Difference between revisions of "Local Agency Program (LAP)"

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<div style="text-align: center;">[mailto:Change?body=http://mdotwiki.state.mi.us/construction/index.php/Local_Agency Email this Page]</div>
 
<div style="text-align: center;">[mailto:Change?body=http://mdotwiki.state.mi.us/construction/index.php/Local_Agency Email this Page]</div>
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==[[#REGION OVERSIGHT OF LOCAL AGENCY CONSTRUCTION PROJECTS|REGION OVERSIGHT OF LOCAL AGENCY CONSTRUCTION PROJECTS]]==
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==[[#MDOT Construction Oversight of Local Agency Program (LAP) Projects|MDOT Construction Oversight of Local Agency Program (LAP) Projects]]==
  
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The Michigan Department of Transportation (MDOT) and local agencies have a mutual goal of providing a quality and cost-effective transportation system while ensuring federal and state funding participation.
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===[[#Program Overview|Program Overview]]===
  
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Per Title 23 of the Code of Federal Regulations (CFR) under Part 635.105(a), MDOT is responsible for all federal aid highway projects developed and delivered in Michigan.  This responsibility includes adequate oversight of local agency federal aid highway construction projects.  Therefore, MDOT staff and consultants overseeing local agency construction projects are required to follow the procedures as set forth in this instructional article.
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The Michigan Department of Transportation and local public agencies have a mutual goal of providing a quality and cost-effective transportation system while ensuring federal and state funding participation.  This is accomplished through MDOT’s Local Agency Program.  
  
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This instructional article is being updated to reflect the changes based on reviews completed by the Federal Highway Administration (FHWA) in 2007 and 2008 and their recommendations noted in their process review summary reports entitled 2007 MDOT Oversight of Local Agency Construction Projects and Process Review Report Covering Project Documentation by Local Governments, respectively.
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Per Title 23 of the Code of Federal Regulations (CFR), [https://www.ecfr.gov/cgi-bin/text-idx?SID=4f4c8515fcb6873787857e30df84a31b&mc=true&node=pt23.1.635&rgn=div5#se23.1.635_1105 Part 635.105], MDOT is responsible for the construction of all FHWA Federal-aid projects in the state and is not relieved of such responsibility by authorizing performance of the work by a local agency.  
  
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While the CFR does not relieve MDOT of overall project responsibility, it does permit MDOT to allow local agencies to perform construction engineering services for their LAP projects, provided:
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#The local agency is adequately staffed and suitably equipped to undertake and satisfactorily complete the work.
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===[[#Definitions|Definitions]]===
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#The local agency assigns a responsible charge to the project.  The responsible charge must be a full-time employee of the local agency.
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#MDOT provides a full-time employed State engineer to be in responsible charge of the project.
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'''LPE''' The local agency project engineer.
 
  
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'''DR''' MDOT’s designated representative responsible for oversight on local agency construction projects. This MDOT representative must be a licensed professional engineer and will usually be the Transportation Service Center (TSC) delivery engineer.  The DR may designate other MDOT or consultant staff to act on their behalf.  However, by doing so the DR is not relieved of their oversight responsibilities.
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In addition to the CFR, there is a [https://www.fhwa.dot.gov/federalaid/stewardship/agreements/mi.pdf Stewardship and Oversight (S&O) Agreement] detailing the arrangement between FHWA’s Michigan Division and MDOT regarding agency roles and responsibilities with respect to federal-aid projects approvals, related duties, and oversight activities.  The CFR and S&O are the basis of MDOT’s Local Agency Program oversight activities.
  
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Staffing may vary from TSC to TSC, which may require slightly different coordination processes for oversight activities.  The local agency should coordinate with the DR (or designee) to establish processes for submittals, inspections, reviews, communications and other oversight activities prior to the start of the work.
 
 
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===[[#Project Administration: MDOT Oversight Folder|Project Administration: MDOT Oversight Folder]]===
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===[[#Definitions|Definitions]]===
  
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Beginning August 1, 2017, the LAP e-construction template will include an “MDOT Oversight” folder.  Documentation of MDOT’s Local Agency project oversight activities will be kept in the folder, and should include any project documentation or significant correspondence performed by the DR, or a consultant on behalf of MDOT, related to MDOT’s project oversight activities. Typical documentation would include:
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<b>Engineer:</b>  The local agency’s Engineer of Record for the project.  This person must be licensed in the State of Michigan to perform professional engineering services.
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[[File:Local_oversight.png|right|frame|Location in ProjectWise|300px]]
 
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::*Forms:
 
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::**1120- Final Inspection/Acceptance
 
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::**1147 – Final Estimate Review Summary
 
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::**1952 – Certified Payroll Review Checklist
 
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::**1963 – Local Agency Interim Project File Review
 
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::**1964 – Local Agency Project Interim Field Inspection Review Report
 
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::**1965 – Prevailing Wage Quality Assurance Review List
 
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::**1967 – Jobsite Poster Inspection Checklist
 
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::**1969 – Certification and Final Estimate Review – Contract and Related Documents Checklist 
 
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::**1970 – Certification and Final Estimate Review – Construction Item/IDR Checklist
 
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::**1971 – Certification and Final Estimate Review – HMA Items Checklist
 
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::**1973 – Certification and Final Estimate Review – Concrete Items Review Checklist
 
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::*GI review comments/sign in sheet
 
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::*Correspondence submitted to file reviewer, from LPA, to satisfy record review
 
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::*Any significant project correspondence/e-mails/telephone correspondence records
 
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::*Project photographs
 
  
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MDOT will have read and write access to this folder.  Local Agencies and FHWA will have read only access.  Contractors will not have access. The naming convention will be the same as for other MDOT files as defined in the [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#Construction_Documentation_Standard_Naming_Conventions_for_e-Construction E-construction] section of this construction manual.
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<b>Local Agency Program (LAP):</b> The Michigan Department of Transportation (MDOT) program for stewardship and oversight of federal and state aid with local public agencies.
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===[[#PROJECT ADMINISTRATION MDOT-LET LOCAL AGENCY PROJECTS|Project Administration MDOT-Let Local Agency Projects]]===
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<b>LAP Staff Engineer:</b>  The MDOT staff member in the Bureau of Development’s Local Agency Program Development Section, responsible for assisting a local public agency applicant move their project from application submission through the bid letting process.
  
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'''(Road/Bridge/Enhancement)'''
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<b>Local Public Agency (LPA):</b>  The Michigan Public Act 51 city, village, or county road commission/department who applied, thru MDOT, for funds to perform a project under MDOT’s Local Agency Program.  They may also be referred to as ‘local agency.’ 
  
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These procedures are designed to ensure federal and state funding participation for local agency projects let by MDOT.  
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<b>Responsible Charge:</b>
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:<b>Local Public Agency Responsible Charge (LRC):</b>  The LRC must be a full-time employee of the local agency however they do not have to be an engineer, and do not have to be dedicated full time to the project.  They are the official local agency contact and are responsible to represent the local agency interests during the project.
  
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Base Plan Review/Plan Review Meetings (formerly called Pre-Grade Inspection/Grade Inspection Meetings) – The Local Agency Programs (LAP) Unit is responsible for scheduling and conducting plan review and inspection meetings, and notifying the appropriate department personnel.  Every effort should be made to coordinate scheduling of the review meetings with the DR (or designee).  Each region or TSC shall provide the name of the DR to the local agency.  The local agency is responsible for sending the preliminary plans, specifications, estimate package, and applicable pages from the Program Application for Local Agency/Federal Enhancement and Safe Routes to School Projects ([http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0259.pdf Form 0259]) or Program Application for Local Agency Projects Road and Safety Projects ([http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0260.pdf Form 0260]) to the DR.    If the DR is unable to attend the Plan Review meeting, he/she should forward all comments regarding the project to the LAP Unit staff engineer no later than the date of the scheduled meeting.  These comments will be discussed at the Plan Review meeting and addressed by the local agency.  The local agency is responsible for the quality of the plans, specifications, and estimates.  The DR’s comments, if any, are intended to provide basic constructability guidance and statewide consistency.  The LAP Unit is responsible for ensuring the plans meet minimum federal or state funding eligibility requirements during the design stage in consultation with the FHWA.  The local agency shall notify the DR in the early stages of plan development of projects that involve work within MDOT’s right-of-way.  For additional information, refer to MDOT’s Construction Manual, Section 102, Plans, Proposal, Input, Review and Evaluation, and Progress Clause.
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:<b>MDOT LAP Responsible Charge (MRC):</b>  The MDOT licensed professional engineer in responsible charge to oversee the LAP project.  The MRC may designate other MDOT staff or a consultant to carry out the oversight duties of the MRC, however by doing so, the MRC is not relieved of being the responsible charge as required by the CFR.  The MRC may only delegate project signatory responsibilities to MDOT staff of an equivalent level or higher.
  
