Number: E-21-002

Date: 03/31/21

 

 

ENGINEERING DIRECTIVE


Pre-25% Design Scoping Procedure

 

General Guidance

This Engineering Directive provides a procedure for refining the scope of a project approved by the Project Review Committee (PRC) and establishing the basis for a 25% design submission. This procedure shall apply to all municipal and state projects except for various location maintenance projects or as otherwise determined through consultation with the Deputy Chief Engineer for Project Development or his/her designee.

 

1.      PRC approves the project.

1.1.   Responsible section head assigns the Project Manager (PM).

1.2.   Project Manager requests PARS Numbers.

1.3.   Project Manager confirms purpose and need and evaluates need for Project Scoping Meeting (PSM) and consults with the Deputy Chief Engineer for Project Development, if needed.

1.4.   Project Manager notifies proponent to include PSM in design schedule, if needed.

 

2.      Proponent issues the Design NTP or directs design advancement to begin within 24 months of PRC Approval and notifies MassDOT through the PM or local District office.

2.1.   Proponent includes direction to develop schedule for participating in a Project Scoping Meeting, performing data collection and conceptual design and conducting Over The Shoulder (OTS) Review within 6 months of Design NTP or direction to advance design.

 

3.      Project Manager conducts the Project Scoping Meeting within 6 months of NTP or design advancement using the Project Scoping Checklist (Attachment 2). Proceed to Step 4 if PSM not needed.

3.1.   Create meeting invitation list using Attachment 1 as a guide.

3.2.   Consult with District to identify meeting site. On-site meetings are preferred unless conditions warrant a virtual site meeting using MaPIT or another digital tool.

3.3.   Project Manager and/or Designer conducts overview of existing conditions.

3.4.   Project Manager reviews Purpose and Need and Scope of Work as approved by PRC.

3.5.   Identify any risks to pursuing scope as approved by the PRC. Examples include underground utilities, limited right of way, environmental impacts.

3.6.   Obtain input for cross section(s) to accommodate all users, project limits and project scope; identify utility constraints, preliminary environmental permitting requirements, and design exceptions.


3.7.   Determine data collection and conceptual analysis needs. Examples include draft design justification workbook, safety alternatives analysis, and typical section alternatives.

 

4.      Designer performs data collection and develops conceptual design(s).

4.1.   Data considerations: Utility survey, crash data, roadway safety audits, traffic counts, field survey and base plan, hydraulic analysis, borings, preliminary structures report, pavement test pits and cores, and other project data as required.

4.2.   Design requirements: Consider public outreach meetings with local officials/general public/project abutters; perform early utility coordination; early environmental coordination; gather other data as needed. Develop conceptual (10% level) design(s) with critical cross sections, roll plan and preliminary profile views; preliminary Intersection Control Evaluation (ICE) Stage 2; prepare draft Design Justification Workbook identifying potential design exceptions; prepare preliminary project estimate; prepare design schedule using schedule template; prepare preliminary ROW impact summary; and provide preliminary construction staging using the default construction duration by project type.

 

5.      Project Manager conducts the Pre-25% OTS Review to confirm the scope and cross section within 6 months of Design NTP (for municipal/state projects) or design advancement (for MassDOT in-house design).

5.1.   Schedule meeting two weeks in advance using Attachment 1. Attach meeting material to the meeting invitation to provide materials in advance of the meeting.

5.2.   Project manager conducts OTS Review of Purpose and Need and scope as approved by the PRC and the conceptual design(s) and analysis with the project team including all items identified in the Project Scoping Checklist (Attachment 2). In-person meetings are preferred on-site or in a District Office to confirm the scope, selection of preferred conceptual design, and resolve any remaining internal comments and public concerns.

5.3.   Project manager documents the OTS Review and progress by summarizing the scoping meeting and OTS review.

 

6.      Project Manager/Proponent schedules public outreach as needed within 3 months.

 

7.      Project Manager evaluates the current scope of work and public feedback against the PRC Approved Purpose and Need and Scope of Work.

7.1.      If the scope has changed as defined in the DSC/PRC Resubmission Criteria below the PM shall elevate the issue to the Office of the Chief Engineer through the Design Solutions Committee (DSC) for resolution in Step 8.

DSC/PRC Resubmission Criteria

         The Project Contract Cost increases by an amount larger than the current contract cost + design contingency:

  At the pre-25% Scoping Meeting, if an estimated contract cost is 10% greater than the PRC estimated construction cost (including design contingency), the project scope will be reviewed.

