ODOT’s Local Agency Certification Program

ODOT’s Local Agency

Certification ProgramThe Basics

Beth Vargas Duncan Certification Program Manager

May 2006

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Road Map…

Covering today:

Certification Program Overview – Who’s Who, What, When, Where, and Why (Benefits!)

• Questions?

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Who’s Who?

• FHWA -- Federal Aid Highway Program↓$ Stewardship agreement with FHWA

• ODOT – Administers Federal Aid Program↓$ Agreement with Local Agency

• Local Agency (LA) – Receives & Uses Funds– Certified Agency process– Non-Certified Agency process

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What is the Certification Program?• Administered by ODOT’s Local

Government Program • Enables Certified Local Agencies to retain

more approval authority & control at the local level when developing FHWA funded, Non- NHS transportation projects

Federal-aid Program

ODOT Oversight

Certified Local

Agencies

Local Projects

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Vision

Excellent Local Agency projects resulting from a vibrant, responsive and collaborative Local Agency Certification Program that:

• Meets all federal requirements• Fulfills ODOT’s stewardship responsibilities• Provides LA’s optimum authority and autonomy using

their own approved processes for the development and delivery of LA federal aid projects

• Results in timely delivery of federally funded projects

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Mission

• Put in place the plans, people, processes and products that will enable the implementation of Local Agency Certification in a timely and cost-effective manner

• Continually monitor and improve the Local Agency Certification Program over time

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Why Certification?

All benefit…

• Local Agencies • ODOT• FHWA• and The Project

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Local Agencies Benefit:

• Save time & money using own approved processes

• Greater flexibility in project delivery

• More local determination of project scope & quality

• Opportunity to build partnerships

• Focused ODOT training & technical assistance

• Helpful when federal emergency projects are requested – FHWA already approved processes

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ODOT Benefits:

• Overall increased efficiency with local authority to manage federal aid projects

• Documented processes help ODOT fulfill its stewardship responsibilities with FHWA

• Avenue to build relationships with Local Agencies

• Focuses ODOT’s resources to program support for Local Agency training, process documentation etc.

• Share planning responsibilities with key partnersstrategically positioned at the local level

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FHWA Benefits:

• Collaborative effort maximizes productivity of transportation funding

• Minimize redundancies or incongruities among transportation systems

• Clarity of roles & responsibilities

• Builds partnerships, open communication and trust

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The Project Benefits:

• Scope• Schedule• Budget

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Who is Certified?City of Portland – PDOT • Conditionally Certified• Four test projects pending

Next? • Washington County• City of Eugene• Clackamas County…

Goals• Certify as many Local Agencies as possible and practical• Increase clarity regarding roles & responsibilities of both

Certified and Non-Certified Agency project delivery processes

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Categories of Certification

Certification Status

Conditionally Certified

& Full Certification

Partial Certification(For Specific

Project Elements)

Non-Certified

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Non-Certified Projects

Administered & Work Performed

by Either:

Another Certified Local Agency

(CLA)

ODOT/Consultant

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Partial Certification

LA is Certified to Perform Aspect(s) of a Project

Consultant Selection

Developing PS & E Bid & Award

*ROW

*Civil Rights Construction

*ODOT must have finalapproval of certain elementsper federal requirements

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Conditional & Full Certification

Projects Administered by Registered PE (staff or contract employee)

Successful Completion of 2- 4 “Test” Projects

CLA has Sufficient Expertise & Capability to Perform & Supervise

Project PhasesConsultant Selection

Bid & Award

CLA has Designated Official Approving

Authority

Favorable Performance Mgmt. Review

Such as LA Executive orPolicy Body

PS&E

ROW

Civil Rights

Construction

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Becoming certified…

3LA Submits Application: Commitment Positions,

Qualifications, & Experience

1Preliminary

Interview with Local Agency

4ODOT Reviews LA’s

Procedures & Clarifies Concerns

5ODOT Provides

Notice of Conditional

Certification and IGA’s are Executed

2LA Provides Written

Processes Meeting State & Federal Law

6LA Successfully

Completes 2-4 Test Projects

7Final Certification Status

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Agreements

• Initial Master Agreement – LA agrees to comply with Federal & State law

• Supplemental Project Agreements – Covers all phases of project, clarifies payments

NOTE: Agreements must be executed prior to federal fund

reimbursement

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Certification in Other States

• WashingtonHighways & Local Programs:http://www.wsdot.wa.gov/TA/HOMEPAGE/HLPHP.html

• CaliforniaDivision of Local Assistance:http://www.dot.ca.gov/hq/LocalPrograms/

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Where to get more information:

Beth Vargas DuncanCertification Program ManagerODOT, Local Government Section355 Capitol Street NE, Room 326Salem, OR [email protected]

ODOT Local Government Programhttp://www.oregon.gov/ODOT/HWY/LGS/