MoDOT Presentation

Federal-Aid Design
Process Overview
Gregg Wilhelm
MoDOT Local Programs Design Engineer

Local Programs Design Staff
St. Louis District
Gregg Wilhelm, Local Program Design Engineer (314) 453‐1832;
Gregory.Wilhelm@modot.mo.gov
Area of responsibility: St. Louis City
Laura Ellen, District Design Liaison ‐ (314) 275‐1542;
Laura.Ellen@modot.mo.gov
Area of responsibility: North St. Louis County and St. Charles
County
Tom McCloskey, District Design Liaison ‐ (314) 453‐1831;
Thomas.McCloskey@modot.mo.gov
Area of responsibility: Franklin County and Jefferson County
Jim Schmidt, District Design Liaison ‐ (314) 453‐5082;
James.Schmidt@modot.mo.gov
Area of responsibility: Southwest St. Louis County

•LPA Manual online at:
http://www.modot.mo.gov/business/lpa/lpamanual.htm
• MoDOT approval needed before starting reimbursable work

Person in responsible charge
Person in responsible charge:
• must be a full time employee of
the LPA
• cannot be a consultant hired by
the LPA
• is the person accountable for the
project

LPA Basic Training

Conflict of Interest
Consultants and TIP applications
•If prepared without getting fairly paid, consultant cannot be
considered for selection for the design contract.
•If prepared with getting fairly paid, all project documents must be
made available to all interested firms.

Conflict of Interest
Consultants and Request For Qualifications
•If consultant helps develop RFQ, regardless of payment, they
WILL NOT be eligible for the next phase of the project.
• Figure 136.4.13 – nine page Q&A on consultant services

Project Programming
•Federal Project Number
assigned
•Environmental review
conducted
•MoDOT will notify LPA of
environmental approvals
needed

Federal-Aid Program Agreements
• Agreements for each
funding type
• Outlines funding amount,
type, and responsibilities
• Enabling ordinance
required for cities,
1 st class counties
• Per ordinance, only
certain personnel can
sign agreement

Engineering Selection Process
Request for Qualifications (RFQ)
• Must submit to MoDOT for review/approval
• Recommend sample shown on MoDOT website
• Scope must be consistent with project’s TIP
application
• Will be reviewed for a DBE goal
• Must be posted on MoDOT’s website at least 14 days

Engineering Selection Process

Engineering Selection Process
Qualification Based Selection (QBS)
• Must select most qualified firm
using criteria in RFQ
• Price CANNOT be a factor in
selection
• Negotiate price after most
qualified firm selected
• Firm must be on MoDOT preapproved
list

Engineering Selection Process
Engineering Services Contract (ESC)
• Must use standard contract in
manual
• Contract scope can include
design and construction
inspection costs
• Work cannot begin until
MoDOT approves contract

Preliminary Design
If want to use own design staff, must first receive
MoDOT and FHWA approval
Design preliminary plans in accordance with:
• Applicable design guidelines
• ADA
• MUTCD
Submit all environmental clearances obtained
thus far

MoDOT will review:
Preliminary Design
• Scope – is it consistent with TIP application?
• Eligibility - to ensure plans meet intent of program
• Utility impacts - to help ensure no delays will occur
• Environmental - to ensure all applicable clearances are
in progress/obtained
• Impacts to any MoDOT route.

Right of Way
•Submit RW plans after prelim.
plans are approved
•Easements = right of way
Can’t start acquiring until:
•Environmental approvals (CE and
106) are acquired
•RW plans are approved
•Acquisition (A-date) date request is
approved
•Plans and A-date request can be
submitted together

Utilities
Must notify MoDOT
when any utility will be
impacted
Utility relocations:
• If owned by LPA, must
submit estimate
• If not owned by LPA,
must submit
agreement with utility
company

Utilities
Want federal reimbursement for relocation work?
• 106 and CE approval must first be approved
• Submit estimate or executed agreement to MoDOT
• Work cannot begin until after MoDOT approves

Supplemental Agreements
(SA) to ESCs
• Must notify MoDOT of the need for an SA
• MoDOT will review to ensure it is necessary
and scope is within original RFQ scope
• MoDOT will give verbal notice to proceed
• Still need to strive to meet original DBE goal
• Cannot submit invoices for SA until after FHWA
approves

‐
Final Plans, Specifications and
Estimates (PSE)
MoDOT will review to check:
•Scope
•ADA compliance
•Eligibility
•TIP to ensure project is listed in correct fiscal year
• Impact to MoDOT route
• and…..

Final Plans, Specifications and
Estimates (PSE)
MoDOT will review to check:
• Bid proposal to ensure all federal requirements are
included (number all pages in proposal please)
• Ensure construction engineering (CE) is performed by
qualified personnel.
• Type of work so DBE goal can be assigned
• RW is clear
• Environmental clearances

PSE Checklist – Fig 136.9.1

Bid Proposal Boilerplate
Figure 136.9.3

ADA Requirements
- MoDOT reviews – now only performed if on MoDOT route
- ADA Checklist – Figure 136.9.4
- ADA Certification – Figure 136.9.12
- ADA JSP – LPA Website

Job Special Provisions

Final Plans, Specifications
and Estimates (PSE)
Construction Engineering (CE)
- If want federal reimbursement, must request now
- Can be done by consultant or by Local Forces

Construction Authorization
(Authority to Advertise for Bids)
MoDOT will issue formal approval letter
LPA advertises for bid and ensures:
• DBE Goal included in bid documents
• Ad is placed on MoDOT’s website and local newspaper
• Ad is in paper in vicinity of project
• Is advertised once for 21 days prior to bid opening

Bid Opening & Award
• LPA publicly opens bids
• Requests MoDOT to concur
with award
• Must award to lowest
responsive, responsible
bidder
• Award request and bid info
emailed to MoDOT Central
Office

Reimbursement Requests for
Consultant Work
• LPA must submit for reimbursable work
• Reimbursement for actual costs incurred
• Must use sample invoice in Manual
• Must include supporting documentation
• Submit regularly as work progresses
• Reimbursement occurs 2-4 weeks after submittal

Figure 136.4.17 – Sample Invoice for
Consultant Work