ODOT’s Local Agency Certification Program Jill Pearson Certification Program Manager March 12, 2010

2 Certification Overview What is it? How does it work? Why should local agencies pursue it? Who is conditionally certified?

3 Types of Projects Non- Federal-Aid No federal funding, or uses fund exchange Federal-Aid “Traditional” (Non- Certified) Example: ODOT owns the construction contract Federal-Aid Certified Local Agency Projects Example: Local agency owns the construction contract

4 Fund Exchange ODOT may “fund exchange” federal funds to state funds –94¢ on the dollar Not for Transportation Management Areas (population over 200,000) –Portland Metropolitan Area –Salem/Keizer Area –Central Lane

5 Why Should a Local Agency Pursue Certification? 1. Next Best Thing to Fund Exchange 2. Benefits: LA’s, ODOT, FHWA and The Project Communication Control Cost/Time

6 Stewardship Agreement FHWA $ to ODOT Master Certification Agreement ODOT $ to Local Agency Certified Local Agency How Does it Work?

7 Why We Are Doing This Title 23 recognizes ODOT as direct recipient of federal-aid funds SAFETEA-LU indicates states shall be responsible for determining that sub- recipients of federal funds have: –Adequate project delivery systems & –Sufficient accounting controls to properly manage federal funds

8 Certification Areas LA is Certified to Perform Aspect(s) of a Project Consultant Selection Design (including bridge design) Ad, Bid and Award Construction Contract Administration

9 Steps to Becoming Certified

10 Step 1: Preliminary Interview Review Requirements –Staff –Agreements –Procedures

11 Preliminary Interview Con’t. Certification General Interview Form –Comply with state and federal law –Adhere to Local Agency Guidelines (LAG) Manual Indicate staff for specific tasks –Review Project Prospectus –Approval of Certification Agreements –Review of Environmental Documents –Review of PS&E –Supervision of Construction Management

12 Preliminary Interview Con’t. Certification Acceptance Interview Form –Identify staff & consultant responsibilities –Procedures / Necessary Manuals General Administration –Quality & Quantity Document Tracking (“Ledger System”) –Labor Compliance (Check Payrolls) –Change Order Process –Materials Testing & Approval –Approval Process for Subcontractors –Inspection –Quality Assurance / Quality Control –Traffic Control

13 Quality Control (QC) Question… Define – What is Quality Control?

14 Quality Control (QC) Answer… Operational activities put in place to control the quality of a product or service QC procedures ensure the work is done correctly

15 Quality Control (QC) QC includes providing: –Clear directions –Constant supervision by experienced individuals –Immediate review of completed activities for accuracy and completeness

16 Quality Assurance Question… Define – What is Quality Assurance?

17 Quality Assurance (QA) Answer… QA is a type of review process confirming that a QC program is effective QA provides feedback upon which further development of the QC program can be made

18 QC vs. QA Quality Control –Local Agencies perform QC –PDX hired their own QC specialist Quality Assurance –ODOT performs QA

19 Step 2: Procedures Identify area for Certification Present Procedures Local Agency Guidelines

20 Step 3: Submit Application Review Requirements Qualifications

21 Steps ODOT Reviews Local Agency Procedures Clarify Concerns Notice of Conditional Certification Intergovernmental Agreements Executed

22 Agreements Initial Master Agreement –LA agrees to comply with Federal & State law Supplemental Project Agreements –Covers all phases of project, clarifies payments NOTE: Agreements must be executed prior to federal fund reimbursement

23 Steps 6 – 7: Conditional to Full Certification Local Agency Successfully Completes 2 – 4 Test Projects Projects Administered by Registered PE (staff or contract employee) LA has Sufficient Expertise & Capability to Perform & Supervise Project Phases LA has Designated Official Approving Authority Favorable Transitional Interview Final Certification Status

24 ODOT/Local Agency Federal- Aid Comparison Prior to Ad ODOT Traditional Certified Local Agency Advance Review15 weeks10 weeks Final Review13 weeks8 weeks City CouncilNot RequiredRequired Final PS&E Print8-9 weeks1-2 weeks AdvertiseControlled DateMay Change Awarded ThruODOTCity weeks prior to Ad

25 Who is conditionally certified? City of Portland City of Eugene City of Corvallis Clackamas County

26 Who is pursuing certification? Multnomah County Linn County Marion County City of Medford City of Gresham Rogue Valley Council of Governments

27 LAG Manual Designed to be: - User friendly - Read and used online – hyperlinks!! - Up-to-date (revised annually) - Read by a wide audience (3 sections) A. Introduction B. Non-certified C. Certified

28 Questions? Jill Pearson Certification Program Manager ODOT, Local Government Section 355 Capitol Street NE, Room 326 Salem, OR