General Engineering - 2019 - : Section/Article Description

18
Part 1
General Engineering
— 2019 —
TABLE OF CONTENTS
Section/Article Description Page
1.1 Engineering Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-2

1.1.1 Introduction (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-2
1.1.2 Valuation Maps (2000). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-2
1.1.3 Contracts, Easements, and Agreements (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-2
1.1.4 Original Right-of-Way Grant Instruments (Deeds, etc.) (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-3 1
1.1.5 Operation and Maintenance Records (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-3
1.1.6 Bridge, Culvert, and Tunnel Records (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-5
1.1.7 Signals and Communications Plans and Records (2000). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-5
1.1.8 Building and Utility Plans and Records (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-6
1.1.9 Environmental Information and Records (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-6
1.1.10 Material Inventory Records (2000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-6 3
1.2 Budgeting (To Be Developed) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-7
1.3 Contracting and Contract Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-7

1.3.1 Definition of Terms (2019) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-7
1.3.2 Introduction (2019) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-7
1.3.3 Contract with Governmental Agency (2019) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-8
1.3.4 Contract with an Engineer for Engineering Services (2019) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-8
1.3.5 Contract with a Contractor (2019) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-9
© 2019, American Railway Engineering and Maintenance-of-Way Association 18-1-1

Light Density and Short Line Railways
SECTION 1.1 ENGINEERING RECORDS
1.1.1 INTRODUCTION (2000)
a. The following sections describe engineering records which are considered essential for the proper management of a
short line or light density railroad property. These records are valuable for legal as well as engineering purposes. They
also greatly aid maintenance planning and budgeting and decisions for future construction and roadway improvements.
b. Whenever a railroad line is purchased or sold, these records should be included with the property transfer, and
purchasers should ensure that these documents are obtained, checked, and updated as needed. If the acquisition is a
lease, rather than a purchase, then good reproducible copies should be obtained as well as several sets of reproductions.
When available, computerized versions should also be acquired.
c. As many of these documents define legal obligations and restrictions, they should be reviewed before planning or
conducting construction, excavation, or drainage work. A thorough review and understanding will also minimize
misunderstandings with other parties. Compliance with various agreements may also affect annual maintenance plans
and budgets.
1.1.2 VALUATION MAPS (2000)
a. These include:
(1) Right-of-Way maps with index maps and sheets.
(2) Station maps with index maps and sheets.
(3) Track and structure maps with index maps and sheets.
b. Valuation mapping includes the predominate 1" = 400' right-of-way maps, special maps at 1" = 100' or 200' for
stations, index maps and sheets showing only schedules of property, etc.
c. Track maps should show the length and degree of curves.
1.1.3 CONTRACTS, EASEMENTS, AND AGREEMENTS (2000)
a. These include:
(1) Contracts for industry tracks railroad land.
(2) Easements for construction and maintenance of public highway crossings.
(3) Easements for construction and maintenance of private road crossings.
(4) Agreements for utilities to cross over or under the railroad, or run parallel to it on the right-of-way (above or
below ground level).
© 2019, American Railway Engineering and Maintenance-of-Way Association
18-1-2 AREMA Manual for Railway Engineering

General Engineering
(5) Agreements for joint facilities operation and maintenance.
(6) Side track agreements.
(7) Track leases.
(8) Agreements for moveable bridges over navigable waterways and for wharves and docks.
(9) Permits issued by the U. S. Army Corps of Engineers.
b. Industry track contracts and land usage contracts (easements) specify the responsibilities of both parties regarding
maintenance, cost sharing, and property restoration when the contract ends or if it is terminated.
c. Agreements for the road crossings, both public and private, will assist the new owner on liability questions,
maintenance responsibility and access rights.
d. Agreements for utilities include power lines, telephone lines, sanitary and storm sewers, irrigation canals, pipelines and
cable (fiber optic, telephone and television). These agreements will be needed to avoid disruptions or liabilities
through unaware excavations, for collection of periodic rents, and for other maintenance purposes.
e. Joint facility agreements will assist in defining the responsibilities for the operation and maintenance of the facility,
such as interlocking, crossing diamonds, interchange tracks, trackage rights, towers, joint stations, etc.
f. Documents relating to navigable waterways concern drawbridges and permits for docks and wharves involving the
Coast Guard, the Army Corps of Engineers, or similar agencies (including state or municipal agencies).
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1.1.4 ORIGINAL RIGHT-OF-WAY GRANT INSTRUMENTS (DEEDS, ETC.) (2000)
a. These are mainly right-of-way deeds. 3

