FHWA/MoDOT Partnering Agreements
MoDOT's Tangible Results, Values:
- Tangible Results are what MoDOT's customers expect the department to
accomplish. These are the tangible things that MoDOT's customers will
see as the department fulfills its mission.
- Values represent the fundamental principles and philosophy of the agency
and guide the agency's behavior. These values establish the boundaries
within which all department activities will be conducted.
Blueprint to Save More Lives:
- The Blueprint identifies strategies having the greatest potential to
save more lives and reduce serious injuries.
Project of Division Interest (PoDI):
- PoDIs are those projects that have an elevated risk, contain elements
of higher risk, or present a meaningful opportunity for FHWA involvement
to enhance meeting program or project objectives.
II. Roles and Responsibilities of MoDOT
MoDOT's Role â€“ Ensure the Construction Program performs in accordance with
state and federal laws and regulations while implementing MoDOT's Tangible
Results, Values, and the Blueprint to Save More Lives priorities and goals.
For our program area, the following tasks are considered the most important
and we will work with FHWA as true partners to ensure success:
- Complete the STIP construction projects on time and within budget while
upholding the values of safety, quality, diversity and environmental responsibility.
- In accordance with the PODI process and matrix, MoDOT Construction &
Materials Liaison Engineers and/or district personnel will communicate
and discuss contract changes, traffic control plan changes and Value Engineering
Change Proposals (VECP) with the FHWA Transportation Engineers (TE's).
Discuss changes that risk federal participation prior to document submittal.
Provide complete and well-documented change orders 10 days prior to expected/required
- Send invitation to FHWA Program Implementation Team Leader Operations
and/or FHWA Transportation Engineers for claim/dispute resolution meetings
a minimum of 7 days in advance and provide FHWA with a hard copy of all
information on the claim as it becomes available.
- MoDOT will provide consistent communication and direction to contractors
regarding changes to federal and state regulations.
- MoDOT will keep FHWA posted throughout the construction phase of the
PoDI projects and invite FHWA Program Implementation Team Leader and/or
FHWA Transportation Engineers (TE's) to the quarterly meeting conducted
by the Resident Engineers.
- MoDOT's Tracker and Division Trackers will be developed and shared with
FHWA in order to complement FHWA's Performance Plan and to ensure success
for MoDOT and FHWA.
- The EPG process and EPG ballots will include FHWA participation in a
timely manner. Changes to construction policies and specifications require
FHWA approval if they are to be used in Federal-Aid projects.
- Offer invitation to industry meetings to FHWA.
III. Roles and Responsibilities of FHWA
- Copies of project inspections reports will be sent to the State Construction
& Materials Engineer, Resident Engineer, District Construction and
Materials Engineer, and MoDOT Construction & Materials Liaison Engineer
within 14 days of completed inspection.
- Review and approve change orders on all identified PoDI projects within
10 days of receiving them.
- Actively participate in contract claim awards and settlement meetings
- In most cases, Transportation Engineers (TE's) will provide a minimum
of 7 days in advance notice of project inspections to appropriate MoDOT
Resident Engineer and MoDOT Construction & Materials Liaison Engineer.
FHWA reserves the right to visit any federal-aid construction project
at any time.
- Provide final acceptance within 15 days of receiving all required documentation
from MoDOT so that final payment can occur in a timely manner.
- Provide detailed information on federal position statements and policy
changes within 5 days of receiving information from Headquarters. Changes
that effect MoDOT's operating procedures/policies will be discussed through
a meeting of appropriate staff.
- FHWA Performance Plan will be developed and shared with MoDOT in order
to complement MoDOT's Tangible Results and Values to ensure success for
MoDOT and FHWA.
IV. PoDI Selection Process
FHWA has developed an internal process for the identification of PoDI's,
as required and in conformance with FHWA HQ guidance; this internal process
will guide the yearly PoDI selection process. The PoDI process is a 3-step
process, FHWA and MoDOT collaboration during each step will include:
- Pre-screening process. This step will consist of a
review of the draft STIP. All projects from all MoDOT districts will be
reviewed for potential PoDI identification. The FHWA TE assigned to each
district will perform an initial review of the draft STIP, and develop
a short-list of potential PoDI's. The FHWA TE will collaborate with their
respective MoDOT Construction and Materials Liaison Engineer to review
the short-list of projects; agreed upon changes or modifications to the
short-list will be made.
