Afternoon Session

Agreements Temi Latinwo Debbie Jarvis Mohammed Hameed

Project Agreements Project Program Information Form updates Local Agency Agreement & Engineering Services Agreements reasons for delays Invoicing/Reimbursements document errors Project Close-out requirements

Project Program Information form The PPI and instructional guides can be found at the following IDOT website under Doing Business/Forms & Templates/Region 1 Stationing, TIP information/project location & termini. Bridge Information/Structure #’s DUNS # State & Federal Fiscal Year, ITEP change request funding Letter of Intent or funding commitment letter submit to the Planning Liaison- for processing.

Reasons for delay on Local Agency Agreements: Funding in wrong fiscal year Incorrect dollars on agreement Incorrect fund type Locally executed agreement has not been submitted. Programming issues Missing exhibits (location map, TARP resolution, signature resolution, Railroad Agreement, etc.) Incorrect description of project. Incorrect note to the division of costs

Reasons for delay on Local Agency Agreements: Each time an agreement gets revised, the process has to start all over again. Our joint agreements are just a small part of all the types of agreements that are signed. Every agreement over $250,000 has to have original signatures form the Secretary of Transportation, Chief Counsel, and Director of Finance and Administration per the Comptroller.

Reasons for delay on Engineering Agreement: Missing payroll rates for prime and sub- consultants Payroll rate classifications on the cost estimate do not match the current payroll rate listing Missing cost estimates for prime and sub-consultants Missing detailed direct cost backup for prime and sub-consultants

Reasons for delay on Engineering Agreement: Prime consultant is using sub-consultant that is not pre-qualified and they have to work with auditors to arrive at a provisional rate for job. Math errors on cost estimates. Prime consultant is preparing sub- consultant’s estimate – Sub-consultant should be preparing their own estimate and submitting to the prime. Profit formula for the prime and the sub- consultant is not consistent.

Reimbursements Work preformed prior to Federal Authorization Financial Integrity Review and Evaluation (FIRE) Program requires invoicing on quarterly basis

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.

Project Close-out (Preliminary Engineering) In the event that right-of-way acquisition for, or actual construction of the project for which this preliminary engineering is undertaken with Federal participation is not started by the close of the tenth fiscal year following the fiscal year in which this agreement is executed, the LA will repay the STATE any Federal funds received under the terms of this Agreement.

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)