Urban Stuff Breakout Session # 3€¦ · Urban Stuff Breakout Session # 3 ... •Included in...

Urban Stuff

Breakout Session # 3

September 19, 2018

Moderator – Michael Fulcher

Program Manager, VDOT Staunton District

Urban Program Overview

Urban Maintenance Program

Weldon Cooper Center

Eligible Maintenance Activities

Yolanda Newton

Local Systems Policy Manager

Local Assistance Division

VDOT Urban Program – Overview

•The individuality of the municipalities of the Commonwealth of

Virginia have long been recognized. The relationship between

certain cities and towns and the Department of Transportation is one

of mutual responsibility and cooperation in regard to street

maintenance and construction.

•The Code of Virginia establishes the eligibility criteria of localities for

receiving funds for street maintenance payments and

apportionments for highway construction work.

•These localities are responsible for maintenance and operation of

their highway systems.

•The Code also provides for the Commonwealth Transportation

Board to allocate such funds to the municipalities for construction

projects.

3

VDOT Urban Program – Overview (continued)

There are currently 84 municipalities in the urban system as defined

under Sections 33.2-362 and 33.2-319 of the Code of Virginia.

A municipality qualifies for the urban program by satisfying any of the

following requirements:

•All cities regardless of population;

•All incorporated towns of more than 3,500 population according to the

latest U.S. Census or by evidence of population;

•Six incorporated towns (Chase City, Elkton, Grottoes, Narrows,

Pearisburg, and Saltville) which maintained streets under (repealed)

Section 33.1-80

•The towns of Wise, Lebanon, and Altavista pursuant to Section 33.2-358

4

http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+33.1-23.3






•Urban (84 Cities and Towns) FY19 Overall Urban Budget ≈ $ 386 M

Payment Rates:

•Principal and Minor Arterial Roads = $ 21,690 per lane mile

•Collector Roads and Local Streets = $ 12,735 per lane mile

Arterial Lane Miles: 5,954

Collector/ Local Miles: 20,119

•Overweight Permit Fee Revenue FY18 Urban Distribution ≈ $ 177,237

‒Equivalent to $6.79 per lane mile

• Continue $1M to Chesapeake to address additional costs

associated with movable bridges (payments began 2005)

Urban Maintenance Program (continued)

5

Urban Maintenance Program

Eligibility Requirements for Maintenance Payments:

– Urban street acceptance criteria established in Code Section 33.2-319

– CTB approves mileage additions/ deletions

Payment - General – Payments based on moving lane miles (available to peak-hour

traffic)

– CTB approves payment amounts to localities

– Localities annual growth rate is based upon the base rate of growth for VDOT’s maintenance program

– Payments to localities made quarterly

6

Urban Maintenance Program (Continued)

Weldon Cooper Center Financial Summary

Financial Accountability:

•Required annual reporting to Commonwealth Transportation Board (CTB)

•In 2004, the CTB adopted Weldon Cooper Center Financial Survey as reporting mechanism

•Report all expenditures for Maintenance and Construction activities

•Included in locality’s annual CPA audit

•Surveys are required to be completed on Weldon Cooper Center website by March 15th each year

•The Survey information is utilized to meet both state and federal data reporting requirements

•Survey shows that on average, localities are expending 40% more than their annual state maintenance payment

7

Weldon Cooper Center Financial Summary (continued)

Expenditure Categories

Maintenance

Pavement

Drainage

Structures & Bridges

Traffic Control Devices

Other

Road, Street and Other Highway Services Traffic Control Operations

Emergency Snow/Ice Removal

Other Emergency Services

Engineering

Other Traffic Services

General Admin and Misc

Capital Outlay Right of Way

Engineering (Where Separable)

