Overview of the 2012 AASHTO Bike Guide Brian

Overview of the 2012 AASHTO Bike Guide Brian Parsons February 19, 2013

Relationship to other manuals • 2009 MUTCD – FHWA • Public Right-of-Way Accessibility Guidelines (PROWAG) • 2010 Highway Capacity Manual

How the Guide was developed • NCHRP - National Academy of Sciences • Scoping Study: 2004 -2006 • Preparation of the content of the 4 th Edition: 2007 -2009 • Final edits/State DOT balloting process: 2010 -2012

How the AASHTO Bike Guide is used • State DOTs Some adopt the Guide Some use it to create their own versions • Local Jurisdictions Use AASHTO’s version Use the State’s version, or Develop own version

Release of the guide – June 2012 • Guide expanded from 75 pages to over 200 pages • 3 chapters to 7 chapters • Sold 1200 copies in the first month

Chapters • Chapter 1: Introduction • Chapter 2: Bicycle Planning • Chapter 3: Bicycle Operation and Safety • Chapter 4: Design of On. Road Facilities • Chapter 5: Design of Shared Use Paths • Chapter 6: Bicycle Parking Facilities • Chapter 7: Maintenance and Operations

Major changes in 2012 Guide • Guidance on how to choose bikeway type • Affirms lane diets and road diets • Expanded bike lane guidance

Major changes in 2012 Guide • Expanded signal guidance • Expanded shared use path guidance (including paths adjacent to roads)

Choosing bikeway type – 1999 Guide • No differentiation of what type of bikeway was appropriate given roadway characteristics

Choosing bikeway type – 2012 Guide • Detailed guidance on facility selection • Support for bike lanes and shared use paths where volumes and speeds are higher • Warnings against using wide outside lane as a standard treatment for high volume roads

Roadway retrofit • Permission to narrow lane widths to create bike lanes • 10’ and 11’ wide travel lanes are acceptable

Road diets • Provides guidelines for road diets

Bike lanes • Nuanced guidance on widths (4 to 7 feet) • Measures to reduce crashes with car doors • Bike lanes adjacent to back-in angle parking • Bike lanes at roundabouts • Buffered bike lanes • Green bike lanes, etc.

Signal design Old Guide – weak New Guide – strong Detailed guidance on all aspects of signal design

Shared use paths • Extensive intersection design guidance Major change: paths next to roads are not forbidden, provides guidance on how to design them

AASHTO vs. NACTO Guides: either/or? • AASHTO covers design comprehensively • AASHTO covers paths + on-road bikeways • AASHTO covers many – but not all innovations • NACTO is a source of information for solutions that are currently being tested

What is in the NACTO Guide? • Bike lanes • Cycle track design – One-way protected cycle tracks – Raised cycle tracks – Two-way cycle tracks

What is in the NACTO Guide? • Bike boxes and other intersection designs (including non-standard) • Colored pavement material guidance • Bicycle boulevards

NACTO Illustrations of bikeway types

What is NOT in the NACTO Guide? • • Planning for bicycles Bicyclist operating characteristics Geometric design values and details Shared use path design Bridges General road compatibility with bicycles Bike parking Maintenance

Issues NOT addressed by AASHTO Guide • Bike boxes • Bicycle signal heads • Does not use the term cycle track • Warns against putting bike lane between parking lane and curb

Example: Two-Way Cycle track 15 th Street Washington, DC

One way cycle track 9 th Avenue New York City

Questions?

• Brian Parsons • Louisiana Pedestrian/Bicycle Coordinator • (225) 379 -1954 • Brian. Parsons@la. gov

Local Public Agency Programs Partnering to Improve the Quality of Life for Louisianans

Agenda • Actions for Partnering to Improve the Quality of Life for Louisianans – The Manual – Training – The Agreement

How it started • Nationally, FHWA reviews found significant issues with LPA administered projects across the country • Process review on the LA Urban System Program by FHWA, April 2010, identified several LPA risk areas

What is an LPA? A Local Public Agency (LPA) includes: • • Parish Government City Government Municipal Government Airport Authorities ***all of the above are also referred to as “Entity” in legal agreements

Where to go for help? The Local Public Agency (LPA) Manual and Appendix http: //www. dotd. la. gov/administration/lpa/

LPA Manual Highlights • Put together in 2011 by DOTD & FHWA as a tool to assist LPAs to fulfill the requirements of implementing a transportation project • One stop shopping for all information on programs and projects that LPAs can apply for • Will be updated for MAP-21

Sections of the LPA Manual • DOTD’s Project Delivery Process and Flowchart • FHWA Programs & Fact Sheet links • How projects in each of the programs are selected and programmed • Specific Program Information • Frequently Asked Questions

Sections of the LPA Manual Appendix • • Acronyms/Abbreviations & Definitions Financial – Audit & accountability, billings/payments Planning – Statewide, regionally significant Engineering – Agreements, number system, process for large projects, design, survey & right-of-way, utility relocation, preservation projects, traffic management plan (TMP), pavement & geotechnical

Sections of the LPA Manual Appendix (cont. ) • Construction – Construction engineering & inspection (CEI), close-out procedures • Miscellaneous – Web information, permits, Americans with Disabilities Act (ADA)

Training

Core Training Partnership • Core Team – DOTD – FHWA – LTAP Nick Verret, Marie Walsh, Mary Stringfellow, Ann Wills FHWA LTAP DOTD

Identified “At Risk” Areas • Core Training – Federal Funding – Not understanding the Entity-State Agreement – Responsible Charge not implemented – Local Public Agency Manual – Reporting • Technical Training – Modules

Development of Training • Preparation – Researched other states – Attended the MS training Jan 24, 2012 • Qualification Core Training Presentation & Materials Creation • Marketing • Qualification Core Training Pilot – August 21, 2012

Target Audience The Qualifications Core Training is required for any Local Public Agency (LPA) project sponsor and for every consultant working on LPA projects receiving federal or state funding through DOTD

Qualification Core Training Classes • • • 9 sessions taught around the state – Fall 2012 6 hour sessions (9 AM – 3 PM) Cost - Free 5 PDHs offered for engineers Over 300 people trained

Qualification Core Training Classes NEXT SESSION April 11, 2013 DOTD HQ Auditorium Sign-up on DOTD’s website

https: //www. ltrc. lsu. edu/ltap/fr/lpa_core_training. html

Additional Training Modules • Purpose – To provide detailed technical assistance • Topics – Planning, Preconstruction, Construction Contract Administration • Core Team: DOTD, FHWA, LTAP, LTRC

Future LPA Training Modules • Planning - Stage 0 – Feasibility & application completion, complete streets policy • Preconstruction - Project management, environmental (NEPA), consultant expectations/selection, engineering, complete streets policy, acquiring right-of-way/real estate, Title VI – civil rights compliance (ADA, etc. ), utility conflicts and relocations

Future Modules (cont. ) • Construction Contract Administration – Construction Engineering and Inspection (CEI) Including Site Manager, final audit (Form 2059, As Built Plans), construction signing, CEI consultant selection – Material Testing – Civil rights compliance (Disadvantage Business Enterprise (DBE), subcontracting, etc. )

Tentative Dates • Planning – Late Spring/Early Summer 2013 • Preconstruction – Late Summer/Early Fall 2013 • Construction Contract Administration – Late Spring/Early Summer 2013

Entity-State Agreement

Entity-State Agreement • A written/signed agreement between the State and the Sponsoring Entity (an LPA) identifying the responsibilities of each entity – LEGALLY BINDING • Every project must have an agreement signed by both parties before a project can move forward • An agreement must be executed prior to a reimbursable stage of a project • The agreement identifies the funding provisions for a project

Agreement – Basic Information • Project Number • Project Title • Parish & District where project will be constructed • Sponsoring entity’s legal name and Federal Identification Number • A detailed project description & scope of work • Amount or percentage of federal funding eligible to be used for the project & matching funds required • • • Responsible Charge Design, Right of Way, Utilities Project Contract Letting Construction plus Construction Engineering & Inspection Cost Reimbursements Project Record Keeping Civil Rights Maintenance Responsibilities Public Liability

“New & Improved” Agreement • DOTD has revised the Entity/State agreement template to make it clearer and simpler to understand

Funding An Entity can decide to pay for the work done in each phase of the project all on their own, or ask for federal/state funds to reimburse the cost of this work, but this decision must be documented in this agreement

Funding Phase Conceptual Plans and Environmental Decision Preconstruction Engineering Local Match Percentage 20% Federal Percentage 80% 20% 80% Right-of-Way Acquisition and Relocation Utility Relocation Construction Engineering & Inspection 100% N/A 20% 80% Construction 20% 80%

Funding Commitment MPO Area • Amounts are limited by the TIP • Any changes must be coordinated by the Entity with the MPO

Funding Commitment Letter Phase Conceptual Plans and Environmental Decision Preconstruction Engineering Right-of-Way Acquisition and Relocation Utility Relocation Construction Engineering & Inspection Construction Total Local Match Percentage Federal Percentage Total N/A N/A 20% -$3, 750. 00 80% -$15, 000. 00 100% - $ 18, 750 N/A N/A N/A 20% - $3000 80% - $12, 000 100% - $15, 000 20% - $25, 000 $31, 750. 00 80% -$100, 000 $127, 000 100% - $125, 000 $158, 750. 00

Funding Commitment Letter Non-MPO • The Project Manager will revise the commitment letter accordingly • Amounts may be limited by the Program • Any changes must be coordinated by the Entity with the Program Manager

Cost Disbursements • The cost reimbursement process that DOTD will use is Disbursement – this disburses to the Entity monthly the correct federal ratio of the approved project costs (i. e. pre-construction engineering services, right-of-way acquisitions, utility adjustments and/or the costs of construction) • Upon receipt of each disbursement requested, Entity is required to tender payment for the invoiced cost to the vendor

Disbursement vs. Reimbursement • OLD - Reimbursement – LPA pays contractor – LPA submits cancelled check – LPA reimbursed for agreed percentage by DOTD • NEW - Disbursement – LPA submits copy of invoice to DOTD – DOTD sends LPA appropriate percentage – LPA pays contractor – LPA provides proof of payment to contractor within 60 days to DOTD

What are FHWA funds MS • FHWA funds are called Federal-aid funds • They are cost reimbursable funds – can be provided to an LPA by the FHWA through DOTD • All FHWA funding program are reimbursement programs – NOT Grant programs.

The Flow of Federal Funding • Federal Transportation Funds • Administered by FHWA – Authorization of Funds • To State DOTs • DOTD is responsible for ensuring that ALL Federal and State laws and regulations are followed • DOTD is always the direct recipient of FHWA funds – facilitate funding to sub-recipients • To Sub-recipients using federal funds (Local Public Agencies (LPA)) • Answer to DOTD for ensuring that ALL Federal and State laws and regulations are followed

Federal-aid Funds • Federal Law requires states to be fiscally responsible for all sub-recipients’ (LPA’s) proper expenditure of federal funds • The LPA sponsored projects must be compliant with all applicable federal and state requirements • Non-compliance can result in partial or complete withdrawal of federal participation and funding in the project

Moving Ahead for Progress in the 21 st Century - MAP 21 • New 2 Year National Transportation Law • Provides States With More Flexibility • Consolidation of Programs – 6 Core Program Structure • Combined many small programs into the core programs • Requires Performance Measures and Greater Accountability

Programs Affecting LPAs

FHWA MAP 21 Website http: //www. fhwa. dot. gov/map 21/

MAP 21 Fact Sheets on: • Highway Safety Improvement Program (HSIP) • Metropolitan Planning • Railway-Highway Crossings • Surface Transportation Program (STP) • Transportation Alternatives Program (TAP) • Tribal Transportation Program

Stages of a Transportation Project • • Stage 0 – Feasibility/Planning Stage 1 – Environmental Stage 2 – Funding Stage 3 – Preconstruction (Design, R/W, Utilities) Stage 4 – Letting (Bidding) Stage 5 – Construction Stage 6 – Maintenance

