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Implementation of the project differs based on the type of funding.
Local Let Projects
Every local public agency (LPA), when using MFT or state funds for a project, has an obligation to ensure that the project is completed according to the approved plans and specifications. The LPA is responsible for ensuring the project is properly implemented by providing the following: project supervision, project documentation, contract changes, equipment inspection, inspection and testing of materials, and final acceptance.
Please familiarize yourself with Chapter 13: Project Implementation of the Bureau of Local Roads and Streets Manual for the required steps for implementation of a MFT or state funded project.
Forms
Per the requirement stated in the manual, these forms may be required:
State Let Projects
Federal regulations provide that IDOT has responsibility for construction work involving federal funds and requires that the work be satisfactorily completed according to the plans and specifications. All materials that are used for construction will be inspected and tested for compliance with the requirements of the: IDOT Standard Specifications, Project Procedures Guide (PPG), Special Provisions.
Supervision and inspection will be performed in accordance with the IDOT Construction Manual issued by the department's Bureau of Construction and the PPG issued by the department's Bureau of Materials and Physical Research. All reports will be on forms required for state construction contracts distributed in the manner indicated in the introduction to the forms and reports section of the IDOT Construction Manual.
Please familiarize yourself with Chapter 25: Construction and Maintenance of the Bureau of Local Roads and Streets Manual for the rules and process. All compliance requirements are hosted on the Contractor Resources webpage.
Each LPA will be required to closeout a project based on the funding type that is used for the project.
Local Let Projects
When an MFT or state funded project has been completed according to the approved plans and specifications, including any approved changes, the local agency will notify the district. Each MFT or state funded project or section must be closed out, and have a final accounting of all funds authorized for expenditure. This final accounting will call attention to either the need for additional authorization of funds, or the need for a credit of excess funds to the unobligated balance. After the necessary steps have been completed, the project can be closed out.
Please review Chapter 13: Project Implementation Section 5: Final Acceptance and Project Closeout of the Bureau of Local Roads and Streets Manual for the required steps to closing out a MFT or state funded project.
Forms
Per the requirement stated in the manual, these forms may be required:
State Let Projects
When a federal funded project has been completed according to the approved plans and specifications, including any approved changes, closure and final acceptance will occur. Each federally funded project must be closed out, and have a final accounting of all funds authorized for expenditure. This final accounting will call attention to either the need for additional authorization of funds, or the need for a credit of excess funds to the unobligated balance. After the necessary steps have been completed, the project can be closed out.
Please review Chapter 25: Construction and Maintenance Section 1.04: Project Closeout and Final Acceptance of the Bureau of Local Roads and Streets Manual for the required steps to closing out a federal funded project.
All compliance requirements are hosted on the Construction webpage.
Locally Administered Projects: According to the terms of the joint agreement, LPA’s may invoice IDOT for reimbursement of state and federal funds. To process an invoice, IDOT requires copies of documentation verifying local agency payments. Please see Chapter 5 of the Bureau of Local Roads and Streets Manual for additional requirements.
State Administered Projects – On state-let LPA projects, contractors are paid by IDOT and LPA’s are invoiced for the local share as specified by the joint funding agreement.
BLR 05621: Local Public Agency Cost Plus Fixed Fee Invoice