ODOT has the ability to offer prospective or mandatory material sources. Prospective and Mandatory sources are defined in Section 00160.00(a) Prospective and 00160.00(b) Mandatory, in the Oregon Standard Specifications for Construction (2015) and in Section 00235 of the Boilerplate Special Provisions. Mandatory material sources should only be used when or if there are specific benefits to ODOT, such as the need to utilize a source to obtain a specific type of material not available elsewhere, or when it is in ODOT’s interest to utilize then reclaim and close a site. If the mandatory option is selected and there is federal money involved in the project, a “Letter of Public Interest” must be prepared in advance of going to contract that details the public benefit of the making the source mandatory, and FHWA concurrence must be obtained.

Permitting for material source use is almost always required. With very few exceptions, (on-site construction, or very small disturbance or quantity) a State mining permit will be required from DOGAMI for all material sources. If a source is located on federal land (BLM, USFS), some type of permit or documentation will be required that provides ODOT with the authority to utilize the source. On state-owned or private property, local land use permits or concurrence will be required. In addition, in some counties around the state, local jurisdiction may also choose to permit activities on federal lands.

If you are considering the use of a USFS or BLM site which is not currently under ODOT control, the timeline for obtaining needed permits and environmental clearance should be estimated at a minimum of 24 months. Due to the timelines that can be associated with obtaining use of these sites, it may be necessary to work with your Project Leaders to open up the necessary charge numbers earlier than normal.

If utilizing a USFS site, a Special Use Permit (SUP) will likely be required if you plan to process rock into asphaltic concrete (batching), or if you plan to stockpile material for any extended length of time (beyond the completion of the project). If a SUP is required for the proposed operation, then due to liability insurance requirements the final permit will need to be sent to DAS Risk Management for review prior to ODOT placing final signatures on the permit.

As a result of mobility concerns, if nighttime activities such as paving are anticipated with the project, careful evaluation of permit conditions applied to the use of the identified source must be completed early in the project development process to determine if the source is usable for the project. If conditions placed on use of the site do not allow for nighttime activities and cannot be modified, it may be possible to modify the project’s nighttime requirements. If the nighttime limitations on either the source or the project cannot be changed, either an alternative source will be needed or no source will be offered for the project.

If you have identified a need for a material source associated with the proposed project, the following checklist may be helpful in stepping you through the process of setting up the prospective or mandatory material source(s). If your region has adopted a Material Source QA/QC Review process, completion of this MS checklist should be included as a requirement.

The following checklist presents a somewhat linear process that should be used as a guideline for ODOT geologists and/or engineers involved in material source development for maintenance and/or construction projects. It needs to be recognized that even though this checklist is organized in a linear manner, many activities can, and should be, conducted concurrently. In general, source development should be started as soon as possible. Some environmental surveys can only be done seasonally, and for new sources the land use approval can take six months or longer followed by up to six months to obtain a DOGAMI permit.

PROJECT:

EA:	START DATE:

PREPARED BY:	COMPLETION DATE:

SOURCE NAME & NUMBER:

Need to Complete	Complete	Not Applicable

Review existing sources within the project vicinity and determine which site or sites (if any) will be offered to meet the anticipated project needs. Let the Project Leader and Project Team know that a prospective or mandatory source(s) will be offered for the project and verify that the proper schedule elements are included. (This assumes that use of a state owned or controlled source was identified in the original scope of the project or has been agreed upon with the Project Leader or appropriate person(s)).

Determine whether nighttime activities (staging of equipment, hauling materials or supplies, crushing/processing, paving) is necessary for the project. Contact (in writing) the Region Mobility Liaison to determine if there are traffic/lane restrictions that require nighttime construction/paving. If nighttime activities will be required, verify that federal and local permits and conditions allow for this or can be obtained.

Verify ownership of identified site or sites.

If considering use of a USFS or BLM source not under ODOT control, send formal written request for use of the site to the appropriated federal representative a minimum of 24 months in advance of the proposed project preliminary plans date.

Review Source Files/Information. Thoroughly examine all documents to identify what permits, land use, environmental clearances, lab data, exploration, survey, etc. already exist for the source. Understand what is required, what has already been obtained, and what still needs to be obtained. This needs to be done before requesting information or assistance from other resources so that duplicate work is not performed.

Review zoning of site(s) to verify that existing permits and local land use rules/laws are still appropriate.

Notify the Region Environmental Coordinator (in writing) of the intent to utilize the source(s) request that they either confirm existing clearances or schedule the necessary environmental work. A timeline for completion or verification needs to be provided for each clearance that is necessary. Request that written confirmation of environmental clearance be provided for each. Obtain commitment to the timelines (in writing).

Archaeology clearance

Historic clearance

Botany clearances (T&E and Weeds)

ESA clearances (Animals). This will be either a No Affect or BA (which can then be a Concurrence or BO). Up to 135 Days.

Wetland clearance

Waters clearance (Removal/Fill permits)

Migratory Birds clearances

May also need clearances/permits to satisfy Bald and Golden Eagle Protection Act

May also need clearances/permits to satisfy USFS and/or BLM sensitive species

Complete and distribute the Material Source Public Communication document.

Request through the Project Leader that the source(s) be surveyed, and that both a DTM and DGN with contours, roads, stockpiles, etc. be supplied. If property boundaries have not previously been established, pinned, and posted, request that a boundary survey be completed. New requirements exist that will require accurately surveyed boundaries be established in advance of obtaining any new or modified DOGAMI permits. Provide deadline for when this needs to be completed and obtain commitment to this date. Coordinate when the drill hole locations will be surveyed (preferably at same time as the Topo survey).

Determine if exploration is needed, and obtain permission(s) to explore if necessary (i.e. Permit of Entry, Special Use Permit, Free Use Permit). Obtain necessary environmental clearances needed to complete the investigation. (Note: Environmental clearances needed for exploration may or may not be the same as those needed for the overall project.)

Obtain DOGAMI exploration permit if holes are >50 feet.

After obtaining or verifying environmental clearances associated with the investigation, implement the exploration plan. When completed, backfill/plug drill holes; fill out OWRD Geotechnical Hole Report if holes are >18 feet.

Log holes, take core photos, and mark locations of holes clearly in the field and on the digital map (if received). If field mapping of the site is not yet complete let the survey crew know of the existence of the drill holes and how you have them labeled. Use a hand held GPS to locate holes and provide those coordinates to the survey crew; when gathering this data also obtain coordinates for easily identifiable features (i.e. power pole, fence corner, section corner, property corner). Ask them to survey the hole locations, and label them on the map.

Take samples either from the surface, test pits, or from core; minimum of 6 bags for quarry rock or 9 bags for gravel sources. Fill out laboratory data sheet(s) and ship to the ODOT Materials lab. (For specifics on the required qualifying test refer to the Standard Specifications for Highway Construction, Sec. 02630 & 02640 for Base and Shoulder Aggregate requirements, and/or Sec. 02670 & 02680 of the Supplemental Standards for Highway Construction for A/C aggregate requirements.)

Receive qualifying test results from the ODOT Materials lab.

Receive groomed survey map from the Survey Crew. Locate drill holes on map if not shown.

Estimate material reserves.

Develop Operating Plan and Special Provisions. Calculate quantities and verify that there is enough available to meet the project needs. Provide a copy of the Plan and Special Provisions to the Project Team Leader and to the Project Designer at Preliminary Plans. (If you need assistance to develop erosion control measures for the site(s) contact the statewide Erosion Control Program Coordinator.) (By default, DOGAMI will use the identified Project Boundary limits as the Permit Boundary unless you have shown distinctly different boundaries. In most cases on the development plan you will want to label the property boundary/property lines as the permit boundary.)

Verify that all environmental clearances have been obtained and are appropriate for the proposed development.

Compile the Development Plan, Operating Special Provisions, Reclamation Plan, and permit fees to send to DOGAMI. If the site is on private or state owned property, prior to submitting to DOGAMI, check with the County Planning staff to determine what types of permits, applications or other local land use related rules and regulations, will affect the proposed operation.

Apply for the appropriate local land use permits and/or reviews if applicable: Conditional Use Permit (CUP), Removal-Fill Permit, Zone Change, Recognition of Site on County Inventory, Site Plan Review, Zone Permit. (A county permit may also be required on Federal Lands sites, depending on the local jurisdiction.) Apply for all potential activities that may be applicable, such as stockpiling, blasting, crushing, processing, batching, and nighttime operations.

Attend Public Hearing if required by the CUP, Zone Permit or other Local Land Use permits or reviews.

Obtain signatures and approval from mineral and surface rights owners on the Reclamation Plan prior to submitting package to DOGAMI. Also, if necessary obtain signatures on appropriate County documentation.

Obtain Contract for Sale of Mineral Materials (USFS) / Free-Use Permit (BLM) if applicable. (A USFS Special Use Permit will also be required, if a batch plant or long term stockpiling will be a part of the operation.)

