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Instructions for Locally Managed ARRA Projects

Instructions for Locally Managed ARRA Projects. Prepared by The Local Program Development Office Tennessee Department of Transportation. August 13, 2009. Criteria For Reporting Top-paid Officers.

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Instructions for Locally Managed ARRA Projects

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  1. Instructions for Locally Managed ARRA Projects Prepared by The Local Program Development Office Tennessee Department of Transportation August 13, 2009

  2. Criteria For Reporting Top-paid Officers • The names and total compensation of the five most highly-compensated officers of the sub-recipient will be reported IF: • The recipient in its preceding fiscal year received 80% or more of its annual gross revenues in federal awards; And • $25 Million or more in annual gross revenues from federal awards

  3. Reporting on Top-Paid Officers • Local Agency to Submit to TDOT: • Provide the Local Agency’s DUNS Number • Fiscal Year Covered by Agency’s Last Financial Statement • Provide the names of the five highest paid officers and their compensation

  4. Local Agency Reporting Process TDOT PREPARED for Federal Authorization Combined data from TDOT and Local Agency Local Agency Provides Data to TDOT Certification under Section 1511 Project Data AwardData 10 days 6th of next month * No Work Order Issued = Weekly Reporting Issues Work Order = Review DBE payments monthly and report construction changes promptly

  5. Local Agency Reporting Process Combined data from TDOT and Local Agency Project Data File

  6. Local Agency Reporting Process Local Agency Provides Data to TDOT Award Data File

  7. Account Registration for Local Consultants/Contractors Each Consultant/Contractor will receive an email from TDOT notifying them that they are now required to begin their ARRA reporting A Copy of that email will be sent to the Local Agency

  8. ARRA Implementation Guidance

  9. Contractor Monthly Reporting Each Consultant/Contractor will receive an email from TDOT notifying them that they are now required to begin their ARRA reporting http://www.tennesseeanytime.org/tdotarra/

  10. Consultant/Contractor Monthly Reporting • Consultants/Contractors will report their required data at: • http://www.tennesseeanytime.org/tdotarra • This website also contains valuable information for the Local Agency: • Reporting Instructions • Reporting FAQs • Optional TDOT Form1589T

  11. Consultant/Contractor Monthly Reporting After the Consultant/Contractor has successfully registered for the Contractor Monthly Reporting website, User Name for the Project: State Project Number + Contract Number (See next slide) Password: Call 1-866-886-3468 Log In and begin the process with: Monthly Contractor Reporting Instructions and Guidelines (May 29, 2009)

  12. Consultant/Contractor Monthly Reporting Each Consultant/Contractor will have a User Name for each project, assigned by State Project Number and Contract Number, as stated below: • User Name for the Project: State Project Number + Contract Number • Example State Project Number = 82LPLM-F3-018 • Implementation Contract Number = 090018 • Data Entry will be: 82LPLMF3018090018 Note: No dashes are included in the User Name!

  13. TDOT Must Approve: All Time Extensions All Change Orders Prior to their Implementation

  14. Pre Construction Meeting Before breaking ground, you must conduct a Pre-Construction Meeting to ensure everyone understands the project A few reminders: Federal Highway Administration will be a participant in all Pre-construction meetings FHWA will attend either in-person or by telephone conference so your location must allow for phone contact. (A cell phone conference is not acceptable)

  15. Local Government Guidelines This resource can be found online at: http://www.tdot.state.tn.us/local/Documents/LocalGovernmentGuidelines.pdf LOCAL GOVERNMENT GUIDELINES FOR THE MANAGEMENT OF FEDERAL AND STATE FUNDED TRANSPORTATION PROJECTS CREATED BY THE TENNESSEE DEPARTMENT OF TRANSPORTATION IN COOPERATION WITH THE FEDERAL HIGHWAY ADMINISTRATION

  16. Local Agency Required Submittals to Local Program Development FOR CONSULTANTS FOR CONTRACTORS • Copy of Advertisement for Construction Bids • Copy of Award Instrument (letter or notice of award of project to low bidder) • Copy of Construction Contract • Copy of Work Order to Contractor • Contract Amount • Total funds • DBE Goal (only applies to projects of more than $500,000.00) • Construction Contractor Name; Address; DUNS Number; and email address • Copy of Advertisement for Consultant • Copy of Consultant Contract • Copy of Work Order to Consultant • Contract Amount • Total funds • Consultant Name, Address, DUNS Number & Email Address See Handout on Disc for further information

  17. QUESTIONS? Local Program Development OfficeTennessee Department of Transportation505 Deaderick Street, Suite 600 J.K. Polk Building Nashville, TN 37243-0341 Local.Programs@tn.gov615-741-5314

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