8.2.2 “Ready to Let” Determination

The District is responsible for determining if the project is “Ready to Let” (RTL). Funding obligation and project authorization to advertise for construction bids will be issued when the project meets the RTL definition as outlined in the Chief Engineer’s memo dated March 7, 2016.
  • ENV cleared and ENV mitigation complete (cleared sufficiently to proceed into construction without delays);
  • ENV permits secured (cleared sufficiently to proceed into construction without delays);
  • ROW cleared (cleared sufficiently to proceed into construction without delays);
  • Sealed(100%) PS&E (includes completed and approved schematic, if applicable);
  • Project agreements in place (includes local funding being received or an amount sufficiently received to proceed into construction without delays, for applicable projects);
  • Railroad coordination complete and agreement in place (cleared sufficiently to proceed into construction without delays, if applicable); and
  • Utility agreements in place and relocations in progress (cleared sufficiently to proceed into construction without delays, if applicable).
The above and any other remaining issues are to be resolved no less than four (4) months prior to letting date. Some of these issues are project specific and will not be applicable to every PS&E project.
8.2.2.1 Construction Management Plans
In cases where the project does not meet the RTL definition (e.g., unclear ROW or utilities, incomplete railroad coordination), the project may advance to letting with the inclusion of an approved Construction Management Plan (CMP). A CMP is an executive summary of the steps that will be shown in the plans to complete the project while mitigating the risk of delays in construction due to unclear project certifications including ROW acquisition, ROW encroachments, ROW relocation, utility conflicts, and/or outstanding railroad agreements.
According to the PS&E Review and Processing Schedule draft certifications for ROW Encroachment, ROW Acquisition, ROW Relocations, Utility Adjustments and Railroad Coordination are due approximately
four months prior to the letting date
 (refer to the PS&E Review and Processing Schedule for exact dates). The status of the draft certifications is used to determine the need for a possible CMP.
A CMP is required on any project which does not meet the Ready to Let definition.
A CMP consists of the following elements:
  • Memo;
  • Project certifications for Utilities, ROW and Railroads
  • Phase narrative;
  • TCP layouts; and
  • Contract time determination schedule.
Additional information on developing a CMP can be found in the Construction Management Plan SOP. The DES - FPP Section can also provide additional guidance.