Stewardship and Oversight Agreement

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There are four sections within the Tribal /Local Public Agency Method of Operation.  These are:  Planning and Scoping, Agreement Process, Project Development, and Project Reimbursement and closure.

The first section is "Planning and Scoping".  Planning and Scoping starts at:

• Call for projects October through December RPO, then continues to
• Programming meeting January / February RPO, T/LGA, District and Regional Divisional Manager, then to
• Regional Transportation Improvement Program Recommendations (RTIPR) Developed March RPO, and then to
• District Projects STIP Placement Meeting April / May District and Regional Divisional Manager, and lastly to
• Projects numbered and entered into Database (STIP)

The second section is "Agreement Process".  This starts at:

• District notifies T/LGA of projects and LGAU of any changes needed to agreement, then to
• LGAU sends Agreement Request Form (ARF), STIP page and Handbook to T/LGA, the next step is
• Regional T/LPA Coordinator receives ARF and Project Timeline review and sends it to LGAU, and lastly
• LGAU drafts agreement.  District and Regional T/LPA Coordinator review before it is sent for signature and execution

The third section is "Project Development", which begins with:

• Regional T/LPA Coordinator tracts project development and guides T/LGA through certifications, then to
• Regional T/LPA Coordinator fills out Fed Form, verifies Certifications are complete and sends to LGAU, and then to
• Regional Division T/LPA coordinator submits nine day letter with FMIS checklist packet to FHWA (Appendix B), and then to
• LGAU submits to Funding Control for FHWA Authorization, and then
• LGAU receives Authorization notice and issues a notice to proceed letter, and lastly
• Project Bid, Let and goes to Construction upon concurrence of Regional T/LPA Coordinator

The fourth and last section is "Project Reimbursement and Closure" which starts with

• T/LGA submits reimbursement requests to:  Assistant Regional LPA Coordinator for approval of Preliminary Engineer, Right of Way Bureau for approval of Right of Way expenditures, and District office for approval of Construction, and then to
• District T/LPA Coordinator periodically monitor projects for compliance, District Audit Staff process payment for all reimbursement requests, and then
• Upon project completion District Construction Audit Staff makes final payment and prepares notice to close form and sends original to Project Billing and copies to LGAU and Funding Control Unit, and lastly to
• District LPA coordinator will submit final inspection report and final letter to FHWA.

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