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Virginia American Recovery and Reinvestment Act (ARRA)

APPENDIX B
Checklists

PS&E
CHECKLSIT

The FHWA Risk Management Plan identifies the major risk areas in implementing the American Recovery and Reinvestment Act of 2009 (Recovery Act).  For the consideration of the Division Offices, example checklists have been developed for use in “visible monitoring” efforts.  The PS&E checklist assists in evaluating the completeness of the project documents prior construction authorization.

PROJECT DATA

Federal Project Number  
State Project Number  
Project Name/Route
Number, Section and Mileposts.
 
County  
Project Description  

PS&E Checklist review complete and ready for Authorization

Engineer's Signature:
Date:

GENERAL REFERENCES

Regulations and Guidance
23 CFR 630, Subpart B - Plans, Specifications, and Estimates

23 CFR 633, Subpart A – Required Contract Provisions - Federal-aid Construction Contracts (Other than Appalachian Contracts)

Construction Program Guide
http://www.fhwa.dot.gov/construction/cqit/
Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation
http://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm
Contract Administration Core Curriculum Manual and Reference Guide
http://www.fhwa.dot.gov/programadmin/contracts/coretoc.cfm
Development and Review of Specifications
http://www.fhwa.dot.gov/legsregs/directives/techadvs/t508016.htm
Recovery Act Implementing Guidance
http://www.fhwa.dot.gov/economicrecovery/guidance.htm  

RECOVERY ACT REQUIREMENTS

Reference Recovery Act Implementing Guidance
http://www.fhwa.dot.gov/economicrecovery/guidance.htm
Item Yes No N/A
Is the project eligible for Federal-aid under Recovery Act 23 USC 133(b) STP or 23 USC 601(a) (8)?      
Based on the project description, does it appear that the project is expected to be complete within three years?      
Is the project listed on the State's 1511 Certification, as posted on www.dot.gov/recovery/ ?      
Is the project in the TIP/STIP?      
Does the FMIS project description match the description and funds in the TIP/STIP and the 1511 certification?      
Do the requested funds in FMIS match the funds listed in the TIP/STIP and the 1511 certification?      
Is the effective authorization date the same as or later than the latest date that the 1511 Certification was posted on www.recovery.gov?      
Are the following conditions included in the State Remarks section of FMIS?
  1. Agree to comply with the reporting requirements terms and conditions set forth in the Recovery Act and as designated by the FHWA,
  2. Recovery Act funds are not obligated for advance construction purposes authorized under 23 U.S.C. 115(b)
  3. Recovery Act funds are not eligible for costs incurred prior to the date of obligation.
     
Is the FMIS description in the project header designated Special Project Grouping – Major Projects – Recovery Act Funded Projects (Section 1.F)?       
Does the project include other Federal-aid (split funded)?  For projects split funded with Recovery Act funds and other Federal-aid funds, the Federal share for each funding category is subject to its own limitations.      
Does the project involve Advance Construction (AC) 115(b) of Title 23 U.S.C.? Recovery Act funds shall not be obligated for purposes authorized under section 115(b) of Title 23 U.S.C. (Advance Construction) (AC). The Recovery Act precludes the use of Recovery Act funding to convert Advance Construction (AC) authorizations into obligations of Recovery Act funds.      
Does the authorization request involve a cancellation of a prior AC authorization?
  • Were there any obligations prior to February 17, 2009 (project not eligible)?
  • Was the AC authorization cancelled and new authorization/obligation established?
  • Does the new authorization request cover the anticipated contract costs under the project agreement (including with both Recovery Act funds and other Federal-aid funds)?
  • Does the authorization request only include work performed after obligation of funds?
     
Is this a new AC project combined with Recovery Act funds?
  • Are the work or project segments or activities eligible for Recovery Act funding consistent with 23 U.S.C. 133, and the AC authorized work or project segment identified independently by separate and distinct project agreements (federal-aid project authorizations and project numbers in FMIS)?
  • Will all Recovery Act funding be billed within 3 years?
  • Does the State Remarks section in FMIS identify the project number of the AC portion of the project and vice versa?
     
Is the project being competitively bid?  (If no, the project must be posted on the web per Recovery Act, Section 1554 and a public interest finding must be made.)      
Is the authorization request a conversion of a non Federal-aid funded project?
  • Does the project meet and document compliance with all Federal-aid requirements?
  • Does the authorization request include only those costs anticipated after authorization/obligation of funds?
     
