prebid review control sheet (prcs) - old.mbta.com · prebid review control sheet (prcs) to be...

Prebid Review Control Sheet (PRCS)

To be completed, signed and submitted to Contract Documents Coordinator with review copy of Specifications and Final Estimate. Review copy is to be bound in such a manner to facilitate removal and/or insertion of pages. Insert N/A (not applicable) where appropriate in items below.

1. MBTA Contract No.: ____________________

Contract Specifications Title:__________________________________________

Scope of Work

2. a. FTA Project No.: _____ Grant No.__________

b. FTA Project Title:___________________________________________________

3. Designer's Name:

Address: __________________________________________________________

Individual to Contact: ________________________________________________

Professional Service Contract No. ___________________

Phone No. _________________ Email

4. Designee of the General Manager: ____________________ ____________ AGM of Design and Construction

Project Manager:

Phone No. Email

5. Estimated Construction Cost ____________________ *If any of the information in question 5 cannot be provided, the Project Manager must provide a waiver from the AGM forDesign & Construction.

Design Construction Real Estate Force Account Project Administration/Inspection

Total Project Budget Cost

a. Funds Available ___________________ (Attach concurrence memo from Director of Budget)

b. Proposed Construction Starting Date: ____________ Completion Date: ___ **

*

**

If the Construction Estimate is $1,000,000 or over, the Bid Form must include; prequalification paragraphs, project value, and class of work. Class of Work recommended must be approved by Contract Administration. Attach construction time determination CPM Schedule PreBid Review Control Sheet 1 Rev. 05/2015

6. a. Source of Funds: (Insert CMS Work Order No. )

FTA _________ BOND _________ MASSDOT _________ OTHER

b. Source of Funds for Printing and Advertisement of NTB: (different from sourceof funds work order no.)

Area No. _ Account No.

Center No. Active Work Order No.

c. Method of Procurement (See attached Decision Matrix)

Sealed Bid Two Step Sole Source Micro Purchase Small Purchase Other

7. Desired advertising period (minimum - 30 days)

a. If less than 30-days are desired, the Project Manager must obtain approval in writingfrom Organizational Diversity through the Chief of Design and Construction. Thisapproval must be submitted to Contract Administration.

8. Location, time and number of days after advertising, Prebid Conference will be held:

9. Arrangements for on-site inspection:

a. Individual to contact: ___________________________________________

b. Phone No. _______________

c. Special Instructions: ___________________________________

10. FTA - If FTA is participating Project Manager must sign YES N/A NO Item g below.

a. Has the Buy America Provision been incorporated? ___ ___ ___

b. Has Cargo Preference U.S. Flag Vessels Provision ___ ___ ___ been incorporated in the Supplementary Conditions?

PreBid Review Control Sheet 2 Rev. 05/2015

<Y> EXHIBMethod Of Procurement Decision Matrix

Rev. 04-2011

METHOD OF PROCUREMENT DECISION MATRIX

To best determine which method of procurement Is suitable, classify your situation by checking off the appropriate boxes below. All elements must apply to use that method.

Mkro-purchlse Competitive Procurement Sole Source

Amount < $ 3,000 B Amount> $ 3,000 § OEM, custom Item

~ Multiple sources Multiple sources available Only one source available

Not an emergency purchase Approved by FTA-sole source

Public exigency Issue/ emera.

Sealed Bid (IFB) Competition Is Inadequate

Complete and adequate specification 0 after public solicitation

or purchase

Two or more responsible bidder 0 Emerpncy Procurement

willing to compete subset of sole sources

Selection can be made on basis of price § Procurement suitable for firm, fixed price There Is a health and safety Issue 0 No discussion with bidders needed that prohibits delay

after receipt of offers

Competitive Proposel (RFP) Contract Type •

Complete specification not feasible § Basis of Prldnl

Bidder Input needed for specification Fixed Price § Two or more responsible bidders willing Cost Relmbusement

to compete Time & Materials ••

Discussion needed with Bidder 0 Delivery & Qulntlty Plrlmeters

after receipt of proposals, prior to award Indefinite Delivery Contract B Blanket Purchase Agreement

