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 In August 2005, SafeTea-Lu was signed by President Bush which continues the program through 2010. The estimated annual TE funds available to The Intermodal Surface Transportation Arizona are currently about $15 million per Efficiency Act of 1991 (ISTEA), signed into year. In Arizona, the Arizona Department of law by President Bush in December 1991, Transportation (ADOT), Environmental and established a new vision for surface Enhancement Group, Transportation transportation in America. The goal of the Enhancement and Scenic Roads Section legislation was to bring the nation’s administers the FHWA funded program. surface transportation system into the 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 was named the Transportation Equity Act for the 21st Century (TEA-21). TEA-21 continued and expanded the work begun with ISTEA. 1 What is the Transportation Enhancement Program? The program was developed to enhance surface transportation activities by developing projects that go above and beyond what transportation departments typically do. All This restriction is necessitated by project projects must be surface transportation- development and financial administration related. Eligibility requirements are screened requirements. Private non-profit and civic through the program application process and organizations are encouraged to work with validated by ADOT staff and the governmental agencies to develop project Transportation Enhancement Review applications. Project applications are required and Committee (TERC). Proposed projects must are available through Metropolitan Planning qualify in one of the 11 listed eligible activities Organizations (MPOs), Councils of Governments to be eligible for enhancement funding. (COGs), the ADOT website (http://www.dot.state.az.us/roads/TEA/) or ADOT Virtually Anyone can Apply for Funding with the Sponsorship of a Governmental Body staff. 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 Project Sponsorship is as Close as Your MPO/COG Representative enough for the evaluation of the project's eligibility for the program. To receive consideration and be awarded funding, the project must be sponsored by an Project Ideas Must Complete a Multi-Level Review Process appropriate governmental agency. The sponsoring agency is usually a member of an MPO or COG, such as a city, county, tribe or Projects start at the local level as an idea for a federal land management agency. Refer to the specific enhancement. The people who are Introduction for definitions of MPOs and COGs. developing the ideas - whether it be a government entity, group, or individual - must Remember, ADOT encourages private non-profit submit their ideas to their local MPO/COG and civic organizations to work with representative for evaluation. 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 COGs in Arizona are: Cent r al Ar i zona As soci at i 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 [N ACOG] • (928) 774-1895 • http://www.nacog.org Pim a Associati on of G over nm ents [P AG] • (520) 792-1093 • http://www.pagnet.org/ Southeastern Arizona G overnments 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 12-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 must attend the annual ranking meeting in person or electronically 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 Nation's official list of cultural resources worthy of preservation. The NRHP is part of a national program to coordinate and support public and private efforts to identify, evaluate, and protect our historic and archeological resources. Properties listed in the NRHP include districts, sites, buildings, structures, and objects that are significant in American history. The NRHP is administered by th e National Park Service, which is part of the U.S. Department of the Interior. Sites nominated for the NRHP must meet one of the fol lowing criteria: • That are associated with events that have made a sig nificant 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 typ e, period, or meth od 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. Dedication of rehabilitated Willcox Train Depot Rails to Trails in Apache County Activity 8 PRESERVATION OF ABANDONED RAILWAY CORRIDORS (INCLUDING THE CONVERSION AND USE THEREOF FOR PEDESTRIAN OR BICYCLE TRAILS) The rails-to-trails concept is an appropriate use of this funding activity. 10 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 implement archaeological research related to Billboard removal 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 also can be used to design and construct supporting structures for artwork, TE funding is intended to provide a reasonable level of enhancement. Guidelines are presented for the following site components: such as concrete footings, support brackets and walls, based on FHWA guidelines. Art on walls must be approved by the ADOT District Engineer and the TE Section. • Artwork • Signs • Lighting The TE Program does not permit the use of • Plants funding for stand-alone public art that is "art for • Landscaping width its own sake." • Turf • Tourist and Welcome Centers • Parking • Utility undergrounding Applicants are encouraged to consult with and incorporate artists into the early phases of project design to assess opportunities for public art. Artwork designed by an artist may be Artwork Guidelines incorporated in the construction Plans, The TE Program permits use of funding Specifications and Estimates (PS&E) for functional or integrative art, such as documents for construction by the contractor. artistic benches or pavement designs This aspect of the policy represents two that complement and enhance a approaches: artwork fabrication offsite and surface transportation-related project. 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. 14 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. 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 telephone the ADOT Transportation Enhancement and Scenic Roads (TE/SR) Section. 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 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. 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 TE/SR Section: (602) 712-7774 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 Turf cannot exceed 25 percent of the landscaped area except in streetscape projects. A streetscape consists of the The intent of lighting is solely to provide safety and visible components within a street (or part of a street), security for pedestrians and bicyclists. Applicants including the private land between facing buildings, and the need to consider lighting for pedestrians and form of buildings, treatment of setbacks, fencing, existing bicyclists on all projects. Project lighting in eligible trees, landscaping, driveway and street layout and surfaces, historic properties and districts is subject to review by utility services, and site furnishings such as benches, lighting, the State Historic Preservation Office (SHPO). signs, and barriers. Plant Guidelines Tourist and Welcome Center Guidelines Donated plant materials cannot be installed by the construction contractor. Donated plant materials can be installed only upon completion of the construction 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. contract. Landscaping Width Guidelines They may not be established as general tourist information centers or rest areas. Landscaping along sidewalks and pathways is intended to provide shade. It is not intended to TE funds cannot be used for marketing or promotion not create a recreational site. The maximum total related to the scenic roads program; staffing, operating costs, landscaping width should not exceed 50 feet. or maintenance; or to purchase items such as racks for advertising, or brochures for local or national businesses. Turf Guidelines 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. Project Your Construction Costs Out 3 Years for More Accuracy. 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 The Winkelman Pedestrian Bridge structures. Enhancement funds can only be used for improvements that will be open to the public. Fees: Transportation museums may charge a use Property Ownership, Management and Uniform Act: fee if the fees generated are used for operation and maintenance of the facility. Real estate and property management issues must be addressed. Activities involving property Maintenance Guidelines: acquisition must follow “Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970” (Uniform Act). TE funds do not cover long-term maintenance. 19 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 Workshop to the beginning of the construction phase. All projects must follow the process. Project Development Timeline The following project timeline is prescribed for TE projects: • Project scoping kick-off meeting must occur within six months from the date of written notification of State Transportation Board project award. • Project scoping must be completed within 12 months from the date of written notification of State Transportation Board project award. • Environmental clearance must be obtained 18 months from the written notification of State Transportation Board project award. 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 written notification of State Transportation Board project award. • Project bid award must be completed within 6 months of bid-ready. 20 Project Time Delay Policies 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. 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. 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 (4 Mon.) ADOT Committee Review (2 Mon.) State Transportation Board Approval (1 Mon.) Project Scoping Kick-off Meeting Project Scoping Document Draft (4 Mon.) Online Workshop Project Scoping Document Final (4 Mon.) Project Design Kick-off Meeting Project Survey (4 Mon.) 30% Design & Review (5 Mon.) 60% Design & Review (5 Mon.) 95% Design & Review (4 Mon.) Environmental Clearance (6 - 12 Months) Utility & Right of Way Clearance (6 - 18 Months) Advertising & Construction Final Plans (1 Mon.) FHWA Funding Authorization 21 Advertising (1 Mon.) Bid Opening & Award (1 Mon.) Construction (3 - 7 Mon.) PROJECT DEVELOPMENT Project Development Activities for Local TE Projects The following list of project development activities highlights the major events, issues, and deadlines. It does not include all of the elements associated with project development. E. Project development considerations: • Environmental requirements • Critical outside-agency involvement • Right-of-way requirements • Utility relocation requirements • Seasonal considerations • Traffic requirements 1. Attend TE Workshop with team and ADOT project • Design criteria manager. F. Other requirements 2. Attend project scoping kick-off meeting. G. Estimated cost H. Itemized estimate 3. At the project scoping kick-off meeting, a conflict I. Vicinity map resolution escalation ladder will be developed. The J. Typical section sketch purpose of the escalation ladder is to define clear K. Project schedule responsibilities for resolving issues and conflict, and L. Stage I (15%) plans to assure that concerns are dealt with at the level closest to the issue. 5. Deposit funds into preliminary engineering account when the project 4. Prepare draft scoping document (Project scoping document is submitted*. The Assessment)*. The assessment must include the account covers the cost of ADOT staff following elements: review, typically from $3,000-$5,000. A. Title page B. Introduction C. Background data D. Project scope * TE funds cannot be used to pay for this activity. 22 PROJECT DEVELOPMENT 6. Prepare preliminary environmental documentation*. All documentation must be 9. Submit Stage II (30%) plans and cost estimate for review. prepared in ADOT/FHWA formatting. This If federal money is used for design, the project formatting can be found at http://www.adotenvironmental.com. Environmental documentation is not limited to cannot proceed past Stage II until environmental approval is granted. but includes: A. Project description (mapping, project costs, rightof-way/easements, traffic data) B. Impact evaluation (biological, air quality/noise, 10. Submit Stage III (60%) PS&E for review. Specifications are due at this time along with all details. hazardous materials, federal and state water 11. Finalize the JPA. ADOT will prepare the JPA quality, miscellaneous) if necessary. C. Public involvement D. Mitigation 12. Submit Stage IV (95%) PS&E. 7. Obtain approval for the final Project Assessment and the environmental document. After this step, you must get a 13. Obtain utility and right-of-way clearance letters. notice to proceed from ADOT to begin incurring design costs if you intend to get reimbursed for those costs. DO 14. Submit final PS&E. NOT BEGIN DESIGN UNTIL YOU GET A WRITTEN NOTICE TO PROCEED FROM THE ADOT PROJECT MANAGER. Doing so will result in a portion of your costs not being eligible for reimbursement. ANY DESIGN WORK ANTICIPATING THE USE OF 15. Advertise for bids. ADOT will perform this function unless the sponsor has certification acceptance of FHWA/ADOT approval to administer the project. FEDERAL FUNDS MUST BE IDENTIFIED AS SUCH IN THE INITIAL PROJECT APPLICATION. 16. Project construction. ADOT will administer construction unless the sponsor has certification 8. Attend project design kick-off meeting and field acceptance or FHWA/ADOT approval to administer the project review. * TE funds cannot be used to pay for this activity. 23 PROJECT DEVELOPMENT The ADOT project manager will request the authorization of Local Government Agencies Bidding and Providing Construction and Contract Administration on TE Projects federal funds on behalf of the City, Town or County. An authorization letter will be sent to you documenting the authorization of federal funds. Do not advertise until you 1. Coordinate with your ADOT NEPA Planner on the resolution of comments to obtain environmental clearance for the project. If 6. ADOT’s Civil Rights Department to ensure that the contractor met each staged Plans to the ADOT project manager for SHPO the federal DBE requirements for the project. 7. Estimate in the FHWA format and a copy of the construction manager and JPA Branch of ECS on the development of an contract. 8. development, funding and maintenance. 5. construction meeting with the contractor and others to insure proper execution of the contract and effective project administration Federal Acquisition Regulations and approval by ADOT and to achieve a well-built enhancement project. c) Communicate with the ADOT project manager and ADOT district construction supervisor on progress during construction. Include costs, a Finding in the Public Interest must be submitted for the ADOT project manager in the distribution of monthly approval in advance of submitting your request for the federal construction progress reports, which are to address major funds for construction. All costs must be fully documented. construction issues. Include ADOT and FHWA staff on final Before advertising, submit a copy of the project’s detailed cost inspection for acceptance and dedication ceremonies. Submit a estimate for construction to ADOT’s Civil Rights Department (Lisa project closeout document stating that the project has been Wormington, 602-712-7761) to obtain the DBE percentage goal. completed and accepted by the City, Town or County. Submit the following documents to the ADOT project manager 10. To ensure that billings progress in a timely manner, you must request reimbursement within 12 months from the date the federal 2-copies of the bid package, including special provisions funds are authorized. Upon project completion, you must complete your billings within 90 days. Submit the ADOT project manager and half-size plans. b) 9. construction and intend to request reimbursement for those prior to bid advertisement: a) Before construction startup, conduct a partnering session or pre- Sole-sourcing of items is discouraged and is subject to the FHWA. Additionally, if you plan to use in-house forces for 4. Submit to the ADOT project manager a Project Agreement On Local Self-administered projects, coordinate with the project intergovernmental agreement pertinent to the project’s 3. After the project bids are opened, submit a copy of the low bid to the project is covered by a SHPO agreement, send 4 copies of review and comment. 2. receive the authorization letter noted above. A copy of the Right-of-Way Clearance Letter and Utility progress payment requests on the TE invoice form with backup Clearance Letter on the sponsoring agency’s letterhead, with data to show proof of payment no more than once a month. Ensure attachments from the utility companies. The sponsor’s consultant, that the construction engineering costs are included with the however, may do the correspondence work to secure the contractor payments. This is a reimbursable program, so billing clearances for the project. must coincide with percentage of work completed. Estimated project cost including construction administration 11. If during the environmental, design or construction, the approved and contingency costs. Estimate the amount of federal funds at scope of the project is proposed to change, please send a the federal pro-rata share and the local share of matching funds. request for change with justification to the ADOT Project Manager. 24 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 Projects Facing Scope Changes Are Subject to Reviews: Minor scope changes require ADOT TE Section review. Major scope changes require TERC and FHWA reviews. 25 • Submit a new application for the project 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. NOTES 27