Presentation on theme: "LPA Basic Project Development Training"— Presentation transcript:
1 LPA Basic Project Development Training Britni SaundersLPA Training, Policy & Guidance, INDOTMarch 27, 2014
2 Getting Started- Federal Aid The local federal aid program is a mechanism whereby the Federal-Aid Highway Program provides financial assistance for the construction, maintenance, and operations of the Nation's local highway network.
3 Getting Started- Federal Aid LPAs own and operate about 75 percent, or roughly 2.9 million miles, of the Nation's highway network.LPAs build and maintain this network using a variety of funding sources, including the Federal-aid Highway Program.A significant amount of the Nation’s highway network is owned and operated by local public agencies.
4 Getting Started- Federal Aid Stewardship – exercising sound judgment and good decision-making while managing Federal funds.Oversight – ensuring that highway projects approved for Federal funding are consistent with applicable laws, regulations, and policies.These are two terms you will hear repeatedly throughout the LPA Program, both today and as you go forward into the LPA program.
5 Getting Started- Federal Aid Watch video:“Stewardship & Oversight”Stewardship & Oversight video- please review to know how to discuss. This video is about 8 ½ minutes. Right now, this slide and the next show links to access the videos. On the final version, it will be a video that you will simply be able to press play on. See next slide.
6 Getting Started- Federal Aid FHWA is still responsible for ensuring compliance with Federal requirements in the delivery of the Federal Aid program.State DOTs act on behalf of the FHWA and take on responsibilities such as:Project developmentAdminister construction and inspectionAs we heard in the video, While duties have been assigned to the State DOTs,Even though the State DOT is involved in the day-to-day activities, the FHWA is still responsible to Congress and the public for ensuring compliance
7 Getting Started- Federal Aid Stewardship/Oversight Agreement – a formal written agreement between the FHWA and the State DOT with regard to the use of Federal-aid dollars. The State DOT is expected to exercise and make judgments similar to the FHWA.Stewardship involves the activities to deliver the Federal-aid program such as leadership, technology deployment, technical assistance, problem-solving, program administration, and oversight.FHWA Division Office and the State DOT are jointly responsible for how the Federal-aid program is developed and implemented.
8 OversightOversight Responsibilities – exercise judgments similar to FHWA based on Federal laws, regulations, and policies.Transportation planning activitiesAssessing environmental impactsProject design requirementsCivil rights protectionsPurchasing right-of-wayAdministering construction projectsMaintenance activitiesState DOTs are responsible to exercise judgments… in all aspects of the project
9 OversightState DOTs are accountable to FHWA to ensure all project elements comply with federal law & regulations.
10 FundingState DOTs ensure that local projects utilizing federal funds made available by the state are appropriately used in a timely manner and in compliance with all federal and state regulations.
11 Getting Started- Federal Aid Watch video:“Funding: Funding Basics & Eligibility”Funding: Funding Basics & Eligibility: please watch video to know how to discuss. This video is about 7 minutes.
12 FundingTwo important characteristics of Federal–aid are that it is both:Reimbursable ProgramMatching Program
13 Funding Reimbursable Program FHWA pays the actual expenses incurred on a progress payment basis.Money is not provided in advance.A State DOT or LPA must initially finance the project.
14 Funding Matching Program Federal funds are matched with State or local resources to cover the total project cost.Federal funds typically cover 80% of the project’s eligible cost.The remaining 20% is provided (or matched) by the State or local agency funding.
15 FundingBy accepting federal funding, Local Public Agencies accept their responsibility for ensuring each local federal aid project complies with all federal laws and regulations.Failure to comply puts the LPA at risk of being required to refund a portion or all of the federal funds expended on the project.
16 Getting Started: Guidance Document Travis KohlLocal Project Manager, Crawfordsville, INDOT**Travis: You have 10 minutes for your section. If you would like to modify or add information, please send me any amendments.
17 Getting Started- Guidance Document What is it?INDOT’s guidance manual for local federal aid projects; aids in completion & understandingProvides linkable resources to material throughout the documentMost links have needed to be updated due to IT changes, will be resolved in next update due shortly
18 Getting Started- Guidance Document What is it?Provides information to help all parties involvedEnsures full understanding of the requirements of a federal aid projectEnsures accurate understanding and complianceADVICE: Look it up before calling Contact District Offices or
19 Getting Started- Guidance Document Where is it?Last version posted on INDOT’s website in August 2013Document posted on website at:Document formatting is being revised and information left out of August 2013 version is being addedIn the future, documents will be reposted to INDOT site when changes are madeMost changes will come from an upcoming April meeting, should be able to post shortly afterKnowledge of revisions will come through GovDelivery
20 Getting Started: Other Tools & Resources Joe SheedyLocal Project Manager, Greenfield, INDOT**Presenter: you have 15 minutes for this section.
