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 & ResponsibilitiesBritni Saunders

LPA Training Program Director, INDOT&

Brandi FischvogtLocal Project Manager, Seymour, INDOT

Stakeholders

LPAConsulta

nt

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 StepsBritni Saunders

LPA Training Program Director, INDOT&

Brandi FischvogtLocal 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