8/25/2015. Local Public Agency Stakeholder Partnering for Success. Learning Objectives. The Bright Idea behind Stakeholder Partnering
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1 Local Public Agency Stakeholder Partnering for Success Michael Smith Federal Highway Administration APWA International Conference and Exposition August 30, 2015 Efficiency through technology and collaboration Learning Objectives Define LPA Stakeholder Partnering (SP) Identify your State s position on SP Determine if LPA SP would benefit your State The Bright Idea behind Stakeholder Partnering Source: PowerPoint Clipart 1
2 Elevate project partnering success to the programmatic level Project Level Programmatic Level Source: PowerPoint Clipart Source: United States Navy Why Stakeholder Partnering for Local Public Agencies? Because Local Agencies Own 75% of the Nation s 4 million miles of roads Own 51% of the Nation s bridges 20% of the Federal-Aid Highway Program Budget funds Local Projects ($6 - $8 billion per year) Source: Federal Highway Administration Federal-aid Essentials for Local Public Agencies What is Stakeholder Partnering? A process where partnering occurs among Federal, State and Local agencies at the programmatic level to address concerns and issues, as well as opportunities, for process improvements and streamlining. Key Elements Representation Shared Understanding Progress 2
3 Stakeholder Partnering LINK to Every Day Counts Every Day Counts Rapid deployment Underutilized, proven technologies Shorten project delivery, enhance safety, reduce congestion, improve environmental sustainability Stakeholder Partnering Establish/enhance communication channels Launch program improvements Streamline program delivery Why do we need Stakeholder Partnering? LPA Reduce bureaucracy Lower project cost Greater control over project schedules Consistent interpretation requirements Streamline project delivery Reduced risk of noncompliance Seat at table State Reduced risk of noncompliance Streamline project delivery Consistent interpretation requirements Limited staffing and resources FHWA Launch program improvements Consistent interpretation requirements Reduce risk of noncompliance Improve transparency Streamline project delivery Efficient use of resources Obstacles to Stakeholder Partnering Source: PowerPoint Clipart Competing priorities, Extra work with limited resources is needed, Reluctance to get directly involved LPA relationship is with the State, Don t want to take sides Stakeholder Partnering is a business process and NOT mandatory Lack of Trust 3
4 Opportunities What s in it for me? What s in it for me? Better understanding of local issues Develop and improve trust Improve local project compliance Expedite project delivery More projects funded Source: FHWA LCCA Training Observations A proven initiative, Source: PowerPoint Clipart Not resource intensive, Scalable to State and LPAs needs, August 2015 Current Practice 4
5 December 2016 Goal EDC-3 Implementation Technical Team Contractor Support State Champions EDC-3 Implementation Technical Team Team Member Michael Smith Bernie Kuta Robert Wright Chad Thompson Brian Roberts John Davis Jeff Zaharewicz Representing FHWA CPM TST, Lead FHWA CPM TST FHWA Nat l LPA Program Manager FHWA FL Division NACE Executive Director APWA City of Denton Texas FHWA LTAP Program Manager 5
6 Champion/Model States State Role Contact Arizona Model Bahram Dariush California Champion Ray Zhang Missouri Model Kenny Voss Ohio Model Andrea Stevenson Virginia Champion Jennifer Debruhl EDC-3 Implementation: Support Contractor Applied Research Associates (ARA) Kevin Chesnik, Former Chief Engr. Wisconsin DOT EDC3 Implementation Strategies and Resources Technical assistance for new and existing programs, Webinars related to specific items or issues, Peer exchanges to showcase successful models, Case Studies / FAQs Online Library as central point for resources Source: PowerPoint Clipart 6
7 EDC3 FHWA Role Advocate for Stakeholder Partnering Listen, advise, and provide technical assistance Encourage State and LPA participation Source: PowerPoint Clipart Stakeholder Partnering is about building partnerships because the task in front of us is too great for any one Agency or Organization to complete on its own. Sometimes the things holding us back are all in our head Source: wordpress.com public domain 7
8 Arizona s Local Public Agency Stakeholder Council Susan Anderson, PE, PTOE Arizona Department of Transportation Efficiency through technology and collaboration EDC2 Initiative Nov ADOT Staff attended EDC Summit Learned about initiative Value in enhanced communication Decided to participate Learn from Others ADOT and FHWA Deployment Team Peer Exchange with Nebraska Arizona LPA Survey 124 LPAs notified; 31 Responses Identify topics of interest or concern Finance Environmental Right-of-Way Administration Other 8
