Maintenance Management

Manual

Revised July 2017

© 2017 by Texas Department of Transportation
(512) 463-8630 all rights reserved
Manual Notice 2017-1
From: C. Michael Lee, P.E., Director, Maintenance Division

Manual: Maintenance Management Manual

Effective Date: July 01, 2017

Purpose
The Maintenance Management Manual has been revised to include a link to the Occupational Safety
Manual for more information about TxDOT’s hazardous material cleanup policy and to include revised
details about County Assistance under the Local Government Assistance Program.

Contents

Chapter 7, Section 4, Oil and Hazardous Material Spills now contains the following sentence,
which includes a link to the Occupational Safety Manual: “For more information about TxDOT's
hazardous material cleanup policy, including notification requirements, see the Occupational
Safety Manual, Chapter 5, Section 6.”

Chapter 9 spells out in more detail the District’s and Division’s responsibilities for County Assis-
tance under the Local Government Assistance program.

Contact

Address questions concerning information contained in this Manual Notice to Randy Ormsby at
(512) 416-3196 or randy.ormsby@txdot.gov.

Archives

Past manual notices are available in a PDF archive.

 Table of Contents
Chapter 1 — Definitions and Planning
Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Introduction to Maintenance Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Purpose of this Chapter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Section 2 — Definitions of Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Purpose of Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Definitions of Maintenance Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Travel Way . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Shoulder and Side Approaches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Roadside . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Drainage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Structures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Traffic Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6
Emergency Operations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6
Section 3 — Maintenance Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Developing a Maintenance Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Plan Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7

Chapter 2 — Budgeting
Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Types of Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Allocation Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Section 2 — Maintenance Budget Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Appropriation Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
District Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Budget Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Section Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Section 3 — Contract Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Contracted Routine Maintenance Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Category 1, Preventive Maintenance and Rehabilitation, Allocation Program. . . . . . . . . . 2-4
Section 4 — Cash and Expenditures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
Department Accounting Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
How to Charge Routine Maintenance Expenditures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
Where to Find More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
Section 5 — Maintenance Contingency Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Contingency Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

Maintenance Management Manual i TxDOT 7/2017

Chapter 3 — Level of Service
Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Levels of Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Section 2 — Level of Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Purpose and Goal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Why Guidelines are Needed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Using the Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Maintenance Priorities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Pavement Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4
Roadside Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Bridge Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Section 3 — Environmental Best Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8
Reserved for future section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

Chapter 4 — Contracting and Purchasing

Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Purpose of Contracting and Purchasing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Section 2 — Routine Maintenance Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
When to Use Routine Maintenance Contracts (RMC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Use of the Construction and Maintenance Contracting System (CMCS) . . . . . . . . . . . . . . 4-3
District Let Contracts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
State Let Contracts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Contract Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3
Section 3 — Preventive Maintenance Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Preventive Maintenance Contracts (CPM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Section 4 — Emergency Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
Authority for Expediting Emergency Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
Emergency Contract Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5
Section 5 — Purchase of Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Authority for Purchase of Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Definition of Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Section 6 — Interagency Agreements and Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Interagency Exchanges of Less Than $50,000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
Interagency Exchanges of More Than $50,000. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8
Section 7 — Inmate/Probationer Labor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9

Maintenance Management Manual ii TxDOT 7/2017

 Texas Department of Criminal Justice Memorandum of Agreement for Inmate Labor . . . 4-9
Sheriff's Department Agreement For County Inmate Labor . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Community Supervision and Corrections Department (CSCD) . . . . . . . . . . . . . . . . . . . . 4-10
Juvenile Offenders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10
Section 8 — State Use Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Section 9 — Bridge Preventive Maintenance Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Eligible Bridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Contracting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Section 10 — Material Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
Where to Find Purchasing Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14
Review by the Maintenance Division (MNT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14

Chapter 5 — Agreements, Permits and Reports

Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Section 2 — Municipal Maintenance Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Execution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Required Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3
Revision . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4
Inactive Cities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4
Section 3 — Personal Injury and Property Damage Claims . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Types of Claims. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Claims Against the Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Damage Claims . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Section 4 — River Water Use Certification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7
Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7
Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7
Section 5 — Wetlands/Streambed Permits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8
Clean Water Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8
Waters of the United States . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8
Wetland Defined . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8
Section 404 Permits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-9
Activities That Require Permits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-9

Maintenance Management Manual iii TxDOT 7/2017

 404 Permitting for Maintenance Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-9
Section 6 — Storm Water Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10
Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10
Texas Pollutant Discharge Elimination System (TPDES) - Construction General Permit
(CGP) (TXR150000) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10
CGP Excluded Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-10
Activities Not Excluded from the CGP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-11
CGP - Notices of Intent/Notices of Termination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-11
CGP Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-11
Section 7 — Major Accident or Unusual Incident Reporting . . . . . . . . . . . . . . . . . . . . . . . 5-12
Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12
Section 8 — Highway Condition Reporting System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-13
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-13
Section 9 — Storage Site Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-14
General Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-14
Submission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-14

Chapter 6 — Management Information Systems

Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Maintenance Management System (MMS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Pavement Management Information System (PMIS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Texas Maintenance Assessment Program (TxMAP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Section 2 — Maintenance Management System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Maintenance Management System (MMS) Defined . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Function Codes for Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3
MMS Interfaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4
Section 3 — Pavement Management Information System . . . . . . . . . . . . . . . . . . . . . . . . . . 6-5
Pavement Management Information System (PMIS) Defined . . . . . . . . . . . . . . . . . . . . . . 6-5
Section 4 — Texas Maintenance Assessment Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6
Texas Maintenance Assessment Program (TxMAP) Background . . . . . . . . . . . . . . . . . . . 6-6
Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6

Chapter 7 — Emergency Management

Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Purpose of This Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Natural and Manmade Disasters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

Maintenance Management Manual iv TxDOT 7/2017

 Role of the Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2
Section 2 — Disasters and National Emergencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
General Policy in All Disasters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Texas Division of Emergency Management (TDEM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
State Emergency Management Council. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Disaster District Committees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3
Disaster District Committee Chairperson . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
Section 3 — Federal Reimbursement Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
General Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Federal Highway Administration (FHWA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5
Federal Emergency Management Agency Program (FEMA) . . . . . . . . . . . . . . . . . . . . . . . 7-5
Section 4 — Oil and Hazardous Material Spills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Abandoned Hazardous Materials. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6
Hazardous Substance Spill Contingency Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7
Section 5 — Emergency Planning Roles and Responsibilities . . . . . . . . . . . . . . . . . . . . . . . 7-8
District and Division Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8
Maintenance Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-8
District Maintenance Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9
Maintenance Division Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-11

Chapter 8 — Quarry and Pit Safety

Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Texas Law and Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Safety Certificate Required . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
District Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
Further Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2

Chapter 9 — Local Government Assistance Program

Section 1 — Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
County Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Program Allocation Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Division Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
District Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Assistance to Cities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3

Maintenance Management Manual v TxDOT 7/2017

 Chapter 1 — Definitions and Planning

Contents:
Section 1 — Overview
Section 2 — Definitions of Maintenance
Section 3 — Maintenance Plans

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Chapter 1 — Definitions and Planning Section 1 — Overview

Section 1 — Overview

Introduction to Maintenance Management

The Maintenance Management Manual contains the following chapters:

 Chapter 1, Definitions, Planning and Scheduling: Provides guidance for maintenance
management.
 Chapter 2, Budgeting: Describes the maintenance budgets that are available to the districts to
maintain the state highway system.
 Chapter 3, Level of Service: Defines the appropriate level of maintenance and priorities placed
on the work. These levels can be used in planning, performing and evaluating maintenance
activities with available funds.
 Chapter 4, Contracting and Purchasing: Explains how TxDOT accomplishes its maintenance
mission by effectively supplementing its work force with routine maintenance contracts; pre-
ventive maintenance contracts; purchase of service; interagency contracts; state use program
agreements and emergency contracts.
 Chapter 5, Agreements, Permits and Reports: Identifies special reports and permits that can
apply to maintenance offices.
 Chapter 6, Management Information Systems: Describes the two main management systems
that can be used by maintenance staff for planning and evaluation of the level of service pro-
vided by maintenance operations.
 Chapter 7, Emergency Management: Identifies the department's responsibilities and provides
guidance for emergency response.
 Chapter 8, Pits and Quarry Safety: Describes TxDOT's role in enforcing the Texas Aggregate
Quarry and Pit Safety Act.
 Chapter 9, Local Government Assistance Program: Describes the Local Government Assis-
tance Program that requires the Department to assist counties with materials to repair and
maintain county roads.

Purpose of this Chapter

The purpose of this chapter is to provide background information for maintenance management.
Section 2, "Definitions of Maintenance," includes guidelines and examples of routine, preventive
and major maintenance. Section 3, "Maintenance Plans." explains the basic elements required for a
one-year plan.

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Chapter 1 — Definitions and Planning Section 2 — Definitions of Maintenance

Section 2 — Definitions of Maintenance

Purpose of Definitions

Categories have been designed to assist the districts in the performance of maintenance work and
are intended to identify work to be performed with maintenance funds. Maintenance funds should
not be used to perform construction work.

Definitions of Maintenance Work

Maintenance work is categorized into three areas:

 routine maintenance
 preventive maintenance
 major maintenance.
All three maintenance categories may be performed with state forces or by contract; however,
most preventive and major maintenance work should be contracted and funded with Strategy
144 maintenance funds or federal funds. Note that contracted work on Functional Class 6 and 7
roadways can only be completed using maintenance funds.
The following definitions of maintenance activities should be used in determining the type of
work activity when addressing planning and budgeting.

Travel Way

The table below defines travel way maintenance categories.

Travel Way

Routine Maintenance Preventive Maintenance Major Maintenance

Pavement-related work to include Pavement-related work performed Pavement-related work to

restoration of pavement service- to prevent major deterioration of strengthen the pavement structure
ability including: recondition, the pavement. Work would nor- for the current and projected future
rebuild, level up, and overlay. This mally include, but not be limited traffic usage. Work should include:
would include, but not be limited to: milling or bituminous level-ups restoration of pavement service-
to: pavement repair, crack seal, to restore rideability, light overlays ability of roadway. This would
bituminous levelups with light (overlays not to exceed total aver- include but not be limited to:
overlays to restore rideability age depth of 2”), seal coats, crack recondition and stabilize base and
(overlays not to exceed total aver- sealing and microsurfacing. Prepa- subgrade, add base, level up, over-
age depth of 2”), additional base to ratory work such as milling, repairs lays and seal coats. Pavement
restore rideability, and seal coats. or level-ups may also be widening can be considered major
performed. maintenance if done to correct a
maintenance problem.

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Chapter 1 — Definitions and Planning Section 2 — Definitions of Maintenance

Shoulder and Side Approaches

The following table defines maintenance categories for shoulder and side approaches.
Shoulder and Side Approaches

Routine Maintenance Preventive Maintenance Major Maintenance

All shoulder work to restore to its All shoulder work to prevent major All shoulder work to restore to its
originally constructed condition deterioration of the pavement originally constructed condition
including: recondition, rebuild, including: milling or bituminous and/or to strengthen the pavement
level-up and overlay. This work level-ups to restore cross section, structure for the current and pro-
would also encompass installation light overlays (overlays not to jected future traffic usage,
and maintenance of public access exceed total average depth of 2”), including but not limited to: recon-
drives, crossovers, turn lanes and seal coats, crack sealing and micro- dition and/or stabilize base and
mailbox turnouts. surfacing. Shoulder repair and subgrade, add base, level up, and
widening not to exceed 26’ full seal coats. Adding shoulders, if
roadway width. done to correct a maintenance
problem.

Roadside

The table below defines roadside maintenance categories.

Roadside

Routine Maintenance Preventive Maintenance Major Maintenance

All work to maintain the roadside None. None.

including but not limited to: main-
tenance and operation of rest areas
and picnic areas, litter removal,
mowing, placing herbicides, tree
and brush trimming and removal,
repair and upgrading of guard rails
and extruder terminals, repairing
slides and side slopes, placing top-
soil, sod, shrubs, etc. to reestablish
proper grade and vegetative cover
and landscaping, removal or treat-
ment of roadside hazards,
installation and maintenance of
environmental protection devices,
and mitigation of spills or hazard-
ous materials.

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Chapter 1 — Definitions and Planning Section 2 — Definitions of Maintenance

Drainage

The table below defines maintenance categories for drainage.

Drainage

Routine Maintenance Preventive Maintenance Major Maintenance

Replacement, repair and installa- Removal of debris and siltation Constructing new drainage chan-
tion of curb, gutter, riprap and from channels to prevent damage nels or modification of drainage
underdrain; cleaning, repairing or to structures or flooding of road- structures to increase drainage
replacing culverts, storm sewers, ways. Repair or replacement of capacity. Performed only to cor-
erosion controls; reshaping drain- slopes and/or riprap to prevent rect a maintenance or safety
age ditches and channels. damage to structures or problem or to protect public or pri-
embankments. vate property.

Structures

The table below defines maintenance categories for structures.

Structures

Routine Maintenance Preventive Maintenance Major Maintenance

Repair of substructures, superstruc- Steel structure cleaning and Bridge rehabilitation, reconstruc-
tures, decks, joints, approach slabs repainting or the installation of tion, or replacement. Replacement
and railing; spot painting; repair other coatings; installation of of structures only as a result of
and operation of movable bridges; bridge deck protection; joint clean- major disaster when no other funds
installation of temporary bridges; ing and sealing or replacement. or programs are available.
repair and installation of fender
systems.

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Chapter 1 — Definitions and Planning Section 2 — Definitions of Maintenance

Traffic Operations

The following table describes maintenance categories for traffic operations.

Traffic Operations

Routine Maintenance Preventive Maintenance Major Maintenance

Installation, repair and replacement Replacement of striping, pavement Installation of new signal systems
of signs, delineators, illumination, graphics, raised pavement mark- to upgrade outdated designs.
signals and related appurtenances; ings, and rumble strips may be
installation and replacement of performed in conjunction with a
striping, pavement graphics, raised resurfacing operation.
pavement markings and rumble
strips; maintenance of traffic con-
trol cabinets and the corresponding
attachments (including but not lim-
ited to loop detectors, video
cameras, changeable message
signs, etc.).

Emergency Operations

The table below defines maintenance categories for emergency operations.

Emergency Operations

Routine Maintenance Preventive Maintenance Major Maintenance

Assistance to traffic during acci- None. None.
dents including traffic control,
removal of debris and spilled
cargo, and snow and ice control.
Assistance to traffic during other
natural disasters such as floods,
tornadoes, hurricanes and fires;
removal of debris from the road-
way after natural disasters. The
District Engineer determines that
immediate action is needed to
respond to imminent threat to life
or property or to prevent disruption
of the orderly flow of traffic and
commerce. Work off of the right of
way, such as assistance to cities,
counties and individuals, can be
performed only when directed by
the local Disaster District Chair-
man (usually the local Department
of Public Safety Captain), Director
of the Division of Emergency Man-
agement or the Governor.

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Chapter 1 — Definitions and Planning Section 3 — Maintenance Plans

Section 3 — Maintenance Plans

Developing a Maintenance Plan

One of the most important items in maintenance management is developing a good plan to guide
operations within the district. Districts should develop long range strategies and one-year mainte-
nance work plans to implement those strategies. The one-year plan should be developed after the
respective district maintenance budget has been determined. The plan should be a result of analyz-
ing historical quantities of work performed and the resulting level of service.

Information on quantities of work may be found in the Maintenance Management System (MMS)
reports. Levels of service information can be found from the Pavement Management Information
System (PMIS) or the Texas Maintenance Assessment Program reports.

Plan Format

The format of the plan can be tailored to fit the district; however, the following items should be
considered:
 Construction—No major maintenance should be planned on sections of roads programmed for
construction or reconstruction.
 Rehabilitation or Resurfacing—Maintenance needed to prepare roads scheduled for rehabilita-
tion and/or preventive maintenance should be determined and planned. Work such as base
repairs, milling and inlay, edge repairs and blade level ups should be performed in advance to
insure proper curing and performance analysis before resurfacing.
 Special Priority Items—Items that have been given special priority or emphasis by the Admin-
istration, Division or District should be planned. Examples include:
 sign upgrade program
 safety upgrades (Guardrail extruder terminals, attenuator upgrades, etc.)
 bridge joint cleaning and sealing
 edge and spot sealing.
 Labor Intensive Activities—These activities should be analyzed to determine if more cost
effective measures can be performed. For example, a road that has a large amount of edge rav-
eling or failures should be patched and then edge sealed. The edge seal is a preventive measure
that will reduce future labor intensive patching.
 Section Plans—The maintenance plan should start at the maintenance section level and then
can be compiled to determine the district plan.

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Chapter 1 — Definitions and Planning Section 3 — Maintenance Plans

The maintenance plan is developed in the Maintenance Management System (MMS) using the Plan
Matrix window. The maintenance plan should be constrained by available resources including bud-
get and staff. Work is planned by planning activity, which is a grouping of related maintenance
function codes. The plan should include state force and contracted work.

Performance guidelines have been developed to assist with constraint of the plan and define the
typical resource (labor, equipment, and material) requirements and costs associated with mainte-
nance activities. They provide estimated costs and duration for resources for an activity. These
guidelines can then be used later to compare actual performance with estimated performance for
each activity. They may also be used to estimate resource requirements for budgeting. Performance
Guidelines can be defined at the state, district or maintenance section level and should be reviewed
annually at the beginning of the planning cycle. Contractor costs for various activities are also
available in the system.

The plan Matrix window may be used as an interactive leveling tool to ensure the quantity of work
scheduled across various activities in your plan does not exceed the FTE (full-time equivalent)
resources that will be available to execute it.

Maintenance Management Manual 1-8 TxDOT 07/2017

 Chapter 2 — Budgeting

Contents:
Section 1 — Overview
Section 2 — Maintenance Budget Process
Section 3 — Contract Budget
Section 4 — Cash and Expenditures
Section 5 — Maintenance Contingency Fund

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Chapter 2 — Budgeting Section 1 — Overview

Section 1 — Overview

Types of Budgets

Several maintenance budgets are available to the districts to maintain the state highway system:
 The Routine Maintenance Budget (Strategy 105)—is the operating budget for state force work.
It includes salaries for maintenance employees, fuels, utilities, equipment parts, supplies and
roadway materials.
 The Contracted Routine Maintenance Budget (Strategy 144) is for work associated with rou-
tine maintenance accomplished through the use of private sector contractors. There are no
direct personnel costs associated with this strategy. It also includes equipment rentals and other
services such as grounds and janitorial maintenance.
 The Warehouse Budget is used to provide materials and supplies stocked in the Support Ser-
vices Division's regional warehouses to the districts. A portion of each district’s formula
allocated maintenance funds are supplied to the division and used to purchase stock.
 Maintenance Contingency Funds are available for unanticipated expenses. These funds are
limited and provided upon approval of request to the Maintenance (MNT) Division.

Allocation Programs

The districts also have funds available from allocation programs to use for preventive maintenance
of the state highway system. Each district is allocated a funding amount and projects can be
selected, developed, and let to contract with each project's cost debited to the allocated funds avail-
able for that category.
 Category 1, Preventive Maintenance and Rehabilitation, provides for the preventive mainte-
nance and pavement rehabilitation on the existing state highway system including the
Interstate system. Allocation to the districts is by formula.

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Chapter 2 — Budgeting Section 2 — Maintenance Budget Process

Section 2 — Maintenance Budget Process

Background

The Routine Maintenance Budget process is performed at the statewide and district levels.

Appropriation Process

The Administration balances the needs in all areas of the department and develops the Depart-
ment’s Legislative Appropriation Request (LAR). The LAR is submitted to the legislature in
accordance with Legislative Budget Board (LBB) procedures.

District Allocations

When the legislature passes an appropriation bill for the biennium, the Maintenance Division uses
various funding formulas to determine each district’s proposed budget.

Budget Formulas

Formulas were developed for each major work activity. The formulas are based upon applicable
factors for each activity. Factors include inventory of physical components, condition of those com-
ponents, and historical costs.

The following items are examples of these factors:

 number of lane miles, center line miles, daily truck miles, daily vehicle miles
 number of picnic areas, signals, and raised pavement markers
 area of bridges and roadside acreage
 pavement condition scores
 previous year's utility costs for luminaires and rest areas.

Section Allocations

The district allocates funds to each maintenance office including traffic and special crews. The allo-
cation of funds is coordinated among the district maintenance office, the area engineers and the
maintenance section offices. The district engineer makes final approval of allocated funds within
the district.

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Chapter 2 — Budgeting Section 3 — Contract Budget

Section 3 — Contract Budget

Contracted Routine Maintenance Budget

The districts use the Strategy 144, Contracted Routine Maintenance budget for district or state let
Routine Maintenance Contracts (RMC's). Districts may let "district let" RMC's up to an estimated
amount of $300,000. Any project with an Engineer's Estimate of $300,000 or more must be let as a
"state let" project through the Maintenance Division. Districts have full authority to schedule and
let projects without additional approval within their allocated budget.

