Vdot Urban Construction And Maintenance Program Manual

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Urban Construction and Maintenance Program
Last Updated: January 1, 2007
- Agenda item # 5
  - MOTION

Urban Construction and Maintenance Program

(Urban Manual)

Policies and Guidelines

Virginia Department of Transportation

Local Assistance Division

Virginia Department of Transportation

1401 East Broad Street

Richmond, Virginia 23219

(804) 786-2746

Commonwealth of Virginia

Last Updated: January 1, 2007

Introduction

The individuality of the municipalities of the Commonwealth of Virginia has long

been recognized. The relationship between certain cities and towns and the Department

of Transportation is one of mutual responsibility and cooperation in regard to street

maintenance and construction. The

Code of Virginia

establishes the eligibility criteria of

localities for receiving funds for these activities. The Code provides for certain localities

to receive street maintenance payments; and to receive apportionments for highway

construction work. These localities are responsible for maintenance and operation of

their highway systems. The Code also provides for the Commonwealth Transportation

Board to allocate such funds to the municipalities for specific improvement projects.

The Urban Manual is written for the purpose of providing policy and procedural

guidance for constructing and maintaining urban highways in the Commonwealth of

Virginia. The objectives of this manual are: a) to provide the municipalities with

information on the various urban program requirements; b) to provide information in

regard to the role municipalities play in transportation program delivery; and c) to serve

as an instructional manual for Urban Program personnel and other Department

employees. The manual therefore should be read and considered in light of these

objectives recognizing that certain instructions or forms apply only in-house, while other

information may be pertinent only to municipalities, and some to both.

This document is intended to supersede and replace all previous versions. All

existing policies adopted by the Commonwealth Transportation Board remain in effect

until modified or rescinded by the Board.

Table of Contents

Introduction

Chapter I – Overview of Urban Programs

General Overview ....................................................................................................5

Roles and Responsibilities .......................................................................................6

Chapter II – Urban Maintenance Program

General Overview ....................................................................................................7

Municipalities Eligible for Street Payments ................................................................7

Road and Street Eligibility Criteria ............................................................................7

Maintenance of Primary Route Extensions Within Municipalities..................................9

Maintenance Payments ............................................................................................9

Maintenance Inventory ..........................................................................................10

Eligible Maintenance Activities ...............................................................................13

Financial Accountability..........................................................................................14

Annual Inspection and Performance Reporting ........................................................15

Maintenance Performance Program.........................................................................16

Chapter III – Urban Construction Program

General Overview ..................................................................................................18

Eligible Municipalities .............................................................................................18

Project and Program Administration........................................................................18

Finance and Programming......................................................................................19

Special Funding Programs ......................................................................................23

Preliminary Engineering/Project Development..........................................................24

Land Acquisition/Utility Relocation .........................................................................30

Betterment Cost ....................................................................................................34

Construction, Inspection and Acceptance ................................................................35

Other ...................................................................................................................35

Operations ............................................................................................................36

Appendix A

Legislation – Alphabetically.....................................................................................39

Legislation – By Section Codes ...............................................................................41

Appendix B

Form U-1, Request for Street Additions and Deletions .............................................44

Appendix C

Form U-2, Request for Change in Functional Classification System ...........................45

Appendix D

Form U-5, Principal-Minor Arterial Streets Street Condition Report ...........................46

Appendix E

List of Maintenance Activities .................................................................................47

Standards of Maintenance......................................................................................54

Appendix F

Project Programming Resolution for Municipalities over 3,500 Population..................56

Appendix G

Project Programming Resolution for Municipalities under 3,500 ...............................57

Appendix H

Location Public Hearing Approval Resolution ...........................................................58

Appendix I

Location and Design (or Design Only) Public Hearing Approval Resolution Example ..59

Appendix J

Resolution Approving Design When No Public Hearing is Held ..................................61

Appendix K

Guidelines for Use of Proprietary Signal Equipment..................................................63

Appendix L

Policy for Functional Classification of Urban Highways .............................................66

Appendix M

Commonwealth Transportation Board – Urban Policy ...............................................68

I. Overview of the Urban Program

A. General Overview

The mission of the Urban Program is to administer the maintenance program and

develop and manage the construction program with municipalities to provide safe,

efficient, effective and environmentally balanced urban transportation systems.

Urban highways include certain roads and streets within the corporate limits of

qualifying municipalities. A qualifying municipality is defined under Sections 33.1-23.3

and 33.1-41.1 of the Code as one having 3,500 or more inhabitants and maintaining

certain streets under Section 33.1-80 of the Code as then in effect, all cities and the

Towns of Wise, Lebanon, and Altavista. The six municipalities qualifying under the old

law under Section 33.1-80 are Chase City, Elkton, Grottoes, Narrows, Pearisburg, and

Saltville.

As of September 2006, Urban highways consisted of 11,279 centerline miles

stratified in the following categories:

State Classification Federal Classification Mileage

Arterial Principal Arterial 665 miles

Arterial Minor Arterial 1,329 miles

Collector Collector 1,088 miles

Local Local 8,197 miles

TOTAL 11,279 miles

The Commonwealth Transportation Board annually allocates funds to eligible

municipalities for street maintenance, construction, and reconstruction activities; these

are apportioned based on certain qualifying criteria which are defined in Chapter II and

III. These funds are made available through maintenance payments and construction

allocations made to eligible municipalities.

The Local Assistance Division is responsible for ensuring that such financial

assistance for maintenance activities are properly made to localities, are properly

expended, and that roadways are maintained and constructed to the proper standards.

Maintenance payments made to support maintenance activities for eligible streets are

based on the number of moving lane-miles available to peak hour traffic, multiplied by a

specific rate of payment, which is discussed in further detail in Chapter II.

The Department also works closely with cities and towns to oversee the

development of a urban construction program. Construction allocations are apportioned

based on population. The Urban Construction Program is described in further detail in

Chapter III.

B. Roles and Responsibilities

In 2002, the Local Assistance Division (LAD) was established within VDOT to

develop statewide policy and guidance for special funding programs and other programs

that involve work performed by/for localities, and to serve as a liaison to local

government organizations. Responsibility for policies and procedures relating to the

urban highway program resides within LAD.

With the establishment of LAD, there have been changes in the roles and

responsibilities of the Central Office and District Offices related to the administration of

the overall urban program. The role of the Urban Program Managers (formerly known

as Urban Engineers) has been modified to reflect a shift to management of program

activities rather than specific project level functions. District offices are now assigning

separate project managers or project coordinators to each urban project to manage day-

to-day project related activities.

The following is a summary of key roles and responsibilities related to the urban

program:

Local Assistance Division – Central Office

The Local Assistance Division is responsible for statewide urban policy and provides

program oversight and guidance for the urban construction and the urban maintenance

programs. LAD also coordinates the development of the Urban Six Year Improvement

Program (SYIP) and program level administration of the Urban Construction Initiative

(First Cities) and Local Administration of VDOT Projects.

Urban Program Managers – District Office

Urban Program Managers are responsible for regular program-level coordination with

urban municipalities. They are the key VDOT contact for urban municipalities and the

conduit for communication between the locality and the Department. They are

responsible for coordinating the SYIP, developing and executing project agreements,

and coordinating the urban program with district and residency offices for their assigned

district(s). A listing of Urban Program Manager assignments is available on LAD’s

website.

Project Managers/Coordinators – District Office

Project Managers or Project Coordinators will be assigned for each urban project by the

district office. A project manager is responsible for day-to-day project management

activities, conduct and coordinate project meetings, and on-time/on-budget preparation

of VDOT-administered urban projects for construction. A project coordinator is

responsible for providing project level coordination and technical assistance to

municipalities that administer urban projects.

Residency Administrators – Residency Office

Residency Administrators are responsible for conducting the annual street inspections

with the locality and also serves the conduit for modifications to the urban maintenance

inventory with LAD.

II. Urban Maintenance Program

A. General Overview

The Urban Maintenance Program is managed based on statutes in the

Code of

Virginia

, (1950), as amended which authorize the Commonwealth Transportation

Commissioner to make payments to qualifying cities and towns for maintenance,

construction and reconstruction of roads and streets meeting specific criteria and under

certain conditions.

B. Municipalities Eligible for Street Payments

Payments are made to municipalities satisfying any of the following

requirements, in accordance with Section 33.1-23.3:

 all cities regardless of population;

 all incorporated towns of more than 3,500 population according to the latest U.S.

Census;

 all incorporated towns which have obtained a population of more than 3,500

since the last U.S. Census, according to evidence satisfactory to the Board (by

petition of the municipality);

 all incorporated towns which maintained certain streets under (repealed) Section

33.1-80 of the Code, on June 30, 1985 (They are Chase City, Elkton, Grottoes,

Narrows, Pearisburg, and Saltville)

 the towns of Wise, Lebanon, and Altavista pursuant to subdivision 2 of

subsection B of Section 33.1-23.1.

All cities and towns qualifying under this section shall continue to apply

regardless of any subsequent change in population.

All cities and towns to which allocations are made prior to July 1, 2001 meeting

the criteria of the foregoing provisions of this section shall continue to apply.

C. Road and Street Eligibility Criteria

Street payments are made to eligible municipalities for roads and streets

meeting any of the following criteria:

 at least 50' of Right of Way (RW) and at least 30' of hard surface;

 at least 80' of RW and at least 24' of hard surface and approved plans for the

addition of at least 24' of hard surface within the same right of way;

 cul-de-sac with at least 40' of R/W and standard turnaround;

 either: paved, and in Primary or Secondary System prior to annexation or

incorporation;

or: In Secondary System prior to annexation or incorporation and paved to at

least 16' subsequent to annexation or incorporation with the further exception of

streets previously maintained under Section 33.1-79 or Section 33.1-82;

 eligible for and receiving payments under laws in effect on June 30, 1985;

 established prior to July 1, 1950 with at least 30' of R/W and at least 16' of hard

surface;

 functionally classified as a local street and constructed on/or after January 1,

1996, to the criteria of the then current Subdivision Street Requirements for

secondary roads. This includes service/frontage roads where contiguous to an

interstate, primary, or urban system route;

 eligible local street with speed control devices within the right-of-way.

There are certain exemptions by Code to the criteria established above. These

exemptions are as follows:

 Incorporated towns in which 70% or more of developable land has a natural

grade of at least 20%. Such towns may, by ordinance, have a minimum right or

way width of 40 feet and a minimum hard surface of 18 feet on Collector/Local

streets.

 The Commissioner may waive the requirements for hard surface or right of way

width at the request of the local governing body to protect its drinking water

supply, or for highways constructed after July 1, 1994, to accommodate some

other special circumstance where such action would not compromise the health,

safety, or welfare of the public.

There are also other circumstances where the Code is silent or determination of

eligibility is necessary based on Department policy:

 VDOT shall consider a request for waiver with appropriate supporting

information. Each case will be considered on its own merits and should be site

specific. At a minimum, a copy of a map or site plan showing the layout of the

proposed street(s), the proposed pavement and right of way widths, forecasted

traffic volumes and reasons for requesting a waiver should be sent to the Local

Assistance Division.

 The Code is silent on the issue of pavement widths for cul-de-sacs. However,

since the basic right-of-way width of 50' is reduced to 40', the Department shall

consider requests for pavements less than 30' on a case by case basis giving

consideration to the specifics of each case. For the purpose of making this

assessment, a cul-de-sac will be defined as a dead end street and open only at

one end.

 The Virginia Land Subdivision Law of 1946 requires subdivision plats to be

prepared by a licensed surveyor or civil engineer, acknowledged by the owner

and approved by the local governing body before recordation. And further, after

recordation, the plat transfers the street or streets shown thereon to the county

or city in fee simple. Prior to 1946, the law required only that the platting of

streets be accepted by a competent public authority.

 The Department has concluded if a city or town receiving street payments has

jurisdiction over and operates a toll facility, such is eligible for street payments.

 Local one-way streets, loop roads, and school bus entrances, will be eligible for

street payments if they are constructed to at least a width of 16 feet with a right

of way width of not less than 40 feet.

 In determining lane mileage eligibility, the following conditions shall apply:

o Turning lanes and ramps will not be considered for street payments. This

includes center turn lanes unless they serve as moving through lanes

during peak hours.

o Parking must be restricted and enforced by towing during peak traffic

periods.

o Each road or street with more than two moving lanes must have

pavement markings in accordance with the Manual on Uniform Traffic

Control Devices (MUTCD).

o Pavement widths of less than 14 feet will qualify for only one moving lane

even if it carries traffic in two directions.

o Non-hard surfaced streets do not quality for street payments.

D. Maintenance of Primary Route Extensions within Municipalities

Normally when a municipality assumes responsibility for maintenance of its

streets under Section 33.1-41.1, it also has the option of maintaining all primary routes

within its corporate limits, though such is not required by statute. VDOT has continued

to maintain primary routes in some cases by mutual agreement with the municipality.

1. Procedures for Requesting Route Number Changes

Whenever a Municipality decides, or agrees to a request by the Department, to

alter or eliminate the numbering of a primary route within the municipality, a resolution

adopted by the local governing body should be submitted to the Urban Program

Manager requesting the change. Requests will be forwarded to the Asset Management

Division, which will obtain the necessary concurrence from the Commonwealth

Transportation Board, FHWA, and AASHTO committee, as applicable. Once approved

the Urban Maintenance Inventory System and maps will be revised. The Urban Program

Manager will then notify the municipality that the route numbers can be changed.

E. Maintenance Payments

1. Payment Categories

Street payments shall be made for two highway categories based on Functional

Classifications as follows:

1. Principal and Minor Arterial Roads

2. Collector Roads and Local Streets

The State Functional Classification System is distinct from, but is based on the

Federal Classification of highways established by the Federal Highway Administration

(FHWA). In general, the Functional Classifications are parallel; however for

municipalities with a population of less than 5,000 State Functional Classification must

be used. An explanation of the Functional Classification of Urban Highways is provided in

Appendix L.

2. Payment Rates

Section 33.1-41.1 of the Code establishes base rates of payment per the number

of moving-lane miles of highways available to peak-hour traffic for Fiscal Year 1986 of

$7,787 for principal and minor arterial roads and $4,572 for collector roads and local

streets.

The Code also required that the Department establish a statewide Maintenance

Cost Index (MCI) of unit costs for labor, equipment, and materials used on roads and

bridges for 1986 and to use changes in the MCI to determine annual adjustments to the

payment rates. The MCI has not been used since 2002. In Fiscal Year 2002 and each

subsequent year, the General Assembly has included language in the annual

Appropriations Act that authorizes the Commonwealth Transportation Board to adjust

payment rates at their discretion. The average annual adjustment has been 4%.

3. Quarterly Maintenance Payments

The total payment for each locality shall be determined no later than July 1, of

each fiscal year using the adjusted payment rates multiplied by the number of approved

moving lane miles for each category and the yearly calculated payments will be

approved by the Board. Payments will be made on a quarterly basis; on or before

September 30, December 30, March 30, and June 30. Payments will not be modified

due to mileage adjustments submitted throughout the course of the year.

F. Maintenance Inventory

1. Mileage Adjustments

Mileage additions and deletions, including results of annexations, mergers or

incorporations that occur during the fiscal year, should be submitted by the municipality

to the Department’s Residency Administrator as soon as they become eligible during the

year. All adjustments submitted by February 1 will be eligible for payment effective July

1 of the following fiscal year. The submissions shall include: Form U-1, a Council

Resolution, and a map or sketch of the proposed addition (deletion). In lieu of a

resolution for each change, the Department shall accept a single resolution authorizing

multiple changes. Requests for such mileage additions (deletions) are made in centerline

miles and lane miles and payments are made based on approved lane miles. A copy of

Form U-1 is found in Appendix B.

a. Procedures for Additions, Deletions, and Functional

Classification Changes

Streets must meet the criteria as specified in Section 33.1-41.1 of the Code to

qualify for street payments. When streets meet these criteria, the municipality may

request the Department to accept the streets into the Urban Highway System as follows:

1. a. Additions (or deletions) – the municipality will prepare Form U-1,

completing all but the last column. (Note: If criteria is used which

contains verifiable dates, include necessary documentation).

(Note to Residency Administrator: If deletions or

changes occur due to project construction or traffic

control measures by the municipalities, the

municipalities should be notified that Form U-1

submission is required).

b. Functional classification changes – the municipality will prepare

Form U-2 leaving last column blank. A copy of Form U-2 is found

in Appendix C.

2. City or Town prepares a map or sketch (8 ½" x 11") showing location

and dimensions.

3. City or Town Council adopts a resolution making a formal request.

4. City or Town submits resolution, form and sketch to local Residency

Administrator.

5. Residency Administrator reviews documents, inspects proposed street(s),

approves Form U-1 and/or Form U-2 and forwards these to the Local

Assistance Division.

6. The Local Assistance Division, upon concurrence, shall transmit the

submission to the Transportation and Mobility Planning Division for review

and determination of the appropriate Federal Functional Classification of

each road or street. An explanation of the State and Federal Functional

Classification System for urban streets is provided in Appendix L.

7. The Local Assistance Division shall have the appropriate lane mileage and

Functional Classification added or changes made to the Urban

Maintenance Inventory System.

8. Annual system changes are presented by the Local Assistance Division to

the Board for approval of the centerline mileage.

(Note: In the event centerline mileage is not affected, i.e., request

involves modification only to lane mileage, the Local Assistance

Division reviews and approves such requests and notifies all

parties accordingly).

b. Procedures for Annexations, Mergers, Incorporations or when Town

Population Exceeds 3,500

Section 15.2-3530 of the Code requires that upon annexation or merger of a

county with a city or town, and when in the opinion of the Commissioner, the annexed

or merged areas become substantially urbanized, the streets may be transferred to the

new municipality for construction, reconstruction and maintenance and funds therefore

shall be allocated as provided by law. (Under Section 33.1-23.2D, any allocation made

to a primary system highway, which subsequently is incorporated into a City or Town,

shall remain but such road shall not be eligible for an urban construction allocation or

street payment within the same fiscal year).

Section 33.1-1-224 requires that when a town’s population exceeds 3,500, all

roads and streets within the Secondary System shall be eliminated from that system and

the control and jurisdiction shall be vested in the local authority. Under Section 33.1-

23.3, this is based on the latest U.S. Census or evidence satisfactory to the Department.

The procedures for the transfer of roads and streets to the municipality for street

payments are as follows:

1. City or Town submits the following to the Residency Administrator:

a. Copy of approved annexation order, if applicable.

b. Certification of updated population.

c. Map of area involved.

d. Form U-1 listing streets to be transferred.

e. Council resolution requesting the roads or streets be accepted for

urban street payments (Note: Only hard surface roads are eligible

for street payments).

2. The Residency Administrator should provide the necessary guidance to

the City or Town in completing the required forms, etc. After receipt and

verification of the documents, inspection of the proposed streets and

approval of Form U-1, they should be forwarded to the Local Assistance

Division, along with any appropriate comments and recommendations.

3. The Local Assistance Division, upon concurrence, shall then transmit the

submission to the Transportation and Mobility Planning Division for review

and determination of the appropriate Federal and State functional

classification of each road and street.

4. The inventory records will be updated accordingly. The effective date for

street payments will be July 1 of the following fiscal year.

5. The completed assembly is presented by the Local Assistance Division to

the Board for approval of the centerline mileage.

2. Inventory

An inventory of all roads and streets eligible for street payments in each

municipality will be kept by both the municipality and the Department. The inventory

includes all roads and streets that were previously determined to be eligible as a result

of a comprehensive field survey. All subsequently approved additions, deletions and

changes in functional classification shall be made to the inventory on a continuing basis.

Each fiscal year, each municipality is sent a complete inventory of its roads that receive

payment. While the Department makes every reasonable effort to ensure the accuracy

of the inventory, municipalities are asked to check for omissions or errors and advise of

any changes or corrections needed.

G. Eligible Maintenance Activities

Section 33.1-23.02 of the Code of Virginia defines the term "maintenance" as

ordinary maintenance, maintenance replacement, and any other categories of

maintenance which may be designated by the Commissioner. Ordinary maintenance

activities pertain to preservation of each type of roadway structure and facility as near

as possible in its condition as constructed. Maintenance replacement activities pertain to

the function of restoring each type of roadway structure and facility as near as possible

to its condition as constructed.

In general, replacements-in-kind are acceptable charges; betterments are not

acceptable. However, betterment or improvement work may be accomplished along with

maintenance work provided proper credits or deductions are made and documented in

the accounting and recording process.

Maintenance payments, are not to be used for construction, reconstruction or

improvement purposes, except as provided under Expanded Definition of Maintenance.

A list of authorized ordinary maintenance and maintenance replacement activities

is included in Appendix E.

1. Standards of Maintenance

Section 33.1-41.1 of the Code provides that street payments shall only be made

if, in the opinion of the Commonwealth Transportation Board, such highways are

maintained in accordance with the applicable standards of the Department of

Transportation.

The Department's Standards of Maintenance are contained in Appendix E.

2. Maintenance of Roads Within Limited Access Interchanges

As a general policy, where the Interstate, Primary, or Toll Road System

construction provides an interchange within a municipality, the Department of

Transportation, through the appropriate system maintenance funds, shall be responsible

for the maintenance of the complete highway facility within the controlled limits of the

interchange. Street payments shall not be paid to any municipality for street or road

mileage maintained by the Department under this provision.

Municipalities desiring to maintain municipal streets passing through Interstate,

Primary, or toll road facilities may maintain such streets in accordance with the following

provisions:

• Where the Interstate, Primary, or toll route passes under a street within a

municipality maintaining its own street system, the maintenance of the

surface and sidewalks of the structure and the approach roadways to the

back of the shoulder line will be the responsibility of the municipality. The

Department of Transportation shall maintain the remainder of the

structure, and slopes beyond the shoulder line, within the limits of normal

right of way.

• Where the Interstate, Primary, or toll route passes over a street within a

municipality maintaining its own street system, the maintenance of the

entire structure and slopes back of the normal ditch or sidewalks shall be

the responsibility of the Department using the appropriate system funds.

The street roadway underneath the Interstate, Primary, or toll route will

continue to be the responsibility of the municipality.

The Department of Transportation shall continue to control and maintain all

signs, signals, other traffic control devices and lighting within the limited access right of

way of interchange areas. Signals within the interchange areas may be maintained by

the municipality when mutually agreed upon by the Department and the Municipality.

The municipality may install signs along limited access facilities under authority of a

Land Use Permit issued by the Department. In such cases, the municipality will be

responsible for maintenance of such guide signs.

Guide signs for interstate facilities, once installed, on urban streets beyond the

limited access area within the municipality, will be maintained by the jurisdiction having

maintenance responsibility for said streets.

H. Financial Accountability

1. Accounting, Reporting and Certifying of Expenditures

Section 33.1-41.1 requires an annual audit of street payment receipts and

expenditures related to maintenance, construction and reconstruction on eligible streets.

Such receipts and expenditures will be recorded by the municipality in a separate

highway maintenance fund. The fund should be supported by sufficiently detailed

information to determine the source of all receipts and identifying all expenditures by

category. Such expenditures may include cost for labor, equipment, materials and any

indirect or overhead charges related to applicable street maintenance, construction, or

reconstruction expenditures. All expenditures must be documented and the records

maintained by the municipality must meet reasonable audit tests.

The records of each fiscal year must be audited by a CPA firm, retained by the

municipality under the State Auditor of Public Accounts procedures and requirements.

The Department reserves the right to perform supplemental audits of accounting

systems and records as it deems appropriate.

Following the completion of the audit, municipalities are required to make an

annual report accounting for their expenditures and to certify that none of the payments

received has been expended for other than street maintenance, construction or

reconstruction on eligible streets. This required report is made through completion of

the Weldon Cooper Center for Public Service Finance Survey. This online survey provides

data to VDOT that fulfills both the state reporting requirements and the annual Federal

Highway Administration form FHWA-536 requirements. In the past, the data was

collected by two instruments, the U3 form and the Weldon Cooper Highway Finance

survey. Because the data required is so similar, it was decided to combine the two

forms. Now with the one new online survey instrument, VDOT receives the data it needs

for both the U3 and the FHWA-536 form. The survey will be sent to the municipality by

the Weldon Cooper Center in January. Each municipality should submit their completed

survey by March 31 which shows the total annual street payment receipts and how

much was expended by categories. Municipalities also must electronically certify that all

expenditures were spent on eligible activities.

2. Reimbursement/Carry Forward

Street payments are intended to be spent in the year the payments are made.

However, any remaining balances will automatically be carried forward for use in the

subsequent year. Those municipalities that have not expended all of their street

payments will be required to provide a written explanation on the Weldon Cooper Center

for Public Service Finance Survey.

I. Annual Inspection and Performance Reporting

1. Inspection and Approval of Streets Eligible for Payments

The purpose of street inspections is to identify deficiencies and to expedite

corrective actions. Urban system streets should meet the Department’s minimum

Standards of Maintenance. A copy of the Standards of Maintenance is provided in

Appendix E. The Residency Administrator is responsible for scheduling the inspections,

which should be made in the company of an authorized municipal employee. All roads

and streets, which are functionally classified as principal arterial and minor arterial, will

be inspected each year. The Residency Administrator, or his representative who is

performing the inspections, should exercise good judgment in determining maintenance

deficiencies. The Street Condition Report Form U-5 is to be submitted by the Residency

Administrator to the Local Assistance Director following the annual inspection. A copy of

Form U-5 is found in Appendix D.

Deficiencies identified on Form U-5 shall be re-inspected after six months and

another U-5 submitted with the Residency Administrator's recommendations as to

whether or not the street payments should be deleted for the deficient section. This

process will continue until the deficiency is corrected.

If a deficiency is not corrected within six months, funds will be deleted from the

muncipality’s payment. A minimum of 0.1 lane mile, and increments of 0.1 mile,

thereafter, shall be deleted for payment for each segment of street containing

deficiencies. For example, if a drainage inlet is clogged, causing water to stand on one

lane, which affects traffic in only one lane, then 0.1 mile shall be deleted. If more than

one lane of traffic is affected, each should be counted. As another example, when a sign

is non-standard and should be removed or changed, if it is visible to two lanes of traffic

for 0.2 mile, then 0.4 mile would be deleted. All deficiencies noted will be totaled and

the deletion of payment for the deficiencies will begin with the next quarterly payment.

The Local Assistance Director shall make the final determination for such deletions. Any

deletion of payment will extend for a minimum of six months (two quarters) and will not

be recoverable.

2. Bridge Safety Inspections

Bridge safety is of utmost importance. The FHWA and the Department require

strict compliance with the National Bridge Inspection Standards (NBIS) in particular

regard to the frequency of inspection and load posting requirements. The FHWA has

adopted a policy where the use of Federal Aid funds will be suspended in any State or

Local jurisdiction in which there are substantial NBIS deficiencies. Section 116 of Title

23 of the U. S. Code indicates that if a project is constructed in whole or in part with

Federal funds, that project is to be maintained at a level acceptable to the U. S.

Secretary of Transportation or the Secretary will withhold Federal funds until an

acceptable level of maintenance is achieved. The Local Assistance Director may also

elect to withhold street payments for delinquent Bridge Inspection Reports.

The District Structure and Bridge Engineers are responsible for ensuring that the

bridge inspection requirements are met by the localities. Additional guidance is available

in the Instructional and Informational Memorandum S&B 94-27.4, latest version.

J. Maintenance Performance Program

In 2004, the General Assembly modified Section 33.1-41.1 of the

Code of Virginia

to require greater reporting and accountability of local governments receiving

maintenance funds from the Commonwealth. The legislation required localities to report

on their performance as specified in subdivision B 3 of 33.1-23.02 of the

Code of

Virginia

. After extensive work with a group of local government stakeholders, there was

agreement to monitor performance on bridges and pavements to meet this requirement.