If the decision was made to identify a mandatory source, a “Letter of Public Interest Finding” must be prepared by the Project Leader and submitted to FHWA for their concurrence. (http://www.oregon.gov/ODOT/HWY/OPL/docs/pdf/lpif_guidance.pdf )

Contact (in writing) the Region Access Management Engineer (RAME) to determine if increased traffic at the access road will be a Change of Use (Division 51). If so, a new/modified District permit will need to be acquired.

Finalize Operating Special Provisions, adding federal or county and DOGAMI conditions.

Submit USFS Special Use Permit (SUP) to DAS Risk Management for review and concurrence prior to final signatures.

Reconfirm project quantities required with the designer. Modify the Development Plan if necessary due to quantity changes or as a result of conditions from DOGAMI, county or federal agency.

Provide final copies of the Development Plan and Operating Special Provisions to the Designer, Specifications Writer, and Project Leader.

Develop and assemble the Material Source Narrative, which should include: copy of the Development Plan, Operating Special Provisions, current DOGAMI permit, a CUP or Contract for Sale of Mineral Materials and/or SUP or Free-Use Permit, current qualifying lab report, a narrative-type description of development and reclamation concepts, and a narrative on the history of the site such as what it has been used for in the past, when it was used, who used it last, and any type of problem(s) encountered. Make sure any subsurface information available for the site is included in the narrative, such as air track logs, core logs, core photos, test pit logs and photos. Make sure hole or test pit locations show on the development plan map. (Upon plan review make sure that Sec. 00120.25 has not been modified in the Special Provisions.)

Review final plans and special provisions for needed changes. Using Track Changes, submit final special provisions (along with plans and narrative) to Technical Resource for technical concurrence. Concurrence is also required from the Statewide Specifications Engineer. This review can be 14 days.

Complete a Construction Project Budget Worksheet.

Provide copies of the Construction Project Budget Worksheet and the Material Source Narrative to the Project Manager and Project Team Leader for Contractor review 30 days before contract letting or prior to advertisement, whichever is earliest. Also provide Material Source Narrative to the Pavements Unit at the same time. Retain the signed original Material Source Narrative in case additional copies are needed.

Update ASIS (Aggregate Source Information System) with current site information and proposed use information.

Determine the storage site (what server for electronic and what area for hardcopies) and naming convention for all of the electronic files associated with the development of the site(s): electronic site and vicinity maps (dgn’s), disposal site plans (dgn’s), digital terrain models (dtm’s), electronic photos, hole logs, specifications, letters and applications. Place all files accordingly.

SUMMARY of TASKS
TASK	COMPLETION DATE	Who
Target	Actual
Review Quarry Files (Prior to Scoping the project)
Determine if nighttime activities are necessary for the project. Contact Region Mobility Liaison to determine traffic/lane restrictions. If nighttime activities required, verify federal and local permits and conditions allow this.
Verify Ownership
Contact the USFS or BLM in writing requesting use of identified site. (request minimum of 24 months in advance of Preliminary Plans)
Review Source Files/Information before requesting information or assistance from other resources
Review Zoning (is site still consistent with local land use and permits)
Contact Project Leader (follow up to scoping)
Site Visit(s)
Complete and distribute Material Source Public Communication document
Environmental Requests (minimum of 1 year prior to Preliminary Plans; botany and cultural may have to be completed prior to drilling)
Survey Request (request 1 year prior to Preliminary Plans; Coordinate locating of the drill holes)
Stake Drill Holes
Exploratory Drilling Contract
Exploratory Drilling (ideally completed prior to Topo survey being completed so holes can be located)
Final Logs/Core Photos (before submitting samples)
Submit Qualifying Samples (2 months before Preliminary Plans)
Development Plan & Special Provisions
Apply for County Permits (6+ months before final plans)
Attend County Permit Hearings
Apply for DOGAMI Permit & Reclamation Plan (6 months or more in advance of final plans)
Project Leader prepare and submit a “Letter of Public Interest Finding” (if MANDATORY source)
Contact RAME due to Change of Use of the Access (Division 51) (6 months in advance of final plans)
Submit Development Plan & Special Provisions to Project Leader (for Preliminary Plans)
Submit SUP to DAS Risk Management for review (If applicable)
Verify all applicable permits have been obtained
Finalize Development Plan & Special Provisions. Send to Technical Resources for concurrence (using Track Changes). (at Final Plans with permits in hand)
Narrative Package & Budget Worksheet Submittal (2 weeks prior to Advertisement)
Update the ASIS Database (before & after operations)
Place All Electronic Data in Predetermined Folders on Agreed Upon Server

Project deadlines based on the schedule, as of this date:

Preliminary Plans	___	Advanced	___	Final

Narrative & Worksheet	__	QC Review ____________ Bid Let Date