10118 lpa stakeholder partnering for success (all speakers) · • online library as central point...

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Efficiency through technology and collaboration

Local Public Agency Stakeholder Partnering for Success

Michael SmithFederal Highway Administration

APWA International Conference and ExpositionAugust 30, 2015

Learning Objectives

• Define LPA Stakeholder Partnering (SP)• Identify your State’s position on SP• Determine if LPA SP would benefit your State

The “Bright Idea” behind Stakeholder Partnering

Source: PowerPoint Clipart

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Elevate project partnering success to the programmatic level

Project Level

Programmatic Level


Source: United States Navy

Why Stakeholder Partnering for Local Public Agencies? Because Local Agencies• Own 75% of the Nation’s 4 million miles of roads • Own 51% of the Nation’s bridges • 20% of the Federal-Aid Highway Program Budget

funds Local Projects ($6 - $8 billion per year)

Source: Federal Highway AdministrationFederal-aid Essentials for Local Public Agencies

What is Stakeholder Partnering?A process where partnering occurs among Federal, State and Local agencies at the programmatic level to address concernsand issues, as well as opportunities, for process improvementsand streamlining.

RepresentationShared

UnderstandingProgress

Key Elements

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Stakeholder Partnering LINK to Every Day Counts

• Rapid deployment• Underutilized, proven technologies• Shorten project delivery, enhance

safety, reduce congestion, improve environmental sustainability

Every Day Counts

• Establish/enhance communication channels

• Launch program improvements• Streamline program delivery

Stakeholder Partnering

Why do we need Stakeholder Partnering?

LPA

• Reduce bureaucracy

• Lower project cost• Greater control

over project schedules

• Consistent interpretation requirements

• Streamline project delivery

• Reduced risk of non-compliance

• Seat at table

State

• Reduced risk of non-compliance



• Limited staffing and resources

FHWA

• Launch program improvements


• Reduce risk of non-compliance

• Improve transparency


• Efficient use of resources

Obstacles to Stakeholder Partnering

• Competing priorities, • Extra work with limited resources is needed, • Reluctance to get directly involved

– LPA relationship is with the State,– Don’t want to take sides

• Stakeholder Partnering is a business process and NOT mandatory

• Lack of Trust


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Opportunities –What’s in it for me?

• Better understanding of local issues• Develop and improve trust• Improve local project compliance • Expedite project delivery• More projects funded

What’s in it for me?

Source: FHWA LCCA Training

Observations

• A proven initiative,

• Not resource intensive,

• Scalable to State and LPAs needs,


August 2015 Current Practice

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December 2016 Goal

EDC-3 Implementation

Technical Team

Contractor Support

State Champions

EDC-3 Implementation Technical Team

Team Member Representing

Michael Smith FHWA CPM TST, Lead

Bernie Kuta FHWA CPM TST

Robert Wright FHWA Nat’l LPA Program Manager

Chad Thompson FHWA FL Division

Brian Roberts NACE Executive Director

John Davis APWA City of Denton Texas

Jeff Zaharewicz FHWA LTAP Program Manager

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Champion/Model StatesState Role Contact

Arizona Model Bahram Dariush

California Champion Ray Zhang

Missouri Model Kenny Voss

Ohio Model Andrea Stevenson

Virginia Champion Jennifer Debruhl

EDC-3 Implementation: Support Contractor

• Applied Research Associates (ARA)– Kevin Chesnik, Former Chief Engr.

Wisconsin DOT

EDC3 Implementation Strategies and Resources

• Technical assistance for new and existing programs, • Webinars related to specific items or issues,• Peer exchanges to showcase successful models,• Case Studies / FAQs• Online Library as central point for

resources


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EDC3 FHWA Role

• Advocate for Stakeholder Partnering– Listen, advise, and provide

technical assistance

• Encourage State and LPA participation


… the task in front of us is too great for any one Agency or Organization to

complete on its own.

Stakeholder Partnering is about building partnerships because …

Sometimes the things holding us back are all in our head …

Source: wordpress.com public domain

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Arizona’s Local Public Agency Stakeholder Council

Susan Anderson, PE, PTOEArizona Department of Transportation

EDC2 Initiative

• Nov 2012 - ADOT Staff attended EDC Summit

• Learned about initiative• Value in enhanced communication• Decided to participate

Learn from Others

• ADOT and FHWA Deployment Team– Peer Exchange with Nebraska

• Arizona LPA Survey– 124 LPAs notified; 31 Responses– Identify topics of interest or concern

