Memorandum

To:	Distribution

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

Date:	Date Submitted to Engineer

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

The Scope of Work Report for this project has been released on [Choose a date].

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

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

I recommend approval:

Approved	Date

Distribution:

[Choose District Administrator] District Administrator	Rob Stapley, Rail, Transit, & Planning Division Administrator
Damian Krings, Highways Engineer	Tom Martin, Environmental Services Bureau Chief
Andy Cullison, Bridge Engineer	Jeff Jackson, Geotechnical and Pavement Bureau Chief
Gabe Priebe, Traffic and Safety Engineer	Joe Green, Construction Bureau – VA Engineer
Jason Gilliam, Right-of-Way Bureau Chief	Jon Swartz, Maintenance Division Administrator
[Choose a name], FHWA - Operations Engineer (PODI)

cc:

Located at the end of this document

Project Location and Limits

county name

city/town name

Indian reservation

route number

functional classification

reference points*

project length

crossing routes and/or local streets

distances from major bridges on the route

distance and direction from nearby towns/cities

as-built project numbers

adjacent project numbers

direction of the proposed project

Where the stationing proceeds in the opposite direction from the reference points, note in the Report.

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

Scope of Work

This section should provide a very brief description of the proposed scope of work for the project. This section should also include a brief discussion of why the proposed scope of work was selected.

Purpose and Need

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

Public Summary

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

Context Specific Criteria and Scope Specific Considerations

Context specific design criteria may be used in place of baseline design criteria values for projects or locations where context indicates deviation is desirable. Deviations from established context specific criteria or scope specific considerations require a variance or design exception, as described in the Design Exceptions and Baseline Variances Section.

In addition to functional classification and rural/urban context classifications, there may be other special contexts possible such as some intersections, transition areas, areas of heavy traffic, very short and terminating routes, routes where functional classification is changing or where terrain or other features are extremely limiting. See Baseline Criteria Practitioner’s Guide for me details.

Discuss the proposed variances from baseline design criteria and why they are necessary and appropriate for the context of the project. A full justification of the variances is required in the Proposed Design Criteria table below so this section can focus on variances and context specific criteria from the perspective of the entire project.

Projects, with a limited and targeted purpose and need, that address a specific safety, operational, or serviceability deficiency may be excluded in whole or in part from meeting the requirements of the Engineering Memo 21-03. Hazard elimination, emergency repair, and small infrastructure repair or replacement projects are examples of projects meeting this requirement. Scope specific considerations may also apply for connection or transition work to existing roadway features not included in the project scope.

All sub-standard design elements exempted from meeting requirements of these procedures due to scope specific considerations must maintain or improve the as-built or in place condition. Substandard design elements that are reduced from their as-built or in place condition require a design exception if the facility is on the NHS and the element is an FHWA controlling criteria, or a variance for all other MDT baseline criteria. Scope specific criteria are documented in milestone reports through the SOW report.

Discuss scope specific considerations for the project focusing on criteria requiring variances.

(Summarize Context Specific Criteria and Scope Specific Considerations in the following table)

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

Design Exceptions and Baseline Variances

List all design variances applicable to the project work type with a brief justification in the following table.

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

Justification:

Document the baseline or approved context specific criteria to which the variance applies, the proposed criteria, why the variance is preferred or necessary, and how the proposed criteria are consistent with the project purpose and need.

Physical Characteristics

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

pavement width and number of lanes

surface types and thicknesses

number and thickness of previous overlays

the Pavement Management System’s pavement condition and treatment recommendations

general terrain of the area

rural or urban location

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

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

maximum gradient on the project

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

lengths and widths of existing bridges

any other unique physical characteristics related to the project

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

Traffic Data

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

Crash Analysis

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

Major Design Features

Design Speed. This section should present the expected design speed for the project. If more than one design speed is selected for the project, clearly identify the termini for each design speed selected. Also indicate the posted speed limit. If a speed zone study is recommended, it should also be noted.

Horizontal Alignment. Provide a brief discussion of the major horizontal features for the proposed project, including all features which will not meet the applicable design criteria. The discussion should also include the maximum design criteria that can be reasonably obtained and the proposed methods for improving the horizontal alignment.

Vertical Alignment. Include a brief description for all the major vertical alignment features on the proposed project. This discussion should identify the maximum design criteria that can be reasonably obtained and the proposed methods for improving the vertical alignment. If truck-climbing lanes are warranted, their location and extent should be described.

Typical Sections. This section should briefly describe the major cross section elements. These include roadway widths, travel lane widths, shoulder widths, two-way left turn lanes, medians, sidewalks, etc. Provide separate descriptions where there are major changes in the typical section. A detailed description of the finished top width or widths and surfacing inslopes that will result from the proposed work are particularly critical when overlaying segments of roadway having marginal widths.

Surfacing. The pavement design discussion may include a summary of the soils report, including the results from the pavement samples taken on existing highways; the proposed pavement design, including pavement type and thickness; milling depths and widths; recycling considerations; etc.

Grading. This section should discuss the general grading on the project. This may include a discussion on balance points, special excavation, features that may affect grading operations (bridges communities), the need for large amounts of borrow, special soil considerations, shrink/swell factors, etc.

Slope Design. Describe the proposed slope design for the project in this section. Typical slope discussions may include slope flattening for guardrail, slope flattening for removal of guardrail, use of a barn roof section, steep side slopes, rock cuts, transverse median slopes, non-standard slope rates, etc.

Geotechnical. This section should identify the major geotechnical features and problems on the project and any planned techniques that will be used to address these concerns.

