237.9 Submission of Plans and Supporting Documents

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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
Example of a Pre-bid Meeting Agenda
Forms
District Final Plans Checklist, Form D-12
Form D-15, Cover Letter
Form D-15, Equipment and Materials List
Conflict of Interest Form (MHTC Agenda Checklist)
Project Reviewing Checklist

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 236.13.13 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. 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 dates. 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

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:

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.

237.9.6.3.1.jpg

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 237.14.1 Specifications of Electronic Design of Contract Plans for Automated Machine Guidance (AMG).
  • 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.
  • When there are 10 or fewer sheets, the Bridge Information Sheets are included at the end of the Bridge Plans. These sheets will be given sheet numbers that continue the sheet numbers of the Bridge Plans.
  • When there are more than 10 sheets, the Bride Information Sheets are put in a separate zip file to be included in the Electronic Deliverables.
4. Any geotechnical reports to be provided to the contractor
5. D-15 Equipment and Materials List for permanent signal and lighting equipment

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.

237.9.3.3.4.1.jpg
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

237.9.6.4.1.jpg

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_Templet” 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 (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.

237.9.3.6 Finalizing the PS&E for Advertisement

237.9.3.6.1 Creating Proposal

The reviewer will create the Proposal by combining the following file 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.

Bid Book
Roadway JSPs for Job No. A
Bridge JSPs for Job No. A
Roadway JSPs for Job No. B
Bridge JSPs for Job No. B

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 or binder is not acceptable. Not all sheets shown will be needed on every project.

Roadway Plans for Job No. A
Bridge Plans for Job No. A
Roadway Plans for Job No. B
Bridge JSP 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 Proposal, plan sheets, cross sections sheets, EBS file, and the Electronic Deliverables file. The Proposal includes the Bid Book, Roadway JSPs, Bridge JSPs, and any other JSPs needed for the project. All files posted will be in the Adobe Acrobat pdf format. The BCS Section will also save a copy of the advertised documents in eProjects with a “DE Award Plans” content type in the project parent Job Number. Any other Job Number on the call will be listed in the Additional Projects field of the file’s Properties. Each Job Number will be separated by a semicolon

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