer or Windows Explorer Type or copy/paste the following URL in the Address Box (note that this is case sensitive): ftp://ftp2.dot.state.mn.us/pub/outbound/metrowatersedge To open files: Double (left) click a file to open it. If a menu pops up, select OK without supplying a password. To save files either: Save a file as would be normal for the program while it is open, or Right click a file in the menu and select Save Target As. -2-

3 Troubleshooting If you are unable to view files you may need to change a setting within Internet Explorer. To do this open the Tools pull-down menu, select Internet Options, then click on the Advanced tab at the top of the new window. Click and place a checkmark besides Enable FTP folder view (outside of Internet Explorer) under the Browsing header. Click the Apply button at the bottom of the window, then close the window. If this does not solve the problem, turn on Compatibility View by opening the Tools pull-down menu and selecting Compatibility View. Surveying Control Datum Each project listed in this scope of work may have different horizontal and vertical datums that need to be used. Contact the State s Metro District Surveyor to identify the correct horizontal and vertical datums required for each project, and then use the correct datum for each project. Accuracy Locate utilities with an elevation accuracy of 0.05 feet and horizontal accuracy that is at least 0.01 feet. Designate utilities with a horizontal accuracy of 1.0 foot. Determining the scale of designating and locating required Contractor will work with State s Project Manager of each project to determine the scale of utility designating needed on each project. In general, designating should only occur where it is known that excavation will occur. For example, if a project is to mill and overlay the pavement for 7 miles, then it is not reasonable to designate all utilities for all 7 miles. Instead Contractor must determine where excavation will occur and only designate utilities in the proximity of the excavation. Typical activities that may impact utilities include but are not limited to: widening of roadways, pedestrian ramp upgrades at signals, noise walls, retaining walls, storm sewer, culvert, bridge foundations, and storm water treatment sites (ponds/basins). It is Contractor s responsibility to understand the scope of the project, and properly select the areas that do require utility designating and the areas that do not require utility designating. Contractor must balance the desire to minimize the work necessary under this contract while doing enough work to certify that utility conflicts have been minimized to the greatest extent practical and reasonable. Schedule P6 Activities State uses the Primavera P6 scheduling software to develop schedules for its Projects. Adjacent to the titles of some of the tasks below there may be a reference to P6 activities for example, UCM Step 1 (P6 Activity SDE1030 Conduct Utility Surveys). This information is provided, so Contractor can understand which UCM Step matches to the correct P6 schedule activity. This will allow the Contractor to examine the project schedules and understand when deliverables in this scope of work are due at the latest. -3-

4 Advancing the utility schedule The UCM will recommend when to perform certain tasks. For example, it may say that the Utility Design meeting takes place between 60 and 75 percent plan completion. Additionally, the P6 project schedule will show when the latest the utility activities can start and finish. For this scope of work, the Contractor is expected to perform as much work as early as practical and reasonable, because the sooner the designer is aware of a conflict then the more flexibility they have in making adjustments in the project design or scope. For example, utility designating can be done after a project is scoped and before the layout or final plans are started. Likewise, utility conflict analysis can often be done before final plans start, because often it is known where the major excavations will occur. At the same time it is understood that the final conflict analysis cannot be complete until the 60% plan stage when final decisions on excavations are made. For that reason this scope of work will describe the preliminary and final conflict analysis deliverables in the sections that follow. Contractor is responsible for arranging coordination meetings with State s Project Manager as early in a project as practical and reasonable. This project will be a Design Build and require the UIS as part of the final contract. Gopher State One Call The State Utility Coordination Manual requires the Contractor to submit a Gopher State One Call ticket. Gopher State One Call does not identify utility owners with above ground or overhead facilities consistently. The Contractor must not rely on Gopher State One Call to identify above ground or overhead utilities. Use all means necessary to identify above ground and overhead utilities. Traffic Control All roadways and property accesses will be kept open to traffic at all times. All legs of a local road intersection must remain open at all times. Pedestrian traffic shall be maintained and guided through the Project at all times in accordance to the Minnesota Manual of Uniform Traffic Control Devices (MMUTCD) chapter 6D and layouts in chapter 6J. If roadways, property access, legs of intersections, or pedestrian traffic cannot be maintained notify State s Project Manager. State will then coordinate closures with the necessary parties. Contractor will provide traffic control plans as needed during this coordination. Closures may only occur with the permission of the State s Project Manager. Lane closures may only occur after the State s Project Manager has approved them. Submit proposed lane closures to State s Project Manager for consideration. Provide all traffic control necessary to perform the work. Traffic control will be performed in accordance with the current Metro Lane Closure Manual, MMUTCD and Part VI, Field Manual for Temporary Traffic Control Zone Layouts 2011, the Guide to Establishing Speed Limits in Highway Work Zones, the Minnesota Flagging Handbook, the Minnesota Standard Signs Manuals Parts I and II, and the Traffic Engineering Manual. The Metro Lane Closure Manual can be found at the following website can all be found at the following website: The other manuals can be found at the following website: -4-