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What Can Federal Funds Be Used For Within the LPA Programs? • Transportation Planning • Preliminary Engineering (pre-construction) – Design, Right of Way Acquisition, Utility Relocation • Construction Engineering and Inspection ***Matching Funds from the LPA are usually required for all of the above & LPA owns the contracts for these types of projects**

State Funding DOTD Transportation Trust Funds (TTF) can only be spent on State owned roads. The only exception is the Off-System Bridge Replacement Program which was amended by law

Funding Decisions Need to be Made for All Project Stages • If 100% Local Funds are used for Preliminary Engineering (Pre Construction): – Entity performs work in-house – Entity selects their own consultant to help with work (if needed) • If Federal Funds are used for Preliminary Engineering (with Local and/or State match) – DOTD advertises and selects a consultant for the LPA • DOTD HQ advertises (lets) all federally funded Construction projects for the LPA

Why Does DOTD have to Select Consultants for Design and Advertise Construction Projects if an LPA is signing both these contracts? ? DOTD’s procedures for both of these activities have been previously approved by FHWA as meeting all Federal requirements – DOTD facilitates the projects for LPAs to use Federal funds (with the Entity/State Agreement)

The Brooks Act – USC 40 Ch 11 The federal Brooks Act requires agencies to promote open competition by advertising, ranking, selecting, and negotiating contracts based on demonstrated competence and qualifications for the type of engineering and design services being procured, and at a fair and reasonable price. LA State Law procurement requirements for professional services do NOT meet the Brooks Act

LPA vs. FHWA funding – LPA signs & owns all contracts Stage of a Project Conceptual Plans and Environmental Decision Preconstruction Engineering Right-of-Way Acquisition and Relocation LPA Paying 100% Utility Relocation LPA can do work or pick consultant LPA purchases – must follow fed. procedures LPA handles Construction Engineering & Inspection LPA can do work or pick consultant Construction N/A Federal $$ will Reimburse costs DOTD process used for consultant selection LPA purchases – must follow Federal procedures LPA handles – must follow DOTD procedures DOTD process used for consultant selection DOTD process used for project - award to low bid contractor

“Responsible Charge” On Your Projects (See Handout) If an LPA accepts Federal-aid funds - Federal Regulation 23 CFR 635. 105 – LPA must provide a full time employee of the LPA to be in “responsible charge” of a stages of a project. – Not required to be engineer – Required even if a consultant is retained by LPA to act as the Entity’s engineer – Not a full time job, but must be full time on the Entity’s staff – Does not have to be the same person in design as in construction

Responsible Charge’s Key Role Acts as the primary point of contact for the Entity with the DOTD Project Manager / District Project Coordinator - Attends all key project related meetings IF THE PERSON IN RESPONSIBLE CHARGE IS NOT IN ATTENDANCE, THE MEETING WILL BE CANCELLED - Is involved in and/or knowledgeable of key project decisions

Responsible Charge

This is YOUR project. It is YOUR responsibility to keep it moving!

“Responsible Charge” • Federal Regulation 23 CFR 635. 105 – LPA must provide a full time employee of the LPA to be in “responsible charge” of a project. – Not required to be an engineer – Required even if a consultant is retained by the LPA to act as the LPA’s engineer – Not a full time job, but must be full time on the LPA’s staff – Does not have to be the same person in design as in construction

“Responsible Charge” • • Not a new rule New enforcement by DOTD and FHWA New article in the Entity-State Agreement Must submit quarterly or monthly reporting forms (frequency will depend on the project’s program) More information can be found at: http: //www. dotd. la. gov/administration/lpa/forms. aspx

Responsible Charge Form

Reporting Form

Key Role • Acts as the primary point of contact for the LPA with the DOTD Project Manager and the District Project Coordinator – Is involved with and/or knowledgeable of key decisions – Attends all key project related meetings • Any decision making meeting – Project Manager will identify required meetings (i. e. Kickoff, Plan-in-Hand Inspection) IF THE PERSON IN RESPONSIBLE CHARGE IS NOT IN ATTENDANCE, THE MEETING WILL BE CANCELLED.

