Section 2: Projects Installed by the State
Anchor: #i1001285Introduction
This section covers projects installed by the state, which includes all projects using state administered funds. Depending on the type of project, construction may be accomplished using state forces, contract forces, or city forces. These projects generally fall under the following categories:
- highway safety projects funded through the Hazard Elimination Program
- other federal-aid projects funded through:
- Interstate Construction
- National Highway System
- Surface Transportation Program
- Congestion Mitigation and Air Quality Improvement
- projects funded under state construction programs
- projects funded under state maintenance programs
- projects funded using third party funding (such as city, county, or private entity).
Program choice is often dependent on the scope of the proposed work and whether or not the installation is urgently needed.
Anchor: #i1001345Programming
Hazard Elimination Safety (HES) Projects. Highway safety projects are funded under the Hazard Elimination Program, which is part of the Highway Safety Improvement Program funded by the Surface Transportation Program. (For HES program details, see Chapter 1 of the Traffic Accident Information and Hazard Elimination Program Volume of the Traffic Operations Manual.)
Other Federal Aid Projects. Districts should program all proposed federal-aid projects and assign preliminary control-section-job (CSJ) numbers prior to conducting traffic studies. Once the project is programmed, all costs incurred in performing the traffic study should be charged to a project CSJ number for the purpose of documentation for federal reimbursement.
State Funded Construction Projects. Districts obtain work authority for projects funded under state construction programs by programming them through the Transportation Planning and Programming Division (TPP). It is not advisable to program state forces for these projects. Although work authority is provided through an approved program, financing comes from the district’s maintenance budget. Construction program funds are applied only to contract work.
State Funded Maintenance Projects. Installation of traffic signals can be accomplished using maintenance funds. A maintenance contract can be let to purchase and install traffic signals. Maintenance funds may also be used to purchase equipment, and state, city, or county forces can be used for installation.
Anchor: #i1001379Agreements
For details concerning the securing and processing of traffic signal agreements, see Chapter 16, “Traffic Engineering Agreements,” of the Contract Management Manual.
Three-Party Funding. When securing funds from a private entity to install a traffic signal, a three-party agreement is necessary. The third party in these agreements must be the relevant city or county. For details concerning content and execution of these agreements, contact the Contract Services Office (CSO).
Anchor: #i1001400Method of Construction
HES Projects. Depending on circumstances, hazard elimination safety (HES) projects may be constructed using either state forces or let to contract. State forces may be used if the district has adequate equipment and manpower to perform the work; however, financing comes from the district’s maintenance budget, even though work authority is provided through an approved program. Contract forces may be used if the work involved is of a specialized nature or if the district’s work load is such that the proposed work cannot be performed by state forces. It is usually not in the district’s best interest to receive local bids, since the Construction Division (CST) is already equipped and staffed to handle lettings on a statewide basis and can do so with no additional burden placed on district personnel to administer the letting procedures locally.
Other Federal Aid Projects. All projects financed using federal-aid funds should be let to contract unless there are valid reasons to provide other methods of construction, such as state or city forces. Projects may be constructed by state or city forces if it can be justified to the FHWA that this method of construction is in the public interest and is cost-effective. The district should be aware that any force account items provided by the state will be charged to the district maintenance budget. Federal reimbursement for these items is not applied back into the district’s account, but is placed in TxDOT’s general revenue accounts. City force account work, however, is paid initially from state construction funds, which are reimbursed directly by federal funds, because the city is considered to be a contractor for the state.
State Funded Construction Projects. State funded construction projects should go through the construction letting process.
Anchor: #i1001420Submission Requirements
For all types of projects, submission requirements vary depending on whether construction is to be accomplished by state forces or statewide contract. The differences are explained under the following two subheadings.
Anchor: #i1001430Submission Requirements for State Forces Projects
If the project will be constructed using state forces, then the district may submit the project plans to TRF. The submission should include:
- a letter of transmittal
- the plans (2 copies) (see Section 3 of this chapter for information to be shown on plan sheets)
- plan title sheet tracing signed by the district engineer.
After reviewing the plans, the Traffic Operations Division director or a designated representative signs the title sheet as a record of concurrence and returns it to the district.