5 When working on the shoulder or median of State highways, perform this work using a lane closure on mainline and adhering to the lane closure restrictions in the Metro Lane Closure Manual. Furnish, install, maintain, and remove all traffic control devices required to provide safe movement of vehicular traffic through the Project during the life of the contract from the start of contract operations to the final completion thereof. State will have the right to modify the requirements for traffic control as deemed necessary due to existing field conditions. Traffic control devices include, but are not limited to, barricades, warning signs, trailers, flashers, cones, and drums, as required and sufficient barricade weights to maintain barricade stability. Immediately repair or replace all traffic control devices that become damaged, moved or destroyed, all lights that cease to function properly, and all barricade weights that are damaged, destroyed, or otherwise fail to stabilize the barricades. Provide sufficient surveillance of all traffic control devices at least once every 24 hours. Furnish names, addresses, and phone numbers of at least two individuals responsible for the placement and maintenance of traffic control devices. These individuals must be "on call" 24 hours per day, seven days per week during the times any traffic control devices, furnished and installed by the Contractor, are in place. The required information will be submitted to State s Project Manager at the contract kick-off meeting. Respond immediately to any call from State or its designated representative concerning any request for improving or correcting traffic control devices. Create and update a daily log documenting the traffic control. This log will also include the date and time any changes in the traffic control go into effect. The log will identify the location and verify that the devices are placed according to contract requirements. All entries in the log will include the date and time of the entry and be signed by the person making the inspection. State reserves the right to request copies of the logs as deemed necessary. Provide copies of the inspection logs, within the time frame agreed upon, when requested by State. All Contractors', subcontractors' and suppliers' mobile equipment, operating within the limits of the project with potential exposure to passing traffic, will be equipped with operable warning lights which meet the appropriate requirements of the SAE specifications. This would include closed roads that are open to local traffic only. This also includes any vehicle which enters the traveled roadway at any time. The SAE specification requirements are as follows: 360 Degree Rotating Lights - SAE Specification J845 Flashing Lights - SAE Specification J595 Flashing Strobe Lights - SAE Specification J1318 Lights will be mounted so that at least one light is visible at all times when at eye level from a 18 m [60 foot] radius about the equipment. In order to meet the 360 degree at 18 m [60 foot] radius requirements supplemental lighting may be used in addition to the lights on the approved products list. All supplemental lights must be Society of Automotive Engineers (SAE) Class 1 certified. This specification is to be used for both day and night time operations. All costs incurred to provide warning lights shall be at no cost to State. These warning lights will also be operating and visible when a vehicle decelerates to enter a construction work zone and again when a vehicle leaves the work zone and enters the traveled traffic lane. -5-

6 Contractor will equip their vehicles with lights that are on the Approved Products List which can be found at: Provide protective devices necessary to protect traffic from excavations, drop-offs, falling objects, splatter or other hazards that may exist during construction. Equipment will not be allowed to suspend over traffic. All workers within the road Right-of-Way who are exposed to either traffic or to construction equipment will wear reflectorized high-visibility safety apparel. High-visibility safety apparel means personal protective safety clothing that is intended to provide conspicuity during both daytime and nighttime usage and at a minimum meets performance Class 2 requirements of the ANSI/ISEA publication entitled American National Standard for High-Visibility Safety Apparel and Headwear. All high visibility apparel must be worn in the manner for which it is intended to be worn. All apparel worn on the torso must be closed in the front to provide contiguous 360 degree visibility. If a worker s high-visibility apparel becomes faded, worn, torn, dirty, or defaced, reducing the conspicuity of the apparel, the apparel must be removed from service and replaced with new apparel. Maintenance Provide complete cleanup of the work site to equal or better condition than it was in before excavation. When the need to expose a utility underneath pavement occurs, then neatly saw cut and remove the existing pavement or surface. Excavate using a method enabling vertical and horizontal exploration through this cut. Excavate test holes to expose the utility to be measured in a manner that ensures the safety of excavation and prevents any damage to the utility. In performing such excavations, Contractor will comply with all applicable utility damage prevention laws and coordinate with utility inspectors as required. Be responsible for any damage to the utility during excavation. In the event of utility damage, then stop work and notify appropriate agencies, including the utility owner. Work will not resume until the owner has determined what action to take. Be liable for all costs associated with the repair or replacement of the facility and contact State immediately if hazardous materials are encountered. Backfill the excavation with approved material around the utility structure and compact, in lifts, with appropriate devices. Permanently restore the pavement within the limits of the original cut at the time of backfill. If the test hole is excavated in an area other than the roadway pavement, the Contractor will restore the area to equal or better condition than it was in before excavation. Contractor will be responsible for the integrity of the backfill/surface restoration. If the work site is not appropriately restored, Contractor must return and properly restore the site at no extra cost to State. Permits to Construct Notify State s Project Manager if excavation is required on private property. State is responsible for obtaining permits to construct from property owners. Contractor will only excavate on private property after permits to construct have been executed. Deliverables 1 Project Management (source code 1010) 1.1 Monthly Progress meetings -6-

