Project Development Procedures Manual Appendices Combined

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Project Development Procedures ManualAppendices – PrefaceAppendices PrefaceContentsThe appendices contain the preparation guidelines, report templates, andforms for the various procedural documents and reports that serve as eitherproject initiation documents or project approval documents.Division of Design Document FormatSome of the documents in these appendices are designed and administeredby the Division of Design. The Division of Design takes responsibility for seeingthat the Project Development Procedures Manual (PDPM) contains currentcopies of the documents and guidelines for these documents.Format for Other DocumentsOther documents in these appendices were created and are administered byother divisions in Caltrans. While the Division of Design may have writtenguidelines for some of these documents, Division of Design does not maintaincurrent, computerized files for them; it is recommended that the administeringdivision be contacted for questions regarding availability.Project Development Procedures Manual6/30/2020Appendices – Preface 2019 California Department of Transportation. All Rights Reserved.

Project Development Procedures ManualAppendices – PrefaceAppendices – Preface06/30/2020 Project Development Procedures Manual 2019 California Department of Transportation. All Rights Reserved.

Project Development Procedures ManualAppendices A Through Z – Project Development Initiation and Approval ReportsAppendices A Through ZProject Development Initiation andApproval ReportsProject Development Procedures Manual

Project Development Procedures ManualAppendices A Through Z – Project Development Initiation and Approval ReportsProject Development Procedures Manual

Appendix A – Preparation Guidelines for Project Study Report-Project ReportTable of ContentsAPPENDIX A – Preparation Guidelines forProject Study Report-Project ReportTable of ContentsAPPENDIX A – Preparation Guidelines for Project Study Report-ProjectReport. A-3ARTICLE 1 Overview . A-3Reference Information . A-3Use of Project Study Report-Project Report. A-3Preparation of Project Study Report-Project Report . A-3Approval of Project Study Report-Project Report. A-4ARTICLE 2 Template . A-4Project Development Procedures Manual09/28/2018A-i

AppendicesProject Development Initiation and Approval ReportsA-ii09/28/2018Project Development Procedures Manual

Appendix A – Preparation Guidelines for Project Study Report-Project ReportArticle 1 – OverviewAPPENDIX A – Preparation Guidelines forProject Study Report-Project ReportARTICLE 1OverviewReference InformationSome of the references found in this appendix have hyperlinks that connect toCaltrans intranet pages which are not displayable to the general public. Until suchtime that the specific reference becomes available on the internet, the user will haveto contact their district liaison, Caltrans project manager, or the appropriateHeadquarters division to inquire about the availability of the reference.Use of Project Study Report-Project ReportThe project study report-project report (PSR-PR) eliminates the separate processingof a project initiation report (PID) and a project report (PR) and is used to obtainproject approval for projects-funded-by-others.A project-funded-by-others is a highway improvement project that is sponsored by alocal agency or private developer and does not use any State or federal funds, norfederal reimbursements. See Chapter 9 – Project Initiation and Chapter 12 – ProjectApprovals and Changes to Approved Projects for additional considerations.Preparation of Project Study Report-Project ReportArticle 2 “Template” presents the template that can be used for the PSR-PR. UseAppendix L – Preparation Guidelines for Project Study Report and Appendix K –Preparation Guidelines for Project Report for guidance in preparing the PSR-PR. Usechecklists discussed in Appendix L – Preparation Guidelines for Project Study Reportto properly scope the project.The template was created for broad application and, as such, portions of the templatemay not strictly apply to all transportation projects. The template should be modifiedto include or exclude sections so that pertinent project deficiencies, issues orcoordination are clearly presented. The preparer of the report should evaluate thenumber of the alternatives and the complexity of the issues to determine whether toProject Development Procedures Manual09/28/2018A-3

AppendicesProject Development Initiation and Approval Reportsorganize the information by alternatives or issues. The space for filling in varioussections of the template is condensed for practical viewing of the template. Asappropriate, each section can be expanded to accommodate necessary information.Approval of Project Study Report-Project ReportThe District Director (or Deputy District Director if identified in Caltrans’ delegationof authority) is responsible for approval of the PSR-PR.ARTICLE 2TemplateThis article is a template for the project study report-project report. When using thetemplate, delete any italicized text within the body of the document. The italicizedtext provides instructions for template users and does not provide any value to thefinal document.Appendix A TemplateA-409/28/2018Project Development Procedures Manual

Appendix D – Preparation Guidelines for Project Report (New Highway Planting or Roadside Rehabilitation)Table of ContentsAPPENDIX D – Preparation Guidelinesfor Project Report (New HighwayPlanting or Roadside Rehabilitation)Table of ContentsAPPENDIX D – Preparation Guidelines for Project Report (New HighwayPlanting or Roadside Rehabilitation). D-3ARTICLE 1 Overview . D-3Use of Project Report(New Highway Planting or Roadside Rehabilitation) . D-3Preparation of Project Report(New Highway Planting or Roadside Rehabilitation) . D-3ARTICLE 2 Outline . D-4General. D-4Front Matter . D-4Main Body of Report . D-5ARTICLE 3 Template . D-10ARTICLE 4 Sample Cost Estimate. D-11Project Development Procedures Manual01/10/2014MD-i

AppendicesProject Development Initiation and Approval ReportsD-ii01/10/2014MProject Development Procedures Manual

Appendix D – Preparation Guidelines for Project Report (New Highway Planting or Roadside Rehabilitation)Article 1 – OverviewAPPENDIX D – Preparation Guidelines forProject Report (New Highway Planting orRoadside Rehabilitation)ARTICLE 1OverviewUse of Project Report (New Highway Planting or RoadsideRehabilitation)The project report (new highway planting) is the project approval document for minorroadside preservation State Highway Operation and Protection Program (SHOPP)projects in the 20.XX.201.220 – New Highway Planting Program.The project report (new highway planting) is also the project approval document forState Transportation Improvement Program (STIP) projects in the 20.XX.025.700 –Interregional Improvement Program Highway Projects and 20.XX.075.600 –Regional Improvement Program Highway Projects.The project report (roadside rehabilitation) is the project approval document forroadside preservation SHOPP projects in the 20.XX.201.210 – RoadsideRehabilitation Program.Preparation of Project Report (New Highway Planting orRoadside Rehabilitation)These guidelines provide information to be used with the requirements described inChapter 10 – Formal Project Studies, Chapter 12 – Project Approvals and Changes toApproved Projects, and Chapter 29 – Landscape Architecture.The following guidance is tailored to highway planting projects. See Appendix K –Preparation Guidelines for Project Report for fundamental guidance on thepreparation of project approval documents.The project report (new highway planting or roadside rehabilitation) should beprepared using the report template associated with this appendix, see Article 3. Thereport should be similar in organization, but can vary based on features, complexityand issues specific to each project. Modify the report format to include informationProject Development Procedures Manual01/10/2014MD-3

AppendicesProject Development Initiation and Approval Reportsthat is pertinent to the scope, cost and schedule of project. If a section is notapplicable to the project, fill in as “Not applicable.”ARTICLE 2OutlineGeneralThe project report (PR) outline located in Appendix K – Preparation Guidelines forProject Report was adapted to meet the documentation needs of the New HighwayPlanting Program and Roadside Rehabilitation Program. Some sections of thestandard PR were modified to facilitate the presentation of project information.Consult with the district program advisor and the Headquarters SHOPP programmanager to determine how project-specific issues should be presented.Not every outline topic is discussed; information is presented when it differs from oris in addition to that found in Appendix K – Preparation Guidelines for ProjectReport.Front MatterCover SheetVicinity MapLicensed Landscape Architect StampThe licensed landscape architect stamp or seal and number with signature shall beplaced on a separate sheet, which shall be part of the report. Also included on thissheet shall be a statement indicating that the licensed landscape architect is attestingto the technical information contained therein and the data upon whichrecommendations, conclusions, and decisions are based. This seal does not constituteapproval of the report. Approval of the report is a management decision and isseparate from this technical signature of the person in responsible charge.Table of ContentsD-401/10/2014MProject Development Procedures Manual

