The full definitions for terms included in this article (listed below) can be found in the HKP Glossary.

• Change Order

• Environmental Overview

• National Highway System (NHS)

• ProjectWise

• Public Involvement Plan (PIP)
• Strategic Highway Investment Formula for Tomorrow (SHIFT)
• Subsurface Utility Engineering (SUE)
• Traffic Control Plan (TCP)
•  Value Engineering (VE) Study

Once an alternative is selected and the transportation decision is documented (e.g., National Environmental Policy Act [NEPA] Document and Design Executive Summary [DES]), the project moves into final design. Details prepared for the selected alternative in final design are used to develop plans for ROW acquisition, utility relocation, and construction. The plans should contain details and quantities needed to bid and construct the proposed project, including a final cost estimate. The most important role of the PM during this phase is to constantly track and coordinate the activities and compare with the project schedule. The PM and PDT should work across disciplines to help each other coordinate efforts and resolve any project issues.

For most KYTC Capital Improvement projects, project development is commonly broken into two phases (e.g., preliminary design and final design). This allows for the preliminary design process to generate a reasonable range of alternatives and select a more detailed project definition. These details are necessary to understand the type and amount of work needed in final design.

The PM initially requests enough funding to complete preliminary engineering and environmental work. After a transportation decision is made and adequately documented, the PM then requests additional funding for the completion of final design. Final Design Funding Authorizations mirror the process used in the initial funding request.

An exception to the two-phase process might include small bridge replacement projects, where alternatives are limited, and the scope is well defined. In this case, the PM might decide to combine the preliminary and final design into one phase, resulting in just one design funding request.

If consultant services are used on a project where additional phases of work are added to the scope, the contract must be modified, and the schedule adjusted. The Division of Professional Services helps the PM with contract modifications. A contract modification is negotiated using the same procedure as the original contract.

The Division of Professional Services webpage contains helpful tools and guidance, including the Professional Services Guidance Manual (Section PS-15-06). Also refer to the Highway Design Guidance Manual (Section HD-205).

Review the HKP Article Understanding a Consultant Contract (coming soon) for more information on consultant contracts.

Final design generates the detailed plans and documents needed for ROW acquisition, utility relocation, permitting, and construction of the selected alternative. The final design must incorporate (1) resolutions to project-specific issues or special circumstances identified in the preliminary design phase and (2) information in the approved DES.

During final design, if changes are made to the controlling design criteria, project scope, or budget that result in the project budget being more than 15% over the budget listed in the Enacted Highway Plan, the changes must be approved through the Location Engineer and then documented in an amendment to the DES. See Section HD-203.6.2 of the Highway Design Guidance Manual for more information.

When activities in one subject-matter area influence work in another during final design, an iterative approach should be adopted during the revision process. Work between subject-matter areas can and should overlap. During this phase, the PM relies on the critical path schedule to target work progress and to identify strategies to keep the project moving forward. Refer to the HKP Articles Project Schedule and Development of Milestones (coming soon) and Monitoring Scope, Schedule, and Budget (coming soon) for details.

Sometimes the PDT may need SUEThe SUE process combines civil engineering, surveying, and geophysics. It utilizes several technologies, including vacuum excavation and surface geophysics to determine more precise locations of existing underground utilities. Quality Level (QL) A or B surveys to complete final design. These surveys are especially useful in areas with multiple underground utilities that potentially conflict with proposed construction. Conflicts can significantly delay projects. SUE QL A or B survey data are used to determine if it is feasible to design around utilities instead of relocating them.

Think of SUE QL A or B surveys as activities performed during the utility phase unless potential impacts are severe enough for the PDT to further evaluate alternatives prior to selecting the preferred alternative. In this case, design funds could be utilized for the SUE work earlier in the design phase.

Redesigns may be needed if any of these facilities are within the project footprint — large gas transmission lines, water mains, buried fiber optic cable, and other facilities whose relocation will result in costs or delays disproportionately large compared to the overall project budget and schedule.

