Street Acceptance Guidelines
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1 Street Acceptance Guidelines Virginia Department of Transportation & Fairfax County Procedural Guidelines Flowcharts and June 6, 2005 These guidelines and forms are subject to change. Check for updates before each submittal at
2 Process Table of Contents: Procedural Guidelines Overall Procedure... 2 Accounts Receivable Information... 2 Contact Information... 2 Flowchart for Subdivision Plans (SD)... 3 Flowchart for Site Plans (SP)... 4 Initial Street Acceptance Package (Pre-Construction)... 5 Asbuilt Utility Checklist Package... 6 Post Construction Street Acceptance Package (County)... 7 Post Construction Street Acceptance Package (VDOT)... 7 Final Street Acceptance Package (County)... 8 Final Street Acceptance Package (VDOT)... 8 Transitioning From The Old Street Acceptance Process... 9 Table of Contents: Submittal Folders Data CD Initial Submittal Checklist Memorandum from Fairfax County GIS & Mapping Area Sketch from Fairfax County GIS & Mapping Street Acceptance Form for Board of Supervisors Resolution Road Data Information Project Data Sheet Road Data Information Segment Data Sheet Recorded Deeds of Dedication Redlined Recorded Plats Asbuilt Submittal Checklist Asbuilt Utility Verification Checklist Fairfax County Roadway Construction Complete Letter Post Construction Submittal Checklist Fairfax County Inspection Request Letter Final Submittal Checklist Maintenance Fee Schedule Fairfax County Project Certification Letter June 6, 2005 Page 1 of 27
3 Process Overall Procedure 1. Record Deeds and Plats at Fairfax County Courthouse 2. Obtain Area Sketch from Fairfax County GIS & Mapping (Page 13,14) 3. Submit Initial Street Acceptance Package (Page 5) 4. Complete Roadway Construction 5. Submit Asbuilt Utility Package (Page 6) 6. Submit Post Construction Street Acceptance Package (Page 7) 7. Pre-VDOT Inspection 8. Joint VDOT/Fairfax County Inspection 9. Submit Final Street Acceptance Package (Page 8) 10. Fairfax County Board of Supervisors Resolution 11. VDOT Final Acceptance Accounts Receivable Information An accounts receivable is established by VDOT for all street acceptance activities, including the CE-7 As Built Utility Review, post construction reviews, and inspections. The charge will be the actual staff time expended for package reviews and field inspections. Developers will be billed for charges through the VDOT Central Office Accounting Financial Management System. Verification of charges will be ed from VDOT Fairfax Permits to the developer when the charges are made. All Accounts Receivable charges must be paid in full before the Final Street Acceptance Package is submitted to VDOT. Contact Information Virginia Department of Transportation: Bill Dunlap (703) Fairfax County GIS & Mapping: Vanessa Sye (703) To request Fairfax County CPAN access: VDOT Forms & Checklists: Fairfax County Forms: June 6, 2005 Page 2 of 27
4 Process Flowchart for Subdivision Plans (SD) June 6, 2005 Page 3 of 27
5 Process Flowchart for Site Plans (SP) June 6, 2005 Page 4 of 27
6 Process Initial Street Acceptance Package (Pre-Construction) From: Developer s Engineer To: VDOT Fairfax Permits When: [Site Plans]: With VDOT Permit Application Package [Subdivision Plans]: Before First Bond Extension/Reduction at Fairfax County Site Plans Subdivision Plans Place all items below in a letter sized pocket folder, then into a sealed 12 x15½ mailing envelope (see page 10) with a completed Initial Submittal Checklist taped to the front (page 12): CD labeled with project name, project number, engineering firm name and contact information (see example on page 11) containing: Memo from Fairfax County GIS & Mapping in Adobe PDF format (page 13). Edited Area Sketch from Fairfax County GIS & Mapping in PDF format (pg. 14). Completed Street Acceptance Form for BOS Resolution in PDF format (pg. 15). Completed Road Data Information sheets in Adobe PDF format (page 16,17). Recorded deeds of dedication in PDF format (page 18). Recorded and redlined plat in PDF format (page 19). Folder on the CD named Plans with plan sheets in Group 4 TIFF format: Complete set of the plans is required, exclude plat check sheets Each file must be named: plan number_sheet number (i.e SP-02-3_01.tif). Coversheet must have all signatures. Hardcopies everything listed above except plan sheets. Hardcopy of Composite Plat if recorded plat has more than 3 sheets. Note: At this point begin to work on obtaining quitclaims for the Asbuilt Utility Package. Allow 10 business days for VDOT to review the submission. An approval receipt will be ed to the developer and to the submitting engineer. June 6, 2005 Page 5 of 27
7 Process Asbuilt Utility Checklist Package From: Developer To: VDOT Fairfax Permits When: Upon receipt of Roadway Construction Complete letter from Fairfax County Place all items below in a letter sized pocket folder, then into a sealed 12 x15½ mailing envelope with a completed Asbuilt Submittal Checklist taped to the front (page 20): Completed Asbuilt Utility Verification Checklist (page 21). Hardcopies of recorded quitclaims. Fairfax County Roadway Construction Complete Letter (page 22). For each utility (gas, communications, and electric) submit one of the two items below. The item submitted must reference the subdivision name and street names that are affected. An original letter from the utility company verifying that there are no facilities in the dedicated right-of-way. OR A CE-7 signed by the utility company and one (1) plan set with the facilities within the dedicated right-of-way highlighted. An approval receipt and a copy of the signed Asbuilt Utility Verification Checklist will be ed to the developer and the Fairfax County inspector. June 6, 2005 Page 6 of 27
8 Process Post Construction Street Acceptance Package (County) From: Developer To: Fairfax County Inspector When: After VDOT Approval of Asbuilt Utility Checklist Package Geotechnical reports covering work in the dedicated right-of-way only. Geotechnical Engineer s Final Report of Roadway Construction Inspections. Plan Sheets for Revised Pavement Design in Group 4 TIFF format. Any plan revisions that affect dedicated right-of-way in Group 4 TIFF format. Fairfax County Inspection Request letter (page 24). VHS video recording of all storm structures and pipes within dedicated right-of-way. Video to include date of actual recording and the structure number being recorded. More information will be made available on the VDOT website as June 6 th approaches. Post Construction Street Acceptance Package (VDOT) From: Fairfax County Inspector To: VDOT Fairfax Permits When: After Fairfax County approval of Post Construction Street Acceptance Package submitted by Developer Place all items from the Post Construction Street Acceptance Package (County) in a letter sized pocket folder, then into a sealed 12 x15½ mailing envelope with a completed Post Construction Submittal Checklist (page 23) taped to the front and submit to VDOT. After package approval, a completed Maintenance Fee Calculation (page 26) will be e- mailed to the developer and Fairfax County inspector. June 6, 2005 Page 7 of 27
9 Process Final Street Acceptance Package (County) From: Developer To: Fairfax County When: After VDOT Approval of Inspection All VDOT Accounts Receivable charges must be paid in full before submittal of Final Street Acceptance Package Maintenance fee check must be a cashiers check or a certified check for the amount shown on the completed Maintenance Fee Schedule (example - page 26). Fairfax County Project Certification Letter (page 27). Final Street Acceptance Package (VDOT) From: Fairfax County Inspector To: VDOT Fairfax Permits When: After Fairfax County approval of Final Street Acceptance Package submitted by Developer Place all items from the Final Street Acceptance Package (County) in a letter sized pocket folder, then into a sealed 12 x15½ mailing envelope with a completed Final Submittal Checklist (page 25) taped to the front and submit to VDOT. After package approval, the Street Acceptance Form for Board Resolution will be sent to Fairfax County. After the board resolution is passed, the package will be sent to VDOT Central Office for approval and final acceptance. June 6, 2005 Page 8 of 27
10 Process Transitioning From The Old Street Acceptance Process The new street acceptance process is effective June 6, 2005: Follow the new process beginning with the submission of the Initial Submittal as part of the VDOT Tie-in Permit Application Package for: Site Plans and Public Improvement Plans that have not received a VDOT Tie-in Permit prior to June 6, Follow the new process beginning with the submission of the Initial Submittal prior to a bond extension/reduction request after June 6, 2005 for: Site Plans and Public Improvement Plans that have received a VDOT Tie-in Permit prior to June 6, 2005 and are bonded with Fairfax County. Subdivision Plans and Site plans for construction of Townhouse Dwelling Units that are bonded with Fairfax County. Continue to follow the old process until final acceptance if: The First or Final Form I package has been submitted to Fairfax County prior to June 6, June 6, 2005 Page 9 of 27
11 Submittal Folders 12 x15½ Envelope Letter Sized Expandable Pocket Folder June 6, 2005 Page 10 of 27
12 Data CD Example of Correctly Labeled Data CD Initial Package Marshy Mountain Subdivision Section SD My Engineering Firm Jane Smith (703) [email protected] Screenshot of Example Data CD Contents Plans Folder June 6, 2005 Page 11 of 27
13 Initial Submittal Checklist June 6, 2005 Page 12 of 27
