DTSD - BTS-RE Routing Guide

BTS-RE (Central Office) ROUTING GUIDE Updated 09/25/17 ACQUISITION/CONDEMNATION Staff contact(s) Note: Documents listed are copies only, unless otherwise noted. Access management Mike Roach Acquisition - statewide oversight Tyler Wenig Invoice copy, if check is sent direct from BTS-RE (central office) Invoice stamped original, if bill is involved Additional parcel cost Becky Sorensen Payment Request w/reason for additional cost Note: Regional management approval needed Payment Request Purchase Agreement or Executed Deed Administrative revision Becky Sorensen Signed Administrative Revision Note: Regional management approval needed Documentation as per REPM Advanced acquisition - hardship or protective Tyler Wenig Estimate of total relocation and acquisition costs Scheduled date of project acquisition Pam Anderson Maria (Izzy) Krueger Appraisal Statewide appraiser Randy Schwarz Todd Wojciuk Award, original Closing Statement Disposition of RE Taxes Award Becky Sorensen Payment Request Property Inventory Report Note: Regional management approval needed Certification - R/W acquisition Shirley Bradley Certificate of Right of Way Justification of mutual benefit if involving property or rights controlled by Conveyance - with mutual benefits Mark Krause property management Original signed Donation Conveyance - without mutual benefits Regional mgmt approved Proposed Deed Note: Regional management approval needed Driveway access requests Mike Roach Invoice copy, if check is sent direct from BTS-RE (central office) Estimate fees (acquisition) - incidental cost Becky Sorensen Invoice stamped original, if bill is involved Supporting documentation FHWA Joel Batha Local FHWA contact Freeway/expressway designation) Mike Roach Wis. Stat. 84.295 Drew Kottke HAMS (Highway Access Management System) Mike Roach Invoice copy, if check is sent direct from BTS-RE (central office) Incidental costs/payments - all Becky Sorensen Invoice stamped original, if bill is involved Supporting documentation

of 6 Agreement Cancelled checks Deeds Paid vouchers LPA reimbursement Shirley Bradley Relocation claims Relocation computations Right of Way Detailed Statement of Expenditures Supporting documentation (offering price forms, contracts, administrative revision forms, etc.) Payment Request Proposed or executed Deed Nominal payments Becky Sorensen Waiver of Appraisal, signed Note: Regional management approval needed Outdoor advertising - acquisition Todd Wojciuk Outdoor advertising - relocation Kassandra Walbrun Allocation from appraisal Closing Statement Deed/Purchase Agreement Payment requests Becky Sorensen Disposition of RE Taxes Payment Request Property Inventory Report Supporting documents Railroads Peter Bradley Approved R/W Plat Approved Relocation Order (original to TIPS coordinator) Relocation orders and R/W plats Becky Sorensen Letters to county clerks and commissioners Project Cost Allocation Note: Regional management approval needed Subdivision review Mike Roach Admin. Rule Trans 233, Wis. Stat. 236 Easement, signed TLE/PLE - payment Becky Sorensen Payment Request TUMS (Transportation Utility Mgmt System) Lynn Fiore (c) Mike Baumann Connie Bruns Utilities Michelle Ledzian Abby Schmidt

APPRAISAL/OFFERING PRICES Note: Non-detailed appraisal reviews, offering prices and revised offers to be approved by region’s designated appraisal reviewer, see current regional reviewers (available on the internal dotnet only). All supporting documentation must be complete and uploaded into READS w/paper copies also maintained in regional files. Offering price Robert Ballweg Appraisal Report Jacob De Cleene Offering Price Report Diane Kaufman Submittal Letter

of 6 Jim Makuski Kip Pelegrin Tim Pope Note: Fee consultants cannot approve offering price Greg Thompson Invoice copy, if check is sent direct from BTS-RE (central office) Owner appraisal payment Becky Sorensen Invoice stamped original, if bill is involved Payment Request w/recommendation on fee and price consideration Robert Ballweg Jacob De Cleene New plat sheet, if needed Diane Kaufman Standard revised offer > $10,000 over original Justification Jim Makuski offering price Revised Offering Price Kip Pelegrin Submittal Letter Tim Pope Greg Thompson

CONTRACTING Staff contact(s) Note: Documents listed are copies only, unless otherwise noted Contract closing Becky Sorensen Email to close Invoice copy, if check is sent direct from BTS-RE (central office) Contract payments Becky Sorensen Invoice stamped original, if bill is involved Contract vendors - non-project related Regional purchasing Original invoice (see TIPS coordinator) Copy Tanace as an FYI on approved Master Contract/Work Orders Contracts - statewide oversight (RE master Tanace Matthiesen RE’s all-inclusive master contracts list (available on the internal dotnet only) contracts) Sherry Miner maintained by Sherry Miner Original invoice indicating satisfactory service/product received Regional purchasing Partial payments should be rated. Title services (Chap.16 low bid) (primary) Questions on approved title search companies (available on the internal dotnet Becky Sorensen only) go to Becky Sorensen

