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 attached Preliminary Field Review Report.

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

Introduction

The introduction should include a description of the proposed scope of work for the project and the project intent. Include an explanation about why the proposed scope was selected (purpose and need). Provide a discussion on any changes to project limits since nomination. Summarize the corridor needs and project objectives. Provide the date of the field review and a record of any individuals from outside entities who attended the review.

This project is / is not considered a Project of Division Interest (PoDI) by FHWA.

Note the nomination cost estimate, what type of funding and how the cost it was developed [reach out to program manager].

Project Delivery

State the project manager and which group will be responsible for design of the project: in-house, consultant, alternative contracting. List nominated PE budget. It is anticipated that the project will/will not require a modification (addition or reduction) to the current federal aid agreement for PE. Provide justification if a modification is 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.]

EITHER

A ready date will be set after completion of EPS overrides.

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.]

OR (delete one)

The letting date for this project is outside of the current TCP, therefore the ready date has been set accordingly to July 1, 2029.

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. [Obtain the Construction Project Nomination Form from either the Program Manager or Project Analysis Manager (Paul Johnson). Additional risk management guidance can be found at https://www.mdt.mt.gov/business/consulting/risk-mgmt.aspx]

Project Location and Limits

county name

city/town name

Indian reservation

route number

functional classification

reference points

project length

crossing routes and/or local streets

distances from major bridges on the route

distance and direction from nearby towns/cities

adjacent project numbers

direction of the proposed project.

Where the stationing proceeds in the opposite direction from the reference points (e.g., stationing increases from south to north while the reference points increase from north to south), note this in the report.

Site Map

[Insert site map here]

Public Summary

Provide a brief summary of the project purpose and need and the scope of work for public consumption. The summary should be a brief, high-level description of why we are doing the project and what the work is anticipated to be. A non-technical public audience with no knowledge of the project should be able to read the summary and have a fundamental but clear understanding of why the project is necessary and what work is anticipated accordingly. [Ensure that the public summary shown in EPS is updated to match the public summary provided in this report.]

Physical Characteristics [only include portions which are relevant to the scope of the project]

year and project # when the existing road/bridge was built or last reconstructed and when it was last overlaid or rehabilitated

pavement width and number of lanes

surface types and thicknesses

number and thickness of previous overlays

the Pavement Management System’s pavement condition and treatment recommendations

general terrain of the area

rural or urban location

general description of the existing horizontal and vertical alignment, including all features which do not meet the proposed design criteria

number of locations where the existing grade exceeds the proposed design maximum

maximum gradient on the project

general description of the existing fill and cut slopes, including slope rates, fill heights and cut depths

lengths and widths of existing bridges

any other unique physical characteristics related to the project

special features within the project limits (e.g., National Forest, State Parks, etc.)

Context Specific Criteria and Scope Specific Considerations

Context specific design criteria and/or scope specific considerations may be established in place of baseline design criteria values for projects or locations where deviation is desirable. See pages 5 and 6 of the Baseline Criteria Practitioner’s Guide for more details. Note which design criteria are affected. Note if the project is exempt from meeting criteria and why.

Context specific design criteria and scope specific considerations are documented in milestone reports through the SOW report.

Design Exceptions and Baseline Variances

If known at this stage, discuss the need for any proposed horizontal and vertical alignment design exceptions or variances.

Traffic Data

RP X.X. to RP X.X.
Year AADT	# – Present
Year AADT	# – Letting Year
Year AADT	# – Design Year
DHV	#
T	#%
EAL	#
AGR	#%

Crash Analysis

As requested, a safety analysis was completed on a portion of System and Route # from reference posts X.X to X.X for the X-year period Date to Date. Copy and Paste the Summary or Executive Summary from Safety Management’s Memo.

Major Design Features [This section should be written to provide FMs with information to accurately status their EPS activity overrides]

Design Speed. This section should provide the expected design speed for the project. If more than one design speed is selected for the project, then clearly identify the termini for each design speed selected. For existing facilities, also identify the existing posted speed limit.

Alignment. This section should briefly describe general changes anticipated for the horizontal and/or vertical alignment. On or off PTW. Uniform grade raise. Offset alignment.

OR (delete one)

Based on the scope of the project, no horizontal or vertical alignment changes are anticipated.

