Ohio Department of Transportation. The Process. Errol Scholtz & Chris Brown ODOT District Three LPA Section. September 22, 2016

Transcription

1 Ohio Department of Transportation John R. Kasich, Governor Jerry Wray, Director The Process Errol Scholtz & Chris Brown ODOT District Three LPA Section September 22, 2016

2 Main Phases 1. Application and Scope 2. Preliminary Design 3. Detailed Design/ROW Acquisition 4. PS&E Package 5. Award 6. Construction 2

3 Main Phases 3

4 1. Application and Scope LPA Receives Notice of Project Funding Central Office or County Engineer s Association of Ohio (CEAO) Occasionally from other offices Notification provides details specific to project 4

5 1. Application and Scope LPA contacts the District for scoping meeting and field review Fill out forms Not necessary to have separate office meeting 5

6 1. Application and Scope Complete field review and draft scope of services form LPA invites their staff Consultant can be invited D03 invites staff 6

7 1. Application and Scope Complete Scope of Services Form Information must match award information & Ellis Local signs Scope ODOT P&E staff sign Submit enabling legislation 7

8 1. Application and Scope Complete LPA Participation Form Needs to be updated every three years Financial page required Update if there are changes in LPA 8

9 1. Application and Scope Prepare LPA Agreement District prepares after Scope is signed LPA signs, checks cost recovery method Agreement returned to District for Director s signature One original sent back to LPA 5 Cost recovery methods: 9

10 1. Application and Scope If Federal or State funds in design, LPA needs to: To follow Quality Based Selection (QBS) process Sign agreement and submit to District 3 District 3 requests Federal authorization for Preliminary Engineering 10

11 1. Application and Scope If Federal or State funds in design, LPA needs to: District 3 prepares and submit encumbrance request After money is encumbered, the District prepares 3 rd party agreement District 3 prepares Invoice & Payment System forms (IPS) Local prepares & submits invoices after paying local share 11

12 2. Design If LPA is going to use CEAO task order or OES task order: Provide scope to Levi Wingler District requests Federal authorization for PE District requests price proposal from consultant District prepares & submits encumbrance request 12

13 2. Design Project proceeds into design If significant changes in scope occur, contact the District If cost is significantly higher as design progresses, contact the District If project schedule is lagging, contact the District If ahead of schedule, thank you! 13

14 2. Design LPA submits Stage 2 (in most cases) 5 paper + electronic files Plans, estimate, utility coordination letters Project specific (Scope may have more or different submittal) 14

15 2. Design Plans approved Four-week review period May require resubmission May request disposition of comment at next submission Environmental has to be cleared before moving to Detailed Design (DD) 15

16 4. ROW Acquisition LPA submits Final ROW Plans If there is a Right of Way phase submit to Brad Corder Two sets of construction and ROW plans Two sets of descriptions + records supporting existing Once approved, will receive ok to begin acquisition 16

17 4. ROW Acquisition If federal money in Acquisition phase and/or DD District requests Federal authorization for sub-phase District prepares/submits encumbrance request LPA follows QBS or abbreviated QBS, receives price proposal District prepares 3 rd party agreement after receive District prepares IPS 17

18 4. PS&E Package Pre-PS&E Package submission Provide final estimate to the District for DBE goal All projects have to go to goalsetting committee Submit acquisition files to Brad Corder if project has ROW Assure environmental commitments are in place Provide NHS waiver if required Provide proprietary material waiver if required 18

19 4. PS&E Package Next step is PS&E package submission 4 hard copies + electronic file District will send Package checklist D3 completes ROW certification Environmental Consultation Form PS&E Submission form PS&E Checklist Biddable/Buildable IOC 19

20 4. PS&E Package District Submits PS&E Package to Central Office Local Programs Submitted electronically Central Office provides Federal authorization May take several weeks 20

21 4. PS&E Package Central Office sends Authorization to District District sends to local Authorizes local to bid and award project (but not begin construction) 21

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23 5. Award LPA bids project Federal/State Requirements-advertise at least one time Open bids on 22 nd day after first advertisement Any addenda have to be reviewed by D03 LPA goes through review process to award project 23

24 5. Award LPA Submits award package Bid Tab Proof of Advertisement Attachment 2 for contractor for direct pay Enabling legislation Bid analysis checklist Construction start and complete dates 24

25 5. Award LPA Submits award package Single paper copy and electronic files D3 prepares IOC to accompany submission to CO If federal funding for construction engineering, submit info as well If LPA is doing CE, provide estimated cost for encumbrance Provide evidence of DBE goal approval 25

26 5. Award Construction Engineering Follow QBS process in selecting consultant Consultant for CE cannot be same consultant who designed project Can be submitted before award package is submitted Can also be awarded after the award package has been submitted 26

27 5. Award District notifies LPA of encumbrances Contractor cannot begin construction until money is encumbered Same with consultant District prepares LPA local let template District prepares IPS forms if Federal funds in CE 27

28 6. Construction Construction begins If project construction cost is going to exceed encumbered amount, notify Beth Wilson asap (Also Chris and Errol) Same for CE Ellis is revised and modification is sent to CO After money is encumbered, can invoice Can move money from CO to CE and vice versa, as long as Federal cap is not exceeded 28

29 6. Construction All other activities handled by construction department Invoices for CO and CE Change orders Construction monitoring Project closeout 29

30 Begin process all over with new project! 30

31 The Process Questions? 31