City of Eugene Certification Project Case Study

Why Did Eugene Get Certified? Can’t do fund exchange ODOT's Local Agency Program More project control –Doesn’t have to be the “ODOT Way” –Could use City’s policies, procedures and processes after ODOT reviewed for compliance with ODOT/FHWA scheme.

Eugene Conditional Certification Design Consultant Selection Advertise, Bid & Award Construction Administration

Current Test Projects Roosevelt Blvd Pavement Preservation

Current Test Projects North Game Farm Rd

Current Test Projects Chad Drive Extension

Current Test Projects West Bank Trail

Getting Started

Design (PE) Phase Receive written authorization from ODOT to proceed with design. Continue environmental documentation outlined in the Part 3 of the Prospectus ODOT Reviews & Approvals of Design Final PS&E

ODOT Reviews Design Approval (60%) –LAG Manual Section C, Chapter 10 –Prospectus/Design Report Advanced PS&E (95%) –Verify environmental clearance –Right of Way Certification –Obtain civil rights requirements –Verify design exceptions & public interest findings

Design Standards Master Certification Agreement outlines the standards to be used. –Public Improvement Design Standards (PIDS) Manual –AASHTO –Oregon-APWA Specifications & Amendments –LAG Manual, Section C, Chapters 9, 10, 11

Design Exceptions Any deviations from City, AASHTO or other required standards must be documented and approved City Approval by City Engineer for City standard only or City funded only City & ODOT Approval for AASHTO standard on federally-funded project

Design Roosevelt Blvd Pavement Preservation

ADA Ramps

Consultant Selection Procedures: Use City’s Public Contracting Regulations LAG Manual Section C, Chapter 12 with Appendices

Consultant Selection From the LAG Manual, need to include: Civil Rights (Title VI) information about filing complaints regarding discrimination Lobbying Prohibition

Consultant Selection Example: Roosevelt Blvd Archeological Services (PA Memo)

Advertise, Bid & Award Non-Certified Agency projects are advertised by ODOT (or another local agency certified in advertising, bid and award). –LAG Manual Section B, Chapter 15 –ODOT’s Office of Project Letting –ODOT’s Project Delivery Guidebook

Advertise, Bid & Award Certified Agency projects are advertised by the local agency. –Use City procedures for advertising, bidding and contract award. (3 week minimum advertisement period) –Use ODOT Civil Rights Office to provide for DBE, EEO and OJT requirements. –Allow 6 weeks for authorization from FHWA to proceed with advertisement.

Pre-Advertisement Timelines Environmental Clearance (min. 3-4 weeks prior to advertisement) ODOT/FHWA Construction Authorization (allow 4-6 weeks prior to advertisement) ODOT PS&E Completeness Checklist

Advertise Bid & Award Roosevelt Blvd Pavement Preservation Received authorization July 24, Project began advertisement August 5, opened bids August 29. Issued one addendum to clarify a materials specification and a payment specification, and revise some bid quantities. The bid opening was postponed in order to issue the addendum.

Construction Non-Certified Agencies –LAG Manual Section B, Chapter 16 –ODOT holds the construction contract Local agency staff can assign a project manager to work under ODOT oversight Local agency may hire a consultant to be the project manager with ODOT oversight

Construction Certified Agencies –LAG Manual Section C, Chapter 16 –City holds the construction contract and is responsible for all aspects of contract administration and construction engineering.

Construction Eugene Certified Construction Contract Administration –Eugene Project Manager’s Manual –Eugene Inspection Manual –Eugene Field Tested Materials Acceptance Guide –Oregon Standard Specifications for Construction (with Eugene Amendments)

Changes ODOT approval is needed for changes affecting: Environmental mitigation, classification or commitments Scope of work State facilities DBE goals, requirements and/or aspirational targets Traffic mobility on the state system AASHTO requirements, such that the change is below the minimum AASHTO standards

Construction N Game Farm Road Jurisdictions of multiple agencies overlapping. Overlapping projects (ODOT & City of Eugene)

Construction N Game Farm Road Simplified documentation using City process. Daily Inspection Reports documenting daily quantities and quality of work.

Construction N Game Farm Road Reimbursed for contractor progress payments within 10 days. At least one documentation review by Region RAS during the work.

Certification “Pros and Cons” Have not found there to be any “cons” in certification. Immediate and significant benefits –Design –Consultant selection –Advertise, bid and award Realized benefits in all areas due to simplified documentation