PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING January 8, 2020
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING INTRODUCTION Presented by: Jennifer Catapano Project Delivery Academy Facilitator Project Resource Office
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING STATE ENGINEERS OFFICE (SEO) Presented by: Steve Boschen Director Infrastructure Delivery and Operations
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING PROJECT MANAGEMENT GROUP (PMG) Presented by: Jennifer Acuna Senior Project Manager Project Management Group
Project Delivery Academy Our Team
Project Delivery Academy What is the Project Manager’s Role Delivering Design Projects for Construction • 20, 30, 30, 20 In FY 20, Responsible for Delivering 109+ Construction • Projects State Projects = 63 Local Projects = 25 Certified Agency Projects = 21
Project Delivery Academy What is the Project Manager’s Role Assemble the project team & Deliver project to Construction • Responsible for: • Project Initiation Project Schedule Project Budget Milestone Deliverables Project Advertisement Design Closeout Post Design Services
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING QUESTIONS?
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING THANK YOU
PROJECT DELIVERY ACADEMY MODULE 1: P LANNING AND P ROGRAMMING M ULTIMODAL P LANNING D IVISION MPD P LANNING Presented by: Bret Anderson Program Manager Multimodal Planning Division
MPD PLANNING After this presentation you should be able to: Recognize and Understand the: WHO WHAT WHY WHERE WHEN HOW Related to the 5 Year Program and the MPD planning process
Financial Management Services State Engineer’s Office Multimodal Planning Division District Engineers Statewide Project Management COGs MPOs State Transportation Board
Decision Making Funding Levels, RIC, Department Policy Capital Improvement Plan for Department (STIP) Project Level
State Transportation Board Policy ARS 28-6951 through 28-6955 Annual Requirement ADOT’s TIP Federal Requirement for use of Federal Funds
Organization Multimodal Planning Division Infrastructure Delivery and Operations Division District Involvement COG / MPO Coordination Group Managers Pavement, Bridge, Sign, Rest Area, POE, etc
July 1 New Program Available July – August Project Evaluation September – October District Workshops – RAAC Meetings December ADOT, MAG, PAG Coordination February PPAC & STB Adopt Tentative Program March, April, May Public Hearings June STB Approves Final Program
Sub Programs Block of Money set aside for the use of that type of work Bridge Pavement Port of Entry Environmental Right of Way Utilities HSIP (Safety) Rest Area Group Managers give approval to use Take to PRB to Establish a project Moves to PPAC for approval (1 Month) Goes to State Transportation Board (1 Month) Approved Coordination with COG’s and MPO’s
Planning to Programming Process Annual Cycle
Planning 2 Programming (P2P) Statewide Statewide Statewide Modernization Projects Preservation Projects Expansion Projects Evaluation Criteria Technical District Safety Policy (35% Points) (30% Points) (25% Points) (10% Points) • Pavement • Safety Analyst • District Ranking • Road • Bridge • Level of Safety • Facility Condition Classification • Safety Service (LOSS) • Safety • Freight % • Sub-Programs • Congestion • External $ Preservation Projects Prioritized Modernization Projects Prioritized Expansion Projects Prioritized List List list
Planning to Programming LRTP Recommended Investment Choice Application Statewide Statewide Statewide Preservation Modernization Expansion Projects Projects Projects Prioritized List Prioritized List Prioritized List Long Range Transportation Plan Investment Category Recommended Investment Category $$$ Tentative 5 Year Program Board Approval
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING THANK YOU
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING BREAK
PROJECT DELIVERY ACADEMY MODULE 1: P LANNING AND P ROGRAMMING L OCAL P UBLIC A GENCY Presented by: Lisa Pounds Project Resource Office & Local Public Agency Manager
LOCAL PUBLIC AGENCY After this presentation you should be able to: Understand the purpose and function of the ADOT Local Public Agency (LPA) Section Identify the roles and types of the Local Public Agencies Understand Project initiation and the role LPA serves regarding Project Managers Understand oversight and monitoring regulatory compliance Recognize financial and regulatory considerations
LOCAL PUBLIC AGENCY SECTION LPA serves ADOT to support the Federal-aid Highway Program in Arizona. Programming : Assists Local Public Agencies with navigating federal processes and programs; • Project Initiation • HURF Transportation Alternatives Program (TAP) • • Safe Routes to School • Off–system Bridge Program Oversight and Monitoring : Provides Oversight & Monitoring of federally funded local transportation projects/programs • Compliance Reviews • Construction Site Monitoring
PROJECT INITIATION WITH ADOT How does LPA assist Project Managers (PMs): ADOT LPA Section currently initiates the project based on information provided by the LPA Request project numbers 1. Initial Review of Scope and Budget 2. Hand off project to the PM to initiate IGA 3. PM will Request Federal Authorization 4. IGA must be in place before funds are authorized and obligated a. LPA match must be submitted to ADOT b.
LIFE CYCLE OF THE PROJECT DEVELOPMENT PROCESS
ADMINISTRATION ROLES ON LOCAL PROJECTS 1. ADOT Administration (AA) • The project is administered by ADOT; the LPA is an active stakeholder on the project team. 2. Certification Acceptance (CA) • The LPA can administer all their projects, in general, with limitation 3. Self-administration (SA) • The LPA administers one project (design phase) but only after an approval process
DELEGATED AUTHORITY Certification Acceptance Self-Administration Agencies 8 agencies By an IGA and application By a master agreement, LPAs can approval process, LPAs administer their projects with can self-administer the some limited authority design phase of a specific These agencies were recertified project. in 2019 (good for 5 years)
OVERSIGHT & MONITORING ADOT and FHWA Stewardship and Oversight Agreement Compliance is required to keep the money in AZ which is a condition of using federal funds Accountability of funds
FINANCIAL AND REGULATORY CONSIDERATIONS FINANCIAL Project Development Administration LPA projects must first be listed (PDA) in their regional TIP to be Schedule slippage can jeopardize eligible for federal funds. project funding If you use any federal funds the To be eligible, allowable costs must project becomes federalized be reasonable, necessary and Scope and budgets must be directly related to the specific aligned. project Inactive projects
FINANCIAL AND REGULATORY CONSIDERATIONS FINANCIAL Post-design services If a project is designed with federal dollars but Project close-out not built (10 year window) the LPA has to pay back the money
FINANCIAL AND REGULATORY CONSIDERATIONS REGULATORY Project costs incurred before the LPAs can use ADOT, MAG or PAG federal authorization date are not design standards; design exceptions eligible for reimbursement with are a case-by-case basis federal funds. Records must be maintained for a Disadvantaged Business Enterprises minimum of 10 years following (DBE) FHWA project closeout in FMIS for any project Administered by ADOT. Americans with Disabilities Act (ADA) Buy America
FINANCIAL AND REGULATORY CONSIDERATIONS REGULATORY Know and understand federal form-1273 No Changes to the verbiage
WHAT DOES ACTIVE LOCAL PARTICIPATION LOOK LIKE? Environmental Documentation LPA is responsible for preparing compliant environmental documentation ADOT EPG is responsible for reviewing the documentation; and, analyzing it for NEPA, i.e., level of categorical exclusion needed for the environmental clearance. LPA has to provide information so ADOT can provide clearances
Two Helpful Resources Federal-aid Essentials https://www.fhwa.dot.gov/federal-aidessentials/ Local Public Agency Projects Manual https://www.azdot.gov/business/programs-and- partnerships/LocalPublicAgency/overview
PROJECT DELIVERY ACADEMY LOCAL PUBLIC AGENCY Lisa Pounds – PRO & LPA Manager – 602-712-8088 Programming Mark Henige – Program Manager – 602-712-7132 Jennifer Henderson – Project Coordinator – 602-712-4173 David Do – Project Coordinator – 602-712-8427 Oversight and Monitoring Rolanda Smedley – Process Manager – 602-712-8352 Vacant – Oversight & Monitoring Manager 602-712-6404 Ben Robideau – Oversight & Monitoring Regulatory Compliance Reviewer 602-712-7878 Jennifer Catapano – LPA Liaison – 602-712-4873
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