LPA Stewardship and Oversight A Louisiana Perspective

Transcription

1 LPA Stewardship and Oversight A Louisiana Perspective

2 A Little History

3 FY 2007 FHWA HQ LPA Comprehensive Oversight Program Determination Results (HINT: RED = NOT GOOD) Yes No Yes/No Undetermined NA

4 Getting to GREEN (Hint: Green = Good) FHWA & DOTD recognized there were some challenges with the Current LPA program We needed an updated LPA Manual LPA s relied too heavily on DOTD to move projects forward through the preconstruction phases. LPA s relied too heavily on the consultants to handle all of the design and construction activities on the LPA s projects. DOTD was not always consistent on what their roles and responsibilities were with LPA projects.

5 So, what did we do? FHWA partnered with DOTD and LTAP to create some training modules for the LPA s, their consultants, and the DOTD staff that would help to clarify the roles and responsibilities of the parties.

6 First Update The Manual 2011-New LPA Manual completed

7 Then Roll Out the Manual with Training Courses Fall 2012-LPA Core Training began Spring 2013-LPA CE&I module training began Winter 2013/14-LPA Planning module training began Fall 2014 LPA Development/Design module training began

8 This is YOUR (YOUR = LPA) project. It is YOUR responsibility to keep it moving! (LPAs sign both engineering & construction contracts in LA) 8

9 Responsible Charge Responsible For: Scope Schedule Budget (Covered in Core Training plus reviewed in all other modules) 9

10 Responsible Charge Not a new rule New enforcement (FHWA Aug memo) 10

11 Responsible Charge Federal Regulation 23 CFR LPA must provide a full time employee of the LPA to be in responsible charge of project Not required to be an engineer Required even if a consultant is retained by LPA to act as the Entity s engineer Not a full time job, but must be full time on the Entity s staff Does not have to be the same person in design as in construction 11

12 Responsible Charge s Key Role Acts as the primary point of contact for the Entity with the DOTD Project Manager (in design phase) and District Project Coordinator (during construction phase) - Attends all key project related meetings IF THE PERSON IN RESPONSIBLE CHARGE IS NOT IN ATTENDANCE, THE MEETING WILL BE CANCELLED - Is involved in and/or knowledgeable of key project decisions 12

13 Responsible Charge Duties Oversees project activities including: Costs keeps decision makers informed of changes Time adherence to contract requirements for project & any consultants Design & construction quality and project scope Ensure contract is properly recorded Oversee construction contract administration & ensures proper documentation of project Knows Staffing Qualifications of LPA & consultants 13

14 Responsible Charge Duties cont. Makes or participates in decisions that require change orders or supplemental agreements Reviews financial processes, transactions and documentation Maintains familiarity of day to day project operations & safety issues Visits and reviews the project Ensures project reports are sent to DOTD as required Notify DOTD of personnel changes in responsible charge 14

15 Responsible Charge Duties cont. You do not have to be in the field everyday if you have a CE&I consultant BUT You need to be able to answer project status questions if called by DOTD 15

16 NEW: Responsible Charge Form 16

17 Working with DOTD Pre-construction 17

18 Key Duties for LPA Responsible Charge and LDOTD 18

19 Planning/Feasibility LPA Develops Program Application or Stage 0 Report Processes the Entity-State Agreement Completes and submits the updated reporting form to the DOTD Project Manager with a copy to the District Administrator & the MPO (if applicable) Complete & submit Responsible Charge Form DOTD Reviews & approves Program Application Determines the type of required environmental document Prepares the Entity-State Agreement 19

20 Engineering Contracts (If federal funds are being used for engineering) LPA Submits the scope of services & man-hours Executes the contract Provides the schedule & budget (must be realistic) Reviews, approves & transmits invoices to the DOTD (Must use DOTD form, with correct math, and within contract time) Monitors the contract time & notifies DOTD of any extensions / suspensions DOTD Reviews the scope & manhours Prepares & advertises the contract Selects the consultant with input from the LPA (depending on the program) Prepares the contract Processes & pays invoices 20

21 Engineering LPA and/or Design Consultant DOTD Prepares the environmental document Obtains all required permits (environmental & railroad) Coordinates the utility clearances/certification documentation Processes & obtains federal approval of the environmental document Ensures permits & utility clearances are obtained 21

