Number: E-21-002
Date:
03/31/21
ENGINEERING DIRECTIVE
Pre-25% Design
Scoping Procedure
General Guidance
This Engineering Directive provides a procedure for refining the scope of a
project approved by the
Project Review Committee (PRC) and establishing the basis for a 25% design
submission. This procedure shall
apply to all municipal and state projects except for various location maintenance projects or as otherwise
determined through consultation with the Deputy Chief Engineer for Project Development or his/her
designee.
1.
PRC approves
the project.
1.1. Responsible section
head assigns the Project
Manager (PM).
1.2. Project Manager
requests PARS Numbers.
1.3. Project
Manager confirms purpose and need and evaluates need for Project Scoping Meeting (PSM) and consults with the Deputy
Chief Engineer for Project Development, if needed.
1.4.
Project Manager notifies
proponent to include
PSM in design schedule, if needed.
2.
Proponent issues the
Design NTP or directs design advancement to begin within 24 months of PRC Approval and notifies MassDOT
through the PM or local District office.
2.1.
Proponent includes direction to develop schedule for
participating in a Project Scoping Meeting,
performing data collection and conceptual design and conducting Over The Shoulder
(OTS) Review within 6 months of Design NTP or direction
to advance design.
3.
Project Manager
conducts the Project Scoping Meeting within 6 months of NTP or design
advancement using the Project Scoping
Checklist (Attachment 2). Proceed to Step 4 if PSM not needed.
3.1.
Create meeting invitation list using Attachment 1 as a guide.
3.2.
Consult with District to identify meeting site. On-site meetings are preferred unless conditions warrant a virtual
site meeting using MaPIT or another digital tool.
3.3.
Project Manager and/or Designer conducts overview of existing conditions.
3.4.
Project Manager reviews Purpose and Need
and Scope of Work as
approved by PRC.
3.5. Identify any risks to pursuing scope as approved
by the PRC. Examples include
underground utilities,
limited right of way, environmental impacts.
3.6. Obtain input
for cross section(s) to accommodate all users, project limits and project scope; identify utility constraints,
preliminary environmental permitting requirements, and design
exceptions.
3.7. Determine data
collection and conceptual analysis needs. Examples
include draft design justification workbook, safety alternatives analysis, and typical section
alternatives.
4.
Designer performs
data collection and develops conceptual design(s).
4.1. Data
considerations: Utility survey, crash data, roadway safety audits, traffic
counts, field survey
and base plan, hydraulic analysis,
borings, preliminary structures report, pavement test pits and cores, and other project data
as required.
4.2. Design
requirements: Consider public outreach meetings with local officials/general public/project abutters; perform early
utility coordination; early environmental coordination;
gather other data as needed. Develop
conceptual (10% level) design(s) with
critical cross sections, roll plan and preliminary profile views; preliminary Intersection Control Evaluation (ICE)
Stage 2; prepare draft Design Justification Workbook identifying potential design exceptions; prepare preliminary project
estimate; prepare design
schedule using schedule template; prepare preliminary ROW impact summary; and provide preliminary
construction staging using the default construction duration by project
type.
5.
Project Manager
conducts the Pre-25% OTS Review to confirm the scope and cross section within 6 months of Design NTP
(for municipal/state projects) or design advancement (for MassDOT
in-house design).
5.1. Schedule meeting
two weeks in advance using Attachment 1. Attach meeting
material to the meeting
invitation to provide materials in advance of the meeting.
5.2. Project
manager conducts OTS Review of Purpose and Need and scope as approved by the PRC and the conceptual design(s) and
analysis with the project team including all
items identified in the Project
Scoping Checklist (Attachment 2). In-person meetings
are preferred on-site or in a
District Office to confirm the scope, selection of preferred conceptual design, and resolve
any remaining internal
comments and public concerns.
5.3. Project manager
documents the OTS Review and progress by summarizing
the scoping meeting and OTS
review.
