Smart Portal State of Good Repair Pavement and Bridge. November 8, 2017

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1 Smart Portal State of Good Repair Pavement and Bridge November 8, 2017

2 Today s Agenda SGR Local Program Overview SGR Local Pavement Overview SGR Smart Portal Review and Demonstration Pavement SGR Local Bridge Overview SGR Smart Portal Review and Demonstration Bridge Questions and Wrap Up 2

3 State of Good Repair Overview (B) and (C) 3

4 State of Good Repair Overview -The Three Tests 4

5 State of Good Repair Local Pavements 5

6 Primary Extensions Paving Program Criteria Qualifying routes and scoring criteria remain the same Applications accepted on an annual basis to support pavement overlay, rehabilitation, or reconstruction projects Maximum request of $1M per locality, per year Roadway must have Combined Condition Index (CCI) rating less than 60 Projects must be advertised within 6 months of allocation Maintenance of Effort Certification required Prioritize projects for funding based on technical score that considers pavement condition, traffic volume, and past expenditures Pavement condition (CCI) 45% On the National Highway System (NHS) 10% Traffic volume 30% Prior expenditures 15% Same criteria used to select projects for both State of Good Repair and CTB formula funding 6

7 SGR Pavement Locality 7

8 SGR Pavement Locality 8

9 SGR Pavement Locality Applications the locality has submitted will appear here. 9

10 SGR Pavement Locality ACP (Asphalt Concrete Pavement CRCP (Continually Reinforced Concrete Pavement) JRCP (Jointed Concrete Pavement) View an existing application Create a new application Zoom to Map Segment 10

11 SGR Pavement Locality 11

12 SGR Pavement Locality 12

13 SGR Pavement Locality 13

14 SGR Pavement Locality 14

15 SGR Pavement Locality Surface Treatment Or Reconstruction 15

16 SGR Pavement Locality 16

17 SGR Pavement Locality 17

18 SGR Pavement Locality 18

19 SGR Pavement Locality 19

20 SGR Pavement Locality 20

21 SGR Pavement Locality There is one error on the General Pearl. Click the pearl to correct error. 21

22 SGR Pavement Locality 22

23 SGR Pavement Locality 23

24 District and Central Office Pavement Workflow Summary Locality submits application during the application intake period. Localities may unsubmit applications during the intake period. After localities submit their application it is routed to the District Validator for review and validation. During the validation period, the district reviews / validates the applications and communicates with the locality through comments in the Smart Portal and via phone to be sure all are in agreement of any changes. Communication should occur verbally and through the Smart Portal Comments. This is especially important if there are problems with the application. 24

25 Smart Portal District Local Liaison Contacts for SGR Pavement 25

26 State of Good Repair Primary Extension Contacts Contact Local Assistance with Application questions Todd Halacy, P.E Yolanda Newton John Leonard Contact Asset Management with SGR Program questions Jennifer Ahlin Angela Quinn

27 SGR Pavement Questions 27

28 State of Good Repair Local Bridge 28

29 State of Good Repair (SGR) Locality-Owned Bridges SMART PORTAL Work Notification Forms November 8, 2017 C. Todd Springer, PE, Bridge Maintenance Program Manager Kevin O Neill, PE, Senior Bridge Maintenance Engineer

30 SGR Locality-Owned Bridges Roles and Communication District Locality Liaison District S&B Engineer Primary Point of Contact for Locality District Validation of Work Notification Form Subject Matter Expert District Review of Work Notification Form May communicate with Locality, keep DLL in loop Central Office S&B Engineer Central Office LAD WNF Intake CO Review of Work Notification Form Responsible for Scoring projects Communicates to District Responsible for Overall approval Distribution of communications to localities & districts Communicates to District Central Office AMD Fund Distribution Needs management 30

31 SGR Locality-Owned Bridges District Points of Contact District District Structure & Bridge Engineers District Locality Liaison Bristol Gary Lester Matthew Cox Salem Dean Hackett Anthony Ford Lynchburg Frank Lukanich Jay Brown Richmond Jeff Hill Scott Gagnon Hampton Roads Mark Wagner Sonya Hallums-Ponton Fredericksburg Annette Adams Susan Gardner Culpeper Teresa Gothard Greg Banks Staunton Rex Pearce Michael Branscome NOVA Gary Runco Maria Sinner 31

32 Requirements: SGR Locality-Owned Bridges Eligible Bridge Projects 1) NBI Bridges National Bridge Inventory (NBI) Includes NBI class Large Culverts 2) Bridge is Structurally Deficient (SD) Includes SGR Scope for Closed bridges to re-open the bridge. Otherwise advise of intention to abandon and remove 3) Owner is City, County, or Town (otherwise called Locality) 4) Only bridges included in the Needs analysis July 1 st of each year 32

