Local Government Section Welcome Marty Andersen ODOT Local Government Section 355 Capitol Street NE, Rm. 326 Salem, Oregon Ph:

What will be covered –The Project Delivery Process –STIP Funding Sources –Application Procedures –Project Programming STIP (IGA, Prospectus) –Project Development –Bid and Award –Construction Administration –Project Closeout Local Government Section

Project Applications Project Evaluations Project Selection

Federal Funding Sources –HBRR (Highway Bridge Replacement and rehabilitation) –STP (Surface Transportation Program) –Transportation Enhancement –CMAQ (Congestion Mitigation Air Quality) –ER (Emergency Relieve) 180 Sites $18.6 million –Federal Earmarks Projects listed in SAFETY-LU –Discretionary and new Safety Programs

State Funding Sources –OTIA I, II, III –SCA (Special City Allotment) –OTIB (Oregon Transportation Infrastructure Bank) –IOF (Immediate Opportunity Funds) –STP Fund Exchange –Bike and Pedestrian Program

Application Procedures –Each Program has its own process which feeds the STIP –Each program has defined criteria, rules, limitations, and/or constraints –MPO’s Select projects (STP & CMAQ) –Statewide Committees (Enhancement, HBRR, Bike Ped. SCA) –Earmark Projects are put in the Transportation bill by Congress.

Project Funding Agreement (IGA) –Need to start Early ODOT Prepares the IGA and the agency reviews –No Federal or state funds with out the IGA –Most agreements are very similar regardless of fund type. –IGA contains specific language related to: Description of the project Roles & Responsibilities of each party Funding source and amount Expiration Date Federal Provisions Authorization Signatures

STIP Process –Selected project are programmed in the State Transportation improvement Program (STIP) –The STIP is balanced to revenue –The projects at sorted by Region –Public involvement is a key element in the STIP and should be included in all phases of project development

SCOPING AND ESTIMATES –Critical Element of the application –Well defined problem and solution –Require, detailed cost estimates –R/W must be defined –Environmental issues identified – ODOT programs are requiring more effort for scoping of the applications. –METRO is in the process of developing scoping guidelines prior to the application approval

Project Prospectus –Parts 1& 2 –Cost estimate from scoping –Parts 3 (Environmental Elements). –Only Parts 1&2 are required for the STIP. –All parts of the prospectus are required for programming funds. –Functional Classification is determined. –Design standards are determined. –Anticipated design dimensions identified.

Project Development (Design Phase) –ODOT/APWA Oregon Standard Drawings & Specifications. –For most Projects one of the first steps is the selection of a consultant to do the work. –Program Federal Funds for the design phase. –Preliminary design is based on the scoping and prospectus work. –The basic procedure and authority is covered in Operational Notice PD02. –Go to the following link for current ODOT Operational Notices: ml#Operational_Notices

Approved Design –Design Acceptance is at approximately 30% +/- design. –Foot print of the project is decided. –All design standards issues are identified –All permits are known. –Technical reports are complete (Traffic, Foundation, Hydraulic, Surveys Etc.) –Design exceptions are identified. –ODOT Technical reviews by Region Tech. Centers 30%, 70% & PS&E submittal –Impacts and mitigations are identified.

Railroad and Utilities –Railroad crossings or impacts identified –ODOT Rail Division issues crossing orders –Rail Agreements take time –Utilities conflicts coordination needs to start now –Need to reserve a place for the utilities to move –This can be a separate phase of the project

Right-of-Way Phase Process –Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 –Survey and Delineate the R/W lines –Program the R/W Phase –Develop Descriptions and Estimates –Purchase Property / Relocations –Right of Way Certification by ODOT & the local agency

Permits & Clearances –Resource Agency Permits Corp & DSL –Land Use Permits –SHPO Approvals –Endangered Species may require Biological Assessments – Biological Opinions –All permits are required to be issued prior to bidding the project for construction

Plans, Specifications, Estimates and Schedule –Operational Notice PD-07 –PS&E User Guide –Plans –Specifications –Estimate –Schedule –PD-02 Project Completeness Memo –PD-02 Project Completeness Checklist –CE contracts secured –Go to the following link for the current ODOT PS&E Guidebook: forms_etc.shtml#Guides

Bid & Award –Operational Notice PD-08 –ODOT Receives and Opens Bids –ODOT Reviews Bids –Construction Engineering budget is determined after bids are received –Local Agency deposits required match –Bids over 110% –ODOT has 30 days to get contracts to the low bidder. –Bidder has 15 days to return signed –ODOT has 7 days for Notice to Proceed

Construction Management –Public/ worker safety, environment, work/time, quality & quantity documentation –ODOT Construction Manual –Preconstruction Conference –First Notification –Work Begins, Contract Administration –Construction work Complete (Second Notification) –All contract requirements complete (Third Notice) /Plant Establishment –Final Inspection / Acceptance –ODOT Financial Close out

Construction Contract Administration –These contracts are ODOT contracts and any change must be approved by ODOT –The project plans and specifications must be followed unless ODOT approves a change –Contract payments are made through ODOT’s Construction section. –Any overruns are the responsibility of the local agency unless other funds are secured. –Claims can extend the life of the project

Conclusion –Overview of the Project Delivery System –Four basic phases: Design R/W Bid & Award Process Construction –For information on any of these processes call your Regional Local Agency Liaison –Go to the following link for contact and project development information:

Project delivery is like Taming a Turtle, It is slow, but with work you’ll get there. This concludes my presentation Thank you!