1. ACEC-IDOT Bureau of Local Roads Seminar
Thursday, March 7, 2013
Hilton Hotel
Lisle
PEI

2. PHASE I Preliminary Engineering
Alex Househ, IDOT

3. Phase I Coordination
Field Engineers process ALL Phase I for projects within their area for all fund sources, Local, State and/or Federal.
NORTH: Alex Househ
WEST: Marilin Solomon
SOUTH: Kevin Stallworth
EAST: Zubair Haider

4. Field Engineer’s Responsibilities
Federal projects (Phase I) Locally-Let Federal projects (Phase I and II) All MFT-funded projects State-funded projects for which local agency is lead

5. Federal Phase 1 Kick-off Meeting
Planning Liaison should schedule meeting
The following documents are suggested:
Location Map (show FA routes, functional class, etc.)
Plan Sheet(s) with aerial (recommended)
Existing and Proposed Typical Sections
Initial Project Coordination form (BLR22410)

6. Phase I Engineering Project scoping examples:
LAFO (Local Agency Functional Overlay)
CE1 Projects
NOT Requiring a PDR
Requiring a PDR (Project Development Report)
CE2 Projects
Environmental Assessments (EA)

7. Local Agency Functional Overlay (LAFO) BLRS Manual Chapter 46, section 46-3
At least 1 block in Urban, or 1 mile in Rural.
HMA Overlay up to 3.75 inches.
Mill to any depth, HMA replacement to thickness of mill plus 2 inches
10% patching. 20% base repair. Small % curb & gutter improvements.
No ROW acquisition or geometric improvements
Design Submittals:
BLR Form BLR with location map and typical sections
Bridge Clearances by IDOT Bridge Unit (if resurfacing over a bridge):
Detour Approval by IDOT (if applicable)
Design Approval is granted by District 1 (not Central Office)

8. CE 1 Projects NOT requiring PDR BLRS Manual, Chapter 19, section 19-1
No potential for “Unusual Circumstances”:
No ROW acquisition (or minimal ROW acquisition)
No geometric changes (or minimal geometric changes)
No major environmental impacts
Examples: resurfacing, sidewalks, signals, signing, lighting, landscaping, etc.
IDS projects (if no major environmental impacts, no add’l through lanes)
Design Submittals:
Form BLR with location map and typical sections:
Plans/ Profiles required for new sidewalk
Environmental and Special Waste clearances attached (if applicable)
Approvals from various IDOT bureaus attached (if State route)
IDS (if applicable)
Design Approval is granted by District 1 (not Central Office)

9. CE 1 Projects requiring PDR BLRS Manual, Chapter 19, section 19-1.03
Generally requires more documentation than CE1 without PDR
No potential for “Unusual Circumstances”:
No ROW acquisition (or minimal ROW acquisition)
No geometric changes (or minimal geometric changes)
No major environmental impacts
Examples: roadway resurfacing with minimal widening, bike/pedestrian paths with minimal ROW/environmental impacts
Design Submittals:
Preparation of Project Development Report (PDR), BLR 22211
Design Approval is granted by District 1 (not Central Office)

10. CE 2 Projects BLRS Manual, Chapter 19, section 19-1.03
Potential for “Unusual Circumstances”
Significant environmental impacts and/or controversy
Significant impacts on historic areas, historic structures
Significant issues regarding Section 4(f) or Section 106 (Parks & Public Lands)
Substantial changes in access, access control, or traffic patterns
Bridge Removal and Replacement
Adding through lane(s)
Shifting alignment
FHWA/IDOT Coordination Meeting (for approval of CE determination)
Design Submittals:
Preparation of Project Development Report (PDR), BLR 22210
Take note of the following:
Use 2040 Projected Traffic
Accidents for the last five (5) years with crash diagrams (new)
Any Noise Analysis prior to August 2011 must be updated (new)
Design Approval is granted by Central Office

