RDI 08 06 Design Construction Traffic PartnershipV2 by 21Xw6lT

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									                                                         New York State Department of Transportation
    REGIONAL DESIGN INSTRUCTION                                    Region One
  RDI 08-06                           Design/Construction/Traffic Partnership
 Approved by:
 /s/ James P. Bridges                                Effective Date:   December 22, 2008
 James P. Bridges, Regional Design Engineer          Expires:          December 22, 2013
                                                     Supersedes:       RDI 91-9, 96-4, 00-08
 /s/ Richard Frederick
 Richard Frederick, Regional Construction Engineer

 /s/ Mark Kennedy
 Mark Kennedy, Regional Traffic Engineer


Purpose
This is a mutually agreed upon process to improve the quality of capital projects, to further
expand on the highly positive partnership between Design, Construction and Work Zone Traffic
Control staff to:

        Increase the exchange of construction and work zone traffic control knowledge during the
         design phases.

        Understand constructability issues in the design stage and to be able to include traffic and
         emergency services mitigation techniques in the contract documents.

        Encourage the informal communication between design, construction and work zone
         traffic control staff and promote frequent cooperation.

        Further enhance the continuity between the design plans, the construction execution of
         the plans and the traffic coordination to build the project as economically as possible
         while minimizing the construction impacts on the traveling public.

        Increase connectivity of public outreach and fulfillment of the public involvement plan
         through all project phases.

The process outlined below is intended to outline the interactions and key meetings between
design, construction and work zone traffic control staff throughout the scoping, design and
construction phases. The expected results of this cooperation are: mitigating traffic and
emergency services impacts; reducing orders-on-contract; preserving design and program intent
of contracts while utilizing cost effective, efficient construction and work zone traffic control
methods; and expanding the knowledge and skill-base of all design, construction and traffic
personnel. Nothing in this process should restrict informal and frequent communication between
design, construction and work zone traffic control staff.

Note: Many of our projects will not require all of the formal interaction listed within because
they are simple and straightforward. The PM will seek guidance and discuss the omission of
actions with the design supervisor, design services staff and traffic (i.e. the mid-design review
can be omitted on element specific and simple projects if significant project issues regarding
constructability, MPT or innovative materials/methods do not exist).
                                                                                RDI 08-06 Page 2


Background

In the mid 1990’s the traffic, design and construction groups were specifically tasked by the R-1
Regional Director to mitigate traffic impacts caused by our construction projects, but the
discussions about the entire staging sequence were infrequent. Design, construction and traffic
starting sitting down somewhere during the final design process to discuss what was to be built
and how it could be built. Potential traffic impacts (width constraints, utility schedules,
machinery size and/or availability, etc.) were discussed in conjunction with the highway lane
closure restrictions to see where the impacts were. Restriction waivers and/or contract ID clauses
could then be discussed. Over several of the following years and iterations of these discussions
the process evolved into the mid-design review held early in the final design process. In 1997 the
mid-design review was formalized by Region 1 Design Instruction (RDI) 97-07.

In 2000, the design and construction group directors formalized the construction interaction
process by RDI 00-08: Relationship Between the Project Manager, The Designer and the
Engineer-In-Charge During Construction. In 2006, the Mid-Design Reviews RDI was re-issued
as RDI 06-03 to redefine and expand the input from other regional groups (notably LAES) early
in final design.

The design, construction and traffic groups, in a cooperative partnership, have committed to
build in quality with even earlier and more frequent input at scoping and during the preliminary
and final design phases. The continuity is later carried into construction where alterations are
discussed with design and traffic as necessary and may include contractor work zone traffic
control changes/and or value engineering proposals.


Policy

The PM and designer will fully integrate the construction and work zone traffic control staff into
the project process.

The PM must use judgment depending on the type and complexity of the project. For simple and
element specific projects only some minor interaction may be necessary while moderate and
complex projects may require extensive involvement and numerous meetings. The PM will
consult the design supervisor for additional guidance of the partnership applications and
meetings.


Roles and Responsibilities
   A. Participants

       The Project Manager (PM), designer, design supervisor, Regional Design Engineer,
       design services and quality assurance representative, Engineer-In-Charge (EIC),
       construction supervisor, Regional Construction Engineer, work zone traffic control
       representative and the landscape architecture and environmental services (LAES) job
       manager will all have roles in the partnership process.
                                                                               RDI 08-06 Page 3

B. Scoping

   The PM will request that the construction office resource manager assign a construction
   supervisor to a new capital project. The PM and designer will schedule and host a
   scoping meeting and provide preliminary scoping information in advance.

   The construction supervisor will attend the scoping meeting and provide preliminary
   input on as many as the following areas as apply:

        Establish a CADD expectation for the type of digital model to be ultimately used
         to construct the project. Survey limits of the project.
        Needed access to the construction site, right-of-way and easements needed for
         construction.
        Construction staging areas.
        Need for night work and/or an off-site detour.
        Construction equipment impact on adjacent utilities.
        Construction sequencing.
        Lead times for ordering materials.
        Discussion of project waste and disposal.
        Scheduling of the letting for most efficient construction.

   The work zone traffic control representative will attend the scoping meeting and provide
   preliminary input on as many of the following areas as apply:

          Seasonal and hourly traffic restrictions.
          Emergency service provisions.
          Special event coordination.
          Potential traffic control alternatives (including road closures).
          Need for night work or an off-site detour.
          Accommodations of pedestrians/bicyclists during construction.

   The design community participation coordinator will assist the PM in developing a
   preliminary list of stakeholder contacts (including all affected parties, i.e., emergency
   services, schools, public transit, local government officials, etc).

   For many projects the input of the LAES job manager will be critical starting at scoping
   to avoid sensitive areas or to minimize constructability impacts. Any projects within the
   Adirondack Park require close coordination with the LAES job manager.

   Scoping Meeting Minutes
   The PM and designer will document scoping meeting input in the meeting minutes.


C. Preliminary Design Phases I-IV

   The PM and designer will develop a draft design approval document and circulate it for
   review.
                                                                              RDI 08-06 Page 4

   For most projects the input of the LAES job manager will be critical during preliminary
   design to avoid sensitive areas or to minimize constructability impacts. Any projects
   within the Adirondack Park will require close coordination with the LAES job manager.

   The PM and designer will incorporate construction and work zone traffic control input
   into the design approval document.

   Public Involvement
   The construction supervisor and work zone traffic control representative may attend
   public involvement and outreach activities during the preliminary design phases as
   needed. Recommendations to the PM regarding the evolution of the public involvement
   plan and stakeholder list are appreciated.


D. Final Design Phases V-VI to PS&E Submission

   1. Taking Line Review Meeting
      As early in final design as possible, the PM will chair the taking line review meeting
      in accordance with recognized timeframes for right-of-way processing. The PM will
      invite the construction supervisor to attend or provide input for the taking line review
      meeting relative to construction right-of-way needs.

   2. Mid-Design Review Meeting
      Early in final design, the PM will chair the mid-design review meeting and the
      designer, construction supervisor, work zone traffic control and design services quality
      representatives will attend as principal participants and in some instances the Regional
      Materials Engineer (RME) as requested by the construction supervisor. Because the
      project details and MPT drawings will not be complete at the time of the meeting,
      some of the discussion will be general in nature.

     Out of the discussions during the mid-design review meeting, the construction
     supervisor will provide the construction staging sequence on how the project will be
     built, and is tied directly to the work zone traffic control plans, project restrictions and
     time-related contract clauses. This sequence provides the contractor with a game plan
     that minimizes impacts and helps design quantify the overall project cost.

    Important: It is recommended that a separate meeting be held with LAES, Real Estate,
    Materials, Utilities, Maintenance and others contributing to the design prior to the mid-
    design review meeting for moderate and complex projects. The issues and concerns
    brought to the table by these groups prior to a constructability review will allow for a
    more concentrated discussion on design, construction and traffic issues. In the event
    that right-of-way or releases are considered for additional construction needs then the
    PM should consult with the Real Estate Liaison to ensure concurrence for those
    impacted properties.

    Mid-Design Review Meeting Minutes
    The PM and designer will document the mid-design review input in the minutes.
                                                                              RDI 08-06 Page 5

   3. Second Taking Line Review Meeting
      After the mid-design has been held, the PM may chair a second taking line review
      meeting, as needed, to provide additional right-of-way for construction practices, for
      construction access related to potential MPT options or other needs identified for work
      zone traffic control.

   4. Advance Detail Plan Review
      The PM will assure the preparation and distribution of advanced detail plans for
      review by the work zone traffic control representative and construction supervisor.
      The construction supervisor may consult an EIC for additional review of the ADPs.
      When practical, an EIC will be assigned to the project and be involved in the review of
      the ADPs. The PM will assure the resolution of all comments provided on the ADPs.

     The PM, designer, design supervisor, construction supervisor and work zone traffic
     control will jointly hold additional constructability meetings to develop extensive
     details for the sequencing/staging, both before and after the ADPs as necessary.

   5. Public Involvement
      The construction supervisor and work zone traffic control representative may attend
      public involvement and outreach activities during the final design phases as needed.
      Recommendations to the PM regarding the evolution of the public involvement plan
      and stakeholder list are appreciated.

   6. PS&E
      The PM and designer will prepare a complete PS&E package for signature.

     The construction supervisor will certify to the Regional Construction Engineer that
     construction needs have been addressed and the Regional Construction Engineer will
     sign the PS&E cover sheet recommending approval to the Regional Director.

     The work zone traffic control representative will certify to the Regional Traffic
     Engineer that work zone control needs have been addressed and the Regional Traffic
     Engineer will sign the PS&E cover sheet recommending approval to the Regional
     Director.


E. Post PS&E and Pre-Construction

   If not already assigned, the Regional Construction Engineer will designate an Engineer-
   In-Charge (EIC) for the project.

     1. Memo to the EIC
     Concurrently or after the preparation of the PS&E package, the PM and designer will
     prepare the Memo to the Engineer-in-Charge. This memo is intended to give
     information from design to construction that is not part of the PS&E package. The
     memo will include some or all of the following topics as appropriate to the project:

     1. The intent of the contract (i.e., what problems we are correcting).
     2. Special issues or concerns.
                                                                          RDI 08-06 Page 6

  3. Commitments made to property owners or local government officials. Include their
     names and phone numbers in the stakeholder contact list.
  4. Special conditions of any permits.
  5. Status of construction releases.
  6. Any special issues discovered after the PS&E that may require action by the EIC.
  7. Other information that the designer or the Project Manager feels is appropriate.
  8. A Stakeholder Contact List (for all affected parties, i.e. emergency services,
     School transportation, public transit, local government officials, etc.)

  The memo will be sent to the EIC before the pre-construction meeting with electronic
  copies sent to the Construction Supervisor, the Design Supervisor, the LAES Job
  Manager, the Work Zone Traffic Control Representative and the Design Quality
  Control Engineer. Others may be included as CCs as applicable.

  The design community participation coordinator will assist the PM with an update of
  the stakeholder contacts list throughout the design phases and just prior to the
  construction handoff.

2. Project Award
   The project award is the handoff from design to construction. The EIC becomes the
   point of the project after the award to the contractor.

3. Pre-Construction Walk-Through
   On projects which involve urban settings, or have moderate or complex issues, the PM,
   designer, construction supervisor, EIC, LAES contact and work zone traffic control
   representative will participate in a project Awalk-through@ at the project site, prior to
   the pre-construction meeting. (On large, complex or sensitive projects the design
   supervisor may also attend.) For multiple site projects the meeting may take place in
   the office. Familiarity with the contract drawings prior to the walk through is essential.

