S29_Overview of LPA Programs and Qualification Core Training Program_LTC2013

7/29/2019 S29_Overview of LPA Programs and Qualification Core Training Program_LTC2013

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Brian ParsonsFebruary 19, 2013

Overview of the

2012 AASHTO BikeGuide


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2009 MUTCD FHWA

Public Right-of-Way

Accessibility Guidelines

(PROWAG)

2010 Highway Capacity

Manual

Relationship to other manuals


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NCHRP - National Academy of

Sciences

Scoping Study: 2004-2006

Preparation of the content of the

4th Edition: 2007-2009

Final edits/State DOT balloting

process: 2010-2012

How the Guide was

developed


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How the AASHTO Bike Guide is

usedState DOTs

Some adopt the Guide

Some use it to create their own

versions

Local Jurisdictions Use AASHTOs version

Use the States version, or

Develop own version


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Guide expanded from 75

pages to over 200 pages

3 chapters to 7 chapters Sold 1200 copies in the first

month

Release of the guide June

2012


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Chapters

Chapter 1: Introduction

Chapter 2: Bicycle Planning

Chapter 3: Bicycle

Operation and Safety Chapter 4: Design of On-

Road Facilities

Chapter 5: Design of Shared

Use Paths

Chapter 6: Bicycle Parking

Facilities

Chapter 7: Maintenance

and Operations


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Chapters

Chapter 1: Introduction

Chapter 2: Bicycle Planning

Chapter 3: Bicycle

Operation and Safety Chapter 4: Design of On-

Road Facilities

Chapter 5: Design of Shared

Use Paths

Chapter 6: Bicycle Parking

Facilities

Chapter 7: Maintenance

and Operations


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Guidance on how tochoose bikeway type

Affirms lane diets and

road diets Expanded bike lane

guidance

Major changes in 2012 Guide


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Expanded signalguidance

Expanded shared use

path guidance(including paths

adjacent to roads)

Major changes in 2012 Guide


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No differentiation of

what type of bikeway

was appropriate given

roadway characteristics

Choosing bikeway type 1999

Guide


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Detailed guidance on facility

selection

Support for bike lanes and

shared use paths wherevolumes and speeds are

higher

Warnings against using wide

outside lane as a standard

treatment for high volume

roads

Choosing bikeway type 2012

Guide


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Permission tonarrow lane

widths to create

bike lanes

10 and 11 wide

travel lanes are

acceptable

Roadway retrofit


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Provides guidelines for road diets

Road diets


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Nuanced guidance on widths (4 to 7feet)

Measures to reduce crashes with

car doors

Bike lanes adjacent to back-in angleparking

Bike lanes at roundabouts

Buffered bike lanes

Green bike lanes, etc.

Bike lanes


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Old Guide weak

New Guide strong

Detailed guidance on all

aspects of signal design

Signal design


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Shared use paths

Extensive intersection

design guidance

Major change: paths next to

roads are not forbidden,

provides guidance on how

to design them

AASHTO NACTO G id


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AASHTO covers design comprehensively

AASHTO covers paths + on-road

bikeways

AASHTO covers many but not all

innovations

NACTO is a source of information for

solutions that are currently being tested

AASHTO vs. NACTO Guides:

either/or?

h h


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Bike lanes

Cycle track design

One-way protected cycle tracks

Raised cycle tracks

Two-way cycle tracks

What is in the NACTO

Guide?


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Bike boxes and other

intersection designs (including

non-standard)

Colored pavement material

guidance

Bicycle boulevards

What is in the NACTO Guide?


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NACTO Illustrations of bikeway

types

Wh t i NOT i th NACTO


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Planning for bicycles

Bicyclist operating characteristics

Geometric design values and details

Shared use path design Bridges

General road compatibility with bicycles

Bike parking

Maintenance

What is NOT in the NACTO

Guide?


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Bike boxes Bicycle signal

heads

Does not use the

term cycle track Warns against

putting bike lane

between parking

lane and curb

Issues NOT addressed by AASHTO

Guide


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Example: Two-Way Cycle track 15th Street

Washington, DC


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One way cycle track 9th AvenueNew York City


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Questions?


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Brian Parsons

Louisiana Pedestrian/Bicycle

Coordinator

(225) 379-1954

[email protected]


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Local Public Agency Programs

Partnering to Improve the Quality of

Life for Louisianans


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Agenda

Actions for Partnering to Improve the

Quality of Life for Louisianans

The Manual Training

The Agreement


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How it started

Nationally, FHWA reviews found significant

issues with LPA administered projects across

the country

Process review on the LA Urban System

Program by FHWA, April 2010, identified

several LPA risk areas


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What is an LPA?

A Local Public Agency (LPA) includes: Parish Government

City Government

Municipal Government

Airport Authorities

***all of the above are also referred to asEntity in legal agreements


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Where to go for

help?

The Local Public Agency

(LPA) Manual and Appendixhttp://www.dotd.la.gov/administration/lpa/
http://www.dotd.la.gov/administration/lpa/http://www.dotd.la.gov/administration/lpa/


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LPA Manual Highlights

Put together in 2011 by DOTD & FHWA as a

tool to assist LPAs to fulfill the requirements of

implementing a transportation project

One stop shopping for all information on

programs and projects that LPAs can apply for

Will be updated for MAP-21


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Sections of the LPA Manual

DOTDs Project Delivery Process and Flowchart

FHWA Programs & Fact Sheet links

How projects in each of the programs are

selected and programmed

Specific Program Information

Frequently Asked Questions


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Sections of the

LPA Manual Appendix

Acronyms/Abbreviations & Definitions

FinancialAudit & accountability, billings/payments

PlanningStatewide, regionally significant

EngineeringAgreements, number system, process forlarge projects, design, survey & right-of-way, utility

relocation, preservation projects, traffic management plan(TMP), pavement & geotechnical

S i f h


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Sections of the

LPA Manual Appendix

(cont.)

ConstructionConstruction engineering & inspection

(CEI), close-out procedures

MiscellaneousWeb information, permits, Americanswith Disabilities Act (ADA)


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Training


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Core Training Partnership

Core Team

DOTD

FHWA

LTAP

Nick Verret, Marie Walsh, Mary Stringfellow, Ann Wills

LTAP FHWA DOTD


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Identified At Risk Areas

Core Training Federal Funding

Not understanding the Entity-State Agreement

Responsible Charge not implemented Local Public Agency Manual

Reporting

Technical Training Modules


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Development of Training

Preparation Researched other states

Attended the MS training Jan 24, 2012

Qualification Core Training Presentation &Materials Creation

Marketing

Qualification Core Training Pilot August 21,2012


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Target Audience

The Qualifications Core Training is

required for any Local Public Agency

(LPA) project sponsor and for everyconsultant working on LPA projects

receiving federal or state funding through

DOTD


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Qualification Core Training

Classes

9 sessions taught around the state Fall 2012

6 hour sessions (9 AM 3 PM)

Cost - Free

5 PDHs offered for engineers

Over 300 people trained


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NEXT SESSION

April 11, 2013DOTD HQ Auditorium

Sign-up on DOTDs website

Qualification Core Training

Classes


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https://www.ltrc.lsu.edu/ltap/fr/lpa_core_training.html
https://www.ltrc.lsu.edu/ltap/fr/lpa_core_training.htmlhttps://www.ltrc.lsu.edu/ltap/fr/lpa_core_training.html


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Additional Training

Modules Purpose To provide detailed technical

assistance

Topics Planning, Preconstruction,

Construction Contract Administration

Core Team: DOTD, FHWA, LTAP, LTRC


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Future LPA Training Modules

Planning - Stage 0 Feasibility & application

completion, complete streets policy

Preconstruction - Project management,

environmental (NEPA), consultant

expectations/selection, engineering, complete

streets policy, acquiring right-of-way/real

estate, Title VI civil rights compliance (ADA,etc.), utility conflicts and relocations


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Future Modules (cont.)