7 Contractor s Project Manager will meet with State s Project Manager once a month to review the monthly progress and invoices. Contractor s Project Manager will solicit feedback from State s Project Manager to assess whether all services meet or exceed the requirements of the project. If needed, Contractor will direct changes to personnel and/or procedures to correct identified deficiencies and implement opportunities for improvements. Create a contract s-curve to graphically depict a summary of the budget status. The contract s-curve shows how the project budget is projected to be used over the life of the project and compares actual expenditure versus the budget. Deliverable: an informal meeting to review monthly invoices, progress reports and s-curves. Format: all files submitted electronically. Meeting may be in person, teleconference, or web conference. Send to State s Project Manager at completion of meeting documenting that meeting occurred per work order requirements. Due: monthly at the same time as the invoices. Standard: meeting minutes are not required. State review: during the meeting. Contractor update: update invoices within 5 business days. 1.2 Kick-off meeting Arrange, coordinate, and facilitate a kick-off meeting for each project and invite the State s Project Manager. Review the contract deliverables, schedule of the specific project, and scope of the specific project. Provide minutes of each meeting. Content of minutes should be minimal and state date and time of meeting, attendees, and project being discussed. Filling in the body of the minutes with items discussed, decisions made, and action items is not required. Deliverable: Conduct 1 meeting. Provide minutes of each meeting. Format: In-person meeting. Minutes in Microsoft Word 2010 document (docx extension) delivered to State s Project Manager electronically by . Standard: N/A Schedule: Conduct meeting within 30 business days of notice to proceed. State Review: N/A Contractor final submittal date: Minutes submitted within 2 business days after meeting. 1.3 Contract work plan Create a contract work plan after all project kick-off meetings are complete. The work plan should demonstrate how the Contractor plans to work efficiently, such as using one mobilization to survey utilities on several projects in one continuous work effort. The work plan also may need to acknowledge that some work in this scope can occur right away, but other work would need to occur much later, perhaps a year later. This work plan will need to consider the schedule for each project and the impacts on the State s Project Manager s team if utility coordination work is started early. For example, State s Project Manager may not have started final design yet. The Contractor and State s Project Manager may need to meet to predict possible areas of excavation in order to advance the progress on the utility work. Deliverable: One electronic copy of deliverable package. Format: Source file in Microsoft Word 2010 document (docx extension). Convert source file to -7-

8 Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages minimized if not eliminate with the exception of actual signature pages. Deliver to State s Project Manager electronically by or FTP. Standard: NA Schedule: Due within 20 business days of the last project kick-off meeting. State Review: NA Contractor Final Submittal Date: Final Contract work plan meeting Arrange, coordinate, and facilitate one meeting. Invite the State s Contract Project Manager. Present the contract work plan and ask for comments. Provide minutes of the meeting. Content of minutes should be minimal and state date and time of meeting, attendees, and briefly list any recommended changes. Deliverable: Conduct one meeting. Provide minutes of the meeting. Format: In-person meeting. Minutes in Microsoft Word 2010 document (docx extension) delivered to State Project Manager and State Contract Project Manager electronically either by . Standard: N/A Schedule: Conduct meeting within 20 business days of the last project kick-off meeting. State Review: N/A Contractor final submittal date: Minutes submitted within 2 business days after meeting. 1.4 State CADD Level 2 Data Standards Meeting State s Project Manager will arrange a 2 hour long meeting with the Contractor to review State CADD Level 2 Data Standards. Target audience is all personnel creating and performing quality control on the CADD files. At the meeting we will review the information on the following website Contractor is expected to thoroughly understand the contents of this website before the meeting occurs. State will not provide training. The purpose of this meeting is to review the website and allow Contractor to ask questions about the State CADD standards and for State s Project Manager to verify that the Contractor understands the standards. Content of minutes should be minimal and state date and time of meeting, attendees, and project being discussed. Filling in the body of the minutes with items discussed, decisions made, and action items is not required. Deliverable: Attend one meeting. Provide minutes of the meeting. Format: In-person meeting. Minutes in Microsoft Word 2010 document (docx extension) delivered to State s Project Manager electronically by . Standard: N/A Schedule: Conduct meeting within 20 business days of Notice To Proceed. State Review: N/A Contractor final submittal date: Minutes submitted within 2 business days after meeting. 2 Traffic Control (source code 2807) Provide all traffic control necessary to perform the work. Obtain notice to proceed authorization from State s Project Manager prior to installing traffic control at a new location. -8-

