Street Acceptance Guidelines
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1 Street Acceptance Guidelines Fairfax County Guidelines Flowcharts and Examples October 1, 2009
2 Table of Contents: Procedural Guidelines Fairfax County Street Acceptance Process Overall Procedure...2 Contact Information...2 Initial Street Acceptance Package (Pre-Construction) Asbuilt Utility Package...5 Post Construction Package Final Street Acceptance Package.8 Table of Contents: Examples Submittal Folders Examples...9 Data CD Example...10 Initial Street Acceptance Submittal Checklist...11 Memorandum& Sketch Request from Fairfax County GIS & Mapping...12 Memo from Fairfax County GIS & Mapping...13 Area Sketch from Fairfax County GIS & Mapping...14 Street Acceptance Form for Board of Supervisors Resolution...15 Road Data Information Project Data Sheet...16 Road Data Information Segment Data Sheet...17 Recorded Deeds of Dedication...18 Redlined Recorded Plats...19 As-Built Submittal Checklist...20 As-Built Utility Verification Checklist...21 Fairfax County Roadway Construction Complete Letter...22 Post Construction Submittal Checklist...23 Fairfax County Inspection Request Letter...24 Maintenance Fee Schedule...25 Final Street Acceptance Package Submittal Checklist...26 Fairfax County Project Certification Letter...27 October 1, 2009 Page 1 of 27
3 Overall Procedure 1. Record Deeds and Plats at Fairfax County Courthouse 2. Area Sketch & Memo from Fairfax County GIS & Mapping (Page 12-14) 3. Submit Initial Street Acceptance Package (Page 3-4) 4. Complete Roadway Construction 5. Submit As-Built Utility Package (Page 5) 6. Submit Post Construction Package (Page 6-7) 7. Pre-VDOT Inspection 8. Joint VDOT/Fairfax County Inspection 9. Acceptance Letter & Maintenance Fee Schedule 10. Submit Final Street Acceptance Package (Page 8) 11. Fairfax County Board of Supervisors Resolution 12. VDOT Final Acceptance (Central Office) Contact Information Fairfax County GIS & Mapping: (703) Fairfax County Circuit Court: ( ); Fairfax County Home Page: Fairfax County Department of Public Work & Environmental Services: Land Development Services: (703) Environmental and Facilities Inspection Division (EFID): (703) Bonds & Agreements Branch Government Center Parkway, Suite 334 Fairfax, VA Color Legend Fairfax County Developer VDOT October 1, 2009 Page 2 of 27
4 Initial Street Acceptance Package From: Developer s Engineer To: Fairfax County When: [Site Plans]: With VDOT Permit Application Package [Subdivision Plans]: Before First Bond Extension/Reduction at Fairfax County Site Plans Subdivision Plans Fairfax County Plan Approval Fairfax County Plan Approval Tie-In Permit to VDOT VDOT Reviews/Approves Tie-In Permit Initial Package to Fairfax County Fairfax County Reviews/Submits Initial Package to VDOT VDOT Reviews/Approves Initial Street Acceptance Package Developer begins Construction Tie-In Permit to VDOT VDOT Reviews/Approves Tie-In Permit Developer begins Construction Initial Package to Fairfax County Fairfax County Reviews/Submits Initial Package to VDOT VDOT Reviews/Approves Initial Street Acceptance Package First Bond Extension/Reduction October 1, 2009 Page 3 of 27
5 Initial Street Acceptance Package (Continued) Place All listed items below in a letter sized pocket folder, then into a sealed 12 x15½ mail envelope (see page 10) with a Completed Initial Submittal Checklist taped to the front (page 11): CD labeled with project name, plan number, engineering firm name and contact information (see example on page 10) containing the following documents in PDF format: Memo from Fairfax County GIS & Mapping (page 13). Colored Area Sketch (page 14). Completed Street Acceptance Form for BOS Resolution (page 15). Completed Project & Road Segment Data Sheets (page 16&17). Recorded Deed(s) of Dedication (page 18). Redlined Recorded Plat (page 19). Composite redlined plat if recorded plat has more than 3 drawing sheets or in case of multiple recorded plats. Folder on the CD Named Plans with project plan sheets in Group 4 TIFF format: Complete plan set is required. Each file must be named: plan number_sheet number (i.e SP-02-3_01.tif). Cover Sheet must have all Approval Signatures. Paper copies of all documents listed above except plan sheets. October 1, 2009 Page 4 of 27
