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20130816-PRCApprovalLtrtoMayor4-&CEO7771SSL??7FrankDePaola,Administratorss:hnsotsofTransportationHighwayDivisionAugust16,2013TheHonorableDavidNarkewiczMayorofNorthamptonCityHall,Room12210MainStreetNorthampton,MA01060Subject:MassDOTHighwayDivisionProject607502:IntersectionImprovementsatKingStreet,NorthStreet&SummerStreetandatKingStreet&FinnStreet,Northampton.DearMayorNarkewicz:OnbehalfofMassDOT,IamwritingtoinformyouthattheHighwayDivision’sProjectReviewCommitteehasevaluatedthesubjectprojectanddeterminedthatitiseligibleforFederalAidhighwayfunding.ItistheProjectReviewCommittee’sunderstandingthattheestimatedtotalfederalparticipatingconstructioncostofthisprojectis$1,633,500.Thetotalfederalparticipatingconstructioncost,whichconsistsofthebiditems,policedetails,constructionengineering,contingenciesandparticipatingutilityrelocation,mustbefullyprogrammedontheTransportationImprovementProgram(TIP).Astheprojectproponent,themunicipalityisresponsibleforcostsassociatedwithdesign,right-of-wayprocurementandenvironmentalpermitting.ThiseligibilitydeterminationbytheProjectReviewCommitteeisnotacommitmentofstateorfederalfundingtotheproject,noristhedecisiontocommitfundingsolelyMassDOT’s.ThedecisiontoprogramfundingforthisprojectismadebyPioneerValleyMetropolitanPlanningOrganization(PVMPO)aspartoftheirannualTransportationImprovementProgramdevelopmentprocess.ThePVMPOiscomprisedoftenmembers;includingtheMassDOTOfficeofTransportationPlanning,theHighwayDivision,thePioneerValleyTransitAuthority,thePioneerValleyPlanningCommission(PVPC),andsixmunicipalities;andisthefederallydesignatedentitychargedwithdevelopingtransportationplansandprogramsforthisregion.Theeventualimplementationofthisprojectisalsocontingentonsuccessfulcompletionoftheprojectdesignandreviewprocess,securingallnecessaryright-of-way,andreceiptofallappropriatepermits.Thetrafficcontrolmeasuresdevelopedforthisprojectmustbepreparedconsistentwith701CMR7.00(UseofRoadFlaggersandPoliceDetailsonPublicWorksProjects).TheHighwayDivisionwillonlyadvertiseforconstructionprojectsthathavebeendevelopedconsistentwiththeRoadFlaggersandPoliceDetailGuidelinesthatarefoundatourwebsite:(http://vvww.massdot.state.ma.us/highwav/RoadFlaggers.aspx).Themunicipalitywillberesponsibleforfundingandadministeringtheprojectdesign(withHighwayDivisionreviewandapproval),securingandprovidingdocumentationforallnecessaryright-of-way,andforpreparingandsubmittingallenvironmentalpermitapplications.TheHighwayDivisionwillberesponsibleforadministeringtheenvironmentalpermittingprocessnecessarytoobtaintherequiredpermitsandforoverseeingtheprojectconstruction.Inaddition,westronglysuggestthatyouconsiderthefollowingProjectReviewCommitteeandDistrictcommentsasyouprogressthroughtheprojectdevelopmentpcocess:Ftii’0riirj’jrUi’J_LAUG20Z01389S811NorthKingStreet,Northampton,MA01060Tel:413-582-0599,Fax:413-582-0596www.mass.gov/massdotLeadingtheNationinTransportationExcellence •Theprojectincludesimprovementsatadocumentedhighcrashlocation(IKingStreetatFinnStreet).ARoadSafetyAudit(RSA)shouldbeincludedinthedesigner’sScopeofServicesandconductedearlyinthedesignprocess.MassDOTRSAguidelinesareavailableonline:http://www.mhd.5tate.ma.us/downloads/trafficRSA/RSAGuidelines.doc•Right-of-WayissuesshouldbecoordinatedwithMassDOT’sCommunityComplianceOfficer.