Engineering Consultant Guidelines PDF

Forms The latest versions of the commonly used forms are available on Engineering Consultant Guidelines, Volume 1 website. Accident Notification – Involving 3rd Party and/or Contractors’ Equipment Utility Accident Report All-Te...

Forms The latest versions of the commonly used forms are available on Engineering Consultant Guidelines, Volume 1 website. Accident Notification – Involving 3rd Party and/or Contractors’ Equipment Utility Accident Report All-Terrain Vehicles (ATVs) Order Sample Request for Corporate Bridge Information Instructions and Form Request for Corporate Road Information Instructions and Form Design Exception Request Form Engineering Cost Tracking Summary Sheet ECG Vol. 1 Appendix B: Summary of Commonly Used Forms | Rev. 2023 7 Classification: Public  Appendix C: Planning and Design Requirements ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 8 Classification: Public  Basic Right-of-Way Request For the purpose of purchasing the basic highway right-of-way, the Consultant will provide right-of-way information on 1:5000 scale digital photo mosaics. These mosaics are in addition to the mosaics prepared for the functional planning study and are to be prepared in accordance with ‘Section 2.4.2: Drawings or Plans’. The mosaics should show clearly and concisely all right-of-way requirements. The Consultant shall submit the Right-of-Way Request package to the Project Administrator for review and approval by the Project Sponsor and the Property Manager along with the Right-of-Way Request form in.PDF format and the Right-of-Way Acquisition Summary in Excel format. Once the Right-of-Way Request has been approved by the Property Manager and the Project Administrator, the Consultant is to provide an electronic version in PDF format of all required plans listed below: Coloured mosaic plan Coloured mosaic schematic plan showing an overview of the entire project on one sheet. It may be necessary to use two (2) sheets for larger projects. The size of these overview plans shall not exceed 11”x17” in size per sheet. Individual Ownership Plan’s (IOP’s) showing the proposed right-of-way information for each property affected by the project (including titled and untitled crown land). The IOP shall not exceed 8.5”x14” in size. The contents of the IOP’s shall be consistent with the requirements for the mosaic information required except that only the required right-of-way is to be shaded in red. Sketch Plans for the submission of a Provisional Road Reservation (RDS) application required by Alberta Environment and Protected Areas, Land Dispositions Branch (process under development) for road upgrades and planned roads on public lands administered by Alberta Environment and Protected Areas (crown lands). A thorough and current title search is required on all lands affected by the project. All encumbrances must be reviewed. All encumbrances in the name of His Majesty the King (Minister of Transportation) must be reviewed through the Regional Property Manager for clarification of the nature and extent of the encumbrances/caveats. The date of the title search should be clearly labelled on the mosaics under the title block. In addition, the following information is to be shown clearly on the mosaics: Land ownership, which is to include the Landowner’s name and current address, the amount of right-of-way required from each parcel or land affected in both acres and hectares (right-of-way area calculations to be indicated to the nearest 0.1 acres / 0.01 hectares), land title certificate number, legal description, and/or plan number all labelled within the owner’s property. In the case where the parcel of land is too small to record the information within the property boundaries, the information may be shown outside the property with an indicator arrow. Show all Certificate of Title boundaries, surveyed rights-of-way, easements, service road dedications, etc. Any changes or relocation of existing accesses must be shown including alternate means of access (e.g. service road, local road, private drive). Indicate the area of all cut-off parcels or severed land that should be considered for optional purchase by the department or consolidation with adjacent properties. Show all dimensions of the proposed and existing right-of-way as well as the additional right-of-way requirements, showing the difference between the two. In areas such as subdivisions, towns, etc. where there are properties too numerous to show the required information clearly at the 1:5000 scale, a more detailed plan at a suitable scale may be required. Details on these plans will follow the same requirements as stated within ‘Section 2.4.2: Drawings or Plans’. In areas through untitled crown lands, the Consultant is to conduct a Land Status Automated System (LSAS) search for all existing land use interests (i.e. Leases, license of occupation, pipelines, etc.) affected by the required right–of-way. The consultant is to obtain any and all plans or sketches that are within the proposed highway right- of-way including ownership of the interests (if available) and record this information on the mosaics to the aforementioned standards. In areas through Special Areas Board land, a Special Areas Board search must be conducted to identify occupants. Identify potential contaminated sites. All mosaic updates and revisions must be consecutively numbered, beginning with right-of-way request #1. ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 9 Classification: Public  It is required that all right-of-way requirements are to be shown on the mosaic prints highlighted with shading in the appropriate colour to the following format. A colour legend indicating the following must be shown adjacent to the title block, on each mosaic sheet. o Right-of-way required RED o Previously requested right-of-way GREEN o Cancellation of previously requested right-of-way YELLOW o Requested easements ORANGE o Optional purchases CROSSHATCHED (RED) o Possible borrow locations 10 cm diameter RED CIRCLE Each mosaic sheet title block must indicate “Preliminary Design”, the date of mosaic preparation, and “Right-of- Way Request Number”. Required information Sample of preferred format Legal Description NE 27-73-4-W6M or Plan /Block/Lot C. of T. number 962 305 963 Landowner name/s Bob Smith and Cathy Smith Landowners address Box 1234, Worsley, AB T0H 3P0 R/W required (Provide separate areas for highway Required Highway R/W - 5.9 ac (2.38 ha) r/w and Service road r/w) (Red) Required Service Road R/W - ac ( ha) Previously requested r/w (Green) Previously requested R/W – 5.2 ac (2.10 ha) Cancellation of previously requested r/w (Yellow) Cancelled R/W – 2.5 ac (1.01 ha) Requested Easement (Orange) Easement – 1.3 ac (0.5 ha) Optional purchase (Cross Hatched Red) Optional purchase / cut-off –29.6ac (11.98 ha) Total R/W required - ac ( ha) Possible borrow locations (Red Circle 10 cm dia.) Possible borrow location – 10 cm diam. Red circle Note: Use only the headings that are applicable. Information to be indicated in the Right-of-Way Request # 3 - June 21, 2019 upper right corner (Title Block) Preliminary Design, For Discussion A Right-of-Way request form is Purposes Only required for each revision to the r/w requirements ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 10 Classification: Public  Forms The latest versions of Planning and Design Requirements Forms are available on Engineering Consultant Guidelines, Volume 1 website or provided by the Project Administrator. Right-of-Way Request Form Right-of-Way Process Acquisition Summary Sample Correspondence to Stakeholders Sample Survey ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 11 Classification: Public  Location Survey Requirements Location surveys may be required on zone planning projects, in which case this need will be identified in the project Terms of Reference. The purpose of the Location Survey is to accurately establish the recommended alignment