1. Bridges

Performance of bridges is measured based on the General Condition Rating

(GCR) assessed during NBI bridge inspections. The performance target is that less than

40% of bridges are in need of repair or rehabilitation, meaning that less than 40% of

structures have a minimum GCR rating of less than 6. The baseline measure in 2006

showed that 22% of structures in the Urban System had a minimum GCR rating of less

than 6. The performance measure will be reviewed on a biennial basis.

VDOT provides Urban System bridge deficiency rates in “real time” on the

maintenance dashboard. Bridges with a minimum GCR of 6-9 are shown as green on

the dashboard. Bridges with a minimum GCR of 4-5 are shown as yellow, and those

with a GCR of 0-3 are shown as red.

2. Pavements

Measurement of pavement performance is very complex with multiple measures

and indices available for use. The development of a statewide methodology and

performance target is under development. Please check back later for additional

information.

III. Urban Construction Program

A. General Overview

The Urban Construction Program is based on statutes in the

Code of

Virginia

(1950), as amended which provides the basis of funding and the distribution of such

funding for urban construction projects in qualifying municipalities.

B. Eligible Municipalities

All cities and towns eligible for allocation of construction funds for urban

highways under Section 33.1-23.3.

 all cities regardless of population;

 all incorporated towns of more than 3,500 population according to the latest U.S.

Census;

 all incorporated towns which have obtained a population of more than 3,500

since the last U.S. Census, according to evidence satisfactory to the Board (by

petition of the municipality);

 all incorporated towns which maintained certain streets under (repealed) Section

33.1-80 of the Code, on June 30, 1985 (They are Chase City, Elkton, Grottoes,

Narrows, Pearisburg, and Saltville)

 the towns of Wise, Lebanon, and Altavista pursuant to subdivision 2 of

subsection B of Section 33.1-23.1.

All cities and towns qualifying under this section shall continue to apply

regardless of any subsequent change in population.

All cities and towns to which allocations are made prior to July 1, 2001 meeting

the criteria of the foregoing provisions of this section shall continue to apply.

C. Project and Program Administration

1. Administration of Projects by Municipalities

Section 33.1-12 of the Code allows the Commissioner to enter into agreements

with localities to administer all phases of project development.

Upon concurrence by the Chief Engineer, Urban projects may be administered by

the municipality including any or all phases of development such as: preliminary

engineering, environmental, right of way acquisition, utility relocation, preparation of

proposal, advertisement, review of bids, award of contract, inspection of work,

payments to contractors, etc. The Urban Program Manager will coordinate the “Request

to Administer” form with the locality.

In such instances, an agreement between the Department and the municipality

must be executed to cover terms and conditions for various aspects of project

development. Guidance on locally administered projects is included in the Guide for

Local Administration of VDOT Projects.

2. Urban Construction Initiative

Also know as the First Cities Initiative, this program was established as a result

of an addition to Section 33.1-23.3 of the Code which provides that a municipality may

assume the responsibility and management of their entire construction program.

Interested municipalities must inform the CTB by July 1, for implementation the

following fiscal year. For additional information, please consult the Project

Administration Guide for the Urban Construction Initiative or the program website.

Those municipalities that elect to participate in the Urban Construction Initiative

function under streamlined processes and procedures as outlined in the Program

Administration Guide. As such, certain requirements or processes outlined in this

manual may not apply. Please contact your Urban Program Manager for clarification.

D. Finance and Programming

1. Funding

Section 33.1-23.1 provides that all funds (federal and state) available for

highway purposes be combined and made available for all systems of state highways for

maintenance, construction and other general purposes, with the exception of federal

interstate funds and certain other special categories. Thirty percent (30%) of the

combined funds available for construction are apportioned to the Urban System. These

funds are further apportioned to qualifying municipalities based on population. Each

municipality receives an apportionment of federal and state funds, by category. All

qualifying urban projects are to be developed to receive federal funding.

Special federal planning funds may also be available for urban traffic studies.

Likewise, other special federal funds, such as bridge discretionary funds, demonstration

projects, emergency relief, timber bridge, etc., may become available from time to time.

These special federal funds do not affect or reduce the standard apportionments. Also,

special state funds from such sources as bonds, tolls, etc., may be provided.

Rules governing the allocation of urban funds establish how matching

requirements will be provided. For the municipalities of 3,500 or more in population the

combination of state and/or federal dollars is 98% of project cost for urban projects with

the locality providing 2%. The distribution is 80-18-2 (federal, state, local) for federally

funded and 98-2 (state, local) for state funded projects. For the seven municipalities

qualified under Section 33.1-80 there is no local match and distribution is 80-20 (federal,

state) for federally funded and 100 (state) for state funded projects.

Regular projects may receive allocations from more than one federal funding

source. Under current legislation, these could be regular Surface Transportation Program

(STP), Regional Surface Transportation Program (RSTP), Congestion Mitigation and Air

Quality (CMAQ), Minimum Guarantee (MG), and Bridge Replacement and Rehabilitation

(BR) funds. Expenditure protocol is to utilize the funds in the order they were allocated.

When possible, the funds will be expended in the manner most advantageous to the

municipality.

RSTP and CMAQ are monies distributed under federal formula. The Metropolitan

Planning Organizations (MPOs) in Northern Virginia, Richmond, Hampton Roads and

Fredericksburg are given the authority to decide their use. These funds are matched off

the top, thereby making them whole dollars not requiring a local match.

Other federal funding is distributed at the discretion of the Commonwealth

Transportation Board. These funds are matched by the receiving system. For urban

projects some localities are required to provide 2% of the system match (distribution is

80-19.6-0.4) and others no match (distribution is 80-20) is required. Thus local matching

requirements for federal funding may vary from 0% to 2%.

Similar to above, if urban allocation funds are used to match special

federal programs such as the Safety programs, then the local match is 2% of the

urban match requirement for the federal funds for some localities and others no

local match is required. Safety funds are made available by the Department

through an annual application process.

2. Debt Reimbursement

Section 33.1-23.3 allows a municipality to utilize up to one third (1/3) of its

annual construction apportionment to reimburse the locality for debt incurred for eligible

project costs on approved projects. The following provisions apply to debt

reimbursement:

• For a project to be eligible, it must be included in the Commonwealth

Transportation Board’s Six-Year Improvement Program and included in

the locality’s capital improvement program.

• A resolution from the municipality will be required requesting a portion of

its annual urban apportionment to be set aside for reimbursement for a

specific eligible project.

• No more than one-third of the anticipated annual urban apportionment to

a municipality shall be used for debt reimbursement.

• The apportionment to be set aside shall be limited by the amount of

funds previously committed by the Board for projects contained in the

Six-Year Improvement Program. (Procedurally, the Department will

consider as committed: funding necessary to finance expenditures on any

project, and the funding necessary to fully finance through construction

any project that has progressed to the right of way acquisition stage.)

• The amount of debt that may be supported under this Section will vary

based on the many possible strategies a municipality may pursue and the

amount of urban apportionment determined to be uncommitted. The

payback is limited to a maximum 20 year timeframe.

• A local government resolution and municipal/state agreement will be required for

all debt reimbursement.

3. Programming

When requesting the inclusion of urban construction projects in the Six-Year

Improvement Program (SYIP), the municipality should determine that proposed projects

meet the eligibility requirements (see below), hold a public hearing to receive public

input, prioritize all needs, and make a formal request to the Department by submitting

an adopted council resolution identifying and describing the requested project. The

resolution must include a provision whereby the municipality of 3,500 population or

more and certain other municipalities agree to pay its share of the total costs of

preliminary engineering, right of way and construction. The resolution must also provide

that, in the event the project is subsequently cancelled by the municipality, the

municipality agrees to reimburse the Department for the total amount of all costs

expended by the Department up to the date of cancellation. A sample resolution is

provided in Appendix F. Such resolutions should be submitted to the Department by the

first of December for subsequent inclusion in the SYIP. This does not preclude

emergency projects from being funded during the fiscal year of the SYIP.

In order to qualify for urban construction funds, proposed urban projects must:

(a) be classified as an arterial or collector road/ local street in the State

Functional Classification System, and

(b) be reflected in an approved transportation plan/study conducted by or

for the Department or the municipality, or

established criteria of the Department); i.e., (i) deficient bridge on a

public street, (ii) railroad grade protection,(iii) intersection

improvement , (iv) signal or signal system improvement, or other

projects approved by the Local Assistance Director.

In MPO areas for federally-funded projects, all federal planning regulations, such

as the inclusion of the project in the fiscally constrained long-range plan, must be met

prior to programming.

In the event the municipality elects to have a project removed from the SYIP, a

resolution to this effect must be adopted by the municipality and submitted to the Local

Assistance Director.

4. Six-Year Improvement Program

The Urban SYIP is updated annually to reconfirm or adjust cost data for projects

already included, to make the actual allocations for the current fiscal year, to adjust the

projected allocations for the five "out" years based on projected allocations, and to

include new projects that are requested by the municipalities. In addition to the project

description and the actual and projected allocations, the program includes the local

priority, estimated cost, previous funding, additional funding required and balance to

complete. An important feature of the program is the schedule, which indicates the

scheduled time frames for starting the preliminary engineering, right of way acquisition

and construction phases.

Projects can also be added to the program by the MPOs through their authority

to designate the allocation of RSTP and CMAQ funds or other funds apportioned to the

MPOs. In some cases, the funding designated is only enough to undertake feasibility

studies or to initiate preliminary engineering with no identified funding source beyond

that phase. As a general rule, an MPO designated project should not be initiated unless

a specific objective can be accomplished such as a feasibility study or unless a source of

timely funding is identified to complete the project.

On bridge replacement and rehabilitation projects funded by Federal Highway

Bridge Replacement and Rehabilitation Program funds, funding for the approach

roadway will be limited to touchdown point to touchdown point or approximately 10% of

the structure cost. The touchdown points will be approved by the FHWA.

5. Apportionments and Allocations

Thirty percent of the funds provided under Section 33.1-23.1 are allocated to

urban highways for construction projects.

Under Section 33.1-23.3, such funds are to be apportioned to municipalities

based on the proportion of population of a city or town to the total population of all

qualifying cities and towns. If a city or town does not have an approved urban

construction project, the apportionment due shall not be allocated; however, such

apportionment shall accrue as a credit to the city or town and be held in an accrual

account for its future construction projects for five succeeding years. Credits remaining

in accrual accounts beyond five years will be lost to that municipality and redistributed

to all other eligible municipalities.

6. Federal Obligation and Project Authorizations

Federal obligation authority is the amount of federal funds that a state must

commit to qualifying projects within a federal fiscal year. Obligation is a commitment by

FHWA to reimburse the state for eligible project expenses. States must obligate all

federal funds available to them in each fiscal year. Unobligated federal funds are given

to other states for their use. If the state is successful in obligating all federal funding,

additional federal funding may be requested from FHWA for specific projects or phases

of projects. Projects must be included in the Statewide Transportation Improvement

Program (STIP) to be obligated.

Each year, VDOT Programming Staff develops a strategy to ensure that all

federal funding is obligated. The federal strategy is developed based on established

project schedules. Meeting the federal obligation is a responsibility that is shared

between VDOT and the urban municipalities. It is critical to ensure that established

project schedules are met, as these are the basis for the federal strategy.

Funds are obligated to projects at the beginning of each phase which is the point

at which funds are authorized. Upon issuance of such authorizations, the actual

preliminary engineering work or land acquisition process may begin. No charges are to

be made to the project prior to authorization. Supplemental authorizations are made

when additional funding is required. Subsequent phases must be authorized prior to

beginning any work on that phase of the project. For locally administered projects, no

work should begin in a particular phase until authorization is received from the

Department. Any work accomplished prior to authorization will not be reimbursed.

E. Special Funding Programs

1. Safety, CMAQ, and Regional STP

Municipalities may compete for special statewide federal funds such as Highway

Safety Improvement Program (HSIP) funds through a yearly application process. In

addition, municipalities in urbanized areas may also be awarded CMAQ (if non-

attainment areas) and RSTP (urbanized areas over 200,000 in population) funds and by

the MPO for specific projects.

When the original cost estimate of these projects increases, the municipality

must either qualify for additional special funding, or be prepared to fund the difference

with local funds. Additional urban allocations may be used to fund the local match for

any additional special funding. Urban funding is not generally used to fund the entire

difference in additional project cost.

If municipalities or MPOs have designated funds for projects which are

insufficient for anything other than preliminary engineering, the Department will not

initiate any such projects until a source of funding (CMAQ, RSTP, HSIP or local funds) is

identified to allow the right of way and construction phases to follow in a timely manner.

2. Transportation Enhancement

Municipalities may compete through a yearly application process for another

category of funds known as enhancement funds. The municipality is responsible for the

required 20% match of the federal dollars awarded and for any costs above the

allocated amount. Additional information on the Enhancement Program is available on

VDOT’s website.

3. Revenue Sharing

The Revenue Sharing Program may be used to match municipality funds for

improvement, construction or maintenance of the urban system. It is intended to

provide financing for relatively small immediately needed improvements and is expected

to be used in the same fiscal year they are received. Additional information is available

in the Guide to the Revenue Sharing Program.

4. Access Programs

a. Economic Development Access Program

The purpose of the Economic Development Access Program is to provide

adequate access to economic development sites. Adequate access, in consideration of

the type and volume of traffic anticipated to be generated by the subject site, may

require the construction of a new roadway, improvement of an existing roadway, or

both to serve the designated site. Additional information is available in the Guide for the

Economic Development Access Program.

b. Airport Access Program

The Airport Access Program assists localities in providing adequate access to

licensed, public-use airports. Adequate access, in consideration of the type and volume

of traffic to be generated by the subject site, may require the construction of a new

roadway, improvement of an existing roadway, or both to serve the designated site.

