MnDOT Metro District State Aid Construction Thursday February 19 th , 2015

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

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

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

   Electronic State Aid Manual (eSAM) Process, and directions ◦ ◦ ◦ ◦ ◦ ◦ Construction Chapter Roles and responsibilities Precon Contract time and contract changes Documentation Materials Subletting and labor

 State Aid for Local Transportation       Information on all types in the State Aid and Federal Aid process link to Metro State Aid link to the eSAM Construction chapter link to State Aid Construction page Multiple other tools Link to forms

 Step by step guide to the Federal Process  Construction starts on page 12

       Contact Metro State Aid for eligibility discussion Funding groups are required MnDOT estimating (23 CFR 635.120) Independent Cost Estimate Karen Peters can review legal language if desired on Supplemental Agreements State Aid Signature for funding eligibility Change must fit into the original scope of the project and be within the environmental document review area.

Who, What Where and Why

Contract Change Forms

The GOOD       the engineer has determined engineering judgment safety change condition unforeseen condition differing site conditions The BAD             damages higher standard preference/desired upgrades aesthetic upgrades surplus materials city/county requested resident requested incentives not in original contract acceleration plan error rework, rebuild, regrade, re anything outside project limits

 FHWA approval of changes over $100K  PODI projects- all contract changes  PODI projects - preapproval of contract changes over $100K

 Send form to Metro State Aid at start and at completion of project  To record the active use of federal funds  Liquidated damages  State Aid Forms

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

      List reviewed with FHWA quarterly No expenditures for a 12 months No expenditures for 9 months (future) Need explanation and plan to get finaled.

Claims labor holds and staff shortages no longer acceptable No federal money has been pulled from project yet…

      Contact Info incase of emergency Lane closure request form Changes to approved plan on TH R/W must be approved by MnDOT functional group (traffic, water resources, road section) Coordinate with metro traffic and signal offices during the project ADA Compliance Checklist MnDot Signing Review and Inventory

 ADA Compliance Checklist  ADA Compliance Checklist Guidance

Federal Aid Essentials for Locals

 State Aid Manual:  Contract Change Forms:  DCP Checklist:  Metro State Aid

 MnDOT's Construction Tools Website:  MnDOT’s ADA website:   MnDOT Construction Office Staff  Metro Traffic:  Project Contact info and Lane Closure Requests: