Iowa

DOT

Update

2014 APWA Iowa Chapter

Spring Conference

John E. Dostart, P.E.

Electronic Contract Administration

• Purpose

• Develop an all-electronic system to administer an LPA

construction contract from start to finish

• Scope

• Required for all Federal-aid, State-aid and FM funded

contracts

• Optional for local let, locally funded

Electronic Contract Administration

Basic system requirements

Eliminates paper exchange between DOT and LPAs

Web-based with mobile apps

Integrates with existing DOT systems

Accessible with appropriate permissions for all parties

(FHWA, DOT, LPA, contractors and subcontractors)

Enables electronic payment and reimbursement

Electronic Contract Administration

Committee Structure

Steering Committee

Subcommittees

Systems Requirements

Procurement

Testing and Development

Electronic Contract Administration

Status

Funding approved (DOT pays)

Committees established

Kick-off meeting held

Systems Requirements subcommittee met for first time

Systems requirements being drafted for further review

Electronic Contract Administration

Next Steps

Determine systems requirements

Request for Information

Request for Proposal

Select vendor and begin testing

Timeframes

Begin testing in 2014

Fully implement in 2015

Closure of Primary Highway Extensions

Iowa Code 321.348

Cities may not obstruct or close state highways in city limits without prior consent of the Iowa DOT, except in emergencies.

For non-emergency situations, a 10 day advance notice is required, if possible.

Coordinate planned closures with your local Iowa DOT maintenance garage.

Once approved contact the Iowa DOT’s Traffic Operation Center (TOC)

(515) 239-1440

TOC will:

Enter the Information on the 511 Map

Contact Iowa DOT Motor Carrier Services (MCS)

Inform the District Office.

MAP-21 Buy America Changes

Moving Ahead for Progress in the 21st Century

(MAP-21)

Public Law 112-141 signed into law on July 6, 2012.

Funded surface transportation programs through

September 30, 2014

Section 1518 revised the Buy America (BA)

requirements under Title 23 of the United States Code

(23 USC 313) and Title 23 of the Code of Federal

Regulations (23 CFR 635.410)

Comprehensive guidance is at:

http://www.fhwa.dot.gov/construction/cqit/buyam.cfm

MAP-21 Buy America Changes

Before MAP-21

Buy America (BA) applied only to work included in a

Federal-aid construction contract

After MAP-21

BA applies to all contracts eligible for Federal-aid, within

the scope of project, as defined by the NEPA document

Why the change?

Other States in past issued multiple contracts to build

large bridges to avoid the Buy America requirements

MAP-21 Buy America Changes

What FHWA is doing?

Met with Congress to confirm intent of Section 1518

Conducted meeting webinars with State DOTs and

Utilities to inform industry

Divisions are working with DOTs to incorporate

requirements into utility agreements and contracts

Working on revising 23 CFR 635.410; Federal Register

Notice forth coming

MAP-21 Buy America Changes

What is the Iowa DOT doing?

Revising processes and procedures to assure compliance on

State and local projects – including:

Iowa DOT utility agreements and permits

I.M. 3.640, Utility Accommodation and Coordination

I.M. 3.650, Federal-aid Participation in Utility Relocations

I.M. 3.680, Federal-aid Projects Involving Railroads

MAP-21 Buy America Changes

What do you need to do?

1. Be aware that BA now also applies to any Fed-aid

eligible utility relocation or railroad work caused by

the project.

2. Include BA provisions in agreements for eligible utility

or railroad work, regardless of whether Fed-aid is used

or not.

3. Collect BA certifications from utilities and railroads

for iron or steel incorporated in Fed-aid eligible

work.

4. Keep these records as part of your Fed-aid project

file.

Environmental Issues

Indiana Bat

Potential habitat areas changed - fewer counties included

Restricted dates for clearing expanded to Apr 1 – Sep

30

DOT will coordinate consultation with Federal agencies;

but more info from LPAs will be required

New I.M. being developed - stay tuned for more info

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Environmental Issues

Environmental Issues

Northern Long Eared Bat

Will be protected starting Oct 2014

Potential habitat includes all of Iowa

Details of procedures currently being worked on by State and Federal agencies

Requirements will likely be similar to the Indiana Bat, but will prohibit cutting all trees from April 1 to September 30 A

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Northern Long Eared Bat

NEPA must be approved

before ROW is acquired

Habitat is not limited to

only certain types of tree.

May also live under bridges

and in other structures.

Environmental Issues

Steve Taylor; University of Illinois

Environmental Issues

Emerald Ash Borer

Has been confirmed in several counties

Entire state is now under quarantine

Living or dead Ash trees, logs, stumps, etc. cannot be

moved across county lines

See Dec 9, 2013 e-mail from Local Systems titled,

“Interim Standard Road Plans, Details, Notes and

Tabulations”

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Environmental Issues

Determination of Effect Form to assist in complying with

Section 7 of the Endangered Species Act of 1973.

Before completing the form request a list of species and

critical habitats that may be in the project area from:

US Fish and Wildlife

Iowa DNR

http://www.iowadot.gov/ole/OLESite/section7.html

A new I.M. is being developed to address Environmental

Issues.

