Maintenance Specifications For Jan and beyond

What’s going on? Changes in format and naming convention for Maintenance Specifications Maintenance Special Provisions are now Modified Special Provisions Putting the specifications package together How do I do that? Goal: To provide a better understanding of the changes to Maintenance specifications and how it impacts the preparation of Maintenance specifications packages.

Current Hierarchy of Specifications Documents: ConstructionMaintenance Modified Special ProvisionMaintenance Special Provision Standard Maintenance Special ProvisionSpecial ProvisionTechnical Special ProvisionDevelopmental SpecificationSupplemental SpecificationStandard Specifications

Proposed Hierarchy of Specifications Documents: ConstructionMaintenance Modified Special Provision (MSP)Maintenance Special Provision MSP Standard Maintenance Special ProvisionSpecial ProvisionTechnical Special ProvisionDevelopmental Specification Supplemental Specification (Construction)Supplemental Specification (Maintenance)Standard Specifications

Proposed Governing Order of Documents ConstructionMaintenance Special Provisions* Technical Special Provisions Plans Design Standards Developmental Specifications Supplemental Specifications* Standard Specifications * The terminology for Special Provision and Supplemental Specifications is the same for both Construction and Maintenance as they are equivalent. The specification files will be separate in Spec on the Web and specific to either Construction or Maintenance. The web site will contain separate pages with separate workbooks for Construction and Maintenance 5-2 Coordination of Contract Documents

This crosswalk shows the changes to the Maintenance Specifications beginning January 2014.

Modified Special Provisions (MSP) are: Changes to Special Provisions, Supplemental Specifications or Standard Specifications. A Modified Special Provision Request form including a redline version of the proposed spec change is completed and submitted by the District and approved by Central Office for use on a specific project. MSP used repeatedly by a District may be approved as Blanket MSP and will be input into Specs on the Web. Once approved by Central Office, Blanket MSP do not have to be approved by Central Office for each repeated use as long as the MSP has not been modified and the usage note is complied with.

MODIFIED SPECIAL PROVISION APPROVAL REQUEST (REV ) Date: Enter the today’s date.District: 1 Type: Project Specific Letting Month: 1/14 FPID Number: Requested by: Enter the name of the requestor. Office/Phone: Enter a phone number. Specification being modified: Enter the spec file name. Affected Pay Items: Enter the affected pay items. *Expected Cost Impact to this project: Enter the cost impact to the project. Give an estimate of dollar impact (added cost or cost savings) to the project if this Modified Special Provision is used in lieu of the corresponding statewide implemented specification. Project Description: N/A Background Data: Enter detailed background information (i.e., why is the spec change needed, project information, etc.). *Name and PE Number of PE signing and sealing the Modified Special Provision: Project Specific Modifications to the Standard Specifications or Workbook Specifications must be signed and sealed by the Professional Engineer responsible for this Special Provision under the following statement and kept in the Project Files maintained in the District. PE Name: PE Name. PE Number: PE Number. I hereby certify that this Specification was prepared under my responsible charge, and that it has been reviewed in accordance with procedures adopted and implemented by the Florida Department of Transportation. INSERT REDLINED/STRIKE-THROUGH DOCUMENT HERE.

When approved, project specific MSPs are signed and sealed by the professional engineer for the project. The document must be kept on file by the District. The MSP is then inserted into the specifications package (Word document) merged from Specs on the Web. When blanket MSPs (recurring MSPs) are approved, they are signed and sealed by the professional engineer and the document must be kept on file by the District. Central Office will load the blanket MSP into Specs on the Web for use by the District.

PROPOSAL REQUIREMENTS AND CONDITIONS – PREQUALIFICATION OF BIDDERS. (REV ) (1-14) ARTICLE 2-1 is deleted and the following substituted: 2-1 Contractor Experience. The Department does not require a Contractor to have a certificate of qualification if bidding Maintenance contracts. Maintenance contracts may require potential bidders to have and document certain experience in the type of work required for the contract. If this requirement is applicable to a contract, detailed experience requirements will be listed in the advertisement and a form will be included with the bid package to document such experience. The form must be fully and accurately completed by the potential bidder and received by the Department before or at the opening of the bids. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit the following: a. A bid on a contract to provide any goods or services to a public entity. b. A bid on a contract with a public entity for the construction or repair of a public building or public work. c. Bids on leases of real property to a public entity. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section F.S., for Category Two. All restrictions apply for a period of 36 months from the date of placement on the convicted vendor list. PROPOSAL REQUIREMENTS AND CONDITIONS (REV ) (01-14) SUBARTICLE (page 12of the Standard Specifications for Road and Bridge Construction) is deleted and replaced by the following: This contract is for an indefinite quantity whereby the Contractor agrees to furnish the services and perform the work required under this Contract, pursuant to separately issued Work Documents, on an as needed basis, at the Contract unit prices, during the 365 calendar day term of this Contract, or such extended or renewed term as may be later established pursuant to the terms of the Contract. The Department does not guarantee that any specific quantity of work or services will be requested under the Contract, all of which are subject to and contingent upon need as determined by the Department and the availability of funds, budgetary restrictions, and legislative appropriations. The total of all Work Documents is limited to $50, unless the Contract is amended by Supplemental Agreement. AWARD AND EXECUTION OF CONTRACT. (REV ) (FA ) (1-14) ARTICLE 3-1 (Page 16) The first paragraph is expanded by the following: In the event of any discrepancy in the three entries for the price for any item, the Department will evaluate the bid based on the unit price as shown in words unless the extension and the unit price shown in figures are in agreement with each other, in which case, the Department will evaluate the bid based on the amounts in agreement over the unit price shown in words. Insert the Modified Special Provision into the specifications package in order by Section, Article and Subarticle.

SPECS ON THE WEB The tool we use to create the specifications package.

Specs on the Web Enter your FDOT User ID and your Mainframe Password in the two fields on the Log-In screen.

The Home page –

 In the central portion of this page is “Preview a Workbook!”.  Using the dropdown fields, select the 1) Letting Date, 2) your District ID, and 3) Maintenance Contract Type Click the Blue “Go!” A list of the specifications available for the letting date input appears on the screen for browsing.

Workbook Preview The first column is the specification file name. The second column is for browsing the spec. When you click on “Browse”, the file opens for reading or saving to your computer. The third column is the Description of the spec, the last revision date and the date the spec is implemented. The forth column is the Usage Note giving guidance on the use of the specification.

Begin a Specification Package Click on “Create a Package” in the menu column to the left of the page. Enter the name(s) of the persons preparing the package. Enter the financial project number. Select the Contract Type “Maintenance”. Select the Spec Book Year. Federal Funding, Multiple FPN, Reissued, and Manual Signature are all yes or no check boxes. Using the drop downs, select the Letting Date (month and year), the District, and the County. Click “Start Package”.

You may print the selection screens for review from the options at the top of the page. Using the check boxes to the left of the file names in the Select column, click to select the specs desired in the specifications package. Be sure to include the Section Heading pages for Special Provisions and Supplemental Specifications. (When needed, select the Developmental Specifications, Appendix and TSP heading pages.) When all files desired have been selected, click Merge Specifications from the menu area on the left side of the screen.

When the dialogue box appears, choose “Save as” to save the document in Word to the location desired on your computer or server. When the merged document has been saved, click “Open” from the pop up at the bottom of your screen.

The cover page for the package contains the information input on the Specification Detail screen. The Signature and Seal statement applies only to the preparation of the package. The Signature and Seal block should be completed in full. If a FDOT Engineer will be signing and sealing the package, the Certificate of Authorization will be N/A.

To create the Table of Contents, right click on the test below that appears on the second page of the document.

For more information or help, please contact the State Specifications Office. Ray Haverty Frances Thomas