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FEDERAL PROGRAM

FEDERAL PROGRAM. Charles F. Riddle, P.E. Program and Office Engineer Bureau of Local Roads and Streets c harles.riddle@illinois.gov 847.705.4406. Examples of Federal Programs. Surface Transportation – Urban (STU)* American Recovery and Reinvestment Act (ARA)*

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FEDERAL PROGRAM

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  1. FEDERAL PROGRAM Charles F. Riddle, P.E. Program and Office Engineer Bureau of Local Roads and Streets charles.riddle@illinois.gov 847.705.4406

  2. Examples of Federal Programs Surface Transportation – Urban (STU)* American Recovery and Reinvestment Act (ARA)* Surface Transportation – Rural (STR) Transportation Bill High Priority (usually from multi-year ; i.e. SAFETEA-LU) Section Funds (usually from fiscal year program) Congestion Mitigation and Air Quality (CMAQ)* Transportation Enhancement Program (ITEP)* Highway Bridge Program (HBP)* High Risk Rural Roads (HRR) Highway Safety Improvement (HSIP) and others * Comprise most of local program

  3. Keys to Know Federal funds are reimbursements – not ‘Grants’ Projects sponsors are required to front money for engineering and then invoice for the appropriate portion of funding reimbursement. On State let construction, the State pays the Contractor then bills the project sponsor for their portion. In the rare case, where a federal project is let locally, the project sponsor is required to ‘front’ the money and seek reimbursement. In some cases, a percentage of the funds may be made available upon award of the project. Engineering Phases cannot be overlapped or combined when federal funds are involved (i.e., PE2 funds will not be authorized prior to PE1 Design Approval). All Federally funded projects are required to be in the TIP (Transportation Improvement Program). TIP entry, monitoring and changes are the responsibility of the program administrator, not the project sponsor.

  4. Do’s and Don'ts with Federal Funds DO Coordinate early with IDOT-BLRS. DO Keep program administrator in the communication loop. DO Be responsive to inquiries. DO Keep a current status of schedule and funding as many federal fund programs have fiscal year constraints. Any changes to the TIP require lead time for approval. Do not deviate from the approved scope. Any change would require approval from the Program Administrator or political sponsor. Do not bypass the Federal Process, as funds for all phases could be nullified.

  5. Questions?

  6. DISTRICT DEVELOPMENT PROCESS Charles F. Riddle, P.E. Program and Office Engineer Bureau of Local Roads and Streets charles.riddle@illinois.gov 847.705.4406

  7. Major Milestones (thru PE1) Project Scoping IDOT Phase I Kick-off Meeting 1st State/Federal Coordination Meeting Categorical Exclusion Concurrence Design Variance Concurrence Submit Draft Phase I Report (PDR) to IDOT (review time varies) Public Hearing/Meeting (if applicable) Right-of-Way Kick-off Meeting (if applicable) Submit Final Phase I Report (PDR) to IDOT (review time varies) Submit Phase II Engineering Agreement to IDOT (or N/A) Phase I Design Approval

  8. Major Milestones (cont.) 11. Phase I Design Approval 12. ROW Acquisition Initiation (or N/A) (9 to 18 months) 13. Phase II Engineering Agreement Approval (or N/A) 14. Submit Pre-Final Plans and Estimates (per schedule) 15. Submit Phase III Engineering Agreement to IDOT 16. Submit Final Plans, Specs & Estimates (PS&E) (per schedule) 17. ROW Acquisition Complete 18. Construction Letting

  9. Questions?

  10. District Procedures Temi Latinwo Federal Aid Agreement Technician

  11. Project Implementation • Job Request form • Agreements • Local Agency • Engineering Services • Invoicing/Reimbursements • Project Close-out

  12. Job Request form • Use Region 1 form D1PI0004 • Initiate the project, • Outline project scope, • Location and termini, • verify project has been established in the TIP. • State Job & Federal Project Numbers, • defines funding sources and allocates the funding to various phases of the project. • listing of primary contacts for each project. • submit to the Planning Liaison-DOT.D1.BLRS@illinois.gov for processing.

  13. Agreements Local Agency Agreements • Between IDOT and a Local Agency • Federal funding agreements are reimbursable Use Form: BLR05310 • Construction Phase • Engineering Phase • Land acquisition • Utility work Engineering Services Agreements • Between a Consultant and Local Agency • FHWA authorizes Engineering & ROW • Engineering Forms - Preliminary Engineering form BLR05610 - Construction Engineering form BLR05611

  14. Reimbursements • Invoice Form BLR05620 • Reimbursement of Federal funds • Local Agency Pays the consultant • State Reimburses Local Agency • Request for reimbursement sent to District Local Roads and Street’s office for processing. • Project should be invoiced quarterly.

  15. Project Close-out • Invoice Form BLR05620 • Final invoice is required, no later than one year from the date of completion of the phase of the improvement.

  16. Top 10 Agreement Issues 10. Math errors 9. Wrong project numbers. 8. Missing Project Addendum 7. Missing Consultant Payroll Rates 6. Missing Sub-Consultant Agreement 5. Incorrect version of the form 4. Project scope change 3. Fund Source changes 2. Missing TIP Information. 1. Project not Funded

  17. Questions Temi Latinwo Federal Aid Agreement Technician Illinois Department of Transportation Bureau of Local Roads & Streets 201 West Center Court Schaumburg, IL  60196Direct Line: (847) 705-4179 Fax: (847) 705-4203 Email: temi.latinwo@illinois.gov

  18. Contact Information • ILLINOIS DEPARTMENT OF TRANSPORTATION • DISTRICT ONE STAFF • BUREAU OF LOCAL ROADS AND STREETS • Diane O’Keefe Deputy Director of Highways, Region 1 Engineer 847/705-4110 • VACANT Engineer of Program Implementation 847/705-4117 • Carmen Iacullo Assistant to Region One Engineer 847/705-4626 • John Fortmann Engineer of Program Development 847/705-4118 • BUREAU OF LOCAL ROADS & STREETS • Christopher J. Holt Bureau Chief 847/705-4201 • Chad Riddle Program and Office Engineer 847/705-4406 • FIELD ENGINEERS (Project Managers/Contacts) • Zubair Haider City of Chicago; Cook County Highways 847/705-4206 • Alex Househ North Shore; Northwest; Lake; McHenry 847/705-4410 • Melchor Mangoba Southwest; South; Will 847/705-4408 • Marilin Solomon North Central; Central; DuPage; Kane/Kendall 847/705-4407 • Temi Latinwo Agreements 847/705-4179 • BUREAU OF LAND ACQUISITION • Sheila Derka Local Program Coordinator 847/705-4291

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