Flxe<l price can be set after discussions Other Contract Types

Basic Agreement, Basic Ordering 0 Procured In accordance wlth The Brooks Act Agreement, FAR Letter Contract • Prohibition aglinst cost plus percentage of cost

Prepared •• T&M allowed only when fixe<l

By: price can not be set for work or the complete scope of work Is unknown. Project Manager must

Date: provide a Justification memo describing why this contract type I~ II~NI

FTA Circular 4220.1F VI-6, VI-7


ygomez

Text Box

Pre Bid Control Sheet 6(c)

YES N/A NO

c. Is Contract known to be of special interest to FTA, ___ ___ ___ sensitive and subject to close scrutiny, or uniqueand require special evaluation?

d. Has FTA requested the opportunity to perform a ___ ___ ___ pre-bid review of the bid form and specifications?

e. Has latest provisions of FTA Requirements been ___ ___ ___ incorporated in the Supplementary Conditions?

f. Does contract require budgeting or funding action by ___ ___ ___ FTA? (e.g. budget revision or amendments)?*

g. This project is FTA Funded and all applicable Federal ___ ___ ___ Provisions are incorporated into the Contract Documents.

Concur:

___________________________________________________ Project Manager

*Preparation and processing of requests for Budget Revisions (for funding) to FTA are the responsibility of the ProjectManager and must be coordinated through the Budget Office.

11. Has latest provisions of Standard Federal EEO Specifications ___ ___ ___ with Appendices Nos. 1, 2 and 3 been incorporated inSupplementary Conditions?a. Project Managers must furnish data to the Office of

Organizational Diversity for establishmentof DBE goal. MMU and DBE goals MUST be availableprior to advertising.

12. Has the Right-to-Know Law Provisions been incorporated? ___ ___ ___

13. Has Article 5.22 - Conflict of Interest been incorporated ___ ___ ___ into the Contract Specifications?

14. REAL ESTATE (Real Estate Department approval is requiredProject Office must attach concurrence in writing from AGM of Development)

a. Have all required property rights been acquired for ___ ___ ___ this project?

b. If no, the Real Estate Department must attach a concurrencememo approved by the Law Department indicating that allnecessary property rights will be acquired prior to issuanceof the Notice to Proceed and that advertising is approved


YES N/A NO

15. Is other Authority construction work under way in the vicinity ___ ___ ___ of this contract or presently planned to be under way duringthe duration of this work?

If yes, please list by name or project number other Authority construction under way in the vicinity:

16. Has the Designer designated specialty items which may be ___ ___ ___ performed by subcontract? (Article 6.01 - subletting orassignment of Contract)

17. Has Value Engineering been performed on this Contract? ___ ___ ___

a. If not, The Project must submit to Contract Administrationa signed copy of the Value Engineering Waiver.

18. Is Contract to be lump sum? ___ ___ ___

a. If not, has Schedule of Bid prices (ENG-104) been ___ ___ ___ attached citing quantities, Authority items numbers,descriptions and units?

19. Has detailed Engineering Estimate of Bid Prices been attached? ___ ___ ___

a. In addition, the Project must also submit to ContractAdministration lump sum breakdown of the Engineer’sEstimate in excel format.

20. Are Allowances to be incorporated in the bidding documents? ___ ___ ___

a. If yes, the Project Manager must submit to ContractAdministration a letter of approval signed by theAGM of Design and Construction.

21. Has a Bid Escrow account been established? ___ ___ ___ (For projects $1,000,000 or greater)


YES N/A NO

22. RISK MANAGER - Is railroad protection insurance required? ___ ___ ___

a. Is pollution liability insurance required? ___ ___ ___

b. Are asbestos, lead or hazardous material abatement ___ ___ ___ included in this Contract?

c. Have the following been incorporated in the ContractSpecifications.

1. Asbestos abatement ___ ___ ___

2. Lead abatement ___ ___ ___

3. Hazardous material abatement ___ ___ ___

23. Has MBTA Risk Manager confirmed contract specifications, ___ ___ ___ Article 5.04- Insurance, requirements are sufficient forthe scope of work for this project. Please attach confirmation

24. Does the contract documents include graphics, wayfinding and/or artwork? ___ ___ ___

a. If yes, the project office must submit to Contract Administration a signedletter from the Director of Design stating that the graphics, wayfindingand/or artwork and their locations have been reviewed and accepted.