Anchor: #i1001460Submission Requirements for Projects Let to Statewide Contract
If the project will be let to statewide contract, then the district submits the project plans to the Design Division (DES). The PS&E submission should include:
- PS&E supporting documents required by DES’s Plans, Specifications, and Estimates Preparation Manual.
- plan tracings (see Section 3 of this chapter for information to be shown on plan sheets)
- prints of plan tracings (3 sets)
- general notes and specification data sheet
- a Notice of Financial Clearance form (available from the General Services Division [GSD]) signed by the district engineer verifying the existence of sufficient cash in the district’s maintenance work budget to cover payments to the contractor when they become due.
On federally funded projects with federal oversight, TRF forwards the PS&E submission to the FHWA for their review and concurrence after it has been reviewed by the appropriate TxDOT divisions.
NOTE: State force account items or a proposal to supply the contractor with materials must receive FHWA approval prior to letting.
Anchor: #i1001509Change of Construction Method
If, after programming a contract project in a state construction program, the district elects to accomplish the work by state forces, the procedures for submission of project plans, construction, and project close-out must be followed. The district should notify the Design Division (DES) and TRF of the decision to change the method of construction. Any state forces work will be charged to the district maintenance work budget, even though the project was originally included in a state construction program. However, the funds originally set up in the program for the project remain available to the district for substitution of other projects which were not originally programmed and which qualify by work category. Substitutions of this nature must be coordinated through the Transportation Planning and Programming Division (TPP).
Anchor: #i1001519Letting
Contract letting — which includes the advertising, preparation of proposals, furnishing of proposals to prospective bidders, etc., and preparation of the contract award or rejection by Commission minute — is handled in Austin.
Anchor: #i1001529Construction
State Forces. For projects using state forces, the district may proceed with construction after the Traffic Operations Division (TRF) has approved the project plans.
Contract Forces. For projects let to contract, the Construction Division (CST) issues an “Authorization to Begin Work” or “Work Order Authorization” upon award of the contact by the Commission and the signing of the contract.
Anchor: #i1001544Shop Drawings
Traffic Signal Poles. Shop drawings for non-standard traffic signal poles should be submitted to the project engineer. The project engineer reviews the shop drawings for general design features and then forwards them to the Design Division (DES) for review and approval of the structural design, fabrication, and erection details.
Lighting Poles. Shop drawings for lighting poles should be reviewed and approved at the district level. If further review is desired, the shop drawings should be sent to DES.
Signs. If roadside traffic signs (such as SIGNAL AHEAD signs) will be installed in conjunction with a traffic signal or safety lighting project, the shop drawings for the sign supports should be reviewed and approved at the district level.
Anchor: #i1001565Changes on Contract Projects
Change Orders. If it becomes necessary to change design, correct errors in plans, modify specifications, or extend project limits and the total value of the change order is greater than $100,000, then a change order request must be submitted to the Construction Division (CST) (see the Contract Administration Handbook for Construction and Maintenance Projects for details). Change order requests involving force account items on contract projects should also be submitted to CST. During the processing in Austin, the Traffic Operations Division (TRF) reviews the change order request.
Supplemental Agreements. A supplemental agreement is required to pay the contractor for any necessary extra work on a unit basis. In most cases, a change order request is also required. The supplemental agreement should be submitted to CST. During processing in Austin, TRF reviews the supplemental agreement.
Anchor: #i1001582Changes on City Force Projects
Change Orders. If, on a project constructed by city forces, it becomes necessary to make substantial design changes, correct errors in plans, or extend project limits on a project, the district should submit a change order request to CST.
Supplemental Funds. If it becomes apparent that the project will overrun the authorized funds, a request for additional funds should be made.
Anchor: #i1001597Project Close-out
State or City Forces. For close-out of projects constructed with state or city forces, the district should submit the final plans to the General Services Division (GSD) along with a reproduction order for three sets of prints. These prints are charged to the project. If the district desires additional copies, a separate reproduction order should be submitted. The cost of the additional copies will be charged to the district’s overhead account.
Contract Forces. For close-out of projects constructed with contract forces, the cost records and final plan tracings should be handled in accordance with the requirements of CST’s Contract Administration Handbook for Construction and Maintenance Projects.