b. Although legal challenges to the continuity of an operating railroad's right-of-way are rare, possession of a complete
set of original right-of-way deeds (or good copies from the county recorders) is essential. In addition to defining
ownership, these documents may also establish restrictions such as a duty to construct and maintain right-of-way
fences, or reversion clauses which affect the longer-term value of the right-of-way land. Occasionally a lender may
require title insurance regarding a borrowing short line's properties, and the need for good information on the origin
and quality of the railroad's right, title and interest in its land is important.
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1.1.5 OPERATION AND MAINTENANCE RECORDS (2000)
a. These records will assist in planning future maintenance activities. They include:
(1) Track charts.
(2) Track and turnout inspection records.
(3) Maintenance standards and special instructions.
(4) Operating rules, timetables, and special instructions.
AREMA Manual for Railway Engineering 18-1-3

(5) Clearance records.
(6) Rail replacement records.
(7) Tie replacement records.
(8) Ballast and surfacing records.
(9) Curve records.
(10) Grade crossings records.
b. Track charts are indispensible for maintenance planning, conducting track inspections, and most activities and
communications regarding track maintenance. A good track chart includes: track profile (with gradients marked);
curve location and degree; milepost locations and track stationing (surveyor’s stationing); locations of bridges,
structures, utility crossings, culverts, overhead bridges, and any structure or feature which may restrict clearances;
length of sidings; and for yards, track layout and numbering (or names).
c. Track and turnout inspection records are essential for knowing the conditions on the railroad and are a basis for
determining annual maintenance and rehabilitation needs. In addition to regular visual inspections, they should also
include records of inspections for internal rail defects (ultrasonic inspections). Thorough track, turnout, and internal
rail inspection records are also required by the Federal Railroad Administration.
d. Maintenance standards and instructions define the level to which each section of track is to be maintained. These
documents are further covered in Part 2 below. (It is important to note that Federal Railroad Administration track
standards are not, and should not be used as, maintenance standards. They are intended to be only minimum safety
standards for operating purposes).
e. In addition to train operations, operating rules, timetables, and special instructions govern the operation of maintenance
machines on the track, and knowledge of their contents is important for the safety of track maintenance personnel
while on or near the track. They also indicate areas with slow orders and other operating restrictions including load and
clearance limits.
f. Clearance records should show all locations where horizontal or vertical clearances are in any way restricted, the
structure or feature which limits the clearance, and the what the limiting measurement is. (All states specify minimum
required clearances through or past various structures. See Chapter 28 for more information on clearances).
g. Rail replacement records should show where and when rail was replaced due to in-service failures (i. e. rails broken in-
service), or internal defects, or from general wear. They should also show where rail has been transposed in curves.
Rail grinding records should show when and where grinding was done and indicate the grinding pattern and grinding
depth. The accumulated tonnage which has passed over the rail should also be indicated.
h. Tie replacement records should show the number of ties replaced in each section or mile of track during tie
replacement programs.
i. Ballast and surfacing records should indicate where and when surfacing has been done; the amount the track was
raised; and the type, amount, and source of ballast used.
j. Curve records should detail the engineering information on each curve such as degree, length, amount of
superelevation, and length of spiral at each end.
k. Grade crossings records should show for each crossing the AAR/DOT (Association of American Railroads /
Department of Transportation) inventory number, the name of the road crossing the track, and the type of crossing
protection there (signs, lights, gates, etc.). (See Article 1.1.7 regarding crossing warning devices).

