2022 01 18 City Council

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3.2.2 Stakeholder Coordination 
The Consultant will facilitate, coordinate logistics, and, in coordination with the Client, conduct up to two 
(2) small group meetings to address concerns of major stakeholders  as needed based on specific factors 
of the project scoping and design.  These meetings can be in-person or virtual and the Consultant will 
provide a meeting agenda and notes for each meeting. These meetings will be held as needed to address 
any localized concerns should they arise. 
3.2.3 Agency Coordination 
If necessary, the Consultant may be required to participate in up to two (2) meetings with local, state, and 
federal governing authorities. The Consultant’s participation may include, but not be limited to, 
presentations during the meeting, note taking, and summarizing the meeting in a memo to the file.  
3.3 Surveying 
Assumptions: Consultant is assuming that all work will be performed without acquisition of additional right -of-
way. We will begin Concept Scoping efforts from Task A.1 with readily available data sources, such as GIS 
parcel records and public right-of-way information. As needed, we will perform a more extensive right -of-way 
field survey to determine boundaries so that work in Concept Scoping can be completed without a need for 
additional acquisition.  
Site survey, inclusive of marked subsurface utilities, will be performed in this task. This will include a full 
survey of intersections and streets, the area between the edge of traveled way to the apparent Right-of-Way 
line in each direction of travel, and visible hardscape features (driveways, drainage catch basins, above ground 
utilities, etc.). 
3.4 Preliminary Plans and Permits 
Assumptions: All improvements will be able to be constructed within the existing right -of-way, and right-of-
way acquisition is not anticipated for this project. If rights-of-way or easements are determined to  be needed, 
a modification to the scope and fee for this task will be required. 
Following the review and approval of the recommended design improvements, priorities, and phasing, the 
Consultant will begin the preliminary plans phase of the project in accordance with TDOT’s design process.  
This phase includes the development of the preliminary design plans as well as coordination regarding utilities, 
railroads, and rights-of-ways (as applicable).  Preliminary field review will be conducted for coordination and 
design purposes. 
The preliminary plans will be developed in accordance with TDOT Roadway Design Guidelines Chapters 1 
through 4, along with conformance to the applicable checklists for the applicable submittal stage. These plans 
will only include elements of preliminary plans development that are relevant and a pplicable to the scope of 
work approved by the Public Works Department. 
The Preliminary Plans will include the following: 
• Title Sheet – The title sheet will be formatted to be consistent with TDOT requirements. 
• Typical Section(s) – The proposed preliminary typical section(s) and a template created for the 
earthwork model. 
• Utility Notes and Utility Owners Sheet – specific information provided to the Construction 
Contractor for right-of-way or utility impact considerations. 
• Present Layout – overall layout sheet(s) showing present conditions prior to the proposed 
improvements. 
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