Additional information is available in the CTB resolution of April 18, 1996 regarding this

program.

c. Recreational Access Program

The Recreational Access Program assists localities in providing access to public

recreational or historic areas owned by the Commonwealth of Virginia or a local

government. Additional information is available in the Guide to the Recreational Access

Program.

F. Preliminary Engineering/Project Development

The Urban Program is a partnership between the Department and the

municipalities in the Urban System. The relationship between the Department and the

municipality is of utmost importance to the Department. To that end, the Department

has assigned an Urban Program Manager to serve as the primary conduit between the

municipality and VDOT. All project activities, whether administered by the Department

or the municipality, should be coordinated with the Urban Program Manager to ensure

successful project development and delivery.

The description of the plan development process and the accompanying Work

Flow Chart should be used only as a guide and should be applied accordingly to the type

of project development process involved. For detailed guidance on project development

for locally administered projects, please refer to the Guide for Local Administration of

VDOT Projects. For detailed guidance on project development for VDOT administered

projects, please refer to the Concurrent Engineering Process.

The Department has four basic pre-construction project development processes:

a) two public hearing, b) one public hearing, c) willingness, and d) no hearing. The two

public hearing process is only required for projects being constructed on new location.

The most prevalent type of urban project occurs on the existing street and, therefore,

the one hearing process is most frequently used. For the purpose of illustration, the

work items required for a two hearing project utilizing federal funds will be outlined and

briefly explained in the following paragraphs.

The project development process begins when preliminary engineering is

requested by the Urban Program Manager and is authorized by the Programming

Division. The preliminary stages of the project development process includes such

elements as corridor, traffic, right of way and environmental studies, early notification to

regulatory agencies as to possible environmental concerns and project scoping, all

leading toward a location public hearing and adoption of an approved corridor, when

applicable. The Project Manager is responsible for scheduling and receiving the

development and materials presented at the public hearing. The Urban Program

Manager is responsible for attending the public hearings and for providing financial data

for the material presented. The municipality must approve a corridor location by council

resolution and the letter of transmittal must include the vote count. A sample resolution

is provided in Appendix H. A corridor is then approved by the CTB.

After the adoption of the location and the completion of the Environmental

Document, both are submitted to the Federal Highway Administration for approval of the

document and location. The document may consist of a Categorical Exclusion

Statement, a draft Environmental Assessment or a draft Environmental Impact

Statement, depending on the complexities of the project.

Upon FHWA approval, surveys are conducted and plans begin to be developed.

Sign, signal, lighting, landscape and preliminary noise abatement and bridge plans are

also developed at this time as well as utility adjustment plans and railroad work. Plan

designs should be based on VDOT standards, taking into consideration municipality-

adopted standards if they meet or exceed VDOT standards. Under VDOT agreement

with FHWA, the detailed design features of a project need not be approved by FHWA.

However, the Department will keep FHWA apprised of and involved in the project

development process.

As plans continue to be designed, preliminary field reviews, and other meetings

are held in order to develop plans to the design public hearing stage. The project

manager/coordinator is responsible for coordinating all meetings with the Urban

Program Manager and the municipality. Also, the Environmental Assessment or

Environmental Impact Statement is finalized during this time. After the document is

finalized, it is submitted to FHWA for approval and issuance of a Finding Of No

Significant Impact (FONSI) or a Record of Decision (ROD).

The municipality must approve the design hearing by council resolution and if so

desired, request the Department to acquire the right of way. The letter of transmittal

must include the vote count. A sample resolution is provided in Appendix I. The plans

are then approved for right of way and funds are requested by the Urban Program

Manager and authorized by the Programming Division so right of way acquisition can

begin.

The project manager/coordinator, in coordination with the Urban Program

Manager, should schedule a pre-advertisement meeting for each urban project at least

four months in advance of the scheduled advertisement date. The purpose of this

meeting is to ensure timely completion of all phases of project development prior to

construction advertisement. Items to be discussed include right of way, utilities, railroad

coordination, structure plans, signs, signals, lighting, landscaping, permits, maintenance

of traffic, sequence of construction, temporary signing, detours, work zone safety,

construction time, special provisions, advertisement date, etc. The municipal

representative, FHWA (when applicable), district/residency personnel and affected

disciplines should be notified and requested to have a knowledgeable representative

present. After the meeting is held, a report including recommendations should be

prepared and sent to all interested parties by the Project Manager/Coordinator.

Upon receipt and tabulation of bids, the Urban Program Manager prepares the

agreement and submits it to the municipality for execution with the concurrence and

under authority of municipal council action. For VDOT administered projects, this will be

in the form of a Municipal-State Agreement and will be the only financial agreement

developed for the project. The Municipal-State Agreement must be signed under

authority of the local governing body and by the Commonwealth Transportation

Commissioner. For locally administered project, this will be in the form of an

amendment to Appendix A of the Project Administration Agreement. The modified

Appendix A can be executed by a person of responsible charge from the locality and the

Urban Program Manager. The agreement or amendment must be fully executed with

expediency in order that the contract can be awarded within 60 days of letting.

URBAN CONSTRUCTION PROJECT

DEVELOPMENT PROCESS

WORK FLOW CHART

LONG RANGE PLANS

TRANSPORTATION STUDIES

LOCAL ASSISTANCE

(LAD)/PROGRAMMING SIX- YEAR IMPROVEMENT

PROGRAM (SYIP)

PUBLIC HEARING & PROGRAMMING

RESOLUTION

MUNICIPALITY/

MPO

CTB SYIP APPROVAL

PROJECT NUMBERS LAD/PROGRAMMING

PROJECT ALLOCATION

EQD

L&D/RW/TE

DISTRICT/RESIDENCY/

L&D/LAD/EQD

/S&B/RW/TED

LAD/PROJECT MANAGER

(L&D)

LAD/

PROGRAMMING

LAD

PRELIMINARY ENGINEERING

AUTHORIZATION

(FORM PD-3)

EARLY NOTIFICATION/SERP

SCOPING MEETING

CONCEPTUAL

CORRIDOR, R/W, TRAFFIC

STUDIES/SURVEYS

DRAFT ENVIROMENTAL

DOCUMENT (2 P.H.)

(C.E.:E.A.:E.I.S.)

MUNICIPALITY

TMPD

MPO/FHWA STATEWIDE TRANSPORTATION

IMPROVEMENT PROGRAM (STIP)

APPROVAL

CONCURRENT ENGINEERING PROCESS

CITY INFORMAL

MEETING (IF NECESSARY)

PRELIMANARY DESIGN REVIEW

LOCATION PUBLIC HEARING

CORRIDOR ADOPTION

FINAL ENVIROMENTAL

DOCUMENT (2 P.H.)

FINAL ENV. DOCUMENT

& CORRIDOR APPROVAL

SCOPING TEAM MEETING

MUNICIPALITY

Dist./L&D/EQD/

RW/LAD

MUNICIPALITY

ALL REQUIRED

Divs./Dists./Res.

LOCATION PUBLIC HEARING

APPROVAL RESOLUTION

CTB

FHWA

4. Standards and Specifications

Road Design Manual GS-5 thru GS-8, Road and Bridge Standards, and Road and

Bridge Specifications are utilized for Urban Construction projects administered by the

Department. If a project is administered by the municipality, the municipality must

conform to AASHTO standards and may choose to use standards or specifications other

than VDOT’s. However, any local standards or specifications must be approved by

VDOT and FHWA prior to use.

5. Bicycle Facilities

The Department's policy for Integrating Bicycle and Pedestrian Accommodations

for developing facilities in conjunction with urban highway projects or for comprehensive

planning purposes became effective on March 18, 2004 with its adoption by the

Commonwealth Transportation Board. Design guidance is provided in the Department's

Road Design Manual. This policy applies to both VDOT and locality managed projects

that are receiving funding from the Department. The policy requires that

accommodations for bicycles and pedestrians be considered as part of any project

funded by the Commonwealth Transportation Board.

When bicycle facilities are provided on urban projects, the maintenance of the

facility will be the responsibility of the municipality. The municipality will prohibit all

motorized vehicles, except those for maintenance purposes.

6. Landscaping (Aesthetic Enhancements)/Streetscape

Landscaping is important to enhance the safety and visual quality of our roads,

mitigate negative views, and maintain quality of life for our communities. It is VDOT's

policy that a maximum of 3% of the construction budget for individual interstate,

primary, and urban projects may be allocated for landscape improvements.

Recommendations for landscaping should be made at the scoping stage of the project.

• No tree or shrub that will reach a caliper width of 4 inches (100 mm) at maturity

may be planted within the clear zone. The clear zone width is provided in

Appendix A, Section A-2 of the

"VDOT Road Design Manual"

• Horizontal and vertical sight distances, and stopping sight distances, as

determined by the

"VDOT Road Design Manual"

and the FHWA publication

#FHWA-HI-97-026, "

Design Construction and Maintenance of Highway Safety

Features and Appurtenances"

, shall not be obstructed. Similarly, the view of

traffic control devices, signs, intersections, ramps and turn lanes shall not be

obstructed.

• Where guard rails or other barriers are used, the designer must allow for the

maximum deflection zone behind the barrier as indicated by the offsets provided

in Appendix A, Section A-3 of the

"VDOT Road Design Manual".

• Requests for irrigation systems in conjunction with a landscape project will be

considered as a part of the landscape project. The locality will pay 100% of the

cost of an irrigation system and assume all maintenance responsibilities upon

completion of the project.

• Where landscaping will be provided by local government or private groups or

individuals all plant material, signs, irrigation systems, or other right of way

encroachments shall comply with Regulation for Landscape Recognition and

Identification Signs and Structures, 24 VAC 30-121-10 et seq.

• Section 33.1-47.1 of the Code provides that a municipality may elect to conduct

a landscape study to evaluate the impact of proposed transportation projects on

the existing flora and fauna. These studies must be funded by the municipality.

The Department shall consider recommendations from these studies to protect

natural flora as part of the project development process.

Landscaping for urban projects shall consist of planting beds or pits, plants,

trees, groundcover and topsoil (when depth exceeds 2”). Other items to be included are

pavers or non-standard materials in medians in conjunction with median landscaping,

traffic islands and roundabouts. Also trellis structures when necessary for plantings in

front of sound barrier walls.

Pavers and colored and stamped asphalt for crosswalks are considered as project

participating items as they illuminate the pedestrian area and serve as a traffic calming

device. Inclusion of these items increases the cost of projects and requires special

treatment to maintain in the future.

Elements of streetscape including paver sidewalks, medians, veneers or inlayed

panels on bridge parapets, piers and terminal walls, decorative signage, pedestrian

lighting and street furniture can be constructed at project expense if the project is a

gateway project or within historic and/or cultural districts. A gateway, historic, or

cultural district must be defined as part of a municipality’s comprehensive plan and be in

place prior to initiation of the project. At all other times these elements would be

considered 100% locality’s cost.

G. Land Acquisition/Utility Relocation

1. Land Acquisition

a. Limited Access

Projects designated as Limited Access shall have the right of way acquired

strictly as designated on the approved plans, no changes or additional access points will

be permitted without official action and written approval of the Board. Under Section

33.1-58 of the Code, the Commonwealth Transportation Board has the authority to

regulate or limit the use of a highway including designating it as a limited access

highway. If it is subsequently incorporated in the street system of a municipality, the

city or town may discontinue such limited access features with the approval of the

Board.

b. Advance Acquisition

Municipalities should work with their Urban Program Manager on site plan

reviews where private development is (or will be) taking place along urban roads or

streets which may require reconstruction or improvement as an urban highway project.

Every effort should be made to preserve a corridor within an area that may be needed

for future transportation projects.

Controlling such areas required for future project development is difficult. Some

techniques available may be: deduction of right of way through zoning ordinance

requirements, urban permit requirements, advance purchases by the municipality,

advance right of way acquisition by the Department, or other procedures.

Advance purchase by the municipality is another possible procedure for

preserving such needed right of way. In such cases, the city or town must utilize its own

funds for the original purchase. Accurate records will be kept in order to document the

value at the appropriate time.

Advance acquisition of right of way may be authorized for extreme landowner

hardship or for protective buying for an impending transportation project. However,

such procedures can only be authorized if (a) a project has been programmed, (b) funds

are available (an allocation to the project) and authorized, and (c) a location has been

approved by the CTB and a plan has been prepared for right of way acquisition.

c. Purchase of Residue Parcels

VDOT typically has purchased residue parcels as outlined in Section 33.1-91 of

the Code. That being, where it is economically appropriate, the residue is purchased

along with the right of way. It is important to note that the Code limits the ability to

purchase residue parcels of no more than two acres using the eminent domain

procedures and no more than ten acres of residue parcels through voluntary

conveyance. Where an acquisition results in an uneconomic remnant (that which cannot

continue to be used because of size, shape, etc., for the same highest and best use as

before) Section 25.1-248 of the Code requires that the Department offer to acquire the

entire property subject to the acreage limitations discussed above.

Section 33.1-23.3 allows acquisition of property outside of the normal right of

way width when the property's use has been impacted by the transportation

improvement for which right of way is to be acquired. This broadens the traditional

economic justification for right of way acquisition for construction improvements on

functionally classified arterial streets. Accordingly, should a municipality want to pursue

acquisition of residue parcels based on this legislation, it will be necessary for the

municipality to demonstrate that one or all of the conditions in the legislation are

satisfied. This should include, but not necessarily be limited to, the following:

• The locality master plan and zoning support the need for special land use

control directly related to the purpose and need of the project.

• A traffic analysis of sufficient detail that provided justification for access

control.

• A traffic analysis that demonstrates improvements to traffic flows and

traffic system utilization.

• A traffic engineering analysis that demonstrates improvements to traffic

safety.

Procedurally, a locality interested in pursuing an improvement project in this

manner should present the necessary data to support its request at the project scoping

stage. Each such improvement will be considered by VDOT on a project by project basis,

and approved by the District Administrator, if appropriate.

The Department may dispose of residue parcels remaining after completion of

transportation projects. The proceeds of the sale of such parcels, less the costs

associated with the sale of the property, will be included in the municipality’s urban

allocation. This may result in a deduction from the urban allocation if costs exceed the

proceeds from the sale. Residue parcels may also be transferred to the municipality for

disposition at their request.

d. Purchase of Right of Way Within Municipalities

The Commonwealth Transportation Commissioner is vested with the power to

acquire by purchase, gift, or power of eminent domain such lands, structures, rights-of

way, franchises, and easements deemed to be necessary for the construction and

maintenance of public highways. For state and federal projects within a municipality,

the Commissioner is authorized to exercise this power if requested by the municipality.

The Commissioner shall convey the title for all property acquired on behalf of the

municipality to the municipality under state law.

2. Utilities

a. Accommodation of Utilities on Street Right of Way

Municipalities have the responsibility to maintain the highway right of way under

their jurisdiction and to preserve the operational safety, integrity, and function of the

highway facility. Since the manner in which utilities cross or otherwise occupy highway

right of way can materially affect the safe operation, maintenance and appearance of

the highway; it is necessary that such use and occupancy be authorized and reasonably

controlled.

Section 15.2-2017 of the Code provides in essence that no utilities or like

enterprises shall be permitted to use the right of way of a municipality without the

consent of the corporate authority of such municipality.

The location and installation of utility poles and other above ground utility

facilities on Urban projects shall conform to VDOT Land Use Permit Manual or be subject

to the approval by the Department.

In regard to placing utility facilities underground, the municipality's urban

allocation can reimburse fifty percent (50% is capped at $5,000,000) of the additional

cost to place the facilities underground in conjunction with a transportation project. The

2000 General Assembly amended Section 33.1-44 to eliminate the municipality’s 50%

cost for the Cities of Hampton and Newport News. See the Department’s Underground

Utility Relocation Policy.

b. Roadway Lighting

The Roadway and Structure Lighting Manual (part of the Traffic Engineering

Manual) embraces all systems and allows VDOT to participate in roadway lighting as a

project cost for replacement of existing roadway lighting or when requested by a

municipality and when deemed necessary for traffic safety. Illumination of a previously

unlit roadway which is not considered a safety issue, can be illuminated at the

municipality's expense. Stand alone lighting projects would also be considered, when

deemed necessary, for traffic safety; however, they would have to be considered and

weighted with other system needs.

The policy allows for the construction, operation and maintenance of roadway

lighting systems on all VDOT roadway systems. Therefore, the operation and

maintenance costs of roadway lighting is an eligible maintenance activities.

Many localities have depended on their power utility companies to provide

roadway lighting, therefore:

• A utility company can install and maintain lighting exclusively in a given

locality at project cost as described above. In this case, the lighting would

be installed by the utility company and payment would be made by the

plan and estimate method. This would make it unnecessary to use the

low bid process as power companies’ work under franchise agreements

with localities and have SCC regulated service areas.

• Plans can specify utility poles and other materials if they meet the

standards of the localities, the utility company and national standards.

The utility company should be allowed to approve the poles and materials

to ensure effective maintenance and service.

• A utility, whether a local government or a power company, can install

lighting by using their crews or a contractor under the plan and estimate

procedure once the lighting is approved by VDOT (Traffic Engineering

Section of L&D and Right of Way Divisions).

• A utility company can supply their own poles, at project cost or their cost,

for installation by the VDOT contractor but this is not recommended. It is

best to specify the materials in the plans and require the contractor to

bear the liability and responsibility of handling and installing.

• If the utility company is allowed to install lighting under the plan and

estimate method at the same time the roadway contractor is pursuing

roadway work, a special provision must be included in the plans making

the contractor aware of the street lighting work and schedule.

• If the plan and estimate method is used, the utility may want to use a

consultant or VDOT to do the engineering design work. Either would be

acceptable.

• Poles may be located inside of the desirable clear zone of 9.5 feet

provided the justification for doing so exists (no right of way, building

lines, undue cost, etc.) and the absolute minimum clear zone of 1.5' from

the face of curb is not violated. The project manager is responsible for

documenting any variation from the desirable clear zone.

• Existing non-roadway lighting may be replaced at project expense.

c. Storm Sewers

All storm sewers both parallel and transverse and all appurtenances, such as

drop inlets, manholes, etc., that fall within the right of way limits of urban improvement

or construction projects on existing or new locations and are considered necessary for

adequate project drainage will be financed at the percentage required by law for the

construction of the project. This participation is allowable provided that all storm water

to be conveyed is normal to the project limits and is not diverted from another

watershed.

All storm sewers and outfalls constructed outside of the normal right of way

limits of urban projects that are considered necessary for adequate project drainage will

be financed at the percentage required by law for the construction of the project;

provided none of the storm water to be conveyed is diverted from another watershed.

All storm sewers and outfalls constructed outside of the normal right of way limits of

urban projects that are beyond that needed to adequately drain the highway project

shall be financed on a run-off ratio basis between state funds and city or town funds.

Whenever parallel storm sewers, manholes, etc., within an urban project or

outfalls beyond the project limits are utilized by a city or town for the conveyance of

diverted storm drainage, then the cost of such storm sewers, outfalls, etc., shall be

financed on a run-off ratio basis between state funds and city or town funds. See I&IM

146 for further information.

H. Betterment Cost

Whenever a municipality desires to have certain items of work or materials

specified in the highway construction contract which are better than the items normally

provided for in the Department's specifications or better than what is needed for project

construction purposes, such items may be specified with the provision and agreement

that the betterment difference in cost will be borne by the municipality. Whenever

betterment items or cost responsibility shares can not be determined on the basis of

actual cost, agreed lump sum amounts may be used provided said amounts are

determined on the basis of reliable cost estimates which are mutually acceptable to the

Department and the Municipality.

Some examples of betterments are: decorative lighting, special finishes, special

materials, utility adjustments and other specifications that are better than standard

specifications. Inclusion of such specifications should be coordinated with the Urban

Program Manager prior to inclusion in construction contracts.

Cost responsibility shall be outlined in an agreement between the municipality

and the Department prior to initiation of physical construction.

I. Construction, Inspection, and Acceptance

For VDOT administered projects, the District Construction Engineer (Assistant

District Administrator) coordinates the work with the Area Construction Engineer (ACE),

who has direct supervisory responsibilities over the progress of construction. The ACE

conducts a pre-construction conference, which usually includes utility, railroad and

municipal representatives, along with the contractor and other pertinent department

personnel. The ACE issues the notice to proceed, supervises inspection, reviews and

processes monthly progress billings, coordinates changes and/or work orders, etc. The

ACE should also coordinate all construction activities, such as detours, maintenance of

traffic, and signing, with the municipality.

Upon completion of the project, and prior to processing the final billing, the

municipality is requested to participate in a final inspection and to accept the project for

maintenance responsibility, in writing. After the project is accepted, the municipality

should submit Form U-1, requesting additional lane mileage, as applicable, for street

payment purposes.

For locally administered projects, please refer to the Guide for Local

Administration of VDOT Projects or consult with your VDOT Project Coordinator to

discuss VDOT’s oversight roles and responsibilities.

J. Other

1. Roundabouts

When a locality requests a Roundabout be part of a roadway improvement

project, the request must be accompanied by a sketch indicating the geometrics,

dimensions, volumes on each approach, design speed and a traffic analysis.

Subsequently, the Department's Roundabout Review Committee will review all

submittals and render a decision on a case by case basis. The initial request must be

submitted to the Urban Program Manager, who will coordinate review by the

Department.

2. Design-Build Projects

A Design-Build contract combines engineering design services, construction

services, and/or maintenance services into a single contract. This innovative method for

delivery of construction improvements is generally utilized for projects that must be

expedited and where it is not in the public interest to comply with normal design and

construction contracting procedures. See the Innovative Project Delivery Design-Build

Manual for additional information.

3. Public-Private Transportation Act of 1995

This legislation provides the framework for the Department or a locality to enter

into agreements with private entities to develop and/or operate transportation facilities

through private sector innovation and investment to address transportation needs. See

PPTA Implementation Guidelines for additional information.

4. Construction Speed Zones

Municipalities shall make necessary provisions for establishing temporarily

reduced speed limits on urban construction projects as may be required in the interest

of safety to the traveling public and persons working on the project as per Section 46.2-

1300 of the Code.

5. Prison Labor

On federal-aid projects, prison labor shall not be used for any purposes

whatsoever during the life of the construction contract.

K. Operations

When state/federal transportation funds are utilized for the implementation of a

transportation improvement, it is expected that the municipality will continue to operate

and maintain the facility as constructed. However, the Department recognizes that

conditions may change and that a modification to operations may be warranted. In

such cases, the municipality shall coordinate approval of such modifications with the

Department. Modification to the width or number of travel lanes, placement of

additional median crossovers, enlargement of existing crossovers, and alteration of

channelization islands is not permitted without prior approval of the Department.

Should the design features of the project be altered by the Municipality, subsequent to

project completion, without the approval of the Department, the Municipality inherently

agrees, by execution of the agreement, to make restitution, either physically or

monetarily, as may be required by the Department.

1. On-street Parking

As a general rule, on-street parking is not to be provided at project cost as a part

of an urban construction project. Where on-street parking is permitted, it is generally

allowed until such time as traffic volumes warrant otherwise; at which time on-street

parking will be removed. Where parking is prohibited, appropriate “No Parking” signs

shall be erected in conformance with the Manual on Uniform Traffic Control Devices

(MUTCD). Any changes in parking provisions shall be subject to the approval of the

Department.

All parking where permitted shall be parallel to the curb. No angle parking shall

be allowed on Urban projects.

2. Traffic Control

a. Devices

All signs, signals and signal detection devices, pavement markings and other

message relating mediums shall conform to the most current edition of the MUTCD and

the Virginia Supplement to MUTCD. To the extent possible, design and installation shall

conform to the VDOT Road and Bridge Specifications and Standards. All such devices

shall be subject to the approval of the Department.

When a municipality requests the use of emerging types of devices, VDOT shall

evaluate each request on a case by case basis. Generally, VDOT is supportive if the

municipality is already using similar devices, plans to use these devices at other

locations, or is truly interested in possible use at other locations and wants an evaluation

test.

b. Restriction of Traffic

The installation, maintenance, and control of traffic signs and pavement

markings will be under the jurisdiction of the municipality having street maintenance

responsibilities on the Urban System. Prohibition of traffic through a municipality may

be allowed on selective routes when reasonable alternative routes are provided and are

properly signed and marked.

c. Traffic Signals

Installation of traffic control signals should meet the warrants established in the

MUTCD. Signal poles may need to be stronger and higher or provide an extension for

luminaries. If such a pole is needed, it is eligible as a project expense. Non-breakaway

Poles, cabinets and other associated fixed objects located within the clear zone should

be protected with the appropriate guardrail system.

Section 33.1-47 of the Code provides that all markings and traffic lights erected

by Towns on Primary roads maintained by the Department shall be approved by the

Commissioner.

d. Proprietary Traffic Signal Equipment

An affirmative public interest finding must be made in order to allow proprietary

(brand name) traffic signal equipment to be used on urban projects. The use of

proprietary equipment will not be approved for total traffic signal projects; however,

additional local controllers may be included when the circuitry provides for direct

interfacing with the master controller. The request, including the cost estimate, must be

made by the Municipality to the Urban Program Manager at the field inspection stage of

the project.

Please refer to the “Guidelines for use of Proprietary Signal Controllers and

Cabinets” in Appendix B. A sample letter is also provided for your use.

When such request is approved, the municipality will purchase the equipment at

its cost. A special provision will be included in the urban project proposal document

advising the contractor of the specific equipment to be furnished by the Municipality and

which is to be installed by the contractor at project expense. After the equipment is

installed, and prior to the completion of the project, the Municipality may bill the

Department for 100% of the received invoice price of the equipment. This billing should

be processed through the Area Construction Engineer’s Office. When the bill has been

paid by the Department, the Department shall include such costs in the total project cost

for which the Municipality will be billed its proportionate share.

3. Service Roads

Service roads/frontage roads must be constructed or reconstructed to meet the

standards and minimum eligibility requirements as discussed in Chapter II of this manual

in order to qualify for street payments.

4. Structures and Bridges

The District Structure and Bridge Engineer shall be notified immediately when a

structure in a municipality is altered, thereby affecting the clearance or capacity either

permanently or temporarily.

5. Interstate Interchanges

Federal Design Standards for interstate cross streets require access control and

management within 100 and 300 feet of the ramp termini in rural and urban areas

respectively. The two main reasons for maintaining this control of access are 1) to

preserve the operational and safety integrity of the intersection and crossroad, and 2)

prevent traffic from backing up onto the main lines of the interstate due to traffic

conflicts too close to the exit terminal.

Municipalities should keep this standard in mind when reviewing land

development proposals and access requests in the proximity of interstate interchanges.