  Post pre-25%, if the estimated construction cost of any design submission or updated cost is 5% greater than the pre-25% estimated construction cost (including design contingency), the project scope must be confirmed by the DSC. If no pre-25% submission, then the baseline will be the PRC construction cost.


         There is a change to the Project Scope or Project Limits that is outside of the original Purpose and Need of the project as approved at PRC, was not identified/approved during a Pre-25% Scoping Meeting or previous submission, or may cause a considerable delay to the schedule or deliverability of the project. Examples of project changes requiring review:

  A new design alternative is being recommended that was not previously considered.

  The addition of new or expanded assets beyond the established project limits or need.

  The project is combined with another project or split off from an existing project.

  Modifications to the project scope or limits negatively impact project deliverability or schedule. Examples include, but are not limited to:

         New ROW impacts such as Article 97, 4f, 6f, cultural resources, rail permits, new State or Local ROW, relocations, or additional survey work.

         New Environmental Permitting.

 

7.2.      If the scope and public feedback align with the PRC Approved project, proceed to Step 10.

 

8.      Design Solutions Committee (DSC) decides whether the design can proceed to the next design stage (Step 10) or must be resubmitted to the Deputy Chief Engineer for Project Development for review and submission to PRC for further evaluation (Step 9).

 

9.      Deputy Chief Engineer for Project Development reviews and submits project to PRC for further evaluation.

 

10.  Project Manager proceeds to 25% Design by updating the Purpose and Need, documenting the scope, confirming the project description and amending initial design scope, if needed.

10.1.  If the project description changes, the Project Manager coordinates with the Advertising Program Manager to finalize the description and notify the District and Planning regarding the need to amend the project in the STIP if necessary.

10.2.  Amend initial design scope based on above to include design through 25% Design Public Hearing or design completion depending on the project.

 

Attachments:

Attachment 1 Meeting Invite Chart Attachment 2 Project Scoping Checklist


 

Meeting Invite Chart

Choose core disciplines according to project type

Project Type ->

 

 

Core Discipline

 

Bridge

 

Intersection Improvements *

 

Shared Use Path

 

New Construction

New Sidewalks, Curbing and Curb Ramps

 

Pavement Marking

 

Resurfacing

 

Roadway Reconstruction

Safety Improvements / SRTS

 

Traffic Signals

 

Other:

Designer (in-house or consultant)

R

R

R

R

R

R

R

R

R

R

R

Bridge

R

O

O

O

O

O

O

O

O

O

O

Highway Design*

R

R

R

R

R

R

R

R

R

R

R

District Construction

O

O

O

O

O

O

O

O

O

O

O

District all other disciplines

District Projects staff shall attend all meetings but consult with the District PDE to determine which other disciplines are needed.

Environmental

R

O**

R

R

O

O

O

R

O

O

O

Geotechnical

R

O

O

R

O

O

O

R

O

O

O

Hydraulics***

R

O

O

R

O

O

O

O

O

O

O

FHWA

Consult with FHWA on all Projects of Division Interest (PODIs)

Landscape

O

O

R

R

O

O

O

R

O

O

O

Materials

O

O

O

O

O

O

O

O

O

O

O

Pavement

O

R

O

R

O

O

R

R

O

O

O

ROW

R

R

R

R

R

O

O

R

R

R

R

Traffic and Safety****

O

R

O

O

O

O

O

R

R

R

O

Utilities

R

R

R

R

R

O

O

R

R

R

R

Transit

O

O

O

O

O

O

O

O

O

O

O

Municipality

R

R

R

R

R

R

R

R

R

R

O

R = Required, O = optional. * Highway Design shall include the ADA, Complete Streets, and/or the Location Engineers. **Consider Hazmat involvement with Intersection Improvement projects. *** Include Hydraulics for projects over water or will affect a river, stream or water course.

