Chapter 5

ADMINISTRATIVE
POLICIES AND PROCEDURES

SCDOT BRIDGE DESIGN MANUAL

April 2006
SCDOT Bridge Design Manual ADMINISTRATIVE POLICIES AND PROCEDURES

Table of Contents

Section Page

5.1 AGREEMENTS.........................................................................................................5-1

5.1.1 Participation Agreement ..........................................................................5-1

5.1.1.1 Purpose.................................................................................5-1
5.1.1.2 Application...........................................................................5-2
5.1.1.3 Content .................................................................................5-2

5.1.2 Utility Agreement ....................................................................................5-3

5.1.3 Railroad Agreement .................................................................................5-4
5.1.4 Bi-State Agreement..................................................................................5-4

5.2 PUBLIC INVOLVEMENT .......................................................................................5-5

5.2.1 Introduction..............................................................................................5-5
5.2.2 Public Involvement Team ........................................................................5-5
5.2.3 Public Involvement Plan ..........................................................................5-6
5.2.4 Types of Public Involvement ...................................................................5-6

5.2.4.1 General .................................................................................5-6

5.2.4.2 Public Hearings ....................................................................5-6
5.2.4.3 Informal Public Hearing ......................................................5-7
5.2.4.4 Informational Meetings........................................................5-8
5.2.4.5 Workshops ...........................................................................5-8

5.2.5 Coordination ............................................................................................5-9

5.2.5.1 General .................................................................................5-9

5.2.5.2 Project Coordination Meetings ............................................5-9

5.2.6 Meeting and Hearing Format ...................................................................5-9

5.2.7 Notice of Meetings and Hearings ............................................................5-10
5.2.8 Public Notification of Bridge Replacement Projects ...............................5-10

5.2.8.1 Purpose.................................................................................5-10
5.2.8.2 Notifications.........................................................................5-10

5.3 CONSULTANT MONITORING ..............................................................................5-12

5.3.1 Construction and Resource Management Program..................................5-12

5.3.2 Consultant Services..................................................................................5-12

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Table of Contents
(Continued)

Section Page

5.3.2.1 General .................................................................................5-12

5.3.2.2 Advertise for Consultant ......................................................5-12
5.3.2.3 Scoping of Services..............................................................5-14
5.3.2.4 Negotiations .........................................................................5-15
5.3.2.5 Execution of Contract ..........................................................5-17
5.3.2.6 Notice to Proceed .................................................................5-18
5.3.2.7 Project Execution .................................................................5-18

5.4 VALUE ENGINEERING..........................................................................................5-20

5.4.1 Purpose.....................................................................................................5-20
5.4.2 Value Engineering Team .........................................................................5-20

5.5 PROJECT REPORTS/REQUESTS...........................................................................5-22

5.5.1 Bridge Replacement Site Information Sheet............................................5-22

5.5.2 Program Action Request (PAR)...............................................................5-23
5.5.3 Notice of Eminent Domain ......................................................................5-24
5.5.4 Request for Survey...................................................................................5-25

5.5.4.1 General Survey.....................................................................5-25

5.5.4.2 Surveys/Subsurface Utility Engineering..............................5-25

5.5.5 Hydraulic Report/Scour Report ...............................................................5-26

5.5.6 Initial Studies Request .............................................................................5-27
5.5.7 Request for Seismic Information .............................................................5-27
5.5.8 Bridge Type, Size, and Location Study (Conceptual Bridge Plans)........5-28
5.5.9 Soil Boring Logs Request ........................................................................5-28
5.5.10 Preliminary Geotechnical Report.............................................................5-29
5.5.11 Bridge Geotechnical Report.....................................................................5-30
5.5.12 Asbestos/Lead Survey..............................................................................5-30
5.5.13 Design Field Review (DFR) ....................................................................5-31
5.5.14 Project Planning Report (PPR) ................................................................5-31

5.5.14.1 Preparation ...........................................................................5-31

5.5.14.2 Format/Content ....................................................................5-32

5.6 RECORDS AND FILES............................................................................................5-34

5.6.1 Bridge Design Files..................................................................................5-34

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Table of Contents
(Continued)

Section Page

5.6.1.1 Design Files .........................................................................5-34

5.6.1.2 Correspondence....................................................................5-34

5.6.2 Miscellaneous Files..................................................................................5-35

5.6.2.1 As-Built Plans ......................................................................5-35

5.6.2.2 Shop Plans............................................................................5-35
5.6.2.3 Proposal Bids .......................................................................5-35

5.7 HIGHWAY SYSTEMS .............................................................................................5-36

5.7.1 Functional Classification System.............................................................5-36

5.7.1.1 Arterials................................................................................5-36
5.7.1.2 Collectors .............................................................................5-36
5.7.1.3 Local Roads and Streets.......................................................5-37

5.7.2 Federal-Aid System .................................................................................5-37

5.7.2.1 Background ..........................................................................5-37

5.7.2.2 National Highway System ...................................................5-37
5.7.2.3 Surface Transportation Program ..........................................5-37
5.7.2.4 Highway Bridge Program ....................................................5-38
5.7.2.5 Major Bridge Program .........................................................5-38
5.7.2.6 Innovative Bridge Research and Development Program.....5-39

5.7.3 South Carolina Jurisdictional Responsibilities ........................................5-39

5.7.3.1 State Highway System .........................................................5-39

5.7.3.2 County/Municipal System ...................................................5-39

5.7.4 Roadway Definitions ...............................................................................5-39

5.8 FHWA OVERSIGHT AND INVOLVEMENT ........................................................5-42

5.8.1 Project Oversight .....................................................................................5-42

5.8.2 Obligation of Funds .................................................................................5-42
5.8.3 Certification .............................................................................................5-42

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CHAPTER 5
ADMINISTRATIVE POLICIES AND PROCEDURES

Chapter 2 outlines the basic approach used by SCDOT in its project development process for
bridge replacement projects. Chapter 5 discusses items related to the operational practices of the
SCDOT Bridge Design Section during the project development process.

5.1 AGREEMENTS

5.1.1 Participation Agreement

5.1.1.1 Purpose

Generally, the Department will manage bridge construction or maintenance activities on the
State Highway System. However, counties, municipalities, or other agencies acting on behalf of
a County Transportation Committee may enter into agreements with the Department to construct
and/or maintain State bridges if SCDOT has given explicit authority to do so. In this case, the
local agency must demonstrate that it has the equipment, staff, and financing to satisfy the
Department’s requirements.

Conversely, bridge construction projects on the State Highway System that are funded entirely
by the local agency (i.e., those that do not receive any State or Federal financing) may be
performed under the supervision and approval of SCDOT, if requested by the local agency, and
provided that an agreement can be reached.

Any local bridge construction or maintenance project that receives Federal funding through the
State must be supervised and approved by the Department and requires an agreement.

Typically, the Contract Audit Services and Legal Services Office are responsible for writing
and/or reviewing these agreements with the Project Manager’s input, as appropriate. Prior to the
submittal for SCDOT management execution, the originating Unit must affix its authorized
signature as “Reviewed by” or “Developed by.” Topics that are generally addressed in a
Participation Agreement include:

• design criteria (e.g., enhancements, sidewalks, lighting, structures, approach roadway,

signing, bicycle paths);

• financial obligations;

• individual party responsibilities;

• right-of-way;

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• quality assurance/quality control;

• dispute resolution; and

• utilities.

For information on Participation Agreements involving the exchange of funds, see SCDOT
Departmental Directive Number 30.

5.1.1.2 Application

A Participation Agreement is required when local funds are involved in projects financed in part
with State and/or Federal funds, and when one or more of the following conditions apply:

• improvements on a local bridge for which construction, engineering, utility relocation,

and/or right-of-way acquisition is paid totally, or in part, with State or Federal funds;

• improvements on a State bridge in which the local agency is participating in the cost
and/or any subsequent maintenance on any phase of the improvement, or in utility and/or
maintenance costs;

• improvements on a State or local bridge involving a jurisdictional transfer between the

State and the local agency;

• any highway authority proposing to transfer jurisdiction of a bridge to another highway

authority;

• any highway authority proposing to use “C” funds for participation in a joint
improvement with another highway authority;

• any highway authority proposing to use “C” funds to pay another highway authority to
perform maintenance on a bridge that is the responsibility of the first highway authority;
and

• when there are agreements with private entities (e.g., developers, corporations).

5.1.1.3 Content

Agreements between the Department and a local agency are typically provided for maintenance
and construction. SCDOT and the local agency must enter into an agreement that ensures funds
are expended in accordance with State and Federal laws. The agreement should, where
applicable, include the following:

• that the Department will make periodic inspections of the project, as it deems necessary,
to determine that the work is being performed in compliance with the plans,
specifications, and SCDOT policies and procedures;
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• that the agreement indicates any provisions that do not apply to any Federal-funded or
State-funded projects that are not administered under the “C” Program’s policies and
procedures;

• that the agreement may be terminated at the discretion of either party; and

• that the use of “C” funds, other than specified in the agreement, will require approval by
the Department.

5.1.2 Utility Agreement

If it is found that a utility will be impacted by a SCDOT bridge project and the utility company
has prior rights, a Utility Agreement is required. The utility company must prepare and submit
SCDOT Form 3068A ⎯ Utility Agreement, with a detailed cost estimate and plans for the utility
work. Upon receipt, the Resident Construction Engineer will review the submittal for
completeness and prepare and forward recommendations through the District Engineering
Administrator for review and approval by the Utilities Office. The Utilities Office will
coordinate any needed review by FHWA. The Utility Agreement should include the following:

1. Utility Plans. Utility plans must include the following information:

• legend;
• location of facilities to be relocated or adjusted in relation to centerline stationing;
• utility facilities that are occupying public lands;
• vertical and horizontal clearances; and
• location, type, size, and class of major items of material for:

+ existing facilities to be adjusted,

+ temporary facilities to be installed,
+ permanent facilities to be installed, and
+ facilities to be abandoned.