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The local agency shall forward the Project Engineer Professional Registrations and Certifications portion of [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0259.pdf Form 0259] or [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0260.pdf Form 0260] to the DR for their review and concurrence.  The second page of this portion of the form includes language that the LPE certifies the local agency is adequately staffed and suitably equipped to undertake and satisfactorily complete the work, as noted in Title 23 of the CFR under Part 635.105(c-3).  The form must be signed by the LPE and the authorized person employed by the local agency and sent to the LAP Unit prior to allowing the project to move forward into advertising.  If the DR does not concur that the agency is adequately staffed and suitably equipped to manage the project, they should notify the local agency and meet with them to discuss their concerns.  If the local agency makes any changes to the project staffing certified on forms 0259 or 0260, they should immediately notify the DR in writing.  Failure to do this may delay the project.  The LPE must submit revised copies of professional registrations and certifications for the new personnel.
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:<b>Designated Representative (DR):</b> The designee of the MRC for the purposes of project oversight of LAP projects.  The DR is responsible for conferring with the MRC regarding project progress and/or challenges relating to construction engineering, contract administration, and/or program compliance, so the MRC maintains overall project oversight as required by the CFR.
  
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'''Checklist for Construction Documentation''' – The LPE should refer to MDOT’s Construction Manual in the [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#General_Procedures_for_Construction_Records_Retention E-construction section] for information on project administration procedures and details for the retention and disposal of project records, as well as current construction documentation requirements.  The DR (or designee) should be available to provide guidance to the LPE, if requested.  In addition, when Inspector’s Daily Reports (IDRs) are modified or changed, the original and all revisions are to be kept in the project files as a permanent part of the project records.
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[[Preconstruction_Meeting|'''Preconstruction Meeting''']] – A [[Preconstruction_Meeting|preconstruction meeting]] shall be held after the contract award.  The LPE is responsible for scheduling and conducting the preconstruction meeting and shall invite the DR.  The DR (or designee) is encouraged to attend local agency preconstruction meetings.  In addition, the DR (or designee) shall attend preconstruction meetings for projects within MDOT’s right-of-way.  For additional information, please refer to MDOT’s Construction Manual, [[Preconstruction_Meeting|Section 102]], Preconstruction Meeting.  The LPE is also responsible for submitting the following information to the DR, along with the progress schedule: 
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===[[#Construction Engineering Requirements|Construction Engineering Requirements]]===
  
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The local agency is required to perform construction engineering on all federal/state aid LAP projects.  Local agencies may perform services themselves or employ the services of a consultant.  In either case, the local agency is responsible for assigning an LRC to the project.
  
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• The authorized person employed by the local agency and their contact information.
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The LRC is responsible for the following project activities:
  
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• The project engineer, including their PE license number, expiration date, and contact information.
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* Supervises all project administration activities
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* Coordinates with MDOT
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* Maintains familiarity with day-to-day project operations
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* Approves contract modifications and other contract documentation
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* Performs field reviews
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* Reviews project financials
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* Ensures compliance with all federal/state aid contract requirements
  
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• The testing and inspection personnel with certification numbers and expiration dates.
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If the LRC changes during the project, the local agency must immediately notify the DR in writing of the change.
  
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Construction engineering services include construction inspection, construction testing, material testing, fabrication inspection, material quality assurance, and project documentation per MDOT standard specification requirements, including requirements in publications added by reference to the specifications. Engineering, surveying, and architectural professionals performing professional services on the project must maintain a current/non-expired state license.  An MDOT certified office technician, with a current/non-expired certificate is required on projects let via MDOT.  Certified Construction Technicians with current/non-expired certificates are required for all LAP projects, regardless of letting entity.  The type of technicians required depends on project scope, and may include many or all of the following: 
  
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Delays in the submittal of the above information, or if the information is significantly different than that submitted at the Plan Review, may delay award of the project.  If there are questions with regard to the submittal of the above information, the DR should be contacted prior to the preconstruction meeting to discuss the process for submitting this information.
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* Michigan Concrete Certifications (ACI Level 1, and Level 2)
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* MDOT Density Technology Certification
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* MDOT Bituminous Paving Certification (Level 1)
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* MDOT Bituminous Paving Operations
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* MDOT Bituminous Laboratory Technician (Level 1)
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* MDOT Bituminous QC/QA Testing Certification
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* Michigan Certified Aggregate Technician (Level 1, Level 2)
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* SESC (Soil Erosion and Sedimentation Control)
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* Storm Water Operator (SWO) requirement for National Pollutant Discharge Elimination System (NPDES)
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* Independent Assurance Testing (IAT) – for projects on National Highway System (NHS)
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** Hot Mix Asphalt
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** Concrete
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** Aggregate
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** Aggregate Density
  
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If a testing company or consultant will be used, their name and contact information should be included in the letter. Also, include a letter from that company indicating they will be working on the project, along with the pertinent information/certifications of their personnel and a statement indicating they are qualified to do the work.
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Laboratories performing quality assurance testing are required to meet qualifications outlined in the [https://www.michigan.gov/mdot/0,4616,7-151-9622_11044_11367-207980--,00.html MDOT Material Quality Assurance Program Manual], which include following the minimum requirements of the AASHTO R-18 document.    
  
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Should any information or personnel change during the course of the project, the DR should be informed in writing within 15 days of the change.  Additional personnel can be listed on the letter as backup or alternates as needed.
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Local agencies may elect to hire consultants to perform all or part of the required construction engineering services on their behalf.  Said consultants do not have to be MDOT pre-qualified, unless the project work involves MDOT trunkline in which case utilization of an MDOT pre-qualified consultant in the appropriate category is required.  If the LPA elects to hire a consultant that is not MDOT prequalified, they are not excused from providing project personnel and resources per standard specification requirements, whom maintain current/non-expired licenses and/or certifications.
  
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The above information will be verified during the interim project records review to be sure the personnel match the IDRs and other project documentation.  It may also be used if a project is visited by the DR to determine if the personnel on site match who the local agency designated.   
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The LRC is responsible for assuring their consultant follow guidance and requirements on the LPA’s behalf.   
  
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'''Interim Meetings''' – If a DR (or designee) does not attend the preconstruction meeting, an opportunity must be provided for the LPE to meet and discuss issues/concerns or field-related problems with MDOT.
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If federal/state funds will be utilized to fund consultant construction engineering services, the [https://www.michigan.gov/mdot/0,1607,7-151-9625_25885_40399---,00.html Consultant Selection Requirement Process] must be used, which includes utilization of a third-party agreement.  No construction engineering work will be eligible for federal/state fund reimbursement if performed prior to federal obligation of funds and MDOT authorization.
  
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'''Interim Project Documentation Reviews''' – During the active construction phase, an interim review of the FieldManager and project record files is to be completed, unless one of the criteria below is met:
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{{top}}
  
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===[[#MDOT’s Construction Oversight Role|MDOT’s Construction Oversight Role]]===
  
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• The local agency engineer is certified and performing as project engineer.
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This guidance will state exclusive MRC responsibilities, otherwise all oversight responsibilities may be performed by the DR.
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MDOT’s oversight role is to assist the LPA in maintaining program compliance, serving as an information resource, and assisting the local agency in preserving aid.  MDOT LAP Staff Engineers assist locals with moving a project through the development and MDOT letting process.  After project award, MDOT’s oversight is transferred to an MDOT TSC so the Designated Representative can assist the local in maintaining program compliance during project delivery and construction close-out.  Local agencies are responsible for performing their own design and construction engineering.  Detailed information on the LAP development process can be found at [https://www.michigan.gov//mdot/0,4616,7-151-9625_25885---,00.html www.Michigan.gov/mdotlap].  In rare situations, such as emergency relief projects, LAP may allow the local agency to locally let their project.
  
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• The DR has documented the LPE has performed construction engineering functions at an acceptable level on an ongoing basis (at least one project for each of the previous three years).  An acceptable level is defined as having attained substantial compliance with the contract documentation during final estimate reviews with minimal follow-up corrections being necessary.
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MDOT’s construction oversight role includes assigning a MRC to every LAP project.  The DR is the LPA’s resource for guidance or to assist the local agency in understanding program compliance requirements.
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• The DR has documented the LPE has engaged the services of the same consulting engineer that has performed construction engineering at an acceptable level on an ongoing basis as described above.
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While the grade inspection meeting happens before the project is transferred to the MRC for construction oversight, the LPA must invite the DR to the grade inspection meeting.  DR’s can provide insightful review comments regarding the proposed maintenance of traffic, progress clause, and overall project constructability.        
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Reviews are to be completed by the DR (or designee).  The review is to be completed in accordance with the procedures outlined in [http://mdotwiki.state.mi.us/construction/index.php/109.07_Final_Inspection,_Acceptance,_and_Final_Payment#Final_Estimate_Review Final Estimate Review].  The review should be conducted as early in the active portion of the project as practical to ensure proper documentation throughout the remainder of the project.  Form 1963 was developed to provide a checklist for use during the review. Interim file documentation reviews may not be required if the criteria, listed herein, is met. Document this on Form 1963, giving the reason for the exemption and place it in the project files. Distribution for the completed form is given at the top of the form.
 
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The review is similar to the final estimate file review, except most if not all of the pay items reviewed will not have final quantities. The review includes checking for appropriate contract documentation, prevailing wage documentation and all supporting documentation for the quantities paid for the work items reviewed. A representative sample of pay items (10 percent or 5 items, whichever is less), including major items of work, are to be reviewed using Form 1963. Some areas on Form 1963 may not be applicable for the job being reviewed and should be noted as such. Unique or non-typical projects may require special review consideration to ensure compliance. The use of Forms 1147, Final Estimate Review Summary, and 1147C, Project Review are not required when Form 1963 is used to document the review.
 
