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Plans, Specifications and Estimate (PS&E) Kelli Sparkman Local Agency Liaison, Region 3 January 30, 2009 Ready…Set…GO!! PS&E documents are used to advertise, award and administer construction contracts.

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Plans, Specifications and Estimate (PS&E)

Kelli Sparkman

Local Agency Liaison, Region 3

January 30, 2009


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Ready…Set…GO!!

  • PS&E documents are used to advertise, award and administer construction contracts.

  • These documents must be reviewed and approved by ODOT (non-certified) or an “approving authority” (certified)


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Resources

  • Non-Certified Agencies:

    See LAG Manual Section B, Chapter 11

  • Certified Agencies:

    See LAG Manual Section C, Chapter 11

  • User’s Guide to PS&E Delivery

    See Office of Pre-letting website

    (http://www.oregon.gov/ODOT/HWY/OPL; click on “Manuals, Forms, etc” on the left side; click on “Guides”)


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Key Items for PS&E approval:

  • Civil Rights Compliance

  • Wage Rates

  • Quality Control

    • Must be in compliance with the applicable, current, ODOT approved edition of various design standards and guidelines

  • FHWA Form 1273

    • Must be included, ODOT inserts

  • Affirmative Action, EEO, OJT & DBE

    • ODOT determines goals and aspirational targets


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Key Items for PS&E approval:

  • Buy America Requirements

    • Any waivers must be approved by FHWA

  • Traffic Control Plans

    • “Full” or “Simplified” Transportation Management Plan (TMP) is required on all projects

  • Sole Source Justification

  • Patented and Proprietary Items

  • Local Agency Supplied Materials

  • Warranty/Guarantee


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Time Table for ODOT PS&E Submittals

  • Due NO LATER THAN 24 calendar days prior to the planned start of the advertisement length

  • For Full Federal Oversight (FFO) projects, add 3 weeks to the due date

  • PS&E due dates are assigned by the Office of Pre-letting (OPL) when the bid date is scheduled

  • Submittal due by 8:00 am on due date

  • ODOT employees can access submittal information from OPL’s “Bid Date Planning and Status Report” link on the OPL website


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Final PS&E Submittal Checklist

  • Cover sheet contains project specific information

  • Requires signature from LAL, ODOT Area Manager and ODOT Technical Center Manager

  • If any item is marked “NO” in the “Completed?” column, a PD-02 exception letter, approved by ODOT’s Deputy Director, will be required

  • “on file” means all relevant information is in the project master file and available for audit


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PS&E Package Contents

*Two paper copies are required with Full Federal Oversight (FFO) projects


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Office of Pre-letting Tasks

  • Import PS&E Estimate into Trns*port database and generate Bid Sheets.

  • Obtain Chief Engineer Signature on Plans Title Sheet.

  • Conduct a “fatal flaw” review of the PS&E package.

    • Comments will be sent to the LAL with recommended action

  • Prepare advertisement and submit to ODOT Contractor Plans for publishing.

  • Coordinate with FHWA during PS&E to obtain approval to advertise all projects with Federal funds.

  • Process electronic addenda for publishing on the internet. The QA Engineer will prepare the new bid schedule for the addenda based on items identified in the addenda letter.

  • Review the PS&E Estimate and prepare the Engineer’s Estimate.

    • Engineer’s Estimate is to be kept confidential

  • Archive final special provisions with addenda.



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