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  1. 1. Municipal Managers Workshop Nancy Mayville, Municipal Highways Engineer Ram Maddali, Project Manager Jim Marshall, Project Manager September 19, 2007
  2. 2. Community Assistance - What Do We Really Do?? <ul><li>We act as the Department's liaison with towns & cities in providing financial aid and technical assistance for municipal highways, bridges, Transportation Enhancement, CMAQ and Safe Routes to School projects. </li></ul>
  3. 3. Funding Programs <ul><li>Surface Transportation Program (STP) - Urban </li></ul><ul><li>Transportation Enhancement (TE) </li></ul><ul><li>Congestion Mitigation & Air Quality (CMAQ) </li></ul><ul><li>Safe Routes to School </li></ul><ul><li>State Bridge Aid Program </li></ul><ul><li>State Highway Aid Program </li></ul><ul><li>Block Grant Aid </li></ul>
  4. 4. Community Assistance Staff <ul><li>Nancy Mayville – Municipal Highways Engineer </li></ul><ul><li>James Marshall – Project Manager </li></ul><ul><li>Ram Maddali – TE/CMAQ Project Manager </li></ul><ul><li>John Corrigan – SRTS Coordinator </li></ul><ul><li>Sherry Blanchard – Program Assistant II </li></ul>
  5. 5. Overview of Presentation <ul><li>Municipal Agreement </li></ul><ul><ul><li>Sections of the Municipal Agreement </li></ul></ul><ul><li>Process for selecting consultants </li></ul><ul><li>Record keeping requirements </li></ul><ul><li>Design to Construction </li></ul><ul><li>Construction to project completion </li></ul>
  6. 6. Elements of Municipal Management <ul><li>Project development process </li></ul><ul><li>Construction process </li></ul><ul><li>Record keeping requirements during and after completion </li></ul><ul><li>Financial documentation requirements </li></ul>
  7. 7. Steps in Project Development <ul><li>Project development </li></ul><ul><ul><li>Design </li></ul></ul><ul><ul><li>Environmental approval </li></ul></ul><ul><ul><li>ROW acquisition </li></ul></ul><ul><ul><li>Construction </li></ul></ul>
  8. 8. Municipal Agreement <ul><li>First step in the process </li></ul><ul><li>Expenditures prior to execution - ineligible </li></ul><ul><li>Sections of the Municipal Agreement </li></ul><ul><ul><li>Maintenance </li></ul></ul><ul><ul><li>Reimbursement schedule </li></ul></ul><ul><ul><li>Labor compliance </li></ul></ul><ul><ul><li>Schedule for completion </li></ul></ul><ul><li>Need for record keeping </li></ul>
  9. 9. Maintenance <ul><li>Municipality need to maintain constructed portions including sidewalks </li></ul><ul><li>Project funds cannot be used for maintenance </li></ul>
  10. 10. Reimbursement <ul><li>Projects are not grant funded </li></ul><ul><li>Requires proof of payment </li></ul><ul><li>Describe the services and description of charges </li></ul><ul><li>TE/CMAQ Manual provides information </li></ul><ul><li>Monthly and/or frequent requests recommended </li></ul>
  11. 11. Labor Compliance <ul><li>Davis Bacon wage rates applicable (unless otherwise approved) </li></ul><ul><li>Contract provisions available and need to be included </li></ul><ul><li>New certification requirements </li></ul>
  12. 12. Qualification Based Selection (QBS) Process <ul><li>Used for selecting consultants </li></ul><ul><li>Fee not part of the initial selection </li></ul><ul><li>Website: www.nhqbs.org </li></ul><ul><li>Notification of selection to NHDOT </li></ul><ul><li>Notification of fee and contract execution </li></ul>
  13. 13. Schedule for Completion <ul><li>Start within nine months </li></ul><ul><li>Completion time noted in Section III.F </li></ul><ul><li>Municipality needs to request extension </li></ul>
  14. 14. Need for Record Keeping <ul><li>Municipal Agreement part of record </li></ul><ul><li>All approvals need to be documented </li></ul><ul><li>Copy of project documentation from Consultant to be submitted to community </li></ul><ul><li>ROW requirements </li></ul><ul><li>Environmental document </li></ul><ul><ul><li>Follow through on commitments </li></ul></ul>
  15. 15. Design Process <ul><li>When do you start to work on a project </li></ul><ul><ul><li>About 1 yr. to 3 yrs. prior to advertising </li></ul></ul>
  16. 16. Design Process Milestones <ul><li>Engineering Study ( 0% to 20 %) </li></ul><ul><li>Preliminary Plans ( 50% to 60%) </li></ul><ul><li>Finalized Plans & Contract Proposal (95%) </li></ul><ul><li>All Milestone Submissions need to be “Approved” by the DOT prior to moving to the next step </li></ul>
  17. 17. Engineering Study <ul><li>Existing Conditions </li></ul><ul><ul><li>Project Description </li></ul></ul><ul><ul><li>General Layout </li></ul></ul><ul><li>Design Criteria </li></ul><ul><ul><li>Design Speed </li></ul></ul><ul><ul><li>Traffic Data </li></ul></ul><ul><ul><li>Proposed Layout </li></ul></ul>
  18. 18. Engineering Study (Continued) <ul><li>Needs to meet NHDOT standards </li></ul><ul><li>Document any variances from Minimum Design Standards and seek approval </li></ul><ul><li>Initial Environmental Review and Documentation </li></ul><ul><ul><li>Environmental </li></ul></ul><ul><ul><li>Historic </li></ul></ul><ul><ul><li>Archaeological </li></ul></ul>
  19. 19. Engineering Study (Continued) <ul><li>Structure Studies and Recommendations </li></ul><ul><ul><li>Study Shall Include Hydraulics and Constructability Issues </li></ul></ul><ul><ul><ul><li>Retaining Wall </li></ul></ul></ul><ul><ul><ul><ul><li>Type of Wall </li></ul></ul></ul></ul><ul><ul><ul><li>Bridges </li></ul></ul></ul><ul><ul><ul><ul><li>Type of Bridge </li></ul></ul></ul></ul>
  20. 20. Engineering Study (Continued) <ul><li>Format of Submission (not limited to) </li></ul><ul><ul><li>Plans </li></ul></ul><ul><ul><li>Written Narratives </li></ul></ul><ul><ul><li>Conceptual Drawings </li></ul></ul>
  21. 21. Engineering Study (Continued) <ul><li>Engineers Opinion of Cost ( must include ) </li></ul><ul><ul><li>Item Descriptions (major Items) </li></ul></ul><ul><ul><li>Item Item Quantity </li></ul></ul><ul><ul><li>Item Price </li></ul></ul><ul><li>Contingencies Allowed (time of advertising only) </li></ul><ul><li>Rounding Allowed </li></ul>
  22. 22. Preliminary Plans <ul><li>Continued work on Design </li></ul><ul><ul><li>Plans & Profiles Beginnings of Contract Plans </li></ul></ul><ul><ul><li>Typicals and Critical Cross-Sections </li></ul></ul><ul><ul><li>Drainage Design </li></ul></ul><ul><ul><li>Further Development of Structural Plans </li></ul></ul><ul><ul><ul><li>Bridge </li></ul></ul></ul><ul><ul><ul><li>Retaining Wall </li></ul></ul></ul>
  23. 23. Preliminary Plans (Continued) <ul><li>Submit Environmental Documentation for DOT/FHWA review and acceptance </li></ul>
  24. 24. Preliminary Plans (Continued) <ul><li>Begin Itemized Cost Estimates </li></ul><ul><ul><li>Begin to Develop Final Format </li></ul></ul><ul><ul><ul><li>Item Numbers </li></ul></ul></ul><ul><ul><ul><li>Nomenclature </li></ul></ul></ul><ul><ul><ul><li>Special Items </li></ul></ul></ul><ul><ul><ul><li>Identify Special Provisions </li></ul></ul></ul><ul><ul><li>Contingencies Allowed </li></ul></ul><ul><li>NHDOT needs to approve all submissions prior to moving to next step </li></ul>
  25. 25. Finalized Plans and Contract Proposal <ul><li>Final Plans and Proposal </li></ul><ul><li>Specifications </li></ul><ul><ul><li>No retainage </li></ul></ul><ul><ul><li>Performance bonds acceptable </li></ul></ul><ul><li>Itemized Construction Estimate </li></ul><ul><ul><li>No Contingencies in Estimate </li></ul></ul><ul><ul><li>No Rounding in Estimate </li></ul></ul><ul><ul><li>Non-Bid Items Broken out of Sub-Total </li></ul></ul><ul><ul><ul><li>QC/QA Inspection </li></ul></ul></ul><ul><ul><ul><li>Construction Engineering </li></ul></ul></ul>
  26. 26. Finalized Plans and Contract Proposal (Continued) <ul><li>FHWA approval prior to advertising </li></ul><ul><li>DOT approval prior to advertising </li></ul><ul><li>Copy of written approval – part of record </li></ul>
  27. 27. Other Possible Milestones <ul><li>Municipality Should Review </li></ul><ul><ul><li>Drainage </li></ul></ul><ul><ul><li>Right Of Way Stage </li></ul></ul><ul><ul><ul><li>Property Acquisition/Easements Defined and secured </li></ul></ul></ul><ul><li>Close Coordination between Consultant/Municipality/DOT is beneficial </li></ul>
  28. 28. American Disabilities Act (Sometimes Overlooked) <ul><li>Truncated Domes </li></ul><ul><li>Pedestrian Ramps </li></ul>
  29. 29. American Disabilities Act (Sometimes Overlooked) <ul><li>Signal Provisions </li></ul><ul><ul><li>Pedestrian Buttons </li></ul></ul><ul><ul><li>Audible Signals for Crossings </li></ul></ul><ul><li>Off Location Paths </li></ul><ul><ul><li>Maximum Grades </li></ul></ul><ul><ul><li>Handrails </li></ul></ul><ul><ul><li>Minimum Path Widths </li></ul></ul>
  30. 30. Public Involvement <ul><li>Town/Municipally Managed </li></ul><ul><ul><li>Local Process allows community to shape project to meet their needs </li></ul></ul><ul><ul><li>Town/City Officials & Public Support Project </li></ul></ul><ul><ul><li>Public information meetings (as needed) </li></ul></ul>
  31. 31. Public Hearing (If Needed) <ul><li>Needed to Acquire Property Through the Eminent Domain or Condemnation Proceedings </li></ul><ul><ul><li>Certain Types of Properties may Require Community to Acquire property </li></ul></ul><ul><ul><ul><li>Conservation Lands as an example </li></ul></ul></ul><ul><ul><ul><li>Easements that can not be Acquired </li></ul></ul></ul>
  32. 32. CSS Process <ul><li>“A collaborative interdisciplinary approach that involves all stakeholders to develop a transportation facility that fits its physical settings and preserves scenic, aesthetic and environmental resources, while maintaining safety and mobility” </li></ul>
  33. 33. PS&E Approval Before Bidding <ul><li>DOT submits package to FHWA to get authorization of construction funds </li></ul>
  34. 34. PS&E Approval Before Bidding <ul><li>Package includes: </li></ul><ul><ul><li>Engineer’s estimate of costs </li></ul></ul><ul><ul><li>ROW certificate </li></ul></ul><ul><ul><li>Environmental classification completed </li></ul></ul><ul><ul><li>Full set of plans </li></ul></ul><ul><ul><li>Front sheet of plans </li></ul></ul><ul><li>Do not go out to bid without notice-to-proceed from DOT </li></ul>
  35. 35. Construction <ul><li>Bidding Process </li></ul><ul><ul><li>Open, competitive bidding process </li></ul></ul><ul><li>Award of bid </li></ul><ul><ul><li>Review all bids for irregularities </li></ul></ul><ul><ul><li>Submit bid tabulation of all bidders to DOT </li></ul></ul><ul><ul><li>Submit recommended award, mostly low bidder </li></ul></ul><ul><li>DOT concurs on award </li></ul>
  36. 36. Construction <ul><li>Force Account </li></ul><ul><ul><li>Rarely, project is done by town forces </li></ul></ul><ul><ul><li>Must be documented to be in public interest </li></ul></ul><ul><ul><li>Typically small project </li></ul></ul><ul><ul><li>Project budget must be submitted and approved </li></ul></ul><ul><ul><li>Force account must be approved prior to work </li></ul></ul>
  37. 37. Construction Inspection <ul><li>After DOT approval construction in accordance with plans and contract begins </li></ul><ul><li>Construction inspection is done under supervision of registered Professional Engineer or Professional Architect </li></ul><ul><ul><li>Typically done by design consultant </li></ul></ul><ul><ul><li>Typically is part time inspection at key steps </li></ul></ul><ul><ul><li>Scope and fee of construction services submitted to DOT for concurrence </li></ul></ul>
  38. 38. Reimbursement of Construction Funds <ul><li>Town submits invoices and progress reports to DOT </li></ul><ul><li>Monthly, include documentation of work done and proof of payment </li></ul><ul><li>Application for payment needs to be certified by a licensed engineer/architect </li></ul><ul><li>Retainage not allowed </li></ul>
  39. 39. Changes During Construction <ul><li>Changes or additions to project must be documented through change orders </li></ul><ul><li>All change orders need to be reviewed and approved by DOT </li></ul>
  40. 40. Construction Testing <ul><li>FHWA NH Audit noted weakness in testing of materials during construction </li></ul><ul><li>Specifications in contract spell out requirements for materials </li></ul><ul><li>Testing done to ensure these materials meet specifications </li></ul>
  41. 41. Construction Testing <ul><li>Soils: Sand, gravel, granular backfill </li></ul><ul><li>Testing: </li></ul><ul><ul><li>Gradation </li></ul></ul><ul><ul><li>Compaction </li></ul></ul><ul><li>Frequency </li></ul><ul><ul><li>1 test /1500 LF or 1 test/4000 CY </li></ul></ul>
  42. 42. Construction Testing <ul><li>Paving </li></ul><ul><ul><li>Gradation at plant </li></ul></ul><ul><ul><li>Gradation, asphalt cement at plant </li></ul></ul><ul><ul><li>Compaction at project by cores </li></ul></ul><ul><li>Concrete for bridges </li></ul><ul><ul><li>Structural concrete </li></ul></ul><ul><ul><ul><li>Cylinders for strength </li></ul></ul></ul><ul><ul><ul><li>Gradations and moistures at plant </li></ul></ul></ul>
  43. 43. Final Inspection <ul><li>FHWA NH audit noted lack of final inspections </li></ul><ul><li>Recommend that town and contractor hold formal final inspection </li></ul><ul><li>Document inspection and resolution of items to be finished </li></ul><ul><li>Issue formal acceptance letter </li></ul><ul><li>DOT will attend final inspection as available </li></ul>
  44. 44. Final Reimbursement/Project Closeout <ul><li>Submit final “As-built Plans” to DOT </li></ul><ul><li>Submit final construction invoices with certification </li></ul><ul><li>Need to complete project closure forms </li></ul>
  45. 45. Project Records Review <ul><li>Single Audit reports </li></ul><ul><li>Financial Audits in the future </li></ul><ul><li>ROW/Field Audits in the future </li></ul>
  46. 46. Where to Get More Information <ul><li>Possible session in Spring 2008 </li></ul><ul><ul><li>Need evaluation and input </li></ul></ul><ul><li>NHMA Annual meeting November 8, 2007 </li></ul><ul><li>www.nhqbs.org </li></ul><ul><li>www.te-cmaq.nh.gov </li></ul>
  47. 47. Reference Materials (Not Limited To) <ul><li>AASHTO Green Book </li></ul><ul><li>Roadside Design Guide </li></ul><ul><li>MUTCD </li></ul><ul><li>NHDOT Highway Design Manual </li></ul><ul><ul><li>Volume I </li></ul></ul><ul><ul><li>Volume II </li></ul></ul><ul><li>NHDOT Web Site </li></ul><ul><ul><li>www.nh.gov/dot/business/index.htm </li></ul></ul>
  48. 48. Questions/comments <ul><li>Maintenance </li></ul><ul><li>Record Keeping requirements </li></ul><ul><li>Audits </li></ul><ul><li>Checklist of approvals </li></ul>