6.
Project Manager/Proponent schedules public outreach
as needed within 3 months.
7.
Project
Manager evaluates the current scope of work and public feedback against the PRC Approved
Purpose and Need and Scope
of Work.
7.1. If the scope has changed as defined in the DSC/PRC
Resubmission Criteria below the PM shall elevate the issue to the Office
of the Chief Engineer through the Design Solutions Committee (DSC) for resolution in Step 8.
DSC/PRC
Resubmission Criteria
·
The Project Contract Cost increases by an amount larger
than the current contract cost + design
contingency:
§
At the pre-25%
Scoping Meeting, if an estimated contract cost is 10% greater than the PRC estimated
construction cost (including design contingency), the project scope will
be reviewed.
§
Post pre-25%, if the estimated construction cost of any
design submission or updated cost
is 5% greater than the pre-25% estimated construction cost (including design contingency), the
project scope must be confirmed by the DSC. If no pre-25% submission, then the
baseline will be the PRC construction cost.
·
There is a change to the Project Scope or Project Limits
that is outside of the original
Purpose and Need of the project as approved at PRC, was not identified/approved during a Pre-25%
Scoping Meeting or previous submission, or may cause a
considerable delay to the schedule or deliverability of the project. Examples
of project changes requiring
review:
§
A new design
alternative is being
recommended that was not previously considered.
§
The addition of new or expanded assets beyond the
established project limits or need.
§
The project is combined with another project or split off
from an existing project.
§
Modifications to the project scope or limits
negatively impact project
deliverability or schedule.
Examples include, but are not limited to:
·
New ROW impacts such as Article 97, 4f, 6f, cultural
resources, rail permits, new State
or Local ROW, relocations, or additional survey work.
·
New Environmental Permitting.
7.2.
If the scope and
public feedback align with the PRC Approved
project, proceed to Step 10.
8.
Design
Solutions Committee (DSC) decides whether the design can proceed to the next design stage (Step 10) or must be
resubmitted to the Deputy Chief Engineer for Project Development for review and submission to PRC for further evaluation (Step 9).
9.
Deputy Chief
Engineer for Project Development reviews and submits project to PRC for further evaluation.
10.
Project Manager
proceeds to 25% Design by updating the Purpose and Need, documenting the scope, confirming the project description and
amending initial design scope, if needed.
10.1. If the project
description changes, the Project Manager coordinates with the Advertising Program Manager to finalize
the description and notify the District and
Planning regarding the need to amend
the project in the STIP if necessary.
10.2. Amend initial
design scope based on above to include design through 25% Design Public
Hearing or design completion depending on the project.
Attachments:
Attachment 1 – Meeting Invite Chart Attachment 2 – Project
Scoping Checklist
Meeting Invite Chart
Choose core disciplines according to project type
|
Project Type ->
Core Discipline
|
Bridge
|
Intersection Improvements *
|
Shared Use Path
|
New Construction
|
New
Sidewalks, Curbing and Curb Ramps
|
Pavement Marking
|
Resurfacing
|
Roadway Reconstruction
|
Safety Improvements / SRTS
|
Traffic Signals
|
Other:
|
|
Designer (in-house or consultant)
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
|
Bridge
|
R
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
|
Highway Design*
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
|
District Construction
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
|
District all other disciplines
|
District Projects staff shall attend
all meetings but
consult with the
District PDE to determine which
other disciplines are needed.
