Local Public Agency (LPA) Manual

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Full Manual (PDF): Local Public Agency Manual (April 2017)

 

PLANA Proposed Project Application

 2016LPAManual

 

Local Public Agency Manual Chapter Links

COVER SHEET

TABLE OF CONTENTS

CHAPTER 1 - LOCAL PUBLIC AGENCY (LPA) PROJECTS

1.1 Introduction

1.2 LPA Program and LPA Projects

1.3 Program Eligibility

1.4 Projects of Divisional Interest/Projects of Corporate Interest

CHAPTER 2 - PROJECT SCOPING

2.1 Introduction

2.2 Environmental Impacts

2.3 Right-of-Way Requirements and Utility Conflicts

2.4 NDOT Design and Construction Oversight

2.5 Railroad Requirements

2.6 Structural Requirements

2.7 Hydraulic Requirements

2.8 Contingencies

CHAPTER 3 - PROJECT DEVELOPMENT

3.1 Project Initiation

3.2 Preliminary Cooperative (Local Public Agency) Agreement

3.3 Kick-Off Meeting

3.4 Final LPA Agreement

3.5 Funding Authorization

3.6 Notice to Proceed with Design

3.7 NDOT Information Requests

3.8 Design Professional Services

3.8.1 Consultant Selection Procedures

3.8.2 Design Professional Service DBE Goal

CHAPTER 4 – PRELIMINARY DESIGN

4.1 Design Standards

4.1.1 Design Standards in NDOT Right-of-Way

4.1.2 Design Standards Outside of NDOT Right-of-Way

4.2 Design References

4.3 Thirty Percent (30%) Design Submittals

4.3.1 Structural Submittal Requirements

4.3.2 ITS Submittal Requirements

CHAPTER 5 – ENVIRONMENTAL

5.1 Introduction

5.2 Environmental Impacts

5.3 NEPA Classes of Actions

5.3.1 CE Process (23 CFR 771.117)

5.3.2 EA Process (23 CFR 771.119 & 23 CFR 771.121)

5.3.3 EIS Process (23 CFR 771.123, 23 CFR 771.125 & 23 CFR 771.127)

5.4 Environmental Procedures

5.4.1 LPA’s Environmental Role

5.4.2 NDOT’s Environmental Role

5.5 NEPA Documentation/Environmental Certification

CHAPTER 6 - RIGHT-OF-WAY, UTILITIES AND RAILROADS

6.1 Introduction

6.2 Verifying Existing Right-of-Way

6.2.1 Projects within NDOT Right-of-Way

6.2.2 Projects within LPA Right-of-Way

6.3 Projects with Right-of-Way Acquisition

6.3.1 Initial Right-of-Way Setting

6.3.2 Final Right-of-Way Setting

6.3.3 Right-of-Way Setting Memo

6.3.4 Authorization for Right-of-Way Acquisition

6.3.5 NDOT Right-of-Way Acquisition

6.3.6 LPA Right-of-Way Acquisition

6.3.6.1 Title Reports and Right-of-Way Mapping

6.3.6.2 Appraisals

6.3.6.3 Just Compensation

6.3.6.4 Right-of-Way Negotiations

6.3.7 Dedications and Donations

6.4 Monumentation

6.5 Utilities

6.5.1 Projects with Right-of-Way

6.5.2 Projects without Right-of-Way

6.5.3 Authorization for Utility Adjustments

6.5.4 NDOT Utility Coordination

6.5.5 LPA Utility Coordination

6.6 Railroads

6.7 Certifications for Right-of-Way

6.7.1 Right-of-Way Certification Directly by NDOT

6.7.2 Right-of-Way Certification by LPA

6.7.2.1 Level 1 Certification: No Right-of-Way Acquisitions

6.7.2.2 Level 2 Certification: No Right-of-Way Acquisitions

6.7.2.3 Level 3 Certification: Right-of-Way Acquisitions

6.8 Utility Certifications

6.9 Railroad Certifications

CHAPTER 7 – NDOT OCCUPANCY PERMITS

7.1 Introduction

7.2 District 1 Permit Process

7.3 District 2 Permit Process

7.4 District 3 Permit Process

CHAPTER 8 - FINAL DESIGN

8.1 Sixty Percent (60%) Design

8.2 Design Exceptions

8.3 Ninety Percent (90%) Review Submittal

8.3.1 Documentation Procedures and Quality Control

8.3.2 Justify Force Account Work by the LPA

8.3.3 Justify Furnished Materials

8.3.4 Justify Proprietary Items

8.3.5 Buy America Requirements and Waivers

8.4 Construction Phase DBE Goal and On-the-Job Training Goal

8.5 Construction Professional Services

8.5.1 Consultant Selection Procedures

8.5.2 Construction Professional Service DBE Goal

CHAPTER 9 - CONTRACTING LANGUAGE

9.1 Bid Document Requirements

9.2 Form FHWA-1273

9.3 Title VI/Nondiscrimination Assurances

9.4 Equal Employment Opportunity

9.5 Copeland Act

9.6 Davis-Bacon Act

9.7 State Forms

9.8 Federal Forms

9.9 Disadvantaged Business Enterprises

9.9.1 Contracts with a DBE Goal

9.9.2 Contracts with No/Zero DBE Goal

9.10 On-the-Job Training

9.11 Prompt Payment