Category 1, Preventive Maintenance and Rehabilitation, Allocation Program

The preventive maintenance budget is handled as a "bank balance" program with the districts
receiving formula-based allocations. The program addresses preventive maintenance to preserve
the existing state highway system. The program is authorized by the Commission annually and
funds are managed by the Finance Division, Programming and Letting Section.

The program also funds rehabilitation of existing main lanes, structures and frontage roads. The
installation and/or rehabilitation of signs and their appurtenances, pavement markings, thermoplas-
tic striping, traffic signals, and illumination systems are also allowed under this category.

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Chapter 2 — Budgeting Section 4 — Cash and Expenditures

Section 4 — Cash and Expenditures

Department Accounting Systems

The department uses two accounting systems:

1. The department works on a cash-based budget. Budget reports reflect only those items that
affect cash. Budget monitoring reports are available at the section, district, and statewide lev-
els. Most maintenance charges (salaries, utilities, contractor payments, etc.) affect the budget
in the year they were performed or delivered. Capital equipment purchases however, are
encumbered and affect the budget in the year the purchase order was issued. For example, the
cost of a front-end loader ordered in July but not delivered until October will be charged
against the previous fiscal year budget.
2. Expenditures are reported in the Financial Information Management System (FIMS). Expendi-
tures are used to monitor the amount of activity for a particular account, function or road.
Expenditures are reported through the Material and Supply Management System (MSMS) for
material expenditures, the Equipment Operating System (EOS) for equipment expenditures,
and through the Salary and Labor Distribution System (SLDS) for labor expenditures. Expen-
ditures are the consumption of resources regardless of when they are purchased. For instance,
material purchased one fiscal year but not used until the next fiscal year will be accounted as
cash in the year it was purchased and as an expenditure in the year it was used.

How to Charge Routine Maintenance Expenditures

Routine maintenance expenditures are charged to FIMS Segment 78 to the function codes shown
on Code Chart 12.

Where to Find More Information

See the Finance Division manuals for more information on available cash and expenditure reports.

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Chapter 2 — Budgeting Section 5 — Maintenance Contingency Fund

Section 5 — Maintenance Contingency Fund

Contingency Fund

A contingency fund has been established to provide a budget for unusual, unanticipated
expenditures.

Requests should be made in a memorandum from the District Engineer to the Maintenance Divi-
sion Director. At a minimum, requests should include the following information:
 district
 county(ies)
 description of work to be performed
 cause of damage
 date of damage
 expected reimbursement amount
 amount of funds needed
 repair method (Emergency Maintenance Contract, Routine Maintenance Contracts (RMC),
state forces, etc.).

Typically, requests should be a minimum of $50,000 and should include a description of the event
that created the damage.

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 Chapter 3 — Level of Service

Contents:
Section 1 — Overview
Section 2 — Level of Service
Section 3 — Environmental Best Management

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Chapter 3 — Level of Service Section 1 — Overview

Section 1 — Overview

Levels of Service

The level of service defines the appropriate level of maintenance and the priority placed on the
work. These levels can be used in planning, performing and evaluating the various maintenance
activities with available funds. Priorities for levels of service have been set for each of the three
possible levels of maintenance funding.
 desirable level (highest level of funding)
 acceptable level
 tolerable level (lowest level of funding)

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Chapter 3 — Level of Service Section 2 — Level of Service

Section 2 — Level of Service

Purpose and Goal

The level of service for maintenance will serve as a guide for consistency in planning, performing
and evaluating the various maintenance activities with the funds available.

The primary goal of the department's maintenance efforts is to provide the best level of service pos-
sible with the funds available for the entire highway system.

Why Guidelines are Needed

Maintenance levels of service are needed to:

 effectively communicate maintenance planning and maintenance performance expectations
 aid in the evaluation of maintenance performance.

Definitions

It is important to understand the following terms when considering level of service guidelines:
 highway component—An identifiable or measurable aspect of the state highway system
including (for the purposes of these guidelines) specific pavement conditions.
 level of service—The condition at which a component of the state highway system should be
maintained under a given level of funding.
 level of funding—The level of legislative appropriations required to substantially maintain the
state highway system at a specific level of service, as established through the budgeting pro-
cess. The three levels of funding are:
 desirable (highest)
 acceptable
 tolerable (lowest)
 substantially maintained level of service—The level of service met or exceeded by 75 percent
of a given highway component.

Using the Guidelines

Each highway component should be substantially maintained at the level of service designated for
the current level of funding.

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Chapter 3 — Level of Service Section 2 — Level of Service

Maintenance Priorities

Maintenance priorities are set based on a logical progression of importance. The maintenance prior-
ities for all highway components are as follows:
Maintenance Priorities

Priority Description

1 Safety—Provide for the safety of the traveling public.

2 Protection of the investment—Protect the investment of public dollars in the state highway
system, its right of way and all its facilities.

3 User comfort—Provide for the comfort of the traveling public.

4 Aesthetics—Provide for the beauty and the attractiveness of the roadway and facilities.

The tables that follow list the levels of service for the major areas of maintenance.

Pavement Maintenance

The table below lists levels of service for pavement maintenance.

Pavement Maintenance

Condition Desirable Level Acceptable Level Tolerable Level

Longitudinal Rutting Maintain as follows: Maintain as follows: Maintain as follows:

0 - 500 ADT < ½ & 50% per WP < 1" & 50% per WP < 3" & 25% per WP

501 - 10,000 ADT < ½ & 50% WP < 1" & 50% WP < 3" & 25% per WP

10,001 & up ADT < ½ & 25% per WP < 1" & 25% per WP < 1" & 50% per WP

Alligator Cracking Maintain with no visi- Maintain with visible Maintain with visible
for all ADTs ble cracks cracks , £ 10% per WP cracks £ 50% per WP.

Ride Quality Maintain as follows: Maintain as follows: Maintain as follows:

0 - 500 ADT > 2.5 SI > 2.0 SI > 1.5 SI

501 - 10,000 ADT > 3.0 SI > 2.5 SI > 2.0 SI

10,001 & up ADT > 3.5 SI > 3.0 SI > 2.5 SI

Abbreviations: Wheel path (WP), serviceability index (SI), average daily traffic (ADT)

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Chapter 3 — Level of Service Section 2 — Level of Service

Roadside Maintenance

The table below lists levels of service for roadside maintenance.

Roadside Maintenance

Component Desirable Level Acceptable Level Tolerable Level

Vegetation Maintain in accordance Maintain in accordance Maintain in accordance

with Vegetation Man- with Vegetation Man- with Vegetation Man-
agement Manual as agement Manual as agement Manual as
follows: follows: follows:

0 - 3,000 ADT Level 4 Level 4 Level 4

3001 – 10,000 ADT Level 3 Level 4 Level 4

10,001 & Up ADT Level 2 Level 2 Level 3

Developed Urban Level 1 Level 1 Level 1

Litter Control Maintain as follows: Maintain as follows: Maintain as follows:

0 – 3000 ADT Spot pick-up spot pick-up Spot pick-up

3001 – 10,000 ADT <5 CF/AC <6 CF/AC <8 CF/AC

10,001 & Up ADT <4 CF/AC <5 CF/AC < 6 CF/AC

Pavement edges Maintain < 2" drop off. Maintain < 3" drop off. Maintain <3" drop off.

Drainage Maintain function with Maintain function with Same as Acceptable level.
minimum blockage, some blockage, ponding,
ponding, or erosion. or erosion with no dam-
age to highway or private
property.

Rest Areas 0-200 RA-ADT: 0-400 RA-ADT: 0-400 RA-ADT:

8 hrs/day 8 hrs/day 8 hrs/day
201-800 RA-ADT: 401-1000 RA-ADT: 401-1000 RA-ADT:
16 hrs/day 16 hrs/day 16 hrs/day
801 & up RA-ADT: 1001 & up RA-ADT: 1001 & up RA-ADT:
24 hrs/day 24 hrs/day 24 hrs/day

Picnic Areas Provide for the safety, Provide for the safety, Provide for the safety,
comfort, and conve- comfort, and conve- comfort, and conve-
nience of the traveling nience of the traveling nience of the traveling
public; clean, inviting public; Occasional litter, public; Occasional litter,
appearance with trash receptacles with trash receptacles
near capacity; few notice- near capacity; few notice-
able appearance defects able appearance defects
and minor graffiti. and minor graffiti.

Abbreviations: Cubic feet per acre (CF/AC), rest areas (RA), average daily traffic (ADT), vehicles per day
visiting rest area (RA-ADT)

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Chapter 3 — Level of Service Section 2 — Level of Service

Operations

The table below lists levels of service for operations.

Operations

Component Desirable Level Acceptable Level Tolerable Level

Safety Appurtenances Maintain all safety appur- Maintain all safety appur- Maintain all safety appur-
Includes guardrail, crash tenances to original tenances to original tenances to original
attenuators, concrete design standards; all design standards; all hard- design standards; all hard-
median barriers, driveway hardware functional; no ware functional; few ware functional; readily
culvert safety end treat- noticeable appearance noticeable appearance noticeable appearance
ment, etc. defects. defects. defects.

Illumination 90% of luminaries operat- 80% of luminaries operat- 70% of luminaries operat-
ing in each system; ing in each system; ing in each system;
hardware functional and hardware functional and hardware functional and
neat in appearance; no neat in appearance with neat in appearance with
rust on poles or anchor few noticeable defects; no readily noticeable defects;
bolts; no broken trans- rust on poles or anchor some rust on poles; no
former bases; no covers bolts; no broken trans- rust on anchor bolts; no
missing. former bases; no covers broken transformer bases;
missing. no covers missing.

Traffic Signals Maintain signal heads in Maintain signal heads in Maintain signal heads in
proper alignment; no proper alignment; no proper alignment; no
burned out bulbs; hard- burned out bulbs; hard- burned out bulbs; hard-
ware functional and neat ware functional with few ware functional with few
in appearance; no rust on noticeable appearance noticeable appearance
poles; efficient timing; no defects; no rust on poles; defects; no rust on poles;
unnecessary vehicle minimal unnecessary minimal unnecessary
delay. vehicle delay. vehicle delay.

Signs, Mailbox Supports Maintain all signs to orig- Maintain all signs to orig- Maintain regulatory and
and Delineators inal color; excellent night inal color, all visible at warning signs to original
visibility; none damaged night; posts straight with color, all visible at night
or missing; posts straight few noticeable appear- but from reduced dis-
and rust-free; all sign ance defects; most sign tance; readily noticeable
lights operational. Signs lights operational. Signs defects.
and mailboxes are on and mailboxes are on
approved breakaway approved breakaway
posts. posts.

