project delivery academy · 2020-01-07 · cog / mpo coordination group managers pavement, bridge,...
TRANSCRIPT
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PROJECT DELIVERY ACADEMY
MODULE 1: PLANNING AND PROGRAMMING
January 8, 2020
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Presented by:
Jennifer Catapano Project Delivery Academy Facilitator Project Resource Office
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
INTRODUCTION
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Presented by:
Steve Boschen Director Infrastructure Delivery and Operations
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
STATE ENGINEERS OFFICE (SEO)
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Presented by:
Jennifer Acuna Senior Project Manager Project Management Group
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
PROJECT MANAGEMENT GROUP (PMG)
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Project Delivery Academy Our Team
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• Delivering Design Projects for Construction 20, 30, 30, 20
• In FY 20, Responsible for Delivering 109+ Construction
Projects State Projects = 63 Local Projects = 25 Certified Agency Projects = 21
Project Delivery Academy What is the Project Manager’s Role
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• Assemble the project team & Deliver project to Construction • Responsible for:
Project Initiation
Project Schedule
Project Budget
Milestone Deliverables
Project Advertisement
Design Closeout
Post Design Services
Project Delivery Academy What is the Project Manager’s Role
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QUESTIONS?
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
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THANK YOU
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
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PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
MULTIMODAL PLANNING DIVISION MPD PLANNING
Presented by:
Bret Anderson Program Manager Multimodal Planning Division
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Recognize and Understand the: WHO WHAT WHY WHERE WHEN HOW Related to the 5 Year Program and the MPD planning process
MPD PLANNING
After this presentation you should be able to:
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Financial Management Services State Engineer’s Office Multimodal Planning Division District Engineers Statewide Project Management COGs MPOs State Transportation Board
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Decision Making Funding Levels, RIC, Department Policy Capital Improvement Plan for Department (STIP) Project Level
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State Transportation Board Policy ARS 28-6951 through 28-6955 Annual Requirement ADOT’s TIP Federal Requirement for use of Federal Funds
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Organization Multimodal Planning Division Infrastructure Delivery and Operations Division District Involvement
COG / MPO Coordination Group Managers
Pavement, Bridge, Sign, Rest Area, POE, etc
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July 1 New Program Available July – August Project Evaluation September – October District Workshops – RAAC Meetings December ADOT, MAG, PAG Coordination February PPAC & STB Adopt Tentative Program March, April, May Public Hearings June STB Approves Final Program
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Sub Programs Block of Money set aside for the use of that type of work
Bridge Pavement Port of Entry Environmental Right of Way Utilities HSIP (Safety) Rest Area
Group Managers give approval to use Take to PRB to Establish a project Moves to PPAC for approval (1 Month) Goes to State Transportation Board (1 Month) Approved
Coordination with COG’s and MPO’s
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Planning to Programming Process Annual Cycle
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Statewide Modernization Projects
Statewide Preservation Projects
Statewide Expansion Projects
Modernization Projects Prioritized list
Preservation Projects Prioritized List Expansion Projects Prioritized List
Planning 2 Programming (P2P)
Evaluation Criteria
Technical (35% Points)
• Pavement • Bridge • Safety • Sub-Programs
• Road Classification
• Freight % • External $
Policy (10% Points)
Safety (25% Points)
• Safety Analyst • Level of Safety
Service (LOSS)
District (30% Points)
• District Ranking • Facility Condition • Safety • Congestion
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Statewide Modernization
Projects Prioritized List
Statewide Preservation
Projects Prioritized List
Statewide Expansion Projects
Prioritized List