Construction Contract Administration

Construction Engineering and Inspection (CEI)

Including Site Manager, final audit (Form 2059, As

Built Plans), construction signing, CEI consultantselection

Material Testing

Civil rights compliance (Disadvantage BusinessEnterprise (DBE), subcontracting, etc.)


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Tentative Dates

Planning Late Spring/Early Summer 2013

Preconstruction Late Summer/Early Fall

2013

Construction Contract Administration Late

Spring/Early Summer 2013


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Entity-State Agreement


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Entity-State Agreement

A written/signed agreement between the State andthe Sponsoring Entity (an LPA) identifying theresponsibilities of each entity LEGALLY BINDING

Every project must have an agreement signed by

both parties before a project can move forward An agreement must be executed prior to a

reimbursable stage of a project

The agreement identifies the funding provisions fora project

A B i I f i


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Agreement Basic Information

Project Number

Project Title

Parish & District where

project will be constructed

Sponsoring entitys legal

name and Federal

Identification Number

A detailed project

description & scope of work

Amount or percentage of

federal funding eligible to

be used for the project &

matching funds required

Responsible Charge

Design, Right of Way, Utilities

Project Contract Letting

Construction plus

Construction Engineering &

Inspection

Cost Reimbursements

Project Record Keeping

Civil Rights

Maintenance Responsibilities

Public Liability


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New & Improved Agreement

DOTD has revised the Entity/State agreement

template to make it clearer and simpler to

understand


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Funding

An Entity can decide to pay for the work

done in each phase of the project all on

their own, or ask for federal/state funds

to reimburse the cost of this work, but

this decision must be documented in this

agreement


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FundingPhase Local Match

Percentage

Federal

Percentage

Conceptual Plans and

Environmental Decision

20% 80%

Preconstruction Engineering 20% 80%

Right-of-Way Acquisition and

Relocation

100% N/A

Utility Relocation 100% N/A

Construction Engineering &

Inspection 20% 80%

Construction 20% 80%

F di C it t


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Funding Commitment -

MPO Area

Amounts are limited by the TIP

Any changes must be coordinated by the

Entity with the MPO


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Funding Commitment LetterPhase Local Match

Percentage

Federal

Percentage

Total



N/A N/A N/A

Preconstruction

Engineering

20% -$3,750.00 80% -$15,000.00 100% - $ 18,750

Right-of-WayAcquisition and

Relocation

N/A N/A N/A

Utility Relocation N/A N/A N/A

Construction

Engineering &Inspection

20% - $3000 80% - $12,000 100% - $15,000

Construction 20% - $25,000 80% -$100,000 100% - $125,000

Total $31,750.00 $127,000 $158,750.00

Funding Commitment


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Funding Commitment

Letter Non-MPO

The Project Manager will revise the

commitment letter accordingly

Amounts may be limited by the Program

Any changes must be coordinated by the

Entity with the Program Manager


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Cost Disbursements

The cost reimbursement process that DOTD will use

is Disbursement this disburses to the Entity

monthly the correct federal ratio of the approved

project costs (i.e. pre-construction engineering

services, right-of-way acquisitions, utility

adjustments and/or the costs of construction)

Upon receipt of each disbursement requested, Entity

is required to tender payment for the invoiced costto the vendor

Disbursement vs


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Disbursement vs.

Reimbursement

OLD - Reimbursement

LPA pays contractor

LPA submits cancelled

check

LPA reimbursed for

agreed percentage by

DOTD

NEW - Disbursement

LPA submits copy of

invoice to DOTD

DOTD sends LPA

appropriate percentage

LPA pays contractor

LPA provides proof of

payment to contractor

within 60 days to DOTD

MS


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What are FHWA funds

FHWA funds are called Federal-aid funds They are cost reimbursable funds can

be provided to an LPA by the FHWA

through DOTD

All FHWA funding program are

reimbursement programs NOT Grant

programs.