9.12 Buy America

9.13 Additional Federal Requirements

9.13.1 Bidder Preference

9.13.2 Required Self Performance

9.13.3 Contractor Licensure

9.13.4 Differing Site Conditions

9.13.5 Suspension of Work Ordered by the Engineer

9.13.6 Material Changes in the Scope of the Work

9.14 NEPA Requirements

9.15 Additional State Requirements

CHAPTER 10 - CONTRACT ADVERTISEMENT/AWARD

10.1 Introduction

10.2 LPA Submittals

10.2.1 Final Plan, Specification and Estimate Submittal

10.2.2 Submittal Checklist

10.2.3 NDOT Occupancy Permit

10.2.4 Certification Requirements

10.2.5 Project End Date

10.3 Processing Memorandum

10.4 Agreement Estimate Memo

10.5 Notice to Proceed with Advertisement

10.6 Construction Coordination Meeting

10.7 Bid Documents

10.8 Advertising Process

10.9 Current Wage Rates

10.10 Bid Opening

10.11 Bid Analysis

10.11.1 Responsible Bidder

10.11.2 Responsive Bid

10.11.3 Competitive

10.11.4 Bid Review

10.12 DBE Goal Requirements

10.12.1 Administrative Reconsideration

10.13 Contract Award

CHAPTER 11 – CONSTRUCTION ADMINISTRATION

11.1 Introduction

11.2 NDOT Staffing

11.3 LPA Staffing

11.3.1 Employee in Responsible Charge

11.4 Documented Procedures

11.4.1 NDOT Documented Procedures

11.4.2 LPA Documented Procedures

11.5 Preconstruction Conference

11.6 Other Conferences

11.7 LPA Construction Project Management

11.7.1 Asphalt Concrete and Cement Mix Designs

11.7.2 Buy America Certification

11.7.3 Contractor Claims/Disputes

11.7.4 Contract Modification Process

11.7.4.1 Approvals

11.7.4.2 Required Documentation

11.7.4.3 Cost Analysis

11.7.5 Determination and Documentation of Pay Quantities

11.7.6 Documentation

11.7.7 Inspection

11.7.8 Sampling and Testing

11.7.9 Shop Drawings

11.8 Contract Administration

11.8.1 Certified Payrolls

11.8.2 DBE Compliance

11.8.2.1 Commercially Useful Function Reviews

11.8.2.2 Modifications to DBE contracts

11.8.3 Form FHWA-1391

11.8.4 Job Site Posters

11.8.5 Prompt Payment

11.8.6 Subcontracting

11.8.6.1 Requests to Sublet

11.8.6.2 Subcontract Agreements

11.9 Safety and Operations

11.9.1 Transportation Management Plan (TMP)

11.9.1.1 Traffic Control

11.9.2 Worker Safety

11.10 NDOT Oversight

11.10.1 Onsite Reviews

11.10.2 Contract Modifications

11.10.3 Traffic Control

11.10.4 LPA Invoices

CHAPTER 12 - CONSTRUCTION CLOSE OUT

12.1 Construction Close out

12.2 Final Inspection

12.3 Closeout Documentation

12.3.1 NDOT Closeout Documentation

12.3.2 LPA Closeout Documentation

12.4 Final Invoice

CHAPTER 13 - CIVIL RIGHTS

13.1 General

13.2 Title VI

13.3 Disadvantage Business Enterprise

13.4 Title VII Equal Employment Opportunity and Affirmative Action

13.5 Americans with Disabilities Act (ADA) and Section 504

CHAPTER 14 – ACCOUNTING

14.1 General

14.2 System for Award Management and Data Universal Numbering System

14.3 Direct costs

14.3.1 Salaries and Wages

14.3.2 Employee Leave and Holidays

14.3.3 Social Security, Retirement and Other Payroll Benefits

14.4 Indirect Costs

14.4.1 De Minimis Rate

14.5 Single Audit

14.6 Project End Date

14.7 Invoicing

14.7.1 LPA Responsibility

14.7.2 NDOT Responsibility

14.8 Final Invoice

14.9 Final Payment

CHAPTER 15 - PROJECT CLOSEOUT

15.1 Introduction

15.2 Project Final Acceptance

15.3 Final Audit

15.4 Agreement Closeout

15.5 Final Voucher

15.6 Records Retention

15.7 Project Archiving

APPENDIX A - ENVIRONMENTAL GUIDANCE

Historic Properties and Cultural Resource Compliance

Process for Cultural Resource Site Inventory and Evaluation

APPENDIX B - CONSTRUCTION FORMS

Buy America Certification

Commercially Useful Function Form

Request to Sublet Forms

APPENDIX C - CONSTRUCTION CLOSEOUT DOCUMENTS

NDOT Resident Engineer Package

Attachment A: Contract Compliance Checklist

Attachment B: Material Acceptance Letter

Attachment C: Final Quantity Report

Attachment D: Interim Inspection Report

Attachment E: FHWA Form 1391

Attachment F: Final Acceptance Report

Attachment G: Final Acceptance Letter

Attachment H: Monthly Quantities Report

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