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'''Field Inspections''' – During construction of the project, the DR (or designee) may be available as a technical resource; the LPE should provide written notification to the DR when a project starts.  The DR (or designee) is to conduct at least one field inspection on all large or complex projects.  The field inspection is to be a general inspection of the project, including a review of the construction operations, traffic control, and progress of the project.  The DR should provide guidance, where applicable, or address any issues the local agency may have with the project.  The inspection shall be documented by the LPE and placed in the project files. The DR (or designee) will complete an inspection report and place it in their project file.  A copy of the inspection report will also be sent to the LPE.  The local agency inspector should also document the site was visited by the DR on their IDR.  Form 1964 was developed to assist with the documentation of the inspection. Page one provides space for general project information and general comments. Page two of the form lists eight areas for specific review and comment. Space is provided for comments and observations. Depending on the nature of the project, some of the designated areas may not be applicable and should be noted as such. If an item has been previously reviewed, document when and by who in the area provided. If additional space is needed for comments, observations, or recommendations, additional pages can be attached as needed. Distribution for the completed form is given at the top of the form.
 
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'''Work Orders and Contract Modifications''' – The LPE must contact the DR for concurrence before initiating work orders or contract modifications.  The Contract Modification process can be reviewed on the [http://mdotwiki.state.mi.us/construction/index.php/Construction_Contract_Modification_Process_Overview#Approval_Thresholds Processing Contract Modifications] page, and [http://mdotwiki.state.mi.us/construction/index.php/Construction_Contract_Modification_Process_Overview#Requirements_for_FHWA_Review Federal Highway Administration Approval Limits on Contract Modifications].  The process for obtaining concurrence/approval for all work orders and contract modifications should be coordinated with the DR prior to the start of the work.  A document titled Local Agency Programs Section, Federal Eligibility Guidelines, is available at the LAP’s Web site: http://www.michigan.gov/documents/mdot_federal_Guidelines_99105_7.pdf.  These guidelines indicate under what circumstances items are eligible for participation for projects funded with federal and/or state funds.  All contract modifications must be signed, authorized, and approved, per current MDOT procedures.  See Construction Manual, [[Construction_Contract_Modification_Process_Overview|Section 103]], Contract Modifications.  The LPE should also review the agreement between MDOT and the local agency to determine if funding is capped and other requirements in the agreement are met.  If the LPE is not part of the local agency, the local agency must be kept informed of the status of the agreement.
 
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'''Extension of Time''' – The LPE must forward all contractor extension of time requests, [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1100A.pdf Form 1100A], to the DR for review and approval before initiating a contract modification.  Refer to MDOT’s Construction Manual, [[108_-_Prosecution_and_Progress|Section 108]], Extension of Time and Liquidated Damages.  The LPE must process all extension of time requests and/or contract modifications to extend the contract completion date in a timely manner to avoid the loss of participating federal funds, as described below in the Final Inspection and Acceptance of Project section.
 
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'''Contractor Claims''' – Upon receipt of the contractor’s Notice of Intent to File Claim, the delivery engineer will sign and date the notice and return a signed copy to the contractor with copies to the MDOT Construction Contracts Engineer, Local Agency Construction Engineer, TSC manager and Region Engineer. 
 
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The TSC will conduct informal local agency reviews to resolve claim issues at the lowest level, if possible.
 
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For further information regarding the claims review process, refer to [http://mdotwiki.state.mi.us/construction/index.php/104.10_Contractor_Claim_for_Extra_Compensation_or_Time_Extension#Federal_Participation_in_Contractor_Claims_and_Court_Awards Review of Contractor Claims].
 
  
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'''Contractor Performance Evaluations''' – The LPE shall follow the most recent MDOT procedures for contractor performance evaluations (currently [http://mdotwiki.state.mi.us/construction/index.php/102.01_Prequalification_of_Bidders#Contractor_Performance_Evaluations_.28CPE.29_and_Prequalification Contractor Performance Evaluations]) and any special provisions in the proposal.  The LPE should coordinate with the DR on the appropriate procedure for processing the evaluations.
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The LPA must invite the DR to project pre-construction meetings.  If the DR is not able to attend the pre-construction meeting, the LPA must provide an opportunity for the DR to attend a project or progress meeting during construction of the project.  The LPA is also responsible for scheduling a final inspection for the DR to attend, so Final Inspection/Acceptance ([https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf MDOT Form 1120]) can be completed.    
  
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'''Final Inspection and Acceptance of Project''' – The LPE shall notify the DR when the project is ready for a final field inspection.  The DR (or designee) shall attend the final field inspection or make arrangements to inspect the project with the LPE at a different time. The LPE shall submit [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf Form 1120] to the DR for signature by the TSC manager.  The “inspected by” section on [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf Form 1120] should be filled out for all who are present during the final inspection.  Refer to MDOT’s Construction Manual, [http://mdotwiki.state.mi.us/construction/index.php/109.07_Final_Inspection,_Acceptance,_and_Final_Payment#Acceptance_of_Work|Section 109.07], Acceptance of Work.  The LPE shall make every effort to secure final acceptance as quickly as practical after completion of the work within three months of the project completion date, or the date established by subsequent extension of time requests approved by MDOT.  Failure to do so may jeopardize federal funding for the project or future projects.
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While the DR can visit any LAP project site at any time, the DR will conduct at least one field inspection on all large or complex projects.  The field inspection is to be a general inspection of the project, including a review of the construction operations, traffic control, and progress of the project.   The DR will notify the LPA of the site visit and complete the Local Agency Project Field Review ([https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1964.pdf MDOT Form 1964]) to share with the local agency and place in the project files.  If the LPA has an inspector onsite, the DR site visit should be documented on the Inspector Daily Report (IDR).  
  
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'''Final Project Reviews (Certified/Uncertified Engineers)''' – Refer to MDOT’s Construction Manual, [http://mdotwiki.state.mi.us/construction/index.php/109.07_Final_Inspection,_Acceptance,_and_Final_Payment|Section 109.07], Final Estimate Review, for further details on conducting final reviews of project documentation.  These reviews are required on all local projects administered by non-certified engineer(s) to document substantial conformance with the plans, proposal, specifications, and other federal requirements.
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MDOT’s construction oversight role involves assisting the local agency in understanding and achieving program compliance by serving as an information resource during project delivery. Oversight will include reviews of contract modification eligibility and participation, review of extension of time requests, review of general project administration and documentation processes, and final project inspection to verify substantial compliance with plans and specifications.  
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'''Monitoring Overdue Finals''' – The DR (or designee) shall monitor and track overdue finals for local government projects and advise the respective LPEs.  The DR may provide assistance to respective LPEs in eliminating all overdue finals.  For information, please contact the Contract Services Division or the Construction and Technology Division’s Region Services Unit.
 
  
 
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===[[#PROJECT ADMINISTRATION LOCAL-LET LOCAL AGENCY PROJECTS|Project Administration Local-Let Agency Projects]]===
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===[[#Construction Manual index/links for ‘LAP Project Considerations’|Construction Manual index/links for ‘LAP Project Considerations’ ]]===
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'''(Enhancement Projects Only)'''
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While documentation requirements are the same for LAP and MDOT trunkline projects, project administration responsibilities, and document approval routing may vary.  The following links provide locations within the MDOT Construction Manual where LAP project specific guidance is located under the heading “LAP Project Considerations.”
  
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These procedures are designed to ensure federal and state funding participation for local agency projects let by the local unit of government.
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::<b>PRE-BIDDING/PROJECT DEVELOPMENT</b>
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:::[http://mdotwiki.state.mi.us/construction/index.php/Plans,_Proposal,_Input,_Review_and_Evaluation#LAP_Project_Considerations Plan Review/Grade-Inspection]
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:::[http://mdotwiki.state.mi.us/construction/index.php/102.02_Contents_of_Proposal_-_Progress_Clause#LAP_Project_Considerations Progress Clause]
  
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'''Base Plan Review/Plan Review Meetings''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION: MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.
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::<b>CONSTRUCTION/PROJECT DELIVERY</b>
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:::[http://mdotwiki.state.mi.us/construction/index.php/Preconstruction_Meeting#LAP_Project_Considerations Pre-construction meeting]
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:::[http://mdotwiki.state.mi.us/construction/index.php/Interim_File_Reviews Interim File Review (Project Documentation)]
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:::[http://mdotwiki.state.mi.us/construction/index.php/103.02_Contract_Revisions#LAP_Project_Considerations Contract Modifications]
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::::* [http://mdotwiki.state.mi.us/construction/index.php/108.07_Extension_of_Time_on_Work_Day_Contracts#LAP_Project_Considerations Extension of Time (EOT)]
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::::* [https://www.michigan.gov/documents/mdot_federal_Guidelines_99105_7.pdf Federal Eligibility Guidelines]
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:::Force Account
 +
::::* [http://mdotwiki.state.mi.us/construction/index.php/109.05_Payment_for_Contract_Revisions#Force_Account_.28109.05.D.29 Contractor Force Account]
 +
::::* [https://www.michigan.gov/documents/mdot/FORCE_ACCOUNT_GUIDANCE_INCL_FHWA_ORDER_050417_560873_7.pdf LPA Direct Force Account - Construction of Federally Funded (Federal Aid) Local Agency Project by Non-Competitive Bid]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/104.10_Contractor_Claim_for_Extra_Compensation_or_Time_Extension#LAP_Project_Considerations Contractor Claims]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/Extending_Project_Limits#LAP_Project_Considerations Project Limits]
  
−
'''Advertising and Award Notifications''' – The LAP Unit shall provide a copy of the local/state agreements and the authorizations to advertise and award to the DR and the LPE. The authorization to award will include a description of the scope of work, and contain the bid and agreement amounts.  
+
::<b>PROJECT CLOSE-OUT</b>
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/Final_Project_Review#LAP_Project_Considerations Final Project Reviews]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/Project_Closeout_Escalation_of_Accountability Project Closeout Escalation of Accountability]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/102.01_Prequalification_of_Bidders#LAP_Project_Considerations Contractor Performance Evaluations (CPE) & Appeals]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/Plans,_Proposal,_Input,_Review_and_Evaluation#LAP_Project_Considerations_2 Post-Construction Review]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/E-Construction#LAP_Project_Considerations Records Retention]
  
−
'''Checklist for Construction Documentation''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION: MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.
+
::<b>OTHER</b>
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/FieldManager#LAP_Project_Considerations Field Manager]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/Project_Delays_Due_to_a_Utility_Company#LAP_Project_Considerations Delays due to Utility Company]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/Railroad_Highway_Projects#Railroad_Project_Authorization Railroad Project Authorization]
 +
:::Certification Programs
 +
::::* [http://mdotwiki.state.mi.us/construction/index.php/Certified_Office_Technician_Process Certified Office Technician]
 +
::::* [http://mdotwiki.state.mi.us/construction/index.php/Certified_Engineer_Process Certified Engineer]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/E-Construction e-Construction]
 +
:::MDOT Internal Guidance
 +
::::* [http://mdotwiki.state.mi.us/construction/index.php/Local_Agency_Program_(LAP)#Project_Administration:_MDOT_Oversight_Folder MDOT oversight folder]
 +
::::* [http://mdotwiki.state.mi.us/construction/index.php/Local_Agency_Program_(LAP)#Charging_Time_to_Local_Agency_Program_Projects Charging to LAP projects]
 +
:::[http://mdotwiki.state.mi.us/construction/index.php/Division_2_Supplemental_Information#REMOVAL_OF_UNDERGROUND_STORAGE_TANKS Removal of Underground Storage Tanks]
  
−
'''Preconstruction Meeting''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.  In addition, the local agency shall supply a final set of contract documents (proposal, plans, addendums, etc.) to the DR at the preconstruction meeting, or send them to the DR if they do not attend the meeting.
 
  
−
'''Interim Meetings''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.
 
−
 
−
'''Interim Project Documentation Reviews''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.
 
−
 
−
'''Field Inspections''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.
 
−
 
−
'''Extra Work''' – The LPE must contact the DR for concurrence before initiating work orders or contract modifications for extras/adjustments.  Extra work is defined in the Standard Specifications for Construction, which is available on MDOT’s Web site (www.michigan.gov/mdot) under “maps & publications”.  Reimbursement of all eligible project costs, including any extra or overrun, shall not exceed the maximum amount of federal and state funds available for the project, as defined in the MDOT/local agency agreement.  Extra work performed prior to approval is not eligible for state or federal reimbursement.  A document titled Local Agency Programs Section, Federal Eligibility Guidelines is available at LAP’s Web site http://www.michigan.gov/documents/mdot_federal_Guidelines_99105_7.pdf.  These guidelines indicate under what circumstances items are eligible for participation for projects funded with federal and/or state funds. 
 
−
 
−
'''Extension of Time''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.
 
−
 
 
−
'''Contractor Claims''' – Federal and state participation in claims is subject to the maximum amount of federal and state funds, as established in the MDOT/local agency agreement.
 
−
 
−
'''Final Inspection and Acceptance of Project''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section. See above for further information.
 
−
 
−
'''Final Project Reviews (Certified/Uncertified Engineers)''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section.  See above for further information.
 
−
 
−
'''Final Estimate''' – The LPE shall submit the Final Estimate Package Memo ([http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1105.pdf Form 1105]), along with copies of the Final Inspection/Acceptance and Certification Report ([http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1120.pdf Form 1120]), and Post Certification of Subcontract Compliance ([http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1386.pdf Form 1386]) to the DR for review and approval.  The DR shall forward the final estimate package to the LAP Unit for processing and approval.  The DR should direct the LPE to the department’s Web site (www.michigan.gov/mdotlap) for further information on these and other procedures related to local-let projects that are federally funded transportation enhancement or state funded economic development projects.
 
−
 
−
'''Charging Time''' – The information for this area is the same as listed in the PROJECT ADMINISTRATION:  MDOT-LET LOCAL AGENCY PROJECTS section.  See above for further information.
 
 
{{top}}
 
{{top}}
  
−
===[[#Project Administration:Economic Development Direct Grant Projects|Project Administration: Economic Development Direct Grant Projects]]===
+
===[[#Local Agency Program Assistance/Resources|Local Agency Program Assistance/Resources]]===
  
−
These procedures are designed specifically for those “direct grant” projects let by the local agency with state funding participation only. All economic development projects that are not administered as direct grants will be administered as MDOT-let local agency projects.  
+
{| class="wikitable"
−
 
+
|-
−
'''Direct Grant Process''' – In fiscal year 2000, the Office of Economic Development (OED) implemented a unique process for administering state transportation economic development fund grants. The OED provides the grant directly to the local agency to be let and awarded under the local requirements of Public Act 51 of 1951. The only exception to following local requirements is that contractors must pay state prevailing wage rates on direct grant projects.
+
! Resource Area !! Link or E-mail
−
 
+
|-
−
'''Project Administration''' – A DR is not required for direct grant projects. The OED will conduct pre- and post-project site visits, approve modifications (in some instances), and close out the project upon completion.
+
| MDOT Planning || [https://www.michigan.gov/mdot/0,4616,7-151-9623_10741---,00.html MDOT Transportation Planning]
−
 
+
|-
−
The OED will inform the region or TSC early during project development of Transportation Economic Development Fund projects in which they may be interested. The OED will work cooperatively to ensure potential trunkline-related issues are addressed. On occasion, local recipients of direct grants perform work on a state trunkline under MDOT permit. When this occurs, the permitting process will ensure adherence to MDOT procedures. There will be no change to the direct grant process. Question or concerns regarding direct grant projects should be directed to the OED.
+
| MDOT Local Agency Program Section (Development/Bidding) || [https://www.michigan.gov//mdot/0,4616,7-151-9625_25885---,00.html www.Michigan.gov/mdotlap]<br>517-335-2233<br>[https://www.michigan.gov/documents/mdot/Preparing_Federal_Aid_Projects_FINAL_042010_606582_7.pdf Instructions for Local Agencies for Preparing Federal Aid Projects to Bid Through MDOT, May 2007]
−
 
+
|-
−
==[[#MDOT CONSTRUCTION FIELD SERVICES ASSISTANCE|MDOT CONSTRUCTION FIELD SERVICES ASSISTANCE]]==
+
| MDOT Construction Field Services (Statewide LAP Construction Guidance || [https://www.michigan.gov/mdot/0,4616,7-151-9623_26663_27303_64803---,00.html www.Michigan.gov/mdotlocalconstruction]<br>517-230-8500 (CFS Local Agency Construction Engineer)
−
{|
+
|-
 +
| MDOT LAP Responsible Charge/Designated Representatives || [https://www.michigan.gov/mdot/0,4616,7-151-9623_26663_27303_64803---,00.html Contacts by County]
 +
|-
 +
| MDOT Geotechnical Unit of Bureau of Bridges & Structures (Pile Driving Charts) || Foundation Analysis Engineer - 517-636-5714<br>Geotechnical Staff Engineer - 517-388-6369
 +
|-
 +
| MDOT Office of Economic Development (OED) || [https://www.michigan.gov/documents/mdot/Eco_Devo_Brochure_2014_484939_7.pdf OED Contacts]
 +
|-
 +
| MDOT Technical Training || [mailto:MDOT-TechTraining@Michigan.gov MDOT-TechTraining@Michigan.gov]
 +
|-
 +
| MDOT Finance (invoice & billing questions) || [mailto:MDOT-LocalBills@Michigan.gov MDOT-LocalBills@Michigan.gov]
 +
|-
 +
| MDOT Agreements || [mailto:MDOT-eAgreements@Michigan.gov MDOT-eAgreements@Michigan.gov]
 +
|-
 +
| FieldManager || [https://www.michigan.gov/documents/mdot/Eco_Devo_Brochure_2014_484939_7.pdf FieldManager Construction Manual]
 +
|-
 +
| LCPTracker || [mailto:MDOT-LCPTracker@Michigan.gov MDOT-LCPTracker@Michigan.gov]
 +
|-
 +
| Subcontracts || [mailto:MDOT-ConstructionSubcontracts@Michigan.gov MDOT-ConstructionSubcontracts@Michigan.gov]
 +
|-
 +
| Pay Estimate Submittal || [mailto:MDOT-Estimates@Michigan.gov MDOT-Estimates@Michigan.gov]
 +
|-
 +
| Digital Signature Information || [https://www.michigan.gov/mdot/0,4616,7-151-9625_78316---,00.html Digital Signatures with MDOT]<br>[mailto:MDOT-eSign@Michigan.gov MDOT-eSign@Michigan.gov]
 +
|-
 +
| ProjectWise || [mailto:MDOT-ProjectWiseLocalAgency@Michigan.gov MDOT-ProjectWiseLocalAgency@Michigan.gov]
 
|-
 
|-
−
| Kelly Crannell, PE || &nbsp;&nbsp;Local Agency Construction Engineer|| &nbsp;&nbsp;517-230-8500 || &nbsp;&nbsp;[mailto:CrannellK@michigan.gov Email Kelly]
+
| Department of Environment, Great Lakes & Energy (EGLE) || [https://www.michigan.gov/egle/ Department of Environment, Great Lakes & Energy]<br>* Wetlands<br>* ACT 399 Watermain Permits
 
|-
 
|-
−
| Jason Clark, PE || &nbsp;&nbsp;Construction Administration Engineer|| &nbsp;&nbsp;517-242-6378 || &nbsp;&nbsp;[mailto:ClarkJ25@michigan.gov Email Jason]
 
 
|}
 
|}
−
 
−
'''Pile Driving Data''' – Data are obtained through the Bureau of Bridges & Structures. Contact the Bridge Operations Section at 517-322-5120 or 517-322-6331.
 