|
|
Environmental
|
R
|
O**
|
R
|
R
|
O
|
O
|
O
|
R
|
O
|
O
|
O
|
|
Geotechnical
|
R
|
O
|
O
|
R
|
O
|
O
|
O
|
R
|
O
|
O
|
O
|
|
Hydraulics***
|
R
|
O
|
O
|
R
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
|
FHWA
|
Consult with
FHWA on all Projects of Division Interest (PODIs)
|
|
Landscape
|
O
|
O
|
R
|
R
|
O
|
O
|
O
|
R
|
O
|
O
|
O
|
|
Materials
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
|
Pavement
|
O
|
R
|
O
|
R
|
O
|
O
|
R
|
R
|
O
|
O
|
O
|
|
ROW
|
R
|
R
|
R
|
R
|
R
|
O
|
O
|
R
|
R
|
R
|
R
|
|
Traffic and Safety****
|
O
|
R
|
O
|
O
|
O
|
O
|
O
|
R
|
R
|
R
|
O
|
|
Utilities
|
R
|
R
|
R
|
R
|
R
|
O
|
O
|
R
|
R
|
R
|
R
|
|
Transit
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
O
|
|
Municipality
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
R
|
O
|
R = Required, O = optional. * Highway
Design shall include the ADA, Complete Streets, and/or the Location Engineers.
**Consider Hazmat involvement with Intersection Improvement projects. *** Include
Hydraulics for projects
over water or will affect
a river, stream
or water course.
****Safety involvement may be beneficial for certain project
types.
MASSDOT
PROJECT SCOPING
CHECKLIST
Project File No.: Date:
Project Description:
I.
GENERAL PROJECT INFORMATION
Bridge; Bridge No. : Safety Improvements / Safe Routes to
School
Intersection Improvements Shared
Use Path
New
Construction Traffic Signals
Pavement Markings Resurfacing
Roadway Reconstruction
New Sidewalks, Curbing and Curb Ramps Other:
|
Project Proponent:
|
Municipality
|
MassDOT
|
Other:
|
|
Asset Ownership:
Project Purpose & Need:
|
Municipality
|
 MassDOT
|
 Other:
|
Estimated Construction Cost: Programmed Funds
(if available):
II.
BRIDGE SCOPING CHECKLIST
Candidate for Preservation
If not Preservation; Substructure elements are worthy of
analysis for re-use Candidate for Superstructure Replacement
Candidate for Full Replacement Comments:
Preliminary
Structures Report (Check box if project to retain any portion of exist.
structure) Boring / Probe
Layout Plan
Geotechnical Report
Hydraulic
Report:
Bridge Type Selection Worksheet Sketch Plans
Additional Studies:
Bridge is over Railroad (indicate the Line; Segment; MP in
Comments) If over Railroad, is this a
Chapter 634 Bridge?
Increase Channel Width for Hydraulic or
Environmental Purposes Required Min.
Horizontal Clearance for Bridge not
over Railroad
Required Min. Horizontal Clearance for Bridge
over Railroad, not Chapter 634 Required Min. Vertical Clearance for Bridge not over Railroad
Required Min. Vertical Clearance for Bridge over Railroad, not Chapter 634
For Horizontal Clearance: Specify
in comments the clearance from what Controlling Element.
The Controlling Element may be face of abutment or pier;
edge of travelled way, etc.
For Vertical Clearance: Specify in comments the clearance
from what Controlling Element. The
Controlling Element may be roadway
shoulder; top of rail; design year
flood; etc.
Comments:
Describe Bridge Geometry
(indicate Span Length;
Skew: Structure Depth; etc.)
III.
ROADWAY CONTEXT
Project located within 1/4 mile (1500
feet) of an Environmental Justice and/or Title VI area?
Environmental
Justice Viewer
Project located within 1500 feet of School, Library, Park, Transit, Senior Center,
etc.
Describe below:
Top 200 Intersection Crash Cluster located in Project Area; Describe
below HSIP Crash Cluster
located in Project Area; Describe below
HSIP
Bicycle Crash Cluster located in Project Area; Describe below HSIP Pedestrian Crash Cluster located
in Project Area; Describe below
Interstate Rural
Principal Arterial
Urban Principal
Arterial Rural Minor Arterial
Urban Minor Arterial Rural Major
Collector
Urban Collector Rural Minor Collector
Urban Local Rural
Local
Proposed project is on the National Highway System (NHS)
Road Inventory
Map
Annual
Daily Traffic (ADT) Daily Bicycle Volume
Percent
Truck Traffic Daily Pedestrian Volume
Posted (or Statutory) Speed Limit
Measured Free Flow Speed (if
available)
Project area is candidate
for Motor Vehicle and/or Multimodal Safety Countermeasures; Including Traffic
Calming, Road Diet and other Safety Measures
Target Design Speed Comments:
Candidate for Shared-Use Path, Side Path, Separated
Bike Lane or Buffered Bike Lane
E-20-001
*Less than 5.5' Sidewalk
Width, including curb, requires waiver
**Confirm proposed bus stop width with transit agency; 8.5' Min.,
including curb, for MBTA
Existing Profile appears to meet design standards (verify during preliminary design) Existing
Sidewalks, Curb Ramps and Driveways appear
ADA/AAB Compliant Maintain
/ Optimize Existing Profile
Improve Profile; Consider Min. Vertical Clearance, Stormwater Low
Points and Flood Resiliency Comments:
Existing Alignment appears to meet design
standards (verify during preliminary design) Maintain / Optimize
Existing Alignment
Improve Alignment Comments:
Describe Limits with proximity
to nearest feature, intersection, mile marker, town line,
address, etc. Begin Project:
For Bridge: Feet beyond Abutment in this direction: End Project
For Bridge: Feet beyond Abutment in this direction: Comments:
Ultra Thin Bond, Microsurfacing, Fog
Seal, Chip Seal, Waterproof Surface Course, etc. Mill & Overlay (Functional or Structural)
Hot/Cold in
Place Recycling Reclamation
Full Depth Reconstruction New Construction
Other:
No Proposed Improvement
V.
CONSTRUCTABILITY
Candidate for Full Road Closure and Detour; Describe
possible detour route in Comments Candidate for Accelerated Construction Techniques
Candidate for Stage Construction
Candidate for
Alternative One-Way Traffic
Candidate for Night Work
Potential Construction Lay Down Area; Describe in Comments
Potential for buried man-made objects / unidentified hazardous
waste present Potential for unexpected geotechnical or groundwater issues present Seasonal
or time restrictions required
during construction
Project overlaps and/or adjacent to another
project scope and/or schedule Comments:
VI.
UTILITIES
Overhead:
Underground:
Carried on Bridge (if applicable):
Under Bridge (if applicable):
Can widening be cone on
a side of the road that does not have Utility Poles? Does City / Town
need to upgrade water, sewer,
or drainage?
Does City / Town need to perform sewer /
drainage separation? Does gas company
need to upgrade old Cast Iron
/ Barrel Steel Pipe?
Comments:
|
C. Utility Exploration
|
|
|
Designer to Obtain MassDOT to
Obtain
|
|
Designer
to Obtain MassDOT to
Obtain
|
|
|
Utility Test Pits: 
Subsurface
Utility Exploration (SUE): SUE Quality Level(s) - Check all that apply
Utility Relocation Contacts,
Forms & Guidance
D: Collection & correlation of existing
utility records C: Survey of visible utility facilities
B: Determine existence and horizontal position of utility facilities within area
of excavation A: Physically expose existing
subsurface utility facilities to find vertical subsurface position
Comments:
VII.
ENVIRONMENTAL
Project is anticipated to increase the impervious surface of the travelled way Square
Feet of increase (if unknown, mark as TBD
- to
be determined)
Project is anticipated to widen the roadway
by 4 feet or more
for half a mile or more
Linear Feet of widening of 4' or more (if unknown, mark as TBD - to be
determined) Project is anticipated to meet,
or exceed MassDEP Stormwater
Standards
Does the project area directly
discharge (via pipe or overland flow) into any Category 5 Impaired
waterbodies?
Does the project propose how
to treat, mitigate (or maintain
if sufficient) discharge into this
Impaired Waterbody (meeting TMDL requirements)?
Project is anticipated to include
BMPs to ensure existing stormwater conditions will at least be
maintained; Check anticipated BMPs below:
Pretreatment BMPs Conveyance
Deep sump catch basins Water quality swales
Sediment forebays Grass channels (formerly
biofilter swales) Vegetated Filter Strips BMPs
Treatment BMPs Porous Pavement
Bioretention areas including rain gardens Infiltration basins and trenches
Constructed stormwater wetlands Leaching
catch basins Extended dry detention basin Subsurface
structure(s)
Treebox filters Country Drainage
Wet basins Other:
Provide photographs that clearly illustrate existing site conditions such as local land use and context (urban,
suburban, rural, etc.); Provide
additional details in the comments.
Wetlands / waterways present
Area buildings or public open space in close proximity to the site?
Bridge Projects:
Does the bridge appear to restrict the natural flow regime of the waterway? Bridge Projects: If the bridge is over waterway, is it navigable?
Comments:
Early Environmental Checklist
Bridge Project: Determine
Nat'l Register
of Historic Places status of structure - Eligible or Listed
Potential Permits / License
required:
Chapter 91 Public
Waterfront Act Section 106 - National Historic Preservation Coastal
Zone Management Act U.S. Army Corps of Engineers - Section 404
MA Wetlands Protection Act U.S. Coast Guard - Section 9 Rivers and Harbors
NEPA / MEPA Water Quality
Certification - Section 401 NPDES -
Section 402 Clean Water Act Wild
and Scenic Rivers Act
Section 4(f) and/or 6(f) if the DOT Act MA Coastal Flood Risk Model (MC-FRM) Section
10 Rivers and Harbors Unknown, to be determined
Other:
Comments:
VIII.
RIGHT-OF-WAY
Easements, Takings or Alterations anticipated to be required Responsibility:
Consider potential
impacts to Conservation Land, Open Space including Public Parks & Monuments, Public Reservations, Public Athletic fields, Public
Concert area, Municipal commons and Public Playgrounds. Consider impacts to
Public watershed properties, Fish & Wildlife property, DCR property,
properties having an Agricultural Restriction or Conservation Restriction.
Easements, Permits or Licenses from DCR, Fisheries
& Wildlife, MBTA or MWRA;
Describe below Impact to Railroad or Public Utility
Corridor; Describe below
Comments:
IX.
DATA, STUDIES,
ANALYSIS & REPORTS
For proposed
modifications to Existing Traffic Signals, ATR counts for the side street approaches shall be collected for a minimum of 24 continuous
weekday-hours; Also minimum of the highest 8 hours of the day for the
minor street shall be conducted
by manual turning movement count method.
Field Verify ADA/AAB
Compliance for Sidewalks and Curb Ramps to be retained
Preliminary Decision
Value calculation per Bridge Manual 2.1.4 (for Accel.
Bridge Construction)
Pre-25% "Over-the-Shoulder" (OTS) Review Meeting (see required deliverables in section B) Public Information Meeting, if needed (after Pre-25% OTS)
Intersection Control Evaluation (ICE) - Stage 3 (after Public
Informational Meeting, if needed) Other:
Comments:
Conceptual (10% level) design
with critical cross sections, roll plan and preliminary profiles Typical Section Alternatives Analysis
D. Post-25%
Submission Items Design Public
Hearing
PROJECT SCOPING MEETING SIGN-IN SHEET
|
Project File No.:
|
|
Scoping Meeting Date:
|
|
|
Project Description:
|
|
|
|
|
Checklist Prepared by:
|
|
|
|
|
Meeting Location:
|
On-Site
|
Virtual
|
|
Attendee Disciplines (Refer to Meeting Invite Chart in the Pre-25%
Engineering Directive)
Name Organization / Discipline: Email:
