Transportation Enhancement Program Handbook Revised March 2008 Table of Contents What is the Transportation Enhancement Program? 1 What are MPOs and COGs? 4 What is the TERC? 5 The Eligible Activities 6 State vs. Local Projects 13 Project Policies and Guidelines 14 Cost Estimates 18 Ownership, Operation, and Maintenance Guidelines 19 Project Development 20 Cost Overrun Project Policies 25 Conclusion 26 i What is the Transportation Enhancement Program? The Federal Highways Administration (FHWA) Funded TE Program Provides Opportunities for Arizona The Intermodal Surface Transportation The estimated annual TE funds available to Efficiency Act of 1991 (ISTEA), signed into Arizona are currently about $16 million per law by President Bush in December 1991, year. In Arizona, the Arizona Department of established a new vision for surface Transportation (ADOT), Environmental and transportation in America. The goal of the Enhancement Group, Transportation legislation was to bring the nation’s Enhancement and Scenic Roads Section surface transportation system into the administers the FHWA funded program. 21st century. Part of this vision included funding for projects that would enhance surface transportation sites across America. On The Transportation Enhancement Program Handbook is intended to guide applicants through the funding application and project development process. June 9th, 1998, President Clinton signed reauthorization of ISTEA, the largest public works legislation in U.S. history. The reauthorization bill has been named the Transportation Equity Act for the 21st Century (TEA-21). TEA-21 continued and expanded the work begun with ISTEA. We are currently working under the third highway bill entitled SAFETEA-LU. 1 What is the Transportation Enhancement Program? The program was developed to enhance This restriction is necessitated by project surface transportation activities by developing development and financial administration projects that go above and beyond what requirements. Private non-profit and civic transportation departments typically do. All organizations are encouraged to work with projects must be surface transportation- governmental agencies to develop project related. Eligibility requirements are screened applications. Project applications are required and through the program application process and are available through Metropolitan Planning validated by ADOT staff and the Organizations (MPOs), Councils of Governments Transportation Enhancement Review (COGs), the ADOT website Committee (TERC). Proposed projects must (http://www.adotenhancement.com or ADOT qualify in one of the 11 listed eligible activities staff. to be eligible for enhancement funding. Virtually Anyone can Apply for Funding with the Sponsorship of a Governmental Body Any federal, state, tribal or local government, group, or individual may apply for enhancement funding. However, a governmental body must sponsor the project. How Does the Funding Program Work? The TE Program is not a grant program, it is a Private non-profit and civic organizations are encouraged to work with governmental agencies to develop project applications REIMBURSEMENT program. Project sponsors must be prepared to pay for ALL costs incurred and then request reimbursement for expenditures as specified in the required Joint Project Agreement (JPA). Requests for reimbursement may be submitted no more often than monthly. All projects require a minimum of 5.7% HARD CASH MATCH. 2 What is the Transportation Enhancement Program? The project sponsor is responsible for the payment of costs over and above the approved amount in the event that a project's actual cost exceeds its approved cost. The sponsor also is responsible for items that do not qualify for TE funding. Project applications must be detailed enough for the evaluation of the project's eligibility for the program. Project Sponsorship is as Close as Your MPO/COG Representative To receive consideration and be awarded Project Ideas Must Complete a Multi-Level Review Process Projects start at the local level as an idea for a specific enhancement. The people who are developing the ideas - whether it is a funding, the project must be sponsored by an appropriate governmental agency. The sponsoring agency is usually a member of an MPO or COG, such as a city, county, tribe or federal land management agency. Refer to the Introduction for definitions of MPOs and COGs. government entity, group, or individual - must submit their ideas to their local MPO/COG representative for evaluation. Remember, ADOT encourages private non-profit and civic organizations to work with governmental agencies to develop project applications. If you have questions about selecting the appropriate sponsor for your project, contact your MPO/COG representative for advice. 