Appendix D – Preparation Guidelines for Project Report (New Highway Planting or Roadside Rehabilitation)Article 2 – OutlineMain Body of Report1. INTRODUCTIONInclude the types of proposed work, gross length and area of the work, and the netlength and area for each type of work. The SHOPP performance measure associatedwith the New Highway Planting Program and Roadside Rehabilitation Program is“Acres.” As appropriate, in the table, enter the number of acres for the SHOPPproject output.2. RECOMMENDATION3. BACKGROUNDProject HistoryDiscuss how the project need was identified and any efforts already expended,including previous relevant work and discussion of deficiencies not corrected byprevious projects, and etcetera.Community InteractionExisting FacilityDescribe pertinent existing facilities within the proposed project limits and those inthe adjacent sections of highway. Include the dates of highway construction andprevious planting work.Discuss vegetation, irrigation facilities, and other roadside features, including medianand roadside widths, road edge treatments, slopes, drainage facilities, erosiveconditions, available utilities―particularly potable water, recycled/nonpotable water,electrical utilities, water line crossovers, and conduits in structures or under thepavement along with their age and condition.Project Study Report Data Sheet ConsistencyDescribe deviations from the project study report (PSR) data sheet.Issues and CommitmentsDescribe stakeholder interaction, including support or opposition to the proposedproject. Discuss any commitments this project makes or fulfills.Project Development Procedures Manual01/10/2014MD-5

AppendicesProject Development Initiation and Approval Reports4. PURPOSE AND NEED5. ALTERNATIVES5A.VIABLE ALTERNATIVESIdentify the alternative recommended for programming purposes.Proposed Highway Planting FeaturesProvide a detailed description of proposed planting or planting rehabilitation work,including how it solves deficiencies identified in the purpose-and-need. Be sitespecific in the discussion of the proposal. Discuss overall design issues to beaddressed, including: Plant types and the functional purpose of the planting; discuss how planting isused to improve the maintainability, safety, and aesthetics of the area, identifythe length of plant establishment periodProposed methods of irrigationRefer to the preliminary plans that should delineate and describe thefollowing: Form and function of the plant material (such as: broad deciduous trees,mulch, groundcover, shrub screen, grasses, and etcetera) Irrigation mainline routing, bridge supply lines, irrigation crossovers,points of connection, water meter, water and power source, remote controlvalve cluster locations, irrigation controller locations, and etcetera Gates, access roads, staircases, and maintenance vehicle pullouts locations Additional paving for narrow areas and areas beyond the gore, slopepaving, and use of inert materials (such as: rock blanket, mulch, andetcetera)Traveler and Worker SafetyDescribe proposed traveler and worker safety considerations including, but notlimited to, the following: D-6Relocating roadside facilities to protected areas or adjacent to the right-of-wayfenceRemoval or replacement of deteriorating trees or other plant material, andremoval of plant material that encroaches upon required sight distancesPlanting of vines on noise barriers and retaining walls to deter graffitiAutomation of manual irrigation systems, including controllers, valves andcontrol and neutral conductors01/10/2014MProject Development Procedures Manual

Appendix D – Preparation Guidelines for Project Report (New Highway Planting or Roadside Rehabilitation)Article 2 – Outline Providing maintenance access roads and access gates for workers on foot or invehicles, staircases, and maintenance vehicle pulloutsPlacing mulch or installing inert materials to reduce weeds, water use andongoing maintenanceProviding vegetation control underneath guardrails and signsProviding paving for narrow areasPaving of slopes under bridge structuresProviding additional paving beyond the goreReplacing spot locations of frequently damaged guardrail with concretebarrierRemoving signs that are redundantRemoving or relocating signs outside of gore areasWater ConservationDiscuss current and future water consumption. Reference the updated calculationsfrom the water budget calculator located on the California Department of WaterResources, Water Efficient Landscape Ordinance website.Include the calculations as an attachment.Discuss any local or regional requirements for water conservation and how theproposed design will ensure compliance. Include water capacity fee.Discuss how the proposed planting design and irrigation design will reduce orminimize water consumption. Discuss if a temporary irrigation system is feasible.Provide a comprehensive analysis of the feasibility of using recycled/nonpotablewater for irrigation including: water source, quality, cost justification (as anattachment), suitability for proposed planting, availability, reliability, quantity,unusual health or environmental considerations, future implications or operationalproblems, impact on adjacent or nearby planting projects, cooperation with otherpotential users, and any other appropriate considerations.When smart irrigation technology is proposed, discuss the water management featuresto be utilized and how this work will be resourced by district maintenance. If districtmaintenance will require training to operate the new system, describe how this will beaccomplished. Describe the communication protocol and indicate the communicationcarrier used by the district.Project Development Procedures Manual01/10/2014MD-7

