PS&E SUBMISSION CHECKLIST

NOTE: Please refer questions about the PS&E submission to the Federal Aid Programming Section. 

A. GENERAL-MANDATORY INFO
FAP numbers on the following:
	a. Title sheet of plans
	b. Cover of the proposal
	c. Flyers in the proposal that have a space designated for the FAP number
	d. Estimate and Schedule of Prices

B. CONSTRUCTION PLANS
1. Are satisfactory connections provided at ends of project and do they agree with the approved program description?  Make sure roadway does not taper into hazardous conditions.  Check 25C on reverse side (**meets SHA/AASHTO design standard).

2. Do plans provide details necessary for temporary and permanent erosion control bid items?

3. Check title sheet for:
a. Appropriate signatures-lower right hand corner, local projects require professional engineer and any other applicable official

	b. Project limits-refer to 25C and location map to determine if all agree

	c. Project numbers-shall agree with FHWA/SHA numbers on 25C

	d. ADT-shall agree with 25C

	e. Notes

4. Check plan sheets for:
	a. ROW lines-is all work within existing ROW lines or easement areas?  If not, are the affected properties in the process of being acquired?  All projects shall have a clear ROW Certificate.

	b. Safety features including traffic control plan- all projects shall include an approved TCP signed by the DE and DTE.

	c. Agreement of quantities on plans and in the proposal book- (Quantity sheet in plans not required)

	d. Apparent deviation from SHA approved standards-refer to 25C

e. Deviation from approved 25C-have project file available for reference

	f. Project length shall agree with the 25C

	g. Have all items noted at the Structural Review/Final Review been resolved- all projects under exempt status shall have a Final Review and Final Review report

5. Abbreviated plans are governed by FAPG, Part 630, Subpart B 
http://www.fhwa.dot.gov/design/0630bsup.cfm

C. PROPOSAL FORM, SPECIAL PROVISIONS AND ADDITIONAL SPECIFICATIONS
1. Required items:
	a. Table of Contents

	b. Form PR-1273 and Addendum to Form PR-1273

c. Affirmative Action requirements/Utilization of Disadvantaged Business Enterprises
for Federal Aid Contracts-Blanks must be filled in.

	d. FAP Bidding Requirements Flyer

	e. Traffic Control Certification Flyer

	f. Contract Affidavit which now is part of the proposal packet

	g. Wage Rates-Must be the latest as issued by the U.S. Department of Labor-there are now published wage rates available at www.access.gpo.gov/davisbacon/ (click on “browse determinations by state”; then click on the county).  There may be instances where wage rates may not be required.  The FAPS will inform the Project Engineer if that is the case on his/her project.

h. Notice of Actions Required for Affirmative Action to ensure Equal Employment 
Opportunity (EEO) flyer

	i. Training flyer. If there are no trainees on the project, fill in (0)-must fill in even if (0)
All local bridge contracts with a total construction time of six (6) months or less will have zero (0) trainees.

	j. Federal Proposal Notice flyer

	k. Proposal Form Packet (Federal)-The Schedule of Prices must agree with plans and 
estimates. Check items for the prices that must be filled in, e.g. trainees.  LG's may use their own proposal forms on projects they advertise and award as long as they meet the minimum State requirements.  However, pages 3-24 of 24 of the federal form packet must be used.

	l. Working Days, Calendar Date or Calendar Days and a justification letter from the LG

m. Employment Agency-The local source of labor is furnished for informational purposes
only. Labor cannot be required to be obtained from a particular source-this is discriminatory

	n. Liquidated Damages-must be filled in (A justification letter is not needed; however, the 
LG should be ready to defend their figures.) 

	o. Special Provisions Inserts (SPI’s) that are applicable to the project

	p. Bid Opening Date-is it at least 3 weeks from the first day the ad appears?

q. Permits-must have at least the status of permits (see SHA form 61.1-799.2) and 
copies of all required permits

	r. Other required flyers issued after the date of this revision.

2. Special Provisions and Additional Specifications:
	a. The special provisions must contain the following statements:
	 (1) The Specifications for this project will be those of the Maryland State Highway Administration titled "Standard Specifications for Construction and Materials" dated January, 2001 revisions thereof, or additions thereto, and the Special Provisions included in this Invitation for Bids.
 (2) All work shall be in accordance with the latest issue of the Manual on Uniform Traffic Control Devices (MUTCD).

	b. Do specifications and special provisions conflict with plans, estimate or Final Form 25C?

	c. Any pay items not covered by an appropriate specification must be in the special
provisions which agree with the plans and estimate as to basis of payment.

	d. If the right of way is not anticipated to be clear prior to authorization, do the special 
provisions contain:
 (1) the restrictions on the contractor, 
 (2) an estimate of the time such interference can be expected, and
 (3) a statement that a time extension may be granted if the property is not available as indicated? If all residents have not been relocated prior to advertisement, is there a statement that the contractor will not be allowed to proceed with the physical construction on any part of the project until the residentially improved properties have been vacated?

	e. The utility special provisions must specify each known utility with phone number contact 
located within the project and, if applicable, include information regarding the status of relocations.  See ATTACHMENT M, Section 875, which is a sample utility statement.
All Invitations for Bids must contain the following:
“All notifications to "Miss Utility" must be given at least 48 hours (2 full working days) in advance of working in the area of the affected utility.”

