Local Government Project Management Guide

1 Local Government Project Management Guide Local Government Projects Office Table of Contents Table of Contents 1 1-1. PURPOSE OF MANUAL AND Guide .. 1-1. Local Government PROJECTS OFFICE .. 1-2. Local Government PROJECTS TOOLS .. 1-3. Local Government Projects Policy 1-3. Local Government Project Management 1-3. Local Government Projects Best Practices Workbook .. 1-3. Local Government Project Online Toolkit .. 1-3. 1-4. ORGANIZATION OF MANUAL AND Guide .. 1-5. ACRONYMS .. 1-7. 2 Project INITIATION .. 2-10. INTRODUCTION .. 2-10. Local Government PROJECTS OVERVIEW.

2 2-11. Local Government Use of the LGPM 2-11. Federal Funding Requirements for LG 2-11. General Contracting Requirements for LG Projects .. 2-11. LG Project Oversight .. 2-11. Project Initiation Phase Flowchart .. 2-12. PLANNING AND PROGRAMMING .. 2-13. Overview .. 2-13. Local Government and TxDOT Staff .. 2-13. Responsible Person in Charge .. 2-14. Qualified 2-14. Initial Project 2-15. Coordination with a Metropolitan Planning Organization .. 2-15. Functional Classification .. 2-16. Minute Order .. 2-17. Traffic 2-18. Unified Transportation 2-19. State Comprehensive Planning 2-20.

3 Major Project Financial Plan and Project Management Plan Requirements .. 2-22. ADVANCE FUNDING AGREEMENTS .. 2-24. Overview .. 2-24. Categories of Advance Funding Agreements .. 2-26. Standard and Non-standard Agreements .. 2-26. Additional Information Regarding Funding 2-28. Funding Overruns .. 2-28. AFA Amendments .. 2-29. STATE LETTER OF AUTHORITY .. 2-30. Overview .. 2-30. Obtaining Authorization .. 2-31. Project ACCOUNTING .. 2-34. Overview .. 2-34. Invoicing and Monitoring the Project Financial Records .. 2-34. Inactive Project 2-34. LG Project Management Guide i TxDOT 6/1/2015.

4 Table of Contents Collection of Funds .. 2-34. Advance Payments .. 2-34. Interest .. 2-35. Indirect Costs .. 2-35. Payment for Surveying Contracts .. 2-36. Withdrawal from the Project .. 2-36. Project DOCUMENTATION AND DATA SUBMITTAL .. 2-37. Overview .. 2-37. Records Retention .. 2-37. Legacy System Data .. 2-38. 3 NON-CONSTRUCTION PROJECTS .. 3-40. INTRODUCTION .. 3-40. Advance Funding Agreement .. 3-40. Statewide Transportation Improvement Program .. 3-40. State Letter of Authority .. 3-41. Non-construction Project Flowchart .. 3-41. PROFESSIONAL SERVICES .. 3-42.

5 Selection of Professional Service 3-42. Donation of Engineering Services .. 3-42. PROCUREMENT OF OTHER GOODS AND SERVICES .. 3-43. Overview .. 3-43. Procurement Procedures .. 3-43. CONTRACT ADMINISTRATION .. 3-44. Overview .. 3-44. Scope of Work .. 3-44. Post-Award Meeting .. 3-44. Monitoring Performance .. 3-45. Supporting Documentation .. 3-48. Records .. 3-49. Corrective Action .. 3-49. Supervision and Staffing .. 3-49. Termination .. 3-51. APPLICATION OF CONTRACT 3-52. Overview .. 3-52. Contract Amendments .. 3-52. Disadvantaged Business Enterprise (DBE), Historically Underutilized Business (HUB) and Small Business Enterprise (SBE).

6 3-52. Americans with Disabilities Act .. 3-53. Equal Employment Opportunity .. 3-54. Lobbying Certification .. 3-55. 4 PRELIMINARY ENGINEERING AND DESIGN .. 4-56. INTRODUCTION .. 4-56. STATE LETTER OF AUTHORITY .. 4-58. PROCUREMENT .. 4-59. Overview .. 4-59. Donation of Preliminary Engineering 4-59. Professional Service Provider .. 4-59. LG Project Management Guide ii TxDOT 6/1/2015. Table of Contents Construction Contractor .. 4-62. Materials Providers .. 4-63. GENERAL DESIGN 4-64. Overview .. 4-64. Environmental Permits, Issues and Commitments (EPIC) .. 4-64. Design Concept Conference.

7 4-65. Coordination with FAA .. 4-66. Accessibility Guidelines and Compliance .. 4-68. Design Surveys .. 4-68. Landscape Development .. 4-69. Storm Water Pollution Prevention Plans .. 4-70. PRELIMINARY ENGINEERING DESIGN FOR 4-72. Overview .. 4-72. Design Criteria .. 4-73. Exceptions to Design Criteria .. 4-75. Design Level of Service .. 4-76. Geometric Schematic .. 4-78. Highway Access Management .. 4-79. Value Engineering .. 4-81. Right-of-Way, Utility and Railroad Certification .. 4-81. 5 ENVIRONMENTAL COMPLIANCE .. 5-85. INTRODUCTION .. 5-85. GENERAL ENVIRONMENTAL COMPLIANCE REQUIREMENTS.

8 5-87. Overview .. 5-87. Environmental Permits, Issues and Commitments (EPIC) .. 5-87. State Letter of Authority .. 5-88. National Environmental Policy Act .. 5-89. SPECIFIC ENVIRONMENTAL COMPLIANCE REQUIREMENTS .. 5-95. Overview .. 5-95. Air Quality .. 5-95. Biological Resources .. 5-96. Water Resources .. 5-97. Archeological Resources .. 5-99. Historic Resources .. 5-102. Environmental Justice (EJ) and Community Impact Analysis (CIA) .. 5-104. Taking or Use of Public Land Interests [Section 4(f) Property] .. 5-106. Hazardous Materials Management and Pollution Prevention and Abatement.

9 5-108. Noise Abatement .. 5-109. 6 RIGHT OF WAY AND UTILITIES .. 6-111. INTRODUCTION .. 6-111. RIGHT-OF-WAY AND OTHER LAND ACQUISITION .. 6-113. Overview .. 6-113. State Letter of Authority .. 6-113. Land Acquisition .. 6-114. Advance Acquisition of Land .. 6-116. Relocation of Individuals and Businesses .. 6-116. UTILITY ACCOMMODATION FOR TRANSPORTATION PROJECTS .. 6-119. LG Project Management Guide iii TxDOT 6/1/2015. Table of Contents Overview .. 6-119. Local Utility Relocation Procedures .. 6-119. Providing Utility Service to Projects .. 6-121. 7 PLANS, SPECIFICATIONS AND ESTIMATES (PS&E) 7-123.

10 INTRODUCTION .. 7-123. DESIGN - HIGHWAYS AND ROADS .. 7-126. Overview .. 7-126. Design Criteria .. 7-126. Design Level of Service .. 7-126. Hydraulic Design .. 7-127. Longitudinal Barriers, Including Bridge Rail .. 7-128. Pavement Design .. 7-129. Road Closure/Detour Plans .. 7-131. Specifications/Special Provisions .. 7-132. DESIGN - 7-135. Overview .. 7-135. Category 8 Safety Projects (HSIP and FSP) .. 7-135. Illumination/Electrical .. 7-137. Intelligent Transportation Systems .. 7-138. Pavement Markings and Markers .. 7-139. Railroad 7-141. Signing Requirements for Geometric Schematic.