1. FEDERAL AID PLAN DEVELOPMENT

2. Federal Aid Group

3. PROCESS OVERVIEW (steps to complete a Federal Aid project)
State Transportation Improvement Program (STIP)
Project Kick Off Meeting
Project Development Report
Construction Plan Review and Approval
Authorization of Federal Funds
Letting, Contract Award, & Approval
Contract Administration

4. State Transportation Improvement Program (STIP)
Projects are awarded federal funding
Regional Solicitation, High Priority, Safe Routes to School, Non-Motorized
All federal funded projects must be listed in or amended into the current approved STIP.
Projects added when new STIP is created
Formal STIP Amendment
2-3 month approval process

5. Project Kick Off Meeting
Federal Aid Project Manager meets with Local Agency
Items for discussion include:
Project Schedule/Sunset Date
Project proposed vs. project application
Type of Project Development Report needed
Project Issues
R/W
4(f)
Historic
Railroad
Funding; total dollars/local match
Regulatory Agencies (CRU, Environmental Serv., DNR)

6. Project Development Report
Initial Review
Submit 4 signed, unbound copies to Federal Aid Project Manager
Document will be reviewed and comments forwarded to SALT
LPA will receive Metro and SALT comments
LPA makes corrections
Final Review
LPA submits 5 copies signed, unbound copies to Federal Aid Project Manager
Federal Aid Project Manager submits to SALT for approval.

7. Construction Plan Submittal
Initial Review
Unbound Copies of the plan (please keep the originals)
1 copy for Project Manager review
1 additional copy if Storm Sewer is proposed
1 additional copy if project includes a RR crossing
1 additional copy if bridge is proposed
15 additional copies if project contains a Trunk Highway endpoint or x-ing

8. Construction Plan Submittal
Initial Review (continued)
DCP Form 01
Plan Review Checklists (State Aid and Federal Aid)
See Samples
Engineers Estimate
Laboratory Testing Services Form
Parking Resolutions
Drainage Area Maps & Computations
R Value/ESAL documentation (pavement design calcs)
SJRs and/or Warrant Analysis

9. Construction Plan Submittal
Final Review and Approval (DCP 02 Form)
Signed original plan and 3 copies
Revised Engineer’s Estimate
R/W Certificate #1 and checklist or #1A
Utility Relocation Certificate
Permits
Special Provisions
Resolution for City Approval (County projects)
Required if City signature is not on plan

10. Plan Review and Approval
Log plan into data base
Route to TH functional areas if applicable
Route to State Aid Hydraulics, RR or other agencies if applicable
Compare plan to Project Development Report
Project Termini
Construction Elements/Scope
Typical Section
Project Cost
Significant increases in cost may require a formal STIP Amendment

11. Plan Review and Approval
Review Preliminary Plan
Format and Plan Content
Conformance to State Aid Rules/Standards
Hierarchy: State Aid Rules, Road Design Manual, AASHTO
Federal Eligibility (see handouts)
Check for required Permits/Documentation
Forward R/W Certificate for Review and Approval
Prepare Review Letter and/or Red Line Prints and Send to Designer or Local Agency for plan revisions

12. Plan Review and Approval
Review Final Plan
Verify all Comments have been addressed
Request DBE Goal
Check for Required Documentation
Revised Eng. Estimate, R/W Certificate, etc.
Obtain State Aid Engineer Signature for Approval
Request Federal Authorization

13. Plan Format Title Sheet (see sample)
Minnesota Department of Transportation
Construction Plan For
Work description (pay item level of detail)
Located on ___________ from _______ to _________
SP # lower right corner
Minn. Proj. No. in upper right corner
Length Blocks for each roadway
Length must agree with stationing on index map
Bar Scales
Sheet numbers in lower right corner
Numerical sequencing

14. Plan Format Title Sheet (continued) Index Map
Label major roadways
Begin and end SP and stationing
Proposed Signals and Bridges
Unless a general layout is included in the project
Governing Specifications Note
Utility Quality Level (see handout)
Index of Sheets
List A & B sheets separately
Include “This plan contains XX Sheets” below index

15. Plan Format Title Sheet (continued) Design Designation Block (roadway)
Must match Approved Proj. Development Report
Present (year to be let) and 20 year projected ADT
Design Speed and exceptions (must be in approved PDR)
Structural Design Strength
Soil Factor and HCADT or R Value and ESAL (must match supporting documentation)
Number of Traffic Lanes (thru lanes only)
Number of Parking lanes or shoulder width

16. Plan Format Title Sheet (continued) Design Designation Block (bikeway)
Must match approved Proj. Development Report
Design Speed
Height of Eye/Height of Object
Design Exceptions (must be in approved PDR)
Plan Preparation Certification
Required on all sheets except x-sections
Required on Standard Plan sheets that have been modified

17. Plan Format Title Sheet (continued) Signature Block (see handout)
County Signature – County Funds
City Signature – City Funds
Agency receiving funds if not City or County
Mn/DOT Signatures if Trunk Highway Funded
Signature or permit required if project impacts another agencies R/W
State Aid Signatures

18. Plan Format Statement of Estimated Quantities TRNS*PORT list
Match item numbers and units; descriptions vary
Trunk Highway funded; match TRNS*PORT exactly
Funding Columns
All federal participating items in one column
Separate column for Storm Sewer
Separate column for federal non-participating (but CSAH or MSA eligible)
Separate column for Local Funds (not state aid or federal aid eligible.