General Engineering
1.1.6 BRIDGE, CULVERT, AND TUNNEL RECORDS (2000)
a. These include:
(1) General and detailed drawings for each structure.
(2) Inspection reports.
(3) Repair records.
(4) Ratings and load limits.
(5) Bridge standard plans.
(6) Pile-driving records.
(7) Drainage studies and surveys.
(8) Tunnel plans.
(9) Clearance diagrams and records.
b. Bridge inspection records are critical for ensuring operating safety and for planning and prioritizing maintenance and
repairs; they may also indicate the needed to revise allowable loads permitted on the structures. Records of past repairs 1
may be included with inspection reports and may indicate the need to update bridge drawings. Plans for the steel
structures are especially needed for repair and rating purposes. Pile driving records show the depth to which the piles
were driven, etc.
c. Drainage studies and surveys indicate nearby water flow characteristics and capacities under bridges and through
culverts.
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d. Tunnel plans are used for any maintenance repairs and clearance work which may be necessary at a future date.
e. Clearance diagrams and records for bridges and tunnels are needed for routing any high or wide loads (as well as heavy
loads) over the railroad.
1.1.7 SIGNALS AND COMMUNICATIONS PLANS AND RECORDS (2000)

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a. These include:
(1) Signal standard plans.
(2) Individual signal plans.
(3) Signal inspection records.
(4) Interlocking plans records.
(5) Road crossing warning device plans and inspection records.
(6) Communications system plans.

b. Signal, communication system, and interlocking plans show construction and wiring of signals and signal systems,
including manufacturers models and other information needed when ordering replacement parts. The plans also
indicate how the signals are intended to function, thus aiding in diagnosing problems and making repairs. These plans
will also help in determining the most cost effective methods to use when upgrades or modifications are needed.
Working on a system without these plans could adversely impact train operations or create safety hazards.
c. Signal inspections and records, including those for active warning devices (flashing lights, gates) at road crossings, are
required by the Federal Railroad Administration. These must show the dates the devices were checked for proper
operation and what tests were performed.
1.1.8 BUILDING AND UTILITY PLANS AND RECORDS (2000)
a. These include:
(1) Building plans and construction and repair records.
(2) Utility plans and construction and repair records.
b. The original architectural plans for significant buildings will be used for repair and improvement work. Utility plans
(water and gas lines, sanitary and storm drains, communication and electrical conduits, etc.) will be necessary for
locating the lines in case of emergency repair work or normal maintenance.
1.1.9 ENVIRONMENTAL INFORMATION AND RECORDS (2000)
a. These include:
(1) Phase 1 reports.
(2) Existing environmental situations
(3) Regulatory (State, Federal EPA) permits.
b. The current environmental conditions should be documented; this is often done through a “Phase 1" environmental
survey of the property prepared by a qualified contractor. Any reports detailing known environmental situations on
the property should be documented if the property is to be sold or leased; the buyer or lessee should seek competent
technical legal advice and obtain whatever records are suggested by the experts. All regulatory permits need to be kept
where conveniently accessible, as they need to be produced when required for various construction or rehabilitation
activities, and even to verify permission for certain routine operations.
1.1.10 MATERIAL INVENTORY RECORDS (2000)
a. Material inventory records should show the track, bridge, signal, and building materials on hand to accomplish needed
maintenance and repairs, including material type, size, and location. Material on hand is part of the engineering assets
of the railroad and may represent significant dollar value. Inventory records will assist in maintenance and
rehabilitation budgeting and planning by indicating what does or does not need to be purchased. Certain projects may
be prioritized by the amount of material already on hand to accomplish the work.

