penndot ltap technical posting and bonding procedures

PennDOT LTAPtechnicalinFormationsheet #158W i n t e r / 2 0 1 3

400 North Street, 6th Floor Harrisburg, PA 171201-800-FOR-LTAP • FAx (717) 783-9152www.ltap.state.pa.us

RecentdevelopmentofthenaturalgasindustryhasincreasedtheamountofheavytrucktrafficusingPennsylvania’sroadways.Toprotectandpreservetheroadwaystructuralintegrityandstillallowindustrialdevelopment,municipalitiesshouldestablishweightlimitsonroadways.Understatelaw,anyhaulerexceedingthepostedweightlimitisresponsiblefortheexcessmaintenanceontheroadways.

Postingandbondingbyagreementcanensurethehaulerorhaulerspayforanydamagestheycausetotheroadways.Inthisway,theroadwaysystemscanbemaintainedforsimultaneoususebyallvehicles,includingthosethatexceedthepostedweightlimit.

the goals oF posting anD BonDingThepostingandbondingoflocalroadsinvolvestwomainideas:

Posting–Postingweightlimitsoncertainroadsorsectionsofroadshelpstoprotectroadsthatwouldsufferexcessivedamagebyvehiclestransportingweightsoverandabovethepostedlimit.

Bonding–Becauseheavyhaulersmayhavetousetheseroadsorroadsections,stateandlocalgovernmentsenterintoanagreementwiththesehaulerstoallowthemtousetheroadprovidedtheypayforanyexcessivedamageduetotheirhauling.Theagreementrequiressecurityfromthehaulerstoensurethattheywillpayfortheirdamages.

Thegoalsofapostingandbondingprogramaretoensurenodeteriorationoftheexistingroadconditionsoccursduetoheavyhaulingand,ifitdoes,tomakeheavyhaulerspayfortheroaddamagestheyhavecaused.Thegoalisnottogeneraterevenues.

pennsylvania state laW anD regulations ApostingandbondingprogramappliestothepostingofweightrestrictionsbymunicipalitieswithrespecttoroadwaysundertheirjurisdictionbasedonthestructuralconditionoftheroadwayasauthorizedinPA75C.S.4902(a)and67PACode,Chapter189,HaulinginExcessofPostedWeightLimits.

Thispublicationprovidesexcerptsfromthelawsandregulationspertainingtopostingandbondingthatwouldapplytoanystateorlocallyownedroadforwhichaweightrestrictionisestablished.Italsocontainsguidelinesforadministeringaprogramandasampleagreementtobondheavyhaulers.Itdoesnotapplytorestrictionsbasedontrafficconditions(safetypostings)asauthorizedunder75PAC.S.4902(b)and67PACode,Chapter193oftheVehicleCode,ortobridgespostedindependentlyofhighwaysasauthorized

under67PACode,Chapter191.Topostanyroads,stateandlocalgovernmentsmustfollowtheregulations.Theinformationin

thistechsheetprovidesanoverviewoftheprocess.PennDOTPublication221containsspecificdetails,forms,andcheckliststhatcanbeusedtoaidmunicipalitiesintheprocess.

posting proCeDures Thefollowingstepsprovideanoverviewoftheproceduresforpostingweightrestrictionsonroads:

1. Perform Engineering & Traffic StudyThisisthefirststepintheprocess.ThestudyshouldbedoneinaccordancewithPennDOT’sTrafficandEngineeringManual(Publication46)andkeptonfileinthemunicipality.Thestudymustbesignedbyaprofessionalengineer(PE),andtheformatshouldfollowPennDOTformTE-109.Thestudywilllookatthefollowing:

posting anD BonDing proCeDures For muniCipal roaDWays

• Geometricreviewofroadwaywidth,verticalandhorizontalclearance,turningradii

• Pastexperienceofhighwaybreakup• Pavementanalysis• Trafficvolume-averagedailytraffic(ADT)

Pastexperienceinvolvesgatheringinformationfromrecordsthatshowwhatdamagehashappenedinthepastduetoheavyhauling.Apavementanalysisinvolvesastructuralanalysisoftheroadpavement.

