127.1 Request for Environmental Services

Forms

Request for Environmental Services (RES) Form. (This is the new electronic system.)

How to Complete the Request for Environmental Services

127.1.1 Introduction

127.1.1.1 Overview

The Request for Environmental Services (RES) provides the Design Division staff the necessary information to obtain approvals and clearances from FHWA and the resource agencies (i.e., Corps of Engineers, Missouri Department of Natural Resources etc.), ensuring project compliance with state and federal regulations thus preventing project delays. The district will submit an RES at each project development milestone (see EPG 127.1.2 Project Development Milestones) for all MoDOT projects.

127.1.1.2 Process

RES and District Resource Staff

RES is a Webform Application that sends an electronic copy to a selected group of Environmental/Historic Preservation staff for each district when submitted. Contact with district resource staff is further expedited by using the emails groups for those staff. SW_RES, SE_RES, NE_RES, etc. Use these email groups for Core Team Meeting invitations, project communication, and dissemination of information.

The RES needs to be created, prepared and submitted when the information is ready for that stage of the project. Do not wait to submit the RES, for example, until the preliminary plans are sent for approval. When changes to a project occur, do not wait to send those with the new RES stage, update the current RES or ask the Environmental/Historic Preservation staff to edit the RES. Prepare the RES and upload with attachments. Instructions can be found in the top banner of the application. Once completed, select the “Submit Request to Env. Services.” This will send an email to the selected Environmental and Historic Preservation Staff assigned to that district.

The Environmental and Historic Preservation staff will examine the RES and the project location to determine what environmental or historic preservation concerns, if any, are associated with the project. An RES response will be prepared and submitted by e-mail to the sender of the RES, the project manager and the Transportation Project Designer, if one is input in SMS.

A response will be prepared and returned to the district in 30 days from the date an RES is received. This 30-day turn-around time could be affected by the completeness of the submitted RES, staff workload, and changing priorities. The RES response indicates identified concerns and advises the district of what actions remain to be accomplished by district Environmental and Historic Preservation staff. The goal of this process is to position projects to be compliant with environmental law and regulation before letting. When the RES response is received, read and respond to District Action Items identified in each resource section.

Many projects will require RES submittals at all the major milestones or at least annually. An RES must be submitted at the Location/Conceptual stage for every project (typically when the project is added to the Scoping section of the STIP). This allows staff time to schedule and prioritize work identified in the desktop review any projects that may take longer to clear than others. The preliminary plans RES is the most important RES submittal for Environmental and Historic Preservation staff. This is when there is enough design information to complete a large portion of the field work and permitting or clearances.

Some projects involve activities that cause very little disruption to the natural and human environment, if any. An RES must be submitted at the Location/Conceptual stage (typically when project is placed in the Scoping section of the STIP), at preliminary plans stage, and then again at final design stage, at least 60 days before PS&E due date. The Project Manager will receive a notification 60 days before PS&E due date if a final design stage RES has not been submitted. However, an RES must be submitted for any project that has had no activity for a year since the last RES. The types of projects that may require only two RESs to be submitted are those that involve:

• No excavation
• No soil disturbance
• No new or additional right of way (including donated right of way)
• No easements.

The examples below are not an exhaustive list but illustrate the type of project activities that, if conducted properly, are considered to have minimal environmental impact. The RES submittal is needed to alert Environmental staff to the project location and schedule. In a few cases, these projects may require that job special provisions (JSPs) be added to the construction contract or other special considerations; this is determined from the RES. If a JSP is required, the JSP will be attached to the specific resource section of the RES and the District Action box will reflect that a JSP must be added to the contract. Once the district has acknowledged that the JSP is added to the contract, the resource will be cleared.

Types of Project Activities that Only Require Two RES Submittals*
diamond grinding	resurfacing
traffic signals	pavement markings
contract level course	contract mowing
scrub seal	microsurfacing overlay
cold milling	chip and seal
lighting installation	full depth pavement repair
on-call guardrail repair, JOCs	on-call fence repair
crack pouring and sealing	rumble strip milling
snow/ice removal	epoxy bridge deck sealing
striping	joint repair
*This list is for example only and does not include every possible project that may require only two RESs.

Job Order Contracts (JOCs) are allowed one RES submittal, a Final RES, submitted annually for each renewal cycle, because they do not change significantly.

127.1.2 Project Development Milestones

Indicate the project’s current development milestone on the RES. The milestones are:

127.1.2.1 Location/Conceptual Plan Stage

RES attachments required:

• location map (county map)
• topographic map showing project limits—include quadrangle name;
• if available, plan sheets showing any alternatives,
• kmz file is preferred, if available.

At the location/conceptual plan stage, a desktop review is done of the project. Very simple projects may gain NEPA approval. For more complicated projects, NEPA may be approved in the next stage of design. If NEPA has been completed and approved, Environmental staff will update the NEPA Approval/Proceed to A-date Request field on the RES. If right-of-way or easements are anticipated for a project, landowner permissions should be obtained during this timeframe. Indicate in the RES the desired A-date to assist staff at scheduling work.

For the types of projects listed above as having “minimal environmental impact” and that may have many separate locations (i.e. more than 10) it is recommended that the Environmental and Historic Preservation office be contacted to discuss whether it may be possible to lump all locations onto one RES location form.

127.1.2.2 Preliminary Plans Stage

RES attachments required:

• location map (county map)
• topographic map showing project limits—include quadrangle name
• plan sheets showing alternatives
• kmz file is preferred, if available
• Bridge Memo, if available
• right of entries

At this milestone, field work for permits and clearances are completed. All NEPA approvals need to be in hand before final design activities are begun or risk the loss of federal funds. Preliminary plans design and approval may occur prior to NEPA approval. Preliminary plan and final plan definitions are found in EPG 235.

Also at this stage, preparation of permits begin. If new ROW or easements are anticipated, continue obtaining landowner permission for staff access to complete required surveys.

127.1.2.3 Right of Way Plan Stage

RES attachments required:

• location map (county map)
• topographic map showing project limits—include quadrangle name
• right of way plan sheets
• kmz file is preferred, if available
• Bridge memo, if available.

At the right-of-way plan stage a majority of the permits and clearances should be obtained. Staff continue to monitor the project for changes in location and scope, relying heavily on the district to highlight all changes in project scope or location, and further ensure that all permits or approvals are in hand or have been requested. If right-of-way or easement amounts change at this stage, re-work may be needed and the project schedule may be at risk.

127.1.2.4 Final Design Stage

RES attachments required:

• copy of final plans.

At final design stage, all environmental and historic preservation concerns are addressed as well as all permits and approvals obtained to enable project letting. Permits and approvals shall be attached to the RES.