14 Memorandum from Fairfax County GIS & Mapping June 6, 2005 Page 13 of 27
15 Area Sketch from Fairfax County GIS & Mapping Obtain the blank sketch from Fairfax County GIS & Mapping (directions on page 13): Color the dedication in red with PENCIL, color the existing state right-of-way in blue with PENCIL, label existing state route numbers, and mark the appropriate sidewalk/trail maintenance symbols along the dedication in PENCIL June 6, 2005 Page 14 of 27
16 Street Acceptance Form for Board of Supervisors Resolution This form is available online at Subdivision Plat Name must match the name on the recorded plat. Date of VDOT Inspection Approval is for VDOT use only. For sidewalks and/or trails: the length of the walkway, walkway type, and maintenance responsibility must be listed in the Notes section. Mileage must be in hundredths. FAIRFAX COUNTY BOARD OF SUPERVISORS FAIRFAX, VA Pursuant to the request to inspect certain streets in the subdivisions as described, the Virginia Department of Transportation has made inspections, and recommends that same be included in the secondary system. ENGINEERING MANAGER: D.A. Purvis BY: VIRGINIA DEPARMENT OF TRANSPORTATION-OFFICE OF THE ENGINEERING MANAGER, FAIRFAX, VIRGINIA REQUEST TO THE ENGINEERING MANAGER, FOR INCLUSION OF CERTAIN SUBDIVISION STREETS INTO THE STATE OF VIRGINIA SECONDARY ROAD SYSTEM. SUBDIVISION PLAT NAME: Compton Village, Section 5 COUNTY MAGISTERIAL DISTRICT: Sully FOR OFFICIAL USE ONLY DATE OF VDOT INSPECTION APPROVAL: STREET NAME FROM Compton Village Drive Existing Compton Village Dr. (Rte. 8883) 68.7 NE of CL Tallavast Dr. (Rte. 8885) Maple Rock Court CL of Compton Village Dr NE of CL Tallavast Dr. (Rte. 8885) Oak Rock Court CL of Compton Village Dr. 700 East of CL Maple Rock Court Chestnut Run Drive CL of Compton Village Dr. 268 South of CL Oak Rock Court LOCATION TO LENGTH MILE 2066 East to end of cul-de-sac SE to end on cul-de-sac South to end of cul-de-sac East to existing Chestnut Run Dr. (Rte. 8613) West of Rock Canyon Dr. (Rte. 8612) 0.03 NOTES: TOTALS: ) Sidewalk on both sides of Compton Village Drive to be maintained by Fairfax County 2) Sidewalk on NE side of Maple Rock Court to be maintained by Fairfax County 3) Sidewalk on West side of Oak Rock Court to be maintained by Fairfax County 4) Sidewalk on both sides of Chestnut Run Dr. to be maintained by Fairfax County Y:\EFid\FORMS\VDOT UPDATED FORM doc June 6, 2005 Page 15 of 27
17 Road Data Information Project Data Sheet Complete Project Data Sheet once for each project June 6, 2005 Page 16 of 27
18 Road Data Information Segment Data Sheet Complete one Segment Data Sheet for each segment of road (segments are divided by intersecting streets). Instructions for completing the Segment Data Sheet are at the bottom of the form. June 6, 2005 Page 17 of 27
19 Recorded Deeds of Dedication Obtain deeds from CPAN with deed book and page numbers stamped on each page. (To request access to CPAN visit Deeds must be complete and include coversheet and 8½ x 11 plat sections. June 6, 2005 Page 18 of 27
20 Redlined Recorded Plats Redline distances of centerline from intersection to intersection each segment is a separate distance. For offset cul-de-sacs be sure to include the distance to center of cul-de-sac. For all cul-de-sacs include radius to the right-of-way line. This distance should be included in length of street calculations. Professional certification must be shown in red. Include distance in both directions from centerline of intersection to nearest intersections in the state system. Label dedication distance along frontage at both ends of the project and at the centerline. Show right-of-way width for all street segments and each distance from centerline. Show each line length and radius, arc length on a street segment and show total to intersection. June 6, 2005 Page 19 of 27
21 Asbuilt Submittal Checklist Complete the top section entirely Check each item included in the envelope or write N/A if an item does not apply June 6, 2005 Page 20 of 27
22 Asbuilt Utility Verification Checklist Complete the top section entirely and list each street that has dedication If applicable, write additional right-of-way only underneath the street name June 6, 2005 Page 21 of 27
23 Fairfax County Roadway Construction Complete Letter June 6, 2005 Page 22 of 27
24 Post Construction Submittal Checklist June 6, 2005 Page 23 of 27
25 Fairfax County Inspection Request Letter June 6, 2005 Page 24 of 27
26 Final Submittal Checklist June 6, 2005 Page 25 of 27
27 Maintenance Fee Schedule This form is completed by VDOT and ed to the developer after approval of the Post Construction Street Acceptance Package. June 6, 2005 Page 26 of 27
28 Fairfax County Project Certification Letter June 6, 2005 Page 27 of 27
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