Pavement Markings Maintain all markings to Maintain all markings to Maintain all markings to
be functional day and be functional day and be functional day and
night with no noticeable night; painted markings night; painted markings
defects, or change in rarely show wear; no readily show wear; reflec-
reflective pavement noticeable change in tive markers still
marking patterns due to reflective pavement functional with pattern
missing markers. marking patterns due to still apparent.
missing markers.

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Chapter 3 — Level of Service Section 2 — Level of Service

Bridge Maintenance

The table below lists levels of service for bridge maintenance.

Bridge Maintenance

Component Desirable Level Acceptable Tolerable Level

Bridges Maintain the following Maintain the following Maintain the following
Item & Item Number: BRINSAP inspection BRINSAP inspection BRINSAP inspection
record condition ratings: record condition ratings: record condition ratings:

Channel, Culverts, ³8 ³7 ³6
Approaches

Deck, Superstructure, ³8 ³7 ³5
Substructure

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Chapter 3 — Level of Service Section 3 — Environmental Best Management

Section 3 — Environmental Best Management

Reserved for future section

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 Chapter 4 — Contracting and Purchasing

Contents:
Section 1 — Overview
Section 2 — Routine Maintenance Contracts
Section 3 — Preventive Maintenance Contracts
Section 4 — Emergency Contracts
Section 5 — Purchase of Services
Section 6 — Interagency Agreements and Contracts
Section 7 — Inmate/Probationer Labor
Section 8 — State Use Program
Section 9 — Bridge Preventive Maintenance Program
Section 10 — Material Purchasing

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Chapter 4 — Contracting and Purchasing Section 1 — Overview

Section 1 — Overview

Purpose of Contracting and Purchasing

The Texas Department of Transportation accomplishes its maintenance mission by effectively sup-
plementing its work force with routine maintenance contracts, preventive maintenance contracts,
purchase of services, interagency contracts, state use program agreements, inmate/probation labor,
and emergency contracts. Discussions of each of these valuable tools or a link to manuals that cover
the subject are included in this chapter. In addition, this chapter briefly discusses material purchas-
ing and verification of material weights.

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Chapter 4 — Contracting and Purchasing Section 2 — Routine Maintenance Contracts

Section 2 — Routine Maintenance Contracts

When to Use Routine Maintenance Contracts (RMC)

Section 223.001 of the Texas Transportation Code requires that all contracts proposed by the
department for the improvement of a highway on the state highway system should be submitted for
competitive bids. The definition of “highway improvements” includes construction, reconstruction,
and maintenance.

Use of the Construction and Maintenance Contracting System (CMCS)

Similar to the way the Design and Construction Information System (DCIS) is used to set up and
build proposals for construction projects, CMCS facilitates the routine maintenance contracting
process. The district develops and prepares routine maintenance project proposals and inputs the
required information into CMCS.

District Let Contracts

The district engineer has the authority to let, award or reject, and execute contracts with an engi-
neer's estimate under $300,000. This authority may not be delegated further.

State Let Contracts

Projects with an engineer's estimate of $300,000 or more are included in the monthly statewide let-
ting with the construction projects. These projects should be submitted to the Maintenance Division
for processing for letting. The State let contracts are awarded or rejected by the Texas Transporta-
tion Commission and executed by the Maintenance Division Director.

Contract Administration

Refer to the Maintenance Contract Manual for information on pre- and post-award activities and
administering the contract.

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Chapter 4 — Contracting and Purchasing Section 3 — Preventive Maintenance Contracts

Section 3 — Preventive Maintenance Contracts

Preventive Maintenance Contracts (CPM)

The CPM program was originally created under Commission Minute Order #85883 on June 30,
1987. The purpose of the CPM program is to prevent major deterioration to roadways and bridges
through a planned cycle of seal coats, overlays, cleaning and sealing joints in concrete pavement or
bridge decks, painting of bridges and other related work. These type projects are now programmed
with Category One funding through the Finance Division, Programming and Letting Section and let
as a construction contract through the Design Division and the Construction Division.

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Chapter 4 — Contracting and Purchasing Section 4 — Emergency Contracts

Section 4 — Emergency Contracts

Authority for Expediting Emergency Contracts

Section 223.102 of the Texas Transportation Code authorizes the department to promulgate rules
for the expedited award of emergency contracts. The rules outlining emergency contract procedures
published at Title 43, Texas Administrative Code, Chapter 9.19.

Emergency Contract Procedures

Refer to the Maintenance Contract Manual for guidance.

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Chapter 4 — Contracting and Purchasing Section 5 — Purchase of Services

Section 5 — Purchase of Services

Authority for Purchase of Services

 Texas Transportation Code, §223.042
 Title 43, Texas Administrative Code, §9.21

Definition of Service

The Purchase of Services method of purchase may be used on certain highway maintenance proj-
ects. The total cost of the services cannot exceed $24,999.99. Materials may be included as part of
the purchase order or supplied by TxDOT. These type contracts will usually meet one of the follow-
ing conditions:
 the project does not require detailed specifictions
 there is a need to expedite the project, or
 it would be impractical to use the regular routine maintenance contract letting procedures

Refer to the Purchasing Manual for guidance.

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Chapter 4 — Contracting and Purchasing Section 6 — Interagency Agreements and Contracts

Section 6 — Interagency Agreements and Contracts

Authority

The Interagency Cooperation Act, Chapter 771 of the Government Code, authorizes state agencies
to contract with one another when special or technical services are needed and internal resources
are not available to the agency needing the service. This act also provides for the performing
agency to be reimbursed by the receiving agency for the actual cost of those services. For the reim-
bursement process, refer to the Financial Management Policy Manual.

Interagency Exchanges of Less Than $50,000

Interagency exchanges of less than $50,000 are exempt from the requirements of a written agree-
ment or contract. Agencies involved with this type of exchange may document the exchange with
an informal letter agreement. The division director or district engineer will sign letter agreements.
A sample letter agreement for interagency exchanges of less than $50,000 is pictured below.

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Chapter 4 — Contracting and Purchasing Section 6 — Interagency Agreements and Contracts

Figure 4-1. Sample letter agreement for interagency exchange of less than $50,000

Interagency Exchanges of More Than $50,000

An interagency exchange of more than $50,000 requires a contract and must be executed by the
executive director or the director of Research and Technology Implementation. These contracts
would be processed through Contract Services.

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Chapter 4 — Contracting and Purchasing Section 7 — Inmate/Probationer Labor

Section 7 — Inmate/Probationer Labor

Background

TxDOT has developed agreements that can be used by districts to perform specified maintenance
work using inmate or adult probationer labor. These agreements can be executed with the local
jurisdictions of the county commissioner’s court, sheriff's department, Texas Department of Crimi-
nal Justice or the local Community Supervision and Corrections Department, as appropriate.

These agreements should be considered as a supplement to the Routine Maintenance Contracts

(RMC) and State Use Program and should not displace any work normally performed by those
methods.

Some examples of maintenance work that may be suitable for inmate/probationer labor are:
 removal of litter, graffiti and debris
 brush clearing
 trimming vegetation
 planting trees and wild flowers and performing other landscape maintenance activities
 cleaning signs and delineators
 painting picnic tables, buildings, curbs, crosswalks, litter barrels, guardrail and sign posts
 street-sweeping and silt removal from curb and gutter sections.

Texas Department of Criminal Justice Memorandum of Agreement for Inmate Labor

The department has executed a Memorandum of Agreement (MOA) with the Texas Department of
Criminal Justice (TDCJ) for inmate labor. Form 2038 "TDCJ Conservation Work Corps" should be
executed between the department and the local TDCJ unit for each specific project. Types of proj-
ects suitable for TDCJ labor are those that do not require a set frequency or a specific start and/or
completion date. Short-term projects that may be interrupted without significant consequences are
preferred by TDCJ.

Sheriff's Department Agreement For County Inmate Labor

An agreement for the use of county inmate labor may be executed between the department and a
local county sheriff's department department using Form 2040 "Agreement for Use of County
Inmates for Highway Maintenance". In some cases, the sheriff's department may defer to the
county commissioners court for execution of the agreement.

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Chapter 4 — Contracting and Purchasing Section 7 — Inmate/Probationer Labor

Community Supervision and Corrections Department (CSCD)

An agreement for adult probationer labor may be executed between the department and the local
CSCD using Form 2039 "Adult Community Supervision Defendants Community Service Work
Program Agreement".

Juvenile Offenders

Districts are not allowed to use juvenile offenders unless a court order has been issued.

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Chapter 4 — Contracting and Purchasing Section 8 — State Use Program

Section 8 — State Use Program

Authority

The Human Resource Code, Chapter 122, "Texas Council on Purchasing from People with Disabil-
ities," provides the statutory authority for the State Use Program, previously known as the "Set
Aside Program".

Background

The objective of the State Use Program is to provide employment to Texans with disabilities
through Community Rehabilitation Programs (CRP), who can provide services and/or products
while, at the same time, providing government agencies with a means of accomplishing work.
Texas Industries for the Blind and Handicapped (TIBH) is the central nonprofit agency responsible
for working with department to manage the program. In 1975, the legislature mandated the estab-
lishment of a program through which state agencies would purchase products and services
produced by workers with disabilities. The law requires the use of this program if a CRP can pro-
vide the needed service on time for a fair market value.

Process

Refer to Maintenance Contract Manual for guidance.

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Chapter 4 — Contracting and Purchasing Section 9 — Bridge Preventive Maintenance Program

Section 9 — Bridge Preventive Maintenance Program

Background

The Bridge Preventive Maintenance Program (BPM) was developed to supplement funding for
bridge maintenance. It is meant to bridge the gap between routine maintenance funding and the
Bridge Rehabilitation and Replacement Program and is not intended to be used for previously
scheduled bridge maintenance projects. The BPM is 100 percent state funded from Strategy 144.

The following are examples of the types of work eligible for consideration:
 Joint Cleaning and Sealing
 Joint Repairs
 Steel Piling Repairs
 Bearing and/or Bearing Pad Replacement
 Bearing Supplements for T-Girders
 Cap Repairs for Spalling (Pan and T-Girder Bridges Deck Repairs
 Concrete Repairs for Corrosion Damage
 Concrete Deterioration Treatments for Pre-stressed Beams
 Asphalt Plug Joint
 Bridge Rail Retrofits and Transitions
 Adjust Steel Shoes
 Channel Protection
 Bridge Painting

Eligible Bridges

This program is to address bridge problems early to substantially extend the life. The goal is to
address those bridges that are structurally deficient (condition rating of 4 or less for deck, super-
structure or substructure) that will not be programed for federal funding in the next 10 years.
Bridges that are programmed for bridge rehabilitation or replacement are not eligible for this pro-
gram, unless recommended by the Bridge Division.

