D 4 LAP WORKSHOP June 4 2014 Helping

  • Slides: 127
Download presentation
D 4 LAP WORKSHOP June 4, 2014 Helping Local Agencies Build the Future

D 4 LAP WORKSHOP June 4, 2014 Helping Local Agencies Build the Future

Housekeeping � Restrooms � Break room has vending machines � Cell Phones � Fire?

Housekeeping � Restrooms � Break room has vending machines � Cell Phones � Fire? Proceed to the NE meeting point (by Wendy’s) � This presentation will be on the Website! � 2 breaks and lunch � Interactive! Ask questions!

MORNING AGENDA

MORNING AGENDA

Introductions

Introductions

FHWA Stewardship

FHWA Stewardship

Local Agency Program (LAP) FHWA Expectation and FDOT/Local Agency Responsibilities 6

Local Agency Program (LAP) FHWA Expectation and FDOT/Local Agency Responsibilities 6

Outline Changes in Stewardship & Oversight Risk-based Project Involvement Program Accountability and Results Review

Outline Changes in Stewardship & Oversight Risk-based Project Involvement Program Accountability and Results Review (PAR) Compliance Assessment Program (CAP) Questions 7

Changes in Stewardship & Oversight Why The New Approach? MAP 21 Changes Need to

Changes in Stewardship & Oversight Why The New Approach? MAP 21 Changes Need to make more effective use of our limited resources Recent evaluations of our approach to stewardship & oversight 8

Risk-based Project Involvement Risk-based: risk assessment is integrated throughout the performance planning process Data-driven:

Risk-based Project Involvement Risk-based: risk assessment is integrated throughout the performance planning process Data-driven: decisions are grounded in objective data and information to the fullest extent possible Value-added: actions are taken with a primary objective of improving programs and projects Consistent: actions are based on a consistent approach to planning, risk assessment, and S&O 9

Risk-based Project Involvement Program Accountability and Results Review (PAR) Compliance Assessment Program (CAP) Project

Risk-based Project Involvement Program Accountability and Results Review (PAR) Compliance Assessment Program (CAP) Project of Division Interest (Po. DI) Project of Corporate Interest (Po. CI) 10

Project Involvement Required Project Approvals Prescribed in Federal law and can not be delegated

Project Involvement Required Project Approvals Prescribed in Federal law and can not be delegated Examples include: Approval of environmental documents such as Record of Decision or Finding of No Significant Impact Approval of non-competitive/force account contracting Participation in project costs incurred prior to FHWA authorization 11

Program Accountability & Results Reviews (PAR) PAR Reviews are FHWA reviews Limited in scope

Program Accountability & Results Reviews (PAR) PAR Reviews are FHWA reviews Limited in scope Federal Aid Provisions Materials Contract Administration Sample of 7 to 10 projects in each District. 12

PAR Review Questions 2014 (Same as 2013) Number of change orders approved Liquidated Damages

PAR Review Questions 2014 (Same as 2013) Number of change orders approved Liquidated Damages assessed Time Analysis Performed and approved Premium Costs Claims Project Level Documentation (Field Book, Daily, etc. ) Pay Item and Progress Payment Underruns and Overruns 13

Compliance Assessment Program (CAP) Cultural change regarding project oversight Statistical approach that is defensible

Compliance Assessment Program (CAP) Cultural change regarding project oversight Statistical approach that is defensible and data driven Allows conclusions to be inferred over entire population of projects at national and local level One element of project involvement 14

Compliance Assessment Program (CAP) CAP Review Guides in the following areas: Civil Rights Contract

Compliance Assessment Program (CAP) CAP Review Guides in the following areas: Civil Rights Contract Administration Emergency Relief Environment Finance Realty Material Quality Work Zone Safety 15

Compliance Assessment Program (CAP) For example, Contract Administration Review Guide is used to check

Compliance Assessment Program (CAP) For example, Contract Administration Review Guide is used to check for: Environmental Mitigation Measures Contract Time Extension Pay Item paid (Progress Payment) Buy America Requirements Percentage of Work Performed by Prime Contractor Proprietary Material included in the approved PS&E package 16

