Common use of Railroad Checklist Clause in Contracts

Railroad Checklist. The "Railroad Checklist" below is intended to be a guide for the region person to discuss and coordinate the railroad work with the railroad supervisor or representative and railroad contractor. FIGURE 258-3 Railroad Checklist Contract Documents Plans and special provisions Train Traffic Number /day, speed, schedule, construction window (s) - specific day of the week better than others? Agreements & Stipulations Identify roles, responsibilities, and work to be done. Get copies. Status Railroad work before construction is completed and on schedule? Insurance Is it needed, and documents required? Completed? Yes or No? If no, when will it be completed? Expiration date for the policy WisDOT Standard Specs Standard spec 107.17 COORDINATE Contractor and railroad anticipated work operations, staging, and schedule. Excavation near track - footings, foundations, piling, sheeting. If a temporary crossing is needed to build the project, arrangements are made in advance by RHS. If a temporary crossing is desired for the convenience of the contractor, the contractor is responsible for making arrangements with the railroad. Signals when will they be needed? Staging? Temporary needs? Signal supervisor or contact: Name Phone Crossing work, when will it be done? Staging? Track supervisor or contact: Name Phone Flagging required when within 25 feet of track centerline or as noted in contract special provisions. Lead time needed when requesting a flagger What should be done in emergency situations? 24-hour contact. Name Phone Will there be any railroad maintenance operations anticipated through the life of the highway construction project? Impact on the project? Is the railroad a member of Diggers Hotline? Yes or No? If not, contact for locates Name Phone Utilities other than railroad located on railroad property Open trench across rails - agreement required - timing to remove/replace rails for sewer crossing, etc. Salvaged material? - If so, where will it be stored Other coordination items: UNDERSTAND If construction progress meetings are held, review checklist for action items. Project engineer provides railroad updates when schedule changes. Name Phone FAX Contractor will provide lead-time to railroad for scheduling their work. Who should be contacted if flagger doesn't show up when scheduled? Name Phone Procedure if flagger has to leave site - railroad flagger contacts the project engineer or inspector at the field office Phone Railroad contact project engineer if work is being done within track clearance zone without a flagger and advise region railroad coordinator. Contractor/project engineer document who they talk with at the railroad when requesting a flagger Name Railroad will be responsible for traffic control/ flagging of highway traffic during crossing construction, if needed. Injuries/incidents on railroad R/W must be reported to the railroad. Name Phone

Railroad Checklist. The "Railroad Checklist" below is intended to be a guide for the region person to discuss and coordinate the railroad work with the railroad supervisor or representative and and/or railroad contractor. FIGURE 258-3 Railroad Checklist Contract Documents Plans Plan(s) and special provisions Train Traffic Number /day, speed, schedule, construction window (s) - specific day of the week better than others? Agreements & Stipulations Identify roles, responsibilities, and work to be done. Get copies. Status Railroad work before prior to construction is completed and on schedule? Insurance Is it needed, needed and documents required? Completed? Yes or No? If no, when will it be completed? Expiration date for the policy WisDOT Standard Specs Standard spec Section 107.17 COORDINATE Contractor and railroad anticipated work operations, staging, staging and schedule. Excavation near track - – footings, foundations, piling, sheeting. If a temporary crossing is needed to build the project, arrangements are made in advance by RHS. If a temporary crossing is desired for the convenience of the contractor, the contractor is responsible for making arrangements with the railroad. Signals when will they be needed? Staging? Temporary needs? Signal supervisor or contact: Name Phone Crossing work, when will it be done? Staging? Track supervisor or contact: Name Phone Flagging required when within 25 feet of track centerline or as noted in contract special provisions. Lead time needed when requesting a flagger What should be done in emergency situations? 24-hour contact. Name Phone Will there be any railroad maintenance operations anticipated through the life of the highway construction project? Impact on the project? Is the railroad a member of Diggers Hotline? Yes or No? If not, contact for locates Name Phone Utilities other than railroad located on railroad property Open trench across rails - – agreement required - – timing to remove/replace rails for sewer crossing, etc. Salvaged material? - – If so, where will it be stored Other coordination items: UNDERSTAND If construction progress meetings are held, review checklist for action items. Project engineer provides railroad updates when schedule changes. Name Phone FAX Contractor will provide lead-time to railroad for scheduling their work. Who should be contacted if flagger doesn't n’t show up when scheduled? Name Phone Procedure if flagger has to leave site - – railroad flagger contacts the project engineer or inspector at the field office Phone Railroad contact project engineer if work is being done within track clearance zone without a flagger and advise region railroad coordinator. Contractor/project engineer document who they talk with at the railroad when requesting a flagger Name Railroad will be responsible for traffic control/ flagging of highway traffic during crossing construction, if needed. Injuries/incidents on railroad R/W must be reported to the railroad. Name Phone