25. If station contract is in excess of $10 million have ___ ___ ___ alternative contracting methods been considered?

26. If contract provides for revenue producing construction ___ ___ ___ costs (concession shells), are separate items included?

a. If yes, the Project must submit to ContractAdministration, a signed letter confirming that theconcession plans and Specifications comply withMassachusetts Department of Health Standards.

27.

28.

___ ___ ___ If authority-furnished materials are required, has sufficient, long-range procurement planning taken place?

Has the designer requested and received a waiver from the Chief Engineer or AGM for all permanent elements that have final design delegated to the contractor?


YES N/A NO

31. ___ ___ ___ Does each product listed in "Part 2" of the specifications provide for a minimum of three equal named brands or adescription of material that can be met by a minimum of three manufacturers or producers? (see General Conditions,Article 4.01)

a. If not, the Project must justify, in writing, and obtainthe AGM of Design and Construction's approval.

32. Do the Contract Specifications include paint systems? ___ ___ ___

a. If yes, the Project must submit to Contract -Administration a signed letter stating that the paintsystems have been approved by MBTA Director of QA/QC.

33. ___ ___ ___ Assure that the contract documents do not contain restrictiveprovisions pertaining to the experience and responsibility ofthe bidders.

34. ___ ___ ___ Has the Architect/Engineer submitted an appropriate Certificate of Compliance for conformance with 521 CMR Rulesand Regulations of the Architectural Access Board, Departmentof Transportation 49 CFR, Parts 27, 37 and 38 regulations, ADA,and UFAS as applicable?

a. ___ ___ ___ If the project design does not meet regulations of the Architectural Access Board (AAB), has a variance application been submitted to and approved by the AAB?

b. Copies of the above must be submitted to Contract Administration.

35. ___ ___ ___ Are equal facilities provided for male and female personnel asapplicable?

Has the project received written approval from the Director of Quality Control for each section that is not modified from the MBTA standard?

30.

29. Have all sections included in “Part 2” of the specifications beenmodified from the most current MBTA published standards tobe project specific?

a. Has the designer submitted the table of contents of the specifications used, with version dates, for final specifications? Please attach confirmation


YES N/A NO 36. LD/MILESTONES –

a. List contract milestones below

b. List the Liquidated Damage (LD) for each milestone below

c. Provide calculation for liquidated damages

d. (LD) must be calculated by Project Office/Designer.

37. ___ ___ ___ BUILDING PERMITS - – The project office has met with theDepartment of Public Safety (DPS) and has identified all requiredpermits.a. If yes, the project office must submit to Contract Administration a

signed letter from Director of QA/QC stating that all permitrequirements have been identified and reviewed by DPS.

Questions on these matters should be referred to the Force Account & Utility Coordinator, Design and Construction (Questions 35-39)

38. SAFETY -Have all safety items been addressed in the specification(refer to sections 5.15, Safety and First Aid, 01568,Construction Safety and 01569, Safety Certification)?

39. FORCE ACCOUNT - Has Force Account scope been defined? (Internal)

a. If no, please provide a brief explanation.

b. Has a force account estimate been obtained from eachforce account entity? (i.e. Bus Ops, Signals, Track, Power, etc.)

c. Is there a letter/memo/e-mail from force account entityacknowledging and agreeing to the scope, cost and schedulingof the work to be performed

1. If no, will all the documents described above be obtainedprior to bid advertisement?


YES N/A NO 2. If no, please provide a brief explanation.

40. FORCE ACCOUNT/THIRD PARTY – Has force account been ___ ___ ___ defined (external)

a. If no, please provide a brief explanation

b. Has a force account estimate been obtained from each forceaccount entity? ___ ___ ___

c. Is there a letter/memo/e-mail from force account entityacknowledging and agreeing to the scope, cost and scheduling ofthe work to be performed? ___ ___ ___

d. Is there written documentation from the project office tothe force account entity confirming the cost, scope and schedulingof the work to be performed? ___ ___ ___

41. ___ ___ ___ RISK ANALYSIS – Has risk analysis been performed?Provide copy of reports.

a. Construction cost contingency value __________________

b. Construction schedule contingency : ____ days

42. CONSTRUCTABILITY REVIEW – Was a constructability reviewperformed at 60% design?

a. If no, please provide a copy of the approved waiver.


YES NOIs the Project Federally Funded? If NO , continue to next section.

If YES , has any filing pursuant to National Environmental Policy Act (i.e., Categorical Exclusion, Environmental Assessment or Environmental Impact Statement) been filed with the federal agency (i.e., typically the Federal Transit Administration)

Has the final NEPA Approval (i.e., CE Approval, Finding of No Significant Impact or Record of Decision) been issued by the Federal agency?

If no NEPA document was prepared, identify which type of action the project falls within that exempts it from NEPA review. For a full list of possible actions, please see US Title 23 § 771.118. A link to the full list of CE's can be found athttp://www.fta.dot.gov/documents/Section_118_Guidance-May_2013.pdf

Has the NEPA Approval been included within the bid document so that the contractor is fully aware of all NEPA Requirements?

The PM must ensure that all Environmental Permits and approvals have been obtained, forwarded to the Environmental Department and properly integrated into the project bid documents. It is recommended that the PM work with its Consultant to fill out this form. The Consultant should have a final copy of this completed form to submit with the Consultant Letter.

Project Managers are advised to consult with the MBTA Environmental Department well in advance of submitting this form as part of the PBCS package.

PRE-BID CONTROL ENVIRONMENTAL REVIEW AND PERMITTING WORKSHEET

NA

TIO

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L EN

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POLI

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CT (N

EPA

)

Please note by completing and submitting this worksheet, the Project acknowledges that the items below are not exclusive and exhaustive and under no circumstance waives the contractors responsibility or obligation to identify all needed environmental approvals, permits and certifications for the project.

In the Consultant Letter, please explain how any mitigation commitments or conditions that were required as part of the NEPA approval have been incorporated into the bid package or are being handled by the project. If the project is federally funded, but NEPA approval is not required, please explain in the Consultant Letter.

PRCS -- Environmental Check List -- Last Modified on 12/1/2014 -- This form supersedes all prior versions43.



YES NOIs the project subject to the Massachusetts Environmental Policy Act (MEPA)? If NO , continue to next section. (For a complete list of thresholds that determine whether or not a project is subject to MEPA, please see the MEPA regulations at 310 CMR 11.00).

If YES , has an Environmental Notification Form been filed with MEPA.

Has MEPA issued a Certificate of Adequacy which completes the MEPA process for the project

Has the MEPA Certificate been included within the bid document so that the contractor is fully aware of all MEPA requirements?

YES NOIs the Project subject to the Massachusetts Wetlands Protection Act? If NO , continue to next section.

If YES , has an Order of Conditions or a Negative Determination been issued by the local Conservation Commission? Or alternatively, has a Superceeding Order of Conditions or a Wetlands Variance been issued by the Department of Environmental Protection?

Has the Order of Conditions, SOC or Variance been included within the bid document so that the contractor is fully aware of all permit conditions?

If an Order of Conditions, SOC or Variance has not yet been issued , please explain on the accompanying Consultant Letter the status of the Notice of Intent filing and how the yet to be issued permit will be incorporated into the construction contract.

MA

SSA

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SETT

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In the Consultant Letter, please explain how any mitigation commitments or conditions that were required as part of the MEPA approval have been incorporated into the bid package or are being handled by the project.

MA

SSA

CHU

SETT

S EN

VIR

ON

MEN

TAL

POLI

CY A

CT

(MEP

A)

In the Consultant Letter, please explain how any permit requirements or mitigation commitments that were required as part of the Order of Conditions, SOC or Variance have been incorporated into the bid package or are being handled by the project.



YES NODoes the project site include Estimated and/or Priority Habitat of State Listed Endangered Species? If NO , continue to the next section.

If YES , has the Natural Heritage Endangered Species Program determined that the project will result in a "take" of an state listed species? If No continue to the next section.

Was a Conservation Permit issued by NHESP?

Has Conservation Permit been included within the bid document so that the contractor is fully aware of all permit conditions?

YES NODoes the Project require a new or modified license or permit under Chapter 91, which regulates the use of waterways, tidelands and formerly filled tidelands? If NO , continue to next section.

If YES , has a Chapter 91 permit or modification been issued by the Massachusetts Department of Environmental Protection?

