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It is good practice for maintenance personnel to routinely drive their areas once winter ends to assess and re-evaluate their summer priorities. Many assets can be adversely affected by a harsh winter including: pavements, striping, signing, barrier, guardrails, and drainage. Verification of existing scope, costs, and conditions may need to be re-prioritized to address new issues that were unknown before winter.
It is also a good practice to understand the needs of construction projects and the impacts that these projects can have on a Maintenance Stations staff. Coordinate with the District Engineers and the Resident Engineers to fully understand the number of projects, the schedule of the projects, and the overall staffing plan before summer. Once this information is known it will help the Maintenance staff to determine whether they have the necessary resources to complete their summer work plan. Insufficient resources may require teaming up with neighboring stations or use the assistance of a contractor. Knowing this information will help the maintenance stations plan and take the appropriate action to complete their summer work plan.
Maintenance Priority Plan
Maintenance Priority Plan
The Maintenance Priority Plan (sometimes referred to as a 3-year plan, or a Top 5 plan) is a tool that Region Maintenance Stations use to identify and prioritize their scope of work , and costs.This plan assists the Maintenance Stations to identify which projects may need additional funding, and establish an overall priority list of maintenance projects for the Region. These priority plans allow for quick decisions to be made when funding becomes tight or when additional funding may come available.
Items in the Maintenance Priority Plan can be used in coordination meetings with other UDOT groups or Divisions including: Traffic and Safety, Materials, Hydraulics, Structures, etc. These coordination meetings can help identify problem areas that need to be addressed along with potential solutions. If projects exist on the Maintenance Priority Plan that are too large to fund with maintenance dollars, then maintenance should evaluate if these projects would be good candidates for the Transportation Solutions Program (as discussed in Chapter 14).
Example
Example
Traffic and Safety has a hot spot map that has identified a high number of crashes that appear to be the cause of deteriorated pavement striping and poor signing. The maintenance station can work with traffic and safety to prepare a work plan that will address this problematic area.
A Maintenance Priority Plan includes the following information:
Scope of the project - Short description outlining the major items of work.
Cost estimate of the project - an itemized list of all the work items along with an estimated quantity and the cost for each element.
Identify if work will be performed by UDOT personnel or by contractual services (identify which contract will be used to perform the work).
Location map identifying where the work will be performed (Route/milepost).
Schedule - when the maintenance station will complete the work and how many days are anticipated
Traffic Control Plan that has identified the working window, if travel lanes are to be closed clearly identify when and what lanes are able to be closed and when they have to be re-opened. This will need to be approved through the Region Traffic Engineer.
A ranking system that allows the project to be compared to other projects.
Pictures, diagrams, and or videos providing additional details supporting the scope of work.
If the work being done is in anticipation of a future project, provide details, for example crack sealing and lane leveling a year before a pavement preservation project is scheduled.
Who was the work coordinated with? Identify if another Division is requesting Maintenance to do the work, for example: Structures would like maintenance to clean the catch basins on the approach slab of a bridge, along with sealing the parapets, and sealing the back wall joint.
Identify if the work is to be performed within the Station's budget or if the project is too large and should be considered for other types of potential funding. For example; if a maintenance station identifies a pavement section of concrete that has cracked and faulted earlier than expected and needs to be repaired, the maintenance station should identify other areas of potential funding; X411, TSP, Region Contingency, Region Pavement funds.
The plan should be revisited on a semi-annual basis (or more frequently depending upon the Region) to update the list with new projects. Updates include revisiting current projects to ensure the scope and costs have not changed, and re-prioritizing the list as projects are completed.
Figure 9.2.1
The Maintenance bid limit establishes the threshold for which UDOT Maintenance forces may self perform work. The threshold for UDOT Self Performing work is established by Utah Code 72-6-109. Maintenance is defined as the following:
“Maintenance" means the keeping of a road facility in a safe and usable condition to which it was constructed or improved, and includes:
The reworking of an existing surface by the application of up to and including two inches of bituminous pavement;
The installation or replacement of guardrails, seal coats, and culverts;
The grading or widening of an existing unpaved road or flattening of shoulders or side slopes to meet current width and safety standards; and
horizontal or vertical alignment changes necessary to bring an existing road in compliance with current safety standards.
The following types of maintenance work are not subject to the bid limit requirements of this section:
The repair of less than the entire surface by crack sealing or patching; and
Road repairs incidental to the installation, replacement, or repair of water mains, sewers, drainage pipes, culverts, or curbs and gutters.
Emergency repairs
It is important to note that this limit only applies to labor and materials and not the cost of equipment. Central Maintenance updates the Maintenance Bid limit every year.
The calculated threshold uses the following formula:
For each year after 2003, (starting at $125,000 for year 2003) the amount of the bid limit for the previous year, plus an amount calculated by multiplying the amount of the bid limit for the previous year by the lesser of 3% or the actual percentage change in the Consumer Price Index during the previous calendar year. The Consumer price index that is used for the calculator is the “Consumer Price Index for All Urban Consumers” as published by the Bureau of Labor Statistics of the United States Department of Labor.
Example:
In 2003 the Maintenance Bid Limit was set at 125,000.00. In 2004 the Consumer Price Index for All Urban Consumers was 2.7%. We use the lesser of 3% or the 2.7% as indicated by Utah Code 72-6-109. There the bid limit in 2004 is (125,000 * 2.7%) + $125,000 for a new total of $130,000 for 2004.
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