  The EIC will be responsible for arranging this meeting and inviting all parties
  mentioned above. Decisions relative to any project changes agreed upon during the
  walk-through will be documented by the EIC and a rough estimate as to increase or
  decrease in project cost will be included. Issues not agreed upon will be further
  evaluated by all parties and discussed under the AOutstanding Issue Resolution@ Phase.
  Any change that affects the project scope or results in more than a minor cost change
  must be submitted by construction to the RCPC for approval.

4. Pre-Construction Meeting
   Following the award of the contract, the pre-construction meeting will be held and
   hosted by the construction supervisor/EIC. This meeting is held to establish basic
   ground rules, establish preliminary contractor schedules, and discuss highlighted items
   of the contract proposal/plans. It also allows the contractor to ask design related
   questions. The EIC is responsible for preparation of the pre-construction minutes of
   meeting.
                                                                           RDI 08-06 Page 7

   5. Meeting with the State Police in Construction (Significant MPT Challenges)
      Important: This requirement applies only to projects that have significant
     MPT challenges.

     After the contractor has provided the schedule of construction, the EIC will set up a
     pre-construction meeting with the State Police to discuss needs and scheduling. The
     work zone traffic control staff will assist with the State Police meeting.

   6. Outstanding Issue Resolution
       If outstanding issues remain following the “walk-through”, pre-construction meeting,
      and the State Police meeting, the Project Manager, designer, EIC, construction
      supervisor, work zone traffic control representative (if necessary), and others (if
      necessary) will further discuss the project plans. The need for this meeting can be
      determined by the parties involved at the pre-construction meeting.

     As in the Awalk-through@, changes to the plans will be discussed. Documentation of
     the decisions at this meeting and those issues being elevated will be performed by the
     EIC.

     Should there remain irreconcilable differences relative to the proposed change, the
     issue will be discussed by the construction supervisor and the design supervisor. If
     resolution is still not obtainable, the design supervisor and construction supervisor
     should elevate the matter to the Regional Design Engineer and Regional Construction
     Engineer.

     NOTE: For both the Apre-construction walk-through@ and AOutstanding Issues
     Resolution@ phases, the persons responsible for documenting decisions/changes are to
     circulate copies of minutes to the appropriate parties.

   7. Emergency Services Coordination Meeting in Construction (Originally Identified
       as an action in the PIP)
      After the contractor has provided the schedule of construction, the work zone traffic
      control staff will chair the emergency services coordination meeting, set up by the EIC.
      The EIC, work zone traffic control rep and PM will attend. The PIO/RPIC,
      construction supervisor and design supervisor will be invited.

   8. CADD Information to Construction
      ProjectWise has provided the design, construction and traffic groups the ability to
      easily share CADD files. Files will be named and maintained in accordance with
      Department guidance.

     The PM and designer will coordinate with the construction CADD automation
     coordinator to share the appropriate files throughout the construction phase.


F. During Construction

   1. Ongoing Coordination During Construction
                                                                        RDI 08-06 Page 8
  Undoubtedly, situations will arise during construction that will be unforeseen, design
  errors will be discovered, or actual field conditions will vary from those used for

  design purposes. Depending on the type of change and how it ultimately affects the
  contract will determine the involvement of the PM and the designer. If there is any
  question as to whether to involve the PM and the designer, the EIC will do so.

  The idea behind the ongoing coordination is to provide feedback to and seek input
  from the PM and the designer and for the designer to assist with substantial changes.
  To design and build better quality capital projects, there must be feedback on current
  projects and knowledge of why certain decisions were made.

  Ongoing communication between the construction and design staff will ensure
  knowledge of the background and development of the project and the alternatives
  evaluated and selected. It will preserve the agreements, scope, commitments, permits,
  and standards that were developed throughout the project=s life.
  While construction staff may not be aware of all background information or project
  development issues, the inclusion of the PM and the designer in the decision making
  process assures that decisions made in the construction phase will preserve the intent of
  the project.