Contracting

BPM projects are let in CMCS under Segment 78 like a routine maintenance contract using "BPS"
as the project class. MNT transfers BPM funds to the district's Strategy 144 budget after letting.

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Chapter 4 — Contracting and Purchasing Section 9 — Bridge Preventive Maintenance Program

MNT approval is required prior to contract award for any project that has a low bid greater than 20
percent of the estimate shown on the approved projects list. Districts have signature authority for
change orders. Upon request by the district, change orders may be funded with program under-runs
if available and with MNT approval.

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Chapter 4 — Contracting and Purchasing Section 10 — Material Purchasing

Section 10 — Material Purchasing

Where to Find Purchasing Procedures

The Purchasing Manual outlines procedures for purchasing roadway maintenance materials.

Review by the Maintenance Division (MNT)

Materials that meet TxDOT approved specifications do not require review by MNT; however, the
Procurement Division routes material requests not meeting specifications to MNT for review and
approval. Districts are encouraged to contact MNT to discuss use of a material with which the dis-
trict has limited or no experience before submitting a requisition.

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 Chapter 5 — Agreements, Permits and Reports

Contents:
Section 1 — Overview
Section 2 — Municipal Maintenance Agreements
Section 3 — Personal Injury and Property Damage Claims
Section 4 — River Water Use Certification
Section 5 — Wetlands/Streambed Permits
Section 6 — Storm Water Management
Section 7 — Major Accident or Unusual Incident Reporting
Section 8 — Highway Condition Reporting System
Section 9 — Storage Site Agreements

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Chapter 5 — Agreements, Permits and Reports Section 1 — Overview

Section 1 — Overview

Summary

This chapter identifies the following special reports and permits that can apply to maintenance
offices:
 Municipal Maintenance Agreements—This section explains the process of entering into agree-
ments with each incorporated city for authority to construct, reconstruct, maintain control,
supervise and regulate the designated highways within the city's limits and to establish the
responsibilities of the department and the city.
 Personal Injury and Property Damage Claims—The two categories of claims and guidelines
for handling them are explained in this section.
 River Water Use Certification—This section explains requirements for reporting the use of
public waters by the department.
 Wetlands/Streambed Permits—This section identifies permits that are required for work per-
formed on streambeds and/or wetlands.
 Storm Water Management—This section covers policies for maintaining water quality through
runoff control.
 Major Accident or Unusual Incident Reporting—This section covers the requirements for
reporting major accidents or unusual incidents.
 Highway Condition Reporting System (HCRS)—This section describes system that is used to
report highway conditions.
 Storage Site Agreements—This section describes the procedure for leasing storage facilities.

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Chapter 5 — Agreements, Permits and Reports Section 2 — Municipal Maintenance Agreements

Section 2 — Municipal Maintenance Agreements

Purpose

Jurisdiction of highways, streets, or roads within an incorporated city rests with the governing body
of the incorporated city except on those declared as controlled access highways by the Texas Trans-
portation Commission, according to Transportation Code §203.003. It is necessary to enter into an
agreement with each incorporated city for authority to construct, reconstruct, maintain, control,
supervise, and regulate the designated highways within the city's limits and to establish the respon-
sibilities of the department and the city, in accordance with Minute Order 58588 dated October 28,
1966.

Execution

A Municipal Maintenance Agreement should be executed with every incorporated city within the
state that is crossed by a state highway. The Municipal Maintenance Agreement should be executed
in duplicate; one copy is required for the city and one for the district. In addition to the agreement,
it is necessary to secure a copy of the authorization for the city to enter into an agreement. Typi-
cally, this authorization is a resolution or ordinance officially verified by the city secretary.

Required Documentation

Refer to the table below to identify the appropriate forms for documentation.
Requirements for City Resolution or Ordinance

If the city charter requires: Then:

a resolution Form 1037 (Resolution) is the only documentation required.

an ordinance, and the city has a mayor, Form 1037 (Ordinance) is the only documentation required.

an ordinance, and the city has no mayor, Forms 1037-1 and 1037-2 are required.

When the responsibilities of each party have been defined and are in accordance with the policy,
then the agreement with the appropriate exhibits should be presented to the city for approval. Upon
approval by the city, the district engineer should execute the agreement for the state, provided the
agreement is satisfactory and in accordance with policy.

Exhibits

Exhibits delineating the division of responsibilities between the state and city may be shown in the
form of a map or a detailed listing of highways and duties.

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Chapter 5 — Agreements, Permits and Reports Section 2 — Municipal Maintenance Agreements

Revision

Approximately every two years, and after census results are released, the Municipal Maintenance
Agreements should be reviewed. If changes are required, the exhibits to the agreement should be
revised to include the changes. These changes should reflect the addition of new routes, revised
routes, changes in city limits and abandoned routes. Revisions to the general requirements or to the
municipality's or the state's responsibilities should not be made. New agreements should be
executed.

Inactive Cities

A number of communities have incorporated for purposes of securing federal grants for water and
sewer systems or other purposes, but they do not have an active city government. In these cases, a
Municipal Maintenance Agreement cannot be executed; therefore, the highways within these cities
should be treated as rural sections.

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Chapter 5 — Agreements, Permits and Reports Section 3 — Personal Injury and Property Damage
Claims

Section 3 — Personal Injury and Property Damage Claims

Types of Claims

The department typically deals with two types of claims:

 claims against the department or its employees
 damage claims by the department against an individual, company or organization for damage
to a highway facility.

Claims Against the Department

When a district or division is notified of a claim against the department, the Occupational Safety
Division (OCC) should be notified immediately. No information should be volunteered without
proper coordination through OCC. Refer to the Occupational Safety Manual for details.

Damage Claims

Refer to the Financial Management Policy Manual on Crossroads for information on damage
claims.

Each district will appoint a Damage Claim Coordinator and submit their name to MNT. MNT will
keep a list of District Damage Claim Coordinators and update it annually through a survey of all
districts. If a District Damage Claim Coordinator changes within a district during the year, the Dis-
trict will notify MNT so that the change may be recorded. MNT will furnish the updated list to FIN.

Each district will establish a Standard Operating Procedure (SOP) to determine, review and docu-
ment property damage for reimbursement of damage claims. At a minimum, the SOP will
document how a district determines, investigates and reports damage claims in accordance with the
Financial Management Policy Manual, Chapter 4 Payment (Claims), Sec. 10: Claims by TxDOT
Concerning Damage to Highway Property.

Once the SOP is created, District Damage Claim Coordinators should train the appropriate district
personnel on how to implement it so that every accident can be properly documented in advance of
repairs, regardless of the existence of a damage claim or accident report.

The District Damage Claim coordinator shall review Crash Records Information System (CRIS)
reports monthly (at minimum) and provide a report to the District Engineer including the number of
damage reports and the number of active claims for each Maintenance Section within their district.

If the department has a reasonable claim and if the responsible party can be identified, the district/
division will seek reimbursement from the responsible party and/or their insurance company. If

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Chapter 5 — Agreements, Permits and Reports Section 3 — Personal Injury and Property Damage
Claims

there is a death or serious injury to the responsible party or passenger in the damaging vehicle, the
district engineer may use discretion regarding whether to contact the family.

Reimbursement to the department for damage claims is transferred back to the district's budget.

Responsibilities for damage claims on roadways under performance based total maintenance con-
tract are unique to and detailed in the contract.

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Chapter 5 — Agreements, Permits and Reports Section 4 — River Water Use Certification

Section 4 — River Water Use Certification

Authority

By authority of an Order of the Texas Water Rights Commission (currently known as the Texas
Commission on Environmental Quality) dated September 11, 1968, the department is authorized to
take and use small amounts (truck tanks) of water from public sources for maintenance and repair
of the state highway system performed by state forces.

Reporting

The department is required to file a report with the Texas Commission on Environmental Quality
(TCEQ) stating the amount of unmetered public waters used for this purpose during each calendar
year. The Maintenance Division reports this information to the TCEQ. Accordingly, each district
must submit an annual estimate of this usage to the Maintenance Division at least a week before
February 15. Districts reporting water use to a TCEQ Watermaster should report to the Mainte-
nance Division that their water use for the year has been reported to a regional watermaster and, to
avoid double reporting, not report quantities.

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Chapter 5 — Agreements, Permits and Reports Section 5 — Wetlands/Streambed Permits

Section 5 — Wetlands/Streambed Permits

Clean Water Act

Section 404 of the Federal Water Pollution Control Act Amendments of 1977 (Clean Water Act)
authorizes the U.S. Army Corps of Engineers (Corps) to regulate material removed from or placed
into “waters of the United States.” The jurisdiction of this law includes not only navigable waters
but most other waters and wetlands adjacent to such waters.

Waters of the United States

Waters of the U.S. can be any of the following:

 Natural streams which carry water
 Dry river beds that can carry water
 Mud flats, sand flats
 Meadows, Playa lakes and
 Numerous other areas that may or may not have water in them at the time of observation.

Wetland Defined

The Corps and the U.S. Environmental Protection Agency (EPA) jointly define wetlands as "those
areas that are inundated or saturated by surface or ground water at a frequency and duration suffi-
cient to support, and that under normal circumstances do support, a prevalence of vegetation
typically adapted for life in saturated soil conditions."

Three characteristics identify wetlands: vegetation, soil and hydrology. Indicators of all three must
be present during some part of the growing season for an area to be a wetland. The area may be a
wetland if any of the following exist:
 The area is in a floodplain or has low spots in which water stands at or above the soil surface
during the growing season. Caution: Many wetlands lack both standing water and water-
logged soils during at least part of the growing season
 The area has plant communities that commonly grow in areas with standing water for part of
the growing season. Examples include cypress swamps, cordgrass marshes, and cattail
marshes.
 The area is periodically flooded by tides, even if only by strong, wind-driven or spring tides.

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Chapter 5 — Agreements, Permits and Reports Section 5 — Wetlands/Streambed Permits

Section 404 Permits

Section 404 Permits are required by the U.S. Army Corps of Engineers (USACE) in relation to
work that will add or remove discharge of material in "waters of the U.S." and associated wetlands.
For additional guidance refer to the Environmental Manual.

