January 8, 2020 PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND - - PowerPoint PPT Presentation

PROJECT DELIVERY ACADEMY

MODULE 1: PLANNING AND PROGRAMMING

January 8, 2020

Presented by:

Jennifer Catapano

Project Delivery Academy Facilitator Project Resource Office PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

INTRODUCTION

Presented by:

Steve Boschen

Director Infrastructure Delivery and Operations PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

STATE ENGINEERS OFFICE (SEO)

Presented by:

Jennifer Acuna

Senior Project Manager Project Management Group PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

PROJECT MANAGEMENT GROUP (PMG)

Project Delivery Academy Our Team

• 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 What is the Project Manager’s Role

QUESTIONS?

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

THANK YOU

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

MULTIMODAL PLANNING DIVISION MPD PLANNING

Presented by: Bret Anderson Program Manager Multimodal Planning Division

Recognize and Understand the:

• WHO
• WHAT
• WHY
• WHERE
• WHEN
• HOW

Related to the 5 Year Program and the MPD planning process

MPD PLANNING

After this presentation you should be able to:

• 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

Statewide Modernization Projects Statewide Preservation Projects Statewide Expansion Projects Modernization Projects Prioritized list Preservation Projects Prioritized List Expansion Projects Prioritized List

• Planning 2 Programming (P2P)

Evaluation Criteria Technical

(35% Points)

• Pavement
• Bridge
• Safety
• Sub-Programs
• Road

Classification

• Freight %
• External $

Policy

(10% Points)

Safety

(25% Points)

• Safety Analyst
• Level of Safety

Service (LOSS)

District

(30% Points)

• District Ranking
• Facility Condition
• Safety
• Congestion

Statewide Modernization Projects Prioritized List Statewide Preservation Projects Prioritized List Statewide Expansion Projects Prioritized List

Long Range Transportation Plan Investment Category Recommended Investment Category $$$

Tentative 5 Year Program

Board Approval

Planning to Programming LRTP Recommended Investment Choice Application

THANK YOU

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

BREAK

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

LOCAL PUBLIC AGENCY

Presented by:

Lisa Pounds Project Resource Office & Local Public Agency Manager

LOCAL PUBLIC AGENCY

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

After this presentation you should be able to:

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

ADOT LPA Section currently initiates the project based on information provided by the LPA

1.

Request project numbers

2.

Initial Review of Scope and Budget

3.

Hand off project to the PM to initiate IGA

4.

PM will Request Federal Authorization

a.

IGA must be in place before funds are authorized and obligated

b.

LPA match must be submitted to ADOT

How does LPA assist Project Managers (PMs):

PROJECT INITIATION WITH ADOT

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

8 agencies By a master agreement, LPAs can administer their projects with some limited authority These agencies were recertified in 2019 (good for 5 years)

Self-Administration By an IGA and application approval process, LPAs can self-administer the design phase of a specific project.

DELEGATED AUTHORITY

Certification Acceptance Agencies

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

LPA projects must first be listed in their regional TIP to be eligible for federal funds. If you use any federal funds the project becomes federalized Scope and budgets must be aligned.

FINANCIAL

Project Development Administration (PDA) Schedule slippage can jeopardize project funding To be eligible, allowable costs must be reasonable, necessary and directly related to the specific project Inactive projects 

FINANCIAL AND REGULATORY CONSIDERATIONS

Post-design services Project close-out FINANCIAL If a project is designed with federal dollars but not built (10 year window) the LPA has to pay back the money

FINANCIAL AND REGULATORY CONSIDERATIONS

Project costs incurred before the federal authorization date are not eligible for reimbursement with federal funds. Disadvantaged Business Enterprises (DBE) Americans with Disabilities Act (ADA)

REGULATORY

LPAs can use ADOT, MAG or PAG design standards; design exceptions are a case-by-case basis Records must be maintained for a minimum of 10 years following FHWA project closeout in FMIS for any project Administered by ADOT. Buy America

FINANCIAL AND REGULATORY CONSIDERATIONS

Know and understand federal form-1273

No Changes to the verbiage

REGULATORY

FINANCIAL AND REGULATORY CONSIDERATIONS

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

Questions?

THANK YOU

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

Presented by:

Korina Lopez

Manager Joint Project Agreement PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

JOINT PROJECT AGREEMENT

Joint Project Agreement Section

Four types of agreements generally written by our

• ffice:

Joint Project Agreement (JPA) Intergovernmental Agreement (IGA) Interagency Service Agreement (ISA) Interstate Agreement

The most common type of agreement is an IGA ADOT JPA Section supports the Project Development Process.

Purpose of Agreements

Why are IGA’s necessary?