on the ground to ensure that it fits to the surrounding terrain and to confirm that there are no additional impacts that will affect the highway location. The alignment as established on the ground will be used to establish the alignment for a preliminary survey at a later date. Note that a “Location Survey” is not a preliminary survey and may require the horizontal alignment be revised and resurveyed a number of times to achieve optimum placement. Required Tasks The recommended alignment is to be tied to the Alberta Survey Network (3TM, NAD 83 coordinate system) and based on the appropriate base longitude so the alignment can be plotted graphically and accuracy of the survey can be confirmed. Obtain written permission of Landowners/leaseholders for access to land where applicable. Establish tangents and points of intersection (PI's), points on tangent (POT's), and ends of curves along the recommended alignment. The POT's and ends of curve's are to be referenced with offsets at 90 degrees to the centre line tangents a distance that is outside the proposed right-of-way width so that the alignment can be easily re-established at a later date for a preliminary survey. A metal rod approximately 30 centimetres in length should be used, where appropriate, and countersunk a minimum of 30 centimetres below the ground especially in cultivated areas. All centre-line points, offset points and ends of curves are to be clearly marked with 1"x2" marker stakes and a marker lathe bearing the appropriate centre-line chainage. For offsets the offset distance and direction from centre- line should be clearly marked on the reverse side of the marker stakes. Where applicable the recommended alignment is to be tied to all legal survey pins in the immediate vicinity. All curves and tangents are to be staked at 20 metre intervals. A centre-line profile is required using geodetic datum. All natural breaks in the terrain that do not fall within the 20 metre staking are to be recorded. Spot cross-sections in critical areas along the alignment are required to ensure the alignment fits to the surrounding terrain. Additional profiling to geodetic datum is required along all public access roads to a minimum distance of 300 metres. Some access roads may require longer profiles depending on the terrain. Chainages are to increase from south to north and from west to east. Transit notes are required detailing all existing features in the vicinity of the recommended alignment. In forested areas the type and general size of the trees are to be recorded. All original curve/transit notes, centre-line profile notes and bench mark level notes are to be recorded in appropriate note books and supplied to the Department upon completion of the survey. The recommended alignment is to be plotted on the mosaics using the field co-ordinates and chainages obtained from the survey. All PI coordinates are to be recorded on the mosaics in table form on their respective sheets. At the request of the Technical Standards Branch, a standard bridge survey may be required for selected water course crossings. If required, this issue will be covered in a separate Schedule included with the Terms of Reference. Safety procedures for survey crews are to be adhered to at all times (adequate warning signs and flag people if necessary, etc.). ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 12 Classification: Public  TABLE C1: TYPICAL CONSULTATION NOTIFICATION/ACTIONS Notifications/Actions When (approx. time-frames) Action By i. Study Initiation Study Initiation meeting. After the Consultant has begun Consultant preliminary work on study tasks. Study Initiation notification letter to MLA. Prior to study initiation meeting Regional Director Letter to Local Authority informing study 1 to 2 weeks after MLA Regional Director initiation. notification. First Technical Review Committee meeting. 2 to 4 weeks after informing Consultant Local Authority. Letter to all adjacent Landowners, informing As needed Consultant study initiation. Meet local authorities and/or major stakeholders As needed Consultant and Project to identify issues. Administrator, may include Project Sponsor or Regional Director i. Development of Plan Alternatives Undertake analysis, screen and confirm range Consultant of alternatives. Develop broad concepts for discussion Consultant purposes, reviewed by project team and TRC. Prepare refined planning alternatives as per Consultant inputs from TRC and department subject matter experts. ii. Public/Stakeholder Engagement Prepare communications plan, Public Open 6 weeks prior to public open Consultant and reviewed by House (POH) materials and Deliverables house Project Administrator and (described in communication procedures in Communications ‘Appendix C: Planning and Design Requirements’). o Arrange In person and/or Virtual Public 4 weeks prior to public open Consultant and reviewed by Information Sessions and repeat all tasks house Project Administrator for all remaining open houses. o Notify by letter the MLA’s, local authorities, 4 weeks prior to public open Consultant prepares letter for adjacent Landowners and stakeholders. house signature of Regional Director o Advertise in local media of upcoming open Minimum 5 weeks prior to the Consultant and reviewed by house events (Use sample added in date of publishing Project Administrator and ‘Appendix C: Planning and Design Communications Requirements’). ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 13 Classification: Public  o Hold first open house to present broad On the day of open house Consultant and Department concepts for discussion purposes and e.g. Right-of-Way Agent and inform about next steps. other department o Hold individual discussions with concerned representatives Landowners and maintain a list of issues. iii. Develop Detailed Plans Develop more detailed plans considering input Consultant and Department from open house. Hold second open house and repeat all tasks in As needed Consultant, Right-of-way open house procedures to present plans and agent or other department findings from first open house. representative o Hold individual discussions with concerned Landowners and maintain a list of issues. iv. Finalize Preferred Plan and Recommendations Prepare draft report and plans. Consultant -Reviewed by TRC Present recommendations and obtain Consultant-Accepted by DEC acceptance from the department Divisional Executive Committee (DEC). Prepare necessary documentation briefing Consultant, Study Sponsor Deputy Minister and Minister outlining recommendations. Send a letter from the Minister to the MLA’s 4 weeks prior to the open house Consultant advising the results of the study and the date of third open house. Hold third (final) open house to present final Consultant, Right-of-way recommended plan and repeat all tasks agent or other department required in open house. representative Send a letter to MLA(s) informing of completion Consultant prepares letter for of the study and future actions. signature of Regional Director Prepare a letter for the signature of the 2 weeks from the letter to MLA Consultant prepares letter for Regional Director. Send this letter and plan to signature of Regional Director Landowners indicating o Status of recommended plan o Anticipated timing of construction o Right-of-way requirements (department right-of-way contact person) o Timing of right-of-way purchase o Department’s contact person and telephone number (Regional Director) Prepare a letter to the Regional Director to Consultant indicate enhancements to the public participation/stakeholder engagement process for future studies. ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 14 Classification: Public  Communications Procedures for Public Open Houses and Stakeholder Consultations Prior to undertaking any public or stakeholder consultation, the Consultant shall develop a “Communication Plan” for the Project Administrator. This plan shall identify potential issues and include communication steps or suggested action that will be needed to consult with local authorities, regulatory agencies, First Nations and public as required for a study. The Project Administrator will work with the Consultant and the Communications Specialist to review and refine this communication plan and provide guidance to the Consultant with respect to deliverables and materials required, for a successful stakeholder and public engagement. Before developing open house materials, the Consultant shall obtain templates for open house materials listed below as well as the power point presentation template, from the Project Administrator. These templates are available through the Government of Alberta Visual Identity website. To seek approval from Communications by the Project Administrator, the Consultant must submit the following deliverables at least four (4) weeks in advance of the scheduled event date to the Project Administrator. 1. Advertising It is the Consultant’s responsibility to ensure that all stakeholders are aware of any open house or public meeting(s). The Consultant will work within newspaper(s) deadlines to ensure advertisements are placed in the appropriate newspaper(s) and in other media platforms as appropriate and to ensure maximum attendance. The Consultant will: o Develop ad copy using the sample ad provided on the next page. The ad should contain Government of Alberta and Consultant logos on the bottom of the ad as shown. o Submit draft copy to the Project Administrator for approval from Communications at least four (4) weeks in advance. o Provide a list of newspapers where the ad will be inserted and list insertion dates, and reserve space in newspaper(s) for insertion at least one week before the event. o Provide Transportation’s approved ad copy to newspaper(s). o Provide the Project Administrator with a tear sheet (or photocopy of ad) from newspaper(s) to submit to Communications for record. 2. Correspondence to Landowners Using the template provided for a sample letter, the Consultant will draft correspondence to the Landowners and stakeholders in plain language. This letter should provide the following information: o an explanation that the Consultant was hired by the Department to manage the study. o a plain language description of the study. o mention where open house(s) will take place and list the location, date, and time. o mention that their participation is important and valued. o a request to Landowners to forward the open house notice to anyone else who has an interest in this study. o a contact name and telephone number. 3. Fact Sheet The Consultant will develop a fact sheet for the study, which will be distributed at the open house. The Fact Sheet shall provide the following information in plain language: o provide background details o provide current status o state proposed plans o provide a contact name for further information o include both the Consultant’s logo (bottom left) and the Alberta Government logo (bottom right) ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 15 Classification: Public  4. Display Boards For the open house, the Consultant will develop display boards, as needed, that include maps and proposed plan alternatives as per the official presentation prepared by the Consultant. The display information should: o be in plain language o be easy to read and in plain language o be in point form or use short bullets o use in large type font type o maximize white space o include maps o include proposed plan alternatives o include charts if applicable o include a link to website (or URL) to view display boards, maps and proposed alternatives online o include the Consultant’s logo (bottom left) and the Alberta Government logo (bottom right) on display boards 5. Survey In order to seek public input regarding the study options and plan alternatives, the Consultant will develop a survey questionnaire on paper, as well as electronically, that will be used during the public open house or during a public meeting. The survey questionnaire shall be in plain language, and prior to finalization, the Consultant shall submit a draft questionnaire for review by the Communications. In general, the survey questionnaire shall: o encourage participation in survey and include a statement which advises that stakeholders’ comments are important to the Department. o on a table near the exit, provide a cardboard box or other container so that participants can return their completed surveys easily and anonymously. o provide e-mail and mail address where questionnaires can be returned at a later date. o include a link to a website (or URL) and instructions to complete this survey online. o provide a deadline for receipt of the questionnaires. o follow up with Communications on survey results/analysis. If the stakeholder can be identified by any information on the completed questionnaire, the following statement also must be added to the survey: Any personal information that you provide on this form is protected under the Freedom of Information and Protection of Privacy Act of Alberta. The personal information that is collected on this form relates directly to programs being undertaken by Transportation and Economic Corridors and will be used to reply to your questions and concerns supplied on this form. No other use will be made of this information and it will not be released without your written consent. Other Considerations Communications for those with Special Needs Consultants should be aware of any special needs of their stakeholders and anticipate the need for alternative formats of communication such as larger print handouts and interpreters. Where practical, meeting venues should be accessible to persons with disabilities. This would include wheelchair access, washroom access, and adequate lighting. Issues Management The Consultant shall identify any potential issues and must advise and provide this information to the Project Administrator and Communications. The Consultant will maintain an “Issues log” that includes details about the issues and their resolution during the life of the planning study. The Consultant and Communications will work together to manage all issues. ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 16 Classification: Public  Media Relations The Consultant will deal with the media on general project questions and will: o always respond in a timely manner o focus on and adhere to the facts o not comment on matters of opinion o not comment on policy decisions o speak about the project only o not speculate if they do not have the answer to a question and will advise the reporter that they will get the information and call them back o inform and discuss media questions and responses with Communications if known ahead of time o send information immediately by email to Communications ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 17 Classification: Public  Sample Advertisement ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 18 Classification: Public  Guidelines for Planning Study Signoff Purpose: Signing off a study demonstrates that the Department has accepted the study conclusions and recommendations and they are the official Department direction, within the scope of the study and can be shared externally. Guidelines: All planning studies will be assigned a report and plan number by Network and Highway Planning. For all finalized planning studies, electronic copies of the report, MicroStation drawings, and all of the files, will be submitted to Network and Highway Planning for retention in a central repository. Additional bound hard copies e.g., for district and regional offices, and for municipalities will also be required. o Spatial data for all proposed roadway alignments shall be provided in a single file suitable for conversion into the Department’s Geographic Information System (GIS). Representatives of the Technical Standards Branch, and Planning and Program Management Branch may participate on any study committees, as required. For strategic, network, or corridor studies, signoff will include the Department Senior Executive overseeing the provincial highway network, and may include signatures from impacted Regional Director(s). For all functional and operational planning studies, only the Regional Director’s signature is required. o Planning or Design exceptions are to be identified early in the planning process and approval obtained from the Planning and Program Management Branch and/or the Technical Standards Branch. Reports that contain select contentious or unsupported recommendations can still be signed off, but the Department signoff needs to clearly define which recommendations are being accepted and which are not. Any proposed changes or deviations from the future functional classification shown on the Roadside Management Classification Map require approval by the Director - Network and Highway Planning. Disagreements between parties should be identified as early as possible and follow the Department’s standard issue resolution process by escalating the issue through necessary levels for the quickest decision. Each stage of escalation will require a written summary from both perspectives and every attempt should be made to resolve the disagreement at the working level. ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 19 Classification: Public  Alberta Spatial Economic and Travel Model Alberta Spatial Economic and Travel (ASET) model is an analysis tool used by the Department for determining socioeconomic impacts of transportation infrastructure. ASET uses economic data, land use data and transportation policies to model travel on the transportation system by various modes including Single Occupancy Vehicles (SOV), High Occupancy Vehicles (HOV), air, coach demand matrices, peak hour traffic volumes, and commercial vehicles (light, medium, intermediate, and heavy trucks). The horizons currently used by the Department are a base case scenario (2016) and future scenarios 2029, 2039 and 2049. The model is kept up to date with current provincial highway network and land use information. The scenarios will change as needed according to Department need and requirements. ASET can be used to analyse the demand for travel by estimating future traffic volumes on highways. Typically, traffic volume outputs are available for AM/PM peak hours and average number of vehicles per day. Other model outputs such as Volume to Capacity (V/C), Vehicle Hours Travelled (VHT), Vehicle Kilometers Traveled (VKT) and select link and traversal analysis, can be provided if required. Consultants will need to create a request for data specific to a study through the Project Administrator. Since modelling resources are limited in the Department, the Consultant should create these requests well in advance. The Department will provide travel model data to support the planning study upon the Consultant’s request. ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 20 Classification: Public  Noise Attenuation Guidelines for Provincial Highways Under Provincial Jurisdiction within Cities and Urban Areas Definition: Noise is defined as the sounds generated by vehicles operating on the highway. It includes but is not limited to engine or exhaust sounds and road contact sounds. Guidelines: For construction or improvements of highways through cities and other urban areas, the Department will adopt a noise level of 65 dBA Leq24 * measured 1.2 metres above ground level and 2 metres inside the property line (outside the highway right-of-way). The measurements should be adjusted to the 10 year planning horizon value, as a threshold to consider noise mitigation measures. The mitigation of noise issues could include constructing noise walls and/or berms. The decision to implement noise mitigation must consider whether mitigation is cost-effective, technically practical, broadly supported by the affected residents, and fits into overall provincial priorities. Any accepted noise mitigation measures consistent with this guideline will be the responsibility of the Department. Where established local noise mitigation policies are more stringent than this guideline, the local policy may be considered on a shared responsibility basis. The Department will be responsible for noise attenuation, in accordance with this guideline, in areas where the Department is undertaking: widening (by at least one lane width), or major realignment of an existing road, or constructing a new road adjacent to an existing residential development. In areas where a residential subdivision is constructed adjacent to an existing roadway, the development proponent will be responsible for noise attenuation consistent with these guidelines. In areas where a residential subdivision is constructed adjacent to a designated highway that has not been constructed, the development proponent will be responsible to address future noise concerns consistent with these guidelines. * Noise level expressed in decibels (dB) is taken to mean the A-weighted 24-hour equivalent sound level. ECG Vol. 1 Appendix C: Planning and Design Requirements | Rev. 2023 21 Classification: Public  Appendix D: Highway Grading/Surfacing Design Coordination Flow Chart ECG Vol. 1 Appendix D: Highway Grading/Surfacing Design Coordination Flow Chart | Rev. 2023 22 Classification: Public  ECG Vol. 1 Appendix D: Highway Grading/Surfacing Design Coordination Flow Chart | Rev. 2023 23 Classification: Public  Appendix E: Surfacing Criteria ECG Vol. 1 Appendix E: Surfacing Criteria | Rev. 2023 24 Classification: Public  Spread Rate Guidelines for First Course Gravel Surfacing Design The following chart has been developed to assist in the design of first course gravel surfacing quantities: Subgrade width Spread rate (m) (m3/km) 7.0 300 8.0 350 9.0 400 10.0 450 11.0 500 12.0 550 13.0 600 14.0 650 15.0 700 16.0 750 17.0 800 18.0 850 The spread rates provided apply to general application only. The condition of the subgrade may affect the actual gravel requirements. ECG Vol. 1 Appendix E: Surfacing Criteria | Rev. 2023 25 Classification: Public  Guidelines for Selecting Type of Seal Coat on a Paved Surface Once a project has been selected and approved for seal coat application on a paved surface, the type of seal coat application is based upon traffic volumes and cost effectiveness as shown in ‘Table 1: Seal Coat Selection Based Upon Traffic Volume’. Table 1: Seal Coat Selection Based Upon Traffic Volume Traffic Volume A.A.D.T Seal Coat Type Specification for Aggregate (see Specification 3.2 Table 3.2.3.1) Designation Class All paved roads1,2 Micro-Surfacing2 Specification 3.26 ISSA Type III > 10,000 – 20,000 Chip Seal 3 12.5 AW3 1,000 – 10,000 Chip Seal 3 12.5 BW3 < 1,000 Graded Aggregate Seal 3 12.5 C3 < 500 Double Seal Coat4 3 163 (both applications) < 300 Restorative Sand Seal5 Contact TSB for Special Provision Notes: Micro-surfacing may be considered for any paved road. Micro-surfacing is the preferred treatment for paved roads with AADT >20,000 that require work to be completed during off-hours (i.e. night time work); or in urban and semi-urban applications; or locations with significant turning movements. Micro-surfacing may not be used in place of Double Seal Coat. Additional micro-surfacing applications are identified in ‘Section 5: Engineering Assessment’. Indicate aggregate class in the contract documents and Unit Price Schedule. Double Seal coat is occasionally applied to a base structure (Granular or Full Depth Reclamation) in lieu of an asphalt pavement. A lower cost treatment that is occasionally used on very low volume highways where a rejuvenating type binder is used to protect and restore an aged oxidized pavement. Has also been used to treat the existing paved shoulders on mill and inlay paving projects. Other Considerations 1. Chip Seal using a Polymer Modified Binder Specification 3.24 Chip Seal Coat specifies that the Contractor is to supply a cationic, rapid set asphalt binder. On multi-lane divided highways the Consultant is to specify a CRS-2P (polymer modified grade). The polymer modification is to increase early stage chip retention and reduce potential problems associated with loose chips. For estimating purposes, the polymer modified asphalt has a premium cost of $0.20/m2. 2. Fog Coat Application Fog coating a chip seal coat after sweeping has been trialed by the Department as a means to reduce loose chips. 3. Racked-In Chip Seal A racked-in chip seal is similar to a regular washed chip seal except the aggregate is spread through two applications. In this process, the binder type and application rate is the same as a regular seal coat. The first ECG Vol. 1 Appendix E: Surfacing Criteria | Rev. 2023 26 Classification: Public  aggregate distribution consists of a Des 3 Cl 12.5 AW/BW product and is applied at roughly 75% of the total application rate. The second aggregate distributor follows closely and spreads smaller size washed chips (8 mm top size). The smaller surface chips are intended to reduce risks associated with loose chips. The premium cost in using the racked-in system is estimated to be $0.50/m2. The longer term in-service performance of the racked-in system is considered to be equivalent to regular chip seals. This type of chip seal application may be selected for use in situations where local traffic conditions could be sensitive to chip sealing operations and associated loose aggregate issues. The choice of Class 12.5 AW or BW aggregate is as per Table 1 (above). The North Central region has the most experience in using this type of seal coat. 4. Asphalt Binder Pre-Spray In this process, a regular chip seal application is used except that two (2) asphalt distributors, working in close tandem, are used to spray the binder. The first distributor applies a light application across the mat except within the wheel paths. The second distributor applies the binder across the full travel lane. In this process, the more heavily travelled wheel paths have a slightly lower binder application in order to be less prone to asphalt “flushing” problems. The chip seal outside of the wheel paths have a slightly higher binder application rate in order to better increase aggregate retention. This system is not normally used by the Department, and Technical Standards Branch should be consulted prior to using. 5. Micro-Surfacing Specification 3.26 Micro-Surfacing describes a slurry type application to be chosen as outlined in Table 1. The micro- surfacing material may also be used for rut-filling applications either with or without a subsequent pass across the entire travel lane. ECG Vol. 1 Appendix E: Surfacing Criteria | Rev. 2023 27 Classification: Public  Surfacing Design Estimate A. Work sheet The work sheet shall contain complete project descriptions and limits for all of the work proposed, and a work-up of the spread rates and application rates per km, for each typical section, type, and layer of material. Extra material required for levelling and minor intersections or approaches, are indicated here. These rates are used in the calculation of quantities in the project estimates. This is also a valuable aid to the Consultant’s Representative in terms of material distribution management. Major intersection and roadside turnout quantities shall be calculated separately. B. Schematic diagram Prepare a graphic logistic layout of all of the major contract work components. It shows the limits of work segments and project limits for each project, expressed in kilometres. Show locations of all of the typical sections and respective limits where they occur. Special notes and details or conditions regarding bridges, curb and gutter, railway crossings, intersections, climbing lanes, and other special peculiarities are also shown here. C. Typical sections and details Show all of the typical sections. Each typical section shows the layers and thicknesses expressed in mm, widths expressed in m, as well as the ACP mix type, and asphalt binder grade to be used in the construction of each material layer. It also indicates the requirements of tack coat and/or spray coats where required. Cross-fall and side- slope gradients should be shown when necessary. D. Project estimates Each project in the contract requires a separate complete comprehensive estimate of quantities and costs. Each estimate shall include the contract costs, contingency, and engineering. E. Bid item summary Prepare a summary of the total quantities from all of the project estimates for all of the bid items in the contract. F. Cost summary Prepare a summary of all of the total costs from all of the projects, for all of the bid items, as well as, the total estimated costs, including contract costs, contingencies, and engineering. G. Surfacing estimate summary Compile a combined summary of quantities and costs used in the preparation of the “Unit Price Schedule” for the final tender documents. H. Contract location map (key plan) Prepare a map showing the geographic location, limits, townships, and ranges, plus the locations of all major intersections, bridge structures, vehicle turnouts, and passing/climbing lanes within the contract. I. Materials distribution summary Prepare a distribution chart for the major haul related materials. ECG Vol. 1 Appendix E: Surfacing Criteria | Rev. 2023 28 Classification: Public  Forms The latest versions of Surfacing Estimate Worksheets and other related forms are available on Engineering Consultant Guidelines, Volume 1 website or provided by the Project Administrator. Surfacing Estimate Worksheet Surfacing Estimate Schematics Surfacing Estimates Typical Surfacing Estimates Surfacing Estimate Summary Materials Distribution Summary ECG Vol. 1 Appendix E: Surfacing Criteria | Rev. 2023 29 Classification: Public  Sample Site Plan ECG Vol. 1 Appendix E: Surfacing Criteria | Rev. 2023 30 Classification: Public  Appendix F: Vegetation Assessment ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 31 Classification: Public  Seed Mixtures Zones ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 32 Classification: Public  Recommended Native Seed Mixes Recommended Seed Mix Percentage Seed Mix Zone by Dry Common Name Latin Name Weight Slender Wheat Grass Agropyron trachycaulum 40% Fringed Brome (Fringed Bromus ciliatus 15% Brome shall be coated) 1 Tufted Hairgrass Deschampsia cespitosa 15% Wetland Mixedwood Northern Wheat Grass Agropyron dasystachyum 10% Rocky Mountain Fescue Festuca saximontana 10% Fowl Bluegrass Poa palustris 10% Slender Wheat Grass Agropyron trachycaulum 35% Fringed Brome (Fringed Bromus ciliatus 20% Brome shall be coated) 2 Northern Wheat Grass Agropyron dasystachyum 15% Dry Mixedwood Tufted Hairgrass Deschampsia cespitosa 10% Rocky Mountain Fescue Festuca saximontana 10% Fowl Bluegrass Poa palustris 10% Slender Wheat Grass Agropyron trachycaulum 35% Rocky Mountain Fescue Festuca saximontana 20% Tickle Grass Agrostis scabra 10% 3 Fringed Brome (Fringed Bromus ciliatus 10% Central Brome shall be coated) Mixedwood Canada Wildrye Elymus canadensis 10% Tufted Hairgrass Deschampsia cespitosa 10% Fowl Bluegrass Poa palustris 5% Slender Wheat Grass Agropyron trachycaulum 30% 4 Canada Wildrye Elymus canadensis 15% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 33 Classification: Public  Mixedgrass and Mountain Brome Bromus carinatus 15% Dry Mixedgrass Northern Wheat Grass Agropyron dasystachyum 10% Western Wheat Grass Agropyron smithii 5% Indian Rice Grass Orzyopsis hymenoides 5% Alkali Grass Puccinellia distans 10% Needle and Thread Grass Stipa comata 10% Slender Wheat Grass Agropyron trachycaulum 25% Northern Wheat Grass Agropyron dasystachyum 10% Fringed Brome (Fringed Bromus ciliatus 15% Brome shall be coated) 5 Green Needle Grass Stipa viridula 15% Central Parkland Canada Wildrye Elymus canadensis 10% Indian Rice Grass Orzyopsis hymenoides 10% Nuttall’s Alkali Grass Puccinellia nuttalliana 