APPENDIX A

LEGISLATION - ALPHABETICALLY

SECTION 33.1-221 ACCESS ROADS-INDUSTRIAL AND AIRPORT

SECTION 46.2-808 ACCESS ROADS-PROHIBIT CERTAIN USES

SECTION 33.1-223 ACCESS ROADS-RECREATIONAL AND HISTORICAL

SECTION 33.1-12.1 AGREEMENTS BETWEEN COMMISSIONER AND

MUNICIPALITIES

SECTION 15.2-2030 AIR SPACE OVER PUBLIC STREETS

SECTION 33.1-23.1A,B,B2 ALLOCATION OF FUNDS AMONG HIGHWAY SYSTEMS

SECTION 33.1-23.2 ALLOCATION OF FUNDS FOR PRIMARY AND INTERSTATE

MATCH

SECTION 33.1-23.3 ALLOCATION OF FUNDS FOR URBAN HIGHWAYS

SECTION 46.2-1110 BRIDGE CLEARANCES

SECTION 33.1-39 BYPASSES

SECTION 33.1-288 CHESAPEAKE BAY BRIDGE TUNNEL PAYMENTS

SECTION 33.1-214 CITY CONTRIBUTIONS TOWARD CONSTRUCTION

OUTSIDE CITY

SECTION 33.1-41.1 CITY AND TOWN STREET PAYMENTS

SECTION 2.2-4200 CONTRACTOR NON-DISCRIMINATION

TO 2.2–4201

SECTION 2.2-4318 CONTRACT NEGOTIATION WITH LOW BIDDER

SECTION 15.2-2013 CONTROL OF STREETS BY MUNICIPALITY

15.2-2029

SECTION 33.1-223.2:4 DRAINAGE EASEMENTS

SECTION 33.1-223.2:6 FUNDING OF PEDESTRIAN/BIKEWAYS

SECTION 33.1-12 GENERAL DUTIES OF BOARD

SECTION 15.2-2021 HANDICAP RAMPS

SECTION 33.1-42 INCORPORATION INTO STATE HIGHWAY SYSTEM

STREETS IN CITIES AND TOWNS

SECTION 33.1-91 LAND ACQUISITION OF ENTIRE TRACTS OF LAND

SECTION 33.1-47.1 LANDSCAPE STUDIES

SECTION 33.1-58 LIMITED ACCESS HIGHWAYS–BOARD AUTHORITY

SECTION 33.1-23.02 MAINTENANCE AND ASSET MANAGEMENT DEFINITION

SECTION 33.1-249 MAINTENANCE OF CITY LINE BRIDGES

SECTION 33.1-46.1 MASS TRANSIT AID

SECTION 33.1-44 MATCHING HIGHWAY FUNDS

SECTION 33.1-61 PARALLEL SERVICE ROADS

SECTION 46.2-1149 PERMITS - OVERSIZED/OVERWEIGHT VEHICLES

SECTION 46.2-1303 PERMITS - WITHIN RIGHT OF WAY

SECTION 33.1-56 RELOCATION, REMOVAL OF UTILITIES

SECTION 33.1–89 RIGHT OF WAY - ACQUISITION WITHIN MUNICIPALITY

SECTION 15.2-2003 RIGHT OF WAY - ACQUISITION OUTSIDE

CORPORATE LIMITS

SECTION 33.1-90 RIGHT OF WAY - ADVANCE ACQUISITION

SECTION 56-405 R/R GRADE CROSSING – MAINTENANCE

SECTION 33.1-79&82 SECONDARY STREET ADDITION REQUIREMENTS

IN TOWNS

SECTION 15.2-3530 SERVICE CONTINUATION AFTER ANNEXATION

SECTION 33.1-46 SIGNS/PAVEMENT MARKINGS APPROVED BY

THE COMMISSIONER

SECTION 33.1-25&37 STATE HIGHWAY SYSTEMS

SECTION 33.1-57 STREETS AND ROADS OCCUPIED BY THE INTERSTATE

SYSTEM

SECTION 1-251 SYSTEMS OF THE STATE HIGHWAYS

SECTION 33.1-43.2 TOWNS WITH RESTRICTED DEVELOPABLE LAND

SECTION 46.2-1300 TRAFFIC CONTROL

SECTION 33.1-47 TRAFFIC LIGHTS AND MARKINGS ON PRIMARY

ROADS

SECTION 33.1-224 TRANSFER OF STREETS FROM SECONDARY

SYSTEM TO URBAN

SECTION 46.2-1304 TRUCK TRAFFIC REGULATIONS - LOCAL AUTHORITIES

SECTION 46.2-809 TRUCK TRAFFIC REGULATIONS - SECONDARY HIGHWAYS

SECTION 15.2-2017 UTILITIES - OCCUPY RIGHT OF WAY WITH CONSENT

SECTION 33.1 - 190.1 VALUE ENGINEERING REQUIREMENT

SECTION 15.2-2114 WAIVER OF STORMWATER CHARGES FOR PUBLIC ROADS

LEGISLATION - BY SECTION CODES

SECTION 1-251 SYSTEMS OF STATE HIGHWAYS

SECTION 2.2-4200 CONTRACTOR NON-DISCRIMINATION

2.2-4201

SECTION 2.2-4318 CONTRACT NEGOTIATION WITH LOW BIDDER

SECTION 15.2-2003 RIGHT OF WAY - ACQUISITION OUTSIDE

CORPORATE LIMITS

SECTION 15.2-2013, CONTROL OF STREETS BY MUNICIPALITY

15.2-2029

SECTION 15.2-2017 UTILITIES - OCCUPY RIGHT OF WAY WITH CONSENT

SECTION 15.2-2021 HANDICAP RAMPS

SECTION 15.2-2030 AIR SPACE OVER PUBLIC STREETS

SECTION 15.2 -2114 WAIVER OF STORMWATER CHANGES FOR PUBLIC ROADS

SECTION 15.2-3530 SERVICE CONTINUATION AFTER ANNEXATION

SECTION 33.1-12 GENERAL POWERS AND DUTIES OF BOARDS

SECTION 33.1-12.1 AGREEMENTS BETWEEN COMMISSIONER AND

MUNICIPALITIES

SECTION 33.1-18 LOCATION OF ROUTES

SECTION 33.1-23.02 MAINTENANCE AND ASSET MANAGEMENT DEFINITION

SECTION 33.1 -23.1 ALLOCATION OF FUNDS AMONG

HIGHWAY SYSTEMS

SECTION 33.1-23.2 ALLOCATION OF FUNDS FOR PRIMARY

AND INTERSTATE MATCH

SECTION 33.1-23.3 ALLOCATION OF FUNDS FOR URBAN HIGHWAYS

SECTION 33.1-25 & 37 STATE HIGHWAY SYSTEMS

SECTION 33.1-39 BYPASSES

SECTION 33.1-41.1 CITY AND TOWN STREET PAYMENTS

SECTION 33.1-42 INCORPORATION INTO STATE HIGHWAY SYSTEM

STREETS IN CITIES AND TOWNS

SECTION 33.1-43.2 TOWNS WITH RESTRICTED DEVELOPABLE LAND

SECTION 33.1-44 MATCHING HIGHWAY FUNDS

SECTION 33.1-46 SIGNS/PAVEMENT MARKINGS APPROVED

BY THE COMMISSIONER

SECTION 33.1 -46.1 MASS TRANSIT AID

SECTION 33.1-47 TRAFFIC LIGHTS AND MARKINGS ON

PRIMARY ROADS

SECTION 33.1-47.1 LANDSCAPE STUDIES

SECTION 33.1-57 STREETS AND ROADS OCCUPIED BY THE INTERSTATE

SYSTEM

SECTION 33.1-58 LIMITED ACCESS HIGHWAYS – BOARD AUTHORITY

SECTION 33.1-61 PARALLEL SERVICE ROADS

SECTION 33.1-79 & 82 SECONDARY STREET ADDITIONS

REQUIREMENTS IN TOWNS

SECTION 33.1 –89 RIGHT OF WAY - ACQUISITION WITHIN

MUNICIPALITY

SECTION 33.1-90 RIGHT OF WAY - ADVANCE ACQUISITION

SECTION 33.1-91 LAND ACQUISITION OF ENTIRE TRACTS

OF LAND

SECTION 33.1 - 190.1 VALUE ENGINEERING REQUIREMENT

SECTION 33.1-214 CITY CONTRIBUTION TOWARDS

CONSTRUCTION OUTSIDE CITY

SECTION 33.1-221 ACCESS ROADS-INDUSTRIAL AND AIRPORT

SECTION 33.1 –223 ACCESS ROADS - RECREATIONAL AND

HISTORICAL

SECTION 33.1-223.2:4 DRAINAGE EASEMENT

SECTION 33.1-223.2:6 FUNDING OF PEDESTRIAN/BIKEWAYS

SECTION 33.1-224 TRANSFER OF STREETS FROM

SECONDARY SYSTEM TO URBAN

SECTION 33.1-249 MAINTENANCE OF CITY LINE BRIDGES

SECTION 33.1-288 CHESAPEAKE BAY BRIDGE TUNNEL

PAYMENTS

SECTION 46.2-808 ACCESS ROADS - PROHIBIT CERTAIN USES

SECTION 46.2-809 TRUCK TRAFFIC REGULATIONS

SECTION 46.2- 1110 BRIDGE CLEARANCES

SECTION 46.2-1149 PERMITS - OVERSIZED/OVERWEIGHT VEHICLES

SECTION 46.2-1300 TRAFFIC CONTROL

SECTION 46.2- 1303 PERMITS - WITHIN RIGHT OF WAY

SECTION 46.2-1304 TRUCK TRAFFIC REGULATIONS – LOCAL

AUTHORITIES

SECTION 56-405 R/R GRADE CROSSING - MAINTENANCE

Appendix B

Form U-1 (Rev. 1-1-07) LOCAL ASSISTANCE DIVISION Page of

VDOT

REQUEST FOR STREET ADDITIONS AND DELETIONS

FOR STREET PAYMENTS

MUNICIPALITY___________________________________

*Council Resolution and Map Attached SIGNED ______________________________________________

RESIDENCY ADMINISTRATOR DATE

SIGNED___________________________________

MUNICIPAL OFFICIAL DATE CLASSIFIED BY____________________________________________

T&MPD ENGINEER DATE

Submit to: Residency Administrator in triplicate

STREET NAME

ROUTE NUMBER

TERMINI

FROM TO R/W

WIDTH

(FEET)

PAVEMENT

WIDTH

(FEET)

CENTER-

LANE

MILES

NUMBER

OF LANES LANE

MILES FUNC.

CLASS.

(T&MPD

USE ONLY)

Appendix C

Form U-2 (Rev. 1-1-07) Page of

LOCAL ASSISTANCE DIVISION

VDOT

REQUEST FOR CHANGE IN FUNCTIONAL CLASSIFICATION SYSTEM

MUNICIPALITY_______________________

STREET NAME

ROUTE NUMBER

TERMINI

FROM TO

PRESENT

FUNCT

CLASS

PROPOSED

FUNCT

CLASS

CENTER-

LINE

MILES

NUMBER

LANES

LANE

MILES

FUNC.

CLASS.

(T&MPD USE

ONLY)

*Council Resolution & map attached

SIGNED_______________________________________________

RESIDENCY ADMINISTRATOR DATE

SIGNED___________________________________

MUNICIPAL OFFICIAL DATE CLASSIFIED BY_________________________________________

T&MPD ENGINEER DATE

Submit to: Residency Administrator in triplicate

Appendix D

Form U-5 (Rev. 1-1-07) LOCAL ASSISTANCE DIVISION Page of

VDOT

PRINCIPAL-MINOR ARTERIAL STREETS

STREET CONDITION REPORT

Section 33.1-41.1

Code of Virginia

MUNICIPALITY _____________________________ DATE OF INSPECTION ______________________

Check as Appropriate:

This report is a re-inspection of deficient sections noted in the previous report.

No deficient sections noted.

All streets inspected are acceptable, except as noted below:

Bridge inspection reports are current, except as noted below:

STREET NAME

ROUTE NUMBER

DESCRIPTION OF DEFICIENT

SECTIONS

From To

TOTAL

LANE

MILE

LENGTH

DESCRIBE DEFICIENCY

(Refer to Standard of Maintenance)

DELETE

PAYMENT

YES/NO

Inspection made by __________________________, in company with ___________________________, _________________

VDOT Representative Municipal Officer Title

Distribution: SIGNED ____________________________, _______________

Municipality Residency Administrator Date

Local Assistance Director

District Administrator

Appendix E

LIST OF MAINTENANCE ACTIVITIES

Section 33.1-23.02 of the Code of Virginia defines the term "maintenance" as follows: "For the

purpose of this title, unless otherwise explicitly provided, the term 'maintenance' shall include

ordinary maintenance, maintenance replacement, and any other categories of maintenance

which may be designated by the Commissioner".

Ordinary maintenance activities pertain to preservation of each type of roadway

structure and facility as near as possible in its condition as constructed.

Maintenance replacement activities pertain to the function of restoring each type of

roadway structure and facility as near as possible to its condition as constructed.

Maintenance payments, are not to be used for construction, reconstruction or

improvement purposes, except as provided under Expanded Definition of Maintenance.

In general, replacements-in-kind are acceptable charges; betterments are not

acceptable. However, betterment or improvement work may be accomplished along with

maintenance work provided proper credits or deductions are made and documented in the

accounting and recording process.

A list of authorized ordinary maintenance and maintenance replacement activities is

follows in this appendix. In addition, the following items of acceptable and unacceptable

allowable costs are set forth:

Acceptable items:

1. Costs to implement and continue these procedures.

2. Payroll additives and applicable overhead charges.

3. Expenditures for training in maintenance or bridge inspection work.

4. Bridge inspection costs for bridges on all public streets.

5. Replacement, maintenance and energy costs for traffic signals.

6. Maintenance and energy costs for roadway lighting.

7. Cost to maintain features within right of way such as sidewalks, bikeways etc.

8. Use of municipal prison labor as long as there is a work order system sufficient to

document the work is an eligible activity on an eligible street.

9. Operation of intelligent and other traffic control and surveillance systems to monitor and

control traffic.

10. Traffic calming devices which meets VDOT standards.

11. Storm drainage replacement for undersized culverts.

12. Minor pavement widening where tractor trailers run off the pavement or intersection

radii need to be increased to accommodate turning movements.

13. Reconstruction or replacement of roadbeds or sidewalks where deteriorated beyond

repair.

14. Plant mix overlays for streets previously only surface treated.

15. Higher grade materials, such as traffic signs and paint, than originally used.

16. High intensity pavement marking devices on roadways.

17. Traffic control devices upgrading and replacement.

18. Barriers or guardrails to protect traffic control cabinets when the barrier or guardrail is

immediately adjacent to the cabinet.

