Iowa
DOT
Update
2014 APWA Iowa Chapter
Spring Conference
John E. Dostart, P.E.
Electronic Contract Administration
Purpose
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Develop an all-electronic system to administer an LPA
construction contract from start to finish
Scope
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Required for all Federal-aid, State-aid and FM funded
contracts
Optional for local let, locally funded
Electronic Contract Administration
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Basic system requirements
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Eliminates paper exchange between DOT and LPAs
Web-based with mobile apps
Integrates with existing DOT systems
Accessible with appropriate permissions for all parties
(FHWA, DOT, LPA, contractors and subcontractors)
Enables electronic payment and reimbursement
Electronic Contract Administration
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Committee Structure
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Steering Committee
Subcommittees
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Systems Requirements
Procurement
Testing and Development
Electronic Contract Administration
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Status
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Funding approved (DOT pays)
Committees established
Kick-off meeting held
Systems Requirements subcommittee met for first time
Systems requirements being drafted for further review
Electronic Contract Administration
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Next Steps
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Determine systems requirements
Request for Information
Request for Proposal
Select vendor and begin testing
Timeframes
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Begin testing in 2014
Fully implement in 2015
Closure of Primary Highway Extensions
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Iowa Code 321.348
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Cities may not obstruct or close state highways in city limits without
prior consent of the Iowa DOT, except in emergencies.
For non-emergency situations, a 10 day advance notice is required, if
possible.
Coordinate planned closures with your local Iowa DOT maintenance
garage.
Once approved contact the Iowa DOT’s Traffic Operation Center
(TOC)
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(515) 239-1440
TOC will:
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Enter the Information on the 511 Map
Contact Iowa DOT Motor Carrier Services (MCS)
Inform the District Office.
MAP-21
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Buy America Changes
Moving Ahead for Progress in the 21st Century
(MAP-21)
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Public Law 112-141 signed into law on July 6, 2012.
Funded surface transportation programs through
September 30, 2014
Section 1518 revised the Buy America (BA)
requirements under Title 23 of the United States Code
(23 USC 313) and Title 23 of the Code of Federal
Regulations (23 CFR 635.410)
Comprehensive guidance is at:
http://www.fhwa.dot.gov/construction/cqit/buyam.cfm
MAP-21
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Before MAP-21
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Buy America (BA) applied only to work included in a
Federal-aid construction contract
After MAP-21
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Buy America Changes
BA applies to all contracts eligible for Federal-aid, within
the scope of project, as defined by the NEPA document
Why the change?
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Other States in past issued multiple contracts to build
large bridges to avoid the Buy America requirements
MAP-21
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Buy America Changes
What FHWA is doing?
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Met with Congress to confirm intent of Section 1518
Conducted meeting webinars with State DOTs and
Utilities to inform industry
Divisions are working with DOTs to incorporate
requirements into utility agreements and contracts
Working on revising 23 CFR 635.410; Federal Register
Notice forth coming
MAP-21
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Buy America Changes
What is the Iowa DOT doing?
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Revising processes and procedures to assure compliance on
State and local projects – including:
Iowa DOT utility agreements and permits
I.M. 3.640, Utility Accommodation and Coordination
I.M. 3.650, Federal-aid Participation in Utility Relocations
I.M. 3.680, Federal-aid Projects Involving Railroads
MAP-21
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Buy America Changes
What do you need to do?
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Be aware that BA now also applies to any Fed-aid
eligible utility relocation or railroad work caused by
the project.
Include BA provisions in agreements for eligible utility
or railroad work, regardless of whether Fed-aid is used
or not.
Collect BA certifications from utilities and railroads
for iron or steel incorporated in Fed-aid eligible
work.
Keep these records as part of your Fed-aid project
file.
Environmental Issues
Indiana Bat
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Potential habitat areas changed - fewer counties included
Restricted dates for clearing expanded to Apr 1 – Sep
30
DOT will coordinate consultation with Federal agencies;
but more info from LPAs will be required
New I.M. being developed - stay tuned for more info
Andrew King, USFWS
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Environmental Issues
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Northern Long Eared Bat
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Will be protected starting
Oct 2014
Potential habitat includes all
of Iowa
Details of procedures
currently being worked on
by State and Federal
agencies
Requirements will likely be
similar to the Indiana Bat,
but will prohibit cutting all
trees from April 1 to
September 30
Al Hicks, New York Department of Environmental Conservation
Environmental Issues
Environmental Issues
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Northern Long Eared Bat
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NEPA must be approved
before ROW is acquired
Habitat is not limited to
only certain types of tree.
May also live under bridges
and in other structures.
Steve Taylor; University of Illinois
Environmental Issues
Emerald Ash Borer
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Has been confirmed in several counties
Entire state is now under quarantine
Living or dead Ash trees, logs, stumps, etc. cannot be
moved across county lines
See Dec 9, 2013 e-mail from Local Systems titled,
“Interim Standard Road Plans, Details, Notes and
Tabulations”
Iowa State University
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Environmental Issues
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Determination of Effect Form to assist in complying with
Section 7 of the Endangered Species Act of 1973.
Before completing the form request a list of species and
critical habitats that may be in the project area from:
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US Fish and Wildlife
Iowa DNR
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http://www.iowadot.gov/ole/OLESite/section7.html
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A new I.M. is being developed to address Environmental
Issues.
