Urban Stuff Breakout Session # 3. September 19, 2018 Moderator Michael Fulcher Program Manager, VDOT Staunton District

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1 Urban Stuff Breakout Session # 3 September 19, 2018 Moderator Michael Fulcher Program Manager, VDOT Staunton District

2 Urban Program Overview Urban Maintenance Program Weldon Cooper Center Eligible Maintenance Activities Yolanda Newton Local Systems Policy Manager Local Assistance Division

3 VDOT Urban Program Overview The individuality of the municipalities of the Commonwealth of Virginia have long been recognized. The relationship between certain cities and towns and the Department of Transportation is one of mutual responsibility and cooperation in regard to street maintenance and construction. The Code of Virginia establishes the eligibility criteria of localities for receiving funds for street maintenance payments and apportionments for highway construction work. These localities are responsible for maintenance and operation of their highway systems. The Code also provides for the Commonwealth Transportation Board to allocate such funds to the municipalities for construction projects. 3

4 VDOT Urban Program Overview (continued) There are currently 84 municipalities in the urban system as defined under Sections and of the Code of Virginia. A municipality qualifies for the urban program by satisfying any of the following requirements: All cities regardless of population; All incorporated towns of more than 3,500 population according to the latest U.S. Census or by evidence of population; Six incorporated towns (Chase City, Elkton, Grottoes, Narrows, Pearisburg, and Saltville) which maintained streets under (repealed) Section The towns of Wise, Lebanon, and Altavista pursuant to Section

5 Urban Maintenance Program (continued) Urban (84 Cities and Towns) FY19 Overall Urban Budget $ 386 M Payment Rates: Principal and Minor Arterial Roads = $ 21,690 per lane mile Collector Roads and Local Streets = $ 12,735 per lane mile Arterial Lane Miles: 5,954 Collector/ Local Miles: 20,119 Overweight Permit Fee Revenue FY18 Urban Distribution $ 177,237 Equivalent to $6.79 per lane mile Continue $1M to Chesapeake to address additional costs associated with movable bridges (payments began 2005) 5

6 Urban Maintenance Program Eligibility Requirements for Maintenance Payments: Urban street acceptance criteria established in Code Section CTB approves mileage additions/ deletions Payment - General Payments based on moving lane miles (available to peak-hour traffic) CTB approves payment amounts to localities Localities annual growth rate is based upon the base rate of growth for VDOT s maintenance program Payments to localities made quarterly 6

7 Urban Maintenance Program (Continued) Weldon Cooper Center Financial Summary Financial Accountability: Required annual reporting to Commonwealth Transportation Board (CTB) In 2004, the CTB adopted Weldon Cooper Center Financial Survey as reporting mechanism Report all expenditures for Maintenance and Construction activities Included in locality s annual CPA audit Surveys are required to be completed on Weldon Cooper Center website by March 15th each year The Survey information is utilized to meet both state and federal data reporting requirements Survey shows that on average, localities are expending 40% more than their annual state maintenance payment 7

8 Weldon Cooper Center Financial Summary (continued) Expenditure Categories Maintenance Pavement Drainage Structures & Bridges Traffic Control Devices Other Road, Street and Other Highway Services Traffic Control Operations Emergency Snow/Ice Removal Other Emergency Services Engineering Other Traffic Services General Admin and Misc Capital Outlay Right of Way Engineering (Where Separable) Construction

9 Eligible Maintenance Activities Legal Requirements Section defines the term maintenance as ordinary maintenance, maintenance replacement, and any other categories of maintenance designated by Commissioner Chapter 2.6 and Appendix E of VDOT s Urban Manual further defines what is eligible for maintenance payments, link: ban_construction_and_maintenance_program_guidance.pdf Acceptable items include: Activities pertaining to preservation of each type of roadway structure and facility as near as possible in its condition as constructed, Replacement activities pertain to the function of restoring each type of roadway structure and facility as near as possible to as constructed, Replacements in-kind are acceptable charges, Betterments are not acceptable charges 9

10 Eligible Maintenance Activities Traffic Services & Operations I. MAINTENANCE ACTIVITIES ACTIVITIES Signs Traffic Signals Railroad Protection Devices DESCRIPTION Signs and Traffic Control Cleaning, repairing, replacing, and resetting signs Replacement, maintenance and energy costs Payments to railroads for maintenance and operation to grade crossing protection Traffic Services and Operations Traffic Counts Highway Lighting Operation and Maintenance of Fog Warning System Maintenance of Impact Attenuators Arterial Roads and Collector/Road Streets Maintenance and energy costs General maintenance General maintenance 10

11 Eligible Maintenance Activities Traffic Services & Operations (Continued) I. MAINTENANCE ACTIVITIES ACTIVITIES DESCRIPTION Snow and Ice Control Deicing Chemicals and Abrasives Snow Removal Expendable Equipment Snow Fence Snow and Ice Control Support Snow Removal and Ice Control Availability Fee Cost of spreaders, plows, or other snow removal equipment Cost of fence, erection and removal Cleaning and servicing of snow removal equipment, and cleaning and washing bridges after storms Paid to hired equipment owners for making their equipment available for snow removal 11

12 Eligible Maintenance Activities Traffic Services & Operations (Continued) I. MAINTENANCE REPLACEMENT ACTIVITIES ACTIVITIES Signs Traffic Signals Pavement Marking Reflection Pavement Markers DESCRIPTION Signs Replacing sign structures, refurbishing major signs Replacing traffic signals and equipment Painting centerlines, edge lines and messages Replace raised pavement markers 12

13 Eligible Maintenance Activities General Acceptable items: 1. Costs to implement and continue these procedures. 2. Payroll additives and applicable overhead charges. 3. Expenditures for training in maintenance or bridge inspection work. 4. Bridge inspection costs for bridges on all public streets. 5. Replacement, maintenance and energy costs for traffic signals. 6. Maintenance and energy costs for roadway lighting. 7. Cost to maintain features within right-of-way such as sidewalks, bikeways etc. 8. Use of municipal prison labor as long as there is a work order system sufficient to document the work is an eligible activity on an eligible street. 9. Operation of intelligent and other traffic control and surveillance systems to monitor and control traffic. 10. Traffic calming devices which meets VDOT standards. 11. Storm drainage replacement for undersized culverts. 12. Minor pavement widening where tractor trailers run off the pavement or intersection radii need to be increased to accommodate turning movements. 13

14 Eligible Maintenance Activities General (Continued) Acceptable items (Continued): 13. Reconstruction or replacement of roadbeds or sidewalks where deteriorated beyond repair. 14. Plant mix overlays for streets previously only surface treated. 15. Higher grade materials, such as traffic signs and paint, than originally used. 16. High intensity pavement marking devices on roadways. 17. Traffic control devices upgrading and replacement. 18. Barriers or guardrails to protect traffic control cabinets when the barrier or guardrail is immediately adjacent to the cabinet. Unacceptable items: 1. Parking meter costs. 2. All costs on ineligible streets, except for bridge inspection costs. 3. Follow-up repairs to utility cuts. 4. All non-highway related items. 5. Municipality's share (contribution) on construction projects. 14

15 QUESTIONS?

16 Bike/Transit Lanes Urban Manual Updates Urban Formula Funds Todd Halacy, P.E. Assistant Division Administrator Local Assistance Division

17 Bike/Transit Lanes HB Bicycle-Lane Conversions for Urban Municipalities Code of Virginia, Section per the 2017 General Assembly D. Any city converting an existing moving-lane that qualifies for payments under this section to a transit-only lane after July 1, 2014, shall remain eligible for such payments but shall not receive additional funds as a result of such conversion. Any city or town converting an existing moving-lane that qualifies for payments under this section to a bicycle-only lane after July 1, 2014, shall remain eligible for such payments, provided that (i) the number of movinglane-miles converted is not more than 50 moving-lane-miles or three percent of the city's or town's total number of moving-lane-miles on July 1, 2014, whichever is less, and (ii) prior to any such conversion, the city or town certifies that the conversion design has been assessed by a professional engineer licensed in the Commonwealth 17

18 Bike/Transit Lanes Conversion of streets must meet the eligibility criteria in Chapter 2.2 of the Urban Manual. When conversion of streets meet these criteria, the municipality may request that the Department accept the conversion and update the Urban Highway System Inventory Chapter of the Urban Manual outlines procedures for moving lane conversions Bike Lanes Only - The conversion has been designed in accordance with the National Association of City Transportation Officials' Urban Bikeway Design Guide Urban Manual Appendix D Sample Resolution for street conversion 18