−
 
−
'''Monitoring Overdue Finals''' – Contact the Construction Field Services’s operations review specialist at 517-322-6181.
 
−
 
−
'''EGLE-Environmental Notification''' – The Michigan Department of Environment, Great Lakes, and Energy (EGLE) is responsible for providing notification to the local road commissions of any non-contiguous wetlands within their jurisdiction that may be impacted by their respective projects.  We encourage all region/TSC staff responsible for local agency oversight to contact their respective region resource specialist for assistance to ensure consistency with federal and state requirements for wetland protection.
 
−
 
−
'''Review Process-MDOT/LAP''' – Refer to www.michigan.gov/mdotlap  for guidelines on federal eligibility, performing construction engineering, and for instructions on preparing to bid federal aid projects through MDOT.  Contact Local Agency Programs at 517-335-2233.
 
−
 
−
'''Office of Economic Development''' – Please contact the manager of the Office of Economic Development at 517-335-1069.
 
  
 
{{top}}
 
{{top}}
  
−
==[[#LOCAL AGENCY COST REIMBURSEMENT FOR LIQUIDATED DAMAGES|LOCAL AGENCY COST REIMBURSEMENT FOR LIQUIDATED DAMAGES]]==
+
===[[#Local Agency Cost Reimbursement for Liquidated Damages|Local Agency Cost Reimbursement for Liquidated Damages]]===
  
 
The purpose of this section is to describe the process a local agency may use to request cost reimbursement for liquidated damages (LDs) assessed to the contractor.   
 
The purpose of this section is to describe the process a local agency may use to request cost reimbursement for liquidated damages (LDs) assessed to the contractor.   
Line 184: Line 190:
 
If the local agency is going to pursue reimbursement for the items, complete the following steps after the contractor signs the contract modification, or in the case that they refuse to sign, once the required wait period is over:
 
If the local agency is going to pursue reimbursement for the items, complete the following steps after the contractor signs the contract modification, or in the case that they refuse to sign, once the required wait period is over:
  
−
1. The LPE will prepare a letter to MDOT’s Local Agency Programs office indicating they are requesting compensation for items covered under [http://mdotcf.state.mi.us/public/specbook/files/2012/108%20Prosecution%20and%20Progress.pdf Section 108.11.C] of the 2012 Standard Specifications for Construction.  The LPE will attach the letter to the contract modification for LDs and submit it to the DR for approval.  Once approved by the DR and LPE, the LPE will forward a copy of the contract modification and letter to the Local Agency Programs office.  Local Agency Programs staff will authorize local agency construction engineering on the project up to the amount of the contract modification for LDs, and forward the contract modification and letter to the Financial Operations Division.
+
1. The LRC will prepare a letter to MDOT’s Local Agency Programs office indicating they are requesting compensation for items covered under [http://mdotcf.state.mi.us/public/specbook/files/2012/108%20Prosecution%20and%20Progress.pdf Section 108.11.C] of the 2012 Standard Specifications for Construction.  The local agency will attach the letter to the contract modification for LDs and submit it to the MRC for approval.  Once approved, the DR will forward a copy of the contract modification and letter to the Local Agency Programs office.  Local Agency Programs staff will authorize local agency construction engineering on the project up to the amount of the contract modification for LDs, and forward the contract modification and letter to the Financial Operations Division.
  
−
2. Document the costs for which the local agency is requesting reimbursement on [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0802P.pdf Form 802P, Local Agency Request for Reimbursement].  The maximum amount the local agency can be reimbursed will be what is assessed in LDs to the contractor on the project.  The local agency will also certify the following on [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0802P.pdf Form 802P] or an attached letter:
+
2. Document the costs for which the local agency is requesting reimbursement on [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0802P.pdf Form 802P, Local Agency Request for Reimbursement].  The maximum amount the local agency can be reimbursed will be what is assessed in LDs to the contractor on the project.  The LRC will also certify the following on [http://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=0802P.pdf Form 802P] or an attached letter:
  
 
:*The charges included are justified.
 
:*The charges included are justified.
Line 208: Line 214:
 
Delivery/project engineers are requested to share this instructional article with local government and consultant engineers within their jurisdiction.  
 
Delivery/project engineers are requested to share this instructional article with local government and consultant engineers within their jurisdiction.  
  
−
If you have any questions, please contact the MDOT Construction Contracts Engineer, Mike DeBoer, PE  &nbsp;&nbsp;[mailto:deboerm@michigan.gov Email Mike]
+
{{top}}
 +
 
 +
==[[#MDOT Internal LAP Guidance|MDOT Internal LAP Guidance]]==
 +
 
 +
===[[#Project Administration: MDOT Oversight Folder|Project Administration: MDOT Oversight Folder]]===
 +
 
 +
Documentation of MDOT’s LAP project oversight activities will be kept in the “MDOT Oversight” folder located within the ProjectWise LAP Construction template.
 +
 
 +
[[File:PW LAP Construction Template image1.jpg|thumb|left|750px|link=//{{SERVERNAME}}/images_construction/9/92/PW_LAP_Construction_Template_image1.jpg]]
 +
 
 +
 
 +
 
 +
 
  
  
−
{{top}}
 
  
−
==[[#FIELDMANAGER READ-ONLY FILES FOR LOCAL AGENCY AND CONSULTANT PROJECT|FIELDMANAGER READ-ONLY FILES FOR LOCAL AGENCY AND CONSULTANT PROJECT]]==
 
  
−
Recent audits of TSC field records via FieldManager have discovered outdated FieldManager Read-Only files from local agencies and consultants.  To respond in a timely manner to audit and Federal Highway Administration (FHWA) requests these files must be up-to-date in the MDOT FieldManager system.  A manually generated FieldManager Read-Only file must be submitted to the managing MDOT TSC office by the local agency, their consultant, or a consultant hired by MDOT prior to the start of construction operations.  An updated Read-Only file must also be provided with the submission of each bi-weekly pay estimate.  The updated Read-Only file can be automatically sent by completing the steps found later in this document.  This distribution is required for all MDOT consultant oversight projects and all federally funded local agency projects with oversight by direct forces or a consultant.
 
  
  
−
'''The following definitions apply:'''
 
  
−
'''LPE'''    The local agency project engineer (or their representative or consultant).
 
  
−
'''DR'''      MDOT’s  designated  representative  responsible  for  oversight  on  local  agency  construction projects.
 
  
  
−
This requirement is to be discussed at the local agency preconstruction meeting or the expectations meeting with direct hired consultants.  Local agency and consultant offices must use FieldManager’s Read-Only distribution function.  The DR may also request a Read-Only copy at any time during the life of the contract.
 
  
  
−
'''Distribution of the Read-Only file will provide the following benefits:'''
 
  
−
* Improved communication between managing offices and local agencies.
 
−
* Reduced volume of telephone calls, mailings, and faxes.
 
−
* Reduced time required to gather information for contractors.
 
−
* Earlier identification of errors and concerns.
 
−
* Efficient material tracking.
 
−
* Enhanced discussions concerning item and material status reviews.
 
−
* Timely review of contract modifications and pay estimates.
 
−
* Efficient auditing for adherence to federal requirements.
 
−
* More timely responses from MDOT during the construction season.
 
−
* Improved quality of Inspector Daily Reports.
 
−
* Improved contract finalization process.
 
−
* Elimination of fax readability issues.
 
−
* Improved relationships.
 
  
  
−
'''LPE or Consultant Managing Office Information'''
 
−
To send the initial (prior to the start of construction operations) manual Read-Only file or any other subsequently requested Read-Only files:
 
  
−
# From the Menu Bar, click File.  
+
This folder is not intended for project documentation generated by the Local Agency as part of their construction engineering activities, which utilizes the [http://mdotwiki.state.mi.us/construction/index.php/E-Construction E-Construction Section] for guidance in file naming and file placement.
−
# Click Export - Transfer Contracts.  
 
−
# In the window asking if you wish to use FieldNet, click the Yes button.  
 
−
# Highlight the contract to be exported and click the Select button.  
 
−
# Select the Create a regular Read-Only copy of the contract radio button.
 
−
# Click the OK button.
 
−
# Highlight the MDOT TSC office to receive the export and click the Select button.  
 
