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2013 BIA Providers Design/Construction Trainning

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Andrew White

on 13 April 2018

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Transcript of 2013 BIA Providers Design/Construction Trainning

Collaboration - Modernization - Respect

BIA 2013 Providers, Design & Construction Technical Training

10. Construction

9. Force Account? Sub-Contract?

8. Determine funding level for construction
7. 95% PS&E submitted to BIA for review

6. Keep BIA engineer updated at: 35%, 65%, 95%
5. Select a

4. Advertise with Request for Proposal, Design
3. Work with BIA engineer to determine funding level
2. Is the LRTP updated?
How does a tribe construct a road?
1. Identify Transportation priority
What are our transportation needs?
The transportation planner should be collaborating with the tribal council and together they should be consulting with the tribe to determine the most important transportation need. This process is executed during the planning phase of projects.
Transportation priorities change, when they do the Long Range Transportation Plan needs to be updated to reflect this change. To update an LRTP with the BIA a tribe needs to submit a resolution and a priority list that has the top transportation project as number 1.
Sometimes available funding for a project is not enough. Tribes must save their tribal shares or seek alternative funds for their projects.
The basic steps for creating an RFP:
1. List basic tribal information
a. Name
b. address
c. Location

2. Describe the project in detail.

3. Ask for References.
The process of selecting a consultant can be done with a scoring matrix. A Scoring matrix can help determine the best consultant for a project. A basic example is:

Project Expertise = 40 pts
Past Record of Performance = 35 pts
Familiarity with Contracting Agency = 10 pts
Volume of Design Work by Alaska Agency = 5pts
Alaskan Native owned = 5pts
Current work load of business = 5pts

As the design progresses it is good to keep the BIA Engineer POC in communication during the development of the project. Your BIA POC can help ensure all of the necessary details of the design elements are being addressed.
Each contract is different, the requriement for BIA review of design can be at 35%, 65%, or 95%, you will have to consult the contract to determine the requirement.

Usually BIA will visit the construction site at final construction review. The contract reserves the right of BIA to inspect the construction at a reasonable notice to the contractor.
Before a plan set is stamped and signed by the design engineer, BIA must review the design at 95%
Available Funding
Construction Cost/Engineers Estimate
Before construction can begin the available funding needs to be compared to the estimated construction costs. If the available funding is not sufficient to proceed, the tribe may need to wait a year or more until funds can either be saved or acquired for construction.
If a tribe elects to go force account (construct the road them selves) the tribe must complete a construction questionnaire and a risk assessment. These help determine what the missing items are in order for a tribe to perform the construction them selves. The tribes POC and Tech are available to help determine the missing items. Often times a tribe will hire a construction manager (who has road construction experience) to help them do force account work. If the questionnaire and risk assessment determine the tribe is not ready to do force account work then the tribe must hire a contractor for the construction.
The progress of construction is tracked and monitored with a construction monthly estimate.
At the beginning of construction
the tribe can elect to draw 35%
of the construction BID. After
the initial draw a monthly pay-
ment will be issued with the
submittal of an estimate that
tracks the pay items. If a
monthly payment is not enough
the tribe may negotiate a pay-
ment plan with the AO and POC.

Monthly Estimate
Please include the following information in the request:
Project Priority List
Different then Inventory List.
1 through ?
Important elements of a good LRTP:
Resolution from the tribe authorizing the submitted LRTP.
Inventory List
a complete list of roads, trails, boardwalks, and bridges in the inventory, with strip maps.

Table of Contents
List of Figures
List of Tables
Community Overview
Local weather
Local History/Culture
What is needed for a tribe to do force account work?
Topics for Discussion
LRTP Updated?
Project Development Manual
RFP Process
Reviewing Plan sets
Construction Funding Sources
Invitation for BID
Cost Estimates
Design Standards and Specifications
Preconstruction Conference
Notice to Proceed
Construction Completion
Updating the Cost to Construct

Design: Transportation Needs
A preliminary but critical step in the design process is deciding as a community what the village's transportation needs are:
New trail to existing hunting area?
New roadway to village cemetery?
Upgrade the community roads?
Perform maintenance on existing gravel roads to fix potholes?
How to decide?
The council can decide
Maybe a voting process is issued?
Need to consider available funding
Does the end project meet the tribes needs long term?
Tribe should be able to reference their current Long Range Transportation Plan (LRTP.)
May use neighboring tribes/villages LRTP's as a reference. Project sharing?
Design: LRTP Updated?
Any route that a tribe wishes to spend transportation funds on must be included in the tribes Long Range Transportation Plan.

The LRTP must have an updated inventory and priority list that reflects all the routes a tribe wishes to work on with transportation funds.

