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 [email protected]://www.oregon.gov/ODOT/HWY/LGS/Certification.shtml
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