- Risk Assessment. All projects on the PoDI short-list
will receive a risk-based assessment using the FHWA developed Missouri
Resource Deployment Tool (MRDT). The MRDT contains 10 required risk areas
that will be assessed for each project on the PoDI short-list. The FHWA
TE will coordinate the risk assessment process with their respective MoDOT
Construction and Materials Liaison Engineer. Based upon the results of
the MRDT risk assessment, each project on the short-list will be identified
as a PoDI or not a PoDI.
- Final PoDI Selection. The FHWA Program Implementation
Team Leader (PITL) will review the risk assessment results for accuracy,
consistency, available FHWA resources, and in consideration of current
FHWA workload. The PITL will meet with each TE, and agree upon the final
list of PoDI's for each district. For the final PoDI list, each TE will
coordinate with their respective MoDOT Construction and Materials Liaison
Engineer to develop oversight plans for each PoDI, including the identification
of project actions requiring FHWA involvement/approval, and population
of the PoDI matrix for the resulting project actions. The oversight plans
will be developed to mitigate the identified higher risk areas resulting
from the risk assessment described in step 2.
The final PoDI matrix will be sent to MoDOT for inclusion in the EPG (section
123.1.1). FHWA will update the PoDI matrix quarterly and send the updated
document to MoDOT.
V. Ground Rules
We agree to concentrate efforts in improving our work by following these
- MoDOT Construction & Materials Liaison Engineers and FHWA Transportation
Engineers (TE's) will work closely together to add the most value to individual
projects and overall program. This should include at least one combined
visit to discuss miscellaneous issues and offer support to operations
staff, discussing project specific items ahead of time, and sharing information
to present a unified voice to the districts.
- We will respect each other by valuing individual opinions and maintaining
an open mind to suggestions.
- We will respond to e-mails and telephone calls within two days unless
out of the office during that time. All formal requests and/or actions
discussed will be followed-up in writing.
- We will communicate directly with each other by telephone, mail, e-mail
and more importantly in face-to-face conversations.
- We will make every effort to make sure project information and/or decisions
have the concurrence of both MoDOT district and Central Office staff.
- We will respect the roles and responsibilities of FHWA and MoDOT.
- We will strive to achieve mutual goals and strategic initiatives.
- We will participate in a regularly scheduled annual meeting with the
MoDOT State Construction & Materials Engineer and FHWA Program Implementation
Team. Other technical staff will attend as needed to discuss items of
mutual interest. FHWA and MoDOT will alternate responsibilities of scheduling
- We will revisit the agreement every year and make revisions as necessary.
VI. Conflict Resolution
In case of conflict, we will resolve it at the lowest level by the FHWA Transportation
Engineer working with MoDOT District staff and Construction & Materials
Liaison Engineers. If agreement cannot be reached after 21 days, we agree
to elevate the issue in the following manner:
- Elevate the discussion to the State Construction Materials Engineer
and FHWA Program Implementation Team Leader.
- We will make every effort to solve the conflict at our level, but after
no more than two weeks after hearing from the parties involved, we will
present our cases both verbally and in writing to MoDOT's Assistant Chief
Engineer and the FHWA Assistant Division Administrator.
- We will abide by their decision and will share that decision with staff.
VII. Performance Evaluation
We will measure our construction program strength by the following measures.
These measures will continue to be monitored and reported quarterly, unless
otherwise noted. Measures may be added, modified or deleted by mutual agreement
through revision to this partnering agreement.
- Number of days to complete final plans (120 days).
- Percent of projects completed on time as specified in the contract (Original
Completion Date 80%).
- Percent of projects completed on time as specified in the contract (Adjusted
Completion Date 90%).
- Percent of changes between Award Amount and Final contract amount for
finalized contracts will be within 2%.
- FHWA provides final acceptance within 15 days of receiving all documentation
records from MoDOT.
- Number of claims (1% of total jobs).
- Number of notices of violation and letters of warning (0 NOV's).
VIII. Communications with Management
We will keep management informed of our activities and how our partnering is
- Communicate important or controversial issues to management immediately as
they arise. Use the no surprise philosophy.
- We will provide management with minutes of our semi-annual meetings.
- Complete an annual report, which summarize performance indicators and
outlines significant achievements.