21 Other Tools & Resources FHWA websiteWhat is it?The Federal Highway Administration (FHWA) provides stewardship over the construction, maintenance and preservation of the Nation’s highways, bridges and tunnels. FHWA also conducts research and provides technical assistance to state and local agencies in an effort to improve safety, mobility, and livability, and to encourage innovationWhere is it?Visit it at:Please decide how you would like to facilitate this slide. Go to the website? Look around?
23 Other Tools & Resources Federal Aid Essentials LibraryVisit it at:
24 Other Tools & Resources Federal Aid Essentials LibraryFederal Aid OverviewFinanceEnvironmentRight of WayCivil RightsProject developmentProject Construction and Contract Administration
25 Other Tools & Resources GovDeliveryWhat is it?The world's leading free subscription management system designed specifically for the public sector. It empowers organizations to provide citizens with better service and access to relevant information by proactively delivering new information through and wireless alerts. New communication system for INDOT LPABenefitsConsistency with majority of state government communication systemsIf you want me to present this section, I can. I didn’t know if you would know enough about it. Just let me know.
26 Roles & Responsibilities Jennifer BeckLocal Project Manager, Indianapolis, INDOT**Presenter: You have 20 minutes for this section.
28 Federal Highway Administration (FHWA) Responsible for ensuring adequate and proper delivery of federal-aid projects.This responsibility is delegated to the State through legislation.FHWA has the final say with regards to financial participation.
29 Indiana Department of Transportation (INDOT) Responsible for…Providing technical assistance to the LPAEnsuring all project elements comply with FHWA regulationsEnsuring federal funds are appropriately utilized for local projects in a timely mannerMaintaining the Statewide Transportation Improvement Program (STIP)INDOT Reviews all design documents, so if questions come up prior to a submission please contact the PM and we can get the information.
30 INDOT Roles*Please reference the attached contact sheet to see who fills these rolls for your district.Project ManagerProgram DirectorReal Estate ManagerUtilities ManagerRailroad ManagerEnvironmental ManagerProject Manager – Design Submissions / QuestionsProgram Director – Anything else, including RFP, Contract and Funding QuestionsReal Estate – R/W Certifications (Proof of Ownership)Utilities – Utility Certification / Work PlansRailroad – Railroad AgreementsEnvironmental – Environmental Document (NEPA) – Depending on level of this document, it may go for higher review
31 Metropolitan Planning Organization (MPO) Responsible for transportation planning in their Urbanized Areas.An MPO has multiple boundaries.Urbanized AreasMetropolitan Planning Area (MPA)Includes area anticipated to be urbanized in the next 20 years.MPO’s boundaries are determined based on population density taken from the Census.Example MPA - Indianapolis
32 MPOResponsible for maintaining the Transportation Improvement Program (TIP)This is a 4 year planning document specific to an MPOThe TIP shows projects in that period with all funded phases in the year and amount of funds those will be obligatedTIP Phases are Preliminary Engineering (PE), Right of Way (ROW) and Construction (CN)Project must be included in the TIP/STIP before funding can obligated.
33 Local Public Agency (LPA) Responsible for..Timely Project DeliveryFinancial ManagementFollowing State and Federal guidelinesMust have a certified Employee in Responsible Charge (ERC) before applying for federal-aid funds for a project.Point of Contact for LPA, acts as a Project ManagerMust have attended required training sessions
34 ERC A few key responsibilities of an ERC.. Submit electronic project applicationEnsures the INDOT-LPA Contract is executedSubmits Requests for Proposals (RFPs) for consultant selection to INDOTAttends Quarterly Tracking MeetingsSubmits Quarterly Reports prior to Tracking MeetingSubmits Invoice-Voucher forms for federal reimbursement
35 Consultant Responsible for.. Abiding by the LPA-Consultant Contract.Keeping the ERC informed on the project status.Consulting Firm must be on INDOT’s Pre-Qualified Consultant list.Consultant must have a Certified Project Manager prior to working on an active project.Provide information for the quarterly reports and attend tracking meetingsConsultant reports to the LPA (ERC).Design Work (Project Scope)Environmental DocumentRight of Way ServicesUtility ReloPermits
36 Project Development Process (PDP) Mike WinkLocal Project Engineer, Crawfordsville, INDOT20 minutes for this section. You are set up to show 1 video. It is roughly 6 minutes long.