Activities That Require Permits

Activities in wetlands or streambeds that may require a permit include, but are not limited to:
 placement of fill material
 excavation
 levee and dike construction
 mechanized land clearing
 bridge and road construction

Activities typically do not require a 404 Permit, if they:

 Do not disturb the soil underlying a Water of the U.S.
 Do not result in the placement of fill material into a Water of the U.S.
 Do not involve the removal (dredge) of material from a Water of the U.S.

Before beginning any work in streambeds or suspected wetlands, consult your district environmen-
tal coordinator to determine if a permit is needed.

404 Permitting for Maintenance Activities

Maintenance activities that involve dredge or fill of material within a Water of the U.S. can usually
be permitted under the Section 404 Nationwide Permit Program (NWP). These permits address
specific activities that would result in pre-approved impacts, and authorizes those activities and
impacts as long as the permittee complies with the conditions of published permit being sought.
Some activities that typically do not require 404 permits are grass and wildflower establishment,
noxious weed control, chemical vegetation control, right of way mowing and trimming.

There are currently over 40 types of nationwide permits, with several that are frequently used to
permit maintenance activities. With few exceptions, anticipate that pre-construction notice (PCN)
will be required and provided to the USACE prior to the work being performed. Once an approval
has been obtained from the USACE, the activity may commence. Plan ahead and consult with your
district environmental coordinator to determine the most appropriate 404 permit type. A listing of
all 404 Nationwide Permits can be located on the USACE website.

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Chapter 5 — Agreements, Permits and Reports Section 6 — Storm Water Management

Section 6 — Storm Water Management

Introduction

Maintenance of the highway system should be performed not only with the goals of safety and effi-
ciency but also in an environmentally sensitive manner. One of the most important environmental
issues confronting the department is water quality. Although the impacts of runoff pollution on
receiving waters from our facilities may not be significant, it is generally recognized that responsi-
ble agencies may be required by federal and state regulations to apply the best management
practices available to reduce pollutant loads entering water bodies.

Policy

The department should use best management practices when contracting for or performing mainte-
nance on the state's highways and rights-of-way. Although the publication "Storm Water
Management Guidelines for Construction Activities" was developed for construction, it is a good
guide and has measures that can be used directly for maintenance activities. One of the basic princi-
ples is to ensure proper use, storage and disposal of materials to minimize and/or prevent storm
water pollution. The development and implementation of best management practices minimize run-
off of contaminants from pavements and bridges.

Texas Pollutant Discharge Elimination System (TPDES) - Construction General Permit (CGP)
(TXR150000)

This permit was issued as part of the Texas Pollution Discharge Elimination System (TPDES), for
discharging storm water from construction sites to the surface waters of the state. Although the title
of the permit only mentions construction, it also affects maintenance. It allows storm water dis-
charges from state force contract maintenance work sites provided that specific guidelines are
followed. Work that disturbs less than one acre is generally excluded from the regulatory require-
ments. Therefore, unless a work activity is excluded from construction general permit (CGP), it
must comply with the CGP's requirements.

CGP Excluded Activities

The following maintenance activities are excluded from requiring compliance with the CGP,
regardless of the acreage involved.
 Work "performed to maintain the original line and grade, hydraulic capacity, and original pur-
pose of a ditch, channel, or other similar storm water conveyance." In other words, ditch and
channel cleaning for maintenance reasons.
 Routine grading of dirt roads, clearing of the rights of way and shoulder blading.

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Chapter 5 — Agreements, Permits and Reports Section 6 — Storm Water Management

 Pavement work such as seal coats, overlays, and spot base repair.

While these activities are excluded from the CGP requirements, they may still require a U.S. Army
Corps of Engineers 404 permit. In addition, even if an activity is excluded, but it has the potential
to produce erosion, always employ best management practices.

Activities Not Excluded from the CGP

Any maintenance activity, not excluded above, should be considered a construction activity.
Contact your District Environmental Quality Coordinator for guidance.

CGP - Notices of Intent/Notices of Termination

The procedures for filing Notices of Intent (NOI) and Notices of Termination vary by District.
Contact your District Environmental Quality Coordinator (DEQC) for specifics.

When applicable, follow these general guidelines for determining your level of CGP coverage.
 Projects impacting less than one acre do not require coverage under CGP, but do require appro-
priate Best Management Practices (BMP).
 Projects not exempted by the CGP that disturb one or more acres require a Storm Water Pollu-
tion Prevention Plan (SW3P) and a Construction Site Notice (CSN) to be posted on the site
prior to beginning work.
 Projects not exempted by the CGP that disturb five or more acres require a Notice of Intent
(NOI) to be submitted to TCEQ prior to the commencement of earth disturbing activities. A
Notice of Termination (NOT) must be submitted to TCEQ after construction is complete and
the site has been re-vegetated to 70 percent of the native background cover.

CGP Summary

In summary, it is necessary to:

 Preserve the existing vegetation when possible
 Minimize disturbances
 Re-vegetate quickly (generally should be initiated within 14 days after activities temporarily or
permanently cease on portion of the site)
 Install sediment controls (e.g. silt fence, rock filter dam) at all down-slope boundaries of the
site, and side-slope boundaries when appropriate.

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Chapter 5 — Agreements, Permits and Reports Section 7 — Major Accident or Unusual Incident
Reporting

Section 7 — Major Accident or Unusual Incident Reporting

Reporting

When any major accident or unusual incident occurs on the highway system which impedes traffic
movement or highway operations, or affects the highway facility through closure, detour or work
stoppage, notify the Occupational Safety Division (OCC). Refer to the Occupational Safety Manual
for an explanation of the types of accidents to report.

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Chapter 5 — Agreements, Permits and Reports Section 8 — Highway Condition Reporting System

Section 8 — Highway Condition Reporting System

Purpose

The Highway Condition Reporting System (HCRS) allows the department to collect, process, and
display accurate and timely highway condition information for all roads on the state highway sys-
tem. The major elements of HCRS are the HCRS Data Entry Web page and the HCRS Statewide
Web site. The Travel Division’s Highway Condition Report Manual contains more information.

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Chapter 5 — Agreements, Permits and Reports Section 9 — Storage Site Agreements

Section 9 — Storage Site Agreements

General Procedure

Each district or division desiring to lease storage sites should furnish the Maintenance Division
(MNT) a memo giving detailed reasons why the storage site is necessary. The agreement should be
executed on the standard Form 2042, Agreement For Storage Site Lease. The district engineer
should sign the agreement before it is submitted to MNT for execution and handling.

When leasing railroad property, the railroad company prepares a lease agreement that the depart-
ment must sign prior to final execution by the railroad.

Submission

Submit each lease to MNT a minimum of thirty days in advance of the effective date.

Maintenance Management Manual 5-14 TxDOT 07/2017

 Chapter 6 — Management Information Systems

Contents:
Section 1 — Overview
Section 2 — Maintenance Management System
Section 3 — Pavement Management Information System
Section 4 — Texas Maintenance Assessment Program

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Chapter 6 — Management Information Systems Section 1 — Overview

Section 1 — Overview

Introduction

Management systems and assessment programs are used by maintenance personnel for planning
and evaluating the level of service provided by maintenance operations. These include the:
 Maintenance Management System (MMS)
 Pavement Management Information System (PMIS)
 Texas Maintenance Assessment Program (TxMAP).

Maintenance Management System (MMS)

MMS is used to provide data for planning and scheduling maintenance activities. This chapter
includes a brief introduction to this system.

Pavement Management Information System (PMIS)

Like MMS, the PMIS provides standard reports used for evaluating and planning. This chapter
includes a brief introduction to this system.

Texas Maintenance Assessment Program (TxMAP)

TxMAP is a program that collects and reports maintenance performance data for pavement, road-
side, and traffic operations elements of randomly selected roadway sections.

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Chapter 6 — Management Information Systems Section 2 — Maintenance Management System

Section 2 — Maintenance Management System

Maintenance Management System (MMS) Defined

The MMS is a web-based application that provides detailed statistics on highway maintenance
activities in order to accomplish the following:
 provide data on work load and cost of maintenance activities to support budgeting and plan-
ning efforts
 provide a tool for analyzing maintenance activities so that production efficiency can be
improved
 identify sections of highway with high maintenance costs as candidates for rehabilitation
 document the work accomplished in order to support the department's budget requests to the
legislature
 provide data to compare costs of maintenance activities performed under contract with those
performed by state forces
 provide tools to plan maintenance work including labor, equipment and material.

For more information on how to enter data or obtain reports from MMS, refer to the MMS tutorials
on the Maintenance Division's SharePoint site.

Function Codes for Maintenance

Designated function codes categorize work activities. Maintenance work must be charged to
detailed function codes shown in Code Chart 12. Detailed descriptions of these function code can
be found in the Code Chart 12 Guidelines posted on the Maintenance Division Crossroads site.
Function codes are divided into eight general areas of maintenance work listed below:
Function Codes for Maintenance Work

Work Area Codes Description

100 series Base and Subgrade

200 series Bituminous Surface

300 series Concrete Pavement

400 series Shoulders & Approaches

500 series Roadside

600 series Bridge Maintenance

700 series Traffic Service

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Chapter 6 — Management Information Systems Section 2 — Maintenance Management System

Function Codes for Maintenance Work

Work Area Codes Description

800 series Extraordinary Maintenance

MMS Interfaces

The department uses the MMS to input roadway maintenance data into the following systems:
MMS Interfaces

System Abbreviation Tracks

Salary and Labor Distribution System SLD employee time

Equipment Operations System EOS equipment use

Material Supply Management System MSMS material use

Interfaces between the Construction and Maintenance Contract System (CMCS) and SiteManager
allow the MMS to capture contract maintenance activity data.

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Chapter 6 — Management Information Systems Section 3 — Pavement Management Information
System

Section 3 — Pavement Management Information System

Pavement Management Information System (PMIS) Defined

The PMIS is an automated system for storing, retrieving, analyzing, and reporting pavement condi-
tion information. It can be used to retrieve and analyze pavement information to compare
maintenance and rehabilitation treatment alternatives, monitor current pavement conditions, and
estimate total pavement needs. Refer to the Pavement Management Information Systems Manual
for additional information.

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Chapter 6 — Management Information Systems Section 4 — Texas Maintenance Assessment Program

Section 4 — Texas Maintenance Assessment Program

Texas Maintenance Assessment Program (TxMAP) Background

TxMAP was developed by the Maintenance Division in 1999 to document the condition of the state
highway system and to meet the requirements of Government Accounting Standards Board State-
ment 34 (GASB34).

