This Scope of Services document is structured as … · Web viewThis Scope of Services document is...

Mn/DOT Contract #98088Exhibit A

Scope of Services

This Scope of Services document is structured as follows:

Section 1.0 Project Area / BackgroundSection 2.0 Contract Objective, Tasks, Time Frame and Partners Section 3.0 Project ScopeSection 4.0 Contract Deliverables and ScheduleSection 5.0 Conceptual Preliminary Design Activities (Optional Task)

1.0 Project Area / Background

1.1 The City of Wadena is a growing community in Wadena County, Minnesota. Wadena has three state highways that intersect in the City, State Highways 10, 29, and 71, with Highway 10 being an interregional corridor. With three major highways intersecting in Wadena, it experiences a high average daily traffic and even higher peak recreational traffic; with over 21,000 vehicles a day traveling through Wadena on State Highways 10 and 71.

1.2 For purposes of this contract, the Wadena Study Area will include the city, county, and state roads as defined seen on page 13.

2.0 Contract Objective, Tasks, Time Frame and Partners

2.1 The objective of this contract is to provide the Minnesota Department of Transportation (Mn/DOT), Wadena and Otter Tail Counties, and the City of Wadena with a comprehensive transportation study within the Wadena Study Area as shown on page 13. This work consists of a detailed analysis of the Wadena Study Area, which will involve identifying and evaluating present and future needs that will shape future investments at the city, county and state level.

2.2 The contract will involve the following tasks and activities:

2.1.1. Contract Management Work2.1.2. Data Collection2.1.3. Origin-Destination Survey2.1.4. Access Management Assessment2.1.5. Traffic Projections 2.1.6. Transportation System Analysis2.1.7. Future Transportation System Needs2.1.8. Future Sub-Area Transportation Needs2.1.9. Impact Assessment of Other Modes2.1.10. Public Involvement2.1.11. Development of an Implementation Plan2.1.12. Draft and Final Study Reports2.1.13. Preferred Alternative Layouts (Optional Task)2.1.14. Preferred Alternative Cost Estimates (Optional Task)

1 of 21


2.3 The State anticipates that the work be started after May 2, 2011, and all associated work and deliverables be performed and provided to the State on or before May of 2012.

2.4 This contract will be funded by the State and all invoices will be paid through the State. The City of Wadena, Wadena County, and Otter Tail County will be partners in the study, but the State will serve as the Contract Project Manager and Contract Administrator.

3.0 Project ScopeNotes:* Deliverables are summarized in this Section, and fully described in Section 4.0.* All work performed will be invoiced under State’s Activity Code 6244

3.1 Contract Management Work

3.1.1 The Contractor will be responsible for general management of the study and contract. The Contractor will prepare a flow chart showing work and time (durations and completion dates) required to complete the contract. Periodic flow chart updates will also be provided upon request. This work also includes all functions for meetings such as preparing meeting agendas and handouts, leading/facilitating the meeting, including preparing all presentations and visual aides and recording. The Contractor will be responsible for organizing and the coordination of the contract management details.

3.1.2 The Contractor will prepare for and conduct twelve meetings concerning the status and progress of the contract. These meetings will occur at least once every month during the duration of the contract, and may be conducted by the telephone, at the State Project Manager’s discretion.

3.1.3 The Contractor will prepare and provide miscellaneous project correspondence, scheduling, and budget management necessary for expediting work products and project decision-making. Monthly schedule updates will be required.

3.1.4 The Contractor will submit monthly invoices, and monthly progress reports for all work using the State’s forms.

3.1.5 The Contractor will provide copies of all invoices and progress reports to the State’s project manager.

3.1.6 The Contract Management task requires close monitoring of the work and timely communication with the State’s Project Manager, especially in regard to project issues that may affect the project’s expected completion.

3.1.7 Contract Management DeliverablesContractor:a. Project Schedule /Flow Chart, and updates as neededb. Coordinate and attend monthly contract status meetingsc. Meeting agendas, handouts, minutesd. Monthly Progress Reports, including copies to State’s partners

2 of 21


e. Monthly Invoices, including copies to State’s partners

State:a. Invoice and Progress Report Forms

3.2 Project Data Collection

3.2.1 The Contractor will be responsible for gathering all information necessary to complete the contract requirements. The State will provide printed copies, or electronic data when available, for the following information:

a. Current and historical traffic volume data (AADT and HCAADT)b. Crash Statisticsc. Aerial imagery of the study area - spring 2007 (see note below)d. Farm Service Administration (FSA) aerial imagery – 2008e. Mn/DOT Transportation Information System (TIS) data as necessaryf. The City of Wadena Comprehensive Plan (1986) – paper copyg. City of Wadena Future Annexation Maph. Draft Hwy 10 Environment Impact Statement—electronic version, this

document may be found on the Consultant Services Website

3.2.2 The Contractor will work with the local government agencies and private entities as needed to acquire:

a. Census Bureau Demographic and other Socio-Economic Datab. Capital Improvement Plansc. Zoning and Land Use Plans

