Local Government SectionLocal Government Section

• Welcome

Marty AndersenODOT Local Government Section355 Capitol Street NE, Rm. 326Salem, Oregon 97301

Ph: 503-986-3640

E-mail: martin.e.andersen@odot.state.or.us

• What will be covered– The Project Delivery Process– STIP Funding Sources– Application Procedures– Project Programming STIP (IGA,

Prospectus) – Project Development– Bid and Award– Construction Administration– Project Closeout

Local Government SectionLocal Government Section

Local Government SectionLocal Government Section

Project Applications

Project Evaluations

Project Selection

• Federal Funding Sources

– HBRR (Highway Bridge Replacement and rehabilitation)

– STP (Surface Transportation Program)– Transportation Enhancement– CMAQ (Congestion Mitigation Air Quality)– ER (Emergency Relieve) 180 Sites $18.6

million– Federal Earmarks Projects listed in

SAFETY-LU– Discretionary and new Safety Programs

• State Funding Sources– OTIA I, II, III– SCA (Special City Allotment)– OTIB (Oregon Transportation

Infrastructure Bank)– IOF (Immediate Opportunity Funds)– STP Fund Exchange– Bike and Pedestrian Program

• Application Procedures– Each Program has its own process which

feeds the STIP – Each program has defined criteria, rules,

limitations, and/or constraints– MPO’s Select projects (STP & CMAQ)– Statewide Committees (Enhancement,

HBRR, Bike Ped. SCA)– Earmark Projects are put in the

Transportation bill by Congress.

• Project Funding Agreement (IGA)– Need to start Early ODOT Prepares the IGA and

the agency reviews– No Federal or state funds with out the IGA– Most agreements are very similar regardless of

fund type.– IGA contains specific language related to:

• Description of the project• Roles & Responsibilities of each party • Funding source and amount• Expiration Date• Federal Provisions• Authorization Signatures

• STIP Process– Selected project are programmed in the

State Transportation improvement Program (STIP)

– The STIP is balanced to revenue– The projects at sorted by Region– Public involvement is a key element in

the STIP and should be included in all phases of project development

http://www.oregon.gov/ODOT/HWY/STIP

• SCOPING AND ESTIMATES– Critical Element of the application– Well defined problem and solution– Require, detailed cost estimates– R/W must be defined – Environmental issues identified– ODOT programs are requiring more

effort for scoping of the applications.– METRO is in the process of developing

scoping guidelines prior to the application approval

• Project Prospectus– Parts 1& 2– Cost estimate from scoping– Parts 3 (Environmental Elements).– Only Parts 1&2 are required for the STIP.– All parts of the prospectus are required

for programming funds.– Functional Classification is determined.– Design standards are determined.– Anticipated design dimensions identified.

• Project Development (Design Phase)– ODOT/APWA Oregon Standard Drawings &

Specifications.– For most Projects one of the first steps is the

selection of a consultant to do the work.– Program Federal Funds for the design phase.– Preliminary design is based on the scoping and

prospectus work.– The basic procedure and authority is covered in

Operational Notice PD02. – Go to the following link for current ODOT

Operational Notices:http://www.oregon.gov/ODOT/HWY/OPD/PoliciesGuides.shtml#Operational_Notices

• Approved Design – Design Acceptance is at approximately

30% +/- design.– Foot print of the project is decided.– All design standards issues are identified– All permits are known.– Technical reports are complete (Traffic,

Foundation, Hydraulic, Surveys Etc.) – Design exceptions are identified.– ODOT Technical reviews by Region Tech.

Centers 30%, 70% & PS&E submittal– Impacts and mitigations are identified.

• Railroad and Utilities– Railroad crossings or impacts identified– ODOT Rail Division issues crossing orders– Rail Agreements take time– Utilities conflicts coordination needs to

start now– Need to reserve a place for the utilities to

move– This can be a separate phase of the

project

http://www.oregon.gov/ODOT/HWY/ROW/utility_lpa.shtml

• Right-of-Way Phase Process– Uniform Relocation Assistance and Real

Property Acquisition Policies Act of 1970 – Survey and Delineate the R/W lines– Program the R/W Phase– Develop Descriptions and Estimates– Purchase Property / Relocations– Right of Way Certification by ODOT & the

local agency

• Permits & Clearances– Resource Agency Permits Corp & DSL– Land Use Permits– SHPO Approvals– Endangered Species may require

Biological Assessments – Biological Opinions

– All permits are required to be issued prior to bidding the project for construction

• Plans, Specifications, Estimates and Schedule– Operational Notice PD-07– PS&E User Guide– Plans – Specifications– Estimate– Schedule– PD-02 Project Completeness Memo– PD-02 Project Completeness Checklist– CE contracts secured– Go to the following link for the current ODOT

PS&E Guidebook:http://www.oregon.gov/ODOT/HWY/SPECS/manuals_forms_etc.shtml#Guides

• Bid & Award– Operational Notice PD-08– ODOT Receives and Opens Bids– ODOT Reviews Bids– Construction Engineering budget is

determined after bids are received– Local Agency deposits required match– Bids over 110%– ODOT has 30 days to get contracts to the

low bidder.– Bidder has 15 days to return signed– ODOT has 7 days for Notice to Proceed

• Construction Management– Public/ worker safety, environment,

work/time, quality & quantity documentation

– ODOT Construction Manual– Preconstruction Conference– First Notification– Work Begins, Contract Administration– Construction work Complete (Second

Notification)– All contract requirements complete

(Third Notice) /Plant Establishment– Final Inspection / Acceptance– ODOT Financial Close out

• Construction Contract Administration– These contracts are ODOT contracts and

any change must be approved by ODOT– The project plans and specifications must

be followed unless ODOT approves a change

– Contract payments are made through ODOT’s Construction section.

– Any overruns are the responsibility of the local agency unless other funds are secured.

– Claims can extend the life of the project

• Conclusion– Overview of the Project Delivery System– Four basic phases:

• Design• R/W• Bid & Award Process• Construction

– For information on any of these processes call your Regional Local Agency Liaison

– Go to the following link for contact and project development information:http://www.oregon.gov/ODOT/HWY/LGS/contact_us.shtml

Project delivery is like Taming a Turtle, It is slow, but with work you’ll get there. This concludes my presentation

Thank you!