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HomeMy WebLinkAboutContract #: 1482 - From: 01-01-2022 To: 04-01-2022 - Stantec - Community Development 1 TOWN OF NORTH ANDOVER CONTRACT FOR PROFESSIONAL ENGINEERING SERVICES l i i CONTRACT ; DATE: /ate This Contract is entered into on, or as of,this date by and between the Town of North Andover(the "Town"), and Contractor: Stantec Consulting Services,Inc. Address: 65 Network Drive,2"d Floor, Burlington, MA 01803 Telephone Number: Email: 1. This is a Contract for the procurement of the following: i Engineering services for the Rail Trail project as per the attached scope of services. i 2. The Contract price to be paid to the Contractor by the Town of North Andover is: In accordance with attached proposal,not to exceed $17,690.00. 3. Payment will be made as follows: Upon completion of services and receipt of invoices (net 30 days). 4. Definitions: 4.1 Acceptance: All Contracts require proper acceptance of the described deliverables or services by the Town of North Andover. Proper acceptance shall be understood to include inspection of deliverables and certification of acceptable performance for services by authorized representatives of the Town to insure that the deliverables or services are complete and are as specified in the Contract. 4.2 Contract Documents: All documents relative to the Contract including (where used) Instructions to Bidders, Proposal Form, General Conditions, Supplementary General Conditions, General Specifications, Other Specifications included in Project Manual, Drawings, Request for Qualifications, Scope of Services, and all Addenda. The Contract documents are complementary, and what is called for by any one shall be as binding as if called for by all. The intention of this Contract is to include all labor and materials, equipment and transportation necessary for the proper performance of the Contract, (Rev 2010)Contract by and between the Town of Forth Andover and Page 1 4.3 The Contractor: The "other party" to any Contract with the Town. This term shall (as the sense and particular Contract so require) include Vendor, Contractor,Engineer,or other label used to identify the other party in the particular Contract. Use of the term "Contractor" shall be understood to refer to any other such label used. 4.4 Date of,Substantial Performance: The date when the work is sufficiently complete, the services are performed, or the goods delivered, in accordance with Contract documents, as modified by approved Amendments and Change Orders. I 4.5 Goods: Goods, Supplies, Materials or other Deliverables. 4.6 SubContractor: Those having a direct Contract with the Contractor. The term includes one who furnished material worked to a special design according to the Drawings or Specifications of this work, but does not include one who merely furnishes material not so worked. 4.7 Work: The services or materials contracted for, or both. 4.8 Services: Shall mean furnishing of labor,time,or effort by the Contractor. This term shall not include employment agreements, collective bargaining agreements, or grant agreements. E 4.9 Standard of Care: Contractor's services shall be performed in accordance with the generally accepted professional standard of care ordinarily used by design professionals performing similar scope of services in the same geographic area on projects of similar size and complexity. 5. Term of Contract and Time for Performance: This Contract shall be fully performed by the Contractor in accordance with the provisions of the Contract Documents on or before April 1, 2022, unless extended pursuant to a provision for extension contained in the Contract documents at the sole discretion of the Town, and not subject to assent by the Contractor, and subject to the availability and appropriation of funds as certified by the Town Accountant. The time limits stated in the Contract documents are of the essence of the Contract. 6. Subject to Appropriation: Notwithstanding anything in the Contract documents to the contrary, any and all payments which the Town is required to make under this Contract shall be subject to appropriation or other availability of funds as certified by the Town Accountant. In the absence of appropriation,this Contract shall be immediately terminated without liability for damages, penalties or other charges. The Town shall provide notice to the Contractor in the event the Town fails to appropriate funds for this contact and in such event the Contractor's obligations under the Contract shall immediately cease; however, the parties understand (Rev 20I0)Contract by and between the'town of North Andover and Page 2 that the funds for this Contract have been appropriated as certified by the Town Accountant, 1 7. Permits and Approvals; Permits, Licenses, Approvals and all other legal or administrative prerequisites to its performance of the Contract shall be secured and paid for by the Contractor. 8. Termination: a. Without Cause. The Town may terminate this Contract on fourteen(14)calendar days notice when in the best interests of the Town by providing notice to the Contractor, which shall be in writing and shall be deemed delivered and received when given in person to the Contractor, or when received by fax, express mail, certified mail return receipt requested, regular mail postage prepaid or delivered by any other appropriate method evidencing actual receipt by the Contractor. Upon termination without cause, Contractor will be paid for services rendered to the date of termination. b. For Cause. If the Contractor is determined by the Town to be in default of any term or condition of Contract,the Town may terminate this Contract on seven (7) days notice by providing notice to the Contractor, which shall be in writing and shall be deemed delivered and received when given in person to the Contractor, or when received by fax, express mail, certified mail return receipt requested, regular mail postage prepaid or delivered by any other appropriate method evidencing actual receipt by the Contractor. c. Default. The following shall constitute events of a default under the Contract; 1) any material misrepresentation made by the Contractor to the Town;2)any failure to perform any of its obligations under this Contract including, but not limited to the following: (i) failure to commence performance of this Contract at the time specified in this Contract due to a reason or circumstance within the Contractor's reasonable control, (ii) failure to perform this Contract with sufficient personnel and equipment or with sufficient material to ensure the completion of this Contract within the specified time due to a reason or circumstance within the Contractor's reasonable control, (iii) failure to perform this Contract in a manner reasonably satisfactory to the Town, (iv) failure to promptly re-perform within a reasonable time the services that were rejected by the Town as unsatisfactory, or erroneous, (v) discontinuance of the services for reasons not beyond the Contractor's reasonable control, (vi) failure to comply with a material term of this Contract, including, but not limited to, the provision of insurance and non-discrimination, (vii)any other acts specifically and expressly stated in this Contract as constituting a basis for termination of this Contact, and (viii) failure to comply with any and all requirements of federal and/or state law and/or regulations, and Town bylaw and/or regulations. d. Termination by the Contractor, The Contractor may terminate this Contract upon seven (7)calendar days notice in writing in the event the Town has committed material breach (Rev 2010)Contract by and behveen the Town of North Andover and Page 3 of this Contract. Non-payment of the Contractor's invoices will be considered a material breach of this Contract. 9. The Contractor's Breach and the Town's Remedies: 3 Failure of the Contractor to comply with any of the terms or conditions of this Contract shall be deemed a material breach of this Contract, and the Town of North Andover shall j have all the rights and remedies provided in the Contract documents, the right to cancel, terminate, or suspend the Contract in whole or in part, the right to maintain any and all actions at law or in equity or other proceedings with respect to a breach of this Contract, including damages and specific performance, and the right to select among the remedies available to it by all of the above. From any sums due to the Contractor for services, the Town may keep the whole or any part of the amount for expenses, losses and damages incurred by the Town as a consequence of procuring services as a result of any failure, omission or mistake of the Contractor in providing services as provided in this Contract. 10, Statutory Compliance: a. This Contract will be construed and governed by the provisions of applicable federal, state and local laws and regulations; and wherever any provision of the Contract or Contract documents shall conflict with any provision or requirement of federal, state or local law or regulation, then the provisions of law and regulation shall control. Where applicable to the Contract, the provisions of General Laws are incorporated by reference into this Contract, including, but not limited to,the following: General Laws Chapter 30B—Procurement of Goods and Services. General Laws Chapter 30, Sec. 39, etseq: -Public Works Contracts. General Laws Chapter 149, Section 44A, et seq: Public Buildings Contracts. General Laws Chapter 7, Sections 38A '/z - O: Designer Selection b. Wherever applicable law mandates the inclusion of any term and provision into a municipal contract, this Section shall be understood to import such term or provision into this Contract. To whatever extent any provision of this Contract shall be inconsistent with any law or regulation limiting the power or liability of cities and Towns, such law or regulation shall control. c. The Contractor shall give all notices and comply with all laws and regulations bearing on the performance of the Contract. If the Contractor performs the Contract in violation of any applicable law or regulation,the Contractor shall bear all costs arising therefrom. d. The Contractor shall keep itself fully informed of all existing and future State and National Laws and Municipal By-laws and Regulations and of all orders and decrees of any bodies or tribunals having jurisdiction in any manner affecting those engaged or employed in the work, of the materials used in the work or in any way affecting the (Rev 2010)Contract by and between the Town of North Andover and Page 4 conduct of the work. If any discrepancy or inconsistency is discovered in the Drawings, Specifications or Contract for this work. in violation of any such law, by-law, regulation, order or decree,the Contractor shall forthwith report the same in writing to the Town. It shall, at all times, itself observe and comply with all such existing and future laws, by-laws, regulations, orders and decrees; and shall protect and indemnify the Town of North Andover,and its duly appointed agents against any claim or liability to the extent caused by any violation whether by the Contractor or its agents,employees or subcontractors of any such law, by-law, regulation or decree. 