Municipal Managers Municipal Managers WorkshopWorkshop

Nancy Mayville, Municipal Highways EngineerRam Maddali, Project ManagerJim Marshall, Project Manager

September 19, 2007

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.

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

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

Overview of Presentation Overview of Presentation

Municipal Agreement

– Sections of the Municipal AgreementProcess for selecting consultantsRecord keeping requirementsDesign to ConstructionConstruction to project completion

Elements of Municipal Elements of Municipal ManagementManagementProject development processConstruction processRecord keeping requirements during and

after completionFinancial documentation requirements

Steps in Project Development Steps in Project Development

Project development

– Design

– Environmental approval

– ROW acquisition

– Construction

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

MaintenanceMaintenance

Municipality need to maintain constructed portions including sidewalks

Project funds cannot be used for maintenance

ReimbursementReimbursement

Projects are not grant fundedRequires proof of paymentDescribe the services and description of

chargesTE/CMAQ Manual provides informationMonthly and/or frequent requests

recommended

Labor ComplianceLabor Compliance

Davis Bacon wage rates applicable (unless otherwise approved)

Contract provisions available and need to be included

New certification requirements

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

Schedule for CompletionSchedule for Completion

Start within nine monthsCompletion time noted in Section III.FMunicipality needs to request extension

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

Design Process Design Process

When do you start to work on a project

– About 1 yr. to 3 yrs. prior to advertising

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

Engineering StudyEngineering Study

Existing Conditions– Project Description– General Layout

Design Criteria– Design Speed– Traffic Data– Proposed Layout

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

Engineering Study (Continued)Engineering Study (Continued)

Structure Studies and Recommendations– Study Shall Include Hydraulics and

Constructability IssuesRetaining Wall

– Type of WallBridges

– Type of Bridge

Engineering Study (Continued)Engineering Study (Continued)

Format of Submission (not limited to)– Plans– Written Narratives– Conceptual Drawings

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

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

Preliminary Plans (Continued)Preliminary Plans (Continued)

Submit Environmental Documentation for DOT/FHWA review and acceptance

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

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

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

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

American Disabilities ActAmerican Disabilities Act(Sometimes Overlooked)(Sometimes Overlooked)Truncated DomesPedestrian Ramps

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

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)

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

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”

PS&E Approval Before BiddingPS&E Approval Before Bidding

DOT submits package to FHWA to get authorization of construction funds

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

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

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

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

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

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

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

Construction TestingConstruction Testing

Soils: Sand, gravel, granular backfillTesting:

– Gradation

– CompactionFrequency

– 1 test /1500 LF or 1 test/4000 CY

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

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

Final Reimbursement/Project Final Reimbursement/Project CloseoutCloseoutSubmit final “As-built Plans” to DOTSubmit final construction invoices with

certificationNeed to complete project closure forms

Project Records ReviewProject Records Review

Single Audit reportsFinancial Audits in the futureROW/Field Audits in the future

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

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

Questions/commentsQuestions/comments

MaintenanceRecord Keeping requirementsAuditsChecklist of approvals