`` federal-aid program administration scott frey, transportation engineer fhwa idaho division office
TRANSCRIPT
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``
Federal-aidProgram Administration
Scott Frey, Transportation EngineerFHWA Idaho Division Office
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An Overview Of:
• Project Oversight: Concept & Roles
• Eligibility: Criteria & Requirements
• Procedural Requirements
• Examples
For All Phases of Federal-aid Projects
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• Project Oversight
• Eligibility
• Procedural Requirements
• Examples
Who Approves What?
Who Needs To Be In The Loop?
Federal-aid Program Administration:
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Project Oversight: FHWA-Idaho
FHWA/ITD Oversight Agreement Control Documents
State Manuals (Design, Materials, Contract Administration, Contract Compliance Plan, ….)
State Specifications All Federal laws & regulations
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FHWA/ITD Oversight Agreement
Full (FHWA) Oversight Projects Delegated (State) Oversight Projects
Each year, FHWA approves a list of full oversight projects:
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Interstate System Projects:
Oversight Criteria: 2002 Agreement
Highways > $300 k/mile Bridges > $3M
These criteria worked “okay” but there was clearly room for improvement
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Joint FHWA/ITD Decision Based On Consideration Of:
Oversight Criteria: Current Agreement
Type of Project (unusual, innovative) Magnitude (cost, complexity) Environmental Issues (EIS) State or Local Administered GARVEE Funded History of Problems Statewide Balance
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FHWA Role: Full Oversight
NEPA Funding Authorizations Consultant Agreements Design Plan Approvals PS&E Approval
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FHWA Role: Full Oversight (continued)
Change Order Approval Claims Approval ROW Certs (Interstate only) Project Inspections
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FHWA Role: Delegated Projects
NEPA Funding Authorization ROW Certs (Interstate only)
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Program Oversight: Process Reviews
FHWA’s primary tool for providing oversight of the Federal-aid program is PROCESS REVIEWS.
Joint reviews with State staff Review subjects determined through risk assessment
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FHWA Role In ROW:Interesting Fact
Idaho’s Stewardship Agreement Does Not Delegate Any ROW Actions.
Why???
We can’t delegate what the regulations explicitly require.
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FHWA Role - ROW: All Projects
Funding Authorizations (All Projects)
Access, I-System (< 1 per yr)
Air Rights, I-System (< 1 per yr)
Disposal < FMV (< 5 per yr)
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FHWA Role - ROW: All Projects (continued)
ROW Certs, I and Cond. (30 per year)
Hardship / Protective (< 1 per year)
Land Transfers (10 per year)
Funct. Replacement (< 1 per year)
Conclusion: FHWA role in right of way is already very limited
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Summary: Project Oversight
Stewardship Agreements Delegate Some Project Actions To The State
NEPA, Funding Authorization, And ROW Actions Are Not Delegated
FHWA ROW Actions (Except Funding Authorization) Are Infrequent
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Federal-aid Program Administration:
• Project Oversight
• Eligibility
• Procedural Requirements
• Examples
What costs are eligible?
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Eligibility: General Requirements Flexible Match Requirements ROW Eligibility Requirements
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General Requirements:Who Makes The Call?
The State approves costs for eligibility….but check with the Feds if you’re uncertain….and document.
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General Requirements:Criteria and Guidance
Eligibility of all costs is governed by OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments
Costs must be: Necessary and reasonable Allocable to projects
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General Requirements:Criteria and Guidance (continued)
In conformance with all applicable Federal, State and local laws and regulations.
Determined in accordance with generally accepted accounting principles.
Adequately documented.
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General Requirements: Criteria and Guidance (Continued)
Incurred after authorization Within scope of work authorized
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General Eligibility: Direct Costs
Direct costs – incurred for a specific project (e.g., labor costs of employees working directly on project, materials, etc.)
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General Eligibility:Indirect Costs
• Incurred for a common purpose (e.g., labor costs of non-project employees, supplies, building maintenance, etc.)
• Applied to each project via an approved indirect cost rate (e.g., Idaho has an Indirect Cost Allocation Plan and associated indirect cost rate of 13.52%).
• Rate is computed and applied to total project cost (e.g., $100 direct cost + $13.52 assoc. indirect costs = $113.52 amount billed).
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Flexible Match:Background
Covered under 23 USC 323
Allows States to substitute private and other donations of funds, materials, equipment/bldgs, land, and services for the non-Federal share of project costs.
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Facilitates ability to fund transportation programs by: Accelerating certain projects; Allowing States to reallocate funds
that would have been used to meet match requirements;
Promoting public-private partnerships.
Flexible Match: Background
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Eligibility For Credit Against Non-federal Match
Funds Land (ROW) Materials Equipment/Buildings Services
Flexible Match:Background
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Donations are essentially treated as incurred costs; i.e., donated item(s) must meet eligibility standards and be within the scope of the project.
Flexible Match:Eligibility
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Can I count that work I did last year over there towards this new project over here?
Flexible Match:Eligibility
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General requirements: Donations must be included in the
State/local agreement. If identified after the agreement is executed, the agreement must be modified.
Eligible donations may be applied only to the matching share of the project on which donation is made.
Flexible Match: Eligibility
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As with incurred costs, donations must be adequately documented.
State must review the documentation and certify that the donation meets all of the eligibility requirements.
Flexible Match: Eligibility
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ROW Eligibility:
General Special Acquisitions
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ROW Eligibility:General:
Costs incurred in conformance with State and Federal law requirements
Costs must be for property incorporated into the project Acquisition Relocation assistance and payments Damages (to remainder)
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ROW Eligibility:General (continued)
Property management costs (prior to and during construction)
State guidance and oversight activities
Uneconomic remnants Access rights
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ROW Eligibility:Hardship Acquisition
Must be justified based on a request from the property owner demonstrating:
Hardship of a financial, health, or safety nature
Must sell property but cannot do so at fair market value due to public’s knowledge of the pending project
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ROW Eligibility:Protective BuyingMust demonstrate that:
The acquisition is necessary prevent imminent development that would preclude an alternative
Must sell property but cannot do so at fair market value due to public’s knowledge of the pending project
Cost cannot be sole basis for protective buying
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ROW Eligibility:Donations
Owner must have been advised:
He/she has the right to have property appraised
He/she has the right to be offered and paid just compensation prior to surrendering the property
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ROW Eligibility:Exactions / Dedications
Property must be acquired through normal zoning and subdivision procedures
Does not include property already incorporated and used for transportation purposes
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Summary:Eligibility State Primarily Responsible For
Determining Eligibility Eligibility Criteria Include Circulars,
Laws, and Regulations Documentation Is Key Flexible Match Donations Are Allowed In
Lieu Of Money Match Special ROW Acquisitions Have Specific
Conditions
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Federal-aid Program Administration:
• Project Oversight
• Eligibility
• Procedural Requirements
• Examples
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Procedural Requirements
General Requirements Design and Contracting
Requirements ROW – Specific Requirements
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General Requirement: Project must be in current
approved STIP
What happens when projects change???
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Design and Contract Requirements:
Consultant agreements must have approval prior to work being performed.
Design exceptions require approval for all ST/FA NHS projects
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Competitive bidding of construction required
Finding of Cost Effectiveness required for work and equipment by State/locals
Public interest finding required for public agency furnished materials
Design and Contract Requirements:
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Design and Contract Requirements:
Final Design cannot proceed without environmental clearance
Sole source products generally not allowed without listing three brand names + “or equal”
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Design and Contract Requirements:
Buy America requirements for Federal aid projects: All steel/iron manufacturing processes, including application of coatings, occur in the U.S.
Experimental features must have approved work plan
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Design and Contract Requirements: Pavement type/thickness must be
supported with life cycle cost analysis PS&E development & conformance is
State responsibility, FHWA approves Full-Oversight Traffic Control Plan Erosion control/water
pollution/mitigation plan Peds/bikes
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Design and Contract Requirements:
Utility agreements must follow approved State procedure for eligible costs
Buy America requirements for Federal aid projects: All steel/iron manufacturing processes, including application of coatings, occur in the U.S.
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ROW – Specific Requirements:General:
ROW acquisition and relocation cannot be authorized without environmental clearance
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ROW – Specific Requirements: Hardship And Protective Buying:
Project must have been advanced to the point of public involvement.
A preferred alternative for the project must have been identified.
Environmental clearance for the acquisition must have been approved.
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ROW – Specific Requirements: Disposal < FMV
For use by/for: Public Utilities Railroads Bike/Ped Title 23 Eligible Activities The general public interest (subject
to FHWA approval)
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ROW – Specific Requirements: Functional Replacement
Compensation by functional replacement: Publicly owned real property Must be permitted by State law Replacement facility will continue the
public ownership and use State has informed public entity of its
right to either just compensation or replacement
State determines and FHWA concurs it is in the public interest
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ROW – Specific Requirements: Air Rights Management of airspace on highways:
Non-Interstate System Highways: Preserve and protect the right of way (per 23 CFR
1.23, Rights-of-way)
Interstate System Highways:State may grant temporary or permanent occupancy
of air space if: Has legal right, title and interest Airspace is no needed now or in the foreseeable
future FHWA approval
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Federal-aid Program Administration:
• Project Oversight
• Eligibility
• Procedural Requirements
• Examples
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Example #1:
A local agency submits a proposed project, which is subsequently approved by the Board and included in the STIP. 2/2 - Local agency prepares a consultant
agreement for preliminary design & submits to ITD. The consultant then begins work.
2/28 - State prepares authorization request. 3/3 - FHWA approves authorization request.
What work is eligible?
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Example #2: 6/00 - Preliminary design is authorized
1/01 - Environmental assessment begins
1/02 - EA is essentially complete, however, impacts to bald eagle habitat were identified requiring consultation with FWS which is not complete.
3/02 - ITD begins final design on the entire project.
Is final design work eligible?
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Example #3:
Substandard design width is proposed on a State Highway (ST) project on the NHS.
Is this acceptable?
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Example #4:
A particular brand name item is required in contract specifications. Other equal products are available.
Is this allowable?
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Example #5:
Private individual donates a parcel of land to a local agency to accelerate a Federal-aid project. The local agency wants to use the value of the land as credit against their match. Part of the parcel is needed for the Federal-aid project. Is the value of the entire donation eligible?
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Example #6:
Private company donated some guardrail to ITD on 12/10/02. Federal-aid project is authorized on 3/1/03. ITD wants to use value of donated guardrail as credit to their match. Is this allowable?
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Example #7:
Public meeting related to a Federally-aid local project is being held. A local Girl Scout troop has volunteered to sit at the registration desk and greet the public. The local agency wants to use these services as part of their match. Is this allowable?
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Example #8
Project development activities are under way for a major highway widening project. A property owner in the corridor requests plat approval for a development. The local jurisdiction exacts a strip of property to be used for the project and to serve as match.
Is this allowable?
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Any Final Questions?