22 Engineering Cont. LPA and/or Design Consultant Completes the predesign form Attends the predesign meeting** Prepares & reviews preliminary & final plan submittals (including cost estimates) Sends the plans to & works with the utility companies LPA distributes plans internally Attends the Plan-in-Hand field Inspection** DOTD Schedules & chairs predesign meeting Reviews preliminary & final plans (including cost estimates) Distributes plans internally to DOTD & FHWA for review Schedules & chairs the Plan-in- Hand Field Inspection **Responsible Charge must attend 22

23 Engineering Cont. LPA and/or Design Consultant Reviews plans to ensure all comments have been addressed Completes Non-Standard pay item request (if applicable) Must be done prior to ACP submittal Completes design exception/design waiver request (if applicable) Should be done ASAP DOTD Distributes the notes from field inspection & reviews Processes Non-Standard pay item request (if applicable) Processes design exception/design waiver request (if applicable) 23

24 Engineering (R/W) (if required) LPA and/or Design Consultant DOTD Prepares the preliminary rightof-way (r/w) maps Attends the Joint Plan Review Meeting (Responsible Charge must attend) Prepares the final r/w maps Must have environmental clearance before acquiring r/w Acquires the r/w Schedules & chairs the Joint Plan Review Meeting Audits the r/w acquisition files to ensure all parcels were acquired following all state & federal guidelines 24

25 Engineering Cont. LPA Transmits the stamped, signed & dated final plans, the cost estimate, and calculations to the DOTD Reviews the bids for anomalies Formally responds to the DOTD request for concurrence DOTD Prepares the submittal for letting Advertises & receives the bids Reviews the bids with the LPA & the MPO (if applicable) DOTD automatically approves if the bid is within 10% over or 25% under 25

26 Engineering Cont. LPA DOTD Awards, signs & returns the contract timely Awards the bid Prepares the contract for execution by the LPA & the contractor 26

27 Working with DOTD Construction 27

28 Construction LPA and/or CEI Consultant Records the contract in the Clerk of Court s office Schedules Project Set-Up meeting w/dotd Schedules the Preconstruction meeting Attends all meetings when a decision is needed (Responsible Charge must attend) Ensures the project is constructed in accordance with plans & specs DOTD District Project Coordinator Attends the Preconstruction meeting Attends all meetings when a decision is needed Verifies that the project is constructed in accordance with the plans and specifications 28

29 Construction Cont. LPA and/or CEI Consultant DOTD Reviews & recommends approval of change orders (Responsible Charge must be involved) Ensures work zone safety Ensures the contractor s monthly estimate documentation is provided to the DOTD Pays the contractor s monthly partial estimates (Responsible Charge) Prepares/submits the Cost Disbursement Certification to DOTD (Responsible Charge) Disburses monies to the LPA Reviews & approves change orders Verifies that the work zone safety requirements are being implemented on the project 29

30 Construction Cont. LPA and/or CEI Consultant Attends the final inspection (Responsible Charge must attend) Records the Final Acceptance in Clerk of Court s office Ensures the Final Estimate & required documentation is transmitted to DOTD timely DOTD District Project Coordinator Attends the final inspection Audits the final estimate 30

31 RECENT EVENTS 2014 LPA ORDER 2015 CAP REVIEWS 2016 STAKEHOLDER PARTNERING

32 2014 FHWA LPA ORDER Purpose: Identify the STA s roles and responsibilities for Stewardship and Oversight of LPA- Administered Federal-Aid Projects Phase 1: 2014 Program Assessment Phase 2: 2015 Project Assessment

33 PHASE 1: Program Assessment Extensive questionnaire completed by FHWA Division Office (over 100 questions!!) Responses used to evaluate the current health of the LPA Program in Louisiana (Are we GREEN yet?!?!)

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36 PHASE 2: Project Assessment Requirement : All CAP reviews in 2015 were to be LPA projects. CAP Review results not yet available Additional LPA focus areas may be identified based on CAP review results.

37 2016 STAKEHOLDER PARTNERING Currently developing a questionnaire to send out to our partners Feedback on training courses Feedback on Program itself What s working? What s not working? Where can we make improvements?

38 Helpful Links LDOTD LPA: ministration/lpa/pages/default.aspx Louisiana LTAP LPA Program FHWA LPA FED-AID Essentials:

39 Contact Information Scott Nelson Area Engineer/LPA Coordinator Louisiana Division

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