S


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The Flow of Federal Funding

Federal Transportation Funds

Administered by FHWA Authorization of Funds

To State DOTs

DOTD is responsible for ensuring that ALL Federal and State

laws and regulations are followed DOTD is always the direct recipient of FHWA funds facilitate

funding to sub-recipients

To Sub-recipients using federal funds (Local Public Agencies (LPA))

Answer to DOTD for ensuring that ALL Federal and State laws andregulations are followed


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Federal-aid Funds

Federal Law requires states to be fiscallyresponsible for all sub-recipients (LPAs) properexpenditure of federal funds

The LPA sponsored projects must be compliantwith all applicable federal and staterequirements

Non-compliance can result in partial or

complete withdrawal of federal participationand funding in the project


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Moving Ahead for Progress in

the 21st Century - MAP 21

New 2 Year National Transportation Law

Provides States With More Flexibility

Consolidation of Programs 6 Core Program Structure

Combined many small programs into the core programs

Requires Performance Measures and GreaterAccountability


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Programs Affecting LPAs


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FHWA MAP 21

Websitehttp://www.fhwa.dot.gov/map21/
http://www.fhwa.dot.gov/map21/http://www.fhwa.dot.gov/map21/


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MAP 21 Fact Sheets

Fact Sheets on:

Highway Safety Improvement Program (HSIP)

Metropolitan Planning

Railway-Highway Crossings

Surface Transportation Program (STP)

Transportation Alternatives Program (TAP) Tribal Transportation Program

Stages of a
http://www.fhwa.dot.gov/map21/hsip.cfmhttp://www.fhwa.dot.gov/map21/mp.cfmhttp://www.fhwa.dot.gov/map21/rhc.cfmhttp://www.fhwa.dot.gov/map21/stp.cfmhttp://www.fhwa.dot.gov/map21/tap.cfmhttp://www.fhwa.dot.gov/map21/ttp.cfmhttp://www.fhwa.dot.gov/map21/ttp.cfmhttp://www.fhwa.dot.gov/map21/tap.cfmhttp://www.fhwa.dot.gov/map21/stp.cfmhttp://www.fhwa.dot.gov/map21/rhc.cfmhttp://www.fhwa.dot.gov/map21/rhc.cfmhttp://www.fhwa.dot.gov/map21/rhc.cfmhttp://www.fhwa.dot.gov/map21/mp.cfmhttp://www.fhwa.dot.gov/map21/hsip.cfm


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Stages of a

Transportation Project

Stage 0 Feasibility/Planning

Stage 1 Environmental

Stage 2 Funding

Stage 3 Preconstruction (Design, R/W, Utilities)

Stage 4 Letting (Bidding)

Stage 5 Construction

Stage 6 Maintenance

AW


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What Can Federal Funds Be Used


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What Can Federal Funds Be UsedFor Within the LPA Programs?

Transportation Planning

Preliminary Engineering (pre-construction) Design,Right of Way Acquisition, Utility Relocation

Construction

Construction Engineering and Inspection

***Matching Funds from the LPA are usually required

for all of the above & LPA owns the contracts forthese types of projects**


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State Funding

DOTD Transportation Trust Funds

(TTF) can only be spent on State

owned roads. The only exception is

the Off-System Bridge Replacement

Program which was amended by law

Funding Decisions Need to be


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g

Made for All Project Stages If 100% Local Funds are used for Preliminary Engineering (Pre

Construction):

Entity performs work in-house

Entity selects their own consultant to help with work (if

needed)

If Federal Funds are used for Preliminary Engineering (with Local

and/or State match)

DOTD advertises and selects a consultant for the LPA

DOTD HQ advertises (lets) all federally funded Construction

projects for the LPA

Why Does DOTD have to Select


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yConsultants for Design and

Advertise Construction Projectsif an LPA is signing both these

contracts????

