FHWA accounting system unavailable May 1st -14th

The FHWA accounting system, Delphi, will be shut down for implementation of a new release (R12) and unavailable from May 1st – 14th. Please be aware that requests submitted by the District after April 18th will experience a lag in processing time. Requests received after April 18th will still be processed internally; however, the expectation is that they will be held at FHWA until the system is back online. Please anticipate additional time for all of the interface updates and payment activity to be properly reflected.
If you have projects that are time sensitive, please relay that project information to your DLAE and get your requests in as soon as possible.

2013 Small Project of the Year for Sacramento Section of the American Society of Civil Engineers goes to…

El Dorado County’s Local Assistance project, Green Valley Road at Tennessee Creek- Bridge replacement project. The project replaced the old bridge, realigned the roadway for safety, and installed turn lanes and a traffic signal at the adjacent intersection with North Shingle Road. The project site was previously a high accident area, averaging 3 accidents a year. After the project was substantially complete over a year and a half ago, there have been zero accidents. This project was funded by our Highway Bridge Program (HBP), Highway Safety Improvement Program (HSIP), and Transportation, Community and System Preservation (TCSP) funds resulting in over 5 million dollars plus local match. Our team has worked closely with El Dorado County to assist them with delivering the project successfully, and made a difference in the local community in terms of traffic safety.

Active Transportation Program(ATP) Call for Projects

Call for APT projects starts today!

There have been many updates on the Active Transportation Program and coming training held by various interest groups. I would like to use this email to provide of a summary of where we are:

1. The guidelines for the 2014 Active Transportation Program(ATP) were officially adopted by the California Transportation Commission (CTC) yesterday on March 20, 2014.

2. The call for projects for the ATP is announced today, March 21, 2014! Please see the email below from Caltrans Division of Local Assistance (DLA).

3. Caltrans DLA is working on Local Assistance ATP Guidelines, Master Agreement Information and sample applications. This information will be coming soon and will be posted at this link:

http://www.dot.ca.gov/hq/LocalPrograms/atp/index.html

4. Caltrans DLA has developed the application instructions, the Application Parts1 & 2 as posted in the above link as well. Applications shall be submitted directly to Caltrans DLA HQ. Please read the instruction carefully.

5. Today is also the deadline to register for the official ATP training provided by DLA ATP coordinators on April 3rd in Marysville. The recording of this training session will be posted for your use. The training is in person only. To register, please contact Beatriz Gonzalez immediately at beatriz.gonzalez@dot.ca.gov or (530) 741-5173. The registration form is here. ATP training Registration Form

6. Below is a list of training/seminars held by other interest groups:

• An Open Q&A Session with Caltrans; Thursday, March 27, 2014, 10:00am – 11:30am PST; hosted by SRTS National Partnership

• Preparing for the Active Transportation Program Call for Projects(San Jose); Weddnesday, March 26, 2014 from 1:00 PM to 3:30 PM; hosted by SRTS National Partnership, San Jose

For all District 3 agencies and interested parties, I strongly encourage you to join us on April 3rd in Marysville. If you have any questions on the ATP, Jim Day is our ATP coordinator, j.p.day@dot.ca.gov, (530)741-5116. You are welcome to contact your geographical engineer or myself for any assistance you may need as well.

 ——email from Caltrans DLA HQ on Call for projects——

From: Mcwilliam, Teresa Rs@DOT

Subject: Active Transportation Program (ATP) Call for Projects- please forward to your agencies

Importance: High

Hi everyone- Please forward this to anyone who would be interested in the roll out of the ATP Call for Projects. The Application Parts1 & 2 and the Application Instructions have been posted at http://www.dot.ca.gov/hq/LocalPrograms/atp/index.html

Also we will soon be posting the Local Assistance ATP Guidelines, Master Agreement Information, sample application, Powerpoint for our upcoming District training, and we will be posting a recording of the April 3 Marysville training.

Let me know if there is anything else you need in order to facilitate a successful roll out. Thanks

Teresa McWilliam

Program Manager- Active Transportation Program (ATP)

Further clarification and sample Caltrans executed contract— Form 1273 must be PHYSICALLY incorporated

This is a follow up of the last post on Form 1273.

There has been some recent discussion regarding the physical incorporation of FHWA Form 1273 in executed contracts.  Recent CAP reviews conducted by FHWA have found that many local agencies in California are not physically incorporating Form 1273 into their executed contracts, but instead have them in their Special Provisions which in turn are referenced in the executed contract.  This is not acceptable.  In Form 1273 in the last paragraph in I. GENERAL, section 1, it states, “Contracting agencies may referenece Form-1273 in bid proposal or request for proposal documents, however, the Form FHWA-1273 must be physically incorporated (not referenced) in all contracts, subcontracts and lower-tier subcontracts.”

Attached is a sample Caltrans executed contract.  Please note that on page 5 the contract incorporates by reference the Notice to Bidders and Special Provisions, which includes Form 1273 required for bidding.  In addition to this, you will find that starting on page 10 Form 1273 has been physically inserted into the contract, which satisfies FHWA’s requirement of “physically incorporated.”

Caltrans Local Assistance and FHWA are currently having discussions regarding this deficiency.   We will keep you posted if any corrective action is needed.

Sample Executed Contract_w Form 1273

See DLA-OB 12-05 – “Revised Form FHWA-1273 for Federal-aid Construction Contracts”:

http://www.dot.ca.gov/hq/LocalPrograms/DLA_OB/DLA_OB.htm