3 What are MPOs and COGs? Surf the Net Finding Information on MPOs and COGs Metropolitan Planning Organizations are regional organizations that plan transportation improvements on a more urbanized basis. Councils of Governments are associations of local governments that work together to address issues that affect all the communities in a common geographic area. The MPOs and CO Gs in Arizona are: Cent r al Ar i zona As s oci ati on of Governments [C AAG] • (520) 689-5004 • http://www.caagcentral.org Central Yavapai Metropolitan Planning Organization [CYMPO] • (928) 7 59 -5520 • http://www.cympo.com Flagstaff Metropolitan Planning Organization [FMPO] • (928) 779-7685, Ext. 230 • http://www.flagstaff.az.gov/Traffic/ Maricopa Association of Governments [MAG] • (602) 254-6300 • http://www.mag.maricopa.gov/ 4 Northern Arizona Council of Governments [NACOG] • (928) 774-1895 • http://www.nacog.org/ Pim a Associati on of Gover nm ents [P AG] • (520) 792-1093 • http://www.pagnet.org/ Southeastern Arizona Governments Organization [SEAGO] • (520) 432-5301 • http://www.seago.org/ Western Arizona Council of Governments [WACOG] • (928) 722-1886 • http://www.wacog.com/ Yuma Metropolitan Planning Organization [YMPO] • (928) 783-8911 • http://www.ympo.org/ What is the TERC? The Transportation Enhancement Review Committee (TERC) reviews TE Program applications for compliance with published selection criteria. The TERC then selects and recommends projects for funding to the Arizona State Transportation Board. The 17-member TERC represents the following groups: Group Represented Federal Highway Administration Number of TERC Members 1 Non-Voting Member Arizona State Transportation Board 1 Arizona Department of Transportation 1 Maricopa Association of Governments 1 P ima Association of Governments 1 NACOG, WACOG, YMPO, SEAGO, CAAG, CYMPO, YMPO 7 Arizona Historic Advisory Commission 1 Arizona Commission on the Arts 1 Arizona Office of Tourism 1 Arizona State Parks 1 Arizona Bicycle Statewide Representative 1 All TERC members’ agencies must attend the annual ranking meeting in person. 5 THE ELIGIBLE ACTIVITIES Projects Can Qualify in 11 Eligible Activities Bike Rest Stop The TE Program provides funding for projects in any one of 11 eligible activities related to surface transportation. The items listed here are the ONLY items eligible for funding. Non-eligible elements can be included in a project if: • They are identified as separate in the cost estimate. • A funding source other than the TE Program is identified and used. Activity 1 PROVISION OF FACILITIES FOR PEDESTRIANS AND BICYCLES Activity 1 includes walkways, pedestrian bridges, multi-use pathways, sidewalks, and support facilities for pedestrian and bicyclist use. Activity 2 PROVISION OF SAFETY AND EDUCATIONAL ACTIVITIES FOR PEDESTRIANS AND BICYCLISTS Activity 2 covers enhancements such as safety displays and educational activities related to surface transportation. The activities must have a broad and preferably regional target audience. 6 THE ELIGIBLE ACTIVITIES Activity 4 SCENIC OR HISTORIC HIGHWAY PROGRAMS (INCLUDING THE PROVISION OF TOURIST AND WELCOME CENTER FACILITIES) Activity 3 Not Eligible in Arizona In addition to the TE Program, separate grant funding is available for projects on statedesignated scenic or historic roads under the ADOT Parkways, Historic, and Scenic Roads Program. The facility must relate to the scenic, historic, cultural, archaeological, recreational, or natural qualities that contribute to the highway's designation as a scenic road. Colorado Trail Pathway 7 THE ELIGIBLE ACTIVITIES Activity 5 LANDSCAPING AND OTHER SCENIC BEAUTIFICATION Activity 5 is intended for landscaping activities. Funding is also included for site furniture such as benches, trash receptacles, etc. Maintenance of landscaping does not Activity 6 HISTORIC PRESERVATION qualify under this program. Any work under this activity must have a strong surface transportation link and result in a project that retains its National Register of Historic Places eligibility. Landscaping along 17th Avenue in Phoenix The historic former Railroad Hotel, La Posada, in Winslow, Arizona 8 THE ELIGIBLE ACTIVITIES National Park Service National Register of Historic Places The National Register of Historic Places (NRHP) is the N a t i o n ' s o f f i c i a l l i s t o f c u l t u r a l r e s o u r c e s w o r t h y o f p r e s e r v a t i o n . T h e NRHP is part of a national program to coordinate and support public andprivate efforts to identify, evaluate, and protect our historic andarcheological resources. Properties listed in the NRHP include districts,sites, buildings, structures, and