3.2.3 Project Data Collection Deliverables by State, County & City:a. Traffic datab. Accident datac. Spring 2007 aerial imageryd. FSA imagerye. TIS data if needed

3.3 Origin-Destination Survey

3.3.1 The Contractor will perform an origin destination survey of the study area. The survey will include a minimum of ten (10) but no more than twelve (12) checkpoints. The Contractor will suggest checkpoint locations with input from the Steering Committee (see Section 3.10) and the State’s Project Manager. Final checkpoint locations will be determined by the State’s Project Manager. The Contractor will summarize all the data collected from the survey and prepare a technical memorandum on the findings. Field personnel needed to staff the origin destination checkpoints may be provided by the affiliated agencies and/or the MN Technical College students.

3.3.2 Origin-Destination DeliverablesContractor:a. Origin-Destination Surveyb. Origin-Destination Technical Memorandum

State:

3 of 21


a. Review and approval of checkpoint locations

3.4 Access Management Assessment

3.4.1 The Contractor will be responsible for assessing current and future access classifications for the study area. The Contractor’s assessment will be based upon Mn/DOT’s Access Management Guidelines and Category Assignments (http://www.dot.state.mn.us/accessmanagement/) and determine their application to the project. The Contractor will determine the proper access classification and standard to be applied to the project and coordinated with partners.

3.4.2 The proposed access management assessment will be presented as part of the public involvement process.

3.4.3 Access Management Assessment DeliverablesContractor:a. Draft Access Management Assessmentb. Final Access Management Assessment

State:a. Review and comments on Draft Access Management Assessment

3.5 Traffic Projections

3.5.1 The Contractor will develop traffic projections (2030) for the study area based on available information. The traffic projection tabulations will include state highways, County (CSAH & CR) Highways, city, MSA and other selected roadways within the study area (CSAH 4, CSAH 20, CSAH 75, 1st St. N., Elm Ave. N.)

3.5.2 The Contractor will examine the current congestion/Level of Service classifications of roadways within the Wadena Study Area. Based upon the traffic capacity analysis the Contractor will determine areas that will not provide at a minimum Level of Service C for main lines and Level of Service D for intersections.

3.5.3 The Contractor will provide all calculations and supporting documentation for the traffic projections.

3.5.4 Traffic Projection DeliverablesContractor:a. Draft Traffic Projections (2031) Report in map format exhibitsb. Final Traffic Projections (2031) Report in map format exhibitsc. Draft System Capacity Analysis Report in map format exhibitsd. Final System Capacity Analysis Report in map format exhibits

State:a. Review and comments on Draft Traffic and Capacity Technical

Memorandums

4 of 21

http://www.dot.state.mn.us/accessmanagement/


3.6 Transportation System Analysis

3.6.1 The Contractor will develop and recommend criteria/guidelines for determining the appropriate function and jurisdictional classification of the existing network. The Contractor will develop an issues map and 3-year crash history data for use in the analysis. The Contractor will consider and recommend future function and jurisdictional classification changes when determining the future transportation system needs for the community.

3.6.2 Transportation System Analysis Deliverables Contractor:

a. Current Jurisdictional Classification Map (Arcview)b. Future Jurisdictional Classification Map (Arcview)

3.7 Future Transportation System Needs

3.7.1 The Contractor will determine the overall transportation system needs for the future in terms of access, system continuity, spacing, capacity, safety, geometric improvements, spot improvements, new roadway alignments, local collector sufficiency and local perceptions. Once the Contractor has determined the needs of the system, the Contractor will provide a list of transportation improvement recommendations to achieve an improved transportation system for the community.