Construction

Eligible Maintenance Activities – Legal Requirements

•Section 33.2-100 defines the term “maintenance” as ordinary

maintenance, maintenance replacement, and any other

categories of maintenance designated by Commissioner

•Chapter 2.6 and Appendix E of VDOT’s Urban Manual further

defines what is eligible for maintenance payments, link: •http://www.virginiadot.org/business/resources/local_assistance/Ur

ban_Construction_and_Maintenance_Program_Guidance.pdf

•Acceptable items include: •Activities pertaining to preservation of each type of roadway structure and

facility as near as possible in its condition as constructed,

•Replacement activities pertain to the function of restoring each type of

roadway structure and facility as near as possible to as constructed,

•Replacements in-kind are acceptable charges,

•Betterments are not acceptable charges

9

http://www.virginiadot.org/business/resources/local_assistance/Urban_Construction_and_Maintenance_Program_Guidance.pdf

http://www.virginiadot.org/business/resources/local_assistance/Urban_Construction_and_Maintenance_Program_Guidance.pdf

Eligible Maintenance Activities – Traffic Services & Operations

I. MAINTENANCE ACTIVITIES

ACTIVITIES DESCRIPTION

Signs and Traffic Control

Signs Cleaning, repairing, replacing, and resetting signs

Traffic Signals Replacement, maintenance and energy costs

Railroad Protection Devices Payments to railroads for maintenance and operation to

grade crossing protection

Traffic Services and Operations

Traffic Counts Arterial Roads and Collector/Road Streets

Highway Lighting Maintenance and energy costs

Operation and Maintenance of Fog Warning System General maintenance

Maintenance of Impact Attenuators General maintenance

10


(Continued)

I. MAINTENANCE ACTIVITIES


Snow and Ice Control

Deicing Chemicals and Abrasives

Snow Removal Expendable Equipment Cost of spreaders, plows, or other snow removal

equipment

Snow Fence Cost of fence, erection and removal

Snow and Ice Control Support Cleaning and servicing of snow removal

equipment, and cleaning and washing bridges after

storms

Snow Removal and Ice Control Availability Fee Paid to hired equipment owners for making their

equipment available for snow removal

11


(Continued)

I. MAINTENANCE REPLACEMENT ACTIVITIES


Signs

Signs Replacing sign structures, refurbishing major signs

Traffic Signals Replacing traffic signals and equipment

Pavement Marking Painting centerlines, edge lines and messages

Reflection Pavement Markers Replace raised pavement markers

12

Eligible Maintenance Activities – General

Acceptable items: 1. Costs to implement and continue these procedures.

2. Payroll additives and applicable overhead charges.

3. Expenditures for training in maintenance or bridge inspection work.

4. Bridge inspection costs for bridges on all public streets.

5. Replacement, maintenance and energy costs for traffic signals.

6. Maintenance and energy costs for roadway lighting.

7. Cost to maintain features within right-of-way such as sidewalks,

bikeways etc.

8. Use of municipal prison labor as long as there is a work order system

sufficient to document the work is an eligible activity on an eligible

street.

9. Operation of intelligent and other traffic control and surveillance systems

to monitor and control traffic.

10. Traffic calming devices which meets VDOT standards.

11. Storm drainage replacement for undersized culverts.

12. Minor pavement widening where tractor trailers run off the pavement or

intersection radii need to be increased to accommodate turning

movements.

13

Eligible Maintenance Activities – General (Continued)

Acceptable items (Continued): 13. Reconstruction or replacement of roadbeds or sidewalks where

deteriorated beyond repair.

14. Plant mix overlays for streets previously only surface treated.

15. Higher grade materials, such as traffic signs and paint, than originally

used.

16. High intensity pavement marking devices on roadways.

17. Traffic control devices upgrading and replacement.

18. Barriers or guardrails to protect traffic control cabinets when the barrier

or guardrail is immediately adjacent to the cabinet.

Unacceptable items: 1. Parking meter costs.

2. All costs on ineligible streets, except for bridge inspection costs.

3. Follow-up repairs to utility cuts.

4. All non-highway related items.

5. Municipality's share (contribution) on construction projects.

14

QUESTIONS?

Bike/Transit Lanes

Urban Manual Updates

Urban Formula Funds

Todd Halacy, P.E.

Assistant Division Administrator

Local Assistance Division

Bike/Transit Lanes

HB2023 - Bicycle-Lane Conversions for Urban Municipalities

• Code of Virginia, Section 33.2-319 per the 2017 General Assembly

• D. Any city converting an existing moving-lane that qualifies for payments

under this section to a transit-only lane after July 1, 2014, shall remain eligible

for such payments but shall not receive additional funds as a result of such

conversion. Any city or town converting an existing moving-lane that qualifies

for payments under this section to a bicycle-only lane after July 1, 2014, shall

remain eligible for such payments, provided that (i) the number of moving-

lane-miles converted is not more than 50 moving-lane-miles or three percent

of the city's or town's total number of moving-lane-miles on July 1, 2014,

whichever is less, and (ii) prior to any such conversion, the city or town

certifies that the conversion design has been assessed by a professional

engineer licensed in the Commonwealth

17

https://law.lis.virginia.gov/vacode/33.2-319/



Bike/Transit Lanes

• Conversion of streets must meet the eligibility criteria in Chapter 2.2 of

the Urban Manual . When conversion of streets meet these criteria, the

municipality may request that the Department accept the conversion and

update the Urban Highway System Inventory

• Chapter 2.5.3.2 of the Urban Manual outlines procedures for moving lane

conversions

• Bike Lanes Only - The conversion has been designed in accordance with

the National Association of City Transportation Officials' Urban Bikeway

Design Guide

• Urban Manual Appendix D – Sample Resolution for street conversion

18

http://www.virginiadot.org/business/resources/local_assistance/Urban_Construction_and_Maintenance_Program_Urban_Manual.pdf

Eligibility Requirements for Maintenance Payments

(Example 1)

19


(Example 2)


(Example 3)

Urban Manual Updates

Urban Manual Updated in 2017

• Updates for the Urban Maintenance Program

• Added Bike/Transit Lane Legislation

• Modified U-1 Form to include eligibility codes

• Provides a Sample Resolution for bicycle and transit-only lane

conversions

• Added Section to Address Functional Classification changes in

urban municipalities

22

Urban Manual Updates (continued)

• Updates for the Urban Construction Program

• Added Six Year Improvement Program Prioritization Process

• Incorporated changes to the Urban Formula Funding

• Added Smart Scale and State of Good Repair Information

• Incorporated the UCI Manual (Chapter 5)

• Updated Appendices

23

• 2016 Appropriations Act - Consolidating Formula Funding

• Worked with localities and District management to

determine: •If the project(s) can be fully funded and advanced to

construction

•If the project scope can be revised to reduce costs (while still

meeting “purpose and need”) and advance to construction

•

•If formula funding on a project (surplus or not) should be

transferred to advance a project within the jurisdiction or

district

Urban Formula Funds

24

Urban Formula Funds (continued)

•All unspent formula funds was utilized in one of the

following manners: •Fund deficits on completed projects

•Cover non-participating charges on projects eligible to

receive the respective formula funding (state formula only)

•Fully fund active projects that will remain in the SYIP

•Help fund active projects that will remain in the SYIP AND

will be seeking additional funds through other programs in

order to fully fund the project

•Remaining funds should be transferred to the District

Formula Fund Balance Entry (list provided on separate page)

25

QUESTIONS?

RIMS/UMIS Geo-referencing

John Leonard Local Finance Manager

VDOT – Local Assistance Division

Urban Maintenance Payments

• Eligibility Requirements for Maintenance Payments: – Urban street acceptance criteria established in Code Section 33.1-41.1

– CTB approves mileage additions/ deletions

• Payment - General

– Payments based on moving lane miles (available to peak-hour traffic)

– CTB approves payment amounts to localities

– Localities annual growth rate is based upon the base rate of growth for VDOT’s maintenance program

– Payments to localities made quarterly

• Payment Categories/ FY19 Rates – Functional Classifications

1. Principal and Minor Arterial Roads: $21,689 per lane mile

2. Collector Roads and Local Streets: $12,734 per lane mile

• Overall FY19 Urban Maintenance Budget ≈ $386M

28

RIMS/UMIS Geo-referencing Project

• A project was initiated in 2008, referred to as the Urban Conversion Project

(UCP). This project was intended to replace a manual Urban Maintenance

Inventory System (UMIS) and allow the urban street data to be

georeferenced. Combining the VDOT Urban Maintenance Inventory System

(UMIS) into a geospatial layer with a centerline dataset on the Roadway

Network System.

• We are now reaching the final stages of this effort. The remaining effort is

focused on hammering out a few bugs and placing the final segments. We

will then clean up some data issues, and place incorrectly mapped

segments.

29

30

UMIS Legacy System

• The Current UMIS system is a collection of street segments which can

be exported to a pdf for each locality.

RIMS System

31

Public UMIS Map

32

Public UMIS Map

33

Moving Forward

• The hardest part of this project has been building the centerlines.

• Centerlines benefit VDOT as a whole. They help VDOT place crash

data, structure locations, etc.

• Localities will be able to see what streets are in the system, as well

as what streets are excluded.

34

QUESTIONS?

Urban Information Table

Crystal Court

September 20th

8:00am – 12:00pm

Urban Questions

Weldon Cooper

Maintenance Payments

Eligible Maintenance Activities

Urban Construction Initiative

Primary Extensions


CONTACTS

Todd Halacy, P.E.

Assistant Division Administrator

[email protected]

Phone: 804-786-3438

Yolanda Newton


[email protected]

Phone: 804-786-0334

John Leonard

Local Finance Manager

[email protected]

Phone: 804-225-4466

mailto:[email protected]



Pros of Becoming a UCI Locality

David S. Jarman, P.E.

Transportation Project Management Supervisor

City of Virginia Beach

39

Project Delivery Options Available

UCI Member

(Certified)

Locality administers

Urban Program

using Streamlined

Project Delivery

Process –

Reference VDOT’s

UCI Guide

Locally

Administered

Project


individual Project –

Reference VDOT’s

LAP Manual

UCI Member

(Non-

Certified)

Locality

administers

Urban Program

– Reference

VDOT’s UCI

Guide

Approved on a project by project basis

Programmatic Approval

Programmatic approval with Streamlined Process

VDOT

Administered

Project

VDOT administers

individual Project

on behalf of locality

– Reference VDOT

Road & Design

Manual


Locally

Administered

Project



Reference VDOT’s

LAP Manual

UCI Member

(Non-

Certified)

Locality

administers

Urban Program

– Reference

VDOT’s UCI

Guide

UCI Member

(Certified)


Urban Program

using Streamlined

Project Delivery

Process –

Reference VDOT’s

UCI Guide




VDOT

Administered

Project

VDOT administers

individual Project


– Reference VDOT

Road & Design

Manual

40


Locally

Administered

Project



Reference VDOT’s

LAP Manual

UCI Member

(Non-

Certified)

Locality

administers

Urban Program

– Reference

VDOT’s UCI

Guide

UCI Member

(Certified)


Urban Program

using Streamlined

Project Delivery

Process –

Reference VDOT’s

UCI Guide




VDOT

Administered

Project

VDOT administers

individual Project


– Reference VDOT

Road & Design

Manual

?

41

Why Manage Your Own Projects?

• Public Relations

42


• Maintenance of Traffic Issues

43


Utility Relocations

44


• Storm Water & Grading Issues

45


• Storm Water & Grading Issues (con’t)

46


• Why manage your own projects?

–Better understanding of local issues • Stormwater, sea level rise, lighting, streetscaping, access

management, bike lanes, multi-use path

–Better understanding of stakeholder concerns • Neighborhoods, civic organizations, business owners,

commuters, property owners….

–Better control of the end product • Processes must be followed, dates must be met, but no one

understands the project needs better than the locality

47


Locally

Administered

Project


individual Project -

Reference VDOT’s

LAP Manual

UCI Member

(Non-Certified)


Urban Program –

Reference VDOT’s

UCI Guide

UCI Member

(Certified)


Urban Program

using Streamlined

Project Delivery

Process –

Reference VDOT’s

UCI Guide




48

49

Urban Construction Initiative Localities

• UCI Municipalities (Currently 15 Cities/Towns): – FY 2005: Hampton, Richmond, Virginia Beach

– FY 2006: Charlottesville

– FY 2007: Harrisonburg, Bridgewater

– FY 2008: Lynchburg

– FY 2009: Blacksburg, Dumfries

– FY 2010: Colonial Heights

– FY 2011: Newport News

– FY 2012: Chesapeake, Purcellville

– FY 2013: Danville

– FY 2015: Suffolk

• UCI Certified Municipalities

• FY2012: Virginia Beach

• Who is Eligible? – The Code of Virginia in Section 33.2-362 provides that interested

municipalities may assume responsibility for their urban highway construction program.


• What the program is… • Local control of Program/Project

• Integrating land use and transportation projects

• Keep decision-making close to the “customer”

• Streamline and expedite project delivery

• Financial advantages from efficiencies

• Partnership with VDOT

• Prerequisite to UCI Certification

• What the program is not… • Replacement for VDOT/FHWA requirements

• Avoiding local project and citizen concerns

• Complete autonomy from VDOT

50

Task LAP UCI

Project Agreements Yes Yes

State Funded Projects Certify/Reimburse No

Phase Authorization Yes Yes (Certification Letters)

NEPA/ Reevaluation Yes Yes

Plan Reviews (L/M/H) Yes Yes

Value Engineering Yes No

Title Sheet Signatures Yes No

PS&E Yes Yes

Bid Packages Certified by

District Yes Yes

Pre-Award Audit (ECAD)/

FAR Yes Yes

Civil Rights Yes Yes

Construction Award Yes Awarded by Localities*

Reimbursement of Federal

Funds Yes Yes


VDOT Involvement?

*After VDOT award concurrence

51


What are the benefits of being a UCI member?

• Flexibility in project delivery • Localities understand local issues better than VDOT

• Traffic impacts, drainage concerns, property impacts, public relations, political issues

• Networking with other localities • Sharing project/program experiences & lessons learned

• Ensure that VDOT is interpreting policies consistently across the state

• Access to VDOT resources through Local Assistance • Knowing who to talk to

• Better understanding of internal VDOT policies and processes

52


What are the benefits of being a UCI member (con’t)?

•More accountability and responsibility for program/project delivery • We learn more when we actually go through the process

•Decision making on programmatic priorities • More flexibility with establishing federal strategy plan and funding schedule

• Financial advantages • Less VDOT oversight and more streamlined processes

• Demonstrating project delivery proficiency can help when seeking grant funding

•Experience for UCI Certification • Provides better understanding of programmatic needs

53


Locally

Administered

Project


individual Project -

Reference VDOT’s

LAP Manual

UCI Member

(Non-Certified)


Urban Program –

Reference VDOT’s

UCI Guide

UCI Member

(Certified)


Urban Program

using Streamlined

Project Delivery

Process –

Reference VDOT’s

UCI Guide




54

What is UCI Certification?

Opportunity for UCI qualified members to receive delegated

authority from VDOT for project administration:

• Modeled after FHWA/VDOT relationship outlined in their Joint

Efficiencies Agreement

• Minimal VDOT oversight

• Does Not take away any Project Development Requirements

• Applicable to State and Federally Funded Projects

• Does not apply to projects on NHS; Project of Division Interest

(PODI); and projects identified as VDOT Central Office Oversight

• Locality subject to project and program audit

55

Eligibility Requirements

• Locality has demonstrated their ability to administer and deliver a

federally funded project

• Locality has participated in the UCI program for a minimum of one

(1) year and demonstrated programmatic responsibilities

• Locality has no unresolved compliance issues with VDOT or

FHWA

56

Project Development Concurrent Engineering Process—January 13, 2010 (Total & Partial R/W Takes)

