LOCAL GOVERNMENT PROJECTS Overview of Program Requirements Local - - PowerPoint PPT Presentation
LOCAL GOVERNMENT PROJECTS Overview of Program Requirements Local Government Projects Program Definition of a Local Government Project At least one phase of project development* or the program is managed by a local government agency
* Environmental, design, ROW, utility relocation, construction
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More than 900 active LG projects More than 200 LGs
21 districts have active projects Nearly $1 billion/year in total project costs
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Transportation Alternatives Surface Transportation Program – Metropolitan Mobility Congestion, Mitigation, Air Quality Safe Routes to Schools, Traffic Signals Pass-Through Finance Border Colonias, County Energy Sector Roads, etc.
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incurred in conformity with applicable federal and state law
prior to authorization by the administrator
the services of well-qualified and suitably equipped engineering
responsibilities under federal law and the regulations in the event it utilizes the services of any engineering organization
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– 2 CFR §200.331 - All pass-through entities must evaluate each subrecipient’s risk of
noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward for purposes of determining the appropriate subrecipient monitoring
proposed type of work
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– Every 1-2 years based upon previous assessment
– Following LG Agency-wide risk assessment cycle
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– Will use professional judgement, be fair, strive for consistency – Grades in 8 categories plus overall grade – Overall score is not a numerical calculation
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Low level of risk to TxDOT A Moderate level of risk to TxDOT B High level of risk to TxDOT C Unacceptable level of risk to TxDOT D
– Defines roles and responsibilities of each party – Defines cost participation for each party
www.txdot.gov/inside-txdot/forms-publications/consultants- contractors/forms/design.html
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– Financial commitments – Termination clauses – Right of way and real property – Utilities – Environmental assessment and mitigation – Use of professional services – Design criteria – Construction responsibilities – Non-construction agreement commitments – Applicable federal provisions
– Applicable state provisions
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TxDOT’s RPIC must be a full-time employee of TxDOT who is also a registered professional engineer LG’s RPIC must be a full-time employee of the LG
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Administer project activities (cost, time, scope, adherence to contract requirements, construction quality, etc.) Maintain familiarity with day-to-day project operations (including project safety) Make or participate in decisions about change orders or supplemental agreements Visit and review the project regularly Review financial processes, transactions and documentation Direct his/her project staff (agency or consultant) at all stages of the project
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Responsible for daily oversight of the project Primary point of communication with the other agency for day-to-day matters May be the same person as the RPIC or may be a consultant
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Must have completed the TxDOT Local Government Project Procedures (LGPP) training course* May be the same person as the RPIC
May be an agency employee or a consultant
* Qualification must be renewed every 3 years
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* State Highway System (designated by Texas Transportation Commission) includes all interstates, U.S. routes, state highways, FM/RM roads, park roads, etc.
Submit alternate system for TxDOT pre-approval Adopt TxDOT processes, procedures, standards, specifications
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specifically for local public agencies
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― Government
»
Processes and Procedures
»
Local Government Projects Toolkit
»
http://www.txdot.gov/government/processes- procedures/lgp-toolkit.html
― Inside TxDOT
»
Programs
»
Local Government Projects
»
www.txdot.gov/inside-txdot/office/local- government-projects.html
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TxDOT Funded Projects flyer
― Registration available through website
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Online Manuals
LGP PM Guide
Too Tools & & Forms Forms
LGP Workbook
Websites
Laws
Regulations
LGP Policy Manual
Local Government Projects Online Toolkit
(website)
– Policy Manual
– Project Management Guide
– Project Workbook
– Between each document – To external resources
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– 12 hours with exam – 34 classes in FY 2016 for 623 students in 14 districts – 3 classes per month being scheduled for remainder
http://www.txdot.gov/government/programs/local-government-projects/training.html
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Primary point of y point of contac contact with L t with LGs
Primary point of y point of contac contact with L t with LGs
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― Title 2 – Organization of Municipal Government ― Title 3 – Organization of County Government