Summary FHWA Expectations: FDOT should monitor the federal-aid projects and make sure Local Agencies

Summary FHWA Expectations: FDOT should monitor the federal-aid projects and make sure Local Agencies meet all federal and state requirements. Local Agencies should properly file, document all project related activities. 17

Questions 18

Questions 18

Title VI Program

Title VI Program

g n i k a Bre s w Ne “Civil Rights Compliance in the

g n i k a Bre s w Ne “Civil Rights Compliance in the Local Agency Program” -OR -

How to get (and keep) the benjamins BY: Carey Shepherd, FHWA and Jacqueline Paramore,

How to get (and keep) the benjamins BY: Carey Shepherd, FHWA and Jacqueline Paramore, FDOT

PART I Title VI/Nondiscrimination Programming

PART I Title VI/Nondiscrimination Programming

e l t i T n o i t a n i m i

e l t i T n o i t a n i m i r c s i d n o Title VI, signed by LBJ, prohibits N / VI discrimination in any program, service or activity of federal-aid recipients. LAP VI c agencie o s The actual law covers only race, color part mpliant must b ic e i prog ipate in n order Titleand national origin, however, other t r bus am. FD the LAP o federal and state laws forbid gender, in O do n ess wit T cann h o o com t demo agenci t do age, disability, religion and family nstr es th plian ate at status discrimination. FHWA calls this ce. Title VI/Nondiscrimination Programming

To comply, Local Agencies Must do 10 things Develop a policy and complaint processing

To comply, Local Agencies Must do 10 things Develop a policy and complaint processing procedure Broadly post/disseminate policy and procedures Name a Title VI Coordinator who has ‘easy access to the head of the agency’ Collect and analyze data about beneficiaries affected by agency decisions Minimize, mitigate or avoid disparate impacts on low income and minority populations

-AND- Execute a nondiscrimination agreement (assurance) and provide it to FDOT Eliminate discrimination when

-AND- Execute a nondiscrimination agreement (assurance) and provide it to FDOT Eliminate discrimination when it is found Take affirmative measures to ensure nondiscrimination Develop a plan for providing meaningful access to programs, services in languages other than English Cooperate with reviews by funding agencies, including FDOT and FHWA.

How is compliance demonstrated to FDOT? It’s Easy as 1 -2 -3 1. 2.

How is compliance demonstrated to FDOT? It’s Easy as 1 -2 -3 1. 2. 3. By completing and providing to the District in LAPIT a Sub-recipient Compliance Assessment Tool. By executing an assurance. By ensuring that FHWA 1273 and Assurance Appendix A are included in all contracts and agreements.

Failure to comply means: at a minimum, you can lose LAP funding. But there

Failure to comply means: at a minimum, you can lose LAP funding. But there are more dire possible consequences Bad press Law suits (Darensburg v. MTC) Violations (FHWA v. City of Beaver Creek) Loss of FTA, FAA, HUD, FEMA funding

PART II Disadvantaged Business Enterprise (DBE) Compliance

PART II Disadvantaged Business Enterprise (DBE) Compliance

DBE PROGRAM NOT a giveaway program Designed to remedy past discrimination and assist with

DBE PROGRAM NOT a giveaway program Designed to remedy past discrimination and assist with growth and competition Constitutional only when narrowly tailored (Adarand v. Pena; 49 CFR 26) 26. 51(f) requires race neutrality to the maximum extent possible

6 Local Agency Responsibilities 1. Ensure your contractor makes efforts to seek out and

6 Local Agency Responsibilities 1. Ensure your contractor makes efforts to seek out and use certified DBEs 2. Check your LAP agreement or contract for 26. 13(a) nondiscrimination language 3. Use only FDOT’s DBE program on FHWA LAP funding – never your own program, even if approved by FTA or FAA

6 Local Agency Responsibilities (Continued) Complete Commercially Useful Function (CUF) reviews to verify compliance

6 Local Agency Responsibilities (Continued) Complete Commercially Useful Function (CUF) reviews to verify compliance 5. Ensure that the Prime uses EOC to report anticipation and payments 6. Ensure all subcontractors are paid promptly, that is within 30 days of the Prime receiving payment 4.

