Design Update 2012-1 (revised)
Special Provision Processing
Here are some reminders regarding submitting special provisions:
Per the Road Design Manual Chapter 11, if special provisions are not submitted in the proper format they will be returned to the submitter before the approval process begins. Please see the Special Provision Formatting Instructions for further information.
Any changes to an approved Special Provision must be submitted for re-approval.
Before creating a new special provision check the FUSP’s, search projectwise or call the Engineer of Specifications to help find a previously approved sp.
Draft SP’s to include instructions for construction acceptance of unique items not covered in the Standards Specifications for Construction.
When specifying materials a minimum of three is required to meet Federal guidelines. If there are only two, the statement “or approved equal” must be used. For sole source items on FHWA oversight projects the FHWA Area Engineer must approve if the project is MDOT oversight the Engineer of Design (Brad Wieferich) must approve.
When possible use the four section format (Description, Material, Construction, Measurement and Payment). Make sure the right information is in the right section. For example, SPs may have construction information included in the material section, this is not correct.
When submitting special provisions through projectwise, make sure the attributes are filled out with correct job number, approved letting date, etc.
Non-project specific special provisions should be submitted directly to MDOT- SpecialProvision@michigan.gov.
When a special provision is rejected back to the author, the author should copy out the file, make the necessary revisions and then resubmit the revised SP through ProjectWise. If a SP is in review and changes are required, do not resubmit the SP in ProjectWise but copy the file as it exists in ProjectWise, make the required modifications using track changes and then send the revised file to the Specifications Engineer (Dave Pawelec). Do not place the revise file into ProjectWise folder at that time as it will cause multiple versions of the same SP causing delays due to confusion and reviewing the same SP multiple times.
On unique special provisions, if pay items are included in the SP but are not part of the project, the pay items must be deleted and any reference to them must be deleted and resubmitted for approval.
On Frequently Used Special Provisions where more than one pay item is described, cross out the pay items not included in the project.
If you have any questions please contact Dave Pawelec @ (517)373-3930.
Design Update 2012-2
Special Provision Processing:
It appears that clarification is need on the MDOT policy dealing with crossing off pay items in Unique Special Provisions and Frequently Used Special Provisions. We, in Design, are striving for better consistency and alignment and to work to meet the needs of Construction. While it may be easier for designers to just use an already approved special provision and to not have to cross off any pay items not being used in the project, it makes it more difficult for Construction and the Contractors to determine whether or not the pay item was intended to be used in the project or not. This often leads to contractor inquiries and the possibility of an extra item of work during construction. The following procedure is now being implemented when projects are being reviewed by Specifications and Estimates to help eliminate this confusion:
Unique Special Provisions
Unique special provisions are by definition, only to include the work and pay items needed for the project they are included in. This means only pay items being used in the project should be included in the Measurement and Payment section. All unique special provisions should, by MDOT policy, be submitted for review and approval prior to their use. Specifications and Estimates will not hold up projects with unapproved unique special provisions as long as they are submitted for review and approval and only contain the pay items that are specifically included in the project. Any project with a special provision for Lane Rental will not be advertised unless that special provision has been approved. This is due to the amount of risk that the Contractor is bidding on and the enforcement potential that Construction will be imposing.
Frequently Used Special Provisions (FUSPs)
Frequently Used Special Provisions are by definition special provisions used on multiple projects yearly and have standardized language approved by the Federal Highway Administration (FHWA). The intent of the FUSPs is that they are used frequently enough to be considered for incorporation into the next version of the Standard Specifications for Construction. The FUSPs are not intended to be changed or modified on a project by project basis. They are intended to be placed into projects depending on how the Use Statement reads and should not be modified in any way. In circumstances were there are multiple pay items in a FUSP, FHWA and Construction have agreed that it is best to cross out any pay items in the Measurement and Payment section that are not applicable. This will provide clarity to Construction and the Contractor that the crossed off pay item in the FUSP was not intended to be used in the project and therefore should not be considered as an extra item of work.
If you have any questions or concerns about this update, please contact Specifications and Estimates.