6 As-Built Utility Package From: Developer To: Fairfax County When: Upon Receipt of Roadway Construction Complete Letter from Fairfax County Roadway Construction Completed County Issues Roadway Construction Completion Letter to Developer Developer Submits As-Built Utility Package to Fairfax County NO Fairfax County Reviews/Approves and Submits As-Built Utility Package VDOT Reviews/Approves As-Built Utility Package NO Place all listed items below in a letter sized pocket folder, then into a sealed 12 x15½ mail envelope with a completed As-Built Submittal Checklist taped to the front (page 20): Completed As-Built Utility Verification Checklist (page 21). Fairfax County Roadway Construction Complete Letter (page 22). For each utility (Gas, Communications and Electric) submit one of the two items listed below. The Item submitted must reference the project name and street names that are affected. An original letter from the utility company verifying that there are No Facilities in the dedicated right-of-way. OR In-Place Permit Application signed by the utility company and one (1) plan set/sketch showing the facilities within the dedicated right-of-way; a legend/description of the facilities must be provided as well. If landscape/planting/special features within the dedicated right-of-way; Permit Application and recorded maintenance agreement signed by responsible entity; subject to VDOT Fairfax Permits approval. Paper copies of recorded quitclaims; in case of easements within the dedicated right-of-way. October 1, 2009 Page 5 of 27
7 Post Construction Package From: Developer To: Fairfax County Inspector When: After VDOT Approval of As-Built Utility Checklist Package NO Developer submits Post Construction Package to Fairfax County Fairfax County Reviews/Approves Post Construction Package Pre-VDOT Site Inspection (Developer and County Inspector) If Project Site is READY for VDOT Inspection; County Inspector submits Post Construction Package to VDOT NO VDOT Reviews/Approves Post Construction Package Joint VDOT/Fairfax County Site Inspection Inspection Approved Deficiencies Punch List Acceptance Letter & Maintenance Fee Schedule (if Applicable) Sent by VDOT to County Inspector October 1, 2009 Page 6 of 27
8 Post Construction Package (Continued) Place all listed items below in a letter sized pocket folder, then into a sealed 12 x15½ mail envelope with a completed Post Construction Submittal Checklist taped to the front (page 23): Geotechnical reports (CBR, asphalt compaction & concrete strength) covering work in the dedicated right-of-way only (if applicable). All geotechnical reports must be sealed, signed & dated by professional engineer. Final Report of Roadway Construction Inspections ; sealed, signed and dated by professional engineer. Fairfax County Inspection Request letter; signed & dated by county inspector. (page 24). CD to include following plan sheets in Group 4 TIFF format (if applicable). o Revised pavement design o Plan revisions that affect the dedicated right-of-way o Pavement Marking/Striping Plan DVD of all storm structures and pipe runs within the dedicated right-of-way. DVD must show recording date and structure numbers; a 360 view of each joint is required. October 1, 2009 Page 7 of 27
9 Final Street Acceptance Package From: Developer To: Fairfax County When: After VDOT Acceptance Letter & Maintenance Fee Schedule Developer Submits Maintenance Fee Check to Fairfax County Fairfax County Project Certification Letter County Submits Final Package to VDOT VDOT Reviews/Approves and Forwards the Project to Fairfax County for Obtaining a Board of Supervisors Resolution BOS Resolution Passed VDOT Final Acceptance Fairfax County Bond Release Place all listed items below in a letter sized pocket folder, then into a sealed 12 x15½ mail envelope with a completed Final Street Acceptance Submittal Checklist taped to the front (page 26): Fairfax County Project Certification letter (page 27). Maintenance fee check must be cashiers or certified check, payable to Treasure of Virginia. October 1, 2009 Page 8 of 27
10 Submittal Folders Examples 12 x15½ Envelope Letter Sized Expandable Pocket October 1, 2009 Page 9 of 27
11 Data CD Example Example of Correctly Labeled Data CD Initial Package Marshy Mountain Subdivision Section SD EXAMPLE My Engineering Firm Jane Smith (703) Jane.Smith@MEF.com Screenshot of Example Data CD Contents Plans Folder October 1, 2009 Page 10 of 27
