Federal-aid Training and Information Needs (2015.05.13)
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Federal-Aid Training Needs for the Bay Area
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TopicDescriptionPotential Training AgencyPriority LevelNext StepsExisting Training / ResourcesGuidanceNote
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Federal-aid seriesOverview (week-long and/or one-day summary), held locally (or sub-regionally)Caltrans LTAP, D41Discuss with Caltrans D4LTAP: http://californialtap.org

FHWA Fed-aid Essentials: http://www.fhwa.dot.gov/federal-aidessentials/
LAPM: http://www.dot.ca.gov/hq/LocalPrograms/lam/lapm.htm#LAPMop1

LAPG: http://www.dot.ca.gov/hq/LocalPrograms/lam/lapg.htm

LAPM/LAPG forms (downloadable): http://www.dot.ca.gov/hq/LocalPrograms/forms.htm

David Giongco's Local Assistance Packages list: http://davidgiongco.com/dla-packages.html

Updates to LAPM/LAPG are disseminated first by DLA-OBs and then LPPs.
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E-76 managementStep-by-step from grant award to E-76 approval
- major milestones and scheduling
- typical roadblocks at each step
Caltrans D41Discuss with Caltrans D4See Federal-aid series.

Caltrans/VTA iTeam training: http://www.dot.ca.gov/dist4/ola/docs/2014-Auth-FL-FADS-Peter-Ephrem-Revised102314.pptx

Caltrans SPOC "Dirty Dozen" ppt: http://www.dot.ca.gov/dist4/ola/docs/MTC-SPOC-workshop-2014.ppt
See Federal-aid series.
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Case studyIn-depth review of a project from beginning to end for lessons learned and concrete improvement pointsCaltrans/ MTC/ local agency 1Solicit interest from Caltrans / MTC / local agencyMet with Caltrans, MTC, and CMA on SRTS/ROW issues with next steps 1) for SFMTA to increase quality control of submittal and 2) for Caltrans to streamline comments
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EnvironmentalWith the goal of clarifying
- requirements (e.g. archeological, architectural)
- scoping process
- difference/coordination b/w CEQA and NEPA
- expected rounds of comments and timeline
Caltrans DEA1Discuss with Caltrans D4/DEACaltrans Division of Environmental Analysis (DEA) training on demand: http://www.dot.ca.gov/hq/env/training/index.htm

Caltrans SPOC ENV ppt: http://www.dot.ca.gov/dist4/ola/docs/SPOC-workshop-2014-Environmental.pptx

Caltrans Sec 106 and Programmatic Agreement workshop held on 3/3/15 [recording/materials available?]

League of Cities Sec 106 Programmatic Agreement ppt: https://www.cacities.org/Resources-Documents/Member-Engagement/Professional-Departments/Public-Works-Officers/CCSFCC/July-19,-2012/Explaining-the-PA-Powerpoint.aspx

ACHP's Sec 106 training: http://www.achp.gov/106select.html
[all out of state]
LAPM Ch. 6: http://www.dot.ca.gov/hq/LocalPrograms/lam/CH06.htm

Caltrans DEA: http://www.dot.ca.gov/hq/env
[incl. Standard Environmentlal Reference: http://www.dot.ca.gov/ser]

NEPA-CEQA Handbook: http://www.whitehouse.gov/sites/default/files/page/files/nepa_ceqa_handbook_feb2014.pdf

NEPA-NHPA Sec 106 Handbook: http://www.whitehouse.gov/sites/default/files/nepa_and_nhpa_handbook.pdf
Separate training for project managers, grant managers, and planners/other technical staff?
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ROW & Utility RelocationWith the goal of clarifying
- definition and requirements
- expected rounds of comments and timeline
Caltrans ROW1Discuss with Caltrans D4/ROW
[SFMTA coordinated a meeting with Caltrans/MTC on SRTS-specific ROW issues in April 2015; if no other agency is having an issue, this training can be marked as completed]
Caltrans SPOC ROW ppt: http://www.dot.ca.gov/dist4/ola/docs/RW-SPOC-workshop-2014.pptLAPM Ch. 13 ROW: http://www.dot.ca.gov/hq/LocalPrograms/lam/CH13.htm

LAPM CH. 14 Utility Relocations: http://www.dot.ca.gov/hq/LocalPrograms/lam/CH14.htm

Caltrans D4 ROW Engineering Local Project Guidelines: http://www.dot.ca.gov/dist4/rightofway/esms/lpac/lpac-rwe_all.htm

Caltrans HQ ROW Manual: http://www.dot.ca.gov/hq/row/rowman/manual/index.htm
FHWA Process Review Plan 98-02 (9/7/99) recommended training in both group and one-on-one settings, including the use of manual along with functional checklists <http://www.dot.ca.gov/hq/LocalPrograms/procrev/pr98-02.pdf>.
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Consultant contract, pre-award audit[2015.11 comment from PDWG: many updates on A&E procurement, DBE, etc]Caltrans HQ2?"Caltrans Audits & Investigation's A&E Indirect Cost Rate and Contract Audit and Reveiw Training" scheduled for 3/24/15 at Redding <http://www.dot.ca.gov/hq/audits> - Can it be recorded/ webinared?

Local agencies to provide specific needs
Caltrans LA: http://www.dot.ca.gov/hq/LocalPrograms/training/description.html
[#2. Audits (Pre-award and Indirect Costs) - no link yet]

Caltrans LTAP-Procuring A&E: http://californialtap.org/index.cfm?pid=1097&offid=66

A&E Contract Management step-by-step online guide: http://ccelearn.csus.edu/ae_contract_mgmt/contents/contents.html
[for contracting at Caltrans - applicable for locals?]
LAPM Ch. 10 Consultant Selection: http://www.dot.ca.gov/hq/LocalPrograms/lam/ch10-2013-05-20.pdf
COIN: http://www.dot.ca.gov/hq/LocalPrograms/COIN/COIN11-01.pdf

Caltrans HQ Audits and Investigations: http://www.dot.ca.gov/hq/audits
[including top five local agency issues & FAQs]

Caltrans A&E Contract Information: http://caltrans-opac.ca.gov/aeinfo.htm
[including FAQ and Guidelines; for contracting at Caltrans - applicable for locals?]
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Quality Assurance Program (QAP)Caltrans HQ2?Local agencies to provide specific needsD4 QAP ppt: http://www.dot.ca.gov/dist4/ola/docs/QAP%20Presentation%20for%20Local%20Agencies%20082114.pptx
[other materials also posted on http://www.dot.ca.gov/dist4/ola/training.htm]
QAP Manual: http://www.dot.ca.gov/hq/LocalPrograms/public/QAP_Manual.pdf
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Caltrans SpecificationsChanges from the 2006 specs to the 2010 (or latest), especially regarding payment clauses, which are currently causing problems on existing projectsCaltrans HQ/D4?2?Discuss with Caltrans D4Caltrans Construction Contract Standards: http://www.dot.ca.gov/hq/esc/oe/construction_standards.html

2010 Contract Standards Quick Guide: http://www.dot.ca.gov/hq/esc/oe/construction_contract_standards/2010/docs/quick_guide.pdf
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InvoicingRequirements (checklist), process, timelineCaltrans D43?Caltrans D4 held risk-based invoicing training late 2014, and D3 published online training; ask local agencies about a specific need for additional training.Caltrans D3 on-line invice training: http://www.dot.ca.gov/dist3/departments/planning/InvTutorial/latrainwelcome.html
and invoice checklist tutorial:
http://www.dot.ca.gov/dist3/departments/planning/InvTutorial/No_Fill_LAPM_5_J.pdf

Caltrans Risk-Based Invoicing ppt http://www.dot.ca.gov/dist4/ola/docs/riskbasedinvoicingtraining.pptx
[checklist and workbook also posted on http://www.dot.ca.gov/dist4/ola/training.htm]
LAPM Ch. 5 Accounting/Invoices: http://www.dot.ca.gov/hq/LocalPrograms/lam/CH05.htm
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Buy AmericaCaltrans HQ/ FHWA?3?Local agencies to provide specific needsCaltrans HQ Buy America Training: http://www.dot.ca.gov/hq/buyamerica/training.htmCaltrans HQ Buy America: http://www.dot.ca.gov/hq/buyamerica/index.htm
COIN: http://www.dot.ca.gov/hq/LocalPrograms/COIN/11-04.pdf

FHWA Buy America: http://www.fhwa.dot.gov/construction/cqit/buyam.cfm
[incl. policy, Q&A, waivers]
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RTPMTC2?MTC/ABAG to lead 1st round of public workshop scheduled for May 2015

CMAs/other regional agencies to lead local outreach
MTC training at a local level - available upon request
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CTC ProcessMTC2?CMAs to request MTC
[2015.10 held in SF]
Available upon request
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TIPMTC2?CMAs to request MTC
[2015.10 held in SF]
MTC TIP: http://www.mtc.ca.gov/funding/tipAvailable upon request
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Non-Infrastructure ProjectsNI-focused materials and processesCaltrans D4?3?Discuss with Caltrans D4?CA SRTS Technical Assistance Resource Center: http://www.casaferoutestoschool.org/grantees
[focused on SRTS projects]
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Suggestions on training administration:
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Focus the training on specific topics/requirements/changes and/or at a smaller scale (e.g. at a county or sub-regional level).
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Hold on a regular basis (monthly/bi-monthly), possibly in a webinar format.
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Conduct continuing education for SPOCs (but also open to others) while repeating the overall workshop annually (to account for staff turnover).
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For large workshops, increase the attendee limit to accommodate all interested parties.
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If possible, organize Priority 1 trainings before/around summer 2015 (before the FY 15/16 Obligation Plan process starts).
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Acronyms:
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ACHPAdvisory Council on Historic Preservation
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COINCaltrans Oversight Information Notice
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CTCCalifornia Transportation Commission
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D4District 4 (Caltrans Local Assistance)
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DLA-OB
Division of Local Assistance Office Bulletin
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DEADivision of Environmental Analysis
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LALocal Assistance
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LAPGLocal Assistance Program Guidelines
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LAPMLocal Assistance Procedures Manual
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LPPLocal Programs Procedures
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LTAPLocal Technical Assistance Program
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MTCMetropolitan Transportation Commission
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RTPRegional Transportation Plan
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SPOCSingle Point of Contact
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TIPTransportation Improvement Program
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