1. State Aid Project Plan Preparation

2. Topics State Aid reference materials State Aid Project Number Request
Submittal items
Plan preparation
State Aid checklist
Engineer’s Estimate
Review timeframe/approvals

3. State Aid reference materials

4. State Aid reference materials
State Aid Manual (Chapter 5.4)
Metro Design Guide (PDF)
State Aid Training PowerPoints
State Aid Tech Memos
MnDOT Tech Memos
Road Design Manual
Standard Plans
Standard Plates
State Aid Rule Book (PDF)
State Aid Manual (Chapter 5.4) -
Metro Design Guide -
State Aid Training Power Points -
State Aid Tech Memos -
MnDOT Tech Memos -
Road Design Manual -
Standard Plans -
Standard Plates -
State Aid Rule Book -

5. State Aid Project Number Request
SAP AAA-BBB-CCC
State Aid Project Number Request

6. 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?
Each partner should obtain their own State Aid number(s).
If any city or county partners are using Federal Aid Funds, the project will use the Federal Aid Project Process.
If State Funds are used, the project will likely use the Cooperative Agreement Project Process.
If MnDOT is the lead agency and you want to use State Aid Funds, be proactive early and often to make sure you have obtained all of the State Aid numbers you need and make sure the MnDOT Project Manager is including State Aid in the plan review process.
If there is more than one State Aid Route on the project, there will likely be a need for more than one State Aid number.

7. 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 number 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 control section location.

8. Obtain a project number (continued)
State aid project numbers can be requested through an online form or a fill-in PDF form that is ed to the District State Aid Engineer or other assigned district staff.
Both forms can be found on the SALT Project Delivery webpage under “Requests”
For Metro Projects send in PDF directly to

9. Submittal items

10. Submittal items Plan State Aid checklist – bridge or no bridge
Pre Engineer’s Estimate
Final Engineer’s Estimate Excel version (with final plan submission)

11. Submittal items (continued)
Lab Request
Pavement Design Information/Geotechnical Report
Signal Justification Letter/Report or ICE
Roundabout Justification Report or ICE

12. Submittal items (continued)
Special provisions
No parking resolutions (for urban roads only)
Drainage information
LRIP application (submitted at different time and by local agency)
Bridge bond application (submitted at different time and by local agency)
After bid opening send the Bid Tabulation with all bidders prices in Excel to Sharon LeMay.

13. Lab request
Make sure to fill in the TA98 number on the Lab Service Request if using MnDOT services
County / City:      
Project No. Choose an item.      
Project Description:      
Tied Project Nos.:      
Estimated Letting Date:      
Completion Year:      
Bridge Nos.:      
TA98xxx or TA99xxx No.:      TA98XXX
TA number is required for billing of MnDOT services. This number comes from the Master partnership agreement with the local agency and MnDOT.
Ask the local agency for their TA98 numbers; if they don’t know it please contact Sharon LeMay or Rob Wielinski for this number (metro agencies only).
If using MnDOT services, please submit a copy of the Special Provisions for our Materials Office to reference.

14. Pavement Design Report/Geotechnical Report
MnPAVE
Geotechnical Report
Pavement Design Report

15. Signal justification Letter Report ICE Needed if revising a signal
For pedestrian crossing signals
Flashing yellow arrow addition
Report
Needed for new signal or leg of signal
ICE
Name required if a leg is Trunk Highway

16. Roundabout justification
Include the reason for choosing roundabout over signal with warrants.
Make sure to include turning movements of trucks through proposed roundabout.
Report images should match what is in the plan.
Fast pass speed
Sight lines

17. Justification signatures
Prepared By
Approved: City (if applicable)
Approved: County (if applicable)
Approved: Metro District – State Aid Engineer
Approved: Metro District – Traffic Engineer (ICE only)

18. Local Road Improvement Program/Bridge bonds
If selected for this type of funds you need to provide an Excel version of the Engineer’s Estimate.
Plan will be signed when the funding letter is written for the project by Patti Loken. This can take a few days to obtain so plan accordingly.

19. Plan preparation

20. Plan preparation Title Sheet SEQ Sheet Tabulations
MnDOT Standard Plates
MnDOT Standard Plans
Typicals
Plan Sheets
Cross Sections

21. Title Sheet Each SAP requires a location of project description.
SAP AAA-BBB-CCC located on route from road A to road B.
SAP AAA-BBB-CCC located on route from X’ direction of road A to X’ direction of road A.
Do not use stationing as your limits (unable to use to determine location from).
Location map index.
Begin SAP AAA-BBB-CCC with stationing.
End SAP AAA-BBB-CCC with stationing.
Show any exception areas (see plan sheet section).
Label old/new bridge (if part of project).
If a signal project then just show a leader to the intersection.