  
 +
The MDOT Oversight folder is for the DR to document oversight activities and place any oversight documentation they generate, such as significant e-mails, phone conversation records, project photos, grade-inspection/plan review notes or sign-in sheet, or any of the following forms, if the DR completed them as part of their oversight duties.   
  
−
'''Following are the steps required to automatically send Read-Only copies to the Managing MDOT TSC office:'''
+
:::* Local Agency Project Field Review ([https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1964.pdf MDOT Form 1964])
 +
:::* Jobsite Poster Inspection Checklist ([https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1967.pdf MDOT Form 1967])
 +
:::* Certified Payroll Review Checklist ([https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1952.pdf MDOT Form 1952])
 +
:::* Prevailing Wage Quality Assurance Review List ([https://mdotjboss.state.mi.us/webforms/GetDocument.htm?fileName=1965.pdf MDOT Form 1965])
  
−
# From the Application toolbar, click the Docu button.  
+
MDOT will have read and write access to this folder. Local agencies and FHWA will have read only access. Contractors will not have access. The naming convention will be the same as for other MDOT files as defined in the [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#Construction_Documentation_Standard_Naming_Conventions_for_e-Construction E-Construction Section] of this construction manual.  
−
# Click the R/O Distribution tab.  
 
−
# Under the “Regular Read-Only List Distributed Upon Estimate Generation” column, click the Add Recipient button.  
 
−
# Highlight the MDOT TSC office to be added and click the Select button.  
 
−
# From the Window toolbar, click the Save/Close button.  
 
  
 
{{top}}
 
{{top}}
  
−
==[[#CHARGING TIME TO LOCAL AGENCY PROJECTS|CHARGING TIME TO LOCAL AGENCY PROJECTS]]==
+
===[[#Charging Time to Local Agency Program Projects | Charging Time to Local Agency Program Projects]]===
  
−
Charging Time to Local Agency Projects - MDOT construction staff performing oversight services on local agency projects must charge their time and associated costs (such as travel) to the following coding. If construction engineering is a state or federally participating item, charge your time and associated costs to the project specific job numbers. If construction engineering is a non-participating cost use the coding identified below:
+
MDOT staff performing oversight services on LAP projects must charge their time and associated costs (such as travel) to the following coding unless construction engineering is a state or federally participating item.  If construction engineering is participating, charge time and associated costs to the project specific job numbers.  
  
−
{{top}}
+
====[[#Plan Development Phase Services | Plan Development Phase Services]]====
  
−
===[[#Plan Development Phase Services|Plan Development Phase Services]]===
+
Use this coding for time spent on LAP development activities (i.e., plan review and pre-grade inspection/grade inspection meetings) when the local agency job number is not a state or federally participating item.  
−
Use this coding for time spent on local government agency development activities (i.e., plan review and pre-grade inspection/grade inspection meetings) when the local government job number is not a state or federally participating item.
 
  
−
::::{|
+
{| class="wikitable"
 +
|-
 +
| <b>Unit:</b> || Employee Standard Unit
 
|-
 
|-
−
| '''Unit:''' || &nbsp; Employee Standard Unit
+
| <b>Activity:</b> || 3747 (Local Agency Programs)
 
|-
 
|-
−
| '''Activity:''' || &nbsp; 3747 (Local Agency Programs)
+
| <b>Program:</b> || LAD900
 
|-
 
|-
−
| '''Program:''' || &nbsp; LAD900
+
| <b>Phase:</b> || LAP
 
|-
 
|-
−
| '''Phase:'''|| &nbsp; LAP
+
| <b>Location:</b> || X000
 
|-
 
|-
−
| '''Location:'''|| &nbsp; X000
 
 
|}
 
|}
  
−
{{top}}
 
  
−
===[[#Construction Phase Services|Construction Phase Services]]===
+
====[[#Construction Phase Services | Construction Phase Services]]====
−
Use this coding for time spent on local government agency construction activities (i.e., preconstruction meetings, interim meetings, materials testing, field/ acceptance reviews) when the local government job number is not a state or federally participating item.
+
 
 +
Use this coding for time spent on oversight of LAP construction activities (i.e., preconstruction meetings, project meetings, materials testing, field/acceptance reviews, interim/final project reviews) when the local agency job number is not a state or federally participating item.  
  
−
::::{|
+
{| class="wikitable"
−
| '''Unit:''' || &nbsp; Employee Standard Unit
+
|-
 +
| <b>Unit:</b> || Employee Standard Unit  
 +
|-
 +
| <b>Activity:</b> || 3747 (Local Agency Programs)
 
|-
 
|-
−
| '''Activity:''' || &nbsp; 3747 (Local Agency Programs)
+
| <b>Program:</b> || LAC901
 
|-
 
|-
−
| '''Program:''' || &nbsp; LAC901
+
| <b>Phase:</b> || LAP
 
|-
 
|-
−
| '''Phase:'''|| &nbsp; LAP
+
| <b>Location:</b> || X000
 
|-
 
|-
−
| '''Location:'''|| &nbsp; X000
 
 
|}
 
|}
  
−
{{top}}
 
  
−
===[[#Verifying Participating/Non-Participating Costs|Verifying Participating/Non-Participating Costs]]===
+
====[[#Verifying Participating/Non-Participating Costs | Verifying Participating/Non-Participating Costs]]====
 +
 
 +
Use the following resources to verify a project has construction engineering as a state or federally participating item:
 +
 
 +
* The MDOT Phase Initiator (PI) system – If there is a line under the Phase Line Item labeled “Local Construction Engineering”, the construction engineering is participating.
 +
* Contact the LAP Staff Engineer identified on the Grade Inspection Notice.
 +
 
 +
 
 +
==[[#Other Local Agency Partnerships |Other Local Agency Partnerships]]==
 +
 
 +
MDOT and local agencies have a strong relationship and responsibility to provide a dependable, safe, and maintained transportation network to the traveling public.  MDOT’s Bureau of Development Local Agency Program Section assists local agencies with their state and federal aid.  While this [http://mdotwiki.state.mi.us/construction/index.php/Local_Agency_Program_(LAP)#MDOT_Construction_Oversight_of_Local_Agency_Program_.28LAP.29_Projects Construction Oversight of Local Agency Program (LAP) Projects] section is specific to interactions of Local Agency Program, it must be acknowledged local agencies are MDOT’s transportation partners preserving and maintaining a functioning transportation network. 
 +
 
 +
In addition to the Local Agency Program, MDOT has strong partnerships and commitments to working with local agencies for the good of the traveling public and transportation network.  The following matrix is an overview of MDOT’s relationship with Local Agencies, in addition to the Department's Local Agency Program (LAP): 
 +
 
 +
{| class="wikitable"
 +
|-
 +
! Partner Relationship !! MDOT Area of Responsibility !! Brief Description
 +
|-
 +
| Local Agency Program (LAP) || Bureau of Development || Disbursement of state and federal aid, including project bidding
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|-
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| Local Agency Program (LAP) Construction Oversight || TSC/Region & Bureau of Field Services || Construction oversight of LAP projects
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| National Bridge Inspection Standards (NBIS) Compliance || Bureau of Bridges & Structures || Provides guidance and oversight to ensure federal and state bridge inspection requirements are met
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|-
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| Maintenance Contracts || Transportation Systems Management & Operations (TSMO)<br>Region Office || Operations functions such as snow plowing/maintenance
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|-
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| Direct Grant Projects** || MDOT - Office of Economic Development || State Transportation Economic Development funds grants
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|-
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| Act 51 Payments || Bureau of Finance and Administration || Act 51 payments to locals, per legislative formula
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|-
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| Operations & Maintenance Agreement<br>(when local applies for permit work within MDOT ROW) || Utility Coordination, Permits & Agreement Section || Federal and state aid projects, permits, grants
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|-
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| Emergency Projects/Relief Funding || Bureau of Field Services - Safety & Security Administration || FHWA Program to provide Emergency Relief funds for repair or reconstruction of federal-aid roadways suffering serious damage as a results of a natural disaster over a wide area or catastrophic failure from an external cause
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|-
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|}
  
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Verifying Participating/Non-Participating Costs use the following resources to verify whether a project has construction engineering as a state or federally participating item, or whether it pre-existed this change in practice:
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<b><nowiki>**</nowiki>Project Administration: Economic Development Direct Grant Projects</b>
  
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*The MDOT Phase Initiator (PI) system – If there is a line under the Phase Line Item labeled “Local Construction Engineering”, the construction engineering is participating.  
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These procedures are designed specifically for those “direct grant” projects let by the local agency with state funding participation only. All economic development projects that are not administered as direct grants will be administered as MDOT-let LAP projects.  
  
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*Section 2 of the Local Agency Agreement indicates whether MDOT’s construction engineering will be billed to the project.
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Direct Grant Process - The Office of Economic Development (OED) administers state transportation economic development fund grants. The OED provides the grant directly to the local agency to be let and awarded under the local requirements of Public Act 51 of 1951.  
  
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*Contact the Local Agency Programs staff engineer identified on the Grade Inspection Notice.
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Project Administration – MRC/DR oversight is not required for direct grant projects. The OED will conduct pre- and post-project site visits, approve scope modifications, and close out the project upon completion.  
  