9 Deliverable: Traffic Control Daily Log Format: Paper hard copy. Standard: Refer to Traffic Control section here-in. Schedule: At Contract closeout, or when requested by State. State review: Upon request Contractor updates: Within 2 hours upon State request. 3 Utility Coordination (source code 1195) 3.1 UCM Step 1: Utility identification of construction projects (P6 activity SDE1030 Conduct Utility Surveys) Perform all tasks described in the UCM step 1. The deliverable for this scope of work is creating the preliminary SUE plans. Refer to Table 1 for required Utility Quality Levels for specific utility types. The balance of this page intentionally left blank -9-

10 Table 1: Required Utility Quality Levels (QL) For Specific Utility Types Utility Type (Buried) Storm Sewer Mains & Primary Laterals QL A at manholes, inlets, outfalls; QL C between accessible features Sanitary Sewer QL A at manholes; QL C between accessible features Culverts QL A at accessible inverts; QL C between accessible features Telecommunication QL B QL B Cable TV QL B QL B Natural Gas QL B QL B Services / Secondary Laterals QL A at manholes, inlets, outfalls; QL C between accessible features QL A at manholes, if any; QL D as available on records N/A Traffic Signals QL B (however, detector loops will N/A not be mapped) TMS QL B N/A Lighting QL B N/A Water Mains QL B, C and D, depending on records, apparent valves, and conductivity of pipes QL D as available on records Buried Power QL B QL B Irrigation QL B, C and D, depending on records, apparent valves, and conductivity of pipes. None anticipated. N/A Steam Irrigation/sprinklers QL B, C and D, depending on records, apparent valves, and conductivity of pipes. None anticipated Not included in this scope of work. However, if encountered, then notify State of the identified surface facilities immediately. N/A N/A Petroleum Pipelines QL B N/A Military Comm. QL B N/A Wells (Water, Crude Oil, Natural Gas) N/A Not included in this scope of work. However, if encountered, then notify State of the identified surface facilities immediately. Inspect all manholes for inlets and outlets. Any discrepancies from as-built plans will be investigated to the needed utility quality level to correctly depict the facilities. Any unknown inlets or outlets will be investigated to designate the attached facility to the maximum extent within the project limits. If bulkheads are found, then investigate the history of the bulkhead with the utility owner to determine if the facility was left in place and out of service, or removed. Provide a recommendation to State on the utility quality level needed and methods to investigate, designate, and locate any abandoned or left in place out of service facilities identified taking into account the risk that facility may pose to the project. -10-

