California State Department of Transportation Project Development Workflow Tasks (PDWT)

TASK P142 (040.A)

Complete Draft Environmental Document

Narrative

The Draft environmental document (DED) summarizes the environmental studies and technical reports. The DED provides other agencies and the public information on the environmental effects of the project alternatives. It is released for public review and comment before the final document is prepared.

Previous planning activities provided draft text for "Purpose and Need", "Description of Alternatives", "Affected Environment", "Environmental Evaluation and other portions of the draft document.

Initiator

• Environmental Unit

Sub-Tasks

• The Environmental Unit completes the Draft environmental document, using updated technical reports and technical briefs. The draft should include the following: Cover Sheet, Table of Contents, Summary, Consultation and Coordination, List of Preparers, Determination, Index and Appendices (include figures, diagrams, maps and exhibits used in the DED).
• Consult with the PDT to ensure that the text and reports satisfy both State and federal requirements as well as the procedures contained in the Environmental Handbook.

Task Duration

• 20 - 30 days

References

• Environmental Handbook
• Tasks P096, P097, P139, and P141

TASK P143 (040.A)

Prepare Draft Right of Way Relocation Impact Study

Narrative

The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 requires relocation advisory services and payments to eligible displaced individuals, families, businesses, farms, and nonprofit organizations.

Initiator

• Project Engineer

Sub-Tasks

• Request the Right of Way Branch to conduct a Right of Way Relocation Impact Study that will include:

- Estimated number of persons and entities to be relocated

- Estimated lead time to complete relocation

- Effect on existing affordable housing stock within the community

• Include the study results in the Draft Project Report.

Task Duration

• 10 - 15 days

References

• Right of Way Procedural Handbook
• Task P092

TASK P144 (040.A)

Obtain Determination of Liability for Major Utility Relocations

Narrative

Existing utilities within the State right of way must be evaluated to determine prior rights and State obligations for removals or relocations. State funds may not be used when the revision of facilities is the obligation of others.

Initiator

• Project Engineer

Sub-Tasks

• Prepare maps depicting utilities that will require removal or relocation.
• Request the Utilities Unit to make a determination of liability for utilities that must be removed or relocated. The determination should include the following:

- Prior rights

- Public or private ownership

- Removal or relocation options

- Financial responsibility

• Project Engineer obtains Right of Way Branch approval for public utilities to be constructed or relocated.
• Project Engineer inserts the completed determination from the Utilities Unit into the Draft Project Report.

Task Duration

• 5 - 10 days

References

• Project Development Procedures Manual -- Chapter 3, Section 4
• Task P092

TASK P145 (040.A)

Review Draft Environmental Document

Narrative

Draft environmental documents should be reviewed by the appropriate specialists and involved District Units. Headquarters review is optional. If there is Federal involvement, nine copies of the DEIS and two copies of any backup reports should be sent to FHWA for informal review (predraft EIS). If the environmental document is an IS/EA, send two copies of the IS/EA and a copy of backup reports to FHWA.

Initiator

• Environmental Unit

Sub-Tasks

• Transmit draft documents to involved district units, FHWA, if appropriate.
• Revise draft documents as necessary.

Task Duration

• 15 - 30 days

References

• Task P142

TASK P146 (040.A)

Obtain Project Report Information

Narrative

The Project Study Report (PSR) contained basic project data for programming the project. This data should now be supplemented and updated with information that was developed during the environmental studies.

Initiator

• Project Engineer

Sub-Tasks

• Review data used to prepare the PSR.
• Using the Project Report Outline, determine what information must be updated and what additional information is required for the Draft Project Report. This information is used to assess the proposal description and project alternatives, and to verify the project estimate.
• Obtain required data, as appropriate.

Task Duration

• 15 - 25 days

References

• Project Development Procedures Manual -- Chapter 10, Section 5
• Tasks P038, P079, P084, P087, P088, P089, P090, P092, and P140

TASK P147 (040.A)

Obtain Approval for Exceptions to Encroachment Policy

Narrative

Caltrans' policy does not permit the installation of utilities within the access control lines of freeways and expressways. The policy complies with AASHTO's document, "A Policy on the Accommodation of Utilities Within Freeway Right of Way. Exceptions to this policy require approval from OPPD.

Initiator

• Project Engineer

Sub-Tasks

• Identify possible exceptions to the encroachment policy.
• Request the District Permits Engineer and the Right of Way Branch to review possible exceptions and make recommendations.
• Obtain approval for exceptions from OPPD.

Task Duration

• 5 - 8 days

References

• Project Development Procedures Manual -- Chapter 17
• Task P144

TASK P148 (040.A)

Prepare HOV Section for Draft Project Report

Narrative

Caltrans has established guidelines for the development of High Occupancy Vehicle (HOV) lanes. The need for HOV lanes must be analyzed in the Draft Project Report.