Railroad Checklist. The "Railroad Checklist" below is intended to be a guide for the region person to discuss and coordinate the railroad work with the railroad supervisor or representative and railroad contractor. FIGURE 258-3 Railroad Checklist Contract Documents Plans and special provisions Train Traffic Number /day, speed, schedule, construction window (s) - specific day of the week better than others? Agreements & Stipulations Identify roles, responsibilities, and work to be done. Get copies. Status Railroad work before construction is completed and on schedule? Insurance Is it needed, and documents required? Completed? Yes or No? If no, when will it be completed? Expiration date for the policy WisDOT Standard Specs Standard spec 107.17 COORDINATE Contractor and railroad anticipated work operations, staging, and schedule. Excavation near track - footings, foundations, piling, sheeting. If a temporary crossing is needed to build the project, arrangements are made in advance by RHS. If a temporary crossing is desired for the convenience of the contractor, the contractor is responsible for making arrangements with the railroad. Signals when will they be needed? Staging? Temporary needs? Signal supervisor or contact: Name Phone Crossing work, when will it be done? Staging? Track supervisor or contact: Name Phone Flagging required when within 25 feet of track centerline or as noted in contract special provisions. Lead time needed when requesting a flagger What should be done in emergency situations? 24-hour contact. Name Phone Will there be any railroad maintenance operations anticipated through the life of the highway construction project? Impact on the project? Is the railroad a member of Diggers Hotline? Yes or No? If not, contact for locates Name Phone Utilities other than railroad located on railroad property Open trench across rails - agreement required - timing to remove/replace rails for sewer crossing, etc. Salvaged material? - If so, where will it be stored Other coordination items: UNDERSTAND If construction progress meetings are held, review checklist for action items. Project engineer provides railroad updates when schedule changes. Name Phone FAX Contractor will provide lead-time to railroad for scheduling their work. Who should be contacted if flagger doesn't n’t show up when scheduled? Name Phone Procedure if flagger has to leave site - railroad flagger contacts the project engineer or inspector at the field office Phone Railroad contact project engineer if work is being done within track clearance zone without a flagger and advise region railroad coordinator. Contractor/project engineer document who they talk with at the railroad when requesting a flagger Name Railroad will be responsible for traffic control/ flagging of highway traffic during crossing construction, if needed. Injuries/incidents on railroad R/W must be reported to the railroad. Name Phone

Railroad Checklist. The "Railroad Checklist" below is intended to be a guide for the region person to discuss and coordinate the railroad work with the railroad supervisor or representative and and/or railroad contractor. FIGURE 258-3 Railroad Checklist Contract Documents Plans Plan(s) and special provisions Train Traffic Number /day, speed, schedule, construction window (s) - specific day of the week better than others? Agreements & Stipulations Identify roles, responsibilities, and work to be done. Get copies. Status Railroad work before prior to construction is completed and on schedule? Insurance Is it needed, needed and documents required? Completed? Yes or No? If no, when will it be completed? Expiration date for the policy WisDOT Standard Specs Standard spec Section 107.17 COORDINATE Contractor and railroad anticipated work operations, staging, staging and schedule. Excavation near track - – footings, foundations, piling, sheeting. If a temporary crossing is needed to build the project, arrangements are made in advance by RHS. If a temporary crossing is desired for the convenience of the contractor, the contractor is responsible for making arrangements with the railroad. Signals when will they be needed? Staging? Temporary needs? Signal supervisor or contact: Name Phone Crossing work, when will it be done? Staging? Track supervisor or contact: Name Phone Flagging required when within 25 feet of track centerline or as noted in contract special provisions. Lead time needed when requesting a flagger What should be done in emergency situations? 24-hour contact. Name Phone Will there be any railroad maintenance operations anticipated through the life of the highway construction project? Impact on the project? Is the railroad a member of Diggers Hotline? Yes or No? If not, contact for locates Name Phone Utilities other than railroad located on railroad property Open trench across rails - – agreement required - – timing to remove/replace rails for sewer crossing, etc. Salvaged material? - – If so, where will it be stored Other coordination items: UNDERSTAND If construction progress meetings are held, review checklist for action items. Project engineer provides railroad updates when schedule changes. Name Phone FAX Contractor will provide lead-time to railroad for scheduling their work. Who should be contacted if flagger doesn't n’t show up when scheduled? Name Phone Procedure if flagger has to leave site - – railroad flagger contacts the