19. Plan Format Statement of Estimated Quantities
Include Traffic Control Item
Basis for Estimated Quantities
Bituminous mix, tack coat, fertilizer, seed mix
Construction Notes
Define compaction, tapers through the base material, topsoil stripping and stockpiling

20. Plan Format Tabulations Standard Plates
Consider for fence, trees, removal, storm sewer, and earthwork
Quantities on charts must match the EQ Chart
Standard Plates
These standard plates as approved by the FHWA shall apply.
Use current letter designation for each plate number
Provide additional construction details for items that do not have a Mn/DOT standard plate (ie: benches, signs, etc.)

21. Plan Format Typical Sections
Must match the proposed roadway section in the Proj. Dev. Report
Individual lanes widths labeled
Thru Lanes, turn lanes, shoulders, parking lanes
Location of the Profile Grade labeled
Pavement Cross Slope, Inslope and Backslope Ratio
Specification and Depth of Roadway so GE can be verified
R/W Width
Recovery Area/Clear Zone
Topsoil Depth and Seed and Sod Requirements

22. Plan Format Construction Plan and Profile Horizontal Curve Data
Vertical Curve Data
Construction Limits
Existing and Proposed Right of Way
Begin and End Station with SP Numbers
Bar scales and North Arrow
Superelevation (if applicable)
Station Equations (if applicable)
Label Removal and Construction Items

23. Plan Format Cross Sections
Cross Sections cover the entire project limits
Spacing adequate to compute earthwork quantities.
Right of Way and Temporary Easement Lines required
Include Centerline and Entrance Culverts
Station to Station Limits in lower right corner

24. Ad for Bid/Letting Date
Local Agency Sets Letting Date
Schedules Letting Date in Consultation with State Aid
State Aid provides Local Agency with required Ad Language
Local agency prepares ad
Local Agency Submits Ad to State Aid for Review and Approval
Upon approval, Local Agency submits ad to Constr. Bulletin and local paper
DO NOT PLACE AD UNTIL NOTIFIED BY STATE AID

25. DCP Packet/Proposal Fed. Aid Project Manager prepares DCP Packet
Contains Required Federal Components
Do Not add any Special Programs that Contain a Goal or Conflict with any of the Mn/DOT Language
Local Agency submits Proposal for Review
Federal Aid Project Manager reviews Document for Required Federal Language/Documents
Final Proposal Copies Submitted to State Aid
3 Copies for our File and Distribution

26. Project Award Local Agency notifies State Aid of low bidder/amount
Local Agency notifies low bidder to submit Request for DBE Certification to Civil Rights (DCP 03)
Local Agency sends Pre-Award Information to Civil Rights (DCP 04)
Civil Rights certifies DBE Participation and notifies LPA
DO NOT AWARD UNTIL NOTIFIED BY CIVIL RIGHTS OFFICE.

27. Bikeways State Aid Rules 8’ minimum width (10’ desired)
2’ shoulder/clear zone
20 mph design speed (30 mph for >4% and 500’)
10’ vertical clearance

28. Bikeways Mn/DOT Bikeway Facility Design Manual
Separation between path and roadway (Fig. 5-4)
Typically 4’ urban; depends on roadway posted speed
Separation/clear zone different material than trail or striping
Safety Railing on steep slopes if separation is less than 5 ft (Figure 5-16)
3:1 or greater and drop off is 6’ or more
2:1 or greater and drop off is 4’ or more
1:1 or greater and drop off is 2’ or more

29. Bikeways Mn/DOT Bikeway Facility Design Manual
On Road Facilities (Chapter 4)
Table 4-1 and 4-2 for bikeway design
ADT and motor vehicle speed determine design selection
Dedicated Bicycle lanes
Shoulders (at least 4’ in width)
Wide Outside Lanes
Shared Lanes
See Chapter 4 for detailed description and guidance on the selection of on-road facilities.

30. Signal Justification Reports
SJR is required for:
New signal installation
Complete reconstruction of existing signal
Major geometric change at intersection
SJL (justification letter) can be used for:
Revision to existing signal
Addition of EVP
ICE (intersection control evaluation) is required if any leg is a Trunk Highway.

31. Signal Justification Reports
SJR Contents
Title/Signature Page
Index Map
Intersection Layout (existing and proposed)
Project Description
Warrant Analysis and Summary
Justification Statement
Appendix with counts, studies, etc.
SJL Contents
Letter of description and justification with signature blocks at the end
Warrant Analysis

32. Helpful Resources State Aid Websites
State Aid Manual – Chapter 5.4 Plans & Proposals
State Aid Rules
DCP Checklist
Minnesota Bikeway Guidelines