1 e. If changes in the law occur during the term of the contract which require a change in the scope of services, the parties may negotiate an amendment to the Contract in accordance with the provisions contained in Paragraph 27. I 11. Conflict of Interest: Both the Town and the Contractor acknowledge the provisions of the State Conflict of Interest Law (General Laws Chapter 268A), and this Contract expressly prohibits any activity which shall constitute a violation of that law. The Contractor shall be deemed to have investigated the application of M.G,L, c, 268A to the performance of this Contract; and by executing the Contract documents the Contractor certifies to the Town that neither it nor its agents, employees, or subcontractors are thereby in violation of General Laws Chapter 268A. 12. Certification of Tax Compliance This Contract must include a certification of tax compliance by the Contractor, as required by General Laws Chapter 62C, 49A (Requirement of Tax Compliance by All Contractors Providing Goods, Services, or Real Estate Space to the Commonwealth or Subdivision). 13. Discrimination The Contractor will carry out the obligations of this Contract in full compliance with all of the requirements imposed by or pursuant to General Laws Chapter 151B (Law Against Discrimination) and any executive orders, rules, regulations, and requirements of the Commonwealth of Massachusetts as they may from time to time be amended. 14. Assignment: Assignment of this Contract is prohibited, unless and only to the extent that assignment is provided for expressly in the Contract documents. 15. Condition of Enforceability Against the Town: This Contract is only binding upon, and enforceable against,the Town if. (1)the Contract is signed by the Town Manager or its designee; and (2) endorsed with approval by the Town Accountant as to appropriation or availability of funds; and (3) endorsed with approval by the Town Counsel as to form. (Rev 2010)Contract by and behveen the Town of North Andover and Page 5 I 16. Corporate Contractor: i If the Contractor is a corporation, it shall endorse upon this Contract (or attach hereto) its Clerk's Certificate certifying the corporate capacity and authority of the party signing this Contract for the corporation. Such certificate shall be accompanied by a letter or other i instrument stating that such authority continues in full force and effect as of the date the Contract is executed by the Contractor. This Contract shall not be enforceable against the Town of North Andover unless and until the Contractor complies with this section. € The Contractor, if a foreign corporation, shall comply with the provisions of the General Laws, Chapter 181, Sections 3 and S, and any Acts and Amendments thereof, and in addition thereto, relating to the appointment of the Commissioner of Corporations as its attorney, shall file with the Commissioner of Corporations a Power of Attorney and duly authenticated copies of its Charter or Certificate of Incorporation;and said Contractor shall comply with all the laws of the Commonwealth. 17. Liability of Public Officials: i I To the full extent permitted by law, no official, employee, agent or representative of the Town of North Andover shall be individually or personally liable on any obligation of the 3 Town under this Contract. i 1 S. Indemnification: The Contractor shall indemnify, defend and save harmless the Town,the Town's officers, agents and employees, from and against any and all damages, liabilities, actions, suits, proceedings, claims, demands, losses, costs, expenses, recoveries and judgments of every nature and description (including reasonable attorneys' fees) incurred by, brought or recovered against them that may arise in whole or in part out of or in connection with the services being performed or to be performed, and out of any negligent act or omission by the Contractor, its employees, agents, subcontractors,material men,and anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by any party indemnified hereunder. The existence of insurance shall in no way limit the scope of the Contractor's indemnification under this contract. 19. Documents Materials Etc. Any materials, reports, information, data, etc. given to or prepared or assembled by the Contractor under this Contract are to be kept confidential and shall not be made available to any individual or organization by the Contractor(except agents, servants, or employees of the Contractor) without the prior written approval of the Town, except as otherwise required by law. The Contractor shall comply with the provisions Chapter 66A of the General Laws of Massachusetts as it relates to public documents, and all other state and federal laws and regulations relating to confidentiality, security, privacy and use of confidential data. (Rev 2010)Contract by and between the Town of North Andover and Page 6 i A hard copy and an electronic copy (if requested by the Town) of Contractor's drawings, plans,specifications and other similar documents,whether in written,graphic or electronic form, shall be delivered to the Town. If there is a discrepancy between the electronic files and the hard copies,the hard copies shall govern. The Town shall have unlimited rights,for the benefit of the Town,in all drawings,designs, specifications, notes and other work developed in the performance of this contract including the right to use same on any other Town projects without additional cost to the Town; and with respect thereto the Contractor agrees and hereby grants to the Town an I irrevocable royalty-free license to all such data which the Contractor may cover by copyright and to all designs as to which it may assert any rights or establish any claim under any patent or copyright laws. The Contractor shall not be responsible for changes made in the documents by others without the Contractor's authorization,nor for the Town's use of the document on projects other than the project which is the subject of this Contract, unless this is a contract for design services for a master plan or prototype. 20. Audit, Inspection and Recordkeeping At any time during normal business hours, and as often as the Town may deem it reasonably necessary,there shall be available in the office of the Contractor for the purpose of audit,examination, and/or to make excerpts or transcript all records,contracts, invoices, materials,payrolls,records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. Notwithstanding the foregoing,the Town's right to inspect, copy and audit shall not extend to the composition of the Contractor's rates and fees, percentage mark-ups or multipliers but shall apply only to their application to the applicable units. 22. Payment The Town agrees to make all reasonable efforts to pay to the Contractor the sum set forth in the Contractor's bid or proposal within thirty(30) days of receipt of an invoice detailing the work completed and acceptance from the Town of the work completed. 23. Waiver and Amendment Amendments, or waivers of any additional term, condition, covenant, duty or obligation contained in this Contract may be made only by written amendment executed by all signatories to the original Agreement,prior to the effective date of the amendment. To the extent allowed by law, any conditions, duties, and obligations contained in this Contract may be waived only by written Agreement by both parties. Forbearance or indulgence in any form or manner by a party shall not be construed as a waiver, nor in any manner limit the legal or equitable remedies available to that party. No waiver by either party of any default or breach shall constitute a waiver of any subsequent default or breach of a similar or different matter, (Rev 2010)Contract by and between the Town of North Andover and Page 7 I 24. Forum and Choice of Law This Contract and any performance herein shall be governed by and be construed in accordance with the laws of the Commonwealth of Massachusetts. Any and all proceedings or actions relating to subject:matter herein shall be brought and maintained in the courts of the Commonwealth or the federal district court sitting in the Commonwealth, 1 which shall have exclusive jurisdiction thereof. This paragraph shall not be construed to limit any other legal rights of the patties. 25. Notices i Any notice permitted or required under the provisions of this Contract to be given or served by either of the parties hereto upon the other party hereto shall be in writing and signed in the name or on the behalf of the party giving or serving the same. Notice shall be deemed to have been received at the time of actual service or three (3) business days after the date of a certified or registered mailing property addressed. Notice to the Contractor shall be deemed sufficient if sent to the address set forth in the Contract and to the Town of North Andover by being sent to the Town Manager,Town Hall, 120 main Street,North Andover, Massachusetts 01845. 26. Binding on Successors: This Contract shall be binding upon the Contractor, its assigns, transferees, and/or successors in interest(and where not corporate,the heirs and estate of the Contractor). 27. Contract Amendments: i Any change in the scope of services or contract price shall be made only by a written contract amendment executed by the Town and the Contractor. 28. Minimum Wage: The Contractor will carry out the obligations of this Contract in full compliance with all of the requirements imposed by or pursuant to General Laws Chapter 151, §l, et seq. (Minimum Wage Law) and any executive orders, rules, regulations, and requirements of the Commonwealth of Massachusetts as they may from time to time be amended. 29. Insurance: Failure to provide and continue in force the following insurance during the period of this Contract shall be deemed a material breach of this Contract, shall operate as an immediate termination thereof, and Contractor shall indemnify the Town for all losses, claims, and actions resulting from the failure to provide the insurance required by this Article. The Contractor shall furnish to the Town evidence of such insurance prior to the execution of this Contract before the same shall be binding on the parties thereto, except if specifically waived by the Town. (Rev 2010)Contract by and between the Town of forth Andover and Page 8 i a. The Contractor shall provide by insurance for the payment of compensation and the furnishing of other benefits under Chapter 152 of the General Laws of Massachusetts (The Worker's Compensation Act)to all employees of the Contractor who are subject to the provisions of Chapter 152 of the General Laws of Massachusetts. b. Broad Form commercial general liability insurance with limits of at least $1 Million per occurrence and$2 Million aggregate,or such other amount as the Town may require,and which shall cover bodily injury,death,or property damage arising out of the work. i 1 c. Automobile Liability Insurance, including coverage for owned, hired or borrowed vehicles with limits of at least $lM each person/each occurrence or a combined single limit of $1 Million. d. Professional liability insurance covering errors,omissions and acts of the Contractor or of any person or business entity for whose performance the Contractor is legally liable arising out of the performance of the contract. The total amount of such insurance shall at a minimum equal one million dollars or such larger amounts as the Town may require for the applicable period of limitations. The Contractor shall obtain such insurance coverage at its own expense and provide certificates of insurance to the Town prior to the execution of the Contract. e. The intent of the Contract provisions regarding insurance is to specify minimum coverage and minimum limits of liability acceptable under the Contract. However, it shall be the Contractor's responsibility to purchase and maintain insurance of such character and in such amounts as will adequately protect it and the Town from and against all claims,damages,losses and expenses resulting from exposure to any casualty liability in the performance of the work. f. All required insurance shall be certified by a duly authorized representative of the insurers on the "MIIA" or "ACORD" Certificate of Insurance farm incorporated into and made a part of this Agreement. Properly executed certificates signifying adequate coverage in effect for the duration of the contract with renewal certificates issued not less than 30 days prior to expiration of a policy period,must be submitted to the Town prior to commencement of this agreement. g. The Town shall be named as an additional insured on the above- referenced liability policies (except for the professional liability policy) and the Contractor's insurance coverage shall be the primary coverage. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the Contractor. h. Neither the Town nor the Contractor shall be liable to the other or shall make any claim for any incidental,indirect or consequential damages arising out of or connected to this Contract or the performance of the services on this Project. This mutual waiver includes,but is not limited to, damages related to loss of use, loss of profits, loss of income, unrealized energy savings, diminution of property value or loss of reimbursement or credits from governmental or other agencies. 30. Complete Contract: This instrument,together with the other components of the contract documents,constitutes the entire contract between the parties, with no agreements other than those incorporated herein, (Rev 2010)Contract by and between the Town of North Andover and Page 9 i i IN WITNESS WHEREOF the parties have hereto and to two other identical instruments set forth their hands the day and year first above written. E i THE TOWN THE CONTRACTOR i 1 it, ?-9 Zo2/ Stantec Consulting Services Inc. Division epart nt Head Company Name 12/22/2021 Town Manager Date Signature Date Richard A. Azzalina, Senior Associate Print Name &Title APPROVED AS TO FORM: 1 3 Zz /ItCounsel Date CERTIFICATION AS TO AVAILABILITY OF FUNDS: Town A ountant Date (Rev 2010)Contract by and between the Town of Forth Andover and Page 10 i CERTIFICATIONS i CERTIFICATE OF NON-COLLUSION The undersigned certifies under penalties of perjury that this bid or proposal has been made and E submitted in good faith and without collusion or fraud with any other person. As used in this certification,the word "person" shall mean natural person, business, partnership, corporation, i committee, union, club or other organization, entity, or group of individuals. Signature -� '� '� a� Date 12/22/2021 Richard A. Azzalina, Senior Associate Stantec Consulting Services Inc. Print Name &Title Company Name CERTIFICATE OF TAX COMPLIANCE Pursuant to Chapter 62C of the Massachusetts General Laws, Section 49A (b), I Richard A Azzalina , authorized signatory for Stantec Consulting Services Inc. Name of individual Name of contractor do hereby certify under the pains and penalties of perjury that said contractor has complied with all laws of the Commonwealth of Massachusetts, and the Town of North Andover, relating to taxes,permit or other fees,reporting of employees and contractors, and withholding and remitting child support. /P ��• � 12/22/2021 Signature Date (Rev 2010)Contract by and between the Town of forth Andover and Page I I Please. see following page CERTIFICATE OF VOTE I i At a duly authorized meeting the Board of Directors of the i held on it was 3 VOTED, THAT (Name) (Officer) of be and hereby is authorized to execute contracts and bonds in the name and on behalf of said , and affix its corporate seal hereto; and such execution of any contract or obligation in the name of on its behalf by such officer under seal of , shall be valid and binding upon I hereby certify that I am the cleric of the above named and that is the duly elected officer as above of said and that the above vote has not been amended or rescinded and remains in full force and effect as the date of this contract. (Date) (Clerk) (Rev 2010)Contract by and between the Town of North Andover and Page 12 OFFICER'S CERTIFICATE of STANTEC CONSULTING SERVICES INC. A NEW YORK CORPORATION I, the undersigned, do hereby certify that: 1 1. I am a duly elected and acting Corporate Counsel of Stantec Consulting Services Inc., a New York corporation (the "Corporation"). I E 2. On April 1, 2021, the following resolution was adopted by the Corporation's Board of Directors: BE IT RESOLVED THAT: 1. the Corporation hereby adopts the Signing Authority Policy, as modified or amended from time to time, of Stantec Inc. 2, execution of any documents for and on behalf of the Corporation shall be j governed by the Signing Authority Policy, as modified or amended from time to time, of Stantec Inc.; 3. the Secretary or any of the Corporate Counsels of the Corporation be authorized, empowered and directed from time to time as required to facilitate the execution of contracts or submission of proposals, to sign, and to seal with the Corporate Seal, Certificates of the foregoing action evidencing the authority delegated in the Signing Authority Policy, as amended from time to time, of Stantec Inc. Richard A. Azzalina is a Senior Associate of the Corporation, and in that capacity is duly authorized to sign proposals and enter into agreements for professional services in accordance with the Corporation's Signing Authority Policy in connection with the following project: Engineering Services for Rail frail Phase 1 Project North Andover, Massachusetts 'Gown of North Andover IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Corporation, this 22nd day of December, 2021. � xTINo U0 "�� EK M Katharin LaFrance. Z eat ca Corporate Counsel S I i Stantec Consulting Services Inc, ® Stantec 85 NeWork Drive,2nd floor,Burlington MA 01803.4542 September 24, 2021 File: 179489301 I I Attention: Mr. Daniel Beckley, Staff Planner Planning Department 120 Main Street North Andover, MA 01845 Dear Mr. Beckley, Subject: Engineering Services and TIP Assistance North Andover Rail Trail Phase 1 Project Initiation Stantec Consulting Services Inc. is pleased to submit this DRAFT Scope of Services for preparation of Project Initiation forms and other related engineering tasks for Phase 1 of the North Andover Rail Trail project, all in accordance with MassDOT's current Project Initiation Toolkit (MaPIT), the Project Initiation Process for Highway Division Projects issued on December 11, 2020 and Engineering Directive E-21-002 Pre-25% Design Scoping Procedure issued on March 31, 2021. The new Project Initiation Form (PIF) combines the superseded forms that were previously used during project initiation, the Project Need Form (PNF) and the old PIF. The new PIF is now divided into three parts: ➢ Part I—Facility Location, Project Purpose and Need and General Information ➢ Part II --Project Description ➢ Part III—Project Costs and Responsibilities This Draft Scope of Services addresses Part I only of the Project Initiation process. As such, our scope includes engineering services required for the preparation and submission of a Project Need(PN)form that identifies the project location, its purpose and need as well as general information concerning the project proponent. Preparation and submission of a subsequent Project Scope (PS) form that addresses Parts 11 and III of the Project Initiation process is not included at this time. We understand the Town will provide the required GIS information/layers for Stantec staff to develop a base map depicting existing conditions along the limits of the project. Stantec proposes to use this base map to develop concept alignment(s) and accompanying typical sections that adhere to MassDOT design guidelines and practices. A concept design coordination meeting and discussion with Town officials will determine the selected alternative to be identified in the PN form. Only the selected alternative will be advanced to a pre-25% design status (about 15%) in order to respond to questions in the PN form which is required to initiate the project, Our engineering deliverables will include alternative concept plans and typical sections along specific portions of the project corridor, as identified in the CPC application (attached), in case right of way issues arise. Hard copies of these alternative concepts will be submitted to District 4 together with the completed PN form to provide reviewers with as much information as possible and to demonstrate that alternatives have been considered. September 24,2021 j Mr,Darnel Beckley,Staff Planner j Page 2 of 3 j Reference: Engineering Services and TIP Assistance North Andover Rail Trail Phase 1 Project Initiation l Scope of Services Task 1) Complete Project Need (PN) Stantec staff will consult with MassDOT and Town officials regarding Part I of the process and complete the Project Need(PN) using MassDOT's current project initiation toolkit(MaPIT).To support our responses to the various questions on the form concept plans and typical sections will be prepared for the preferred alternative as well as the alternative routes identified in the CPC application that adhere to MassDOT's design policies and practices. These alternative route locations include Stevens Street, Harkaway Road, Hatch Trail, Pleasant Street and Great Pond Road. Town GIS information/layers will be provided to allow Stantec to create a composite, existing base map of the project corridor and adjacent road network. Stantec staff will complete a Draft PN,together with concept typical sections of all alternatives, for review and approval by the Town. Stantec will attend one (1) design coordination meeting with Town staff to present the various alternatives and determine a preferred alternative to include in the final PN submission. The approved PN will be submitted to MassDOT through MaPIT by the Town of North Andover, or if requested, by Stantec staff on the Town's behalf. Hard copies of the concept plan(s) and typical sections for all alternatives will be forwarded to MassDOT's District 4 Planning Office for their information and to assist in their review of the PN. Assumptions 1. Stantec assumes the Town of North Andover will provide GIS mapping to develop conceptual (10- 15% level of design)alternatives for evaluation in preparing the applicable Project Initiation form. 2. Stantec assumes the Town of North Andover will provide traffic count data for roadways impacted by the proposed project in order to respond to various questions in the PN form. Period of Performance The above Task 1 shall be completed as soon as possible as the Town of North Andover and Stantec staff schedules permit. A PN submission using MassDOT's current project initiation toolkit (MaPIT) shall be made immediately following approval of the Draft PN form by the Town of North Andover. The next Pre-PRC meeting date is not anticipated until early 2022. Proposed Fee Services shall be provided at a Not to Exceed fee of$17,690 (see estimated fee breakdown). Hourly billing rates shall comply with Stantec's 2021 municipal hourly billing rates as outlined below for the individuals noted. Invoices will be prepared monthly and are due within 30 days of receipt. Project Billing Rates The billinq rates for staff assi ned to this proffect