• Finance• Environmental• Right-of-Way• Administration• Other

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Initiation Phase

• Created the Arizona LPA Stakeholder Council– Communication Initiation

• Enhance communication• Improve coordination• Encourage collaboration

Initiation Phase

• Stakeholder Council Membership– Deliberate selection of members– Represent regions and communities

throughout the state• Urban and Rural• Various sizes• Different experiences with Federal

program

Initiation Phase

• Initial LPA Stakeholder Council Membership– 26 total members

• 6 Local Public Agencies• 6 Councils of Government• 4 Metropolitan Planning

Organizations• 8 ADOT• 2 FHWA

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Structure• Informal, quarterly meetings• Started in December, 2013• ADOT led meetings• Set expectations at initial meeting

– Role of stakeholders – communicate with their network

– Ground Rules for meetings• Agenda

– Based on survey results – hot topics– Top four topics defined agenda for

coming year

Accomplishments

• Completed first round of hot topics– Environmental, Right-of-Way,

Finance, and Contracting• Small, incremental changes have

occurred• Improvements result from:

– Increased knowledge, understanding of topics

– Created avenues for communication

• Better understanding of challenges on use of Federal aid Highway Program

Benefits

• Management buy-in– Set the tone– Highlighted the importance

• Open lines of communication – Voice at the table– New opportunity to exchange

information• Collaborative environment• Shared knowledge and perceptions• Gaining understanding

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Challenges

• Lack of full participation and commitment by all members– Requires dedicated time and effort– Competes with other priority work

• Agency or LPA personnel turnover • Must manage personalities• Sustainability & maintaining

momentum• Lack of immediate results

Lessons Learned

• Participation has declined over time• Remaining members are active and

engaged• Seeking knowledge and strong working

relationship• Educational opportunities vs. Dialog

– Initial efforts have been educational– Building on a foundation– Strive for programmatic level

discussions• Membership is critical

Moving Forward

• Remain flexible and adapt with change

• Revise, expand the membership – Inviting more LPAs – Retaining those that have been

active– Seeking those with recent

experience– Consider inviting consultants with

current experienceA ti i t f ill hift ith

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Moving Forward

• Change the format of meetings– Move away from classroom type

setting to an open dialog session– Stakeholders, not ADOT, to run

meetings• Achieving enhanced communication

Contacts

ADOT Local Public Agency Section

Bahram Dariush, PELPA Section [email protected]

Susan Anderson, PE, PTOEProcess [email protected]


LPA Stakeholder Partnering for SuccessLPA Perspective

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National Association of County Engineers (NACE)2,000 Members

• Co. / Parish Engineers• Hwy. Superintendents• Trans. Directors

• Public Works Directors• Road Ops. Managers• Road Supervisors

AK

HI

WA

OR

CA

NV

ID

UT

NMAZ

CO

ND

MN

SD

MT

WY

WI

IL

PR

IANE

KS

OK

TX

AR

MO

LA

NACE Affiliates

MINY

IN

OH

MEVT

NH

MA

RICT

NJPA

Western Region

North Central RegionNorth East Region

South Central Region

DE

MD

MS AL

SC

NC

FL

GA

TN

KY

WVVA

DC

South East Region

Why is Stakeholder Partnering Important?

• APWA, NACE and FHWA LPA streamlining and process improvement efforts

• National level results are limited• LPA Program implementation is unique to

each state• Proven Best Practice – “Stakeholder

Partnering”– LPAs, state DOTs and FHWA Division Offices

working together to improve the process

LPA Characteristics

• Vary from sparse Rural to dense Urban communities

• Different levels of sophistication• Varying types of projects

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Responsibilities of LPAs

• Implement projects properly in accordance with:– Federal-aid Program rules and regulations

(same as FHWA and state DOT)– State laws and state DOT rules and

regulations (same as state DOT)– Local Government rules and regulations

• Implement projects faster

Local Perspective of Federal-aid Process

• LPA projects are high profile• Complex requirements• One size does not fit all• Time / expense vs. project size• Inconsistent interpretation of federal

regulations• Trust

Stakeholder Partnering: Local Agency Goals

• Improved relationships with state DOT• Open communications• Consistent regulatory approach• Reduction in administrative burden and

costs• Shorter project delivery• More efficient use of federal funds

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Stakeholder Partnering: Local Agency Opportunities

Improved relationships with state DOTOpen communicationsConsistent regulatory approach Reduction in administrative burden and

costs Shorter project deliveryMore efficient use of federal funds

Stakeholder Partnering: Additional Local Agency Opportunities

• Improved compliance• Enhanced project ownership• Improved project delivery processes• Leverage of state DOT’s capabilities• Increased federal-aid opportunities for both

state DOT and LPAs

American Public Works Association (APWA)• 26,500 U.S. Members• Representing more than 17,000 Public Agencies• 63 Chapters covering every state and Puerto Rico