Seasonalpostingsmaybeusedincaseswheretheengineeringandtrafficstudyandengineeringjudgmentindicatepermanentpostingsmaynotbenecessary.However,thefinaldeterminationwillbetheresponsibilityofthemunicipality.

2. Establish Local Traffic Definitions and ExemptionsInaccordancewithPACode,Title67,Chapter189.3,themunicipalitymaydesignatecertaintrafficaslocal,andthistrafficmaybeexemptedfromthepermittingandbondingprocedures.“Localtraffic”isdefinedintheregulationsas:• Emergencyvehicles• Schoolbuses• Vehiclesandcombinationsofgovernmentalagenciesandutilities

oftheircontractorsengagedinconstructionormaintenanceonapostedhighwayorinalocationthatcanbereachedonlyviaapostedhighway

• Vehiclesandcombinationsgoingtoorcomingfromaresidence,commercialestablishment,orfarmlocatedonapostedhighway,orwhichcanbereachedonlyviaapostedhighwayGenerallyover-posted-weightlocaltrafficmayexceedpostedweight

limitsunlessthemunicipalitydeterminesthattheover-postedtrafficislikelytodamagethehighway.Ifsuchadeterminationismade,themunicipalitymustnotifytheregistrantsofthevehiclesorownersofthedestinationordestinations,orboth,aswellasthestateandlocalpolice.Aftertwobusinessdaysfollowingdeliveryofthenotice(orafterfivedaysfollowingthemailingofthenotice),suchover-posted-weightvehiclesmustnotexceedthepostedweightlimitsexceptinaccordancewiththeprovisionsrelatingtouseunderpermit.

Proofoflocaltrafficstatuscanincludethefollowingdocuments:1. Abillofladen,shippingorder,orsimilardocument,whichshows

adestinationonthepostedhighway.2. Certificationbythepermitteeoranofficialofapermittee

companyonthecompanyletterheaddescribingthelocaltrafficnatureoftheactivitythatthevehicleisengagedin.Themunicipality,atitsdiscretion,mayissuea“localhaulerpermit”

toanyuserthatitdetermineswillnotcausesignificantdamagetothehighway.Ifconditionschange,thelocaltrafficstatusmayberevokedthroughissuanceofan“excessdamage-localstatusletter.”

3. Adopt a Local OrdinanceIftheengineeringstudyindicatesthattrafficshouldbeprohibitedorrestrictedonalocallyownedhighway,themunicipalitymustpassan

ordinance.Thisordinancemustbeadvertisedandpassedthesameasanyothermunicipalordinance.Thehighwaynumberandnameshouldbeshownintheordinance.Iftherestrictionisonlyforaportionofthehighway,thenthatportionmustbeclearlyidentified.

4. Provide a Copy of the Local Posting Ordinance to the Enforcement AgenciesTheappropriateenforcementagencyshouldbeprovidedwithawrittennotificationofthefollowingitems:• Eachnewpostingestablishedbyordinanceandthereason

fortheposting• Eachnewexcessmaintenanceagreementandeachcancellation

ofanexistingagreement• Localtrafficthathasbeendeterminedtolikelycausedamageand

isnowrequiredtoenterintoanexcessmaintenanceagreement.• Eachremovalofapostingthroughadoptionofarepealing

ordinance

5. Advertise Notice of PostingAdvancenoticeofthepostingshouldbepublishedatleasttwiceinoneormorenewspapersofgeneralcirculationinthemunicipalityinwhichtheroadislocated.Thefirstnoticeshouldbepublishedaminimumoffivebusinessdayspriortotheposting.Themunicipalcodesrequirepublishednoticeforordinanceadoptionpriortothemeetingatwhichitwillbeenacted.

6. Contact Known UsersThenextstepistonotifyallknownusersoftheroadtobeposted.Iftheirtransportedloadsexceedtheproposedweightlimit,thenthenotificationwillgiveuserstheopportunitytoenterintoanagreementorfindanalternateroute.

7. Enforce Posted Weight LimitsTheuserisresponsibleforthepostedhighwaytodetermineifanyoverweightvehiclesareviolatingthepostedweightlimit.Themunicipalitymustreportpossibleviolationstotheappropriatelawenforcementagency.

8. Erect Weight Limit SignsOncethestudyiscompleted,theordinanceispassed,andknownusersnotified,thenthepropersigningmustbeinstalled.TheWeightLimit(X)Tonssigns,R12-1,areusedtorestricttheweightpermittedonahighway.ThesignsmustbeerectedinaccordancewithTitle67,PACode,§212,andTitle75,PACode,§4902.

Theweightlimitsignshouldbelocatedimmediatelyinadvanceofthesectionofroadtowhichitapplies.Incaseofanextendedlength,itshouldbeplacedontheright-handsideoftherestrictedroadnotmorethan25feetbeyondanintersectionsoitisclearlyvisible.Asupplementarysignmaybenecessaryontheleft-handside.Thestandardsizeis24by30inches.

Inthosecaseswhereasinglesignwouldnotadequatelywarnthemotorist,anadvancewarningsignshouldbeplaced,usingtheMilesAheadsign(R12-1-1)mountedbelowit.Thiswouldhappenonroadswheretherestrictiondoesnotbeginorendatanintersection.Thus,theadvancewarningshouldbepostedattheintersectionnearesteachendoftherestrictedroadindicatingtheappropriatedistancetotherestriction.

AseasonalWeightLimitSign(R12-1-4)maybeusedwhentheroadwayisweakenedbecauseofclimaticconditions,especiallyduringthespringthaw.Thissignidentifiestheapplicablemonthsandcanuseadesignationsuchas“Feb.thruMay,”ifitisnotpossibletoidentifyeachmonth.

agreements With usersNowthatyouhaveproperlypostedyourroadinaccordancewiththerequirements,youmustaddresstheheavyhaulersthatneedtousethepostedroad.Wewillcontinuewiththestepsrequiredaspartoftheentirepostingandbondingprocess.

9. Define Normal Maintenance versus Excess MaintenanceTheregulatorydefinitionofnormal maintenanceis“Theusualandtypicalactivitiesnecessarytomaintaintheroadway,shoulders,anddrainagefacilitiesinthestateofrepairexistingatthedateoftheinspectionprescribedin§189.4(f )(1).”

Excess maintenanceisdefinedas“Maintenanceorrestorationorboth(butnotbetterment)ofapostedhighwayinexcessofnormalmaintenancecausedbyuseofover-posted-weightvehicles.”

This diagram shows the proper placement of the signs, including advanced

warning signs.

The chart on the next page provides guidance to help determine which category specific maintenance activities fall into.

10. Execute an Excess Maintenance Agreement Between User and MunipalityOncetheroadispostedandanon-localtraffichaulerwantstoexceedthepostedweightlimit,thehaulermustenterintoanexcessmaintenanceagreementwiththemunicipalityandobtainapermitinaccordancewiththeregulationsdiscussedpreviously.Themuncipalitymustthendecidethetypeofagreement/permit,whichisgenerallydeterminedbytheanticipatedtypeandextentofexcessmaintenanceresultingfromtheheavyhauling:• Type 1 or Type 2 permittee:Allpermitsarelocalroadwayspecific.• Type 3 permittee:Anagreementcanbeprocessedona

geographicbasis,suchascountyormunicipal-wide.

11. Determine Who Will Perform Road Damage RepairsOnceyouhavedecidedwhichtypeofagreement,thenyoumustdecidewhoperformstherequiredexcessmaintenanceduetotheheavyhauling.Thefollowingoptionsexist:

Option A:Themunicipalityoritscontractormayperformtheworkandinvoicetheuserforthecost.

Option B:Theuserorhis/herowncontractormayperformtherequiredwork.

Theusermayrequestpermissionforoneofthefollowing:• Maintainthehighwaytoalevelconsistentwiththeexistingroad

typeasestablishedatthetimeoftheinitialinspection,or• Maintainthehighwaytoalevellowerthantheexistingroadtype,

andattheterminationoftheagreement,restorethehighwaytoalevelconsistentwiththeexistingroadtypeasestablishedatthetimeofinitialinspection.Anexamplewouldbeifapavedsurfaceismaintainedinanunpavedconditionduringhaulingactivitiesandthenreturnedtoapavedsurfacewhenhaulingisterminated.

