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Project Delivery Unit

Operational Notices-Directives-Policies
Operational Notices

Definition and Purpose
 
Operational notices are ODOT’s project delivery policy guidelines, intended to ensure consistency in project delivery practices throughout ODOT.  The audience for these notices is all staff, internal to ODOT and contractors doing business on behalf of ODOT using ODOT’s practices and policies.

 
Operational Notices & Directives: 
 


Operational Notices
TitlePurposeLast
Update		Links
PDLT Notice 01:
Project Delivery Business Line and Leadership Team Roles & Responsibilities
To provide overall guidance and structure for the Project Delivery Business Line with respect to program delivery, leadership, and decision-making.01/06/2009PD01 (pdf)
PDLT Notice 01A: Project Delivery Guidance Development
To communicate and document the process for developing, implementing and managing new or revised project delivery guidance through PDLT.02/05/2008PD 01A(pdf)
PDLT Notice 02:
Project Development Decision Structure		To provide direction to the business line on Project Development decision-making and change management for all Commission Services Design-Bid-Build construction projects under the responsibility of ODOT, and specifically in terms of project management for Scope, Schedule and Budget.09/06/05PD 02 (pdf)
 
PDLT Notice 03:  Access Management in the Project Development/Delivery ProcessTo establish deliverables, accountabilities, and requirements and to provide general guidance for implementing access management in the development and delivery of Design-Bid-Build construction projects. 09/06/05PD 03 (pdf)
PDLT Notice 03 (A): Access Management on Pavement Preservation Projects To establish deliverables, accountabilities, and requirements and to provide general guidance for implementing access management in the development and delivery of pavement preservation projects.04/04/06PD 03 (A) (pdf)
PDLT Notice 04:
Environmental Guidance
To provide direction to the business line relating to decisions concerning environmental issues.09/01/00PD 04 (pdf)
PDLT Notice 05:
Water Quality Mitigation

   		To provide guidance in determining the need for stormwater quality mitigation for runoff from ODOT projects and the level of mitigation that could be necessary.04/04/06PD 05 (pdf)
PDLT Notice 06:
Fundamentals of Engineering (FE) & Professional Engineering (PE) Registration Support Guidelines		To provide guidance in acquiring Professional Engineering registration and to state the Division's commitment in support of this effort.12/01/00PD 06 (pdf)
PDLT Notice 07:
Operational Policy between PS&E submittal and Bid Opening 		To identify critical items of work, establish and clarify individual roles and responsibilities, and to document the process from the time PS&E documents are submitted to the ODOT Specifications, Estimating and Office of Pre-Letting, up to bid opening for transportation projects.2/2009PD 07 (pdf)
PDLT Notice 08
Bid Opening to Notice to Proceed 
To provide guidance and clarification of the processes, roles, and responsibilities occurring during the timeline between Bid Opening and Notice to Proceed for ODOT OPO - Central Procurement transportation projects.01/06/2009PD 08 (pdf)
PDLT Notice 10:
Disposal of Excess Excavation Materials		To provide guidelines to Project Teams developing projects with excess excavation materials01/01/02PD 10 (pdf)
PDLT Notice 12:
Public Involvement
Expectations for Project Delivery  
The purpose of this notice is to provide direction to the business line on Public Involvement expectations for Project Delivery (project development and construction).
3/4/2009PD 12 (pdf)
PDLT Notice 13:
Resourcing Pavement Designs for Preservation Projects 		To provide clarifying direction to ODOT staff in relation to the resourcing of pavement designs on Preservation Projects.12/21/04PD 13 (pdf)
PDLT Notice 14:
Guidelines for Determining Project Delivery Method (In-Source vs. Outsourcing)		To define the decision process, roles and responsibilities within the Project Delivery Business Line for the selection of project-specific delivery methods.12/21/04PD 14 (pdf)
PDLT Notice 15:
Project Risk Assessment Insurance		To provide direction to the business line relating to the structured assessment of risk and insurance against identified risks for contractors and subcontractors performing work on Highway Division projects.07/01/05PD 15 (pdf)
 
See Below for PDWP Risk Assessment Tools 
PDLT Notice 16:  
Highway Mobility		To provide guidance regarding ODOT’s Highway Mobility policies, processes, roles and responsibilities.  Because of the economic importance of free-flowing, predictable highway travel, ODOT has established requirements and processes for managing issues impacting freight and traffic mobility.
01/11/07PD 16 (pdf)
PDLT Notice 17:
Incentive/Disincentive Contracting Provisions
   		To provide guidance and clarification on the use of Incentive/Disincentive (I/D) contracting provisions, excluding those pertaining specifically to quality (as identified in the standard specifications).3/14/07PD 17 (doc)
 
