local public agency projects manual...
TRANSCRIPT
Local Public Agency Projects Manual Training
Welcome ►Venue ►Turn off cell phones/PDAs ►In case of fire ►Bathrooms ►Breaks and lunch ►Planned schedule
Introduction ►What topics or issues would you like
to learn more about in terms of how local government projects are administered?
Introduction
Introduction
Manual Focus ►Focus: Federal Aid Highway Program
(FAHP) funded projects – Provides references to Transportation
Enhancement, HSIP, SRTS projects and redirects users to programs for specific information
– Touches on FTA, FAA, and state funds used for LPA projects
Purpose of Training
►Define participant roles ►Understand federal requirements ►How to best use the manual to guide
development of FAHP funded LPA projects
►Provide contacts and resources to administer the projects
What the Manual DOES…. ►Provides a foundational understanding of
federal process ►Explains how to start the process ►Identifies funding sources—and how to
get reimbursed ►Identifies general timelines and
milestones ►Discusses the three types of project
administration and how to work with ADOT
►Provides links to needed contacts and resources
Managing Expectations ►Manual isn’t a cookbook: doesn’t
provide specific how-to instructions or timelines for individual projects
►Doesn’t include copies of all required forms and checklists—gives links to these resources, instead
►Manual is a “living” document that will be available online to allow for continuous updates
►Will be available on ADOT Website
Key Concepts to Know ►Authorization
– “Permission slip” (Form AZPR2X) – Separate authorizations are required for
design, ROW, construction – CAUTION: the TRACS number is not the
federal authorization number ►Obligation
– Federal promise to pay—with an “expiration date”
– Spend old money first
Key Concepts to Know ► AZPR2X
Key Concepts to Know ►Reimbursement program
– LPA must have capacity to fund the project
– Reimbursement takes place after funds have been expended
– Reimbursable expenses vary by project but key categories include design, right-of-way, construction
– LPA time spent to manage a specific project is not reimbursable
Types of Project Administration ►Three types:
– ADOT administration: ADOT manages the project
– Self-Administration: LPA is authorized to manage one or more activities of a specific project
– Certification Acceptance: LPA is authorized to manage all aspects of LPA projects
Delegation of Authority
ADOT Administration
ADOT Administration (Chapter 2) ►ADOT administers the project ►LPAs provide active participation ►ADOT selects consultants/awards
contractors ►ADOT manages design/development ►Construction Administration fees
– Rule of thumb for what you get for the money:
• Contingency (5%) • Construction administration (15%)
ADOT Administration (Chapter 2)
►Initiating the project – LPA sends letter to LGS section manager
• Project information (see Chapter 2 resources for example)
• Request TRACS and federal-aid numbers ►IGA
– ADOT PM initiates based on information provided by LPA
– Must be in place before funds are authorized and obligated
ADOT Administration Indemnification Clause
Self-Administration (Chapter 3)
Self-Administration (Chapter 3) ►LPA administers eligible activities for a
specific project ►Eligible activities
– Development/design – ROW – Construction
Self-Administration (Chapter 3) ►Application process
– Applications accepted annually by July 30 – Application fee – under evaluation
►IGA – ADOT PM initiates based on information
provided by LPA – Must be in place before funds are
authorized and obligated
Self-Administration (Chapter 3)
Certification Acceptance (Chapter 4)
Certified Agency (Chapter 4) ►LPA is a “mini-ADOT” qualified to
administer its own LPA projects as defined in a stewardship agreement
►Eligible activities – Development/design – Environmental* – ROW* – Construction
*limited authority
Certification Acceptance (Chapter 4)
►Application process – Applications accepted annually by
October 31 – One-time non-reimbursable application
fee – $20,000 ►Stewardship Agreement (Broader than
an IGA)
Administration Considerations ►Capacity – staff, financial, record
keeping, CRO/EEO, procedural manuals, etc.
►Commitment ►Federal-aid Highway Program
experience
Administration Pros and Cons
Administration Nuts and Bolts ►Contract Administration
– Consultant Selection • Brooks Act
– Qualification based selection and its not low bid – No price component
– Buy America provisions – Specifications
• materials approvals, sole source not allowed (prior approval), warrantees,
• Wage determinations, including subcontractors, SWPPP, environmental mitigation requirements, employee interviews, (FHWA 1273 - pink)
Administration Nuts and Bolts ►Construction Administration
– Contractor selection
• Low Responsive Bid – Source documentations – not weekly minutes; diary
(ADOT Construction Manual) • Interactive discussion on source documentation
– Poster bulletin board – placement and content, compliance with regulations
– Record keeping – daily diary; as-built plans, field changes, Non-FA time and costs; list of non-FA eligible actions and items; approval and escalation process , material certification
Break time ►15 minutes
Project Life Cycle (Chapters 6-14)
Planning and Programming (Chapter 6)
►Planning – Long-term planning horizon (visioning,
LRTP) – Short-term planning horizons (TIP, STIP,
Five Year Facilities Construction Program ) ►Programming: committing funds
– Be sure to account for match requirements, etc. when evaluating financial capability
Scoping ►Scoping during
planning/programming – Fatal flaws – Project defined well enough to develop
realistic project and budget ►Scoping during project development
– Refine scope through: • Environmental overviews • Project assessment • Design Concept Report
Initiating the Project with ADOT ►Send a letter to ADOT ►Sample letter in Chapter 2
(Attachment 2-1)
Initiating the Project with ADOT
Request federal-aid authorization
Cost estimate Amount of federal aid requested
Request TRACS number Project description Year project listed in the TIP Contact information for person in responsible charge
Development/Design ►IGA
►Authorization ►Consultant selection ►Clearances
Development/Design
Development/Design
Development/Design ►Overall project timeline 18-24 months
– Design submittal requirements by stage – Active engagement in design
• Monitoring IGA activities to facilitate timeliness
• Make timely decisions • Provided needed information in a timely
manner (e.g. traffic counts) • Process monthly invoices for reimbursement
Consultant Selection Responsibility ►Select consultant only after receiving
federal authorization ►How do I select a consultant?