Typical Sections. Provide a discussion for the proposed typical section(s) of the project. This includes the final overall roadway width, travel lane widths, shoulder widths, two-way left-turn lanes, medians, side slopes, sidewalks, etc. Include separate descriptions where there are significant changes in the typical section (e.g., changes in lane widths).

OR (delete one)

Based on the scope of the project, no changes to the existing typical section are anticipated.

Surfacing. Provide a description of the type of surfacing/surfacing treatment that will be used on the project. For mill and overlay projects, include discussion regarding cold in-place recycle or other treatments considered. Discuss the need for pavement cores and Dynamic Cone Penetrometer (DCP), or other testing.

Geotechnical Considerations. This section should provide a brief listing of the major geotechnical considerations and techniques that may be required to construct the project (e.g., slope stability options). Discuss type of geotechnical investigation proposed. List any assets located within the project limits.

OR (delete one)

Based on the scope of the project, no geotechnical involvement is anticipated.

Hydraulics. Discuss type and level of effort of hydraulic involvement anticipated. There will / will not not be an LHSR completed.

OR (delete one)

Based on the scope of the project, no hydraulic involvement is anticipated.

Bridges. If there are bridges on the project, include a description of the proposed work to be performed on each bridge. The description should also discuss the need for sidewalks, bicycle paths, utilities or any special features that may be included on the bridge. This section should also address any removal and salvage requirements of existing structures.

OR (delete one)

Based on the scope of the project, no bridge involvement is anticipated.

Traffic Operations. Provide a brief summary of the operational improvements included in the scope of the project. Traffic and Pedestrian studies, intersection control evaluations, climbing lanes, TWLTL’s, turn lanes, Interchange/intersection improvements, restricted approach movements, capacity improvements, multi-modal considerations, Leading Pedestrian Intervals (LPI), railroad preemption, signal timing to be considered with roadway capacity or phase changes (including LPIs) and/or work on signals within a coordinated network.

Traffic Design. Provide a brief summary of the traffic design related elements included in the scope of the project. Geometric Improvements, Intersection improvements (includes reviewing for design/control vehicles), electrical design (flashers, signals, signal work, lighting, etc.), signing (upgrades, replacements, sign face only, etc.), delineation (address if needed staggered, or linear delineation), and pavement markings (provide input if any upgraded pavement markings are anticipated, high performance tape, high contrast markings, inlaid markings, etc.).

Pedestrian/Bicycle/ADA. Discuss impacts to existing facilities. Discuss implementation of new ADA features. Where there are no existing pedestrian or bicycle facilities and if there is evidence of use, include a proposal for their accommodation.

Context Sensitive Design Issues. Discuss any issues which may be context sensitive and potential solutions. Context sensitive solutions (CSS) is a collaborative, interdisciplinary approach that balances the interests of various stakeholders in providing a transportation facility that fits its setting. It is an approach that leads to preserving and enhancing scenic, aesthetic, historic, community, and environmental resources, while improving or maintaining safety, mobility, and infrastructure conditions. Context Sensitive Solutions Guide

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

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

Miscellaneous Features. This section should provide a discussion for all major design elements which are not identified in one of the above design areas. Miscellaneous features may include guardrail, mailbox turnouts, on-street parking, accessibility requirements, retaining walls, fencing, etc. Review the MDT Continuous Traffic Recording Sites Viewer for any WIM or ATR sites.

Other Projects

This section should ONLY identify other projects that are currently under construction or will be in the near future that may affect this project.

Right-of-Way

Briefly describe the existing right-of-way widths. If known, provide a listing of the major right-of-way acquisitions (e.g., taking of commercial property). Document the decision whether to design right-of-way to the standard or minimum widths. Include a brief discussion of the reasoning behind the decision. Minimum R/W widths should only be used where the clear zone is within the right-of-way.

Access Control

Identify the existing (full, limited, or none) and proposed access control classification for the roadway. Discuss if the access control will be modified on the project. Contact the Access Management Specialist in Traffic Operations if the existing level of access control is unknown.

Utilities/Railroads

Include a listing of known utility companies that may be affected by the project; note their location and how they may affect the project.

Include a listing of known railroad companies that may be affected by the project. Describe any railroad crossing and the type of signing/signalization. If there is a railroad near the project, give an approximate distance from the construction work to the RR tracks. Is the project on a highway easement of RR R/W?