12. Encourage Agreement Among Multiple UsersTheregulationsapplytobothsingleandmultipleusers.Inthosecaseswheremultipleusersexist,themunicipalityshouldencouragetheuserstoreachanunderstandingamongthemselvesforthecostofthedamagedonebyeach.Eachindividualuserisrequiredtoexecuteanexcessmaintenanceagreement.Bylettingtheusersdeterminethepercentageofresponsibilitiesthemselves,problemsassociatedwiththepreparationoftheagreementscanbereduced.

Intheeventamutualagreementcannotbereached,thepostingauthoritywilldeterminetheirrelativeshares.ContactyourPennDOTMunicipalServicesrepresentativeifyourmunicipalityneedshelpresolvingtheissue.

13. Obtain Evidence of Public Liability Insurance from UserInallcaseswhereworkersareonthehighwayandinthosecaseswheretheuseroritscontractorperformsthework,theuser

mustprovidetheindustrystandardcertificateofinsurance.Thecoveragemustprovideforbodilyinjuryandpropertydamageinminimumamountsof$250,000perpersonand$1millionperpropertydamage.Thecertificateofinsurancemustbeincorporatedintotheexcessmaintenanceagreementasanexhibit.

Iftheusercannotorwillnotobtainliabilityinsurancecoverage,themunicipalitymayrefusetoissueanagreement,ormaintenanceandrestorationmaybecompletedbythemunicipalityand/oritscontractor.

14. Obtain Appropriate Legal Signatures from User and Execute AgreementOnceappropriatesignaturesareobtainedandanexcessmaintenanceagreementhasbeenfullyexecuted,themunicipalitymustimmediatelyforwardacopyoftheagreementtotheuser.Themunicipalityshouldmaintaineachoriginalagreementandallsupportingdocumentsduringthetimetheagreementisactiveandforanadditionalthreeyearsaftertheagreementisterminated.

the permitting proCessNext,thestepsinthepermittingprocessareaddressed.

15. Determine the Necessary Types of PermitsTherearethreebasictypesofpermitsthatamunicipalitycanissueforuseonpostedhighways:• Type 1agrementsareusedwhenthehauler

requirestheuseofapostedroadandthepostingauthorityanticipatesthatheavydamagewilloccur.Inthiscase,thehauler(oruser)hascontrolovertheheavyhaulingvehiclestravelingtheroad.Theusermustissueacopyofthepermittoeachvehicletravelingtheroad.

• Type 2agreementsaresimilartoType1exceptthattheuserhasnocontrolovertheheavyhaulingvehicles.Let’ssay,forexample,othercompaniesareinvolvedinhaulingtheuser’srawmaterialsorfinalproduct.Inthiscase,thepermitmustbeconspicuouslydisplayedattheuser’splaceofbusiness.Abilloflading,shippingorder,orsimilardocumentwhichshowstheuser’splaceofbusinessasthedestinationordeparturepointservesasproofthatthevehicleiscoveredundertheuser’sType2permit.Thispostingmustbevisibletotheenforcementagency.

• Type 3agreementsprovideauthorizationforover-posted-weightvehicleuseofseveralspecifiedpostedhighways,orportionsthereof;however,aType3permitisnotissuedprovidingblanketauthorizationtoexceedpostedweightrestrictionsthroughoutthecountycoveredbytheagreement.Atype3permitisvalidonlywhencarriedintheover-posted-weightvehiclebelongingtotheuser.Itisemployedwhentheuseofthepostedroadisshort-termandthepostingauthoritywouldanticipateminimaldamagesbythehauler.