are as follows; Name Title Rate(per hour Richard Azzalina, PE Project Manager $220.00 Walt Woo, PE Principal Traffic Engineer $190.00 Evan Drew, PE Traffic Engineer $145.00 September 24,2021 Mr.Daniel Beckley,Staff Planner Page 3 of 3 Reference: Engineering Services and TIP Assistance North Andover Rail Trail Phase 1 Project Initiation Marlin Huell, EIT Civil Engineer $135.00 Rachel Santarsiero, EIT Civil Engineer $125.00 i i Additional Services I Additional services, should such services be requested, shall be provided via a supplemental agreement. i Acceptance To confirm acceptance of this Proposal, please execute this Agreement and return one copy to our office. This proposal shall remain valid for a period of ninety(90) days from the date noted above. Stantec Consulting Services Inc. sincerely appreciates the opportunity to provide these services on behalf I of the Town of North Andover. Please feel free to contact us if you require any modifications or revisions to the Scope of Services as submitted. Stantec looks forward to assisting the Town of North Andover with this vitally important project. By signing below, the parties agree and affirm that each has reviewed and understands the provisions set out herein and that each party shall be bound by each, and all said provisions. A copy of this agreement for Engineering Services shall serve and may be relied upon as an original. Town of North Andover Stantec Consulting Services Inc. i Richard A.Azzafina PE Senior Associate Print Name and Title Print Name and Title Signature Signature A& '4• Date Signed: Date Signed: 9/24/202 l i" By signing this Letter Proposal, The Town of North Andover authorizes Stantec to proceed with the Scope of Services herein described and acknowledges that it has read and agrees to be bound by the attached Professional Services Terms and Conditions. Attachments: 1, Project Initiation Process for Highway Division Projects dated 12/10/2020 2. Engineering Directive E-21-002 dated 03/31/2021 3. Estimated Fee Breakdown (by staff, task, hours & billing rate) i i i Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 1 of 12 Subject: Distribution: Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/11/20 HED-08-02-1-000 Jonathan L.Gulliver dated 09/22/08 (Signature on original) I i Purpose and Applicability This Standard Operating Procedure (SOP) summarizes the activities associated with initiating a project at the MassDOT Highway Division,from definition of project need through approval by the Project Review Committee (PRC). This SOP is designed to be consistent with the first three steps of the project j development process as described in Chapter 2 of the Project Development and Design Guide (Sections 2.1, 2.2. and 2.3, pages 2-S through 2-33): Step 1: Problem/Need/Opportunity Identification Step 2: Planning Step 3: Project Initiation i This SOP applies to all projects,that is,activities that may result in the initial construction, maintenance, preservation, rehabilitation, or reconstruction of infrastructure or other facilities. It also applies to vertical construction projects. It is not intended to apply to activities such as maintenance equipment purchases or other procurements. Definitions and Resources MaPIT:All projects must be initiated through the Massachusetts Project Intake Tool(MaPIT), a web- based application designed to help both state and municipal proponents map, create,and initiate transportation projects,while screening against all relevant in-house GIS resources. The website is accessible at this address: https://gis.massdot.state.ma.us/mapit/ A username and password are required to use the website. Log in credentials are provided to designated staff at MassDOT or other state agencies,official staff representing each city or town, and consulting firm personnel working on behalf of a city or town. Eligible staff includes those in charge of creating new projects within MassDOT or within municipalities. Training sessions are held periodically by the MassDOT Highway Division and training videos should be made available on mass.gov at the following address: https://www.mass.gov/info-details/massdot-highway-initiating-a_project Project Initiation Form(PIF):The new PIF combines the superseded forms that were previously used during project initiation,the Project Need Form (PNF)and old PIF. The PIF is divided into three parts: Part I—Facility Location, Project Purpose and Need, and General Information Part II—Project Description Part III—Project Costs and Responsibilities 1 Massachusetts Department of Transportation S,O,P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 2 of 12 i Subject: Distribution: Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/11/20 HED-08-02-1-000 Jonathan L. Gulliver dated 09/22/08 (Signature on original) i i Project Scoring:The MaPIT application uses the information provided from the PIF to establish an overall score based on a set of criteria related to system preservation, mobility,safety,economic impacts, environmental effects,social equity, policy support, and cost effectiveness. The criteria and project score are used by MassDOT staff to assess the relative value of each proposed project and to help allocate limited state and federal funds to transportation assets. Project Scoping Checklist:The MassDOT Highway Division has created separate project scoping checklists for roadway and bridge projects to ensure that the design services include all necessary work tasks for successful completion of the project's design. The checklist is completed after project creation and includes information derived from MaPIT and the PIF. Pre-25%Design Scoping Procedure:The MassDOT Highway Division has created a Pre-25% Project Scoping Procedure to refine the scope of a project and establish a basis for the 25%design submission. It is intended to help build consensus on design approach, design elements such as cross-section and design speed, and identify potential project risks. i Proeect Proponents A MassDOT Highway project may be initiated by three general types of users: MassDOT Highway Division staff;another state agency staff, such as the Department of Conservation and Recreation; and official staff of a city or town in Massachusetts or their designated representative, MassDOT Highway Division Project Types The project types initiated by MassDOT Highway Division Headquarters staff generally originate from the asset management systems operated by the Division to ensure proper maintenance and repair of the Commonwealth's roadway assets or address a known issue. Highway Division proponents are typically managers of a specific class of infrastructure asset(e.g. bridges, pavement, etc.),a policy focus area (safety,traffic, etc.), or general funding programs(interstate maintenance, NHS preservation,etc.). Project types initiated by MassDOT Highway Division District staff generally originate from a specific need that is required to ensure proper maintenance and repair of the Commonwealth's roadway assets or address a known issue. These needs can be from any policy focus area and cover the full breadth of transportation projects, including but not limited to:safety improvements, bicycle and pedestrian accommodations,streetscape improvements, roadway repair and/or repaving, construction of new roadways, and interstate ramp modifications. To ensure proper accountability with internally initiated projects, District staff must coordinate with the responsible program or asset manager(s) prior to initiating a project. i Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 3 of 12 Subject: Distribution: Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/11/20 HED-08-02-1-000 Jonathan L. Gulliver dated 09/22/08 (Signature on original) j 1 Non-MassOOT State Agency Project Types The project types initiated by staff of other state agencies other than MassDOT vary but are limited only to those that require use of state or federal funds for maintenance, repair, and/or modification of roadway infrastructure under the jurisdiction of that agency. Municipal Project Types The project types initiated for municipalities consist of a wide variety,covering the full breadth of transportation projects, including but not limited to: safety improvements, bicycle and pedestrian accommodations,streetscape improvements, roadway repair and/or repaving, construction of new i roadways,traffic signal upgrades, and intersection reconstruction. Projects initiated by city or town staff require more in-depth review to ensure their adherence with statewide policies and compliance with the Project Development and Design Guide. Within the MassDOT Highway Division,the local District Office has the primary responsibility for conducting this review and assisting the community through the project initiation process outlined below. Ste 1.: Proeect Request Problem/Need/Opportunityin MaPIT:The roject proponent creates a A. Proponent Identifies !� J polygon within the MaPIT tool that indicates the area where a transportation problem, need, and/or opportunity has been identified. Using the tool's geoprocessing screen and question prompts,the project proponent provides all the information available at the time on the existing facility,the condition of assets, mobility issues, bicycle and pedestrian accommodations,safety issues, economic development importance,social equity interest, and environmental constraints. This information is then summarized in Part I of the Project Initiation Form (PIF) that is autogenerated by MaPIT. Once complete,the proponent must submit the form for acceptance by the appropriate MassDOT Highway Division District Office; an e-mail notification of this submittal is ism automatically sent by MaPIT to personnel engaged in the project development process. Note that during this review period,the proponent will not be able to edit the PIF further until the review is complete. In cases where the MassDOT Highway Division District is the project proponent, notification of this submittal will automatically be sent by MaPIT to the responsible asset or program manager(s). MassDOT staff will then conduct an initial review to clarify any issues and/or questions and to fill in any incomplete information (During this review period,the proponent will not be able to edit the PIF further until the review is complete). i i Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 4 of 12 Subject: Distribution: Project initiation Process for Highway Division Projects j Effective: Issued: Supersedes all pages of: Authorized: I HED-08-02-1-000 Jonathan L.. Gulliver 12/11/20 12/11/20 i dated 09/22/0$ (Signature on original) � 3 B, Communication by District:Once Part I of the PIF has been completed, District staff must communicate with the proponent to discuss the problems, needs,and/or opportunities they have identified. For municipality-initiated projects, a meeting and site visit with the proponent E shall be scheduled to discuss the project in detail. The site visit with the proponent should ' include the following discussion items: • Overview of Existing Conditions—Discussion should include a review of general asset condition, congestion levels during peak and non-peak hours, pedestrian and bicycle accommodations,transit routes and schedules,the area's context within the overall i transportation system, crashes and other safety issues, and environmental conditions. • Discussion of Local Context—The proponent should describe all related background information, including:the potential economic