Has the Chapter 91 permit or modification been included within the bid document so that the contractor is fully aware of all permit conditions?

If a Chapter 91 permit has not yet been issued , please explain on the accompanying Consultant Letter the status of the permit application and how the yet to be issued permit will be incorporated into the construction contract.

CHA

PTER

91

MA

SSA

CHU

SETT

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DA

NG

ERED

SPE

CIES

ACT

(MES

A)

In the Consultant Letter, please explain how any Chapter 91 permit requirements have been incorporated into the bid package or are being handled by the project.

If a Conservation Permit has not yet been issued , please explain on the accompanying Consultant Letter the status of the permit application and how the yet to be issued permit will be incorporated into the construction contract.

In the Consultant Letter, please explain how any Conservation Permit requirements have been incorporated into the bid package or are being handled by the project.



YES NOIs the Project subject to Section 404 of the US Clean Water Act? If NO , continue to next section.

If YES , has a permit been issued by the US Army Corps of Engineers?

Does the project qualify for a Category 1 of the General Permit?

Has the permit been included within the bid document so that the contractor is fully aware of all permit conditions?

YES NOWill the project result in any discharge into the waters of the United States which therefore requires a Section 401 Water Quality Certification (WQC). If No , continue to the next section.

If YES , was the 401 Water Quality Certification (WQC) issued as part of the Wetlands Protection Act permit discussed above? If it was, continue to the next section.

If an individual WQC is required, was it issued by the DEP?

Has the WQC been included within the bid document so that the contractor is fully aware of all permit conditions?

US

Clea

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ater

Act

-- S

ecti

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04

If a Section 404 permit has not yet been issued , please explain on the accompanying Consultant Letter the status of the permit application and how the yet to be issued permit will be incorporated into the construction contract.

US

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SEC

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01 W

ATE

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If an individual WQC has not yet been issued , please explain on the accompanying Consultant Letter the status of the permit application and how the yet to be issued permit will be incorporated into the construction contract.

In the Consultant Letter, please explain how any permit requirements that were required as part of the WQC have been incorporated into the bid package or are being handled by the project.

In the Consultant Letter, please explain how any permit requirements that were required as part of the ACOE approval have been incorporated into the bid package or are being handled by the project.



YES NO

Does the Project involve the construction or modification to a bridge across a navigable waterway subject to oversight by the US Coast Guard? If NO , continue to next section.

If YES , has an approval by the Coast Guard, in the form of a permit or a Construction Letter been issued?

Has the permit or Construction Letter been included within the bid document so that the contractor is fully aware of all permit conditions?

YES NO

Is the project within the Massachusetts Coastal Zone Management Area? If NO , continue to the next section.

If YES , does the Project require a CZM Consistency Statement?

If YES , has the Consistency Statement been issued by CZM?

Has the CZM Statement included within the bid document so that the contractor is fully aware of all permit conditions?

If a CZM Consistency Statement has not yet been issued , please explain on the accompanying Consultant Letter the status of the CZM review.

COA

STA

L ZO

NE

MA

NA

GEM

ENT

If a Coast Guard permit or Construction Letter has not yet been issued , please explain on the accompanying Consultant Letter the status of the permit application and how the yet to be issued permit will be incorporated into the construction contract.

US

COA

ST G

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RD P

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In the Consultant Letter, please explain how any permit requirements that were required as part of the Coast Guard approval have been incorporated into the bid package or are being handled by the project.



YES NOHas the project been reviewed by the MHC under either Section 106 of the National Historic Preservation Act and/or under State Register Review? (Please Note -- MHC Review frequently occurs as part of and within the NEPA approval described above.)

Has MHC concurred with the Determination of Effect on Historic Properties?

Was a Memorandum of Agreement (MOA) required to address an Adverse Effect?

If an MOA was required, is a fully executed copy of the MOA included in the bid package?

YES NO

Will the project involve the use of any parkland or open space that is protected under Article 97 of the Massachusetts Constitution? If No , continue to the next section.

If YES , was this impact specifically identified in the MEPA document described above?

Has the transfer or easement on the Article 97 land been approved by a two thirds vote of the Massachusetts Legislature?