****Safety involvement may be beneficial for certain project types.


MASSDOT

PROJECT SCOPING CHECKLIST

 


Project File No.: Date:

Project Description:

 

I.   
Text Box: A. Project Type (Select all that apply):

GENERAL PROJECT INFORMATION

Bridge; Bridge No. : Safety Improvements / Safe Routes to School

Intersection Improvements Shared Use Path

New Construction Traffic Signals


Pavement Markings Resurfacing

Roadway Reconstruction


New Sidewalks, Curbing and Curb Ramps Other:


 


Text Box: B. Project Initiation

Project Proponent:

Municipality

MassDOT

Other:

Asset Ownership:

Project Purpose & Need:

Municipality

MassDOT

Other:

 

Estimated Construction Cost: Programmed Funds (if available):


II.   
Text Box: A. Examine Potential Bridge Project Types

BRIDGE SCOPING CHECKLIST

Candidate for Preservation

If not Preservation; Substructure elements are worthy of analysis for re-use Candidate for Superstructure Replacement

Candidate for Full Replacement Comments:

 

 

 

Text Box: B. Bridge Studies, Analysis & Reports Required

Preliminary Structures Report (Check box if project to retain any portion of exist. structure) Boring / Probe Layout Plan

Geotechnical Report

Hydraulic Report:

Bridge Type Selection Worksheet Sketch Plans


Additional Studies:

 

Bridge is over Railroad (indicate the Line; Segment; MP in Comments) If over Railroad, is this a Chapter 634 Bridge?

Increase Channel Width for Hydraulic or Environmental Purposes Required Min. Horizontal Clearance for Bridge not over Railroad

Required Min. Horizontal Clearance for Bridge over Railroad, not Chapter 634 Required Min. Vertical Clearance for Bridge not over Railroad


Required Min. Vertical Clearance for Bridge over Railroad, not Chapter 634

For Horizontal Clearance: Specify in comments the clearance from what Controlling Element.

The Controlling Element may be face of abutment or pier; edge of travelled way, etc.

For Vertical Clearance: Specify in comments the clearance from what Controlling Element. The Controlling Element may be roadway shoulder; top of rail; design year flood; etc.

 


Comments:

 


Describe Bridge Geometry (indicate Span Length; Skew: Structure Depth; etc.)


III.   
Text Box: A. Project Area

ROADWAY CONTEXT

Project located within 1/4 mile (1500 feet) of an Environmental Justice and/or Title VI area?

Environmental Justice Viewer

Project located within 1500 feet of School, Library, Park, Transit, Senior Center, etc.


Describe below:

 

 

Top 200 Intersection Crash Cluster located in Project Area; Describe below HSIP Crash Cluster located in Project Area; Describe below

HSIP Bicycle Crash Cluster located in Project Area; Describe below HSIP Pedestrian Crash Cluster located in Project Area; Describe below


Crash Locations:

 

 

 

 

 

Police Crash Reports Required: Crash Diagrams Required

Corridor Crash Mapping Required

Road Safety Audit Required (prior to 25%)


Top Crash Locations

 

RSA Template & Guidelines


Safety Alternative Analysis Required (Check box if project anticipates receiving HSIP funds)

HSIP Eligibility & Alternative Safety Analysis Guide

 

IV.    ROADWAY SCOPING CHECKLIST

Text Box: A. Roadway Classification


Interstate Rural Principal Arterial

Urban Principal Arterial Rural Minor Arterial

Urban Minor Arterial Rural Major Collector

Urban Collector Rural Minor Collector

Urban Local Rural Local

 

Proposed project is on the National Highway System (NHS)


Road Inventory Map


Text Box: B. Existing Volumes

Annual Daily Traffic (ADT) Daily Bicycle Volume

Percent Truck Traffic Daily Pedestrian Volume

Text Box: C. Existing Speeds

Posted (or Statutory) Speed Limit

Measured Free Flow Speed (if available)

Text Box: D. Determine Target Design Speed

Project area is candidate for Motor Vehicle and/or Multimodal Safety Countermeasures; Including Traffic Calming, Road Diet and other Safety Measures

 

Target Design Speed Comments:

 

 

 

 

Text Box: E. Determine Proposed Roadway Cross -Section


Candidate for Shared-Use Path, Side Path, Separated Bike Lane or Buffered Bike Lane


E-20-001


 


Existing: Proposed:


Width of Existing Right-of-Way Layout Number of Travel Lanes

Width of Travel Lanes Width of Turning Lanes Width of Shoulders

Width of On-Road Bicycle Facility, include buffer Width of Shared-Use Path (note 1 side or both) Width of Separated Bike Lane (note 1 side or both) Width of Roadway Buffer

Width of Sidewalk*, include curb (note 1 side or both) Width of On-Street Parking (note 1 side or both) Width of Median

Width of Bus Stops**


 

 