effects,compatibility of a potential project with city/town plans—including the complete streets policy,the level of support from elected officials, and the public outreach to date along with any feedback received from interested parties. • Compatibility with Regional and Statewide Policies—District staff should review how the identified problem/need/opportunity aligns with all relevant regional and statewide policies, including:the respective statewide modal plans, MPO/RPA studies and/or UPWP tasks, MassDOT requirements for roadway cross section,ADA requirements, Healthy Transportation Policy considerations,climate resiliency,affordable housing, and any potential impacts on Environmental Justice and Title VI communities. • Scope of Potential Improvement Projects—This discussion should identify the preliminary goals and objectives for any improvement project. It should include a review of the common types of improvements used to address the identified problem/need/opportunity, including any options that the proponent has considered. It should also include the defined limits of the project, and if the proposed limits seem logical or should be extended or reduced prior to project initiation. District staff should outline basic project requirements that will need to be included in the project. This should include how pedestrians, bicyclists and transit users will be accommodated,the design justification workbook process for controlling criteria and healthy transportation requirements. • Discussion of Potential Risk Factors—The District staff should review common risk factors that transportation projects encounter, including: lack of adequate right-of-way,utility impacts,stormwater mitigation,wetlands restrictions, potential wildlife impacts, potential impacts on historic properties and districts, and the need to preserve designated parkland. • Funding—District staff should matte sure that the proponent understands the elements of the federal funding process(such as the Transportation Improvement Program process) in Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 5 of 12 Subject: Distribution: Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/11/20 HED-08-02-1-000 Jonathan L. Gulliver dated 09/22/08 (Signature on original) their respective region and the MassDOT prioritization and scoring process. District staff may also want to highlight alternatives to federal funding such as Chapter 90 aid and state I grant programs like MassWorks and MassTrails. • Project Approval and Project Review—District staff should discuss how the project approval process works, and what will be required if their project gets approved. This discussion should include required submittals outlined in the MassDOT Project review Committee (PRC) approvals letter, and the need to submit the project back to PRC for approval if there is a request to extend the limits of the project or if there is an increase in the project cost. For projects initiated by MassDOT Highway Division staff or another non-MassDOT State Agency, District reviewing staff must communicate with the proponent to discuss the problems, needs, and/or opportunities they have identified. C. Determination of Project Need: Following the meeting and/or site visit with the proponent, District staff will determine if the project need is suitable for initiation of a new project. If the need for a project is determined and there is a logical, low-risk y. solution that meets those needs,the District staff should approve °g the proposed project for advancement. If there is no r a s demonstrated need or the potential project is not well defined as a MassDOT Highway Division Project,the District staff should a a reject the initial request for a project. In both cases,an automated email notification will be sent to all personnel engaged with the project development process. In the case where the need for a project is determined but there is no clear, low-risk solution,or there are multiple ways to address the identified problem/need/opportunity,then the District staff should recommend that the proponent complete a project planning report before approval. Fallowing completion of a project planning report,the proponent should make all necessary changes to Part I of the PIF and resubmit through MaPIT. Separately,the proponent should submit the planning report and all relevant documentation to the District. District staff will then review the revised submission and related materials and approve the advancement of the potential project if it is determined that there is consensus on the project definition, Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 6 of 12 Subject: Distribution: Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/11/20 HED-08-02-1-000 Jonathan L. Gulliver dated 09/22/08 (Signature on original) 3 Ste 2: Project Proposal A. Proponent Outlines Improvements in MaPIT: Following the approval to advance the proposed project,the proponent will gain access to Part II and Part III of the PIF through MaPIT. The question prompts in Part 11 define the project that will address the problem/need/opportunity identified in Part 1, and Part III addresses the proposed project cost. The proponent will provide a project scope of work and estimated costs for construction and design. Once complete,the proponent must submit the PIF for acceptance byMilo the appropriate MassDOT Highway Division DistrictOffice;an a-mail notification of this submittal is automatically sent by MaPIT to all personnel engaged with the project development process (during this review period,the proponent will not be able to edit the PIF further until the review is complete.) Separately,the proponent should submit all supplemental documentation to the District, including any project planning report, new traffic counts,or concept plans. B. District Review of PIF:The District staff will conduct a review of the PIF to clarify any issues and/or questions and to fill in any incomplete information. District staff will determine if the proposed project improvements in Part 11 meet the needs outlined in Part I and if they are suitable for advancement. If the proposed improvements for a project are determined to be appropriate and there is a logical, low-risk solution that meets those needs,the District staff should accept the completed PIF. If the proposed improvements do not meet the needs,the District staff should reject the PIF. In the case the PIF is rejected,the proponent will regain the ability to edit the form and resubmit if further justification or information is needed. In the case of either acceptance or rejection,an automated e-mail notification will be sent to all personnel engaged with the project development process. In the case where the need for a project is determined Elm appropriate but there is no clear, low-risk solution, or there are multiple ways to address the identified problem/need/opportunity,then the District staff should recommend that the town complete a project planning report before approval of the completed PIF. Following completion of a project planning report, the proponent should make all necessary changes to the PIF. Separately,the proponent should submit the planning report and all relevant documentation to the District. District staff will then i Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 7 of 12 1 Subject: Distribution: I Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: HED-08-02-1-000 Jonathan L.Gulliver 12/11/20 12/11/20 i dated 09/22/08 (Signature on original) review the revised PIF submission and related materials and approve the advancement of the potential project if it is determined that there is consensus on the project definition. I Step 3: Project Creation ? A. Update Protect Info:The District staff will then submit the project to Project Info through a MaPIT push that occurs after the PIF is approved. Following the push of information initiated via MaPIT, Project Info will be populated with the relevant information to the fullest extent. An automated e-mail alert will be sent to all personnel engaged with the project development process notifying them of the project's acceptance including the official project name and project number. The district staff should also send the proponent a PDF printout generated by MaPIT which includes all three parts of the completed PIF along with the geoprocessing results from the application. After Project Info has been populated the District staff must edit Project Info to address any alerts,assign a readiness date,fill out the Contract Advertising and Planning Estimator(CAPE) and to submit the project to PRC for review. The District staff should be sure to include the following key data: primary funding source(s), police/flaggers,trainees, utilities, and the design contingency amounts when filling out the i CAPE. At this point,the District staff should also fill out the Roadway, Bridge,or other asset Project Checklist which can be populated using MaPIT and PIF data. The remaining a a g a fields in the checklist should be filled out as accurately as possible. I Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 8 of 12 Subject: Distribution: Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/11/20 HED-08-02-1-000 Jonathan L, Gulliver dated 09/22/08 (Signature on original) I i B. Draft Project Score:The MassDOT District staff will review all pertinent information from the PIF to understand the draft project score assigned by MaPIT. The draft score for the project is based on the Highway Division's vetted criteria derived directly from the Project Selection Advisory Committee. The draft score will be used by the Project Evaluation Working Group (also known as the Pre-PRC)to ensure the scoring is consistent between projects. All draft Project Scoresheets, including the Project Alerts sheet, and maps of the project extents should be sent to MassDOT Highway Division Highway Design, Environmental Services,and other appropriate sections by the Wednesday preceding the Project Evaluation Working Group meeting so it can be included on the agenda for the triannual meeting. C. Conduct Project Evaluation Working Group Meeting:The Working Group will meet two weeks before the PRC meeting to review and modify the draft PIFs and Project Scoresheets prepared by the District staff. The Working Group is chaired by the Highway Design Engineer, and includes but is not limited to representatives from all six District offices, Environmental, Highway Design,Asset Management,Traffic Engineering, Pavement Management, Right-of-Way, Federal Aid Program Reimbursement Office (FAPRO),Office of Diversity and Civil Rights(ODOR), Federal Highway Administration (FHWA),and the Office of Transportation Planning. Following all modifications approved by the Working Group to the Project Scoresheet,the final project score will then be entered into Project Info by the Friday before the PRC meeting. j I Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 9 of 12 Subject: Distribution: Project Initiation Process for Highway Division Projects _F Effective: Issued: Supersedes all pages of: Authorized: HED-08-02-1-000 Jonathan L. Gulliver 12/11/20 12/11/20 dated 09/22/08 (Signature on original) I D. Prepare Revised Project Forms and PRC meeting material: District staff will make any modifications necessary to create the final version of the PIF and Project Scoresheet for each project and will store them on Project Info in the PRC folder using the standard file naming conventions. Staff will also manually enter the final project score into the Project Review tab in Project Info for display on the PRC agenda. The PRC Secretary will then prepare the final agenda j , for all submitted projects on an excel spreadsheet that includes the project score and other pertinent data about the project such as the description, project number, estimated costs, design responsibility, and anticipated readiness date. The final agenda will then be sent out to the PRC committee the Monday before the meeting. Prior to the PRC meeting,the chair of the Project Evaluation Working Group,the PRC Secretary,and other necessary staff should conduct a pre-meeting to discuss details of the agenda in preparation for the upcoming meeting. Timeline for Project Review Prior to PRC Meeting Weeks € �I Before PRC Monday Tuesday. Wednesday Thursday Friday Meeting Draft PRC Meeting 3 Agenda distributed _.. ....... . .. _ .. 