MEMORANDUM

DEPARTMENT OF TRANSPORTATION

From RDI 08-06 (“Design/Construction/Traffic Partnership”):

Memo to the EIC

Concurrently or after the preparation of the PS&E package, the PM and designer will prepare the Memo to the Engineer-in-Charge. This memo is intended to give information from design to construction that is not part of the PS&E package. The memo will include some or all of the following topics as appropriate to the project:

1. The intent of the contract (i.e., what problems we are correcting).

2. Special issues or concerns.

3. Commitments made to property owners or local government officials. Include their names and phone numbers in the stakeholder contact list.

4. Special conditions of any permits.

5. Status of construction releases.

6. Any special issues discovered after the PS&E that may require action by the EIC.

7. Other information that the designer or the Project Manager feels is appropriate.

8. A Stakeholder Contact List (for all affected parties, i.e. emergency services, schools, public transit, local government officials, etc.)

The memo will be sent to the EIC before the pre-construction meeting, with an electronic copy to the Construction Supervisor, the Design supervisor, the LAES job manager, the Work Zone Traffic Control representative and the Design Quality Control Engineer. Others may be included as electronic cc’s as applicable.

The design community participation coordinator will assist the PM with an update of the stakeholder contacts list throughout the design phases and just prior to the construction handoff.

TO: NAME, E.I.C., Region 1 Construction

FROM: NAME, Project Manager, Region 1 Design

SUBJECT: Memo to the EIC

Forwarding Design Information to the EIC

PIN ####.##.###, Contract D26####

PROJECT DESCRIPTION

MUNICIPALITY

COUNTY

DATE: June 4, 2010

Electronic CC: NAME, Construction Supervisor, Region 1

NAME, Design Supervisor

NAME, Landscape/Environmental Job Manager

J. Rutnik, Regional Work Zone Traffic Control Coordinator

M. McNeill, Design Quality Control Engineer

NAME, COUNTY Resident Engineer (Discretionary)

R. Meyer, Regional Utility Engineer (As Applicable – Utility Involvement)

NAME, Real Estate Contact (As Applicable – Right-of-Way Involvement)

This memorandum contains information for the EIC at the time of construction, including notes to the EIC and project contacts.

I am forwarding the following information to you for your use during the construction phase of the above-referenced project:

·  X

·  Y

·  Z

EXAMPLES FOLLOW

·  Final Design Report/Environmental Assessment (dated MONTH DATE YEAR)

·  Engineer’s Estimate Work-up Sheets

·  List of CADD/InRoads files utilized for the project (on CD)

·  Sign Face Layout Sheets (paper copy & on Supplemental CD)

·  Subsurface Exploration Logs (paper copy & on Supplemental CD)

·  ECOPAC Form

·  Asbestos Assessment Survey by SOURCE, dated MONTH YEAR (on Supplemental CD)

·  Hazardous Waste Letter from SOURCE, dated MONTH DATE YEAR (on Supplemental CD)

·  Stormwater Pollution Prevention Plan (SWPPP)

·  Copy of NYSDEC GP-0-08-001 Letter of Acknowledgement

·  Copy of subsurface utility investigations performed by SOURCE

·  11"x17" Cross Sections for the project (paper copy & on Supplemental CD)

·  Project photos (on CD)

·  Copy of letter from NAME County approving the use of County Route(s) ### for detour

·  Copies of the acquisition maps for the project

·  Copies of releases obtained from residents

Also, please be advised of the following issues (in descending order of priority OR in no particular order):

1.  Xx

2.  Yy

3.  Zz

Some more common items follow:

4.  Please notify the following at least two (#) weeks prior to the road closures (IF PROJECT INCLUDES CLOSURES):

·  NAME Fire Department – CONTACT @ ###-####

·  All other appropriate emergency services (work w/Joe Rutnik from R1 Traffic)

·  Town (/City/Village) of NAME @ 756-6006

·  BUSINESS(ES) NEAR WORK SITE – CONTACT @ ###-####

5.  Please notify the NAME County Commissioner of Public Works (CONTACT NAME, ###-####) in writing one (1) month prior to implementing the detour route.

6.  We have obtained/requested releases from several property owners. Copies of the releases we have obtained to date are enclosed. Those received after this memo is sent out will be forwarded to you. Here is a summary of the releases obtained/requested:

Property Owner / Type of Release / Release(s) Obtained / Release(s) Pending
Driveway / Landscaping / Grading
LASTNAME / X / X / X / X
LASTNAME
LASTNAME
LASTNAME
LASTNAME

7.  For correspondence, meeting minutes, conversations, etc., relating to the development of the project please feel free to look through the information within the ####.##.### (D26####)/FOLDERNAME ProjectWise folder.

8.  INFORMATION/CONTACT PERSONS FOR ANY SPECIAL EVENTS TAKING PLACE DURING CONSTRUCTION PERIOD

Design Automation Files

All plan sheets are in ProjectWise in the Folder Name Folder in PIN ####.##.

Project Contacts

NAME Project Manager ###-####

NAME Project Designer ###-####

Greg Wichser R-1 Materials Engineer 782-7291

Bob Meyer R-1 Utility Engineer 388-0284

Joe Rutnik R-1 Traffic (MPT Coordinator) 388-0368

NAME R-1 Landscape/Environmental Job Manager ###-####

NAME R-1 Real Estate ###-####

NAME COUNTY Resident Engineer ###-####

Lorenzo Distefano R-1Signs and Signals Engineer 388-0235

NAME COUNTY Engineer ###-####

(or Superintendent/Commissioner of Public Works, or Highways)

NAME Mayor, Village or City of NAME ###-####

NAME Supervisor, Town of NAME ###-####

NAME Highway Superintendent, Town of NAME ###-####

Enclosures (as listed)

______

Region One  Design