33 SGR Locality-Owned Bridges Eligible Bridges 1. Eligible bridges are from the FY2019-FY2024 Annual Bridges Needs Analysis which determines the following for the SGR program. - Fund Need - Fund distribution between - Pavements and bridges - Nine (9) districts, and - VDOT & localities 2) Needs Analysis is based on July 1, 2017 data. - Taken from S&B Inventory (BrM database) Given the above: - Submit Safety Inspection Reports for SD bridges ASAP - VDOT Districts should promptly review SD Bridges and enter them into BrM - Localities to confirm entry into BrM with VDOT districts prior to June 30 deadline 33 - Contact CO prior to June 30 if there are an issues

34 SGR Locality-Owned Bridges Work Notification Form Required Fields Required Information for the Work Notification includes: Short Project Description Detailed Project Description Project Cost Estimate Bridge Replacement Cost Estimate Desired Project Schedules for PE, RW and CN phases Other Fund Source(s) SGR Fund Request SGR Bridge Smart Flags for the SGR Prioritization Score 34

35 SGR Locality-Owned Bridges Work Notification Form Short Project Description Provide a Short Project Description as follows: Replace Bridge Replace Culvert Replace Deck Replace Superstructure Major Rehabilitation (Bridge) Rehabilitate Culvert The above must include an SGR eligible scope: See S&B I&IM 95 BIIM95.pdf See presentation from last year for rehabilitation ateofgoodrepair/sgr_locally_owned_bridges_prioritization_pr ocess_-_adam_matteo_powerpoint.pdf 35

36 SGR Locality-Owned Bridges Work Notification Form SGR Funds Not Being Requested Reason that SGR Funds not being requested: Bridge closed and will be abandoned Bridge will no longer be SD on 1/1/2018 by Change in SD definition (see FHWA 23 CFR 490 for definition of SD post 1/1/2018) Bridge to be addressed with Other Funds Project Underway Previously selected for SGR Funding Project Underway Previously selected for Funding by Another Source Other Justification must be provided in notes field For Other, please specify with detail the justification for skipping the said bridge. Projects previously selected for SGR funding Do not need a Work Notification Form Are not populated in SMART Portal 36

37 SGR Locality-Owned Bridges Work Notification Form Detailed Project Description (Scope) The minimum requirements for the Detailed Project Description is as follows: Proposed structure description * Proposed total project length between tie-in points Proposed total Structure Length * Proposed Deck Section description*, ** Existing Roadway Section description on immediate approaches to bridge *, ** Any significant project issues such as Right-of-way, railroad Construction restrictions such access in urban areas, Traffic concerns or Environmental problems * If the scope involves a rehabilitation of the existing bridge, then only a detailed summary of all significant repairs are required to cover these items. ** Include out-to-out width, number of lanes & lane widths, and widths of each shoulder, sidewalk, shared-use-path, gore, median, etc. 37

38 SGR Locality-Owned Bridges Work Notification Form Detailed Project Description (Scope) The following documents with conceptual information are preferred in lieu of Detailed Project Description: 1) Typical deck section of the proposed bridge 2) Typical existing roadway section of the immediate approaches 3) Plan view of the bridge site 4) Additional documents that could assist to describe the project See State of Good Repair Bridge Project Guidance and Suggested Practices 38

39 SGR Locality-Owned Bridges Work Notification Form Project Cost Estimate Provide Project Cost Estimate that corresponds to the project description. Estimates shall be completed using a VDOT PCES Workbook or equivalent. Estimates shall include ALL the following elements PE, RW, and CN phase costs Inflation applied to each phase Project contingency applied to all phases VDOT costs per the LAP Manual For both VDOT-Owned and Locality-Owned Bridges, once a project receives SGR funding, you cannot come back for more SGR funding. The locality is responsible for finding additional funding if the estimate Increases. 39

40 SGR Locality-Owned Bridges Work Notification Form Construction Phase Cost Estimate Breakdown of CN Phase shall be as follows per PCES Bid Items Construction Engineering & Inspection (CEI) Contract Requirements (Incentives) State Police Railroad State Forces Project Contingency Remember in include costs for inflation and VDOT Coordination per LAP Manual. 40

41 SGR Locality-Owned Bridges Work Notification Form Construction Phase Cost Estimate Provide the desired Project Schedules for PE, RW and CN phases: SGR funding will be provided in the latter years of the SYIP. Assume conservative costs for inflation in the Project Cost Estimate. The schedule will be accommodated to the extent possible which may be somewhat limited. If a bridge project is selected, the district and locality will need to revise the schedule accordingly to line up with the funding. 41