1 ! Draft Project 1 Pre PRC Scoresheets and . 'Meeting 2 I maps.of Project I i I Extents Due: ; I ..... . Final Project Score entered into Project Info and 1 revised project forms submitted to PRC Secretary PRC Meeting ; PRC Meeting ! I� Agenda E 3 3 0 ; distributed tc I attendees E €, ......... .... ....... i i Massachusetts Department of Transportation S,O,P, No.: WED-08-02-1-000 Highway Division Standard Operating Procedures Page 10 of 12 Subject: Distribution: Project Initiation Process for Highway Division Projects 1 Effective: Issued: Supersedes all pages of: Authorized: j HED-08-02-1-000 Jonathan L.Gulliver 12/11/20 12/11/20 dated 09/22/08 (Signature on original) :k E, Conduct Project Review Committee PRC Meeting:The PRC meets three times a year(or more as determined by the Chief Engineer) and is chaired by the Chief Engineer. The PRC is comprised of the Deputy Chief Engineer of Project Development, District Project Development Engineers, PRC Secretary,and representatives from Asset Management, Project Management, Environmental, Right-of-Way, Bridges and Structures,Traffic Engineering, Highway Maintenance, Highway Operations, FAPRO, Federal Highway Administration (FHWA), and the Office of Transportation Planning. The PRC will review the Project Forms and take one of the following actions: APPROVE: The project moves forward into design and programming review by the metropolitan planning organization (MPO). TABLE: No action is taken on the project and it is kept on the agenda for the next meeting; or DENY: The project is removed from consideration for design and programming review by the MPO. It should be noted that projects are often denied at this stage because it is determined by the PRC that funding processes outside the Transportation Improvement Program are more appropriate and afford a more streamlined implementation. For approved projects,the PRC will assign: • A MassDOT Highway Division Project Manager,and • An estimated advertising date for a project that has been programmed in the State Transportation Improvement Program (STIP)or Capital Investment Plan (CIP). Otherwise an advertising date will be assigned outside the 5-year STIP/CIP cycle until the project is programmed, Once assigned,the Project Manager should evaluate and make changes to the Project Scoping checklist and PIF if necessary. The PRC Secretary will prepare a meeting summary memorandum and send it to the PRC meeting members. F. Notify External Proponents (including Municipalities):The MassDOT District Office will prepare a letter to any external proponent describing the PRC action with copies to the District Project Development Engineers, Highway Administrator,Chief Engineer, Regional Planning Organization, upload the letter to the Project Info Repository, and send an email notification of approval to the Office of Transportation Planning; and when the proponent is a municipality the Director of Project Management. The District Offices will notify each MPO via copy of each I Massachusetts Department of Transportation S.D.P. No.: HED-08-02-1-000 Highway Division 1 Standard Operating Procedures Page 11 of 12 Subject: Distribution: i Project Initiation Process for Highway Division Projects Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/11/20 HED-08-02-1-000 Jonathan L. Gulliver i dated 09/22/08 (Signature on original) I letter for the projects approved in their respective reglon(s)with specific steps that the proponents need to take within 2 years to demonstrate sufficient progress. The District will expect the letter to be signed and returned as acknowledgment of the municipality's responsibilities. The District Office shall also notify municipalities of MassDOT projects within j their communities. Templates for these notification letters are located at: S:\MassHighway\PRC\Sample Approval Letters. G. Update Proiect Info:The PRC Secretary will update the Project Management Tab with the Project Manager identified by the PRC, project PRC status,and any other information necessary from the PRC Meeting. The Advertising Program Manager will then update advertising dates and any pertinent information necessary. j H. Request PARS Number:The assigned Project Manager will request a PARS number for payroll and project development costs related to the project using information from the completed PIF. Proiect Deactivation The list of projects approved by the Project Review Committee will be regularly reviewed to ensure that it consists only of projects actively in development that continue to meet the project need outlined at their initiation. Projects that meet the criteria listed in the steps below for both municipalities and state agencies will be removed from that list. PROCEDURE FOR MUNICIPAL.PROJECTS 1) STATE REQUEST FOR DEACTIVATION a) After one year without activity, municipality receives email notification from the District reminding them of requirements in PRC letter. b) After two years without activity, municipality receives email from the District that project is going to be deactivated unless they respond within thirty(30) days. Email will also direct municipality to resubmit to PRC(as a new project through MaPIT) if they wish to restart the project once it has been deactivated. c) After thirty(30)days without a response,the District then emails this communication to the Advertising Program Manager requesting deactivation. d) Advertising Program Manager marks the project as inactive in Project Info and notifies the Project Manager and section director. e) Advertising Program Manager adds the project to the next Project Review Committee meeting agenda under the Deactivated section. f) Project Manager archives all project documentation including: i) Emails Massachusetts Department of Transportation S.O.P. No.: HED-08-02-1-000 Highway Division Standard Operating Procedures Page 12 of 12 i I Subject: Distribution: Project Initiation Process for Highway Division Projects i Effective: Issued: Supersedes all pages of: Authorized: 12/11/20 12/1 /20 HED-08-02-1-000 Jonathan L.Gulliver dated 09/22/08 (Signature an original) ii) Written correspondence iii) Project submittals g) Project Manager submits PARS Number deactivation request to FAPRO. 2) MUNICIPAL REQUEST FOR DEACTIVATION a) Municipality requests deactivation in writing to the DHD with a copy sent to the assigned Project Manager. b) The District emails this communication to the Advertising Program Manager. j c) Advertising Program Manager marks the project as inactive in Project Info and notifies the Project Manager and section director. d) Advertising Program Manager adds the project to the next Project Review Committee meeting agenda under the Deactivated section. e) Project Manager archives all project documentation including: I) Emails ii) Written correspondence iii) Project submittals f) Project Manager submits PARS Number deactivation request to FAPRO. PROCEDURE FOR STATE PROJECTS 3) Once the Department identifies a project for deactivation,then: a) DHD emails the Advertising Program Manager requesting deactivation. b) Advertising Program Manager marks the project as inactive in Project Info and notifies the Project Manager and section director. c) Advertising Program Manager adds the project to the next Project Review Committee meeting agenda under the Deactivated section. d) DHD submits letter to affected municipalities, if needed. e) Project Manager archives all project documentation including: i) Emails ii) Written correspondence iii) Project submittals f) Project Manager submits PARS Number deactivation request to FAPRO. i 1 I OT Number: E-21-002 massact wefts D��partment of franspartatioii Date: 03/31/21 fighway Division i l ENGINEERING DIRECTIVE ' CHIEF ENGINEER 1 Pre-25% Design Scoping Procedure 1 General Guidance This Engineering Directive provides a procedure for refining the scope of a project approved by the Project Review Committee (PRC) and establishing the basis for a 25% design submission. This procedure shall apply to all municipal and state projects except for various location maintenance projects or as otherwise determined through consultation with the Deputy Chief Engineer for Project Development or his/her designee. 1 1. PRC approves the project. 1.1. Responsible section head assigns the Project Manager(PM). 1.2. Project Manager requests PARS Numbers. 1.3, Project Manager confirms purpose and need and evaluates need for Project Scoping Meeting(PSM) and consults with the Deputy Chief Engineer for Project Development, if needed. 1.4. Project Manager notifies proponent to include PSM in design schedule, if needed. 2. Proponent issues the Design NTP or directs design advancement to begin within 24 months of PRC Approval and notifies MassDOT through the PM or local District office. 2.1. Proponent includes direction to develop schedule for participating in a Project Scoping Meeting,performing data collection and conceptual design and conducting Over The Shoulder(OTS)Review within 6 months of Design NTP or direction to advance design. 3. Project Manager conducts the Project Scoping Meeting within 6 months of NTP or design advancement using the Project Scoping Checklist (Attachment 2). Proceed to Step 4 if PSM not needed. 3.1. Create meeting invitation list using Attachment 1 as a guide. 3.2. Consult with District to identify meeting site. On-site meetings are preferred unless conditions warrant a virtual site meeting using MaPIT or another digital tool. 3.3. Project Manager and/or Designer conducts overview of existing conditions. 3.4, Project Manager reviews Purpose and Need and Scope of Work as approved by PRC. 3.5. Identify any risks to pursuing scope as approved by the PRC. Examples include underground utilities, limited right of way, environmental impacts. 3.6. Obtain input for cross section(s)to accommodate all users, project limits and project scope; identify utility constraints,preliminary environmental permitting requirements, and design exceptions. Page 1 of 3 i i i 3.7. Determine data collection and conceptual analysis needs. Examples include draft design justification workbook, safety alternatives analysis, and typical section alternatives. 4. Designer performs data collection and develops conceptual design(s). 4.1. Data considerations: Utility survey, crash data, roadway safety audits,traffic counts, E field survey and base plan, hydraulic analysis, borings,preliminary structures report, pavement test pits and cores, and other project data as required. 