URGENT ACTION REQUIRED - CMIA-SR 99 SCOPEVERIFICATION

Ross Chittenden, Caltrans HQ, is providing the following information regarding action required for CMIA/SR 99 Scope Verification:

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ACTION ITEM TO CALTRANS DISTRICTS:

There is an urgent need to review and validate scope and benefits for all CMIA and SR 99 projects. We need to establish a process to keep CTC staff and other stakeholders informed of decisions as they are made by the project team. Recent occurrences where scope has changed may put CTC staff and the Department in a difficult position when the changes are discovered at the vote request or even after the CTC vote.

We also need to make sure decisions are properly documented in approval documents, i.e., Project Reports and Envir Documents, supplemental Project Reports, etc. IT IS IMPORTANT TO NOTE THAT CTC ACCOUNTABILITY DOCUMENTS (BASELINE AGREEMENTS, CORRECTIVE PLANS, etc) DO NOT RELIEVE THE PROJECT TEAM FROM PROPERLY DOCUMENTING SCOPE CONSISTENT WITH ESTABLISHED PROJECT DEVELOPMENT PROCEDURES.

Action Required:

1. Please complete the attached for each CMIA - SR 99 scope verification for each project. Please keep information brief and attached the relevant pages from most recent scoping document.

2. The file "Prop 1B CMIA-SR99 Baseline-original.xls" contains a statement of scope outputs (lane miles constructed, # of interchanges, bicycle lanes, etc) that are expected from the CMIA and SR 99 projects. Please review the attached for projects in your district. If there are any changes, please add as a separate column to the right of the info shown. If a project has been approved for a split, please show the outputs separated by each split contract.

The top section of the scope verification document should be completed with EXACT information and wording in the approved project baseline agreement. The lower section should be completed based on where the project is in its lifecycle. The section on splits and combines should be completed as appropriate including documentation of work to be combined into the final contracts funded from the SHOPP, minor program, local contributions, etc.

PLEASE COMPLETE AND RETURN TO DORIS ALKEBULAN AND I BY JULY 3, 2008. I REQUEST THAT THE INFORMATION BE RETURNED IN A SINGLE E-MAIL CONTAINING ALL THE PROJECTS FOR EACH DISTRICT (can be provided in multiple files for each project). I WOULD LIKE THE E-MAIL TO BE SENT BY THE DISTRICT DIRECTOR, OR IF DELEGATED, THE DEPUTY DISTRICT DIRECTOR, PROGRAM / PROJECT MANAGEMENT.

I understand project managers and support staff will prepare this

information, however, I would like to assure management concurrence on the final documents.

It is expected that we will adopt this documentation as a routine review as project achieve significant scoping milestones (Draft PR, PA&ED, anytime there is scope change during PS&E, draft PS&E, RTL). This document should be submitted with the quarterly progress report in the next report following completion of the key milestone.

Please inform external partners of this exercise and involve key team members and executive sponsors in the development of the current scoping information. Districts are encouraged to include HQ Project Management and Design coordinators in this activity.

Please call Doris or I with any questions on this request.

(See attached file: CMIA - SR 99 scope June 2008.doc)(See attached file:

Prop 1B CMIA-SR99 Outputs Baseline-original.xls)

Ross Chittenden

Proposition 1B Program Manager

California Department of Transportation

(916) 654-4252