11. Environmental Assessment (EA) Referenced in BLRS Manual, Chapter 19, section 19-2.02
Generally, larger scope than most CE2 projects
Examples:
New interchange
New roadway on new alignment (including bypasses)
Project with substantial environmental controversy
Actions in which the significance of the environmental impact is not clearly established
FHWA/IDOT Coordination Meetings:
EA is required to determine the appropriate environmental document required.
Numerous Design Submittal Documents

12. Environmental Survey Request
Phase I Engineering
Environmental Survey Request

13. Environmental Survey Request (ESR)
Required if the following is involved:
ROW Acquisition (including temp or permanent easements)
In-stream work
“Historic district”
“Bridge over 50 years old” (new)
Other items which require ESR:
Tree Removal (new)
Wetland within 250 feet
Existing Local Agency ROW not yet studied for transportation
Digging within State ROW (Special Waste)
Entirely electronic submittal (if no State route involved)
ESR submitted online at
Exhibits are submitted electronically to IDOT’s ftp site ftp://ftp.dot.il.gov
Maps
Aerials
Plan sheets
Photos

14. ESR Submittal for Special Waste
Required if the following is involved:
Digging / linear excavation within State ROW
ROW acquired in the name of the State
ESR submitted online at
Submit HARD COPIES of the following documents to Local Roads Field Engineer:
Location Map (2 copies)
Aerial Exhibit (2 copies)
CD including the location map and aerial in pdf format, plus Shape Files. (1 copy)
PESA Results or In-house signoff must be granted before Phase 1 Design Approval.
Preliminary Environmental Site Assessment (PESA)
Required when excavated material is removed from State ROW
May take 6-8 months
In-house Special Waste Sign-Off
Possibly granted if all excavated material stays within State ROW
Usually granted within two weeks of initial ESR submittal.

15. Environment Clearance Expiration Timeframe
Cultural Resources Clearance does not expire.
Biological Resources Clearance expires two (2) years after initial clearance date
Wetland delineations expire five (5) years after the delineators are initiated. If the project letting date is scheduled beyond the five (5) year timeframe
The Preliminary Environmental Site Assessment (PESA) is valid for six (6) months. After the initial six (6) months, the PESA requires validation, which is performed in-district by the Special Waste Coordinator. The PESA can be validated every six (6) months for up to three (3) years. After three (3) years the PESA shall be re-done to update existing geologic conditions.
The Preliminary Site Assessment (PSI) is valid for five (5) years.

16. Wetland Impact Evaluation (WIE)
Required for all projects that are surveyed for wetlands and determined to have wetlands within the study area
Entirely electronic submittal (should be submitted after ESR)
WIE submitted online at
Wetland Report is submitted electronically to IDOT’s ftp site ftp://ftp.dot.il.gov

17. Phase I Engineering
Bridges

18. BRIDGE PROJECT REQUIREMENTS (Bridge Condition Report) BLRS Manual, Chapter 22, section 22-2.06
Bridge Rehabilitation requires Complete BCR including:
Administrative, geographical information
Results of visual inspection
Verification of reuse of existing bridge elements
Color photos and justification for the rehabilitation
Total Bridge Replacement requires Abbreviated BCR:
Short description along with photo(s)
Submit 3 copies of the BCR to Local Roads Field Engineer.
Field Engineer will coordinate with Bridge Office for approval

19. BRIDGE PROJECT REQUIREMENTS (cont’d) (Preliminary Bridge Design and Hydraulic Report) BLRS Manual, Chapter 10, section
PBDHR submittal should include:
Form BLR (PBDHR)
Type, Size and Location (TS&L) Drawing
Scour Critical Evaluation Coding Report Form
Scour Analysis
Foundation Information
Roadway Plan & Profile
BLR (Asbestos Determination Certification)
Submit 4 copies of the PBDHR to Local Roads Field Engineer
District 1 Local Roads will provide review, comment and approval of the hydraulics
Field Engineer will coordinate with Bridge Office for approval of preliminary bridge design