16. Provide a Permit Application Identifying any “Special Conditions and/or Restrictions” to UserThemunicipalitymayrequirespecialconditionsand/orrestrictionstobeincludedinthepermitapplication.Ataminimum,theusermaintenanceplanshouldaddressthefollowingconsiderations:• Resultsofinitialandperiodicroadinspectionsurveys.Frequency

ofperiodicsurveysshouldbeidentified.• Identificationofpreliminarymaintenanceactivitiestobe

accomplishedpriortothestartofhaulingoperations.• Establishmentofusermaintenanceresponsibilitiesandpriorities.• Evaluationandagreementofmaintenancealternativesfor

differentdistresstypes.• Establishmentandagreementofrequiredresponsetimefornon-

emergencyrepairs.• Userpoint(s)ofcontactforroutineandemergencymaintenance

repairs.Themunicipalitymayfindthatprovidingtheuserwithadescriptionoftheexpectedlevelofmaintenance,orstandardofcare,isusefultoclarifytheresponsetime,frequency,andacceptablemethodstorepairtheroadwaydistress.

17. Determine Pavement Types Thedeterminationofthelevelofmaintenanceandrestorationshouldbebasedontheexistinganddesiredroadwaysurfacetype.Applicablegraphicsdepictingpavementtypesshouldbeattachedtothepermitapplication.RefertotheFederalPavementTypeCodes.

18. Determine Initial Security Amount Foreachtypeofagreement,regulationsspecifytheamountofinitialsecuritythatthepostingauthorityislegallyallowedtorequire.Theusermustthenprovidethissecurity.SecurityamountsasestablishedbyPACode,Title67,Chapter189,are:• Type 1 & 2 permits:

A:$6,000/mileforunpavedroadsB:$12,500/mileforpavedroadsC:$50,000/mileforanyhighwaythatthemunicipalityallowstobemaintainedbelowalevelconsistentwithtypeofhighway.

• Type 3 permit:$10,000/foreachcountyormunicipalitycoveredbythepermit.

19. Obtain Appropriate Forms of Security PennDOThasidentifiedtwostandardtypesofsecuritythatmay

beused:“performancebond”and“letterofcredit.”Municipalitiesmayalsouseothersecurityoptions,suchascertifiedcheck,cashier’scheck,bankaccount,certificatesofdeposit,securityagreements,escrowagreement,orsomeotherformofsecurityacceptabletothepostingauthority.

20. Perform Initial Inspection with UserTodeterminetheuser’sresponsibilityoncehestartshauling,apreliminaryinspectionofthepostedroadisnecessary.Theinspectionshouldbeconductedjointlybythemunicipalityanduser;however,theabsenceoftheusermustnotpreventtheinspectionfrombeingconducted.Extensivephotographyand/orpreparationofaninitialvideoarerecommended.Themunicipalitymayrecoveritscostsoftheinitialinspectionfromtheuser(s).

21. Invoice User and Receive Payment for Permit Fees Prior to Issuing PermitThemunicipalityshouldadoptaresolutionidentifyingitsfeeschedule.Thefollowingcostsmayberecovered:• Municipaladministrationfees• Inspectionfees• Videoinspectionfees• Localequipmentfees• Propertyclaimfees• Legalandengineeringthird-partyfees

22. Review User’s Final Permit for ApprovalDuringthisqualitycheck,themunicipalityreviewsthepermitforcompletenessandaccuracyandreturnsthepermitforcorrectionifnecessary.

23. Issue Permit Atthisstep,themunicipalityprovidestheoriginaltotheuser,maintainsacopyforitself,andprovidesacopytotheenforcementagencies.

Damage ControlOnceapermithasbeenissued,themunicipalitymustensurethatanydamagetotheroadwayisrepairedasrequiredintheagreement.

24. Complete Interim Inspection/Road Condition Survey Themunicipalityshouldperformperiodicinspectionstodeterminetheextentofanyrepairstheuserisliableforandtoensurethedamagesdonotexceedtheamountofsuretyprovided.Lessdetailedreviewsareconductedtoidentifyareasinneedofrepair.Theusermaybebilledfortheactualcostsoftheinspections.

Agoodruletofollowintimingthere-inspectionsisthe“75percentrule.”Neverallowthecostforrepairofexcessdamagestoexceed75percentofthesecurityamount.Iftheuserisunabletomaintainorrepairthehighway,themunicipalitymayrequestadditionalsecurity.Thereisnoupperlimitforanyadditional

security.Thesecuritywillbereturnedtotheuserwhentherepairsaresatisfactorilycompleted.

