Mr. Rex C. Leathers' memorandum of August 29, 1985, pertinent to the above subject described the concern of the Washington Headquarters for the State's use of HBRRP funds for improving deficient bridges as intended by Congress rather than for constructing long approach roadways. The guidance was to limit costs for approach roadways associated with the HBRRP project so that a nationwide average of no more than 10 percent of the total project costs would result. We felt the guidance provided sufficient flexibility to allow for a higher percentage for individual bridges in unusual or exceptional cases.

Application of the guidance since it was issued has resulted in a wide variety of projects with approach roadway costs greater than the targeted 10 percent. Typical examples have been cases where sight distances across a structure or improved underclearances require longer approach roadways to a HBRRP bridge project. Also, a Division Administrator could determine that replacing a deficient bridge with a shorter span bridge and roadway fills is eligible for HBRRP funding, if this strategy is more cost-effective than replacing the deficient bridge with a similarly sized one.

The HBRRP project experience, coupled with revisions to Section 104(g) of Title 23, which provides that 40 percent of HBRRP funds may be transferred to NHS or STP funds, indicates a need to ease our previous guidance regarding a 10 percent target. The eligible costs for approach roadway work for an HBRRP project should be limited to that necessary to render the replaced or rehabilitated bridge serviceable, and may exceed 10 percent of the total roadway project within reasonable limits. Using HBRRP fund for an entire roadway project which happens to include an eligible deficient bridge is to be avoided.

Regarding the coding of HBRRP work items for the Fiscal Management Information System (FMIS), we are providing the attached guidelines for classification of project work items into specific work type codes. This is made necessary because of a 1991 HBRRP review conducted by the Office of Inspector General (OIG). The focus of the effort was to evaluate the FHWA's control over the use of HBRRP funds for non-bridge work items.

The OIG review concluded that the FHWA has adequate controls in place, but added guidance is required. When using HBRRP funds, inconsistencies were found in the FHWA Division Offices' coding of bridge, roadway, and miscellaneous work items in the FMIS. These inconsistencies do not impact eligibility of construction work for federal funding, but do affect the accuracy in identifying approach roadway and bridge costs in the FMIS. Because of the many different bridge replacement and rehabilitation project situations and he engineering judgement required, it is not possible to eliminate all inconsistencies in data entry. However, this guidance should help to arrive at better uniformity in preparing the FHWA-37 and ultimately improve the validity of the FMIS data.

/s/ original signed by
Anthony R. Kane

Attachment

Guidelines for Classification of HBRRP Project Work Items

1. Bridge Items

   The following project work items can be classified using Bridge Work Type Codes = X---

   1. Bridge Substructure And Superstructure Items
   2. Structural Excavation - Required to construct bridge.
   3. Approach Railing - Transition sections, including approach guardrail.
   4. Approach Roadway - Bridge approach slab (that portion of the approach slab which spans the region of the abutment backfill).
   5. Slope Protection - Concrete, rock, and other materials to protect the slopes at substructure units and abutment wingwalls.
   6. Rock Blankets - Necessary to protect substructure units from erosion or scour.
   7. Bridge Removal - Removal of substructure units and or superstructure elements.
   8. Mobilization - The percentage of this item attributable to bridge work.
   9. Traffic Control - Work items and devices, including temporary detour bridges, needed to direct traffic through the work zone or detour.
   10. Stream Channel Work - Bridge work codes may be used for all or part as deemed appropriate.

2. Roadway and Surface Items

   The following project work items can be classified using Roadway and Surface Work Type Codes = A000 thru K000.

   1. Excavation - Required to construct approach roadway.
   2. Roadway Embankment
   3. Surfacing - That portion outside the limits of bridge approach slab.
   4. Mobilization - The percentage of this item attributable to roadway work.
   5. Roadway Retaining Walls

3. Other Items

   The following project work items can be classified using Miscellaneous Work Type Codes = Y--- and others as specified below.

   1. Seeding and Mulching - Use miscellaneous code Y003.
   2. Cross Drainage - Use miscellaneous code Y007.
   3. Fencing - Use miscellaneous code Y102.
   4. Embankment Protection - Other than noted in A.5 above, use miscellaneous code Y009.
   5. Clearing and Grubbing - Use miscellaneous code Y004.
   6. Signing and Marking - Use miscellaneous code Y002.
   7. Lighting - Use miscellaneous code Y030.
   8. Traffic Signals - Use miscellaneous code Y031.
   9. Construction Engineering - Including field offices, for example, use miscellaneous code CENG.
   10. Training - Use miscellaneous code Y080.
   11. Right-of-Way - Use miscellaneous code ROWA.
   12. Utility Relocation - Use miscellaneous code Y060.

Note: For other project work items not listed, engineering judgement should be used to assign appropriate work type codes for entry into the FMIS.