11 Locate all overhead power structures. Deliverable: One hardcopy and one electronic copy of preliminary SUE plans package with data compiled into a database or MSExcel spreadsheet. Format: CADD files following State Level 2 Enhanced CADD Data Delivery Specifications. Contractor may submit information in database form as long as State is able to use the database without purchasing software. Reports source file in Microsoft Word 2010 document (docx extension). Spreadsheet in Microsoft Excel 2010 (xlsx extension). Convert report source file to Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages minimized if not eliminate with the exception of actual signature pages. Deliver to State s Project Manager electronically by or FTP. Standard: State Utility Coordination Manual, State Surveying and Mapping Manual, State Level 2 Enhanced CADD Data Delivery Specifications, and ASCE Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data. Schedule: No later than schedule for specific Project. State Review: 10 business days. Contractor Final Submittal Date: 20 business days. Note: Additional requirements for specified area: For the 2 shaded areas in exhibit A along the river we are requesting primary facilities from Gopher state one call and All of the secondary services for these regions I.E. water services, communication services, power services. (See the shaded areas on the scope exhibit attached.) Easement Questionnaires (P6 activity SDE1030 Conduct Utility Surveys) Part of UCM Step 1 is the completion of the easement questionnaires. The Contractor is responsible for creating, sending, and processing responses for the Easement Questionnaire. Deliverable: One electronic copy of easement questionnaire for each utility company for each project. Format: Questionnaire source file in Microsoft Word 2010 document (docx extension). Convert report source file to Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages minimized if not eliminate with the exception of actual signature pages. Deliver to State s Project Manager electronically by or FTP. Responses from Contractor must be converted to Adobe Acrobat (pdf extension). Standard: State Utility Coordination Manual. Schedule: No later than schedule for specific Project. State review: 10 business days. Contractor final submittal date: 20 business days. 3.2 UCM Step 2: Utility Information Meeting (P6 activity UTI1000 Send Plan Information & Conduct Utility Information Meetings) State s Project Manager recommends that the Contractor does not do UCM Step 2 in an effort to be more efficient and respectful of everyone s time. The UCM has two meetings where all utility owners meet to go over a project Step 2 Utility Information Meeting and Step 4 Utility Design Meeting. It has been determined that the Utility -11-

12 Design Meeting is sufficient. Therefore, there is no deliverable under this section. 3.3 UCM Step 3: Review of Information from Utility Owners (P6 activity SDE1030 Conduct Utility Surveys) Perform all tasks described in UCM step 3. Request relevant information from utility owners including as-builts. Compile and organize all information received and organize by Project and utility owner. Update preliminary SUE plans as needed. Note that this step should start during UCM step 1 and follow-up with more information after the Utility Information Meeting in UCM step 2. Deliverable: Compile both electronic and hardcopy information into packages organized by utility owner and by project. Update preliminary SUE plans as needed. Format: Any format provided by utility owners. Hardcopies of 8.5x11 and 11x17 paper must be scanned in Adobe Acrobat (pdf extension) format. Deliver to State s Project Manager. Standard: State Utility Coordination Manual. Schedule: No later than schedule for specific Project. State Review: 10 business days. Contractor Final Submittal Date: 10 business days. 3.4 UCM Step 4: Utility Design Meeting (P6 activity UTI1010 Conduct Utility Design meeting) UCM Step 4: State staff preliminary utility conflict analysis meeting (P6 activity UTI1010 Conduct Utility Design meeting) Arrange, coordinate, and facilitate a preliminary utility conflict analysis meeting and invite State s Project Manager and Project Construction Engineer. Ask State s Project Manager who else should attend this meeting. Invitees are all people that have knowledge of potential excavations on the project, such as Bridge Engineer, Water Resources Engineer, Sign Engineer (for overhead signs), Foundations Engineer, and Pavement Materials Engineer. Purpose of the meeting is to analyze the preliminary SUE plans for utility conflicts, and determine if there are locations where Level A utility locating should be performed. As stated in the Advancing the Utility Schedule section the Contractor will strive to hold this meeting as early as possible and including before final plans start. Specifically ask how large excavations are likely to be for deep storm sewer and retaining walls. If the answer is unknown then note in minutes and analyze in the next activity. The minutes for the meeting should explain the decisions made on where Level A locating is to occur. Deliverable: Conduct 1 meeting. Provide minutes of meeting. Format: In-person meeting. Minutes in Microsoft Word 2010 document (docx extension) delivered to State s Project Manager electronically by . Standard: N/A Schedule: No later than schedule for specific Project. State review: N/A Contractor final submittal date: Minutes submitted within 2 business days after meeting UCM Step 4: Additional conflict analysis (P6 activity UTI1010 Conduct Utility Design Meeting) Analyze the data obtained from the preliminary utility conflict analysis meeting. Use CADD to plot the construction limits of large excavations if the limits were not immediately known from the meeting. For example, -12-

