Greg KernCooperative Agreements Project EngineerMn/DOT Metro State Aid

Design and Construction

Jim MyersCooperative Agreements Project ManagerMn/DOT Metro State Aid

http://www.dot.state.mn.us/metro/stateaid/greenbk.html

Used for any projects with State fundsLocal Government Unit (LGU) provides proposed schedule/Gant Chart within 30 days of LGU acceptance. Must conform with program requirements. Project Kickoff Meeting, schedule recurring PMT meetingsLayout development and staff approval (as required)LGU plan, specifications and engineers estimate development. Coord. with Metro and CO functional areas recommended.Metro and CO functional area plan review(s) of 95% planLGU revises plan, specifications and engineers estimateMidpoint schedule review

LGU submits final plan specifications and engineers estimate for Metro signaturesPlan package and Agreement Request submitted to COCooperative Agreement drafted and CO final plan reviewAgreement to LGU for executionAgreement back to Mn/DOT for executionLGU advertises, Lets and Awards Construction of Project commencesChange Orders and Supplemental Agreements approved by Mn/DOTFinal compliance inspection by Mn/DOTFinal Payment under terms of Agreement (May occur after award)

Working Together

Knowing where to find Technical Resources/Contacts Work with the State Aid Project Manager “Green Book” resource links Metro functional area staff

Understanding of Mn/DOT Cost Participation Policy Mn/DOT funding can only be applied per the policy, it is not a grant

Plan and Specifications in Mn/DOT format Funding may dictate additional format requirements

Schedule development, monitoring and updates Funding usually comes with rules and process requirements Avoid compressed schedules

Public Involvement Public expectation: Work on Trunk Highway = “Mn/DOT Process” Report to the Legislature on Mitigation of Transportation Construction

Impacts www.dot.state.mn.us/businessimpacts/ Business Liaison Requirement – Local Designee

Assess project for “Substantial Business Impacts” Designate a Business Liaison if there are Consultation with businesses on mitigation Provide information during construction

Hear Every Voice/Context Sensitive Solutions

Contaminated Properties/Regulated Waste Office of Environmental Services Review Do investigation to id known properties and determine risk Incorporate measures to address known and contingency specifications

to address unknown contamination

Metro Lane Closure Manual Identifies limitations on traffic impacts

ADA Compliance Evolving guidance /requirements More details required in plans and Traffic Office field concurrence prior

to construction Can be a significant cost

Resolution of issues/Coordination via State Aid Project Manager Comments received during Proposal routing are not a Detailed Plan

review Expect different or even contradictory comments Work through the State Aid PM to address and resolve issues

Addressing Review Comments Back check re-submittals against comments. Reduces secondary or

additional review cycles Address each comment with a substantive response

Layout Compliance Critical on Interstate and NHS

Complete submittals of plans, specifications and supporting documents to meet timelines Materials Design Recommendations (MDR)/Foundations

Recommendations Preliminary Bridge Plan approval before preparation of plans Drainage Computations/Drainage Exhibits/Maps Use Mn/DOT Standard Special Provisions Right of Way acquisition documents (No Permits to Construct)

Right of Way must be certified by Mn/DOT prior to Mn/DOT signing the plan Regulatory Agency permits – LGU Responsibility Laboratory Testing and Inspection Services Request Utility Coordination Certificate

Understanding Cooperative Agreements Legally binding Address cost share, maintenance, ownership, right of way transfers and

oversight May be amended prior to final payment New provisions were recently added regarding Mn/DOT oversight and

authority

All Agreements are not the same Lump Sum, Lump Sum based on Bid, Lump Sum based on Bid with a

Cap, Schedule I, etc. Payment Provisions are in the Agreement

“Golden Rules” Advertise after Mn/DOT has signed the plan Open Bids after the local agency has signed the agreement Award after the agreement is fully executed by the State and Mn/DOT

has concurred in the award.

Veterans Preference May be coming soon, Mn/DOT implemented with January 2010 lettings Similar to Disadvantaged Business Enterprise (DBE) Program in

structure

Local Agency/Contractor Contact Forms Provided to Metro Dispatch and RTMC for coordination purposes

Lane Closure and Detour Forms Update/resubmit for changing conditions Used to inform Mn/DOT, State Patrol, public and OW/OD permitees

Construction Oversight Mn/DOT Staff and State Patrol have authority over work on the TH

Change Orders and Supplemental Agreements Require Mn/DOT Approval before authorizing work by contractor Failure to do so could affect payment Use Mn/DOT forms

Final Compliance Review Done by State Aid Staff to verify project is complete Coordinate with State Aid Project Manager when doing final punch list

with contractor

Record Retention Local Agency Responsibility