TransportationTransportationEnhancementEnhancementProgramProgram

Overview2013New York State Department of TransportationJoan McDonald, Commissioner

2013 TEP Application 2013 TEP Application RoundRoundMAP-21 abolished TEP as

independent programTEP folded into Transportation

AlternativesTEP round to use up remaining

SAFETEA-LU FundsSAFETEA-LU guidelines apply$30 million available

Key Dates/MilestonesKey Dates/Milestones

Announcement/Solicitation Letter

Applications to NYSDOT

Selection Decisions Made and Awards and Non-awards Announced

Last week of April, 2013

August 16, 2013

End of Year 2013

NYSDOT TEP NYSDOT TEP CoordinatorsCoordinators Region 1 Karen Hulihan (518) 485-7734

Wilson Moore (5180 485-5323Albany, Essex, Greene, Rensselaer, Saratoga, Schenectady, Warren & Washington Co.

Region 2 Yotin Padungtin (315) 793-2749 Fulton, Hamilton, Herkimer, Madison, Montgomery and Oneida Counties

Region 3 Ike Achufusi (315) 428-4102Cayuga, Cortland, Onondaga, Oswego, Seneca and Tompkins Counties

Region 4 Steve Beauvais (585) 272-3466Genesee, Livingston, Monroe, Ontario, Orleans, Wayne and Wyoming Counties

Region 5 Gregory Szewczyk (716) 847-3614Cattaraugus, Chautauqua, Erie and Niagara Counties

Region 6 Timothy Alimossy (607) 324-8436Allegany, Chemung, Schuyler, Steuben, and Yates Counties

NYSDOT TEP NYSDOT TEP CoordinatorsCoordinators Region 7 Don Mattimore (315)

785-2375Clinton, Franklin, Jefferson, Lewis and St. Lawrence Counties

Region 8 Thomas Weiner (845) 431-7904Columbia, Dutchess, Orange, Putnam, Rockland, Ulster and Westchester Counties

Region 9 Mark Bowers (607) 721-8258Broome, Chenango, Delaware, Otsego, Schoharie, Sullivan & Tioga Counties

Region 10 Lanny Wexler (631) 952-6079Nassau and Suffolk Counties

Region 11 Tapas Sanyal (718) 482-6731Bronx, Kings, New York, Queens and Richmond Counties

Note: E-mail addresses for all TEP Coordinators are first name, period, last name followed by @dot.ny.gov.

Project EligibilityProject Eligibility

Must Satisfy 3 CriteriaMust Satisfy 3 Criteria

Fit into 1 of 5 Categories of Transportation Enhancements Eligible Activities

Relate to surface transportation

Provide public use

5 Categories5 Categories

Pedestrian & Bicycle Pedestrian & Bicycle FacilitiesFacilitiesNew or reconstructed sidewalksCurb rampsBike lane stripingWiden paved shouldersBike parkingBus bicycle racksOff-road non-motorized trailsBike/pedestrian bridges &

underpasses

Scenic or Historic Highway Scenic or Historic Highway ProgramsPrograms

Turnouts

Overlooks

Tourist/Visitor Centers

Viewing areas

Designation signs and markers

Landscaping & Scenic Landscaping & Scenic BeautificationBeautificationAlong streets, historic highways,

trails and waterfronts the following items are eligible –

WalkwaysStreet furnitureStreet lightingPublic artGateways along highwaysLandscapingOther Streetscape improvements

Preservation/ConversionPreservation/Conversion ofof AbandonedAbandoned Railway Railway CorridorsCorridors Acquiring railroad rights-of-

way

Planning, designing and constructing multi-use trails

Developing rail-to-trail projects

Environmental Mitigation Environmental Mitigation of Highway Runoff Pollution of Highway Runoff Pollution & Provision of Wildlife & Provision of Wildlife ConnectivityConnectivityRunoff pollution studies

Soil erosion controls

Detention and sediment basins

River clean-ups

Wildlife crossings

Project Must Project Must Relate to Surface Relate to Surface TransportationTransportation

Key Transportation Key Transportation Relationship CriteriaRelationship Criteria

Serves a current or past transportation purpose

Proximity to highway or pedestrian/bicycle corridor

Enhancement of aesthetic, cultural or historic aspects of the travel experience

Project Must Have Project Must Have

Public Use and Public Use and BenefitBenefit

Public Use/Access Public Use/Access QuestionsQuestionsWhat access would the public have to

the project site, structure or facility? If limited, why?

What are the hours, days, or seasons of operation? Is the facility open enough to justify the public investment?

Will portions of the project site or facility be restricted to private or commercial use?

Examples of Public Examples of Public BenefitsBenefitsSupport context-sensitive solutions and

smart growthFoster safety, accessibility and

environmental preservationBoost local economiesImprove the transportation experience

by strengthening multi-modal systemsIncrease partnerships between state &

local agenciesStrengthen public role in local and state

transportation planning

Roles & Roles & Responsibilities ofResponsibilities ofSponsors & Sponsors & ApplicantsApplicants

SponsorSponsorMust be a governmental agency

◦County◦City, Village or Town◦State agency◦State or local authority

Must be willing and able to take responsibility for all project development activities

ApplicantApplicant

Can be the same entity as the sponsor (e.g. county, city, village, town, state agency, authority) or a different entity (i.e., a not-for-profit organization)

Has a stake in the project’s funding and/or implementation

Multiple EntitiesMultiple Entities

Only one Sponsor for a project.

Sponsor/Applicant Agreement

Sponsor’s ResponsibilitiesSponsor’s Responsibilities

State-Local Agreement

Paying project costs incurred up front

Cost overruns

Financing ProjectsFinancing Projects

General InformationGeneral Information

TE Program is a reimbursement program, not a grant program

TE funds can be used for Design, Environmental Studies, Right of Way Acquisition, Construction & Construction Inspection

Project Funding SharesProject Funding Shares

TE project funding consists of two parts◦ Federal share < 80%◦Non-federal share > 20%

Contact your NYSDOT TEP Coordinator for more information about non-federal $ sources

Maximum & Maximum & Minimum Minimum ParticipationParticipationAll proposed projects must have a

minimum total cost of $200,000

The maximum federal share for any TE project is fixed at $2.5 million

Key RulesKey Rules

Projects to be delivered at same scope as approved

Federal funding share fixed at time of award

Good, detailed cost estimates essential

Project Progress Project Progress ExpectationsExpectations

Every TE project is expected to progress through development in a reasonable time frame (i.e., complete within 5 yrs. of approval)

Project Progress Project Progress ExpectationsExpectationsNYSDOT/Sponsor agreement --

executed within 6 months to one year of funding approval

Development and Design work complete in 2-3 Years

Construction complete in1-2 years thereafter

Federal Funds Federal Funds ManagementManagementProject will be authorized by phase

(No longer can all phases be authorized up front)

Costs incurred by project phase should be billed within 6 months of funds authorization

If costs are not billed within one year, funds will be withdrawn by Federal Government

Project ApplicationProject Application

Workshop AttendanceWorkshop AttendanceProspective Applicants must

attend required workshops:◦TEP Workshop◦Federal Aid 101 Workshop

Workshops dates and locations:◦ NYSDOT Regional TEP Call

Letters◦ NYSDOT TEP Website at https://www.dot.ny.gov/programs/tep

Application FormApplication Form

Project identification

Sponsor information

Applicant information

Enhancement category(s) identified

Project costs and funding

summarized

Required attachments

AttachmentAttachmentssA clear description of proposed

work

Supporting documentation for project eligibility, description, justification

Benefit to public interest (public access/use)

Attachments (cont.)Attachments (cont.) Project costs and funding

Implementation schedule

Evidence of support (municipal resolutions, letters, petitions, etc.)

Maintenance and operations plan

Project Selection Project Selection ProcessProcess

Project Selection StepsProject Selection StepsStep 1: NYSDOT solicits project applications

Step 2: Applicant and/or sponsor prepare application

Step 3: Applications submitted to the appropriate NYSDOT Regional TEP Coordinator

Step 4: Each application reviewed for eligibility by NYSDOT Region

Step 5: Application rated and ranked by regional NYSDOT/MPO Application Evaluation Committee.

Project Selection StepsProject Selection Steps

Step 6: Regions and NYMTC each submit onecombined prioritized list and electronic

version of applications to Main OfficeStep 7: Main Office puts together a statewide

list matching regional priorities with regional funding targets and consults with FHWA

Step 8: The Governor (or the NYSDOT Commissioner ) act on the recommendations and all applicants and sponsors will be notified

of awards and non-awards

ProjectProject Development Development StagesStages

Plan & Identify ProjectPlan & Identify Project

Plan before seeking fundsDefine project objectives (goals)Projects must have:

◦Logical termini◦Independent utility

Obtain Project FundingObtain Project Funding

Be familiar with program rules

Need good detailed cost estimate:◦Prepared by experienced professional

◦Include contingencies◦Account for inflation

Identify qualified Project Manager

Select & Hire ConsultantSelect & Hire Consultant

Project designed/inspected by licensed professional

Licensed Professional can be a municipal employee or private consultant

Private Consultants◦If activities to be TEP funded, must be

hired using qualifications-based selection (QBS) process

◦If activities locally funded, may hire using local process, subject to NYS Law

Execute Project Execute Project AgreementAgreementProject approved for fundingProject listed on TIP (if in MPO

Area) and on STIPFederal authorizationProject agreement between

NYSDOT & sponsor

Design Approval Design Approval DocumentDocumentMay be short for simple projectsEnvironmental

requirements/coordinationTechnical decisionsPublic involvement (info meeting)Property acquisition (if applicable)Design Approval Document

Acquire PropertyAcquire PropertyIdentify existing property boundaries

Identify proposed acquisitions (permanent and temporary)

Acquire property in accordance with federal Uniform Act and NYS Eminent Domain Procedure Law (EDPL)

Prepare Contract Prepare Contract DocumentsDocumentsFinal plans, specifications and bid

documents◦federal contracting language◦federal and state wage rates

Cost estimate prepared by licensed professional

Construction Management PlanROW Clearance CertificatePermits & Agreements

Bid & Award ProjectBid & Award Project

Open and competitiveWidespread advertisementPublic bid openingConsistent with bid documentsAward to lowest responsive &

responsible bidder◦No negotiation with bidders◦No changes to bid documents

between bid opening & award

Construct & Inspect Construct & Inspect ProjectProjectPre-construction meeting required

◦NYSDOT needs to attendOversight of construction

activities requiredChanges in cost/scope made by

change orders◦May require NYSDOT approval

Final inspection◦NYSDOT needs to be involved

Close Project AgreementClose Project Agreement

Final reimbursement requestFinal acceptance formProject financial summaryFederal single auditFinal reports for civil rights/DBE

Operate & Maintain Operate & Maintain ProjectProjectMust be operated and maintained

for useful lifeIf less than useful life, pay back of

some or all federal funds may be necessary

Operation & maintenance plan may be required

ReferencesReferences

NYSDOT’S TEP Guidebook is available athttps://www.dot.ny.gov/programs/tep

National TEP guidance can be found at

http://www.fhwa.dot.gov/environment/transportation_enhancements/

Questions?Questions?

Thank You Thank You for for Your Interest in theYour Interest in theTransportationTransportation Enhancements Enhancements Program!Program!