Key Duties for LPA Responsible Charge and LDOTD See Handout

Working with DOTD

Conceptual LPA • Develops the Stage 0 Report/Program Application • Processes the Entity-State Agreement • Completes and submits the updated reporting form to the DOTD Project Manager with a copy to the District Administrator & the MPO (if applicable) DOTD • Reviews & approves the Stage 0 Report/Program Application • Determines the type of required environmental document • Prepares the Entity-State Agreement

Engineering (If federal funds are being used for engineering) LPA • Submits the scope of services & man-hours • Executes the contract • Provides the schedule & budget • Reviews, approves & transmits invoices to the DOTD • Monitors the contract time & grants any extensions / suspensions DOTD • Reviews the scope & man-hours • Prepares & advertises the contract • Selects the consultant with input from the LPA (depending on the program) • Prepares the contract • Processes & pays invoices

Engineering LPA and/or Design Consultant DOTD • Prepares the environmental document • Obtains all required permits (environmental & railroad) • Coordinates the utility clearances/certification documentation • Processes & obtains federal approval of the environmental document • Ensures permits & utility clearances are obtained

Engineering LPA and/or Design Consultant DOTD • Completes the predesign form • Attends the predesign meeting** • Prepares & reviews preliminary & final plan submittals (including cost estimates) • Sends the plans to & works with the utility companies • LPA distributes plans internally • Attends the Plan-in-Hand field Inspection** • Schedules & chairs predesign meeting* • Reviews preliminary & final plans (including cost estimates) • Distributes plans internally to DOTD & FHWA for review • Schedules & chairs the Plan-in. Hand Field Inspection* **Responsible Charge must attend *Consultant performs this in LRSP & SRTS as per Agreement

Engineering LPA and/or Design Consultant • Reviews plans to ensure all comments have been addressed • Completes Non-Standard pay item request (if applicable) • Completes design exception/design waiver request (if applicable) DOTD • Distributes the notes from field inspection & reviews • Processes Non-Standard pay item request (if applicable) • Processes design exception/design waiver request (if applicable)

Engineering LPA • Transmits the stamped, signed & dated final plans, the cost estimate, & calculations to the DOTD • Prepares the submittal for letting • Advertises & receives the bids • Reviews the bids with the LPA & the MPO (if applicable)

Engineering LPA DOTD • Reviews the bids for anomalies • Formally responds to the DOTD request for concurrence • Awards, signs & returns the contract timely • Awards the bid • Prepares the contract for execution by the LPA & the contractor

Engineering (R/W) (if required) LPA and/or Design Consultant • Prepares the preliminary right-of-way maps • Attends the Joint Plan Review Meeting (Responsible Charge must attend) • Prepares the final right-ofway maps • Acquires the right-of-way DOTD • Schedules & chairs the Joint Plan Review Meeting • Audits the right-of-way acquisition files to ensure all parcels were acquired following all state & federal guidelines

Working with DOTD

Construction LPA and/or CEI Consultant • Records the contract in the Clerk of Court’s office • Schedules the Preconstruction meeting • Attends all meetings when a decision is needed (Responsible Charge must attend) • Ensures the project is constructed in accordance with plans & specs DOTD District Project Coordinator • Attends the Preconstruction meeting • Attends all meetings when a decision is needed • Verifies that the project is constructed in accordance with the plans and specifications

Construction DOTD LPA and/or CEI Consultant • • • Reviews & recommends approval of change orders (Responsible Charge must be involved) Ensures work zone safety Ensures the contractor’s monthly estimate documentation is provided to the DOTD Pays the contractor’s monthly partial estimates (Responsible Charge) Prepares/submits the Cost Disbursement Certification to DOTD (Responsible Charge) • • • Disburses monies to the LPA Reviews & approves change orders Verifies that the work zone safety requirements are being implemented on the project

Construction LPA and/or CEI Consultant • Attends the final inspection (Responsible Charge must attend) • Records the Final Acceptance in Clerk of Court’s office • Ensures the Final Estimate & required documentation is transmitted to DOTD timely DOTD District Project Coordinator • Attends the final inspection • Audits the final estimate

Questions?