objects that are significant in Americanhistory. The NRHP is administered by the National Park Service, which ispart of the U.S. Department of the Interior. Sites nominated for the NRHP must meet one of the following criteria: • That are associated with events that have made a significant contribution to the broad patterns of our history; or • That are associated with the lives of persons significant in our past; or • That embody the distinctive characteristics of a type, period, or method of construction, or that represent the work of a master, or that possess high artistic values, or that represent a significant and distinguishable entity whose components may lack individual distinction; or • That have yielded or may be likely to yield, information important in prehistory or history. For more information on the NRHP go to: http://www.cr.nps.gov/nr/ 9 THE ELIGIBLE ACTIVITIES Activity 7 REHABILITATION OF HISTORIC TRANSPORTATION BUILDINGS, STRUCTURES, OR FACILITIES Activity 7 is for projects such as the rehabilitation of historic highway maintenance facilities, train depots, and bridges. Rails to Trails in Apache County Activity 8 PRESERVATION OF ABANDONED RAILWAY CORRIDORS (INCLUDING THE CONVERSION AND USE THEREOF FOR PEDESTRIAN OR BICYCLE TRAILS) Dedication of rehabilitated Willcox Train Depot 10 The rails-to-trails concept is an appropriate use of this funding activity. THE ELIGIBLE ACTIVITIES Activity 9 CONTROL AND REMOVAL OF OUTDOOR ADVERTISING Removal of outdoor advertising can improve the aesthetic quality of a roadway. Activity 10 ARCHAEOLOGICAL PLANNING AND RESEARCH Activity 10 is intended for projects to plan and Billboard removal implement archaeological research related to surface transportation routes. Activity 11 ENVIRONMENTAL MITIGATION TO ADDRESS WATER POLLUTION DUE TO HIGHWAY RUNOFF OR REDUCE VEHICLECAUSED WILDLIFE MORTALITY WHILE MAINTAINING HABITAT CONNECTIVITY Activity 11 may include treatment for highway runoff, or the construction of wildlife underpasses, bridges or fences. 11 THE ELIGIBLE ACTIVITIES Activity 12 ESTABLISHMENT OF TRANSPORTATION MUSEUMS Transportation museums established using TE funds must meet the following definition of a museum. The facility must: • Be a legally organized not-for-profit institution or part of a not-for-profit institution or government entity • Be essentially educational in nature • Have a formally stated mission • Have one full-time paid professional staff member who has museum knowledge and experience and is delegated authority and - allocated financial resources sufficient to operate the museum effectively • Present regularly scheduled programs and exhibits that use and interpret objects for the public according to accepted standards • Have a formal and appropriate program of documentation, care, and use of collections and/or tangible objects • Have a formal and appropriate program of presentations and maintenance of exhibits 12 The Pow erhouse in Kingman contains a museum on historic Route 66. STATE VS. LOCAL PROJECTS Funding is Considered for State and Local Projects. Not to be confused with the 11 eligible activities, TE projects fall into two general categories: state projects and local projects. The federal funding cap for individual state projects is $1.0 million and the cap for individual local projects is $500,000. Project sponsors MUST receive a notice to proceed (project authorization) from Local projects are located outside of the ADOT right-of-way. ADOT/FHWA prior to proceeding with FHWA funded design and construction. If design or construction costs are incurred prior to receiving a notice to proceed, expenditures will not be Local TE projects are defined as projects outside of ADOT right-of-way that are sponsored by an MPO or COG member agency and that incorporate a local funding contribution. Federal reimbursed. agency projects (proposed by agencies such as the Bureau of Indian Affairs, Bureau of Land State projects are associated with the state highway system. Management, Forest Service, and National Park Service) are processed through the MPOs and State TE projects are defined as projects located COGs as local projects. on, adjacent to, or associated with the state highway system. Proposed projects that share right-of-way with both the state highway system and another jurisdiction are required to be located on a minimum of 75 percent of ADOT right-of-way to be considered a State Enhancement Project. 13 Project sponsors MUST receive a notice to proceed (project authorization) from ADOT/FHWA prior to proceeding with FHWA funded design and construction PROJECT POLICIES AND GUIDELINES Special Policies and Guidelines Apply to Certain Project Components. TE funding is intended to provide a reasonable TE funding also can be used to design and level of enhancement. Guidelines are construct supporting structures for artwork, presented for the following site components: such as concrete footings, support brackets • Artwork and walls, based on FHWA guidelines. Art on • Signs walls must be approved by the ADOT District • Lighting Engineer and the TE Section. • Plants • Landscaping width • Turf • Tourist and Welcome Centers • Parking • Utility undergrounding The TE Program does not permit the use of funding for stand-alone public art that is "art for its own sake." Applicants are encouraged to consult with and Artwork Guidelines incorporate artists into the early phases of project design to assess opportunities for public The TE Program permits use of funding art. Artwork designed by an artist may be for functional or integrative art, such as incorporated in the construction Plans, artistic benches or pavement designs Specifications and Estimates (PS&E) that complement and enhance a documents for construction by the contractor. surface transportation-related project. This aspect of the policy represents two approaches: artwork fabrication offsite and artists as designers. Applicants are encouraged to consult with and incorporate artists into the early phases of project design to assess opportunities for public art. Artwork may be constructed offsite to specification for a specific location to be installed either by the local jurisdiction's contractor or by ADOT's contractor. All ADOT construction standards must be met. 14 PROJECT POLICIES AND GUIDELINES What is a Corridor Management Plan? Additional or specific art elements must be funded through local sources. The elements that integrate into ADOT construction must be For additional information on Corridor Management Plans, visit the FHW A website or the ADOT Scenic Roads Website included in the original construction documents. Art must comply with federal guidelines if federal funds are used to pay for an artist's design work. FHW A W ebsite (Click on D o c u m e n t L i b r a r y) : http://www.byways.org/ Scenic Roads W ebsite: http://www.adotscenicroads.com/ In general, the guidelines mandate an open selection process for the artist. Sign Guidelines TE funds can be used to pay for permanent welcome, gateway, and interpretive signs when accompanied with other project elements that serve a surface transportation-related function. TE funds can also be used to pay for stand-alone interpretive signing projects if the project is on a state-designated Parkway, Scenic or Historic roadway. Such projects should be endorsed by the appropriate Corridor Management Plan (CMP) Advisory Committee. 15 PROJECT POLICIES AND GUIDELINES Lighting Guidelines The intent of lighting is solely to provide safety and Turf cannot exceed 25 percent of the landscaped area security for pedestrians and bicyclists. Applicants except in streetscape projects. A streetscape consists of the need to consider lighting for pedestrians and visible components within a street (or part of a street), bicyclists on all projects. Project lighting in eligible including the private land between facing buildings, and the historic properties and districts is subject to review by form of buildings, treatment of setbacks, fencing, existing the State Historic Preservation Office (SHPO). trees, landscaping, driveway and street layout and surfaces, utility services, and site furnishings such as benches, lighting, Plant Guidelines signs, and barriers. Donated plant materials cannot be installed by the Tourist and Welcome Center Guidelines construction contractor. Donated plant materials can be installed only upon completion of the construction contract. Tourist and Welcome Centers must relate to the scenic, historic, cultural, archaeological, recreational, or natural qualities that contribute to the highway's designation as a scenic road. Landscaping Width Guidelines They may not be established as general tourist Landscaping along sidewalks and pathways is information centers or rest areas. intended to provide shade. It is not intended to create a recreational site. The maximum total landscaping width should not exceed 50 feet. TE funds cannot be used for marketing or promotion not related to the scenic roads program; staffing, operating costs, or maintenance; or to purchase items such as racks for Turf Guidelines advertising, or brochures for local or national businesses. The use of turf should be limited to urbanized areas, such as central business districts or areas in which turf is an element of the project's historic character. 16 PROJECT POLICIES AND GUIDELINES The facility must be publicly owned and open to Parking Guidelines the public free of charge. Information must be made available 24 hours a day. Placing some Stand-alone parking lots are not fundable. Parking interpretive panels outside the facility is areas are fundable only when they are essential to recommended to meet this requirement. If a CMP the use of the transportation facility, such as with a Advisory Committee exists for the route, it shall scenic overview, visitors center, or rails-to-trails govern the development of all interpretive project. material. A total of 60 percent of the floor space and wall space in the "Welcome Center" shall be utilized for interpretive material following the Guidelines for Undergrounding Utilities preceding guidance. The remainder of the space can be used for operating facilities. The cost of placing utilities underground is fundable only if it is ancillary to a project component that is eligible for reimbursement. The cost of placing the utilities underground shall not exceed 25 percent of the overall federal share of the project cost. 17 COST ESTIMATES Cost Estimates are Important and Should be Developed with the Help of an Appropriate Professional. The TERC recommends that all applicants The ADOT TE staff will review project consult the application handbook and an applications and will provide an evaluation appropriate professional when developing a of constructability to the TERC before the cost estimate. TERC votes on project selection. The TERC will consider the site evaluation provided by TE staff in recommending projects for funding to the State Transportation Board. A word of caution: Applicants who might intentionally submit a cost estimate that is substantially lower than the actual cost of the work to be provided in an effort to obtain a higher ranking are not viewed favorably. For projects using federal funds for design, the project sponsor must reimburse the FHWA for design funds expended if the project is not constructed. 18 OWNERSHIP, OPERATION, AND MAINTENANCE GUIDELINES Specific Guidelines Apply to the Ownership, Operation, and Maintenance of TE Projects. Lease Requirements: Any individual, organization, or partnership may own a TE project. However, projects must be sponsored by a government agency and require a long-term lease of a minimum of 20 years. Operational Guidelines: TE funds may be used for stabilization or rehabilitation of historic transportation-related structures. Enhancement funds can only be used for improvements that will be open to the public. Fees: Transportation museums may charge a use fee if the fees generated are used for operation and maintenance of the facility. Maintenance Guidelines: TE funds do not cover long-term maintenance. A Joint Project Agreement for maintenance MUST be signed by ADOT and a governmental agency sponsor. 19 The Winkelman Pedestrian Bridge PROJECT DEVELOPMENT Once a project is awarded, it must follow the National Environmental Policy Act (NEPA) process and the established ADOT process for federally funded projects. The process normally takes 36 months from the date of the TE Annual Workshop to bid-ready. All projects must follow the process. Project Time Delay Policies Project Development Timeline Inactive projects are those that fail to meet the project development timelines. If the project development timelines are not met, a project cancellation notice will be issued within 30 days of failure to comply. The project sponsor may request an exception to the approved timeline if extenuating circumstances have led to project inactivity. TE staff will provide the TERC with a recommendation on either approving or denying the extension. The TERC will vote. A simple majority is required for action. The following project timeline is prescribed for TE projects: • Project scoping kick-off meeting must occur within six months from the date of the annual workshop. • Project scoping must be completed within 12 months from the date of the annual workshop. • Environmental clearance must be obtained 18 months from the date of the annual workshop. No TE project will be allowed to proceed past Stage II (30 percent) design without environmental clearance if federal funds are used for project design. • • Design must be completed and bid-ready, with utility and right-of-way clearances, 36 months from the date of the annual workshop. Project bid award must be completed within 6 months of bid-ready. 20 A project can be cancelled if it does not make sufficient progress toward construction. Delays usually are a result of insufficient right-of-way to construct the project, insufficient funding, loss of local support, constructability issues, non-attainable environmental clearance, and conflicts with other planned improvements, to name a few. Funds for cancelled projects will be placed into the State or Local funding category for future project awards. The project sponsor must reimburse ADOT and FHWA for federal-aid design funds on projects that are cancelled. Billings To ensure that billings progress in a timely manner, you must request reimbursement within 12 months from the date the federal funds are authorized, either for design (preliminary engineering) if federal funds are requested for design, or for construction of your project. Upon project completion, you must complete your billings within 90 days. As costs are incurred, but not more than once per month, submit your reimbursement requests to the ADOT project manager on the TE invoice form along with backup data showing proof of contractor payment as ADOT cannot participate in any undocumented costs. Ensure that the construction engineering costs are included with the requests. This is a reimbursable program, so billing must coincide with percentage of work completed. TYPICAL PROJECT DEVELOPMENT PROCESS Application & Review Application Submittal ADOT Committee Review State Transportation Board Approval Project Scoping Annual Workshop Kick-off Meeting Project Scoping Document Draft Project Scoping Document Final Project Design Kick-off Meeting Project Survey 30% Design & Review 60% Design & Review 95% Design & Review Environmental Clearance Utility & Right of Way Clearance Advertising & Construction Final Plans FHWA Funding Authorization 21 Advertising Bid Opening & Award Construction PROJECT DEVELOPMENT Project Development Activities for Local TE Projects The following list of project development activities e) Project development considerations: highlights the major events, issues, and deadlines. It • Environmental requirements does not include all of the elements associated with • Critical outside-agency involvement project development. • Right-of-way requirements • Utility relocation requirements 1. Contact MPO/COG representative to place your • Seasonal considerations project into the TIP. Project remains in the TIP • Traffic requirements until ADOT/FHWA authorization. • Design criteria f) Other requirements 2. Attend TE Annual Workshop with team and ADOT project managers. g) Estimated cost h) Itemized estimate i) Vicinity map 3. Attend project scoping kick-off meeting. 4. Prepare draft scoping document (Project Assessment*). The assessment must include the following elements: j) Typical section sketch k) Project schedule l) Stage I (15%) plans 5. Deposit funds into preliminary a) Title page engineering account when the project b) Introduction scoping document is submitted*. The c) Background data account covers the cost of ADOT staff d) Project scope review, typically $5,000. ∗ TE funds cannot be used to pay for this activity. 22 PROJECT DEVELOPMENT 6. Prepare preliminary environmental 9. Submit Stage II (30%) plans and cost estimate documentation*. All documentation must be for review. If federal money is used for design, prepared in ADOT/FHWA formatting. This the project cannot proceed past Stage II until formatting can be found at environmental approval is granted. http://www.adotenvironmental.com. Environmental documentation is not limited to 10. Submit Stage III (60%) PS&E for review. Specifications are due at this time along with all but includes: a) Project description (mapping, project costs, right-of-way/easements, and traffic data) b) Impact evaluation (biological, air quality/noise, hazardous materials, federal and state water quality and miscellaneous) details. 11. ADOT will initiate and prepare the JPA for local and state execution. 12. Submit Stage IV (95%) PS&E. c) Public involvement d) Mitigation 13. Obtain utility and right-of-way clearance letters. 7. Obtain approval for the final Project Assessment and the 14. Submit final PS&E. environmental document. After this step, you must get a notice to proceed from ADOT to begin incurring design 15. Advertise for bids. ADOT will perform this costs if you intend to get reimbursed for those costs. DO function unless the sponsor has been approved NOT BEGIN DESIGN UNTIL YOU GET A WRITTEN by FHWA/ADOT for self-administration or has NOTICE TO PROCEED FROM THE ADOT PROJECT Certification Acceptance. MANAGER. Doing so will result in a portion of your costs not being eligible for reimbursement. ANY DESIGN WORK ANTICIPATING THE USE OF FEDERAL FUNDS MUST BE IDENTIFIED AS SUCH IN THE INITIAL PROJECT APPLICATION. 16. Project construction. ADOT will administer construction unless the sponsor has been approved by FHWA/ADOT for self-administration or has Certification Acceptance. 