2. Cost Estimates. Cost estimates for utility work must include the following information:

• items of work to be performed;

• detailed costs for the utility work, including:

+ labor costs,
+ construction overhead charges,
+ costs for materials and supplies,
+ handling charges,
+ transportation and equipment charges,
+ right-of-way costs,
+ preliminary engineering costs, and
+ construction engineering costs;

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• items of material representing major components;

• factors included in construction overhead charges;
• betterment and extended-service-life credits due, including calculations; and
• itemized salvage credit due.

5.1.3 Railroad Agreement

All work over, under, or within the railroad right-of-way requires the Utilities Office to acquire
the approval of and process an agreement with the railroad company. Because the processing of
agreements with railroad companies may require significant time to obtain, early coordination
with the Utilities Office is necessary to minimize potential delays to the project.

The Project Manager will ensure that the Utilities Office is involved in the early stages of project
development and that the Utilities Office remains informed of any changes in the project and any
pertinent correspondence. If required, the Utilities Office will inform the railroad company of
the proposed project and obtain its comments. These comments may affect the location and/or
subsequent design of the project; therefore, designers need to recognize the design requirement
of the railroad companies and provide the necessary design controls to accommodate the
operational requirements of both the bridge and the railroad. For grade-separation structures, the
Bridge Design Section has the responsibility for structure design to meet the criteria required by
the railroad company and to provide the preliminary and final design plans to the Utilities Office.
See Chapter 22 for more information on highway bridges over railroads.

5.1.4 Bi-State Agreement

Where a bridge project crosses the State line, a Bi-State Agreement is required. Where this
occurs, SCDOT and the bordering State must enter into an Agreement that designates the
responsibilities and obligations of the bridge project between both parties. The Project Manager
should notify Contract Audit Services to initiate a Bi-State Agreement. The Agreement, where
applicable, should designate the following activities for each involved party:

• coordination responsibilities;
• project location;
• production of plans, specifications, and quantities;
• approval of plans, specifications, and quantities;
• right-of-way responsibilities;
• construction responsibilities;
• construction supervision and inspection;
• related costs and reimbursement schedules for the project; and
• maintenance responsibilities after the project is completed.

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5.2 PUBLIC INVOLVEMENT

5.2.1 Introduction

The procedures in this Section are intended to provide an overview of effective public
participation and consideration for bridge location and design proposals. In general, the
procedures provide for a candid and open discussion of project alternatives to encourage early
resolution of controversial issues. The procedures also reflect coordination with other public
agencies, private organizations, and individuals. The public involvement process ensures that
potential adverse social, economic, and environmental effects are fully considered in project
development. This participation process should result in final decisions that reflect the best
overall public interest in providing safe, economic, and efficient transportation with minimal
adverse affects.

When a project or series of projects will be initiated in a general locality, providing advance
notice can avert much of the controversy and provide a public forum for the community to
receive information on the projects and to comment where appropriate. An effective public
involvement program can consolidate overall public support and contribute significantly to the
successful completion of projects.

5.2.2 Public Involvement Team

A Public Involvement Team (PI Team) will be established for significant or major projects.
Significant or major projects are projects with significant right-of-way takings; changes in layout
or function; significant social, economic, and environmental effects; and general public interest.
The Project Manager will establish a PI Team prior to obligating funds for project design work.
The PI Team should include representatives from the Planning Office, Environmental
Management Office, Office of Right of Way, Road Design Section, District, MPO/COG, and
FHWA, as needed. The PI Team may also include representatives from the legislative
delegation, Chamber of Commerce, affected businesses, neighborhood associations, or other
groups affected by the project. New members may be added to the PI Team at any time during
the project as new issues or affected groups are identified. The PI Team should be used as
follows:

1. The PI Team will assist in identifying those persons or groups affected by a project and
assist in developing a plan to effectively communicate with those affected at various
stages of project development.

2. The PI Team members may work with these affected/interested groups to determine an
appropriate level of coordination and involvement. These groups may also be used as a
resource to assist the Department with the flow of project information throughout the life
of the project.

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5.2.3 Public Involvement Plan

The Project Manager should work with the Environmental Manager to develop a Public
Involvement Plan for each project as necessary. The Public Involvement Plan should outline the
individuals to be on the PI Team, affected/interested groups, issues and concerns, the type of
public meeting desired, and other outreach tools.

The Project Manager should submit the Public Involvement Plan to the Program Development
Engineer or State Bridge Design Engineer for approval. A copy of the approved plan should be
distributed to the Environmental Management Office, the Director of Preconstruction, District,
FHWA, and others as necessary.

The Public Involvement Plan should be reviewed and adjusted as the project development
process advances.

5.2.4 Types of Public Involvement

5.2.4.1 General

Public involvement activities may use a number of formats in providing information to the public
and receiving public input. By varying the format, the public may be involved individually in an
informal atmosphere, in listening to formal presentations of information, or in making comments
for the record at a public hearing. Some of the formats provide for more than one of these
relationships. The Project Manager should select the format for an activity according to the
situation. Many people from the public sector prefer an individual contact that will not require
them to speak before large groups.

The types of public involvement include:

• public hearings,
• informal public hearings,
• informational meetings, and
• workshops.

Offers for public hearings and/or public hearings are required by law for certain types of
projects, whereas informational meetings and workshops are conducted on a case-by-case basis.
The following Sections provide brief descriptions of these types of public involvement activities.

5.2.4.2 Public Hearings

In accordance with the FHWA Regulations on Environmental and Related Procedures (23 CFR
771), SCDOT will hold one or more public hearings, or offer the opportunity for a public hearing
to be held at a convenient time and place for any Federal-aid project that:

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• requires significant amounts of right-of-way;

• substantially changes the layout or function of connecting roadways, or of the facility

being improved;

• has a substantial adverse impact on adjacent property;

• has a significant social, economic, environmental, or other impact; or

• has other valid public interest.

For other projects, an opportunity for a public hearing may be advertised to determine if there is
sufficient interest to warrant a public hearing. Projects for which an opportunity for a public
hearing may be advertised are those projects requiring limited right-of-way and minimal
environmental impacts.

The Project Manager will conduct a Public Hearing in coordination with the Environmental
Management Office and FHWA. The PI Team should be involved in the meeting by requesting
the Team members to assist in notifying any affected/interested groups that have been previously
identified. Project location and project design are usually the primary subjects of public
hearings. The location and design may be the focus of one or more public hearings as follows:

1. Combined Location and Design Public Hearing. This method is used for those projects
that are improvements to existing transportation facilities and the location is generally
established by the existing facility.

2. Location Public Hearing and Design Public Hearing. This method may be used for
projects on new location to establish the location prior to proceeding with the design
efforts. A separate hearing is held to review and discuss the project features and design
with the public.

Department policy is to provide all interested persons an opportunity to become acquainted with
highway proposals of concern to them and to express their views at those stages of a proposed
project when the flexibility to respond to those views still exists. Accordingly, SCDOT may
require public involvement activities in addition to the holding or offering of public hearings on
Federal-aid projects.

5.2.4.3 Informal Public Hearing

The informal public hearing format provides for a continuous flow of visitors over a period of
hours in contrast to a formal public hearing that attracts a large number of people at a fixed time.
It is necessary to have appropriate Department representatives to provide explanatory project
information, provide for the receipt of oral and written statements, and prepare a summary of the
proceedings. The smaller number of visitors present at any given time at an informal public
hearing allows personalized service through staff discussions with individuals. Surveys of
participants in public activities for SCDOT highway projects have indicated that the informal
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public hearing format is generally viewed more favorably than the formal public hearing format.
The informal hearing format is less intimidating to participants and offers a more workable
option for conducting hearings for very large audiences. FHWA has recognized the benefits of
this format and encourages its use as an effective public involvement method that meets the
hearing requirements of the US Code of Federal Regulations.

5.2.4.4 Informational Meetings

Informational meetings are informal public gatherings that blend the individual discussions of
open houses with the group interaction of public hearings and are used to disseminate
information on projects in which the public may have a significant interest. Generally, a
transcript of an informational meeting is not recorded.

Informational meetings provide an opportunity to assemble a large group at one time to discuss
the status of the project, the decisions made to date, the options yet to be decided, and the criteria
considered critical for the remaining decisions.

There are two types of informational meetings that may be used, as deemed appropriate. They
are as follows:

1. Early Information Meeting. Early Information Meetings are not typically held. The
Planning Office may conduct, in coordination with the Project Manager, an Early
Information Meeting prior to the obligation of design funds for proposed projects. The
previously established PI Team will be invited to attend the Early Information Meeting
and asked to encourage others affected by or interested in the project to attend. The
Planning Office will include information gathered at this meeting in the Advance Project
Planning Report.

2. Public Information Meeting. The Project Manager may conduct a Public Information
Meeting in coordination with the Environmental Management Office and FHWA. The PI
Team, if applicable, may be requested to assist in the meeting.

5.2.4.5 Workshops

Workshops are meetings where participants are given basic transportation requirements,
economic and design constraints, and anticipated social, economic, and environmental impacts
related to a proposed project or project problem. In a workshop format, participants are
requested to analyze the provided information, identify impacts that may have been overlooked,
work with other participants, and offer solutions.

Workshops provide an opportunity for the public to experience the complexities and problems
that confront Department personnel during project development. This experience enhances
public understanding and appreciation of the Department effort. Because the public will be

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analyzing pertinent information, suggesting solutions to problems, and/or indicating preferences

among impacts and tradeoffs, a sense of community participation may be gained.

5.2.5 Coordination

5.2.5.1 General

During the development of a proposed bridge project, the Department often must coordinate with
a variety of resource agencies. Many of these contacts are informal and are only intended to
discuss certain aspects of upcoming projects (e.g., potential effects of the project on specific
resources, cost participation by local agencies associated with a State bridge project that affects
local-system facilities). Notices of upcoming public involvement activities afford another
mechanism for agencies to obtain information on proposed projects. All of these actions
contribute to interagency coordination.

5.2.5.2 Project Coordination Meetings

The Project Manager conducts periodic coordination meetings that may involve personnel from
the Department, FHWA, and other appropriate agencies. The goal is to coordinate planning;
identify social, economic, and environmental impacts; minimize these impacts through
mitigation; and develop the best overall solution to satisfy the transportation needs.

5.2.6 Meeting and Hearing Format

Public involvement meetings and public hearings should be conducted in accordance with the
following:

1. Format. Select the most appropriate meeting format; see Section 5.2.4. Desirably, use
the informal public hearing format, which allows the public to drop-in and individually
discuss the project. Formats may be varied to accommodate specific needs.

2. Time and Location. Hold the meetings and hearings at a convenient time. Desirably, the
meetings would occur on Monday, Tuesday, or Thursday evenings between 4:00 p.m.
and 7:00 p.m. The location should be convenient and as close to the project as practical.

3. Attendees. Staff members from the Bridge Design Section, Program Development
Section, Office of Right of Way, and the Environmental Management Office should
participate in the meetings or hearings. FHWA must be invited to all meetings and
hearings for Federal-aid projects. Invite the PI Team to attend as well as District or
Construction staff.

4. Information. Large plans and displays for the proposed project should be available for
viewing. For hearings, handouts explaining the project’s purpose and need; consistency
with local planning; social, economic, and environmental impacts; relocation assistance;
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and the right-of-way acquisition process must be available. Comment forms must be
provided at hearings and should be provided at public meetings.

5. Roles and Responsibilities. Staff must be available for explaining the project, answering
questions, and encouraging individuals to comment on the project. The Project Manager
will reply to all comments received at hearings and may respond to comments received at
the meeting. The Environmental Management Office is responsible for transcribing
verbal comments and certifying hearings to FHWA.

5.2.7 Notice of Meetings and Hearings

Advertise Notices of Public Meetings and Hearings in general circulation newspapers serving the
project area. The advertisement should be in the form of a display ad in the local/community
section of the newspaper. Public meetings should be advertised 15 days prior to the meeting.
For public meetings, public notice signing may be used if desired by the Project Manager.
Public hearings must be advertised a minimum of 15 days, but not more than 30 days, prior to
the hearing. For public hearings, public notice signing should be provided at the location of the
project. A Notice of Opportunity for Public Hearings must be advertised once in a local
newspaper and a 21-day response period allowed for hearing requests.

5.2.8 Public Notification of Bridge Replacement Projects

5.2.8.1 Purpose

This Section provides a discussion on the specific policies and procedures for notifying the
public of bridge closings and replacements.

On NHS routes and other roads with high traffic volumes or bridges with lengthy detours,
closing a road to replace a bridge is only done after exhausting all other alternatives.
Circumstances that may dictate road closure are environmental impacts including wetland and
tree removal, right-of-way acquisition, costs, and road alignment. The Project Manager is
responsible for weighing all options carefully before making the decision to close an existing
road to replace a bridge. This will be done only after consultation with District personnel.

Various methods to accelerate construction should be used on bridges that are closed (e.g.,
“A+B” bidding with higher liquidated damages, incentive/disincentive specifications, flex time
allowing the Contractor to only close the bridge for a short time, duration of road closure). To
shorten construction duration, give consideration to using innovative bridge designs.

5.2.8.2 Notifications

To inform legislators and other local officials of pending bridge replacements, send out
notifications at various times during the preconstruction process. Very early in the programming

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process, the Project Manager will prepare a letter to these interested officials for the Executive
Director’s signature.

Include the following items in the letter to the interested parties:

• county name, route number, and crossing information;

• local road name and/or bridge name;

• tentative decision on whether the bridge will be closed or if traffic will be maintained
during construction (explain if traffic will be maintained by new alignment, detour
bridge, or staging). Also, advise that this is preliminary only and is subject to change;
and

• approximate timing of letting. Indicate that this is preliminary only and is subject to
change.

The Project Manager will blind copy the Office of Communications and the District Engineering
Administrator.

The Office of Communications should issue a news release that includes the following
information:

• county name, route number, and crossing information;

• local road name and/or bridge name;

• whether the bridge will be closed or if traffic will be maintained during construction
(explain if traffic will be maintained due to new alignment, detour bridge, or staging);

• approximate date of expected closure, if determined; and

• approximate length of closure and/or completion date.

Approximately two to three months prior to letting, the Project Manager will prepare a letter for
the Executive Director’s signature, similar to the first communication.

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5.3 CONSULTANT MONITORING

5.3.1 Construction and Resource Management Program

The Construction and Resource Management (CRM) Program was a public-private partnership
aimed at completing 27 years worth of road and bridge work in seven years as part of SCDOT’s
accelerated construction program.

5.3.2 Consultant Services

5.3.2.1 General

Consultants are used to assist in the development of projects for different divisions of SCDOT.
Each SCDOT division is responsible for all administrative aspects of Consultant-designed
projects, including those under a term contract. These responsibilities include:

• advertising for Consultant services,

• preparing the Request for Proposals,
• administering the Consultant evaluation and selection process,
• conducting contract negotiations with the selected Consultant,
• processing and executing the agreement,
• preparing the Notice to Proceed,
• monitoring project progress,
• processing Consultant payments,
• conducting Department reviews,
• processing contract modifications,
• resolving disputes, and
• closing out the agreement.

The following Sections discuss the typical activities that occur during the implementation of
Consultant-designed projects.

5.3.2.2 Advertise for Consultant

The following procedures are required when advertising for a Consultant:

1. Request. Prior to advertising for a Consultant, the Director of Preconstruction will

request Commission approval to contact or advertise for the selection of an entity to
provide professional services. Requests for engineering services shall be submitted
through the State Highway Engineer and Executive Director.

2. Announcement. After the request has been approved, the Project Manager will prepare
an announcement requesting a Letter of Interest and Qualification from Consultants. The
contents of the announcement should include the following information:

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a. Purpose. The announcement should identify that the South Carolina Department
of Transportation is requesting a Consultant to work on a bridge project or other
projects for the Bridge Design Section.

b. Description. The announcement must contain a description of the work required

by the Consultant. Ensure that enough information is provided so that the
Consultant can easily determine whether or not it is qualified.

c. Selection Criteria. Evaluation of each firm’s proposal will be based on the

selection criteria and relative importance as published in the announcement.
Include the following selection criteria in the announcement and the proposed
weight (percentage) for each factor:

• experience, qualifications, and technical competence of the firm, including

past performance on similar projects;

• qualifications of the staff, specifically the Project Administrator and other

key staff, to be used on the project;

• proposed methodology for the project, ability to perform all aspects of

service, quality assurance procedures, and responsiveness to the
Department;

• present and projected workload;

• volume/value of SCDOT work awarded to the Consultant in past two

years;

• Disadvantaged Business Enterprise (DBE) contract goal or, if a DBE goal

is not provided, the Consultant’s proposed DBE utilization plan; and

• other factors that may be pertinent to the project.

d. Additional Documents. The announcement must state that the Consultant will
need to provide resumes for key personnel that are proposed to work on the
project, and Federal Standard Form (SF) 254 “Architect-Engineer and Related
Services Questionnaire” and SF 255 “Architect-Engineer and Related Services
Questionnaire for Specific Project” for both the primary firm and any
subconsultants.

e. Additional Information. The announcement should also note the following:

• proposed method of payment for the project;

• date and time the Letter of Interest is required to be submitted;

• the maximum page limit for the Letter of Interest;

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• maximum allowable hourly rate for the Consultant’s employees;

• the Department’s contact person, including telephone number and email

address, who may be contacted for inquiries and questions on the
proposal; and

• name and address of the person to whom the proposal should be

submitted.

3. Announcement Approval. The final draft of the announcement will be submitted to the
Department’s Selection Board for approval. This submission must be coordinated with
the Director of Contract Audit Services. Upon approval by the Selection Board, the
Director of Contract Audit Services will arrange for the announcement to be advertised in
the South Carolina Business Opportunities or other means as determined appropriate by
the Selection Board.

4. Selection of the Firm. The Director of Contract Audit Services will record the name,
date, and time of all Consultant Letters of Interest received. The Director of Contract
Audit Services will review all submittals for compliance with the announcement and will
record any areas of non-compliance for discussion and action with the Selection Board.
The Director of Contract Audit Services will notify Consultant firms if their Letters of
Interest are determined to be non-responsive by the Selection Board.