General Engineering
SECTION 1.2 BUDGETING (TO BE DEVELOPED)
SECTION 1.3 CONTRACTING AND CONTRACT MANAGEMENT
1.3.1 DEFINITION OF TERMS (2019)
For purposes of this Part the following definitions shall apply:
"Owner" refers to the owner or operator of any Short Line or Light Rail carrier as outlined in this Chapter. The individual or
organization that will execute and be fiscally responsible for the payments associated with the project.
"Engineering Services" refers to Professional services of an engineering nature, as defined by applicable State law, where State
law requires work to be performed or approved by a registered professional engineer or as may be required by the Short Line
or Light Rail Carrier Owner.
"Plan of Improvements" or "Construction Plans" refers to detailed plan and profile drawings which contain the project
location, construction limits, survey control data, construction specifications, project notes, plan quantities, plan situation,
cross sectional data, and other construction details required to complete the project.
"Permitting" would include any and all permits the Short Line or Light Rail carrier, Owner would require an outside company
to complete to gain access or request services within the proposed project limits. This might include Right-of-Entry permit, 1
flagging request form, etc. Permitting may also include National Pollutant Discharge Elimination System (NPDES) permit or
Army Corps of Engineers Nation Wide Permits. There are also local permits to consider for each state, county and city that
work may take place in, such as allowing the burning of material generated from grubbing or to bury undesirable material
waste. It is imperative that each owner review and research what will be required for each project to ensure that the project is
successful and can be completed within an established schedule and performed within the budget.
"Technical Construction Standards" and or "Industrial Track Specifications" would be any document(s) used in the design 3
process and construction standards that an owner has adopted or details currently being used utilized, or has established for
new and rehabilitation construction work.
"CWR" and "CWR Manual": Continuous Welded Rail along with an adopted and approved manual providing guidance from
the owner governing the management of the CWR and the procedures to be utilized when using CWR; and as outlined in
AREMA Volume 1 Chapter 4 Part 3.11 and in Appendix 4.1.2
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1.3.2 INTRODUCTION (2019)
There are several contracts to be considered by the owner; Governmental Agency, Engineer or Engineering Services, and
Contractor. Following is information that may help guide the Owner through a thought process on researching, document
development, solicitation, execution and managing a contract.
This process should provide an Owner guidance when preparing for a construction or rehabilitation project.
The documents contained herein are a general guideline and used only as examples. These documents should not be taken as
legal documents to use with any project but as a guide for the types of contract documents that may be required on a project.
The owner and engineer may obtain generic contract documents from sources such as National Society of Professional
Engineers (NSPE), the American Society of Civil Engineers (ASCE), and other sources or engage their own legal counsel.
These professional organizations utilize the Engineers Joint Documents Committee (EJCDC) documents.

1.3.3 CONTRACT WITH GOVERNMENTAL AGENCY (2019)
As there is almost always in every instance a predetermined or stipulated contract disclosed prior to entering into the
agreement for services with state and federal or tribal authorities and with the many differences that happen from state to state
and with the Federal Government concerning this topic, this section of 1.3 Contracting and Contract Management, will deal
with only two types of contracts: Contracts with Owner and Engineering Services and Contract with Owner and Contractor.
Each railroad will need to contact their state for direction and procedures concerning state and federally funded projects. Local
authority and procedures will also need to be researched.
1.3.4 CONTRACT WITH AN ENGINEER FOR ENGINEERING SERVICES (2019)
1.3.4.1 Selection
When it becomes necessary or desirable for an owner to obtain outside engineering support, it is important that the owner
selects a qualified firm or individual.
A common method used to select an Engineer is to create and issue a Request For Qualification (RFQ). The RFQ should
outline the scope of services anticipated along with a schedule of the selection process and if known the project. The RFQ
should also specify what information the Owner would like to see from each engineering firm. Common items requested
include: understanding of the project, project schedule, similar project experience, resumes of key individuals, and references.
During the selection process, consideration should be given to their actual railroad experience with similar projects. Other
considerations include capacity of the firm to perform the work in a timely manner, and proximity to the work. Establishing
long term relationships can benefit both parties with mutual confidence, understanding, and trust.
1.3.4.2 Contract
An agreement or contract should be created to establish the expectations of the Owner and commitments of the engineer.
Experience has shown that failing to use engineering agreements or using those agreements inappropriately can result in
disputes and poor performance. Agreements should spell out what is expected of the owner and engineer, project scope, fees
and payments, confidentiality and disclosure, schedules, budgets and document ownership.
A few contract types include:
a. Lump Sum; in a lump sum contract, the Engineer and Owner agree to a set fee for a defined service. This contract type
works well for small projects with a well-defined scope in which the risk of project revisions is minimal. Often these
contracts are billed at the end of the project or at an agreed upon percentage of completion.
b. Hourly; In an hourly contract, the Engineer and Owner agree to billing rates for each employee classification (i.e.
project manager, field inspector). Often, in addition to the hourly billing rate, direct expenses occurred by the engineer
such as mileage, lodging, and per diem are passed on to the owner as well. This contract type allows for the owner to
direct the project as it progresses and changes. This type of contract is also often utilized in on-going or as-needed
contracts. In most cases, a not-to-exceed limit for services will be agreed to as part of the contract.
c. Percent Construction; In a percent construction contract, the Engineer and Owner agree to a set percentage of the
overall construction cost as the payment for engineering services. Care must be taken to clearly delineate phasing of
payments as well as the estimate of construction costs prior to executing the contract.
The clearer and more thorough the contract is in scope, schedule and budget between the engineer and owner, the more likely
issues will be avoided that would hinder or delay a project.

General Engineering
1.3.5 CONTRACT WITH A CONTRACTOR (2019)
1.3.5.1 Procurement of the Contract
a. Each type of project will have its own unique circumstances to be managed. Whether the contract is for new or
refurbishing buildings, embankment, bridge or track construction, drainage improvements, bridge or track
rehabilitation or new facilities, the owner needs to consider several conditions when sending out a Request For
Proposals (RFP) for construction services. Preparing a list of thoughts or questions that may have an impact on the
project scope, schedule and budget is imperative. The following is a sampling of possible questions:
1 Is the owner or engineer going to oversee the contract and provide inspections during construction? Each
project will have its own unique circumstances to deal with, where the owner and engineer will need to
identify who may be best suited to properly address those circumstances.
2 Who will develop that bidder list, those to be invited to provide a proposal to perform the work? Is this a
public project where the bidding is to be open to all or is it a private letting where bidders may be selected
to participate?
3 How material is managed; stockpiled and/or staged? How released material is managed; disposed and
transported or stockpiled for future use or may it be reused within the proposed project?
4 In an embankment construction project, will site conditions allow for top soil that is stripped to be
stockpiled; be temporary stockpiled and redistributed over the site or will it have to be removed from the
site? Onsite materials that are unacceptable for use in embankment construction or as a material to use as a 1
seed base may have to be removed and disposed. Is the top soil or other materials that cannot be utilized in
the construction of the project be utilized by others? Can the local landfill use the material as a cover
material, is there a garden center that could benefit from the material, can the material be utilized by a
contractor in another project? Some may even be willing to purchase the material.
5 Who will prepare and maintain local, regional and national permits. National Pollution Discharge
Elimination System (NPDES) permits may take months to obtain approvals, allow time for these approvals 3
prior to obtaining bids. The owner is the legal entity who is responsible to ensure the proper permits are
secured prior to work being performed regardless of who is managing the contract and/or inspection of the
project.
b. Addressing these sample questions will contribute to preparing the necessary bid documents. It is recommended that
for every project utilizing a contractor, that a pre-bid conference be held. This conference should be scheduled within a
month of the bid solicitation due date and two (2) to three (3) weeks following the plan set and other bid documents 4
being sent to the contractors. The time, date, and place of the conference should be furnished with the plans and bid
documents in a cover letter of invitation to bid. A sample of a pre-bid agenda is provided in the appendix. If the pre-bid
conference is to be mandatory for bidding the project, it needs to be very clearly stated, in the invitation letter along
with the consequences of nonattendance, possibly not allowed to bid the project as a prime contractor.
The pre-bid conference generally results in better pricing for the project as it allows all parties bidding to review the
site and hear the project being presented by the owner/engineer. This time allows contractors to ask questions.
Schedule time to visit the site and high-rail the project if the scope required it to adequately show the existing
conditions. This is also the appropriate time to discuss roadway and railroad flagging, time constraints, work windows,
access and availability of tracks and facilities, where contractor may access and get off the property/track as may be
required for the project.
Prepare an agenda; maintain a record or minutes of the conference along with a record log of the attendees. The
conference record/minutes and list of attendees should be forwarded to all who attend the conference. Place these
documents in the Project Manual for future reference and potential discussion that may arise prior to and during the

construction of the project. The clearer the scope of work of the project and project objectives the better the pricing and
overall performance shall be from the successful contractor(s).
Note that if a pre-bid conference is not employed, opportunities(s) to visit the site(s) must be made available to the
potential bidders Reasonable, multiple days and times to be set aside or a contact person that may coordinate the
visit(s). These site visit(s) should minimize contractors risk and mitigate surprises found when the site is accessed. The
site visits may lead to questions that assist the owner/engineer in further defining the proposed scope of work - thus
minimizing potential extras following the award of the project.
1.3.5.2 Bid Documents
Following is a list of typical/suggested Bid Documents that may be utilized in contracts; in no particular order:
1 Invitation to Bid, letter or cover sheet
2 Project Work Scope
3 Instruction to Bidders
4 Bid Form
5 Bid Bond (as required)
6 Bidder Qualification Form
7 Owner's Insurance Requirements
8 Site specific or owner safety requirements
9 General Conditions
10 Supplementary or Special Conditions (as required)
11 List of Plan or drawings of the proposed Improvements and may include shop sketches and drawings.
12 Notice of Award
13 Agreement (The contract document)
14 Notice to Proceed
15 Performance Bond (as required)
16 Payment Bond (as required)
17 Change Order Form
18 Geotechnical Reports, Environmental Impact Studies, and all other data collected that is relevant to the
project that will aid the contractor to provide the best pricing and negate guess work. (as required)
19 Permits (Local, State, Tribal and Federal), that have or are being obtained and who is responsible in
obtaining the permits.