Benefits

Annually, the program collects maintenance performance data on approximately 4000 one mile
roadway sections and the associated right of way. Assessments are performed on 5% of the non-
interstate highway system centerlines miles and 10% of the Interstate system centerline miles in
Texas. The annual TxMAP report provides the Administration information on how effectively the
districts are performing the maintenance. It also documents the overall condition of the highway
system and allows maintenance managers to monitor conditions to determine resource needs.
Performance data through 2012 can be found on the Maintenance Division Crossroads site. In
2013, the Maintenance Division began loading the performance data into the Maintenance
Management System.

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 Chapter 7 — Emergency Management

Contents:
Section 1 — Overview
Section 2 — Disasters and National Emergencies
Section 3 — Federal Reimbursement Programs
Section 4 — Oil and Hazardous Material Spills
Section 5 — Emergency Planning Roles and Responsibilities

Maintenance Management Manual 7-1 TxDOT 07/2017

Chapter 7 — Emergency Management Section 1 — Overview

Section 1 — Overview

Purpose of This Section

Manmade and natural emergencies by their very nature are difficult to handle. This section
provides guidance for emergency response.

Authority

The State of Texas Emergency Management Plan was issued under the authority of the Texas
Disaster Act of 1975, Chapter 418 of the Texas Government Code.

Natural and Manmade Disasters

The State Emergency Management Plan identifies the responsibilities of all appropriate state agen-
cies. The plan is available online on the Texas Department of Public Safety website. The
Maintenance Division (MNT) is responsible for coordinating department disaster operations
including basic National Incident Management System (NIMS) training.

Role of the Department

During any major emergency or disaster, the department may be required to provide assistance both
on and off the right of way. Disaster emergency services provided to the public by the department
should be in accordance with the State Emergency Management Plan. Each district must develop
and distribute standard operating procedures for emergency preparation, response and recovery. All
employees must be trained in the standard operating procedures including basic National Incident
Management System (NIMS) training.

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Chapter 7 — Emergency Management Section 2 — Disasters and National Emergencies

Section 2 — Disasters and National Emergencies

General Policy in All Disasters

When requested by the disaster district chairperson, the department has the authority to perform
emergency operations off the state highway system. Districts have full authority to implement an
emergency response activity as long as they are in compliance with applicable state law and
TxDOT Policy.

Texas Division of Emergency Management (TDEM)

The Governor, by executive order, has appointed the director of the Texas Department of Public
Safety (DPS) as director of the TDEM. The director is also designated chairman of the State Emer-
gency Management Council. TDEM administers the statewide comprehensive emergency
management plan and keeps the Governor informed of emergency situations which might call for
the use of state resources.

State Emergency Management Council

The State Emergency Management Council has been established to include representatives of each
agency of state government whose legal functions relate to important phases of emergency manage-
ment. The Council will advise and assist in all matters relating to disaster preparedness, emergency
response, and disaster recovery. MNT serves on the Emergency Management Council to coordinate
the department's overall emergency operations.

Disaster District Committees

The state is divided into "disaster districts" which utilize Department of Public Safety (DPS) dis-
trict and subdistrict boundaries. Disaster district committees consist of counterpart representatives
of each agency and departments having an emergency service function on the State Emergency
Management Council. The Highway Patrol captain of each DPS district or lieutenant of the DPS
subdistrict serves as the chairperson of this committee. This chairperson convenes the district disas-
ter committee in the event of a disaster or threat thereof, or as directed by the Texas Division of
Emergency Management. Use of TxDOT resources off the highway is only authorized through the
disaster district chairperson, TDEM director, or the Governor, unless there is an imminent threat to
life and property.

When mayors or county judges have exhausted their resources in attempts to manage, control or
mitigate the effects of an emergency or disaster, they may request state assistance through the disas-
ter committee chairperson.

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Chapter 7 — Emergency Management Section 2 — Disasters and National Emergencies

Disaster District Committee Chairperson

In the absence of a disaster declaration by the Governor, the disaster district chairperson may
request TxDOT assistance and support if, in the chairperson's opinion, the assistance is for lifesav-
ing operations or to relieve suffering and hardship as a result of a natural or man-made disaster
event.

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Chapter 7 — Emergency Management Section 3 — Federal Reimbursement Programs

Section 3 — Federal Reimbursement Programs

General Policy

For auditing and reimbursement purposes, cost records should be maintained for all emergency
operations accomplished, especially those operations performed in assisting local governments and
other agencies off the right-of-way. The record retention period for emergency operations cost
records is three years past the "closeout date". Closeout can take many years and does not occur
until all federal reimbursement payments have been made to the Department, per disaster, and a
closeout form has been completed.

Federal Highway Administration (FHWA)

The FHWA administers Federal-Aid System Emergency Relief (ER) Funds for emergency and per-
manent repairs to facilities on the federal-aid system. This includes local government agency roads
functionally classified Rural Major Collector or above. (Federal-aid highways are all the public
roads not functionally classified as either local or rural minor collectors.) Temporary operations,
emergency repairs, and preliminary engineering including consultant work may proceed without
prior FHWA authorization.

Permanent restoration work should not be performed prior to FHWA authorization unless per-
formed as part of emergency repairs.

In addition to the actual repairs, ER funds may also be used for reasonable design and construction
engineering costs on approved projects. More information can be found in FHWA Emergency
Relief Manual.

To obtain emergency relief funds, all proposed projects must be prepared and submitted to the
FHWA though the Maintenance Division.

The districts are responsible for the state oversight of all Emergency Relief projects including those
with state forces. Detailed information about the state oversight can be found in the Maintenance
Contract Manual.

Federal Emergency Management Agency Program (FEMA)

This program, administered by FEMA, provides for emergency and permanent repairs to facilities
on the state highway system. In addition to the actual repairs, FEMA funds may also be used for
engineering, planning, supervision, design, and inspection.Recent changes in Federal reimburse-
ment limit the assistance from FHWA or FEMA. During any major emergencies the Maintenance
Division will inform the districts which federal agency will be assisting with reimbursements.

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Chapter 7 — Emergency Management Section 4 — Oil and Hazardous Material Spills

Section 4 — Oil and Hazardous Material Spills

Policy

Department personnel may only participate in containment, clean up, or neutralization of material
that has been determined to be non-hazardous to their health or safety. For more informa-
tion about TxDOT's hazardous material cleanup policy, including
notification requirements, see the Occupational Safety Manual,
Chapter 5, Section 6.

Abandoned Hazardous Materials

If hazardous materials are abandoned on TxDOT's right of way, and the responsible party cannot be
identified, it becomes TxDOT's responsibility to ensure proper disposal. It is recommended that a
blanket purchase order for containment, material identification, and material disposal be developed.
A blanket purchase order could also be used in non-emergency situations. Contact the Environmen-
tal Division for assistance with abandoned hazardous materials found on the right of way. In some
cases, the TCEQ may elect to use their own hazardous material contract. For additional assistance,
contact the TxDOT Emergency Management Coordinator.

Responsibility: TxDOT personnel should follow standard safety procedures and report pertinent
information to their supervisor immediately. TxDOT supervisors should contact the district hazard-
ous materials coordinator and local law enforcement officials if needed. hazardous materials
coordinators should oversee removal and disposal when the responsible party cannot be identified.
TxDOT personnel likely to encounter abandoned hazardous materials require Hazard Materials
Awareness (SFH430) Training.

Process:
 Waste is discovered by TxDOT personnel or is reported to TxDOT.
 Restrict access to material. Keep the public away from any hazard, and provide traffic control.
 Survey the scene from a safe distance. Access the integrity of the container(s);
 the existence or possibility of runoff
 presence of any dead animals are nearby
 the distressed nature of surrounding vegetation
 evaluate any markings on containers
 assess the physical characteristics of material
 If determined an emergency, due to location, material characteristics, etc., proceed directly to
contract for containment, material identification and material disposal.

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Chapter 7 — Emergency Management Section 4 — Oil and Hazardous Material Spills

 Determine responsible party.

 evaluate labeling on container(s) from a safe distance to determine whether a potential
responsible party can be identified
 contact party to pick up and properly dispose of container(s)
 if responsible party cannot be identified, contact TCEQ regional office for possible assis-
tance in identifying the responsible party

Reference:

Texas Transportation Code, §§224.031 and 224.032

State of Texas Emergency Management Plan

Contracting: Contracting for cleanup, testing, and disposal is to be handled by:

 Third party—trucking company or manufacturer
 TCEQ—should they assume responsibility for the clean-up
 District—Contact Environmental Division for assistance, if the responsible party is not taking
appropriate actions or if TCEQ has not assumed responsibility for the clean-up.

Hazardous Substance Spill Contingency Plan

The TCEQ is the lead agency in hazardous material spill response. Emergencies involving spillage,
release, and/or abandonment of known or suspected toxic/hazardous materials are the prime
responsibility of the TCEQ. (Ref. Texas Water Code) It is important for department employees to
remember that only trained personnel should ever approach a fire or spill. Department personnel
are specifically prohibited from handling, cleaning up, or otherwise coming in contact with
toxic/hazardous materials at accident scenes or abandonment sites on the department's right
of way. Doing so may adversely affect the health and/or safety of department personnel.

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Chapter 7 — Emergency Management Section 5 — Emergency Planning Roles and
Responsibilities

Section 5 — Emergency Planning Roles and Responsibilities

District and Division Responsibilities

During emergencies and disasters, various personnel throughout TxDOT have different responsi-
bilities for the mitigation, response and recovery. This section delineates some of the necessary
responsibilities that each position holds.

Maintenance Section

Each maintenance section should have emergency preparedness plans in place. These plans should
include:
 24 hour contact information for:
 Maintenance section employees
 Maintenance section employee emergency contacts
 District office response personnel
 Area office response personnel
 Division response personnel
 Maintenance section personnel from adjacent sections
 Public Information Officer
 Law enforcement dispatch centers
 Written plan to ensure law enforcement has latest TxDOT contact information
 Methodology to ensure employee accountability for emergency response
 Planned pre-event meetings with law enforcement and other response agencies
 Inclement weather plans, if applicable, to include
 Snow and Ice Control Plan in accordance with the Snow and Ice Control Operations
Manual
 Hurricane procedures, including H-120 hour checklists
 Flood response procedures
 Traffic accident response procedures
 Hazardous material spill response procedures
 Highway Condition Reporting System update procedures
 Designation of personnel to be notified

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Chapter 7 — Emergency Management Section 5 — Emergency Planning Roles and
Responsibilities

 Designation of a recommended minimum of three authorized HCRS users to update con-

ditions during and after an event
 Procedures to notify those HCRS users of conditions to be updated
 FHWA notification procedures using Form 2111 in accordance with the Occupational Safety
Manual
 Designation of personnel to be notified
 Procedures to notify those users of conditions to be reported
 Documentation procedures
 Designation of personnel to take photographic documentation
 Designation of personnel to ensure correct task numbers are used for various charges
 24 hour scheduling - typically two crews (day and night) working 12 hour shifts
 Scheduling of crews for designated shifts
 Assignment of dispatch duties for designated shifts
 24 hour access issues - all employees have ability to access necessary facilities, equip-
ment, and materials
 Staffing plans during pandemic flu
 Procedures to ensure appropriate materials are on hand in sufficient quantities for various
emergencies.