― Title 6 – Roadways (primarily)
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– Provide copies of AFA to all parties – By state law, consultant selection for surveying, engineering, architectural services must be “qualifications-based” and competitive – Consultant selection does not require approval by TxDOT since it is not an eligible cost for this program call
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– Identify type of environmental action required
– Prepare all documentation – Secure all necessary approvals – Submit NEPA documents to TxDOT for approval – Primary TxDOT contact is through district – Environmental phase costs are not eligible costs for this program call
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– Recommend design concept conference with TxDOT to obtain approval
– Submit preliminary layouts for TxDOT review and approval – Prepare final design in accordance with established and agreed-upon design criteria
Special Provisions or obtain TxDOT preapproval of alternates
Manual on Uniform Traffic Control Devices (TMUTCD)
– Project design costs are not eligible costs for this program call
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– Include all federal and state required items in project documents – Submit plans to TDLR for review of accessibility – Submit Quality Assurance Plan to TxDOT for approval – Submit documents to TxDOT for review 20 weeks prior to scheduled letting date – Conduct Value Engineering Study for projects with estimated project cost of $50M ($40M for bridge project) – Design phase costs are not eligible costs for this program call
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– LG must acquire all ROW in conformance with TxDOT’s Real Estate Acquisition Guide for Local Public Agencies and Uniform Act – Relocate all utilities in conformance with TxDOT’s Right of Way Division Utility Manual – ROW acquisition and utility relocation are not eligible costs for this program call – All projects receiving State or Federal participation must pass a Title III Audit preformed by TxDOT Contact information: Albrina Coleman, Right of Way Supervisor Albrina.Coleman@txdot.gov or 210-615-6236
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– LG proposed procurement procedure (contract letting/bidding) must be preapproved by TxDOT – Prequalification/qualification
– bidders must be prequalified by TxDOT
include federal or local funds)
– may require or not require potential bidders to be prequalified by TxDOT
– Any prequalification or qualification criteria in addition to TxDOT’s must be approved by TxDOT before becoming part of the bid documents – Development of bid documents is not an eligible cost for this program call
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– Advertising
commencement of advertising – Environmental clearance – Approval of PS&E and bid documents – Certification of ROW, Utilities, and Railroad (if applicable)
days prior to opening of bids
Transportation Code requirements
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– Bid opening and tabulation
bids read aloud
– LG must prepare bid analysis and submit to TxDOT
– Submit to TxDOT for review and concurrence in award – LG may not execute contract prior to TxDOT’s written concurrence
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– Upon execution of contract, LG costs for construction administration and inspection may be eligible costs in addition to contractor costs – Provide written Notice to Proceed – Lead pre-construction meeting – Approve subcontractors and subcontract agreements – Provide construction administration and daily project inspection to document that all project requirements are being met – Make timely payments to contractor for work satisfactorily completed
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– Provide reimbursement requests, with appropriate documentation, to TxDOT monthly – Create project records that provide adequate assurance that quantities
– Keep project records for at least time specified in AFA (with a minimum
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– Maintain oversight responsibility during all project development phases to ensure projects are managed, developed and constructed in accordance with approved policies, procedures, plans and specifications – Review LG’s reimbursement requests and documentation to facilitate timely payment of eligible costs
– Ensure project site is safe for workers, traveling public, LG and state employees
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– Assure all aspects of ROW acquisition and utility relocation are complete – Submit final reimbursement request (billing statement) to TxDOT Project Manager with backup documentation and project records for final review and audit within 30 days of project completion
project has been constructed in substantial conformance to plans and specifications
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http://www.txdot.gov/inside- txdot/district/san-antonio.html
http://www.txdot.gov/inside- txdot/district/san-antonio.html
http://www.txdot.gov/government/ programs/local-government- projects.html
www.txdot.gov/contact- us/form.html?id=lgp-or-email
David M.Y. Millikan, P.E. – Director (512) 416-2122
http://www.txdot.gov/government/ programs/local-government- projects.html
www.txdot.gov/contact- us/form.html?id=lgp-or-email
David M.Y. Millikan, P.E. – Director (512) 416-2122
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