Important: 2015 Annual HBP Survey

This post is the announcement of our annual HBP survey. Please carefully follow the instruction below and contact the following bridge engineers if you have any questions.  The surveys specific to your agency will be emailed to your agency.

Placer & Sacramento Counties and agencies within these counties               Bob Baca                            (530) 741-5121

Butte, Colusa, Glenn, Sierra & Yolo Counties                                                       Michael McCollum            (530) 741-5453

El Dorado, Nevada, Sutter, & Yuba Counties                                                       Darlene Wulff                     (530) 740-4992

The scope of this survey is for updating the FTIP for all Highway Bridge Program (HBP) and Prop 1B Seismic projects.

  • This survey must be returned (email requested) to the DLAE no later than COB, September 16, 2015.
  • If the survey is not returned, then your funding needs cannot be addressed, specifically for FFY 15/16.  In addition, under Chapter 6 of the LAPG, no responses to the survey indicate a project is not important which could trigger the unilateral cancellation of the project and a requirement that all federal funds be returned to FHWA.
  • Cost and schedule changes must be justified in an Exhibit 6D from the Highway Bridge Program Guidelines.  The Exhibit 6D must be submitted to and approved by Caltrans (DLAE) prior to the obligation of funds.  However, do not delay the survey to complete the Exhibit 6D package.  Just be aware the Exhibit 6D package is required as a follow up to this survey.
  • This survey may include seismic projects with Prop 1B matching funds.  Information you submit in this survey must be consistent with LA ODIS information recently submitted.
  • For Bridge Preventive Maintenance Plans (BPMP), there is no longer a survey.  If you have changes to a BPMP, send a revised list and certification letter to the DLAE no later than 9/30/2015.
  • New candidate bridge projects must have an Exhibit 6A package submitted to the DLAE no later than 09/30/2015.  (Do not fill out a blank survey form to program new projects.)
  • Projects with complex Advance Construction (AC) programming are being surveyed using an Excel workbook.  The workbook contains a spreadsheet for each project with AC programming.  If an Excel workbook is attached to this email, please update each project worksheet and return via email to Caltrans along with the other simplified PDF formatted surveys.
  • Please consider using Acrobat’s pdf reader to markup your surveys.  You may find it easier than manual methods.

Please be aware that the programming schedule you request is not necessarily what will be programmed in the FTIP.  All projects are prioritized based on policies recommended by the HBP Advisory Committee which includes representatives of the LCC and CSAC.  Please review these two Office Bulletins on the programming and prioritization process:

http://www.dot.ca.gov/hq/LocalPrograms/DLA_OB/DLA-OB-10-01.pdf

http://www.dot.ca.gov/hq/LocalPrograms/DLA_OB/DLA%20OB%2011-01.pdf

Again, email the completed surveys to the District Local Assistance Engineer by COB, September 16, 2015.

EEO Reporting Requirement Reminder

This is a reminder of the annual EEO reporting requirement.

BACKGROUND
Code of Federal Regulations, Title 23, Section 230.121 (a) through (c)(2) requires contractors to report annually on the composition of their workforce by race, gender, and job category.  Prime contractors and all subcontractors with construction contracts of $10,000 or more must complete the report for work performed during the last pay period of July 2015.

REPORTING PERIOD
The reporting period is June 29, 2015, through July 31, 2015.  Contractors must provide a report (separate report for each project) for the last week worked during the reporting period using FHWA Form PR-1391.  The form must be completed in its entirety to be considered completed satisfactorily.

REPORTING PROCEDURE:

·         Local agencies notify their prime contractors of this reporting requirement.

·         Prime contractors, as well as each subcontractor, report this information to their respective local agency Resident Engineer who certifies that the information is correct and complete.

·         Local agency Resident Engineers send the reports to their respective Caltrans District Local Assistance Engineer (DLAE) who verifies that the information is complete.

·         DLAEs collect the reports and send them to Raj Valluvan in the Division of Local Assistance.

DUE DATES

·         Reports are due from the prime contractor to the local agency no later than August 14, 2015.

·         Local agency reports are due to the DLAE contact no later than August 21, 2015.

Send completed reports to:

Deprartment of Transportation

District 3 / Office of Local Assistance

703 B Street, Marysville, CA 95901

ATTENTION: EEO Report

Alternately, you may email your report (scanned, signed image)  to:  james.p.day@dot.ca.gov

For further information contact: James Day at the email above, or at (530) 741-5116

FHWA_1391_Instructions

DLA 2015 Annual EEO Report – FHWA Form PR-1391

FHWA_1391_Instructions

End of Federal Fiscal Year 14/15 delivery deadlines

Dear transportation partners,

We are approaching the busiest season of a year for federal aid projects delivery.  Below are the deadlines for the end of FFY 14/15 delivery for all district 3 local agencies.

FTA Transfers

We will need all FTA transfer request by Monday, July 20th, 2015.  If your agency can not submit the FTA transfer request to the district office by the deadline, please contact me directly.  HQ has set July 31st as the deadline for the districts to submit these requests.  We need a week or so to process these requests at the district office.

De-Obligations

In order to prepare for August redistribution, Caltrans HQ Local Program has set the deadline of de-obligation of all formula OA as June 30, from Districts to HQ.   Based on our past experience, this could impact projects funded by CMAQ or RSTP in which agency request to “transfer” savings from one phase to another when eligible.  If you have any project funds that need to be de-obligated, please send in your request no later than June 22nd, 2015 to us.  Please note that this notification to cease-and-desist de-obligations apply to all projects including bridge and safety.

E-76 Deadlines

 

All Requests for Authorization must be submitted to the district office by August 7th, 2015 for us to process and submit to FHWA.  District staff will continue to work on requests submitted after this date, on a first-come first-served basis, but receiving authorization approval before October 1st can no longer be guaranteed.

Feel free to contact us if you have any questions with these deadlines.