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CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

FUNDS

CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

PROJECT TITLE:

PROJ. #

PROJECT LOCATION:

JOB COST NUMBER

FUNDING PROGRAM:

DESIGN ENGINEERING

$

RIGHT OF WAY

$

CONSTRUCTION ENGINEERING

$

CONSTRUCTION

$

PROJECT TOTALS

$

SOURCE OF PROJECT FUNDING

TIME

STREET FUND

$

REAL ESTATE EXCISE

$

GRANTS

$

LOANS

$

OTHER

$

PROJECT TOTALS

$

PROJECT INITIATION

Project need identified by Public , Council , other

Is there an interest group that should be contacted about the project?

Should there be a meeting with the public in a particular area?

What level of media involvement should there be?

Notice to adjacent property owners of pending project?

SEPA Checklist to Planning Department as soon as possible.

Non-Significance Report received from Planning Department

I-4

Project is on Six-Year Transportation Program

Project is on City Capital Facility Plan

I-4

Federal Aid Program Form, Sht 1 of Prospectus sent to WSDOT Local Prog.

I-4

Program of project approved by appropriate agency

CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

FUNDS

CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

PROJECT PROSPECTUS

II-1

SHEET 1: * Project Information

II-1

* Description of proposed work and existing facility

II-1

* Math check on estimate of all phases

II-1

* Proposed obligation date

II-1

* Environmental determination

II-1

SHEET 2: * Geometric design data

II-1

* Accident data

II-1

* Environmental considerations

II-1

* Right of Way and relocation

II-1

* Water area involvement

II-1

SHEET 3: * Utility relocations

II-1

* FAA involvement

II-1

* Signature

II-1

PROJECT APPLICATION CHECKLIST

CITY/COUNTY AGREEMENT

II-2

BILLING ADDRESS:

II-2

Description of work matches prospectus

II-2

Construction engineering is within allowable limits

II-2

Checked math on agreement

II-2

Federal aid matching percentage

II-2

Method of financing

II-2

Agreement signed by Mayor

I-4

Project programmed

Project application package to Dist. Local Prog. Engr.:[1-original]

II-1

* Project prospectus with attachments

II-2

* City/Councy agreement

II-2

* Project application checklist completed

II-2

PE funds authorized by Assist. Secretary for Local Programs

CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

FUNDS

CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

CONSULTANT SELECTION PROCESS

III-1

Independent est. for consult. services and recomm.(request) to City Council

III-1

Received approval to advertise for consultant services from City Council

III-1

Advertise for consultant services

III-1

Developed consultant evaluation selection criteria

III-1

Select minimum of three firms best qualified

III-1

Submit request for approval of selected firm to City Council

III-1

Conduct pre-award audit (if necessary) before negotiations

III-1

City Council approves selection, negotiation begins

III-1

Negotiation completed-submit final draft of agmt to City Council

III-1

Received approval from City Council

III-1

Agreement signed by consultant

III-1

Agreement signed by Mayor

III-1

Notice to proceed sent to consultant

III-1

Sent copy of agreement to Dist. local Programs Engineer

CONSULTANT ADMINISTRATION

III-1

Oversee the consultant's work and billings to ensure compl. with agmt

III-1

Prepare diary to record discussions and visitation with the consultant

III-1

Consultant billings are checked as to employee class, wage rate, and invoices

III-1

Payment ledger system

III-1

Conduct employee interviews

Post agmt. audit-agreements over $100,000 [approx. $3K-misc constr costs]

Complete consultant evaluation and place in files

ENVIRONMENTAL PROCESS

II-4

Categorical exclusion approved by FHWA

II-4

For environmental assessment submitted SEPA checklist

II-4

Draft environmental assessment to Assist. Sec. for Local Programs

II-4

Draft environmental assessment revised

II-4

Draft environmental assessment approved

II-4

Draft environmental assessment published

II-4

Opportunity for public hearing published

II-4

Revised environ. assess. & legal notice to Assist. Sec. for Local Programs

CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

FUNDS

CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

ENVIRONMENTAL IMPACT STATEMENT

II-4

Notice of Intent published

II-4

Recommendations of interdisciplinary team to project manager

II-4

Public involvement plan

II-4

Data inventory from interdisciplinary team and evaluation

II-4

Project manager reviews preliminary discipline reports

II-4

Prelim. Draft EIS to Assist. Sec. for Local Programs

II-4

WSDOT comments on above

II-4

Camera ready DEIS to Dist. Local Programs for signature

II-4

Receive approval to print DEIS

II-4

Circulation copies to Dist. Local Programs Engineer

II-4

Publish in Federal Register (min. of 45 days comment period)

II-2

For State Route: WSDOT approval before advertising for public comment

II-2

Opportunity for public hearing advertised

II-4

Prelim. Final EIS & draft record of decision sent to Dist. Local Prog. Engr.

II-4

Comments from Assist. Secretary for Local Programs

II-4

Approval to print FEIS

II-4

FEIS to District Local Programs Engineer

II-4

Final Approval

II-4

FEIS circulated

II-4

Final record of decision approved by FHWA

LOCATION AND DESIGN APPROVAL

IV-2

Project Prospectus submitted

Design Report completed and on file

PROJECT CHECKLIST REVIEWED BY DIRECTOR

IV-2

Design Report submitted

IV-2

Pavement design criteria submitted

IV-2

Public Hearing requirements met

IV-2

Environmental requirements met

IV-2

For major bridges: type, size, & loc. submitted to Dist. Local Prog. Engr.

IV-2

FHWA approved the type, size and location of bridge

IV-2

For traffic signals: warrants for signal submitted to Dist. Local Prog. Engr.

IV-2

Design approval notice published

CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

FUNDS

CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

RIGHT OF WAY FUNDING AND ACQUISITION

III-2

Design hearing requirements completed

II-5

Approval of right of way plan

II-5

R/W reloc. plan to Dist. Local Prog. Engr. [NEG. or POSITIVE ]

II-5

R/W acquisition plan, true cost est., suppl. to City/Co. Agmt.

II-5

FHWA approval of envir. doc., and cert. that public hearing req. have been met to Dist. Local Prog. Engr. with request for R/W funds

II-5

Received authorization from Assist. Sec. for Local Programs to acquire R/W.

ACQUISITION - [REPEAT FOR EACH PARCEL]

II-5

Acquisition procedures approved by Assistant Sec. for Local Programs

II-5

Relocation procedures approved by Assistant Sec. for Local Programs

II-5

Documentation file setup for each parcel

II-5

Appraiser meets WSDOT criteria

II-5

Set up commitment file

APPRAISAL

II-5

Landowner given opportunity to accompany appraiser

II-5

Comparable sales checked

II-5

Report completed

APPRAISAL REVIEW

II-5

Date of value determination precedes commencement of negotiations

II-5

Just compensation approved

II-5

Review completed

NEGOTIATIONS

II-5

Private firms negotiators are licensed and have a licensed broker

II-5

Mailed initial phase of negotiations and relocation assistance eligibility

II-5

All negotiation inquiries satified

II-5

Appointment with property owner

II-5

Owner given written statement of just compensation

II-5

Settlement contains construction clauses

II-5

Evidence of clear title

II-5

Salvage specified

CONTRACT

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FUNDS

DAY LABOR

LOCAL

FUNDS

CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

RELOCATION

II-5

Plan approved by WSDOT

II-5

Program furnished to person scheduled to be displaced

II-5

Written notice to vacate

II-5

Last resort housing

II-5

Person to be displaced filed an appeal against City/County determination

II-5

Relocation completed

II-5

Acquisition completed

II-5

Administrative settlement documentation completed

II-5

Copies of deeds in file

II-5

Sent to Dist. Local Prog. Engr. for WSDOT's certification are:

II-5

* Letter of certification

II-5

* R/W project analysis

II-5

* Federal aid requirement checklist

PLANS SPECIFICATIONS AND ESTIMATES

III-4

Reviewed commitment and correspondence file

WHEN APPLICABLE SECURE FOLLOWING PERMITS, ETC:

III-4

Airport roadway clearance FAA

III-4

Shoreline Permits Local and Coastal Zone Management compliance from DOE

III-4

For cultural, archeological, historical sites OAHP contacted

III-4

Plant or animal endangered species from USFWS/NMFS

III-4

When waters modified or controlled, USFWS and State F&W consulted

III-4

When stream is affected, permit from DOE and HPA

III-4

For timber supporting land, permit from DNR

III-4

When construction might reduce water quality, contact DOE

III-4

For quarries of 2 acres and 10,000 tines or more DNR contacted

Sensitive area or wetland involved - local permit needed

III-4

Water/wetlands - Army Corps of Engineers

III-4

For navigable waterways, permit from Coast Guard

III-4

If wetlands are affected, USF & G or Nat. Marine Fish. Services contacted

NPDES Permit from Fisheries

III-4

Utility agreements

III-3

Railway agreements

CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

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CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

PS & E COMPLETED

IV-3

Vicinity map

IV-3

Summary of quantities

IV-3

Pit quarry stockpile and waste sites

IV-3

Reclamation plans

IV-3

Roadway sections

IV-3

Plans and profiles

IV-3

Utilities

IV-3

Structure notes

IV-3

Signing

IV-3

Illumination

IV-3

Bridge plans

IV-3

Traffic control

IV-3

Standard plans

IV-3

Sheets numbered and dated

IV-3

Each sheet signed and stamped by Prof. Engineer

IV-3

Bridge plans, design calcs, and soil report to Local Prog. [state A&A only]

IV-3

Form FHWA-1273 included and latest amendment

IV-3

Log of test borings

IV-3

Training requirements

IV-3

EEO requirement clauses

IV-3

For steel included Buy America requirement

IV-3

Traffic control special provisions

IV-3

Specialty items

IV-3

General Special provisions and amendments arranged in order & indexed

IV-3

Project proposal

IV-3

Federal Aid Proposal Notices (2 pages)

IV-3

Non-collusion Declaration

IV-3

Contract

IV-3

Certification for Federal Aid Contracts (lobbying)

IV-3

DBE Utilization Certification

IV-3

Engineer's Estimate complete

CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

FUNDS

CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

PS & E COMPLETED (Continued)

IV-3

Documentation for each item in engineer's estimate

IV-3

Justification for nonparticipating items

IV-3

Detailed documentation for lump sum items available in project files

IV-3

Estimate to Dist. Local Program Engineer

IV-3

Training goal set by Assist. Sec. for Local Programs

IV-3

DBE goal set by Assist. Sec. for Local Programs

IV-3

Approval of local agency supplied materials

IV-3

Sources approved by City of Port Angeles

IV-3

Approval of stockpiling by Assist. Sec. for Local Programs

IV-3

Distribution of prelim. plans as determined by City of Port Angeles

IV-3

On-site PS & E review (state Ad and Award only)

IV-3

For tied bids, approval from approving authority

IV-3

For State Ad and Award, financial resp. letter with PS&E doc. to Dist Engr.

IV-3

PS & E approved by City Council

IV-3

* Letter to file by approving authority approving PS & E; or

IV-3

* Set of stamped, signed dated PS & E on file in local agency office

PROJECT CHECKLIST REVIEWED BY DIRECTOR OF PUBLIC WORKS

IV-3

State and federal wage rates added to ad plans

IV-3

PS & E to Dist. Local Program Engineer

REQUEST FOR CONSTRUCTION FUNDS

II-2

Supplement to City/County Agreement

II-5

Letter of R/W certification

II-5

R/W project analysis

II-5

Letter to Local Program Engr. requesting constr. funds with above attach.

LOCAL PERMITS FOR BUILDINGS

Building Permits [plumbing, electrical, energy, mechanical, sign, etc.]

Clearing and grading permit

Right of Way Constr. Permit [driveways, curs, sidewalks]

Water system

Wastewater system

CONTRACT

LOCAL

FUNDS

DAY LABOR

LOCAL

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CONTRACT

FEDERAL

FUNDS

L.A.G

DIV.

ACTIVITY

DATE

DONE

DATE TO

WSDOT

LOCAL PERMITS FOR BUILDINGS (continued)

Storm systems

Electrical systems

Land Use ok for construction

Other:

LOCAL AD AND AWARD - ADVERTISE FOR BIDS

IV-4B

Local Programs Contract No. is from Dist. Local Prog. Engr.

IV-4B

Approval of ad period of less than 3 weeks

City Attorney review and approve contract documents

IV-4B

Date of publication set for sealed bids [at least 13 days before bid opening]

IV-4B

Sent "Notice of Contractors" to:

IV-4B

* Associated General Contractors of America

IV-4B

* DBE Contractors Association or Supportive Center

IV-4B

Issued addendum [Delay bid open, if within 1 week]

IV-4B

Bids opened

IV-4B

Bid tabulation sheet prepared

IV-4B

Check submitted bids for tabulation errors

IV-4B

Completed bid and bidders tabulation sheet with address of all bidders

IV-4B

Check DBE participation project goals

Subcontractors listed in bid

IV-4B

Responsive bid determined

IV-4B

Contractor qualified

IV-4B

Contractor registered by Wash. State Dept. of Labor and Industries

IV-4B

Contractor licensed as required by laws of State of Washington

IV-4B

Award recommendation made to City Council

IV-4B

When low bid over engineer's estimate, submittal of justification and letter f award recommendation to City Council

IV-4B

Supplement approved by Assistant Sec. for Local Programs

AWARD OF CONTRACT

IV-4B

Contract award date was: [End charges to PE stage]

IV-4B

Sent "Award Letter" to successful bidder

IV-4B

Sent "Condition of Award" to successful bidder if DBE goals are set in contract

IV-4B

Notice of Award sent to Dept. of Labor and Industries

CONTRACT

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DAY LABOR

LOCAL

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CONTRACT

FEDERAL

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L.A.G

DIV.

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DATE

DONE

DATE TO

WSDOT

AWARD OF CONTRACT (continued)

IV-4B

Notify all unsuccessful bidders of bidding results