3 Cooperative Project Development Process – Design and Construction Used for any projects with State fundsLocal Government Unit (LGU) provides proposed schedule/Gant Chart within 30 days of LGU acceptance. Must conform with program requirements.Project Kickoff Meeting, schedule recurring PMT meetingsLayout development and staff approval (as required)LGU plan, specifications and engineers estimate development. Coord. with Metro and CO functional areas recommended.Metro and CO functional area plan review(s) of 95% planLGU revises plan, specifications and engineers estimateMidpoint schedule review
4 Cooperative Project Development Process – Design and Construction 2 LGU submits final plan specifications and engineers estimate for Metro signaturesPlan package and Agreement Request submitted to COCooperative Agreement drafted and CO final plan reviewAgreement to LGU for executionAgreement back to Mn/DOT for executionLGU advertises, Lets and AwardsConstruction of Project commencesChange Orders and Supplemental Agreements approved by Mn/DOTFinal compliance inspection by Mn/DOTFinal Payment under terms of Agreement (May occur after award)
6 What Does It Take To Design and Construct a Successful Cooperative Project?
7 Working Together To insert this slide into your presentation Save this template as a presentation (.ppt file) on your computer.Open the presentation that will contain the image slide.On the Slides tab, place your insertion point after the slide that will precede the image slide. (Make sure you don't select a slide. Your insertion point should be between the slides.)On the Insert menu, click Slides from Files.In the Slide Finder dialog box, click the Find Presentation tab.Click Browse, locate and select the presentation that contains the image slide, and then click Open.In the Slides from Files dialog box, select the image slide.Select the Keep source formatting check box. If you do not select this check box, the copied slide will inherit the design of the slide that precedes it in the presentation.Click Insert.Click Close.
8 Key issues for Plan, Agreement and Construction success Knowing where to find Technical Resources/ContactsWork with the State Aid Project Manager“Green Book” resource linksMetro functional area staffUnderstanding of Mn/DOT Cost Participation PolicyMn/DOT funding can only be applied per the policy, it is not a grantPlan and Specifications in Mn/DOT formatFunding may dictate additional format requirements
9 Key issues for Plan, Agreement and Construction success Schedule development, monitoring and updatesFunding usually comes with rules and process requirementsAvoid compressed schedulesPublic InvolvementPublic expectation: Work on Trunk Highway = “Mn/DOT Process”Report to the Legislature on Mitigation of Transportation Construction ImpactsBusiness Liaison Requirement – Local DesigneeAssess project for “Substantial Business Impacts”Designate a Business Liaison if there areConsultation with businesses on mitigationProvide information during constructionHear Every Voice/Context Sensitive SolutionsKickoff Meeting and recurring PMT meetings as neededExpectation for work on a TH/Use of State Funds = Mn/DOT ProcessEncourage use of Mn/DOT Public involvement Tools/PhilosophyOpen House/Public and/or Business Information MeetingsBusiness Liaison is a Statutory requirement effective August Applies to all Agencies with authority over roadways. Requires coordination during project development and through construction.“Substantial Business Impacts means impairment of road access, parking or visibility for one or more business establishments as a result of a project, for a minimum period of one month”
10 Key issues for Plan, Agreement and Construction success Contaminated Properties/Regulated WasteOffice of Environmental Services ReviewDo investigation to id known properties and determine riskIncorporate measures to address known and contingency specifications to address unknown contaminationMetro Lane Closure ManualIdentifies limitations on traffic impactsADA ComplianceEvolving guidance /requirementsMore details required in plans and Traffic Office field concurrence prior to constructionCan be a significant cost
11 Key issues for Plan, Agreement and Construction success Resolution of issues/Coordination via State Aid Project ManagerComments received during Proposal routing are not a Detailed Plan reviewExpect different or even contradictory commentsWork through the State Aid PM to address and resolve issuesAddressing Review CommentsBack check re-submittals against comments. Reduces secondary or additional review cyclesAddress each comment with a substantive responseLayout ComplianceCritical on Interstate and NHS“Comment Noted” is not an acceptable response.
12 Key issues for Plan, Agreement and Construction success Complete submittals of plans, specifications and supporting documents to meet timelinesMaterials Design Recommendations (MDR)/Foundations RecommendationsPreliminary Bridge Plan approval before preparation of plansDrainage Computations/Drainage Exhibits/MapsUse Mn/DOT Standard Special ProvisionsRight of Way acquisition documents (No Permits to Construct)Right of Way must be certified by Mn/DOT prior to Mn/DOT signing the planRegulatory Agency permits – LGU ResponsibilityLaboratory Testing and Inspection Services RequestUtility Coordination Certificate
13 Key issues for Plan, Agreement and Construction success Understanding Cooperative AgreementsLegally bindingAddress cost share, maintenance, ownership, right of way transfers and oversightMay be amended prior to final paymentNew provisions were recently added regarding Mn/DOT oversight and authorityAll Agreements are not the sameLump Sum, Lump Sum based on Bid, Lump Sum based on Bid with a Cap, Schedule I, etc.Payment Provisions are in the Agreement
14 Key issues for Plan, Agreement and Construction success “Golden Rules”Advertise after Mn/DOT has signed the planOpen Bids after the local agency has signed the agreementAward after the agreement is fully executed by the State and Mn/DOT has concurred in the award.Veterans PreferenceMay be coming soon, Mn/DOT implemented with January 2010 lettingsSimilar to Disadvantaged Business Enterprise (DBE) Program in structure
15 Key issues for Plan, Agreement and Construction success Local Agency/Contractor Contact FormsProvided to Metro Dispatch and RTMC for coordination purposesLane Closure and Detour FormsUpdate/resubmit for changing conditionsUsed to inform Mn/DOT, State Patrol, public and OW/OD permiteesConstruction OversightMn/DOT Staff and State Patrol have authority over work on the TH
16 Key issues for Plan, Agreement and Construction success Change Orders and Supplemental AgreementsRequire Mn/DOT Approval before authorizing work by contractorFailure to do so could affect paymentUse Mn/DOT formsFinal Compliance ReviewDone by State Aid Staff to verify project is completeCoordinate with State Aid Project Manager when doing final punch list with contractorRecord RetentionLocal Agency Responsibility