Memorandum

To:	[Name], P.E. [Choose proper title] Engineer

From:	[Name], P.E. [Choose proper title] Engineer

Date:	Date Submitted to Engineer

Subject:	[Project Number]
[Project Name]
UPN [UPN]
Work Type [Work Type]

Please approve the Plan-in-Hand Report for this project.

Approved	Date
[Name]
[Choose proper title] Engineer

We are requesting those on the distribution list provide any comments within two weeks of the approval date.

Distribution:

[Choose District Administrator] District Administrator	Doug McBroom, Statewide Planning & Modal Operations Manager
Dave Holien, Highways Engineer	Tom Martin, Environmental Services Bureau Chief
Andy Cullison, Bridge Engineer	Jeff Jackson, Geotechnical and Pavement Bureau Chief
Gabe Priebe, Traffic and Safety Engineer	Joe Green, Construction Bureau – VA Engineer
Bob Heiser, Right-of-Way Bureau Chief Ed Ereth, Asset Strategy Program Manager	Jon Swartz, Asset Strategy, Operations & Maintenance Manager Steve Felix, Maintenance Division Administrator
[Choose a name], FHWA - Operations Engineer (PODI)

cc:

Located at the end of this document

Include the date of the final plan review meeting, if one was held. State if this was a mailout PIH. Provide a record of any individuals from outside entities who attended the review and/or received the review documents, including the individual's title, organization and office location.

Link the PDF review documents containing comments and responses/resolutions to all comments here.

Work Zone Safety and Mobility

The level of construction zone impacts has/has not changed since the SOW approval. [Identify and explain any changes.] [For projects with Level 1 work zone impacts, ensure that the “Significant Work Zone Project” box is checked in PPMS on the Header-Nominations tab.]

Include a discussion on traffic control issues, payment, and sequencing proposed.

Include a discussion on traffic control issues related to work zone safety and mobility.

Public Involvement

The level of public involvement has/has not changed since the SOW approval.

[Identify any changes from the SOW report regarding the LOI or level of public involvement. If LOI has changed to “substantial”, describe why and include reference to the project-specific public involvement plan to be developed by the PM and endorsed by the Project Sponsor.

Identify any public involvement activities completed through the Survey and Design Phases to date and summarize public feedback and any major project decisions resulting from the PI process. Include reference to communication log and stakeholder contact list if applicable. Document any changes to the project public involvement plan (regardless of if LOI or Level of Public Involvement changed).

Discuss public involvement activities planned for the rest of the project, including planned P.I. activities in the right-of-way phase, landowner meetings, maintenance of electronic communication list, etc.

Identify any Construction Phase public involvement strategies that have been identified, including PI component for the Work Zone Safety and Mobility plan.

If LOI has changed to “substantial” after SOW approval, develop a project-specific public involvement plan endorsed by the Project Sponsor.]

Agreements

Document the status of all agreements. Identify concerns with obtaining any remaining agreements.

Environmental Considerations

Identify all comments.

Experimental Features and Proprietary Products

Discuss any project features that might be considered as experimental. Think about technological advances or concepts that have the potential to accelerate construction, enhance constructability, reduce costs, or improve the overall project quality.

Discuss the use of any Proprietary Products per the “Proprietary Products” design memo dated November 1, 2019.

Note: Buy America requirements apply to experimental and proprietary features and must be accounted for in project development.

Design Exceptions

This section should identify any required and approved design exceptions and variances for the project.

Construction Cost Estimate

[Note if the entire project is G-match. Include what the Project Total CN+CE (TOTAL costs w/INF + IDC) was at SOW.]

Estimated cost	Inflation (INF) (from PPMS)	TOTAL costs w/INF + IDC (from PPMS)
(IM, NH STPP, etc.) CN	$	$	$0
HSIP CN	$	$	$0
(list all other) CN	$	$	$0
TOTAL CN	$	$	$0
CE (__%)	$	$	$0

Project TOTAL from all the funding types above:

Project TOTAL CN + CE	$	$	$0

The estimate above includes $XXXXX for traffic control, XX% allowance for contingency, and XX% for mobilization.

Note: Inflation is calculated in PPMS to the letting date. If there is no letting date, the project is assumed to be inside the current TCP and is given a maximum of 5 years until letting. IDC is calculated at 9.90% for FY 2026.

Preliminary Engineering

The percent PE expended is XX%. A review of the expended preliminary engineering and hours used compared to the anticipated amounts required for completing the project design indicates that a modification is / is not needed. {Pick one of the following choices, delete the others, and include additional justification for the PE modification if necessary.} [NOTE: If a modification is needed, a PE Mod Request must be submitted separately to the Engineering Fiscal Officer (follow PE modification process). Modifications will not be executed through this milestone report alone.]

There was a major scope change after the preliminary field review which significantly altered the amount of design work required. {include additional justification}

The project limits have changed. {include a discussion on the effects or impacts (if any) on design due to the change in project length}

There was a project split. {include a short description of the project split and the impact on PE}

The project was transferred to/from Consultant Design. {include a discussion on the changes needed to PE}

The PE expenditures to date have been significantly higher/lower than anticipated. {include a discussion of where the over or under-runs occurred and whether additional or fewer hours will be needed to complete the design – note that sometimes addressing potential risk up front may use significant hours early in project development; these hours may or may not be saved later in the design process}

Ready Date:

Tentative/Target Letting Date:

PE End Date: [As identified in the PE Obligation and Expenditure 9102 Report. The report can be found at PE Obligation and Expense Report Select the most recent report. If the PE End Date is earlier than the letting, contact the Engineering Fiscal Officer to request a new end date. The new date should be the last day of the month 9 months after the letting date (Letting of 1/15 = proposed PE End Date of 10/31). Include the new date above after the change is approved or note that the change is in process. If a Project Change Request for a PE budget modification is needed the end date change can be deferred and handled in conjunction with that, but state that intent here.]

Project and Risk Management

Provide a discussion of the overall level of risk to the project costs and schedule. Highlight any significant risks and discuss the active management strategies. If any significant risks have been retired or mitigated, identify those as well. [Risk management guidance can be found at https://www.mdt.mt.gov/business/consulting/risk-mgmt.aspx]

cc:

[EPSProjectManager], EPS Project Manager
MDT Headquarters Milestone Report Distribution <mdthqmilestonereport@mt.gov>
[Choose a District Distribution]
[Choose a Maintenance Chief]

Optional (remove if not used)

Vacant, Eng. Manager, Bridge Management System [if there are structures on the project]
Vacant, Secondary Roads Engineer [project is on or crosses a secondary route]
Jeremy Terry, Road Design Engineer [Road involvement]
Shelby Clark, Bicycle/Pedestrian Coordinator [omit if is obviously no bike/ped involvement]
County Officials [secondary program, any route that is county maintained, or involves a county agreement]
Tribal Government Officials [on or adjacent to a reservation]
City/Municipal Officials [projects within city/urban limits: MDT Urban Maps | Montana Department of Transportation (MDT) (mt.gov)]
STREET, JOHN THOMAS A CIV USAF AFGSC 341 CES/CEMD, Malmstrom Air Force Base <john_thomas.street@us.af.mil> [USAF access routes: \\state\mdt\prd\GreatFalls\GTF\ALL_STAFF\T_and_E_Routes]