deliverables expectations matrix_06-28-2019

typically
can be
design teams final design and
planning,
contract documents transition to
scoping or
preliminary (ps&e) development construction
design teams
engineering

geometric design review

Contract documents ready

constructability review
corridor sketch strategies

Contract ad and award

(design approval)

Design Phase Closure

This tool offers “at-a-glance” information about deliverables during

pre-contract
design and project development.

review
Planning

Pre 30%
Scoping
Check appropriate resources and subject matter experts for details
regarding specific deliverables for your project.

contents consult or discuss with ~30% ~60% ~90% 100%

1 Timeline actions and purpose
2 Project Management
3 Cost Estimates
4 Environmental Review, Permitting & Documentation
5 Cost Risk Estimating Management
6 Value Engineering
7 Pavement
8 Utilities and Railroad
9 Access – limited/managed
10 Right-Of-Way
11 Community Engagement
12 Design Documentation
13 Roadway Geometrics and Plans
14 Channelization and Pavement Marking Plans
15 Hydraulics-Water Quality
16 Survey & Mapping
17 Structures, Bridges, et al
18 Illumination, signals and ITS
19 Geotechnical Recommendations
20 Work Zone Traffic Control
21 Traffic Analysis
22 Safety Analysis
23 Signing
24 Temporary Erosion and Sediment Control (TESC)
25 Specifications

LEGEND
Blue shading = a new row, added since the last deliverables expectations matrix
Orange shading = if applicable these groups/activities may be involved at these times in your project
Orange pattern = sometimes these activities are happening during this time frame

Law/ Maintenance &

Legislature Operations Planning Planning Scoping Programming Design Construction

Establish Manage Assess Develop

Identify Alternative Refine Assign Implement
Policy System Funded
Needs Strategies Solutions Resources Solutions
Framework Assets Solutions

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deliverables expectations matrix_06-28-2019
 deliverables expectations matrix_06-28-2019

Deliverables Expectation Matrix

Communicates typical expectations for project deliverables and helps establish mutual
understanding of these expectations.
Provides a “schematic” of the Project Development Process at WSDOT - The matrix is
foundational to seasoned project managers, project teams, staff and our consultant
partners. The matrix offers additional value as a guide for staff learning how to
complete a WSDOT project.
This tool is used to help plan and execute work for project development. The matrix
offers Quality Control, Quality Assurance and Quality Verification benefits. The matrix
helps team readiness for project reviews and organizes the project development
process as follows:
Planning (corridor sketch strategies)
Scoping
Pre 30%
Geometric design review / design approval (~ 30% design level)
Constructability review (~60 design level)
Pre-contract review (~90% design level)
Contract documents ready (~100% design level)
Contract ad and award
Design Phase Close Out

Deliverables Expectation Matrix

Master Deliverable List (MDL)