13 if it is known that a storm sewer is going to be placed deep, such as 25 feet, then plot cross sections of the pipe installation and show the proper Occupational Safety and Health Administration (OSHA) safe excavation required for the pipe; likewise estimate the size of the construction excavation for bridge abutments or retaining walls; and in the case of soldier pile walls make sure to understand the limits of the soldier piles. Look for instances where the intent of the project does not match reality. For example, one situation had a storm sewer being installed within highway Right of Way and the intent was to stay within the Right of Way. However, once the excavation was plotted then it was realized that the excavation went beyond the Right of Way and impacted a water main. Send excavation construction limits to State s Project Manager. Update utility designating and locations where Level A locating is needed to account for additional utility impacts. Deliverable: CADD files containing excavation construction limits, and updated list of Level A locate sites. Format: CADD files and Microsoft Word 2010 document (docx extension) delivered to State s Project Manager via or FTP. Standard: State Utility Coordination Manual, State Surveying and Mapping Manual, State Level 2 Enhanced CADD Data Delivery Specifications, and ASCE Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data. Schedule: No later than schedule for specific Project. State review: N/A Contractor final submittal date: Minutes submitted within 2 business days after meeting Utility owner utility design meeting (P6 activity UTI1010 Conduct Utility Design Meeting) Arrange, coordinate, and facilitate a utility owner utility design meeting and invite the State s Project Manager, State Utility Agreements Engineer, and all identified utility owners. State s Project Manager will provide a brief presentation describing the project. The State Utility Agreements Engineer will explain the relocation process and clarify the roles, responsibilities, and expectations of all involved. Contractor will present the preliminary SUE plans and provide electronic PDF files to each utility owner. Explain all conflicts that have been identified. Facilitate discussion with utility owners to determine preliminary plans for resolving the utility conflicts. Specifically ask if any utilities propose to move their utilities before the project or during the project and if the relocation of one utility requires close coordination with another utility. State will provide the meeting facilities. Contractor will coordinate with State s Project Manager to find an available meeting facility. Provide minutes of the meeting to State. The minutes should include any additional recommendations for Level A locating. Follow meeting minute guidance in the UCM. Deliverable: Conduct 1 meeting. Provide minutes of each meeting. Format: In-person meeting. Minutes in Microsoft Word 2010 document (docx extension). Convert source file to Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages minimized if not eliminate with the exception of actual signature pages. Sign in sheet to be -13-

14 scanned as a pdf. Deliver to State s Project Manager electronically by or FTP. Standard: State Utility Coordination Manual. Schedule: Meeting no later than schedule for specific Project. Submit minutes within 5 business days after meeting. State review: 5 business days Contractor final submittal date: Submit final minutes within 2 business days of review Preliminary Level A locating and certified SUE plans (P6 activity UTI1010 Conduct Utility Design Meeting) Perform utility locating at all sites described in the Preliminary Utility Conflict Analysis minutes and Utility Owner Utility Design meeting minutes. For the purposes of bidding the contract the following assumptions are made for locating: Bid 10 sites. Each site is vacuum excavated an a maximum of 10 feet deep Each site requires turf establishment and erosion control Each site does not require concrete or bituminous work A contract amendment will be negotiated if site conditions differ from these assumptions. Create the Certified SUE Plans using State CADD Level 2 Data Standards. These plans will include all the information from the Preliminary SUE Plans and include all the information gathered from utility locating. Deliverable: 10 sites for QL A locating. One hardcopy and one electronic copy of preliminary SUE plans package with data compiled into a database or MSExcel spreadsheet. Format: CADD files following State Level 2 Enhanced CADD Data Delivery Specifications. Contractor may submit information in database form as long as State is able to use the database without purchasing software. Reports source file in Microsoft Word 2010 document (docx extension). Spreadsheet in Microsoft Excel 2010 (xlsx extension). Convert report source file to Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages minimized if not eliminate with the exception of actual signature pages. Deliver to State s Project Manager electronically by or FTP. Standard: State Utility Coordination Manual, State Surveying and Mapping Manual, State Level 2 Enhanced CADD Data Delivery Specifications, and ASCE Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data. Schedule: No later than schedule for specific Project. State review: 10 business days. Contractor final submittal date: 20 business days. 3.5 UCM Step 5: Request for Utility Relocation Plans (P6 activity UTI1020 Obtain & Review Utility Relocation Plans, Schedules, & Estimates) Perform all tasks described in UCM step 5. Compile and organize all information received, and organize by Project and utility owner. Coordinate with the State Utility Agreements Engineer to determine if utility costs are funded by the utility owner or by State. Write a report that details all utility costs that are funded by State, and send that report to the State s Project Manager. -14-

