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Municipal Managers Municipal Managers WorkshopWorkshop
Nancy Mayville, Municipal Highways EngineerRam Maddali, Project ManagerJim Marshall, Project Manager
September 19, 2007
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Community Assistance - What Community Assistance - What Do We Do We Really Really Do??Do??
We act as the Department's liaison with towns & cities in providing financial aid and technical assistance for municipal highways, bridges, Transportation Enhancement, CMAQ and Safe Routes to School projects.
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Funding ProgramsFunding Programs
$ Surface Transportation Program (STP) - Urban$ Transportation Enhancement (TE)$ Congestion Mitigation & Air Quality (CMAQ)$ Safe Routes to School
$ State Bridge Aid Program$ State Highway Aid Program$ Block Grant Aid
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Community Assistance StaffCommunity Assistance Staff Nancy Mayville – Municipal Highways Engineer
James Marshall – Project Manager
Ram Maddali – TE/CMAQ Project Manager
John Corrigan – SRTS Coordinator
Sherry Blanchard – Program Assistant II
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Overview of Presentation Overview of Presentation
Municipal Agreement
– Sections of the Municipal AgreementProcess for selecting consultantsRecord keeping requirementsDesign to ConstructionConstruction to project completion
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Elements of Municipal Elements of Municipal ManagementManagementProject development processConstruction processRecord keeping requirements during and
after completionFinancial documentation requirements
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Steps in Project Development Steps in Project Development
Project development
– Design
– Environmental approval
– ROW acquisition
– Construction
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Municipal AgreementMunicipal Agreement
First step in the processExpenditures prior to execution - ineligibleSections of the Municipal Agreement
– Maintenance– Reimbursement schedule– Labor compliance– Schedule for completion
Need for record keeping
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MaintenanceMaintenance
Municipality need to maintain constructed portions including sidewalks
Project funds cannot be used for maintenance
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ReimbursementReimbursement
Projects are not grant fundedRequires proof of paymentDescribe the services and description of
chargesTE/CMAQ Manual provides informationMonthly and/or frequent requests
recommended
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Labor ComplianceLabor Compliance
Davis Bacon wage rates applicable (unless otherwise approved)
Contract provisions available and need to be included
New certification requirements
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Qualification Based Selection Qualification Based Selection (QBS) Process(QBS) ProcessUsed for selecting consultantsFee not part of the initial selectionWebsite: www.nhqbs.orgNotification of selection to NHDOTNotification of fee and contract execution
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Schedule for CompletionSchedule for Completion
Start within nine monthsCompletion time noted in Section III.FMunicipality needs to request extension
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Need for Record KeepingNeed for Record Keeping
Municipal Agreement part of recordAll approvals need to be documentedCopy of project documentation from
Consultant to be submitted to communityROW requirementsEnvironmental document
– Follow through on commitments
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Design Process Design Process
When do you start to work on a project
– About 1 yr. to 3 yrs. prior to advertising
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Design Process MilestonesDesign Process MilestonesEngineering Study ( 0% to 20 %)Preliminary Plans ( 50% to 60%)Finalized Plans & Contract Proposal (95%)
All Milestone Submissions need to be “Approved” by the DOT prior to moving to the next step
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Engineering StudyEngineering Study
Existing Conditions– Project Description– General Layout
Design Criteria– Design Speed– Traffic Data– Proposed Layout
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Engineering Study (Continued)Engineering Study (Continued)
Needs to meet NHDOT standardsDocument any variances from Minimum
Design Standards and seek approvalInitial Environmental Review and
Documentation– Environmental– Historic– Archaeological
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Engineering Study (Continued)Engineering Study (Continued)
Structure Studies and Recommendations– Study Shall Include Hydraulics and
Constructability IssuesRetaining Wall
– Type of WallBridges
– Type of Bridge
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Engineering Study (Continued)Engineering Study (Continued)
Format of Submission (not limited to)– Plans– Written Narratives– Conceptual Drawings
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Engineering Study (Continued)Engineering Study (Continued)
Engineers Opinion of Cost (must include)
– Item Descriptions (major Items)– Item Item Quantity– Item Price
Contingencies Allowed (time of advertising only)
Rounding Allowed
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Preliminary PlansPreliminary Plans
Continued work on Design
– Plans & Profiles Beginnings of Contract Plans – Typicals and Critical Cross-Sections– Drainage Design– Further Development of Structural Plans
Bridge Retaining Wall
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Preliminary Plans (Continued)Preliminary Plans (Continued)
Submit Environmental Documentation for DOT/FHWA review and acceptance
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Preliminary Plans (Continued)Preliminary Plans (Continued)
Begin Itemized Cost Estimates– Begin to Develop Final Format
Item NumbersNomenclatureSpecial ItemsIdentify Special Provisions
– Contingencies Allowed NHDOT needs to approve all submissions prior
to moving to next step
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Finalized Plans and Contract Finalized Plans and Contract ProposalProposal Final Plans and Proposal Specifications
– No retainage– Performance bonds acceptable
Itemized Construction Estimate– No Contingencies in Estimate– No Rounding in Estimate– Non-Bid Items Broken out of Sub-Total
QC/QA InspectionConstruction Engineering
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Finalized Plans and Contract Finalized Plans and Contract Proposal (Continued)Proposal (Continued)FHWA approval prior to advertisingDOT approval prior to advertisingCopy of written approval – part of record
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Other Possible MilestonesOther Possible Milestones
Municipality Should Review– Drainage– Right Of Way Stage
Property Acquisition/Easements Defined and secured
Close Coordination between Consultant/Municipality/DOT is beneficial
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American Disabilities ActAmerican Disabilities Act(Sometimes Overlooked)(Sometimes Overlooked)Truncated DomesPedestrian Ramps
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American Disabilities ActAmerican Disabilities Act(Sometimes Overlooked)(Sometimes Overlooked)Signal Provisions
– Pedestrian Buttons– Audible Signals for Crossings
Off Location Paths– Maximum Grades– Handrails– Minimum Path Widths
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Public InvolvementPublic Involvement
Town/Municipally Managed
– Local Process allows community to shape project to meet their needs
– Town/City Officials & Public Support Project
– Public information meetings (as needed)
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Public Hearing (If Needed)Public Hearing (If Needed)
Needed to Acquire Property Through the Eminent Domain or Condemnation Proceedings
– Certain Types of Properties may Require Community to Acquire propertyConservation Lands as an exampleEasements that can not be Acquired
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CSS ProcessCSS Process
“A collaborative interdisciplinary approach that involves all stakeholders to develop a transportation facility that fits its physical settings and preserves scenic, aesthetic and environmental resources, while maintaining safety and mobility”
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PS&E Approval Before BiddingPS&E Approval Before Bidding
DOT submits package to FHWA to get authorization of construction funds
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PS&E Approval Before BiddingPS&E Approval Before Bidding
Package includes:– Engineer’s estimate of costs– ROW certificate– Environmental classification completed– Full set of plans– Front sheet of plans
Do not go out to bid without notice-to-proceed from DOT
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Construction Construction
Bidding Process– Open, competitive bidding process
Award of bid– Review all bids for irregularities– Submit bid tabulation of all bidders to DOT– Submit recommended award, mostly low
bidderDOT concurs on award
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ConstructionConstruction
Force Account– Rarely, project is done by town forces– Must be documented to be in public
interest– Typically small project– Project budget must be submitted and
approved– Force account must be approved prior to
work
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Construction InspectionConstruction Inspection
After DOT approval construction in accordance with plans and contract begins
Construction inspection is done under supervision of registered Professional Engineer or Professional Architect– Typically done by design consultant– Typically is part time inspection at key steps– Scope and fee of construction services
submitted to DOT for concurrence
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Reimbursement of Construction Reimbursement of Construction FundsFundsTown submits invoices and progress
reports to DOTMonthly, include documentation of work
done and proof of paymentApplication for payment needs to be
certified by a licensed engineer/architectRetainage not allowed
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Changes During Construction Changes During Construction
Changes or additions to project must be documented through change orders
All change orders need to be reviewed and approved by DOT
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Construction TestingConstruction Testing
FHWA NH Audit noted weakness in testing of materials during construction
Specifications in contract spell out requirements for materials
Testing done to ensure these materials meet specifications
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Construction TestingConstruction Testing
Soils: Sand, gravel, granular backfillTesting:
– Gradation
– CompactionFrequency
– 1 test /1500 LF or 1 test/4000 CY
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Construction TestingConstruction Testing
Paving– Gradation at plant– Gradation, asphalt cement at plant – Compaction at project by cores
Concrete for bridges– Structural concrete
Cylinders for strengthGradations and moistures at plant
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Final InspectionFinal Inspection
FHWA NH audit noted lack of final inspections
Recommend that town and contractor hold formal final inspection
Document inspection and resolution of items to be finished
Issue formal acceptance letterDOT will attend final inspection as
available
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Final Reimbursement/Project Final Reimbursement/Project CloseoutCloseoutSubmit final “As-built Plans” to DOTSubmit final construction invoices with
certificationNeed to complete project closure forms
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Project Records ReviewProject Records Review
Single Audit reportsFinancial Audits in the futureROW/Field Audits in the future
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Where to Get More InformationWhere to Get More Information
Possible session in Spring 2008– Need evaluation and input
NHMA Annual meeting November 8, 2007
www.nhqbs.orgwww.te-cmaq.nh.gov
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Reference MaterialsReference Materials(Not Limited To)(Not Limited To)AASHTO Green BookRoadside Design GuideMUTCDNHDOT Highway Design Manual
– Volume I– Volume II
NHDOT Web Site– www.nh.gov/dot/business/index.htm
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Questions/commentsQuestions/comments
MaintenanceRecord Keeping requirementsAuditsChecklist of approvals