The Selection Board, or its designated selection committee, will evaluate firms
responding to the announcement against the selection criteria and relative importance and
rank them in order of qualifications. The Board will also consider the results of the
“Consultant Performance Evaluations” in the past performance criteria. Special attention
will be given to cost overruns, completing work on schedule, quality of work, errors and
omissions, etc. The Selection Board may short-list top rated firms for the submission of
additional information or interviews. The Selection Board will recommend the final
ranking of order of negotiation for the State Highway Engineer’s approval.

The State Highway Engineer will notify the Director of Contract Audit Services and the
Director of Preconstruction of the approved order for negotiation. The Director of
Contract Audit Services will notify all firms of their selection status and all responsive
Consultants of the selected firm. The selected Consultant will be documented in the
announcement file.

5.3.2.3 Scoping of Services

The Project Manager will arrange for a meeting with the Consultant for the purpose of
negotiating and refining the scope of services (SOS) and the project schedule (PS), and to
provide information to the Consultant regarding the negotiation process. As part of this process,
generally the following will occur:

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1. Existing Material. The Project Manager will furnish the Consultant any preliminary data
previously assembled for the project (e.g., location and design reports, aerial
photography, mapping, studies, traffic data, other items currently in the possession of the
Department).

2. Consultant. The Project Manager will direct the Consultant to prepare a general scope of
services and a project schedule, and to bring six copies of these Forms to the meeting.
The Consultant will prepare the scope of services and project schedule independent of the
Department based on the preliminary scope, any preliminary data, and the Consultant’s
understanding of the project. The schedule will be in sufficient detail to determine any
assumptions related to Department review and approval timeframes for project
components, and other items requiring approval from the Department or other regulatory
agencies.

3. Department. The Project Manager will develop a general scope of services and project
schedule, making any necessary revisions as may be required by the particular project.
This scope of services and project schedule will be prepared independent of the scope of
services and project schedule prepared by the Consultant. The Project Manager will seek
assistance from various units within the Department for specialized areas of work (e.g.,
hydrology, environmental, right-of-way, bridge design, construction). The Project
Manager may hold an internal scoping meeting of Department personnel for large or
unusual projects.

4. Scoping Meeting (Department/Firms). A review and comparison of the scopes and

services prepared by the Department and the Consultant will ensue. Differences will be
discussed for the purpose of refinement and mutual agreement. When general agreement
of the scope of services and project schedule is reached, the Project Manager will request
the Consultant to revise and resubmit the SOS and PS, if necessary. Final scope details
that are generally minor in nature may be finalized at a subsequent meeting to negotiate
man-hours and cost.

5. Documentation. The Project Manager will be responsible for maintaining documentation

of the modified scope of services and project schedule, and will furnish to the Director of
Contract Audit Services the original scope of services and project schedules prepared by
the Department and the Consultant, along with the revised scope of services and project
schedules. The Director of Contract Audit Services will maintain on file all
documentation related to the determination of the scope of services and negotiation
process.

5.3.2.4 Negotiations

The negotiations are a critical phase of the process leading to execution of an agreement and
authorization to proceed with the work. The Project Manager will furnish the selected
Consultant with copies of the following data and forms:

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• Standard Agreement for Consultant Services,

• manpower requirement forms, and
• cost estimate forms.

The Project Manager will be responsible for negotiating the scope of services, project schedule,
man-hours, job classifications, hourly rates, direct non-salary costs, and fixed fee (profit).
Resources to be used in the negotiations may include but not be limited to the scope of services,
cost estimates, and the audit opinion issued resulting from a pre-award audit.

The steps to be followed in the negotiation process are as follows:

1. Consultant Man-Hours and Cost. The Director of Contract Audit Services will direct the
Consultant to prepare and submit man-hour requirements and a cost estimate after an
agreement of the scope of services and project schedule have been reached.

2. Department Review. The Project Manager will prepare an independent estimate of the
man-hours and cost based upon the agreed and approved scope of services and project
schedule. The Department’s man-hours and cost estimate are confidential and are not to
be shared with the Consultant before the negotiation meeting.

After preparation of the Department’s estimate, the Project Manager will review the
Consultant’s man-hour requirements and cost estimate. If the Project Manager finds the
cost estimate and scope to be appropriate, the contract can be recommended for approval.
If not, the Project Manager will arrange for a negotiation meeting with the Consultant.
The purpose of the meeting is to reach agreement on the total scope of services, man-
hours, direct non-salary costs, and fixed fee by negotiation. In the event the project will
use a lump-sum contract, the Project Manager will review the scope of services, project
schedule, and fee structure for the project, and follow the above process for
recommendation or arrangement for a negotiation meeting with the Consultant.

3. Negotiation Meeting. The Project Manager will compare the man-hours, job
classifications, and hourly rates proposed for each task of work for the purpose of
ascertaining the appropriateness of these numbers and will discuss with the Consultant at
the meeting those items that are unacceptable or in question. Acceptance will be by
mutual agreement of the Project Manager and the Consultant. It is anticipated that the
approved scope will be refined as a result of these discussions and minor revisions may
be made. The Department may terminate negotiations if an agreement cannot be reached.

The Project Manager will also compare direct non-salary costs on a task-by-task basis
and make any revisions as agreed upon by negotiation. Subconsultant fees will be
negotiated based on Department experience on other projects, with consideration given to
those items listed in the next paragraph for negotiation of fixed fee (profit).

After agreement on other costs, the Project Manager will negotiate the fixed fee (profit)
with consideration of the financial and professional investment required, the extent, scope
of services, complexity, character, and duration of services, the degree of responsibility to

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be assumed by the Consultant, the pre-award audit opinion, and other factors as may be
considered at the time of negotiation.

4. Documentation of the Negotiations. The Project Manager will be responsible for

documenting the negotiations including preparation of the Record of Negotiation (RN)
Form. The Project Manager will record who attended the Man-hour and Cost Estimate
Meeting, distribute information, and request the Consultant to take minutes and to
provide all participants a copy of the minutes.

5. Submission to Contract Audit Services. The Project Manager will provide the Director of
Preconstruction with copies of the Department and Consultant prepared man-hour
requirements and cost estimates with notes and comments from all Department units
involved in the review process, along with all comments and revisions made during the
Department’s internal negotiation meeting. The Director will review this information and
provide it to the Director of Contract Audit Services. The Director will also furnish the
Director of Contract Audit Services a copy of the mutually agreed on man-hour
requirements and cost estimate, along with the agreed upon scope of services with any
revisions resulting from the Man-hour and Cost Estimate Meeting.

6. Agreement. The Director of Contract Audit Services will prepare an agreement for
consultant services to include the mutually agreed decisions resulting from the
negotiations.

7. Non-Agreement. If the Consultant and the Department cannot reach agreement on the
scope of services, man-hour requirements, cost estimate, etc., the Director of
Preconstruction will prepare a recommendation to terminate negotiations with the
selected Consultant for the Selection Board’s approval. The Department may begin the
negotiation process with the next firm in the order of negotiation after the Selection
Board’s approval.

5.3.2.5 Execution of Contract

Generally, SCDOT’s goal is to prepare contracts for projects for which logical and easily
identifiable beginning and ending points can be established in their entirety. However, this may
not always be practical or fiscally efficient. For multiple-phase projects, the following will
apply:

• For fiscal efficiency, the Department may elect to negotiate individually each phase of a
multiple-phase contract. An agreement for a project with multiple phases may be
executed based on the initial phase. Agreements for projects with multiple phases will
clearly state that the agreement is for the total project, and the negotiations for the
remaining phases will be conducted during the course of the agreement. The agreement
will also state that the Department reserves the right to discontinue the agreement at the
end of any phase at the sole discretion of the Department. Before beginning negotiations
for each subsequent phase within a contract, a request to negotiate the next phase of work

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including a justification for continuing with the contract must be prepared. The
justification should consider the general scope of services for the next phase, estimated
cost, project schedule, coordination of work with other phases, benefits, and/or
detriments of continuing with the original agreement including the effects of a new
consultant selection process. This justification is forwarded to the Selection Board for
approval prior to proceeding with negotiations for the next phase.

• Negotiations for individual phases of work will be conducted in accordance with Section
5.3.2.4 and will be conducted during the course of the agreement. Work cannot begin on
the next phase until negotiations for that phase are concluded and approved.

• When the agreement includes both the preparation of an environmental document and
subsequent final engineering and design, the Project Manager will conduct a review that
addresses the objectivity of the environmental document. The review will be submitted
to the FHWA Division Administrator before authorizing the Consultant to perform the
final engineering and design.

• Failure to obtain approval to negotiate a phase or approval of the negotiated phase will
require that the work of the phase be accomplished by Department staff or a new
Consultant selection process be held.

• Projects on new locations, on significant realignments, or which are unusually large or

are of an unusual nature such that there is insufficient information to define the overall
scope should be contracted by individual phases. Under normal circumstances, a new
selection will be held and a new contract written for each phase of work. Any
circumstances that require a change in these procedures will require justification and the
approval of the State Highway Engineer and the FHWA Division Administrator.

5.3.2.6 Notice to Proceed

Once the Consultant contract has been signed by both parties, the Department will provide the
Consultant with a Notice to Proceed.

5.3.2.7 Project Execution

During the execution of the project, the Consultant will be required to conduct the following:

1. Invoices. The following monetary values should be shown on all invoices:

• Total Contract Amount,

• Work This Period,
• Previous Period,
• Complete to Date, and
• Distribution of Fees List.

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Also, each invoice should be accompanied by a summary of work completed for the
period in which payment is requested. For cost-plus contracts, a breakdown of man-
hours for each task listed in the contract man-hour requirements should be included.