Long Range Transportation Plan Investment Category Recommended Investment Category $$$
Tentative 5 Year Program
Board Approval
Planning to Programming LRTP Recommended Investment Choice Application
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THANK YOU
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
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BREAK
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
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PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
LOCAL PUBLIC AGENCY Presented by:
Lisa Pounds Project Resource Office & Local Public Agency Manager
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LOCAL PUBLIC AGENCY
Understand the purpose and function of the ADOT Local Public Agency (LPA) Section Identify the roles and types of the Local Public Agencies Understand Project initiation and the role LPA serves regarding Project Managers Understand oversight and monitoring regulatory compliance Recognize financial and regulatory considerations
After this presentation you should be able to:
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LOCAL PUBLIC AGENCY SECTION LPA serves ADOT to support the Federal-aid Highway Program in Arizona. Programming: Assists Local Public Agencies with navigating federal processes and programs;
• Project Initiation • HURF • Transportation Alternatives Program (TAP)
• Safe Routes to School • Off–system Bridge Program
Oversight and Monitoring: Provides Oversight & Monitoring of federally funded local transportation projects/programs
• Compliance Reviews • Construction Site Monitoring
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ADOT LPA Section currently initiates the project based on information provided by the LPA
1. Request project numbers 2. Initial Review of Scope and Budget 3. Hand off project to the PM to initiate IGA 4. PM will Request Federal Authorization
a. IGA must be in place before funds are authorized and obligated b. LPA match must be submitted to ADOT
How does LPA assist Project Managers (PMs):
PROJECT INITIATION WITH ADOT
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LIFE CYCLE OF THE PROJECT DEVELOPMENT PROCESS
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ADMINISTRATION ROLES ON LOCAL PROJECTS
1. ADOT Administration (AA) • The project is administered by ADOT; the LPA is an active stakeholder on
the project team. 2. Certification Acceptance (CA)
• The LPA can administer all their projects, in general, with limitation 3. Self-administration (SA)
• The LPA administers one project (design phase) but only after an approval process
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8 agencies By a master agreement, LPAs can administer their projects with some limited authority These agencies were recertified in 2019 (good for 5 years)
Self-Administration
By an IGA and application approval process, LPAs can self-administer the design phase of a specific project.
DELEGATED AUTHORITY Certification Acceptance Agencies
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OVERSIGHT & MONITORING
ADOT and FHWA Stewardship and Oversight Agreement Compliance is required to keep the money in AZ which is a condition of using federal funds Accountability of funds
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LPA projects must first be listed in their regional TIP to be eligible for federal funds. If you use any federal funds the project becomes federalized Scope and budgets must be aligned.
FINANCIAL Project Development Administration (PDA) Schedule slippage can jeopardize project funding To be eligible, allowable costs must be reasonable, necessary and directly related to the specific project Inactive projects
FINANCIAL AND REGULATORY CONSIDERATIONS
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Post-design services Project close-out
FINANCIAL If a project is designed with federal dollars but not built (10 year window) the LPA has to pay back the money
FINANCIAL AND REGULATORY CONSIDERATIONS
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Project costs incurred before the federal authorization date are not eligible for reimbursement with federal funds. Disadvantaged Business Enterprises (DBE) Americans with Disabilities Act (ADA)
REGULATORY LPAs can use ADOT, MAG or PAG design standards; design exceptions are a case-by-case basis Records must be maintained for a minimum of 10 years following FHWA project closeout in FMIS for any project Administered by ADOT. Buy America
FINANCIAL AND REGULATORY CONSIDERATIONS
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Know and understand federal form-1273 No Changes to the
verbiage
REGULATORY
FINANCIAL AND REGULATORY CONSIDERATIONS
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WHAT DOES ACTIVE LOCAL PARTICIPATION LOOK LIKE?
Environmental Documentation LPA is responsible for preparing compliant environmental documentation ADOT EPG is responsible for reviewing the documentation; and, analyzing it for NEPA, i.e., level of categorical exclusion needed for the environmental clearance. LPA has to provide information so ADOT can provide clearances
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Two Helpful Resources Federal-aid Essentials https://www.fhwa.dot.gov/federal-aidessentials/
Local Public Agency Projects Manual
https://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overview
https://www.fhwa.dot.gov/federal-aidessentials/https://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overviewhttps://www.azdot.gov/business/programs-and-partnerships/LocalPublicAgency/overview
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PROJECT DELIVERY ACADEMY LOCAL PUBLIC AGENCY
Lisa Pounds – PRO & LPA Manager – 602-712-8088 Programming Mark Henige – Program Manager – 602-712-7132
Jennifer Henderson – Project Coordinator – 602-712-4173 David Do – Project Coordinator – 602-712-8427
Oversight and Monitoring Rolanda Smedley – Process Manager – 602-712-8352
Vacant – Oversight & Monitoring Manager 602-712-6404 Ben Robideau – Oversight & Monitoring Regulatory Compliance Reviewer 602-712-7878 Jennifer Catapano – LPA Liaison – 602-712-4873
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Questions?
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THANK YOU
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
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Presented by:
Korina Lopez Manager Joint Project Agreement
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
JOINT PROJECT AGREEMENT
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Joint Project Agreement Section Four types of agreements generally written by our
office:
Joint Project Agreement (JPA) Intergovernmental Agreement (IGA) Interagency Service Agreement (ISA) Interstate Agreement
The most common type of agreement is an IGA
ADOT JPA Section supports the Project Development Process.
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Purpose of Agreements Why are IGA’s necessary?
• Required by statute - ARS §§ 11-951 through 11-954 – (Title 11 Article 3 – Joint Exercise of Powers)
• Protect the interests of the parties • Establish party responsibilities • Serve as the mechanism that allows for the exchange of funds
between ADOT and other agencies and organizations • Memorialize the agreement between the parties • Internal to ADOT, IGA’s ‘trigger’ an invoice (if applicable) and
authorization of funds for the project(s) for which the agreement is being written. o The Local Agency’s match must be received before the project will be advertised o IGA must be executed before funds can be authorized or obligated
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Intergovernmental Agreement (IGA) WHO does ADOT enter into IGA’s with? • Any public agency as defined by ARS §§ 11-951- Local Agencies
Federal Agencies Indian Tribes Counties Towns Cities
WHO initiates an IGA? • PMG and LPA Sections
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WHEN are IGA’s necessary?
• ADOT is administering design and/or construction of a local project on behalf of a Local Agency
• Local Agencies request federal-aid through COG/MPO • Funding is programmed in the TIP • The Local Agency will utilize the HURF (Highway User Revenue
Fund) Exchange program • Tribal Entity will utilize the IFTA (Intergovernmental Funds Transfer
Agreement) process • ADOT is including work requested by a Local Agency on a State
project (such as landscaping, aesthetics, sidewalks, lighting, etc.) • Any portion of a State project is located on local right-of-way
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WHAT is needed to initiate an IGA? • Programmed project • TIP/STIP No./Copy of approved TIP • ADOT Project No. • Federal Aid No. (if federally funded) • Purpose for the Agreement - Brief Project description • Project location • Who is responsible for what?
design/construction/maintenance • Cost estimate • Funding type/breakdown • Local agency contact information
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IGA Process – Initiation to Execution How long does the IGA process take? • The process can take up to 12 weeks • Project Schedules influence timelines • Review times may be shortened due to project
schedules and/or targeted delivery dates
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IGA Process & Reviews Prepare Draft (1-
2 weeks) Draft to PM for Review (1-2
weeks)
Draft to AG for Review and Approval
(1 week)
Draft to ADOT Internal Review (1-2 week)
Draft to LPA for Review and Approval (2
weeks)
Final Document for Signatures (LPA - Depends on Board/Council Meeting (1 week
to months); ADOT - 48 hrs)
EXECUTE AG Determination Letter (3-5 days)
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IGA Initiation, Process & Reviews How is an IGA initiated?