  The list below includes some changes for which the EIC will contact the PM and/or the
  designer prior to work being done to advise them of the necessary change and obtain
  concurrence.

  Important: Many of these changes will require RCPC approval, which the
  Regional Construction Engineer will be responsible for obtaining.

  S      Change in design (horizontal or vertical alignment, typical section)
  S      Change in work limits (extending or contracting the work/project limits).
  S      Change that requires a Field Change Sheet.
  S      The addition of off site work (satellite locations).
  S      Change of scope (the addition or deletion of work or the change of intent, e.g.
         reconstruction vs. rehab, etc.)
  S      Change of use of a particular material specified in the contract.
  S      A substantial change in “Major” item quantities (25% or greater) or Order on
         Contract (OOC).
  S      Value Engineering proposals by the contractor.
  S      Change involving safety related items (i.e., guide rail, bridge rail, signing,
         signals, etc.)
  S      Anything potentially impacting environmental permit requirements.

2. Public Involvement and Outreach During Construction
   The EIC takes the lead role for all public involvement and outreach activities during
   construction unless the magnitude of the event requires the PIO/RPIC or other PI
   professional. The EIC, work zone traffic control representative and the PM may meet
   with emergency services and affected businesses at the beginning of construction or
   prior to critical stages of construction as deemed necessary.
                                                                                RDI 08-06 Page 9
          The EIC is responsible to advise the Traffic Management Center and the Public
          Information Officer of needed advisories.


          The PM and work zone traffic control representative will assist the EIC with public
          involvement and outreach activities.

        3. Professional Stamping and Sealing Plans During Construction
           All plans prepared in Construction will be stamped and sealed in accordance with the
           policies and guidance found in related engineering bulletins issued by Main Office.

           The PM, construction supervisor and work zone traffic control staff will be responsible
           for stamping and sealing plans prepared under their direction.


     G. General

        1. Continuous Improvement – Lessons Learned Meeting
           The construction supervisors, design supervisors, Project Managers and work zone
           traffic control staff will meet during the winter to discuss a collaborative review of
           construction and design issues of the previous season as a continuous improvement
           opportunity. One research tool used for the discussion will be the previous year’s
           order-on-contracts. The design services quality group will develop the agenda and
           issues to be discussed at the Lessons Learned Meeting.

        2. RDE/RCE Communication
           The Regional Design Engineer and Regional Construction Engineer will meet
           regularly to discuss any common issues and to look for opportunities to further build
           upon the strong foundation between the two groups.

        3. Staff Sharing
           It is the goal of the design and construction groups to share staff where and when
           feasible. In some instances design staff will follow their projects to construction to
           assist the EIC and provide stronger linkage to the project design.

           A common practice of the Junior Engineer/Civil Engineer 1 rotational program is to
           assign the designer to Construction to spend one season on the project that they
           designed or one of a very similar nature. Another common practice is for EICs and
           engineering technicians from Construction to provide winter-time assistance to
           Design. Other sharing opportunities will be considered.

           All personnel assignments must be mutually approved by the RCE and RDE.

  References:

Document(s)                      File Location\Name
Memo Scoping Meeting             O:\Design\Design Resources\Info\Shells
                                                                          RDI 08-06 Page 10
Preliminary Scoping Information
                                O:\Design\Design Resources\Info\Scoping and Design Approval
Form v2
Memo Mid-Design Review
                                O:\Design\Design Resources\Info\Shells
Meeting
Mid-Design Review Agenda         O:\Design\Design Resources\Info\Shells

Memo to the EIC                  O:\Design\Design Resources\Info\Shells

  Keywords:       Construction Input, Work Zone Traffic Control Input, Memo to the EIC,
                  Emergency Services Coordination, Stakeholder Contact List

								
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