42 SGR Locality-Owned Bridges Work Notification Form Smart Flags for SGR Bridge Prioritization Score Smart flags address important information not available in databases. Supporting documentation for use of Smart Flag is required. Examples IF-2: Bridge is the only access to a hospital, school, military base, police station, fire station, or critical government facility. DRF-1: A fracture critical element of a bridge that is in Poor condition. DRF-2: Bridge has a history of vehicular impacts due to low vertical clearance. SCF-2: A fracture critical element of a bridge that has significantly deficient vertical clearance. SCF-3: Bridge has a history of accidents attributable to features of the bridge. Details of the Smart Flags can be found in the VDOT Structure & Bridge Division SGR Bridge Prioritization Formula document 42

43 SGR Locality-Owned Bridges Work Notification Form Important Field Definitions Project Cost Estimate: The Project Cost Estimate for the Project Description (scope). Bridge Replacement Cost Estimate: The BRCE is the Project Cost Estimate to replace the bridge per an SGR eligible scope. The Project Description is a Bridge (or culvert) Replacement then it will be equal to the Project Cost Estimate. Other Fund Source: The locality may propose the use of an non-sgr fund source(s). If proposed, the locality is responsible for providing these funds. SGR Fund Request: The SGR Fund Request is the amount of funds needed in addition to Other Fund Sources to cover the Project Cost Estimate. Cost Effectiveness Factor: The Cost Effectiveness Factor is a function of the SGR Fund Request and the Bridge Replacement Cost Estimate. The use Other Fund Sources may improve the Cost-Effectiveness Factor (CEF) score and the overall SGR prioritization score as outlined in the SGR Bridge Prioritization Formula document. 43

44 SGR Locality-Owned Bridges Work Notification Form Cost Effectiveness Factor 44

45 SGR Locality-Owned Bridges Work Notification Form Dashboard Submitting Work Notification Forms Using SMART Portal SMART Portal will be used for the intake of the Work Notification Forms Perspective of Submitter 45

46 SGR Locality-Owned Bridges SMART Portal Early Communication 1. Early communication between the Locality and Districts is strongly encouraged. 2. Districts should escalate issues to Central Office early on to assist in early resolution. 3. VDOT s goal is that all Work Notification Forms are accepted. 46

47 SGR Bridge Work Notification Form Dashboard The SMART PORTAL website can be located at the following link: To Login, Click on the Applicant Sign-In button in the top right corner of the webpage. 47

48 SGR Bridge Work Notification Form Dashboard About the SGR Program and Contacts Not used in SGR as eligible bridges are predetermined. Select to view Eligible bridge list Alerts and Comments requiring attention 48

49 SGR Work Notification Form Dashboard The dashboard will be pre-populated for each locality with the eligible bridges within the locality. External link to SGR Scoring Guidance A Work Notification Form must be filled out for all bridges regardless of whether or not funds are being requested. Status will change to Ready for Submission when complete. Once all are ready, a Submit All Forms button will be available

50 SGR Bridge Work Notification Form After selecting the Work Notification Form to complete, the view below will be shown. WNF Status Click to enter WNF Edit mode Primary Tabs 1. General 2. Location 3. Supporting Documents 50

51 SGR Bridge Work Notification Form General Information Below is a view of the General Information section. Pre-Populated Project Information Locality will be asked to input Contact Information for each bridge WNF. BMS Cost Estimate for reference External link to SGR Scoring Guidance Pre-Populated SGR Scores Note the Cost Effectiveness Factor is not known at this stage of the form and requires your input. 51

52 SGR Bridge Work Notification Form Start of Questions Locality to provide information relating to the Structurally Deficient status of the bridge. The section below is related to the NBIS standards and the inspection reporting being up to date. Inspection report must be current, if not the Locality must make immediate arrangements with the District office to submit the report. 52

53 SGR Bridge Work Notification Form Current Records & SD Status SD status of the bridge: If No, you will continue to the next section and be able to submit the form as complete. If Yes, you will continue to fill out the form in its entirety. Exception: If a temporary bridge was put in place within the past 2 years to address to address an urgent concern. Toggle button to do a check on all input fields. Areas needing attention will display in red. Form must be saved. 53

54 SGR Bridge Work Notification Form SD Status and Request for Funds The next section will be where you answer whether you will be requesting funds through the SGR program or not. If answer is No, you will need to provide a justification for the locality s plan to remove the SD status as shown below. The dropdown box will have predetermined selections developed by VDOT. For OTHER, you will need to provide a detailed justification for not applying for funds to complete work to remove SD status. 54

