LG PROJECTS ONLINE TOOLKIT Statewide Planning Conference June 2016
Local Government Projects Definition of a Local Government Project At least one phase of project development* or the program is managed by a local government agency for which it is being reimbursed with federal (FHWA) and/or state (TxDOT) funding, or It is a totally local-funded project managed by the LG on the State Highway System * Environmental, design, ROW, utility relocation, construction 2
Local Government Projects Local Government Program May 2016 More than 900 active LG projects More than 200 LGs Cities, counties, regional toll authorities, RMAs, MPOs, etc. 22 districts have active projects Estimated $1 billion/year in total project costs 3
Local Government Projects Funding Program Types Transportation Enhancement/Alternatives STP Metro Mobility, Surface Transportation Block Grants Congestion, Mitigation, Air Quality Safe Routes to Schools, Traffic Signals Pass-Through Finance Border Colonias, County Energy Sector Roads (different req ts) 4
Local Government Projects Local government projects are a key component of TxDOT s mission Through collaboration and leadership, we deliver a safe, reliable, and integrated transportation system that enables the movement of people and goods. 5
Local Government Projects Projects are initiated by signing of a contract between TxDOT and LG Defines roles and responsibilities of each party Many types Advance funding agreements Bridge agreements Toll equity agreements Pass-through agreements Project development agreements Interlocal contracts ROW contribution agreements State infrastructure bank agreements Railway crossing agreements Traffic signal agreements Generally, TxDOT refers to all types of these agreements as AFAs 6
Local Government Projects TxDOT responsibilities: Oversight throughout project development process to ensure projects are managed, developed and constructed in accordance with approved policies, procedures, plans and specifications Safety ensure project activities are performed safely to protect workers, traveling public, LG and state employees 7
Local Government Projects Districts Primary point of contact with LGs Monitor LG performance LGP Develop policy and standardized LG processes Provide training to TxDOT and LGs Provide guidance, advice and support to districts Monitor district performance of overseeing LGs Primary point of contact with FHWA on LG projects LG Projects Divisions Provide technical resources Provide subject matter experts 8
Previous LGPP Document Control document approved by FHWA Written February 2009 Most recent update September 2013 Available online 16 modules 333 pages Approximately 1,200 references to external sources 9
Current LG Project Resources FHWA Resource Federal-Aid Essentials for Local Public Agencies website Informational videos and resources designed specifically for local public agencies www.fhwa.dot.gov/federal-aidessentials 10
Current LG Project Resources TxDOT Resources Local Government Projects Online Toolkit Local Government Responsibilities for FHWA and TxDOT-Funded Projects flier www.txdot.gov/government/processes-procedures/lgp-toolkit.html 11
LG Project Process New tools are all organized to align with phases of the project development process 12
LGP Tools Single website Laws State Federal Websites Internal External Three major documents Policy Manual Regulations State Federal LGP Policy Manual LGP PM Guide Online Manuals Internal External Why - policies Project Management Guide What - procedures Local Government Projects Online Toolkit (website) Project Workbook How - best practices Direct links LGP Workbook Between each document To external resources Tools & Forms External Internal 13
Policy Document Local Government Projects Policy Manual Control Document approved by FHWA Discusses applicable laws and regulations Links directly to references http://onlinemanuals.txdot.gov/manuals/ 14
Procedures Document Local Government Project Management Guide Presents required procedures Links to internal and external websites and manuals http://ftp.dot.state.tx.us/pub/txdot/lgp/procedures/guide.pdf 15
Project Document Local Government Projects Best Practices Workbook Update to Summary of Best Practices Links to forms and checklists http://ftp.dot.state.tx.us/pub/txdot/lgp/procedures/workbook.pdf 16
Web Portal Local Government Project Toolkit Provides access to each document at desired point in the project development process www.txdot.gov/government/processes-procedures/lgp-toolkit.html 17
Many Contributors to Update Executive Committee TxDOT and FHWA leadership Advisory Committee Representatives of User community (TACERA, TPWA, TML, TEMPO, Toll Agencies, AGC, ACEC) Working Groups District and Division personnel (Finance and Project Accounting; Bid Documentation; Advanced Funding Agreement; Non-Construction; Civil Rights; Environmental; Construction Oversight, Inspections and Documentation; Right of Way and Utilities) Creative Services Online Publishing Many Others 18
Updated LGP Web Page 19
Additional Local Government Resources Items 1L -9L and Special Provisions Posted on external website http://www.txdot.gov/business/resources/txdot-specifications.html 20
Additional Local Government Resources LGPP Training 12 hours with exam 15 classes for 275 students in 11 districts so far in CY 2016 2-3 classes per month currently scheduled through December 2016 Beginning July 1, 2016, new requirement to take class every 3 years to retain qualification http://www.txdot.gov/inside-txdot/office/local-government-projects/lgpp-training.html 21
New Risk Assessment Procedures In response to Federal Uniform Guidance 2 CFR 200.331 All pass-through entities must evaluate each subrecipient s risk of noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward for purposes of determining the appropriate subrecipient monitoring 22
New Risk Assessment Procedures Periodic LG Agency-wide risk assessment Every 1-2 years based upon previous assessment Review of LG qualifications and capabilities for each project prior to execution of AFA Periodic review of LG project performance on existing projects Following LG Agency-wide risk assessment cycle 23
New Risk Assessment Procedures Guidance Document Used for all AFAs Forms LG Risk Assessment and Participation/ Responsibilities in AFAs Used when LG is to perform work on SHS or will be reimbursed with FHWA or TxDOT funds LG Risk Assessment Special Approval per TAC 15.52 Part A LG Qualification Part B TxDOT Evaluation and Special Approval Project Update Evaluation of LG Qualifications 24
Risk Assessment Process Evaluation is qualitative by TxDOT personnel Will use professional judgement, be fair, strive for consistency Grades in 8 categories plus overall grade Overall score is not a numerical calculation Will include brief comments to explain rating in each category Will share with LG Grading Scale: Low level of risk to TxDOT Moderate level of risk to TxDOT High level of risk to TxDOT Unacceptable level of risk to TxDOT A B C D http://www.txdot.gov/government/programs/local-government-projects.html 25
Funding Guidance Projects managed by TxDOT LG funding participation will be Fixed Price TxDOT responsible for overruns Projects managed by LG LG funding participation will be Specified Percentage LG responsible for overruns 26
LGP Primary Points of Contact 27
Local Government Projects Key elements of a successful LG program Clear assignment of responsibilities within TxDOT Standardized LG funding agreements Well-developed project processes and tools Effective training Good communications within State DOT and with FHWA Active outreach to and engagement of the user community 28
Innovation More and more, the innovations providing the most benefit are those that have to do with how well people and organizations work together Greg Nadeau Acting Administrator, Federal Highway Administration Public Roads Magazine, January/February 2015 29
Comments/Discussion 30