Environmental Issues

Civil Rights Assessment

Recommendations affecting LPAs

Improve guidance on Accessible Pedestrian Signals (APS)

Appendix A of Standard Assurances

Include in consultant agreements

Include in local letting contracts

Improve guidance on DBE good faith efforts

Several I.M.s are being revised to address the

recommendations

http://www.iowadot.gov/civilrights/TitleVI_home.html

ADA Update

Clarifications from FHWA in Jul 2013

Resurfacing better defined

Includes mill & fill, micro surfacing, thin lift overlays

These are alterations that trigger installation or

reconstruction of ramps

Iowa DOT Design Manual Section

12-A updated

Final Public Rights-of-Way Accessibility Guidelines

(PROWAG) expected this year

Nighttime reflective gear

Effective Apr 2014, Std Specs Article 2528.03 L, 5

will be revised

Orange or strong yellow green pants or shin

reflectors (gaiters) must be worn at night

Applies to all personnel working the highway right-

of-way

I.M. Updates

Federal-aid Project Development

Guide

I.M. 1.080 – ADA Requirements

Section 5.3.1, Roadway and Bridges –

Clarified that I.M.s are for non-Interstate

and non-Primary roads and bridges.

Removed examples of maintenance

activities. They are listed in Section 12A-2

of the Design Manual (Iowa DOT and

SUDAS)

Section 5.4, Design Exceptions – Added a

distinction between exceptions that

require a formal design exception and

ones that require a justification.

Added hyperlinks to two documents that

explain the definition of resurfacing.

Section 5.4.1, Roadways and Bridges –

Revised information on Design Exception

Process and 3R Projects.

Section 5.4.2, Bicycle and Pedestrian

Facilities – Bicycle and Pedestrian facilities

do not require a formal design exception

or a benefit-cost analysis.

I.M. Updates

I.M. 2.050 – Procedure to Amend a

County Secondary Road

Construction Program and Budget

I.M. 2.120, Attachment B –

Intermediate Scour Assessment

Flowchart

Technical updates to preparing a county’s

Secondary Road Construction Program

and Budget.

References to other attachments were

deleted.

I.M. 3.005 – Project Development

Submittal Dates and Information

I.M. 3.210 – Rural Design

Office of Contracts Submittal Dates for

LPA Projects was updated through the

October 16, 2016, Letting.

Changed values to reflect the 2011

AASHTO Green Book.

Updated radius values slightly on all

tables.

Changes from HS-20 to HL-93 bridge

design loading

I.M. Updates I.M. 3.214 – 3R Guidelines I.M. 3.216 – Economic Analysis

(Benefit-to-Cost Ratio)

Changed the reference on Design

Exceptions from I.M. 3.220 to I.M. 3.218.

The Crash Reduction Factors are now

based on the factors from the Crash

Modification Factor Clearinghouse.

Removed discussion on High Risk Rural

Roads. The program was discontinued in

MAP-21.

Benefit/Cost Ratio is now calculated using

the same method used for Traffic Safety

Improvement Program (TSIP) projects.

I.M. 3.218 – Design Exception

Process

I.M. 3.220 – Design Exception

Information for Bridges Narrower

than Approach Pavement

Added 14 design elements to clarify which

design elements will require a formal

design exception.

I.M. replaced by I.M. 3.218.

Attachment A replaces Chart No. 4 –

Design Exception Process

I.M. Update

I.M. 3.640 – Utility Accommodation and Coordination

I.M. 3.650 – Federal-aid Participation in Utility Relocations

Updates related to MAP-21 Buy America Requirements

Outlining when Buy America applies to utility relocations.

Instructing LPAs to:

•Include Buy America provisions in their Federal-aid eligible utility relocation

agreements

•Require certification from utility companies to document compliance

•Keep certifications in their project files

Clarifying the review process for utility agreements when Federal-aid is requested.

I.M. Update

I.M. 3.730 – Iowa DOT Letting Process

The Engineer’s cost estimate will be referred to as the LPA’s cost estimate.

The Office of Contracts estimate uses the LPAs estimate as a supporting document.

The Office of Contracts estimate is used for the Federal-aid obligation.

Time has been added to the Administering Office’s and LPA’s contract period review.

Plans are no longer printed and mailed.

The Office of Contracts will no longer make an award recommendation.

The rejection threshold was reduced form 120% to 110% of the LPA’s estimate.

Subcontractor requests will only be handled electronically.

Attachment A flowchart is for pre-letting process.

Attachment B flowchart is for post-letting process.

I.M. Update

I.M. 3.760 – Public Interest Findings (PIF)

Proprietary products information has been significantly revised to conform with

current FHWA guidance.

Public Interest Finding Request Form (Form 517030), has been developed to request a

PIF.

The person in responsible charge at the LPA must sign the certification on the new

form.

Projects with full oversight require FHWA’s approval.

Inactive Obligations

Inactive projects are those without activity (reimbursements processed) for 12 months or more

These are reviewed quarterly

Federal requirements tightening up

Any Federal-aid project with no activity for 9 months is subject to review

Send us a bill at least annually!

If the bonding company becomes involved, please call us.

Save the Date!

Federal-aid Overview Seminar

May 12, 2014

In-person (Ames) or webinar

Questions?