Be sure the FHWA has an updated TIP for the project.
Design: The Inventory and Priority List
November 1:
BIA Regional office provides tribes with inventory
August 15:
BIA DOT Reviews Inventory, authorizes/declines.
July 15:
Inventory entered by BIA Regional Offices.
June 15:
Tribe must address errors by this date.
May 15:
BIA Regional office reviews submittal, responds to tribe with errors needing addressed.
March 15:
Tribe submits to BIA updated LRTP, resolution, strip maps, 5704 Data Sheets
Design: Project Development Manual (PDM)
What is the PDM?

The PDM is a project manual that has everything you need for the construction of a project. Here is a typical table of contents for a PDM
November 1:
BIA Regional office provides inventory to tribes.
May 15:
BIA Regional office reviews tribes submittal for corrections and provides tribes feedback.
Design: The Contents of an LRTP
Project Priority List
Different then Inventory List.
1 through ?
Resolution from the tribe authorizing the submitted LRTP.
Inventory List
a complete list of roads, trails, boardwalks, and bridges in the inventory, with strip maps.
Table of Contents
List of Figures
List of Tables
Community Overview
Local weather
Local History/Culture
an RFP:
Informs contractors that a tribe is looking to procure and encourages them to make their best effort.
The tribe should specify what it proposes to purchase. The BIA contracts requirements can be incorporated quite easily into the Request document.
alerts suppliers that the selection process is competitive.
Aim for wide distribution and response.
Should follow a structured evaluation and selection procedure, so that the tribe can demonstrate impartiality - a crucial factor in procurements.
Consider a scoring matrix.
The best way to ensure competitive bidding
required for services costing $10,000 or more (for services <$10,000, 3 quotes are a suggested minimum.)

Example RFP
Source: Wikipedia
Design: Reviewing Plan Sets
Definition of design review: Systematic, comprehensive, and documented analysis of a design to determine its capability and adequacy to meet (the transportation needs of the tribe).
Source: http://www.businessdictionary.com/definition/design-review.html
Source: http://www.markgoldman.org/services.html
Design: Review Example
Check that BIA contract No. is on cover sheet
Make sure all the sheet numbers are correct, each sheet number is included.
Check the project description is accurate.
Make sure all the sheet numbers are correct, each sheet number is included.
Each sheet with design elements needs to be stamped by a licensed engineer.
Match Page numbers with cover sheet.
Is sheet tittle what is being displayed in drawing?
Review text for accuracy, spelling, understanding.
Use legend to review the plan drawings, make sure lines are representing the correct items.
Read General Notes for accuracy, spelling, clarity of work.
You can perform your own estimate of quantities and compare to the engineers estimate for accuracy. Use the Plan & Profile Sheets.
The culverts are easy to count, compare this summary table to the plan sheets for accuracy.
Check overview layout for sequence of page numbers. accurate?
Read the notes for accuracy, spelling, missing information.
Check other notes on sheet for accuracy.
Is everything labeled correctly?
Be familiar with the clearing limits, measure them for accuracy. Enough? Too much?
Is the scale correct?
North arrow facing correct direction?
Be sure Station notation is correct.
Are the culverts the correct size? Location?
Check that the detail is referencing the correct typical section.
Are the signs correct? Location? New? Old?
Be familiar with the clearing limits.
Is the culvert showing the correct flow direction?
Is the match line station call out showing the correct sheet no.?
Is all the text on the sheet legible?
Need to check that the catch/cut limit does not go out of the right-of-way.
When adding material to existing ground, be sure raising the profile doesn't make the drive ways for the lots too steep.
check detail call out is correct for other sheets.
Read notes for accuracy, spelling, clarity, missing information.
Gravel Roadways should be 3% or greater grade.
Be familiar with the side slopes grading.
Be familiar with the materials that are called out, reference the correct specifications.
Funding Sources for Transportation Projects
FHWA: ERFO The Emergency Relief for Federally Owned Roads (ERFO) Program provides assistance to roads that have been defined as Federal roads.
BIA, Tribal Shares
AKDOT&PF – STIP,The Alaska Statewide Transportation Improvement Program
TIGER, The Transportation Investment Generating Economic Recovery, or TIGER Discretionary Grant program
Denali Commission
CORP of Engineers
Other Agency (Local and Borough)
USDA-CDG: Water Mitigation, Erosion control
Rural Development: will match 75%
AKGOV – Community Grant
ANTHC: Water and Sewer, landfill
VSW: Village Safe Water
Private Donations
Public Land Hwy Discretionary funds.
FTA: Federal transit authority
FAA: Will partner with projects
AKTTAP: source of information
CTIP: Coordinated Tech. Improvement program

Invitation for BID
An invitation for bid (IFB) or invitation to bid (ITB) is an invitation to contractors or equipment suppliers, through a bidding process, to submit a proposal on a (design/construction) project to be realized or product or service to be furnished.
Source: Wikipedia
The IFB process is identical to the RFP. Typically the IFB is used for construction ready projects. For additional information see the slides on the RFP process.
Invitation for BID
IFB is a FAR requirement on jobs over $10K
Where to advertise:
Newspaper, radio, tribal website, FEDBIZ
Receiving BIDS:
Be sure to include how tribe would like the contractors to submit BIDs, electronic? Paper? Copies?
Grading BIDS:
Scoring Matrix?
Selecting BIDS:
Send out declining/Award letters to all bidders
Don't be afraid to negotiate rates with contractors
Subcontract Review:
If primary contractor hires subcontractors, must send copies of all contracts to BIA
Sealed BID Approach:
If the tribe elects to perform a sealed BID, must state so in the advertisement for BID
All answers to questions from contractors must be given to all BID applicants
If a tribe has a TERO in place the BID advertisement is a good place to mention this, can also mention the TERO during negotiations
Cost Estimates
Review Estimate Basis and Assumptions:
The first component of the review should focus on understanding how an estimate is developed and then on what the major factors that are
used to determine the estimated cost of a project. These factors are
ones that typically influence a majority of the cost elements that comprise the estimate.
Verify Completeness and Use of Estimating Information and Data:
This step focuses on ensuring that the estimate reflects the scope of the project as described when the estimate is prepared. Further, the review should assess whether quantities, unit prices, and percentages reflect the scope of work, site conditions, and market conditions.
Reviewing Design Estimates
Is the scope clearly addressed in the estimate?
Are hourly rates listed? Don't have to be, but sometimes hourly rates are helpful for transparency.
Is there a definitive end described in the estimate? Sometimes open ended agreements can be detrimental to tribes.
Estimates can be negotiated.
Reviewing Construction Estimates
Are all the deliverables addressed? Schedule?
You can perform your own estimate from the design drawings:
Know how much you will spend on equipment.
Material Source/Rate
Local Labor Rates
Freight Costs
Surplus supplies/equipment locally?
Review pay items and check that all elements of the project are accounted for. This helps to avoid change orders in the future.
Design Standards and Specifications
Construction projects need to meet or exceed the FP-o3 Federal Specifications:
General Requirements:
scope of work, control of material, acceptance of work
Project Requirements:
Mobilization, surveying, watering for dust control
Clearing and grubbing, geotextiles, excavation and embankment
Aggregate Courses:
Untreated aggregate courses, Dust Palliative
Alaska DOT Blue Book is an additional guide for Specs.
Design Standards
AASHTO, Guidelines for Geometric Design of Very Low-Volume Local Roads (ADT < 400), 2001
Alaska Highway Preconstruction Manual
Alaska DOT Standard Drawings
Preconstruction Conference
When a tribe has a complete design they are ready for construction. There are a list of requirements to be ready for construction:
All of these documents can be contracted out except for the following:

Final Signing of the NEPA and Archeology Documents
ROW on trust land (non-trust land ROW work is contractible but the certification may have to come from the facility owner)
Government Estimate

A complete PDM has been furnished to BIA
If work is being contracted out then the agreement between the tribe and the contractor has been submitted
If the tribe is doing the work by force account then a construction questionnaire has been completed
Preconstruction Conference Con't
Items to discuss at the conference:
Project Schedule
Traffic Control Plan
Best Management Practices (BMP's)
Safety Plan
Material Site
Staging Area
Monthly Estimates/Pay Requests
Material Testing
Project Personal
Construction Equipment
Quality Control
Notice to Proceed NTP
The notice to proceed is a legal notification from the Awarding Official authorizing the contractor to begin construction on the project. The NTP consists of:
Subcontract Agreements
Traffic Control Plan
Performance Schedule
Quality Control Plan
Safety Plan
Archaeological and Environmental Clearances
Erosion Control Plan
Storm Water Pollution Prevention Plan (SWPPP)
Hazardous Material Control Plan
Control Schedule Transportation Improvement Plan (CSTIP)
A critical step for budgeting funds towards a transportation project
Filling out a CSTIP
This is where the planning funds are budgeted. The limit is $35,000 per year. If a tribe budgets more then $35,000 per year for planning then there is a penalty that effects the next years funding.

Eligible activities associated with 25 CFR Pt.170, Subpart. B, App. A.
PLANNING - 2% Planning and Projects Using IRR Construction Funds
P10 - Tribal Trans. Improvement Program


These items are project specific, all of these items pertain to specific projects, your POC can help you decide which of these items needs funding. The funding limit is 100% of tribal shares.
This is where the maintenance funds are budgeted. The limit is 25% of tribal shares, maxing out at $500,000.
Eligible maintenance activities (per 25 CFR Pt.170, Subpart. G, App. A) on approved inventory routes.
MAINTENANCE - (Placeholder only, not route-specific)

T3 - Acquisition Services - Labor and Supplies

The right personnel
Material Source
The right equipment?
File Management System
Full transcript