2. Department Reviews. The Consultant is responsible for the accuracy and quality control
of its work products. The Consultant will submit all work products to the Department for
review and comment. On an as-needed basis, periodic review meetings will be scheduled
with the Consultant. The objectives of the meetings may include answering SCDOT
questions, resolving Department comments, assessing project progress, etc. After the
meeting, the Consultant will be responsible for preparing minutes to document the key
decisions made during the meeting. Chapters 3 and 6 provide a list of items the
Consultant must provide to the Department for review when preparing bridge plans.

3. Contract Modifications. When significant changes occur in the scope, character, or

complexity of the project, a contract modification may be negotiated if it is mutually
agreed that changes are necessary. The Consultant will document the revised scope of
services and prepare a cost estimate for review and approval by the Department. If the
change in scope is approved, a contract modification will be processed.

4. Final Invoice. After the Consultant has completed all services required by the contract, a
final invoice is submitted to the Department. This invoice should be noted by the
Consultant that it is the final invoice. A paid final invoice is considered to be the final
acceptance of work performed by the Consultant.

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5.4 VALUE ENGINEERING

5.4.1 Purpose

Designers should acquaint themselves with value engineering (VE) objectives and methods,
because savings can be achieved in the design phase by using VE techniques. The basic
principle of VE encourages the design of cost-effective projects and may include the substitution
of alternative designs, materials, and/or innovative construction methods. The following are
elements of a VE program:

• a commitment of resources and support by management;

• all levels of management must understand and support the concept of VE;

• a policy directive describing details of a State VE program;

• a VE training program for all levels of management;

• a VE coordinator position that administers and monitors the State’s VE program;

• a VE program should be administered:

+ early in the planning/design process to maximize the potential product

improvement and cost savings,

+ on high-cost and complex projects, and

+ by a multidisciplinary team of professionals trained in VE techniques;

• all recommendations must be fairly evaluated for implementation; and

• the VE programs within the State organization should be closely monitored, evaluated,
and modified to ensure the program’s effectiveness.

Typically, SCDOT performs informal value engineering for all projects at various intervals
during the project development process. Comments and recommendations are usually made
during the initial field review, at the Design Field Review, and other meetings, as needed.

SCDOT also encourages value engineering during construction. Incentives are provided to
Contractors to perform value engineering on a project beyond the preconstruction stage. This
allows the Department to benefit from a Contractor’s design and construction ingenuity,
experience, and ability to work through or around restrictions.

5.4.2 Value Engineering Team

For projects that are implemented with Federal-aid funds estimated to exceed $25 million, the
Director of Preconstruction should ensure that a multidisciplinary team reviews the proposed
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project prior to completion of the Project Planning Report (see Section 5.5) to perform a value
engineering study. The Value Engineering Team may include the following representatives:

• Bridge Design (Project Manager),

• Preliminary Design,
• Road Design,
• Traffic Engineering,
• Planning,
• Environmental,
• Construction,
• Materials and Research,
• Right of Way,
• Hydraulics,
• District Engineering,
• AGC,
• Consultant,
• FHWA, and
• others as required.

The Value Engineering Team will perform a systematic review and analysis of a project to
identify opportunities for reducing the total cost of the project and still provide a project of equal
or better quality. Recommendations may include time considerations, traffic control, ease of
construction, and maintenance. Other suggestions may include combining or eliminating
otherwise inefficient or expensive parts of the original proposed design for the project or a total
redesign of the proposed project using different technologies, materials, or methods and yet
accomplish the original purpose of the project.

Once the Value Engineering Study Approval Committee approves the Value Engineering
Team’s recommendation(s), the Project Manager may complete the Project Planning Report. If
significant changes are required during the subsequent development of the Project, the Director
of Preconstruction may reconvene the Value Engineering Team to consider changes in the scope
of the project and offer additional recommendations.

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5.5 PROJECT REPORTS/REQUESTS

This Section provides information on how to prepare Department reports for bridge projects
including the Program Action Request; Project Planning Report; Bridge Type, Size, and
Location Study for Conceptual Bridge Plans; and other reports/requests. When used as
described, this information will provide consistent, accurate, and appropriate project reports and
requests.

5.5.1 Bridge Replacement Site Information Sheet

For bridge replacement projects, the Project Manager is responsible for completing the Bridge
Replacement Site Information Sheet. This Sheet provides information to the designer regarding
the location and condition of the existing bridge, utilities, and hydraulics. It also provides
recommendations to the bridge designer on the design of the structure.

The Project Manager will forward the Sheet to the Bridge Design Teams, who will retain it in the
project file. The Project Manager also includes a site location map and summary report from the
National Bridge Inventory (NBI) database.

The Bridge Replacement Site Information Sheet should include the following information:

1. Heading. Include the date of preparation and whether the proposed project is fast-
tracked, FEMA, or normal.

2. Existing Bridge. Identify the following existing bridge information:

• county name,
• road/route name and number,
• local road and/or bridge name,
• structure number,
• type of crossing,
• structure location,
• structure length,
• structure width,
• traffic data, and
• length of detour (if applicable).

Ensure that the structure number matches the information provided in the NBI database.
Also, include the posted weight limit, if applicable, superstructure and substructure type,
distance from the finished grade to the existing ground, and the type of existing
pavement.

3. Utilities. Indicate if utilities exist and whether they are attached, overhead, or
underground. Include a description (e.g., 10-in waterline, phone, fiber optic).

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4. Hydraulics. Include the distance of the finished grade to the water, water depth, and any
other observations regarding the channel (e.g., observed scour, observed debris, exposed
rock).

5. Recommendations. Provide design recommendations, as appropriate. Some of the

recommendations should include the following:

• type of structure,
• approach slab requirements,
• required permits,
• skew angle,
• opportunity for public hearing,
• pavement width,
• shoulder width,
• design speed,
• bridge length,
• bridge width,
• number and length of spans,
• whether or not to raise the grade, and
• existing and proposed right-of-way requirements.

6. Comments. Include any other information that is necessary to clarify the details on the
existing and/or proposed structure.

7. Sketch. Include a sketch of the existing site conditions and proposed replacement
options.

8. Attachments. Include a site location map and the latest Structure Inventory and Appraisal
(SI&A) Sheets.

5.5.2 Program Action Request (PAR)

A proposed project can originate from a variety of sources, including local officials, county
transportation commissions, councils of government (COG), or metropolitan planning
organizations (MPO) (community-based need); directly from the SCDOT District Office
(district-based need); from a Section/Division within the Headquarters (e.g., Preconstruction,
Traffic Engineering Division, Planning Division); or from SCDOT management systems (e.g.,
Traffic Safety, Bridge Replacement Program) targeting a special or Statewide need. Once the
review and recommendations are completed, the Project Manager prepares and submits a PAR to
the Director of Preconstruction for approval. The following information is included in the PAR:

• date of request,
• road/route number and local name,
• county name,
• city/town,

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• MPO area,
• COG area,
• Congressional District,
• project length,
• number of lanes,
• project location,
• general description of road and/or bridge work,
• bridge structure number,
• nature of request,
• proposed improvement type,
• type of highway and its functional class,
• proposed funding source,
• obligation schedule and cost estimate,
• an attached site location map,
• an attached Structure Inventory and Appraisal Sheet (SI&A), and
• an attached PPM Project Characteristics Form.

For Federally funded projects, the Federal-aid Unit will forward the PAR to FHWA for its
approval.

5.5.3 Notice of Eminent Domain

Established procedures from the Code of Laws of South Carolina specify that reasonable notice
must be given to landowners prior to entry upon the real property for the purpose of making a
survey, determining the location of proposed improvements, or making an appraisal. Prior to the
Request for Survey, the Project Manager is responsible for providing a description of the project
to the Legal Advertising Coordinator in the Environmental Management Office, which will
publish a legal notice in the appropriate local newspaper. The Notice of Eminent Domain will
include the following information:

• a legal description of the Eminent Domain Procedure Act (prepared by the Advertising
Coordinator),

• a contact number for more specific project information (prepared by the Advertising
Coordinator), and

• the location and a brief description of the proposed project (prepared by the Project
Manager).

The Survey will not be initiated until the Notice of Eminent Domain has been advertised.

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5.5.4 Request for Survey

5.5.4.1 General Survey

When the existing alignment is used, Road Design’s Bridge Project Facilitator “redlines” the
existing plans according to the proposed project’s needs. The Bridge Project Facilitator will use
any applicable information obtained from the Scoping Trip in preparing the survey request.

When the existing alignment is not used, the Preliminary Design Group within the Road Design
Section is responsible for determining the new alignment. If necessary, the Bridge Design
Section will provide a minimum offset dimension. The Preliminary Design Group will provide
the new alignment to the Bridge Project Facilitator. The Facilitator will use the alignment
information to prepare the survey request. The following procedures will occur:

1. Road Design Section. The Road Design Section will initiate the Request by editing (i.e.,
red-lining) a set of old plans or maps and forwarding them to the Bridge Design Section.

2. Checklist. The Project Manager will review the marked-up plans and/or maps. The
Bridge Project Facilitator will then complete a checklist and forward it through the
Project Manager to the Hydraulic Engineer for review.

3. Hydraulic Review. After the Hydraulic Engineering Section has completed its review,
the Hydraulic Engineer will sign and date the Request. The Request is returned back to
the Project Manager.

4. Submission. After all reviews and signatures are obtained, the Project Manager will
forward the request, marked-up plans, and/or maps to the Surveys Office.

