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Smart PortalState of Good Repair Pavement and Bridge

November 8, 2017

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

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State of Good RepairOverview

§§§§33.2-369(B) and (C)

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State of Good RepairOverview -The Three Tests

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State of Good Repair Local Pavements

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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

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SGR Pavement Locality

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Applications the locality

has submitted will

appear here.


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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


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Surface Treatment Or

Reconstruction


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There is one error on the General Pearl. Click the pearl to correct error.


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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.

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Smart Portal District Local Liaison Contacts for SGR Pavement

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State of Good Repair Primary Extension Contacts

• Contact Local Assistance with Application questions

• Todd Halacy, P.E. – 804-786-3438 [email protected]

• Yolanda Newton – 804-786-0334 [email protected]

• John Leonard – 804-786-3875 [email protected]

• Contact Asset Management with SGR Program questions

• Jennifer Ahlin – 804-786-6581 [email protected]

• Angela Quinn – 804-371-2978 [email protected]

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SGR Pavement Questions

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State of Good Repair Local Bridge

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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

SGR Locality-Owned BridgesRoles and Communication

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District Locality Liaison – Primary Point of Contact for Locality– District Validation of Work Notification Form

District S&B Engineer – Subject Matter Expert– District Review of Work Notification Form– May communicate with Locality, keep DLL in loop

Central Office S&B Engineer – WNF Intake

– CO Review of Work Notification Form

– Responsible for Scoring projects

– Communicates to District

Central Office LAD – Responsible for Overall approval

– Distribution of communications to localities & districts

– Communicates to District

Central Office AMD – Fund Distribution

– Needs management

SGR Locality-Owned BridgesDistrict Points of Contact

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DistrictDistrict 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

SGR Locality-Owned BridgesEligible Bridge Projects

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Requirements:

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 1st of each year

SGR Locality-Owned BridgesEligible Bridges

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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 5.2.3 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

- Contact CO prior to June 30 if there are an issues

SGR Locality-Owned BridgesWork Notification Form

Required Fields

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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


Short Project Description

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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

http://www.virginiadot.org/business/resources/bridge/Manuals/IIM/S

BIIM95.pdf

• See presentation from last year for rehabilitation

http://www.virginiadot.org/business/resources/local_assistance/St

ateofGoodRepair/SGR_Locally_Owned_Bridges_Prioritization_Pr

ocess_-_Adam_Matteo_PowerPoint.pdf


SGR Funds Not Being Requested

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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


Detailed Project Description (Scope)

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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.


Detailed Project Description (Scope)

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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

http://www.virginiadot.org/business/bridge-manuals-default.asp

SGR Locality-Owned BridgesWork Notification FormProject Cost Estimate

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• 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.


Construction Phase Cost Estimate

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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.


Construction Phase Cost Estimate

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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.


Smart Flags for SGR Bridge Prioritization Score

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• 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



Important Field Definitions

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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.



Cost Effectiveness Factor

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SGR Locality-Owned BridgesWork Notification Form Dashboard

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SubmittingWork Notification Forms

Using SMART Portal

Perspective ofSubmitter

SMART Portal will be used for the intake of the Work Notification Forms

SGR Locality-Owned BridgesSMART Portal

Early Communication

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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.

SGR Bridge Work Notification FormDashboard

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The SMART PORTAL website can be located at the following link:

https://smartportal.virginiahb2.org/

To Login, Click on the Applicant Sign-In button in the top right corner of the webpage.

SGR Bridge Work Notification FormDashboard

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Select to view Eligible

bridge list

Not used in

SGR as eligible

bridges are pre-

determined.

Alerts and

Comments

requiring attention

About the SGR

Program and Contacts

SGR Work Notification FormDashboard

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The dashboard will be pre-populated for each locality with the eligible bridges within the locality.

Status will change to “Ready for

Submission” when complete.

Once all are ready, a “Submit All

Forms” button will be available.

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.

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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

3 Primary Tabs1. General

2. Location

3. Supporting Documents

1 2 3

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SGR Bridge Work Notification FormGeneral Information

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Below is a view of the General Information section.

Locality will be asked to input Contact Information for each bridge WNF.

Pre-Populated SGR Scores

Pre-Populated Project Information


Scoring Guidance

Note the Cost Effectiveness Factor is not known at this stage of the form and requires your input.

BMS Cost Estimate for reference

SGR Bridge Work Notification FormStart of Questions

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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.

SGR Bridge Work Notification FormCurrent Records & SD Status

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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.

Form must be saved.Toggle button to do a

check on all input fields.

Areas needing attention

will display in red.

SGR Bridge Work Notification FormSD Status and Request for Funds

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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 pre-determined 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.

SGR Bridge Work Notification FormProject Scope and Smart Flags

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Provide Project Scope and detailed description of the bridge project.

See earlier slide for details and requirements.

SGR Bridge Work Notification FormProject Scope and Smart Flags

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●●●● 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

SGR Bridge Work Notification FormProject Phases, Schedule & Estimates

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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.

SGR Bridge Work Notification FormOther Fund Sources

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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.

SGR Bridge Work Notification FormProject Funding Summary

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●●●● 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

EstimateThe 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.


Scoring Guidance Save Form and progress to next section.

SGR Bridge Work Notification FormLocation Map

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●●●● 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.

SGR Bridge Work Notification FormSupporting Documentation

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●●●● 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.

Click on the Browse button to upload the supporting documents needed.

The little red # will auto update to let you know required documents to attach based on WNF

SGR Bridge Work Notification FormSupporting Documents – Upload Screen

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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

SGR Bridge Work Notification FormSupporting Documents – Upload Success

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Notification if document has been successfully attached to the form.

SGR Bridge Work Notification FormReview Submission Readiness Screen

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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 check mark must be selected in order to Mark Form as Ready to Submit

SGR Funds are supplemental to your program and are not intended as a replacement.

The SGR fund request cannot be increased once they are distributed to the project.

Once all forms are marked “Ready to Submit”, as a group, the forms can then be submitted.

SGR Bridge Work Notification FormSubmit All Forms

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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.

SGR Bridge Work Notification FormQuestions

C. Todd Springer, PE

Bridge Maintenance Program Manager

804-786-7537

[email protected]

Kevin O’Neill, PE

Senior Bridge Maintenance Engineer

804-786-5964

[email protected]

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State of Good Repair FY2019 Timeline

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Timeline/Next Steps for Pavement and Bridges

• November 8, 2017 - 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, 2018 - 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, 2018 - Present final list to CTB68

Questions?

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