4.2. Design requirements: Consider public outreach meetings with local officials/general public/project abutters; perform early utility coordination; early environmental coordination; gather other data as needed. Develop conceptual (10% level) design(s) with critical cross sections,roll plan and preliminary profile views;preliminary Intersection Control Evaluation (ICE) Stage 2; prepare draft Design Justification Workbook identifying potential design exceptions; prepare preliminary project estimate; prepare design schedule using schedule template; prepare preliminary ROW impact summary; and provide preliminary construction staging using the default construction duration by project type. 5. Project Manager conducts the Pre-25% OTS Review to confirm the scope and cross section within 6 months of Design NTP (for municipal/state projects) or design advancement(for MassDOT in-house design). 5.1, Schedule meeting two weeks in advance using Attachment 1. Attach meeting material to the meeting invitation to provide materials in advance of the meeting. 5.2. Project manager conducts OTS Review of Purpose and Need and scope as approved by the PRC and the conceptual design(s) and analysis with the project team including all items identified in the Project Scoping Checklist(Attachment 2). In-person meetings are preferred on-site or in a District Office to confirm the scope, selection of preferred conceptual design, and resolve any remaining internal comments and public concerns. 5.3. Project manager documents the OTS Review and progress by summarizing the scoping meeting and OTS review. 6. Project Manager/Proponent schedules public outreach as needed within 3 months. 7. Project Manager evaluates the current scope of work and public feedback against the PRC Approved Purpose and Need and Scope of Work. 7.1. If the scope has changed as defined in the DSC/PRC Resubmission Criteria below the PM shall elevate the issue to the Office of the Chief Engineer through the Design Solutions Committee (DSC) for resolution in Step S. DSC/PRC Resubmission Criteria The Project Contract Cost increases by an amount larger than the current contract cost+design contingency: ■ At the pre-25% Scoping Meeting, if an estimated contract cost is 10% greater than the PRC estimated construction cost(including design contingency),the project scope will be reviewed. ■ Post pre-25%, if the estimated construction cost of any design submission or updated cost is 5% greater than the pre-25% estimated construction cost (including design contingency),the project scope must be confirmed by the DSC. If no pre-25% submission,then the baseline will be the PRC construction cost. Page 2 of 3 • There is a change to the Project Scope or Project Limits that is outside of the E original Purpose and Need of the project as approved at PRC, was not identified/approved during a Pre-25% Scoping Meeting or previous submission, or may cause a considerable delay to the schedule or deliverability of the project. Examples of project changes requiring review: ■ A new design alternative is being recommended that was not previously considered. ■ The addition of new or expanded assets beyond the established project limits or need. r ■ The project is combined with another project or split off from an existing j project. ■ Modifications to the project scope or limits negatively impact project deliverability or schedule. Examples include, but are not limited to: • New ROW impacts such as Article 97, 4f, 6f, cultural resources, rail permits, new State or Local ROW, relocations, or additional survey work. • New Environmental Permitting. j 7.2. If the scope and public feedback align with the PRC Approved project,proceed to Step 10, 8. Design Solutions Committee (DSC) decides whether the design can proceed to the next design stage(Step 10) or must be resubmitted to the Deputy Chief Engineer for Project Development for review and submission to PRC for further evaluation (Step 9). 9. Deputy Chief Engineer for Project Development reviews and submits project to PRC for further evaluation. 10. Project Manager proceeds to 250 Design by updating the Purpose and Need, documenting the scope,confirming the project description and amending initial design scope, if needed. 10.1. If the project description changes,the Project Manager coordinates with the Advertising Program Manager to finalize the description and notify the District and Planning regarding the need to amend the project in the STIP if necessary. 10.2. Amend initial design scope based on above to include design through 25%Design Public Hearing or design completion depending on the project. Attachments: Attachment 1 --Meeting Invite Chart Attaclunent 2—Project Scoping Checklist Page 3 of 3 Meeting Invite Chart Choose core disciplines according to project type Project Type-> O U vU w Fr" O -U bA N bA sd U C75 Core Discipline 3 E n Q N cti c� N C3 GUJ c� LLf [ v� z ZU � Designer(in-house or consultant) R R R R R R R R R R R Bridge R O O O O O O O O O O Highway Design* R R R R R R R R R R R District Construction O O O O O O O O O O O District all other disciplines District Projects staff shall attend all meetings but consult with the District PDE to determine which other disciplines are needed. Environmental R O** R R O O O R O O O Geotechnical R O O R O O O R O O O Hydraulics*** R O O R O O O O O O O FHWA Consult with FHWA on all Projects of Division Interest(PODIs) Landscape O O R R O O O R O O O Materials O O O O O O O O O O O Pavement O R O R O O R R O O O ROW R R R R R O O R R R R Traffic and Safety"" O R 1 O O O O O R R R O Utilities R R R R R O O R R R R Transit O O O O O O O O O O O Municipality R R R R R R R R R R O R=Required, O=optional. *Highway Design shall include the ADA, Complete Streets, and/or the Location Engineers. **Consider Hazmat involvement with Intersection Improvement projects. *** Include Hydraulics for projects over water or will affect a river, stream or watercourse. ****Safety involvement may be beneficial for certain project types. I 7 3 MASSDOT PROJECT SCOPING CHECKLIST i E Project File No.: Date: Project Description: 3 i a s m m ® a A Project Type (Select all that aPPIYI� ❑ Bridge; Bridge No. : ❑ Safety Improvements/Safe Routes to School ❑ Intersection Improvements ❑ Shared Use Path ❑ New Construction ❑ Traffic Signals i ❑ Pavement Markings ❑ New Sidewalks, Curbing and Curb Ramps ❑ Resurfacing ❑ Other: © Roadway Reconstruction g. Project Initiation Project Proponent: © Municipality ❑ MassDOT ❑ Other: Asset Ownership: ❑ Municipality ❑ MassDOT ❑ Other: Project Purpose&Need: i Estimated Construction Cost: Programmed Funds (if available): Project Scoping Checklist,March 2021 Page 1 of(2 i I b b b lig A A. Examine Potential Bridge Project Types © Candidate for Preservation E ❑ If not Preservation;Substructure elements are worthy of analysis for re-use © Candidate for Superstructure Replacement ❑ Candidate for Full Replacement Comments: 1 I f B. Bridge Studies,Analysis &Reports Required ❑ Preliminary Structures Report(Check box if project to retain any portion of exist. structure) ❑ Boring/Probe Layout Plan ❑ Geotechnical Report _ ❑ Hydraulic Report: ❑ Designer to Prepare © MassDOT to Prepare � ._��_ ., _ __� ❑ Bridge Type Selection Worl<sheet ❑ Sketch Plans ❑ Additional Studies: [. Determine Required Bridge Clearance and Bridge Geometry ❑ Bridge is over Railroad (indicate the Line;Segment, MP in Comments) ❑ If over Railroad, is this a Chapter 634 Bridge? ❑ Increase Channel Width for Hydraulic or Environmental Purposes Required Min. Horizontal Clearance for Bridge not over Railroad Required Min. Horizontal Clearance for Bridge over Railroad, not Chapter 634 Required Min. Vertical Clearance for Bridge not over Railroad Required Min. Vertical Clearance for Bridge over Railroad, not Chapter 634 For Horizontal Clearance: Specify in comments the clearance from what Controlling Element. The Controlling Element may be face of abutment or pier; edge of travelled way, etc. For Vertical Clearance:Specify in comments the clearance from what Controlling Element. The Controlling Element may be roadway shoulder,top of rail; design year flood; etc. Comments: Describe Bridge Geometry(indicate Span Length;Skew.Structure Depth;etc.) Project Scoping Checklist,March 2021 Page 2 of 12 { E A. Project Area ..... -. j ❑ Project located within 1/4 mile (1500 feet) of an Environmental Justice and/or Title Vl area? 1 Environmental Justice Viewer © Project located within 1500 feet of School, Library, Park,Transit, Senior Center, etc. '€ Describe below: i i ❑ Existing if-road bicycle/pedestrian facilities within 1500 feet of project area; Describe below i ❑ High Potential for Walkable Trips (Blue or Green layer) Potential for Walkable Trips by RPA © High Potential for Everyday Biking (Blue or Green layer) Potential for EverVdaV Biking by RPA B. Crash History ❑ Top 200 Intersection Crash Cluster located in Project Area; Describe below ❑ HSIP Crash Cluster located in Project Area; Describe below ❑ HSIP Bicycle Crash Cluster located in Project Area; Describe below ❑ HSIP Pedestrian Crash Cluster located in Project Area; Describe below Crash Locations: Top Crash Locations El Police Crash Reports Required: ❑ All lntersections ❑ Entire Length of Corridor ❑ Crash Diagrams Required ❑ Corridor Crash Mapping Required ❑ Road Safety Audit Required (prior to 25%) RSA Template&Guidelines ❑ Safety Alternative Analysis Required (Check box if project anticipates receiving HSIP funds) HSIP Eligibility&Alternative Safety Analysis Guide . ® ■ A Roadway Classificatioarl ❑ interstate ❑ Rural Principal Arterial Road Inventory Map ❑ Urban Principal Arterial ❑ Rural Minor Arterial ❑ Urban Minor Arterial ❑ Rural Major Collector ❑ Urban Collector ❑ Rural Minor Collector ❑ Urban Local ❑ Rural Local ❑ Proposed project is on the National Highway System (NHS) Project Scoping Checklist,March 2021 Page 3 of 12 i B. xjAngVoiumes Annual Daily Traffic(ADT) Daily Bicycle Volume Percent Truck Traffic Daily Pedestrian Volume i . . C. Existing Speeds Posted (or Statutory) Speed Limit Measured Free Flow Speed (if available) D.Determne Target Design Speed ❑ Project area is candidate for Motor Vehicle and/or Multimodal Safety Countermeasures; Including Traffic Calming, Road Diet and other Safety Measures Target Design Speed Comments. i E Determine Proposed Roadway Cross-Section El Candidate for Shared-Use Path, Side Path, Separated Bike Lane or Buffered Bike Lane E-20-001 Existing: Proposed: Width of Existing Right-of-Way Layout Number of Travel Lanes Width of Travel Lanes Width of Turning Lanes Width of Shoulders Width of On-Road Bicycle Facility, include buffer Width of Shared-Use Path (note 1 side or both) Width of Separated Bike Lane (note T side or both) Width of Roadway Buffer Width of Sidewalk*, include curb (note 1 side or both) Width of On-Street Parking (note 1 side or both) Width of Median Width of Bus Stops'* *Less than 5.5'Sidewalk Width, including curb, requires waiver **Confirm proposed bus stop width with transit agency; 8.5' Min., including curb, for MBTA Project Scoping Checklist,March 2021 Page 4 of 12 F Determine Roadway Profile I ❑ Existing Profile appears to meet design standards (verify during preliminary design} ❑ Existing Sidewalks, Curb Ramps and Driveways appear ADA/AAB Compliant 3 ❑ Maintain/Optimize Existing Profile 1 o Improve Profile; Consider Min. Vertical Clearance, Stormwater Low Points and Flood Resiliency Comments: i i G. Determine Horizontal Alignment ❑ Existing Alignment appears to meet design standards (verify during preliminary design) ❑ Maintain/Optimize Existing Alignment ❑ Improve Alignment Comments: I H. Determine Project Limits Describe Limits with proximity