Even if a utility relocation is not reimbursable (i.e., direct costs will not impact the project budget), the PDT may elect to avoid the facility if relocation work would significantly impact the project schedule.

Advertisements for consultant services should mention that the consultant will be required to survey utilities to different QLs as needed during project development.

For additional information refer to FHWA SUE and KYTC Design Manual HD-304 Surveying-Utility Location

A proposed drainage plan for the selected alternative includes culverts and headwalls, inlets and storm sewers, bridges, temporary drainage, and project-specific drainage needs. Proposed drainage plans must contain economical and hydraulically feasible solutions that comply with KYTC’s policies, specifications, and standards. Early and continued coordination by the PM with the Central Office Drainage Engineer assigned to the district office is essential to the drainage decisions made on the project.

Once the drainage design meets the PDT’s expectations, all relevant information is placed into ProjectWise at the appropriate location. The submittal format facilitates the organization of documents as well as the review process. The PM provides the drainage submittal to the Central Office Drainage Section. Drainage submittals are required on most projects that:

• Contain major drainage structures, including structures used to transport water directly through, or which delay the flow of water into or away from, the roadway system; or
• Include extensions of existing structures or improvements to those structures or drainage systems.

The exception is bridge replacement projects included in the Statewide Bridge Project Delivery Services. The goal of these projects is to replace a bridge in-kind and in the same location so that the size of the existing bridge’s hydraulic opening is matched or exceeded. A risk assessment is required for all crossings classified as bridges on these type projects, as defined in the Drainage Manual (Section DR-807), to determine the risks and required level of hydraulic analysis. A full drainage submittal may not be required.

The Division of Highway Design uses two drainage submittals: preliminary and final. Typically, preliminary drainage submittals are not required unless bridges, bridge-sized culverts, storm sewers, or major channel changes are among the drainage features. A third submittal — the advance situation folder — is primarily used by the Division of Structural Design. The Highway Design Guidance Manual (Sections HD-204.13 and HD-204.20), Drainage Manual (DR-300), and Structural Design Guidance Manual (SD-200) contain detailed instructions on procedure and format.

A drainage inspection meeting — which the PM is responsible for scheduling — is held for each project. It is often combined with the Final Joint Inspection meeting (refer below to Section 15 Final Joint Inspection), with comments on drainage design being incorporated into the meeting minutes. If a project or the drainage design are complex, a separate drainage inspection meeting may be held. Whether the drainage inspection meeting is combined with the Final Joint Inspection meeting or held independently, its purpose is to review material submitted in the preliminary folder and let subject-matter experts (SMEs) ask questions about elements of the submittal they are unclear on.

A separate drainage inspection report is prepared when a drainage inspection meeting is held, or if the PM deems it appropriate. Regardless of how minutes are documented, discussions on drainage design are placed in the drainage inspection report. This report:

• Summarizes written comments from SMEs on the drainage design as well as responses from the PM and/or drainage designer, and
• Documents that all personnel concur with the final drainage design (including modifications made based on SME reviews of the initial design).

When project plans call for larger drainage designs and features (e.g., bridges), the drainage inspection report also:

• Recommends location, span arrangement, and abutment type as well as the sounding layout for drainage structures, piers, and abutments, and
• Documents if scour analysis is needed, which is determined during the geotechnical investigation.

The PM must ensure the report includes the Central Office Drainage Engineer’s endorsement of the drainage inspection meeting minutes and comments.

The final drainage submittal:

• Includes recommendations from the review process
• Serves as the permanent record of the project drainage plan
• Contains all required information to support the selection of drainage items proposed in plans
• Documents final resolution(s) of drainage inspection comments

In the event of flooding and subsequent lawsuits by plaintiffs whose properties are damaged by high water, the final drainage submittal contains materials KYTC will cite as evidence to justify and defend its decision making.

Variations on current practices and standards incorporated into the drainage plan are fully documented in the final drainage submittal. Once the final drainage submittal is approved, the PM needs to make sure that the approved submittal is included in the project folder for future reference and documentation.

