2016 LPA DAY FHWA Ohio Division Updates Jim DeSanto, PE (614) 280 - PDF document

9/12/2016 2016 LPA DAY FHWA Ohio Division Updates Jim DeSanto, PE (614) 280 ‐ 6830, Jim.DeSanto@dot.gov FAST Act • Signed into law on December 4, 2015 • Provides 5 years of funding certainty for infrastructure planning and investment • Authorizes $305 B (all modes) over FY 2016 ‐ 2020 ($226 B thru FHWA) • STP renamed to STBG (no eligibilities eliminated) • Continued focus on accelerating project delivery 1

9/12/2016 Innovation & Acceleration • Every Day Counts (EDC) – Promote widespread implementation of transportation innovations – FHWA & AASHTO work together on 2 year cycle – Round 4 products and upcoming webinars – Learn more and register at www.fhwa.dot.gov/innovation/everydaycounts/edc_4/ Innovation & Acceleration • Some EDC innovations in Ohio – Warm mix asphalt – Safety Edge & High Friction Surface Courses – Road Diet – LPA stakeholder partnering (LPA Advisory Group) – Traffic incident management responder training – Accelerated Bridge Construction (GRS ‐ IBS, PBES, SIBC) 2

9/12/2016 Some FHWA Focus Areas • DBE & Civil Rights (Title VI) • ADA transition plans • Connecting People to Opportunity • Compliance Assessment Program (CAP) • E ‐ Construction • Work Zone Safety • ODOT’s LPA Manual Updates DBE & Civil Rights (Title VI) • April 2015 conciliation agreement • FHWA monitors ODOT’s program – Ensure compliance, reduce risk and reduce fraud potential • ODOT increasing outreach and training, as well as oversight of sub ‐ recipients’ assurances • ODOT will collect & analyze data to monitor compliance 3

9/12/2016 ADA Transition Plans • Required of all public agencies – 50 or more employees – Section 504 (1973) – Americans with Disabilities Act (1990) • ODOT increasing outreach & training to help LPAs understand & comply with the Transition Plan requirement Connecting People to Opportunity • Initiative by USDOT Sec’y Foxx • Transportation policy – Restore community connections & employment opportunities – Ensure public engagement process has integrity – Work to make current infrastructure inclusive of needs of all 4

9/12/2016 CAP Reviews • Review for federal compliance • Random sample, state & local let • 3 year cycle (focus on local ‐ let in Year 3) • Few issues of non ‐ compliance • Several opportunities to improve documentation and reduce risk – See handout E ‐ Construction • Construction administration – Secure, paperless process – Submittals, approvals, inspections, etc. – Efficient, saves time & money • ODOT & FHWA evaluating platforms – +100 mobile devices in all districts (EDC & OH $) – Pickaway County Eng’r piloting use of ODOT SiteManager for local ‐ let project to test viability 5

9/12/2016 Focus Areas • Work Zone Safety – 2015: 6,000 WZ crashes • 188 serious injuries, 30 fatalities – Look for ways to reduce hazards (attachment) • ODOT’s LPA Manual Updates – Complete review in 2017 Questions? FHWA Ohio Division Jim DeSanto, PE (614) 280 ‐ 6830, Jim.DeSanto@dot.gov 6

https://www.fhwa.dot.gov/innovation/everydaycounts/edc_4/summit.cfm# webinar * Note that first-time users to this site need to establish an account in advance. Register early!

Compliance Assessment Program (CAP) Review Findings – Ohio Division Total Projects Local Let Local Let Projects with Sampled Sampled Negative Responses PY 2014 63 21 2 PY 2015 63 21 5 PY 2016 53 53 0 PY 2017 64 14 TBD Past negative responses have generally been associated with agencies not following DBE procedures. Deficiencies are expected to be addressed with upcoming changes to oversight procedures and implementing electronic submittals. Following procedures and proactive communication with District regarding DBE substitutions are still important to ensure compliance. Top 10 11 Opportunities for Document I mprovements to Ensure Compliance  Use the LPA Bid Doc Template. This helps to ensure that required forms are part of the contract, including physically attaching FHWA form 1273.  Make use of electronic form submission and tracking. Some ODOT districts utilize a SharePoint site to upload and store project files. This makes projects easier to track, access, monitor and ensure complete project records are kept in one place.  Document the bid analysis. Look for unbalanced bids or extreme variation in unit prices and document this. The Office of Estimating can help analyze bids if asked.  Document the required verifications. Keep a record of the excluded parties (SAM website) check in the project file. Verify throughout the project the prime contractor is performing at least 30% of the work. Verify throughout the project that the contractor will meet the DBE goal. Don’t wait until project close-out! o Bes est Pract ctice: e: The prime is also required to use the SAM site to verify the subs aren’t excluded parties. Take a few minutes to run the sub list through the SAM site to verify the prime is adhering to the subcontracting requirements.  Be proactive communicating DBE substitutions. Ensure DBE subcontractor substitutions are reviewed and approved as soon as they become apparent. Make sure a written approval from the District is included in the project file and follow procedures.  Use a system for material tracking and acceptance. Locals can use ODOT’s Project Bill of Materials (PBOM), or use their own system, but there must be a system in place to track the approval, acceptance and payment of materials. When developing a pay estimate, ensure the items files include TE-24s, QPL references, Buy America documentation and that quantities match the Daily Work Reports.  Document change orders. Ensure the file includes documentation of discussions with District regarding Extra Work Change Orders. Document the justification for time extensions and document the cost analyses performed for negotiated costs.  Carefully document payment for stockpiled materials. Avoid an OIG audit finding!  Record and file the approvals for patented or proprietary materials.  Ensure SWPPP inspections are recorded in the DWRs.  Document CE costs. If claiming, follow the approved rates. Ensure CE costs are properly documented, corresponds to DWRs and doesn’t pre-date the federal authorization.

WORK ZONE SAFETY AND FIELD COMPLIANCE In 2015, there were Work Zones have risks to motorists and highway workers! over 6,000 work  New traffic patterns can be confusing. zone crashes in  Rigid objects can be hazardous if struck. Ohio, resulting in  There may be drop offs and suddenly stopped traffic. 188 serious injuries  Workers are mixed in with high speed traffic. and 30 fatalities. One way to mitigate those risks and improve safety that is within our control is to ensure that work zones are in compliance with the plans and standards, such as the OMUTCD. While all work zone elements are important, some key areas can have a big impact on safety. Work Zone Area Compliance Questions to Ask Example • Are all required signs installed? • Are the signs truthful? • Are conflicting signs covered? Signs • Is there adequate spacing between signs? • Is there clear advance warning? Lane Shifts & • Are taper rates and curves proper? Closures • Are they connected and anchored? Portable Barriers & • Are all blunt ends protected? Impact Attenuators • Have damaged areas been replaced? • Are signs, markings, drums, cones, Retroreflectivity reflectors & markers visible at night? • Are construction vehicle entrances safe and do they minimize interaction Access with traffic? • Is pedestrian access maintained or detoured appropriately? Prepared by the FHWA Ohio Division