Project Management Guide

Target Audience for the Deliverables Expectations Matrix includes…

project teams new designers subject matter experts traffic

consultants design design-builders specialty firms

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contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
(final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
1 Timeline actions project profile informs Identify team members design criteria final major design elements deliverables substantially Region PS&E review WSDOT publicly solicits organized cessation of
and purpose scoping and design start;  consultants, wsdot staff, or combination design decisions completed complete (typically 10 weeks). bids from contractors to activities; transition work
begin Basis of Design  core team members design approval underground & overhead construct the project. or staff
with initial baseline  extended team members Design Manual Ch. 300 conflicts identified document to reviewers
project need  roles and responsibilities Basis of Design complete resolve conflicts: utilities, Archive required records
project endorsement drainage, etc.
design criteria draft review constructability
assumptions 3D modeling complete
deliverable requirements project delivery method
2 Project corridor level vision PMP & work plan (DBE goals)
Project Kickoff (initiate & align worksheet) Current project management plan (and work plan) – Capital Program Development & Management Office (CPDM) Manual,
Management Design Manual 305; monitor & control (Quarterly Project Report) Official closure and handoff
Baseline schedule
Lessons learned
Budget known Quality:
recognized accomplishments
Risk Management Plan
Control – actions at the production levels to produce the desired quality and professional services. organized end of design activities
Communication plan
transition of work or staff
Change management plan
Assurance – actions to ensure prudent quality control procedures are in place. documentation per retention requirements
Quality Plan (QA, QC, QV)
Endorsement Verification – actions to ensure a Quality Management Plan (QMP) was implemented and followed.
Executing work
3 Cost Estimates Basis of Estimate updated estimate & basis Begin item by item Estimate item quantities Check that all items are engineer’s estimate at ad
Preliminary cost estimate Budget assumptions communicated Project Estimate and unit costs. included and correct.
developed for Project (update basis of estimate) (update basis of estimate) (update basis of estimate) Verify that all items are
Determine if project needs: Value Engineering
Definition R/W Project Funding included and correct.
and/or Risk Assessment
Estimate completed updated estimate & basis Cost estimate completed (final basis of estimate)
updated estimate & basis
Pay groups and pay items with below the line
determined items. Summary of
quantities completed, Construction estimate
item prices determined, finalized

lump sum cost detail

completed
4 Environmental Identify and confirm level of required environmental documentation. Coordination with Coordination with Coordination with Coordination with
Review, Permitting, Environmental Review Verify permits and documentation needed agencies agencies agencies agencies
& Documentation Summary completed.
Environmental budget and schedule submittal NEPA/SEPA compliance NEPA/SEPA Compliance NEPA/SEPA compliance NEPA/SEPA Compliance
documentation documentation documentation documentation
Agreement on Area of Potential Affect for Section
106 and Action Area for ESA
Environmental Permit Environmental Permit
coordination with agencies
Applications Applications
Environmental surveys of project footprint

Complete necessary Env docs and permits to

complete Geotech work

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contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
(final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
5
Cost Risk Early determination of Project Risk Assessment process steps are built into Status of project risks. Status of project risks. Status of project risks. Prepare summary of Transfer summary of
Estimating project needs for project the project management plan, work schedule and Update analysis if needed. Update analysis if needed. Update analysis if needed. project risk status. project risk status to
risk assessment: scope of work. construction office.
Management
Cost Risk Assessment, Review the Project Risk Management Guide;
CRA or Cost Estimate milestones for Scope, Schedule and Estimate are used
Validation Process, CEVP. to inform the timing of activities for project risk
assessment. This includes updates.
Establish milestones for cost risk assessment prep
meetings and activities, workshop(s) and post
workshop activities in the project schedule.
Schedule Risk monitoring and control activities.
6
Value Engineering Early determination of Review the Value Engineering chapter of the Design Value Engineering Implementation of Value Follow-up and follow- Prepare summary of
benefit of Value Manual. Value Engineering is an effective process for workshop. Engineering through of value value engineering
Engineering for the ensuring Practical Design. Value Engineering activities recommendations. engineering recommendations as
project. are built into the project schedule. recommendations. implemented into the
final design.

7
Pavement Scoping Level Pavement Scoping Level Pavement Design reviewed Region Draft Pavement Type Pavement Type Selection Final Pavement Design Pavement Repair
Design Report materials Pavement Design Report requested Selection completed submitted to Pavement Report with Region quantities and locations
completed, including: Preliminary Pavement Type Selection Completed Office for Final Approval stamp and Pavement reviewed with
o WSPMS/Historical Draft Pavement Design Office signed Construction PEO for
Data/Maintenance Input Field and Core Investigation completed Report approved by Draft Pavement Design concurrence to Region verification of field
o Projected Traffic Region, (sent to Pavement Report completed for Plan Review accuracy
Type/Usage Draft Pavement Design Report completed Office for concurrence)
o Existing Final Pavement Design
Conditions/Primary Document stamped by
Deterioration Region and forwarded to
o Highway Activity Pavement Office for
Tracking System, HATS signed concurrence
o P1 One-Touch Policy

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contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
(final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
8
Utilities and Potential utility Utilities within the project limits notified. Utility Conflict Report & Utility conflicts Utility Relocation Plan Utility relocation work
Railroad relocations identified Plan with as-built info. confirmed and relocation information and completed or timeline
Washington Utilities Transportation Commission Preliminary Utility letters sent to Utilities. specifications established
Responsibility for costs (WUTC) permit application for railroad crossings conflicts identified. incorporated in PS&E.
established submitted Utility Object Relocation Utility relocation meeting
Utility As-Builts requested. Record-UORR sent to held. Letters of Understanding
Utilities. issued to Utilities
Railroad (RR) issues identified. Utility Relocation Plans requiring relocation.
Project Overview Meet and schedules obtained.
Relocation cost responsibility defined. w/Utility Owners Utility, service, and
Utility Quality Level C & D Utility and railroad railroad agreements
Franchise and permit documentation collected. completed. agreements completed completed.
Determine need for
Utility relocation strategy for project established. Subsurface Utility Utility Franchise/Permit Utility relocation and
Engineering, SUE Utility obtained. schedule monitored and
Quality Level A & B. coordination completed.
Relocation plans/schedule Finalize utility
request from Utilities. agreements (costs Construction and
Franchise/Permit process responsibility estimate Maintenance Agreement
complete) completed.
initiated; cost recovery
accounts initiated.
Utility property rights
verified.
Railroad standard
Construction
Maintenance Agreement
(CMA) obtained
9
Access – Define existing access Identify affected abutters for access report and Access Hearing Plan New Limited Right of
limited/managed status; managed access hearings. and hearing process Way Limited Access Plan
and/or limited access
DM 520, 530, 540, A choice to change Determine if an access hearing is required. Findings and Order Plan
550, 1103 current or planned
DM 210 (hearings) access is to be consistent Evaluate access connections and identify Appeal Period
improvements.
Limited access

with the contextual

information, desired Limited Access Change Resume
performance targets, and Access hearing required or notice of
modal priorities. DM opportunity for a hearing.
1103. Evaluate Access
Master plan - determine Access hearing
most appropriate access Access Report and Access Report Plan
control. Document in prehearing packet
BOD Section 3.
Identify general project
impacts to access.
Review grandfathered approaches and existing Managed Access Control Note: Managed Access
Managed Access

permitted approaches. Permits in the RAMPS connections are not

Evaluate access connections and identify database, reviewed and noted on the Right-Of-
improvements. Is it appropriate to combine or updated. Way plans. There is no
close connections and reduce traffic conflicts? RAMPS = Roadway Access Right-Of-Way plan
Management Permit System change unless WSDOT
requires Right-Of-Way.