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<div style="text-align: right;">[mailto:Change?body=http://mdotwiki.state.mi.us/construction/index.php/Local_Agency Email this Page]</div>
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The OED will inform the region or TSC early during project development of Transportation Economic Development Fund projects in which they may be interested. The OED will work cooperatively to ensure potential trunkline-related issues are addressed. On occasion, local recipients of direct grants perform work on a state trunkline under MDOT permit. When this occurs, the permitting office will ensure adherence to MDOT procedures. There will be no change to the direct grant process. Question or concerns regarding direct grant projects should be directed to the [https://www.michigan.gov/documents/mdot/Eco_Devo_Brochure_2014_484939_7.pdf OED].
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[[Category: Construction Manual]]
 
[[Category: Construction Manual]]
 
[[Category: Division 1 Supplemental]]
 
[[Category: Division 1 Supplemental]]

Revision as of 12:47, 30 July 2020

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MDOT Construction Oversight of Local Agency Program (LAP) Projects

Program Overview

The Michigan Department of Transportation and local public agencies have a mutual goal of providing a quality and cost-effective transportation system while ensuring federal and state funding participation. This is accomplished through MDOT’s Local Agency Program.

Per Title 23 of the Code of Federal Regulations (CFR), Part 635.105, MDOT is responsible for the construction of all FHWA Federal-aid projects in the state and is not relieved of such responsibility by authorizing performance of the work by a local agency.

While the CFR does not relieve MDOT of overall project responsibility, it does permit MDOT to allow local agencies to perform construction engineering services for their LAP projects, provided:

  1. The local agency is adequately staffed and suitably equipped to undertake and satisfactorily complete the work.
  2. The local agency assigns a responsible charge to the project. The responsible charge must be a full-time employee of the local agency.
  3. MDOT provides a full-time employed State engineer to be in responsible charge of the project.

In addition to the CFR, there is a Stewardship and Oversight (S&O) Agreement detailing the arrangement between FHWA’s Michigan Division and MDOT regarding agency roles and responsibilities with respect to federal-aid projects approvals, related duties, and oversight activities. The CFR and S&O are the basis of MDOT’s Local Agency Program oversight activities.

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Definitions

Engineer: The local agency’s Engineer of Record for the project. This person must be licensed in the State of Michigan to perform professional engineering services.

Local Agency Program (LAP): The Michigan Department of Transportation (MDOT) program for stewardship and oversight of federal and state aid with local public agencies.

LAP Staff Engineer: The MDOT staff member in the Bureau of Development’s Local Agency Program Development Section, responsible for assisting a local public agency applicant move their project from application submission through the bid letting process.

Local Public Agency (LPA): The Michigan Public Act 51 city, village, or county road commission/department who applied, thru MDOT, for funds to perform a project under MDOT’s Local Agency Program. They may also be referred to as ‘local agency.’

Responsible Charge:

Local Public Agency Responsible Charge (LRC): The LRC must be a full-time employee of the local agency however they do not have to be an engineer, and do not have to be dedicated full time to the project. They are the official local agency contact and are responsible to represent the local agency interests during the project.
MDOT LAP Responsible Charge (MRC): The MDOT licensed professional engineer in responsible charge to oversee the LAP project. The MRC may designate other MDOT staff or a consultant to carry out the oversight duties of the MRC, however by doing so, the MRC is not relieved of being the responsible charge as required by the CFR. The MRC may only delegate project signatory responsibilities to MDOT staff of an equivalent level or higher.
Designated Representative (DR): The designee of the MRC for the purposes of project oversight of LAP projects. The DR is responsible for conferring with the MRC regarding project progress and/or challenges relating to construction engineering, contract administration, and/or program compliance, so the MRC maintains overall project oversight as required by the CFR.

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Construction Engineering Requirements

The local agency is required to perform construction engineering on all federal/state aid LAP projects. Local agencies may perform services themselves or employ the services of a consultant. In either case, the local agency is responsible for assigning an LRC to the project.

The LRC is responsible for the following project activities:

  • Supervises all project administration activities
  • Coordinates with MDOT
  • Maintains familiarity with day-to-day project operations
  • Approves contract modifications and other contract documentation
  • Performs field reviews
  • Reviews project financials
  • Ensures compliance with all federal/state aid contract requirements

If the LRC changes during the project, the local agency must immediately notify the DR in writing of the change.

Construction engineering services include construction inspection, construction testing, material testing, fabrication inspection, material quality assurance, and project documentation per MDOT standard specification requirements, including requirements in publications added by reference to the specifications. Engineering, surveying, and architectural professionals performing professional services on the project must maintain a current/non-expired state license. An MDOT certified office technician, with a current/non-expired certificate is required on projects let via MDOT. Certified Construction Technicians with current/non-expired certificates are required for all LAP projects, regardless of letting entity. The type of technicians required depends on project scope, and may include many or all of the following:

  • Michigan Concrete Certifications (ACI Level 1, and Level 2)
  • MDOT Density Technology Certification
  • MDOT Bituminous Paving Certification (Level 1)
  • MDOT Bituminous Paving Operations
  • MDOT Bituminous Laboratory Technician (Level 1)
  • MDOT Bituminous QC/QA Testing Certification
  • Michigan Certified Aggregate Technician (Level 1, Level 2)
  • SESC (Soil Erosion and Sedimentation Control)
  • Storm Water Operator (SWO) requirement for National Pollutant Discharge Elimination System (NPDES)
  • Independent Assurance Testing (IAT) – for projects on National Highway System (NHS)
    • Hot Mix Asphalt
    • Concrete
    • Aggregate
    • Aggregate Density

Laboratories performing quality assurance testing are required to meet qualifications outlined in the MDOT Material Quality Assurance Program Manual, which include following the minimum requirements of the AASHTO R-18 document.

Local agencies may elect to hire consultants to perform all or part of the required construction engineering services on their behalf. Said consultants do not have to be MDOT pre-qualified, unless the project work involves MDOT trunkline in which case utilization of an MDOT pre-qualified consultant in the appropriate category is required. If the LPA elects to hire a consultant that is not MDOT prequalified, they are not excused from providing project personnel and resources per standard specification requirements, whom maintain current/non-expired licenses and/or certifications.

The LRC is responsible for assuring their consultant follow guidance and requirements on the LPA’s behalf.

If federal/state funds will be utilized to fund consultant construction engineering services, the Consultant Selection Requirement Process must be used, which includes utilization of a third-party agreement. No construction engineering work will be eligible for federal/state fund reimbursement if performed prior to federal obligation of funds and MDOT authorization.

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MDOT’s Construction Oversight Role

This guidance will state exclusive MRC responsibilities, otherwise all oversight responsibilities may be performed by the DR. MDOT’s oversight role is to assist the LPA in maintaining program compliance, serving as an information resource, and assisting the local agency in preserving aid. MDOT LAP Staff Engineers assist locals with moving a project through the development and MDOT letting process. After project award, MDOT’s oversight is transferred to an MDOT TSC so the Designated Representative can assist the local in maintaining program compliance during project delivery and construction close-out. Local agencies are responsible for performing their own design and construction engineering. Detailed information on the LAP development process can be found at www.Michigan.gov/mdotlap. In rare situations, such as emergency relief projects, LAP may allow the local agency to locally let their project.

MDOT’s construction oversight role includes assigning a MRC to every LAP project. The DR is the LPA’s resource for guidance or to assist the local agency in understanding program compliance requirements.

While the grade inspection meeting happens before the project is transferred to the MRC for construction oversight, the LPA must invite the DR to the grade inspection meeting. DR’s can provide insightful review comments regarding the proposed maintenance of traffic, progress clause, and overall project constructability.

The LPA must invite the DR to project pre-construction meetings. If the DR is not able to attend the pre-construction meeting, the LPA must provide an opportunity for the DR to attend a project or progress meeting during construction of the project. The LPA is also responsible for scheduling a final inspection for the DR to attend, so Final Inspection/Acceptance (MDOT Form 1120) can be completed.

While the DR can visit any LAP project site at any time, the DR will conduct at least one field inspection on all large or complex projects. The field inspection is to be a general inspection of the project, including a review of the construction operations, traffic control, and progress of the project. The DR will notify the LPA of the site visit and complete the Local Agency Project Field Review (MDOT Form 1964) to share with the local agency and place in the project files. If the LPA has an inspector onsite, the DR site visit should be documented on the Inspector Daily Report (IDR).

MDOT’s construction oversight role involves assisting the local agency in understanding and achieving program compliance by serving as an information resource during project delivery. Oversight will include reviews of contract modification eligibility and participation, review of extension of time requests, review of general project administration and documentation processes, and final project inspection to verify substantial compliance with plans and specifications.

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Construction Manual index/links for ‘LAP Project Considerations’

While documentation requirements are the same for LAP and MDOT trunkline projects, project administration responsibilities, and document approval routing may vary. The following links provide locations within the MDOT Construction Manual where LAP project specific guidance is located under the heading “LAP Project Considerations.”

