Category:754 Bridge Engineering Assistance Program (BEAP)

Appendices and Exhibits

Appendix 1, Current BEAP Consultant List

Appendix 2, BEAP Project Tracking Form

Appendix 3, The MoDOT Highway Safety Division Voucher

Appendix 4, The BEAP Consultant Services Agreement

Exhibit 1, Estimate of Cost

Exhibit 2, General Scope of Services

Other Information

New MoDOT Highway Safety Division Reimbursement Voucher - for 09HSP Projects

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If you have any questions or comments regarding this article, please contact David Koenig at 573-526-0556 or by e-mail at david.koenig@modot.mo.gov; or Jeff Aholt at 573-526-5167 or by e-mail at jeffery.aholt@modot.mo.gov.

The Bridge Engineering Assistance Program (BEAP) is where local public agencies that do not have their own engineering staff to effectively evaluate and arrive at design solutions for existing bridge problems can receive engineering assistance.

754.1 Purpose

The hydraulic and structural adequacy of the bridges on their street, road and highway system is a major concern to the local public agencies of Missouri. Local public agencies need to conduct effective bridge evaluations to determine priorities for maintenance, rehabilitation and replacements. Many of these local public agencies and their political subdivisions have neither the funds nor the engineering expertise necessary to conduct effective bridge evaluations or determine bridge maintenance and repair priorities.

As a result, the Missouri Highway and Transportation Commission has developed the Bridge Engineering Assistance Program to provide Missouri’s local public agencies with the assistance necessary to study bridge engineering problems.

The services of this program are to be used for bridges which are located on public roads under the jurisdiction of local public agencies which are located off of the state system. These services are intended to be available to attack definite operational or structural problems presently being experienced on an existing bridge, and are not intended to be used for the development of detailed plans for new bridges. BEAP services are not intended to duplicate services already available to local public agencies either through the MoDOT district or Central Office. The consultant services provided under this program are intended to maximize the availability of professional advice or services to local public agencies with technician and drafting time minimized. BEAP does not provide funding for construction or construction engineering services.

Only one study will be considered for funding to address a specific problem on a bridge. If the local public agency requests an additional study, their request should include an explanation as to why the local public agency did not use the results of the earlier study.

754.2 Personnel

The structural and hydraulic engineering expertise necessary to provide this assistance to the local public agencies and their political subdivision will be provided from a pool of pre-qualified engineering consultants. The consultant firms selected for the pre-qualified pool will be required to use engineering personnel having a background that includes intensive bridge inspection experience and familiarity with developing bridge maintenance priorities and low cost bridge improvements. (See Appendix 1 for the list of consulting firms).

The personnel utilized by the consultant shall be those identified in the consultant's proposal. If the consultant desires to utilize additional personnel not included in the original proposal, prior approval of the Bridge Division is required.

754.3 Administration

The local implementation of this program is under the immediate direction of MoDOT's district engineer, with coordination of the statewide consultant contract and technical policy interpretation being provided by the Bridge Division. The statewide contract is normally in effect for a three year period, after which time it may be renegotiated or renewed. (See Appendix 4 for a sample contract).

A local public agency experiencing a bridge problem and desiring to use the services of this program need merely inform the district personnel in that particular area and/or contact an approved consultant for assistance in developing a candidate project for consideration. The district's authorized representative or local public agency will discuss the problem with the consultant in order to prepare a fee estimate and a Project Tracking Form for further eligibility review by the district and Bridge Division. (See Appendix 2, BEAP Project Tracking Form. This form is also made available to the consultant in electronic format).

If the project is confirmed by the Bridge Division to meet eligibility and program cost requirements, the Project Tracking Form is returned to the district so that the consultant can be notified to proceed.

Upon completion of the consultant's evaluation of the bridge problem, the local public agency, Bridge Division, and the district office shall be advised at the same time of the consultant's findings in a letter report. The letters and sketches shall be signed and sealed by a registered professional engineer.

All announcements, printings, and advertisements shall list the Missouri Department of Transportation and the Federal Highway Administration as program sponsors.

754.4 Funding and Authorized Costs

The services of the program are generally provided free of direct costs to requesting, eligible local public agencies in Missouri through the cooperation of the Missouri Department of Transportation and the Federal Highway Administration. However, local public agencies are expected to provide active assistance to the consultant during the project. Eligibility is based on the local public agency not having personnel with sufficient engineering expertise to conduct effective bridge evaluations and develop immediate structural repair procedures and details.

