Project Development Process

ODOT’ PDP A project management and transportation decision-making tool. Developing the detail to the level necessary to make the right decision. PDP focus is: –Streamlining –Merger of Environmental/Design –Risk Management –Flexibility

ODOT’s Process

ODOT has 5 project paths (1=easy, 4/5= ODOT’s most complicated projects) Each path advances through five phases Studies/engineering are “right-sized” within each phase to better support decision-making

PDP Project Paths

ODOT’s Process Vast majority of ODOT projects are Path 1 and Path 2 projects –Most completed in-house Majority of Consultant program is Path 3 and some Path 2 projects ODOT has less then 20 projects that are Path 4 or 5

Planning (PL)

Planning your project… Planning/programming High level planning and development Data gathering and analysis Statewide Transportation Plan (STIP)

Project Initiation Package Why “active” Scoping? Define Study area and Logical Termini Define PDP Path –Discipline Specific focus areas of the PIP Design Traffic/safety/etc. Geotechnical Environmental ROW/Utilities (start planning for…) Review/Approval

Purpose and Need Focus on an understanding of the issues that will need addressed by this project –Crash Analysis –Traffic Data –Can have secondary goals (economic development opportunities, bike/ped accommodations, etc.) P&N must have supporting data!

Concept, Scope, Budget Ensure supporting data and analysis are in place to support a P&N Identify critical information needed to make a decision on the Preferred Alternative. Identify critical path elements Establish schedule/budget Getting started…scoping…

Preliminary Engineering (PE)

PE and EE Separate, but together!!! Federal Authorizations…

Developing the Preferred Alt Goal of the PE Phase –To identify the project’s Preferred Alternative –To ensure we have a strong understanding of the impacts associated with this project –Considerations: design, utilities, ROW and construct-ability. –Defined Budget/Schedule

Feasibility Studies –First level decision document Goal is to make a decision on the preferred alternative or to narrow down the alternatives (or elements) that are focused in an Alternative Evaluation Report. Documentation of ODOT’s decision.

Feasibility Studies –Path 1 projects don’t require a FS –Format- Path 2 for projects Feasibility Study can take the form of: –Discipline specific study –Mtg minutes w/supporting studies –Feasibility Study- stand alone report –Preferred Alternative Must be based on P&N MOTAA, TSL, Safety Studies combined w/specific project info (environmental/PE)

Feasibility Studies –For Projects that are: Higher Path projects, Complex in nature, multiple alignments, public controversy, etc.… –Preferred Alternative or reduced alternatives MOTAA, TSL, Safety Studies are performed Specific project info will be used to drive the decision Feasibility Study will be a stand alone report –Discipline specific studies –Preliminary Engineering (no Stage I) –May recommend AER

Alternative Evaluation Report Second Level decision document –Builds upon the Feasibility Study Will never have an AER without an FS in place Will always have an AER with a Path 4/5 project –Purpose is to make the decision of Preferred Alt. –Detail in an AER Higher level engineering High level of Environmental ROW/Utilities/Geo-tech/, etc. Coordination

Alternative Evaluation Report AERs –Can focus on individual alignments as a whole Example: Widening project (left, right, center) as a whole project. or –Can focus on individual elements of a Preferred Alternative identified in the FS Example: Intersection elements of a widening project. –Identify Preferred, Impacts, etc. –NEPA confirmed in EE Phase

Project Management PM Tips for the PE phase: –Be flexible (level of design, level of PI, level of coordination w/other areas….) are all dependent upon the complexity and decision- making needed. –Move tasks from other areas if you need the info to address your project… Cost Estimates/Project Schedule Transition to Environmental Eng

Environmental Engineering (EE)

Environmental Engineering Goal of EE Phase: –Progress Stage 1 and Stage 2 Design –Complete outstanding environmental studies –Complete NEPA and Permit approval –Begin ROW acquisition

Environmental Engineering Environmental Studies and Approval –Can be based on PE, Stage 1 or Stage 2 –Environmental commitments Stage 2 Design Process Waterway Permits Can begin ROW/Utilities –Title/deed, etc., –acquire w/state monies, etc.

Environmental Engineering Design considerations:  Ensure design is buildable Address Temp/Perm fills How will this project be built? Ensure room for staging, de-watering, etc.  Ensure environmental commitments are addressed in the design and bid documents  Utilities are addressed…

Environmental Engineering ROW considerations –Can begin all pre-acquisition activities Deed research, Appraisals, Necessary coordination, etc. –Consider Hardships or Protected Buys

Project Management PM Tips for the EE phase: –Monitor costs/schedule closely –Map out critical path elements Start waterway permits early…. Utility relocation –Cost Estimates/Project Schedule Transition to Final Engineering

Final Engineering/ROW (FE)

Final Engineering/ROW Goal of FE Phase: –Progress ROW and Utility relocation/process –Complete Design and bid documents –Begin mitigation implementation

Final Engineering/ROW Considerations: –Environmental Commitments Ensure they are built into the design and bid documents –Ensure design is buildable: Staging Stormwater details (dewatering, etc.) Retaining wall example…

Construction (CO)

Construction Commitment Compliance Mitigation implementation Verify Design efforts –Site visit/talk w/inspectors –Ensure Maintenance is aware of issues.

Project Development Process

NEPA Decision-making Erica Schneider/Tim Hill

Decision-making Why did you pick the solution you did? Who did you coordinate with? How does ODOT defend the decision?

Decision-making Decision-making in ODOT’s PDP cannot be a “one-sided” decision. –Example: Feasibility study that only considers safety factors…. ODOT’s PDP requires consideration of environmental, design, ROW, Construction and Maintenance issues. Federal law requires a “Hard Look”.

Decision-making- “Hard Look” What defines the level of detail necessary to make a decision?

Decision-making What defines the level of detail necessary to make a decision? –Need (What are the problems you are trying to solve?) –Key Issues (i.e. cost, range of reasonable alternatives, impacts, etc.) –Interest (public/agency) –Risk

Decision-making Who did you talk with? Why? –ODOT is accountable to the tax payers –Federal requirements –Right thing to do, always! Better decisions –Ensure the relevant ODOT disciplines are included

PDP Documentation- How much is too much? Principle 1: Tell the story of the project Principle 2: Keep the document brief Principle 3: Ensure that the document meets all legal requirements

PDP Documentation Tell the story of the project Focus on the reader! Public and decision-makers must be able to understand project effects and benefits Ask and answer key questions What is the problem? How will each alternative affect users? What happens if we do nothing? Explain how you reached your conclusions Provide a road map to technical details

PDP Documentation Keep the Document Brief Use clear, concise writing Use graphics to and pictures to communicate complex issues Follow a clear format Focus on significant issues Briefly discuss the non-significant issues Incorporate by reference Attach the technical data for the “true freaks of nature” that like that stuff!

PDP Documentation Ensure the Document Meets All Legal Requirements Show your work! Don’t just summarize – Analyze! QA/QC for internal consistency Ensure the substance of the analysis is valid and understandable Provide “bread crumbs” people can follow to the supporting documents

Format tips Use white space to improve readability Bullets help the reader scan quickly Use color for emphasis Use magazine-style layout with photos Use plain talk for the main body & executive summary Focus on key issues that will showcase the differences between alternatives Common Sense Tips:

Lastly… Show how you have considered and addressed agency and public comments. Following thru on commitments (promises) made during project development. Common Sense Tips:

Guidance OES’ WEB site has links to AASHTO’s guidance on developing quality documents. –National examples (Ohio’s Opportunity Corridor) ODOT’s Feasibility/Alternative Evaluation Report guidance More to come…. –Focus on QA/QC

Project Development Process

Project Scoping Mat Mauger