ART

ICLE

97

OF

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MA

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In the Consultant Letter, please explain how any requirements or conditions of the MOA have been incorporated into the bid package or are being handled by the project. If no MHC review was required for this project, please explain why the project was exempted.

MA

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SETT

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ISTO

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If legislative approval has not yet occurred, in the Consultant Letter, please explain how the remaining requirements of Article 97 will be completed.



YES NO

Has the project site been, or is it currently being regulated under MGL 21E or the Massachusetts Contingency Plan?

If YES , what is the Release Tracking Number(s)?

Is the Project aware of any Reportable Conditions at the site that have not yet been assigned an RTN?

Has any environmental pre-characterization (i.e., soil and/or groundwater sampling) been performed on the site?

Have all MCP documents or pre-characterization reports been included within the bid document so that the contractor is fully aware of any existing remediation issues currently on the site?

MA

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ENCY

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APT

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Please Note -- Unlike the other sections, every item in this section must be answered, even if the answer to the first question is No . Do not leave any answers blank.

In the Consultant Letter, please explain the current status of the MCP matters and how those requirements are addressed in the project bid documents?



YES NODoes the project involve the demolition or alteration of any existing structure (e.g., building, bridge, etc) that will require the off-site disposal of materials, including soil, construction and demolition debris, etc ? If NO , continue to the next section.

If YES , has a Hazardous Materials Survey been performed for the building?

Has the Hazardous Materials Survey been included within the bid document so that the contractor is fully aware of any existing hazardous materials that may be encountered during construction?

HA

ZARD

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AG

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In the Consultant Letter, please explain how any required submittals to the regulatory agencies will be managed during the project. For example, please explain who is responsible for notification to the DEP for Asbestos Abatement or who is responsible for the development and submittal to the EPA of an Implementation Plan to address PCB's in building materials, or any other notifications or approvals that are needed for hazardous materials abatements. Please explain how this delegation of responsibilities is addressed in the bid documents.



YES NO

Does the project include the installation or construction of any equipment or infrastructure that requires an operating permit or approval prior to the substantial completion of the project (e.g., an emergency generator, a wastewater treatment system, a wastewater discharge systems, boilers, paint booths, compressors, above ground or underground storage tanks, Stage II Vapor Recovery systems, or any other piece of equipment that has an outdoor exhaust, etc.). If NO , continue to the next section. Please note: The above list of equipment/infrastructure is not exhaustive or exclusive, technologies will change and improve, the above list of equipment is offered as a guide only. It is the responsibility of the designer to identify the specific approvals, permits and certifications needed for each project.

YES NODoes the project require review and approval under any other federal, state, or local environmental statute or regulation that was not described above?

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In the Consultant Letter, please explain how any permits, certifications or approvals that are needed to prior to installation or prior to operation of the equipment are being addressed in the bid package. Explain how the contractor has been directed to apply for all operating permits or if the responsibility to obtain operating permits will be handled by some other entity.

OTH

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If YES , in the Consultant Letter, please explain which additional regulatory requirements this project triggers and the status of that review and approval.



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That all of the information contained in this worksheet is correct, accurate and up to date; and

Submitted By:

MBTA Project Manager

That the permits for this project reflect and are consistent with the 100% design plans for the project and that no changes have occurred that require a modification to the permits.

That the designs presented meets all applicable codes, requirements and standards related to the environmental compliance of the construction, the permanent facility or any of the operating infrastructure included in the project; and

Submit a signed copy of the Consultant's Letter which responds to the information requested above and which also provides any additional information on the status of the environmental requirements of the project. The Consultants Letter should also clearly state the following:


SIGNATURES SHALL BE OBTAINED IN THE ORDER LISTED BELOW

YOUR SIGNATURE(S) SIGNIFIES THAT YOU HAVE REVIEWED THE CONTRACT DOCUMENTS AND RECOMMEND PROCESSING:

MBTA Project Manager Date

MBTA Area Director Date

MBTA AGM for Systemwide Accessibility Date

MBTA Risk Manager Date

MBTA Director of Environmental Affairs Date

MBTA AGM for Development Date

MBTA Director of QA/QC Date

MBTA Director of Project Controls Date

MBTA Director of Contract Administration Date

MBTA Chief Engineer Date

MBTA AGM for Design and Construction Date