37 Project Development Process What does it look like step by step?Watch video:“Project Delivery: A Process from Cradle to Grave”
38 The PDP- The INDOT Way Step 1: Define your project Location Scope of workTotal cost (Design + ROW + Utility/Railroad + Construction + Construction Inspection)
39 The PDP- The INDOT Way Step 2: Apply for federal funding Periodic “Call for Projects” aka “Notice of Funding Availability”Announcement on LPA websiteDistrict personnel will notify LPAsStep 3: Receive notice of funding awardRejoice/celebratePause and think of what you’ve gotten yourself into
40 The PDP- The INDOT WayStep 4: Schedule the Early Coordination meeting with your districtStep 5: Select a consultantFollow the correct process to ensure eligibility for federal fundingNegotiate the design services contractDo not begin work until after receiving a Notice-to-Proceed from the district
41 The PDP- The INDOT Way Step 6: Design Submittals Stage 1 – 30% Complete plansOnly required if design exceptions are being requested or if LPA requiresPreliminary Field CheckAlways requiredStage 2 – 60% Complete plansOnly if required by LPAStage 3 – 90% Complete plansAlways required for review by INDOTFinal Tracings
42 The PDP – The INDOT Way Step 6A: NEPA Document Step 6B: Right-Of-Way Prepared simultaneously with designCan be a lengthy processPublic hearing may be requiredStep 6B: Right-Of-WayAcquisition process cannot start prior to NEPA approvalCan be a big delay to the project
43 The PDP – The INDOT Way Step 6C: Utility Coordination A responsibility of the LPA and the consultantFailure to do in a timely manner can delay your projectReimbursable/Non-reimbursableStep 6D: Railroad CoordinationDistrict responsibility with cooperation/assistance of the LPA and the consultant
44 The PDP- The INDOT Way Step 7: Final Tracings Step 8: Contract Letting All of the documents required to get the project to a contract lettingStep 8: Contract LettingThe project goes through the INDOT letting process
45 The PDP – The INDOT Way Step 9: Construction Step 10: Project Closeout The LPA is billed for their match before work beginsBeware of change ordersStep 10: Project CloseoutThe work isn’t done until all of the paperwork is done
46 Being an ERC: Your First Steps AJ WortkoetterLocal Project Engineer, Greenfield, INDOT**Presenter: you have 25 minutes here.
47 Your First Steps ITAP What is it? If you would like to plug in some info from your presentation at Road School, feel free! Please make sure you send me any changes.
48 Your First Steps Call for Projects Process What is it? If you would like to plug in some info from your presentation at Road School, feel free! Please make sure you send me any changes.
49 Being an ERC: Your First Steps: Consultant Selection Susie KempDistrict Local Program Director, Crawfordsville, INDOT**Presenter: You have 25 minutes here. Please include any additional slides you would like. Mike Wink’s Road School presentation has some really great information already created if you would like to use any of it. Let me know, I can send them over to you.
50 Consultant Selection What are your options? Selecting a consultant from INDOT’s prequalified list. (non reimbursable)Create and advertise a Request For Proposal or RFP. (reimbursable)The LPA can pay for any phase or phases with 100% local funds. But all professional services leading to federally funded construction must be performed by INDOT prequalified consultants that have been approved by the INDOT as having the same technical qualifications specified for consultants.If consultant services are to be funded with federal-aid, the LPA must:Create and advertise a Request for Proposals (RFP) on INDOT’s Web siteEvaluate and rank consulting firms using the score sheet that was advertised in the RFP.
51 FROM GOOD TO GREATSelection is more than just picking or scoring a consultant.Key Player in the success of a projectTimelines and FundingUnderstanding what the LPA wantsFollowing FHWA requirementsAll prequalified consultants have the capability to perform the needs listed in the LOI’s that they have submitted in response to the RFP’s. But that does not necessarily mean they are the best consultant for your project.Keep in mind that your consultant will be working for you and you want the best person for that position.Coordinate the timeline and funds that you have for your project with the consultant during your negotiation for your contract to make sure that consultant can fulfill your needs.Discussion about what is really expected from the consultant should start early on.Is the consultant familiar with the FHWA requirements? This could mean the difference between, the LPA paying 100% and being eligible for federal reimbursement.
52 Local Project Manager, Crawfordsville/Greenfield, INDOT Top 10 Keys to SuccessMarcy JeffersLocal Project Manager, Crawfordsville/Greenfield, INDOT**Presenter: You have 10 minutes for this section.
53 Top 10 Keys to Success Be involved & available… own the project Know your resources.Ask questions.Understand the ‘Critical Flaws’ of the project process.Meet Schedule dates
54 Top 10 Keys to SuccessWait for NTP (Notice to Proceed) before starting a phaseTrack funding!Be aware of Environmental & UtilitiesStart ROW buying after EnvironmentalLPA Match is available at CN Phase