20. OTHER REQUIREMENTS FOR STRUCTURES
Retaining Wall (7’(new) or greater from ground level) must be reviewed and approved by Bridge Office
Need Structural Engineer (S.E.) stamp & signature, as well as consultant’s P.E. stamp & signature for all structures (in Phase II) of Plans, Specifications & Estimates (PS&E)

22. STP PROJECT MILESTONE SCHEDULE
Municipality:
Contact Information
Project:
Municipality
Scope of Work:
Council/Liaison
TIP #:
Consultant
TIP Years (Ph II / Const):
IDOT
Section #:
Last Cons/E3 Cost (date)
Current Cons/E3 Cost (date)
Date Prepared:
Date Revised:
Projected Dates
Initial Est.
Kick-Off
Revised/Actual
1. Project Scoping
Notes
2. IDOT Phase I Kick-off Meeting
3. 1st State/Federal Coordination Meeting
4. Categorical Exclusion Concurrence
5. Design Variance Concurrence
6. Submit Draft Phase I Report (PDR) to IDOT (a)
7. Public Hearing/Meeting (or N/A)
8. Right-of-Way Kick-off Meeting (or N/A)
9. Submit Final Phase I Report (PDR) to IDOT (b)
10. Submit Phase II Engr. Agreem't to IDOT (or N/A)
11. Phase I Design Approval
12. ROW Aquistion Initiation (or N/A) ( c )
13. Phase II Engr. Agreement Approval (or N/A)
14. Submit Pre-Final Plans and Estimates (d)
15. Submit Phase III Engr. Agreement to IDOT
16. Submit Final Plans, Specs & Estimates (PS&E) (e)
17. ROW Acquisition Complete
18. Construction Letting
Notes:
(a) 3 to 6 month review required per complexity and submittal quality
See "Federal Aid Project Initiation to Completion" Flow Chart for
(b) 1 to 3 month review
sequence of events and estimated review times.
(c ) Minimum 9 to 18 months required from plats to acquisition
(d) 1 to 4 month review
(e) 7 to 10 days before Springfield BLR due date

23. BLRS Manual; Key Chapters
Phase I
Chapter 18: General Environmental Procedures – Federal Funds
Chapter 19: Categorical Exclusions – Federal Funds
Chapter 20: Special Environmental Studies – Federal Funds
Chapter 21: Requirements for Public Involvement Program – Federal Funds
Chapter 22: Project Development – Federal Funds
Phase II
Chapter 23: Plan Development – Federal Funds
Chapter 24: Letting and Contract Award – Federal Funds
Phase III
Chapter 25: Construction and Maintenance – Federal Funds

24. LOCALLY-LET FEDERAL PROJECTS (BLRS Manual Chapter 24, section 24-2)
Candidate Projects
Very small
Scope not typically found on State lettings
Non-highway projects
Federal funds in materials only
Local Agency must submit request for local letting to the District for Central Office concurrence.
Phase 1 Design Approval is required CEI typically
Local Roads Field Engineer coordinates Phase 2 for locally-let federal projects.
Field Engineer reviews plans/proposal and forwards to Central Office
Central Office must concur for the project to be advertised for letting.
Three weeks advertisement in IDOT bulletin is required
After letting, the local agency must request IDOT concurrence to award
District 1 and Central Office must concur in award
IDOT will provide approval of executed contract

25. 2013 FHWA COORDINATION MEETINGS (Tuesday’s)
January 15th
February 5th
March 12th
April 9th
May 14th
June 11th
July 9th
August 13th
September 17th
October 8th
November 5th
December 10th

26. Field Engineer Contact Information
Alex Househ:
Marilin Solomon:
Kevin Stallworth:
Zubair Haider:
Address:
Illinois Department of Transportation
Bureau of Local Roads and Streets
201 West Center Court
Schaumburg, IL 60196
Fax: (847)

27. QUESTIONS to be addressed in afternoon session
Thank – You!
QUESTIONS to be addressed in afternoon session