Plans, Specs & Estimates (PS&E) Submittal Issues

[ODOT Info - A&E Consultants]

PS&E Providers:

As we quickly approach our busiest PS&E submittal time of the year, the staff at the Office of Project Letting (OPL) would like to ask for your assistance in resolving two reoccurring issues that are having a negative impact on PS&E Submittal processing timelines:


1.     Standard Drawings - Due to an increase in the number of submitted projects listing rescinded or non-existent Standard Drawing numbers on Sheet 1A (Index of Sheets), the Senior Standards Engineer has requested that OPL add this item to our Internal PS&E Checklist.  Although OPL has agreed to begin performing this additional check on all PS&E submittals effective immediately, I am hereby requesting that all Regions add this item to your internal QC check of the PS&E Submittal prior to sending to OPL.  Effective immediately, Sheet 1A needs to be checked to ensure all Standard Drawings shown on the plan sheets are listed, and that all Standard Drawings listed are valid. If you have any questions on this issue, or need assistance in the process for validating Standard Drawing numbers, please contact Dave Polly, ODOT Senior Standards Engineer<mailto:david.j.polly at odot.state.or.us>, at (503) 986-3738.



2.     Excess PS&E Submittal Documents - Recently we have seen a growing number of PS&E Submittal packages submitted containing a large number of extraneous documents, not related to the PS&E Submittal.  It is extremely time-consuming for the Pre-Letting Specialist to have to sort through all the non-related documents and compile the actual PS&E Submittal. This has occurred with both the electronic and paper-copy submittals. Providing a link to a project share drive is acceptable, but only if the share drive file contains only the required PS&E Submittal documents.  Recently, links provided were to project "design file" folders on share drives which contained all project design records, with the assumption OPL staff would be responsible for sorting through hundreds of documents to retrieve the required PS&E Submittal items.



As part of the final PS&E "Completeness" review before submittal, please make sure that both the electronic and paper copies of the PS&E Submittal documents are submitted in the correct formats, properly organized (especially plan sets), and do not include unneeded, unwanted, and unnecessary project records that are not directly related to the PS&E Submittal.



Your help in addressing these two issues is greatly appreciated.  Please share this information with any other appropriate ODOT staff, as well as your Local Agency and Consultant project delivery partners. If you have any questions on this matter, please feel free to contact me.



Regards,

Brenda S. Marcus, OPMA
Office of Project Letting Manager
Specifications l Estimating | Pre-letting l Quality Assurance for Design | Alternative Contracting
Oregon Department of Transportation - Traffic-Roadway Section
4040 Fairview Industrial Dr SE, MS #1, Salem, OR 97302-1142
*: 503-986-3796 - Office   *: 503-689-2957 - Cell

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