9 Initiation Phase Created the Arizona LPA Stakeholder Council Communication Initiation Enhance communication Improve coordination Encourage collaboration Initiation Phase Stakeholder Council Membership Deliberate selection of members Represent regions and communities throughout the state Urban and Rural Various sizes Different experiences with Federal program Initiation Phase Initial LPA Stakeholder Council Membership 26 total members 6 Local Public Agencies 6 Councils of Government 4 Metropolitan Planning Organizations 8 ADOT 2 FHWA 9
10 Structure Informal, quarterly meetings Started in December, 2013 ADOT led meetings Set expectations at initial meeting Role of stakeholders communicate with their network Ground Rules for meetings Agenda Based on survey results hot topics Top four topics defined agenda for coming year Accomplishments Completed first round of hot topics Environmental, Right-of-Way, Finance, and Contracting Small, incremental changes have occurred Improvements result from: Increased knowledge, understanding of topics Created avenues for communication Better understanding of challenges on use of Federal aid Highway Program Benefits Management buy-in Set the tone Highlighted the importance Open lines of communication Voice at the table New opportunity to exchange information Collaborative environment Shared knowledge and perceptions Gaining understanding 10
11 Challenges Lack of full participation and commitment by all members Requires dedicated time and effort Competes with other priority work Agency or LPA personnel turnover Must manage personalities Sustainability & maintaining momentum Lack of immediate results Lessons Learned Participation has declined over time Remaining members are active and engaged Seeking knowledge and strong working relationship Educational opportunities vs. Dialog Initial efforts have been educational Building on a foundation Strive for programmatic level discussions Membership is critical Moving Forward Remain flexible and adapt with change Revise, expand the membership Inviting more LPAs Retaining those that have been active Seeking those with recent experience Consider inviting consultants with current experience A ti i t f ill hift ith 11
12 Moving Forward Change the format of meetings Move away from classroom type setting to an open dialog session Stakeholders, not ADOT, to run meetings Achieving enhanced communication Contacts ADOT Local Public Agency Section Bahram Dariush, PE LPA Section Manager Susan Anderson, PE, PTOE Process Manager LPA Stakeholder Partnering for Success LPA Perspective Efficiency through technology and collaboration 12
13 National Association of County Engineers (NACE) 2,000 Members Co. / Parish Engineers Hwy. Superintendents Trans. Directors AK Public Works Directors Road Ops. Managers Road Supervisors North Central Region North East Region WA MT ND MN VT NH ME OR NV CA Western Region ID AZ UT WY CO NM SD NE KS OK WI IL IA MO AR MS IN MI KY TN AL OH GA WV SC PA NY VA NC MA RI CT NJ DE MD DC HI TX LA FL South Central Region South East Region PR NACE Affiliates Why is Stakeholder Partnering Important? APWA, NACE and FHWA LPA streamlining and process improvement efforts National level results are limited LPA Program implementation is unique to each state Proven Best Practice Stakeholder Partnering LPAs, state DOTs and FHWA Division Offices working together to improve the process LPA Characteristics Vary from sparse Rural to dense Urban communities Different levels of sophistication Varying types of projects 13
14 Responsibilities of LPAs Implement projects properly in accordance with: Federal-aid Program rules and regulations (same as FHWA and state DOT) State laws and state DOT rules and regulations (same as state DOT) Local Government rules and regulations Implement projects faster Local Perspective of Federal-aid Process LPA projects are high profile Complex requirements One size does not fit all Time / expense vs. project size Inconsistent interpretation of federal regulations Trust Stakeholder Partnering: Local Agency Goals Improved relationships with state DOT Open communications Consistent regulatory approach Reduction in administrative burden and costs Shorter project delivery More efficient use of federal funds 14
15 Stakeholder Partnering: Local Agency Opportunities Improved relationships with state DOT Open communications Consistent regulatory approach Reduction in administrative burden and costs Shorter project delivery More efficient use of federal funds Stakeholder Partnering: Additional Local Agency Opportunities Improved compliance Enhanced project ownership Improved project delivery processes Leverage of state DOT s capabilities Increased federal-aid opportunities for both state DOT and LPAs American Public Works Association (APWA) 26,500 U.S. Members Representing more than 17,000 Public Agencies 63 Chapters covering every state and Puerto Rico 15
16 Obstacles to Stakeholder Partnering Stakeholders may not see the benefit Perception requires too much time Funding constraints Priority of LPA program Forming new relationships Trust Stakeholder Partnering Potential Topics Complex federal procedures (non-routine for LPAs) More effort and time required Sophistication levels of LPAs Costs of federal requirements Federal funding is reimbursed, not advanced Risk of disallowed costs Stakeholder Partnering Potential Topics (Cont d) Lack of local resources LPA turnover rate Cultural difference with counties, as they are more independent Perception of FHWA dealing directly with LPAs vs. State DOT Confusion of stakeholder partnering term with project partnering 16
17 Stakeholder Partnering Examples FDOT ( Local Agency Program Community of Practice ) Big 4 const. specs. for off-system projects Local Project Information Tool (LAPIT), a web-based LPA project reporting tool Small threshold consultant acquisition process FDOT contract compliance assistance to LPAs MoDOT ( Local Public Authority Advisory Committee ) LPA basic training program LPA Manual re-write LPA on-call consultant list Call to Action for State DOTs & LPAs Meet with representatives of your state APWA, NACE and other local agency organizations and start the conversation about Stakeholder Partnering. LPAs Tell your state DOT you want to work with them in a Stakeholder Partnering group. State DOTs and LPAs have nothing to lose and everything to gain. Let s Adopt These Philosophies with LPA Stakeholder Partnering Discussion is an exchange of knowledge; argument an exchange of ignorance." Robert Quillen, American journalist Coming together is a beginning; keeping together is progress; working together is success. Henry Ford, American auto manufacturer It is not who is right, but what is right, that is of importance." Thomas Huxley, scientist 17
18 Chris Bridges CYMPO Administrator CYMPO Planning Area CYMPO Quick Stats 2000 Census CYMPO Planning Boundary population 91,000 Prescott 33,938 Prescott Valley 23,535 Chino 7,835 Yavapai County 25, Census CYMPO Planning Boundary population 121,783 Prescott 39,843 Prescott Valley 38,822 Chino Valley 10,817 Yavapai County 28,407 Dewey Humboldt 3,894 18
19 Regional Partnership Projects The CYMPO Region has leveraged $8,000,000 of CYMPO STP funding into projects totaling $101,500,000 SR 69/89 Traffic Interchange (Constructed $23,500,000) State Route 89/89A TI Bridge (Constructed $5,000,000) Viewpoint TI Bridge (Constructed $10,000,000) SR89A Spur Widening to Fain Road (Constructed $7,000,000) Pioneer Parkway (Constructed $3,000,000) Fain Road/SR 89A Spur (Constructed FY 12 $18,000,000) SR 89 North Widening Chino Valley to Prescott Airport (Constructed $18,000,000) SR 89 South Widening Prescott Airport to SR 89A TI (FY 17 $17,000,000) SR89 Widening SR89/SR89A TI Chino Extension CYMPO Planning Study Projects Great Western Study Viewpoint TI & SR89A Spur Fain Road Widening Pioneer Pkwy Fain Connector Study SR69/SR89 TI Glassford Hill Rd. ARRA Coordinating Transportation and Land Use 19
20 Cross Communication Between Agencies Provides a Single Message back to the Development Project ADOT Local Agency Public Works Local Agency Land Use Other Agency (Transit) Development Project Wickenburg Ranch SR 89 Corridor 4500 lots 20
21 Access Management Plan completed in 2007 jointly by ADOT and Yavapai County State Route 89 Widening SR 89 SR 89/SR89 Willow Creek Road Yavapai County began Working with ADOT to solve congestion near the Prescott Airport 2007 Willow Creek Road City of Prescott was considering annexations 21
22 Joint City of Prescott & Yavapai County project to realign Willow Creek Road Coordinated with ADOT and CYMPO Integrates: City County traffic studies City General Plan Amendment Concurs with ASLD Plans Access control Concurrence of landowner Thank You! 22
23 Contact Information: Christopher Bridges Administrator Central Yavapai Metropolitan Planning Organization 1971 Commerce Center Circle, Suite E Prescott, AZ Phone: Christopher.Bridges@yavapai.us Web: Twitter: 23
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