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Obstacles to Stakeholder Partnering

• Stakeholders may not see the benefit• Perception – requires too much time• Funding constraints• Priority of LPA program• Forming new relationships• Trust

Stakeholder Partnering Potential Topics

• Complex federal procedures (non-routine for LPAs)

• More effort and time required• Sophistication levels of LPAs• Costs of federal requirements• Federal funding is reimbursed, not

advanced• Risk of disallowed costs

Stakeholder Partnering Potential Topics (Cont’d)

• Lack of local resources• LPA turnover rate• Cultural difference with counties, as they are

more independent • Perception of FHWA dealing directly with

LPAs vs. State DOT• Confusion of “stakeholder partnering” term

with “project partnering”

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Stakeholder Partnering Examples• FDOT

(“Local Agency Program Community of Practice”)– “Big 4” const. specs. for “off-system” projects– Local Project Information Tool (LAPIT), a

web-based LPA project reporting tool– Small threshold consultant acquisition process– FDOT contract compliance assistance to LPAs

• MoDOT(“Local Public Authority Advisory Committee”)– LPA basic training program– LPA Manual re-write– LPA on-call consultant list

Call to Action for State DOTs & LPAs

Meet with representatives of your state APWA, NACE and other local agency organizations and start the conversation about Stakeholder Partnering.

LPAs – Tell your state DOT you want to work with them in a Stakeholder Partnering group.

State DOTs and LPAs have nothing to lose and everything to gain.

Let’s Adopt These Philosophies with LPA Stakeholder Partnering

• “Discussion is an exchange of knowledge; argument an exchange of ignorance."– Robert Quillen, American journalist

• “Coming together is a beginning; keeping together is progress; working together is success.”– Henry Ford, American auto manufacturer

• “It is not who is right, but what is right, that is of importance."– Thomas Huxley, scientist

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Chris Bridges

CYMPO Administrator

CYMPO Planning Area

CYMPO ‐ Quick Stats 2000 Census

CYMPO Planning Boundary population ‐ 91,000

Prescott 33,938

Prescott Valley 23,535

Chino 7,835

Yavapai County 25,692

2010 Census

CYMPO Planning Boundary population – 121,783

Prescott 39,843

Prescott Valley 38,822

Chino Valley 10,817

Yavapai County 28,407

Dewey‐Humboldt 3,894

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Regional Partnership Projects The CYMPO Region has leveraged $8,000,000 of CYMPO STP funding

into projects totaling $101,500,000

SR 69/89 Traffic Interchange (Constructed $23,500,000)

State Route 89/89A TI Bridge (Constructed $5,000,000)

Viewpoint TI Bridge (Constructed $10,000,000)

SR89A Spur Widening to Fain Road (Constructed $7,000,000)

Pioneer Parkway (Constructed $3,000,000)

Fain Road/SR 89A Spur (Constructed FY 12 $18,000,000)

SR 89 North Widening Chino Valley to Prescott Airport (Constructed $18,000,000)

SR 89 South Widening Prescott Airport to SR 89A TI (FY 17 $17,000,000)

CYMPO Planning Projects

SR69/SR89 TI

SR89/SR89A TI

Viewpoint TI &SR89A Spur

Glassford Hill Rd. ARRA

Pioneer Pkwy

Fain Connector Study

Fain Road Widening

SR89 Widening

Chino ExtensionStudy

Great Western Study

Coordinating Transportation and Land Use

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ADOT

Local Agency Public Works

Local Agency Land Use

Other Agency(Transit)

Development Project

Cross Communication Between Agencies Provides a Single Message back to the Development Project

Wickenburg Ranch

SR 89 Corridor

4500 lots

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Access Management Plan completed in 2007jointly by ADOT andYavapai County

State Route 89 Widening

SR 89/SR89Willow Creek Road

Yavapai County beganWorking with ADOTto solve congestionnear the Prescott Airport 2007

City of Prescott wasconsidering annexations

Willow Creek Road

SR 89

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Joint City of Prescott &Yavapai County projectto realign Willow Creek RoadCoordinated with ADOT and CYMPO

Integrates:

City‐County traffic studies

City General Plan Amendment

Concurs with ASLD Plans

Access control

Concurrence of landowner

Thank You!

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Contact Information:Christopher BridgesAdministrator

Central Yavapai Metropolitan Planning Organization

1971 Commerce Center Circle, Suite E

Prescott, AZ 86301

Phone: 928‐442‐5730

Email: [email protected]

Web: www.cympo.com

Twitter: www.twitter.com/CYMPO

10118 lpa stakeholder partnering for success (all speakers) · • online library as central point...

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