The PM and PDT need to draw on resources from several Divisions to design a pavement structure that will support the traffic load and distribute it to the roadbed. These include:

• Division of Planning
• Division of Structural Design’s Geotechnical Branch
• Division of Highway Design Pavement Branch

With the help of staff in these Divisions, the PM records the project-specific conditions and decisions made during the pavement design process.

Typically, the PM determines who develops the pavement design, although the Pavement Design Responsibility Chart (Figure 1) is used to determine the submission and approval. The pavement design is typically developed and submitted for approval after an alignment is chosen, traffic data is obtained, and existing soil properties are assessed by the Geotechnical Branch.

*Average Annual Daily Truck Traffic (AADTT) is current year data. NHS is the National Highway System(NHS)A network of nationally significant highways within the United States approved by Congress. NHS includes the Interstate Highway System and over 100,000 miles of arterial and other roads. .

** LCCA – Life Cycle Cost Analysis

*** Structural Overlay requires Type Selection Justification and LCCA if overlay is adding more      than 4 inches of new pavement.

Figure 1- PAVEMENT DESIGN RESPONSIBILITY (Recreated from KYTC Design Manual, Pavement Design Section HD-1001.2)

The Highway Design Guidance Manual (Sections HD-1001.2 – HD-1001.3) lists responsibilities related to pavement design preparation, submittal, and approval.

Pavement Branch staff provide technical assistance, review and advice, training, and support. Consult the Pavement Design Guide when preparing pavement designs for new construction or full-depth reconstruction projects. The PM may also request pavement designs from the Central Office Pavement Branch by submitting a request to the Transportation Engineering Branch Manager (TEBM) of the Pavement Branch.

Kentucky uses AASHTO’s mechanistic empirical (ME) pavement design process and AASHTOWare’s Pavement ME software. For most new and reconstructed pavements in Kentucky, designers use Pavement ME. A 20-year design life is recommended if Pavement ME is used to develop the structural design. Pavement Branch staff help the PDT tailor solutions to project-specific conditions.

Pavement designs should be adapted to the conditions and characteristics of each project location and depend on engineering factors, including:

• Traffic
  • Consider both total volume and the percentage of truck traffic when selecting pavement type.
  • Upon request, the Division of Planning will provide traffic forecast values for Average Annual Daily Truck Traffic (AADTT), Average Daily Traffic (ADT), and Percent Trucks (%T)
• Subgrade Characteristics
  • The load-carrying capacity of a native soil is of utmost importance in pavement performance. The Geotechnical Branch offers guidance and makes recommendations on subgrade stabilization. Upon request the Geotech Branch will provide subgrade strength values such as Resilient Modulus (MR) and California Bearing Ratio (CBR).
• Construction
  • Speed of construction, MOT stages, anticipated future widening, and ease of replacement may influence the selection of pavement type.
• Cost
  • Initial construction costs, the cost of subsequent stages or corrective work, anticipated life, maintenance costs, and costs to road users during periods of reconstruction or maintenance are all important considerations.

The PDT initially selects hot mix asphalt (HMA) bound material or Portland Cement Concrete (PCC) pavement (flexible or rigid). Alternate Pavement Type Bidding (AD/AB) procedures may generate project savings if one pavement type does not hold a clear advantage over another.

For more information on pavement design visit the Pavement Branch website and consult the Pavement Design Guide.

Final design addresses several project-specific topics. The outcome of final design is a set of plans, profile sheets, cross sections, and the necessary detail sheets. For further information concerning KYTC CADD Standards and the delivery of contract plans and proposals, including Electronic Engineering Data (EED), refer to CADD STANDARDS POLICY MANUAL.

During final design — if not earlier — roadway design staff with the oversight of the PM, engage in and complete work on numerous topics, including:

• Intersections
• Roadside safety and guardrail design
• Pavement design
• Drainage submittal development
• Item quantity takeoff measurements for the general summary, pavement summary, and drainage summary (bid item quantities and types)
• Final earthwork volume measurements according to each material classification
• Construction estimate
• Erosion control plan details
• Construction notes and temporary traffic control measures
• Traffic Management Plan (TMP), including the Traffic Control Plan (TCP) Traffic Control Plan (TCP)The TCP should outline specific requirements for proper maintenance and control of traffic during construction. This includes Maintenance of Traffic Detail Sheets and Notes included in the final plans. and a Public Involvement Plan (PIP)For certain KYTC projects a PIP should be developed thru coordination with the district public information office (PIO) and district project delivery and preservation (PD&P) staff to provide accurate and timely information to the public concerning project start dates, road closures, etc. when applicable
• Signing and pavement markings/striping plan
• Pedestrian and/or bicycle facilities design
• Proposed ROW and easements
• Deed descriptions for proposed ROW
• Finalization of plan deliverables (including electronic files)

For projects designed by KYTC staff, the PM submits to the Division of Structural Design all necessary data for analysis and design (including the Advance Situation Survey and Advance Situation Folder).

When a consultant prepares designs for bridges, box culverts, tunnel liners, retaining walls, and noise barriers, the consultant coordinates and submits the information to the Division of Structural Design for review and approval. This coordination should be captured in their monthly reports submitted to the PM. The review process has five phases:

1. Advance Situation Folder (serves as the “order form” for structure plans)
2. Preliminary Plans, Stage 1 (Preliminary structure plans submitted for review. Upon completion of the Stage 1 Preliminary Plans, the Division of Structural Design will determine whether Stage 2 Preliminary Plans are required)
3. Preliminary Plans, Stage 2 (if required- Includes preliminary plans with revisions from the Preliminary Stage 1 review)
4. Final Plans, Stage 1 (Detailed structure plans, including design, details, special notes, and quantities submitted to Division of Structural Design for review)
5. Final Plans, Stage 2 (Final structure plans with any changes from Stage 1 Final plans review, to be included in the final plans submitted for a letting)

Detailed format and content requirements for the submittal are described in the Structure Design Guidance Manual, Drainage Guidance Manual, and Highway Design Guidance Manual (Sections HD-204.20 and HD-207.11).

The purpose of a PM’s review of early-stage and final structure plans is to ensure a structure’s design aligns with the project’s intent and does not conflict with other project details (e.g., utilities, MOT, environmental concerns, barrier considerations).

The Geotechnical Report should be completed prior to the Advance Situation Folder submittal, otherwise the final structure design will be delayed due to the time needed to finish geotechnical work.

For bridges with wall-type abutments, a spill-through–type structure is generally more economical than a short-span structure with tall abutments. Selection of bridge type should be coordinated by the PM in concert with Division of Structural Design.

Often, the Standard Specifications adequately address the demolition and disposal of existing structures. In some cases, special demolition instructions may be needed, such as when the partial demolition of an existing structure carrying traffic is necessary.

Project details that complicate structure design (and the other phases of project development) include:

• Curved bridges
• Phased construction
• Steel bridges
• Railroad overpass or underpasses
• Hydraulic requirements

For additional information about the Division of Structural Design and submittal procedures, see the HKP Article Division of Structural Design.

Engineering service agreements are keep-cost agreements that KYTC uses to reimburse utility company staff or an approved consultant for relocation engineering and administrative work. They may be established for engineering, accounting, legal, appraising, or consulting services and can be used for any of the following reasons: 

• The utility company requires the immediate ability to invoice only engineering-related work.
• Utility relocation will be included in the highway contract, and the utility company will not be directly reimbursed for construction costs.
• The Cabinet has determined that utility relocation engineering should begin before U-phase funding is available (e.g., to help with the project schedule).

As noted in the HKP Knowledge Book- Sections 3,4, and 5: Identify and Contact Involved Utility Companies and Locate Utilities:

The PM, in consultation with the District Utility Section, may determine that the preliminary utility engineering relocation design should be initiated before the U-phase funding authorization. Initiation may occur as early as the start of roadway design. If the work is eligible for reimbursement, D-phase funds are used. Look at the HKP Article Project Time Management Data Gathering for more details. 

Early initiation is encouraged for the following project types:

• Extensive utility work is needed and cannot be completed without early utility engineering.
• Adhering to the project schedule is not possible without early utility engineering, and the letting date must be maintained.
• The project includes complex utility relocations that require more extensive, time-consuming coordination efforts (e.g., impacts to gas transmission lines).
• Utility easements must be procured, and preliminary engineering is required to identify the easement.

When engineering agreements are used, preliminary engineering (relocation design for the utility) is reimbursed by a separate agreement using a funding source that differs from what is used for utility relocation construction. Relocation construction may be reimbursed under a typical keep-cost or lump-sum relocation agreement.

For additional information, refer to the KYTC Utilities and Rails Guidance Manual.

The Final Survey Report documents project survey details. The party responsible for the survey prepares and submits the report to the PM.

The District Surveyor or consultant PM (if applicable) must submit a PDF of the survey report to the KYTC Survey Coordinator for review. This report generally includes the following information:

• Project name and identification, including:
  • County, Route, Mile Post, E.A., or Project Identification
• Survey date, limits, and purpose
• A scaled map (e.g., KML file) of the project area that shows all primary and supplemental (horizontal and vertical) control monumentation established along with appropriate designation.
• Datum realization, epoch, geoid model, and units
• Project datum factor (if used) that relates to the Kentucky State Plane Coordinates
• Dated signature and seal of the Kentucky Professional Land Surveyor in charge, if a consultant survey crew is used
• Description of all primary and project control found, held, or established
• Closures of all traverses

For a complete list of items contained in the report, refer to Highway Design Guidance Manual (Section HD-301.6). Refer to the Highway Design Guidance Manual (Section HD-309.9.5) for more information on the Survey Report.

Survey pickup may be necessary at multiple times throughout final design as the designers encounter details that are new, or which require confirmation. The PM is encouraged to collect survey needs and strategically order the survey to maximize efficiency. Examples of this type of small-scale survey work include identifying a new building or feature, a disputed property boundary between two parcels, a developing slide, or septic lines. Having accurate knowledge of where existing structures are located and their boundaries is particularly Important to the design process. 

The PM consults with the Geotechnical Branch to determine the level of geotechnical investigation. The level of effort ranges from advisory to a full-scale geotechnical analysis, with fieldwork, lab work, and reports for roadway, structures, or both.

Traditionally, the geotechnical investigation begins after the Preliminary Line and Grade meeting has been held and the alignment selection has been made. However, seeking and obtaining geotechnical information earlier in the project development process is invaluable for the PDT’s decision making. For example, if geotechnical recommendations for cut-and-fill slopes are proposed early, more accurate estimates of the disturbed area and the amount of ROW needed can be produced.  

The Highway Design Guidance Manual, Drainage Guidance Manual, Geotechnical Guidance Manual, and Structures Design Guidance Manual all contain information on the level of geotechnical investigation appropriate for a given project feature. More in-depth geotechnical investigations are needed where springs, landslides, mines, karst, faulted strata, acidic shale, mineral deposits, or other topographic or subsurface features are present.       

Large drainage structures require more extensive geotechnical field data collection and analysis than smaller structures. A large drainage structure meets one or more of the following criteria:

• All bridges
• Culvert pipes with a diameter (or equivalent) greater than or equal to 54”
• Culvert pipes with improved inlets
• All cast in place box culverts
• All precast or metal box culverts 4’ span x 4’ rise or larger
• All bottomless (3-sided) structures

Final plan development relies heavily on geotechnical report recommendations. The Geotechnical Branch provides the following sheets for inclusion in the roadway plan set:

• Geotechnical notes sheets
• Geotechnical symbols sheets
• Soil profile sheets

The scale of soil profile sheets are commensurate with the project’s scale.

Soil profiles can be used to establish cut-and-fill slopes. CBR values can be used to develop the pavement design, cut and embankment stability sections, and rock refill. The designer determines the quantities of rock available from roadway excavation and the quantity needed for rock roadbed, embankment, and rip rap using information from the geotechnical report. Embankment foundations and/or transverse (profile) benches, granular embankment, or a proving period may be needed. 

