Memorandum

To:	Distribution

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

Date:	Date Submitted to Engineer

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

Attached is the Preliminary Field Review Report/Scope of Work Report which was approved on __________________________.

We request that those on the distribution review this report and submit your concurrence within two weeks of the approval date.

Your comments and recommendations are also requested if you do not concur or concur subject to certain conditions. When all personnel on the distribution list have concurred, and the environmental documentation is approved, we will submit this report to the Preconstruction Engineer for approval.

I recommend approval:

Approved	Date

Distribution:

[Choose District Administrator] District Administrator	Rob Stapley, Rail, Transit, & Planning Division Administrator
Damian Krings, 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
Jason Gilliam, Right-of-Way Bureau Chief	[Choose a name], FHWA - Operations Engineer (PODI)
Jon Swartz, Maintenance Division Administrator

cc:

Located at the end of this document

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 Preliminary Field Review Report/Scope of Work Report.

Approved	Date
[Name]
[Choose proper title] Engineer

The same report is also being distributed under a separate cover as a Scope of Work Report for comments and approval recommendations.

Introduction

The introduction should include the date of the field review and provide a list of individuals who attended the review. The listing should also include the individual's title, organization, and office location.

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

as-built project numbers

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.

Description	Signed Route	Department Route	Route ID	Reference Post + Offset	Accumulated miles

Proposed Scope of Work

This section should provide a very brief description of the proposed scope of work for the project and/or the project intent. Also include a brief discussion explaining the reason(s) why the proposed scope of work was selected.

If it is determined that an outside consultant should be considered for the design of the project, provide a division of expected responsibilities between MDT and the consultant.

Purpose and Need

If a purpose and need statement was developed prior to PFR, include it here. Otherwise discuss the project purpose and needs during the field review and provide preliminary language 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.

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.

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

Discuss context specific criteria and scope specific considerations for the project that differ from baseline criteria. Be sure to include rationale for each criterion. (Summarize Context Specific Criteria and Scope Specific Considerations in the following table)

Project Context Specific Criteria /Scope Specific Considerations
Controlling Element	Existing Condition	Baseline Value	Proposed Criteria	Location

Since these established context specific criteria and/or scope specific considerations define the “new” design criteria for the project, all design elements must meet these criteria. Further deviations from these established context specific criteria or scope specific considerations require a variance or design exception, as described in the Design Exceptions and Variances Section.

Design Exceptions and Variances

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

Discuss proposed variances from baseline design criteria, established context specific criteria, or established scope specific considerations and why they are necessary and appropriate for the context of the project.

List all design variances applicable to the project work type with a brief justification in the following table. Document the baseline or approved context specific criteria to which the variance applies, the proposed criteria, why the variance is preferred or necessary, and how the proposed criteria are consistent with the project purpose and need.

(Remove unused rows or table if there are no variances)

DESIGN VARIANCES
Controlling Element	Existing Condition	Standard	Standard Reference	Proposed Criteria	Location
Lane Width
Justification:
Shoulder Width
Justification:
Travel Lane Cross Slope
Justification:
Clear Zone
Justification:
ISD
Justification:
Median Width
Justification:

Physical Characteristics

year when the existing road/bridge was built or 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.).

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 Managements Memo.

Major Design Features

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.

Horizontal Alignment. Identify all the major horizontal features for the proposed project, including all features which may not meet the proposed design criteria. The discussion should also indicate the roadway alignment that can be reasonably obtained and possible methods for improving the horizontal alignment. The utilization of a new alignment, offset and parallel to the existing alignment, should be discussed for all reconstruction projects.

OR (delete one)

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

Vertical Alignment. Provide a general description for all the major vertical alignment features on the proposed project. This discussion may identify any grades which exceed the design criteria, the vertical alignment that can be reasonably obtained and possible methods for improving the vertical alignment.

OR (delete one)

Based on the scope of the project, no changes to the vertical alignment 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 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. 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).

OR (delete one)

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

Hydraulics. If the Location Hydraulics Study Report is attached, this section of the PFR Report will only need to list the major hydraulic features of the project (e.g., bridge replacement, culvert replacements greater than 48 in). If the Location Hydraulics Study Report is not attached, provide a discussion for the major hydraulic design elements on the project (e.g., pipe replacement, irrigation facilities, flooding /overtopping issues).

OR (delete one)

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

Permanent Erosion and Sediment Control (PESC) Features. Identify all known locations of potential PESC measures throughout the project, and if known the possible PESC features to be recommended.

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 structural removals.

OR (delete one)

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

Traffic. Provide a brief summary of all traffic-related elements included in the scope of the project. Geometric modifications, intersection improvements, electrical, signing, pavement markings, operational issues are all to be briefly identified in this section. If not addressed elsewhere, this section will discuss the issues fully.

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. These are issues that may affect the development of the project and are not strictly transportation related. They may include environmental, cultural, and social issues.

Intelligent Transportation Systems (ITS) Features. Identify any ITS solutions that should be designed within this project.

Energy Savings/Eco-Friendly Considerations. Discuss design considerations, such as recycling asphalt pavement, or reduced footprint, that are friendly to the environment. Other ideas include LED lights, tire bales, glass cullets, and millings used by Maintenance.

Experimental Features and Proprietary Products. 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.

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.

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.

Other Projects

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

Location Hydraulics Study Report

If available, link the Location Hydraulics Study Report (LHSR) here. The LHSR will be prepared by the Hydraulics Section.

Right-of-Way

Briefly describe the existing and proposed right-of-way widths. Document the District Administrator’s decision whether to design and acquire right-of-way to the standard or minimum widths. Include a brief discussion of the reasoning behind the decision. When minimum allowable right of way is selected the full clear zone must be contained in the new right of way. Include separate descriptions where the existing or proposed right-of-way is significantly different between various typical sections. If known, provide a listing of the major right-of-way acquisitions (e.g., taking of commercial property).

Provide a discussion on the estimated amount of Right-of-Way (R/W) necessary to complete the project, including the cost estimate. Update the R/W cost estimate in PPMS as needed. If the R/W Phase has been programmed, indicate whether a modification to the federal aid agreement for R/W is (or is not) necessary. Provide justification if a modification is necessary.

Access Control

Identify the existing and proposed access control classification for the highway. Discuss if the access control will be modified on the project.

Utilities/Railroads

Include a listing of known utility and/or railroad companies that may be affected by the project. Also 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. For utilities, note their location and how they may affect the project.

Provide a discussion on the estimated amount of Incidental Construction (IC) necessary to complete the project, including the cost estimate. Update the IC cost estimate in PPMS as needed. If the IC Phase has been programmed, indicate whether a modification to the federal aid agreement for IC is (or is not) necessary. Provide justification if a modification is necessary.

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 recommended survey methodology. 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

As confirmed with Environmental Services, the appropriate level of Environmental Document is expected to be a (c)-listed Categorical Exclusion (CE(c)). Identify any major environmental concerns on the project (e.g., hazardous waste, waterways, wetlands, archaeological/cultural sites). List proposed measures that should be evaluated to avoid and minimize adverse social, economic, and environmental impacts, such as minimizing impacts to wetlands. The need to obtain a consultant to prepare the environmental documents should also be addressed.

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. 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.

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

Copy 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.

Preliminary 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 nomination.

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 13.56% for FY 2024.

Preliminary Engineering

Provide a discussion on the anticipated level of Preliminary Engineering necessary to complete the project. 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

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.]

Discuss the health of the project based on EPS and the potential for design issues to affect the design timeline. Include the proposed letting date as shown in the Tentative Construction Program. A review of the remaining EPS schedule, critical path activities, and target letting date indicates that a modification to the PE End Date is / is not needed. [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, 2028. The EPS schedule shows a planned start date for Activity 964 on XX/XX/XXX which the design team will be targeting as a project completion date. This would allow the project to be let in FY 20XX if the need or opportunity presents itself.

Project and Risk Management

State which office will be responsible for the plans and identify the Project Design Manager. This project is/is not considered a Project of Division Interest (PoDI) by FHWA.

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.]

Site Map

[Insert ahead of the cc list.]

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
Chad DeAustin, 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]
Andy White, 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]