•Sufficientopportunityshouldbeprovidedforpublicparticipationintheprojectdevelopmentprocess.Thefollowingsectionsofthisletterdiscussprogrammingandprojectdevelopmentrequirementsinmoredetail:ProgrammingRequirements1.Inordertobeadvertisedforbids,allfederalaidprojectsmustbelistedintheannualelement,orfirstyear,oftheregionalMPO’sapprovedTIP,whichcoversfourfederalfiscalyears.PleaseworkwiththeDistrictOfficeandthePVPC,whichservesasstafftothePVMPO,todiscusstheappropriateprogrammingapproachforthisproject.2.Allprojects,eventhoselistedintheTIP,aresubjecttotheavailabilityofstateandfederalfunding.PleaseunderstandthatconsiderablymoreprojectsareeligibleforfederalaidintheMPOregionthancanbeprogrammedintheTIP.3.SincetheTIPisfinanciallyconstrainedbytheanticipatedfederalfundingavailableeachyear,anyrequestforamendments(suchasarevisiontotheprojectyear,totalprojectcost,orproject-fundingcategory)shouldbecoordinatedthroughtheMPO.Itisexpected,however,thattheproponentwillattempttoconstrainprojectcoststoavailablefunding.4.TheMPOconsidersTransportationEvaluationCriteriainestablishingprioritiesforprogrammingTIPprojects.YoushouldconsiderboththeHighwayDivision’sandtheMPO’sevaluationinrelationtoothersimilarprojectsinyourregiontodeterminethelevelofcommitment,andschedule,ofyourcommunity’sresourcesforthisproject.IfthisprojecthasnotalreadybeenevaluatedbytheMPO,orifyoubelievetheevaluationneedstobeupdated,pleasecontactthisofficeandtheMPO.5.Themunicipalityanditsprojectdesignershouldbeawarethattheestimatedtotalfederalparticipatingconstructioncost,aslistedintheTIP,shouldincludeanamountforcontingencies,constructionengineering,andtrafficcontrol(whereappropriateunder701CMR7.00),andthatMassDOTwillincludeaninflationaryadjustmentbasedupontheestimatedyearofadvertising.ProjectDevelopmentRequirements1.Themunicipalityisresponsibleforthecompletionoftheprojectdesigninaccordancewiththe2006MassachusettsHighwayDepartmentProjectDevelopmentandDesignGuideandotherrelevantHighwayDivisionstandardsandcriteria.TheHighwayDivisionrequiresformalapprovalofdesignexceptionswhenanyofthe13controllingcriteriaoutlinedintheProjectDevelopmentandDesignGuide(Chapter2Section11)cannotbemet.http://www.mhd.state.ma.us/default.asp?pgid=content/designGuide&sid=aboutPage2of5 “2.ProvidingsafeandconvenientwalkingandbicyclingaccommodationsinalltransportationprojectsisagoalofMassDOT.ThemunicipalityisresponsiblefordevelopingthisprojectinaccordancewithrelevantmultimodalguidanceintheMassDOTProjectDevelopmentDesignGuide,anditsPolicyandEngineeringDirectives.3.Ifthemunicipalityrequirestheservicesofanarchitect,engineerand/orsurveyor,itmusthireafirmthatiscurrentlypre-qualifiedfortheappropriatetypeofworkbytheHighwayDivision’sArchitectsandEngineersReviewBoard.Listsofpre-qualifiedfirmsareavailableontheHighwayDivisionwebsite:http://wvvw.mhd.state.ma.us/webapps/mhdconsultants/mhdconsu!tants.asp.4.Whensolicitingservicesfromarchitects,engineersand/orsurveyors,theHighwayDivisionrecommendsthatthemunicipalityuseaqualifications-basedselectionprocess.Inaddition,themunicipalityshallrefertotheMunicIoa