1. Use ADOT-assigned consultant from ADOT Statewide and Local Government on-call
2. Hire a consultant through LPA procedures pre-approved by ADOT (SA and CA only)
3. Pay for a consultant using LPA funds only (no federal aid)
► Avoiding conflict of interest (Brooks Act)
Major Development/Design Activities ►Predesign conference ►Refine scoping (PA, DCR, EO, etc.) ►Secure needed clearances (by Stage II):
– Environmental – ROW – Utility/RR – Materials memo (if needed)
►Refine design – 60% (consult C&S) – 95% (consult C&S) – PS&E plan stages (C&S provides specs)
Advertisement for Bid ►Before Advertisement
– All clearances must be issued – PS&E package must be approved by C&S – Secure federal-aid authorization for
construction phase – Executed IGA (reflects determination of
construction administration—ADOT, SA, CA) – Provide matching funds to ADOT
►Consultant selection to administer construction contract (if desired)
►Advertisement, bid, and award – Timeframe
Construction ►Preconstruction meeting
– establish escalation process – Submittal requirements (i.e. traffic plan,
OJT, etc. ►Major construction activities:
– Develop schedule – Materials testing – Inspection procedures – Change Orders – Civil rights compliance (throughout) – Recordkeeping
Final Acceptance ►Field Report Section audit ►Final contractor payment (discuss time
frames) ►Final walk-through ►Final cost settlement and
reimbursement
Civil Rights Compliance ►Civil rights compliance is required
throughout all phases of project development
►Title VI: Nondiscrimination – Title VI Program Plans
• Implementation • Recordkeeping • Compliance reviews
– Limited English Proficiency – Environmental Justice
Civil Rights Compliance ►Equal Employment Opportunity
– Consultant requirements – Contractor requirements
• On-the-job Training (OJT) • Recordkeeping and reporting
►Americans with Disabilities Act ►Disadvantaged Business Enterprises
– Sub-Recipient DBE Program Compliance Statement
– Recordkeeping and reporting
Civil Rights Compliance ►Davis-Bacon Act
– Wage determinations – Use of Online DBE contract and Labor
Compliance Certified Payroll System ►Indian Preference in Employment
Key Financial Considerations ►Think ahead. Financial management
starts during the planning/ programming phase
►Understand the federal requirements for your project
►Federal aid is specific to the project, not the LPA
Key Financial Considerations ►Financial capability
– Ability to meet up-front costs • Local match • Application/review fees • Unexpected expenses
– Ability to fund forward until reimbursements are made
– Accounting controls to manage federal-aid funds
Reimbursement ►How do I get my money back and when? ►Obligating and deobligating federal funds ►Keeping your project active ►Project close-out ►Record-keep, record-keep, record-keep!!
►AZPR2X
Case Study: Arizonium Main Street Widening Project
► Town of Arizonium- Main Street Widening Project ► Arizonium - ADOT Local Government Project ► LPA Project Description: TRACS: SZ9i901C; FA STP 4(A) XXX ► ► The Town of Arizonium, Woodland County, proposes the Main Street Improvement Project to widen Main Street from 4th
Avenue (on the west) to 4th Street (on the east), a distance of one mile, from three lanes (two travel lanes and center turn lane, metered parking on south side) to five lanes (four travel lanes and center turn lane) a 4-wide foot bicycle lane in each direction, new curb, gutters and 6 foot wide sidewalks. The project will also widen the existing the Main Street bridge over the Little Roaring Wash, including the relocation of the 1912 historic monument at the west abutment and minor modifications to the Wild West Park to accommodate the widening project. Bus turn-outs and covered bus stop seating are planned at 4 locations along Main Street. A 24 feet strip taking will be required along the entire north side of Main Street.
► The project is located in the Town’s commercial district and adjacent to the Woodland Historic District (2nd street to 4th street on the north side of Main Street). Existing metered on-street parking on the south side of Main Street, from 2nd Avenue to 2nd Street, will be removed and parking relocated to a new municipal parking lot (part of project) at the rear of the Just Great Mall between 1st Street and 2nd Street. The Woodland Indian Reservation boundary abuts the rear property line of the Just Great Mall.
► Other project features include a new railroad crossing approach and controls at 1st Street, new overhead street lights, undergrounding of existing electric and telephone lines, new directional and street signs and street furniture. The pedestrian facilities will be ADA compliant.
► In 2008, a water main break created a sink hole at the south side of the 2nd Avenue intersection. A temporary repair was made and a permanent repair will be made with this project.
► The Town council has approved the project and has authorized Town funding for $250,000 to match Federal STP funds and a Transportation Enhancement grant. A special Town 5-yearassessment district has been established to raise local funds. The local STP match is planned as 5.7%.
► TRAINING EXERCISE ► What processes should the LPA follow to secure federal funding, design the project, meet federal requirements, construct
the project and complete final steps for reimbursement?
Case Study: Arizonium Main Street Widening Project
Open Discussion and Questions
Evaluation ►We would appreciate your feedback on
today’s training – Please take 5 minutes to check the boxes
on the evaluation form and provide comment as appropriate
►Thank you for your participation