Afternoon Session

Agreements

Temi Latinwo

Debbie Jarvis

Mohammed Hameed

Project AgreementsProject Program Information Form

updatesLocal Agency Agreement &

Engineering Services Agreements reasons for delays

Invoicing/Reimbursements document errors

Project Close-out requirements

Project Program Information formThe PPI and instructional guides can be found at the following IDOT website under Doing Business/Forms & Templates/Region 1

Stationing, TIP information/project location & termini. Bridge Information/Structure #’s DUNS #State & Federal Fiscal Year, ITEP change request fundingLetter of Intent or funding commitment letter submit to the Planning Liaison-

DOT.D1.BLRS@illinois.gov for processing.

Reasons for delay on Local Agency Agreements:Funding in wrong fiscal yearIncorrect dollars on agreementIncorrect fund typeLocally executed agreement has not

been submitted.Programming issuesMissing exhibits (location map, TARP

resolution, signature resolution, Railroad Agreement, etc.)

Incorrect description of project.Incorrect note to the division of costs

Reasons for delay on Local Agency Agreements:Each time an agreement gets

revised, the process has to start all over again.

Our joint agreements are just a small part of all the types of agreements that are signed.  Every agreement over $250,000 has to have original signatures form the Secretary of Transportation, Chief Counsel, and Director of Finance and Administration per the Comptroller.

Reasons for delay on Engineering Agreement:

Missing payroll rates for prime and sub-consultants

Payroll rate classifications on the cost estimate do not match the current payroll rate listing

Missing cost estimates for prime and sub-consultants

Missing detailed direct cost backup for prime and sub-consultants

Reasons for delay on Engineering Agreement:

Prime consultant is using sub-consultant that is not pre-qualified and they have to work with auditors to arrive at a provisional rate for job.

Math errors on cost estimates.Prime consultant is preparing sub-

consultant’s estimate – Sub-consultant should be preparing their own estimate and submitting to the prime.

Profit formula for the prime and the sub-consultant is not consistent.

ReimbursementsWork preformed prior to Federal

Authorization Financial Integrity Review and

Evaluation (FIRE) Program requires invoicing on quarterly basis

Project Close-outInvoice Form BLR05620Final invoice is required, no later

than one year from the date of completion of the phase of the improvement.

Project Close-out(Preliminary Engineering) In the event

that right-of-way acquisition for, or actual construction of the project for which this preliminary engineering is undertaken with Federal participation is not started by the close of the tenth fiscal year following the fiscal year in which this agreement is executed, the LA will repay the STATE any Federal funds received under the terms of this Agreement.

Questions

Temi LatinwoFederal Aid Agreement Technician

Illinois Department of TransportationBureau of Local Roads & Streets

201 West Center CourtSchaumburg, IL  60196

Direct Line: (847) 705-4179 Fax: (847) 705-4203

Email: temi.latinwo@illinois.gov