/ProjectGuideforRoadandBridgeProjects(August2011)duringtheprojectdevelopmentandconsultantprocurementprocess.ThisdocumentisavailableontheHighwayDivisionwebsiteat:http://www.mhd.state.ma.us/downloads/expediting/MunicipalProjectGuide2o111013.pdf.5.MunicipalitiesshallusetheStandardizedScopeofServicesandWorkHourEstimateFormforDesignServicesasatemplateformunicipalagreementswithdesignconsultants.ThesedocumentsareavailableontheHighwayDivisionwebsiteat:http://www.mhd.state.ma.us/default.asp?pgid=content/publicationwkhr&sid=about.PleaseprovidethedraftconsultantworkscopetotheDistrictOfficeforreview.6.Costestimatesshallbereviewedatmajordesignmilestones,andatleastannually.7.Themunicipalityshallberesponsibleforallconstructioncostsundertwoconditions:•Whentheconstructioncostsforthecontractscopeexceedthetotalparticipatingcontractbidpricebymorethantenpercent(10%),theCity/Townshallberesponsiblefortheamountover110%ofthetotalparticipatingcontractbidpriceunlessthemunicipalitysubmitssufficientdocumentationtoMassDOTshowingthattheworkwasnecessarysolelyduetoMassDOT’sconstructionoversight,asdeterminedsolelybyMassDOT.•WhentheCity/TownrequestsworkthatFHWAand/orMassDOTdetermineisunnecessarytocompletetheProject,theworkshallbedeemed“nonparticipating”andtheCity/Townshallpaythefullcostofthatwork.8.ThemunicipalitywillberequiredtoenterintoaCity/Town110%AgreementwiththeHighwayDivision,similartotheenclosedsample,whentheactualconstructionprojectbidhasbeendetermined.Ifthemunicipalitywillnotbeabletocomplywiththetermsoftheagreement,itshouldnotadvancethisprojectforadvertisingbytheHighwayDivision.9.Toimprovethequalityofitsdesignandconstructionprojects,theHighwayDivisionemploysaCostRecoveryProcedureforconstructionextraworkordersdeterminedtobecausedbydesignererrors.Themunicipalityand/oritsDesignConsultantareresponsibleforaddressingallCostRecoveryinquiriesandformakingCostRecoveryrestitutionpaymentstotheCommonwealth,ifdeterminedtobewarranted.Page3of5 10.AnyandallapprovalsmadebyMassDOTduringtheProject’sdesignreviewshallnotrelievethemunicipality’sresponsibilitiesforsucherrorsandomissions.11.Themunicipalityisresponsibleforsecuringthenecessaryright-of-wayrequiredtocompletetheproject.Right-of-wayguidelinesandachecklistareenclosedforyourreference.Pleaseensurethatsufficientwork-hoursareprovidedinthedesigncontractfortheDesignConsultanttoprepareallnecessaryright-of-wayplansanddocuments.MunicipalitiesareencouragedtosecureallRightofWaynecessaryfortheaccommodation,removalorrelocationofutilities(refertoEngineeringDirectiveE-11-005).12.Themunicipalityshallbenamedastheapplicantonallrequiredenvironmentalpermits.ThemunicipalityshallprepareallrequiredenvironmentalpermitapplicationsandsubmitthemtotheHighwayDivisionforreview.AftermakinganyeditsrequiredbytheHighwayDivision,themunicipalityshallsubmitthepermitapplicationstotheappropriateenvironmentalpermittingentities.TheHighwayDivisionreservestherighttoassumetheroleofpermitapplicantonanyprojectitwilladvertise.13.ThisprojectissubjecttoEarlyEnvironmentalCoordinationasdescribedintheThresholds,Timelines,andSubmissionRequirementsthatappearinAppendices2-A-6and2-A-7oftheProjectDevelopmentandDesignGuide.Theserequirementsmustbemetinordertoexpediteprojectdesignacceptanceandregulatoryclearances,andtoensuretheinclusionofessentialinformationatthe25%designstage.Submissionsforthisprojectshallincludedocumentationofanycoordinationthathasbeencompletedbythemunicipality.TheHighwayDivisionwillnotinitiatethe25%designsubmissionreviewuntiltheEarlyEnvironmentalCoordinationchecklistwithsupportingdocumentationhasbeensubmittedtotheHighwayDivision.14.Forallroadwayprojects,theprojectdesignermustsubmitthepavementdesigntotheHighwayDivisionPavementManagementSectionforapproval.Ifthiswasnotdoneduringtheprojectinitiationphase,thentheprojectdesignershallsubmitapavementdesignthroughtheHighwayDivisionProjectManagerpriortothe25%designsubmission.15.Priortothebeginningofpreliminarysurveywork,theprojectdesignershallcontacttheDistrictSurveyEngineertocoordinatetheestablishmentofhorizontalandverticalcontrolpointsnearthebeginningandendoftheproject.AllsurveyworkmustbepreparedinaccordancewiththeMassDOTSurveyManual.16.Allprojectsrequiresomelevelofconstructionphaseengineeringservicesbythedesignengineer.ThemunicipalityisresponsibleforensuringthatanycontractswithDesignConsultantsincludeappropriateconsiderationfortheseimportantservices.17.Themunicipalityshallcoordinatethedesignoftheprojectwithallmunicipaldepartmentsandwithanyapplicablepublicorprivateutilitiessuchasgas,electric,cable,andtelephone,todetermineifthereareanypotentialutilityprojectsthatwoulddisturbthecompletedroadwaywork.Anyproposedutilityconstructionmustbecompletedbeforetheprojectcanbegin.PleasebeawarethatHighwayDivisionpolicyrestrictshighwaysurfaceopeningsforaperiodofatleastfiveyearsafterthenewsurfaceisplaced,exceptforemergencies.JustificationofsurfaceopeningrequirestheapprovaloftheDistrictHighwayDirector.Inaddition,thecommunityisresponsibleforobtaininganyrequiredwaivers.Page4of5 18.Anywaterandsewerworkintheareawillbetheresponsibilityofthemunicipalityandshallbecompletedpriortothestartofprojectconstruction,unlessMassDOTauthorizessuchworktobepartofprojectconstruction.19.AllHighwayDivisionprojectsmustbedesignedandconstructedincompliancewiththespecificationssetforthinMassachusettsArchitecturalAccessBoard(AAB)regulationsandtheAmericanwithDisabilitiesAct(ADA).Themunicipalityisresponsibleforsecuringanyrights-of-waynecessaryforcompliancewithAABandADA.Whenavailable,pleaseprovidethedraftDesignConsultantworkscopetotheDistrictforreview.Thankyouforyourattentiontotheinformationinthisletter,andforyoursupportoftransportationsystemimprovementsintheCommonwealthofMassachusetts.Ifyouhaveanyquestionsorneedadditionalinformation,pleasecontactPaulaK.Simmons,P.E.,DistrictProjectsEngineer,at(413)582-0508.Welookforwardtoworkingwithyou.Sincerely,‘,ti..?.cti--(Oaf)AlbertR.Stegemann,P.E.DistrictHighwayDirectorAttachments:SampleCity/Town110%AgreementRight-of-WayGuidelines,Checklist&Forms1RJM/lsA\cc(letteronly):RichardMasse,DistrictProjectDevelopmentEngineeFrankDePaola,HighwayDivisionAdministratorPatriciaLeavenworth,ChiefEngineerDanaRoscoe,PVPCEdwardS.Huntley,NorthamptonDPWSenatorStanleyC.RosenbergRepresentativePeterV.Kocotecc(letteronly):SheriWarrington,MassDOTOfficeofTransportationPlanningMarieJ.Rose,MassDOTProjectManagementDivisionWilliamT.Betts,ProjectReviewCommitteePage5ofs