Hydraulics. This section should provide a brief summary of the proposed treatment for the hydraulic design elements on the project. These may include bridge replacements over water, culvert replacements, closed drainage systems, irrigation facilities, special roadway designs within flood limits, construction requirements for replacement of structures in live streams, etc.

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

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

Safety Enhancements. This section should describe the proposed approach for major safety enhancements. These include the flattening of slopes, removing guardrail, replacing existing guardrail, adding new guardrail, using impact attenuators, using special culvert end treatments, etc.

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

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

Context Sensitive Design. Discuss any issues which may be context sensitive and the solutions that will be incorporated into the project. These are issues that may affect the development of the project and are not strictly transportation related. They may include environmental, cultural and social issues. It should also be noted which issues were resolved through the public involvement process.

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

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

Experimental Features and Proprietary Products. Discuss any project features that might be considered experimental.

Think about technological advances or concepts that have the potential to accelerate construction, enhance constructability, reduce costs, or improve the overall project quality.

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

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

Miscellaneous Features. Include a general discussion for all major design elements which are not identified in one of the above design areas. Miscellaneous features may include mailbox turnouts, on-street parking, accessibility requirements, fencing, unusual seeding and sodding requirements, etc.

Right-of-Way

Briefly describe the existing and proposed right-of-way width requirements. Provide separate descriptions where the existing or proposed right-of-way is significantly different between various typical sections. Also document any major right-of-way acquisitions (e.g., taking of commercial property). In addition, the proposed access control classification for the highway should be identified.

Document the design team’s decision whether to design and acquire right-of-way to the standard or minimum widths. Include a brief discussion of the reasoning behind the decision. When minimum allowable right of way is selected the full clear zone must be contained in the new right of way.

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

Access Control

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

Utilities/Railroads

The Report should describe any potential problems relative to utilities and/or railroads. The discussion should also describe what has already been accomplished for utility and railroad companies. If there is a RR nearby, give an approximate distance from the project to the RR tracks.

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

Maintenance Items

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

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

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

Perform crack sealing prior to the seal and cover

Remove trees from the clear zone

Trim trees and brush to improve sign visibility

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

List specific items that will be included in the contract

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

Agreements

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

Environmental Considerations

The environmental document must be approved prior to completing the SOW report. Include the date and conditions of approval. Summarize any environmental commitments and concerns identified in the document. This section should also provide brief descriptions of any environmental, cultural avoidance and mitigation measures taken as well as treatment of hazardous waste sites.

Summarize the decisions and rationale for inclusion or exclusion of recommended wildlife accommodations as documented in the WADR. If no wildlife needs are identified or accommodations are not feasible based on project scope, indicate that wildlife accommodations will not be considered for the project.

Other Projects

Discuss the resolution of any project conflicts identified in the Preliminary Field Review and/or Alignment Review Reports and determine if the projects can be combined for bid letting.

Public Involvement

The project Level of Impact (LOI) has been determined to be [Choose Level] and level of public involvement [Choose Level], as defined by MDT’s Public Involvement Plan.

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

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

Traffic Control

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

Provide a discussion on the proposed traffic control strategy planned for the construction zone. This may include the need for detours, lane closures, traffic shifts, crossovers, etc.

Include a discussion on traffic control issues related to work zone safety and mobility. Describe or list issues that will be considered during design and/or construction for the TCP, including the strategies proposed. If there are wide load restrictions, include a decision on whether detours or crossovers will be used.

Construction Cost Estimate

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

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

Project TOTAL from all the funding types above:

Project TOTAL CN + CE	$	$	$0

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

Note: Inflation is calculated in PPMS to the letting date. If there is no letting date, the project is assumed to be inside the current TCP and is given a maximum of 5 years until letting. IDC is calculated at 11.32% for FY 2025.

Preliminary Engineering

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

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

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

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

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

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

A revision to the preliminary engineering cost estimate is necessary based on the design requirements identified during the project design, development of the scope of work, and hours needed to finalize project requirements.

EITHER

Ready Date:

Tentative/Target Letting Date:

PE End Date: [As identified in the PE Obligation and Expenditure 9102 Report. The report can be found at PE Obligation and Expense Report Select the most recent report.]

Discuss the health of the project based on EPS and the potential for design issues to affect the design timeline. Include the proposed letting date as shown in the Tentative Construction Program. A review of the remaining EPS schedule, critical path activities, and target letting date indicates that a modification to the PE End Date is / is not needed. [If the PE End Date is earlier than the letting, contact the Engineering Fiscal Officer to request a new end date. The new date should be the last day of the month 9 months after the letting date (Letting of 1/15 = proposed PE End Date of 10/31). Include the new date above after the change is approved or note that the change is in process. If a Project Change Request for a PE budget modification is needed the end date change can be deferred and handled in conjunction with that, but state that intent here.]

OR

The letting date for this project is outside of the current TCP, therefore the ready date has been set accordingly to July 1, 2028. The EPS schedule shows a planned start date for Activity 964 on XX/XX/XXX which the design team will be targeting as a project completion date. This would allow the project to be let in FY 20XX if the need or opportunity presents itself.

Project and Risk Management

Provide a discussion of the overall level of risk to the project costs and schedule. Highlight any significant risks and discuss the active management strategies. If any significant risks have been retired or mitigated, identify those as well. [Risk management guidance can be found at Risk Management.]

Site Map

[Insert ahead of the cc list.]

cc:

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

Optional (remove if not used)

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