10% Western Wheat Grass Agropyron smithii 5% Slender Wheat Grass Agropyron trachycaulum 30% Smooth Wildrye Elymus glaucus 20% Northern Wheat Grass Agropyron dasystachyum 10% 6 Tickle Grass Agrostis scabra 10% Lower Fringed Brome (Fringed Bromus ciliatus 10% Foothills Brome shall be coated) Tufted Hairgrass Deschampsia cespitosa 10% Foothills Rough Fescue Festuca campestris 10% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 34 Classification: Public  Recommended Agronomic Seed Mixes Seed Mix – Percentage Common Name Latin Name by Dry Weight Zone 1, 2, 3, 6 Zone 4, 5 Pubescent Wheat Agropyron trichophorum 40% 32% Grass Dahurian Wildrye Elymus dahuricus 22% 30% Sheep Fescue Festuca ovina 30% 30% Perennial Ryegrass Lolium perenne 8% - Cereal Rye Secale cereale - 8% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 35 Classification: Public  Special Provisions 0.1 Seeding Unless otherwise directed by the Consultant, seeding shall be in accordance with the following: Grass Seed Mix Fertilizer Fertilizer From/To Side Application (Native or Agronomic) Composition Rate INSERTS: see zone map for locations Zone 1 - Peace River District - north and west of High Level Native Seed Mix Percentage Seed Mix by Dry Zone Common Name Latin Name Weight Slender Wheat Grass Agropyron trachycaulum 40% Fringed Brome (Fringed Bromus ciliatus 15% Brome shall be coated) 1 Tufted Hairgrass Deschampsia cespitosa 15% Wetland Mixedwood Northern Wheat Grass Agropyron dasystachyum 10% Rocky Mountain Fescue Festuca saximontana 10% Fowl Bluegrass Poa palustris 10% Agronomic Seed Mix Seed Mix % by Dry Weight Common Name Latin Name Zone 1 Pubescent Wheat Grass Agropyron trichophorum 40% Dahurian Wildrye Elymus dahuricus 22% Sheep Fescue Festuca ovina 30% Perennial Ryegrass Lolium perenne 8% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 36 Classification: Public  Zone 2 - Athabasca District (south of Athabasca) and Grande Prairie District Recommended Seed Mix Percentage Seed Mix by Dry Zone Common Name Latin Name Weight Slender Wheat Grass Agropyron trachycaulum 35% Fringed Brome (Fringed Bromus ciliatus 20% Brome shall be coated) 2 Northern Wheat Grass Agropyron dasystachyum 15% Dry Mixedwood Tufted Hairgrass Deschampsia cespitosa 10% Rocky Mountain Fescue Festuca saximontana 10% Fowl Bluegrass Poa palustris 10% Agronomic Seed Mix Seed Mix Common Name Latin Name % by Dry Weight Zone 2 Pubescent Wheat Grass Agropyron trichophorum 40% Dahurian Wildrye Elymus dahuricus 22% Sheep Fescue Festuca ovina 30% Perennial Ryegrass Lolium perenne 8% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 37 Classification: Public  Zone 3 - Athabasca District (north of Athabasca) and Hwy. Nos. 88, 750, 986 Recommended Seed Mix Percentage Seed Mix by Dry Zone Common Name Latin Name Weight Slender Wheat Grass Agropyron trachycaulum 35% Rocky Mountain Fescue Festuca saximontana 20% Tickle Grass Agrostis scabra 10% 3 Fringed Brome (Fringed Bromus ciliatus 10% Central Brome shall be coated) Mixedwood Canada Wildrye Elymus canadensis 10% Tufted Hairgrass Deschampsia cespitosa 10% Fowl Bluegrass Poa palustris 5% Agronomic Seed Mix Seed Mix Common Name Latin Name % by Dry Weight Zone 3 Pubescent Wheat Grass Agropyron trichophorum 40% Dahurian Wildrye Elymus dahuricus 22% Sheep Fescue Festuca ovina 30% Perennial Ryegrass Lolium perenne 8% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 38 Classification: Public  Zone 4 - Lethbridge District (east of Hwy 22), Calgary District (east of Hwy 22), and Hanna District Recommended Seed Mix Percentage Seed Mix by Dry Zone Common Name Latin Name Weight Slender Wheat Grass Agropyron trachycaulum 30% Canada Wildrye Elymus canadensis 15% Mountain Brome Bromus carinatus 15% 4 Northern Wheat Grass Agropyron dasystachyum 10% Mixedgrass and Dry Western Wheat Grass Agropyron smithii 5% Mixedgrass Indian Rice Grass Orzyopsis hymenoides 5% Alkali Grass Puccinellia distans 10% Needle and Thread Grass Stipa comata 10% Agronomic Seed Mix Seed Mix Common Name Latin Name % by Dry Weight Zone 4 Pubescent Wheat Grass Agropyron trichophorum 32% Dahurian Wildrye Elymus dahuricus 30% Sheep Fescue Festuca ovina 30% Cereal Rye Secale cereale 8% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 39 Classification: Public  Zone 5 - Stony Plain, Vermillion, and Red Deer (east of Hwy 22) Districts Recommended Seed Mix Percentage Seed Mix by Dry Zone Common Name Latin Name Weight Slender Wheat Grass Agropyron trachycaulum 25% Northern Wheat Grass Agropyron dasystachyum 10% Fringed Brome (Fringed Bromus ciliatus 15% Brome shall be coated) 5 Green Needle Grass Stipa viridula 15% Central Parkland Canada Wildrye Elymus canadensis 10% Indian Rice Grass Orzyopsis hymenoides 10% Nuttall’s Alkali Grass Puccinellia nuttalliana 10% Western Wheat Grass Agropyron smithii 5% Agronomic Seed Mix Seed Mix Common Name Latin Name % by Dry Weight Zone 5 Pubescent Wheat Grass Agropyron trichophorum 32% Dahurian Wildrye Elymus dahuricus 30% Sheep Fescue Festuca ovina 30% Cereal Rye Secale cereale 8% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 40 Classification: Public  Zone 6 - Lethbridge, Calgary, and Red Deer Districts all located west of Hwy 22) Recommended Seed Mix Percentage Seed Mix by Dry Zone Common Name Latin Name Weight Slender Wheat Grass Agropyron trachycaulum 30% Smooth Wildrye Elymus glaucus 20% Northern Wheat Grass Agropyron dasystachyum 10% 6 Tickle Grass Agrostis scabra 10% Lower Fringed Brome (Fringed Bromus ciliatus 10% Foothills Brome shall be coated) Tufted Hairgrass Deschampsia cespitosa 10% Foothills Rough Fescue Festuca campestris 10% Agronomic Seed Mix Seed Mix Common Name Latin Name % by Dry Weight Zone 6 Pubescent Wheat Grass Agropyron trichophorum 40% Dahurian Wildrye Elymus dahuricus 22% Sheep Fescue Festuca ovina 30% Perennial Ryegrass Lolium perenne 8% ECG Vol. 1 Appendix F: Vegetation Assessment | Rev. 2023 41 Classification: Public  Appendix G: Supply of Aggregate ECG Vol. 1 Appendix G: Supply of Aggregate | Rev. 2023 42 Classification: Public  Forms The following is a brief description of the forms and their purpose. Examples follow in the same order as listed. Aggregate data summary request Use the Microsoft® Excel® form available on Engineering Consultant Guidelines, Volume 1 website, to formally request an aggregate source for all projects. It will be returned with the information necessary to insert into the special provisions for the contract. This new form replaces all previous versions. Pit Plan This plan shows the proposed pit operations such as areas to be cleared and mined, stockpile and plant sites, and areas to be backfilled or reclaimed. It may not be necessary to repeat in the special provisions what is clearly shown on the plan. A separate reclamation plan may be provided for complex operations. The plans may require an update prior to including it in the tender document if significant time has elapsed between the time the information was received and the tender date. To ensure legibility 1-2500 scale is recommended (ansi-C). Aggregate Testing Plan This plan shows the test holes, open pit and other surface features. The proposed pit operations should not be shown here. An additional plan, sufficiently enlarged to ensure the text is legible, shall be included for the portion of the plan where mining is to occur. The plan may require updating before it can be included in the tender document. To ensure legibility 1-2500 scale is recommended (ansi-C). Sieve Analysis These correspond to the test holes on the Aggregate Testing Plan. These sheets will be included in the tender documents. ECG Vol. 1 Appendix G: Supply of Aggregate | Rev. 2023 43 Classification: Public  Sample Pit Plan ECG Vol. 1 Appendix G: Supply of Aggregate | Rev. 2023 44 Classification: Public  Sample Aggregates Testing Plan ECG Vol. 1 Appendix G: Supply of Aggregate | Rev. 2023 45 Classification: Public  Enlarged Aggregate Testing Plan (Area to be mined) ECG Vol. 1 Appendix G: Supply of Aggregate | Rev. 