22. Title Sheet (continued)
Label spec year note:
THE 2018 EDITION OF THE MINNESOTA DEPARTMENT OF TRANSPORTATION “STANDARD SPECIFICATION FOR CONSTRUCTION” SHALL GOVERN.
Traffic control note:
ALL TRAFFIC CONTROL DEVICES AND SIGNING SHALL CONFORM AND BE INSTALLED IN ACCORDANCE WITH THE CURRENT “MINNESOTA MANUAL ON UNIFORM TRAFFIC CONTROL DEVICES” (MnMUTCD), INCLUDING THE LATEST FIELD MANUAL FOR TEMPORARY TRAFFIC CONTROL ZONE LAYOUTS.
FYI new specs will be out around June 2020 and Local agencies will have grace period for converting over to new specs as are typically given by Tech memo.

23. Title Sheet (continued)
Required Plan Signatures
Prepared By:
Approved: City Engineer (If with in City R/W)
Approved: County Engineer (If within County R/W)
District State Aid Engineer: Reviewed for Compliance with State Aid Rules/Policy
Approved for State Aid Funding: State Aid Engineer
MnDOT Signatures if a LPP Plan

24. Title Sheet (continued)
Design designation block (For each SAP project)
ADT (20XX) (year of construction)
Future ADT (20XX) (20 years later)
# of traffic lanes
Shoulder information
Parking lanes
Design speed
Ton design
ESAL’s
R value
Design speed not met at ___.
Height of eye: 3.5’
Height of object: 2.0’
The two block example shown here are different as one has a Design Speed not achieved at location.

25. Title Sheet (continued)
Trail design designation block
Based on: stopping sight distance
Height of Eye: 4.5’
Height of Object: 0’
Length block (For each SAP project)
Gross length X Ft X Miles
Bridge length X Ft X Miles
Exception length X Ft X Miles
Net length X Ft X Miles
If there is a Bridge within the Project Limits then you need to add the Bridge Length. People have issues with this and the net length. Bridge length should be included if the bridge is within the project limits; if not part of the project then you should fill in the exception length as well. Net length will equal Gross Length – Bridge/Exception Length; otherwise if bridge is included in the plan then the gross length and net length would be the same.

26. Title Sheet (continued)
Variance note language:
VARIANCE NOTE, if one has been approved for the project, in the following format;
* THIS PROJECT HAS BEEN GRANTED A VARIANCE FROM MINNESOTA RULE 8820.__(a)__, DATED FEBRUARY 2013, SO AS TO PERMIT ___(b)___ IN LIEU OF THE REQUIRED ___(c)___. THE VARIANCE WAS SIGNED BY ___(d)___ ON ___(e)___.
Complete the blanks in the variance note with;
(a) The rule number the variance was granted from, followed by the date of the current rules book.
(b) The project roadway width, design speed, R/W width, or condition allowed by the variance.
(c) The condition that would have been required by the rules had the variance not been granted.
(d) The name and position of the person who signed the variance.
(e) The date the signature was affected.
Discuss Variance vs. Design Exception
Discuss Variance Process if not mentioned in Julie’s Presentation
Modified 5/16/19

27. SEQ Sheet Separate quantity column for each SAP.
Separate storm quantity column for each SAP (urban roads only).
For storm sewer eligible items.
Storm removals and culverts are not storm eligible but roadway items.
Separate column for local items.
Total quantity column if more than one payee column.
Spec year must match spec year transport list used.
Item numbers have changed from 2016 to 2018 transport lists.
Item #’s match more of the .6XX extensions and order.

28. SEQ Sheet (continued)
If an item has been salvaged on the project it must be reinstalled on the project to be state aid eligible; otherwise a local cost.
Striping no longer calls out color in SEQ item description (only in tabs).
Make sure you have a pay item for everything being called our in the plan otherwise make note that they are “incidental.”

29. SEQ Sheet (continued)
No decimals on quantities unless under one, or it is warranted.
Item numbers should be in numerical order.
Not by scattered item numbers.
By work types (not the preferred method but allowed if client asks for it).
All Items must have a item # from the transport list.
Do not show “zero” quantities.
Use correct unit that corresponds to item number extension.

30. SEQ Sheet (continued)
If combining items into one pay item use .6XX extension.
If calling out install it means an item is being furnished by owner to be put in or was salvaged for install; note that it needs to be furnished and installed.
Some items include furnish and install and don’t need extra install pay items or to say F&I.

31. SEQ Sheet (continued)
Street signs on corner/above a stop sign are “sign type special” and are not state aid eligible; local cost (see eligibility chart in eSAM).

