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 .. 2-11. 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 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. 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.

3 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. 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.

4 3-41. Non-construction Project Flowchart .. 3-41. PROFESSIONAL SERVICES .. 3-42. 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) .. 3-52. Americans with Disabilities Act.

5 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 .. 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.

6 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 .. 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.

7 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 .. 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.

8 6-119. Providing Utility Service to Projects .. 6-121. 7 PLANS, SPECIFICATIONS AND ESTIMATES (PS&E) 7-123. 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 .. 7-142. Regulatory and Construction Speed Zones.

9 7-143. Traffic Control Plan .. 7-145. Temporary Traffic Control Devices .. 7-146. Traffic Signal Warrants .. 7-150. DESIGN BRIDGES AND STRUCTURES .. 7-152. Overview .. 7-152. Bridge Design .. 7-152. Bridge Layouts .. 7-154. Design of Other 7-155. Geotechnical .. 7-156. Scour .. 7-157. DESIGN - BUILDING FACILITIES .. 7-158. Overview .. 7-158. Architectural and Engineering Standards .. 7-158. Progress Reviews .. 7-158. BID DOCUMENT PREPARATION .. 7-159. Overview .. 7-159. Submittal of PS&E Documents .. 7-159. Bonding .. 7-160. Buy America .. 7-162. Change Orders .. 7-165. Child Support 7-167. Claims .. 7-168. Contract Time .. 7-170. Debarment Certification .. 7-171. Designated Material Sources/Disposal Sites .. 7-172. LG Project Management Guide iv TxDOT 6/1/2015.

10 Table of Contents Differing Site Conditions .. 7-174. Disadvantaged Business Enterprise (DBE), Historically Underutilized Business (HUB), and Small Business Enterprise (SBE) .. 7-176. Equal Employment Opportunity .. 7-178. Equipment Rental Rates .. 7-183. Form FHWA-1273 .. 7-185. Liquidated Damages .. 7-186. Lobbying Certification .. 7-188. Local Hiring Preference .. 7-188. Non-resident Bidder and Texas Preference .. 7-189. Material State or Local Preference .. 7-191. Materials .. 7-192. Method of Construction (or Method of Bidding) .. 7-193. Non-collusion Statement .. 7-194. Nondiscrimination Against Persons with Disabilities .. 7-195. Non-responsive Bid .. 7-197. Non-segregated Facilities .. 7-199. Patented/Proprietary Products.