Jordan, Victor L. Doolin, Jim UPWP Amendment Process …...From: Jordan, Victor L. To: Doolin, Jim...
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From: Jordan, Victor L. To: Doolin, Jim Subject: UPWP Amendment Process Date: Friday, September 10, 2010 4:18:00 PM Attachments: img001.png FHWA Directive Purchases and UPWP Amend Mar 2010.pdf Amendment Process.pdf Jim: Would you forward to all Transportation Planners, Directors, and Executive Directors. All addressed: In March of 2010, the Department received FHWA guidance on submitting UPWP amendments. Three days later (March 12 th ), ALDOT issued an advisory to all MPOs stating that henceforth, all amendments must be submitted as proposed amendments first, prior to any MPO action being taken. ALDOT will then request FHWA approval and once received, inform the MPO of the appropriate action to take. Copies of the original letter and email are attached here. The reason for this reinforcing email is that recently a UPWP amendment was introduced and approved at an MPO board meeting for a sizeable amount without FHWA and ALDOT input whatsoever, and it is unclear at this point whether the funds will be reimbursable. Without the appropriate approvals and documentation, your expenditure, especially if it involves a large amount, may be challenged by this office when an invoice is submitted. If you or other MPO staff are involved in amendment preparation, please make sure they know the procedure: 1) Submit cover letter requesting the amendment. 2) Submit with a copy of the proposed revised UPWP page. 3) If a purchase and a line item is required, an amount approximate to the purchase, must show in the appropriate line. 4) If a purchase is involved, provide a copy of a cost quotation and relevant descriptive information (brochure). 5) ALDOT will acknowledge receipt of the request and begin processing. 6) A letter will be submitted to FHWA requesting the amendment and attaching as justification the information provided by the MPO. 7) With FHWA response, ALDOT will forward approval or declination letter to the MPO. If you have any questions, please call Jim Doolin or me and we’ll be happy to discuss.
Transcript of Jordan, Victor L. Doolin, Jim UPWP Amendment Process …...From: Jordan, Victor L. To: Doolin, Jim...
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From: Jordan, Victor L.To: Doolin, JimSubject: UPWP Amendment ProcessDate: Friday, September 10, 2010 4:18:00 PMAttachments: img001.png
FHWA Directive Purchases and UPWP Amend Mar 2010.pdfAmendment Process.pdf
Jim: Would you forward to all Transportation Planners, Directors, and Executive Directors. All addressed: In March of 2010, the Department received FHWA guidance on submitting UPWP amendments.
Three days later (March 12th), ALDOT issued an advisory to all MPOs stating that henceforth, allamendments must be submitted as proposed amendments first, prior to any MPO action beingtaken. ALDOT will then request FHWA approval and once received, inform the MPO of theappropriate action to take. Copies of the original letter and email are attached here. The reason for this reinforcing email is that recently a UPWP amendment was introduced andapproved at an MPO board meeting for a sizeable amount without FHWA and ALDOT inputwhatsoever, and it is unclear at this point whether the funds will be reimbursable. Without theappropriate approvals and documentation, your expenditure, especially if it involves a largeamount, may be challenged by this office when an invoice is submitted. If you or other MPO staff are involved in amendment preparation, please make sure they know theprocedure:
1) Submit cover letter requesting the amendment.2) Submit with a copy of the proposed revised UPWP page.3) If a purchase and a line item is required, an amount approximate to the purchase, must
show in the appropriate line.4) If a purchase is involved, provide a copy of a cost quotation and relevant descriptive
information (brochure).5) ALDOT will acknowledge receipt of the request and begin processing.6) A letter will be submitted to FHWA requesting the amendment and attaching as
justification the information provided by the MPO.7) With FHWA response, ALDOT will forward approval or declination letter to the MPO.
If you have any questions, please call Jim Doolin or me and we’ll be happy to discuss.
mailto:[email protected]
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Jordan, Victor L.
From: Jordan, Victor L.Sent: Friday, March 12, 2010 11:24 AMTo: Doolin, JimSubject: Purchases in excess of $5,000 and UPWP Amendments
Jim: Please review these comments and if approve, forward to MPO Executive Directors, Transportation Directors, and senior MPO staff, with copies to Dave Harris, FHWA, Robert J. Jilla, Bill Couch, and Bryan Fair, ALDOT. All addressed: In recent months, there have been at least three separate purchases by MPOs in excess of $5,000.00, that lacked a line item of sufficient specificity in the UPWP and thus triggered the UPWP amendment process as a required step in FHWA approval. As one director advised after going through the resulting paper process, “ We won’t do this again; we’re going to do some planning.” The message is amply clear: you can avoid a great deal of angst, not to mention extra man‐hours, by anticipating large purchases during UPWP draft phase and including an approximate cost figure in a line item. Vendors will work with buyers in most cases to accommodate future purchases. If a software/hardware purchase is anticipated for later in the year, obtain a quotation based on those terms and insert an approximate dollar amount in the draft UPWP. You will still need a letter of approval from ALDOT, but you will have sidestepped the time‐consuming amendment process (1 – 3 months). We’re not intending to make it sound like it’s an easy thing to do, but just that doing the extra steps well in advance is possible and can save considerable planning dollars to make it worthwhile. There’s another part to this. By letter of March 9th, FHWA is directing that future UPWP amendments, if required, be submitted first as proposed amendments prior to any action by an MPO Policy Board. So, instead of amending the UPWP and then forwarding a request for purchase approval, the MPOs must first submit a request to ALDOT for a proposed UPWP line item amendment for the purchase. ALDOT will forward the request to FHWA for approval, and once received back, ALDOT will issue guidance on the UPWP amendment. Once approved by the MPO and on receipt of the signed Resolution and copy of the UPWP amended item by ALDOT, a letter will be issued approving purchase. If you have any questions regarding this tweak to the current process, please call us to discuss and clarify. Thanks
Victor Jordan Transportation Planner Alabama Department of Transportation 1409 Coliseum Boulevard Montgomery, Alabama 36110 Ph: 334-242-6830 Email: [email protected]
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Victor JordanTransportation PlannerAlabama Department of Transportation1409 Coliseum BoulevardMontgomery, Alabama 36110Ph: 334-242-6830Email: [email protected] "All progress depends on the unreasonable man." -George Bernard ShawIs it necessary to print this e-mail?
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