*Less than 5.5' Sidewalk Width, including curb, requires waiver

**Confirm proposed bus stop width with transit agency; 8.5' Min., including curb, for MBTA


Text Box: F. Determine Roadway Profile

Existing Profile appears to meet design standards (verify during preliminary design) Existing Sidewalks, Curb Ramps and Driveways appear ADA/AAB Compliant Maintain / Optimize Existing Profile

Improve Profile; Consider Min. Vertical Clearance, Stormwater Low Points and Flood Resiliency Comments:

 

 

 

 

 

Existing Alignment appears to meet design standards (verify during preliminary design) Maintain / Optimize Existing Alignment

 

Improve Alignment Comments:

 

 

 

Text Box: H. Determine Project Limits

Describe Limits with proximity to nearest feature, intersection, mile marker, town line, address, etc. Begin Project:

 

For Bridge: Feet beyond Abutment in this direction: End Project

 

For Bridge: Feet beyond Abutment in this direction: Comments:


Text Box: I. Proposed Pavement Treatment

Ultra Thin Bond, Microsurfacing, Fog Seal, Chip Seal, Waterproof Surface Course, etc. Mill & Overlay (Functional or Structural)

Hot/Cold in Place Recycling Reclamation

Full Depth Reconstruction New Construction


Other:

No Proposed Improvement

 


 

V.    CONSTRUCTABILITY

Candidate for Full Road Closure and Detour; Describe possible detour route in Comments Candidate for Accelerated Construction Techniques

Candidate for Stage Construction

Candidate for Alternative One-Way Traffic Candidate for Night Work

Potential Construction Lay Down Area; Describe in Comments

Potential for buried man-made objects / unidentified hazardous waste present Potential for unexpected geotechnical or groundwater issues present Seasonal or time restrictions required during construction

Project overlaps and/or adjacent to another project scope and/or schedule Comments:


VI.   
Text Box: A. Describe Existing Utilities

UTILITIES

Overhead:

 


Underground:

 


Carried on Bridge (if applicable):

 


Under Bridge (if applicable):

 

Can widening be cone on a side of the road that does not have Utility Poles? Does City / Town need to upgrade water, sewer, or drainage?

Does City / Town need to perform sewer / drainage separation? Does gas company need to upgrade old Cast Iron / Barrel Steel Pipe?

 


Comments:

 

 

 


C. Utility Exploration

 

Designer to Obtain MassDOT to Obtain

Designer to Obtain MassDOT to Obtain

 

 
Utility Test Pits: Subsurface Utility Exploration (SUE): SUE Quality Level(s) - Check all that apply


 

 

Utility Relocation Contacts, Forms & Guidance


D: Collection & correlation of existing utility records C: Survey of visible utility facilities

B: Determine existence and horizontal position of utility facilities within area of excavation A: Physically expose existing subsurface utility facilities to find vertical subsurface position

 


Comments:


VII.   
Text Box: A. Stormwater Mitigation

ENVIRONMENTAL

Project is anticipated to increase the impervious surface of the travelled way Square Feet of increase (if unknown, mark as TBD - to be determined)

Project is anticipated to widen the roadway by 4 feet or more for half a mile or more

Linear Feet of widening of 4' or more (if unknown, mark as TBD - to be determined) Project is anticipated to meet, or exceed MassDEP Stormwater Standards

Does the project area directly discharge (via pipe or overland flow) into any Category 5 Impaired waterbodies?

Does the project propose how to treat, mitigate (or maintain if sufficient) discharge into this

Impaired Waterbody (meeting TMDL requirements)?

 

Text Box: B. Stormwater Best Management Practices (BMPs)

Project is anticipated to include BMPs to ensure existing stormwater conditions will at least be maintained; Check anticipated BMPs below:

 

Pretreatment BMPs Conveyance

Deep sump catch basins Water quality swales

Sediment forebays Grass channels (formerly biofilter swales) Vegetated Filter Strips BMPs

Treatment BMPs Porous Pavement

Bioretention areas including rain gardens Infiltration basins and trenches Constructed stormwater wetlands Leaching catch basins Extended dry detention basin Subsurface structure(s)

Treebox filters Country Drainage

Wet basins Other:

Text Box: C. Field Reconnaissance

Provide photographs that clearly illustrate existing site conditions such as local land use and context (urban, suburban, rural, etc.); Provide additional details in the comments.

 

Wetlands / waterways present

Area buildings or public open space in close proximity to the site?

Bridge Projects: Does the bridge appear to restrict the natural flow regime of the waterway? Bridge Projects: If the bridge is over waterway, is it navigable?

 


Comments:


Text Box: D. Environmental Studies, Permits & Reports Required

Early Environmental Checklist

Bridge Project: Determine Nat'l Register of Historic Places status of structure - Eligible or Listed Potential Permits / License required:

Chapter 91 Public Waterfront Act Section 106 - National Historic Preservation Coastal Zone Management Act U.S. Army Corps of Engineers - Section 404

MA Wetlands Protection Act U.S. Coast Guard - Section 9 Rivers and Harbors

NEPA / MEPA Water Quality Certification - Section 401 NPDES - Section 402 Clean Water Act Wild and Scenic Rivers Act

Section 4(f) and/or 6(f) if the DOT Act MA Coastal Flood Risk Model (MC-FRM) Section 10 Rivers and Harbors Unknown, to be determined

Other:

 


Comments:

 

VIII.    RIGHT-OF-WAY

Easements, Takings or Alterations anticipated to be required Responsibility:


 

Potential Article 97; Describe below


Right of Way Manual


Consider potential impacts to Conservation Land, Open Space including Public Parks & Monuments, Public Reservations, Public Athletic fields, Public Concert area, Municipal commons and Public Playgrounds. Consider impacts to Public watershed properties, Fish & Wildlife property, DCR property, properties having an Agricultural Restriction or Conservation Restriction.

 

Easements, Permits or Licenses from DCR, Fisheries & Wildlife, MBTA or MWRA; Describe below Impact to Railroad or Public Utility Corridor; Describe below


Comments:


IX.    DATA, STUDIES, ANALYSIS & REPORTS

 


 

Field Survey & Base Plan Traffic Counts


Survey Guidelines Guidance on Traffic Count Data


For proposed modifications to Existing Traffic Signals, ATR counts for the side street approaches shall be collected for a minimum of 24 continuous weekday-hours; Also minimum of the highest 8 hours of the day for the minor street shall be conducted by manual turning movement count method.


Crash Data Road Safety Audit

Pavement Cores Wetlands Delineation


MassDOT IMPACT Crash Portal RSA Template & Guidelines


Field Verify ADA/AAB Compliance for Sidewalks and Curb Ramps to be retained

Preliminary Decision Value calculation per Bridge Manual 2.1.4 (for Accel. Bridge Construction)


Project Design Schedule


Design Schedule Templates


Pre-25% "Over-the-Shoulder" (OTS) Review Meeting (see required deliverables in section B) Public Information Meeting, if needed (after Pre-25% OTS)

Intersection Control Evaluation (ICE) - Stage 3 (after Public Informational Meeting, if needed) Other:

 


Comments:

 

Conceptual (10% level) design with critical cross sections, roll plan and preliminary profiles Typical Section Alternatives Analysis


Draft Design Justification Workbook Safety Alternatives Analysis

Intersection Control Evaluation (ICE) - Stage 2 Preliminary Estimate

Preliminary Construction Staging

Preliminary ROW Impact Summary for Alternatives Other:

 

Comments:


Design Justification Workbook Safety Alternatives Analysis Guide



C. 25% Design Submission


Functional Design Report Pavement Design Report


Traffic & Safety Engineering - 25% Design Submission Guide


Checklists per PDDG Checklist & Submission Workbook Estimate

Preliminary Right of Way Plans

Preliminary Utility Coordination & Colored Utility Plans Estimate of utility adjustments / relocations @25% Initial Contract Time Determination

Other: Comments:


Checklists & Submission Guides Construction Project Estimator (CPE) Right of Way Plan Preparation Guide

 

Utility Relocation Forms & Guidance


 

 

 

D. Post-25% Submission Items Design Public Hearing


Design Justification Workbook (after Design Public Hearing)


Design Justification Workbook


Contract Time Determination Incentive / Disincentive Other:

 

Comments:


Contract Time Determination (CTD) Guide Incentive / Disincentive Guide



PROJECT SCOPING MEETING SIGN-IN SHEET

 

Project File No.:

 

Scoping Meeting Date:

 

Project Description:

 

 

 

Checklist Prepared by:

 

 

 

Meeting Location:

On-Site

Virtual

 

 


Attendee Disciplines (Refer to Meeting Invite Chart in the Pre-25% Engineering Directive)

 

Name Organization / Discipline: Email: