HomeMy WebLinkAboutItem 03 City Priorities for 2015-2018 Statewide Transportation Improvement Program (STIP) AGENDA ITEM SUMMARY Meeting Date: 9/10/2012
Meeting Type: Work Session
Staff Contact/Dept.: Tom Boyatt/Dave Reesor
Staff Phone No: 541-744-3373/541-726-4585
Estimated Time: 30 Minutes
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Maintain and Improve
Infrastructure and Facilities
ITEM TITLE: CITY PRIORITIES FOR 2015-2018 STATEWIDE TRANSPORTATION
IMPROVEMENT PROGRAM (STIP)
ACTION
REQUESTED:
Review staff recommendation and provide direction.
ISSUE
STATEMENT:
Between September 2012 and March 2013, the Metropolitan Policy Committee (MPC)
and the Lane Area Commission on Transportation (L-ACT) will review and recommend
priorities to ODOT and the Oregon Transportation Commission (OTC) for inclusion in
the new “Enhance” portion of the 2015-2018 STIP. There will be significant
competition for limited funding in this STIP cycle, with approximately $5 million
available in Lane County for each of the three funded years, 2016, 2017, 2018. Staff
will present draft project priorities for Council consideration and discuss the new state
approach to funding projects which Enhance the existing transportation system. Staff
will also present a draft list of “Fix It” projects on the state system in Springfield.
ATTACHMENTS: 1: City Draft project priorities for the 2015-2018 STIP
2: ODOT Director Garrett’s August OTC agenda packet, 2015-2018 STIP
DISCUSSION/
FINANCIAL
IMPACT:
In recent months, at the Governor’s request, ODOT and the OTC significantly revised
the STIP process. The ACTs, with MPO input, will recommend funding priorities to
ODOT and the OTC for inclusion in a new “Enhance” (was Modernization) portion of
the STIP. As with past practice, ODOT will continue to recommend projects from the
state’s management systems (e.g. Preservation, Safety) for the “Fix It” program, but is
also seeking input on those projects. The shift to the new STIP approach is very
complicated and still being understood by all parties. Application materials are currently
being refined and will be available on September 20, 2012.
The area of most interest to local governments is the shift from the old “Modernization”
program to the new “Enhance” program. The new Enhance program collapses a variety
of ODOT programs into one single program, and broadens the range of eligible projects
in an effort to create a new process that can fund ‘complete projects’, thereby realizing
greater efficiencies. Example: In past practice the modernization program would fund a
highway element, the bike/ped or transportation enhancement program would fund those
elements, and the bridge program would fund that element (if there was one), even
though each of those pieces were part of the same overall project. Now, the Enhance
program is attempting to fund ‘complete’ projects, and most of the stand alone funding
pots, such as they are, are being funneled into the Enhance program. Within the new
Enhance program there has also been a significant shift in focus away from purely
highway or roadway projects to projects which address multi-modal needs and enhance
community and economic development. There is a new emphasis on community
priorities and a shift away from traditional “highway” priorities. This means a variety of
types of projects will compete against each other for funding, e.g. bike/ped vs. highway.
Staff will present a draft list for Council consideration of both Fix It recommendations to
ODOT, and Enhance projects for MPC and L-ACT consideration. The process is on an
accelerated timeline. MPC and the L-ACT will see draft project lists in September,
provide project endorsements in November, prioritize projects to 150% of available
funding in December and January and submit final priorities to ODOT in March 2013. A
complete calendar of the planned process sequence is shown on Attachment 2, p. 16.
Springfield 2015-2018 DRAFT STIP Project Priorities
8/31/2012
Enhance Program (Projects below the cut line are not recommended for application)
1. Franklin Blvd. Phase 1 Construction, $5m (ODOT, LTD Partnership):
Make multi-modal improvements to Franklin Blvd. in Glenwood (OR 126B) to bring the facility up to
urban standards, improve the safety and operations of the transportation system for all users, and
leverage planned mixed use redevelopment along the Glenwood riverfront. Project will provide
dedicated facilities for bicycles and pedestrians, improve EmX bus rapid transit facilities, and create
an urban environment that accommodates through traffic and improves access to adjoining
redevelopment properties.
2. 42nd Street, ‘E’ Street to OR 126 WB Ramp Terminal, Operational, Safety and Mobility
Improvements and Rail Crossing Upgrade, $1m:
Upgrade to address safety and operations, in particular for freight accessing the OR 126 Expressway-
Freight Route and OR 126B-Main Street. Upgrade the UP rail crossing serving the International
Paper, Sierra Pine, and Weyerhaeuser industrial center, upgrade intersection control at the
westbound OR 126 ramp terminal, add urban level lighting, add ADA-accessible connections from
Olympic St. and Industrial Ave. to the High Banks Path, add left turn bay at Industrial Ave..
3. Weyerhaeuser Haul Road Acquisition for Multi-Use Path/Green Street, $750k (Possible
Willamalane Partnership):
Acquire the Weyerhaeuser Haul Road between OR 126B-Main Street and Wallace Creek Road for
conversion to an off street pathway facility, a portion of which is anticipated to also include
roadway, in order to create a multi-modal system connection between east and south east
Springfield and the rest of the urban area via the newly constructed Middle Fork Willamette River
Path, the planned Mill Race Path, and the planned Virginia/Daisy bike boulevard.
• Downtown Pedestrian Demonstration Project (Current state grant pending)
• Virginia-Daisy Bike Boulevard (Current state grant pending)
• Franklin NEPA Gap Funding (possible STP-U)
• Glenwood Riverfront Path NEPA Analysis (Possible STP-U)
• Beltline/Hutton Intersection Control (Possible SDC’s, Annexation Contributions, STP-U)
Partner Agency Enhance Projects with Possible Springfield Partnership
1. Bob Straub/Mount Vernon Pedestrian Crossing Improvements, $250k (Lane County)
2. OR 126 Expressway Eastbound Auxiliary Lane, I-5 to Pioneer Parkway, $2m (ODOT)
Fix It Program (To be recommended to ODOT)
1. Main Street/McVey Pavement Preservation
2. Main Street Pedestrian Improvements (lighting, speed feedback signs, other recommendations
from Safety Study that are not the enhanced pedestrian crossings which are already funded)
3. OR 126 Expressway Eastbound Auxiliary Lane, I-5 to Pioneer Parkway
Attachment 1-1
Attachment 2-1
Introduction to Enhance and Fix-It for the 2015-2018 STIP
Draft August 6, 2012
1.0 Overview
The purpose of this paper is to provide the following information:
Explain the rationale for the change in process
Explain what types of projects are in the Enhance and Fix-It categories
The framework in which the ACTs and MPOs should select the recommended
projects to be funded in the Enhance category
Outline the sequence of steps in the development of the 2015-2018 STIP
The expectation of the Oregon Department of Transportation (ODOT) is to identify and
fund the best multimodal transportation project solution to address a problem. As the
agency develops the 2015-2018 STIP, we have an opportunity to move toward an
improved process that allows maximum flexibility in the use of limited funds. The
Oregon Transportation Commission (OTC) needs the ability to apply the available funds
in the broadest way possible.
The Oregon Transportation Plan and the supporting modal plan policies identify the
need to maintain and preserve the existing transportation assets. With limited funds it is
not possible to maintain the existing system, yet some expansion to develop a fully
multimodal system is necessary. This process will provide an opportunity for the Oregon
Transportation Commission to provide policy direction to balance maintenance and
enhancement of the State of Oregon’s multimodal transportation system.
The OTC and ODOT are changing how
the State Transportation Improvement
Program (STIP) is developed. The STIP
will no longer be developed as a
collection of programs tied to specific
pools of funding dedicated to specific
transportation modes or specialty
programs. Beginning in the summer of
2012, the STIP will be divided into two
broad categories: Fix-It and Enhance.
The primary objective of this change is to
enable ODOT to take care of the existing
transportation assets while still providing a measure of funding to enhance the state and
local transportation system in a truly multimodal way.
Definitions:
Enhance: Activities that enhance,
expand, or improve the
transportation system
Fix-It: Activities that fix or
preserve the
transportation system
There are a number of issues driving the need for this change. Perhaps most
important, in a period of time revenue for transportation system maintenance and
improvement is limited and declining, it is important that transportation investments
effectively address a wide range of issues, from safety, mobility, and accessibility to
economic development, sustainability, energy, health, and community livability. In
short, the agency needs to identify the most effective projects based on community and
state values, rather than those that fit best into prescribed programs. The new STIP
Attachment 2-2
development process also aligns with ODOT’s internal effort to “right-size” the agency
and reorganize along functional lines (rather than modal or program lines) to adapt to
continuing financial constraints.
At the core of this new approach is a single application process for all projects that will
be funded under the Enhance side of the STIP. The OTC will select Enhance projects
based on recommendations that are developed by local governments and agencies
through a review and prioritization process conducted by the Metropolitan Planning
Organizations (MPOs), where applicable, and the Area Commissions on Transportation
(ACT). The Fix-It portion of this process will be discussed in Section 1.5 below.
The purpose of this guidance document is to provide some perspective and
considerations for reviewers to use when evaluating and prioritizing Enhance project
applications. Project activities that are eligible for Enhance category funds include:
Bicycle and/or Pedestrian facilities on or off the highway right-of-way
Development STIP (D-STIP) projects (development work for projects that will not
be ready for construction or implementation within the four years of the STIP)
Projects eligible for Flex Funds (the Flexible Funds program funded Bicycle,
Pedestrian, Transit and Transportation Demand Management (TDM) projects,
plans, programs, and services)
Modernization
Protective Right-of-Way purchases
Public Transportation (capital projects only, not operations)
Recreational Trails
Safe Routes to Schools
Scenic Byways
Transportation Enhancement
Transportation Demand Management
Because of the wide diversity of project applications that the department expects to
receive, we do not advise a formal scoring process. This STIP development process
will ultimately be subjective and largely driven by matching identified problems with
cost-effective solutions that reflect local values and concerns. However, there are some
practical sideboards that we can establish to help guide the decision-making process.
The remainder of this document will provide those policy-based and practical
parameters.
We note that these guidelines are not intended to be definitive or inclusive of all
possible considerations. Other considerations of local or regional importance may be
factored into any selection recommendation process. The only real requirements within
the selection recommendation process are that the projects legitimately address at least
one of the benefit areas included in the application (to address multiple areas generally
makes for a stronger application) and whatever logic and rationale is used to make the
decisions is clearly and thoroughly documented.
The OTC has also provided significant guidance over the last year about what will
constitute a successful project as funding becomes more limited, and projects become
more difficult to implement. As has been the case for many years, the OTC continues
Attachment 2-3
to put a strong emphasis on preserving the existing transportation system first. This is
evidenced by the funding split between the Fix-It portion of the proposed new STIP (76
percent) and the Enhance portion (24 percent).
In addition, this process applies primarily to projects for 2016 to 2018, because projects
for 2015 are largely already selected. Because the STIP is updated every two years,
there will be an opportunity to review the later projects in the STIP and to improve on
the STIP selection process for the next STIP update cycle.
Note also that all legal obligations to develop the STIP, including any minimum
expenditures, will continue to be honored in this STIP and all later STIPs. This includes
any federal requirements that may change with updates to federal law, including the
recent MAP-21 transportation authorization legislation, and any successor legislation.
ODOT will try to mirror changes in law in the STIP process, where appropriate. For
example, MAP-21 groups together several kinds of projects that were formerly in
separate programs under one Transportation Activities program. Similarly, in Oregon’s
process, these kinds of projects are eligible to apply for funding under Enhance.
1.1 The Oregon Transportation Plan
The Oregon Transportation Plan (OTP) set the stage for ODOT’s transition to a more
multimodal agency with multiple goals and policy objectives when it was adopted in
2006. Demonstrating how a project will meet or advance the OTP goals and objectives
will be an asset to any Enhance application and will ultimately strengthen its chances of
implementation.
The OTP Goals
1. Mobility and Accessibility
2. Management of the System
3. Economic Vitality
4. Sustainability
5. Safety and Security
6. Funding the Transportation System
7. Coordination, Communication and Cooperation
Embedded in these policies and actions are a set of priorities to be considered after
maintaining and preserving the system. This includes recognizing some key priorities
embedded both in the OTP and in OTC discussions: enhancing economic development
opportunities; supporting compact mixed use development, integrating multimodal
systems; maintaining the safety of the system and making strategic investments that
contribute measurable benefits to the efficiency of the system. The direction of the OTC
and the policy framework of the Oregon Transportation Plan are augmented by the
governor’s direction that provides more specific guidance.
1.2 Governor’s Direction
One excellent source of guidance to determine which project applications represent the
best high-value, multimodal project opportunities comes from the office of Governor
John Kitzhaber. The governor laid out a variety of principles about how to make
Attachment 2-4
transportation system investments and how to conduct the investment decision-making
process.
On August 24, 2011, the governor met with the OTC and talked about his direction and
expectations. The governor laid out six principles he wants brought to the fore in
transportation decision making. Those six principles are:
1. Have the right group of people at the table at the beginning of the process to
define the problem and solution together
2. Determine who is best positioned to manage/own facilities
3. Create programs that invest in the transportation system AND meet a multitude
of community objectives
4. Move us closer to a sustainable, safe, lower carbon, multi-modal system
5. Maximize benefit for the least cost under limited resources
6. Move us closer to a transportation funding mechanism for the future
Additionally, the governor stressed that to support sustainable communities, state
agencies shall seek to help enable and encourage local communities to achieve the
following objectives:
Resilient local economies that provide a diversity of economic opportunities for all
citizens
Workers supported by lifelong education to ensure a globally competitive
workforce
An independent and productive citizenry
Youth supported by strong families and communities
Downtowns and main street communities that are active and vital
Development that wisely and efficiently uses infrastructure investments and
natural resources
Affordable housing available for citizens in community centers
Healthy urban and rural watersheds, including habitats for fish and wildlife
Clean and sufficient water for all uses
Efficient use and reuse of resources and minimization of harmful emissions to the
environment
Project applications that demonstrate alignment with these various directives and
principles will ultimately have an improved chance of being chosen for implementation.
The following bullet points summarize his key themes that provide not only guidance in
the selection of projects, but also for other transportation issues that the Commission
often addresses.
Maximize and leverage investments by looking for:
o projects with the potential to be both effective and efficient
o projects that involve multiple funding sources
o projects that are complementary to other projects or community
development activities and offer the chance for the whole to be greater
than the sum of the parts
Attachment 2-5
Investments must achieve multiple objectives
Conduct proactive asset management (strategically take care of what we already
have)
Move toward a more multimodal transportation system by maximizing funding
flexibility and consider a wider range of community issues and benefits
As funding decreases, and projects become increasingly difficult to implement we
need to transition and transform the way we work—to look for new ways of doing
business
Use Regional Solution Centers to reduce bureaucratic barriers and help identify
opportunities to partner and leverage projects
Look for projects that result in GHG emissions reductions
Continue to develop a Rapid Passenger Rail Plan
Implement least cost planning principles
Incorporate practical design principles from planning to project development
Weigh all the values we have – including energy, job creation and health – in
final design
1.3 OTC Prospective
In the past year the OTC has studied the existing funding and institutional realities
facing ODOT and Oregon transportation system development, future challenges, and
how other DOTs addressed financial limitations and achieved improved partnerships
with transportation stakeholders and jurisdictions. The OTC Workshop in October 2011
highlighted several key points including:
Funds are not keeping up with expenditures
All modes are underfunded
The transportation system will deteriorate from its current condition, both
physically and operationally
New strategies are being implemented to maximize our investments
The organization is being reduced in size and services to match projected
funding levels
The OTC has also reviewed the role of Area Commissions and identified that ACTs are
underutilized, given the experience and commitment of the ACT members.
1.4 OTC Priorities
The OTC commissioners identified the following thematic priorities during the October
2011 workshop:
The need to achieve a truly multimodal system
Work to integrate health into transportation discussions
Improve transportation system efficiency by implementing technology solutions
Look for ways to be innovative in project funding, packaging, and implementation
Continue developing and seeking approval for sustainable funding mechanisms
Look for creative ways to resolve intergovernmental transportation system
problems cooperatively
Attachment 2-6
In November 2011, the OTC invited the chairs of the Area Commissions on
Transportation (ACTs) and other advisory committees to participate in presentations
focused on some of the challenges that Oregon faces. A key theme was that now,
more than ever, we need to engage transportation stakeholders to identify issues and to
develop creative and sustainable multimodal transportation system solutions.
The presentations were followed by a roundtable discussion with the advisory
committees on their perspectives on opportunities and challenges. The OTC and
ODOT believe that ACTs have been underutilized given the experience and
commitment of the ACT members, and many ACT members expressed desire to play a
broader role. It was agreed that this would be the first meeting of this type and not just a
one-time event.
The 2015-2018 STIP selection process will address these priorities by expanding the
“universe” of potential transportation projects that are compared side by side. This will
avoid the artificial separation of projects by funding source that existed up to this point.
The overarching point of agreement that emerged in the past year was similar to some
of the conclusions that emerged from the governor’s direction and the previous OTC
work: ODOT no longer has the resources to keep doing what we have been doing and
how we have been doing it, and neither do the local jurisdictions. While our collective
years of experience still have value, in order to be successful, we will all need to evolve
and adapt to the financial and institutional changes that have taken place over the last
20 years. Rather than viewing this as a negative situation, it should really be seen as
an opportunity for all of us to improve the way we do things to manage the
transportation system in Oregon.
Attachment 2-7
1.5 Fix-It Program for STIP
The Fix-It category includes all the capital funding categories that maintain or fix
ODOT’s portion of the transportation system. It is important to note that the capital
funding categories do not include the noncapital maintenance and operations programs
because these are not included in the STIP. Noncapital maintenance/ operations and
other agency funding is addressed by the OTC via the state budget decisions.
Project activities eligible for the Fix-It category of funds include:
Bicycle and pedestrian repair on state routes only
Bridges (state owned)
Culverts
High Risk Rural Roads
Illumination, signs and signals
Landslides and Rockfalls
Operations (includes ITS)
Pavement Preservation
Rail-Highway Crossings
Safety
Salmon (Fish Passage)
Site Mitigation and Repair
Stormwater Retrofit
Transportation Demand Management (part of Operations)
Work zone Safety (Project specific)
The selection of projects for the Fix-It category is intended to start with input from
ODOT infrastructure management systems and be supported by consultation with ACTs
and MPOs. Management systems are repositories of data about the system. They can
identify problems and the general idea for a solution. Management system analysis is
used, for example, for State Bridge, Pavement Preservation, and Safety projects. The
systems provide asset management information and help prioritize needs. Each ODOT
transportation region will then share the Fix-It project lists with its ACTs and MPOs in
order to:
1. Identify opportunities to leverage funds
2. Identify opportunities to maximize projects’ support of Oregon objectives,
community goals and system asset management
3. Identify opportunities to coordinate project timing and outcomes better
4. Identify opportunities to coordinate safety improvements
At the July 18, 2012, OTC meeting the OTC directed ODOT to begin work on the Fix-It
category project lists for the 2015-2018 STIP. The Commission requested ODOT
prepare an expanded project list that will be available to the ACTs and other STIP
contributors as they discuss potential Enhance projects, so there is opportunity to look
Attachment 2-8
at linkages, leveraging resources, enhancing project benefits, etc. This will also provide
an opportunity for ACTs to direct comments to ODOT program managers regarding
proposed Fix-It projects in an area.
Below are the principles guiding the Fix-It category of STIP funding.
Fix-It Category Funding Allocation and Project Selection Guiding Principles
Balance Maintain relative balance between Fix-It programs while
allowing route priority within individual programs, taking into
account risks (safety), sustainability, and magnitude of
investment.
Leverage Leverage existing funding to attract more revenue
opportunities to support a sustainable transportation system.
Maintenance Focus investments on features that are difficult and
expensive to maintain.
Safety Maintain or improve transportation safety on the system
within funding level availability.
Regulatory Compliance Ensure minimum environmental, federal, state, and local
compliance is maintained on the transportation system.
Economy Maximize economic opportunities and minimize economic
hardships as a result of transportation investments.
Cost Effectiveness Allocate funding in a way that maximizes return on
investment to support a sustainable transportation system.
System Continuity Fund investments that minimize risk of transportation system
failure.
When the initial proposed lists of Fix-It projects are developed, ODOT staff will report
back to the OTC on how the proposed dispersal of funds will affect the overall condition
of the system.
2.0 2015-2018 STIP Cycle Enhance Project Selection
Described below are key steps in the 2015-2018 STIP update cycle. See the attached
timeline for a list of all due dates and other key dates in this process. There is also an
information and instructions document to accompany the Enhance application. All
these documents are available on ODOT’s website.
2.1 OTC approval of 2015-2018 STIP Process
Throughout the spring of 2012, ODOT has had discussions with the OTC about
approaches to the 2015-2018 STIP funding and project selection. At the OTC’s July
2012 meeting, the Commission decided to go ahead with the Fix-It and Enhance
approach to the STIP. The Commission directed ODOT to begin the Fix-It project
selection process and wait until September to provide the final decision on the proposed
Enhance process.
Attachment 2-9
The September approval target provides more opportunity for ODOT to reach out to
ACTs, MPOs, and others, in order for stakeholders to better understand the process,
and for ODOT and the OTC to hear concerns and make improvements to the Enhance
process to respond to those concerns. During the summer of 2012, ODOT staff is
discussing the new process with each ACT and others.
2.2 Application Available
The Enhance projects application will be available in September 2012, shortly after the
OTC meeting and provided the decision is to move forward. The application contains
basic project information and it includes a section on benefit of the projects. These are
organized in categories. First is benefits to the state system, then nine more categories
mirror the categories of impacts that the STIP Stakeholder Committee designated as
most important for Oregon’s least cost planning process to evaluate. Least cost
planning, now called Mosaic, is being developed and tested for use in the planning
process, not for project-level decisions at this time. However, the nine Mosaic
categories are basic categories of impacts of the transportation system and investments
in that system and this application provides a qualitative way to respond to those same
categories for project decisions.
The benefits section is also similar to the project selection criteria many individual STIP
funding programs used for recent STIP cycles. The application does not use the term
“criteria,” because it is intended to be broader than any of the criteria used in the past to
include a wide range of modes and possible investments. The benefits information will
also be used to prioritize and compare projects.
Not all projects are expected to have impacts on all categories of benefit. Reviewers
will need to discuss the different benefits of different projects and use a consensus
process to develop their prioritized lists.
Regions, ACTs, and MPOs may not add to or alter the application or the benefit
information requested. This is a change from prior STIP procedures. It is important that
all Enhance projects are evaluated similarly across the state.
ODOT staff can provide assistance in answering questions about the application and
about the application review process. Each region has designated a representative to
lead this process for the region and they are the ones to whom to direct questions. See
below for the list of region representatives. (If you are unsure about which region to
direct questions to, see the online ODOT Region Map.)
Attachment 2-10
Region Representative Phone Email
Region 1 Jeff Flowers 503.731.8235 Jeffrey.A.FLOWERS@odot.state.or.us
Region 2 Terry Cole 503.986.2674 Terry.D.COLE@odot.state.or.us
Region 3 Lisa Cortes 541.957.3643 Lisa.CORTES@odot.state.or.us
Region 4 Katie Parlette 541.388.6037 Katie.M.PARLETTE@odot.state.or.us
Region 5 Dawn Hubble 541.963.1325 Dawn.L.HUBBLE@odot.state.or.us
2.3 Application Due
Applications should be sent to the appropriate ODOT region mailbox before 12:00 PM,
noon, on November 27. The region emails are listed below. See the application
instructions for further details about how to use email to submit applications. Other key
dates in this process are listed in the attached draft Timeline.
Region 1 STIPEnhanceAppsRegion1@odot.state.or.us
Region 2 STIPEnhanceAppsRegion2@odot.state.or.us
Region 3 STIPEnhanceAppsRegion3@odot.state.or.us
Region 4 STIPEnhanceAppsRegion4@odot.state.or.us
Region 5 STIPEnhanceAppsRegion5@odot.state.or.us
2.4 Region Staff Review of Applications
Applications received by the due date will be reviewed by ODOT region staff for general
eligibility and completeness. Applications will be checked to verify that:
1. The sponsor is a public agency
2. The proposed project is of the type covered by Enhance funds
3. The application is complete. Information that must be included:
Item 1: Project sponsor
Item 3: Project name
Item 5: Project summary
Item 8: Project problem statement
Item 9: Project location
Item 11: Project description
Item 14: Timetable lines 1 and 8
Item 27: Estimated project costs
Item 28: Project participants and contributions
Item 29: Project sponsor signature
Regions will send applications for Enhance projects that include at least this information
to ACTs and MPOs for review and prioritization in early December 2012.
Attachment 2-11
2.5 ACT and MPO Application Reviews
Regions will send eligible, complete applications to the applicable ACT and MPO for
review. The current long-standing STIP development processes, in which ACTs,
MPOs, and region staff work together to prioritize projects, are expected to continue.
Generally, where an MPO is part of an ACT, there are processes in place to discuss
MPO priorities within the ACT and agree on area priorities. The Portland area is unique
in that there is an MPO, but not an ACT. ODOT Region 1 will work with its stakeholders
to better define the coordination process
for the region as a whole.
Projects recommended through the STIP
Update process and within the boundaries
of an MPO need to be included in the
Metropolitan Transportation Improvement
Program (MTIP). The MPO Policy Board
approves the final MTIP and then sends it
to the governor for further approval. After
these approvals, the MTIP is incorporated
into the STIP.
Regions, ACTs, and MPOs will receive a
template to report their conversations and
process to develop their recommended
project lists. This will provide a record of
what concerns they discussed, how they
selected priorities, and why they selected
projects. This record will be important. It
should be developed during selection of
the 150 percent list. It can later be revised
or updated during conversations to reduce
the list to the final recommended list. This record will be available to the OTC, OTC
advisory committees, and others in order to understand how the projects were selected.
Definitions:
150 percent List:
A list of projects
generated early during
the review of
applications that would
use roughly 150 percent
of the region’s available
STIP Enhance funds
Recommended List:
A list of projects
generated after projects
are scoped to identify a
final recommendation
from ACTS that would
use roughly all of the
region’s available STIP
Enhance funds
While this template is still under development, we anticipate the ACTs will provide
responses to questions similar to:
How does this project improve transportation choices for people in your
community?
Why is now the right time for this project?
How does this project improve the lives of people in your community?
The Oregon Transportation Commission is the state’s final decision-making body,
responsible for approving the final STIP and sending it to US DOT for final approval.
ACTs work with their ODOT region and sometimes other ACTs in the region to put
together the region’s final recommended STIP project list. This list then goes to the
OTC for approval.
Attachment 2-12
ODOT has expectations for how the applications will be reviewed and for documenting
how the final lists were selected. The following expectations will be included in the
direction to ACTs, MPOs, and others to guide their review of applications and their
development of prioritized project lists:
a. The process used to review applications and establish priorities should be
as inclusive of participants and as transparent as possible.
b. No benefit category is to be defined as more important than others, and
project applications do not need to show benefit in all categories to be
eligible. Reviewers are to discuss the project benefits holistically and
strive for consensus. Because different types of projects will have
different kinds of benefits, to decide before review that certain benefits are
most important will disadvantage some projects that may be important to
the area. Likewise, reviewers should not use overall numerical scores to
determine outcomes, but use a discussion and consensus process.
Reviewers may use qualitative rankings within the benefit categories. For
example, different projects may have high, medium, or low benefits for
individual benefit categories such as mobility or livability. Discussion and
consensus will then decide how to prioritize projects with very different
benefits.
c. Reviewers can use state and local plans and goals and policies described
in plans to help determine priority. Plans may include the Oregon
Transportation Plan, the Oregon Highway Plan, other Oregon
transportation topic or mode plans, local transportation system plans, local
comprehensive plans, etc.
d. Reviewers are expected to consider the merits of the project regardless of
the level of detail in the application. For example, some jurisdictions may
have access to considerable data and analyses to support their project.
Other jurisdictions with more limited staff resources and experience may
have less detail to report, but their applications must be considered
equally.
e. ODOT will require that the decision-making process be documented in a
consistent manner throughout the state. The department will provide a
template to accomplish this.
f. Some programs included in Enhance have previously developed STIP
selection criteria. Reviewers are not required to use these other STIP
criteria in establishing priorities. However, reviewers are welcome to
consider these other STIP criteria if they are helpful in the prioritization
process.
g. Reviewers must include any required elements of project prioritization in
their evaluations. For example, ODOT is required in statute to give priority
to freight projects in the STIP. ODOT region staff will explain such
requirements to reviewers. The final list and documentation will show how
they were considered. Similarly, ODOT will ensure that the final STIP
meets all legal requirements, such as minimum amounts for certain types
of projects including bicycle and pedestrian projects.
Attachment 2-13
h. MPOs will need to maintain their appropriate role in the prioritization and
selection process. (They are federally-chartered bodies with specified
project selection responsibilities.) ODOT expects that the ACTs will
coordinate as they do today in similar processes with the MPOs. ODOT
region staff are responsible to ensure this coordination is accomplished.
2.6 ACT Development of 150 Percent List
ACTs and MPOs will receive the applications from ODOT region staff in early
December. Reviewers will then prioritize and narrow considered projects to their “150
percent list.” This means that highest-priority projects will be listed to a bit over the
expected funding available for the region’s Enhance program.
2.7 Scoping of 150 Percent Lists
All projects on the 150 percent list of projects will then be “scoped” in more detail,
meaning that their location, components, cost, and details will be examined more
closely to verify estimates and establish the final project scope. ODOT region staff will
manage the scoping process with assistance from other ODOT staff and/or the local
jurisdiction. Region staff will work with applicants to accomplish the detailed scoping.
This detailed information will be shared with ACTs and MPOs to help reviewers narrow
the list to the final region-wide recommended list.
2.8 Statewide Advisory Committee Review
During scoping of the 150 percent list two statewide committees advisory to the OTC,
the Joint Transportation Enhancement and Bike/Pedestrian Advisory Committee and
the Oregon Freight Advisory Committee, will also review the lists of potential projects.
These two advisory committees will review the projects in the 150 percent lists and
share any feedback on the projects and priorities from their respective areas of
expertise with the OTC, ACTs, MPOs, and region staff.
The two advisory committees will provide thematic analysis regarding the 150 percent
lists in a memo format. This memo may focus comments at statewide, ODOT region-
wide and ODOT area-wide geographic scale. They will be asked to provide their
comments while scoping of the 150 percent lists is ongoing.
2.9 OTC Review of STIP Development
The OTC will review the overall progress of the STIP development periodically
throughout the process. The commission will analyze the 150 percent lists and input
from the statewide advisory committees and other stakeholders for overall themes and
will provide feedback and additional direction to the ACTs.
2.10 ACT Development of Final Recommendation
Information from scoping and from the statewide advisory committee reviews will be
passed back to the ACTs and MPOs, for their next step to reduce the 150 percent list to
the recommended list of projects for the STIP. Each region will have a slightly different
process to develop the final list, but will be in general alignment with past practices.
Attachment 2-14
Draft date 8/6/2012 Page 14
2.11 OTC Review and “20 percent” Project Identification
The OTC will review the recommended lists and consider the 20 percent of the
Enhance budget that was held back for statewide consideration by the OTC. The OTC
will consider any apparent gaps in the recommended lists, such as a multimodal focus,
and statewide goals, policies, and priorities.
2.12 Draft STIP
Once the recommended STIP is complete, including assigning the OTC’s statewide 20
percent, the Draft STIP will be compiled, presented to the OTC and released for public
review and comment.
2.13 Final STIP
After the application review and STIP development steps, there are several more steps
that need to occur before the STIP is final. For example, technical steps, such as air
quality conformity determinations will be completed where needed. Any further
metropolitan area projects from their Transportation Improvement Programs are added
in also. Comments received on the Draft STIP are considered before the STIP is
finalized. When these steps are complete, a Final STIP is prepared and released for
public comment.
2.14 OTC STIP Approval
The OTC has final approval of the STIP for all of ODOT. After the public comment
period on the Final STIP and consideration of comments received, the Final STIP goes
to the OTC for approval. The OTC has the authority to make changes or add conditions
to projects.
2.15 STIP Federal Approval
The final step in the STIP process is federal agencies approval. After OTC approval,
the STIP must receive approvals from the Federal Highway and Federal Transit
Administrations. The new STIP is active once federal agencies approved.
3.0 The 2017-2020 STIP
The 2015-2018 will set in place projects for 2016, 2017, and 2018 (projects for 2015
were selected with previous procedures.) The Oregon STIP is updated every two
years. This means that in two years, we will have the opportunity to revisit projects
slated for 2017 and 2018 and make any necessary improvements to the selection
process based on lessons learned from this selection cycle.
Attachment 2-15
2015-2018 STIP Enhance Project Application/Selection Process
Draft Timeframes
8/3/12
• September 20, 2012 Application process begins
• October 16, 2012 OTC meeting with ACT chairs
• November 27, 2012 Applications must be submitted to specified region
e-mail address by noon this day
• Nov 27-Dec 5, 2012 Regions review applications for eligibility
• December 6, 2012 Applications distributed to ACTs and MPOs for
deliberation and 150 percent list development and
prioritization
• March 15, 2013 ACTs submit 150 percent recommendations to regions
by close of business
• March 18-July 19, 2013 Regions scope 150 percent lists
• March 21, 2013 Regions provide their ACTs’ 150 percent lists to TDD for
Distribution to OTC, OFAC and Joint TE-OBPAC
• June 19, 2013 OTC, OFAC and Joint TE-OBPAC Committee provide
input on 150 percent lists
• July 22, 2013 Regions provide scoping information to
Area Managers and ACT chairs; ACTs and regions
begin developing project recommendation lists
• October 4, 2013 Regions provide their project recommendation
lists to TDD for compilation and OTC consideration
• Oct 7-Nov 13, 2013 OTC review of project recommendation lists and
allocation of discretionary 20 percent
• December 18, 2013 OTC releases draft 2015-2018 STIP for review
• February 14, 2014 Draft STIP Public Review process complete
• March 14, 2014 ACT/MPO/OTC etc. review of comments complete
• April 18, 2014 Complete any necessary adjustments to draft STIP
• April 21-Aug 15, 2014 Conduct air quality conformity determinations
• September 30, 2014 Final STIP available for review
• Oct 1-Nov 19, 2014 Review of final STIP
• November 19, 2014 OTC review and approval of final 2015-2018 STIP
• February 2015 USDOT review and approval of 2015-2018 STIP
Attachment 2-16
DRAFT MULTIMODAL TRANSPORTATION
ENHANCE PROGRAM/PROJECT
APPLICATION INFORMATION
Draft date 8/6/2012 Page 1
Multimodal Transportation Program/Project Application
Information and Instructions
Introduction
This document provides instructions and guidance to complete the application for funding
for Enhance projects for the 2015-2018 STIP. There is also an “Introduction to Enhance
and Fix-It for the 2015-2018 STIP” designed to explain more about this change and why
the Commission has undertaken it, and a timeline with key dates for this STIP
development process. These documents and the application are available on ODOT’s
website.
This new application for STIP Enhance projects replaces several other separate
application processes for the 2015-2018 STIP, including the STIP Eligibility Criteria and
Prioritization Factors. This allows local governments and transportation agencies to focus
on what investments are best for their area and let ODOT determine which funding
programs are appropriate.
This reflects both a change in STIP process and a change in the way the Transportation
Commission determines funding for STIP programs. In the past, the Oregon
Transportation Commission (OTC) established the various funding levels for programs in
the Statewide Transportation Improvement Program (STIP). Beginning with the 2015-
2018 STIP cycle, the process has changed from setting funding levels for a multitude of
programs and then selecting projects within each of those programs to selecting the best
project and then determining which types of funds can be used to deliver those projects.
ODOT is making these changes to better enable stakeholders to compare projects and
find the best investments and then make applying for funding for those projects easier.
Now ODOT and its local partners can use one standard application for most Enhance
projects, and Area Commissions on Transportation (ACTs) and others will have similar
information to consider for those projects. This responds to the goals of the Oregon
Transportation Plan and challenges delivered by our governor to the OTC in August 2011
to improve project selection, including:
Maximize and leverage investments by looking for:
o projects with the potential to be both effective and efficient
o projects that involve multiple funding sources
o projects that are complementary to other projects or community development
activities and offer the chance for the whole to be greater than the sum of the
parts
Investments must achieve multiple objectives
Move toward a more multimodal transportation system by maximizing funding
flexibility and considering a wider range of community issues and benefits
Incorporate least cost planning and practical design principles in project selection
and development
Use early collaboration to define and solve problems
Attachment 2-17
DRAFT MULTIMODAL TRANSPORTATION
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APPLICATION INFORMATION
Draft date 8/6/2012 Page 2
Communication
Early discussion of STIP project ideas is still critical in this new process. Local
governments should talk to one another, their Area Commission and/or Metropolitan
Planning Organization (MPO), and their ODOT region as early as feasible about possible
Enhance projects. Also, ODOT region staff will share Enhance projects for which ODOT
intends to submit applications and eligible system preservation (Fix-It) projects as early as
is feasible. Of course, most Enhance projects will come from state and local plans such
as system plans, mode plans, topic plans and facility plans. Most Fix-It projects will come
from management system priorities. ACTs, MPOs, and regions may also have needs lists
developed that include projects from plans. These lists are another source of possible
projects.
Early sharing of information about identified transportation needs and possible STIP
projects between ODOT staff and area stakeholders is essential to identify opportunities to
leverage resources and coordinate activities. This improves the transparency of the STIP
process and respects ODOT’s commitment to involve stakeholders in STIP development
decisions.
This early communication also allows stakeholders and ODOT to work together to identify
opportunities to coordinate resources from different programs and different jurisdictions,
and perhaps to fund more robust solutions than would otherwise be included in the STIP.
It allows stakeholders to understand how the STIP is developing overall, to help determine
the best projects for Enhance funding, and to ensure that local and state project activities
are coordinated to minimize expenses and disruption to the transportation system.
What is covered by the Enhance Application
Local governments, ODOT staff, and others should use this application to propose projects
or program investments for inclusion in the Enhance portion of the 2015-2018 Statewide
Transportation Improvement Program (STIP). The STIP is divided into two broad funding
categories, Fix-It and Enhance. The Fix-It category includes projects designed to
maintain the existing system, such as pavement preservation, safety, and bridge projects.
The Enhance category includes projects and programs that improve or expand the
transportation system. For the 2015-2018 STIP, Enhance does not include most rail,
transit, aviation, and marine projects. Transit capital projects may be included, and
projects that affect a nearby rail line may be included, which is why rail and transit
information is included in this application. However, the Rail and Public Transit Divisions
of ODOT will maintain their separate project funding programs and procedures for the
2015-2018 STIP.
Use this application to propose Enhance projects that improve the system, including:
Projects eligible for Flex Funds (the Flexible Funds program funded Bicycle,
Pedestrian, Transit and Transportation Demand Management (TDM) projects,
plans, programs, and services)
DSTIP projects: development work for projects that exceed the four-year window of
the STIP
Attachment 2-18
DRAFT MULTIMODAL TRANSPORTATION
ENHANCE PROGRAM/PROJECT
APPLICATION INFORMATION
Draft date 8/6/2012 Page 3
Modernization (projects that add capacity to the system, in accordance with ORS
366.507)
Transportation Demand Management
Transportation Enhancement
Bicycle and/or Pedestrian facilities on or off the highway right of way
Recreational Trails
Safe Routes to Schools
Scenic Byways
Protective Right of Way purchases
Public Transportation (capital projects only, not ongoing operations)
Do not use this application for Fix-It projects. Management Systems largely determine
selection of Fix-It projects. Management systems are databases with information about
system needs that help identify projects of higher priority. When the lists of eligible Fix-It
projects are developed, they will be included in discussions with stakeholders. Fix-It
projects include:
Bicycle and Pedestrian repair projects on state highways
Bridges
Culverts
High-Risk Rural Roads
Illumination, Signs and Signals
Landslides and Rockfalls
Operations (includes ITS)
Pavement Preservation
Rail-Highway Crossings
Safety
Salmon (Fish Passage)
Site Mitigation and Repair
Stormwater Retrofit
Workzone Safety
Application Review and STIP Development Process
1. ODOT region staffs will review applications received by 12:00 PM, noon, on
November 27 for general eligibility and completeness. See the attached draft
Timeline for other key dates. Staff will check applications to verify that:
The sponsor is a public agency
The proposed project is of the type covered by Enhance funds
The application is complete. Information that must be included is:
o Item 1: Project Sponsor
o Item 3: Project Name
o Item 5: Project Summary
o Item 8: Project Problem Statement
o Item 9: Project Location
o Item 11: Project Description
Attachment 2-19
DRAFT MULTIMODAL TRANSPORTATION
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APPLICATION INFORMATION
Draft date 8/6/2012 Page 4
o Item 14: Timetable lines 1 and 8
o Item 27: Estimated Project Costs
o Item 28: Project Participants and Contributions
o Item 29: Project Sponsor Signature
These are the minimum required elements in an application. However, applicants
should not expect their proposal to be competitive if these are all that is included the
application.
2. Regions will send eligible, complete applications to the applicable ACT and MPO for
review, discussion, and prioritization in early December. ODOT expects the current
long-standing STIP development processes in which ACTs, MPOs, and region staff
work together to prioritize projects to continue.
Generally, where an MPO is part of an ACT, there are processes in place to discuss
MPO priorities within the ACT and agree on area priorities. The Portland area is
unique in that there is an MPO, but not an ACT. ODOT Region 1 will work with its
stakeholders to better define the coordination process for the region.
Projects recommended through the STIP Update process and within the boundaries
of an MPO need to be included in the Metropolitan Transportation Improvement
Program (MTIP). The MPO Policy Board approves the final MTIP and then sends it
to the governor for further approval. After these approvals, the MTIP is incorporated
into the STIP.
The Oregon Transportation Commission is the state’s final decision-making body,
responsible for approving the final STIP and sending it to U.S. DOT for final
approval. ACTs are chartered advisory bodies to the OTC. ACTs work with their
ODOT Region and sometimes other ACTs to put together the region’s final
recommended STIP project list. The region then forwards the list to the OTC for
approval.
3. The next step is ACT and MPO review and prioritization of the applications. The
OTC and ODOT have expectations for how to review the application and document
the review and selection process. The following expectations will be included in the
direction to ACTs, MPOs, and others to guide their review of applications and their
development of prioritized project lists:
a. The process used to review applications and establish priorities should be as
inclusive of participants and as transparent as possible.
b. No benefit is to be defined as more important than others, and project
applications do not need to show benefit in all categories to be eligible.
Reviewers are to discuss the project benefits holistically and strive for
consensus. Because different types of projects will have different kinds of
benefits, to decide before review that certain benefits are most important will
Attachment 2-20
DRAFT MULTIMODAL TRANSPORTATION
ENHANCE PROGRAM/PROJECT
APPLICATION INFORMATION
Draft date 8/6/2012 Page 5
disadvantage some projects that may be important to the area. Likewise,
reviewers should not use overall numerical scores to determine outcomes, but
use a discussion and consensus process.
Reviewers may use qualitative rankings within the benefit categories. For
example, different projects may have high, medium, or low benefits for individual
benefit categories such as mobility or livability. Discussion and consensus will
then be needed to determine priorities among projects with very different
benefits.
c. Reviewers can use state and local plans and goals and policies described in
plans to help determine priority. Plans may include the Oregon Transportation
Plan, the Oregon Highway Plan, other Oregon topic or mode plans, local
transportation system plans, local comprehensive plans, etc.
d. ODOT expects reviewers to consider the merits of the project regardless of the
level of detail in the application. For example, some jurisdictions may have
access to considerable data and analyses to support their project. Other
jurisdictions with more limited staff resources and experience may have less
detail to report, but their applications must be considered equally.
e. ODOT will require reviewers to document the decision-making process in a
consistent manner throughout the state. ODOT will provide a template to
accomplish this.
f. Some programs included in Enhance have previously developed STIP selection
criteria. Reviewers are not required to use these other STIP criteria in
establishing priorities. However, reviewers are welcome to consider these other
STIP criteria if they are helpful in the prioritization process.
g. Reviewers must include any required elements of project prioritization in their
evaluations. For example, ODOT is required in statute to give priority to freight
projects in the STIP. ODOT region staff will explain such requirements to
reviewers. The final list and documentation will show how they were considered.
Similarly, ODOT will ensure that the final STIP meets all legal requirements,
including minimum amounts for certain types of projects, such as those for
bicycle and pedestrian projects.
h. MPOs will need to maintain their role in the prioritization and selection process.
It is expected that the ACTs will coordinate as they do today in similar processes
with the MPOs. ODOT region staff is responsible to ensure this coordination is
accomplished.
4. ACTs and MPOs then prioritize and reduce considered projects to their “150
percent list.” This means that high-priority projects will be included up to 50 percent
over the expected funding available. These projects will then be “scoped” in more
Attachment 2-21
DRAFT MULTIMODAL TRANSPORTATION
ENHANCE PROGRAM/PROJECT
APPLICATION INFORMATION
Draft date 8/6/2012 Page 6
detail, meaning that their location, components, cost, and details will be examined
more closely to verify estimates and establish the final project scope. Region staff
will work with applicants to accomplish the detailed scoping.
5. Also during scoping of the 150 percent list, the Oregon Freight Advisory Committee
and the joint Bicycle/Pedestrian and Transportation Enhancement Advisory
Committees will review the lists of potential projects. These statewide advisory
committees will share any feedback on the projects and priorities from their
perspectives with the ACTs, MPOs, and region staff.
6. Information from scoping and from the advisory committee review above will be
passed back to the ACTs and MPOs, for their next step to reduce the 150 percent
list to the recommended list of projects for the STIP.
7. The OTC has final approval of the STIP for the state. The OTC will review the
recommended lists and consider the 20 percent of the Enhance budget that was
held back for statewide consideration by the OTC. The OTC will consider the lists,
any apparent gaps in the recommended lists, statewide goals, policies, and
priorities, and ensure that all legal minimums are met, such as the one percent for
bicycle and pedestrian projects. The OTC will then allocate its 20 percent of the
Enhance budget according to these considerations.
8. Once the recommended STIP is complete, including allocating the OTC’s statewide
20 percent, the Draft STIP will be released for public review and comment.
After these application review and STIP development steps, there are several more steps
that need to occur before the STIP is final. For example, technical steps like air quality
conformity determinations will be completed where needed. Any further metropolitan area
projects from their Transportation Improvement Programs are added in also. Then ODOT
prepares and releases a Final STIP for public comment. The OTC is anticipated to issue
its final approval of the STIP for Oregon in early 2015. Last, ODOT delivers the STIP to
the Federal Highway and Federal Transit Administrations for final approval. The new STIP
is active once the federal agencies issue their approval.
Submit the Application
Applications are due by 12:00 PM, noon, on November 27, 2012. Make sure the
Application Form is submitted to the appropriate STIP Enhance Apps Region email below
by the due date and time. If absolutely necessary, due to technical difficulties only,
applicants may submit maps and other attachments promptly after the due date.
ODOT has five region offices around the state. Follow the instructions below to submit the
completed application to the STIP Enhance Apps email box for the region that includes
the project area. If you do not know which region the project is in, consult ODOT’s
TransGIS website. Use the menus to choose Display – Layer Catalog – Boundaries –
ODOT Regions. (This site will also help you find geographic coordinates, if you need them
to describe your project.)
Attachment 2-22
DRAFT MULTIMODAL TRANSPORTATION
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APPLICATION INFORMATION
Draft date 8/6/2012 Page 7
Applications may be submitted to the email boxes below. The completed application form
should be submitted to the email below before the due date and time. The application
PDF file should be well under the maximum data limit for emails. (ODOT’s email system
will only accept emails that total less than 5 MB and your agency may have a lower limit,
such as 3 MB.) Submit large attachments to ODOT’s FTP site according to the
instructions below.
Region email boxes for applications:
STIPEnhanceAppsRegion1@odot.state.or.us
STIPEnhanceAppsRegion2@odot.state.or.us
STIPEnhanceAppsRegion3@odot.state.or.us
STIPEnhanceAppsRegion4@odot.state.or.us
STIPEnhanceAppsRegion5@odot.state.or.us
Submit maps and other large files via ODOT’s FTP site. Follow these instructions to use
the FTP site:
1. Create a folder named: (city or county)_(project name) that includes all application
attachments.
2. Go to ODOT’s FTP Site at: ftp://ftp.odot.state.or.us/incoming/STIP-Enhance .
3. Copy the (city or county)_(project name) folder to the STIP-Enhance folder on the
FTP site.
4. Take a screen shot of your desktop showing the folder in the FTP site.
5. Email the screen shot to the appropriate applications email box above. Include in
the email a contact name and number.
If you have questions about how to fill out or submit the application, contact the
appropriate region representative for your project:
Region Representative Phone Email
Region 1 Jeff Flowers 503.731.8235 Jeffrey.A.FLOWERS@odot.state.or.us
Region 2 Terry Cole 503.986.2674 Terry.D.COLE@odot.state.or.us
Region 3 Lisa Cortes 541.957.3643 Lisa.CORTES@odot.state.or.us
Region 4 Katie Parlette 541.388.6037 Katie.M.PARLETTE@odot.state.or.us
Region 5 Dawn Hubble 541.963.1325 Dawn.L.HUBBLE@odot.state.or.us
Attachment 2-23
DRAFT MULTIMODAL TRANSPORTATION
ENHANCE PROGRAM/PROJECT
APPLICATION INSTRUCTIONS
Draft date 8/6/2012 Page 8
Application Instructions
This section of the document provides more detailed instructions for each of the items in
the Enhance application. First, here are some tips on filling out the application:
Use a word processor to type your responses and then cut and paste them into
the form. Some word processors will count characters for you, helping you meet
the available field lengths. If typing in the form, you will only see one line at a
time. Click outside the box to see its full contents.
Use of short paragraphs and bulleted lists that contain project details can
improve the readability of the application and convey information to reviewers
efficiently.
Contact your ODOT region representative, listed above, if you have questions
about how to fill out or submit the application.
Transportation Project Sponsor Information
1. Project Sponsor
Complete the contact information for the organization applying for funds and the
primary contact. The project sponsor must be a public agency. The primary
contact should be the project manager who can provide additional information
regarding the proposed project.
ODOT will use the same application to submit Enhance project proposals to the
same ACT and MPO review process. When the sponsor is another agency, an
intergovernmental agreement will be required to disperse funds for the project.
If ODOT intends to propose a project on the local transportation system, or a
local agency intends to propose a project on the state-owned transportation
system, communication between the agencies should begin well before the
application is submitted.
2. Co-Sponsor
Indicate any co-sponsor for the project, if applicable. The co-sponsor will likely
be directly involved in project delivery or in continued operations. The co-
sponsor need not be a public agency.
Transportation Project Information
3. Project Name
In order to maintain statewide consistency and continuity from one STIP to the
next for staff, contractors, and the general public, ODOT has adopted a project
naming convention. Use ODOT’S Project Naming Convention to develop a name
for your project and insert the project name in the space provided.
Attachment 2-24
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APPLICATION INSTRUCTIONS
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4. Project Budget Summary
This table is included primarily for the application reviewers and will automatically
fill in with numbers from the budget section of the application (items 27 and 28).
5. Project Summary
In the space provided, provide a brief text summary of the project that will serve
as an introduction to the project. Include general location, purpose, and proposed
construction or activity. Please complete this summary so that application
reviewers will have an introduction to the project on the first page of the
application. Note: This is separate and distinct from the “project problem
statement” (item 8), and the full “project description” (item 11).
The field length for this summary and the other short answer items, such as
numbers 6 and 7, is 800 characters. This is about one paragraph.
6. Is this project a continuation of a previous Statewide Transportation
Improvement Program (STIP) Project?
Indicate yes or no. If yes, briefly describe the status of previous efforts, such as:
Name of previous STIP project
Purpose of previous STIP project
STIP key number assigned, if known
Completion date or progress toward project milestones
Available budget remaining
7. Does this project complement or enhance an existing or planned STIP
project? For example, does it provide a more complete solution for an
existing project or is it intended to work with another planned project,
including a Fix-It STIP project?
Indicate yes or no, and, if yes, describe the relationship of the proposed project
to the other and the planned timing of both. Sometimes projects are planned for
a specific timeframe to coordinate with other planned work or to improve on
another project that could not be fully funded. The purpose of this question is to
identify whether the proposed project is intended to work with another project.
While this application does not address Fix-It projects, do include if the proposal
is intended to enhance a scheduled or proposed Fix-It project.
8. Project Problem Statement
Provide a paragraph explaining the transportation problem or need the project
will address. Be brief and do not describe the project scope or project benefits
here. There is space to fully describe the scope in Project Description (item 11)
and benefits in items 17-26.
9. Transportation Project Location
Provide the requested location information. Include city, county, Metropolitan
Planning Organization (MPO), and any appropriate special district. Also include
the ODOT region number, if known.
Attachment 2-25
DRAFT MULTIMODAL TRANSPORTATION
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APPLICATION INSTRUCTIONS
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In the “Project Location Detail” space provided, include as appropriate:
Road and milepost range,
Intersections,
Location of any rail crossings,
Bus route and stops,
Bike path or multipurpose trail locations,
Sidewalk locations,
Address of the project site,
GPS coordinates (can be helpful where mileposts are not available),
Other location detail.
10. Maps and Project Plans (include as attachments)
Vicinity and site maps are required for construction projects. Other kinds of
projects may include vicinity and site maps, if available and appropriate. All
projects may include other maps or drawings to explain better the project as
available and appropriate. Examples:
Vicinity map (8.5X11) (may be inset on site map page)
Site map/air photo (showing existing site) (8.5x11)
Site Plan (showing proposed construction funded by the requested funds
clearly marked) (8.5x11)
Typical Cross-Section Drawings (showing proposed construction funded
by the requested funds clearly marked) (8.5x11)
Send project maps to ODOT separately from the application using ODOT’s FTP
site, if they are large files. See the section Submit the Application above for
instructions.
11. Project description
Use this space to clearly describe the work to be funded. Include what will be
built, any services that will be provided, what equipment will be purchased, or
facility planning or environmental document efforts that will be paid for with
requested funds. If applicable and known, include the projected start dates for
different stages of the project, e.g. Preliminary Engineering, Right-of-Way,
Construction, etc.
Include whether Practical Design considerations have been applied to the
proposed project. See the strategy document linked here for a description of this
initiative. Its primary purpose is to ensure funded projects make important
improvements to the system, even when the ideal solution cannot be provided.
ODOT frequently finds that ideal solutions are not achievable in the near term
because, for example, the solution is too expensive or literally cannot fit in the
available space. Therefore, it is important to identify projects that can make
significant improvements in problem areas without necessarily building the
textbook solution.
Attachment 2-26
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Similar to Practical Design considerations, it may not be possible to fund a very
large project with available resources. Therefore, be sure to include in the
project description whether the project can be broken into segments or phases
that will each provide a useful product or service. Also indicate whether or not
the proposed project will, by itself, provide a complete and useful product or
service.
Describe the scope and focus your response on what will be built or the service
to be provided. Do not document the project purpose or benefits in this space.
See the lists below for things you might include. The total space available for this
item is 4000 characters, about one page.
For Infrastructure:
Describe what will be built.
Indicate if the project involves the purchase or lease of land or right-of-
way.
Identify the expected operational life of the project.
Identify codes, standards or design criteria that will be used in design.
Identify what unique or innovative design elements or construction
practices are proposed.
Identify what materials will be used.
Indicate if the project can be phased and still meet a part of the need.
Document any less expensive (such as Practical Design) solutions that
will be implemented as a part of the project.
For Operations/Service Delivery
Describe what services will be provided.
Document how the service will meet the identified needs.
Identify any space or equipment to be leased or rented as a part of the
project.
Indicate how long will services be provided.
Indicate if services can be provided with a partial award.
After any funds awarded via this application are expended, will the service
continue without a subsequent expenditure of state funds? (If no, explain.)
For Capital Equipment Purchase
Identify what will be purchased.
Document how the equipment will meet the identified needs.
Document what industry, safety, and quality standard will be used to
evaluate the equipment prior to purchase.
What type of procurement process will be used to purchase the
equipment?
What is the useful life of the equipment?
Who will maintain the equipment?
Will a manufacturer warranty come with the equipment?
Will the equipment be insured?
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For Project Planning (Project-level planning efforts help specify details of a
project. Examples include completing an environmental document or a
narrow facility plan, such as one for an interchange. This is different than
system or corridor planning, which have a much broader scope and generally
only outline possible solutions. System planning is not eligible for Enhance
funding. Other resources address system planning such as the
Transportation and Growth Management Program.)
Describe the planning effort.
Identify primary deliverable planning product.
Identify environmental and NEPA requirements.
Identify major stakeholders.
Identify the role of state agencies.
Identify plan consistency requirements.
Identify salutatory authority for the planning effort.
Identify applicable Statewide Planning Goals.
12. Primary Project Mode(s)
Indicate the primary proposed project mode or modes. You can check more than
one box, if appropriate. For example, light rail and transit may be checked
together or pedestrian and bike. If you check other, list the primary mode for the
project in the space provided. Do not check extra boxes if the project only has
an incidental relationship to the other modes.
13. Project Activities
Indicate the primary activities this request will fund. You can check more than
one box, if appropriate. Project planning and development refers to activities that
are often included in the Development STIP, such as refinement planning or
environmental document development. Each checked activity should be
described in item 11 above.
Timetable and Readiness Information
14. Indicate anticipated timing for the following activities, as applicable.
Provide a date, if known, or year.
The first and last dates in this list are required information. A year or season and
year are acceptable. Include other dates or estimated timing as available. The
first field is for the Requested STIP Funding Year. The STIP covers four years,
in this case, years 2015-2018. For many Enhance funding programs, projects
for 2015 have mostly been selected using those programs’ prior procedures in
the earlier development of the 2012-2015 STIP. So most proposed projects are
expected to be for years 2016-2018.
Indicate in the first field your preferred year to begin your project. This is
important. The STIP must be balanced so that scheduled project expenses
equal expected funds available at that time. If selected, ODOT will assign your
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project a target year within the STIP. Use this field to indicate which you prefer,
although you are not guaranteed your preferred year.