General Engineering
Contract and bid documents have been created by some engineering related professional societies and at the Engineers Joint
Documents Committee Design and Construction (EJCDC) and may be found at their websites as well as some architectural
websites. They do not necessarily address all the railroad related scenarios; this is where an owner engaging the services of a
qualified engineer becomes important. When local, state, or federal funding is utilized; additional documents may be required
or already are available for use. Each document will have a suggested outline showing what should be included in a set of bid
documents.
If survey work is required for the project, the Owner will need to stipulate who is responsible for the professional work. If the
owner or engineer is to provide the surveying services, it should be noted when these services will be provided. If the
contractor is to furnish the surveying it could be included as a bid item or considered incidental to the project scope.
If testing services (compaction, concrete, etc.) are required for the project, the Owner will need to stipulate who is responsible
for the professional work. If the owner or engineer is to provide the testing services, it should be noted when these services
will be provided. If the contractor is to furnish the testing services, it could be included as a bid item or considered incidental
to the project scope. The amount of testing services required by the owner or engineer should be clearly defined.
Additional information concerning contracts can be found in the AREMA Manual for Railway Engineering, Volume 1 Track;
Chapter 1 Roadway and Ballast, Part 1, Roadbed, 1.3.2, Construction Documents (2015) R(2016).
(1) Invitation to Bid:
Contains a formal invitation, time and place for a pre-bid conference, brief scope of work, project location, duration of
work or date when all work is to be complete, liquidated damages, if required, bid due time and date, contact person for
questions, the last day questions are accepted and the bid documents being provided.
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(2) Project Work Scope:
A detailed description of the work to be performed and the results the owner is expecting when work is completed.
Detail what the owner is providing, i.e. material, labor and equipment. Provide details for the staging of materials and
equipment with potential storage areas. Consider explaining the projects funding sources in particular if public monies
are being utilized. 3
(3) Instruction to Bidders:
This is sent out along with the Invitation to Bid documents. It shall contain the bidding procedures, construction
contract documents, contact information, method of bidding (Open and Competitive, By Invitation Only or other
method), and the other documents including those previously listed.
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(4) Bid Form:
Will have on average a listing of 10 Articles or parts. Consisting of Bid Recipient, Bidder's Acknowledgements,
Bidder's, Bidder's Representations, Bidder's Certifications, Basis of Bid, Time of Completion, Attachments to this Bid,
Defined Terms, and Bid Submittal Process. Should include how contractor is to bid the project, units or percentages to
be completed prior to payment being made. Also include any incentives and penalties that are going to be in place for
the project.
Invitation to Bid
1 Invitation to Bid: Short Line Railroad or industry (OWNER) will receive bids for (Project Name,
Location). Bids may be filed until (Time) PM Central (daylight savings time) on (Day, Month, Day, Year)
at the office of the (title) of the Short Line Railroad (ENGINEER). The office is located at (Insert address).
Bids will be publically or privately opened by the owner or designated representative on (Month, Day,
Year).

