VDOT’s Approach to Assessing Needs and Budgeting for Maintenance and Operations

1. VDOT’s Approach to Assessing Needs and Budgeting for Maintenance and Operations Dr. Jeff Price Assistant Division Administrator Operations Planning Division April 19, 2012

2. Scope of the VDOT Infrastructure • 126,530 VDOT maintained lane miles – 3rd largest network in US. • 19,381 VDOT maintained bridges and large culverts • 654,549 ground mounted signs, 10,533 overhead signs • 66,689 miles of pavement markings • 6,532 miles of guardrail • 3,244 signalized intersections or flashers • Technology – 641 cameras, 496 dynamic message signs, 79 portable message signs, 81 weather stations, 20 highway advisory radios • 7 tunnels (4 water tunnels; 2 mountain tunnels, 1 urban tunnel) • 7 ferry boats • 17 movable bridges • 5 traffic operations centers • 43 safety rest areas Vehicle Miles of Travel (VMT) on VDOT Maintained Roads 24.0 billion annual VMT on interstates 24.7 billion annual VMT on primaries 14.4 billion annual VMT on secondaries  

3. Maintenance and Operations InvestmentsFocus on physical condition of assets Mill and Overlay Restore Deck Rehab Guardrail Upgrade Striping Replace

4. Maintenance and Operations Services The focus on emergency response, operations, and ordinary/routine maintenance of assets Patching Flushing Mowing Safety Service Snow Removal Washing

5. Code of Virginia Statutory RequirementsSince 2004 • Section 33.1-13.03 – in part, requires VDOT to submit an annual report (by November 30th) on the condition and performance of the existing transportation infrastructure, using an asset management methodology and generally accepted engineering principles and business practices to identify and prioritize maintenance and operations needs and to identify performance standards to be used to determine those needs, and funding required to meet those needs • Section 33.1-23.02 • – Provides the definition of maintenance, operations, and asset management • – Requires VDOT to adopt an asset management approach to assess its maintenance and operations needs

6. Background to Needs Assessment and Budgeting for M&O • Prior to 2004 • Funding allocations to districts were based primarily on the prior year distribution. If the statewide budget increased 2%, each district could expect to get roughly a 2% increase. • 2004 – Conducted first data based needs assessment • Included bridge, pavement, signs, markings, guardrail, ditches, pipes, and shoulders. Needs for all other assets and programs were based on historic expenditures. • FY2005 – M&O budget distributed based partially on each district’s needs as determined by the 2004 assessment • From FY2005 to FY2012, The goal has been to move each district closer to what the needs say they should have, to attain consistent performance levels statewide; i.e. every district would be at the same condition level

7. Budget Scenario Development Data Collection Assess Needs • Asset specific mgmt systems: Pavement Management System (PMS), Bridge Management System (BMS), etc.- inventory, work activities, and needs dollars • Inventory data on other assets • Contracts: work type, frequency and pricing information, maybe even some inventory information • Stand-alone databases – inventory, condition, work history • Bid Tabs - pricing • Industry research – pricing, work activities and frequency • Agency experts – work activities, work frequencies, resources • Transportation Maintenance and Operations Committee (TMOC) Finance Committee • Identify programmatic priorities • Investments: recommendations by key asset and sometimes roadway system • Services: recommendations by service area • Starting point for 6-yr program update • Analysis • Compilation • Organization • Biennial Report Maintenance and Operations Asset Management Based Budget Process

8. Detailed Budgets Developed Budget Distribution • Recommendations distributed to field • Breakout for districts and regions • Commitments to ongoing projects, contracts, and multi-year financed projects • Local priorities • Snow and emergency response • Significant changes in asset conditions Asset Management Based Budget Process (cont.)

9. Data Sources and Methods • Pavement and bridges • Pavement: 100% Interstate and Primary, ~20% Secondary System collected annually • Bridges & Large Culverts: Ongoing inspections based on NBI requirements • Other assets • Traffic, drainage, and roadside assets: • 2009 ~ present: Inventory data from video taken during pavement assessment • Prior to 2009: Inventory and condition from Random Condition Assessment survey extrapolated to provide estimate of entire inventory • ITS assets and facilities: • Inventory data provided by regional ATMS’ • Work Frequency Assumptions and Unit Costs • Contracts (work type, frequency and unit cost information) • Bid Tabs – unit costs • Industry research – costs and best practices • Agency experts – cost of work, work frequencies, resource requirements

10. Methods Used to Assess Needs • Pavements • Interstate and Primary Pavements – Pavement Management System • Secondary Pavements – based on inventory and life-cycle maintenance model • Bridges • Generated from the Bridge Management System • Tunnels • Based on known repairs and improvements needed to comply with Fire, Life, and Safety requirements • Signals and Technologies (Traffic Camera, Changeable Message Signs (CMS), portable CMS, and Highway Advisory Radio etc.) • Based on inventory and maintenance management model • Signs, guardrail and pavement marking • Based on inventory and life-cycle replacement model • Pipes, ditches, turf, trees, brush, barriers, unpaved roads and shoulders • Based on inventory and maintenance management model or historic expenditure • Facility services • Based on current costs and planned service levels • Snow and ice removal, other weather related activities, land use permits, and other services • Based on prior expenditures and service levels

11. Pavement and Bridge Reconstruction are Part of Life-Cycle Maintenance; Included in the Needs Assessment

12. Pavement and Bridge Performance Targets • Pavement needs are based on a target of 82% of interstate and primary and 65% of secondary system pavements in fair or better condition • Bridge needs are based on a target of 92% of bridge and large targets not structurally deficient

13. Highlights – M&O Needs and Budgets * Bridge reconstruction needs were not reported for FY 2011 and 2012 ** FY 2013 and 2014 budgets are latest preliminary figures from the Six Year M&O Budget *** SYIP figures pertain only to pavement and bridge major rehab and reconstruction funded in the SYIP

14. Priorities for Distributing StatewideMaintenance and Operations Allocation • Maintain and extend useful life of core highway assets • Meet interstate and primary pavement performance target of no less than 82 percent rated fair or better • Improve condition of secondary pavements • No less than 92 percent of bridges and culverts rated as not structurally deficient • Respond to emergencies and citizen calls • Emergency response for snow, flood and other weather related emergencies • Incident management activities such as safety service patrols • Respond to citizen calls and perform ordinary maintenance

15. Budget Scenario Development • Applies an Excel-based scenario-building tool developed in 2009 • Allocation distributed by • Investment or service group; • Roadway system; and • District, region, & division • Follows a three-step process: • Step 1: determine the source of allocation (budget, needs, or a hard-entry $ amount) • Step 2: determine the amount of allocation statewide (in terms of % of budget; % of needs, or $ amount of hard entry).

16. Budget Scenario Development (cont.) • Follows a three-step process (cont.): • Step 3: determine how the statewide allocation should be distributed geographically based on: • 100% per the distribution of Needs; • 100% per the distribution of Budget; or • Somewhere in between • Specific distribution decisions are determined by the TMOC finance committee.

17. Alignment of District Budgets to District Needs (FY06 & FY12)

18. VDOT’s Approach to Assessing Needs and Budgeting for Maintenance and Operations Dr. Jeff Price Assistant Division Administrator Operations Planning Division April 19, 2012