2023 46 Classification: Public  Appendix H: Utility Adjustment Agreements (Samples) ECG Vol. 1 Appendix H: Utility Adjustment Agreements (Samples) | Rev. 2023 47 Classification: Public  Appendix H contains sample letters and agreements that have been used by the Department to arrange for adjustments to utilities, which are generally required due to highway upgrading or new construction. The latest versions of these samples are available on Engineering Consultant Guidelines, Volume 1 website. All agreements should be sent under the Government of Alberta letterhead/logo except the Letters of: Notification, Requesting for Cost Estimate, and Confirmation of Commencement of Construction, which can be sent out under the Consultant’s company letterhead. Generally, there are three utility crossing scenarios (mainly for pipelines); each has a sample standard crossing agreement: Highway upgrading within highway right-of-way – adjustment is required; Highway upgrading within highway right-of-way – adjustment is not required; New highway construction over utility right-of-way. There may be instances where the sample standard agreement requires modifications (e.g., changes in legislation, different utility types). The modifications should not change the intent and purpose of the standard crossing agreement. Consult the Department’s Utilities Lead and Justice as necessary. ECG Vol. 1 Appendix H: Utility Adjustment Agreements (Samples) | Rev. 2023 48 Classification: Public  List of Sample Letters and Crossing Agreements Purpose Oil/Gas Water/ Sewer Power Telecom Railway Letter of notification Sample 1 Sample 1 Sample 1 Sample 1 Sample 1 Letter requesting utility design options and cost Sample 2 Sample 2 Sample 2 Sample 2 Sample 2 estimates Sample 3 Letter confirmation of cost (Sample 11 for ATCO responsibility and signing of Sample 4 Sample 3 Sample 3 Sample 3 Electric) crossing agreement (Sample 15 for Fortis) Letter confirmation of utility Sample 10 Sample 10 Sample 10 Sample 10 Sample 10 construction schedule Hydrovac agreement within Sample 13 Sample 13 Sample 13 Sample 13 n/a highway right-of-way Crossing agreement for roadway upgrading - utility Sample 6 Sample 6w n/a n/a n/a adjustment not required Sample 3 Crossing agreement for (Sample 11 for ATCO roadway upgrading - Utility Sample 5 Sample 5w Sample 3 n/a Electric) adjustment required (Sample 15 for Fortis) Sample 7 New roadway over existing (Sample 12 for ATCO Gas utility crossing agreement and Pipelines) (Sample 14 for TC Energy) New railway crossing n/a n/a n/a n/a Sample 8 agreement Roadway upgrading at existing railway crossing n/a n/a n/a n/a Sample 9 agreement Note: Sample 3, 11 and 15 are not to be used to accept proposal for the installation of power supply services. Such services must be quoted by the service provider of the franchise area as fixed price contributions. Agreements for payment of utility adjustment costs are documented separately from the "Utility Crossing Agreement". In the case where utility adjustment is required, the letter confirmation of cost responsibility as well as the letter confirmation of utility construction schedule should be used and included to form part of the crossing agreement. Specifically for ATCO Gas and Pipelines Ltd., in addition to the above requirements, a copy of the applicable Master Agreement regarding prime contractor obligations (signed by ATCO Pipeline Ltd. on June 8, 2006 regarding high pressure pipelines, and by ATCO Gas Ltd. on May 23, 2006 for low pressure gas distribution pipelines) should be appended to form part of the agreement. In the case where sample 11 is used, a copy of the letter for the Master Agreement, regarding prime contractor obligations, signed by ATCO Electric and Alberta Transportation (now Transportation and Economic Corridors) on May 11, 2006, should be appended to form part of the agreement document. For the protection of the utility line during highway construction, Utility Owner typically provides their schedule(s) of conditions to be attached to the crossing agreement. Such schedule(s) should be strictly for safety and protection of the utility line, and nothing else. The Operations Manager needs to be informed in writing when there are implications on highway operating/maintenance costs. For additional information on utility coordination process, refer to the ‘Utility Coordination Process Manual’. ECG Vol. 1 Appendix H: Utility Adjustment Agreements (Samples) | Rev. 2023 49 Classification: Public  Appendix I: Sample Cost Estimates and Summary ECG Vol. 1 Appendix I: Sample Cost Estimates and Summary | Rev. 2023 50 Classification: Public  Forms The latest versions of templates and examples are available on Engineering Consultant Guidelines, Volume 1 website. “A” Estimate Template o “A” Estimate Example “B” Estimate Template o “B” Estimate Example “C” Estimate Template o “C” Estimate Example “D” Estimate Template ECG Vol. 1 Appendix I: Sample Cost Estimates and Summary | Rev. 2023 51 Classification: Public  Appendix J: Value Engineering and Value Analysis Services ECG Vol. 1 Appendix J: Value Engineering and Value Analysis Services | Rev. 2023 52 Classification: Public  General Value Engineering and value analysis services are to be delivered by a certified facilitator with experience and training in delivering Value Engineering, Risk Management, and Constructability Review services. The facilitator shall fulfil the following criteria: Certified Value Specialist (CVS®) accredited by SAVE International Licensed as a P.Eng. or P.E. Have experience in five similar projects in the past five years The services shall include the following scope of work: Value Engineering: utilizing SAVE International standards and a workshop delivered by a CVS® certified facilitator Risk Management: utilizing PMI Standards and the structured approach preferred by the Project Management Institute (PMI) Constructability Review: utilizing the Construction Industry Institute’s (CII) standards and process Value Engineering Value Engineering is defined by SAVE International (the governing body for Value Engineering) as a systematic process used by a multidisciplinary team to improve the value of a project through the analysis of its functions. SAVE defines Value as a fair return or equivalent in goods, services, or money for something exchanged. The Department’s goal is to improve the value of its projects through the examination of function, where value is the ratio of function to cost. Value provided through the implementation and completion of Department projects can be increased by either improving the function or by reducing the cost of projects. Through Value Engineering, the Department will evaluate options on projects through gathering of information, measurement and analysis of alternatives, generation of innovative alternatives for the projects, evaluation of the ideas, detailed idea development including looking at impacts, costs and performance of alternatives, and finally presentation of ideas. Value Engineering may include but is not limited to the following: Facilitate Value Engineering Workshops Complete Value Engineering Reports Risk Assessment and Management The PMI defines a project risk as "an uncertain event or condition that, if it occurs, has a positive or negative effect on a project's objectives." Risk Management includes the process of conducting Risk Management planning, identification, response, and control on a project, as per the PMI’s defined process. Managing project risk is a priority for the Department. The goal is to identify, assess, and prioritize risks followed by coordinated and economical application of resources to minimize, monitor, and control the probability and/or impact of events or to maximize the realization of opportunities. Specifically, the Department is interested in all risks that could have impacts on quality, schedule, and/or costs. Risk Assessment and Management may include the following: Create, provide, monitor, and