Maintenance Items

List issues that were discussed during field or plan reviews that relate specifically to Maintenance. If Maintenance forces have agreed to complete work prior to construction of this project, list those tasks. Examples may include the following.

Maintenance forces have agreed to complete the following tasks prior to contract letting:

Clean the culverts and cattleguards before construction (specific sites should be noted if identified during field review)

Perform crack sealing prior to the seal and cover

Remove trees from the clear zone

Trim trees and brush to improve sign visibility

The following items will be included in the project and will be paid for using state funds and charged to Maintenance:

List specific items that will be included in the contract

For short sections of roadway such as culvert or slide repair or small bridge replacement: Maintenance has agreed [to complete the seal and cover] [with the design team that the seal and cover may be eliminated from this section of roadway].

Agreements

List all agreements that may/will be needed for the project (PSA, off-site detour, 3rd party funding, milling, construction and maintenance, right-of-entry, etc.). Utility and railroad agreements may be listed in this section; however, they will be documented in detail in their respective sections of this report. Discuss the timeline, what entity the agreement will be with, and who will be responsible for obtaining it. Document the status of any completed or in-progress agreements. Identify any concerns with obtaining agreements. Agreements should be obtained as soon as practicable and not left to the very end of project development. Preferably they would be obtained prior to Scope of Work Approval, when possible, but agreements that require detailed information that hasn’t been finalized by SOW Approval may be obtained later in the project development process once that information has been determined.

Survey

Describe identified survey needs and the level of accuracy needed. Provide comments regarding the survey request form including target schedule dates, coordination and communication procedures, and all necessary survey types identified (e.g., S.U.E., Cadastral, Engineering, Hydraulics, etc.). Design staff will collaborate with District Survey to determine if there are any PLSS monuments that could be disturbed by the proposed work.

Environmental Considerations

List the level of Environmental Document proposed by Environmental Services. Identify any major environmental concerns on the project (e.g., hazardous waste, waterways, wetlands, archaeological/cultural sites).

Summarize the wildlife needs and general recommendations for wildlife accommodations for consideration in project development. If no wildlife needs are identified or accommodations are not feasible based on project scope, indicate that wildlife accommodations will not be considered for the project.

Public Involvement

The project Level of Impact (LOI) has been determined to be [Choose Level] and level of public involvement [Choose Level], as defined by MDT’s Public Involvement Plan. [See Public Involvement Worksheet. For projects having a substantial impact, state whether the designation was made by the Highway Commission or MDT and identify the Project Sponsor. Develop a project-specific Public Involvement Plan endorsed by the Project Sponsor. Identify if a public relations consultant will be utilized to help facilitate part of the PI process.]

Is the PI part of a larger PI effort (corridor-wide)? Will PI be in-house or will a consultant be utilized. Has the consultant already been chosen? What phases will have PI (PE, CN, RW)?

Specific strategies identified in the project-specific Public Involvement Plan (as described in the Engineering Project Communication Process Guide) include:

Copy and edit the appropriate level of involvement found here into your document.

Traffic Control

Identify the proposed traffic control procedure planned for the construction zone (e.g., detours, lane closures, shifting traffic, crossovers).

At this time, Level [Choose Level] construction zone impacts are anticipated for this project as defined in the Work Zone Safety and Mobility (WZSM) guidance. The plans package will include [See Work Zone Safety & Mobility Toolbox].

Traffic issues that will require special consideration are as follows:

Describe or list issues that need to be considered during design and/or construction for the TCP. If there are wide load restrictions, include a decision on whether detours or crossovers will be used.

(Limited) TO and PI components will be included to mitigate these impacts to the traveling public. Strategies that will be considered are:

{List strategies that could be used for the project.} For example:

-Limit work requiring interchange ramp closures to off-peak hours or to nighttime.

cc:

[EPSProjectManager], EPS Project Manager
MDT Headquarters Milestone Report Distribution <mdthqmilestonereport@mt.gov>
[Choose a District Distribution]
[Choose a Maintenance Chief]
Rob Mihalovich, Survey Manager
Vacant, PVMS Unit Supervisor
JD Buck, Statewide Environmental Engineering Specialist

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] Michele Cheeseman, Business Analyst [only for LAG/locally administered projects]
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]