1. Local Agency Bridge (LABP) Program Overview Informational Presentation – January 7, 2011 Carol Olsen, ODOT LGS Bridge Program Manager - 503-986-3327 Local Government Section

2. Local Agency Bridge Program Presentation January 7, 2011 2 Discussion Topics Local Agency Bridge Program (LABP) Overview Funding Eligibility Considerations Application Process Selection Process Program Timeline Post Award Process Contractual Requirements Q&A

3. Local Agency Bridge Program - LABP Primary policy objective for the LABP Program is to replace or rehabilitate structurally deficient and functionally obsolete bridges utilizing Federal Highway Bridge $$$ Projects are selected every two years by the Local Agency Bridge Selection Committee (LABSC). The program budget is about $14 million per biennium. Funding varies each fiscal year. Program is managed by ODOT Bridge Section and ODOT Local Government Section in Salem.

4. LABP – Funding Categories The program deals with three funding categories of bridges based on roadway functional class and size of the bridge: Big Bridges Small Bridges - On-System Small Bridges - Off-System Frequently used terms: Big Bridges - Local agency bridges with existing areas of 30,000 SF or greater Small Bridges - Local agency bridges with existing areas of less than 30,000 SF Off-System bridges – on local streets ( based on federal functional classification) On-System bridges – on collectors and above ( based on federal functional classification) Sufficiency rating – numerical rating of bridge based on structural adequacy, public safety, serviceability and functional obsolescence.

5. LABP – Eligibility Requirements General. Deficient highway bridges on all public roads may be eligible for replacement or rehabilitation. Types of projects which are eligible. The following types of work are eligible for participation in the Federal Highway Bridge Replacement and Rehabilitation Program Replacement. Total replacement of a structurally deficient or functionally obsolete bridge with a sufficiency rating of less than 50. The replacement structure must meet the current geometric, construction and structural standards. Rehabilitation. The project requirements necessary to perform the major work required to restore the structural integrity of a bridge as well as work necessary to correct major safety defects are eligible. Sufficiency rating of less than 80 is required. One example would be a bridge with scour issues Ineligible work. The costs of road work associated with the bridge repair is not eligible under the bridge program, unless they are minor approaches to the bridge. Approach work is permitted for Off-System bridges.

6. LABP - Application Process Letters are sent out to Local Agencies informing them which of their bridges are eligible and that ODOT is now accepting applications. The notice includes the following information: Timeframe funding will be available. The deadline for application submittals. A list of the bridges in each agency eligible for LABP funding. Bridge cost estimating spreadsheet Application forms Copy of policy statement which includes information regarding the Technical Ranking System Contact information for questions and inquiries as to why a particular bridge was not on the eligible list

7. LABP – Selection Guidelines Technical Ranking System is used by the Bridge Section Staff to provide an initial ranking of applications to the Local Agency Bridge Selection Committee (LABSC). The general criteria used to prioritize bridge projects is as follows: Bridges in close proximity to fire station (25% usage) Bridge sufficiency rating (SR) Load restrictions Sole access factors Timber bridge factors Benefit factors Average daily traffic; and Truck average daily traffic Detour length Application list is generated into three major categories; small bridges are then broken in to subcategories. Small On-System Rehabilitation Replacement Small – Off-System Rehabilitation Replacement Big Bridges

8. LABP –Selection Guidelines – Cont. Bridges eliminated as ineligible under Federal Law are bridges: with SR ratings greater than or equal to 80 which received funding in the last 10 years Not deficient Other considerations: Funding priority may be given to failed bridges which were not able to receive emergency funding. Small Bridge selection is based on TRS criteria developed through the LABSC Big Bridge rehabilitation projects are considered on an individual case basis, comparing the benefits of rehabilitation to the priority of small bridges being proposed for replacement. TRS scores are not the only selection factor used by the Committee; the latest NBI inspection report is well as other factors which could impact the SRF rating, for example a deterioration of timbers.

9. LABP – Selection Process The Local Agency Bridge Committee (LABSC) selects and determines the funding for : Big Bridge Projects Rehabilitation projects Projects with special needs outside of technical ranking system scores Small Bridge Projects LABSC meets to select the projects to be funded based on the TRS data and other considerations

10. LABP - Typical Program Timeline ActivityTimeframe Bridge inventory is submitted by ODOT to FHWAOnce a year in April and then again as a courtesy to FHWA in October Bridge data is reviewed and ranked by the sufficiency rating by FHWA to determine which bridges will meet the FHWA Program Guidelines. May (Odd Year) Letters sent to local agencies informing them their bridge is eligible for the program May (Odd Year) Application Submittal PeriodSeptember (Odd Year) Initial Eligibility Review Conducted; Ineligible letters sent to applicant November (Odd Year) Technical Review and RankingSeptember - December (Odd Year) LABSC Review to determine which applications are under consideration; Notification letters sent December (Odd Year) Scoping and Prospectus Part 1 and 2 are completed May (Even Year) Final recommendation presented to LABSCSeptember (Even Year) Selection list is finalized and approved by LABSCSeptember (Even Year) Notifications Letters sentOctober – November (Even Year) ODOT internal processes begin, i.e. IGA processing, STIP amendments, Finalization of Prospectus December (Even Year)

11. LABP - Post Award Process (New) Project may be considered for early obligation based on current fiscal environment Target for completion of post award process is 120 days from the date the award letter was sent to Local Agency Communication and management of post award process is done by ODOT Local Government Section Program Manager Final Prospectus is completed Draft Contracts are created ODOT Local Agency Liaison (LAL) is Assigned Contracts are reviewed with Local Agency Contracts are executed STIP is amended to include project – based on fiscal year Post Award Process

12. LABP - Contractual Requirements Performance Objectives Agencies with project which slip by more than a year from the original program date without adequate justification may be deemed ineligible for additional funds for the current project or new projects by the LABSC. Change Order Process Changes to the project scope, schedule, or budget which increases the cost of the project or changes the year in which any phase of the project is delivered will require a change order request to be submitted. Monthly Report Requirement The Agency or their consultant will submit a project status report to the LGS Bridge Program Manager and the LAL

13. Local Bridge Program The next funding cycle begins the summer of 2011: Projects Your Submit Contact: Erick Cain, Bridge Section STIP Coordinator Phone # 503-986-3384 e-mail: erick.j.cain@odot.state.or.userick.j.cain@odot.state.or.us

14. Questions and Answers Open Discussion ?????????????