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” Bridge construction/replacement Bridge rehabilitation, repair Bridge removal Low-water crossing

“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

2nd 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

Reimbursement Process

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.

Questions?