For more detailed information concerning the Geotechnical Process, visit the HKP Article Geotechnical Investigations – Where to Begin and How to Proceed.

Traffic control devices regulate, inform, warn, and guide roadway users. Examples of traffic control devices are: 

• Signing
• Pavement markings
• Electrical traffic control devices (including traffic signals)
• Lighting

Note: Some transportation agencies are moving towards Transportation Systems Management and Operations (TSMO) Plans. TSMO is a set of strategies that aim to optimize the safe, efficient, and reliable use of existing and planned transportation infrastructure for all modes. The goal is to get the most performance out of existing transportation facilities and implement comprehensive solutions that can be implemented quickly at relatively low cost. KYTC is in the process of developing a TSMO Plan, including a training program for staff and partners. The plan is anticipated to implement TSMO strategies for all areas of the cabinet including performance-based flexible design, ITS (Intelligent Transportation System) projects, and work-safety improvements in a construction work zone.

For more information about TSMO, refer to the FHWA article Organizing and Planning for Operations.

The PM, with input from the District Traffic Engineer, is responsible for identifying and including appropriate traffic device plans in the total plan set.

Once locations are identified that may require signal, signing, and/or lighting plans, the PM notifies the District Traffic Engineer and Central Office Traffic Operations. The PM should notify the District Traffic Engineer of project meetings and inspections as early in the process as feasible. The District Traffic Engineer will send a written request and provide appropriate supporting information to Central Office Traffic Operations.

The Division of Traffic Operations provides oversight when a consultant designs signing, signals, or lighting devices. Oversight takes place during plan development and through a review of final plan details. The Division of Traffic Operations may also design devices in-house and coordinate project details with the PM.

Road projects generally include the design and installation of one or more of the following devices:

• SIGNS: New sign installation plans are prepared for interstates, parkways, and other high-volume, limited-access roads that include interchanges. See the Traffic Operations Guidance Manual (Section TO-400) and Highway Design Guidance Manual (Section HD-1201.2).

• PAVEMENT MARKINGS & DELINEATION: Like signs, pavement marking plans are prepared for interstates, parkways, and other high-volume, limited-access roads that include interchanges. See the Traffic Operations Guidance Manual (Section TO-500) and the MUTCD.

• ELECTRICAL TRAFFIC CONTROL DEVICES: The PDT may choose to modify existing electrical devices or install new electrical devices on a project (e.g., traffic signals, advance warning flashers, railroad-warning system, flashing beacons, school flashers). When this occurs, the District Traffic Engineer forwards the recommendation to Central Office Division of Traffic Operations, Traffic Engineering Branch (on the PM’s behalf). It contains roadway plan details, traffic counts, traffic projections, and crash history. See the Highway Design Guidance Manual (Section HD-902) and Traffic Operations Guidance Manual (Section TO-600) for more information.

• LIGHTING (e.g., conventional light poles, high-mast lighting): The process for requesting lighting designs and plans is described in the Highway Design Guidance Manual (Section HD-902.7) and Traffic Operations Guidance Manual (Sections TO-701 – TO-716).

• MISCELLANEOUS: The PM should talk with the District Traffic Engineer and the Division of Traffic Operations when making decisions about rumble strips, runaway truck ramps, and work zone traffic control (Sections TO–801 – TO-803).

• INTELLIGENT TRANSPORTATION SYSTEMS (ITS): ITS improves transportation safety and mobility through the use of advanced communications technologies within the transportation infrastructure and in vehicles. For more information about ITS refer to KYTC ITS and USDOT-ITS

In 2012, the Division of Highway Design (No. 03-12) and Division of Traffic Operations (No. 01-12) issued a (Joint Memo) that explains procedures for developing plans for electrical devices as part of a roadway design project. Plans must be developed in accordance with all of the following:

• Kentucky Transportation Cabinet (KYTC) CAD Standards
• Kentucky Standard Specifications for Road and Bridge Construction
• Traffic Operations Guidance Manual
• Highway Design Guidance Manual
• Division of Traffic Operations’ Roadway Lighting Standard Detail Sheets
• National Electrical Code
• National Electrical Safety Code
• MUTCD
• AASHTO’s Roadway Lighting Design Guide

For additional information refer to the Traffic Operations Guidance Manual.

