Locally Administered Projects (LAP) are typically funded in two ways: 1) Metropolitan Planning Organizations (MPO)/Rural Planning Organizations (RPO) are involved with project selection based on applicable funding available to them, and 2) Projects are submitted and scored through the NCDOT Strategic Prioritization Process (SPOT). The following highlights these two processes:
- Selected through a MPO/RPO process:
- MPOs evaluate and select which projects to fund using Surface Transportation Block Grant-Direct Attributable (STBG-DA), Transportation Alternatives Program (TAP), Carbon Reduction Program (CRP), and local Congestion Mitigation and Air Quality (CMAQ) funds
- RPOs select projects in coordination with NCDOT for CRP and CMAQ funds, if applicable
- Primarily delivered by a Local Government Agency (LGA)
- Selected through NCDOT's Strategic Transportation Investments (STI) SPOT process:
- Projects are mostly evaluated through SPOT, based on mode and STI category (other NCDOT selection processes could apply, such as statewide CMAQ or TAP)
- STI projects are generally delivered by NCDOT, except TAP funded projects, which are often delivered by the LGA
After funding is secured, the project must be programmed in the State Transportation Improvement Program (STIP). The MPO and NCDOT's STIP Unit lead this process. As projects are received, NCDOT reviews them to ensure:
- Project is feasible (constructable)
- Cost is reasonable (including sufficient LGA funding for the local match)
- Schedule is realistic
- Party delivering project is identified (LGA or NCDOT)
Once the above items have been confirmed and/or adjusted, if needed (in coordination with the MPO), the project is programmed in the STIP and the LGA may request an Agreement.
The LGA will need to gain access to the
Enterprise Business Services (EBS) Portal to begin the project
Agreement process, or request access if necessary. When the Agreement is requested, the LGA will provide a proposed delivery schedule in the application (start of right of way, let date, completion date). Projects typically include four phases: Preliminary Engineering (PE), Right of Way (ROW), Utilities (UTIL), and Construction (CON). Project delivery timeframes for the respective phases of work are based on the Fiscal Year (FY) that funding is programmed in the STIP. Dates can be adjusted if needed, but realistic schedules should be determined and entered to prevent unnecessary changes to FY programming.
When the application is received from the LGA in the EBS Portal, the Local Programs Management Office (LPMO) will schedule a kickoff meeting with relevant parties (LGA, NCDOT Division, MPO/RPO) to review the project scope and schedule and determine where adjustments need to be made. Chapter 2 provides more details about Funding Authorization, which is tied to the schedule.
NCDOT has established a standard overall timeframe for project delivery (completion) based on the number of phases that are programmed.
- Selected through a MPO local call for projects:
- One phase of work – 3 years to complete after authorization of funds
- Two or more phases of work – 5 years to complete after authorization of funds for the initial phase
- These timeframes may be modified based on scope/complexity of project
- Selected through NCDOT Prioritization:
- Project will be programmed for PE only and must meet confident scope and cost estimate (CSCE) before the project will be programmed for delivery (ROW and CON). See below for more information about CSCE.
- Current projects programmed for delivery will be required to meet milestones established by NCDOT or may be subject to reprioritization
- Once future phases are programmed, time frames will be based on the same framework as projects selected by the MPO (see above)
If more time is needed and the completion date needs to be extended, a Supplemental Agreement is required. If funding is rescheduled to a subsequent FY, STIP modification will need to be processed through the responsible MPO/RPO. NCDOT will monitor implementation activities to ensure timely progress and completion of a project. If the MPO has allocated funding, it may also monitor the LGA's schedule. The FHWA identifies “Inactive Projects" and requires updates to determine if the funding will still be available.
Confident Scope and Cost Estimate
The Confident Scope and Cost Estimate (CSCE) is intended to establish consensus on the project scope and give increased confidence in the cost estimate since the scope should not change. The CSCE is achieved once the project reaches 25% design plan completion (also known as Design Recommendation Plan Set). By requiring an approved CSCE before programming a project for delivery in the STIP, the following outcomes are anticipated:
- Fewer cost increases, resulting in fewer project delays due to funding availability
- More stability within the STIP, allowing projects to be implemented on schedule
- Increased accuracy for planning/budgeting for future STIP projects