LITIGATION Staff contact(s) Note: Documents listed are copies only, unless otherwise noted Approved invoice or Order for Payment Circuit court payments Becky Sorensen Litigation Report Payment Request Approved invoice or Order for Payment Court approved Commissioner Fees County condemnation committee payments Becky Sorensen Litigation Report Payment Request Invoice copy, if check is sent direct from BTS-RE (central office) Court reporter fees Becky Sorensen Invoice stamped original, if bill is involved Payment Request Driveway access appeals Mike Roach Litigation - statewide oversight Tyler Wenig Note: Each regional office has a local RE litigation coordinator

of 6 Invoice copy, if check is sent direct from BTS-RE (central office) Litigation payments Becky Sorensen Invoice stamped original, if bill is involved Payment Request Litigation Report Pre-trial settlements (regional mgmt approved) Becky Sorensen Payment Request approved by regional litigation coordinator

PROPERTY MANAGEMENT Staff contact(s) Note: Documents listed are copies only, unless otherwise noted Ad copy Invoice copy, if check is sent direct from BTS-RE (central office) Advertising (property sales) - incidental cost Becky Sorensen Invoice stamped original, if bill is involved Payment Request Closing Statement Payment Request Performance deposits (return of) Becky Sorensen Receipt transmittal Verification that action is completed Property management - statewide oversight Mark Krause Invoice copy, if check is sent direct from BTS-RE (central office) Property management - payments (incidental cost, Becky Sorensen Invoice stamped original, if bill is involved except razing) Supporting documentation All bid submittals Bid results Construction estimates Bill McNary Razing - contracting and payment Contract BFS Contract Unit Invoice Payment Request Performance deposit of successful bidder Razing - proposed contracts and questions Through construction Contract Closing Statement Disposition of RE Taxes RE taxes Becky Sorensen Original tax bill + one copy Payment Request Deposit check Rental deposits Becky Sorensen Rental Receipt Transmittal Invoice copy, if check is sent direct from BTS-RE (central office) Rental service - incidental cost Becky Sorensen Invoice stamped original, if bill is involved Invoice copy, if check is sent direct from BTS-RE (central office) Repair bills - incidental cost Becky Sorensen Invoice stamped original, if bill is involved Deed Surplus land sales - statewide oversight Mark Krause Plat Proposed Quit Claim Deed Invoice copy, if check is sent direct from BTS-RE (central office) Utility bills - incidental cost Becky Sorensen Invoice stamped original, if bill is involved

of 6 RELOCATION Staff contact(s) Note: Documents listed are copies only, unless otherwise noted Allocations from appraisal Business, farm and consultant computations Kassandra Walbrun Computation forms Other pertinent information Payment Request Business, farm and non-profit organizations Kassandra Walbrun Relocation Claim, original relocation claims Supporting documentation (bills, receipts, etc.) Illegal aliens and relocation Kassandra Walbrun Negative Equity Waiver Kassandra Walbrun Relocation - statewide oversight Kassandra Walbrun Residential computations and claims Kassandra Walbrun If deviating from REPM, Kassandra Walbrun must approve Writ of Assistance Kassandra Walbrun

MISCELLANEOUS ADMIN Staff contact(s) Note: Documents listed are copies only, unless otherwise noted Deed searches Lenore White (LTE) Provide county, project and parcel number, and other info Financial services - statewide (RE specific) Becky Sorensen All payment requests Forms - statewide oversight (RE paper) Sherry Miner RE and LPA paper form revision requests, draft review, coordination Forms - READS templates (READS templates) Camille Wilcox (c) RE and LPA READS template revision requests, draft review, coordination LPA - statewide oversight Kerry Paruleski News, notices, calendar items (RE specific) Sherry Miner Communication topics sent for editing and publicizing READS Camille Wilcox (c) Development, suggestions, priorities, concerns REPM (Real Estate Program Manual) & LPA Draft materials and updates, editing, maintenance, automation, publication Sherry Miner Manual and coordination w/FHWA, FDM, etc. Robert Ballweg Jacob De Cleene Diane Kaufman Review appraisal Jim Makuski Statewide review appraiser Kip Pelegrin Tim Pope Greg Thompson Right of Way Certification Shirley Bradley Certificate of Right of Way Pam Anderson Maria (Izzy) Krueger Statewide appraisal Randy Schwarz Todd Wojciuk Surplus land - statewide oversight Mark Krause Patti Cronin (LTE) (primary) Training - statewide oversight (RE specific) Suggestions, development, publicizing and scheduling Sherry Miner DOT DTSD dotnet Requests for new design/re-design; general maintenance; updates, etc. go to Web content (RE “internal” dotnet) Administrators DTSD - email: DTSD Web Admin Requests for new design/re-design; general maintenance; updates, etc. go to Web content (RE “external” internet) Sherry Miner BTS-RE - email: Sherry Miner Page 5 of 6 Page 6 of 6