Comments:



GENERAL FEDERAL-AID REQUIREMENTS

Reference Item Yes No N/A
450.216
450.220
Project included in the current STIP      
627.1 A Value Engineering (VE) Study conducted  (Required for projects > $25 Million, > $20 Million for bridge projects)      
635.309(e) If other than competitive bid, need cost-effectiveness or emergency determination      
771.113 Environmental clearance documented: Date__________________      
771.113 Required public hearing transcripts have been received and accepted, if required.      
772.11g Are noise walls included in the project?      
635.309(b) ROW acquisition and relocation complete and certified      
635.309(b) Utility relocation is complete or arrangements have been made      
646.107 Railroad insurance provided      
646.216(d) Agreement in writing between State and Railroad      
646.214(b) Adequate railroad grade crossing warning devices are provided      
620.101 Air-highway clearances are adequate for safe movement of traffic      
625.2(c) Safety improvements are commensurate with level of work proposed      
  Appropriate review of PSE package completed by FHWA      
Comments:



PLANS

Reference Item Yes No N/A
  Consultant design      
625.3
625.4
Geometric standards met: Design speed
Lane width

Shoulder width
Structural capacity
Horizontal alignment
Vertical alignment
Grades
Stopping sight distance
Cross slope
Superelevation
Horizontal clearance

Vertical clearance
     
625.3 Design Exceptions documented and approved      
626 Pavement design adequate      
  Cover sheet includes all required information      
  Details, typical sections and profile sheets are adequate to show complexity of work      
650.117 Required hydraulic data shown      
  Details are sufficient to describe the required installation of drainage facilities including culverts, erosion control structures, headwalls, inlets, and manholes      
  Pay items have been checked against construction plans      
  Bridge size structures coordinated with Division Bridge/Structures Engineer
All bridge plans reviewed by Division Bridge/Structures Engineer and comments resolved
     
635.309(k) Railroad and utility work coordinated, utility conflicts relocated, and/or status of utility agreements is acceptable      
635.309(j) Appropriate measures to ensure environmental conditions and commitments are met are clearly shown      
635.309(i) Provisions to minimize water pollution and soil erosion included      
635.309(n)
Traffic control devices per MUTCD Construction

Permanent
     
     
630.1012 Traffic management plan is included and approved      
652.5 Pedestrian accommodation included and ADA requirements are met      
652.7(b) Pedestrian and bike routes are pursuant to an overall plan      
635.407 Public interest findings are documented for mandatory waste or borrow sites      
635.411 Proprietary product use is experimental, justified, or in public interest      
635.413 Warranties are approved      
  Plans approved by appropriate official (PE if requireded)      
  Plan quality is generally acceptable      
Comments:



SPECIFICATIONS

Reference Item Yes No N/A
  State or Local specifications: ______________________      
630.205 Special Provisions and Supplemental Specifications are satisfactory      
633.102(f) Form FHWA-1273 Required Contract Provisions is included      
635.309(f) Current US Department of Labor minimum wage rates included      
635.107 DBE provisions are included      
230.111 Training special provisions are included      
630.205(b) Specifications contain the written instructions for constructing the project      
  Detailed description of the work, materials, construction methods, measurement method, basis of payment, and pay item for each item of work is outlined      
  Supplemental Specifications cover new or additional construction items or substantial changes regarding items not included in the standard specifications      
635.309(j) Special Provisions contain commitments for environmental mitigation which is contained in the environmental documentation      
  Contract time is acceptable      
  Buy America provision is included      
  Non-collusion statement included      
  Force account work is adequately justified      
Comments:



ESTIMATES

Reference
"Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation"
http://www.fhwa.dot.gov/programadmin/contracts/ta508046.cfm
Item Yes No N/A
Engineer's Estimate unit prices reasonable for the areas, times, and characteristics of the work to be done      
Unit prices have been reviewed to determine if changes in estimated unit prices are needed to reflect any trends that have occurred within the past 3-6 months      
Incentive/disincentive or escalation clauses have been considered in determining the estimated unit costs      
Estimate includes an item number, description of the item, estimated quantity, unit, and price for each proposed item of work      
Haul road restoration item provided      
State option borrow costs provided      
Salvage credit shown      
Utility and railroad force account work covered      
Nonparticipating work shown      
Class and breakdown of funding are correct for highway classification      
Comments:



Table of Contents (continued)
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