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Good Practices For the Oversight of Federal-aid Projects Administered by Local Public Agencies

Good Practices For the Oversight of Federal-aid Projects Administered by Local Public Agencies. BACKGROUND.

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Good Practices For the Oversight of Federal-aid Projects Administered by Local Public Agencies

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  1. Good Practices For the Oversight of Federal-aid Projects Administered by Local Public Agencies

  2. BACKGROUND • As the recipient of Federal-aid funds for the state, the State Transportation Agency (STA) is responsible for ensuring that all Federal-aid funds are expended in accordance with applicable laws and regulations • The STA is not relieved of this responsibility in cases where the funds are passed through to another State agency, local government agency.

  3. FEDERAL ROLE • Each FHWA Division is responsible for monitoring the effective and efficient use of funds through Stewardship • FHWA to provide Program oversight through reviews of project activities • At the FHWA Division level, a designate a contact person serves as the focal point for monitoring of Federal-aid projects administered by LPAs

  4. States Role • Agreements Between STA and LPAs • Master Agreement • Project Agreements • Project Standards • Federal-aid projects not on the NHS are to be designed, constructed, operated, and maintained in accordance with State laws, regulations, directives, safety standards, design standards, and construction standards.

  5. States Role (cont’d) • Program Monitoring • Sufficient project level oversight to assure compliance with all project requirements usually detailed in a project specific monitoring plan • Sufficient program level oversight to establish areas for improvement and training needs • An evaluation of the effectiveness of the qualifications of the LPA • A review to assure sufficient accounting controls are in place to properly manage Federal funds

  6. State Staffing • Appropriate STA staffing is important to ensure that satisfactory project delivery systems and sufficient accounting controls are in place to properly manage federal funds for LPA-administered projects

  7. Certification Programs • If a STA elects to have an LPA administer all or part(s) of Federally funded project(s), it is the responsibility of the STA to ensure that the LPA complies with all applicable Federal requirements.

  8. Certification (cont’d) • Program Elements • General Grant/subgrant Administration Requirements • Program Management • Planning / Programming • Procurement • Design • NEPA /Environment • Right Of Way Plans • Right Of Way Appraisal / Acquisition • Contract Administration • Construction Oversight • Finance

  9. Certification (cont’d) • Evaluation Elements • Previous Project Experience • Audit Findings • Authority to function • Assurance of no conflict of interest • STA and LPA Public Employees in Responsible Charge • STA has approved ROW procedures that address LPA delegated actions of the Uniform Act.

  10. Certification (cont’d) • Evaluation Elements (cont’d) • The LPA has STA approved Contract Administration Procedures • The LPA has STA approved Consultant Procurement Procedures • Staff Expertise and knowledge of federal-aid highway program requirements (refer to Core training listing) • Have written project administration processes.

  11. LPA Practice and Resource Manual • Local Agency Guidelines (LAG) • The LPA manual is a compilation of information. • Overview • General Project Development • Special Project Development Design Requirements and Contracting Processes • Construction and Post Construction Requirements and Processes • Miscellaneous

  12. Capabilities of the Local Public Agencies • Personnel Expertise Requirements • Engineering Expertise • Construction Oversight personnel • Finance Technical Competencies • Program Management Technical Competencies

  13. Training for LPAs • Local Public Agencies (LPA) needs to have sufficiently trained and experienced staff • STA needs to assist in the training program • Example is this session • Identify areas of need • Both Internal and External

  14. Special Requirements • FHWA FY 2007 Status Report • On going need for states to have a programs • On going reviews and needs • Reporting Requirements • Federal • State

  15. Conclusion • State is responsible for the projects • LPA can and will deliver projects • The Oregon program is developing and maturing • Stay tuned and sign up for more classes

  16. Questions?

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