SESSION 1.2 Locally Administered Federal Aid · Synopsis: As part of the FHWA/NYSDOT TEA-21...
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Mary Anne Mariotti, P.E. Assistance Program Manager NYSDOT Office of Program Development & Management 50 Wolf Road POD 33 Albany, NY 12232 Phone: (518) 457-3426 E-mail: [email protected] Synopsis: As part of the FHWA/NYSDOT TEA-21 Agreement, NYSDOT may delegate part of its approval authority for locally administered Federal-Aid projects through the issuance of a manual and guidelines. Hence, the “Procedures for Locally Administered Federal Aid Projects Manual” was created. This manual provides guidance on the processes, procedures, authorizations, and approvals to ensure these projects are progressed in accordance with Federal and State requirements. The manual allows for expected updates to ease, improve and simplify the process. These efforts are based on feedback and suggestions received from FHWA, Regional Local Project Liaisons (RLPL’s), Local Project Sponsors, and others who play a role in the delivery of Local Projects. This year we are bringing our focus to best practices and statewide consistency. It is our intent to provide simple, user friendly mechanisms to continue to progress these quality projects in a timely manner. This presentation will give you an update on the status of these efforts. About the Presenter: Mary Anne Mariotti graduated from Clarkson University in 1988 with a Bachelor of Science degree in Civil/Environmental Engineering. She started her career in 1988 at NYSDOT, and then worked for three years in the private sector before returning to NYSDOT. She has Regional and Main Office experience and currently works in the Office of Program Management and Development as the Assistance Program Manager for the Assistance Program Evaluation Bureau. Her experience emphasizes on Program and Project Management. It also includes Structural Engineering, Project Development, Material Engineering, Site Development, Highway Construction Inspection, Highway Design, Traffic Engineering, and Bridge Inspection. Currently Mary Anne is responsible for resolving statewide local program and project administrative and engineering issues. She maintains close coordination with FHWA on local procedural development and maintenance. Her responsibilities include providing clear, effective guidance on Local Program and project oversight, and establishing and managing working groups for revising process activities. SESSION 1.2 Locally Administered Federal Aid Process Updates
Transcript of SESSION 1.2 Locally Administered Federal Aid · Synopsis: As part of the FHWA/NYSDOT TEA-21...
Mary Anne Mariotti, P.E. Assistance Program Manager
NYSDOT Office of Program Development & Management 50 Wolf Road POD 33
Albany, NY 12232 Phone: (518) 457-3426
E-mail: [email protected] Synopsis:
As part of the FHWA/NYSDOT TEA-21 Agreement, NYSDOT may delegate part of its approval authority for locally administered Federal-Aid projects through the issuance of a manual and guidelines. Hence, the “Procedures for Locally Administered Federal Aid Projects Manual” was created. This manual provides guidance on the processes, procedures, authorizations, and approvals to ensure these projects are progressed in accordance with Federal and State requirements. The manual allows for expected updates to ease, improve and simplify the process. These efforts are based on feedback and suggestions received from FHWA, Regional Local Project Liaisons (RLPL’s), Local Project Sponsors, and others who play a role in the delivery of Local Projects. This year we are bringing our focus to best practices and statewide consistency. It is our intent to provide simple, user friendly mechanisms to continue to progress these quality projects in a timely manner. This presentation will give you an update on the status of these efforts.
About the Presenter:
Mary Anne Mariotti graduated from Clarkson University in 1988 with a Bachelor of Science degree in Civil/Environmental Engineering. She started her career in 1988 at NYSDOT, and then worked for three years in the private sector before returning to NYSDOT. She has Regional and Main Office experience and currently works in the Office of Program Management and Development as the Assistance Program Manager for the Assistance Program Evaluation Bureau. Her experience emphasizes on Program and Project Management. It also includes Structural Engineering, Project Development, Material Engineering, Site Development, Highway Construction Inspection, Highway Design, Traffic Engineering, and Bridge Inspection. Currently Mary Anne is responsible for resolving statewide local program and project administrative and engineering issues. She maintains close coordination with FHWA on local procedural development and maintenance. Her responsibilities include providing clear, effective guidance on Local Program and project oversight, and establishing and managing working groups for revising process activities.
SESSION 1.2
Locally Administered Federal Aid Process Updates
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Statewide Conference on Local BridgesStatewide Conference on Local BridgesOctober 26October 26thth & 27& 27th th 20052005
Locally Administered Federal Aid Process
Mary Anne Mariotti, P.E.New York State Department of Transportation
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FHWA/NYSDOT TEAFHWA/NYSDOT TEA--21 Agreement21 Agreement
•• Locally Administered Federal Aid Locally Administered Federal Aid Procedural Manual (LAFPM)Procedural Manual (LAFPM)
•• Federal and State requirements Federal and State requirements undergo changesundergo changes
Focus on simplification of process Focus on simplification of process and statewide consistencyand statewide consistency
BACKGROUNDBACKGROUND
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Locally Administered Federal AidLocally Administered Federal Aid
SIMPLIFICATION OF AGREEMENTS
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Simplification of AgreementsSimplification of Agreements
Develop a standard agreement that:• Updates requirements• Increases consistency• Simplifies preparation• Maintains adequate flexibility to
account for program differences
GOALS:
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Simplification of AgreementsSimplification of Agreements
STANDARD Federal Aid and Marchiselli Aid Project Agreement
For typical FA projects with or without Marchiselli including NHS, HBRR, STP, TCSP, CMAQ, HPP
AGREEMENT SHELL TYPES
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Simplification of AgreementsSimplification of Agreements
Emergency Relief Project AgreementLegislative Member Item Project AgreementBetterment Project AgreementReverse Betterment Project Agreement
AGREEMENT SHELL TYPES
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Simplification of AgreementsSimplification of Agreements
Multi-Modal (<=$1 Million)Multi-Modal (>$1 Million)Municipal Services Agreement
AGREEMENT SHELL TYPES
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Simplification of AgreementsSimplification of Agreements
Schedule A: FundingSchedule B:Phases/Tasks/ResponsibilitiesAppendix A: NYS Required ClausesAppendix B: Federal Required ClausesSupplemental Agreement Cover MemoMunicipal Resolution
AGREEMENT ATTACHMENTS
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Simplification of AgreementsSimplification of Agreements
Eliminated Exhibit A/B/C and incorporated by reference to LAFAP ManualIncluded both Federal Aid & Marchiselli Aid clauses in Standard AgreementEliminated “Soft Match” clause (flexible funding is still available per Manual)
AGREEMENT CHANGES
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Simplification of AgreementsSimplification of Agreements
AGREEMENT CHANGES (cont’d)Strengthened language of Facility Maintenance clauseUsed standard signature pageIncluded version date in headerGeneral clean-up
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Simplification of AgreementsSimplification of Agreements
Schedule A
One Schedule A for all phases•Creates an instant “financial”pictureNew electronic format•User-friendly•Eliminated excess language on form
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Simplification of AgreementsSimplification of Agreements
Schedule A (cont’d)
Instructions embedded in new form •Ensures consistent understanding and use
Drop-down menus•Limits variations
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Code Fed. Regulation ChangeCode Fed. Regulation Change
RETAINAGE49 CFR 26.29 Subpart BApplies to all Contractors not just DBE’s
OLD METHOD:Withheld set percentage of payments for work completed until final project acceptance
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Code Fed. Regulation ChangeCode Fed. Regulation Change
RETAINAGENEW METHOD
Three options available:1. Not to hold Retainage at all2. Not to hold Retainage from
Prime but Prime can w/hold from Sub (net 30 days)
3. May hold Retainage from Prime and provide incremental releases within timely payments
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Code Fed. Regulation ChangeCode Fed. Regulation Change
RETAINAGEAdded to Appendix B of the State/Local AgreementNYSDOT and FHWA available if needed to understand issues
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Design ProceduresDesign Procedures
NYSDOT Project Development Manual
Chapter 8 currently references Scoping Procedure Manual and Design Procedure ManualReplaced with Project Development Manual (PDM)
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Design ProceduresDesign Procedures
NYSDOT Project Development Manual
Lingering mindset that scoping and design are separate and independentIntegrates •Environmental Initiatives•Quality Communities•ITS
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Project Development ManualProject Development Manual
Highpoints:
Project Development OverviewProject Development OverviewProject Scoping ProcedureProject Scoping ProcedurePublic Involvement ManualPublic Involvement ManualDesign Traffic ForecastsDesign Traffic ForecastsIntelligent Transportation SystemsIntelligent Transportation SystemsQuality Control and Quality Quality Control and Quality AssuranceAssurance
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Project Development ManualProject Development Manual
WEBSITE:
dot.state.ny.us/cmb/consult/dpmdot.state.ny.us/cmb/consult/dpm1/pdm_01_30_04.html1/pdm_01_30_04.html
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Real EstateReal Estate
FHWA Process Review
Documented review for specific Documented review for specific process activityprocess activity
Review completed in Spring of Review completed in Spring of 2005 2005
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Real EstateReal Estate
ISSUES:
ROW Certificates were not prepared ROW Certificates were not prepared for projects without ROW acquisitionsfor projects without ROW acquisitions
Certificates not prepared prior to Certificates not prepared prior to advertising, letting, award or advertising, letting, award or contractors entry onto propertycontractors entry onto property
Projections: If done, need prior Projections: If done, need prior Federal approvalFederal approval
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Real EstateReal Estate
RECOMMENDATIONS:
FHWA to withdraw funds for projects FHWA to withdraw funds for projects citedcitedFHWA FHWA –– revise TEArevise TEA--21 Agreement to 21 Agreement to require federal approval prior to require federal approval prior to advertisementadvertisementProcedures for Locally Administered Procedures for Locally Administered FederalFederal--aid Projects aid Projects –– clear ROW clear ROW prior to advertisementprior to advertisementAction plan provided to FHWA in Action plan provided to FHWA in response and final report received response and final report received
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Real EstateReal Estate
Future Updates to Manual, Chapter 11 Appendix
Right of Way Clearance CertificateRight of Way Clearance Certificate
Status of Right of Way Status of Right of Way AcquisitionsAcquisitions
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dot.state.ny.us/pubs/localprojdot.state.ny.us/pubs/localproj//local.htmllocal.html
Local Manual WebsiteLocal Manual Website
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