DOTDs procedures for both of these activities havebeen previously approved by FHWA as meeting

all Federal requirements DOTD facilitates the

projects for LPAs to use Federal funds (with theEntity/State Agreement)

The Brooks Act USC 40 Ch 11


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The Brooks Act USC 40 Ch 11

The federal Brooks Act requires agencies topromote open competition by advertising, ranking,

selecting, and negotiating contracts based on

demonstrated competence and qualifications for

the type of engineering and design services being

procured, and at a fair and reasonable price.

LA State Law procurement requirements forprofessional services do NOT meet the Brooks Act

LPA vs. FHWA funding


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g

LPA signs & owns all contractsStage of a Project LPA Paying 100% Federal $$ will

Reimburse costs



LPA can do work orpick consultant

DOTD process used forconsultant selection

Preconstruction

Engineering



Right-of-Way Acquisition

and Relocation

LPA purchases must follow fed.

procedures

LPA purchases mustfollow Federal procedures

Utility Relocation LPA handles LPA handles must followDOTD procedures

Construction Engineering& Inspection



Construction N/A DOTD process used forproject - award to low bid

contractor

Responsible Charge


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On Your Projects (See Handout)

If an LPA accepts Federal-aid funds - FederalRegulation 23 CFR 635.105 LPA must provide a full

time employee of the LPA to be in responsible

charge of a stages of a project.

Not required to be engineer

Required even if a consultant is retained by LPA to act as the

Entitys engineer

Not a full time job, but must be full time on the Entitys staff

Does not have to be the same person in design as in

construction

Responsible Charges Key Role


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Responsible Charge s Key Role

Acts as the primary point of contact for the Entitywith the DOTD Project Manager / District Project

Coordinator

- Attends all key project related meetingsIF THE PERSON IN RESPONSIBLE CHARGE IS NOT IN

ATTENDANCE, THE MEETING WILL BE CANCELLED

- Is involved in and/or knowledgeable of key

project decisions


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Responsible Charge


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This is YOUR project.It is YOUR

responsibility to keep

it moving!

ibl h


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Responsible Charge

Federal Regulation 23 CFR 635.105 LPA mustprovide a full time employee of the LPA to be in

responsible charge of a project.

Not required to be an engineer Required even if a consultant is retained by the LPA to act as

the LPAs engineer

Not a full time job, but must be full time on the LPAs staff

Does not have to be the same person in design as inconstruction

ibl Ch


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Responsible Charge

Not a new rule

New enforcement by DOTD and FHWA

New article in the Entity-State Agreement

Must submit quarterly or monthly reporting forms

(frequency will depend on the projects program)

More information can be found at:

http://www.dotd.la.gov/administration/lpa/forms.aspx

ibl h


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Responsible Charge Form

R i F


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Reporting Form

R i F


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Reporting Form

K R l


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Key Role Acts as the primary point of contact for the LPA with

the DOTD Project Manager and the District Project

Coordinator

Is involved with and/or knowledgeable of key decisions

Attends all key project related meetings

Any decision making meeting Project Manager will identify required

meetings (i.e. Kickoff, Plan-in-Hand Inspection)

IF THE PERSON IN RESPONSIBLE CHARGE IS NOT INATTENDANCE, THE MEETING WILL BE CANCELLED.


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Key Duties for

LPA Responsible Charge andLDOTD

See Handout

W ki ith DOTD


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Working with DOTD

C t l


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Conceptual

LPA

Develops the Stage 0

Report/Program Application

Processes the Entity-State

Agreement Completes and submits the

updated reporting form to the

DOTD Project Manager with a

copy to the District Administrator

& the MPO (if applicable)

DOTD

Reviews & approves the Stage 0

Report/Program Application

Determines the type of required

environmental document Prepares the Entity-State

Agreement

E i i


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Engineering

LPA

Submits the scope of services &

man-hours

Executes the contract

Provides the schedule & budget

Reviews, approves & transmits

invoices to the DOTD

Monitors the contract time &

grants any extensions /suspensions

DOTD

Reviews the scope & man-hours

Prepares & advertises the contract

Selects the consultant with input

from the LPA (depending on the

program)