32. SEQ Sheet (continued) Salvage and install are separate pay items:
Wrong way
SALVAGE & INSTALL SIGN TYPE C EACH
Proper way
SALVAGE SIGN TYPE C EACH
INSTALL SIGN TYPE C EACH

33. Tabulations
Tabs are not required but quantities must be verifiable in the plan in some way.
Tabs are helpful.
Make sure to break out quantities for each payee group.

34. MnDOT Standard Plates Use the most current version of plate.
If multiple sheets of plate then use (X SHEETS) after description.
Plates must be in list format; plates do not get shown in the plan.
Include FHWA note with plate list.
If you call out a plate make sure there is a pay item included in the SEQ.
Don’t call out plate letter in notes.
If traffic control pay item included in plan use 8000.
If ADA in the plan include plate 7038.

35. MnDOT Standard Plans Use the most current version of plan sheet.
If using ADA (.250 (6 sheets)) or driveway (.254 (4 sheets)) plan sheets; must include all sheets in that set.
If you modify a standard plan sheet then you must sign it.
Standard plans do not require additional signatures if unmodified.
Only include plan sheets that have items in the plan.
FYI, MnDOT has updated all Standard Plan sheets to a new Border/MnDOT logo format; consider updating your files to the new version. If you are updating your files you must click on the individual sheet # to get the new version.

36. Typicals Trail must have 2’ clear zone on both sides.
Show pavement inserts no matter the type of work.
Show right of way (R/W).

37. Typicals (continued)
Trail dimensions are measured from back of curb, not front of curb.
Wrong way
Correct way
10.66’
2’ Clear Zone

38. Typicals (continued)
Label all lanes, shoulders, parking, and show dimensions.
Missing description and dimensions
With description and dimensions

39. Typicals (continued)
Make sure all dimensions add up correctly with what’s shown.
Varies dimensions (24’-25’) don’t equate to Lane dimensions (2 11’)

40. Typicals (continued)
Do not use VAR/VARIES. Show actual dimension range for verification.

41. Typicals (continued)
Rural sections show clear zone.

42. Plan Sheets Label begin and end of state aid project limits.
Make sure the profiles show grades and vertical curve information.
If work is within MnDOT R/W then show and label on plan sheets.
Permit will be required from MnDOT for work within MnDOT R/W.
This will trigger a Trunk Highway review from the functional groups.

43. Plan Sheets (continued)
Make sure all work is within the R/W, easements, on local agency property, or you have right of entry permission and label the plan sheets.

44. Plan Sheets (continued)
Make sure to label exception area with begin and end area with stationing.

45. Plan Sheets (continued)
Don’t overlap project limits with adjoining roads or intersection road center line.
Correct end point for project

46. Plan Sheets (continued)
Make sure all work is within project limits including additional striping (traffic control is not a factor with project limits).

47. Cross Sections Show R/W and any easements.
If work is beyond R/W and on city/county property label as that.
If work is beyond R/W and you have right of entry permission label as that.

48. Cross Sections (continued)
Make sure all work is within easement or labeled properly.

49. Cross Sections (continued)
Make sure proposed lines connect to existing ground lines.

50. State Aid checklist

51. State Aid checklist Make sure to put the “rule used” line 8820.99XX.
We are enforcing getting the Rule used on the Checklist; sometimes the work scope is hard to determine with what is shown in the plan or a decision has been made on which Rule to follow with other State Aid personnel and not relayed to the reviewer. This has happened before which I choose the wrong rule which then can lead to you not meeting standards and a variance required or us unable to approve the plan for Standards.

52. State Aid checklist (continued)
Checklist data should match what is in the plan.

53. State Aid checklist (continued)
Improperly filled out checklist.

54. State Aid checklist (continued)
Properly filled out checklist format.

55. State Aid checklist (continued)
City/county engineer or designated representative should sign the checklist.
We will be enforcing signatures; these are easy to get passed around electronically these days or when getting the title sheet signed that is the time to obtain the signature.

56. Engineer’s Estimate

57. Engineer’s Estimate Should match the SEQ with columns.
Each column should have costs and total cost for that column.
Total cost for each column and total project cost.
AAA-BBB-CCC AAA-BBB-CCC AAA-BBB-CCA AAA-BBB-CCA
Qty Cost Qty Cost
4 $ $60.00
20 $ $45.60
1 $10,000.00
0.5 $1,000.00
500 $ $250.00
Total $10, $1,355.60

58. Review timeframe/approvals
Typically a few days to three weeks (after vacation).
If Trunk Highway impact on a project (not LPP project), review will take minimum of two weeks.
Final projects for approval are pushed to the top of the queue over first reviews.
Typically within one day for approval for state aid projects.
LRIP/bridge bond projects take a few days for funding letter to be written and approval to sign plan.

59. Questions?
Rob Wielinski