The Constructability Review (CR) Program is managed by the Quality Assurance Branch in the Division of Highway Design. CR’s are performed by construction personnel who have extensive knowledge of and experience with constructing KYTC projects. These reviews help ensure that projects are constructable, biddable, and can be maintained. The goal of a CR is to improve project quality and minimize potential change ordersAn amendment to a construction contract that changes the contractor’s scope of work. Most change orders modify the work required by contract documents (which, in turn, usually increases the contract price) or adjust the amount of time the contractor has to complete the work, or both. For there to be a valid change order, KYTC and contractor must both agree on all terms. during construction.

All KYTC projects are eligible for CR’s. The PM can submit a request for a CR directly to the Quality Assurance Branch. The PM should submit a request with plans to the Quality Assurance Branch before the Final Joint Inspection, so that comments from this review can be discussed at the inspection.

For more information on CR’s, refer to the Highway Design Guidance Manual (Section HD-204.23).

All projects should have a Final Joint Inspection meeting. This meeting is held when the contract plans are approximately 80 percent complete. Construction, maintenance, traffic, structures, design, row, utilities, geotech, and drainage staff may be invited to attend and offer input. At this point, the plans reflect approved decisions from the DES, as well as all ROW and utility information, including identified relocations, detailed MOT information and plans.

Other design review meetings can be combined with the final inspection (e.g., a structure review for bridge replacement projects or the drainage inspection). During the Final Joint Inspection meeting the PDT and project-specific SMEs (e.g., environmental, ROW, utilities, construction, maintenance, traffic) review the project design and the proposed contract plans and documents.

The PM distributes electronic or paper (hard copy) versions of proposed plans before the meeting so they can perform a detailed technical review of the project’s design and prepare feedback. When scheduling the Final Joint Inspection Meeting, the PM should make sure the PDT has at least two weeks to review the plans. When appropriate, contract plans are made available to FHWA as well as the city or county. This technical review provides reasonable assurances that the project design is complete, accurate, and high quality. Contract plans are also made available to the PDM and the Location Engineer. A construction cost estimate detailing biddable quantities is included.

Another goal of the review is to confirm that the roadway design information found in contract documents will effectively communicate the engineering details, facilitate construction contracting, and help to achieve project construction that is consistent with KYTC requirements and specifications.

For additional information refer to HKP Article Preparing for Letting (coming soon).

The PDT considers many factors when establishing limits for the proposed ROW. The extent of ROW must be sufficient to accommodate the construction and maintenance of the new roadway and structures. Access control type(s) affects new ROW limits as well as the location of entrances or approach tie-ins. Deed research undertaken as part of survey work clarifies the existing ROW and property boundaries and is used to identify prior easements or rights (e.g., mineral rights or access) that must be addressed during ROW acquisition. It may be appropriate to acquire permanent fee-simple ROW, permanent easements, temporary easements, or some combination of these. 

The PM should submit the ROW Plans after the Final Joint Inspection has been held once comments or edits to the plans have been addressed. The plans should include enough detail to ensure that adequate ROW or easements are shown to address side slopes, drainage ditches/structures, signs, utilities, waste sites, construction staging areas, MOT, and other requirements.

Whenever the PM and ROW personnel determine that ROW plans should be modified, a Right-of-Way Revision Sheet is added to the ROW plans. It is inserted directly after the layout sheet and numbered R1a; see the Highway Design Guidance Manual (Section HD-208.6). Each time a revision is processed, the Right-of-Way Revision Sheet should be updated electronically, reprinted, and inserted into the plans. For some projects, the Director of Division of Right of Way and Utilities may adopt an informal version of this revision process. Regardless of the method used, it is important to meticulously track all changes. The District Right of Way Supervisor keeps the Director of the Division of Right of Way and Utilities apprised of the status of project plans and deeds.

