ITS Concept Development Activity Descriptions October 2015 Procedures are subject to change without notice. Check the NJDOT website to ensure this is the current version.
Table of Contents Concept Development Initiated (2000M)... 3 Complete Purpose and Need Statement (2280M)... 3 Purpose and Need Statement Completed ()... 3 Review As-Builts (2070M)... 3 Obtain Stakeholder Input (2025M)... 4 Conduct Field Inventory of Physical Conditions (2120M)... 4 Review Initial Device Locations (2180M)... 5 Conduct Field Review with TOC (2385M)... 5 Review and confirm ROW is not an issue (2390M)... 5 Preliminary Identification of Power/Comm Availability (2395M)... 6 Identify Survey Needs (2398M)... 6 Send Utility Contact Letter (2155M)... 6 Prepare Systems Engineering Review Form (2535M)... 7 Develop Preliminary Detour and Construction Staging Plans (2320M)... 7 Develop Preliminary Construction Cost Estimates (2340M)... 8 Coordinate with Local Officials (2130M)... 8 Perform Environmental Screening (2135M)... 9 Review Environmental Screening (2140M)... 9 Coordinate with Permitting Agencies (2400M)... 10 Finalize Proposed Device Locations (2590M)... 10 Proposed Device Locations Finalized ()... 11 Prepare Categorical Exclusion Document (3870M)... 11 NJDOT Reviews and Approves CED (3875M)... 11 Prepare Certified Categorical Exclusion (CCE) Document (3890M)... 12 Review and Approve CCE Document (3900M)... 12 Completed Environmental Document (3950M)... 12 Finalize CD Report (2630M)... 13 Complete CD Closeout (2640M)... 13 Concept Development Completed (2950M)... 13
ITS Programmatic Deployment Concept Development Concept Development Initiated (2000M) The Concept Development Phase has been initiated (Milestone). N/A 2280M, 2070M, 2025M Complete Purpose and Need Statement (2280M) The will review and finalize the Draft Purpose and Need Statement based on the input provided by MSE, Local Officials and the Scope Team if assembled., Bureau of Landscape Architecture and Environmental Solutions, MSE 2000M Purpose and Need Statement Completed () The Purpose and Need Statement has been completed (Milestone). 2280M 2120M, 2130M, 2135M, 2320M, 2340M, 2535M Review As-Builts (2070M) obtains As-Builts from appropriate authority (MM/OIT). As-Builts are reviewed to assess current conditions, potential opportunities/concerns, and preliminary feasibility of the project. 2000M 2120M, 2130M, 2320M, 2340M, 2535M, 2135M Activity Duration: 10
Obtain Stakeholder Input (2025M) The sends a letter to various internal NJDOT units and external stakeholders. This request may include, but is not limited to, information such as: Available traffic studies Recently completed work orders or projects Any development plans within study limits Bicycle/pedestrian plans Station area access plans Township Master Plan Adjacent or concurrent studies or projects Trails Plans Other relevant information Various internal NJDOT units and external stakeholders send requested information to the Division of Project Management. Based on information received from the stakeholders, the includes any project specific risks within the Risk Register. This information is needed to refine the Problem Statement or define the Purpose and Need Statement., Stakeholders 2000M 2120M, 2130M, 2320M, 2340M, 2535M, 2135M Activity Duration: 25 Conduct Field Inventory of Physical Conditions (2120M) Arrange a field visit to verify and evaluate existing conditions or measurements obtained from plans or reports, discuss important issues and potential solutions, and identify potential stakeholders. Invite the and other subject matter expert units, the, FHWA, Quality Management Services, Maintenance, the municipal and county engineer and representative, Metropolitan Planning Organization (MPO), and Municipal Police on an as needed basis. Roadway features to be inventoried include Intelligent Transportation Systems (ITS), utilities, drainage, environmental, etc. 2385M, 2390M, 2395M, 2398M, 3040M Activity Duration: 15
Review Initial Device Locations (2180M) reviews Initial Device Locations with regard to optimizing their usefulness while minimizing their impact on current field conditions. Attempts shall be made to incorporate new devices into existing systems where possible. Device Location considerations include line-of-sight, environmental impacts, ROW availability, power and communication availability, etc. 2120M lag 2385M, 2390M, 2395M, 3040M Conduct Field Review with TOC (2385M) arranges a field review with the TOC to engage in an on-site dialogue about the project. Potential Device Location options are discussed, and alternatives are evaluated. Bucket-trucks may be used in the field to evaluate potential camera locations high in the air., TOC 2120M, 2180M 2590M Review and confirm ROW is not an issue (2390M) obtains Right of Way (ROW) information for areas that include Initial Device Locations. Utilize private websites (such as state info services and ESRI), township GIS mapping, tax maps, as-builts, ROW engineering documents, and jurisdictional maps. A title search shall be performed if other methods do not provide enough data or indicate contradicting information. ROW information is analyzed to ensure proposed ITS is within NJDOT s ROW. If ROW is a potential issue MSE must be consulted. If needed, initiates the traditional ROW process, starting with Activity 4600 Conduct Title Search., or if necessary due to ROW issue, Project Team 2120M, 2180M 2590M
