Bureau of Local Projects
City Five Year Federal Aid Construction Program
The City’s Five-year Federal Aid Construction Program is the City’s portion of the Statewide Transportation Improvement Program (STIP). It consists of the City’s prioritized road or bridge construction projects, the total federal aid cost of which comes from five years of estimated federal funding available to the population group the City falls into and as indicated in the definitions below. The development of this five-year program consists of a series of processes as presented below.
Cities population groups –
- M1 and M3 – metro areas greater than 200,000.
- M3 - Wichita area (has own fund distribution).
- M1 - Kansas City area (has own fund distribution).
- M2 – cities less than 200,000 and greater than 50,000
- Topeka (has own fund distribution).
- Lawrence (has own fund distribution).
- M4 – cities less than 50,000 and greater than 15,000.
- M5 – cities less than 15,000 and greater than 5,000.
- M6 – cities less than 5,000.
Prorata – the federal to local funding percent share (generally 80/20. Safety funds may be up to 100/0.
STP – Surface Transportation Program. A funding category available to cities to spend on improvements to their federal aid routes (functional classification of collector or above).
BR – Bridge Replacement/Rehabilitation. A funding category available to cities to spend on any deficient bridge in the City.
CMAQ – Congestion Mitigation Air Quality. A funding category available for projects in Metro Areas (M1) that provide air quality benefits.
Fiscal Year (FY)– financial year beginning July 1 for the State, beginning October 1 for the U.S. Government.
Letting – the taking of construction bids on a project.
Preliminary Engineering (PE) – the pre-construction design of a project, generally by a consulting engineering firm.
Right of Way (ROW) – the necessary land needed to construct a project, either existing or to be acquired.
Utility Adjustments – the required relocations of utilities due to conflict with a project’s construction.
Plans, Specifications & Estimates (PS&E) – the process of gathering, reviewing and approving the necessary final documents just prior to let.
Authorizations – the federal funding levels as contained in a federal transportation act. The current act is the Transportation Equity Act for the 21st Century (TEA-21) for federal fiscal years 1998 through 2003.
Appropriations Act – the annual congressional act that makes authorized funds available in the form of apportionments or allocations with specific obligation limitations.
Obligation Authority (OA) – the limited (by the appropriations act) funds available for projects.
A Five-year plan with funding distributed to each population group was adopted by BLP to provide a more fair and better managed program.
Updating the Five-Year Plan
Request to Update the City’s Five-year Plan for Metro Areas, M1 and M3(population greater than 200,000) - In the spring of each year, we will send a request to the City to update their five-year plan. The request will contain:
- The estimated apportionment and obligation authority available per Federal Fiscal Year that the City may use for the federal share of their STP, BR and CMAQ projects.
The current five-year plan. This is to be updated with any revisions and additions of the next fiscal year’s projects.
Instructions for updating the five-year plan.
- Project request Form 1302 to be used for projects added and submitted with the updated plan.
- For Cities, M2, M4, M5 (population less than 200,000 but greater than 5,000) - In the spring of each year, we will send a request to the City to update their five-year plan. The request will contain:
- The estimated apportionment and obligation authority available per Federal Fiscal Year that the population group as a whole may use for the federal share of their STP and BR projects.
- The current five-year plan. This is to be updated with any revisions and additions of the next fiscal year’s projects.
- Instructions for updating the five-year plan with an example .
- Project request, Form 1302 to be used for projects added and submitted with the updated plan.
- Public involvement process that must be documented.
- For Cities, M6 (population under 5,000) – By state statute K.S.A. 68-506f, the County, in the absence of an agreement otherwise with the City, is responsible for the maintenance of County federal aid roads passing through the City. Therefore, the County, if desirous to improve such roads in the City with federal funds, would have to use their STP funds. However, BR funds are available to the City for use on any deficient bridge in the City. On or about March/April of each year, Local Projects will send a notice to each City that has deficient bridges, announcing the BR funding available to them.
- Those Cities receiving those notices, need to contact BLP for instructions on how to fill out the project request, Form 1302.
- NOTE: to all Cities starting with the year 2000 request to update the City’s five-year plan, the project request, Form 1302, will contain places to enter the county’s estimated non-participating pre-construction costs. These will be the preliminary engineering, right of way, and utility adjustment costs incurred by the City. These costs will be included in the total project cost for financial reporting purposes under the State’s Comprehensive Transportation Program (CTP).
Approval of the City’s Five-year Plan.
PS&E After Project Development.
- Local Projects reviews the revisions and makes note of the City’s changes to the projects’ priorities, letting dates, and cost estimates.
- Upon receipt of all the Cities’ updated five-year plans, Local Projects reviews the projects’ estimated federal funds required and compares to the estimated obligation authority available for that population group. Exception – M1, M2 and M3 Cities have there own separate funding and their projects’ federal funding total requirements are compared to the total obligation authority available to their city.
- Local Projects will approve only the projects for which the estimated available obligation authority will support.
- Local Projects will send the City their approved five-year plan (see attachment no. 2) which includes an action checklist to assist the City in implementing their plan. Also, project schedules will be attached for new projects or those with revised lettings.
Letting and Post-letting Activities.
- Pre-letting activities.
- Approved Final plans are expected from the City 4 months prior to letting.
- NOTE: In the future, as a part of the PS&E process, the City will be required to submit their actual non-participating pre-construction costs. These will be the preliminary engineering, right of way, and utility adjustment costs actually incurred by the City. These costs will be included in the total project cost for financial reporting purposes under the State’s Comprehensive Transportation Program (CTP).
- Forms 1306, 1304 and all necessary permits are expected from the City 3 months prior to letting.
- Local Projects sends the City a letter approximately 2 months prior to letting indicating the City’s estimated matching share of the project’s construction and construction engineering cost and asks for the City’s concurrence and commitment to continue to the letting.
- Project is let by KDOT and awarded to the lowest responsible bidder. Exception – if the City’s procedures have been approved by KDOT Local Projects and FHWA, the City may let their own federal aid projects. The following procedures do not apply to those Cities.
- The City is contacted by Local Projects immediately after the letting with the results of the low bid in order the receive tentative approval.
- Upon approval of all the bids by the State Transportation Engineer, an "Authority to Award and Commitment of City Funds" resolution is sent the City.
- The resolution allows the City the opportunity to concur in the awarded low bid. The resolution also contains the City’s share of the Construction and Construction Engineering costs, based upon the actual low bid and the maximum upper limit of the executed Construction Engineering agreement. The City’s share is due to be submitted to KDOT within the specified time in the resolution. The City’s share will be deposited and used, along with State funds to pay the contractor as the project progresses. The State will then bill the federal government for the federal share.
- During construction, the City is informed of any over/under runs on the contract.
- Immediately after the last payment in made to the Contractor, a Preliminary Statement of Cost on the project is sent to the City. This statement contains a full accounting of the actual, and/or estimated Construction and Construction Engineering costs of the project to date. It will indicate if the balance of costs is the City’s responsibility. If so, the City has the opportunity to pay at that time.
- After audit of the project, which can take up to two years after construction, the City will receive a final voucher from KDOT. The final voucher will give a final accounting of the project’s Construction and Construction Engineering costs and will indicate any payment due from or to the City.
For information on other assistance available to Cities, please call Local Projects at (785)296-3861.
People to Contact about 5 year plans