2 Bid Deadline: Bids shall be submitted on the Bid Form and must be mailed with a post mark not later than
(Month, Day, Year). Or may be submitted electronically with the original placed and postmarked or dated
by the day the bids are due.
3 Project Description: The project consists of the grading for railroad track bed and the completion of work
for a retention basin rip rap and drainage outlet structure. The Project "Earthwork" is to take place upon the
property of or controlled by the owner.
4 Pre-Bid Conference: A Pre-Bid Conference is scheduled for (Time) on (Month, Day, Year) in the
conference room of the (Location address), at which time any and all interested parties may ask questions
and after said meeting may take a tour of the project site with the Short Line Railroad personnel. This
conference is mandatory to bid the project and bidders who do not who do not participate and sign in may
not be considered.
5 Identification: Short Line Railroad (OWNER) designates Short Line Railroad Engineering Department as
ENGINEER for this project. All questions and correspondence shall be directed to Name, Company,
Address Phone or e-mail at (insert address_)
6 Bid Documents: Additional copies of the bid documents may be obtained from Short Line Railroad at a
Fee per copy, none of which will be refunded. If forwarded electronically there will be no fee.
7 Subcontractors: Bidder shall declare in the Bid Form all Subcontractors and the items of work to be
subcontracted.
8 Bid Bond and Bid Security and Performance and Payment Bonds: Bidders will be required to furnish
bid bond or bid security in an amount equal to five (5) percent of their bid amount. The successful Bidder
will be required to furnish Performance and Payment Bonds in the full amount for the contract as described
in the Instructions to Bidders. No additional time will be allowed for providing the required bonds.
9 Starting and Completion Dates: The work shall be completed according to the schedule set forth in the
Bid Form and in the Agreement. The work under this contract will commence immediately following the
receipt of the Notice to Proceed. The Work will be substantially complete on or before (Month, Day, Year).
10 Qualification of Insurers and Sureties: Insurers and Sureties shall meet the qualification requirements of
the Standard General Conditions of the Construction Contract.
11 Notice of Award: Short Line Railroad (OWNER) reserves the right to reject any and all bids, to waive
technicalities on bids and the decision as to what constitutes a technicality shall be made by OWNER and
to negotiate contract terms with the Successful Bidder, and the right to disregard all non-conforming, non-
responsive, conditional bids. OWNER reserves the right to reject any or all bids received.
If the contract is to be awarded, OWNER will give the Successful Bidder a Notice of Award within 10
working days after the bid opening unless extended by mutual agreement between OWNER and the
Successful Bidder.
Dated this day of Month Year.
1.3.5.3 Contract Management
a. Contract management should be a process that enables the parties to a contract to successfully meet their respective
obligations as efficiently and effectively as possible, to deliver both the business and operational objectives required to
complete a project.

General Engineering
Successful contract management may be defined as:
• The arrangements for service delivery continue to be satisfactory to each party of the contract, generally Owner
and Contractor;
• Expected business benefits and value for money are being delivered and realized;
• The Construction Contractor is co-operative and responsive to the owner's requirements;
• All parties understand their obligations as detailed in the contract;
• Disputes should be rare and be resolved quickly with both parties being active partners in the process;
• The contract is fully compliant and satisfies both legislative and audit requirements.
b. Careful consideration should be taken to decide who will manage the contract between Owner and Contractor. When
Plan of Improvements have been prepared by an outside engineering company, that firm will generally contract with
the Owner to also manage the construction as the onsite Project Manager and Inspector.
c. It is a good practice to put together a Project Manual. The Project Manual should contain the following: Contact
Information of Owner and Contractor (including subcontractors), Organizational Chart, Plan of Improvements,
contract documents, list of suppliers, insurance requirements, certification of materials, shop drawings and a daily
diary.
Recommend retaining the Project Manual for a minimum of three (3) years. This is the standard requirement of most
1
state and federal agencies for auditing purposes. These documents may also be useful to the Maintenance of Way
Department.
d. Daily Work Report
(1) The daily work report is kept by the onsite inspector or manager representing the Owner. The daily work report 3
should provide records of onsite personal and visitors, weather conditions, arriving material supplies, working
limits obtained (if track project), description of work completed for the day, and any change or field orders
generated.
(2) The daily work report is often the only record source when problems arise. Don't depend upon anyone's memory.
Memory is never a substitute for the written record. Many contractors request the Owners representative to sign a
daily log of what work has been performed at the end of the day. A copy of this should be given to the Owner or 4
their representative at the end of each day for placement in the daily work report.
e. Determine if review meetings are necessary, depending on the project and the complexities these meetings may be
daily, weekly or monthly. These meetings can be very beneficial and helpful on projects that span months of time or
with projects that have multiple or unusual or unique phases and steps. This provides the Owner and Contractor
opportunities to evaluate the status of the project and mitigate potential problems and issues. It is also a good time to
evaluate the project schedule and work on the expectations of the parties involved such as owner, funding agency,
regulatory agencies, contractors, subcontractors and other interested stakeholders.
f. Audit the project regularly. This audit could be used as a verification that the contract and technical specifications are
being adhered to and all parties are meeting the legal aspects, project expectations and goals. This should include the
monitoring the performance of the Contractor(s) and their subcontractors. The audit could include a review of the daily
work report. If contract incentives or liquidated damages have been included in the contract documents this audit
would provide a time to evaluate their status. A goal is to ensure the successful completion of the project with quality
workmanship along with the development of a strong working relationship.