PD-17 Checklist (doc)
 
PD-17 Flowchart (doc)
PDLT Notice 18:
Planning/Project Development Integration
 
 
To establish the framework, roles and responsibilities, and the deliverable for communications
between Planning and Project Delivery staff in the transition between Planning and Project Development. The purpose of this Notice is to establish expectations, outcomes, and roles and responsibilities.
1/31/08PD 18 (pdf)
 
PD-18 Process Map (pdf)
 
PDLT Notice 19: 
Project Scheduling/
Resourcing  
 
To set expectations for the business lines regarding project scheduling and resourcing during the project development/design phase of project delivery, and identify key roles and responsibilities.10-7-08  PD 19 (pdf)
PDLT Notice 20:  Project Delivery / Maintenance Integration and Decision-Making
To establish the framework, guidance, and a tool for partnering between Project Delivery and Maintenance / Operations staff for state maintained facilities.
11-1-10PD 20 (pdf)
 
PD-20 Agreement Template (Word)
 

Rescinded Operational Notices

Rescinded Operational Notices
TitlePurposeLast
Update		Links
PDLT Notice 09:
Efficient Use of Construction Resources

- RESCINDED - 		To outline a routine annual resource planning process to be followed by Area Managers, Project Managers and Technical Services Resource Managers.05/01/01PDLT Notice 09 (pdf)
PDLT Notice 11:
Annual Funding Adjustments

- RESCINDED - 		To articulate steps used in addressing federal and state fiscal funding allocation adjustments, which may be needed in order to fully utilize the federal limitation in the delivery of the Statewide Transportation Improvement Program (STIP).03/25/05PDLT Notice 11 (pdf)

Directives
 
Directives definition and purpose:
 
Highway Division Directives and Transportation Operation Directives are to be used as operation guidance and carries the weight of policy for Highway Division staff. Their purpose is to establish a system of written communication for Highway Division. The Highway Division Deputy Director approves all directives and notices. The Office of Project Delivery retains and publishes copies to the website.
 

Division Directives:A written statement indicating how the Division will respond to a significant issue. Directives pertain to all areas of the Division and may provide additional restrictions on current Department policies but may not be less restrictive.
Division Notices:A written statement used to communicate a clarification or change to an existing Division manual or guidebook or direction specific to a program area. Notices used to clarify or change a manual or guidebook are temporary in nature until the manual or guidebook is updated and reprinted either in whole or in part.

The Division will use a collaborative approach to developing and reviewing Directives and Notices. The collaborative process will include appropriate staff from throughout the Division coordinated by the Division Manager initiating the Directive or Notice.
 
See Directive ORG 01-01: Written Communication for additional information
 
Highway Division Directives
DescriptionLast UpdateLinks
Directive HWY ORG:
Highway Division Business Line Team Member Expectations		11/01/06Highway Directive (pdf)
Directive DES 01: System Preservation Program Funds
 
Related Documents:
     Bridge Strategy Work Plan 
     Pavement Strategy Work Plan 
06/01/11Directive DES 01 (pdf)
Directive DES 20-01: Ornamental Landscaping11/05/01Directive DES 20-01 (pdf)
Directive ENV 01-01: Migratory Bird Treaty Act (16 U.S.C. 703-712)01/17/06Directive ENV 01-01 (pdf)
Directive ENV 20-01:  Environmental Violation Reporting  05/24/10Directive ENV 20-01 (pdf)
Directive ORG 01-02: Formation and Operation of the Area Commissions on Transportation (ACTs)10/01/03Directive ORG 01-02 (pdf)
Directive MAI 131-01:  Special Management Areas02/01/08  Directive MAI 131-01 (pdf)
 
Tranportation Operations Directives
DescriptionLast UpdateLinks
Directive ORG 01-01: Written Communication 04/20/00Directive ORG 01-01 (pdf)
Directive PER 11-01: Highway Division Position Management01/01/03Directive PER 11-01 (pdf)

Operational Policies
 
Stamping Policy

DES 05-02: Document Stamping Requirements for Registered Engineers, Land Surveyors, Geologists, and Landscape Architects (pdf)
 
  Technical Services Branch Bulletin: TSB06-02(B) "Interim Requirements for Professional Stamping of Project Special Provisions pending complete update of ODOT Policy DES 05-02"6 (pdf) This is mandatory starting with the 5/25/06 bid opening.

PDWP Risk Assessment Tools

PDWP Risk Assessment Tool  (ODOT access only)
 
**This is a fillable Adobe Document, Definitions & Scoring Sheet included**