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contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
(final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
10
Right-Of-Way Property required for a Real Estate Services assists in minimizing right of way Plan development: Confirm status of right of Right-of-way acquisitions
public facility, includes costs, defining route locations and acquisition areas, “red line R/W plan” way acquisition. complete.
Right of Way Manual, square footage, access and determining potential problems and possible
Chapter 6 rights, easements, and solutions. R/W cost estimates made • Examine Title reports.
any property impacts. by Real Estate Services. • Add easements to right
Design Manual 510 Appraisals and Acquisition information of way and limited access
Consider significant right Request title reports for plan.
of way elements in identified right of way
accordance with the parcels. • Obtain utility, railroad,
Right of Way Manual. haul road, detour routes,
Real Estate Services or other essential
performs field agreements. Utilities
inspections as Manual and the
appropriate. Agreements Manual.
• Plan right of way
acquisition, disposal, and
maintenance.
• Plan easements and
obtain permits (to
accommodate activities
outside of the right of
way).
11
Community multimodal, multiagency, community engagement plan complete Investigate design Investigate design Community engagement
Engagement multidisciplinary concepts that concepts that ideas fully implemented
engagement concept confirm need & context Incorporate community Incorporate community into contract plans
team launch Design controls feedback feedback
create stakeholders list Alternatives Analysis
get input from region preferred alternative
communications Elements/Dimensions
Identified
Dimensioned
12
Design Context Management Section 1 and 2 of the BOD complete. Baseline and All sections of BOD If a separate Design Project Development Design Documentation Design documentation
Documentation Assessment Report contextual needs including performance metrics and complete and BOD Approval is necessary, it Approval complete or Package complete transferred to
(CMAR) complete targets. Context determined. approved should be completed in combined Design construction project
Section 3 and 4 in draft form circulated for this phase. Approval/Project office.
BOD initiated concurrence. Development Approval
Design Analysis complete.
completed.
13
Roadway Project limits identified Design criteria and Typical roadway All horizontal & vertical All geometric plans Final Plans for PS&E
Geometrics and parameters approved section(s) completed; alignments & completed (alignment, contract
Plans Affected alignments identified Preliminary footprint station to station superelevations profiles, roadway
designed roadway geometrics, completed sections, interchange
New versus existing alignment surfacing type & depth, contours, site
slope information, Design Analysis approved preparation, road
Target speed guardrail, vertical cut approach plans, etc.)
locations, and DDP updated as required
Preliminary design criteria established construction notes Design compared to
Mainline and major endorsed design criteria/
horizontal, & vertical parameters
alignments, and
superelevations designed
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 deliverables expectations matrix_06-28-2019
contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
Project Development > (final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
14
Channelization and Intersection Control Analysis (ICA) approved (if not Roundabout Geometric Design Analysis All plans completed
Pavement Marking already complete in scoping) Design Peer Review submitted and approved Approved Channelization
complete. Intersection plans for Plan verified for
Plans
approval complete consistency with
Intersection Plans for pavement marking plans
Approval submitted for and specifications
review.

Signal permits
completed.

Striping material
selected.

15 Hydraulics & Water Drainage needs identified Design criteria identified Storm water 60% check-in using Hydraulic Report Final
Quality in accordance with Storm water Management requirements identified Management strategies, Hydraulic Report approved verified for
Maintenance and including locations for Checklist consistency with plans
see Temporary Regional Hydraulics Water quality requirements identified treatment identified and specifications
Erosion and Retrofit Cost-Effectiveness and Feasibility (RCEF) (hydraulic and water TS&L of drainage facilities
quality issues identified) determined Storm water details
Sediment Control Analysis
(TESC) draft Hydraulic Report, completed
Sensitive Area - Documentation of needs
Confirm specific criteria for:
Documentation - Existing basins and flows
- Fish Passage If applicable, transfer
completed (Water for anticipated Threshold
- Chronic Env Deficiency Discharge Areas stormwater retrofit funds
- Major Drainage Resource Inventory). - Identification of Minimum -- over to the I-4
- Bridge Scour/ replacement Stormwater Requirements from Highway Subprogram, Stormwater
Management Strategy Runoff Manual (HRM). Retrofit Category
endorsed by region or Storm Water Report submitted
HQ hydraulics engineer to region for review and Final Hydraulic Design,
approval i.e. stream design
Hydraulic Report Submitted
Preliminary Stormwater Mgmnt
options to identify R/W needs
completed
Preliminary Hydraulics Design,
i.e. stream design

16
Survey & Mapping LIDAR or existing aerial Project survey requirements finalized, including areas Design level mapping Mapping of new roadway DNR Permits to Destroy Preliminary construction
photos or other that may be outside roadway corridor improvements. completed Record of features completed Field Monuments obtained staking data completed
preliminary information. Survey completed and review of proposed
Project survey control completed Cadastral survey filed Right of Way plan features completed
performed. Topographic Survey complete. completed and approved
Relocation plan
completed