Unacceptable items:

1. Parking meter costs.

2. All costs on ineligible streets, except for bridge inspection costs.

3. Follow-up repairs to utility cuts.

4. All non-highway related items.

5. Municipality's share (contribution) on construction projects.

AUTHORIZED ORDINARY MAINTENANCE AND MAINTENANCE REPLACEMENT

ACTIVITIES FOR ELIGIBLE MUNICIPAL STREETS

I. ORDINARY MAINTENANCE ACTIVITIES – preserves the roadway structure and/or

facility as near as possible in its condition as constructed.

ACTIVITIES DESCRIPTION

Engineering & Administration

Engineering Salaries, expenses and equipment rentals

for field engineering, inspection, and

materials testing

Expendable Equipment Purchase and repair of small tools and

non-rental equipment; rental charges on

inactive equipment

Administrative Overhead Salary & expenses of maintenance

supervisory personnel building overhead

Surface Repair – Bituminous

Spot Sealing or Skin Patching Patching with liquid asphalt

Premix Patching Patching with commercial or shop prepared

mixes

Spot Reconditioning All surface and base repairs for reshaping

and reconditioning sections of roadway less

than 1,000 feet

Seal Cracks on Bituminous Surfaces With liquid asphalt

Repairing Bleeding Pavements General Maintenance

Slurry Patching With slurry machine

Heavy Mechanized Patching Application of hot or cold bituminous mixes

with motor graders and paving machines

Other Bituminous Surface Maintenance Planing and smoothing bituminous surface

emergency patching with stone dust or

other non bituminous materials.

Surface Repair – Concrete

Patching with Concrete Holes and blow-ups including removal of

existing concrete

Patch with Other Material With bituminous or epoxy material

Grouting, Undersealing, & Pavement Jacking Pumping bituminous material beneath

pavement, filling voids by grouting, and

pavement jacking

Shoulder Maintenance

Non-Hard Surface Machining and repairing low shoulders

Hard Surfaced Shoulders Spot sealing, patching holes, sealing joint

between shoulder and pavement, repairing

low or high shoulders

Other Shoulder Maintenance Applying dust palliatives to shoulder

Ditches and Drainage

Clean and Reshape Ditches by Machine Where ditch spoil is used on

shoulders or loaded and hauled

Hand Cleaning of Ditches All hand ditch work

Other Drainage Maintenance Cleaning curb and gutter and drop inlets

Road Side

Erosion Repair To cut slopes, fill slopes, washouts, and

the removal of minor slides

Cleaning Right-of-Way Removing debris on right of way

Reseeding, Mulching, Sodding, and Resoiling Replacing soil, sod, mulch, and reseeding

right of way

Waysides and Rest Areas General maintenance of areas to serve

traveling public adjacent to eligible street

Bus Shelters General maintenance

Roadside Structures Maintenance of sidewalks, retaining walls,

rip rap, curb and gutter and guard rails

Fences Maintenance of right of way and access

control fences

Street Sweeping Mechanical cleaning of roadways

Vegetation Control

Tractor Mowing and Hand Mowing Within standards of maintenance

Brush Cutting Cutting and removal

Spraying Brush, Weeds and Grass All use of herbicides or soil sterilants

Signs and Traffic Control

Signs Cleaning, repairing, replacing, and

resetting signs

Traffic Signals Replacement, maintenance and energy

costs

Railroad Protection Devices Payments to railroads for

maintenance and operation to grade

crossing protection

Traffic Services and Operations

Traffic Counts Arterial Roads and Collector/Road Streets

Highway Lighting Maintenance and energy costs

Operation and Maintenance of Fog Warning General maintenance

System

Maintenance of Impact Attenuators General maintenance

Snow and Ice Control

Deicing Chemicals and Abrasives

Snow Removal Expendable Equipment Cost of spreaders, plows, or other snow

removal equipment

Snow Fence Cost of fence, erection and removal

Snow and Ice Control Support Cleaning and servicing of snow removal

equipment, and cleaning and washing

bridges after storms

Snow Removal and Ice Control Availability Paid to hired equipment

Fee owners for making their equipment

available for snow removal

Structures

Bridge Inspection All structures

Repairing Substructure Repair and repainting bridge

substructure removal of drift and ice

flows

Repairing Superstructure Repair and repainting the bridge

superstructure

Repairs to Large Drainage Pipelines

Repairs to Box Culverts

Waterproof Bridge Decks Includes linseed oil or epoxy

treatments to bridge decks, wheel

guards, and rails

Underwater Substructure Investigations

Operation of non-toll Bridges Operational expenses of drawbridges

Purchase of Equipment Required to accomplish ordinary

maintenance activities

Purchase of Materials Required to accomplish ordinary

maintenance activities

II. MAINTENANCE REPLACEMENT ACTIVITIES – restore the roadway structure and/or

facility as near so possible to its condition as constructed.

ACTIVITIES DESCRIPTION

Engineering and Administration

Engineering Salaries, expenses and equipment rentals

for field engineering, inspection, and

materials testing

Purchase and repair of small tools and

Expendable Equipment non-rental equipment; rental charges on

inactive equipment

Administrative Overhead Salary and expenses of maintenance

supervisory personnel building overhead

Pavement Management Inspection As required

Surface Replacement

Reconditioning Hard-Surfaced Roads Restoration of base and surface to original

condition bituminous resurfacing

Bituminous Retreatments Applied to existing bituminous surfaces

Portland Cement Concrete Pavement Slab Portland cement concrete

Replacement overlays and grooving

Shoulders and Drainage

Bituminous Retreatments Existing hard-surfaced shoulders

Drainage Structures Replacement of structures with equivalent

dimensions

Extraordinary Cleaning of Major Outfall Street drainage only

Ditches and Channels

Roadside

Major Cut and Fill Washouts and Slides Replacing major cut and fill slopes, removal

of major slides

Major Waysides and Rest Areas Major repairs or replacements of roadsides

serving the traveling public adjacent to

eligible street

Replacement of Right of Way Fences All replacement

Replacement of Existing Shrubs and Trees All replacement

Signs

Signs Replacing sign structures, refurbishing

major signs

Traffic Signals Replacing traffic signals and equipment

Pavement Marking Painting centerlines, edge lines and

messages

Reflectorize Pavement Markers Replace raised pavement markers

Structures

Major Substructure Major repairs with equivalent dimensions

Major Superstructure Major repairs with equivalent dimensions

Equipment and Materials

Purchase of Equipment Required to accomplish maintenance

replacement activities

Purchase of Materials Required to accomplish maintenance

replacement activities

STANDARDS OF MAINTENANCE FOR URBAN HIGHWAYS

1. Pavement

The roadway surfaces shall be maintained as near as practical to the originally

constructed, reconstructed, or improved condition. Maintenance performed on

roadway surfaces should provide a reasonably smooth and safe traveling surface.

2. Shoulders and Curb and Gutter

These should be maintained as near as practical to the originally constructed,

reconstructed, or improved condition. They should have a uniform slope that will

conduct water away from the pavement and be free of excessive irregularities

and drop-offs from the edge of the pavement.

3. Roadsides

Policy: The roadside shall be maintained in a reasonably safe manner and be

aesthetically pleasing to the traveling motorist.

Vegetation:

Vegetation control shall be performed to protect erosion of embankment

soils and to provide an unobstructed view of signs and other appropriate

roadside features.

Sidewalk:

The sidewalk surfaces shall be maintained as near as practical to the

originally constructed, reconstructed, or improved condition.

Maintenance performed on sidewalk surfaces should provide a reasonably

smooth and safe traveling surface.

4. Drainage

All drainage facilities shall be maintained to (a) provide safety and protection to

the traveling motorist, (b) provide reasonably adequate drainage of the roadway

surfaces, shoulders, and other any incidental drainage items, and (c) preserve

the structural integrity of the roadway.

5. Traffic Control and Safety

All traffic control and safety devices shall be fabricated, erected, and maintained

in conformance with the current standards. VDOT shall render any decisions

regarding exceptions to the standards. In addition to physical maintenance,

functional maintenance is required to adjust traffic control devices to current

conditions and to remove devices when no longer required.

6. Snow and Ice Control

The municipality shall provide snow and ice control services when required and

commensurate with the needs of all segments of the traveling public and the

highway system.

7. Structures

a. Bridges, box culverts and pipe culverts that meet the American

Association of State Highway and Transportation Officials' (AASHTO)

definition of a bridge, generally structures having a clear opening greater

than 20', shall be inspected in accordance with the National Bridge

Inspection Standards. Maintenance shall be performed as needed.

b. Bridges, box culverts and pipe culverts that do not meet AASHTO's

definition of a bridge should be inspected on a regular basis and

maintained as regular drainage (Item 4 above).

Appendix F

(EXAMPLE)

PROJECT PROGRAMMING RESOLUTION

WHEREAS, in accordance with Virginia Department of Transportation construction

allocation procedures, it is necessary that a request by council resolution be made in order that

the Department program an urban highway project in the City/Town of _______________; now

THEREFORE BE IT RESOLVED, that the Council of the City/Town of ______________,

Virginia, requests the Virginia Department of Transportation to establish an urban system

highway project for the improvement of _______________ from ______________ to

_________________, a distance of approximately _____________. (or describe other type of

project; such as bridge, signals, etc.)

BE IT FURTHER RESOLVED, that the Council of the City/Town of _______________

hereby agrees to pay its share of the total cost for preliminary engineering, right of way and

construction of this project in accordance with Section 33.1-44 of the Code of Virginia, and that,

if the City/Town of _______________ subsequently elects to cancel this project, the City/Town

of ________________ hereby agrees to reimburse the Virginia Department of Transportation

for the total amount of the costs expended by the Department through the date the

Department is notified of such cancellation.

Adopted this _______ day of _________, 20__

City/Town of _________________, Virginia

ATTEST

__________________ BY______________________

Clerk of Council Mayor/Manager

Appendix G

(EXAMPLE)

PROJECT PROGRAMMING RESOLUTION

(For Towns under 3500 Population)

WHEREAS, in accordance with Virginia Department of Transportation construction

allocation procedures, it is necessary that a request by council resolution be made in order that

the Department program an urban highway project in the Town of _______________; now

THEREFORE BE IT RESOLVED, that the Council of the Town of ______________,

Virginia, requests the Virginia Department of Transportation to establish a project for the

improvement of _______________ from ______________ to _________________, a distance

of approximately _____________. (or describe other type of project; such as bridge, signals,

etc.)

BE IT FURTHER RESOLVED, that the Council of the Town of _______________ hereby

agrees that, if the Town subsequently elects to cancel this project, the Town hereby agrees to

reimburse the Virginia Department of Transportation for the total amount of the costs expended

by the Department through the date the Department is notified of such cancellation.

Adopted this _______ day of _________, 20___

City/Town of _________________, Virginia

ATTEST

_____________________ BY________________________

Clerk of Council Town Manager

Appendix H

(EXAMPLE)

LOCATION PUBLIC HEARING APPROVAL RESOLUTION

WHEREAS, a Location Public Hearing was conducted on ______________, 20__, in the

City/Town of _______________ by representatives of the Commonwealth of Virginia,

Department of Transportation after due and proper notice for the purpose of considering the

proposed location of ___________________ Project ____________ in the City/Town of

______________, at which hearing aerial photographs, drawings and other pertinent

information were made available for public inspection in accordance with state and federal

requirements; and

WHEREAS, all persons and parties in attendance were afforded full opportunity to

participate in said public hearing; and

WHEREAS, representatives of the City/Town of _______________, were present and

participated in said hearing; and

WHEREAS, the Council had previously requested the Virginia Department of

Transportation to program this project; and

WHEREAS, the Council considered all such matters; now

THEREFORE BE IT RESOLVED that the Council of the City/Town of _____________

hereby approves the location of the proposed project as presented at the Public Hearing.

Adopted this ________ day of _________, 20__

ATTEST: City/ Town of ________________, Virginia

___________________ BY ____________________________

CLERK OF COUNCIL MAYOR/MANAGER

Appendix I

(EXAMPLE)

LOCATION AND DESIGN (OR DESIGN ONLY)

PUBLIC HEARING APPROVAL RESOLUTION

WHEREAS, a Location and Design (Design) Public Hearing was conducted on

______________, 20___, in the City/Town of _______________ by representatives of the

Commonwealth of Virginia, Department of Transportation after due and proper notice for the

purpose of considering the proposed (location and design) (design) of ___________________

Project ____________ in the City/Town of ______________, at which hearing aerial

photographs, drawings and other pertinent information were made available for public

inspection in accordance with state and federal requirements; and

WHEREAS, all persons and parties in attendance were afforded full opportunity to

participate in said public hearing; and

WHEREAS, representatives of the City/Town of _______________, were present and

participated in said hearing; and

WHEREAS, the Council had previously requested the Virginia Department of

Transportation to program this project; and

WHEREAS, the Council considered all such matters; now

THEREFORE BE IT RESOLVED that the Council of the City/Town of _____________

hereby approves the location and/or major design features of the proposed project as

presented at the Public Hearing; and

(include one of the following clauses, as applicable)

BE IT FURTHER RESOLVED, that the City/Town of ___________________ will acquire

all rights of way necessary for this project and certify same to the Department at the

appropriate time.

BE IT FURTHER RESOLVED, that the City/Town of __________ requests the Virginia

Department of Transportation to acquire all rights of way necessary for the project in the name

of the Commonwealth of Virginia at the appropriate time.

BE IT FURTHER RESOLVED that the City/Town of ______________ requests the Virginia

Department of Transportation to acquire all rights of way necessary for this project conveying

said rights of way to the City/Town at the appropriate time.

and

BE IT FURTHER RESOLVED that the (include title of Municipal Official) is hereby

authorized to execute, on behalf of the City/ Town of __________________, all necessary

railroad and utility agreements required in conjunction with acquiring such rights of way.

Adopted this _____ day of _________, 20__

ATTEST: City/ Town of ________________, Virginia

________________________ BY _______________________

CLERK OF COUNCIL MAYOR/MANAGER

Appendix J

EXAMPLE RESOLUTION APPROVING DESIGN WHEN NO PUBLIC HEARING IS HELD

WHEREAS, a "Notice of Willingness to Hold a Public Hearing" was posted for the purpose

of considering the design features for Project No. _______________ in the City/Town of

_________________; and

WHEREAS, no requests were received or all inquiries were satisfactorily answered, so

that a public hearing is not required; and

WHEREAS, Section 33.1-89 of the Code of Virginia authorizes the Department of

Transportation to acquire rights of way for the construction of such projects, upon official

request from the City/Town; and,

WHEREAS, the City/Town Council has previously requested the Department to program

this project; now

THEREFORE, BE IT RESOLVED, that the City/Town Council of ________________

hereby approves the major design features of the proposed project as presently designed; and,

(Include one of the following clauses, as applicable)

BE IT FURTHER RESOLVED, that the City/Town of ___________________ will acquire

all rights of way necessary for this project and certify same to the Department at the

appropriate time.

BE IT FURTHER RESOLVED, that the City/Town of __________ requests the Virginia

Department of Transportation to acquire all rights of way necessary for the project in the name

of the Commonwealth of Virginia at the appropriate time.

BE IT FURTHER RESOLVED that the City/Town of ______________ requests the Virginia

Department of Transportation to acquire all rights of way necessary for this project conveying

said rights of way to the City/Town at the appropriate time.

and

BE IT FURTHER RESOLVED that the (include title of Municipal Official) is hereby

authorized to execute, on behalf of the City/ Town of __________________, all necessary

railroad and utility agreements required in conjunction with acquiring such rights of way.

Adopted this _____ day of _________, 20__

ATTEST: City/ Town of ________________, Virginia

________________________ BY _______________________

CLERK OF COUNCIL MAYOR/MANAGER

Appendix K

VIRGINIA DEPARTMENT OF TRANSPORTATION GUIDELINES FOR USE OF

PROPRIETARY SIGNAL CONTROLLERS AND CABINETS

I. The following procedure is to be used in making public interest findings relative to

requests from Municipalities to stockpile proprietary (Brand Name) signal controllers and

cabinets, with Federal participation, for installation by contract:

A. The following must be furnished by the Municipality making the request:

1. Number of signalized intersections (fixed-time or traffic actuated, as appropriate) in

the Municipality.

2. Number of signalized intersections (fixed-time or traffic actuated, as appropriate) in

the Municipality controlled by the desired proprietary controller.

3. Number of specific controller(s) and cabinet(s) (Brand name and model) to be

stockpiled for a specific project.

4. Statement of whether proposed stockpiled controller(s) and cabinet(s) will be

interconnected to existing signal system. Give description of that system.

5. Statement that present maintenance personnel have been predominantly trained in

the desired proprietary controller.

6. Statement that present maintenance equipment is designed to service the desired

proprietary controller.

7. Cost estimate for each particular controller and cabinet desired and statement that

same will be obtained by means which will result in a cost equal to or less than the

acceptable market value at the time of purchase.

B. Fixed-time controllers and traffic actuated controllers will be considered separately

and, in order for an affirmative public interest finding to be made, the following conditions

must be met:

1. All the information required in Item I.A. must be furnished.

2. The major number (at least 75%) of existing installations in Item I.A.1. must be of

the same brand as that desired.

3. The number of units to be stockpiled for the specific project is limited to a few

installations, dependant upon individual consideration by the Department of location,

distances between installations, interconnection coordination, etc., and which will

not constitute a totally new traffic control system or subsystem.

II. The information required in Item I.A. is to be submitted by the municipality through

appropriate channels to the Urban Program Manager. The Urban Program Manager will

review the information submitted, with necessary assistance from the Location & Design

Division, and in the event the conditions in Item I.B. are met, will make a recommendation

to the Scheduling and Contract Division concerning the public interest finding. Copies of

supporting data must be attached to the recommendation.

The Scheduling and Contract Division will review the recommendation and supporting data

and make a public interest finding accordingly:

A. On Non Federal Oversight (NFO) projects, the files will be documented by letter, with

copies to Urban Program Manager, Location and Design and Fiscal Divisions.

B. On Federal Oversight (FO), affirmative public interest findings will be submitted by the

Scheduling and Contract Division to the FHWA, requesting their concurrence. Copies of

the request will be transmitted to Urban Program Manager, Location and Design, and

Fiscal Divisions. Copies of the FHWA response will be transmitted to the same

Divisions.

III. The Scheduling and Contract Division (or locality for locally administered projects) will

incorporate a special provision in the proposal documents for the project which advises the

Contractor of the specific controller and cabinet which will be furnished by the Municipality

and is to be installed by him at project expense.

IV. Controllers and cabinets purchased and stockpiled by the Municipality will be at the expense

of the Municipality. In the event of an affirmative public interest finding and upon

installation of the specified equipment, the Municipality will bill the Department, through the

normal billing process, for 100% of the receipted invoice price. (District personnel will

ensure that the specific equipment installed is that for which the invoice is submitted). The

Department will pay the receipted invoice price and will bill the Municipality for their share

of the cost through the normal billing process. Accordingly, the FHWA will be billed for their

share of the cost.

The total amount of cost increases which occur as a result of changing controller brands

or wiring after award of the contract and at the request of a Municipality will be borne by

the Municipality.

See the following Example Form Letter for requesting Proprietary Signal Equipment.

Project No. _______________________

_______________________

Subject: Request to Purchase and Stockpile

Proprietary Signal Equipment

___________________

Urban Program Manager

Virginia Department of Transportation

__________________

Dear _____________:

We hereby request to be permitted to purchase and stockpile the following proprietary signal

controller(s) and cabinet(s) for future installation on the above project by the Virginia

Department of Highways and Transportation's contractor:

No. Brand Name & Model Brand Name & Model Estimated Cost Controller

Cabinet

_______ __________________ _______________ ______________

The following information is furnished in accordance with the Virginia Department of

Transportation Guidelines for Use of Proprietary Signal Controllers and Cabinets:

1. No. of signalized intersections in the Municipality

Pre-timed ________

Traffic Actuated ________

2. No. of signalized intersections controlled by ____________ controllers Pre-

timed________

Traffic Actuated ________

3. The ____________ controller(s) will/will not be interconnected to existing signal

system.

Description of existing system, if to be interconnected (brand of Master Controller,

brand(s) of Local Controllers): ________________________

_____________________________________________________________

4. Our present maintenance personnel have been predominantly trained in

___________ controllers.

5. Our present maintenance equipment is designed to service controllers.

6. The equipment for which this request is made will be obtained by means which will

result in a cost equal to or less than the acceptable market value at the time of

purchase.

Sincerely,

Appendix L

POLICY FOR FUNCTIONAL CLASSIFICATION OF URBAN HIGHWAYS

A State Functional Classification System has been developed for urban roads and streets

in cities and towns eligible to receive street payments under Section 33.1-41.1 of the Code of

Virginia. The State System consists of two categories: Arterial (Principal Arterial and Minor

Arterial) and Collector/Local.

The Transportation and Mobility Planning Division (T&MPD) of the Virginia Department

of Transportation will assign the appropriate Functional Classification to urban roadways and

streets. T&MPD will generally follow the Federal Highway Administration guidelines as

presented in the most recent publication of Highway Functional Classification, Concepts,

Criteria, and Procedures. The state system will parallel the federal system as much as possible

with the following exceptions:

a. An existing year will be used rather than a future year.

b. Non-existing highways will not be considered in the state system.

c. Proposed new location highways that are included in the federal system will be

removed. An existing facility (ies) that is to be replaced by the proposed new highway

and/or primarily serves the traffic that will use the new facility may have its state

classification changed to correspond to the federal classification for the new facility. The

classifications will revert back to the original federal classifications when the new

location facilities are opened to traffic.

d. The percentage guidelines in the above referenced FHWA publication are statewide.

Each municipality may not fall within the percentages for a particular functional

classification, but we need to strive for equality in each area.

e. Those facilities that qualify as major collector in the federal system in areas of under

5,000 population will be functionally classified in the state system as an Arterial.

The Local Assistance Division will be responsible for obtaining the Commonwealth

Transportation Board's approval for any change in functional classification centerline mileage

which effects the street payments. All functional classification changes will be approved as part

of the CTB’s annual action on the Urban Maintenance Program.

HIGHWAY FUNCTIONAL CLASSIFICATION - FEDERAL SYSTEM/STATE SYSTEM

Area Size Federal Classification State Classification

Urbanized 1. Principal Arterial Arterial (Principal)

(Population greater than 2. Minor Arterial Arterial (Minor)

50,000) 3. Collector Collector

4. Local Local

Urban 1. Principal Arterial Arterial (Principal)

(Population 5,000 – 50,000) 2. Minor Arterial Arterial (Minor)

3. Collector Collector

4. Local Local

Rural

(Population less than 5,000) 1. Principal Arterial

2. Minor Arterial

3. Major Collector

4. Minor Collector

Arterial (Principal)

Arterial (Minor)

Collector

5. Local Local

Appendix M

Agenda item # 5

RESOLUTION

OF THE

COMMONWEALTH TRANSPORTATION BOARD

December 14, 2006

MOTION

Made By: Mr. Bowie Seconded By: Mr. Witt Action: Motion Carried, Unanimously

Title: Urban Maintenance and Construction Program Policy

WHEREAS, the General Assembly has from time to time amended Section 33.1-

41.1 of the Code of Virginia, which authorizes the Commonwealth Transportation

Commissioner to make payments to qualifying cities and towns for maintenance,

construction, and reconstruction of qualifying roads and streets; and

WHEREAS, the General Assembly has from time to time amended Section 33.1-

23.3 of the Code of Virginia, which provides the basis of funding and the distribution of

such funding for urban construction projects in qualifying municipalities; and

WHEREAS, the Department filed two Administrative Process Act (APA) -

exempt regulations, 24 VAC 30-320 (Urban Division Manual Chapter II) and 24 VAC

30-330 (Urban Division Manual Chapter III), by description in the Virginia

Administrative Code to provide internal and external instructions in the administration of

maintenance and construction payments for qualifying cities and towns; and

WHEREAS, these regulations have become outdated due to changes in the Code

of Virginia and the Virginia Department of Transportation’s (VDOT’s) organizational

structure; and

WHEREAS, it is the sense of this Board that an updated policy should be

established to guide the implementation of the Urban Construction and Maintenance

Programs as established by Section 33.1-41.1 and Section 33.1-23.3 of the Code of

Virginia (1950).

NOW, THEREFORE, BE IT RESOLVED that the Commonwealth

Transportation Board hereby adopts the following policy to govern the use of urban

maintenance and construction funding pursuant to Section 33.1-41.1 and Section 33.1-

23.3, as amended, of the Code of Virginia (1950):

1. In addition to the eligibility requirements identified in Section 33.1-41.1 of the

Code of Virginia (1950), as amended, the road and street eligibility criteria for

urban maintenance payments shall also include the following:

a) The basic right-of-way width for cul-de-sacs eligible for payment will be 40

feet, with consideration of requests for pavement widths less than 30 feet. For the

purpose of making this assessment, a cul-de-sac will be defined as a dead end

street, open only at one end.

b) If a municipality has jurisdiction over and operates a toll facility, such

facility is eligible for street payments.

c) Local one-way streets, loop roads, and school bus entrances will be eligible

for payment provided that they are constructed to a width of 16 feet with a right of

way width of not less than 40 feet. This includes service and frontage roads

where contiguous to an interstate, primary, or urban system route.

d) VDOT can consider a waiver of standards on a site specific basis with

appropriate supporting information. Each case will be considered on its own

merits.

2. In determining lane mileage eligibility, the following conditions will apply:

a) Turning lanes and ramps will not be considered for street payments. This

includes center turn lanes unless they serve as moving through lanes during peak

hours.

b) Parking must be restricted and enforced by towing during peak traffic

periods.

c) Each road or street with more than two moving lanes must have pavement

markings in accordance with the Manual on Uniform Traffic Control Devices.

d) Pavement widths of less than 14 feet qualify for only one moving lane even

if it carries traffic in two directions.

e) Non-hard surfaced streets do not qualify for street payments.

3. Mileage adjustments, including the results of annexations, mergers, or

incorporations, will be made on an annual basis as part of this Board’s

approval of the annual maintenance payments. All adjustments submitted to

the Department by February 1 will be eligible for payment effective July 1 of

the following fiscal year.

4. For the purpose of calculating maintenance payments, streets will be

functionally classified based on the Federal Functional Classification system,

except for where the federal system is not parallel with the state system.

5. Bridge safety and regular inspection is of utmost importance. The Federal

Highway Administration and the Department require strict compliance with

the National Bridge Inspection Standards regarding the frequency of

inspection and load posting requirements. The Commonwealth

Transportation Commissioner may elect to withhold street payments from a

municipality for delinquent or inadequate bridge inspection reports.

6. Municipalities, by resolution of their governing body and agreement with the

Department, may elect to utilize up to one-third of their urban construction

allocation for reimbursement of debt incurred for eligible project costs on

approved projects. The payback is limited to a maximum 20-year timeframe.

7. Landscaping is important to enhance the safety and visual quality of roads and

to maintain quality of life for communities. It is the intent of the Board that a

maximum of 3% of the construction budget for individual urban construction

projects may be allocated for landscape improvements. Pavers and stamped

asphalt for crosswalks are considered a pedestrian safety and traffic calming

measure for project participation and are not subject to this limitation.

Elements of streetscape can also be constructed at project expense if the

project is an identified gateway project or located within a historic or cultural

district.

8. The Commonwealth Transportation Commissioner is directed to establish

administrative procedures to assure the provisions of this policy and

legislative directives are adhered to and complied with.

NOW, THEREFORE, BE IT RESOLVED, that 24 VAC 30-320 (Urban

Division Manual Chapter II) and 24 VAC 30-330 (Urban Division Manual Chapter III)

are hereby repealed.

BE IT FURTHER RESOLVED that this policy shall become effective upon

filing with the State Registrar of Regulations.

####

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