project engineer or inspector at the field office Phone Railroad contact project engineer if work is being done within track clearance zone without a flagger and advise region railroad coordinator. Contractor/project engineer document who they talk with at the railroad when requesting a flagger Name Railroad will be responsible for traffic control/ flagging of highway traffic during crossing construction, if needed. Injuries/incidents on railroad R/W must be reported to the railroad. Name PhonePhone Roles and Responsibilities There are several parties involved in a railroad project whether the work is done as part of a highway improvement project or a stand-alone safety project. Various roles for the list below are explained in the Facilities Development Manual. Region Railroad Coordinator (RRC) FDM 17-10-1 Project Engineer FDM 17-10-5 WisDOT FDM 17-10-10 Commissioner of Railroads (OCR) FDM 17-10-15 Railroads FDM 17-10-20 Federal Agencies FDM 17-10-25 Local Government Third-Party Railroad Protective Insurance FDM 17-10-30 A special provision, either “Railroad Insurance and Coordination”, or “Railroad Requirements and Coordination” may be included in the contract requiring the contractor to furnish third-party protective insurance. Do not allow the contractor to start work on the railroad right-of-way until evidence of the required insurance is furnished to the region and the railroad, and the provisions of standard spec 107.17.3 have been fulfilled. For more information on third-party railroad protective insurance see FDM 17-50-5 and FDM 19- 15-35. Work Operations on Railroad Right-of-Way Requiring a Railroad Flagger Standard spec 107.17 provides that all work or operations within the right of way of the railroad company must be conducted in a manner that will not interfere with the safe and uninterrupted operation of railroad traffic, and that no equipment can be operated, or materials stored within specified limits, except under the protection of railroad flaggers, unless other arrangements have been made with the railroad and are covered in the special provisions. The engineer should make sure the contractor does not operate within 25 feet of a railroad track without a railroad flagger present. Any violation of the contract in this respect might be cause to halt all operations on or adjacent to the railroad track area. The "Railroad Requirements and Coordination" special provision providing flagging requirements and costs involved, will be included in agreements involving extended occupancy of railroad right of way for railroad grade separation and other projects. In some situations, the railroad provides flagging at no cost to the contractor. Flagging has often been a sensitive and sometimes costly item and is often a disputed item between the contractor and the railroad. As an incentive to minimize the risks on projects with extended occupancies of railroad right of way, when provided in the special provisions, WisDOT will share these costs 50-50 with the contractor. Since this is not a bid item, these costs must be treated as overhead in the contractors bid. WisDOT pays its share of the cost through a contract modification after the contractor pays the railroad all flagging costs and bills WisDOT 50%. Non-Compensable Work The railroad is responsible for the maintenance of at-grade crossing surfaces on public streets or highways and associated warning devices. They generally receive no compensation for this work. Exceptions are grade crossings on state trunk highways, for which the railroad may be reimbursed up to 85% of reconstruction costs by the state. Maintenance costs for warning devices are partially reimbursed annually by lump sum based on the proportionate share of warning devices that the railroad maintains. Separation structure maintenance may also be required of the railroad at its expense, dependent upon terms of the agreement or stipulation in force. The region office or local highway authority sends written notice to the railroad under Section 86.12 or Section 86.13, Wisconsin Statutes, advising of the proposed highway project that may affect a railroad highway crossing. The written notice is the means of notifying the railroad of an impending highway improvement that does not require an agreement with the railroad. On state trunk highway crossings, the department may have an obligation regarding the improvement or repairs to the crossing. Refer to FDM 17-5-5 for further discussion. Railroad representatives should be invited to attend the preconstruction conference when railroad crossings are within the project limits. During construction, the railroad should be kept informed as to when work near the crossing will be done and when the highway will be opened to traffic. In some situations, RHS arranges with the railroad to pave within the four foot zone of railroad responsibility in exchange for the railroad providing flagging (usually up to three days), at railroad expense. Compensable Work Contract administration is a region function, and duties and responsibilities within each region vary. The region has the responsibility of prosecuting and overseeing railroad contracts to completion, inspecting the work for compliance with the plans and special provisions, preparing the contract completion certificate (when needed), and obtaining and submitting final invoices for payment. Agreement Execution RHS provides the region with a copy of the fully executed agreement including exhibits and railroad estimates. The RRC will provide the project engineer a copy for information and use. For more information on agreement types and contents see FDM 17-20-10 and FDM 17-20-15.