17. Billing activities and project close-out by ADOT 8. Attend project design kick-off meeting and field review. unless the sponsor has been approved by FHWA/ADOT for self-administration or has Certification Acceptance. ∗ TE funds cannot be used to pay for this activity. 23 PROJECT DEVELOPMENT Local Government Agencies Approved for Bidding and Providing Construction and Contract Administration on TE Projects 1. Coordinate with your ADOT NEPA Planner on the resolution of documenting the authorization of federal funds. Do not comments to obtain environmental clearance for the project. If advertise until you receive the authorization letter noted the project is covered by a SHPO agreement, send 4 copies of above. each staged Plans to the ADOT project manager for SHPO 2. On Local Self-administered projects, coordinate with the project contract. 7. Before construction startup, conduct a partnering session or intergovernmental agreement pertinent to the project’s pre-construction meeting with the contractor and others to development, funding and maintenance. insure proper execution of the contract and effective project Sole-sourcing of items is discouraged and is subject to the administration to achieve a well-built enhancement project. Federal Acquisition Regulations and approval by ADOT and 4. Submit to the ADOT project manager a Project Agreement Estimate in the FHWA format and a copy of the construction manager and JPA Branch of ECS on the development of an 3. 6. review and comment. 8. Communicate with the ADOT project manager and ADOT FHWA. Additionally, if you plan to use in-house forces for district construction supervisor on progress during construction. construction and intend to request reimbursement for those Include the ADOT project manager in the distribution of monthly costs, a Finding in the Public Interest must be submitted for construction progress reports, which are to address major approval in advance of submitting your request for the construction issues. Include ADOT and FHWA staff on final federal funds for construction. All costs must be fully inspection for acceptance and dedication ceremonies. Submit a documented. project closeout document stating that the project has been completed and accepted by the City, Town or County. Submit the following documents to the ADOT project manager 9. prior to bid advertisement: a) 2-copies of the bid package, including special provisions To ensure that billings progress in a timely manner, you must request reimbursement within 12 months from the date the federal funds are authorized. Upon project completion, you and half-size plans. b) A copy of the Right-of-Way Clearance Letter and Utility Clearance Letter on the sponsoring agency’s letterhead, with attachments from the utility companies. The sponsor’s consultant, however, may do the correspondence work to secure the clearances for the project. c) Estimated project cost including construction administration and contingency costs. Estimate the amount of federal funds at the federal pro-rata share and the local share of matching funds. The ADOT project manager will request the authorization of federal funds on behalf of the City, Town or County. An authorization letter will be sent to you 24 must complete your billings within 90 days. Submit the ADOT project manager progress payment requests on the TE invoice form with backup data to show proof of payment no more than once a month. Ensure that the construction engineering costs are included with the contractor payments. This is a reimbursable program, so billing must coincide with percentage of work completed. 10. If during the environmental, design or construction, the approved scope of the project is proposed to change, please send a request for change with justification to the ADOT Project Manager. COST OVERRUN POLICIES Projects Facing Cost Overruns are Subject to Specific Guidelines. Local Project Cost Overrun Policies: State Project Cost Overrun Policies: • Increase the amount of the local funding Cost overruns on state projects will be resolved by the ADOT project team and management. Several options exist to resolve cost overruns: match • Reduce the project scope while maintaining the project intent as approved in the application • Request additional TE funds • Submit a new application for the project 25 PROJECT CONCLUSION Wrapping up Your Project Once your project is constructed there are a Celebrate Your Accomplishment: few final requirements you must follow. Once your project is completed, you should plan an opening celebration. Your celebration Project Signage: should include all those involved with the A project sign or plaque must be installed and include ADOT and FHWA logos Final Inspection: You must arrange for your completed project to receive a final inspection by ADOT. 26 project, including ADOT and FHWA.