Also, most STIP projects are funded with federal funds that must be assigned to
a project by year. If the funds are not assigned and ready to be programmed
with USDOT in that timeframe, the state may lose the funds altogether. ODOT
does not allow that to happen.
ODOT will, when necessary, reassign funds away from projects that cannot be
delivered on schedule to prevent loss of funds to the state and to ensure
eligibility for any re-dispersed funds.
Therefore, you should carefully consider when your agency will be prepared to
deliver matching funds and deliver the project. An Intergovernmental Agreement
(IGA) will be required to receive project funds, and you should expect it to include
target dates for certain activities. If your project is selected and you cannot meet
the target dates, your project may lose funding to a more ready project.
The last field of the table is also required. Indicate the anticipated date that
project construction is complete, all equipment is purchased, and the
transportation facility/equipment is in use. For operational or service delivery
projects, list projected end date of activities funded via this application.
ODOT staff, in collaboration with applicants, will verify that the estimated dates
provided are reasonable and prudent during the project scoping process.
15. Is the proposed project consistent with adopted plans? (Plans may include,
for example, transportation plans; mode plans; such as bike/ped or transit
plans; economic development plans; comprehensive plans; corridor plans;
or facility plans.)
Indicate whether the proposed project is consistent with applicable adopted
plans. Then use the space provided to explain how the project is consistent with
applicable plans. Include:
Whether the project or the need to be met by the project is described in
any plans and provide the names of these plans and page numbers of the
references, if available.
If the project or need is not described in a plan, explain why the proposed
project meets the intent of the plan.
If the project is inconsistent with plans, explain how and when the
jurisdiction will amend applicable plans to include the proposed project.
16. Is the proposed Transportation Project consistent with Major Improvement
Policies including OTP Strategy 1.1.4 and OHP Action 1G.1?
Describe how the proposed investment is consistent with the Major Improvement
Policies in the Oregon Transportation Plan (OTP) and, for highway projects, in
the Oregon Highway Plan (OHP). These strategies describe a hierarchy of
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priorities for investment with system management first, minor improvements
second, new capacity third, and new facilities last. If the proposed project
corresponds to a later priority in this strategy, describe how higher priority
solutions have already been tried or why they are not applicable or not
appropriate. OTP Strategy 1.1.4 and OHP Action 1G.1 are reproduced below.
OTP Strategy 1.1.4
In developing transportation plans to respond to transportation needs, use the
most cost-effective modes and solutions over the long term, considering
changing conditions and based on the following:
Managing the existing transportation system effectively.
Improving the efficiency and operational capacity of existing transportation
infrastructure and facilities by making minor improvements to the existing
system.
Adding capacity to the existing transportation system.
Adding new facilities to the transportation system.
OHP Action 1G.1
Use the following priorities for developing corridor plans, transportation system
plans, the Statewide Transportation Improvement Program, and project plans to
respond to highway needs. Implement higher priority measures first unless a
lower priority measure is clearly more cost-effective or unless it clearly better
supports safety, growth management, or other livability and economic viability
considerations. Plans must document the findings which support using lower
priority measures before higher priority measures.
1. Protect the existing system. The highest priority is to preserve the
functionality of the existing highway system by means such as access
management, local comprehensive plans, transportation demand
management, improved traffic operations, and alternative modes of
transportation.
2. Improve efficiency and capacity of existing highway facilities. The
second priority is to make minor improvements to existing highway
facilities such as widening highway shoulders or adding auxiliary lanes,
providing better access for alternative modes (e.g., bike lanes, sidewalks,
bus shelters), extending or connecting local streets, and making other off-
system improvements.
3. Add capacity to the existing system. The third priority is to make major
roadway improvements to existing highway facilities such as adding
general purpose lanes and making alignment corrections to accommodate
legal size vehicles.
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4. Add new facilities to the system. The lowest priority is to add new
transportation facilities such as a new highway or bypass.
Project Benefit Information
Items 17 through 26 on the application ask about expected benefits of the
proposed project or solution. Stakeholders and staff will use this information,
along with other application information, compare and prioritize projects. Each
category of impact has an outcome statement that describes the kinds of
transportation system benefits sought overall. There are also example
considerations provided for each category. These are only examples, and are
not exhaustive lists of possible benefits. Space available for these items is 1500
characters, about two paragraphs.
The first benefit question is about benefits the project provides to the state-
owned transportation system. Indicate what benefits the project will provide to
the state-owned system, including highways and other facilities. Include how it
will improve the system or, if the project is on the local system, explain how this
investment in the local system will also benefit the state system. Many times a
state investment in the local system will help the nearby state system as well,
and such local projects have traditionally been an important part of the STIP.
Some examples of such benefits are listed in the application form.
Include if there are local efforts or commitments to protect the investment
proposed. For example, if the proposed improvement is an interchange project,
often an Interchange Area Management Plan explains state and local measures
to ensure the continued function of the improved interchange. These may
include land use measures, access management, or other tools to ensure the
new facility continues to function well.
All the other categories of benefits reflect the categories of impacts designated
by stakeholders as important for evaluation in the Mosaic (least cost planning)
process. They also reflect Oregon Transportation Plan goals and policies. The
benefit categories are: Mobility, Accessibility, Economic Vitality, Environmental
Stewardship, Land Use and Growth Management, Quality of Life and Livability,
Safety and Security, Equity, and Funding and Finance.
Briefly describe how the proposed project will help achieve the outcome sought,
as applicable. Different kinds of solutions are likely to have different benefits and
all categories are not likely to apply to every proposal. The outcomes sought are
not ranked in any way, nor are kinds of solutions. Many types of projects will use
the same application, and each type is likely to have different primary benefits.
All regions of the state will also use the same application, and different areas
may have different emphases or current priorities.
Please read through the outcome sought statements and the examples provided
and then describe the benefits expected from the proposed project under the
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appropriate categories on the application. Applicants are not limited to the ideas
presented in the example considerations. Feel free to use “not applicable” or
“n/a” where a type of benefit is not relevant to your proposal. Cite or describe
evidence of benefit claims, where available, such as by summarizing results of
data analyzed, modeling results or providing letters, etc., that substantiate the
benefits described. Responses will be reviewed for reasonableness and
likeliness.
Budget Information
27. Estimated Project Costs
Use the unshaded column in this table to list the estimated costs for the project
activities. Activities are divided into common non-construction costs,
construction costs, and non-eligible costs. Non-eligible costs include costs of the
projects that are related to project activities, but not a direct transportation project
cost that can be funded with state or federal transportation funds. Often these
will include public transit operations costs or certain utility work, such as a city
replacing its own water or sewer line while the road or sidewalk is under
construction. Non-eligible costs are to be funded by the Sponsor or other
participants and do not count as required matching funds for the transportation
project. Totals will be calculated for you in the shaded column and reproduced in
the summary table on the front page.
ODOT staff, in collaboration with applicants, will verify that the estimated costs
are reasonable and prudent during the project scoping process.
28. Project Participants and Contributions
List the sponsor and other project participants (if applicable) and the project
contributions from the sponsor and each participant in the unshaded column.
The percent of the eligible, total transportation project cost will be automatically
calculated for each contribution in the shaded column. The Project Budget
Summary table on page 1 of the application will also be completed with
information from this table.
Note that this table is where the applicant lists matching funds. The contributions
from all participants must equal at least 10.27 percent, shown in the totals row in
this table. Most federal funding programs require matching funds from local
sources of at least 10.27 percent of the final project cost. Note that this is 10.27
percent of the final cost, not the estimated costs. If the final cost is higher than
the estimate, the amount of local match required will increase. Also, certain
types of project activities may have a match requirement that is more or less than
10.27 percent. If this is the case for the proposed project, the department will
notify the sponsor before project selection.
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Submittal Approval
29. Project Sponsor Signature Authority Information
Identify and include the signature of the official authorizing this application in the
spaces provided. If the project is selected, sponsor agency funds will be
committed to the project and the sponsor agency will be required to sign an
Intergovernmental Agreement with ODOT before receiving any project funds.
The IGA will detail the requirements for the use and management of requested
funds. Therefore, it is important that an official of the sponsor agency with
sufficient authority to make such commitments has approved this application.
30. Co-Sponsor Signature Authority Information
Use the spaces provided to identify the project co-sponsor, if applicable.
Similarly, a co-sponsor is making a commitment and contributions to this project,
if it is funded. The signature will demonstrate the co-sponsor’s support of this
application and should be provided by an official with sufficient authority to make
such commitments.
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