to nearest feature, intersection, mile marker, town line, address, etc. �I Begin Project: For Bridge: Feet beyond Abutment in this direction: End Project For Bridge: Feet beyond Abutment in this direction: Comments: Project Scoping Checklist March 2021 Page 5 of 12 `1 1 1. Proposed Pavement Treatment ❑ Ultra Thin Bond, Microsurfacing, Fog Seal, Chip Seal, Waterproof Surface Coarse, etc. F ❑ Mill &Overlay(Functional or Structural) E ❑ Hot/Cold in Place Recycling ❑ Reclamation ❑ Full Depth Reconstruction ❑ New Construction ❑ Other: ❑ No Proposed Improvement J Other Roadway Design lssues ❑ Address Accessible Ramps and Missing Crosswalks at Intersection(s) ❑ Address Drainage Issues © Address Existing Traffic Signals within Project Limits ❑ Address Existing Bridge(s) within Project Limits (Plans Required) ❑ Address Existing Culvert Condition Estimated Culvert& Bridge Vulnerabif y ❑ Address Guardrail/ Barrier ❑ Address Lighting ❑ Address Trees within Right-of-Way Layout © Address MassDOT ITS, Weather Sensors, VMS, Counting Stations © Other; Describe below ® r e ❑ Candidate for Full Road Closure and Detour; Describe possible detour route in Comments ❑ Candidate for Accelerated Construction Techniques ❑ Candidate for.Stage Construction ❑ Candidate for Alternative One-Way Traffic ❑ Candidate for Night Work ❑ Potential Construction Lay Down Area; Describe in Comments © Potential for buried man-made objects/unidentified hazardous waste present © Potential for unexpected geotechnical or groundwater issues present ❑ Seasonal or time restrictions required during construction ❑ Project overlaps and/or adjacent to another project scope and/or schedule Comments: Project Scoping Checklist,March 2021 Page 6 of 12 i 1 A L?escribe Existing Utilities Overhead: Underground: i Carried on Bridge (if applicable): Under Bridge (if applicable): 8.Utility Design;Considerations ❑ Can widening be cone on a side of the road that does not have Utility Poles? ❑ Does City/Town need to upgrade water, sewer, or drainage? ❑ Does City/Town need to perform sewer/drainage separation? © Does gas company need to upgrade old Cast Iron/ Barrel Steel Pipe? Comments: C Utility Nploration ❑ Utility Test Pits: ❑ Designer to Obtain ❑ MassDOT to Obtain Subsurface Utility Exploration (SUET: ❑ Designer to Obtain ❑ MassDOT to Obtain SUE QualityLevels Check all that apply Utilit _ - _s, Forms ( � _ pp y y Relocation Contacts, Forms &Guidance ❑ D: Collection & correlation of existing utility records ❑ C: Survey of visible utility facilities 11 B: Determine existence and horizontal position of utility facilities within area of excavation ❑ A: Physically expose existing subsurface utility facilities to find vertical subsurface position Comments: Project 5coping Checklist,March 2021 Page 7 of 12 A.Stormwater Mitigation ❑ Project is anticipated to increase the impervious surface of the travelled way Square-Feet of increase (if unknown, mark as TBD-to be determined) ❑ Project is anticipated to widen the roadway by 4 feet or more for half a mile or more Linear Feet of widening of 4' or more (if unknown, mark as TBD-to be determined) ❑ Project is anticipated to meet, or exceed MassDEP Stormwater Standards j ❑ Does the project area directly discharge (via pipe or overland flow) into any Category 5 ' Impaired waterbodies? ❑ Does the project propose how to treat, mitigate (or maintain if sufficient) discharge into this impaired Waterbody{meeting TMDL requirements)? i B. Stormwater Best Management Practices(BMPs) ❑ Project is anticipated to include BMPs to ensure existing stormwater conditions will at least be maintained; Check anticipated BMPs below: Pretreatment BMPs Conveyance ❑ Deep sump catch basins ❑ Water quality swales ❑ Sediment forebays ❑ Grass channels (formerly biofilter swales) ❑ Vegetated Filter Strips BMPs Treatment BMPs ❑ Porous Pavement ❑ Bioretention areas including rain gardens ❑ Infiltration basins and trenches ❑ Constructed Stormwater wetlands ❑ Leaching catch basins ❑ Extended dry detention basin ❑ Subsurface structure(s) ❑ Treebox filters ❑ Country Drainage ❑ Wet basins © Other: C. Field reconnaissance Provide photographs that clearly illustrate existing site conditions such as local land use and context(urban, suburban, rural, etc.); Provide additional details in the comments. ❑ Wetlands/waterways present © Area buildings or public open space in close proximity to the site? © Bridge Projects: Does the bridge appear to restrict the natural flow regime of the waterway? ❑ Bridge Projects: If the bridge is over waterway, is it navigable? Comments: Project Scoping Checklist,March 2021 Page 8 of 12 I i D. Environmental Studies, permits&`Reports Required ❑ Early Environmental Checklist ❑ Bridge Project: Determine Nat'l Register of Historic Places status of structure-Eligible or Listed Potential Permits/License required: ❑ Chapter 91 Public Waterfront Act ❑ Section 106-National Historic Preservation ❑ Coastal Zone Management Act ❑ U.S.Army Corps of Engineers-Section 404 ❑ MA Wetlands Protection Act ❑ U.S. Coast Guard-Section 9 Rivers and Harbors ❑ NEPA/MEPA n Water Quality Certification-Section 401 ❑ NPDES-Section 402 Clean Water Act ❑ Wild and Scenic Rivers Act ❑ Section 4(f) and/or 6(f) if the DOT Act ❑ MA Coastal Flood Risk Model (MGFRM) ❑ Section 10 Rivers and Harbors ❑ Unknown, to be determined ❑ Other: Comments: i © Easements,Takings or Alterations anticipated to be required Responsibility: ❑ Municipality ❑ MassDOT ❑ Other: Bight of Way Manual ❑ Potential Article 97; Describe below Consider potential impacts to Conservation Band, Open Space including Public Parks & Monuments, Public Reservations, Public Athletic fields, Public Concert area, Municipal commons and Public Playgrounds. Consider impacts to Public watershed properties, Fish & Wildlife property, DCR property, properties having an Agricultural Restriction or Conservation Restriction. ❑ Easements, Permits or Licenses from DCR, Fisheries &Wildlife, MBTA or MWRA; Describe below ❑ Impact to Railroad or Public Utility Corridor; Describe below Comments: Project Scoping Checklist,March 2021 Page 9 of 12 1 A. Pre-2S%.Services ❑ Field Survey&Base Plan © by DesignerV ❑ by MassDOT Survey Guidelines ❑ Traffic Counts ❑ by Designer ❑ by MassDOT Guidance on Traffic Count Data For proposed modifications to Existing Traffic Signals,ATR counts for the side street j approaches shall be collected for a minimum of 24 continuous weekday-hours;Also minimum of the highest 8 hours of the day for the minor street shall be conducted by manual turning l i movement count method. ❑ Crash Data ❑ by Designer ❑ by MassDOT MassDOT IMPACT Crash Portal ❑ Road Safety Audit RSA Template& Guidelines ❑ Pavement Cores ❑ by Designer ❑ by MassDOT ❑ Wetlands Delineation ❑ by Designer ❑ by MassDOT ❑ Field Verify ADA/AAB Compliance for Sidewalks and Currbb Ramps~rvl _._. ._..., _ Sidewalks to be retained ❑ Preliminary Decision Value calculation per Bridge Manual 2.i.4 (for Accel. Bridge Construction) ❑ Project Design Schedule Design Schedule Templates ❑ Pre-25%"Over-the-Shoulder" (OTS) Review Meeting (see required deliverables in section B) ❑ Public Information Meeting, if needed (after Pre-25%OTS) ❑ Intersection Control Evaluation (ICE) -Stage 3 (after Public Informational Meeting, if needed) ❑ Other: Comments: B Pre-25% 'Over the-Shoulder' (OTS) Meeting Deliverables-provide in advance of O. TS ❑ Conceptual (10% level) design with critical cross sections, roll plan and preliminary profiles ❑ Typical Section Alternatives Analysis ❑ Draft Design Justification Workbook Design Justification Workbook ❑ Safety Alternatives Analysis Safety Alternatives Anal sis GuidE ❑ Intersection Control Evaluation (ICE) -Stage 2 ❑ Preliminary Estimate ❑ Preliminary Construction Staging ❑ Preliminary ROW Impact Summary for Alternatives ❑ Other: Comments: Project 5coping Checklist,March 2021 Page 10 of 12 1 C.;25% Design Submission ❑ Functional Design Report Traffic&SafetV Engineering-25% Design Submission Guide ❑ Pavement Design Report ❑ Checklists per PDDG Checklist&Submission Workbook Checklists &Submission Guides i ❑ Estimate Construction Proiect Estimator CPE ❑ Preliminary Right of Way Plans Right of Way Plan Preparation Guide ❑ Preliminary Utility Coordination & Colored Utility Plans ❑ Estimate of utility adjustments/relocations @25% Utility Relocation Forms&Guidance ❑ Initial Contract Time Determination 0 Other: Comments: 1 1 D. Post 25196 Submission items ❑ Design Public Hearing ❑ Design Justification Workbook (after Design Public Hearing) Design Justification Workbook ❑ Contract Time Determination Contract Time Determination(CTD)Guide Cl Incentive/Disincentive Incentive/Disincentive Guide ❑ Other: Comments: Project 5coping Checklist,March 2021 Page E t of 12 i 1 i P P b Project File No.: Scoping Meeting Date: I Project Description: Checklist Prepared by: 1 Meeting location: ❑ On-Site ❑ Virtual ' Attendee Disciplines (Refer to Meeting Invite Chart in the Pre-25% Engineering Directive) ❑ Project Manager ❑ Environmental ❑ Municipality ❑ Designer ❑ FHWA ❑ Pavement ❑ Bridge ❑ Geotechrlical ❑ Right-of-Way j ❑ District Bridge ❑ Highway Design ❑ Traffic and Safety ❑ District Construction ❑ Hydraulics ❑ Transit ❑ District Project Development ❑ Landscape ❑ Utilities ❑ District Traffic ❑ Materials ❑ Other: Name Organization/Discipline: Email: i I i Project Scoping Checklist,March 2021 Page 12 of 12 EEf Client: Town of North Andover I Project 179489301 North Andover Rail Trail Project Detail: Estimated Fee Breakdown i Project principal Traffic Manager Traff ic Engineer Engineer Civil Engineer Totals Stantec Billing Rates $220,00 $190.00 $145.00 1 $135.00 $125.00 RA WW ED MH RS Task 1 Complete Project Need(PNI)Form 3 i Task Description A Consultation with Town officials/MassDOT1MVPC 3 $660.00 assume all virtual meetings B Prepare conceptual design(plan/typical sections)for 2 2 2 32 8 $6,140.00 referred alternative C Prepare conceptual design(planitypical sections)for 2 2 8 16 12 $4,480.O0 alternatives 5 max, D Prepare Draft Project Need(PN)Form 2 2 2 4 8 $2,360.00 E Design coordinationlreview meeting with Town staff 2 2 2 $710.00 assume virtual meeting F Submit Final PN to MassDOT 2 2 4 $1,210.00 Total Task 1 Hours 13 6 14 56 32 121 Total Task 1 Cost $ 2,860 $ 1,140 $ 2,030 $ 7.560 $ 4,000 $17,690.00 Task 2 Complete Project Scope(PS)Form Task Description I A PS review meetings with Town/MassDOT officials $0.00 8 Preferrred alternative ptan(s)and typical sections $0.00 C Prepare Draft Project Scope(PS)Form(includes $0.00 coordiantion with Town officials) D Prepare draft construction cost estimate _ $0.00 E Design coordinationlreview meetings with Town staff $0.00 F Submit Final PS Form to MassDOT $0.00 Total Task 2 Hours 0 o a 0 0 0 Total Task 2 Cost $ $ $ $ $ - $0.00 Task 3 Engineering Directive E-21-002 Pre-25%Design Scoping Procedure Note:The following Pre-25%tasks have been identified to support the completion of the Project Initiaton Farm(PIF)process Task Description A Additional data collection $0.00 B Field verifications of utility constraints(Incl.utility $0.00 coordination) C Conduct roadway safety audit/analysis _ $0.00 E Community outreachlpublic informational meeting $0.00 Totai Task 3 Hours 0 o 0 0 0 0 Total Task 3 Labor $ $ $ $ - $ $0.00 Direct Expenses(traffic counts,travel,etc.) Total Task 3 Cost $0.00 Total Project Hours 13 6 14 66 32 121 Total Labor Cost $ 2,860 $ 1,140 $ 2,030 $ 7,660 $ 4,000 $17,690.00 Direct Expenses(sit*visit,travel,etc.) $100.00 Total(Not to Exceed)Lump Sum Cost $17,690.00