25. Provide Road Damage Cost EstimatesThemunicipalityinvoicestheuserfortheestimatedcostofrepairsusingthelatestmaintenancecontractpricesorthelatestaveragemonthlymaintenanceunitprices.Ifthisinformationisnotavailable,yourPennDOTMunicipalServiceRepresentativeshouldbecontactedtoassistwiththisstep.

26. Invoice User for Interim Inspection Fees and/or Third-Party Fees and Municipal Repair CostsTheuserisliableforallcostsofexcessmaintenanceandrestorationandallotherexpensesincurredpursuanttotheexcessmaintenanceagreement,includingbutnotlimitedtocostsrelatedtoinspections,surveys,andadministrationcosts.

27. Repair Road Damage Necessaryrepairsarecompletedeitherbytheuserorthemunicipalityasstatedintheexcessmaintenanceagreement.Ifrepairsarenotcommencedbytheuserwithinfivebusinessdaysofwrittennotice,themunicipalitymayinvoketheremediesstatedintheagreement.Theappropriateenforcementagencyshouldbenotifiedofanysuspensionsofthepermit.

28. Make Improvements or Obtain Additional Security if Damage Estimates Exceed 75 PercentAdditionalsecuritycanberequestedwhenestimateddamagesexceed75percentofthesecurity.Theamountofadditionalsecuritymaybedeterminedbythemunicipalityorthird-partyestimates,includinglocalcontractorsorPennDOTpersonnel.Failureoftheusertoprovideadditionalsecurityconstitutesabreachoftheagreement,andthepermitmayberevoked.

Oncetheamountoftheadditionalsecurityhasbeendetermined,obtainitfromtheuserasnotedin#19above.

29. Determine Appropriate RemediesIftheuserfailstocomplywithanyoftheprovisionsoftheagreement,themunicipalitymay:• Notifytheuserofnoncompliancewiththeagreement

• Requireadditionalsecurity• Requireaplantorestorecompliancewiththeexcess

maintenanceagreement• Suspendorrevoketheuser’spermissiontomovevehicles• Electtotakeovermaintenanceofthehighwayandbilltheuser• Proceedagainstsecurityprovided• Terminatetheagreement• Implementanyotherremediesallowedbylaw

Wrapping up the proCess Iftheusernolongerneedstohaulheavyloadsacrossyourroads,thefinalstepsinthepostingandbondingprocessmaybecompleted.

30. Conduct Final Inspection, and Ensure Damage Repairs Are CompleteOncetheuserhascompleteditshaulingactivity,themunicipalityshouldconductafinalinspectiontodeterminetheextentofanyrepairsneededforwhichtheuserisliable.Duringthisstep,themunicipalitymustensurerepairshavebeencompletedtothesatisfactionofthemunicipalityinaccordancewiththeexcessmaintenanceagreementandpermit.

31. Release Security to UserWhentheusersupplieswrittennotificationthattheactivityhasconcluded,allinvoicesmustbepaidinfullwithin45daysbeforetheoriginalsecuritycanbereleasedtotheuser.

32. Notify Enforcement Agencies of Cancellation of PermitThemunicipalityshouldnotifytheenforcementagenciesinwritingofthecancellationofthepermitandtheconclusionofhaulingactivities.

Byimplementingapostingandbondingprogram,municipalitiesareprotectingtheirroadsfromthedamagescausedbyheavyloadsandheavyhauling.Postingandbondingcanmakesurethatanyexcessdamagethatdoesoccurispaidforbytheheavyhaulerswhohavecausedthedamage.

Posting and bonding by agreement can ensure that haulers pay for any damages they

cause to the roadways.

need help? Each PennDOT district has a posted highway coordinator.

Ask your PennDOT Municipal Services representative to introduce you to your district coordinator, and then use his or her assistance in setting up your road posting and bonding program.

LTAP will provide a half-day training session on Posting and Bonding of Local Roads at a municipal site upon request. The session covers in detail the regulations, security amounts, and inspection procedures. There is no charge for the training. If you want to schedule a training session or if you have questions about the posting and bonding process, call LTAP at (800) FOR-LTAP (367-5827).