District Maintenance Management

 Provide charge information. Projects will be created in the Maintenance Management System
(MMS) and a unique task number will be generated by the system.
 Districts must track all applicable work done to mitigate the damages from eligible disas-
ters by assigning task numbers to either a specific type of work, a specific location or to a
specific county for countywide damages and by using the correct charge information.
 For statewide disasters, the Maintenance Division will create the project in the MMS proj-
ect and disseminate the task number to ensure consistency across district borders.
 Manage mobilization of emergency response crews. Districts may be called upon to mobilize
forces to another district. District maintenance administration must ensure:
 Logistics support (food, water, fuel, lodging, etc.) of mobilized forces is made available at
the receiving district
 Correct charge information (MMS project(s), MMS work orders, task numbers, districts,
county, etc.)
 Coordination with the TxDOT Emergency Operations Center (when activated)
 Employee compliance with safety policies

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Chapter 7 — Emergency Management Section 5 — Emergency Planning Roles and
Responsibilities

 Equipment is interchangeable with inter-district equipment (equipment interoperability)

 Ability to communicate with inter-district personnel (communications interoperability)
 Hurricane Response Reentry Plan has been reviewed and district is aware of its function
as a support district, responding district or staging district. Plan can be found on the MNT
Emergency Management website.
 Ensure the TxDOT EOC website is updated. As requested, update survey or other information
on the TxDOT EOC website on the MNT Crossroads page under EOC procedures.
 Ensure the district EOC is manned and operated. Districts may find it beneficial to open a dis-
trict emergency operations center based on the disaster's impact or duration. District
maintenance office personnel are responsible for the planning and operation of this center. Dis-
trict EOC procedures may be based on the TxDOT EOC operations manual located on the
MNT Emergency Management website under EOC Operational Procedures.
 Ensure each maintenance section has planned and prepared appropriately. Perform annual
reviews of each maintenance section's emergency plans.
 "Ensuring reimbursements are received from applicable federal agencies.
 For eligible events, special procedures must be followed to secure reimbursements from
FHWA or FEMA. Refer to the "Federal Reimbursement Process" link on the MNT web-
site for guidance.
 Ensure local government agencies are informed of the FHWA Emergency Relief Program.
 Overseeing and managing the emergency contracting processes. Guidance is in the Mainte-
nance Contract Manual.
 Performing the duties of the District Homeland Security Coordinator. The Homeland Security
Coordinator is responsible for all district homeland security issues, including:
 Serving as point of contact for the district on homeland security matters
 Receiving and distributing homeland security correspondence
 Managing homeland security action plans
 Coordinating critical infrastructure emergency plans
 Ensuring all applicable personnel have received homeland security training
 Ensuring all potential responders are adequately trained on NIMS.
 Ensuring maintenance sections and district personnel are trained in and perform the required
reporting requirements (HCRS, FHWA Alert Bulletin Form 2111, etc.)
 Coordinating off-system assistance with the Disaster District Chairman
 Providing personnel for the Disaster District Committee Emergency Operations Center (DDC
EOC) when requested. The Department liaison at the DDC EOC must have the authority to
make immediate decisions on behalf of the Department. This liaison will assist with the coor-
dination of disaster response and their duties will include:

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Chapter 7 — Emergency Management Section 5 — Emergency Planning Roles and
Responsibilities

 Receiving and managing requests for assistance from the DDC

 Coordinating TxDOT activities with other agencies
 Working with officials from local jurisdictions to ensure effective relief operations.
 Working with the TxDOT EOC, if activated, or, if not activated, working directly with the
TxDOT Emergency Management Coordinator and the State Operations Center.
 Ensuring the district has a valid Business Continuity plan. The plan should be reviewed period-
ically for necessary updates and additions.
 Reviewing and ensuring familiarity with the State of Texas Emergency Management plan and
annexes. TxDOT is the primary agency for Annex K, "Public Works and Engineering."
TxDOT is a supporting agency for multiple annexes, including Communication, Direction and
Control, Evacuation, Fire Fighting, Hazard Mitigation, Hazardous Materials and Oil Spill
Responses, Public Information, Recovery, Terrorism incident Response, and Transportation.
 Ensuring compliance with the National Incident Management System (NIMS).
 Performing the duties of the district Government Emergency Telecommunications Service
(GETS) and Wireless Priority Service (WPS) coordinator.

Maintenance Division Management

TxDOT's Emergency Management statewide point of contact, under the Maintenance Division
Director, has various emergency preparedness responsibilities, including:
 Ensuring all TxDOT employees are prepared for emergencies
 Serving as primary liaison to the Texas Division of Emergency Management
 Serving as primary liaison to the Federal Highway Administration for all emergency response
activities
 Guiding disaster response activities statewide
 Guiding hurricane response planning activities
 Guiding Homeland Security preparedness activities
 Guiding Pandemic Flu planning activities
 Serving as a Texas Drought Preparedness Council member
 Serving as Emergency Management Council member
 Ensuring NIMS compliance
 Serving as primary liaison for the FHWA emergency relief reimbursement program
 Serving as primary liaison for the FEMA reimbursement program
 Maintaining the statewide emergency contact list

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Chapter 7 — Emergency Management Section 5 — Emergency Planning Roles and
Responsibilities

 Maintaining the Statewide Listing of Maintenance Supervisors and Area Engineers

 Serving on the State Emergency Response Commission.

Maintenance Management Manual 7-12 TxDOT 07/2017

 Chapter 8 — Quarry and Pit Safety

Contents:
Section 1 — Overview

Maintenance Management Manual 8-1 TxDOT 07/2017

Chapter 8 — Quarry and Pit Safety Section 1 — Overview

Section 1 — Overview
The Texas Aggregate Quarry and Pit Safety Act was passed in 1991. The purpose of the legislation
was to protect the public good by requiring safety devices for certain pits and quarries and regulate
public access. The Act assigned enforcement responsibility to the Railroad Commission of Texas,
but in 2003, responsibility was transferred to the Department. The primary duty of inspecting pits
and issuing safety certificates assigned to the Maintenance Division.

Texas Law and Code

The Quarry and Pit Safety Act is codified in the Natural Resource Code, Chapter 133, Quarry
Safety. The Quarry and Pit Safety rules are in the Texas Administrative Code, Title 43, Part 1,
Chapter 21, Subchapter M.

Safety Certificate Required

A safety certificate is required when a pit is five feet or deeper and is located within 200 feet of a
public road.

District Requirements

When traveling highways, county roads or city streets, in the course of normal duties, district per-
sonnel should inform the Maintenance Division of any of the following conditions:
 New pits or quarries within 200 feet of a public road.
 Locations of any new pit or quarry that the district or contractors are excavating for material
for department use.
 Pits or quarries that are less than 50 feet to the property line of the nearest property not owned
or leased by the operator.

Further Information

Further information on the Aggregate Quarry and Pit Safety Program, including contact numbers
and forms, can be found on the TxDOT website.

Maintenance Management Manual 8-2 TxDOT 07/2017

 Chapter 9 — Local Government Assistance Program

Contents:
Section 1 — Overview

Maintenance Management Manual 9-1 TxDOT 07/2017

Chapter 9 — Local Government Assistance Program Section 1 — Overview

Section 1 — Overview

County Assistance

The Local Government Assistance Program was established in 1997 under Transportation Code
§201.706 and requires the Department to assist counties with materials to repair and maintain
county roads giving preference to counties with an above average number of overweight trucks
receiving weight tolerance permits. The legislation requires, after 1999, that at least $6,000,000
worth of assistance, in the form of materials, be provided to the counties each fiscal year.

The rules for this program (43TAC §29.3) provide the procedure to be used to determine the alloca-
tion to each county. Maximum use of surplus materials on hand is expected to meet the allocations.
Surplus materials are materials that the District Engineer deems
to be in excess of the district’s need. New materials will be made available
when surplus materials on hand are not available in sufficient quantities or the haul distance or cost
is prohibitive.

Program Allocation Method

 65% of the allocation is based on the county's percent of the total number of weight tolerance
permits issued in the state.
 20% of the allocation is based on the county's percent of the total vehicle miles on county
roads in the state.
 15% of the allocation is based on the county's percent of the total lane miles of county roads in
the state.

Division Responsibility
 Beginning of the fiscal year, calculate the value of assistance for each county based on the pro-
gram’s allocation method.
 Distribute to the districts’ operating budgets the county value assistance for each district based
on the sum total of the counties’ allocation within the districts.
 Notify the districts by memo the value of assistance for each county within the district.

District Responsibility
 Beginning of the fiscal year the District Engineer determines
available surplus material on hand.
 Annually, notify each county within your district of the assistance available to them.
 Sample Letter

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Chapter 9 — Local Government Assistance Program Section 1 — Overview

 Provide the county a list of available surplus materials on hand

and location, along with the unit cost of the material.
 In accordance with 43 TAC §29.3, advise the counties to provide
a written request within 45 days from time of notification for
materials.
 Furnish available surplus material to counties as requested.
 If surplus materials on hand are not sufficient to meet the
annual value, new materials will be made available.
 Follow Support Services Division’s guidance for issuing out
existing stock materials or the purchasing of new materials.
Guidance can be found at the following Crossroads link:
http://crossroads/org/gsd/SSD/pubjobaids.htm
 Account for and report the value of the materials issued to each county when requested.

Assistance to Cities

Under various riders to the biennial General Appropriations Act, the Department has been autho-
rized to assist the cities with the maintenance of city streets by providing engineering and
maintenance expertise on roadway maintenance. Surplus materials will be given to a local govern-
ment upon request after the Department has complied with the requirements of Transportation
Code §201.706. For those cities that adopt or have adopted either a street use fee for maintenance
or a specialized fee for street accessibility improvements as part of their local utility fees, the
Department is authorized to coordinate its accessibility programs with those cities including pro-
viding engineering expertise where possible.

Maintenance Management Manual 9-3 TxDOT 07/2017