control Risk Registers including meeting with all stakeholders and creating a list of all risks associated with the project that could have impacts on quality, schedule, and/or costs. The Risk Register will be used as a basis to assign costs to the risks which will subsequently be used in establishing contingency values. The Risk Register will be maintained throughout the design and construction phases and updated at design and construction meetings. Develop Risk Management plans including strategies for each identified risk and assure that all mitigations strategies are in place throughout all phases of the project. The Consultant will communicate and monitor all risk mitigation strategies that are to be adhered to by all parties involved with the project. The Consultant will provide ECG Vol. 1 Appendix J: Value Engineering and Value Analysis Services | Rev. 2023 53 Classification: Public  a compliance monitoring program to ensure that the recommended mitigation measures are undertaken as specified. Organize and facilitate Risk Management workshops with subject matter experts present near the conclusion of each major design phase including concept, preliminary, and detailed design. Constructability Review The CII defines Constructability Review as, “the optimal use of construction knowledge and experience in planning, design, procurement, and field operations to achieve overall project objectives.” The facilitator shall develop and implement a strategy for completing a Constructability Review of the design aligned with the project schedule and work plan. The workshop objective would focus on incorporating construction knowledge into the design by exploring the current design components, staging, schedule, access, site layout, utilities, and other potential constructability issues. Deliverables The facilitator will work with the Department and consulting team to create a work plan, including the following: Identify external experts Prepare for workshops (e.g. logistics, project background information) Plan for workshop delivery (in person or virtual depending on the health restrictions) Workshop facilitation Draft and finalize reports Develop and manage recommendations and an implementation plan alongside the consulting team ECG Vol. 1 Appendix J: Value Engineering and Value Analysis Services | Rev. 2023 54 Classification: Public  Appendix K: Project Records Management ECG Vol. 1 Appendix K: Project Records Management | Rev. 2023 55 Classification: Public  Scope of Records Management in Volume 1 This appendix documents the Department’s expectations regarding records management up to and including tender package completion. Project Records File Submission The Project Records file shall be submitted prior to final invoice submission for engineering services on a project. Electronic files for all text and graphics shall be included. In the circumstance where the Consultant is contracted to perform a planning project or roadway project, the Consultant is required to submit one Project Records file with the following identifiers: Highway Number, Control Section Number, Kilometre “from and to” information (project limits), Contract Number, Contract Execution Date, and Project Description. The information within the Project Records file shall be categorized according to the headings shown below. For bridge projects, in addition to the identifiers listed above, the Project Records file shall include the Bridge File Number. The information within the Project Records file shall be categorized according to items 3a and 3b below. Final Tender Packages shall be stored in the Departments’ program management application (e.g. PMA Delivery, Maintain Tender) Consultants are required to prepare a complete duplicate copy of the Project Records files, including the Tender Package, and retain the information for ten (10) years. After this time, the documents should be returned to the Department for destruction. Note: All final version drawings and engineering documents need to be authenticated in accordance with APEGA’s Professional Practice Standard and with the Department’s ‘Design Bulletin #108: Implementation of Authentication for Electronic Submission of Engineering Documents’. Project Records File Categorization In order to maintain an effective records system according to standards acceptable to the public body (refer to ‘Section 1.3.5: Records, Freedom of Information, and Protection of Privacy Act’) and to serve the future needs of the Department, the following records must be prepared, submitted, and a copy retained by the Consultant. The records are listed in categories as follows: 1. Planning Project 2. Roadway Project a) Preliminary Survey b) Grading Design c) Environment d) Utilities e) Lands and Aggregates f) Geotechnical g) Surfacing h) Traffic 3. Bridge Project a) Bridge Preliminary Engineering b) Bridge Design 4. Tender Package ECG Vol. 1 Appendix K: Project Records Management | Rev. 2023 56 Classification: Public  1. Planning Project Two bound hard copies of the complete final report are required. All electronic data, for example survey data, digital files for photo image, digital file for interchange or intersection plans, etc. shall also be submitted for department use. Public participation documents (i.e. questionnaires) shall be bound separately to enable the Department to protect the privacy of the individual as per FOIP. 2. Roadway Project All electronic files of the design categories below (from 2a to 2h), shall be clearly labelled, and submitted to the Project Administrator prior to final invoice submission for engineering services on a project. a) Preliminary Survey o An ASCII geographic coordinate file (xyz values such as latitude, longitude, elevation) for roads and bridges site surveys including raw and processed data of survey, geodetic datum and other survey specifics. o Utilities Survey o Surveyed location and depth of installation of telephone cable (size and type) and pedestals, overhead telephone lines, power lines, television, telecommunication, pipeline company instrumentation, pipelines, telegraph, railway operating cables, etc. shall be noted in the survey field book. o Railway Crossings ▪ The complete details of survey and all plans prepared for railway crossings b) Grading Design o Geometric, Safety, and Surfacing Assessment Reports (when prepared by the Roadway Design Consultant) o Final Grading Design Package including Design Drawing mosaic profile plans, intersection plans, utility plans, overhaul diagram, and other special drawings o A zipped file of Computer Aided Detailed Design of the entire project including road allowances, roadside turnouts, accesses, and service roads Note: The database should be ready for loading in the program software to print design information as well as to view the Design Cross Sections, Earthwork Quantities, and Overhaul Diagrams. o Design Element Files ▪ horizontal and vertical alignments ▪ typical cross-sections ▪ super-elevation ▪ climbing/passing lanes ▪ soil survey information (i.e. borings file) ▪ area/surface parameters ▪ borrow files ▪ volume files o Record Drawing mosaic profile plans o Record Drawing plans for intersection geometric layout, passing lanes, climbing lanes, interchange, roadside turnouts, etc. c) Environment o Approvals issued by Alberta Environment and Protected Areas (AEP) need to be retained until a reclamation certificate is obtained for borrow pits and gravel pits o Permits and licenses issued by AEP may need periodic re-authorization o Letters of clearance issued by Alberta Culture for archaeological sites, etc. o Terms and conditions from referrals ECG Vol. 1 Appendix K: Project Records Management | Rev. 2023 57 Classification: Public  d) Utilities o Utility crossing plans and associated crossing agreements (plan to be retained with Finals Details) o Utility alteration estimates, where applicable o Correspondence with utilities companies o Utility Accident Reports (form in ‘Appe