• CAR is a web-based system, http://car/ • Obtain access (submit CARF, requesting “Submitter Role” for IDO) • After access is received, contact JPA office for training
After the Agreement is initiated, submitted and drafted, it goes through the review process.
Agreements are broken into a minimum of three parts and include “standard language”: • Recitals • Scope of Work • Miscellaneous Provisions
http://car/
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IGA Process “Standard Language” has been developed with each of the appropriate technical groups: • Finance • Right-of-way • Utilities • Attorney General • Risk Management
Changes to “Standard Language” • All requested changes must be reviewed and appropriate
approvals obtained
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Before an Agreement can be EXECUTED: All Agreements • Must go through the required internal review and
approval process • Must be reviewed by the Attorney General’s (AG) Office
and approved to form
Local Agency review and approval • Local Agency requested changes require ADOT review
and approval • All IGA’s require Local Agency attorney approval • Council/Board approval (Resolution/meeting minutes)
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Agreement Execution After the language in the IGA is agreed to by the Parties: • All signatures are obtained • Determination Letter (attorney approval form) - AG’s
office • The “effective date” is the date of the Determination
Letter or the final signature received and is the last thing entered on the IGA before it is EXECUTED
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2019 Metrics 143 Agreements were Executed • 80 Local Agency • 23 State Projects • 20 Data Access Exchange • 3 IFTA • 9 HURF • 5 Misc
Average time to EXECUTE • 145 days
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ADOT JPA Contacts:
Joint Project Agreement Section 205 S. 17th Ave., MD 637E
Phoenix, AZ 85007 [email protected]
Fax: 602.712.3132
Korina Lopez JPA Section Manager 602.712.8753 Jennifer Workman Senior JPA Specialist 602.712.7814
Cynthia Childers JPA Specialist 602.712.7785 Diane Gillies JPA Specialist 602.712.7344 Liliana Aguilar JPA Specialist 602.712.7124
mailto:[email protected]:[email protected]Korina Lopez JPA Section Manager602.712.8753
Jennifer WorkmanSenior JPA Specialist602.712.7814
Cynthia ChildersJPA Specialist602.712.7785
Diane GilliesJPA Specialist602.712.7344
Liliana AguilarJPA Specialist602.712.7124
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ANNOUNCEMENTS
• NEXT PROJECT DELIVERY ACADEMY CYCLE – FEBRUARY 12, 2020
• TRAINING SURVEY
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
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QUESTIONS?
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
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THANK YOU
PROJECT DELIVERY ACADEMY MODULE 1: PLANNING AND PROGRAMMING
PROJECT DELIVERY ACADEMY��MODULE 1: �PLANNING AND PROGRAMMING��January 8, 2020Slide Number 2Slide Number 3Slide Number 4Slide Number 5Slide Number 6Slide Number 7Slide Number 8Slide Number 9�THANK YOUSlide Number 11Slide Number 12Slide Number 13Slide Number 14Slide Number 15Slide Number 16Slide Number 17Slide Number 18HOWSlide Number 20Slide Number 21Slide Number 22Slide Number 23�THANK YOU�BREAK Slide Number 26LOCAL PUBLIC AGENCYLOCAL PUBLIC AGENCY SECTION�Slide Number 30ADMINISTRATION ROLES ON LOCAL PROJECTSSlide Number 32OVERSIGHT & MONITORING����WHAT DOES ACTIVE LOCAL PARTICIPATION LOOK LIKE?�Two Helpful ResourcesPROJECT DELIVERY ACADEMY �LOCAL PUBLIC AGENCYSlide Number 41�THANK YOUSlide Number 43 Joint Project Agreement Section� Purpose of AgreementsIntergovernmental Agreement (IGA)� �Slide Number 48IGA Process – Initiation to ExecutionSlide Number 50IGA Initiation, Process & ReviewsIGA ProcessBefore an Agreement can be EXECUTED: Agreement Execution2019 MetricsADOT JPA Contacts:Slide Number 57Slide Number 58�THANK YOU