1. Professional Services Collaborative Forum & Webinar October 12, 2017

2. Welcome & Introductions

3. Final Mentor Protege Program
Open to both contractors and consultants
CDOT does not match mentors and protégés
Information can be found at:
Final Mentor Protege Program

4. Construction or professional services work in the transportation sector.
Not have any ties that would appear to compromise the independence (in accordance with DBE and ESB criteria) of the protégé.
Protégés must meet the following criteria:
Existing in business for at least 2 consecutive years;
Have a minimum of (2) full time employees (including owner);
Past performance on transportation related construction or professional services contracts;
Pursuing transportation-related contracts; AND
Have CDOT ESB certification.
Mentors must meet the following criteria:
Completed a minimum of 3 CDOT projects as a prime or sub or performed a minimum of $3 million of work with CDOT;
Prequalified with CDOT;
Have skills and capacity to assist a protégé business; AND
Have a commitment to assisting small and diverse firms in the transportation sector.
Eligibility

5. Preferred Candidates for the Program
Preference for:
mentors who are working on a CDOT project with the intention of using the protégé.
Protégés that have completed Connect2DOT’s Leading Edge for Transportation or similar business development program.
Mentor-protégé pair that have worked together in the past.
Preferred Candidates for the Program

6. Incentives Design-Build Projects:
Mentors may receive a financial incentive or double ESB participation on design-build projects
During the team’s initial year in the program and for one year thereafter
To be dictated by project.
Construction & Professional Services Contract Bonus:
Mentors may receive:
$2,000 for at least $20,000 of participation by protégé
$5,000 for at least $50,000 of participation by protégé
During the team’s initial year in the program and for one year thereafter.
This can be used for two awarded contracts.
Reimbursement: Mentors may receive a financial stipend for time spent with the protégé. To receive the financial stipend, firms must submit an invoice and cover sheet at the completion of a milestone identified in the team’s Mentor-Protégé Program Plan.
Recognition: Special Recognition (to internal and external stakeholders, including newsletter announcement, internal CDOT communication, recognition before the Transportation Commission).
Incentives

7. Disqualification
If a mentor or protégé is disqualified from CDOT’s Mentor-Protégé Program, the mentor-protégé team will not be able to continue in the program and, as a result, will not benefit from the incentives of the program.
Protégés may be disqualified if they:
Are decertified from the ESB program on the basis of fraud, debarment, failure to renew, or other cause not related to size.
Do not provide a quarterly update survey.
Are unwilling to be an active participant in the program.
Miss more than two meetings with the mentor.
Engage in fraud or a misrepresentation to participate in the program.
Mentors may be disqualified if they:
Do not provide quarterly update survey.
Miss more than two meetings with the protégé.
Fail to meet an ESB target or goal on two or more projects.

8. Logistics The next deadline for applications is December 1, 2017.
Approved teams must submit a quarterly update survey
Application and update survey is available online here:
Logistics

9. How to Use the STIP to Forecast CDOT Project Needs
Julia Spiker & Jamie Collins

10. Understanding the STIP October 12, 2017
Welcome to our STIP 201 presentation

11. Understanding the STIP
Agenda
Understanding the STIP
Who
Why
How
Questions
Who is involved
Why we have a STIP
How you can plug in to the planning process and how you can use the STIP to find the project information you’re looking for

12. Who Are We? Division of Accounting and Finance
Office of Financial Management and Budget
Office of Cash Management
STIP Team J
Jamie Collins
Julia Spiker

13. What is the STIP?
The Statewide Transportation Improvement Program is a federally required four-year plan of transportation projects.
Federal Regulations
Fiscally Constrained
Statewide listing/program of transportation projects
Developed every four years in concurrence with the Long-Range Statewide Plan; updated annually
Consistent with Long-Range Statewide Plan and Transportation Improvement Programs (TIPs)
CDOT cannot have more projects than we have funding for
This process applies to any project, study, or info included in the STIP.
ALL transportation projects receiving state or federal funding are included in the STIP
Currently working from the FY18 – FY21 STIP
TRANSIT NOTE
Important to Transit because:
Grant recipient projects must be in the STIP prior to receiving funding
This includes recipients, like RTD, who receive funding directly from FTA
Division of Transit and Rail is a key component to ensuring all transit programs and projects are included in the STIP
Most Transit is processed thru the Grants module, but still needs to be included in the STIP prior to processing
Project Planning & Budget Process
Long Range Plan
Long range plan is developed
LRP looks at long range vision, strategies and goals for specific corridors
STIP is developed
Projects linked to specific to LRP corridors or pools are included in the STIP
Project Budget
Projects that are in the STIP can be budgeted

14. What is the STIP? STIP Projects
Regionally Significant Projects – SST
Large in Scale
May require significant environmental impact analysis
Identified individually in the STIP
STIP is comprised of two types of projects – Regionally Significant and Non-Regionally Significant
Regionally Significant vs. Non-Regionally Significant
“Regionally Significant Project” shall mean a project serving regional transportation needs and of significant scale to be typically included in transportation demand modeling for air quality emissions analysis and identified individually in the STIP.

15. What is the STIP? STIP Projects
Non-Regionally Significant Projects – SST
Project is not on the same scale as Regionally Significant
Grouped in STIP under Pool or Regional Sub-Program
Regionally Significant vs. Non-Regionally Significant
“Non-Regionally Significant Project” shall mean projects that are not considered to be of appropriate scale for individual identification in the STIP in a given program year, and which are grouped in the STIP under a STIP Program or Regional Sub-Program.
Most STIP Pools are created to represent specific funding programs, such as SUR, FASTER Safety, Bridge, RPP, etc.

16. Regionally Significant Projects
What is the STIP?
What the Public Sees Online:
STIP Pool Projects
Regionally Significant Projects
STIP Pool Projects
Example of what the online STIP Summary report looks like
Regionally Significant vs. Non-Regionally Significant
“Regionally Significant Project” - Projects are listed but funding is shown as totals for each fiscal year.
“Non-Regionally Significant Project” - Funding totals are still summarized, but the projects

17. CDOT Planning Partners Who Are the Players
Transportation Planning Regions
Metropolitan Planning Organizations
FHWA
FTA
Planning Partners
OFMB STIP Managers
Region Planners
1 – 5 and Statewide
DTD
DTR
CDOT
The STIP is not developed in a vacuum. It requires the participation of many different groups, organizations, and the public.
CDOT
TPRs - Transportation Planning Regions
15 TPRs comprised of local officials NOTE: TPRs were created with the State Planning Rules in 1991 – they are comprised of groups of counties and represented by county and municipal officials
5 of the TPRs are also MPOs
MPOs – Metropolitan Planning Organizations
Population areas of 50k to 200k make up the small MPOs (Pueblo MPO / Grand Valley MPO)
Population areas of 200K + make up the TMAs (Transportation Management Areas). These include Denver Regional Council of Governments (DRCOG), North Front Range MPO (NFRMPO), and Pikes Peak Area Council of Governments (PPACG)
FHWA
FTA
OFMB STIP Managers
Oversee plan development and ensure compliance
Region Planners – Regions 1 through 5, plus Statewide
Work with CDOT Region staff, outside planning partners, and the public
Enter all STIP project data into SAP
DTD
Assist MPOs with TIP development and adoption
DTR
Provide validation and verification for all transit projects in the STIP

18. Roles & Responsibilities
Oversees STIP Development
Maintains compliance with Federal Regulations
Provides guidance to Region Planners
Receives input from Planning Partners
Responds to public inquiries
Process TIP Amendments with CDOT Executive Director
OFMB STIP Managers

19. CDOT Region Planners Roles & Responsibilities
Work with CDOT Engineers, Region Business Office and Headquarters
Work with planning partners and local governments
Working knowledge of projects
Project funding and budgeting
Modify STIP as necessary in coordination with planning partners and CDOT Engineers and Business Office
CDOT Region Planners
OFMB will often refer inquiries to the Region Planner for specific project information
Modifications: project goes to ad, bids come in high, make mod

20. Roles & Responsibilities
R1 JoAnn Mattson
R2 Wendy Pettit
R3 Mark Rogers
R4 Kathy Seelhoff
R5 Matt Muraro
OFMB will often refer inquiries to the Region Planner for specific project information
Modifications: project goes to ad, bids come in high, make mod

21. Roles & Responsibilities
OFMB will often refer inquiries to the Region Planner for specific project information
Modifications: project goes to ad, bids come in high, make mod

22. CDOT Asset Managers Roles & Responsibilities
Work with CDOT Engineers, and Headquarters
Analyze performance metrics to determine needs around the state
Develop project lists based on the metrics and treatments needed
OFMB will often refer inquiries to the Region Planner for specific project information
Modifications: project goes to ad, bids come in high, make mod

23. TPR’s & MPO’s STIP Development Overview STAC Representatives
Valuable input to planning process and program distribution
TPR’s & MPO’s
CDOT meets regularly with these groups
The Statewide Transportation Advisory Committee (STAC) is comprised of members from the rural TPRs and MPOs
STAC meets once a month to discuss transportation issues and advise the Department on transportation matters
FHWA – Bill Haas, Aaron Bustow
FTA – Darin Allan, Larry Squires
Advise us on whether we are maintaining compliance

24. TPRs & MPOs Roles & Responsibilities 15 TPRs – 10 Rural, 5 MPOs
Created through Statewide Planning Rules
Represent the contiguous counties in their respective areas for planning issues
Develop Regional Transportation Plans as part of larger Statewide Transportation Plan
Why we have them Legislation – Grass Roots planning process TIP’s Regional Plans
ISTEA – 1991; CDOT Legislation 1991
State Planning Rules – 2 CCR Statewide Transportation Planning Process and Transportation Planning Regions

25. Transportation Planning Regions

26. Statewide Transportation Advisory Committee (STAC)
Roles & Responsibilities
Comprised of rural TPR and MPO Representatives
Discuss Transportation issues and provide input to planning processes
Recommendations to the CDOT and TC
Statewide Transportation Advisory Committee (STAC)

27. Colorado Transportation Commission
Roles & Responsibilities
11 Commissioners
Appointed by the governor, confirmed by the senate
4 year terms
Formulate overall policy and guidance for CDOT
Funding priorities
Adopt CDOT Annual Budget
Adopt various Department plans and programs
Colorado Transportation Commission

28. Customers Roles & Responsibilities People doing business with CDOT
Contractors
Small Business Enterprise
Disadvantaged Business Enterprise
Consultants

29. STIP How Do They Connect? Region Planners FHWA/FTA Planning Partners
DTD
DTR
Customers
Hand off to Julia
Continuous dialog between all parties
Plan Status Meetings
STAC meetings
Various committees and sub-committees – e.g., Program Distribution
Statewide Plan Team meetings
CDOT FHWA FTA STIP Coordination team TC
Locals
Engineers
Business Offices

30. Project Priority Programming Process (4P)
How do we develop a STIP?
Project Priority Programming Process (4P) 1
Region Planners work with Region Staff and Planning Partners
Discuss project lists and transportation issues 2
Public Meetings with Counties, TPR’s and MPO’s
Joint TPR meeting 3
Region Planners, input project data into SAP
The 4P is the guidance document that lays out the planning process CDOT must follow to ensure an open process for STIP development
TRANSIT NOTE
DTR should attend these meetings as representatives for Transit.
OFMB will remind the Region Planners to include DTR in their public process

31. Project Priority Programming Process (4P)
How do we develop a STIP?
Project Priority Programming Process (4P) 4
Draft STIP document developed
Transportation Commission releases Draft STIP for review and comment 5
Minimum 30 day comment period
Public Hearing with Transportation Commission 6
Transportation Commission adopts final STIP
FHWA/FTA complete final review and approve STIP

32. STIP Development Overview
STIP Development Cycle
STIP Development/4P Schedule
MONTH
ACTIVITY
September through December
CDOT Regions begin Project Priority Programming Process (4P)
December
CDOT Regions conclude 4P
January
CDOT Regions submit Draft STIP requests and MPOs submit draft TIP requests
March through April
CDOT distributes Draft STIP for public review and comment
March/April
MPOs and Governor approve TIPs
April
TC holds a statewide public hearing on the Draft STIP
May
TC adopts the Draft. Once adopted, the STIP is released to FHWA/FTA for their review and approval
June
FHWA and FTA approve STIP
This is the schedule for the steps I just discussed
This illustrates the schedule for the full update that happens every four years
Annual updates start late fall – Spring schedule remains the same

33. What is the Annual STIP What is the Annual STIP:
STIP updated once per year to maintain official four years of programming recognized by FHWA and FTA;
Full update (4P process) once every four years to coincide with development of the long-range Statewide Transportation Plan and Program Distribution;
STIP amendment schedule semi-annually;
Administrative modifications are conducted as needed.
Expenditure-based as opposed to the budget-based.
Drop first year, add new 4th year
Allows for always having 4 years of funding available for cash management
Next full update will be for the FY2020 – FY2023 STIP
Discussions for Revenues and Program Distribution are under way now.
Amendments are scheduled to happen twice a year – in December and May
They require a 30 day comment period and Commission approval
Administrative Modifications can happen daily
If any project is located in an MPO, the TIP must be modified first, in accordance

34. STIP Reports STIP Reports – Where are they? External Website:
We update the Summary STIP online report on a weekly basis. Information is provided in Summary form.
For more detailed information, you can pull a Daily STIP Report from CAR and filter for what you need. There are several views to choose from.

35. What is the STIP? What the Public Sees Online:
Example of what the online STIP Summary report looks like
Regionally Significant vs. Non-Regionally Significant
“Regionally Significant Project” - Projects are listed but funding is shown as totals for each fiscal year.
“Non-Regionally Significant Project” - Funding totals are still summarized, but the projects

36. STIP ?
Questions?

37. Workload Update & Overtime on CDOT Projects
Maggie Molinas

38. Workload Alternatives - Tiers
$1M Tiers for NPS contract opportunities -
$21 M on 6 advertisements since June 2016:
CM - 6 FR, 3 WS
GE - 4 FR, 2 WS
Traffic - 5 FR
Tunnel GE - 1 Statewide

39. Workload Alternatives, Cont Custom Scoring
Eliminating or modifying some scoring criteria when level or type of experience needed to perform services is unnecessarily high for work type or project specific needs

40. Workload Alternatives
Other Ideas?

41. Overtime on CDOT Projects
General policy is no overtime.
ECU is researching the issue and is open to discussions.
If there is a unique and specific project need, contact Kyle or Maggie directly to discuss.

42. Upcoming Opportunities
R4 PS SH 14 CM (late October)
R3 PS CM Program Eagle Residency (late October)
Statewide Env NPS (TBD, Winter FY 18?)
R3 PS I70 B Design (Anticipated Jan)

43. Upcoming Events
10/12: SBA Small Business Certification Overview
10/12: Contractor Academy - How to Present Like a Pro
10/16-11/9: Construction Careers Now! Program
10/18: City and County of Denver Certification Orientation
10/18: HCC Monthly Dinner with DEN and Denver Disparity Study
10/19: COMTO Member Meeting with CDOT Central 70
10/19-10/20: CCA Central and Western Slope Project Briefings
10/19: Funding Options Panel in Denver
10/20: North Metro Denver Small Business Summit
10/20: Koffee with Kiewit
10/23: CDOT Transportation Summit
11/2: Northern Colorado Women’s Small Business Conference
11/3: CDOT Region 5 Project Briefings in Durango
11/6: HCC Fall TopGolf Tournament
1/11-3/8: LEADING EDGE for Transportation in CO Springs
Details and registration available at