ATTACHMENT_D-LRSP_Implementation_Guide.pdf
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- Solicitation number
- 145268
- Issued by
- San Bernardino County, California
About this file
This is an implementation guide issued by the California Department of Transportation (Caltrans) Local Assistance Program for executing Local Roadway Safety Plan (LRSP) projects that have been selected for state funding. The guide outlines the procedural requirements for local agencies to implement analysis and report-only projects following LRSP application approval. Local agencies must submit allocation request documentation to their District Local Assistance Engineer (DLAE), including a funding request letter, finance letter, copy of the LRSP application, project listing printout, and award notification. The DLAE assigns project numbers with the LRSPL prefix and forwards requests to the DLA HQ Area Engineer for allocation approval. Upon approval, the Area Engineer issues an allocation letter authorizing reimbursable work to commence and prepares a Program Supplement Agreement (PSA) for local agency execution. The completed analysis and LRSP report must be delivered within thirty-six (36) months of fund allocation, with a final invoice and report of expenditures due within six (6) months of report completion.
All project costs are reimbursed in arrears through the invoicing process outlined in the Local Assistance Procedures Manual (LAPM), with invoices required at minimum every six (6) months to maintain project activity status. Local agencies claiming indirect costs must comply with LAPM Section 5.3 prior to submitting their first invoice. The state funds allocated are restricted to the Preliminary Engineering (PE) phase and cannot exceed the originally awarded amount without written approval from the LRSP manager. Any changes to the project scope require advance written approval from the LRSP manager, and invoices may be rejected if scope modifications occur without prior notification and District and LRSP manager approval. Project closeout is handled jointly by Local Programs Accounting (LPA) and DLA following submission of all required final documentation.
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A General Guide for Implementing The Local Roadway Safety Plan (LRSP) Projects
(October 28, 2019) ( https://dot.ca.gov/programs/local-assistance/fed-and-state-programs/highway-safety-improvement-program/local-roadway-safety-plans )
After an LRSP application has been selected for funding, the local agency will proceed to implement the analysis/report-only project. In addition to the applicable provisions of the Local Assistance Procedures Manual (LAPM), local agencies will need to follow the below implementation steps:
1. When ready to proceed with their study, the local agency submits the following documents to their District Local Assistance Engineer (DLAE) to request an allocation of funds:
a. A letter of request for LRSP Funding Allocation;
b. Finance Letter;
c. Copy of the LRSP Application;
d. Printout of the page from the list of selected projects containing the project for which the allocation is being requested (please mark the project);
e. Copy of the award notification letter or email from Caltrans DLA, if available.
The templates for the above items a and b and the list of selected projects may be downloaded from the LRSP website.
As an LRSP project utilizes state funds for a study only and no right-of-way or construction is involved, the allocation will be under Preliminary Engineering (PE) phase.
The amount of state funds requested should not exceed the amount of funds originally awarded. Additional funds shall not be allocated without the written approval from the LRSP manager.
2. The DLAE reviews the allocation request package for consistency with the application, assigns project numbers and Advantage IDs, and forwards the request to the DLA HQ Area Engineer for allocation. The prefix for an LRSP project is LRSPL.
An allocation request will be rejected if the scope or request amount does not match the application. Any change to the scope of work needs to be approved by the LRSP manager in advance of the allocation.
3. After receipt of a complete request package, the DLA HQ Area Engineer will:
a. Prepare an allocation letter which will serve as the authorizing document for the local agency to begin reimbursable work. A copy of the allocation letter and https://dot.ca.gov/programs/local-assistance/fed-and-state-programs/highway-safety-improvement-program/local-roadway-safety-plans https://dot.ca.gov/programs/local-assistance/fed-and-state-programs/highway-safety-improvement-program/local-roadway-safety-plans https://dot.ca.gov/programs/local-assistance/fed-and-state-programs/highway-safety-improvement-program/local-roadway-safety-plans https://dot.ca.gov/programs/local-assistance/guidelines-and-procedures/local-assistance-procedures-manual-lapm https://dot.ca.gov/programs/local-assistance/guidelines-and-procedures/local-assistance-procedures-manual-lapm https://dot.ca.gov/programs/local-assistance/other-important-issues/local-assistance-contacts https://dot.ca.gov/programs/local-assistance/fed-and-state-programs/highway-safety-improvement-program/local-roadway-safety-plans
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Finance Letter will be distributed to the local agency, DLAE, the LRSP manager, and Local Programs Accounting (LPA). Note that any work performed prior to the effective date of the allocation letter is not eligible for reimbursement.
b. Prepare a Program Supplement Agreement (PSA) and send it to the local agency for execution. If the local agency does not have a “State-only Funds Master Agreement” on file with Caltrans, one will need to be executed in conjunction with the PSA.
4. All costs incurred by the local agency will be reimbursed in arrears. The local agency invoices Caltrans (Refer to LAPM Chapter 5 and Exhibit 5-C). In order for the project to remain active, the local agency must submit invoices to Caltrans at least every six (6) months after funds are allocated.
DLAE reviews invoices for payment. Invoice payment will be rejected if the scope of the project has been changed without prior notification and approval of the District and the LRSP manager.
If local agency intends to claim reimbursement for Indirect Costs, they must comply with Section 5.3, LAPM, prior to submitting first invoice.
5. The analysis and the LRSP must be completed within thirty-six (36) months of the allocation. The local agency must submit the final LRSP report to the DLAE. The DLAE reviews and verifies that the report has been completed in accordance with the approved scope and the program guidelines, and then forward a copy of the report to the LRSP manager.
6. The local agency must submit the Final Invoice (LAPM Exhibit 5-C) and the Final Report of Expenditures (LAPM Exhibit 17-M) to the DLAE within six (6) months of the report completion. The DLAE reviews the submittals for compliance and then forward the package to Local Programs Accounting (LPA) for processing.
7. The LPA and the DLA close out the project.
https://dot.ca.gov/programs/local-assistance/guidelines-and-procedures/local-assistance-procedures-manual-lapm
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