Audit the staff that is managing the project. Do they have detailed knowledge of the contract, specifications and plan
improvements that governs the project? How are their communication skills, their ability to work with others including
the Contractor?
g. Review and concur with payment vouchers, verify math and work performed for the period being invoiced referencing
the daily work reports. Obtain notification when payments have been made to the contractor(s). Cash flow is very
important for the owner as well as the contractor. If the owner is not going to pay the contractor for ninety (90) days
then the bid documents should state that, it will allow the contractor to include the cost of capital in their proposals to
fund their portion of the project.

General Engineering
DAILY DIARY REPORT
Date: Working Days Weather
Report:
Report:
Date: Working Days Weather 3

Report:
Report:

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1.1 Engineering Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-2

1.3 Contracting and Contract Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-1-7

© 2019, American Railway Engineering and Maintenance-of-Way Association 18-1-1

SECTION 1.1 ENGINEERING RECORDS

1.1.1 INTRODUCTION (2000)

1.1.2 VALUATION MAPS (2000)

(1) Right-of-Way maps with index maps and sheets.

(2) Station maps with index maps and sheets.

c. Track maps should show the length and degree of curves.

1.1.3 CONTRACTS, EASEMENTS, AND AGREEMENTS (2000)

(1) Contracts for industry tracks railroad land.

(2) Easements for construction and maintenance of public highway crossings.

(3) Easements for construction and maintenance of private road crossings.

© 2019, American Railway Engineering and Maintenance-of-Way Association

18-1-2 AREMA Manual for Railway Engineering

(5) Agreements for joint facilities operation and maintenance.

(6) Side track agreements.

(7) Track leases.

(9) Permits issued by the U. S. Army Corps of Engineers.

1.1.4 ORIGINAL RIGHT-OF-WAY GRANT INSTRUMENTS (DEEDS, ETC.) (2000)

a. These are mainly right-of-way deeds. 3

1.1.5 OPERATION AND MAINTENANCE RECORDS (2000)

(1) Track charts.

(2) Track and turnout inspection records.

(3) Maintenance standards and special instructions.

(4) Operating rules, timetables, and special instructions.

© 2019, American Railway Engineering and Maintenance-of-Way Association

AREMA Manual for Railway Engineering 18-1-3

(5) Clearance records.

(6) Rail replacement records.

(7) Tie replacement records.

(8) Ballast and surfacing records.

(9) Curve records.

(10) Grade crossings records.

© 2019, American Railway Engineering and Maintenance-of-Way Association

18-1-4 AREMA Manual for Railway Engineering

1.1.6 BRIDGE, CULVERT, AND TUNNEL RECORDS (2000)

(1) General and detailed drawings for each structure.

(2) Inspection reports.

(3) Repair records.

(4) Ratings and load limits.

(5) Bridge standard plans.

(6) Pile-driving records.

(7) Drainage studies and surveys.

(8) Tunnel plans.

(9) Clearance diagrams and records.

1.1.7 SIGNALS AND COMMUNICATIONS PLANS AND RECORDS (2000)

(1) Signal standard plans.

(2) Individual signal plans.

(3) Signal inspection records.

(4) Interlocking plans records.

(5) Road crossing warning device plans and inspection records.

(6) Communications system plans.

© 2019, American Railway Engineering and Maintenance-of-Way Association

AREMA Manual for Railway Engineering 18-1-5

1.1.8 BUILDING AND UTILITY PLANS AND RECORDS (2000)

(1) Building plans and construction and repair records.

(2) Utility plans and construction and repair records.

1.1.9 ENVIRONMENTAL INFORMATION AND RECORDS (2000)

(1) Phase 1 reports.

(2) Existing environmental situations