Prepares the contract

Processes & pays invoices

(If federal funds are being used for engineering)

E i i


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Engineering

LPA and/or Design Consultant

Prepares the environmental

document

Obtains all required permits

(environmental & railroad)

Coordinates the utility

clearances/certification

documentation

DOTD

Processes & obtains federal

approval of the

environmental document

Ensures permits & utility

clearances are obtained

E i i


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Engineering

LPA and/or Design Consultant Completes the predesign form

Attends the predesign meeting**

Prepares & reviews preliminary &

final plan submittals (including cost

estimates)

Sends the plans to & works with the

utility companies

LPA distributes plans internally

Attends the Plan-in-Hand field

Inspection**

**Responsible Charge must attend

DOTD Schedules & chairs predesign

meeting*

Reviews preliminary & final plans

(including cost estimates)

Distributes plans internally toDOTD & FHWA for review

Schedules & chairs the Plan-in-

Hand Field Inspection*

*Consultant performs this inLRSP & SRTS as perAgreement

Engineering


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Engineering


Reviews plans to ensure all

comments have been

addressed

Completes Non-Standard payitem request (if applicable)

Completes design

exception/design waiver

request (if applicable)

DOTD

Distributes the notes from

field inspection & reviews

Processes Non-Standard pay

item request (if applicable)

Processes design

exception/design waiver

request (if applicable)

Engineering


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Engineering

LPA

Transmits the stamped,

signed & dated final plans,

the cost estimate, &

calculations to the DOTD

DOTD

Prepares the submittal for

letting

Advertises & receives the

bids

Reviews the bids with the

LPA & the MPO (if

applicable)

Engineering


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Engineering

LPA

Reviews the bids for

anomalies

Formally responds to the

DOTD request for

concurrence

Awards, signs & returns the

contract timely

DOTD

Awards the bid

Prepares the contract for

execution by the LPA & the

contractor

Engineering (R/W)


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Engineering (R/W)(if required)


Prepares the preliminary

right-of-way maps

Attends the Joint Plan

Review Meeting (ResponsibleCharge must attend)

Prepares the final right-of-

way maps

Acquires the right-of-way

DOTD

Schedules & chairs the Joint

Plan Review Meeting

Audits the right-of-way

acquisition files to ensure

all parcels were acquired

following all state & federal

guidelines

Working with DOTD


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Working with DOTD

Construction


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Construction

LPA and/or CEI Consultant

Records the contract in the Clerk

of Courts office

Schedules the Preconstruction

meeting Attends all meetings when a

decision is needed (ResponsibleCharge must attend)

Ensures the project is constructed

in accordance with plans & specs

DOTD District Project

Coordinator

Attends the Preconstruction

meeting

Attends all meetings when a

decision is needed Verifies that the project is

constructed in accordance with

the plans and specifications

Construction


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Construction

LPA and/or CEI Consultant Reviews & recommends approval of

change orders (Responsible Charge

must be involved)

Ensures work zone safety

Ensures the contractors monthlyestimate documentation is provided

to the DOTD

Pays the contractors monthly partial

estimates (Responsible Charge)

Prepares/submits the CostDisbursement Certification to DOTD

(Responsible Charge)

DOTD Disburses monies to the LPA

Reviews & approves change orders

Verifies that the work zone safety

requirements are being implemented

on the project

Construction


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Construction

LPA and/or CEI Consultant

Attends the final inspection(Responsible Charge must attend)

Records the Final

Acceptance in Clerk ofCourts office

Ensures the Final Estimate

& required documentation

is transmitted to DOTDtimely

DOTD District ProjectCoordinator

Attends the final inspection

Audits the final estimate


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Questions?

Documents

S29_Overview of LPA Programs and Qualification Core Training Program_LTC2013