Project Development for Local Public Agencies

1. Project Development for Local Public Agencies PDM Training for LPAs and Consultants Mississippi Department of Transportation Local Public Agency Division

2. Welcome Mississippi Department of Transportation -- Local Public Agency Division

3. Purpose and Goals of this Class • Put a Name with a face • Meet Guidelines • Training is Mandatory • Keep your certificate • Overall Understanding • Familiar with Manual • Emphasize/Discuss recurring issues • Answer your questions Mississippi Department of Transportation -- Local Public Agency Division

4. LPA Program Overview • Reimbursement Program • You pay first! • No interest • MOU Language • 30 days • Cancelled Checks • Full Oversight Program • It’s your project • It’s your consultant • Stay on top of your project • Monthly Progress Reports Mississippi Department of Transportation -- Local Public Agency Division

5. LPA Program Overview • MDOT LPA Team • LPA Division • LPA Coordinators • Project Guides • Advocates for your project • Our Goals • Project built and designed • Meet Fed Guidelines • As pleasant experience as possible Mississippi Department of Transportation -- Local Public Agency Division

6. LPA Team Mississippi Department of Transportation -- Local Public Agency Division

7. PDM Chapters1. Program Overview2.Project Activation & Oversight3. Environmental Documentation4. ROW Procedures5. Preparation of PS&E6. MDOT Authorization & LPA Selection of Contractor7. Construction AdministrationRevised September 2014!!“When in doubt, read the book” Mississippi Department of Transportation -- Local Public Agency Division

8. Additional PDM Resources • Abbreviations and Definitions: • Project File Index: REVISED!!! • MDOT District Map: • MDOT Phone Numbers: • Revisions: • PDM Links Index: Mississippi Department of Transportation -- Local Public Agency Division

9. Ch. 1 Program Overview Mississippi Department of Transportation -- Local Public Agency Division

10. STIP/TIP • The STIP…What is that? • Statewide Transportation Improvement Program • 5 year listing of Federal-Aid projects • Includes all Federally funded projects • No “unfunded” projects included • The TIP…What is that? • Transportation Improvement Program • Federally funded projects in MPO • Approved TIP adopted into STIP Mississippi Department of Transportation -- Local Public Agency Division

11. STIP/TIP Pointers • Fiscal Year-Year funds will be obligated • Keep the scope simple and consistent • Example-Mill and Overlay • Only acceptable phase-ENV, Design, ROW, CON • Must have accurate estimates and timelines • Making changes = DELAYS • Grouped Projects • TAP/SRTS/TE • CE (Typically fall into Grouped Category) Mississippi Department of Transportation -- Local Public Agency Division

12. STIP Amendment Form Mississippi Department of Transportation -- Local Public Agency Division

13. LPA Program Funding:Overview • Funding Types: • Surface Transportation Program (STP) – 80/20 • Transportation Alternatives Program (TAP) – 80/20 • Earmarks (as per language) Mississippi Department of Transportation -- Local Public Agency Division

14. Surface Transportation Program (STP) Mississippi Department of Transportation -- Local Public Agency Division

15. Transportation Alternative Program (TAP) • Created under MAP-21 • Combined TE, SRTS, and Rec Trails Program (RTP) • Sub-allocates funding directly to TMAs • They do their own selection/award • MDOT awards all non-TMA projects • April and October Mississippi Department of Transportation -- Local Public Agency Division

16. Transportation Alternative Program (TAP) • Program changes • Sidewalks now eligible • Limited stand alone landscaping projects • No Museums • Total Program Guidance • TAP information document • FHWA website Mississippi Department of Transportation -- Local Public Agency Division

17. Funding Changes • MPO Areas • PE/ROW now eligible for STP reimbursement • Must follow all Federal guidelines • Up to each MPO • Non-MPO/Urban Areas • Special Match Credit (SMC) • PE/ROW • Must follow all Federal guidelines Mississippi Department of Transportation -- Local Public Agency Division

18. Special Match Credit • What is it? • Credit for funds spent on PE/ROW costs • Credit…not reimbursement • All Federal guidelines MUST be met • Must be Requested at Project Activation Mississippi Department of Transportation -- Local Public Agency Division

19. How Special Match Credit works • Eligible expenditures are evaluated • Credit towards match in construction contract • SMC Example Handout Mississippi Department of Transportation -- Local Public Agency Division

20. Project Funding • MDOT is a “pass-through entity”. • Reimbursement costs must meet all State and Federal laws, regulations, policies, and procedures • MDOT monitors Federal funds • Status and Availability • Sub-recipient activities • How do we monitor sub-recipients? Mississippi Department of Transportation -- Local Public Agency Division

21. Audit Requirements • OMB Circular A-133, Audits of State, Local Governments and Nonprofit Organizations • Audit threshold - $500,000 or more of federal expenditures • MDOT Audit issues notification letters Mississippi Department of Transportation -- Local Public Agency Division

22. Audit Requirements • Submission deadline • Nine months after end of fiscal year • Time extensions are not granted • Promote the principles of transparency and accountability • Failure to comply = Suspension • Current reimbursements are held • Future projects will not be considered Mississippi Department of Transportation -- Local Public Agency Division

23. Audit Requirements • MDOT Audit reviews the audit reports • Type of auditors report issued for the financial statements and federal awards • Reconciles the Schedule of Federal Expenditures to MDOT’s project accounting records • Addresses any control findings related to FHWA programs Mississippi Department of Transportation -- Local Public Agency Division

24. Audit Requirements • New OMB Circular “Uniform Administrative Requirements, Costs Principles and Audit Requirements for Federal Awards” • Effective December 26, 2014 (LPA’s fiscal year ending 9/30/2016) • Major changes Audit threshold - $750,000 Mississippi Department of Transportation -- Local Public Agency Division

25. Ch. 2 Project Activation Mississippi Department of Transportation -- Local Public Agency Division

26. Public Affairs Overview • Media Relations • Press Releases • Calls to Media Outlets • Social Media Engagement • Event Support • Media Management • Photography • Stage and Audio Equipment Mississippi Department of Transportation -- Local Public Agency Division

27. LPA Program Overview Mississippi Department of Transportation -- Local Public Agency Division

28. Project Activation – Step 1 Mississippi Department of Transportation -- Local Public Agency Division

29. Letter from the LPA Official Mississippi Department of Transportation -- Local Public Agency Division

30. Vicinity Map Show Project Termini Be sure and note the Functional Classification Number Mississippi Department of Transportation -- Local Public Agency Division

31. Board or Council Minutes Mississippi Department of Transportation -- Local Public Agency Division

32. STIP Excerpt • Project not in STIP • Grouped? • TAP/SRTS/TE • Send Award Letter • STIP Amendment Form Mississippi Department of Transportation -- Local Public Agency Division

33. Other Activation Items • Training Certification • LPA full time employee • Project Director or higher • Letter from MPO, if applicable • Giving approval • Identifying funding type • LPA’s Annual Audit Report Mississippi Department of Transportation -- Local Public Agency Division

34. Memorandum of Understanding (MOU) • Legal agreement between the LPA and MTC • Outlines the duties and responsibilities • Defines Federal participation • Defines Reimbursement percentage • Sets obligation target date • Commission approval to extend time • Take it or leave it document • Executed by MDOT Mississippi Department of Transportation -- Local Public Agency Division

35. Project Activation – Step 2 Mississippi Department of Transportation -- Local Public Agency Division

36. LPA-100 Mississippi Department of Transportation -- Local Public Agency Division

37. LPA-700 Roadway Design Data To be discussed later by Roadway Design Division Mississippi Department of Transportation -- Local Public Agency Division

38. LPA-800 Design Data for Non-Roadway Projects such as Transportation Alternative Projects To be discussed later by Roadway Design Division Mississippi Department of Transportation -- Local Public Agency Division

39. Kick-off Meeting • Can be in Step 1 or Step 2 • Very important, needed meeting • Get off on the right foot • Environmental Division • Right of Way Division • Rails Division, if applicable • Normally helpful to have consultant on board Mississippi Department of Transportation -- Local Public Agency Division

40. MDOT LPA Consultant Operating Procedures for Professional Services Presenters: Scot Ehrgott P.E., Stephanie Henley and Leland L. Hennington, P.E.

41. Stewardship and Oversight Program The Stewardship and Oversight Program monitors the effective and efficient use of resources to best meet the transportation needs of the nation with the specific focus on financial integrity and project delivery.

42. Consultant Services Unit (CSU) Introduction • CSU reviews the process for LPA Federally Funded Projects (through the MDOT LPA Coordinator); • Proper documentation required before any MDOT concurrence (GoMDOT.com for templates); • MDOT LPA Coordinator communicates with the LPA and the Consultant to assist the LPA in Compliance; and • Multiple written MDOT concurrences for consultant selection and contractual process is vital.

43. Understanding the “Brooks Act” • Foundation of all selection for consultant process, 23 CFR Part 172; • Primary method of procurement for Engineering & Design Services using Federal Funds (Earmarks, Safe Routes, …); • Promotes qualifications based competition and selection for the Consultants (cost can not be discussed until selection is made); and • LPA will advertise, rank, select, the most qualified firm & negotiate the Contract.

44. Following the “Brooks Act”

45. General Overview (in order)1 LPA issues legal advertisement (call MDOT with questions about Legal Ad); LPA proceeds with Consultant selection process2; MDOT concurs with LPA advertisement and selection package; LPA and Consultant begin contract negotiations; LPA submits (3) original unexecuted Contracts and Fee Proposal to MDOT for concurrence (signed by the Consultant only); MDOT concurs with the Contract and Fee Proposal package, if appropriate; LPA executes the contract at their discretion; LPA issues the Notice to Proceed (NTP); Consultant/LPA submits invoicing; and Project is finalized. * We strongly encourage the LPA/Consultant to communicate with us throughout the process.

46. MDOT CSU Must Concur with the Following Items: • Selection Procedures Concurrence Package; • Professional Service Contracts and Fee Proposals; • Invoice Packages; and • Supplemental Agreements.

47. Selection Procedures Concurrence Package

48. Methods for Selecting a Consultant • Advertisement; • Small Purchase Procedures; or • MDOT Master Services List.

49. MDOT Concurrence Selection3 Package for Advertised Projects • Completed Consultant Selection Procedure Checklist4; • Legal Ad; • Any addenda during advertisement; • Meeting Minutes5 from selection committee; and • Score sheets from selection committee members.

50. Process for LPA to submit a Selection Concurrence Package for Advertised Projects • LPA submits Consultant selection concurrence package to MDOT (3 copies); • LPA writes official letter to MDOT LPA Coordinator requesting MDOT concurrence; • MDOT reviews and concurs, if appropriate; • MDOT sends letter to LPA verifying that the selection process was appropriate; • LPA prepares and sends letter to all consultants notifying them of selection results; and • LPA notifies winning consultant to begin Contract negotiations.