FHWA/MoDOT Partnering Agreements
Roles and Responsibilities of MoDOT
Role – Ensure the Construction Program performs in accordance with state
and federal laws and regulations while implementing MoDOT’s Strategic
Plan, related Business Plan, and the Blueprint for Roadway Safety priorities
and goals. MoDOT Technical Support Engineers and district personnel will discuss
significant contract changes, traffic control plan changes and VE studies
with the FHWA Transportation Engineer in advance of document submittal. Provide
complete and well-documented change orders two weeks prior to expected/required
approval date. For our program area, the following tasks are considered the
most important and we will work with FHWA as true partners to ensure success:
federal-aid highway construction projects on time and within budget while
upholding the values of safety and quality.
to FHWA Operations Engineer for claim/dispute resolution meetings one week
in advance and provide FHWA with a hard copy of all information on the claim
as it becomes available.
communication and direction to contractors regarding changes to federal
and state regulation.
Support Engineers and FHWA Transportation Engineers 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, performing combined construction inspection,
discussing project specific items ahead of time, and sharing information
to present a unified voice to the districts.
Strategic and Unit Business plans will be developed and shared with FHWA in
order to complement FHWA’s performance Plan and to ensure success for
MoDOT and FHWA.
to constructions policies and specification to FHWA in a timely manner.
Changes to construction policies and specifications require FHWA approval
if they are to be used in Federal-Aid projects.
to industry meetings to FHWA.
and Responsibilities of FHWA
project inspections will be sent to the State Construction & Materials
Engineer within two weeks of completed inspection.
- Review and approve change orders on full oversight projects with two weeks of receiving
them. MoDOT Division level change orders are defined in MoDOT's Engineering
participate in contract claim awards and settlement meetings and discussions.
In most cases,
Transportation Engineers (TE’s) will provide at least one-week advance
notice of project inspections to appropriate MoDOT district staff and Technical
Support Engineers (TSE’s). TSE’s will be invited to accompany
TE’s on their inspections. FHWA reserves the right to visit any federal-
aid construction project at any time.
acceptance within 15 days of receiving all documentation records from MoDOT
so that final payment can occur.
information on federal position statements and policy changes within two
days of receiving information from Headquarters. Changes that effect MoDOT’s
operating procedures/policies will be discussed through a meeting of appropriate
Engineers and MoDOT Technical support Engineers will work closely together
to add the most value to individual projects and the overall program. This
should include at least one combined visit to the district to discuss miscellaneous
issues with operations staff and offer support, performing combined construction
inspections, discussing project specific items ahead of time, and sharing
information to present a unified voice to the districts.
- FHWA Performance
Plan will be developed and shared with MoDOT in order to complement MoDOT’s
Strategic and Construction Business plans and to ensure success for MoDOT
III. Ground Rules
We agree to
concentrate efforts in improving our work by following these ground rules:
respond to e-mails and telephone calls within two days unless out of the
office during that time.
communicate directly with each other by telephone, mail, e-mail and more
importantly in face-to-face conversations.
make every effort to make sure project information and/or decisions have
the concurrence of both MoDOT district and Central Office staff.
respect the roles and responsibilities of FHWA and MoDOT.
strive to achieve mutual goals and strategic initiatives.
recognize that there will be circumstances where a “waiver”
from the completeness or timeliness criteria will be proposed. Waivers
shall be well documented and agreed upon by both parties.
- We will revisit
and revise this agreement every year and make revisions as necessary.
- We will participate
in a regularly rescheduled meeting twice a year with the Construction &
Materials Engineer and technical staff as needed to discuss items of mutual
interest. Minutes of this meeting will be taken.
In case of conflict,
we will resolve it at the lowest level by the FHWA Transportation Engineer
working with MoDOT District Staff and Construction Liaison Engineer. If
agreement cannot be reached after three weeks we agree to elevate the issue
in the following manner:
Elevate the discussion
to the State Construction Materials Engineer and FHWA Operations Engineer.
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 Director of Program Delivery
and the FHWA Assistant Division Administrator.
We will abide by
their decision and will share that decision with staff.
V. Performance Evaluation
We will measure our partnering progress and success by the following performance
projects completed on time as specified in the contract.
project completion costs versus award amount will be within 2%
of 5 project inspections will be performed through joint effort of FHWA
Technical Engineers and MoDOT Technical Support Engineers.
- Project final
acceptance completed as agreed.
Communications with Management
We will keep management
informed of our activities and how our partnering is working by:
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