lpa basic project development training britni saunders lpa training, policy & guidance, indot
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LPA Basic Project Development Training Britni Saunders LPA Training, Policy & Guidance, INDOT March 28, 2014. Getting Started- Guidance Document. What is it? INDOT’s guidance manual for local federal aid projects; aids in completion & understanding - PowerPoint PPT PresentationTRANSCRIPT
LPA Basic Project Development Training
Britni SaundersLPA Training, Policy & Guidance, INDOT
March 28, 2014
Getting Started- Guidance Document
What is it? INDOT’s guidance manual for local
federal aid projects; aids in completion & understanding
Provides linkable resources to material throughout the document
Most links have needed to be updated due to IT changes, will be resolved in next update due shortly
What is it? Provides information to help all parties
involved Ensures full understanding of the
requirements of a federal aid project Ensures compliance ADVICE: Look it up before calling
Getting Started- Guidance Document
Where is it? Last version posted on INDOT’s website in
August 2013 Scavenger hunt! Document posted on website
at: http://www.in.gov/indot/files/LPA_GuidanceDocument_2013.pdf
Document formatting is being revised and information left out of August 2013 version is being added
In the future, documents will be reposted to INDOT site when changes are made
Most changes will come from an upcoming April meeting, should be able to post shortly after
Knowledge of revisions will come through GovDelivery
Getting Started- Guidance Document
How do I use it? Scavenger hunt activities! We will show
you real examples throughout the presentation on how to reference it.
How is it currently formatted? Critical Elements Fatal Flaws Documentable Proof
Getting Started- Guidance Document
Getting Started: Other Tools & Resources
Jackie SchmittLocal Project Engineer, Vincennes, INDOT
Other Tools & Resources GovDelivery
What is it? The world's leading free email subscription
management system designed specifically for the public sector. It empowers organizations to provide citizens with better service and access to relevant information by proactively delivering new information through e-mail and wireless alerts.
New communication system for INDOT LPA Benefits Consistency with majority of state
government communication systems
Roles & Responsibilities
Britni SaundersLPA Training Program Director, INDOT
&Brandi Fischvogt
Local Project Manager, Seymour, INDOT
Stakeholders
LPA
Consultant
FHWAINDOT
MPO
Federal Highway Administration (FHWA) Responsible for
ensuring adequate and proper delivery of federal-aid projects. This responsibility is
delegated to the State through legislation.
FHWA has the final say with regards to financial participation.
Indiana Department of Transportation (INDOT) Responsible for…
Providing technical assistance to the LPA Ensuring all project elements comply
with FHWA regulations Ensuring federal funds are appropriately
utilized for local projects in a timely manner
Maintaining the Statewide Transportation Improvement Program (STIP)
INDOT Roles Project Manager Program Director Real Estate
Manager Utilities Manager Railroad Manager Environmental
Manager
*Please reference the attached
contact sheet to see who fills
these rolls for your district.
Metropolitan Planning Organization (MPO) Responsible for
transportation planning in their Urbanized Areas.
An MPO has multiple boundaries. Urbanized Areas Metropolitan Planning Area
(MPA) Includes area anticipated to
be urbanized in the next 20 years.
MPO Responsible for maintaining the
Transportation Improvement Program (TIP) This is a 4 year planning document specific
to an MPO The TIP shows projects in that period with
all funded phases in the year and amount of funds those will be obligated
TIP Phases are Preliminary Engineering (PE), Right of Way (ROW) and Construction (CN)
Local Public Agency (LPA) Responsible for..
Timely Project Delivery Financial Management Following State and Federal guidelines
Must have a certified Employee in Responsible Charge (ERC) before applying for federal-aid funds for a project. Point of Contact for LPA, acts as a Project
Manager Must have attended required training sessions
ERC A few key responsibilities of an
ERC.. Submit electronic project application Ensures the INDOT-LPA Contract is
executed Submits Requests for Proposals (RFPs)
for consultant selection to INDOT Attends Quarterly Tracking Meetings
Submits Quarterly Reports prior to Tracking Meeting
Submits Invoice-Voucher forms for federal reimbursement
Consultant Responsible
for..
Abiding by the LPA-Consultant Contract.
Keeping the ERC informed on the project status.
Consulting Firm must be on INDOT’s Pre-Qualified Consultant list.
Consultant must have a Certified Project Manager prior to working on an active project.
Project Development Process (PDP)
Jackie SchmittLocal Project Engineer, Vincennes, INDOT
Project Development Process Process is designed to ensure
federal and state regulations are followed
Watch video: “Project Delivery: A Process from Cradle to Grave” http://www.fhwa.dot.gov/federal-aidesse
ntials/catmod.cfm?id=3
Project Development Process Design/Plan Development
Preliminary Field Check Environmental Document &
Permits Right-of-Way Utility/RR Coordination Final Tracings Submittal & Bid
Letting Construction & Construction
Inspection
PDP – Design & Field Checks Pre-qualified
consultant/engineer Designer will follow current design
standards or practical design concepts Typically see plans developed in
30%, & 90% stages for LPA projects Stage 1 & Stage 3 Submittals
Field Checks can be scheduled around 30% plan development Opportunity for key team members to
visit project site
PDP – Environmental & Permits An Environmental Document is
required for any project using FWHA funds Varying levels of detail and approval
requirements based on project scope and impact
Preparation is completed by pre-qualified consultant
Permits may need to be acquired from other agencies
PDP – Right-of-Way Two distinct phases of ROW
ROW Engineering ROW Services
Services performed to acquire property Actual purchase costs
ROW can take as little a one month to complete to more than a year Based on amount of parcels and
acquisition challenges
PDP – Right-of-Way ROW Engineering
Title Search Plat #1 ROW Plans Legal Descriptions and Parcel plats APA’s (if completed without owner
contact) These activities can be
completed with PE funding, under the NTP issued for preliminary engineering services
PDP – Right-of-Way ROW Services
APA’s (if performed with owner contact) Appraisals Buying Relocation & Property compensation
Environmental Document must be completed before ROW Services can begin A separate NTP must be issued for this
work to begin!
PDP - Utility & RR Coordination Coordination is essential for
success Early coordination will help plan
development and schedule Some utilities may be “reimbursable” if
your project requires the utility to relocate from their property/easement
Utility work plans and relocation plans are required for bid letting
PDP – Final Tracings & Bid Letting Final Tracings Submittal
Submitted by consultant to INDOT approx. 12-16 weeks before letting day
Includes all needed documents to prepare project for bid
PS&E Checklist completed by INDOT
PDP – Final Tracings & Bid Letting Bid Letting
Bids are opened on day of letting, apparent low-bid information posted on INDOT website
INDOT will ask for LPA concurrence on contract award
INDOT will issue an invoice to LPA based on verified low bid information and federal funding available
LPA needs to pay their match in timely fashion
PDP - Project Wrap-up After Construction
Pre-final will be scheduled to review project site and construction efforts
Final construction records will be sent to district for review
Contractor will be released Project will undergo a final audit through
INDOT/State audit procedures
Being an ERC: Your First Steps
Britni SaundersLPA Training Program Director, INDOT
&Brandi Fischvogt
Local Project Manager, Seymour, INDOT
Your First Steps ITAP
What is it? How do I get started? When will I use it? Who do I go to for help?
Call for Projects Process What is it? When does it happen?
Your First Steps Early Coordination Meeting
What is it? When does it happen? Where is that at on the project delivery
map? What can I expect? What do I prepare?
Being an ERC: Your First Steps: Consultant Selection
Jackie SchmittLocal Project Engineer, Vincennes, INDOT
Consultant Selection Consultant selection for a federal
aid project Federal-aid requirements
Fair selection through scoring process Disadvantaged Business Enterprise (DBE)
goal determination What are the steps in the selection
process? LPA Selection Toolkit:
http://www.in.gov/dot/div/legal/rfp/LPARFP/LPAConsultantSelectionToolkit.pdf
LPA-Consultant Contract
Consultant Selection Request for Proposals
RFP describes the project, budget, and services needed from a consultant
LPA needs to request DBE goal through INDOT website to include in RFP
Template can be found on INDOT website LPA must complete an RFP to be posted
online to solicit consultant for services using federal funds
RFP is posted online for 4 weeks Letters of Interest (LOIs) sent to LPA for
review
Consultant Selection Selecting your
consultant Review LOIs and
score using rating sheets
Past Performance scores can be provided
All RFP and scoring information will be reviewed by INDOT
Consultant Selection LPA-Consultant Contract
Negotiations Do not hesitate to discuss the fee proposal
Boilerplate contract available on INDOT website
Send draft contract and supporting information to INDOT for review
After review, provide INDOT with a signed copy of the contract
Once received, INDOT may request federal funding (FMIS) for the phase of work
Notice to Proceed (NTP) will be issued after funding approval
Consultant Selection Consultant selection for a federal
aid project- what is different? Scavenger Hunt! Find the Consultant
Selection Toolkit. How do you use it? What are the steps in the selection process?
Negotiating Best practices
LPA-Consultant Contract Who can help you?
Being an ERC: Your First Steps: INDOT-LPA Contract
Debbie AultDistrict Local Program Director, Seymour, INDOT
INDOT-LPA Contract What is it?
What does this contract really say? What happens if I don’t do what the
contract says? Where does this happen in the
project delivery process and why?
When can I start my project?
Top 10 Keys to Success
Top 10 Keys to Success Be willing to ask for help and ask
questions when you don’t understand.
Know your resources. Be involved, be engaged! Understand the ‘Critical Flaws’ of
the project process. Have a checkbook mentality.
Top 10 Keys to Success Be proactive! Great time management= better
results Keep good records for final
audits Keep correspondence Being informed