FHWA/MoDOT Partnering Agreements

TRAFFIC

February 2013

I. Roles and Responsibilities of MoDOT

MoDOT's Role - Ensure Program Area Traffic (including ITS) performs in accordance with state and federal laws and regulations while implementing MoDOT's Mission and Tangible Results, Traffic Unit Business Plan, and Missouri’s Blueprint To Arrive Alive priorities and goals. For our program area, the following tasks are considered the most important and we will work in partnership with FHWA to ensure success:

• Invite the appropriate FHWA staff to core team meetings that involve Access Justification Reports (AJR). Submit to the FHWA Program Implementation Team Leader (for Operations reviews) and/or Program Development Team Leader (for Planning/ROW reviews) or their designees, all geometric improvements and any changes to access on the interstate that results through the permit process. Access Justification Reports, AJR, will follow FHWA policy and procedures for new or revised interstate access approval document. Submit final version of AJR to FHWA four (4) weeks prior to the expected approval date. If FHWA HQ approval of the AJR is needed, eight (8) weeks is required.
• Grading requests that come through the permit process will not require FHWA approval, but a copy of the approval letter will be provided to FHWA for their records.
• Provide earmark project progress reports to FHWA and the Management and Operations Statewide Team semi-annually.
• Host FHWA funded trainings, workshops, and peer-to-peer exchanges when supported by MoDOT direction, business plan, and resources. Provide FHWA annually a list of scheduled training courses and conferences, and update this list as needed throughout the year.
• Work with FHWA on the development of MoDOT's mission and tangible results and division business plans to coordinate and align where possible with the FHWA performance plan goals.
• Invite FHWA Safety & Mobility Engineer to actively participate in statewide traffic team meetings, including but not be limited to:
  • Management and Operations Statewide Team (MOST)
  • Work Zone Quality Circle
  • Signing and Pavement Quality Circle
  • Signal Quality Circle
  • Safety Quality Circle
  • KC SCOUT Board
• Provide meeting agendas to FHWA prior to meetings, and provide minutes for comments or clarification at the conclusion of each meeting.
• Work with FHWA Safety & Mobility Engineer to maintain substantial conformance of MoDOT's traffic control-related guidance with the MUTCD, obtain clarification and interpretation of the MUTCD, and coordinate any requests for experimentation of traffic control devices per the MUTCD.
• Work with FHWA Safety & Mobility Engineer to adequately comply with requirements for a real-time system management information program pursuant to Section 1201 of SAFETEA-LU and as established by section 511 under Title 23 of the Code of Federal Regulation.
• Work with FHWA to coordinate and sponsor SHRP2 National Traffic Incident Management Responder Training within the state as promoted by Every Day Counts (EDC).
• Coordinate communications systems and infrastructure projects, which may include MoDOT projects or projects in partnership with other agencies or private interests.
• Notify the FHWA Program Implementation Team Leader or their designee of incidents, emergencies and disasters in accordance with FHWA guidelines. Coordinate disaster, emergency and incident response initiatives.
• Copy FHWA Division office on all correspondence to FHWA Headquarters or Resource Center.

II. Roles and Responsibilities of FHWA

FHWA's Role - Ensure Program area of Traffic & ITS performs in accordance with federal laws and regulations while implementing FHWA's Performance, Stewardship, and Oversight Plans. For this program area, the following tasks are considered the most important and we will work in partnership with MoDOT to ensure success:

• The FHWA Program Implementation and/or Program Development Team Leaders or their designee(s) will work with MoDOT staff on all geometric improvements and any changes to access on the interstate that result through the permit process. Respond to Access Justification Reports, AJR, within four (4) weeks of submittal. If FHWA HQ approval of the AJR is needed, eight (8) weeks is required. Respond within one (1) week for any subsequent submittals.
• Respond to MoDOT Traffic Division’s requests for information, interpretation, etc., within ten (10) working days of the request.
• Provide MoDOT with a list of training, conferences, deadlines, grants, and other informational data annually and update as needed throughout the year.
• Work with MoDOT staff on the development of FHWA's performance plan to align where possible with MoDOT's mission and Tangible Results
• Actively participate in statewide traffic team meetings when necessary to address pertinent agenda items (see list under MoDOT responsibilities). Provide comments or clarification as needed to meeting minutes
• Work with MoDOT staff to maintain substantial conformance of MoDOT's traffic control-related guidance with the MUTCD, and provide clarification and interpretation of the MUTCD. Coordinate requests for experimentation of traffic control devices per the MUTCD, and inform MoDOT staff of changes and compliance dates to the MUTCD and any interim approvals.
• Work with MoDOT staff to ensure requirements for a real-time system management information program pursuant to Section 1201 of SAFETEA-LU and as established by section 511 under Title 23 of the Code of Federal Regulations are adequately met.
• Work with MoDOT staff to coordinate and sponsor SHRP2 National Traffice Incident Management Responder Training within the state as promoted by Every day Counts (EDC).
• Review and provide input on MoDOT Temporary Traffic Control initiataives as needed.
• Share FHWA policy memos, grant and funding opportunities, initiatives, information from the Resource Center, and other information pertaining to Traffic and Safety Engineering with MoDOT.
• Be open to new ideas and innovations and work with MoDOT to implement new initiatives in a timely manner, while complying with federal rules, regulations, and laws.
• Provide FHWA direction and involvement in ITS or Traffic Management related decision making as requested by MoDOT to resolve issues.
• Support the planning, design and construction of ITS components of major construction projects.
• The FHWA Program Implementation Team Leader or their designee will coordinate disaster, emergency and incident response initiatives and provide feedback and approval of any FHWA funds for these initiatives.
• The FHWA Program Implementation Team Leader or their designee will work with MoDOT staff on obtaining emergency relief funding when appropriate.
• Coordinate communications systems and infrastructure projects, which may include MoDOT projects or projects in partnership with other agencies or private interests, and provide feedback and approval of any FHWA funds for these initiatives.
• Advise Central Office Traffic Division of any direct involvement with MoDOT District staff regarding projects reviews, or any guidance or approvals given by FHWA to District staff, and copy Central Office Traffic Division on any related correspondence with Districts.

III. Ground Rules

We agree to concentrate efforts in improving our work by following these ground rules:

• We will respect each other by valuing individual opinions and maintaining an open mind to suggestions.
• We will communicate directly with each other by telephone, mail, e-mail and more importantly in face to face conversations.
• We will review projects and requests for approval thoroughly while striving to meet timelines.
• We will jointly attend and actively participate in statewide traffic team meetings.
• We will add value to the discussions and refrain from personal agendas at all meetings.
• We will respond to e-mails and telephone calls within two business days unless out of the office during that time.
• Both parties 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 this agreement annually and make revisions as necessary.

IV. Conflict Resolution

The conflict resolution process will follow the attached Conflict Resolution Model and FHWA/MoDOT Conflict Escalation Ladder. For situations where a resolution is not achieved at the MoDOT Division Engineer / FHWA Team Leader level within thirty (30) days, the issue should be elevated to facilitate prompt resolution.

V. Performance Evaluation

We will measure our partnering progress and success by the following performance indicators:

• Average travel time and mobility on selected freeway sections.
• Average rate of travel on selected signalized routes.
• Percent of work zones meeting expectations for traffic flow.
• Average time to clear incidents.

VI. Communicating with Management

We will keep management informed of our activities and how our partnering is working by:

• Sharing minutes/action items from semi-annual MoDOT/FHWA partnering meetings.
• Yearly Report concerning conflicts which have been elevated for consideration above the State Traffic Engineer/FHWA Operations Engineer level.