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contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
Project Development > (final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
17 Structures (Bridges, Determine needed Structural Input for Structural Participation in Refer to Deliverables in Refer to Deliverables in Refer to Deliverables in Refer to Deliverables in
Retaining Walls, structure and/or geotech Environmental Agency Coordination the Structural Matrix the Structural Matrix the Structural Matrix the Structural Matrix
Noise Walls, high work. Documentation and “Bridge Preliminary Plan” “Constructability Review “PS&E Review Set” “Signed PS&E Set”
mast lighting, sign Permits Finalize Scope of Work Set”
Square footage cost Agreements
structures)
estimates of structures Begin Coordination: Required Information Required Information Required Information
Also, refer to
project scope, from Others: from Others (4 weeks from Others (6 weeks
“Structural Submittal
preservation activities,  Structure Site Data prior to submittal): prior to submittal):
Expectations Matrix”.
construction staging,  Preliminary Hydraulic  Geotechnical  Final Geotechnical
layout and span lengths, Design (PHD) Information for Bridge Recommendations
design constraints,  Geotechnical Substructure Design  Final Hydraulics Design
seismic operational Information for Bridge  Draft Bridge Scour (FHD)
classification Preliminary Plan Recommendations

Submittal: TS&L (when Submittal: Draft Bridge Submittal: Submittal = End of Phase Submittal: Signed PS&E Submittal = End of Phase:
required) Preliminary Plan Constructability Review Document: PS&E Review Set (2 weeks prior to End Bridge Load Rating
Set Set of Phase)

End of Phase Document: End of Phase Document:

Approved Bridge Finalized Comment
Preliminary Plan Resolution Form
18 Illumination, Establish required light Coordinate with signal operations for any proposed As-built information Box/vault, cabinet, and All notes and schedules Final plans complete.
Signals and ITS levels (roadway and new or modified traffic signal systems. Signal collected and verified on- conduit layout complete. complete, including Service agreements
pedestrian classification). operations will develop signal-phasing plan(s) as part site with maintenance. Wiring / network (fiber) review and approval of complete.
of signal system analysis. Start speed study for diagram complete. supporting calculations.
Illumination Light Level
Determine ITS needs and existing intersections.
Analysis complete.
preliminary equipment Signal display and Supporting detail plans
locations. Begin collection of as-built data for existing locations. Signal phasing plan detection laid out and complete.
complete. Preliminary identified.
signal plan approved. Provide service
- Pole locations provided to Provide data to Bridge agreement requests
and Structures Office for (power or
design for coordination of
any special design communications) to
grading and drainage
equipment or utilities office for
- Confirm lateral bearing
foundations. processing.
pressure design for poles
Wind load charts for signal
standards
Contact structural designer
for poles mounted on
structures.
Determine preliminary
utility connections (power
or communications) and
initiate coordination with
serving utilities.

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deliverables expectations matrix_06-28-2019
 deliverables expectations matrix_06-28-2019

contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
Project Development > (final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
19
Geotechnical Scoping level cost Support for TS&L Required Information Required Information Required Information Required Information Required Information End of Phase Document: Project close out &
Recommendations estimate for from Others: from Others: from Others: from Others: from Others:  Decommissioning of transition to
project/workforce Submittal:  PMP  Project Site Data;  Approved Bridge  Final Hydraulic Design  PS&E Review Set wells Construction support
planning, based on TS&L (when required)  Work Request o Mainline and major Preliminary Plan (FHD)
project size, location,  Scope of Work horizontal & vertical  Roadway sections Submittal:
known elements & Agreement alignments  Draft Bridge Scour End of Phase Document:  PS&E review
historical costs.  Draft Schedule o Typical roadway Recommendations  Final Geotechnical comments
section(s)  Survey Borehole Recommendations
Submittal: o TS&L of all Structures locations (Report/Memorandum) End of Phase Document:
Cost estimate provided, o Wall Site Data  Summary of
based on project size, o Hydraulic/Storm water Submittal: Geotechnical
location, known features  Field Exploration Plan Conditions
elements & historical  Field Exploration & utility locates
costs. Clearances, ROE and  Soils Data to
cultural resources. Hydraulics
End of Phase Document:  Preliminary Hydraulic  Geotechnical
 PMP endorsement Design (PHD) Information for Bridge
 Scope of Work Submittal: Sub-Structure Design
agreements initiated  Geotechnical
 Draft Schedule Information for Bridge
Preliminary Plan
 Drilling Exhibit for ESA
End of Phase Document:
 Final SOW Agreement
 Final Cost estimate &
Schedule
20 Work Zone Traffic Basic traffic control Preliminary Traffic TMP showing Final TMP completed. TMP, including traffic
Control strategies & alternatives Management Plan/Traffic construction sequence Final detour plans control plans completed
identified. Projects of Control Plan and staging completed completed and associated Specials
significance must have approved
Traffic Management Plan
(TMP) scoped.
21
Traffic Analysis  Scoping level  Operations analysis scope determined Operations analysis Assumptions and
Operations Analysis operational analysis  Traffic data collected complete. conclusions in
Interchange Justification
complete for  Perform Operations Analysis IJR/ARR complete Operations Analysis
Report (IJR) / Access alternatives  Intersection Control Analysis (ICA) approved (if verified for consistency
Revision Report (ARR) consideration not already complete in scoping) with design.
22
Safety Analysis Reference Safety Analysis Gather data necessary for Safety Analysis. Safety Analysis complete. Assumptions and
Crash Analysis Report Guide for what will be Perform Safety Analysis conclusions in Safety
(CAR) needed for safety Analysis verified for
analysis for the funding consistency with design.
program.

CAR is complete if
funded from the Collision
Reduction program.

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deliverables expectations matrix_06-28-2019
 deliverables expectations matrix_06-28-2019

contract ready
Scoping project management plan development geometric design review constructability review pre-contract review Contract Ad and Award Design phase Closure
Project Development > (final review)
corridor sketch / planning study ~10% ~30% ~60% ~90% 100% bid letting Transition to construction
23
Signing  Contact Region Traffic Office to discuss  Existing signs to reuse  Visual standards for  Updated Sign
scheduling, scope of project, and needed and relocate defined corridor coordinated Design Plan Sheets
information for sign design  Existing sign inventory with Landscape (Sign Specification
 Gather and deliver signing information to the complete(include Architect Sheets – Removal,
Traffic Office electrical items for sign  Signing plans, notes, Relocation, &
lighting, flashing sign specifications Roadside Sign
beacons, or completed Structures; Sign
variable/dynamic  Conflicts with Plans; Sign Details)
message signs) illumination, camera  Overhead Sign
 Potential conflicts poles, and/or signal Structure Plan
between light features, drainage or Sheets completed
standards, camera utilities identified  Update Lump Sum
poles, and signal poles  Coordination with Estimate
with signs identified luminaires on
 Requests for sign structures or walls
structures submitted to identified and
HQ Bridge and mounting/foundation
Structures details completed
 Preliminary Guide Sign  Updated Lump Sum
Plan developed Estimate
 Preliminary Lump Sum  Utility Agreement and
Estimate calculated Utility Relocation
Requests submitted
 Sign layout complete,
include overhead signs
24 Temporary Erosion Preliminary TESC TESC plan submitted to Final TESC approved, Approved TESC letter Staking of TESC measures
and Sediment completed region for review and including site visit transmitted to PS&E and construction
Control (TESC) approval Construction Water Erosion Control Plans and reviewed
Quality Monitoring Plan Notes completed
submitted
25
Specifications Start writing specials for Specifications Specifications run list Approved Specifications
non-standard bid items. preliminary run list completed included in PS&E
completed
All special provisions
submitted for review and
approval.

Specialty groups
specifications and special
provisions completed Pay
groups and pay items
determined

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