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  1. STIP for Locals Funding Programs, The Process & How it works! McGregor Lynde ODOT Region 2 STIP Coordinator January 16, 2009

  2. What is the STIP? • Statewide Transportation Improvement Program • Funding and Scheduling Document for highway and transit projects. • Lists projects for the next four years • Federal and/or State money cannot be spent on a project unless it is listed in the STIP and the funds are obligated (requires getting an EA # – Expenditure Account) • Budget document used to schedule and fund projects

  3. Bookshelf Only Copy • This STIP book is only printed once every two years • Things change fast and the book is outdated before it gets printed • The Approved STIP is online in a PDF format, as well as a version that is updated as needed “Amended STIP”

  4. Great! Now what does it all mean?

  5. Other Good Resources • STIP: A Citizen’s Primer • How a project gets into the STIP

  6. STIP Projects • The STIP can include projects of various scope and locations • STATE Highway projects • Local projects • Rail Crossing projects • Transit Projects • Projects on Indian Reservations • Projects on Federal Forest Highways

  7. What are some of the differences between STATE and Local projects?

  8. STATE vs Local Projects(Loose Generalization) • STATE = Usually on the State Highway system and designed by ODOT employees (or consultants). Funding can include a mix of Federal and/or State funds and may include a Local Agency contribution. • Local = Designed by Local Agency staff, or consulted out. Majority are managed by an ODOT Local Agency Liaison. Funding could be all Local, all Federal, Federal and State, Federal Earmark funding, etc. • Funding can come from a variety of sources. If Federal funding is involved, the project must be in the STIP. Also note that Federal funds go through ODOT.

  9. STATE Projects • Defined process for selecting projects on State highways. • Projects are selected in several large program areas: • Modernization (through the ACTs) • Preservation • Operations • Safety • Bridge • Transit

  10. Local Projects • Local projects are selected and included in the STIP for several reasons: • Approved application through one of several funding programs, Federal and State • Project is within an MPO boundary • MPO = Metro area of 50,000 or more • Federal funds are going to be used for the project, e.g. Federal Earmark

  11. Project Management - STATE • Project Leader manages the development of the project and coordinates the work of the required ODOT staff and/or consultant • Construction is completed by a contractor and administered by an ODOT Construction Project Manager or by a consultant

  12. Project Management - Local • Local Agency Liaison (ODOT employee) manages the development of the project with the help of the Local Agency. • Consultants are usually contracted to do the engineering work. Some agencies use their internal staff. ODOT staff have also been used in the past. • Construction Administration or Construction Engineering is usually performed by a Consultant, however some Cities and Counties elect to administer the contract internally. • ODOT staff oversee the consultant through completion of the construction phase.

  13. Local Certification • Allows local agencies to become “certified” in various area of federal-aid project delivery – allows them to retain more approval authority and control at the local level. • Portland is certified in three areas (Ad, Bid & Award and Contract Admin) • Eugene & Clackamas County have started test projects to become certified • Linn County, Multnomah County and the City of Medford are in the process of obtaining conditional certification

  14. Where does all of the money come from?

  15. Federally Funded Local Programs • Surface Transportation Program (STP) • Transportation Enhancement (TE) • Rail Grade Crossing • High Risk Rural roads • Highway Bridge Program (HBP) • Congestion Mitigation & Air Quality (CMAQ) • Emergency Relief Program (ER) • High Priority Projects (Earmarks)

  16. Discretionary Federal Programs • Special funding categories for selected projects based on an application process • Construction of Ferry Boats & Terminals • Federal Lands Highway Program (FLHP) • Historic Covered Bridge Preservation • National Scenic Byways • Recreation Trails • Safe Routes to Schools (SRTS)

  17. Other Programs • State Bicycle and Pedestrian Program • Competitive grant program • Fund Exchange • If a local agency is not within a Transportation Management Area (TMA), the local agency may request ODOT to “fund exchange” the federal funds to state funds for 94 cents on the dollar. • Using State funds vs. federal funds reduces the restrictions/requirements on the funding • TMA = MPO over 200,000

  18. STP Funds • A large portion of STP funds are directly allocated to the three TMA’s • Portland, Eugene, Salem • STP funds are also allocated to the 4 remaining MPO’s and 43 Smaller Urban Areas based on population • Four MPO’s (50,000 – 200,000) • Bend, Corvallis, Medford, Rainier • 43 Urban Areas (5,000 – 50,000) • STP funds (except for TMA’s) are eligible for “Fund Exchange”

  19. Transportation Enhancement (TE) • Purpose is to strengthen cultural, aesthetic, or environmental value of the transportation system • Eligible projects fall into four main groups: • Pedestrian and Bicycle projects • Historic Preservation related to surface transportation • Landscaping and Scenic Beautification • Environmental Mitigation (hwy runoff and wildlife protection only)

  20. TE (continued) • Minimum local match of 10.27 percent • Competitive application process in Oregon, open to public agencies only • All projects must have a direct relationship to surface transportation

  21. Rail Grade Crossing • Reduce the number of fatalities and injuries at public rail grade crossings • An existing crossing on any public road is eligible to receive federal funds • Projects are selected based on a statewide analysis of all public crossings • ODOT Rail staff select the highest ranking crossings • Projects are not solicited directly from local agencies or railroads

  22. Highway Safety Improvements (HSIP) • Provides federal-aid funds to achieve a significant reduction in traffic fatalities and serious injuries on all public roads • Oregon’s share is divided among the five ODOT Regions based on the percentage of high risk sites • Local project proposals may be submitted to the Region Traffic Manager for consideration