3.7.2 Future Transportation System Needs DeliverablesContractor:a. Draft System Transportation Needs Technical Memorandumb. Final System Transportation Needs Technical Memorandum

State:a. Review and comments on Draft Technical Memorandum

3.8 Future Sub-Area Transportation Needs

3.8.1 The Contractor will perform up to six sub-area analyses in the study area. The sub-area analysis will be a more intensive review of a limited portion of the overall system and will include basic geometric concept drawings as appropriate and concept-level cost estimates. The Steering Committee will choose the sub-areas with input from Contractor following the review of the current transportation issues.

a. Intersection configuration at State Highway 10 and State Highway 71b. Intersection configuration at State Highway 29 and State Highway 71c. Intersection configuration for the intersection of State Highway 10 and

CSAH 4d. Intersection Control Evaluation for the intersection of State Highway 10

and CSAH 75

3.8.2 Future Sub-Area Transportation Needs DeliverablesContractor:a. Sub-Area Analysis Technical Memorandum

5 of 21


3.9 Impact Assessment of Other Modes

3.9.1 The Contractor will be responsible for providing an assessment of the impact of transportation modes, other than the roadway network, for the study area. The Contractor will need to consider the impact of other modes of travel including rail, bicycle and pedestrian needs when evaluating the system and making improvement recommendations.

3.9.2 Impact Assessment of Other Modes DeliverablesContractor:a. Study Report section addressing alternative transit needs / impacts on the

future transportation system – including transit park and rideb. Existing or future trails

3.10 Public Involvement

3.10.1 During the project, the Contractor will engage the public and incorporate public input into a multi-level process that takes place consistently throughout the duration of plan development. The goal will be community consensus, resulting in approval from each of the governing bodies involved. Consistent involvement and direction will be supplied by a project steering committee. Input will be collected through group stakeholders meetings. Potential solutions will be developed and discussed as part of formal public open house meetings and approval of the study gained from local governments. The following are key aspects to this task:

a. Steering Committeeb. Group Stakeholdersc. Public Open Housed. Presentation Meetings

3.10.2 It is the State’s intent, when feasible, to combine several meetings into a single day or evening to reduce travel and other expenses.

3.10.3 Unless otherwise directed by the Steering Committee (see 3.10.5), and with approval of the State’s Project Manager, all meetings will be held in Wadena. The Contractor will be responsible for all meeting accommodations. The City has space available for meetings.

3.10.4 The Contractor will be responsible for preparing any displays or presentation materials (maps, charts, graphs, handouts) that may be needed throughout the public involvement process.

3.10.5 The Contractor will establish the Steering Committee, and coordinate and facilitate up to five (5) Steering Committee meetings. It is anticipated that this committee will consist of technical experts, formal and informal representatives from the City, Wadena County, Otter Tail County, Mn/DOT (District 3 & District 4), the West Central Initiative, District 3 Regional Development Commission representative, and representatives from other interested agencies as the project partners see fit. The Committee will meet at least once every other month to review study activity and approve future direction.

6 of 21


3.10.6 Group Stakeholder Meetings (one (1) day)The Contractor will coordinate and facilitate up to five (5) individual, one-hour meetings to be conducted with various interest groups from within the study area. These group meetings may include private citizens, community activists, homeowners groups, BNSF railroad, or other interested parties. The objective of Stakeholder Meetings is to solicit initial input, introduce the study, and be the first step in solid consensus building and communication. The meetings will all be held on a single day unless otherwise approved by the State’s Project Manager.

3.10.7 The Contractor will coordinate and facilitate three (3) Public Open House meetings to be held in the study area. The Open House meetings will serve different purposes, and will be held at different points in the study.

The first Open House will be held early in the project, after most data collection has been performed, and a plan and schedule for conducting the study has been formulated. This Open House will primarily introduce the study to the public, share existing information, and solicit comments.

The second Open House meeting will be used to discuss the Origin Destination results and the alternatives that will be considered.

The third Open House meeting will be held near the conclusion of the study. This Open House will serve the purpose of sharing the findings and recommendations of the study.

The Open House meetings will be scheduled as the study is being developed. The Contractor will be responsible for ensuring proper advertisement of the Open House meetings.

3.10.8 Presentations (The State anticipates three (3) meetings)The Contractor will coordinate and facilitate one meeting with the City of Wadena, one with Wadena County, and one with the State to formally present the plan for review and approval.

3.10.9 Public Involvement DeliverablesContractor:a. Establishment of Steering Committeeb. Preparation of all agendas and minutes, including comments, for all meetingsc. Preparation of all displays and presentation materials for all meetings d. Coordination and facilitation of up to 16 meetings to be held in Wadena and Detroit Lakes, as follows:

i. Up to five (5) Steering Committee meetings in Wadenaii. Up to five (5) Group Stakeholder meetings in Wadenaiii. Three (3) Public Open House meetings in Wadenaiv. Two (3) Presentation meetings: (2) in Wadena and (1) in Detroit Lakes

e. Advertising for Open House Meetings

3.11 Develop Implementation Plan

7 of 21


3.11.1 The Contractor will work with the Steering Committee to determine criteria for the appropriate priority order for the implementation plan of identified issues. The implementation plan will weigh the cost and deliverability of the improvements. The Contractor will then prioritize system improvements into a High, Medium, and Low priority classification system at the direction of the State’s Project Manager with probable costs and funding sources.