• Required by statute - ARS §§ 11-951 through 11-954 – (Title 11 Article

3 – Joint Exercise of Powers)

• Protect the interests of the parties
• Establish party responsibilities
• Serve as the mechanism that allows for the exchange of funds

between ADOT and other agencies and organizations

• Memorialize the agreement between the parties
• Internal to ADOT, IGA’s ‘trigger’ an invoice (if applicable) and

authorization of funds for the project(s) for which the agreement is being written.

• The Local Agency’s match must be received before the project will be advertised
• IGA must be executed before funds can be authorized or obligated

Intergovernmental Agreement (IGA)

WHO does ADOT enter into IGA’s with?

• Any public agency as defined by ARS §§ 11-951- Local Agencies

Federal Agencies Indian Tribes Counties Towns Cities

WHO initiates an IGA?

• PMG and LPA Sections

WHEN are IGA’s necessary?

• ADOT is administering design and/or construction of a local project
• n behalf of a Local Agency
• Local Agencies request federal-aid through COG/MPO
• Funding is programmed in the TIP
• The Local Agency will utilize the HURF (Highway User Revenue

Fund) Exchange program

• Tribal Entity will utilize the IFTA (Intergovernmental Funds Transfer

Agreement) process

• ADOT is including work requested by a Local Agency on a State

project (such as landscaping, aesthetics, sidewalks, lighting, etc.)

• Any portion of a State project is located on local right-of-way

WHAT is needed to initiate an IGA?

• Programmed project
• TIP/STIP No./Copy of approved TIP
• ADOT Project No.
• Federal Aid No. (if federally funded)
• Purpose for the Agreement - Brief Project description
• Project location
• Who is responsible for what?

design/construction/maintenance

• Cost estimate
• Funding type/breakdown
• Local agency contact information

IGA Process – Initiation to Execution

How long does the IGA process take?

• The process can take up to 12 weeks
• Project Schedules influence timelines
• Review times may be shortened due to project

schedules and/or targeted delivery dates

IGA Process & Reviews

Prepare Draft (1- 2 weeks) Draft to PM for Review (1-2 weeks) Draft to AG for Review and Approval (1 week) Draft to ADOT Internal Review (1-2 week) Draft to LPA for Review and Approval (2 weeks) Final Document for Signatures (LPA

• Depends on Board/Council Meeting (1 week

to months); ADOT - 48 hrs) EXECUTE AG Determination Letter (3-5 days)

IGA Initiation, Process & Reviews

How is an IGA initiated?

• CAR is a web-based system, http://car/
• Obtain access (submit CARF, requesting “Submitter Role” for IDO)
• After access is received, contact JPA office for training

After the Agreement is initiated, submitted and drafted, it goes through the review process. Agreements are broken into a minimum of three parts and include “standard language”:

• Recitals
• Scope of Work
• Miscellaneous Provisions

IGA Process

“Standard Language” has been developed with each of the appropriate technical groups:

• Finance
• Right-of-way
• Utilities
• Attorney General
• Risk Management

Changes to “Standard Language”

• All requested changes must be reviewed and appropriate

approvals obtained

Before an Agreement can be EXECUTED:

All Agreements

• Must go through the required internal review and

approval process

• Must be reviewed by the Attorney General’s (AG) Office

and approved to form

Local Agency review and approval

• Local Agency requested changes require ADOT review

and approval

• All IGA’s require Local Agency attorney approval
• Council/Board approval (Resolution/meeting minutes)

Agreement Execution

After the language in the IGA is agreed to by the Parties:

• All signatures are obtained
• Determination Letter (attorney approval form) - AG’s
• ffice
• The “effective date” is the date of the Determination

Letter or the final signature received and is the last thing entered on the IGA before it is EXECUTED

2019 Metrics

143 Agreements were Executed

• 80 Local Agency
• 23 State Projects
• 20 Data Access Exchange
• 3 IFTA
• 9 HURF
• 5 Misc

Average time to EXECUTE

• 145 days

ADOT JPA Contacts:

Joint Project Agreement Section 205 S. 17th Ave., MD 637E Phoenix, AZ 85007 JPABranch@azdot.gov Fax: 602.712.3132

Korina Lopez JPA Section Manager 602.712.8753 Jennifer Workman Senior JPA Specialist 602.712.7814 Cynthia Childers JPA Specialist 602.712.7785 Diane Gillies JPA Specialist 602.712.7344

Liliana Aguilar

JPA Specialist 602.712.7124

ANNOUNCEMENTS

• NEXT PROJECT DELIVERY ACADEMY CYCLE –

FEBRUARY 12, 2020

• TRAINING SURVEY

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

QUESTIONS?

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING

THANK YOU

PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING