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ODOT’s Local Agency Certification Program

ODOT’s Local Agency Certification Program. Jill Pearson Certification Program Manager March 12, 2010. Certification Overview What is it? How does it work? Why should local agencies pursue it? Who is conditionally certified?. Non- Federal-Aid No federal funding, or uses fund exchange

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ODOT’s Local Agency Certification Program

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  1. ODOT’s Local Agency Certification Program Jill Pearson Certification Program Manager March 12, 2010

  2. Certification Overview • What is it? • How does it work? • Why should local agencies pursue it? • Who is conditionally certified?

  3. Non- Federal-Aid No federal funding, or uses fund exchange Federal-Aid “Traditional” (Non-Certified) Example: ODOT owns the construction contract Federal-Aid Certified Local Agency Projects Example: Local agency owns the construction contract Types of Projects

  4. Fund Exchange • ODOT may “fund exchange” federal funds to state funds • 94¢ on the dollar • Not for Transportation Management Areas (population over 200,000) • Portland Metropolitan Area • Salem/Keizer Area • Central Lane

  5. Why Should a Local Agency Pursue Certification? 1. Next Best Thing to Fund Exchange 2. Benefits: LA’s, ODOT, FHWA and The Project • Communication • Control • Cost/Time

  6. How Does it Work? Stewardship Agreement FHWA $ to ODOT Master Certification Agreement ODOT $ to Local Agency Certified Local Agency

  7. Why We Are Doing This Title 23 recognizes ODOT as direct recipient of federal-aid funds SAFETEA-LU indicates states shall be responsible for determining that sub-recipients of federal funds have: • Adequate project delivery systems & • Sufficient accounting controls to properly manage federal funds

  8. Certification Areas

  9. Steps to Becoming Certified

  10. Step 1: Preliminary Interview • Review Requirements • Staff • Agreements • Procedures

  11. Preliminary Interview Con’t. • Certification General Interview Form • Comply with state and federal law • Adhere to Local Agency Guidelines (LAG) Manual • Indicate staff for specific tasks • Review Project Prospectus • Approval of Certification Agreements • Review of Environmental Documents • Review of PS&E • Supervision of Construction Management

  12. Preliminary Interview Con’t. • Certification Acceptance Interview Form • Identify staff & consultant responsibilities • Procedures / Necessary Manuals • General Administration • Quality & Quantity Document Tracking (“Ledger System”) • Labor Compliance (Check Payrolls) • Change Order Process • Materials Testing & Approval • Approval Process for Subcontractors • Inspection • Quality Assurance / Quality Control • Traffic Control

  13. Quality Control (QC) Question… • Define – What is Quality Control?

  14. Quality Control (QC) Answer… • Operational activities put in place to control the quality of a product or service • QC procedures ensure the work is done correctly

  15. Quality Control (QC) • QC includes providing: • Clear directions • Constant supervision by experienced individuals • Immediate review of completed activities for accuracy and completeness

  16. Quality Assurance Question… • Define – What is Quality Assurance?

  17. Quality Assurance (QA) Answer… • QA is a type of review process confirming that a QC program is effective • QA provides feedback upon which further development of the QC program can be made

  18. QC vs. QA • Quality Control • Local Agencies perform QC • PDX hired their own QC specialist • Quality Assurance • ODOT performs QA

  19. Step 2: Procedures • Identify area for Certification • Present Procedures • Local Agency Guidelines

  20. Step 3: Submit Application • Review Requirements • Qualifications

  21. Steps 4 - 5 • ODOT Reviews Local Agency Procedures • Clarify Concerns • Notice of Conditional Certification • Intergovernmental Agreements Executed

  22. Agreements • Initial Master Agreement • LA agrees to comply with Federal & State law • Supplemental Project Agreements • Covers all phases of project, clarifies payments NOTE: Agreements must be executed prior to federal fund reimbursement

  23. Steps 6 – 7: Conditional to Full Certification • Local Agency Successfully Completes 2 – 4 Test Projects • Projects Administered by Registered PE (staff or contract employee) • LA has Sufficient Expertise & Capability to Perform & Supervise Project Phases • LA has Designated Official Approving Authority • Favorable Transitional Interview • Final Certification Status

  24. ODOT/Local Agency Federal-Aid Comparison Prior to Ad weeks prior to Ad

  25. Who is conditionally certified? • City of Portland • City of Eugene • City of Corvallis • Clackamas County

  26. Who is pursuing certification? • Multnomah County • Linn County • Marion County • City of Medford • City of Gresham • Rogue Valley Council of Governments

  27. LAG Manual Designed to be: - User friendly - Read and used online – hyperlinks!! - Up-to-date (revised annually) - Read by a wide audience (3 sections) A. Introduction B. Non-certified C. Certified http://www.oregon.gov/ODOT/HWY/LGS/Certification.shtml

  28. Questions? Jill Pearson Certification Program Manager ODOT, Local Government Section 355 Capitol Street NE, Room 326 Salem, OR 97301 503-986-3649 Jill.L.Pearson@ODOT.state.or.us http://www.oregon.gov/ODOT/HWY/LGS/Certification.shtml

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