TO: _______________, EIC, Region __Construction

FROM: _______________, Project Manager, Region __Design

SUBJECT: Design Data Supplied to Construction

Handoff Memo to the Engineer-in-Charge
PIN___________, D__________
Project Description:

DATE:

In accordance with Section 21.13 of the Highway Design Manual, the following information is
transferred to the Regional Construction Group:

A. The objectives of this contract are:

(EXAMPLES FOLLOW)
 Primarily to correct pavement deficiencies but also to address a high accident
location.
 Primarily to correct sight distance deficiencies but also to provide pedestrian
facilities.
 Add turn lanes to the intersection to correct capacity deficiencies.

B. I have placed copies of the Supplemental Information Available to Bidders in the

ProjectWise Supplemental Information Available to Bidders subfolder. Information made
available to bidders that is not in electronic format can be obtained at_________, or is
attached.

C. I have placed the following documents under the appropriate Construction

Folder/subfolder: (EXAMPLES FOLLOW)
 Any information that is listed on the CONR 9 and is available to the designer, but
was not made available to bidders. Note that CADD files should be “cleaned” of all
extraneous information.
 Complete Engineer’s Estimate Book
 Asbestos Assessment Survey by SOURCE, dated _______
 Hazardous Waste Letter from SOURCE, dated __________
 NYSDEC GP-0-08-001 Letter of Acknowledgement
 Project photos
 Letter from ______ County approving the use of County Route ____ for detour
 Acquisition maps for the project
 Signed “Permission to Perform Work on Private Land” forms

D. A general description of the Work Zone Traffic Control (WZTC) plan is:
(EXAMPLES FOLLOW, USE MULTIPLE ENTRIES AS APPROPRIATE)
 To minimize traffic disruption during peak hours by keeping all lanes open to
traffic during the hours shown on Sheet XX of the Plans.

50 Wolf Road, Albany, NY 12232 │ www.dot.ny.gov

  To maintain one lane of traffic in each direction at all times.
 To replace the bridge while maintaining alternating two-way traffic with a
temporary traffic signal.
 To have all lanes open to traffic before the first day of school.
 To minimize disruptions to motorists during Saratoga Race Track season.

This contract includes specific milestones and/or lane closure restrictions. This information
can be found on Page XXX of the Proposal/Sheet XXX of the Plans.
(EXPLAIN/REFERENCE AS APPROPRIATE)

This contract includes time related contract provisions. (EXPLAIN/REFERENCE AS

APPROPRIATE)

This contract includes measures to facilitate police enforcement (e.g., designed pull-off
areas for police set-up, etc.). (EXPLAIN/REFERENCE AS APPROPRIATE)

Specific WZTC issues that may arise on this project include:

(EXAMPLES FOLLOW, USE MULTIPLE ENTRIES AND CLARIFY AS APPROPRIATE)
 Traffic on the exit ramp may back up onto the freeway.
 Traffic may back up through the signalized intersection.
 Traffic may back up across the RR.
 Queues may exceed one mile.

Suggested congestion mitigation measures that could be taken if these issues arise
include:
(EXAMPLES FOLLOW, USE MULTIPLE ENTRIES AND CLARIFY AS APPROPRIATE)
 Move the VMS shown on Sheet XX of the Plans to _____
 Change the message on the VMS shown on Sheet XX of the Plans to_____
 Direct the contractor to re-open lanes ASAP
 Direct an additional flagger to ______
 Consult the Construction Supervisor/Regional Traffic Engineer/TMC

NOTE: Consult Standard Specifications Section 104 – Scope of Work and Section 109
– Measurement and Payment prior to implementation of any suggested congestion
mitigation measures that include contract work not specifically accounted for in the
contract documents.

E. The Table of Property Releases included in the as-let contract documents is updated as
follows:

Property Owners Name Type of Work Status of Release

(Give location: Station and Side) (Driveway, Grading, (Obtained, Pending,
Reconnection of Utility, Refused, or Needed)
Etc.)
F. The following commitments have been made to property owners or government
officials:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

G. Project Stakeholder Information

List project stakeholders associated with the project including those for emergency services,
schools, public transit agencies, local government officials, property owners, contacts for
any permits received for the project, project designer, project manager, and appropriate
DOT contacts at the Regional Office and others as appropriate. Indicate their interest in the
project.

Create a Stakeholder SubFolder in the Construction Projectwise Folder for copies of

Stakeholder Correspondence, when appropriate.

Nature of Interest in the Phone number or othe

Stakeholder Name Title
Project Contact info

H. Your attention is directed to the following project locations where construction is

complex:
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_____________________________________________________________________

I. Status of Restricted Highways located within the contract:

(EXAMPLES BELOW)
  All highways in this contract should be designated as Restricted Highways, in
accordance with Contract Administration Manual Section 104-05.
 A Special Note has been placed in the Contract Proposal identifying one or more
of the highways in this contract as Non-Restricted Highways. The remainder of the
highways in this contract should be designated as Restricted Highways in
accordance with Contract Administration Manual Section 104-05.

J. We are also conveying the following information to you at this time:

(EXAMPLES FOLLOW)
 Notify the ______________Fire Department at least __ weeks prior to the road
closures. Contact ___________@ ___________
 Notify ___________, the ________ County Commissioner of Public Works
______________ in writing one _ month prior to implementing the detour route.
 Contact person for Special Event ____________ is _____________.
 Other known projects in the vicinity, including projects within the last two years,
or planned projects that could affect project decisions or require coordination.
 Updated status of utility work by others.
 Utility Concerns.
 Thoughts on construction process (locations of staging areas, haul roads and
spoil areas if not included in plans).

Upon request, we are available to meet with you at the project site for a walk through or to
discuss the above.

e-mail cc’s: Construction Supervisor

Design Supervisor
Design Quality Control Engineer
LA/ES Job Manager
Work Zone Traffic Control Representative
Public Information Officer
TMC (if applicable)