	f. If all of the required utility/railroad adjustments have not been completed prior to 
authorization, do the special provisions contain a provision identifying the scope of work to be done concurrently with the contract?  If utility/railroad adjustments or work by railroad forces are to be federally funded, has a PS&E been submitted or are the costs included in the project?

	g. Are there any guaranty or warranty clauses?  Only those guarantees or warranties given as 
customary trade practice for purchased materials are allowed.  Plant establishment, electrical and mechanical equipment guarantees and warranties are permissible.

	h. Are there any experimental features? 

	i. Are there any proprietary items?  If so, has one of these four options been employed:
 (1) Write a letter to the SHA Deputy Administrator/Chief Engineer for Planning and Engineering formally requesting his approval of the use of the proprietary item(s) on this project.  This letter needs to justify your reasons for the use of each proprietary item; or,
 (2) List a minimum of three [3] items and its manufacturer followed by "or as approved by the engineer"; or,
 (3) Make the particular item as Federal Aid non-participating.  This means that the LG will pay for that particular item without Federal funds; or
 (4) Delete the reference to the proprietary item.
Please contact the FAPS with your decision.

	j. Salvaged Material will be a payable item by FHWA provided that a reasonable distance is
utilized by the contractor to haul such material to the Sponsor’s facility.

	k. Are any materials being supplied by SHA or local government?  The FHWA will pay for
the installation of the material but not for the purchase of said material.

	l. Include all contract provisions that apply to this project.  See Table of Contents of the 
Invitation for Bids.

D. ESTIMATE
1. Review unit prices and compare quantities and descriptions with plans and proposal.  If estimate is not computer generated, check the arithmetic.

2. Are non-participating items listed separately, for example, Engineer's Office and Engineer's Vehicle?

3. Is there a pay item for all items of work?  Are pay units correct?
4. If there are any lump sum structure items, is there a lump sum breakdown that supports the figures?

5. If there are trainees, has a separate pay item been established?

6. If there are force accounts (Utility, Railroad, State etc.), break these out as non-bid items.

E. MISCELLANEOUS
1. Program Documents: Do the plans reflect the same termini as indicated on the Form 25C?

2. Environmental Requirements:
NOTE: The FHWA will not approve an authorization request without approval of the appropriate environmental document.  Please refer to the Environmental Documentation portion of these Guidelines.  Noise Evaluation Certifications are handled by the FAPS in-house. This would include a situation where a project is within four (4) miles of an airport.

ALL PERMITS MUST BE APPLIED FOR PRIOR TO ADVERTISING THE PROJECT AND MUST BE RECEIVED PRIOR TO THE BID OPENING. 

Please be advised that if the LG submits an incomplete Certification of Environmental Permits (ATTACHMENT L) at PS&E time, then it will be necessary to resubmit this form after all permits have been received.  If all permits are not in the IFB at the time of the original advertisement, include a statement that the bids will not be opened until all permits have been received and inserted into the IFB by addendum.

3. Public Hearing Requirements:
Has a waiver of the requirements for public hearing(s) been approved by Form 25C or separate letter?  If not, the following information is needed:
	a. date of public hearing(s)
	b. where held
	c. when the transcripts were forwarded to SHA/FHWA
	d. location approval
	e. design approval
Supporting documentation for the above must be in the project file.  Based on the above, fill out and sign the appropriate Public Hearing Certification.

4. Third Party Agreements-if there is any party involved other than the SHA, the LG must have a written agreement with that party.  Note: the FAPS will require a copy of all agreements.
Ex. RR, Counties, Cities, Utility Companies, other states and government agencies and a copy of any agreement(s) between counties and/or cities with their third parties.

5. Public Interest Letter (addressed to the SHA Deputy Administrator/Chief Engineer for Planning and Engineering) required for force account projects. This letter needs to explain why it is in the public’s best interest not to bid the particular item(s).  Safety-type projects are exempt.  See FAPG, Part 635, Subpart B.

6. Approval of the Final Review Report or waiver of the Final Review requirement is needed.

7. Have the necessary permits been obtained?  Ex., WRA, 404, FAA, Coast Guard, DNR etc.

8. Right of Way Certification
a. If no ROW is/was required, include statement in authorization request.
	b. If ROW is/was required, forward ROW status with LETTER OF AUTHORIZATION for 
review and approval.  If the ROW status includes ROW work yet to be completed, attach the ROW special provisions.
9. The TCP must be approved by the DE and the DTE.  Documentation of their approval must be in the project file.  If their approval is contingent upon further revisions, the PS&E must include these revisions.

10. Is the project within 4 miles of an airport?  The FAPS will handle the initial contact with the Office of Traffic and Safety.  Should there be any conditions, the FAPS will contact the LG. 

11. Is a state line involved? If so, has funding and/or maintenance of traffic been coordinated with the adjoining state? Do you have an approved agreement with the adjoining state? 

12. Is there a consultant approved for Shop Drawings?  If so, he must be identified!

13. Does the project reference standards and/or specifications other than those of the SHA?  If so, approval of those standards and/or specifications is required.  The options are to make the applicable items non-participating or develop special provisions and/or design detail drawings to cover the items, as long as the developed special provisions/drawings do not conflict with SHA standards and/or specifications.  The special provisions/drawings will be included in the PS&E.
Note: the FHWA will only approve payment for work done by approved specifications.