5. Surveys Office. Once the Surveys Office receives the Request, it will conduct the field
survey and prepare all necessary notes, drawings, and recommendations for existing field
conditions, drainage systems, utility lines and right-of-way, and their relative positions
and elevations. The Surveys Office will select and contract with a Subsurface Utility
Engineering (SUE) Consultant, when requested. The Surveys Office places the survey
information into CADD for the Bridge Design Team’s use.

5.5.4.2 Surveys/Subsurface Utility Engineering

The standard survey practice of accurately finding the location and elevation of all aboveground
utility topography is typically used for most projects. For other projects, where the location of
underground utilities is considered critical to the design process, the use of a Subsurface Utility
Engineering (SUE) service will be required.

SUE is a method for identifying the location of subsurface utilities at various levels of quality.
Each quality level is defined by the thoroughness, accuracy, and methods used in gathering the
subsurface utility information.

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A representative of the Surveys/Utilities Office working with the SUE firm, as well as the
Project Development Team, will determine the extent of utility delineation and the appropriate
levels needed based on the utility information available, utility risk, and project budgetary
constraints. Once the Department has contracted with the SUE firm for the required quality
level(s), the SUE firm will be responsible for obtaining some or all of the following utility
information in accordance with the current Department SUE CADD criteria and will be
responsible for the negligent errors or omissions in the data. The following is the minimum data
required:

• utility ownership information for all utilities within the project limits,
• location of all underground utilities,
• location of all aboveground utility topography,
• location of all utility poles including identification number,
• location of all aerial utility facilities, and
• utility details as required by the standard Utility Data Sheets.

5.5.5 Hydraulic Report/Scour Report

Any structures over a waterway will require a Hydraulic/Scour Study. Once the general bridge
location is known, the Project Manager will prepare a request to the Hydraulic Engineer to
conduct the necessary studies and prepare the applicable reports. Based on the hydrological data
collected and the preliminary plan and profile, the Hydraulic Engineering Section will perform
the detailed hydraulic analysis for a bridge. The Project Manager will prepare and submit the
Request.

Include the following information in the Request:

• county name;
• route/road number and/or name;
• project identification number (PIN);
• file and project number;
• a brief project description;
• charge code;
• type of information needed:

+ NPDES;
+ pipe size;
+ structure type (e.g., bridge, culvert);
+ floodplain locations; and
+ detailed hydraulic analysis;

• any applicable remarks;

• name of responsible Project Manager; and
• name of Road Design Group Leader.

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Once the hydraulic analysis is completed, the Hydraulic Engineer will submit a Hydraulic
Report/Scour Report to the Bridge Design Team Leader documenting the findings from the
evaluation. The Report will provide:

• beginning and ending stations;

• the water surface elevation for the design-year flood;

• a minimum low-chord elevation;

• a minimum finished grade;

• riprap requirements;

• the proposed number of spans;

• the necessary bridge waterway channel bottom width, side slopes, skew angle, and
channel centerline station; and

• the results of the hydraulic scour analysis.

5.5.6 Initial Studies Request

The Assistant State Bridge Design Engineer will provide an Initial Studies Request to the
Environmental Operations Manager in the Environmental Management Office to initiate the
environmental and permitting process. The Request should provide the following information:

• county,
• road and/or route name,
• construction project identification number (PIN) number,
• file number,
• project description,
• project identification number (PIN), and
• charge code.

In addition, the Request should include any structure numbers, estimated project limits,
estimated bridge limits, and traffic control requirements, where applicable.

See Chapter 2 for more information on the Initial Studies Request.

5.5.7 Request for Seismic Information

The Bridge Design Team will request seismic information from the State Geotechnical Design
Engineer. The request should include the:

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• county name,
• road/route name and number,
• local road and/or bridge name,
• file number,
• project identification number (PIN),
• brief project description, and
• longitude and latitude of structure.

5.5.8 Bridge Type, Size, and Location Study (Conceptual Bridge Plans)

Once the Preliminary Design Group determines the general roadway alignment and elevations,
the Road Design Section will forward this information to the Bridge Design Section. At this
point, the bridge designer will prepare the Bridge Type, Size, and Location Study.

The Study will provide the following information:

• Title Sheet;

• plan and profile of the bridge showing the proposed type of superstructure (e.g.,
prestressed concrete, steel, flat slab) and foundation (e.g., drilled shafts, piles, footings),
and existing ground profiles at the bridge site;

• permanent retaining walls and temporary shoring;

• superstructure cross section showing pertinent structural elements (e.g., number and type
of beams, width of bridge deck, superstructure depth);

• bridge railing/parapets, sidewalks, and/or shoulders;

• horizontal and vertical clearances;

• preliminary geotechnical subsurface information, if available;

• channel section and bent locations; and

• existing high-water elevation, if available.

The Assistant State Bridge Design Engineer will review the Study before the Project Manager
forwards this information to the Road Design Section. This Study is then used to develop the
Preliminary Bridge Plans.

5.5.9 Soil Boring Logs Request

The Bridge Design Team will provide the Geotechnical Design Section with the Title Sheet,
Roadway Plan and Profile Sheets, and the Bridge Plan and Profile Sheet. The State Geotechnical

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Design Engineer will determine the locations of the soil borings and mark these locations on the
plan sheet. The State Geotechnical Design Engineer requests the Office of Materials and
Research to conduct the soil borings and prepare the logs. For Consultant-designed projects, the
State Geotechnical Design Engineer will approve the locations of the soil borings. The purpose
of the boring logs is two-fold:

• identification of the various soil and rock strata and ground water levels; and

• the determination of the engineering properties (e.g., load-carrying capacity) of the native
material.

Once the drilling is completed and recorded, the Office of Materials and Research will provide
this information to the State Geotechnical Design Engineer, who will forward the information to
the Bridge Design Team. The State Geotechnical Design Engineer will use this information to
prepare the Geotechnical Reports. The Bridge Design Team will use this information and
incorporate it directly onto the Boring Log Detail Sheets; see Section 6.3.

5.5.10 Preliminary Geotechnical Report

The Preliminary Geotechnical Report is prepared by the Geotechnical Design Section and
forwarded to the Bridge Design Section when complete. The Report should summarize the
findings obtained by the preliminary field review of the bridge site by the Geotechnical Design
Section. The Preliminary Geotechnical Report may include the following:

• a summary of field reconnaissance of the surface indications of subsurface properties

(e.g., surface soils, rock exposures, stream-deposited soils, gullies, stream banks, water
surface flows, existing structures in the area, topography, vegetation);

• the initial evaluation of a boring plan and the physical characteristics of the site for the
setting up of its drill rigs for the boring logs;

• a description of the necessary in-situ field testing and the necessary boring samples for
laboratory testing;

• an evaluation of the embankment stability;

• for proposed cuts, a determination of the slope stability characteristics and the need for
any special treatments (e.g., benching);

• an evaluation of any erosion potential within the project limits;

• anticipated foundation types and estimated fixity depths; and

• a geotechnical seismic report.

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5.5.11 Bridge Geotechnical Report

The Geotechnical Design Section prepares the Bridge Geotechnical Report, based on the final
geotechnical field investigation and the analysis of the boring logs, and forwards the Report to
the Bridge Design Section. The Bridge Geotechnical Report will document the Geotechnical
Design Section’s recommendations and will include the following supporting data:

• boring log information;

• the native soil and rock types;

• bearing capacities;

• discussions on the recommended foundation type;

• for the selected foundation type, pertinent loading information, allowable bearing
capacity for spread footings, depth and diameter of piles/drilled shafts, estimated
pile/shaft tip elevations, and minimum pile/shaft tip elevations to maintain lateral
stability;

• geotechnical-related specifications; and

• construction-related notes.

5.5.12 Asbestos/Lead Survey

For any bridge removal or portion of a bridge being removed, the Assistant State Bridge Design
Engineer – Specifications will prepare a request to the Office of Materials and Research to
prepare an Asbestos/Lead Survey. This task is performed by the Department on both in-house-
designed and Consultant-designed bridge replacement projects. The request should include the:

• site location map,

• county name,
• road/route name and number,
• local road and/or bridge name,
• structure number,
• type of crossing,
• structure location,
• structure length, and
• structure width.

The Office of Materials and Research, or its Consultant, will conduct the Study and report the
findings to the Bridge Design Section. The results of the Survey are included in the project file.

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5.5.13 Design Field Review (DFR)

The Road Design Section initiates the Design Field Review. Where applicable, the Road Design
Section will request the Bridge Design Section to include information on the necessary bridge
elements. For a description of the Design Field Review, see Section 33.2 of the SCDOT
Highway Design Manual and Chapter 2 of the SCDOT Bridge Design Manual.

5.5.14 Project Planning Report (PPR)

A PPR is conducted after the Design Field Review and identifies site characteristics, major
design features, and project-related issues. The Project Manager is responsible for the
preparation of the PPR. The following Sections describe the process when the Bridge Design
Section is responsible for preparing the PPR.

5.5.14.1 Preparation

The following procedures will apply to preparing the PPR for bridge projects:

1. Preparation. The Project Manager is responsible for the preparation and submittal of the
PPR. The Report should be organized using the format discussed in Section 5.5.14.2.

2. Signature. Prepare the PPR for the Assistant State Bridge Design Engineer’s signature.

3. Distribution. After the Assistant State Bridge Design Engineer has signed the Report,
copies of the PPR will typically be distributed to the project file and to the following
individuals:

• Hydraulic Engineer;
• Road Design Engineer;
• Road Design Group Leader;
• District Engineering Administrator;
• Bridge Maintenance Engineer;
• Assistant State Bridge Design Engineer;
• Bridge Design Team Leader;
• Bridge Construction Engineer;
• Environmental Manager;
• State Geotechnical Design Engineer;
• Utilities Engineer;
• Traffic Engineer; and
• others, as deemed appropriate.

