ODOT’s Local Agency Certification Program

Jill Pearson Certification Program Manager

March 12, 2010

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Certification Overview

• What is it?• How does it work?• Why should local agencies pursue it?• Who is conditionally certified?

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Types of Projects• Non- Federal-Aid

No federal funding, or uses fund exchange

• Federal-Aid “Traditional” (Non-Certified)

Example: ODOT owns the construction contract

• Federal-Aid Certified Local Agency Projects

Example: Local agency owns the construction contract

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Fund Exchange

• ODOT may “fund exchange” federal funds to state funds– 94¢ on the dollar

• Not for Transportation Management Areas (population over 200,000)– Portland Metropolitan Area– Salem/Keizer Area– Central Lane

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Why Should a Local Agency Pursue Certification?

1. Next Best Thing to Fund Exchange

2. Benefits:

LA’s, ODOT, FHWA and The Project• Communication • Control• Cost/Time

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Stewardship Agreement

FHWA $ to ODOT

Master Certification Agreement ODOT $ to Local Agency

Certified Local Agency

How Does it Work?

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Why We Are Doing This

Title 23 recognizes ODOT as direct recipient of federal-aid funds

SAFETEA-LU indicates states shall be responsible for determining that sub-recipients of federal funds have:

– Adequate project delivery systems &– Sufficient accounting controls to properly manage

federal funds

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Certification AreasLA is Certified to

Perform Aspect(s) of a Project

•Consultant Selection

•Design (including bridge design)

•Ad, Bid and Award

•Construction Contract Administration

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Steps to Becoming Certified

3 LA Completes

Application: Commitment

Positions, Qualifications, &

Experience

1Preliminary

Interview with Local Agency

4ODOT Reviews LA’s

Procedures & Clarifies Concerns

5ODOT Provides

Notice of Conditional Certification and

IGAs are Executed

2LA Provides

Written Processes

Meeting State & Federal Law

6LA Successfully

Completes 2-4 Test Projects

7Final Certification

Status

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Step 1: Preliminary Interview

• Review Requirements– Staff– Agreements– Procedures

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Preliminary Interview Con’t.

• Certification General Interview Form – Comply with state and federal law– Adhere to Local Agency Guidelines (LAG)

Manual

• Indicate staff for specific tasks– Review Project Prospectus– Approval of Certification Agreements– Review of Environmental Documents– Review of PS&E – Supervision of Construction Management

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Preliminary Interview Con’t.

• Certification Acceptance Interview Form – Identify staff & consultant responsibilities– Procedures / Necessary Manuals

• General Administration– Quality & Quantity Document Tracking (“Ledger

System”)– Labor Compliance (Check Payrolls)– Change Order Process– Materials Testing & Approval – Approval Process for Subcontractors– Inspection – Quality Assurance / Quality Control– Traffic Control

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Quality Control (QC)

Question…

• Define – What is Quality Control?

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Quality Control (QC)

Answer…• Operational activities put in place to

control the quality of a product or service

• QC procedures ensure the work is

done correctly

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Quality Control (QC)

• QC includes providing:– Clear directions – Constant supervision by experienced

individuals – Immediate review of completed activities for

accuracy and completeness

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Quality Assurance

Question…

• Define – What is Quality Assurance?

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Quality Assurance (QA)

Answer…

• QA is a type of review process confirming that a QC program is effective

• QA provides feedback upon which further development of the QC program can be made

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QC vs. QA

• Quality Control – Local Agencies perform QC– PDX hired their own QC

specialist

• Quality Assurance – ODOT performs QA

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Step 2: Procedures• Identify area for

Certification

• Present Procedures

• Local Agency Guidelines

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Step 3: Submit Application

• Review Requirements

• Qualifications

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Steps 4 - 5

• ODOT Reviews Local Agency Procedures

• Clarify Concerns

• Notice of Conditional Certification

• Intergovernmental Agreements Executed

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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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Steps 6 – 7: Conditional to Full Certification

• Local Agency Successfully Completes 2 – 4 Test Projects

• Projects Administered by Registered PE (staff or contract employee)

• LA has Sufficient Expertise & Capability to Perform & Supervise Project Phases

• LA has Designated Official Approving Authority• Favorable Transitional Interview• Final Certification Status

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ODOT/Local Agency Federal-Aid Comparison Prior to Ad

ODOT Traditional

Certified Local Agency

Advance Review 15 weeks 10 weeks

Final Review 13 weeks 8 weeks

City Council Not Required Required

Final PS&E Print 8-9 weeks 1-2 weeks

Advertise Controlled Date May Change

Awarded Thru ODOT City

weeks prior to weeks prior to AdAd

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Who is conditionally certified?

• City of Portland • City of Eugene• City of Corvallis• Clackamas County

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Who is pursuing certification?

• Multnomah County • Linn County• Marion County• City of Medford• City of Gresham• Rogue Valley Council of

Governments

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LAG Manual Designed to be: - User friendly - Read and used online – hyperlinks!! - Up-to-date (revised annually) - Read by a wide audience (3 sections)

A. Introduction B. Non-certified C. Certified

http://www.oregon.gov/ODOT/HWY/LGS/Certification.shtml

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Questions?

Jill PearsonCertification Program ManagerODOT, Local Government Section355 Capitol Street NE, Room 326Salem, OR 97301503-986-3649Jill.L.Pearson@ODOT.state.or.ushttp://www.oregon.gov/ODOT/HWY/LGS/Certification.shtml