Industry meets with VDOT on Paving issues

Statewide associations that have asphalt producers and paving contractors as members met with VDOT in early December.  This is part of an on-going industry-VDOT discussion to help resolve issues of concern and find solutions to various issues. Paul Tarsovich represented Old Dominion Highway Contractors Association; Trenton Clark represented Virginia Asphalt Association and Gordon Dixon represented VTCA.   

Bart Thrasher and Shane Mann reviewed the 2022 program. Overall, nearly all of the 2022 paving schedules were completed on time. Only one preventative maintenance schedule was not completed on time; approximately 8 plant mix schedules were not completed on time. These completion rates are similar to those in past years. Bart was extremely appreciative of the industry’s efforts to complete the work and will express his gratitude at future meetings. We pointed out the contractors strive to meet their contractual obligations; 2022 was a dry year; and VDOT awarded contracts early and the industry was incredibly grateful to start work early. 

Before covering the main agenda points, we discussed the current advertise/let status for 2023 schedules. Here are a few points: 

• VDOT is prioritizing the day work plant mix contracts in the advertisement schedule to get them executed earlier than the contracts that require night work.  The goal being to provide opportunities for the industry to work earlier in the season if the weather is favorable. 
• VDOT is executing projects on a one-by-one basis and not holding contracts until there is a group. This may reduce the execution date by a few days over previous years. 
• VDOT asked that we remind our members to have their paperwork ready to submit if they are low bidder (or second in a lower bid is conditional). This allows VDOT to execute faster. In 2022 several contractors conditioned their bid or VDOT went to the second low-bid to execute contracts.  

The meeting covered ways to complete schedules on time and deal with worker shortages.  

Consider an 18-Month Paving Window from VDOT Let/Bid Date: While there is concern, VDOT is open to considering an 18-month paving window for certain routes. This may initially start with pilot projects in the districts on lower volume roadways (i.e., low-volume primary and or secondary routes). As discussed in the meeting, this would allow contractors to work when the temperature specifications are met over a longer time. This would allow contractors to retain employees longer into the winter and bring back workers sooner. It would aid in spreading out the marking work by starting sooner in the Spring months. Companies must complete the work by the contract completion date. Unless awarded late in the Spring/Summer, Interstates and other high-volume routes would be completed in the calendar year (i.e., mid-November or sooner). VDOT HAS NOT COMMITTED to this recommendation, but they are considering it. 

Allowance of Paving on Low-Volume Routes Around VDOT Designated Holidays - VDOT is open to allowing paving on low-volume routes around holidays; however, the contractor must communicate the desire to pave a route to the ACE. The ACE, and not Traffic Engineering, has the final decision-making authority as the responsible charge on a contract. If the ACE denies the request and the contractor wants to escalate, then they should approach the DCE and if necessary, District Engineer. VDOT is stressing their field personnel to work with the contractor to allow paving where the risk is low. We recommend you start this conversation at the Pre-Construction meeting and then follow-up as your work progresses. If the work is denied, then ask for a written reason. There may be other factors the contractor is not aware of. 

• Extension of Daily Paving Windows on Routes - Work with the ACE to evaluate and determine if extended or different work hours are applicable to certain routes. 

Multiple-Year Maintenance Contracts Similar to the Culpeper Pilot Project Concept - Like the 18-month window, the Multiple-Year maintenance contracts may help address workforce issues for VDOT and industry. These are contracts where the routine maintenance (i.e., ditching, pipe replacement, signs, guardrail, tree trimming, etc.) prior to paving would be completed or oversaw by the contractor; once the routine maintenance is completed then paving can begin. Some of the routine maintenance could be done during the non-paving months. The work could be done by the contractor’s forces or subcontractors. These contracts may provide opportunities to include SWaM and DBE contractors. With limited VDOT staff in the residencies and area headquarters, their personnel can be focused on other mission critical duties and not trying to oversee or perform the routine maintenance prior to overlay. 

• VDOT Performance of Pavement Markings on Designated Routes & VDOT Management of Pavement Marking Contracts - An expansion of the paving window on selected routes will aid in relieving the pressure; no further discussion was had. 
• Expand Time between Temporary Marking and Permanent Marking to Allow for Project Grouping and Improved Efficiencies for Marking Companies - allow grouping of routes for pavement marking companies. The recommendation was to allow the time between temporary and final marking to be extended to 90 days. For this to occur, the temporary marking spec would need to be modified to increase MIL thickness and provide longer visibility. The safety of the traveling public could not be jeopardized. This point was discussed; no additional action yet. Industry will propose changes to the temporary and permanent marking specifications for VDOT’s consideration. 
• Adjust the current advertising and letting approach to provide NTP for projects by February 15.
• Set the Completion Date for Plant Mix to December 31 and Slurry/Latex Schedules to October 31, when NTP is March 1 or sooner - These were recommendations to relook at the advertisement and let process to maximize the paving time in a calendar year. This would require analysis and an overhaul of the current approach. The group agreed moving certain routes to an 18-month paving window would address the concerns in #8 and #9. 

As mentioned earlier, VDOT had several additional items we discussed.    

Rubber Modified Asphalt: Materials Division is finalizing a specification using the wet method and will be provided to industry soon. The wet method requires mixing ground tire rubber at the asphalt terminal or at the contractor's plant. The use of GTR (Ground Tire Rubber) would not be mandated but allowed at the contractor's option in lieu of polymer modified mixes. The concerns are not with the performance of the mixes, but the performance of the wet method. We do not have terminals equipped to do the wet method. Likewise, we do not have the mixing plants in Virginia. The last project used a plant out of the northeast. For a plant to be set on site, it must have enough tons of mix to be economical. Industry prefers the dry method of GTR. Many plants have fiber feeders and projects have been performed successfully. VDOT stated they are not comfortable with the dry method yet due to a lack of performance data. All agreed using GTR would not solve Virginia’s used tire surplus, only make a dent in it. 

• BMD: VDOT will be awarding approximately 330,000 tons of BMD for paving in 2023 across all 9 districts. 
• Quality: Reiterated the need to construct straight longitudinal joints; smooth bridge tie-ins; and modifications of existing specifications to clarify when remove and replace will be required based on lab or field test results. 
• Funding: VDOT reaffirmed the 163 contracts and $530M in contract values for 2023. 
• 2023 Meetings: VDOT desires to attend as many meetings as possible. VAA and VTCA have provided meeting dates for 2023 where VDOT attendance is requested. Bart expressed the desire to have more informal meetings with contractors. 

Lastly, we had a brief roundtable. Two points were discussed – how to improve work zone safety and 2023 legislation. It does not appear there will be legislation to mandate GRT into asphalt.  

A special thanks to Trenton Clark, VAA for drafting the notes from the meeting.