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

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

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

5. Table of Contents (cont.)5
Supporting Documents:
General Notes – Laura
1002 Form, Spec List, Significant Project Procedures – Duc
TDLR Requirements, Final Certifications – Helen
Environmental Clearance, AFA – Helen
Temporary TCP – Etienne
Contract Time Determination – Etienne
Estimate Preparation – Etienne 6
Bidder’s Questions & Addendum – Sohrab

6. Elements to Consider at Pre-PS&E
Design Manuals: Various types of Design Manuals found in TxDOT website:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

30. List of Governing Specifications and Special Provisions (cont.)
TxDOT website:
Required Checklists
Federal Aided Construction Required Check List
Non-Federal Aided Construction Required Check List
Federal Aided Maintenance Required Check List
Non-Federal Aided Maintenance Required Check List

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

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

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

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

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

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

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

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

39. Temporary Traffic Control Plan (cont.)
Source: National Work Zone Safety

40. Temporary Traffic Control Plan (cont.)
Source: National Work Zone Safety

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

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

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

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

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

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

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

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

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

50. Average Low Bid Unit Prices
Estimate Preparation
Average Low Bid Unit Prices
Update Bid Prices at every PS&E Submittal: 3 month, 12 month, District and Statewide

51. Estimate Preparation (cont.)
Price Comparison
Consider collaborating with subject matter experts, Area Office, Construction Office, etc.
Do not reinvent the wheel. PERFECT the one you have
Use similar projects to generate some of your bid items
Use Bid Tabulation to compare price on recent & similar projects
Incorporate Site Manager averages (TxDOT Intranet only)
Print out your estimate and review it item by item
Have your estimate reviewed by other Engineers
If project has multiple CSJs, show quantities by CSJ
For each item used, read TxDOT Standard Specs for that item.

52. Bidder’s Questions
Designer/PM should be available to assist the Area Engineer during pre- letting/advertising period.
Area Engineer and Assistant Area Engineer are point of contact for receiving bidder’s questions and responding questions on TxDOT FTP site.
Area Engineer and Assistant Area Engineer will work with the Designer/TxDOT PM to address Bidder’s questions.
If applicable, it is a good practice to post the following documents in TxDOT FTP site for Bidder’s information:
Pavement Design Report, Hydraulic Report,
Geotechnical Report, Cross Section files/.XSR files,
ROW plans, Contract Time Determination, & SUE.

53. Bidder’s Questions (cont.)
Bidders can submit pre-letting questions, by , phone and in person.
All communications to Bidders must be posted on TxDOT FTP site, Responses/
Communications include notes, minutes of all meetings, s, phone notes, letter, etc.
All Bidder’s questions must be posted and responded in accordance with Memo from The Chief Engineer dated Feb 13, 2019.

54. Bidder’s Questions (cont.)
Post all responses within a reasonable time, keep in consideration that there is enough time for Bidders to ask additional questions based on the responses.
Same day for simple, straightforward answers.
Within 48 hours for complicated questions.
Response posted to the FTP site trump any responses given verbally.
For complicated questions, request Bidder to provide questions in writing.
Do not make statements regarding the possibility or probability of a change in plans, specifications, or quantities—by addendum or by change order.

55. Addendum
When there are errors found after the project is advertised, prepare addendum, if necessary, in a timely manner so Bidders will have enough time to update their bids.
Addendum is required when:
The competitiveness of the bid would be in jeopardy if the changes were not made.
The quantities are in error to a degree that could place the department at a disadvantage in negotiating significant corrections after contract award.
The bid documents would not be substantially representative of the project unless the change is made.

56. Addendum (cont.)
Designer/PM prepares the addendum with concurrence of the Area Engineer. Addendum includes:
a written summary of all changes that are made to the plans and proposal.
revised plan sheets, specification list, general notes, bid items & quantities, etc.
addendum number and date.
Addendum must be approved by District & Construction Division, and must be processed by Design Division.
The Area Office notifies all prospective bidders via the FTP site once an addendum has been posted.

57. ACEC/TXDOT JEP Spring 2019 Team
American Council of Engineering Companies of Texas
ACEC of Dallas – Executive Director: Karen Khan
ACEC of Tarrant County – Executive Director: Brinton Payne, P.E.
TxDOT Liaison Committee – Chair: Robert Brown, WSP, P.E.
TxDOT Liaison Committee – Chair: Mark Schluter, P.E.
Consultant Team
Spenta Irani, P.E. – Jacobs
Chad Gartner, P.E. – TranSystems
TxDOT Team
Ram Dhakal, P.E – Fort Worth District, Consultant Project Management
Sohrab Islam, P.E. – Fort Worth District, Central Design
Etienne Etchouekang, P.E. – Dallas District, Construction
Duc Lam, E.I.T. – Dallas District, Roadway Design
Laura Rodriguez – Dallas District, Project Delivery – H&H
Helen Tran, P.E. – Dallas District, District Design – Plan Review

58. Questions