PRE-BIDDING/PROJECT DEVELOPMENT
Plan Review/Grade-Inspection
Progress Clause
CONSTRUCTION/PROJECT DELIVERY
Pre-construction meeting
Interim File Review (Project Documentation)
Contract Modifications
Force Account
Contractor Claims
Project Limits
PROJECT CLOSE-OUT
Final Project Reviews
Project Closeout Escalation of Accountability
Contractor Performance Evaluations (CPE) & Appeals
Post-Construction Review
Records Retention
OTHER
Field Manager
Delays due to Utility Company
Railroad Project Authorization
Certification Programs
e-Construction
MDOT Internal Guidance
Removal of Underground Storage Tanks


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Local Agency Program Assistance/Resources

Resource Area Link or E-mail
MDOT Planning MDOT Transportation Planning
MDOT Local Agency Program Section (Development/Bidding) www.Michigan.gov/mdotlap
517-335-2233
Instructions for Local Agencies for Preparing Federal Aid Projects to Bid Through MDOT, May 2007
MDOT Construction Field Services (Statewide LAP Construction Guidance www.Michigan.gov/mdotlocalconstruction
517-230-8500 (CFS Local Agency Construction Engineer)
MDOT LAP Responsible Charge/Designated Representatives Contacts by County
MDOT Geotechnical Unit of Bureau of Bridges & Structures (Pile Driving Charts) Foundation Analysis Engineer - 517-636-5714
Geotechnical Staff Engineer - 517-388-6369
MDOT Office of Economic Development (OED) OED Contacts
MDOT Technical Training MDOT-TechTraining@Michigan.gov
MDOT Finance (invoice & billing questions) MDOT-LocalBills@Michigan.gov
MDOT Agreements MDOT-eAgreements@Michigan.gov
FieldManager FieldManager Construction Manual
LCPTracker MDOT-LCPTracker@Michigan.gov
Subcontracts MDOT-ConstructionSubcontracts@Michigan.gov
Pay Estimate Submittal MDOT-Estimates@Michigan.gov
Digital Signature Information Digital Signatures with MDOT
MDOT-eSign@Michigan.gov
ProjectWise MDOT-ProjectWiseLocalAgency@Michigan.gov
Department of Environment, Great Lakes & Energy (EGLE) Department of Environment, Great Lakes & Energy
* Wetlands
* ACT 399 Watermain Permits

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Local Agency Cost Reimbursement for Liquidated Damages

The purpose of this section is to describe the process a local agency may use to request cost reimbursement for liquidated damages (LDs) assessed to the contractor.

If LDs are assessed on a project for items covered under Section 108.10.C of the 2012 Standard Specifications for Construction and the local agency is not going to pursue reimbursement for the items, nothing further needs to be done; process the contract modification as usual.

If the local agency is going to pursue reimbursement for the items, complete the following steps after the contractor signs the contract modification, or in the case that they refuse to sign, once the required wait period is over:

1. The LRC will prepare a letter to MDOT’s Local Agency Programs office indicating they are requesting compensation for items covered under Section 108.11.C of the 2012 Standard Specifications for Construction. The local agency will attach the letter to the contract modification for LDs and submit it to the MRC for approval. Once approved, the DR will forward a copy of the contract modification and letter to the Local Agency Programs office. Local Agency Programs staff will authorize local agency construction engineering on the project up to the amount of the contract modification for LDs, and forward the contract modification and letter to the Financial Operations Division.

2. Document the costs for which the local agency is requesting reimbursement on Form 802P, Local Agency Request for Reimbursement. The maximum amount the local agency can be reimbursed will be what is assessed in LDs to the contractor on the project. The LRC will also certify the following on Form 802P or an attached letter:

  • The charges included are justified.
  • The charges occurred during the period of the LDs, or directly related as a result of the LDs.
  • The LDs were assessed to the contractor.

Documentation shall be attached to the form. A request for reimbursement must be received by the Financial Operations Division’s Project Accounting Section within 90 days of the date of the most recent local agency authorization for construction engineering, or 90 days from the approved contract modification for LDs.

3. The Project Accounting Section staff will review and record the costs incurred by the local agency. At the time of the final project accounting, the local agency will be reimbursed the lesser of:

a. total local costs incurred, or
b. total LDs assessed to the contractor.

Prior to completing this task, the Project Accounting Section staff will check with the DR to be sure there are no outstanding claims or other project items that may change the LDs assessed on the project. Local reimbursement is netted against any outstanding local share of total project costs. Requests to process reimbursement prior to final accounting will be done on a hardship basis only.

4. If the amount of LDs is more than the amount for which the local agency is seeking reimbursement, a proportional share of the excess will be deducted from the federally participating contract construction costs before determining the final federal or state share. This step will be completed by the Project Accounting Section staff.

Delivery/project engineers are requested to share this instructional article with local government and consultant engineers within their jurisdiction.

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MDOT Internal LAP Guidance

Project Administration: MDOT Oversight Folder

Documentation of MDOT’s LAP project oversight activities will be kept in the “MDOT Oversight” folder located within the ProjectWise LAP Construction template.

PW LAP Construction Template image1.jpg











This folder is not intended for project documentation generated by the Local Agency as part of their construction engineering activities, which utilizes the E-Construction Section for guidance in file naming and file placement.

The MDOT Oversight folder is for the DR to document oversight activities and place any oversight documentation they generate, such as significant e-mails, phone conversation records, project photos, grade-inspection/plan review notes or sign-in sheet, or any of the following forms, if the DR completed them as part of their oversight duties.

MDOT will have read and write access to this folder. Local agencies and FHWA will have read only access. Contractors will not have access. The naming convention will be the same as for other MDOT files as defined in the E-Construction Section of this construction manual.

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Charging Time to Local Agency Program Projects

MDOT staff performing oversight services on LAP projects must charge their time and associated costs (such as travel) to the following coding unless construction engineering is a state or federally participating item. If construction engineering is participating, charge time and associated costs to the project specific job numbers.

Plan Development Phase Services

Use this coding for time spent on LAP development activities (i.e., plan review and pre-grade inspection/grade inspection meetings) when the local agency job number is not a state or federally participating item.

Unit: Employee Standard Unit
Activity: 3747 (Local Agency Programs)
Program: LAD900
Phase: LAP
Location: X000


Construction Phase Services

Use this coding for time spent on oversight of LAP construction activities (i.e., preconstruction meetings, project meetings, materials testing, field/acceptance reviews, interim/final project reviews) when the local agency job number is not a state or federally participating item.

Unit: Employee Standard Unit
Activity: 3747 (Local Agency Programs)
Program: LAC901
Phase: LAP
Location: X000


Verifying Participating/Non-Participating Costs

Use the following resources to verify a project has construction engineering as a state or federally participating item:

  • The MDOT Phase Initiator (PI) system – If there is a line under the Phase Line Item labeled “Local Construction Engineering”, the construction engineering is participating.
  • Contact the LAP Staff Engineer identified on the Grade Inspection Notice.


Other Local Agency Partnerships

MDOT and local agencies have a strong relationship and responsibility to provide a dependable, safe, and maintained transportation network to the traveling public. MDOT’s Bureau of Development Local Agency Program Section assists local agencies with their state and federal aid. While this Construction Oversight of Local Agency Program (LAP) Projects section is specific to interactions of Local Agency Program, it must be acknowledged local agencies are MDOT’s transportation partners preserving and maintaining a functioning transportation network.

In addition to the Local Agency Program, MDOT has strong partnerships and commitments to working with local agencies for the good of the traveling public and transportation network. The following matrix is an overview of MDOT’s relationship with Local Agencies, in addition to the Department's Local Agency Program (LAP):

Partner Relationship MDOT Area of Responsibility Brief Description
Local Agency Program (LAP) Bureau of Development Disbursement of state and federal aid, including project bidding
Local Agency Program (LAP) Construction Oversight TSC/Region & Bureau of Field Services Construction oversight of LAP projects
National Bridge Inspection Standards (NBIS) Compliance Bureau of Bridges & Structures Provides guidance and oversight to ensure federal and state bridge inspection requirements are met
Maintenance Contracts Transportation Systems Management & Operations (TSMO)
Region Office		 Operations functions such as snow plowing/maintenance
Direct Grant Projects** MDOT - Office of Economic Development State Transportation Economic Development funds grants
Act 51 Payments Bureau of Finance and Administration Act 51 payments to locals, per legislative formula
Operations & Maintenance Agreement
(when local applies for permit work within MDOT ROW)		 Utility Coordination, Permits & Agreement Section Federal and state aid projects, permits, grants
Emergency Projects/Relief Funding Bureau of Field Services - Safety & Security Administration FHWA Program to provide Emergency Relief funds for repair or reconstruction of federal-aid roadways suffering serious damage as a results of a natural disaster over a wide area or catastrophic failure from an external cause

**Project Administration: Economic Development Direct Grant Projects

These procedures are designed specifically for those “direct grant” projects let by the local agency with state funding participation only. All economic development projects that are not administered as direct grants will be administered as MDOT-let LAP projects.

Direct Grant Process - The Office of Economic Development (OED) administers state transportation economic development fund grants. The OED provides the grant directly to the local agency to be let and awarded under the local requirements of Public Act 51 of 1951.

Project Administration – MRC/DR oversight is not required for direct grant projects. The OED will conduct pre- and post-project site visits, approve scope modifications, and close out the project upon completion.

The OED will inform the region or TSC early during project development of Transportation Economic Development Fund projects in which they may be interested. The OED will work cooperatively to ensure potential trunkline-related issues are addressed. On occasion, local recipients of direct grants perform work on a state trunkline under MDOT permit. When this occurs, the permitting office will ensure adherence to MDOT procedures. There will be no change to the direct grant process. Question or concerns regarding direct grant projects should be directed to the OED.  

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