15 Deliverable: Compile one set of both electronic and hardcopy information into packages organized by utility owner and by project. Packages contain detailed plans, schedules, and estimates. One electronic report detailing utility costs funded by State sent by to State s Project Manager. Format: Any format provided by utility owners. Hardcopies of 8.5x11 and 11x17 paper must be scanned in Adobe Acrobat (pdf extension) format. Deliver to State s Project Manager. Report source file in Microsoft Word 2010 document (docx extension). Spreadsheet in Microsoft Excel 2010 (xlsx extension). Standard: State Utility Coordination Manual. Schedule: No later than schedule for specific Project. State review: 10 business days. Contractor final submittal date: 10 business days. 3.6 UCM Step 6: Utility Coordination Follow-up (P6 activity UTI1020 Obtain & Review Utility Relocation Plans, Schedules, & Estimates) The following activities in this section are a repeat of the activities under UCM Step 4. The difference is that more detailed information has been obtained in Step 5 to determine the actual location of the utility and a more refined analysis regarding the anticipated conflict can occur. Utility conflicts need to be revisited in UCM Step 6 to verify that all project impacts to utilities have been identified UCM Step 6: State staff final utility conflict analysis meeting (P6 activity UTI1020 Obtain & Review Utility Relocation Plans, Schedules, & Estimates) Arrange, coordinate, and facilitate a final utility conflict analysis meeting and invite the State s Project Manager and Project Construction Engineer. Ask State s Project Manager who else should attend this meeting. Invitees are all people that have knowledge of potential excavations on the project, such as Bridge Engineer, Water Resources Engineer, Sign Engineer (for overhead signs), Foundations Engineer, and Pavement Materials Engineer. Purpose of the meeting is to analyze the SUE plans for utility conflicts, and determine if there are locations where Level A utility locating should be performed. Specifically ask how large excavations are likely to be for deep storm sewer and retaining walls. If the answer is unknown then note in minutes and analyze in the next activity. The minutes for the meeting should explain the decisions made on where Level A locating is to occur. Deliverable: Conduct 1 meeting. Provide minutes of each meeting. Format: In-person meeting. Minutes in Microsoft Word 2010 document (docx extension) delivered to State s Project Manager electronically by . Standard: N/A Schedule: To occur after P6 Activity LIM1000 Prepare Preliminary Cross Sections. State Review: N/A Contractor final submittal date: Minutes submitted within 2 business days after meeting UCM Step 6: Additional conflict analysis (P6 activity UTI1020 Obtain & Review Utility Relocation Plans, Schedules, & Estimates) Analyze the data obtained from the final utility conflict analysis meeting. Use CADD to plot the construction limits of large excavations if the limits were not immediately known from the meeting. For example, if it is known that a storm sewer is going to be placed deep, such as 25 feet, then plot cross sections of the pipe installation and show the proper OSHA safe excavation required for the pipe; likewise estimate the size of the -15-

16 construction excavation for bridge abutments or retaining walls; and in the case of soldier pile walls make sure to understand the limits of the soldier piles. Look for instances where the intent of the project does not match reality. For example, one situation had a storm sewer being installed within highway Right of Way and the intent was to stay within the Right of Way. However, once the excavation was plotted then it was realized that the excavation went beyond the Right of Way and impacted a water main. Send excavation construction limits to State s Project Manager. Update utility designating and locations where Level A locating is needed to account for additional utility impacts. Deliverable: CADD files containing excavation construction limits, and updated list of Level A locate sites. Format: CADD files and Microsoft Word 2010 document (docx extension) delivered to State s Project Manager via or FTP. Standard: State Utility Coordination Manual, State Surveying and Mapping Manual, State Level 2 Enhanced CADD Data Delivery Specifications, and ASCE Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data. Schedule: No later than schedule for specific Project. State review: N/A Contractor final submittal date: Minutes submitted within 2 business days after meeting. 3.7 UCM Step 7: Utility Design Change Meeting (P6 activity UTI1020 Obtain & review utility relocation plans, schedules, & estimates) Arrange, coordinate, and facilitate a utility owner utility design meeting. Contractor may find efficiencies by having one meeting for multiple projects as long as the majority of utility owners agree it is a benefit to them and not a waste of time for those who may not be on some of the projects. Since this is the second meeting with utility owners the Contractor should find efficiencies by only inviting utility owners that appear to be affected by the design changes that have occurred between this step and Utility Design Meeting. Invite the State s Project Manager, State Utility Agreements Engineer, and all identified utility owners. State will provide a brief presentation describing the Project. The State Utility Agreements Engineer will explain the relocation process and clarify the roles, responsibilities, and expectations of all involved. Contractor will present the preliminary SUE plans and provide electronic PDF files to each utility owner. Explain all conflicts that have been identified. Facilitate discussion with utility owners to determine preliminary plans for resolving the utility conflicts. Specifically ask if any utilities propose to move their utilities before the project or during the project and if the relocation of one utility requires close coordination with another utility. State will provide the meeting facilities. Contractor will coordinate with State s Project Manager to find an available meeting facility. Provide minutes of the meeting to State. The minutes should include any additional recommendations for Level A locating. Follow meeting minute guidance in the UCM. Deliverable: Conduct 1 meeting. Provide minutes of each meeting. Format: In-person meeting. Minutes in Microsoft Word 2010 document (docx extension). Convert source file to Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages -16-

