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| Background |
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 There have been requests for a shortened timeframe from PS&E to Bid Opening, due to the tight constraints of the current stimulus bill. Project Letting has reviewed the timeframes and has the below proposal for a fast track approach based on risk. Even with the large amount of projects during this time and the federal requirement, we are still able to remove two weeks from the traditional 45 calendar day time frame. However, removing this time increases the risk to ODOT in several ways if problems arise. Therefore, we are asking for close coordination from all partners (FHWA, OPO, etc.) during this critical time period.
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| Projects Qualifying |
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To qualify for fast track processing, the project should meet the following criteria: pave only projects
- Does not “touch dirt” (For example, NO adding lanes, rebuilding large portions of roadway, or rebuilding bridges).
- Striping, pavement marking only projects.
- Minor bridge work (i.e. non-structural deck overlay, no in-water work).
- Not Full Federal Oversight.
Note: The number of fast track projects will be limited by bid date. Project Letting is only able to handle a certain number of projects a week.
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| Risks with Shortened PS&E |
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- There will be no QA review of the documents by Project Letting prior to printing. The documents will be processed (gathering signatures, printing bid sheets) and sent to the printer. As time allows, OPL will conduct a review after the project has been advertised. This review could result in additional addenda.
- Additional Action: PS&E Providers should provide an independent QC/QA review of projects prior to sending to OPL.
- Paper sets of project plans and specs (from Contractor Plans) may not be available by the time the advertisement opens. Electronic PDF versions would be available from OPO-Contractor Plans.
- Additional Action: OPO-Contractor Plans will put a system in place for distributing PDF versions of bid documents.
- FHWA will have much less time to approve the package prior to advertisement. If they find errors with the project, the advertisement would be postponed and fixed by addenda, or cancelled and re-advertised at a later date.
- Additional Action: The Region will need to coordinate with the FHWA Area Engineer in advance on any unique issues associated with the project so they are familiar with your project.
- ANY problems with the PS&E package will result in the package being rejected and the project postponed. There is absolutely no wiggle room in this shortened timeframe. The following is a list of common items that when in error, are usually corrected within the normal PS&E delivery time:
- Title sheet signed
- Final PS&E Submittal Checklist signed and filled out completely
- Estimator file works (provider can work with Karen Scott to send advance copy to identify any problems)
- Traffic signal sheets signed
- PD-02 exception letter signed by all parties
- PIF letters signed by all parties
- All required documents are in package
- Package arrives by 8AM the day it is due (no late packages)
The shortened PS&E review will only be 11 days (as opposed to the standard 24 days). This timeframe equates to the Monday 1½ weeks before advertisement begins. Project Letting will provide PS&E due dates for the selected projects based on bid dates and advertisement lengths. Any additional time that can be given back to Project Letting will reduce some of the risks that may result in delaying the project.
Given the tight timeframe and high volume of work, there are a limited number of projects allowed per week (not per bid opening) that can be handled via the fast track process. Project teams may only count on the fast track timeframe after receiving approval from Project Letting.
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| Fast Track Approval Process |
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Providers must request the shortened review time and have it approved. There are a limited number of projects per week (not per bid opening) that can be handled via the fast track process. Projects will be accepted on a first-come first-serve basis.
Projects designed with Technical Center Resources:
Send requests to the attention of Karen Scott, who will then coordinate the approval of a shortened review time. Submit the following information:
To: Karen Scott
CC: Colleen Hunter
Subject: Request Fast Track Review: KN Project Name
Body: Include key project information such as the components of work, estimated $$ amount, confirm stimulus funding is involved, key bid and construction season information if known (i.e. any constraints).
Projects designed with Local Agency or Consultant Resources:
Projects designed with Local Agency or Consultant Resources must certify that the additional steps are in place for additional QC and QA. The fast track process does not shorten steps, but transfers the steps from OPL to the preparing organization.
Local Agency projects
Send requests to the Local Government Section (Marty Andersen) for approval. If LGS determines that adequate QA and QC steps are in place, the request will be forwarded to Project Letting (Karen Scott) to coordinate the approval of a shortened review time and for final approval. Submit the following information:
To: Marty Andersen
CC: Colleen Hunter, Karen Scott
Subject: Request Fast track Review: KN Project Name
Body: Include key project information such as the components of work, estimated $$ amount, confirm stimulus funding is involved, key bid and construction season information if known (i.e. any constraints). Also include what additional QC and QA steps will be undertaken if the fast track process is approved.
ODOT Projects
Send requests to the Technical Center Manager (TCM) for approval. If the TCM determines that adequate QA and QC steps are in place, the request will be forwarded to OPL (Karen Scott) to coordinate the approval of a shortened review time and for final approval. Submit the following information:
To: ODOT Regional Technical Center Manager
CC: Colleen Hunter, Karen Scott
Subject: Request Fast Track Review: KN Project Name
Body: Include key project information such as the components of work, estimated $$ amount, confirm stimulus funding is involved, key bid and construction season information if known (i.e. any constraints). Also include what additional QC and QA steps will be undertaken if the fast track process is approved.
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