Federal Aid Construction Training

MnDOT Metro District State Aid Construction

Thursday February 19th, 2015

MnDOT State Aid is delegated oversight of Federal Aid projects administered by local agencies through the FHWA/ MnDOT Stewardship Agreement.

Although our role is of regulators, we see ourselves more as advocates.

Federal Aid Oversight Responsibilities

DBE Goal OJT Buy America Proprietary Items Independent Assurance Testing Independent Cost Estimate ADA Compliance

Federal Aid additional requirements

Electronic State Aid Manual (eSAM) Process, and directions Construction Chapter

◦ Roles and responsibilities◦ Precon◦ Contract time and contract changes◦ Documentation◦ Materials◦ Subletting and labor

State Aid Manual

State Aid for Local Transportation

Information on all types in the State Aid and Federal Aid process

link to Metro State Aid link to the eSAM Construction chapter link to State Aid Construction page Multiple other tools Link to forms

State Aid Website

DCP Checklist Step by step guide

to the Federal Process

Construction starts on page 12

Contact Metro State Aid for eligibility discussion Funding groups are required MnDOT estimating Independent Cost Estimate

(23 CFR 635.120) Karen Peters can review legal language if

desired on Supplemental Agreements State Aid Signature for funding eligibility Change must fit into the original scope of the

project and be within the environmental document review area.

Who, What Where and Why

Contract Changes

Contract Change Flow Chart

Contract Change Forms

The GOOD

the engineer has determined

engineering judgment

safety change condition unforeseen condition differing site

conditions

The BAD

damages higher standard

preference/desired upgrades aesthetic upgrades surplus materials city/county requested resident requested incentives not in original

contract acceleration plan error rework, rebuild, regrade, re-

anything outside project limits

Contract Changes

FHWA approval of changes over $100K

PODI projects- all contract changes

PODI projects - preapproval of contract changes over $100K

Contract Changes – FHWA approval

Send form to Metro State Aid at start and at completion of project

To record the active use of federal funds

Liquidated damages

State Aid Forms

Change in Contract Construction Status Form

Final checklist◦ Final DCP Payment Request◦ Overrun form◦ Copy of final voucher◦ Copies of all COs, WOs, and SAs◦ Materials exception summary◦ Final Inspection report◦ Cost distribution Spreadsheet◦ State Aid Payment Request◦ Backsheet Item Costs

Project Finals

List reviewed with FHWA quarterly No expenditures for a 12 months No expenditures for 9 months (future) Need explanation and plan to get finaled. Claims labor holds and staff shortages no

longer acceptable No federal money has been pulled from

project yet…

Federal Inactive List

Contact Info incase of emergency Lane closure request form Changes to approved plan on TH R/W must

be approved by MnDOT functional group (traffic, water resources, road section)

Coordinate with metro traffic and signal offices during the project

ADA Compliance Checklist MnDot Signing Review and Inventory

Trunk Highway Impact Projects

ADA Compliance Checklist

ADA Compliance Checklist Guidance

ADA Compliance on TH Projects

Federal Aid Essentials for Locals

State Aid Manual:

Contract Change Forms:

DCP Checklist:

Metro State Aid

LINKS

MnDOT's Construction Tools Website:

MnDOT’s ADA website: MnDOT Construction Office Staff

Metro Traffic:

Project Contact info and Lane Closure Requests:

Links