AppendicesProject Development Initiation and Approval ReportsMaintenanceDiscuss current and expected future maintenance costs, maintenance needs andpotential savings, if any, to be derived from the proposed project.Discuss how the proposed design concept conforms to Caltrans’ chemical reductiongoals.PaybacksFor rehabilitation projects the payback must be 12 years or less. It is calculated bysubtracting the following items from the total project cost: traveler and worker safetyitems, water assessment fees, recycled/non-potable water transmission/supply lines,smart irrigation technology/remote irrigation control systems (RICS), residentengineer’s field office, hazardous materials, traffic control, and stormwater pollutionprevention.Nonstandard Design FeaturesDescribe any features that do not comply with planting policies described inChapter 29 – Landscape Architecture.Cost EstimateProvide a project cost estimate as of January 1st of the current fiscal year, including a15% contingency factor. Refer to the sample cost estimate in Article 4 for items toconsider.Use of WildflowersCalifornia native wildflowers must be included with all projects with federal fundingthat include planting work. Highway planting to provide traffic safety improvements,re vegetation, erosion control, and irrigation-only projects are exempt from thisrequirement.The project report should discuss any proposed use of wildflowers and compliancewith federal wildflower requirements. If wildflowers are not incorporated, the projectreport must describe the specific reasons why use of native wildflowers is notappropriate and an estimate of the dollar value of the required wildflower element.D-801/10/2014MProject Development Procedures Manual

Appendix D – Preparation Guidelines for Project Report (New Highway Planting or Roadside Rehabilitation)Article 2 – Outline5B.REJECTED ALTERNATIVES6. CONSIDERATIONS REQUIRING DISCUSSIONSummarize all major issues; the template has a list of common issues. Address eachitem as appropriate or put “Not applicable.” The template should be altered toinclude project-specific issues as needed.6A.HAZARDOUS WASTE6B.VALUE ANALYSISTypically this section is not applicable. These projects usually do not reach theproject cost threshold that requires a value analysis study, however; the principles ofvalue engineering may be applied to ensure cost effectiveness of the project.6C.RESOURCE CONSERVATION6D.RIGHT-OF-WAY ISSUES6E.ENVIRONMENTAL COMPLIANCE6F.AIR QUALITY CONFORMITY6G.TITLE VI CONSIDERATIONSTypically this section is not applicable. These projects usually do not require publicpresentations, meetings, participation or other involvement where Title VI of the CivilRights Act of 1964 could be an issue.6H.NOISE ABATEMENT DECISION REPORTTypically this section is not applicable. These projects usually do not require a draftproject report to authorize public release of a draft environmental document.6I.TRANSPORTATION MANAGEMENT PLANSee Appendix K– Preparation Guidelines for Project Report topic “TransportationManagement Plan” in outline item “7. Other Considerations As Appropriate.”6J.STORMWATER COMPLIANCEAn approved storm water data report (SWDR) as described in Storm Water QualityHandbooks: Project Planning and Design Guide must be completed during theproject approval phase. Discuss any issues that affect the project.Project Development Procedures Manual01/10/2014MD-9

AppendicesProject Development Initiation and Approval Reports7

ARTICLE 2 Template . This article is a template for the project study report-project report. When using the template, delete any italicized text within the body of the document. The italicized text provides instructions for template users and does not provide any value to the final document. Appendix A Template

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