17 minimized if not eliminate with the exception of actual signature pages. Sign in sheet to be scanned as a pdf. Deliver to State s Project Manager electronically by or FTP. Standard: State Utility Coordination Manual. Schedule: Meeting within 15 business days after State staff final utility conflict analysis meeting. Submit minutes within 5 business days after meeting. State review: 5 business days Contractor final submittal date: Submit final minutes within 2 business days of review Final Level A locating and certified SUE plans (P6 activity UTI1020 Obtain & review utility relocation plans, schedules, & estimates) Perform utility locating at all sites described in the Final Utility Conflict Analysis minutes, and Utility Design Change Meeting minutes. For the purposes of bidding the contract the following assumptions are made for locating: Bid 5 sites. Each site is vacuum excavated an a maximum of 10 feet deep Each site requires turf establishment and erosion control Each site does not require concrete or bituminous work A contract amendment will be negotiated if site conditions differ from these assumptions. Create the Certified SUE plans using State CADD Level 2 Data Standards. These plans will include all the information from the preliminary SUE plans and include all the information gathered from utility locating. Deliverable: 5 sites for QL A locating. One hardcopy and one electronic copy of final SUE plans package with data compiled into a database or MSExcel spreadsheet. Format: CADD files following State Level 2 Enhanced CADD Data Delivery Specifications. Contractor may submit information in database form as long as State is able to use the database without purchasing software. Reports source file in Microsoft Word 2010 document (docx extension). Spreadsheet in Microsoft Excel 2010 (xlsx extension). Convert report source file to Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages minimized if not eliminate with the exception of actual signature pages. Deliver to State s Project Manager electronically by or FTP. Standard: State Utility Coordination Manual, State Surveying and Mapping Manual, State Level 2 Enhanced CADD Data Delivery Specifications, and ASCE Standard Guideline for the Collection and Depiction of Existing Subsurface Utility Data. Schedule: No later than schedule for specific Project. State review: 10 business days. Contractor final submittal date: 20 business days. 3.8 UCM Step 8: Gopher State One Call Utility Verification (P6 activity UTI1030 Prepare & Send Utility Verification Letters, and UTI1040 Verification Letter Responses) Perform all tasks described in UCM step 8. For the purposes of bidding this contract it is assumed that additional designating and locating work is not needed at this step. Deliverable: Utility Verification Letter sent to each utility owner for each project, and response -17-

18 letters from the utility owner for each letter sent. Compile one set of both electronic and hardcopy information into packages organized by utility owner and by project. Format: Any format provided by utility owners. Hardcopies of 8.5x11 and 11x17 paper must be scanned in Adobe Acrobat (pdf extension) format. Deliver to State s Project Manager. Report source file in Microsoft Word 2010 document (docx extension). Spreadsheet in Microsoft Excel 2010 (xlsx extension). Standard: State Utility Coordination Manual. Schedule: No later than schedule for specific Project. State review: 10 business days. Contractor final submittal date: 10 business days. 3.9 UCM Step 9: Review of Utility Relocation Plans, Schedule and Permit (P6 activity UTI1050 Review Utility Permit Application by Districts) Perform all tasks described in UCM step 9. Create submittal package to be sent to the Utilities Agreements Engineer. (G) Deliverable: Utility submittal package sent to the State Utility Agreements Engineer. UIS Sheets and Master Utility Agreement work With Utility Engineer. Format: Any format provided by utility owners. Hardcopies of 8.5x11 and 11x17 paper must be scanned in Adobe Acrobat (pdf extension) format. Deliver to State s Project Manager. Report source file in Microsoft Word 2010 document (docx extension). Spreadsheet in Microsoft Excel 2010 (xlsx extension). Convert report source file to Adobe Acrobat (pdf extension), and pdf should be created by using Adobe Acrobat to covert the source file to a pdf whenever possible with the use of scanned pages minimized if not eliminate with the exception of actual signature pages. Deliver to State Utility Agreements Engineer and State s Project Manager electronically by or FTP. Standard: State Utility Coordination Manual. Schedule: No later than schedule for specific Project. State review: 10 business days. Contractor final submittal date: 10 business days. The balance of this page intentionally left blank -18-