FEDERAL PROGRAM Charles F. Riddle, P.E. Program and Office Engineer Bureau of Local Roads and Streets

Examples of Federal Programs Surface Transportation – Urban (STU)* American Recovery and Reinvestment Act (ARA)* Surface Transportation – Rural (STR) Transportation Bill High Priority (usually from multi-year ; i.e. SAFETEA-LU) Section Funds (usually from fiscal year program) Congestion Mitigation and Air Quality (CMAQ)* Transportation Enhancement Program (ITEP)* Highway Bridge Program (HBP)* High Risk Rural Roads (HRR) Highway Safety Improvement (HSIP) and others * Comprise most of local program

Keys to Know Federal funds are reimbursements – not ‘Grants’ Projects sponsors are required to front money for engineering and then invoice for the appropriate portion of funding reimbursement. On State let construction, the State pays the Contractor then bills the project sponsor for their portion. In the rare case, where a federal project is let locally, the project sponsor is required to ‘front’ the money and seek reimbursement. In some cases, a percentage of the funds may be made available upon award of the project. Engineering Phases cannot be overlapped or combined when federal funds are involved (i.e., PE2 funds will not be authorized prior to PE1 Design Approval). All Federally funded projects are required to be in the TIP (Transportation Improvement Program). TIP entry, monitoring and changes are the responsibility of the program administrator, not the project sponsor.

Do’s and Don'ts with Federal Funds DO Coordinate early with IDOT-BLRS. DO Keep program administrator in the communication loop. DO Be responsive to inquiries. DO Keep a current status of schedule and funding as many federal fund programs have fiscal year constraints. Any changes to the TIP require lead time for approval. Do not deviate from the approved scope. Any change would require approval from the Program Administrator or political sponsor. Do not bypass the Federal Process, as funds for all phases could be nullified.

Questions?

DISTRICT DEVELOPMENT PROCESS Charles F. Riddle, P.E. Program and Office Engineer Bureau of Local Roads and Streets

STP PROJECT MILESTONE SCHEDULE Municipality: Contact Information Project: Municipality Scope of Work: Council/Liaison TIP #: Consultant TIP Years (Ph II / Const): IDOT Section #: Last Constr & E3 Cost (date ): $ Current Constr & E3 Cost (date: ): $ Date Prepared: Date Revised: Projected Dates Initial Est.Kick-OffRevised/Actual 1. Project Scoping Notes 2. IDOT Phase I Kick-off Meeting 3. 1st State/Federal Coordination Meeting 4. Categorical Exclusion Concurrence 5. Design Variance Concurrence 6. Submit Draft Phase I Report (PDR) to IDOT (a) 7. Public Hearing/Meeting (or N/A) 8. Right-of-Way Kick-off Meeting (or N/A) 9. Submit Final Phase I Report (PDR) to IDOT (b) 10. Submit Phase II Engr. Agreem't to IDOT (or N/A) 11. Phase I Design Approval 12. ROW Aquistion Initiation (or N/A) ( c ) 13. Phase II Engr. Agreement Approval (or N/A) 14. Submit Pre-Final Plans and Estimates (d) 15. Submit Phase III Engr. Agreement to IDOT 16. Submit Final Plans, Specs & Estimates (PS&E) (e) 17. ROW Acquisition Complete 18. Construction Letting Notes: See IDOT Local Roads' Mechanics of Project Management (a) 3 to 6 month review required per complexity and submittal quality"Federal Aid Project Initiation to Completion" Flow Chart for (b) 1 to 3 month reviewsequence of events and estimated review times. (c ) Minimum 9 to 18 months required from plats to acquisition (d) 1 to 4 month reviewPrepared by:CATS-Comm. Liaison / IDOT-BLRS ( , 5-03) (e) 7 to 10 days before Springfield BLR due dateFile Name:P:\DATA\CATS\[STP MILESTONES 5-03 doc.xls]Sheet1

Major Milestones (thru PE1) 1.Project Scoping 2.IDOT Phase I Kick-off Meeting 3.1st State/Federal Coordination Meeting 4.Categorical Exclusion Concurrence 5.Design Variance Concurrence 6.Submit Draft Phase I Report (PDR) to IDOT (review time varies) 7.Public Hearing/Meeting (if applicable) 8.Right-of-Way Kick-off Meeting (if applicable) 9.Submit Final Phase I Report (PDR) to IDOT (review time varies) 10.Submit Phase II Engineering Agreement to IDOT (or N/A) 11.Phase I Design Approval

Major Milestones (cont.) 11. Phase I Design Approval 12. ROW Acquisition Initiation (or N/A) (9 to 18 months) 13. Phase II Engineering Agreement Approval (or N/A) 14. Submit Pre-Final Plans and Estimates (per schedule) 15. Submit Phase III Engineering Agreement to IDOT 16. Submit Final Plans, Specs & Estimates (PS&E) (per schedule) 17. ROW Acquisition Complete 18. Construction Letting

LETTING SCHEDULE: IDOT - Bureau of Local Roads and Streets Region One Pre-Final Plans to Region One (Friday) Final PS & E AND Draft Agreement to Region One (Monday) TIP Revisions Due (Tuesday) Program Revisions Due (Friday) Final Construction Engineering, Railroad & Joint Agreements to BLR (Friday) ROW Certified by Bureau of Land Acquisition (Wednesday) Federal Authorization Request (Friday) Service Bulletin (Friday) Letting (Friday) August 21, 2009October 19, 2009November 3, 2009November 6, 2009November 20, 2009December 2, 2009November 27, 2009December 4, 2009January 15, 2010 October 16, 2009December 14, 2009December 11, 2009January 1, 2010January 15, 2010January 20, 2010January 22, 2010January 29, 2010March 5, 2010 December 4, 2009January 25, 2010February 16, 2010February 19, 2010March 5, 2010March 10, 2010March 12, 2010March 19, 2010April 23, 2010 January 22, 2010March 8, 2010April 6, 2010April 9, 2010April 23, 2010April 28, 2010April 30, 2010May 7, 2010June 11, 2010 March 12, 2010April 26, 2010May 18, 2010May 28, 2010June 11, 2010June 16, 2010June 18, 2010June 25, 2010July 30, 2010 April 30, 2010June 14, 2010July 13, 2010July 16, 2010July 30, 2010August 4, 2010August 6, 2010August 13, 2010September 17, 2010 June 18, 2010August 2, 2010August 31, 2010September 3, 2010September 17, 2010September 22, 2010September 24, 2010October 1, 2010November 5, 2010 August 27, 2010October 11, 2010November 2, 2010November 12, 2010November 26, 2010December 1, 2010December 3, 2010December 10, 2010January 21, 2011 October 22, 2010December 6, 2010tbdJanuary 7, 2011January 21, 2011January 26, 2011January 28, 2011February 4, 2011March 11, 2011 December 10, 2010January 24, 2011tbdFebruary 25, 2011March 11, 2011March 16, 2011March 18, 2011March 25, 2011April 29, 2011 January 28, 2011March 14, 2011tbdApril 15, 2011April 29, 2011May 4, 2011May 6, 2011May 13, 2011June 17, 2011 March 18, 2011May 2, 2011tbdJune 3, 2011June 17, 2011June 22, 2011June 24, 2011July 1, 2011August 5, 2011 May 6, 2011June 20, 2011tbdJuly 22, 2011August 5, 2011August 10, 2011August 12, 2011August 19, 2011September 23, 2011 July 1, 2011August 15, 2011tbdSeptember 16, 2011September 30, 2011October 5, 2011October 7, 2011October 14, 2011November 18, 2011 **Cut-off dates that fall on a Holiday will be due the next business day 2012 Dates to be set

Questions?

District Procedures Temi Latinwo Federal Aid Agreement Technician

Project Implementation Job Request form Agreements – Local Agency – Engineering Services Invoicing/Reimbursements Project Close-out

Job Request form Use Region 1 form D 1PI 0004 Initiate the project, Outline project scope, Location and termini, verify project has been established in the TIP. State Job & Federal Project Numbers, defines funding sources and allocates the funding to various phases of the project. listing of primary contacts for each project. submit to the Planning Liaison- for processing.

Agreements Local Agency Agreements – Between IDOT and a Local Agency – Federal funding agreements are reimbursable Use Form: BLR05310 Construction Phase Engineering Phase Land acquisition Utility work Engineering Services Agreements – Between a Consultant and Local Agency – FHWA authorizes Engineering & ROW Engineering Forms - Preliminary Engineering form BLR Construction Engineering form BLR05611

Reimbursements Invoice Form BLR05620 Reimbursement of Federal funds – Local Agency Pays the consultant – State Reimburses Local Agency – Request for reimbursement sent to District Local Roads and Street’s office for processing. – Project should be invoiced quarterly.

Project Close-out Invoice Form BLR05620 Final invoice is required, no later than one year from the date of completion of the phase of the improvement.

Top 10 Agreement Issues 10. Math errors 9.Wrong project numbers. 8.Missing Project Addendum 7.Missing Consultant Payroll Rates 6.Missing Sub-Consultant Agreement 5.Incorrect version of the form 4.Project scope change 3.Fund Source changes 2.Missing TIP Information. 1.Project not Funded

Questions Temi Latinwo Federal Aid Agreement Technician Illinois Department of Transportation Bureau of Local Roads & Streets 201 West Center Court Schaumburg, IL Direct Line: (847) Fax: (847)

Contact Information ILLINOIS DEPARTMENT OF TRANSPORTATION DISTRICT ONE STAFF BUREAU OF LOCAL ROADS AND STREETS Diane O’KeefeDeputy Director of Highways, Region 1 Engineer 847/ VACANTEngineer of Program Implementation847/ Carmen Iacullo Assistant to Region One Engineer 847/ John FortmannEngineer of Program Development847/ BUREAU OF LOCAL ROADS & STREETS Christopher J. HoltBureau Chief847/ Chad RiddleProgram and Office Engineer847/ FIELD ENGINEERS (Project Managers/Contacts) Zubair HaiderCity of Chicago; Cook County Highways847/ Alex HousehNorth Shore; Northwest; Lake; McHenry847/ Melchor MangobaSouthwest; South; Will847/ Marilin SolomonNorth Central; Central; DuPage; Kane/Kendall 847/ Temi LatinwoAgreements847/ BUREAU OF LAND ACQUISITION Sheila DerkaLocal Program Coordinator847/