Why is this stuff so critical? s i Th ram og r p e

Why is this stuff so critical? s i Th ram og r p e th by , y d n n i A ut r c s under d GAO – a nd u n o a f G t I O or p e r ot n s e a w rec m a r g ro p e h t s t i g n meeti ives t objec e pr hist ogram h ory as a o seri f fr ous aud, issu that es dama prog ge ram inte and grit give y a bl all ack of u eye s Inadequate compliance creates the appearance of ineffectiveness and impropriety; sometimes indistinguishable from fraud.

Consequences. . . Criminal charges LAP ineligibility Debarment of contractors Damage to reputation Unforeseen

Consequences. . . Criminal charges LAP ineligibility Debarment of contractors Damage to reputation Unforeseen or unintended damage to small and disadvantaged business

Part III – ADA/504 34

Part III – ADA/504 34

Da Rules. . . Section 504 of the Rehabilitation Act of 1973 (504) Title

Da Rules. . . Section 504 of the Rehabilitation Act of 1973 (504) Title II Americans with Disabilities Act of 1990 (ADA) ADA Standards for Transportation Facilities (2006 Standards) ADA Standards for Accessible Design (2010 Standards) 23 CFR 200. 9(b) 49 CFR 27 (504 Regs) 28 CFR 35 (ADA Regs) 35

Essentially. . . 504 - No Person based on disability shall be denied access

Essentially. . . 504 - No Person based on disability shall be denied access to services or discriminated against because of disability in programs receiving federal financial assistance ADA - may not refuse participation in government programs or services or otherwise discriminate against persons with disabilities and must make reasonable modifications to programs and facilities along with reasonable accommodation so that they are readily accessible to and usable by those with disabilities. Does this remind you of Title VI, LEP and EJ requirements ? ?

Essentially, Recipients have only a few program ce n a r u s requirements

Essentially, Recipients have only a few program ce n a r u s requirements : as n a n it will sig es t ce, i a t t o s N y ty. l i l r A i a D b e i l A s c s e at c t an h c t s a o y e p c i d l t vi po o r Mus a int p a l p l l i p o 1. l w m e o v d pc o r. l o e t v and de criminate an a e n i d d , or ze i o s s i C y d c A t n D A no ge a n e o , m g s a n i n m d d a n r n e g a ro es Dep p r f u o d 2. e n c ro tio a u l a v filing p ion lf e t i e s s n a a r t a. T. duc s p n e o i l o t i e l C i v de fac 3. , , , a e s s z i e e s i c y v n c r r cie en se i o f g f e a e d n n i g o l ng me fyin i i i t t d n a n e , e d e p i l n. , u o De d W s e r O h e c 4. p R le ns r. P b o i f t s a n n i o a d l p P me es r e r a d g e n z i prioriti on and nam i t c e r r o c 37

A GRAY AREA? � � We aren’t always sure how to treat LAPs. Resources

A GRAY AREA? � � We aren’t always sure how to treat LAPs. Resources are limited; staff size fluctuates. However, regardless of size accessibility planning is something all agencies must tackle. Plus, good public service requires a response strategy to inaccessible pedestrian features 38

What is FDOT looking for? It’s Easy as 1 -2 -3 1. 2. 3.

What is FDOT looking for? It’s Easy as 1 -2 -3 1. 2. 3. Complete and upload your nondiscrimination SCAT form in LAPIT Execute a nondiscrimination assurance and provide it via LAPIT Make sure that your contractor measures concrete forms (and adheres to ADA standards)

PART IV Verifying Local Agency Compliance

PART IV Verifying Local Agency Compliance

Help not Hate The LAP compliance program is designed for success, not failure. It

Help not Hate The LAP compliance program is designed for success, not failure. It may seem like tough love, but like you we want super projects and a name the public can trust!

Projects of Corporate Interest (POCI) Compliance Assessment Project (CAP) Quality Assurance Review (QAR) Projects

Projects of Corporate Interest (POCI) Compliance Assessment Project (CAP) Quality Assurance Review (QAR) Projects of Division Interest (PODI) Project Accountability Review (PAR)

DON’T PANIC! There is no CR issue that we can’t or won’t assist you

DON’T PANIC! There is no CR issue that we can’t or won’t assist you with Call FDOT or FHWA – the Districts are a wealth of knowledge and we love to get your questions in Tallahassee! Use your resource sheet and FDOT’s excellent assistance tools

THANK YOU!! Jackie Carey Shepherd, FHWA 850 -553 -2206 carey. shepherd@dot. gov Jackie Paramore,

THANK YOU!! Jackie Carey Shepherd, FHWA 850 -553 -2206 carey. shepherd@dot. gov Jackie Paramore, FDOT 850 -414 -4753 Jacqueline. paramore@dot. state. fl. us Me

15 Minute Break

15 Minute Break

INTRODUCTION

INTRODUCTION

Local Agency Program (LAP) Training for Professional Services Florida Department of Transportation Procurement Office

Local Agency Program (LAP) Training for Professional Services Florida Department of Transportation Procurement Office

Purpose of this training • The goal of this presentation is to provide Federal

Purpose of this training • The goal of this presentation is to provide Federal and State requirements for Local Agency Program (LAP) professional services procurements.

Professional Services Defined • Per Chapter 287 Florida Statutes, professional services means the practice

Professional Services Defined • Per Chapter 287 Florida Statutes, professional services means the practice of architecture, professional engineering, landscape architecture, and surveying and mapping. • Additionally under FDOT’s Statute 337, right of way services and transportation related planning services may also use the professional services procurement process.

Reimbursement • Local Agencies seeking reimbursement for professional services must be in compliance with

Reimbursement • Local Agencies seeking reimbursement for professional services must be in compliance with all applicable state and federal laws.

LAP Checklist Federal and State Requirements • Federal and state compliance requirements are provided

LAP Checklist Federal and State Requirements • Federal and state compliance requirements are provided in the LAP Checklist for Professional Services, FDOT Form No. 525 -01049.

LAP Checklist Continued… • The LAP Checklist may be downloaded from the FDOT Internet

LAP Checklist Continued… • The LAP Checklist may be downloaded from the FDOT Internet site, at the following link: http: //www. dot. state. fl. us/projectmanagemento ffice/LAP/Lap. Forms. shtm

Federal Brooks Act • Qualifications based selection (QBS) for professional services started with the

Federal Brooks Act • Qualifications based selection (QBS) for professional services started with the federal Brooks Act, which became law in 1972. Brooks Act requires that Architecture and Engineering (A&E) contracts be selected on the basis of a firm’s qualifications, instead of price.

CCNA- Florida law • Section 287. 055, F. S. , the Consultants’ Competitive Negotiation

CCNA- Florida law • Section 287. 055, F. S. , the Consultants’ Competitive Negotiation Act (also known as CCNA), became state law in 1973. CCNA mirrors Brooks Act. The best qualified consultant firm is selected to perform the professional services. Price cannot be a factor in selection.

When to use CCNA process? • Per state law, the CCNA procurement process must

When to use CCNA process? • Per state law, the CCNA procurement process must be used when the planning or study activity exceeds $35, 000 (Category Two threshold), or where the project construction costs would exceed $325, 000 (Category Five threshold).

CCNA Procurement Process • What are the steps for a CCNA procurement process?

CCNA Procurement Process • What are the steps for a CCNA procurement process?

Steps for CCNA Procurement 1. 2. 3. 4. 5. Prequalification Advertisement Longlist Shortlist Technical

Steps for CCNA Procurement 1. 2. 3. 4. 5. Prequalification Advertisement Longlist Shortlist Technical Submittals from shortlisted firms: Technical Proposals, Presentations, or Interviews 6. Final Selection 7. Negotiation for price Let’s go over each of the steps in a little more detail.

Step 1 • Prequalification. Any consultant firm competing for a professional services contract must

Step 1 • Prequalification. Any consultant firm competing for a professional services contract must first be qualified. For projects on the National and State Highway System, local agencies must use consultants prequalified by FDOT.

For projects off the NHS or SHS… • Local agencies may use their own

For projects off the NHS or SHS… • Local agencies may use their own prequalification process for projects off the National or State Highway System.

Step 2 • Advertisement. Advertise the contract for professional services in a uniform and

Step 2 • Advertisement. Advertise the contract for professional services in a uniform and consistent manner.

Step 3 • Longlist. The Local Agency evaluates responses to the advertisement. This step

Step 3 • Longlist. The Local Agency evaluates responses to the advertisement. This step is referred to as the longlisting process.

Step 4 • Shortlist. The shortlisted firms are developed from the longlist. By law,

Step 4 • Shortlist. The shortlisted firms are developed from the longlist. By law, a minimum of three of the most qualified firms must be shortlisted.

Step 5 • Technical Submittals. The Local Agency requests interviews, presentations, or technical proposals

Step 5 • Technical Submittals. The Local Agency requests interviews, presentations, or technical proposals from the three shortlisted firms addressing their approach to the project, and ability to furnish the required services.

DBE Utilization • Use of Disadvantaged Business Enterprises (DBEs) is encouraged, but there can

DBE Utilization • Use of Disadvantaged Business Enterprises (DBEs) is encouraged, but there can be no DBE preference criteria in the selection processes.

Locality Presence Criterion • For federal-aid contracts, a small locality presence criterion of not

Locality Presence Criterion • For federal-aid contracts, a small locality presence criterion of not more than 10% may be used, where there is a specific need for a project. This criterion cannot be based on political boundaries. <10%

No Use of Local Preferences • In-state preferences, in-county preferences, in city preferences, etc.

No Use of Local Preferences • In-state preferences, in-county preferences, in city preferences, etc. , are not in accordance with the Brooks Act. These types of preferences are based on political boundaries instead of qualifications; therefore, these preferences would limit competition.

Step 6 • Final Selection. The Local Agency evaluates and ranks the shortlisted firms’

Step 6 • Final Selection. The Local Agency evaluates and ranks the shortlisted firms’ technical submittals, in order of preference.

Public Meetings • If involving a committee, the longlist, shortlist, and final selection meetings

Public Meetings • If involving a committee, the longlist, shortlist, and final selection meetings are to be made public. These meetings should be properly noticed and minutes taken or recorded.

Provide opportunity for public input at public meetings • Members of the public shall

Provide opportunity for public input at public meetings • Members of the public shall be given a reasonable opportunity to be heard on a proposition before a board or commission of a state agency or local government. [Reference: Sections 286. 011, Florida Statutes. Effective Date of Law: October 1, 2013]

Conflict of Interest Certification • Staff serving on recommendation or decision making committees must

Conflict of Interest Certification • Staff serving on recommendation or decision making committees must be free from conflicts of interest, and must complete a conflict of interest certification form.

Consultants must also be free of conflicts • Consultants competing for projects must be

Consultants must also be free of conflicts • Consultants competing for projects must be free of conflicting professional or personal interests. Guidance is provided in the FDOT Consultant Conflict of Interest procedure: Procedure No. 375 -030 -006, Restrictions on Consultants’ Eligibility to Compete for Department Contracts

Step 7 • Negotiation for price. The Local Agency attempts to negotiate a contract

Step 7 • Negotiation for price. The Local Agency attempts to negotiate a contract for professional services with the most qualified firm, at a compensation or fee which is fair, competitive, and reasonable.

Independent Staff Hour Estimate • The Local Agency shall request a fee proposal from

Independent Staff Hour Estimate • The Local Agency shall request a fee proposal from the #1 ranked consultant firm. The Local Agency shall prepare an inhouse staff hour estimate, to independently check the consultant firm’s estimate of hours.

Detailed Cost Analysis • In making the determination of fair, competitive, and reasonable, the

Detailed Cost Analysis • In making the determination of fair, competitive, and reasonable, the Local Agency shall conduct a detailed cost analysis of the consultant fee information, in addition to considering scope and complexity. This is required by state and federal law.

If the Local Agency is unable to reach agreement on a reasonable fee with

If the Local Agency is unable to reach agreement on a reasonable fee with the #1 firm, the negotiations shall be formally terminated.

The Local Agency shall then undertake negotiations with the second most qualified firm. If

The Local Agency shall then undertake negotiations with the second most qualified firm. If unable to reach agreement, the Local Agency will terminate negotiations with #2, and then negotiate with the #3 qualified firm.

Keep Records of Negotiation • The Local Agency will maintain records of negotiations to

Keep Records of Negotiation • The Local Agency will maintain records of negotiations to document that a cost analysis was performed.

Capping not allowed • During negotiations, remember capping of audited overhead rates is not

Capping not allowed • During negotiations, remember capping of audited overhead rates is not allowed, and no capping of direct salary multipliers.

Negotiation of Operating Margin – FHWA Guidance • Consultant Operating Margin is paid as

Negotiation of Operating Margin – FHWA Guidance • Consultant Operating Margin is paid as a fixed fee. • Fixed fee should be project specific. • Fixed fees in excess of 15 percent of the total direct and indirect costs of the contract may be justified only when exceptional circumstances exist.

When you are ready to write the contract. . . • The Terms for

When you are ready to write the contract. . . • The Terms for Federal Aid Contracts must be incorporated in your Professional Services Agreement.

Federal Forms Be sure to include the federal forms: • Certification Regarding Debarment, Suspension,

Federal Forms Be sure to include the federal forms: • Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Federal Aid Contracts; • Certification for Disclosure of Lobbying Activities on Federal-Aid Contracts; • Standard Form-LLL, Disclosure of Lobbying Activities Form

Convicted, Debarred, or Suspended Vendors • Agencies may not contract with consultants disqualified from

Convicted, Debarred, or Suspended Vendors • Agencies may not contract with consultants disqualified from participating in the public contracting process. [reference: Section 287. 133(3)(d), Florida Statutes] • Agencies are required to check for history of vendor conviction, debarment, or suspension, as well as the Federal Excluded Parties List.

Convicted, Debarred, or Suspended Vendors • Links to the disqualified vendor lists can be

Convicted, Debarred, or Suspended Vendors • Links to the disqualified vendor lists can be found on the Florida Department of Management Services site: http: //www. dms. myflorida. com/business_o perations/state_purchasing/vendor_infor mation/convicted_suspended_discriminat ory_complaints_vendor_lists

PLI • And don’t forget the professional liability insurance. • Required per Section 337.

PLI • And don’t forget the professional liability insurance. • Required per Section 337. 106, F. S. , for any person or firm providing professional services, during the period the services are rendered.

Before you execute… • The Local Agency must submit a request to the District

Before you execute… • The Local Agency must submit a request to the District LAP Administrator for approval to execute along with: o a copy of the LAP Checklist for Federally Funded Professional Services Contracts Federal and State Requirements (Form 525 -010 -49) o and required supporting documentation.

Contract Compliance • After execution, the Local Agency is responsible for ensuring consultant compliance

Contract Compliance • After execution, the Local Agency is responsible for ensuring consultant compliance with the terms of the agreement.

Thank you for your time. Florida Department of Transportation Procurement Office

Thank you for your time. Florida Department of Transportation Procurement Office

Scheduling

Scheduling

LAP SCHEDULING Sierra Evans

LAP SCHEDULING Sierra Evans

YOUR PROJECT SCHEDULE • • Your project schedule is a TOOL TO HELP YOU

YOUR PROJECT SCHEDULE • • Your project schedule is a TOOL TO HELP YOU manage the project Catch problems on time to avoid delays Reminder to start activities on time Inform stakeholders about status of project progress Record historical data for posterior referencing Meet the Production and Encumbrance dates Can be late in one phase and catch up on next…Just know why the phase has been delayed and USE the schedule to help you catch up

THE THREE MAIN “TRACKS” • In the LAP schedule there are three main “tracks”

THE THREE MAIN “TRACKS” • In the LAP schedule there are three main “tracks” that happen concurrently which all come together at Production. • LAP Certification Track • Environmental Certification Track • Design Track

LAP CERTIFICATION TRACK After Programming is complete Agency Starts LAP Certification Documentation Agency Submits

LAP CERTIFICATION TRACK After Programming is complete Agency Starts LAP Certification Documentation Agency Submits LAP Cert. Doc. for FDOT review FDOT Reviews LAP Cert. Doc. FDOT Issues LAP Certification

After Programmin g is complete Agency Submits Preliminary Phase ENVIRONMENTAL CERTIFICATION TRACK FDOT Performs

After Programmin g is complete Agency Submits Preliminary Phase ENVIRONMENTAL CERTIFICATION TRACK FDOT Performs Preliminary Environmental Field Visit Project Kick-Off Meeting is Held FDOT PLEMO Notifies Agency about Project’s Envmt. needs Environmental Option 1 – Minimum environmental issues Agency Prepares Environmental Memo Environmental Option 2 – CRAS, 4(f)… Agency Acquires Environmental Consultant Agency Works on Environmental Docs: CRAS, 4 f, the memo… FDOT , FHWA and SHPO Review Docs (in sequence) FDOT Issues Environmental Certification

DESIGN TRACK FDOT Reviews Initial Plans Agency Works on Initial Plans Following Project Kick-off

DESIGN TRACK FDOT Reviews Initial Plans Agency Works on Initial Plans Following Project Kick-off Meeting Agency Responds to initial review comments (if any) Agency Works on Constructability Package Agency Works on Typical Section Package FDOT Reviews and Approves Typical Section Package SHS only (State Highway System) Initial Plans and Typical Section Package should happen concurrently Agency Submits Constructability Package

DESIGN TRACK CONTINUED… FDOT Issues ROW Certification Agency Submits Production Package Agency Responds to

DESIGN TRACK CONTINUED… FDOT Issues ROW Certification Agency Submits Production Package Agency Responds to Constructability Review Comments FDOT Issues Environmental Certification Following Constructability Package Submittal and Review Refer back to the Environmental Track for other activities leading to this Certification FDOT Requests ODA Clear Letter FDOT Receives ODA Clear Letter SHS only ODA Clear Letter is only necessary for On State. Highway-System (SHS) Projects FDOT Reviews Production Package *PRODUCTIO N

WHAT HAPPENS AFTER PRODUCTION? FDOT Prepares the LAP Agreement Agency Reviews, Signs and Returns

WHAT HAPPENS AFTER PRODUCTION? FDOT Prepares the LAP Agreement Agency Reviews, Signs and Returns agreement FDOT Encumbers funds for Project When the Project achieves Production To Operations FDOT ENCUMBRANCE LAP COMMITMENT CEI ENCUMBRANCE FDOT Executes LAP Agreement FDOT Issues LAP NTP to Agency

YOUR SCHEDULE

YOUR SCHEDULE

AHEAD OF SCHEDULE

AHEAD OF SCHEDULE

BEHIND SCHEDULE

BEHIND SCHEDULE

THINGS TO REMEMBER… Most Importantly… c r u yo i m om w o

THINGS TO REMEMBER… Most Importantly… c r u yo i m om w o n K ! s e dat t n e tm

NEED ADDITIONAL HELP? Should you require additional help in understanding scheduling, please contact D

NEED ADDITIONAL HELP? Should you require additional help in understanding scheduling, please contact D 4 Scheduling Unit (Program Management). Dianne Forte …………… Sierra Evans ……………. Daisy Zheng ……………. Tzeyu Ng ………………. . . 954 -777 -4553 954 -777 -4692 954 -777 -4122 954 -777 -4587

Submittals & Performance

Submittals & Performance

Phase Submittals and Performance Evaluation

Phase Submittals and Performance Evaluation

PHASE SUBMITTALS PRELIMINARY • PRELIMINARY PHASE • INITIAL PHASE • CONSTRUCTABILITY PHASE • PRODUCTION

PHASE SUBMITTALS PRELIMINARY • PRELIMINARY PHASE • INITIAL PHASE • CONSTRUCTABILITY PHASE • PRODUCTION

PRELIMINARY PHASE � Location Map � Scope of work � Preliminary Estimate � LAP

PRELIMINARY PHASE � Location Map � Scope of work � Preliminary Estimate � LAP Certification Preliminary Initial Constructability Production NTP

D E T A D P U Preliminary Initial Constructability Production NTP

D E T A D P U Preliminary Initial Constructability Production NTP

PRELIMINARY PHASE Location Map & Scope of work � Match application � Check limits

PRELIMINARY PHASE Location Map & Scope of work � Match application � Check limits Preliminary Initial Constructability Production NTP

PRELIMINARY PHASE Location Map � Scope of work � � Preliminary � Estimate LAP

PRELIMINARY PHASE Location Map � Scope of work � � Preliminary � Estimate LAP Certification • Format on web • ID Participating items • Your “best estimate” Preliminary Initial Constructability Production NTP

PRELIMINARY PHASE � Location Map � Scope of work � Preliminary Estimate � LAP

PRELIMINARY PHASE � Location Map � Scope of work � Preliminary Estimate � LAP Certification � NEW to phase submittal � Activities in schedule Preliminary Initial Constructability Production NTP

INITIAL PHASE � 30% Plans �ROW & Environmental � 30% Estimate �NEPA Back-up Preliminary

INITIAL PHASE � 30% Plans �ROW & Environmental � 30% Estimate �NEPA Back-up Preliminary Initial Constructability Production NTP

INITIAL PHASE Preliminary Initial Constructability Production NTP

INITIAL PHASE Preliminary Initial Constructability Production NTP

INITIAL PHASE On-System vs. Off. System References New Samples Preliminary Initial Constructability Production NTP

INITIAL PHASE On-System vs. Off. System References New Samples Preliminary Initial Constructability Production NTP

CONSTRUCTABILITY � 90% Plans �ROW & Environmental � 90% Estimate �NEPA Back-up �LAP Certification

CONSTRUCTABILITY � 90% Plans �ROW & Environmental � 90% Estimate �NEPA Back-up �LAP Certification complete �Approved Proprietary requests Preliminary Initial Constructability Production NTP

Proprietary Products Preliminary Initial Constructability Production NTP

Proprietary Products Preliminary Initial Constructability Production NTP

CONSTRUCTABILITY All plans need to include: �TCP – Traffic Control Plans �SWPPP – Storm

CONSTRUCTABILITY All plans need to include: �TCP – Traffic Control Plans �SWPPP – Storm Water Pollution Prevention Plans Preliminary Initial Constructability Production NTP

Checklists are on the website.

Checklists are on the website.

Checklists are on the website. Revised Checklists – uploaded in June 2014

Checklists are on the website. Revised Checklists – uploaded in June 2014

Performance Evaluations �New addition to Chapter 3 �Several areas are evaluated �Evaluations per project

Performance Evaluations �New addition to Chapter 3 �Several areas are evaluated �Evaluations per project � 3 ratings �It’s a form (525 -010 -29)

Performance Evaluations Evaluation Areas �Overall Performance �Project cost, scope, and schedule �Communication and Cooperation

Performance Evaluations Evaluation Areas �Overall Performance �Project cost, scope, and schedule �Communication and Cooperation �Invoicing �Each Project Phase �Construction/Administration �Equal Opportunity Contract Compliance

Performance Evaluations Why? �Oversight needs �Recertification

Performance Evaluations Why? �Oversight needs �Recertification

Performance Evaluations 3 ratings: 1. Unsatisfactory 2. Satisfactory 3. Above Satisfactory

Performance Evaluations 3 ratings: 1. Unsatisfactory 2. Satisfactory 3. Above Satisfactory

Performance Evaluations Unsatisfactory �failed to develop the project in accordance with applicable federal and

Performance Evaluations Unsatisfactory �failed to develop the project in accordance with applicable federal and state regulations, standards and procedures, �required excessive District involvement/oversight, �project was brought in-house by the Department.

Performance Evaluations Satisfactory �developed the project in accordance with applicable federal and state regulations,

Performance Evaluations Satisfactory �developed the project in accordance with applicable federal and state regulations, standards and procedures, �minimal District involvement/oversight.

Performance Evaluations Above Satisfactory �developed the project in accordance with applicable federal and state

Performance Evaluations Above Satisfactory �developed the project in accordance with applicable federal and state regulations, standards and procedures, �without District involvement/oversight.

LAP Certification Training � Project Specific � Hiring a consultant? (CEI) � Looking for

LAP Certification Training � Project Specific � Hiring a consultant? (CEI) � Looking for policy and procedures � Updated chapter 3 in the LAP Manual � Quarterly training for this

LUNCH BREAK

LUNCH BREAK