  23. High Risk Rural Roads (HR3) • Carry out safety improvement projects on rural roads, with identified safety issues • Oregon’s goal is to fund five to ten projects per year • Oregon’s HR3 Steering Committee includes: FHWA, ODOT, Association of Oregon Counties and County Road Officials

  24. Highway Bridge Program • Rehabilitate or replace bridges that have substantial structural deficiencies, physical deterioration, or are inadequate for current traffic conditions • Local Agency Bridge Selection Committee (LABSC) selects projects based on developed criteria and distribution methodology • Bridge must be either Structurally Deficient or Functionally Obsolete. Then a sufficiency analysis determines qualification for rehab or replacement

  25. CMAQ • Fund transportation programs that will contribute to attainment and maintenance of air quality • Eligible Areas: • Portland Metro • Medford/Ashland • Klamath Falls • Grants Pass • La Grande • Lakeview • Oakridge

  26. Emergency Relief (ER) • Intended to assist states and local agencies when resources are inadequate to cope with widespread natural disasters or catastrophic failures • The Governor must have declared an emergency for ER funds to be allocated • ODOT submits info to FHWA and requests ER funding • If the President declares an emergency then FEMA funding may also be allocated

  27. High Priority Projects (Earmarks) • Provides federal funding for particular projects • Funds are allocated yearly, e.g. SAFETEA-LU allocated funds over five years • Funds are only available after the passage of the respective annual acts • Earmark funds are also subject to annual limitations set by Congress • Limitations generally range from 85-95% • Required matching funds of 10.27% BE CAREFUL WHAT YOU ASK FOR!

  28. You may not get all that you asked for! • If you ask for $1M, you may only get $500k…but you still have to build the project. • If the earmark is for $100k, the limitation will bring it down to $85-95k • ODOT will not provide the additional funds to complete the project (unless a previous agreement is in place) You may ask for Toilet Paper and get this! Guess what…you still have to use it!!!!!

  29. Discretionary Programs • Construction of Ferry Boats & Terminals • Federal Lands Highway Program (FLHP) • Historic Covered Bridge Preservation • National Scenic Byways • Recreation Trails • Safe Routes to Schools (SRTS)

  30. National Historic Covered Bridge Preservation • Provides for the rehab, repair, or preservation of covered bridges that are listed or eligible for listing on the National Register of Historic Places • Required match of 10.27% • Grants are selected at the Federal level, based on applications from each State

  31. Scenic Byways • Recognize and enhance routes that have outstanding scenic, historic, cultural, natural, recreational, and archaeological qualities • Must be a National Scenic Byway, All American Road, or State Scenic Byway • Oregon Scenic Byway Advisory Committee prioritizes grant applications • National competitive process

  32. Recreational Trails • Develop and maintain recreational trails and trail related facilities • Oregon Parks and Rec manages the grant program through an annual selection process

  33. Safe Routes to Schools • Improve the ability of primary and middle school students to walk and bike to school safely • Includes infrastructure projects within two miles of the school and non-infrastructure activities (education & traffic enforcement) • Open and competitive process managed by the ODOT Transportation Safety Division

  34. Ok…I’ve got a project in the STIP…Now What? • Wait…I want to apply for some of those funds! How do I find out more? • I just want to know more about some of the programs that were mentioned • Uh Oh!!! I need more money for my project!

  35. Say Hello to your Local Agency Liaison!

  36. LAL’s • Region 1 – Tom Weatherford, Mahasti Hastings, Mark Foster, Michelle Thom, Debbie Burgess • Region 2 – Ted Keasey, Kelly Amador, Michael Starnes • Region 3 – Jay Harris, Scott Adams, Kelli Sparkman • Region 4 – Darrell Newton • Region 5 – Doug Wright

  37. Other Resources • Local Agency Guidelines (LAG) Manual • ODOT Local Government Section

  38. Need More $$$ • OTIB – Oregon Transportation Infrastructure Bank • Statewide revolving loan fund for transportation needs • Eligible to cities, counties, transit districts, port authorities, special service districts, tribal governments, state agencies • Eligible projects includes highway projects, transit capital projects and bike/ped access projects on highway right-of-way • Interest bearing loan up to 30 years

  39. Steps to Get Started • Prospectus • Describes the project, the problem and the solution • Outlines the funding and who will be doing the work • Most importantly it outlines the environmental classification of the project • Most local projects will be Categorical Exclusions (NEPA Class 2)

  40. Intergovernmental Agreement • Otherwise known as the “IGA” • Critical for the project to get started • Not going to get any Federal or State funding until the IGA is executed (meaning that all parties have signed) • Among other things, the IGA describes the funding for the project and who is responsible for what • This is a key component for any project with ODOT, including Fund Exchange

  41. Local Agency Deposit of Funds • If the Local Agency is responsible for the required matching funds OR • If the Local Agency is contributing funds to the project • A deposit must be made to the ODOT Highway Program Office before funding is made available (IGA required)

  42. Start - Finish • LAL is the key contact person from start to finish • Funding is a huge component of any project • Be sure you understand what funds will be required of your Agency during the development and delivery of the project • Remember, you must always have an active IGA until the project is completed. If it expires before the project is completed, a new one will be needed. Watch those dates!

  43. Non-STIP Programs • State Bike/Ped Quick Fix Grants • Annual competitive application process • Special City Allotment • $1M annually statewide to cities of less than 5,000 • $25,000 Maximum • Up to ½ up front and the remainder at the completion of the project

  44. STIP Coordinators • Reigon 1: Sandra Boyd 503-731-8438 • Region 2: Mac Lynde 503-986-2651 • Region 3: Mike Baker 541-957-3658 • Region 4: Kelly Jacobsen 541-388-6393 • Region 5: Dawn Hubble 541-963-1325

  45. Welcome to the Wonderful World of the STIP and Local projects in Oregon!