19 Eligibility Requirements for Maintenance Payments (Example 1) 19

20 Eligibility Requirements for Maintenance Payments (Example 2)

21 Eligibility Requirements for Maintenance Payments (Example 3)

22 Urban Manual Updates Urban Manual Updated in 2017 Updates for the Urban Maintenance Program Added Bike/Transit Lane Legislation Modified U-1 Form to include eligibility codes Provides a Sample Resolution for bicycle and transit-only lane conversions Added Section to Address Functional Classification changes in urban municipalities 22

23 Urban Manual Updates (continued) Updates for the Urban Construction Program Added Six Year Improvement Program Prioritization Process Incorporated changes to the Urban Formula Funding Added Smart Scale and State of Good Repair Information Incorporated the UCI Manual (Chapter 5) Updated Appendices 23

24 Urban Formula Funds 2016 Appropriations Act - Consolidating Formula Funding Worked with localities and District management to determine: If the project(s) can be fully funded and advanced to construction If the project scope can be revised to reduce costs (while still meeting purpose and need ) and advance to construction If formula funding on a project (surplus or not) should be transferred to advance a project within the jurisdiction or district 24

25 Urban Formula Funds (continued) All unspent formula funds was utilized in one of the following manners: Fund deficits on completed projects Cover non-participating charges on projects eligible to receive the respective formula funding (state formula only) Fully fund active projects that will remain in the SYIP Help fund active projects that will remain in the SYIP AND will be seeking additional funds through other programs in order to fully fund the project Remaining funds should be transferred to the District Formula Fund Balance Entry (list provided on separate page) 25

26 QUESTIONS?

27 RIMS/UMIS Geo-referencing John Leonard Local Finance Manager VDOT Local Assistance Division

28 Urban Maintenance Payments Eligibility Requirements for Maintenance Payments: Urban street acceptance criteria established in Code Section CTB approves mileage additions/ deletions Payment - General Payments based on moving lane miles (available to peak-hour traffic) CTB approves payment amounts to localities Localities annual growth rate is based upon the base rate of growth for VDOT s maintenance program Payments to localities made quarterly Payment Categories/ FY19 Rates Functional Classifications 1. Principal and Minor Arterial Roads: $21,689 per lane mile 2. Collector Roads and Local Streets: $12,734 per lane mile Overall FY19 Urban Maintenance Budget $386M 28

29 RIMS/UMIS Geo-referencing Project A project was initiated in 2008, referred to as the Urban Conversion Project (UCP). This project was intended to replace a manual Urban Maintenance Inventory System (UMIS) and allow the urban street data to be georeferenced. Combining the VDOT Urban Maintenance Inventory System (UMIS) into a geospatial layer with a centerline dataset on the Roadway Network System. We are now reaching the final stages of this effort. The remaining effort is focused on hammering out a few bugs and placing the final segments. We will then clean up some data issues, and place incorrectly mapped segments. 29

30 UMIS Legacy System The Current UMIS system is a collection of street segments which can be exported to a pdf for each locality. 30

31 RIMS System 31

32 Public UMIS Map 32

33 Public UMIS Map 33

34 Moving Forward The hardest part of this project has been building the centerlines. Centerlines benefit VDOT as a whole. They help VDOT place crash data, structure locations, etc. Localities will be able to see what streets are in the system, as well as what streets are excluded. 34

35 QUESTIONS?

36 Urban Information Table Crystal Court September 20 th 8:00am 12:00pm Urban Questions Weldon Cooper Maintenance Payments Eligible Maintenance Activities Urban Construction Initiative Primary Extensions Urban Construction Initiative

37 CONTACTS Todd Halacy, P.E. Assistant Division Administrator Phone: Yolanda Newton Local Systems Policy Manager Phone: John Leonard Local Finance Manager Phone:

38 Pros of Becoming a UCI Locality David S. Jarman, P.E. Transportation Project Management Supervisor City of Virginia Beach

39 Project Delivery Options Available Programmatic Approval Programmatic approval with Streamlined Process Approved on a project by project basis VDOT Administered Project Locally Administered Project UCI Member (Non- Certified) UCI Member (Certified) VDOT administers individual Project on behalf of locality Reference VDOT Road & Design Manual Locality administers individual Project Reference VDOT s LAP Manual Locality administers Urban Program Reference VDOT s UCI Guide Locality administers Urban Program using Streamlined Project Delivery Process Reference VDOT s UCI Guide 39

40 Project Delivery Options Available Programmatic Approval Programmatic approval with Streamlined Process Approved on a project by project basis VDOT Administered Project Locally Administered Project UCI Member (Non- Certified) UCI Member (Certified) VDOT administers individual Project on behalf of locality Reference VDOT Road & Design Manual Locality administers individual Project Reference VDOT s LAP Manual Locality administers Urban Program Reference VDOT s UCI Guide Locality administers Urban Program using Streamlined Project Delivery Process Reference VDOT s UCI Guide 40

41 Project Delivery Options Available Approved on a project by project basis Programmatic Approval Programmatic approval with Streamlined Process VDOT Administered Project Locally Administered Project? UCI Member (Non- Certified) UCI Member (Certified) VDOT administers individual Project on behalf of locality Reference VDOT Road & Design Manual Locality administers individual Project Reference VDOT s LAP Manual Locality administers Urban Program Reference VDOT s UCI Guide Locality administers Urban Program using Streamlined Project Delivery Process Reference VDOT s UCI Guide 41

42 Why Manage Your Own Projects? Public Relations 42

43 Why Manage Your Own Projects? Maintenance of Traffic Issues 43

44 Why Manage Your Own Projects? Utility Relocations 44

45 Why Manage Your Own Projects? Storm Water & Grading Issues 45

46 Why Manage Your Own Projects? Storm Water & Grading Issues (con t) 46

47 Urban Construction Initiative Why manage your own projects? Better understanding of local issues Stormwater, sea level rise, lighting, streetscaping, access management, bike lanes, multi-use path Better understanding of stakeholder concerns Neighborhoods, civic organizations, business owners, commuters, property owners. Better control of the end product Processes must be followed, dates must be met, but no one understands the project needs better than the locality 47

48 Approved on a project by project basis Project Delivery Options Available Programmatic Approval Programmatic approval with Streamlined Process Locally Administered Project UCI Member (Non-Certified) UCI Member (Certified) Locality administers individual Project - Reference VDOT s LAP Manual Locality administers Urban Program Reference VDOT s UCI Guide Locality administers Urban Program using Streamlined Project Delivery Process Reference VDOT s UCI Guide 48

49 Urban Construction Initiative Localities UCI Municipalities (Currently 15 Cities/Towns): FY 2005: Hampton, Richmond, Virginia Beach FY 2006: Charlottesville FY 2007: Harrisonburg, Bridgewater FY 2008: Lynchburg FY 2009: Blacksburg, Dumfries FY 2010: Colonial Heights FY 2011: Newport News FY 2012: Chesapeake, Purcellville FY 2013: Danville FY 2015: Suffolk UCI Certified Municipalities FY2012: Virginia Beach Who is Eligible? The Code of Virginia in Section provides that interested municipalities may assume responsibility for their urban highway construction program. 49

50 Urban Construction Initiative What the program is Local control of Program/Project Integrating land use and transportation projects Keep decision-making close to the customer Streamline and expedite project delivery Financial advantages from efficiencies Partnership with VDOT Prerequisite to UCI Certification What the program is not Replacement for VDOT/FHWA requirements Avoiding local project and citizen concerns Complete autonomy from VDOT 50

51 Urban Construction Initiative VDOT Involvement? Task LAP UCI Project Agreements Yes Yes State Funded Projects Certify/Reimburse No Phase Authorization Yes Yes (Certification Letters) NEPA/ Reevaluation Yes Yes Plan Reviews (L/M/H) Yes Yes Value Engineering Yes No Title Sheet Signatures Yes No PS&E Yes Yes Bid Packages Certified by District Pre-Award Audit (ECAD)/ FAR Yes Yes Civil Rights Yes Yes Construction Award Yes Awarded by Localities* Reimbursement of Federal Funds *After VDOT award concurrence Yes Yes Yes Yes 51

52 Urban Construction Initiative What are the benefits of being a UCI member? Flexibility in project delivery Localities understand local issues better than VDOT Traffic impacts, drainage concerns, property impacts, public relations, political issues Networking with other localities Sharing project/program experiences & lessons learned Ensure that VDOT is interpreting policies consistently across the state Access to VDOT resources through Local Assistance Knowing who to talk to Better understanding of internal VDOT policies and processes 52

53 Urban Construction Initiative What are the benefits of being a UCI member (con t)? More accountability and responsibility for program/project delivery We learn more when we actually go through the process Decision making on programmatic priorities More flexibility with establishing federal strategy plan and funding schedule Financial advantages Less VDOT oversight and more streamlined processes Demonstrating project delivery proficiency can help when seeking grant funding Experience for UCI Certification Provides better understanding of programmatic needs 53

54 Project Delivery Options Available Programmatic Approval Programmatic approval with Streamlined Process Approved on a project by project basis Locally Administered Project UCI Member (Non-Certified) UCI Member (Certified) Locality administers individual Project - Reference VDOT s LAP Manual Locality administers Urban Program Reference VDOT s UCI Guide Locality administers Urban Program using Streamlined Project Delivery Process Reference VDOT s UCI Guide 54

55 What is UCI Certification? Opportunity for UCI qualified members to receive delegated authority from VDOT for project administration: Modeled after FHWA/VDOT relationship outlined in their Joint Efficiencies Agreement Minimal VDOT oversight Does Not take away any Project Development Requirements Applicable to State and Federally Funded Projects Does not apply to projects on NHS; Project of Division Interest (PODI); and projects identified as VDOT Central Office Oversight Locality subject to project and program audit 55

56 Eligibility Requirements Locality has demonstrated their ability to administer and deliver a federally funded project Locality has participated in the UCI program for a minimum of one (1) year and demonstrated programmatic responsibilities Locality has no unresolved compliance issues with VDOT or FHWA 56

57 Project Development Concurrent Engineering Process January 13, 2010 (Total & Partial R/W Takes) 57

58 UCI Certification - Advantages 58

59 UCI Certification - Advantages Construction Phase Authorizati on Administer Construction Contracts Project Completion Project Advertisement Project Supervision and Inspection Safety Provisions Acceptance Procedures Contract Bid Opening Pre - Construction Meeting and Partnering Labor Compliance As Built P lans Contract Awarded Contract Time Subcontractors Equal Employment Opportunity Final DBE Utilizat ion Report Development) Report of Expenditures Contractor Value Engineering Daily Reports Project Files Cost Control Quality Assurance Program 6. VDOT Final Voucher and Acceptance KEY Local Government Activity VDOT Activity Construction Records and Procedures Owner Force Account Work Contract Claims Traffic Safety in Highway and Street Work Zone 59

60 UCI Certification VDOT Involvement? Task LAP UCI UCI Certified Project Agreements Yes Yes Yes State Funded Projects Certify/Reimburse No No Phase Authorization Yes Yes (Certification Letters) Yes (Locality Certifies) NEPA/ Reevaluation Yes Yes Yes (Reevaluated by Locality) Plan Reviews (L/M/H) Yes Yes No Value Engineering Yes No No Title Sheet Signatures Yes No No PS&E Yes Yes Certified by Locality Bid Packages Certified by District Pre-Award Audit (ECAD)/ FAR Yes Yes Certified by Locality Yes Yes Certified by Locality Civil Rights* Yes Yes Transitioned to Locality Construction Award Yes Awarded by Localities* Awarded by Localities* Reimbursement of Federal Funds Yes Submit 1-pg invoice to VDOT Submit 1-pg invoice to VDOT *After VDOT award concurrence 60

61 Major Advantages UCI Certification No plan reviews largest time savings on project delivery Pre-award evaluation generally completed in ~2-3 weeks Phase authorizations (RW, CN) are processed with a certification letter and a few forms no plans are submitted Overall time savings from being able to avoid stop/start in the project development process 61

62 No Locality is Perfect Mistakes Do Happen! How did this happen? A lot of people were doing the right things, but it still happened How do we correct it? How do we prevent it from happening in the future? 62

63 UCI Localities UCI Municipalities (Currently 15 Cities/Towns): FY 2005: Hampton, Richmond, Virginia Beach FY 2006: Charlottesville FY 2007: Harrisonburg, Bridgewater FY 2008: Lynchburg FY 2009: Blacksburg, Dumfries FY 2010: Colonial Heights FY 2011: Newport News FY 2012: Chesapeake, Purcellville FY 2013: Danville FY 2015: Suffolk FY 2019:???? UCI Certified Municipalities FY2012: Virginia Beach FY2019:???? 63

64 Support and Resources Local Assistance Division Website -assistance.asp Locally Administered Projects Manual ly_administered_projects_manual.asp Urban Construction Initiative -assistance-firstcities.asp Local Assistance Division Staff 64

65 Contact Information Yolanda Newton Local Systems Policy Manager VDOT Local Assistance Division David Jarman, P.E. Transportation Project Management Supervisor City of Virginia Beach