12 Initial Street Acceptance Submittal Checklist Example All Fields must be completed October 1, 2009 Page 11 of 27
13 Memorandum& Sketch Request from Fairfax County GIS & Mapping Example EXAMPLE October 1, 2009 Page 12 of 27
14 Memo from Fairfax County GIS & Mapping Example EXAMPLE October 1, 2009 Page 13 of 27
15 Area Sketch from Fairfax County GIS & Mapping Example Obtain the Blank Sketch from Fairfax County GIS & Mapping (Directions on page 12): EXAMPLE Color the Dedication in Red with PENCIL, color the Existing State Roads in Blue with PENCIL, and mark the Appropriate Sidewalk/Trail Maintenance Symbols along the Dedication in Black PENCIL. EXAMPLE October 1, 2009 Page 14 of 27
16 Street Acceptance Form for Board of Supervisors Resolution Example Subdivision Plat Name must match the Name on the Recorded Plat. Shaded Areas are for VDOT Use Only. The Reference Distance in FROM Field should be measured to the Nearest State Intersection. For Sidewalks and/or Trails: the Length, Type and Maintenance Responsibility of the Walkway must be listed in the Notes Section. Mileage must be in hundredths. For Dedications of Additional Right-of-Way Only ; the Mileage should be 0.0. EXAMPLE October 1, 2009 Page 15 of 27
17 Road Data Information Project Data Sheet Example Complete Project Data Sheet once for Each Project. All Fields must be completed October 1, 2009 Page 16 of 27
18 Road Data Information Segment Data Sheet Example Complete one Segment Data Sheet for Each Segment of Road (Segments are Divided by Intersecting Streets). Instructions for completing the Segment Data Sheet are at the Bottom of the Form. All Fields must be completed October 1, 2009 Page 17 of 27
19 Recorded Deeds of Dedication Example Fairfax County Street Acceptance Process Obtain Recorded Deeds from Fairfax County Land Records. For more Information; visit Deeds must be Complete; all Pages Including the Recorded Plat. EXAMPLE October 1, 2009 Page 18 of 27
20 Redlined Recorded Plats Example Fairfax County Street Acceptance Process Redline Distances of Centerline from Intersection to Intersection Each Segment is a Separate Distance. For all Cul-de-Sacs include Offset (if applicable) and Radius to the End of Cul-de-Sac. Professional Engineer Certification must be shown in Red. For New Roads; include Reference Distance in Both Directions from Centerline of Intersection to the Nearest State Intersections. Show Right-of-Way Width for all Street Segments and Each Distance from Centerline. Show each Line Length, Radius and Arc Length on a Street Segment and show Total Distance to Intersection. For Additional Right-of-Way Dedications; show Reference Distance to the Nearest State Intersection, Total Length and Variable Width. EXAMPLE October 1, 2009 Page 19 of 27
21 As-Built Submittal Checklist Example Fairfax County Street Acceptance Process Complete the Top Section entirely. Check Each Item Included in the Envelope or write N/A if an Item does not apply. Fill All Applicable Fields October 1, 2009 Page 20 of 27
22 As-Built Utility Verification Checklist Example Complete the Top Section entirely and List Each Street Name that has Dedication. If applicable, write Additional Right-of-way Only Underneath the Street Name. All Fields must be completed October 1, 2009 Page 21 of 27
23 Fairfax County Roadway Construction Complete Letter Example EXAMPLE October 1, 2009 Page 22 of 27
24 Post Construction Submittal Checklist Example All Fields must be completed October 1, 2009 Page 23 of 27
25 Fairfax County Inspection Request Letter Example EXAMPLE October 1, 2009 Page 24 of 27
26 Maintenance Fee Schedule Example The Applicable Fees will be Calculated by VDOT and ed with the Acceptance Letter to the County Inspector after the Field Inspection Approval. EXAMPLE October 1, 2009 Page 25 of 27
27 Final Street Acceptance Package Submittal Checklist Example All Fields must be completed October 1, 2009 Page 26 of 27
28 Fairfax County Project Certification Letter Example EXAMPLE October 1, 2009 Page 27 of 27
Street Acceptance Guidelines
Street Acceptance Guidelines Fairfax County Guidelines Flowcharts and Examples October 1, 2009 Table of Contents: Procedural Guidelines Overall Procedure... 2 Contact Information... 2 Initial Street Acceptance
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