Initiator

• Project Engineer

Sub-Tasks

• Review the Project Study Report and other transportation planning documents.
• Request the Traffic Operations Unit to analyze the feasibility and benefits of providing HOV lanes, and to report the effects of HOV lanes on capacity, safety, and congestion.
• Project Engineer includes HOV analysis results in the Draft Project Report.

Task Duration

• 4 - 6 days

References

• Project Development Procedures Manual -- Chapter 10, Section 4
• High Occupancy Vehicle (HOV) Guidelines
• Task P089

TASK P149 (040.A)

Prepare Draft Project Report

Narrative

The Draft Project Report should be prepared after completion of environmental studies. A Draft Project Report summarizes studies of the need, alternatives, costs, and overall impacts of a proposed project. Project Reports are required for project development proposals affecting State highways, regardless of who is paying for, developing, or constructing the project.

Initiator

• Project Engineer

Sub-Tasks

• Using information obtained from Task P146, prepare the Draft Project Report.
• Review the Draft Project Report with the Project Manager.

Task Duration

• 10 - 15 days

References

• Project Development Procedures Manual -- Chapter 10, Section 5
• Task P146

TASK P150 (040.B)

Prepare Draft Cooperative Agreement with Local Entities for PS&E

Narrative

Streets and Highways Code Sections 114 and 130 allow Caltrans to enter into cooperative agreements with cities, counties and other public entities. Cooperative agreements, at this time, identify items such as who prepares the PS&E and how the cost is distributed.

Initiator

• Project Engineer

Sub-Tasks

• Review the Draft Project Report and identify proposed cooperative items.
• Review the forms in the Cooperative Agreement Manual to determine if a preapproved form is suitable.
• If preapproved forms are not suitable, request District Cooperative Agreement Coordinator to furnish examples of executed agreements.
• Prepare the draft agreement using the proper format.

Task Duration

• 4 - 7 days

References

• Project Development Procedures Manual -- Chapter 13, Article 3
• Cooperative Agreement Manual
• Task P052

TASK P151 (040.B)

Request District Units to Review Draft Cooperative Agreement for PS&E

Narrative

The Draft Project Report (for special funded projects) identified proposed cooperative items for preparing PS&E. Affected Caltrans units examined these items when they reviewed the Draft Project Report. The draft Cooperative Agreement should now be sent to them for review and comments. Also include the district Resource Manager and the district Cooperative Agreement Coordinator in the review process.

Initiator

• Project Engineer

Sub-Tasks

• Transmit the draft agreement to affected units for review and comments, including the district Resource Manager.
• Obtain a district Agreement Number from the district Cooperative Agreement Coordinator.

Task Duration

• 10 - 15 days

References

• Tasks P149 and P150

TASK P152 (040.B)

Prepare Revised Draft Cooperative Agreement for PS&E

Narrative

Comments from Caltrans' units and the district Cooperative Agreement Coordinator must be incorporated into the draft Cooperative Agreement before it is sent to the local entities.

Initiator

• Project Engineer

Sub-Tasks

• Review comments on the draft agreement.
• Discuss and reconcile issues with responding Caltrans' units.
• Incorporate appropriate comments into a revised draft agreement.

Task Duration

• 1 - 3 days

References

• Task P151

TASK P153 (040.B)

Request Local Entities to Review Draft Cooperative Agreement for PS&E

Narrative

After the district units have reviewed the draft Cooperative Agreement, it should be sent to the affected local entities for review and comment.

Initiator

• Project Engineer

Sub-Tasks

• Transmit the draft Cooperative Agreement to affected local entities for review.

Task Duration

• 20 - 30 days

References

• Task P152

TASK P154 (040.B)

Request OPPD Approval of Draft Cooperative Agreement for PS&E

Narrative

When preapproved forms are not used, draft Cooperative Agreements must have a technical and legal review and approval in OPPD before they can be submitted to the local entities for execution.

Initiator

• Project Engineer

Sub-Tasks

• Prepare transmittal memo requesting OPPD approval of the Draft Cooperative Agreement.
• Transmit the draft Cooperative Agreement, along with the Draft Project Report, to OPPD for technical and legal review.

Task Duration

• 15 - 20 days

References

• Project Development Procedures Manual -- Chapter 13, Article 3
• Cooperative Agreement Manual

TASK P155 (040.B)

Complete Cooperative Agreement for PS&E

Narrative

After reconciling comments from the local entities and OPPD, the Cooperative Agreement should be completed before submittal to the participating entities for execution of the Agreement.

Initiator

• Project Engineer

Sub-Tasks

• Review OPPD comments.
• Review the comments from participating entities and reconcile differences. Additional revisions must be reviewed by Headquarters.
• Complete the Cooperative Agreement in preparation for execution.

Task Duration

• 2 - 5 days

References

• Tasks P153 and P154

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