Environmental Issues
Civil Rights Assessment
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Recommendations affecting LPAs
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Improve guidance on Accessible Pedestrian Signals (APS)
Appendix A of Standard Assurances
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Include in consultant agreements
Include in local letting contracts
Improve guidance on DBE good faith efforts
Several I.M.s are being revised to address the
recommendations
http://www.iowadot.gov/civilrights/TitleVI_home.html
ADA Update
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Clarifications from FHWA in Jul 2013
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Resurfacing better defined
Includes mill & fill, micro surfacing, thin lift overlays
These are alterations that trigger installation or
reconstruction of ramps
Iowa DOT Design Manual Section
12-A updated
Final Public Rights-of-Way Accessibility Guidelines
(PROWAG) expected this year
Nighttime reflective gear
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Effective Apr 2014, Std Specs Article 2528.03 L, 5
will be revised
Orange or strong yellow green pants or shin
reflectors (gaiters) must be worn at night
Applies to all personnel working the highway rightof-way
I.M. Updates
Federal-aid Project Development
Guide
I.M. 1.080 – ADA Requirements
Section 5.3.1, Roadway and Bridges –
Clarified that I.M.s are for non-Interstate
and non-Primary roads and bridges.
Removed examples of maintenance
activities. They are listed in Section 12A-2
of the Design Manual (Iowa DOT and
SUDAS)
Section 5.4, Design Exceptions – Added a
distinction between exceptions that
require a formal design exception and
ones that require a justification.
Added hyperlinks to two documents that
explain the definition of resurfacing.
Section 5.4.1, Roadways and Bridges –
Revised information on Design Exception
Process and 3R Projects.
Section 5.4.2, Bicycle and Pedestrian
Facilities – Bicycle and Pedestrian facilities
do not require a formal design exception
or a benefit-cost analysis.
I.M. Updates
I.M. 2.050 – Procedure to Amend a
County Secondary Road
Construction Program and Budget
I.M. 2.120, Attachment B –
Intermediate Scour Assessment
Flowchart
Technical updates to preparing a county’s
Secondary Road Construction Program
and Budget.
References to other attachments were
deleted.
I.M. 3.005 – Project Development
Submittal Dates and Information
I.M. 3.210 – Rural Design
Office of Contracts Submittal Dates for
LPA Projects was updated through the
October 16, 2016, Letting.
Changed values to reflect the 2011
AASHTO Green Book.
Updated radius values slightly on all
tables.
Changes from HS-20 to HL-93 bridge
design loading
I.M. Updates
I.M. 3.214 – 3R Guidelines
I.M. 3.216 – Economic Analysis
(Benefit-to-Cost Ratio)
Changed the reference on Design
Exceptions from I.M. 3.220 to I.M. 3.218.
The Crash Reduction Factors are now
based on the factors from the Crash
Modification Factor Clearinghouse.
Removed discussion on High Risk Rural
Roads. The program was discontinued in
MAP-21.
I.M. 3.218 – Design Exception
Process
Benefit/Cost Ratio is now calculated using
the same method used for Traffic Safety
Improvement Program (TSIP) projects.
I.M. 3.220 – Design Exception
Information for Bridges Narrower
than Approach Pavement
Added 14 design elements to clarify which I.M. replaced by I.M. 3.218.
design elements will require a formal
design exception.
Attachment A replaces Chart No. 4 –
Design Exception Process
I.M. Update
I.M. 3.640 – Utility Accommodation and Coordination
I.M. 3.650 – Federal-aid Participation in Utility Relocations
Updates related to MAP-21 Buy America Requirements
Outlining when Buy America applies to utility relocations.
Instructing LPAs to:
•Include Buy America provisions in their Federal-aid eligible utility relocation
agreements
•Require certification from utility companies to document compliance
•Keep certifications in their project files
Clarifying the review process for utility agreements when Federal-aid is requested.
I.M. Update
I.M. 3.730 – Iowa DOT Letting Process
The Engineer’s cost estimate will be referred to as the LPA’s cost estimate.
The Office of Contracts estimate uses the LPAs estimate as a supporting document.
The Office of Contracts estimate is used for the Federal-aid obligation.
Time has been added to the Administering Office’s and LPA’s contract period review.
Plans are no longer printed and mailed.
The Office of Contracts will no longer make an award recommendation.
The rejection threshold was reduced form 120% to 110% of the LPA’s estimate.
Subcontractor requests will only be handled electronically.
Attachment A flowchart is for pre-letting process.
Attachment B flowchart is for post-letting process.
I.M. Update
I.M. 3.760 – Public Interest Findings (PIF)
Proprietary products information has been significantly revised to conform with
current FHWA guidance.
Public Interest Finding Request Form (Form 517030), has been developed to request a
PIF.
The person in responsible charge at the LPA must sign the certification on the new
form.
Projects with full oversight require FHWA’s approval.
Inactive Obligations
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Inactive projects are those without activity
(reimbursements processed) for 12 months or
more
These are reviewed quarterly
Federal requirements tightening up
Any Federal-aid project with no activity for 9
months is subject to review
Send us a bill at least annually!
If the bonding company becomes involved, please
call us.
Save the Date!
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Federal-aid Overview Seminar
May 12, 2014
In-person (Ames) or webinar
Questions?