OFFICE of TRAFFIC SAFETY & MOBILITY INSTRUCTION POLICY …

OFFICE of TRAFFIC SAFETY & MOBILITY INSTRUCTION Number: TSMI-19-04

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SUBJECT: POLICY FOR REQUESTING DEDICATED POLICE SERVICES FOR WORK ZONES

In order to prioritize and coordinate resources, requests for support for scheduled (non-emergency) work activities should generally be submitted to the Surface Transportation Controller two (2) business days in advance of the work. The Region’s Surface Transportation Controller (STC) will be responsible for consolidating the prioritized requests and will work with the SP to determine which activities will have SP support. This consolidation work may be delegated within the Region, however the final prioritization must be performed by a NYSDOT employee and cannot be delegated to a consultant. IMPLEMENTATION:

A. OVERVIEW Each Region shall designate an office or person who will be responsible for compiling the requests for support, prioritizing the requests and coordinating with the State Police. As part of the Surface Transportation Control function, it is expected Regions may choose to assign this to a small group of people to ensure this procedure is implemented in a consistent manner. The information flow process within the Region shall include the Regional Traffic Management Center (TMC) to ensure the Center maintains full awareness of work taking place on the network. All work activities within the Right-of-Way must be evaluated for proper work zone setup and the need for State Police support. The process begins a minimum of two business days in advance of the work activity with the work zone setup selection. Project leadership shall determine the appropriate setup for the work activity planned; consideration should be given to time of day and holiday work restrictions.

Example Notification Information Flowchart B. WORK ACTIVITY PRE-PLANNING CHECKLIST

All work activities in or near the roadway must have proper protection. Proper work-zone set up is essential and pre-planning can ensure that that the right systems are being used to improve the safety for our work teams and the traveling public. The following general tasks/steps are provided to aid in the planning process for work activities:


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NON-EMERGENCY WORK

Task/Step Justification 1. Activities must be planned well in advance of the actual work start.

Pre-planning helps ensure the proper work zone setup will be utilized and SP resources can be assigned to the work zone.

2. Work zone setup needs to be reviewed and approved by supervisors.

Project leadership and highway workers together share the responsibility of ensuring the safest possible setup. The Regional Office of Traffic Safety and Mobility is available to assist, if necessary.

3. Need for State Police Support Risk/Ranking level needs to be determined.

SP has limited resources that must be shared across all Residencies and Construction activities. Residencies should focus on tasks that have a higher risk potential.

4. Submit Regional Roadwork Notification form and Work Zone Priority Matrix at least two (2) business days in advance of the work. Include a brief description of any special operation that would benefit from SP support.

The TMC uses the Roadwork Notification forms to input the work details into 511NY & provide daily situational awareness of activities on the highway. STC uses the Roadwork Notification forms and the Work Zone Priority Matrix to identify work zone conflicts, coordinate with other agencies and prioritize Regional requests for SP support.

EMERGENCY WORK OR CHANGES TO WORK PLANS: While pre-planning provides the best opportunity for success, both in work activity and reducing risk to our teams and the public, it is not always possible. Despite good planning, weather or emergencies may arise that will change the work planned for the day.

Changes to previously submitted Roadwork Notifications or new/emergency work should be reviewed for the need for State Police support and changes should be reported to the STC and TMC as soon as possible.

C. STATE POLICE SUPPORT DECISION MATRIX

1. RANKING AND RISK ASSESSMENT: Requests for potential State Police support can be submitted for any work zone but there are limited resources available to assign to these sites and priority will be given to jobs with the highest risk potential. Thus, it is important to rank work activities and submit your requests to the STC with a brief justification for the request. Determining ranking and risk involves some judgement. The attached Work Zone Priority Matrix is intended as a guide to determining the risk and ranking as it relates to seeking State Police support for each work zone. If factors (weather, geometry, other) exist beyond the scope of this matrix, they should be clearly described in the Roadwork Notification form so that further refinements can be applied to the prioritization. The matrix is not intended to be a definitive assessment, only as a tool to guide the STC in the prioritization for requesting additional resources from the State Police in support of specific work zones. There may be special conditions that increase the priority of a work zone above others with a higher score.


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2. WORK ACTIVITY REPORTING:

EIC’s, Resident Engineers, and crew leaders are required to notify the STC and TMC of highway work activities, utilizing the approved Regional Roadwork Notification form and Work Zone Priority Matrix. These forms should generally be submitted to the Surface Transportation Controller and the Regional Traffic Management Center at least two (2) business days in advance of the work activity. The STC will review the information provided on the Roadwork Notification form for conformance with Regional time restrictions, policies, standards conformance, conflict with adjacent work zones, and requests for State Police support.

NOTE: Roadwork Notification forms and Priority Matrices are required for all work that will have impact to the traveling public. Short duration work in the right-of-way (15 minutes or less), such as debris pickup, utility mark-out, simple sign or guiderail repairs, field measurements, etc. will not require Roadwork Notification forms, unless special conditions warrant otherwise.

3. PRIORITIZATION OF REQUESTS: The approved Regional Roadwork Notification form and Work Zone Priority Matrix shall be used for prioritizing requests for police support for Work Zone activities and for facilitating reporting on 511NY. Each Region is responsible for developing a Roadwork Notification form that provides the required information for the STC to prioritize the requests for police presence in work zones. Attached is a sample form that has been approved for use in Region 1.

The prioritized list of work zones shall be sent to the State Police before 07:00 AM each day, utilizing the Daily Roadwork Notification Spreadsheet (example attached). The State Police will review the list and schedule the support activities as resources allow. The State Police are responsible for identifying the work zones they can accommodate and notifying the STC (or designee) by 07:30 AM each day. The status of State Police support shall be communicated back to the original requestor and the Regional TMC.

The State Police may utilize a floating car technique to ensure a presence on multiple work sites throughout the day and to manage resources for the greatest impact. Requests for stationary support must be specifically identified in the request so that this information can be relayed to the State Police.

TRANSMITTED MATERIALS:

• Work Zone Priority Matrix Instructions • Work Zone Priority Matrix • Sample Roadwork Notification Form

• Example Daily Roadwork Notification Spreadsheet

• NYSDOT Regions and NYSP Troops CONTACT: Direct questions regarding this TSMI to the Office of Traffic Safety and Mobility: Rebecca Gibson-Schott at (518) 457-1951 or via email at [email protected] or John Bassett at (518) 457-2384 or via e-mail at [email protected].

mailto:[email protected]

mailto:[email protected]


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WORK ZONE PRIORITY MATRIX

INSTRUCTIONS

Roadway Type: Roadway functional classification is the foundation for determining roadway type. However, to aid in reducing the matrix complexity, the classifications are consolidated into the following categories:

• Limited Access: This category includes Parkways, Principle Arterial Interstates, and Principle Arterial Expressway functional classifications and can be described as high-volume limited-access roadways.

• Arterial Roadways: This category includes Principle Arterial Other and Minor Arterial functional classifications and can be described as high-volume roadways with unlimited access.

• Minor or Local: This category includes Minor Arterial, Major Collector, Minor Collector and Local functional classifications and can be described as lower-volume roadways connecting arterials with unlimited access.

Feature Closed: This section is intended to highlight the risks associated with the different type of closures encountered on any given day. When choosing a closed feature, you should choose the category that encompasses the total closure. For example: If the right lane is closed, choose only “Right Lane Closed”. You should not also choose “Right Shoulder Closed” because by default, a right lane closure includes a right shoulder closure. Lanes Closed: This should be checked only if the work zone includes closing one (1) or more lanes for an extended period. Additional Section Considerations: Choose those areas that apply to the active, exposed work zone. If there are multiple speed zones within the exposed work zone (i.e. work zones not behind barrier) choose the highest applicable posted speed through the work zone.

• Complex Geometry/Limited Sight Distance Approaching the Work Zone Complex geometry may have an impact on motorist decision making, reaction time, and ability to discern potential conflicts and escape routes. These conditions can significantly increase the potential for safety concerns.

• High Crash History/Intrusions High crash history can be identified through data, but also from local experience and knowledge. This factor should be considered if there are local/site concerns about safety due to experience or perception of high crash potential.

• Work in median


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Work isolated in Medians tends to have higher speeds immediately adjacent to the work zone while workers will frequently have one direction of traffic to their backs. There is an additional added element of risk in that there may be inadequate safe space for retreat.

Complexity Factors: Condition Complexity is determined based on a number of factors that may increase the level of risk associated with a particular work zone, including:

• Workers on foot close to Lane Line/Live Traffic (w/o Temporary Concrete Barrier) Almost every activity has workers on foot. The intent is to address those work zones where workers are not protected by temporary concrete barrier. This factor should be considered in combination with other factors to assess the potential safety concern and corresponding priority.

• Mobile Operations/Short Duration Operations Mobile & Short Duration Operations each introduce unexpected conditions to motorists approaching the work zone.

• Frequent Equipment & Material Movements In & Out of the Work Zone This factor may create a confusing situation by creating significant speed differentials as construction vehicles move in & out of the work zone. This factor is intended to address those work zones that will experience a high number of movements during the activity, such as asphalt deliveries.

• Alternating One-Lane Operations with Flaggers Driver inattention, coupled with impatience during these types of operations has been the source of a number of work zone incidents in the past.

• Special Conditions or Special Operations This factor is intended to emphasize those unique circumstances that often justify having police presence throughout the duration of the Special Operation. Special Operations include large equipment, beam or material movements, overhead sign / truss inspection, placing concrete barrier immediately adjacent to live traffic, etc. If this factor is selected, a brief description of the Special Operation should be submitted to the STC.

Priority Decision Guidance: The Work Zone Priority Matrix is intended to give a raw score for each work zone to assist the Surface Transportation Controller with the prioritization of all the work taking place each day. There may be special conditions that increase the priority of a work zone above others with a higher score.

When completing the Regional Roadwork Notification forms, it is important to include any specific requests for State Police support such as time of day, specific location, and mobile or stationary needs. Additionally, a brief description of the work will aid in determining the activity priority.

Insert Project Name or Description

WORK ZONE PRIORITY MATRIX

Project

NOTE: Where the category notes to “Choose One”, select the factor with the highest impact related to specific features. For example: If the right lane is closed, choose only “Right Lane

Closed”. Do not also choose “Right Shldr Closed”

Roadway Type (Choose One) • Interstates and Limited Access Highways 5 ☐ • Arterial Roadway 2 ☐ • Minor or Local 1 ☐ Feature Closed (Choose One) • Left Lane Closed 4 ☐ • Right Lane Closed 3 ☐ • Left Shldr (Less than 8') Closed 3 ☐ • Left Shldr (Equal/Greater than 8') Closed 2 ☐ • Right Shldr (Less than 8') Closed 2 ☐ • Right Shldr (Equal/Greater than 8') Closed 1 ☐ • Left Turn Lane Closed 1 ☐ Lanes Closed (Choose One) • 3 Lanes Reduced to 1 4 ☐ • 2 Lanes Reduced to 1 2 ☐ • 3 Lanes Reduced to 2 1 ☐ Additional Section Considerations (Choose Up To Three) • Complex Geometry/Limited Sight Distance Approaching WZ 4 ☐ • High Crash History (Based on Data or Local Knowledge) 4 ☐ • Posted Speed Limit 65 MPH (Thru the WZ) 3 ☐ • Posted Speed Limit 55 MPH (Thru the WZ) 2 ☐ • Posted Speed Limit 45 MPH (Thru the WZ) 1 ☐ • Work in Median Less than 10’ 2 ☐ • Work in Median Greater than 10’ 1 ☐ Complexity Factors (Choose Up To Three) • Workers on Foot Close to Lane Line/Live Traffic (w/o TCB) 3 ☐ • Mobile Operations/Short Duration Operations 2 ☐ • Frequent Equip & Material Movements In/Out of WZ 2 ☐ • Alternating One-Lane Operations with Flaggers 2 ☐ • Workers on Foot for More than 15 mins (w/o TCB) 1 ☐ • Special Conditions or Special Operations (Provide Description) ☐ Time Related Elements (Choose One) • Night Work 5 ☐ • Peak Hour Work 2 ☐ • Operation Lasting Greater than 2 hours 1 ☐

Work Zone Priority Score


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NYSDOT Regions and NYSP Troops

NYS POLICE TROOP

NYSDOT REGION A B C D E F G K L NYC

1 Essex Greene

Albany, Rensselaer,

Schenectady, Saratoga, Warren,

Washington

2 Hamilton Herkimer, Oneida, Madison

Montgomery,

Fulton, Hamilton

3 Cortland, Tompkins

Onondaga, Oswego

Cayuga, Seneca

4 Genesee, Orleans,

Wyoming

Livingston, Monroe, Ontario, Wayne

5 Chautauqua, Cattaraugus, Erie, Niagara

6 Allegany Chemung, Schuyler, Steuben,

Yates

7 Clinton,

Franklin, St. Lawrence

Jefferson, Lewis


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NYS POLICE TROOP

NYSDOT REGION A B C D E F G K L NYC

8 Orange,

Rockland, Ulster

Columbia, Dutchess, Putnam,

Westchester

9

Delaware, Otsego, Broome,

Chenango, Tioga

Sullivan Schoharie

10 Nassau, Suffolk

11 New York City

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OFFICE of TRAFFIC SAFETY & MOBILITY INSTRUCTION POLICY …