Contract plan sets are the highway plans awarded through the letting process. They are a product of the project development process and for a typical capital improvement project will consist of the roadway, structures, traffic, and/or utility relocation plans, along with any project specific detail sheets. When the PM submits contract roadway plans, estimates, and proposals to the Division of Highway Design’s Plan Processing Branch, all electronic file submittals must adhere to the standards outlined in the CADD Standards for Highway Plans. These standards have been established to ensure files are put to the best possible use during the review, publication, construction, and archival processes. The standards represent the minimum requirements for the development of highway plans. Visit the CADD Standards webpage for more information.

For more information on the submittal of final contract plans, refer to Highway Design Guidance Manual (Section HD-209).

Typically, Highway Safety Improvement Program (HSIP), Asset Management, and Maintenance projects are developed and let to construction as Proposal Only projects. These are usually submitted on 8.5” x 11” sheets. It may be appropriate on certain projects to include 11” x 17” size sheets if more details are needed.

Typically, a proposal project will include project-specific specifications and detail sheets, along with bid item information. If typical section sheets, plan and profile sheets, drainage detail sheets, or cross-sections are needed, these are submitted on the same size sheets as mentioned above for proposal-only projects and are included in the details for the proposal.

Please refer to the appropriate KYTC Divisions for proposal development and submittal process.

Highway Knowledge Portal Articles:

Environmental Approval

Right-of-Way Acquisition

Railroad Coordination

“Geotechnical Investigations – Where to Begin and How to Proceed”

KYTC Manuals and Information:

Design Manual (HD-203, HD-203.3.10, HD-203.5, HD-203.6, HD-204.23, HD-304, HD-600, HD-603, HD-700, HD-1300, HD-1401)

Complete Streets, Roads, and Highways

Right of Way Guidance Manual (ROW 403-2)

Utilities and Rails Guidance Manual (UR-1002)

Geotechnical Database

DEA Guidance Manual

Environmental Handbook

KYTC Design Manual:  

https://transportation.ky.gov/Organizational-Resources/Policy%20Manuals%20Library/Highway%20Design.pdf

KYTC DEA Guidance Manual:

https://transportation.ky.gov/EnvironmentalAnalysis/Environmental%20Resources/DEA%20Gui dance%20Manual.pdf

KYTC CADD Standards:

https://transportation.ky.gov/CADD-Standards/Pages/default.aspx

KYTC CADD STANDARDS POLICY : CADD Standards Policy Manual

KYTC Environmental Handbook:

https://transportation.ky.gov/EnvironmentalAnalysis/Pages/KYTC-Environmental-Handbook.aspx

KYTC Utilities and Rails Guidance Manual:

https://transportation.ky.gov/Organizational-Resources/Policy%20Manuals%20Library/Utilities%20and%20Rails.pdf  

KYTC Complete Streets, Roads, and Highways:  KYTC’s Complete Streets, Roads, and Highways

KYTC Right of Way Guidance Manual:

https://transportation.ky.gov/Organizational-Resources/Policy%20Manuals%20Library/RightOfWay.pdf

KYTC Geotechnical Database:  https://kgs.uky.edu/kgsmap/kytclinks.asp

Highway Knowledge Portal Articles:

Environmental Approval:

https://kp.uky.edu/knowledge-portal/articles/time-management-8-environmental-approval/

Right-of-Way Acquisition:

https://kp.uky.edu/knowledge-portal/articles/time-management-10-right-of-way-acquisition/

Data Gathering, Sections 4 and 5, Locate Utilities:

https://kp.uky.edu/knowledge-portal/articles/time-management-4-data-gathering/

Geotechnical Investigations – Where to Begin and How to Proceed:

https://kp.uky.edu/knowledge-portal/articles/initiating-and-understanding-geotechnical-investigations/

Project Management and Right-of-Way: (Link coming soon

Project Management and Utilities & Railroads: (Link coming soon)