3.11.2 Implementation Plan DeliverablesContractor:a. A prioritized list of transportation improvement recommendations

3.12 Draft and Final Study Reports

3.12.1 The Contractor will prepare and deliver a Study Report of the Wadena Area Transportation Study. The Study Report will outline the history of the study, methodology, issues, results, and recommendations of the study.

3.12.2 The Study Report will be delivered in up to three (3) draft versions, leading to the Final Study Report. Draft versions of the report will be reviewed by the State and partners for quality control, requested revisions, and consistency in presentation, content, detail, graphics, writing style as well as general readability before the Final Study Report is completed. For each draft version, the Contractor will provide unbound paper copies (suitable for mass copying), and delivery to each of the project partners.

3.12.3 The State’s Project Manager will be responsible for collecting all comments of each draft, and returning them to the Contractor within three weeks of delivery of the Draft Reports.

3.12.4 The Contractor will provide the Final Study Report in various forms as follows:15 bound copies, one unbound copy, four (4) CDs of the Final Report in Microsoft Word format and four (4) CDs of the final report in PDF format. Below is the copy distribution:

MnDOT – Office of Statewide Multimodal Planning, Pre-design, Traffic, library (2) and Legislative library (2), Project Manager (unbound) and District Management Team (2)—District 3 and 4Wadena & Otter Tail County – (2)City - (2)

3.12.5 Study Report DeliverablesContractor:a. Up to three (3) draft versions of the Study Report - Unbound paper format

(assume 5 Copies for each draft– 3 State, 1 County & 1 City)b. 15 copies of the Final Study Report - Bound copiesc. One (1) unbound copy of the Final Study Report - Suitable for mass

copyingd. Four (4) CDs containing all study documentation, including the Final

Study Report and Technical Memorandums in Microsoft Word file format

e. Four (4) CDs containing all study documentation, including the Final

8 of 21


Study Report and Technical Memorandums in Adobe PDF file format

State:a. Comments and required revisions from State and partners’ reviews

3.13. Wadena Long Range Comprehensive Plan

3.13.1. General The following scope of work is for the update of the Wadena Comprehensive Plan as it relates to the development of the Wadena Area Transportation Study. The Contractor will be provided a paper copy of the last comprehensive plan, last updated in 1986. The project would run concurrent with the transportation study and would start on or before May of 2011 and be completed by May 2012. Project completion would constitute the adoption of the final Comprehensive Plan by the Wadena City Council. The City would envision an update of the 1986 Wadena Comprehensive Plan would have emphasis on six major focus areas. A description of each focus area and our study scope follows.

3.13.2. Public Input a. The Contractor will coordinate and organize a study review committee (SRC)

to be the primary oversight committee for the project and one member would be appointed by the City Council. The committee would meet 6 to 8 times, at a minimum. The Contractor will be responsible for committee mailings and correspondence. The SRC would consult and coordinate with members of the Wadena Area Transportation Study.

b. The Contractor will conduct two public input opportunities during the planning process: 1) an early input/issues identification meeting; 2) a draft plan meeting. The Contractor will be responsible for advertising and notify residents of these meetings. The Contractor will conduct a day long series of key person interviews or focus groups to gather input from community interests. The Contractor will be responsible for all the materials needed to conduct the public meetings and would be the primary choreographers of the meetings. The Contractor would make one presentation to the Planning Commission and presentation to the City Council to gain approval of the draft final plan.

3.13.3. Community Profile The Contractor will review existing Census and Demographic data and prepare a Community Profile for the City of Wadena. The Profile will provide updates (where possible) to a relevant data sets from the existing comprehensive plan. To the degree possible, the Community Profile will demonstrate the existing social and physical nature of Wadena and its surroundings.

3.13.4. Land Use The Contractor will update the existing land use map for the City of Wadena. The Contractor will prepare an updated future land use map for the City. The land use portion of the planning process will also include the development of a future land use plan and growth strategy plans for the City of Wadena. The growth strategy would include an analysis of where the community should grow within existing

9 of 21


corporate limits and make recommendations for the expansion of corporate limits. The land use discussion will entail an understanding of extraterritorial (ET) planning issues and considerations for the City of Wadena, including coordination with adjacent Townships and Wadena County. Growth analysis will also entail an exploration of existing and future infrastructure capacity of the city.

3.13.5. Transportation The Contractor will provide Wadena an updated transportation plan to facilitate existing and projected growth patterns. The focus would be community wide; however attention would be paid to major corridors such as T.H. 10, T.H. 71, and T.H. 29, major City and County corridors. The goal of the transportation element is to lay out a framework for transportation improvements that go lock step with the land use and growth projections. Through the update of the Comprehensive Plan the Contractor will provide inputs into the development of the Wadena Area Transportation Study, and ensure symmetry between the Comprehensive Plan and the Wadena Area Transportation Study.

3.13.6. Goals and Policies The Contractor will update and validate the current goals and policies included in the 1986 Comprehensive Plan. The update of the goals and policies will be informed through the public input process, working with City staff, and the project steering committee.

3.13.7. Action/Implementation Plan The Contractor will validate and update the current action/implementation plan included in the 1986 Comprehensive Plan. The update of the action/implementation plan will be informed through the public input process, working with city staff, and the project advisory committee. The Contractor will review existing zoning and subdivision ordinances to identify compliance issues with the update Comprehensive Plan, and identify possible areas for update in both ordinances.

3.14. Quality Assurance (QA) / Quality Control (QC) Functions 3.14.1. The CONTRACTOR will develop a Design Quality Management Plan (DQMP)

that specifies how the CONTRACTOR will perform Quality Assurance (QA) and Quality Control (QC) activities throughout the contract duration to ensure delivery of a quality product in a timely manner

3.14.2. The DQMP will describe how design inputs are received, reviewed and approved for use in the project design.

3.14.3. The DQMP will be submitted to the STATE’s Project Manager for reference within 20 working days of the Notice to Proceed

Contractor Deliverables: DQMP in WORD format

State Deliverables: State Quality Management Process document

4.0 Contract Deliverables and ScheduleContract deliverables and the respective format for each, if appropriate, and the associated timing of each deliverable are displayed in this Section using the following format:Deliverable description (format if appropriate) - timing or due date.

10 of 21


The following deliverables dates are based on an authorization to begin contract work of May 2, 2011. Dates not listed will be determined during the negotiation phase with the selected Contractor.

4.1 Contract Management Work Contractor:a. Project Schedule / Flow Chart - Two weeks after contract execution, and as

neededb. Coordinate and attend monthly status meetings - Throughout Projectc. Meeting agendas, handouts, minutes - As Neededd. Monthly Progress Reports (Mn/DOT form) - Throughout Projecte. Monthly Invoices, and copies to partners (Mn/DOT form) - Throughout Project

State:a. Project Oversight and Direction as needed - Throughout projectb. Project Reviews and Approvals in a Timely Manner - Throughout Projectc. Invoice and Progress Report Forms - Upon contract execution

4.2 Project Data CollectionState:a. Traffic data - Upon Contract Executionb. Accident data - Upon Contract Executionc. Spring 2007 aerial imagery (GIS suitable) - Upon Contract Executiond. FSA aerial imagery - Upon Contract Executione. Transportation Information System (TIS) data as necessary - Upon Contract

Executionf. The City of Wadena Comprehensive Plan (1986) - Upon Contract Executiong. The draft Draft Environmental Impact Statement – Upon Contract Execution

4.3 Origin-Destination SurveyContractor:a. Origin-Destination Survey – August 2011b. Origin-Destination Technical Memorandum – October 2011

State:a. Review and approval of checkpoint locations - As Needed

4.4 Access Management Assessment Contractor:a. Draft Access Management Assessment – November 2011b. Final Access Management Assessment – December 2011

4.5 Traffic Projections Contractor:a. Draft Traffic Projections (2030) – September 2011b. Final Traffic Projections (2030) – October 2011c. Draft System Capacity Analysis – November 2011d. Final System Capacity Analysis – December 2011

4.6 Transportation System Analysis

11 of 21


Contractor:a. Current Jurisdictional Classification Map (Adobe PDF file) – January 2012b. Future Jurisdictional Classification Map (Adobe PDF file) – February 2012

4.7 Future Transportation System Needs Contractor:a. Draft System Transportation Needs Technical Memorandum–February 2012b. Final System Transportation Needs Technical Memorandum–March 2012

State:a. Review and comments on Draft Technical Memorandum

4.8 Future Sub-Area Transportation NeedsContractor:a. Sub-Area Analysis Technical Memorandum – October 2011

4.9 Impact Assessment of Other ModesContractor:a. Study Report section addressing Other Modes – December 2011

4.10 Public Involvement Contractor:a. Establishment of Steering Committee - Three weeks after contract execution b. Preparation of agendas, minutes, including comments, for all meetings -

Throughout Project c. Preparation of all displays and presentation materials for all meetings -

Throughout Projectd. Coordination and facilitation of up to 16 meetings to be held in Wadena, as

follows:Up to five (5) Steering Committee meetings in Wadena - Throughout ProjectUp to five (5) Stakeholder meetings in Wadena - Within three to four months of contract executionFirst Public Open House meeting in Wadena - Within three to four months of contract executionSecond Public Open House meeting in Wadena - At the Project Manager’s discretionThird Public Open House meeting in Wadena - At the conclusion of the studyThree (3) Presentation meetings in Wadena (2) and Detroit Lakes (1) - At the conclusion of the Study

State:a. Advertising for Open House Meetings

4.11 Develop Implementation PlanContractor:a. Prioritized List of Transportation Improvement Recommendations – At the

conclusion of the Study

4.12 Draft and Final Study Reports Contractor:a. Draft versions of the Study Report (unbound paper format)

12 of 21


Three copies of the Initial Draft – March, 2012Three copies of the Second Draft – March/April, 2012Three copies of the Third Draft – April, 2012

b. 15 copies of the Final Study Report (bound) – May, 2012c. One (1) Final Study Report (unbound) – May, 2012d. Four (4) CDs containing all study documentation, including the Final Study

Report and Technical Memorandums (Microsoft Word) - Marche. Four (4) CDs containing all study documentation, including the Final Study

Report and Technical Memorandums (Adobe PDF) – April 2012f. Three (3) Draft versions of the Wadena Long Range Comprehensive Plan –

March, 2012g. Three (3) Final versions of the final report for the Wadena Long Range

Comprehensive Plan – May, 2012h. Two (2) CDs containing all study documentation for the Final version of the

Wadena Long Range Comprehensive Plan – May, 2012

State:a. Comments and required revisions from State and partners’ reviews - Within

three (3) weeks of receiving the draft reports.

13 of 21


14 of 21

WADENA STUDY AREA


5.0 Conceptual Preliminary Design Activities (Optional)

This work objective is to conduct conceptual preliminary design activities for alternatives advanced from the planning study for United States Highways 10 and 71 and Minnesota State Highway 29 in Wadena. This work will begin after the Study is complete and will conclude by May 2013. This work will begin only with the approval of the project manager in writing if deemed necessary.

5.1 Contract

This project will consist of the following major components:

1. Concept Layout 2. Preliminary Construction Limits Map3. Final Concept Layout4. NEPA Document Identification5. Project Cost Estimate6. Benefit Cost Analysis

5.2 Project Management

Management of the project will include communication with the State, the cities and counties within the project limits, other State agencies and local groups as necessary to complete the project.

The staffing requirements necessary for performance of specified work will be as follows:

Contractor’s Project Manager must have a current Minnesota Civil Engineering P.E. License.

Other Contractor staff must have the training and expertise necessary to complete the work as required.

No changes in Contractor’s project management personnel will be made without a written notice being provided to the State. Similarly, the State will notify the Contractor if there is any change in the assigned Project Manager for the State.

The State’s Project Manager will provide direction to the Contractor’s activities. It will be the responsibility of the State’s Project Manager to receive the work produced by the Contractor, review the work for accuracy and compliance with standards, and recommend payment for such work.

Meetings: Anticipated meetings during the development of project alternatives may include:

A kick-off meeting and field walk of the project. Regularly scheduled project update meetings. Most of these meetings can

be conducted as conference calls. The Contractor will take minutes. The minutes will be distributed to participants within ten (10) working days.

15 of 21


Various public and agency involvement meetings.

It is understood that all meetings with State’s District 4 personnel will be held at the Detroit Lakes Headquarters Building unless agreed otherwise.

The Contractor will prepare minutes or confirmation memorandums on all meetings held during the development of the project and make them readily available to the State and others as needed.

Coordination: The Contractor will coordinate activities as required with State’s District 4 staff and State’s Central Office (CO) staff. These activities may include communications via phone, FAX, email, project web site, and written correspondence. Contractor will also coordinate activities with affected groups including cities, counties, townships, citizens, citizen groups, and businesses (including the Railroad) and regulatory agencies.

Administration: Administration of the project will include progress reports, invoicing, contract amendment requests, cost and schedule updates, billing preparation, other non-technical work, and communication with the necessary project personnel.

Progress reports and invoices will be submitted on a monthly basis. They will show progress of each task for that month and progress to date as well as percent of the project completed that month and to date. Invoices will be based on percent complete contained in Progress Report.

5.3 Concept Engineering

Contractor Duties and DeliverablesSpecific project deliverables to be completed by the Contractor include, but are not limited to the following tasks. The Contractor may propose additional tasks or activities if they will substantially improve the results of the project.

1. NEPA (National Environmental Protection Agency) Document Identification

Identify potential Impact items, which may need to be addressed in the preparation of a NEPA document, as listed in the Project Development Process Handbook (HPDP). This list may not include all the impact items that will need to be addressed in the NEPA document. It will be the responsibility of the Contractor to explore any issues with a potential for significance.

Identify the appropriate NEPA document required to comply with the National Environmental Policy Act through contact with Federal Highway Administration (FHWA).

2. Concept Engineering Project Schedule

16 of 21


The Contractor will prepare a schedule including the following tasks and/or milestones. The schedule should show the interim dates for the various tasks and/or milestones leading up to the final completion date.

Tasks and/or Milestones:

Concept Layout Preliminary Construction Limits Map Final Concept Layout NEPA Document Identification Project Cost Estimate Benefit Cost Analysis

At the request of the State’s Project Manager, the Contractor will provide timely updates to be included in State’s Project Management System.

3. Surveying and Mapping Data

The following surveying and mapping data will be furnished by State:

1 Existing alignment and existing right-of-way in hardcopy, 80-column ASCII format files and graphic files.

2 Global Positioning System (GPS) layout for horizontal control.3 Tie sheets for horizontal control points.4 List of horizontal control points with coordinates in comma

delimited ASCII file format.5 Benchmark information to include descriptions and elevations.6 Rectified Digital Ortho Photo for use in developing the concept

Layout and evaluating project alternatives.7 Digital Terrain Model (DTM) files in GEOPAK binary format;

Triangular Irregular Network (TIN), Graphic files of obscured areas and planimetric features will be available four (4) months after approval of a preferred alternative.

The Contractor will be responsible to perform all additional field surveys to collect the data needed to complete the mapping task and determine the construction limits. The surveys may include, but are not limited to, additional cross-sections and profiles, alignments, culverts, drainage, Digital Terrain Model (DTM) of obscured areas, utilities and map annotation.

4. Preliminary Hydraulics

The Contractor will identify and review inplace drainage patterns and structures. Contractor will identify new drainage patterns, water quality treatment basins and criteria to sufficient detail that preliminary construction limits, cost estimates and cost splits can be established.

5. Bridge Coordination

17 of 21


Contractor will coordinate clearance and profile requirements with State’s bridge designers, Railroads, Department of Natural Resources (DNR) or other regulators.

6. Railroad Coordination

Contractor will involve the railroad in alignment, profile and grading at railroad crossings. Contractor will prepare a Memorandum of Understanding for project related issues.

7. Concept Layouts

The Contractor will prepare conceptual Layouts and Profiles in accordance with the form and content requirements listed in the HPDP. The preliminary layouts will be prepared in sufficient detail that preliminary construction limits are established as defined in State’s HPDP to enable quantitative and qualitative assessment of costs and impacts to meet the level of detail needed for the appropriate NEPA documents.

The layouts will be developed utilizing the rectified digital ortho photo provided by State. Coordinate positions will be based on control monuments as provided by State and be in Wadena County Coordinates NAD83 1996 adjustment and vertical control NAVD88.

All electronic files will be in a format compatible with the State’s CADD Data Standards Level 2. All electronic files will be set up in Microstation/Geopak V8i formats using the prescribed level assignments; line codes, weights, styles; and file naming conventions.

The Contractor will submit the concept Layout and Profile to State for review. State may request review comments from others. Submittal will include both hardcopies (7) and electronic file on compact disk (CD). The electronic file will include the Contractor’s pen table and a text file describing all naming conventions.

Review comments and concerns will be incorporated into the concept Layout and Profile before submittal to State for approval. The approved concept Layout will be displayed at the Public Hearing and Public Information Meetings.

Significant revisions to the concept Layout, as a result of public and/or agency review, will be incorporated into the layout.

8. Preliminary Construction Limits Map

The preliminary construction limits will be plotted in accordance with State’s CADD Data Standards Level 2 on a rectified digital ortho map provided by State. The Contractor will draw the roadway geometrics on this map. A separate right of way (R/W) map will be prepared showing the construction centerline and both permanent right-of-way (R/W)

18 of 21


takings and temporary easements. When the Contractor furnishes the construction limits map, the Contractor will also submit preliminary cross-sections showing the natural ground line and top surface sections for the highway and all intersecting roads. The preliminary cross-sections will also show the grades for all entrances and road approaches. These grades will be in accordance with State’s Standard Plate 9000 and District Policy of 8% maximum slope for residential entrances 5% for commercial entrances.