55 SGR Bridge Work Notification Form Project Scope and Smart Flags Provide Project Scope and detailed description of the bridge project. See earlier slide for details and requirements. 55

56 SGR Bridge Work Notification Form Project Scope and Smart Flags Select any SMART Flags that apply. - You will need to provide supporting documentation later in the form process to validate your SMART Flag selection. - Smart Flags are not required and can be applied using your discretion Detailed description of each Smart Flag, affect on scoring, and requirements if applying. Documentation is required if selecting a Smart Flag 56

57 SGR Bridge Work Notification Form Project Phases, Schedule & Estimates Fill in the following per project phase: 1. Preliminary Engineering (PE) 2. Right-of-Way (RW) 3. Construction (CN) PE + RW + CN = Total Cost Estimate CN Phase shown below. PE and RW are similar. Dates are used to aid in the timing of available funds. 57

58 SGR Bridge Work Notification Form Other Fund Sources Fill in any known funding for proposed project if not currently in VDOT s Six Year Improvement Program or locality has already determined an alternative funding source: 1. VDOT SYIP Allocations if project is not new and has previously determined SYIP allocations. 2. Other Funds RSTP, Local Funds, Revenue Sharing, etc. Example: Years in which funds are available and any stipulations attached. 58

59 SGR Bridge Work Notification Form Project Funding Summary If Scope of Work is Replacement, Bridge Replacement Cost needs to be equal to the Total Project Estimate. If Scope of Work is NOT Replacement, Bridge Replacement Cost needs to be larger than the Total Project Estimate. Total Funds must equal the Total Estimate The Bridge Replacement Cost Estimate is required in order to calculate the Cost Effectiveness Factor. It is a function of the SGR Funds requested and the cost to perform a complete replacement. External link to SGR Scoring Guidance Save Form and progress to next section. 59

60 SGR Bridge Work Notification Form Location Map The Location Section allows you to see a map with the location of the SD Bridge. Provided only as a reference. No input is needed. 60

61 SGR Bridge Work Notification Form Supporting Documentation The Supporting Documents section is where you attach additional information.. 2 supporting documents are required to proceed: - Cost Estimate supporting documentation - SMART Flag supporting documentation Any other documents needed will be based on details provided earlier in the Work Notification Form. The little red # will auto update to let you know required documents to attach based on WNF Click on the Browse button to upload the supporting documents needed. 61

62 SGR Bridge Work Notification Form Supporting Documents Upload Screen Once documents have been selected, you will need to click the Green Upload button for each document to successfully attach it to the form. Must select Upload button after choosing the file 62

63 SGR Bridge Work Notification Form Supporting Documents Upload Success Notification if document has been successfully attached to the form. 63

64 SGR Bridge Work Notification Form Review Submission Readiness Screen Once all documentation has been provided, the form can be reviewed for readiness submission. Please NOTE: All WNFs for the locality must be submitted together and cannot be done individually. This step will only save the form in a submitted status on the dashboard while others are to be completed. The SGR fund request cannot be increased once they are distributed to the project. SGR Funds are supplemental to your program and are not intended as a replacement. The check mark must be selected in order to Mark Form as Ready to Submit Once all forms are marked Ready to Submit, as a group, the forms can then be submitted. 64

65 SGR Bridge Work Notification Form Submit All Forms Once all forms for the locality are in the Ready for Submission Status, you will need to click on the Submit All Forms button at the bottom of the dashboard page to advance them to the Validation Process to be completed by VDOT staff. After all forms have been marked Ready for Submission the Submit All Forms button will appear. 65

66 SGR Bridge Work Notification Form Questions C. Todd Springer, PE Bridge Maintenance Program Manager Kevin O Neill, PE Senior Bridge Maintenance Engineer Kevin.ONeill@VDOT.Virginia.gov 66

67 State of Good Repair FY2019 Timeline 67

68 Timeline/Next Steps for Pavement and Bridges November 8, Webinar for local governments November 9, 2017 Call for applications November 9, 2017 January 31, 2018 (Closes 5PM) Application intake period and initial district review February 9, 2018 District Review / Validation ends February 9 February 18, Central Office Review and Validation period February 19 - March 11, 2018 Central Office Scoring period March 12 - March 29, 2018 Temporary UPC s created for draft SYP April 17, 2018 Present draft list to CTB Information for draft is required about 1 month prior to CTB meeting May 16, Present final list to CTB 68

69 Questions? 69