57

UCI Certification - Advantages

58

UCI Certification - Advantages

Construction Phase Authorizati on Administer Construction Contracts Project Completion

Traffic Safety

in Highway

and Street

Work Zone

Construction Records and

Procedures

Project Files

Contract

Claims

Daily Reports

Quality

Assurance

Program

Subcontractors Final DBE

Utilizat ion Report

Development)

Contract Time Equal

Employment

Opportunity

Labor

Compliance Pre -

Construction

Meeting and Partnering

Safety

Provisions

Project

Supervision

and Inspection

6 . VDOT Final

Voucher and

Acceptance

Report of Expenditures

As Built P lans

Acceptance

Procedures Project

Advertisement

Contract Bid Opening

Contract

Awarded

Contractor

Value

Engineering

Owner Force

Account Work

Cost Control

KEY Local Government Activity

VDOT Activity

59

Task LAP UCI UCI Certified

Project Agreements Yes Yes Yes

State Funded

Projects Certify/Reimburse No No

Phase Authorization Yes Yes (Certification Letters) Yes (Locality Certifies)

NEPA/ Reevaluation Yes Yes Yes (Reevaluated by Locality)

Plan Reviews

(L/M/H) Yes Yes No

Value Engineering Yes No No

Title Sheet

Signatures Yes No No

PS&E Yes Yes Certified by Locality

Bid Packages

Certified by District Yes Yes Certified by Locality

Pre-Award Audit

(ECAD)/ FAR Yes Yes Certified by Locality

Civil Rights* Yes Yes Transitioned to Locality

Construction Award Yes Awarded by Localities* Awarded by Localities*

Reimbursement of

Federal Funds Yes Submit 1-pg invoice to VDOT Submit 1-pg invoice to VDOT

UCI Certification

VDOT Involvement?

*After VDOT award concurrence 60

–Major Advantages

• No plan reviews—largest time savings on project delivery

• Pre-award evaluation—generally completed in ~2-3

weeks

• Phase authorizations (RW, CN) are processed with a

certification letter and a few forms—no plans are

submitted

• Overall time savings from being able to avoid stop/start in

the project development process

UCI Certification

61

No Locality is

Perfect…Mistakes Do Happen!

• How did this happen?

• A lot of people were doing the right things, but it still happened

•How do we correct it?

•How do we prevent it from happening in the future?

62

• UCI Municipalities (Currently 15 Cities/Towns): − FY 2005: Hampton, Richmond, Virginia Beach

− FY 2006: Charlottesville

− FY 2007: Harrisonburg, Bridgewater

− FY 2008: Lynchburg

− FY 2009: Blacksburg, Dumfries

− FY 2010: Colonial Heights

− FY 2011: Newport News

− FY 2012: Chesapeake, Purcellville

− FY 2013: Danville

− FY 2015: Suffolk

− FY 2019: ????

• UCI Certified Municipalities − FY2012: Virginia Beach

− FY2019: ????

63

UCI Localities

Support and Resources

• Local Assistance Division Website http://www.virginiadot.org/business/local-assistance.asp

• Locally Administered Projects Manual http://www.virginiadot.org/business/locally_administered_projects_manual.asp

• Urban Construction Initiative http://www.virginiadot.org/business/local-assistance-firstCities.asp

• Local Assistance Division Staff

–

–

64

http://www.virginiadot.org/business/local-assistance.asp



http://www.virginiadot.org/business/locally_administered_projects_manual.asp

http://www.virginiadot.org/business/locally_administered_projects_manual.asp

http://www.virginiadot.org/business/local-assistance-firstCities.asp





Contact Information

Yolanda Newton


VDOT Local Assistance Division

[email protected]

804-786-0334

David Jarman, P.E.

Transportation Project Management Supervisor

City of Virginia Beach

[email protected]

757-385-4144

65



Urban Stuff Breakout Session # 3€¦ · Urban Stuff Breakout Session # 3 ... •Included in...

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