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5.5.14.2 Format/Content

Desirably, prepare the PPR in the order and format discussed below. This will provide a uniform
presentation for all Department PPRs and will ensure that all appropriate information will be
addressed. Not all of the subject areas listed below will be required for every PPR, and
adjustments will be necessary to the PPR as appropriate. The level of coverage for each item
will also vary from project-to-project. Although in-depth coverage of the individual design
details is usually not provided in the PPR, provide sufficient detail to allow the reader to fully
understand the proposed project.

The following provides the topic areas that should be addressed in the PPR:

1. Heading. Note that the heading must be completely filled out, including the project file
number, project number, PPMS preliminary engineering PIN, PPMS construction PIN,
Structure ID Number, and charge code. The project number is used by the Department to
identify the main focus of an intended project. Include the distribution list in the heading
of the PPR.

2. General Summary of Project Recommendations. In this section, list the type of project
(e.g., bridge replacement, new bridge).

3. Project Location. Describe the project location. Some of the descriptions that may be
used to briefly describe the project location include:

• county name;
• city/town name;
• route number and local road name, if available;
• nearby mile markers (for railroad purposes);
• project length;
• location with respect to existing structures;
• crossing feature (e.g., river, highway, railroad) and name; and
• distance and direction from nearby towns/cities.

4. Description of the Proposed Action. Provide a very brief description of the proposed
project. For example, “The existing 42 ft by 24 ft deficient bridge will be replaced with a
flat slab bridge, 150 ft in length and having a 28-ft clear roadway width. The new bridge
will be located on the existing horizontal alignment, and the vertical alignment will be
raised approximately 2.5 ft.” The description should indicate whether the project is a new
structure, replacement structure, or rehabilitated structure.

5. Purpose. Include a brief discussion explaining the reason why the proposed project was
selected.

6. Approaches. Indicate the offices that will be involved in the bridge approach work.
Also, state whether or not the following information is required:

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• Traffic Control Plans,

• Survey,
• Hydrology,
• Roadway Approach Plans, and
• Environmental Assessment-Initial Studies Request date.

7. Requirements to be Met. Provide a breakdown of the cost requirements for the project.
The cost breakdown may include costs for the following:

• bridge,
• approach slabs,
• roadwork,
• structure removal and disposal,
• contingency factor,
• engineering and incidental,
• preliminary engineering,
• utility relocations,
• right-of-way, and
• the total cost.

8. Permits. Identify any permits required for the project.

9. Traffic Data. If available, include the following traffic data in the PPR:

• latest year ADT,

• design year ADT, and
• percent of trucks (T).

10. Right-of-Way. Provide a brief description on the type of right-of-way required.

11. Detour. Provide the length of the detour, if necessary.

12. Utilities. Provide the type and the names of the utility companies that will be affected by
the proposed project.

13. Attachments. Include a site location map. For the Environmental Management Office,
include the road plan and profile sheets.

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5.6 RECORDS AND FILES

5.6.1 Bridge Design Files

The project files provide information on the project and a history of the project’s development.
Separate files are maintained for each project.

5.6.1.1 Design Files

The Bridge Design Team that has responsibility for the design of the project maintains this
portion of the file. Typically, it is the responsibility of the Bridge Design Team Leader. The
project design file is typically comprised of the following:

1. Design Computations/Notes. Design computations are maintained for reference

throughout the life of the structure. They provide a record of design analysis methods,
materials specified, loadings, and structure dimensions.

2. Quantities. Estimated quantities are retained until construction is completed. They are
available to check the estimated quantities against the actual pay quantities. The quantity
calculations are kept separate from the design calculations. Upon completion of the
project construction, the quantities folders are discarded.

3. Project Reports. Retain all engineering-related project reports (e.g., hydraulics,

foundation, boring logs) within the design file.

5.6.1.2 Correspondence

The correspondence portion of the project file provides a single-source location for
administrative information on the project and a history of the project’s development. This
includes all written and electronic correspondence. The following correspondence is typically
located in the project correspondence file:

1. Agreements. Include copies of any project agreements in the correspondence folder (e.g.,
Consultant, Bi-State, Participation, Utility).

2. FHWA Correspondence. Include all correspondence sent to or received from FHWA.

3. Project Planning Report. Include a copy of the Project Planning Report and all related
correspondence prepared by the Bridge Design Section.

4. Other. Other miscellaneous documents may include programming information, any

special instructions or concerns, problems that may have arisen during design, and any
other information related to the project administration.

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5.6.2 Miscellaneous Files

5.6.2.1 As-Built Plans

As-built plans are kept by the Final Plans Section. The as-built plans are used to determine what
was actually constructed. They are most important for structure rehabilitation projects.

5.6.2.2 Shop Plans

The Bridge Design Section maintains a file for all shop plans used on structure projects. These
plans are filed according to the file number. The old shop plans are an invaluable resource when
an existing structure is repaired, modified, or rehabilitated. Fabrication-related correspondence
is located in the shop plans file. Some of the shop plans that are retained include:

• seismic restrainers,
• prestressed concrete beams,
• structural steel,
• bearings,
• SIP forms,
• prestressed piles,
• deck expansion joints, and
• structure drainage system.

5.6.2.3 Proposal Bids

The Assistant State Bridge Design Engineer – Specifications is responsible for preparing the
bridge-related portion of the proposal bid; see Section 9.1. The Department retains project
estimates from the letting process for a period of three years after the project is accepted.

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5.7 HIGHWAY SYSTEMS

5.7.1 Functional Classification System

The functional classification concept is one of the most important determining factors in
highway design. The system recognizes that the public highway network serves two basic and
often conflicting functions ⎯ travel mobility and access to property. In the functional
classification scheme, the overall objective is that the highway system, when viewed in its
entirety, will yield an optimum balance between its access and mobility purposes.

The functional classification system provides the guidelines for determining the geometric
design of individual highways and streets. Based on the function of the facility, the designer can
select an appropriate design speed, roadway width, roadside safety elements, amenities, and
other design values. The SCDOT Highway Design Manual is based upon this systematic concept
to determining geometric design.

The following briefly describes the characteristics of the various functional classifications. See
Chapter 9 of the SCDOT Highway Design Manual for more information.

5.7.1.1 Arterials

Arterial highways are characterized by a capacity to quickly move relatively large volumes of
traffic and sometimes a restricted function to serve abutting properties. The arterial system
typically provides for high travel speeds and the longest trip movements. The arterial functional
class is subdivided into principal and minor categories for both rural and urban areas.

Principal arterials provide the highest traffic volumes and the greatest trip lengths. The freeway,
which includes Interstate highways, is the highest level of arterial. In rural areas, minor arterials
will provide a mix of interstate and interregional travel service. In urban areas, minor arterials
may carry local bus routes and provide intra-community connections.

5.7.1.2 Collectors

Collector routes are characterized by a roughly even distribution of their access and mobility
functions. Traffic volumes will typically be somewhat lower than those of arterials. In rural
areas, collectors serve intra-regional needs and provide connections to the arterial system. In
urban areas, collectors act as intermediate links between the arterial system and points of origin
and destination.

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5.7.1.3 Local Roads and Streets

All public roads and streets not classified as arterials or collectors are classified as local roads
and streets. These facilities are characterized by their many points of direct access to adjacent
properties and their relatively minor value in accommodating mobility.

5.7.2 Federal-Aid System

5.7.2.1 Background

The Federal-aid system consists of those routes within South Carolina that are eligible for the
categorical Federal highway funds. The Department, working with the local governments and in
cooperation with FHWA, has designated the eligible routes. The following briefly describes the
components of the Federal-aid system. See Chapter 7 of the SCDOT Highway Design Manual
for more information.

5.7.2.2 National Highway System

The National Highway System (NHS) is a network of principal arterial routes identified as
essential for international, interstate, and regional commerce and travel and for national defense.
It consists of the Interstate highway system, logical additions to the Interstate system, selected
other principal arterials, and other facilities that meet the requirements of one of the subsystems
within the NHS.

5.7.2.3 Surface Transportation Program

The Surface Transportation Program (STP) is a flexible funding program that provides Federal-
aid funds for:

• highway projects on all functional classes (except facilities functionally classified as

“local”),

• bridge projects on any public road (including “local” functional classes),

• transit capital projects, and

• public bus terminals and facilities.

The basic objective of STP is to provide Federal-aid for improvements to facilities not
considered to have significant national importance (i.e., facilities not on the NHS) and to
minimize the Federal requirements for funding eligibility. The Federal funds allocated to STP
are comparable to those funds previously designated for use on the former Federal-aid primary,
Federal-aid urban, and Federal-aid secondary systems. STP funds are distributed to each State

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based on its lane-miles of Federal-aid highways, total vehicle-miles traveled on those highways,
and estimated contributions to the Highway Trust Fund.

5.7.2.4 Highway Bridge Program

The Highway Bridge Program (HBP), formerly known as the Highway Bridge Rehabilitation
and Replacement Program, provides funds for eligible bridges located on any public road. The
HBP is the cornerstone of FHWA’s efforts to correct, on a priority basis, deficient bridges
throughout the nation. The number of structurally deficient and/or functionally obsolete bridges
in South Carolina compared to the number nationwide basically determines South Carolina’s
share of HBP funds.

HBP funds available to non-State highway facilities are based on the provision that no less than
15% of the funds must be used on public roads that are functionally classified as local roads
(urban and rural) or rural minor collectors.

HBP funds can be used for total replacement or for rehabilitation. HBP funds can also be used
for a nominal amount of roadway approach work to tie the new bridge in with the existing
alignment or to tie in with a new gradeline. Funds cannot be used for long approach fills,
causeways, connecting roadways, interchanges, ramps, and other extensive earth structures.

Eligibility for HBP funding is based on a Sufficiency Rating (SR) (0-100), which is calculated by
the Bridge Maintenance Office. The SR is based on a complex numerical equation that considers
many aspects of a bridge (e.g., structural adequacy, safety, serviceability, functionality, detour
length). The following applies:

1. Replacement. Bridges scheduled for replacement require an SR less than 50 and must be
classified as structurally deficient or functionally obsolete.

2. Rehabilitation. Bridges scheduled for rehabilitation require an SR less than 80 and must
be classified as structurally deficient or functionally obsolete.

3. Exception. If the cost of rehabilitation is greater than replacement, then coordination

with FHWA is required to determine if the bridge can be replaced.

4. 10-Year Rule. If a bridge has been rehabilitated with HBP funds, it is not eligible for
additional HBP funds for 10 years.

5. SR ≥ 80. If a bridge has an SR greater than or equal to 80, it is not eligible for HBP
funds.

5.7.2.5 Major Bridge Program

The Major Bridge Program is a subset of the Highway Bridge Program, and there is a special
provision to use a portion of these funds for the seismic retrofit of bridges. The Major Bridge
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Program allocates funds for bridges that may be either on or off the State Highway System that
have estimated construction costs exceeding $1,000,000.

5.7.2.6 Innovative Bridge Research and Development Program

The Innovative Bridge Research and Development Program (IBRD) emphasizes new cost-
effective, innovative bridge applications.

5.7.3 South Carolina Jurisdictional Responsibilities

This Section briefly discusses the jurisdictional responsibility for the public highway system in
South Carolina.

5.7.3.1 State Highway System

The South Carolina State Highway System represents those public highways, roads, and streets
for which the SCDOT has direct jurisdictional responsibility for all planning, design,
construction, and maintenance. The State Highway System may be identified by the route shield
used on the facility, which may be:

• an Interstate Route,
• a US Route,
• an SC Route, or
• an S- (Secondary) Road.

5.7.3.2 County/Municipal System

For all public roads and streets not on the State Highway System, either a county or local
municipality has jurisdictional responsibility for the facility.

5.7.4 Roadway Definitions

The SCDOT Highway Design Manual provides an in-depth glossary of terms that are used in
road design. The following defines selected roadway elements that often have an application to
the roadway design portion of a bridge:

1. Average Annual Daily Traffic (AADT). The total volume of traffic passing a point or
segment of a highway facility, in both directions, for one year, divided by the number of
days in the year.

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2. Average Daily Traffic (ADT). A general unit of measure for traffic expressed as the total
volume during a given time period, greater than one day and less than one year, divided
by the number of days in that time period.

3. Average Daily Truck Traffic (ADTT). The total number of trucks passing a point or
segment of a highway facility, in both directions, during a given time period divided by
the number of days in that time period.

4. Cross Slope. The slope in the cross section view of the travel lanes, expressed as a
percent or ratio based on the change in horizontal compared to the change in vertical.

5. Design Speed. The maximum safe speed that can be maintained over a specified section
of highway.

6. K-Values for Vertical Curves. The horizontal distance needed to produce a 1% change in
longitudinal gradient.

7. Longitudinal Grade. The rate of roadway slope expressed as a percent between two
adjacent Vertical Points of Intersection (VPI). Upgrades in the direction of stationing are
identified as positive (+). Downgrades are identified as negative (–).

8. Median. On a multilane facility, the area (or distance) between the inside edges of the
two traveled ways. Note that the median width includes the two inside (or left)
shoulders.

9. Normal Crown (NC). The typical cross section on a tangent section of roadway (i.e., no
superelevation).

10. Overpass. A grade separation where the subject highway passes over an intersecting
highway or railroad.

11. Point of Grade (Finished Grade). The line at which the profile grade is measured on the
pavement.

12. Roadway. The portion of a highway, including shoulders, for vehicular use. A divided
highway includes two roadways.

13. Superelevation. The amount of cross slope provided on a horizontal curve to

counterbalance, in combination with the side friction, the centrifugal force of a vehicle
traversing the curve.

14. Superelevation Transition Length. The distance needed to transition the roadway from a
normal crown section to the design superelevation rate. Superelevation transition length
is the sum of the tangent runout (TR) and superelevation runoff (L) distances.

15. Traveled Way. The portion of the roadway for the movement of vehicles, exclusive of
shoulders and auxiliary lanes.

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16. Truck. A heavy vehicle engaged primarily in the transport of goods and materials, or in
the delivery of services other than public transportation. For geometric design and
capacity analyses, trucks are defined as vehicles with six or more tires.

17. Truck Percentage (T). The percentage of trucks in the total traffic volume on a facility.

18. Underpass. A grade separation where the subject highway passes under an intersecting
highway or railroad.

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5.8 FHWA OVERSIGHT AND INVOLVEMENT

5.8.1 Project Oversight

The following applies:

1. Interstate System. All new construction and reconstruction projects involving the
Interstate system will be developed with full FHWA oversight and approval as shown in
Figure 5.8-1. Upon agreement by the FHWA Division Administrator and the
Department, large or complex rehabilitation projects (e.g., freeway projects) may also be
considered for full FHWA oversight.

2. NHS System. For new construction and reconstruction projects on the non-Interstate
NHS system, FHWA oversight and approval will be required where the total project cost
exceeds $50 million. For new construction and reconstruction projects less than $50
million, SCDOT is responsible for all facets of the project in accordance with Section
106 of Title 23 USC.

3. All Other Projects with Federal Funding Participation. SCDOT is responsible for all
project activities in accordance with Section 106 of Title 23 USC. This applies to all
design activities, PS&E approvals, concurrence in awards, and construction and
maintenance activities. This precludes the need for any FHWA approval or concurrence,
except those actions that require FHWA approval outside of Title 23 USC (e.g., National
Environmental Policy Act (NEPA), Title VI of the Civil Rights Act, the Fair Housing Act,
the Uniform Relocation Assistance and Land Acquisition Policies Act).

5.8.2 Obligation of Funds

SCDOT requests an obligation of funds, and FHWA responds to those requests using its
electronic Financial Management Information System (FMIS).

SCDOT does not submit requests for funding obligation on any Federal-aid project until the
NEPA approval process has been completed and the projects for which funds are being sought
are listed in South Carolina’s Statewide Transportation Improvement Program (STIP).

5.8.3 Certification

SCDOT follows all Federal and State laws, regulations, and directives for the design,
construction, operation, and maintenance of all Federal-aid projects, including the following,
plus any other applicable laws and regulations:

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Highway Systems

Project Level Actions Interstate or

NHS
NHS > $50 Non-NHS
≤ $50 million
million

All Preliminary Engineering x

National Environmental Policy Act (NEPA) x x x
Uniform Relocation Assistance Act and all ROW
x x x
Matters
Utility Relocation/Railroads x
All PS&E Approvals x x
Authority to Advertise for Bid x
Approvals of the Award of the Contract x
Disadvantaged Business Enterprise (DBE) Program x x x
All Construction Engineering x
Davis-Bacon Act Regarding Wages x x x
Approval of Extra Work, Time Extensions, and Claims x
Approval of Minor Construction Supplemental
x
Agreements and Contract Modifications
Final Acceptance x
Interchange Modifications and New Access Requests x
Utility Crossings and Encroachments x
Changes in Right-of-Way x
Highway Beautification x
Landscape and Roadside Development x
Bridge Type, Size, and Location x
Geometric Design Approval and Design Exceptions x

x = FHWA Involvement Required

Notes:

1. SCDOT is responsible for all FHWA responsibilities for design, plans, specifications, estimates,
contract awards, and inspection of all projects except as shown in the chart.
2. Projects not on the NHS will be designed, constructed, operated, and maintained according to
applicable State laws, regulations, standards, and procedures.
3. SCDOT can request FHWA involvement on any project any time or for any phase of work.
SCDOT can request technical assistance on any project issue.
4. Any State function is subject to all Title 23 requirements and is subject to FHWA review. FHWA
will include a sampling of non-Interstate NHS projects and projects not on the NHS as part of
all process reviews and product evaluations.

FHWA PROJECT OVERSIGHT ACTIONS

Figure 5.8-1

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• Title 23 USC – United States Code, “Highways”;

• 23 CFR – Code of Federal Regulations, “Highways”;

• 49 CFR Part 26, “Participation by Disadvantaged Business Enterprises in Department of

Transportation Financial Assistance Programs”;

• The Federal Managers’ Financial Integrity Act of 1982;

• Title 57 of the South Carolina Code of Laws; and

• Americans with Disabilities Act.

FHWA is not precluded from reviewing or investigating any phase of the Federal-aid program
including control documents on any Federal-aid project, especially those that contain unique
features or those with unusual circumstances. Furthermore, this does not preclude SCDOT from
requesting FHWA involvement in projects. This does not change any of the responsibilities of
FHWA regarding the requirements of NEPA, Title VI of the Civil Rights Act, the Fair Housing
Act, and the Uniform Relocation Assistance and Land Acquisition Policies Act.

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