Preliminary Identification of Power/Comm Availability (2395M) makes a preliminary identification of Power/Communication Availability utilizing various methods including field visits, aerial imagery, and responses from utility companies via the Utility Contact Letter (Activity 2155M). Consideration is made regarding type of power/comm that will be required based on the Devices and Initial Device Locations. MSE 2120M, 2180M 2590M Identify Survey Needs (2398M) identifies potential Survey Needs. Survey may be required in locations where available information does not provide sufficient information to assess feasibility of project requirements. 2120M, 2180M Send Utility Contact Letter (2155M) The determines which utility companies are serving the proposed project area through research and a field survey. Utilizing the NJDOT Utility Contact List (provided by the ), the identifies the Regional utility owner contacts, confirms the Regional utility contacts, and sends the Utility Contact Letter. The intent of the Utility Contact Letter is to request verification that utilities are in the vicinity of the proposed project, obtain the specific utility and railroad field contacts, notify utility companies of the scope of work and need of communication/electrical service, and request an order of magnitude Preliminary Engineering (PE) Utility Engineering cost estimate. The receives the responses and informs the., Utility Companies 2120M lag Related Guidance Document: Utility Contact Letter Template, NJDOT Utility Contact List
Prepare Systems Engineering Review Form (2535M) For the majority of standard ITS deployments, a programmatic conformance process has been established and a SERF must be completed. Any ITS deployment that is not covered as programmatic will require the to develop a Concept of Operations Report, including coordination with impacted stakeholders to address the seven sections under the SERF. The SERF, including a detailed Concept of Operations Report, if required, is to be included as an attachment within the CD Report. The SERF is approved by Traffic Operations and submitted to FHWA. Submission of a SERF is not required if the scope is only replacing in-kind existing ITS facilities., Traffic Operations Mobility & Systems Engineering Develop Preliminary Detour and Construction Staging Plans (2320M) Prepare a preliminary construction-staging plan to help determine how many stages of construction, anticipated durations, and if a detour of traffic will be necessary for all valid alternatives. Determine if a detour will be needed for traffic control and assess the need to include provisions for pedestrians and bicyclists. Prepare a construction sequence narrative that summarizes each stage. Coordinate efforts with outside agencies if a detour plan is proposed. These outside agencies will include local and county officials and engineers. Keep documentation of support from the local and county officials for a specific detour route on file and in the CD Report. Obtain concurrence from appropriate NJDOT Subject Matter Expert groups. If lane closures are necessary, coordinate with NJDOT Mobility Management and, if necessary, local and county agencies to determine a schedule for allowable lane closure hours., NJDOT SMEs, Local & County Officials, Mobility Management
Develop Preliminary Construction Cost Estimates (2340M) Develop a preliminary construction cost estimate for each alternative. Apply the same base assumptions to each alternative, which is sufficient to compare alternatives. At a minimum, estimates should be done for construction, right of way, and utilities. Activity Duration: 10 Coordinate with Local Officials (2130M) The will coordinate with the affected municipalities and counties to solicit input on problem verification and the development of alternatives to address the project need. The Project Manager will identify any municipal input requested in Activity 2025M (Obtain Stakeholder Input) that remains outstanding. If a formal meeting is necessary, the Division of Community and Constituent Relations (CCR) will schedule the meeting at least three weeks in advance and coordinate with the engineer, planner, city, town, township, municipal manager, and administrator or appropriate agent a time and location convenient for the local officials. CCR prepares a Memo of Record. The prepares Meeting Minutes., Division of Community and Constituent Relations,
Perform Environmental Screening (2135M) The or Bureau of Landscape Architecture and Environmental Solutions (BLAES) performs the Environmental Screening to identify environmental concerns or fatal flaws. The requests an environmental screening by sending a memo to BLAES. Prepare an Environmental Screening Report (ESR) which will identify and document potential environmental issues. It will include environmental constraints or sensitive areas, such as wetlands, parkland, cultural resources, hazardous waste, permits, air/noise, socio-economic, Environmental Justice, etc. If the ESR is prepared by the, the will request BLAES to review NJDEP Regulations. This is necessary to determine the applicability of wetlands, Cultural Resources, Storm Water Regulation, and Deforestation regulations, etc. to the study. or Bureau of Landscape Architecture and Environmental Solutions (BLAES),, BLAES 2140M (if needed) Review Environmental Screening (2140M) This activity is only applicable if a prepares the Environmental Screening Report. The Bureau of Landscape Architecture and Environmental Solutions (BLAES) will review the Environmental Screening Report and provide comments to the. Bureau of Landscape Architecture and Environmental Solutions, 2135M 2400M Activity Duration: 15
Coordinate with Permitting Agencies (2400M) The Bureau of Landscape Architecture and Environmental Solutions begins consultation with permitting agencies, if the Environmental Screening (Activity 2135M) indicates that major permitting agency coordination will be required to obtain the necessary permits. If significant impacts are anticipated in the study area such as wetlands, endangered species, historic structures, riparian, storm water, provide the Alternatives Matrix to the permitting agencies to present the study and range of alternatives being considered. Invite the permitting agencies to the next scheduled core group meeting to solicit input on the selection of the Preliminary Preferred Alternative. Permitting agencies may include: Highlands Council Pinelands Commission Meadowlands Commission Delaware and Raritan Canal Commission State Historic Preservation Office Division of Land Use Regulation Program Army Corps of Engineers Bureau of Landscape Architecture and Environmental Solutions 2140M 3870M or 3890M, Activity Duration: 10 Finalize Proposed Device Locations (2590M) and finalize Proposed Device Locations. These Locations will be included in the completed Concept Development package., 2385M, 2390M, 2395M Activity Duration: 10
Proposed Device Locations Finalized () The Device Locations have been finalized (Milestone). 2590M, 2398M, 3040M, 2535M, 2320M, 2340M, 2130M, 2400M 2630M, 3870M/3890M Prepare Categorical Exclusion Document (3870M) Utilizing the technical environmental studies, cultural resource survey report and Section 4(f) evaluation, the or Bureau of Landscape Architecture and Environmental Solutions (BLAES) assesses the project impacts and risks with respect to each environmental discipline (Noise, Air Quality, Ecology, Cultural Resources, Section 4(f), Hazardous Waste, Socio-economic and Environmental Justice) The or BLAES reviews the risk response strategies within the Risk Register and identifies any risks not previously identified. Notify the PM to update the Risk Register if new risks or changes to existing risks are identified from the aforementioned technical environmental studies and evaluations. Upon completing the risk assessment, the or BLAES prepares the Categorical Exclusion Document (CED). The submits the CED to BLAES for review and approval. Reference the Programmatic Agreement for Approval of Certain Categorical Exclusions between FHWA and NJDOT to determine if the project qualifies as a Categorical Exclusion or Certified Categorical Exclusion. Bureau of Landscape Architecture and Environmental Solutions or 2400M 3875M NJDOT Reviews and Approves CED (3875M) The Bureau of Landscape Architecture and Environmental Solutions (BLAES) Supervisor and BLAES Manager review and approve the Categorical Exclusion Document (CED). Bureau of Landscape Architecture and Environmental Solutions 3870M 3950M
Prepare Certified Categorical Exclusion (CCE) Document (3890M) The Bureau of Landscape Architecture and Environmental Solutions (BLAES) Environmental Coordinator completes a Categorical Exclusion Document (CED) form per Federal regulations and the Programmatic Approval Agreement and submits to the BLAES Supervisor and BLAES Manager for review and approval. Reference the Programmatic Agreement for Approval of Certain Categorical Exclusions between FHWA and NJDOT to determine if the project qualifies as a Categorical Exclusion or Certified Categorical Exclusion. Bureau of Landscape Architecture and Environmental Solutions 2400M 3900M Review and Approve CCE Document (3900M) The Bureau of Landscape Architecture and Environmental Solutions (BLAES) Supervisor and BLAES Manager sign the Categorical Exclusion Document (CED) and certify that the project meets the criteria outlined in the regulations and Programmatic Approval Agreement. FHWA review and approval is not required. Bureau of Landscape Architecture and Environmental Solutions 3890M 3950M Completed Environmental Document (3950M) The environmental document has been completed (Milestone). The point that signals when funding may be obtained for Final Design. After FHWA concurs with a Categorical Exclusion, Finding of No Significant Impact (FONSI), or issuance of a Record of Decision (ROD), the National Environmental Policy Act (NEPA) approval process is concluded. This includes New Jersey Department of Environmental Protection (NJDEP) concurrence with the recommendations presented in an EO 215 document (Milestone). The may request authorization of Federal funds for right of way acquisition and Final Design from FHWA after approval of the Environmental Document. This is not the end of the Environmental process. 3875M, 3900M 2630M
Finalize CD Report (2630M) The updates the CD Report, indicating Capital Program Committee approval. The provides copies of the Finalized CD Report to the and in-house design if they will be completing the project design work., 3950M 2640M Complete CD Closeout (2640M) As outlined in the NJDOT Procedures Manual, perform the series of steps necessary to close out the existing task order in CD. Instruct the to submit their Final Invoice. Update the Project Reporting System and notify appropriate subject matter expert units of the Capital Program Committee decision. The updates the CD Report, indicating Capital Program Committee approval. The provides copies of the Finalized CD Report to the and in-house design if they will be completing the project design work., 2630M 2950M Concept Development Completed (2950M) The Concept Development Phase has been completed (Milestone). 2640M 4000M