The preliminary construction limits will be based on the final horizontal and vertical alignments. The final horizontal alignments will be shown on the map as close to the center of the map as possible.

The Contractor will indicate, on the preliminary construction limits map, the percent of grade and the numeric distance in feet from the centerline to the touchdown point on all crossroads and entrances.

The Contractor will indicate the slope and numeric distance to slope intercept points along the highway and crossroads. The distance and slope to any abrupt changes in construction limits must also be identified. The slope and numeric distance and the percent of grade and the numeric distance specified above will be shown far enough from the centerline so that it will not interfere with the plotting of the proposed right-of-way line.

9. Final Concept Layout

Contractor will obtain authorization from State prior to commencing with the preparation of the “final” concept layout.

The Contractor will prepare a “final” concept layout in accordance with State’s design requirements, which will be identified by State’s staff. The “final” layout will be prepared in English units utilizing Digital Terrain Model (DTM) provided by State. Coordinate positions will be based on control monuments as provided by State. The Final geometric layout will include:

8 “Final” concept layout in Wadena County Coordinates NAD83 1996 adjustment and vertical control NAVD88 or Otter Tail County Coordinates NAD83 1996 adjustment and vertical control NAVD88 or both, as determined by the State.

9 “Final” Profile in Wadena County Coordinates NAD83 1996 adjustment and vertical control NAVD88.

10Preliminary construction limits to ensure constructability.11Cross-sections at 100-foot intervals.12Road approach profiles and touchdown points.

The layouts will be developed utilizing rectified digital ortho photo provided by State. Coordinate positions will be based on control monuments as provided by State.

19 of 21


All electronic files will be in a format compatible with the State’s CADD Data Standards Level 2. All electronic files will be set up in Microstation V8i/Geopak formats using the prescribed level assignments; line codes, weights, styles; and file naming conventions.

Submittal will include twenty (7) hardcopy layouts and one electronic file on Compact Disk (CD). The electronic file will include the Contractor’s pen table and a text file describing all naming conventions.

11. Public Information Meetings

The Contractor will arrange and conduct Public Meetings as necessary during the project development process. As part of the Public Involvement Process as defined in the HPDP, the Contractor will involve elected officials, affected agency staff and the general public.

The Contractor will be responsible for providing handouts, displays, renderings, visualizations and/or computer simulations.

The Contractor will establish a local Technical Advisory Committee (TAC) including representatives from the State, City of Wadena, Regional Development Organizations, townships and counties affected by the project. The purpose of the meetings will be to coordinate layouts and design, coordinate preliminary environmental studies, discuss project issues, etc.

12. Pr eliminary Utility Investigation

The Contractor will perform all preliminary utility identification and coordination as outlined in the current utility technical memorandum, which can be found on the Technical Support Utility Agreements’ web site (http://www.dot.state.mn.us/tecsup/utility/). The Contractor will also define ownership of each existing utility, develop a list of contact personnel and provide initial correspondence with potentially affected utility companies. All correspondence with potentially affected utilities will be documented.

The concept layouts and cross sections prepared by the Contactor will be complete with respect to the showing of in-place utilities. The Contractor will furnish the State a utility tabulation for each utility. The Contractor will also provide this information to the individual utility companies for their use in developing relocation plans.

13. Construction Cost Estimate

The Contractor will prepare a preliminary construction cost estimate based on the layout using the latest unit cost data available. The cost estimate should be prepared in consideration that new highway alignment is likely to be constructed through areas in which the terrain is not best

20 of 21

http://www.dot.state.mn.us/tecsup/utility/


suited for roadway construction (i.e. wetlands, swamps, marshes, etc.). The cost estimate should also include estimates on municipal participation, if necessary, which should be based on the State’s Cooperative Construction Policy.

13. Benefit-Cost (B/C) Analysis

The Contractor will prepare a benefit-cost analysis for each alternative evaluated in accordance with State’s HPDP. Assumptions and methodologies employed by the Contractor will be reviewed and approved by Mn/DOT’s Office of Investment Management before proceeding with the B/C Analysis.

The remainder of this page has been intentionally left blank.

21 of 21

This Scope of Services document is structured as … · Web viewThis Scope of Services document is...

Documents

Transcript of This Scope of Services document is structured as … · Web viewThis Scope of Services document is...