If a project is approved, the consultant selected by the local public agency will be reimbursed in accordance with the agreed hourly rates and actual direct non-salary costs as set forth in the agreement. The consultant will be reimbursed for his actual costs incurred in performing each project to the extent authorized in the contract. Authorized actual costs include the consultant's direct personnel salary costs plus fringe benefits, travel, and other expenditure costs if directly related to this project and a pro-rated portion of his indirect or administrative overhead. In addition, the consultant will be compensated for a pre-specified percentage profit for performing the services of this program. For the convenience of the consultant and MoDOT, an agreed hourly rate will be used in the contract that reflects actual costs.

Each particular project must receive prior approval from the district and Central Office. This requires that the consultant submit a Project Tracking Form to the district outlining the work to be performed. The Project Tracking Form shall outline project hours anticipated by personnel classification and by task (field or office review, report preparations, travel time, etc.). Development of these Project Tracking Forms should be done based on the consultant's initial contact with the local public agency or district. If a project is approved, costs for travel expense and personnel time required for one site inspection during the course of the project are normally eligible for reimbursement.

Payment for the consultant’s services will come from one of two funding sources, as identified by the BEAP project number assigned by MoDOT. For those BEAP projects with an assigned “HSP” project number, payment will be made by electronic bank transfer or by a check drawn on the State of Missouri by MoDOT’s Highway Safety Division from funds apportioned to Missouri's Annual Highway Safety Work Program (HSP) for the purposes of highway safety, research, and education. HSP funds are normally available on a yearly basis from October 1 to the following September 30. For those BEAP projects with an assigned “LTAP” project number, payment will come from Local Technology Funds (LTAP) that are combined with statewide planning and research funds. LTAP funds are available after the HSP funds are depleted, and are available through December 31. Both HSP and LTAP funds for BEAP projects are administered through the Missouri Department of Transportation.

For overall statewide funding of this program, the Commission agrees to provide an amount not to exceed $192,000 in (HSP) funds and $210,000 in (LTAP) funds for the three-year period of the agreement. The MoDOT Director or Chief Engineer is authorized to increase these amounts at their discretion in order to ensure availability of the consulting services to local public agencies as contemplated by the agreement.

The consultant shall provide the Bridge Division with an itemized invoice for their services and the Bridge Division personnel will, upon verification of the eligible charges, authorize the payment be made to the consultant. The itemized invoice should also show the signature of the consultant.

In addition to the invoice, a special reimbursement voucher must be submitted at project completion for projects utilizing safety (HSP) funds. (See Appendix 3 for a copy of the reimbursement voucher for projects that use HSP funds. This voucher form is also made available to the consultant in electronic format). This voucher is not necessary for projects that use technology (LTAP) funds.

754.5 General Process for a BEAP Study

The local public agency will contact one of the contracted BEAP Consultants to notify them of their bridge problem and of their desire to use the BEAP Program. (The local public agency may also contact their local MoDOT district for more information or assistance regarding the program, if needed).

After contacted by the local public agency and/or the district contact, the BEAP consultant prepares the Project Tracking Form and submits the form electronically to the MoDOT district contact for MoDOT review and confirmation of the eligibility of the proposed BEAP Study.

After MoDOT has given notice to proceed, the consultant performs the study in accordance with the information identified on the Project Tracking Form.

Upon completion of the BEAP Study, the consultant shall send their BEAP Report to the local public agency, and to MoDOT district and Bridge Division contacts.

When MoDOT has given acceptance of the completed study, the consultant prepares and submits their project invoicing information to MoDOT. MoDOT will send payment directly to the consultant.

754.6 Local Public Agency Responsibilities

• Identify problem.

• Initiate request for BEAP assistance.

• Provide active assistance to the consultant during the course of the project. (Examples are traffic control, access to site, trucks and equipment for load test, laboratory or coupon testing of steel and physical measurements under the consultant's supervision.)

• Perform construction as recommended and notify the district when complete.

754.7 Consultant Responsibilities

The services made available under this program are intended for review of existing bridges where definite problems exist. Individual bridge reviews are anticipated to be performed in 60 or fewer total person hours per bridge. Time spent for site inspections to develop proposals is not considered eligible for reimbursement. If a project is approved, one site visit is normally reimbursable.

In general, the consultant's services could be considered to inspect the structure, analyze conditions and formulate recommendations for the following:

• Repair of damaged members.

• Strengthening of old or weakened bridges or members with load posting restrictions.

• Emergency flood damage and repairs.

• Hydraulic adequacy and channel repair.

• Load posting limitations.

• Cost studies for repair or replacement alternatives.

• Recommendations on whether or not to close a bridge.

The consultant services provided under this program are intended to maximize the availability of professional services to local public agencies with technicians’ or draftsmen's time minimized.

Also, the local public agency’s participation is expected in aspects of the study such as making physical measurements of the bridges, etc., under the consultant's supervision.

It is not intended that the services of this program will incorporate planning or design aspects of new bridge installations. If the consultant recommends closing of a bridge due to its unsafe condition, the consultant may suggest several alternate structure types, but actual design is not to be pursued under this program. The consultant may recommend low-cost bridge renovations projects, and it will be acceptable for him to prepare conceptual engineering sketches to illustrate his recommendations for remedial action. On individual bridge inspections, formal detailed reports are to be avoided where possible with study results documented in letter report.

It is also not intended for the service of the BEAP program to duplicate services already normally available to local public agencies through the MoDOT’s district or Central Office.

For example, when the local public agency requests an inventory inspection or review of condition codes for a structure; the district office will normally perform this function as part of the non-state inspection program. If the local public agency is merely requesting a new load rating capacity of the existing structure, the Bridge Division will provide this service upon receipt of comprehensive structural information forwarded by the district.

Load posting recommendations under BEAP are strictly limited to considerations involving comparisons with the state legal loads. Evaluations for special permit loads are ineligible for BEAP funding.

Proof load testing of concrete bridges are generally eligible for BEAP funding, but load tests for other types of structures are considered ineligible.

The consultant's review should also encompass traffic control devices and based on bridge and approach widths, approach alignments, etc., recommend any necessary revisions such as "Narrow Bridge" signing, object marker placements, etc.

Other features and requirements of the program include:

• Consultant may work anywhere in the state.

• No retainage.

• Simultaneous distribution of reports to the local public agency, district, and Bridge Division.

• Consultant forwards copies of complete calculations with the report to support any recommendations concerning new load posting. Approved postings will be based on the final "as built" condition of any repairs in the field.

• Submit a single invoice to Bridge Division within 45 days of when the project study is complete (no partial invoices).

754.8 District Responsibilities

• Advise local public agencies in your district of the eleven pre-qualified consultants and that they may select any of these firms.

• Coordination with the local public agency.

• Check to see whether the local public agency has its own engineering services.

• Establish project information to give to consultant.

- Provide relevant information (Inspection report, description of bridge, location of bridge, ratings, etc.)

- Assist as needed with Scope of Services (Example: Develop retrofitting to increase the load capacity of 40 ft. steel I-beam bridge with timber deck from 5 tons to 10 tons).

- Receive consultant’s Project Tracking Form. Review the problem and scope of services.

- Prescreen eligibility and appropriateness of proposed project before forwarding project to Bridge Division for review and concurrence.

- Forward the Project Tracking Form and recommend project to Bridge Division for review and concurrence.

- Notify consultant to proceed after concurrence of Bridge Division.

• Check with the local public agency in a timely manner to determine if they utilized the engineering services.

• Inspect bridge repairs on closed structures before opening to traffic.

• Verify construction was completed in accordance with the consultant's recommendation and prepare a new SI&A report based on the local public agency’s repair.

• If the engineer recommends closing the bridge the district personnel will initiate a Critical Inspection Finding (CIF).

754.9 Bridge Division Responsibilities

• Contract administration.

• Technical policy interpretation.

• Review project scope and estimate.

• Review final report.

• Update approved load posting in MoDOT records and inform district office of approved posting revisions based on information or recommendations from the consultant. Quality assurance reviews or spot checks may be conducted at the option of the Bridge Division. However, the consultant is considered responsible for any recommendations made. If strengthening is required by the engineer's recommendation, then approved postings will be based on information collected in the field on as-built conditions after construction.

• Process Invoices. (Invoices should be sent directly to the Bridge Division from the consultant.)

• Send payment to consultant.