State Aid Plan Approval Process 1 Outline Predesign

State Aid Plan Approval Process 1

Outline • Pre-design planning and tasks • Plan preparation • Project review • Next steps 2

Pre-design planning and tasks

Funding • Review the project funding sources • Funding sources will determine the plan preparation and review requirements. • Possible combinations: • State Aid construction funds • State Aid plus federal aid and/or state and/or multiple local jurisdictions • Other State Aid program funds, i. e. Local Bridge Replacement, disaster, Local Road Improvement, etc. • State Aid plus other state or federal funding sources 4

Obtain a project number • You may have multiple project numbers for one plan with multiple partners and/or multiple State Aid routes. • Does your project have multiple partners? • Will you or your partners be using state aid, federal aid or state funds? • Is your project on more than one state aid route? 5

Obtain a project number (continued) • Here is the “secret number code. ” • SAP AAA-BBB-CCC numbers are for municipal and county state aid construction funds. • SP AAA-BBB-CCC numbers are for federal aid funds. • SP DDDD-CCC numbers are for state funds and to identify projects with work on the Trunk Highway • AAA signifies the state aid city or county number • BBB signifies the state aid route number or a special state aid program fund number. • CCC signifies the consecutive project number on a route • DDDD signifies a state highway location 6

Obtain a project number (continued) • State aid project numbers can be requested through an online form or on a fill in PDF form that is e-mailed to your District State Aid Engineer or other assigned district staff. • Both forms can be found on the SALT Project Delivery webpage under “Requests” 7

Standards/Rules • Apply the appropriate design tables to your project. • Is your project rural (drainage ditches) or urban (curb and gutter)? • Is your project a new or reconstruction project or a reconditioning project? Be sure to review the definitions in 8820. 0200. • Does your project include an on-road or off-road bicycle facility? • If you uncertain, contact your District State Aid Engineer. 8

Project schedule • Consider your desired construction timeframe. • Consider seasonal and community issues. • School schedule? • Community festivals? • Environmental constraints, i. e. tree removal, nesting season, etc. 9

Project schedule (continued) • Plan for the review process/timeframe. • Is there more than one roadway jurisdiction involved that will need to review and approve the plans? • Does the project need Mn. DOT district and/or central office review and approval? • Be sure to check roadway jurisdiction right-of-way limits. Mn. DOT right-of-way may extend further than may be assumed. • Projects with federal funds or that impact the Trunk Highway will require more time for final approval. 10

Project schedule (continued) • Plan for the permit/agreement process. • Does the project need a Mn. DOT permit? • Does the project need an agreement with Mn. DOT, i. e. Cooperative Construction Agreement? • Does the project need a state aid agreement, i. e. , bridge bond, Local Road Improvement Program, etc. ? • Are other permits required, i. e. Army Corps of Engineers, Board of Water and Soil Resources, US Fish & Wildlife, etc. ? 11

Utility notification/relocation process • Contact utilities early • Consult the Mn. DOT Utility Accommodation & Coordination Manual for work within Mn. DOT rightof-way. • Be aware that there are circumstances that may require reimbursement for utility relocation, i. e. sometimes within interstate right-of-way. 12

Environmental considerations • Plan for environmental issues early, i. e. contamination, endangered species, etc. • Work within Mn. DOT right-of-way will require early coordination with Mn. DOT’s Environmental Stewardship Office. 13

Plan preparation

Project design • Can the project be constructed in accordance with State Aid Standards? • If not, is a Variance an option? • Can the project be redesigned to comply with Standards? • Can a Variance be supported by the District State Aid Engineer? • Can the Variance Committee recommend a Variance approval? • Will the State Aid Engineer approve a Variance? 15

Project design (continued) • If you need to seek a Variance. • Variances are addressed in 8820. 3300 • Variances are also addressed on the SALT Variance webpage and in the State Aid Manual • Check in with your District State Aid Engineer early. There may be alternative solutions other than a Variance. • The Variance Committee meets quarterly. Review your need for a Variance early in your project. 16

Project design (continued) • State Aid Manual • Chapter 5. 4 is a good resource for plan preparation • Review the Basic Plan Requirements in Section II of Chapter 5. 4. 17

Project review

Project Submittal • Submit the plan and associated documents to State Aid for review. • Plan – check with your district to confirm the format (electronic or paper) • Completed State Aid Checklist appropriate for your plan type/project components • Signal Justification Report or Letter, Roundabout Justification Report - as applicable • Drainage Area Map and Hydraulic Computations – as applicable 19

Project Submittal (continued) • Submit the plan and associated documents to State Aid for review – continued • Pavement Report • Laboratory Testing Services Request Form • No Parking Resolution • Engineers Estimate • Special Provisions – If Mn. DOT Laboratory Services are requested 20

Respond to review comments • Revise the plans as requested. • Notify the plan reviewer of any additional revisions that have been made to the project, beyond those requested by the plan reviewer. • We welcome questions regarding redline comments if you don’t agree with them. Redline comments are meant to open a dialog with our partners to discover if there are circumstances of which we have no knowledge, or if we are not fully understanding a designer’s intent. 21

Submit the final plan • Submit the final plan. • Submit any revised and other requested documents. 22

Signature notes • Your funding and project location will determine the required signatures. If there is significant impact to the Trunk Highway, Mn. DOT signatures will be required. See Plan Signature Block. • State Aid signs the plan after all local agencies have signed the plan. • State Aid doesn’t sign the plan for funding until funding letters are prepared for special programs such as Local Bridge Replacement and Local Road Improvement Program projects. • The signed Title Sheet and a Plan Approval Letter will be forwarded to you. Work with your district to determine the preference – hard copy and/or electronic. 23

BEWARE • DO NOT open bids until State Aid has approved your plan! • State Aid Operations Chapter 8820. 2800 Subp. 2. A. says: “Only those projects for which final plans are approved by the state-aid engineer before opening bids are eligible for state-aid construction funds. ” 24

Next steps

Post Plan Approval • Invite State Aid staff as directed to the project Preconstruction Conference. • Submit Pay Requests in the manner suggested by your district. 26

References • State Aid Operations Chapter 8820 (State Aid Rules) • State Aid Manual • Metro State Aid Design Guide for State Aid Projects 27

Questions? Julie Dresel julie. dresel@state. mn. us 651 -234 -7780 28