MnDOT Metro District State Aid Construction Thursday February 19 th, 2015

 MnDOT State Aid is delegated oversight of Federal Aid projects administered by local agencies through the FHWA/ MnDOT Stewardship Agreement.  Although our role is of regulators, we see ourselves more as advocates.

 DBE Goal  OJT  Buy America  Proprietary Items  Independent Assurance Testing  Independent Cost Estimate  ADA Compliance

 Electronic State Aid Manual (eSAM) Electronic State Aid Manual (eSAM)  Process, and directions  Construction Chapter ◦ Roles and responsibilities ◦ Precon ◦ Contract time and contract changes ◦ Documentation ◦ Materials ◦ Subletting and labor

 State Aid for Local Transportation State Aid for Local Transportation  Information on all types in the State Aid and Federal Aid process  link to Metro State Aid  link to the eSAM Construction chapter  link to State Aid Construction page  Multiple other tools  Link to forms

 Step by step guide to the Federal Process  Construction starts on page 12

 Contact Metro State Aid for eligibility discussion  Funding groups are required  MnDOT estimating Independent Cost Estimate (23 CFR ) MnDOT estimating  Karen Peters can review legal language if desired on Supplemental Agreements Karen Peters  State Aid Signature for funding eligibility  Change must fit into the original scope of the project and be within the environmental document review area.  Who, What Where and Why

Contract Change Forms

The GOOD  the engineer has determined  engineering judgment  safety  change condition  unforeseen condition  differing site conditions The BAD  damages  higher standard preference/desired  upgrades  aesthetic upgrades  surplus materials  city/county requested  resident requested  incentives not in original contract  acceleration  plan error  rework, rebuild, regrade, re- anything  outside project limits

 FHWA approval of changes over $100K  PODI projects- all contract changes  PODI projects - preapproval of contract changes over $100K

 Send form to Metro State Aid at start and at completion of project  To record the active use of federal funds  Liquidated damages  State Aid Forms State Aid Forms

 Final checklist Final checklist ◦ Final DCP Payment Request ◦ Overrun form ◦ Copy of final voucher ◦ Copies of all COs, WOs, and SAs ◦ Materials exception summary ◦ Final Inspection report ◦ Cost distribution Spreadsheet ◦ State Aid Payment Request ◦ Backsheet Item Costs

 List reviewed with FHWA quarterly  No expenditures for a 12 months  No expenditures for 9 months (future)  Need explanation and plan to get finaled.  Claims labor holds and staff shortages no longer acceptable  No federal money has been pulled from project yet…

 Contact Info incase of emergency  Lane closure request form  Changes to approved plan on TH R/W must be approved by MnDOT functional group (traffic, water resources, road section)  Coordinate with metro traffic and signal offices during the project  ADA Compliance Checklist  MnDot Signing Review and Inventory

 ADA Compliance Checklist ADA Compliance Checklist  ADA Compliance Checklist Guidance ADA Compliance Checklist Guidance

Federal Aid Essentials for Locals Federal Aid Essentials for Locals

 State Aid Manual: State Aid Manual:  Contract Change Forms: Contract Change Forms:  DCP Checklist: DCP Checklist:  Metro State Aid Metro State Aid

 MnDOT's Construction Tools Website: MnDOT's Construction Tools Website:  MnDOT’s ADA website: MnDOT’s ADA website:   MnDOT Construction Office Staff MnDOT Construction Office Staff  Metro Traffic: Metro Traffic:  Project Contact info and Lane Closure Requests: Project Contact info and Lane Closure Requests: