Presentation on theme: "Federal Fund Exchange Training. What is the Federal Fund Exchange? This is a voluntary program in which a Local Public Agency can trade its federal obligation."— Presentation transcript:
Federal Fund Exchange Training
What is the Federal Fund Exchange? This is a voluntary program in which a Local Public Agency can trade its federal obligation authority with KDOT or another local agency in exchange for state funds. State funds are paid on a reimbursement basis as the LPA incurs costs.
What Are the Benefits of the Fund Exchange? Eliminates costly and time-consuming requirements of federal-aid projects. – Reduced environmental documentation – Plans development to meet local needs – Inspection to meet local needs – Avoid many restrictive federal provisions – Buy America – Davis-Bacon – DBE – Pipe Policy
What Are the Benefits of the Fund Exchange? More flexibility in selection of projects – Projects can be on non-federal aid routes – Bridges don’t have to meet eligibility requirements – Much wider range of scopes allowed
“Transportation Project” Road construction, reconstruction, rehabilitation Pavement preservation (overlay, mill/overlay, chip/seal, pvt. patching, crack sealing) Purchase of aggregate used exclusively on a specific section of road Safety improvement (signing, pvt. marking, roadside obstacles, intersection, etc.)
“Transportation Project” Erosion protection in ditches or around drainage structures. Const. of sidewalks, ADA ramps, pedestrian signals. Construction of trails. Curb & Gutter repair or replacement. Storm sewer repairs.
Allowable Use of State Funds All phases of project are eligible. LPA determines procedures, criteria and standards. – Must meet applicable laws, regulations, accepted engineering practices. LPA may “stockpile” funds for up to 3 years.
FHWAKDOTCity/County Federal funds are made available to KDOT through FHWA. KDOT shares a portion of federal funds with cities and counties. LPA develops project. KDOT lets/administers project with federal/local funds Current Fed.-Aid Process
How the Fund Exchange Works FHWAKDOTCity/County Federal funds are made available to KDOT through FHWA. KDOT shares a portion of federal funds with cities and counties. LPA requests KDOT exchange funds. KDOT agrees to provide LPA $0.90 state funds per $1.00 fed.
How the Fund Exchange Works KDOTCity/County KDOT reimburses LPA up to maximum amount of total exchange. LPA lets/administers project(s) themselves and pays contractor/suppliers. LPA submits request for reimbursement to KDOT along with appropriate documentation of expenditure.
Fed. Funds Available for Exchange 5-Year Plan funds (STP and BR) – Counties: $34 million (FFY 2010) – Cities: $13 million (FFY 2010) Minus Federal-Aid Local Bridge Program. – Approx. $8 million annually. Minus Local Bridge Inspection Compliance Effort. – Approx. $5 million annually. – Through 2014.
Implementation Plan Fall 2010 – Federal Fiscal Year All counties Cities over 5,000 not in metro area. Details – Federal funding uncertainty. – Current fund balances – counties. – Fund distribution to cities. – Ongoing project commitments.
“5-Year Plan Letter” No longer 5-year plan update Letter will: – Tell you how many fed $ available for year – Give you option of either programming fed-aid project or requesting exchange. – Provide deadline for informing us of decision.
What do I need to do to exchange my federal funds?
Understand the Rules
County Name or City Name
Amount City/County wants to exchange
Agency Contact and contact information
Must be signed by authorized representative for agency, not a consultant
Must be dated
List of Projects 2 per page, attach as many sheets as needed
1 st Project
Brief description of project location
Describe the Scope of the work to be done
Estimated construction start date.
Estimated costs for only those cost for which you will request reimbursement
Design cost estimates
Right of Way cost estimates
Utility adjustment cost estimates
Construction cost estimates
Inspection cost estimates
Total Estimated Costs
Request is submitted to KDOT, now what?
KDOT reviews request, determines if projects meet program requirements
County Name City Name
Date of Request
Description of work and location
Project name as decided by LPA
Same agreement number as in agreement
Name of Firm or Supplier
Firm/Supplier Invoice Number
Brief description of services/materials
Amount requested to be reimbursed
KDOT requests amounts to be at least $1,000 per request
Invoices must be attached in order to process payments
Must be signed by authorized representative for agency, not a consultant
Statutes, Regulations & Engineering Practices
When do I need to hire an engineer? “A Study of the Duties of a County Engineer in the State of Kansas” By: Thomas Mulinazzi, KU Chaitanya Gampa, KU Eugene Russell, KSU
Work Requiring Engineer Establishing design standards Roadway and crossroad culvert design Bridge (structural) design Sizing crossroad culverts and bridges Determining needed repairs on bridges & culverts Bridge inspection & load rating Drainage and flooding studies Computing drainage areas and runoff rates
Work Requiring Engineer Prepare state & federal permit applications Prepare construction specifications Construction Inspection Traffic control/signage design and review
Work That Does Not Require Engineer Project cost estimates Right of way acquisition Utility relocations Advertisement and contract administration Manage project for LPA Maintenance type projects
Work That Does Not Require Engineer Pavement preservation w/o geometric, safety, drainage or other changes – Overlay, mill/overlay – Chip and seal – Pavement patching – Crack sealing – Placement of aggregate Replace deteriorated curb & gutter Storm sewer repair to restore function Installation of erosion protection measures in ditch or at drainage structure outlet
K.S.A Estimates, plans and specifications for bridges and culverts; employment of engineer. Whenever the board of county commissioners... Deem it necessary to repair any county bridge or culvert it shall... direct the county engineer to prepare complete plans for the same,... Provided, that the board may employ an engineer to act in conjunction with the county engineer in preparing plans, specifications, estimates, and in superintending the construction of any bridge or culvert work: Provided, however, That no engineer shall be employed by the board to furnish or to prepare plans, specifications or estimates for any county or township bridge or culvert work, or to supervise the construction of any such work, who is in the employ of or represents any bridge company, bridge firm, or bridge contractor...
Design Criteria General Road Design – AASHTO, NACE, APWA – Depends on scope of work Bridge Design – AASHTO
Bridges NBI – All bridges on public roads must be inspected. – New or altered bridge must be on inventory in 180 days. K.S.A – KDOT review and approve plans for bridges over $200,000
K.S.A Approval of plans by county engineer or state engineer. All plans for the construction or repair of highway bridges and culverts, the estimated cost of which does not exceed the sum of $200,000, shall be submitted to the county engineer for approval. If the estimated cost thereof exceeds the sum of $200,000, such plans and estimates, before final adoption, shall be submitted to the state transportation engineer for approval...
Surveying Minimum Standards for the Practice of Land Surveying (K.A.R ) Statutes regarding survey practices and protection of cornerstones and monuments
Environmental - Permits NEPA documentation not required Permits may be needed – Division of Water Resources – Corps of Engineers – NPDES – Others?
Right of Way Acquisition Uniform Relocation Assistance and Real Property Acquisition Act K.S.A. Chapter 26
Contracts Method of contracting shall meet appropriate Kansas statutory requirements and procedures. Work with your attorney or counselor.