Prior to the PDCC, additional data may be needed for making engineering and environmental decisions related to project design. Data collection efforts must be as complete as possible so project solutions providing the most benefit are selected.

ROE must be obtained in writing on a form that is legally binding before entering private property. ROE is permission granted by a landowner for others to enter the landowner's property for a specific purpose. Activities such as surveying and geotechnical and environmental studies should be coordinated and covered under one ROE if possible (landowners can be confused by multiple requests). Include all property in the ROE where work activities will be performed as well as property that will be traveled on to reach work sites.

Conditions may exist for entry onto railroad property. ROE requests to access railroad property must be processed through the District railroad coordinator or through the RRD - Rail Letting Section.

Property requiring entry should be identified and coordinated early – several rounds of ROE requests may be needed to obtain the needed permission. It may be advantageous to send ROE letters by certified mail to maintain documentation of receipt.

Pay close attention to instructions from the landowner on the ROE form (e.g., call before coming, close all gates, use a specific entrance location, etc.).

If ROE cannot be acquired through standard means (e.g., ROE letters sent by certified mail, personal contact with property owners, etc.), a request for a court order can be provided to the ROW - Survey Section for review and processing. It is encouraged to avoid court orders if possible, in order to maintain good relations with the public.

An example of a ROE letter is given in the references below.

Survey data includes digital maps, terrain models, and orthophotography. The data may already exist (e.g., Google Maps, Nearmap, etc.) or, depending on project requirements, may need to be created. Geospatial data can be created using various technologies. Coordinate with District survey staff to determine the extent of available data.

The following methods are suggested for gathering geospatial data:

If the project is a Digital Delivery project, a higher level of survey data will be needed.

A land surveying task is accomplished using either optical surveying equipment (e.g., a total station) or by GPS. Individual points on the ground are located by the surveyor. In the office, the surveyed point data is processed creating a planimetric map and digital terrain model (DTM).

The procedures in Static LiDAR surveying are like land surveying in that a surveying instrument is set up on a tripod at the project site. Rather than locate individual points on the ground, the LiDAR scanner collects thousands to millions of individual points creating a dense “cloud” of located points. In the office, data is extracted from the “point cloud” using specialized software.

Aerial photogrammetry

typically uses piloted aircraft equipped with a large-format metric mapping camera; however, UAS and small format cameras can also be used.

Airborne LiDAR

uses one or more scanners mounted on an aircraft. The aircraft can be rotary-wing, like a helicopter, or fixed-wing. The mapping data is extracted from the point cloud.

Close-range photogrammetry

can be static with the camera held in a fixed position, mobile, or airborne. Three-dimensional data is extracted from the imagery to produce planimetric maps and DTM data.

Mobile LiDAR

uses one or more scanners mounted on a moving vehicle in contact with the earth’s surface. The vehicle can be a car or truck operating on a roadway, a vehicle operating on a rail line, or even a boat. Mobile LiDAR systems produce dense point clouds from which data can be extracted.

Planimetric mapping and DTM extraction are done using stereoscopic viewing equipment and specialized software.

Most mapping is done using a network of ground control points. These are points that have been precisely located on the ground using surveying equipment. The control points form a geospatial reference frame for the subsequent mapping task. Often the ground control points are “targeted” using a painted “X” or similar figure. The target allows easy identification of the ground control point in the point cloud or on the photograph. Targeting is typically done prior to data collection.

Aerial photography can be collected, but not controlled. In this case, the imagery is primarily used to give an overview of a proposed corridor project or other large study area. The imagery can roughly be georegistered but must not be used for precise mapping.

Current and projected traffic data is a key element in highway design. Obtaining traffic data early can assist in defining the typical section. However, if a project is on a new location or the alternatives being considered present a major change to the network (e.g., new location or ramp changes), it is recommended to

request the proposed traffic projections after a preferred alternative is agreed upon

and geometric elements (i.e., ramp locations) are further developed. Traffic data that has been previously requested in the planning project development phase must be reviewed for applicability and additional data may need to be obtained.

Traffic data is also used for other work including environmental studies and pavement design. Coordinate with the District environmental staff to determine what type of traffic data is needed for environmental tasks. Coordinate with District pavement/laboratory staff for traffic data needed for pavement design.

Preliminary engineering phase analysis is a medium-detail analysis applied to projects at a middle development stage. Per the HCM, preliminary engineering phase analyses are “conducted to support planning decisions related to roadway design concept and scope and when alternatives analyses are performed.”

Refer to the TSAP Manual for details on the data and tasks to complete for traffic and safety analysis procedures to complete during this phase.

Existing studies and reports can provide information that will assist in decision making and help avoid rework.

Consider the following sources for additional data, plans, studies and reports:

Utility locations must be identified early in project development. Coordination with utility owners is required when existing utilities are present. Utility locations should be identified early so there is time to consider the impacts in alternative selection.

Document any observation of utility locater markers and signs during the site visit. Contacting Texas 811 will alert utility owners of pipelines, telecommunication cables and power line to mark their buried assets on the project site. Coordinate this activity with survey staff to have lines marked prior to the field topo survey.

Utilities that are carried by a locally owned bridge or that will be impacted by bridge construction require coordination between the utility owner and the bridge owner (if different than the utility owner) to remove the utility conflict prior to letting the project. Category 6 funding is not permitted to pay for relocating utilities.

Be aware of local utilities such as regional water authorities that may not be included in a Texas 811 alert.

Early coordination with resource and regulatory agencies and other stakeholders is vital in identifying concerns and opportunities for a proposed project. The project development process can be streamlined by proactively seeking out potential stakeholders not previously identified.

Opportunities may be identified to perform joint activities with a project planned by an outside agency (e.g., MPO or LG). Early coordination with regulatory agencies may identify required actions that could be time-consuming and require long lead times in the schedule.

It is important to understand the needs of each stakeholder (individuals and groups) and develop an engagement plan that is best suited to their needs. This activity is closely coordinated with District environmental staff as part of the public involvement process (see ).