125-22 Attachment - Admin Procedures Appendices Final Revised March 2022.pdf

1. Introduction Federal Highway Administration (FHWA) provides opportunities for Local Public Agencies, such as the Township of West Orange, to receive Federal Aid Highway Program (FAHP or federal aid) funds through New Jersey Department of Transportation (NJDOT) and the associated regional Metropolitan Planning Organization (MPO). LPAs receiving federal‐aid funds are responsible for administering their projects while meeting all federal‐aid requirements. The NJDOT, through its Stewardship Agreement with FHWA, is responsible for ensuring that the each LPA that receives FHWA funds, is adequately staffed and suitably equipped to undertake and administer federal‐aid projects, and the LPA must provide the supervision and inspection required to complete each project in conformance with the approved Scope of Work (SOW), plans and specifications and ensure that all federal requirements are met. Generally speaking, these requirements are set forth in Title 23 United States Codes (U.S.C.) – Highways; Brooks Act, Title 40 U.S.C. ‐ Public Buildings, Property and Works; Title 23 Code of Federal Regulations (CFR) – Highways; Title 48 CFR – Federal Acquisition Regulation; and Title 49 CFR 18 – the Common Grant Rule. The purpose of this document is to provide Standard Procedures to be used by West Orange for Administration of Federally Funded Transportation Projects administered through NJDOT. An organization Chart of West Orange’s personnel associated with Federal Aid Projects, along with their duties, is included in this document (See Appendix A). 2. Administrative Responsibilities of the Responsible Charge for Federal Aid Projects The Township of West Orange must designate a Responsible Charge (RC/PM) for each federal aid project and submit a letter of notification to the Local Aid District Office identifying the Responsible Charge (RC/PM). The RC/PM must be a full-time Township of West Orange employee as required by Title 23 CFR 635.105(a). The employee will be in “responsible charge” of all phases of a Federal Aid Project. The RC/PM is involved in the entire project from project initiation to closeout. The RC/PM (see section 6.1) will be responsible for the administration and oversight of the following tasks: a. With the support of a consulting engineering firm and NJDOT Bureau of Environmental Program Resources (BEPR), prepares and/or administers the

dministration and oversight of the following tasks: a. With the support of a consulting engineering firm and NJDOT Bureau of Environmental Program Resources (BEPR), prepares and/or administers the disbursement of National Environmental Policy Act (NEPA) documents and permits and coordinate with the correspondent agency, state or federal, involved in the preparation and filing of such documents. b. With the support of a consulting engineering firm in the preparation of plans, specifications and estimate, provide review, comments and final acceptance of the material produced by the consulting engineering firm. The procurement for consulting services will be described in section 3 of this document. c. Right-of-Way availability through the design phase and after the determination of all required ROW, will be coordinated with NJDOT Right-Of-Way procedures and the Township of West Orange Counsel for the preparation of all legal documents to enable continuation of the design phase and project construction. Right-Of-Way procedures must be in conformance with the Uniform Act and be reviewed and approved by NJDOT Right-Of-Way. d. Coordination and clearances of all public and private utilities. Procedure for Administration and Inspection of Federal Aid Highway Projects Page 4