NJTPA FY UPWP MUTCD TRAFFIC SIGN INVENTORY AND ASSESSMENT PROGRAM GUIDELINES

Transcription

1 NJTPA FY UPWP MUTCD TRAFFIC SIGN INVENTORY AND ASSESSMENT PROGRAM GUIDELINES May 31, 211

2 MUTCD TRAFFIC SIGN INVENTORY AND ASSESSMENT PROGRAM GUIDELINES TABLE OF CONTENTS PROGRAM DESCRIPTION 1 ELIGIBLE ACTIVITIES 1 PROPOSAL DEVELOPMENT AND SUBMISSION 2 FINAL TECHNICAL REPORT 2 ADMINISTRATIVE PROCEDURES AND ALLOWABLE EXPENSES 3 QUARTERLY AND FINAL REPORTING REQUIREMENTS 5 APPENDIX A SELECT EXCERPTS FROM THE 29 MUTCD 8 APPENDIX B 29 MUTCD MINIMUM MAINTAINED RETROREFLECTIVITY LEVELS 1 APPENDIX C SUMMARY OF SIGN RETROREFLECTIVITY MAINTENANCE METHODS 11 APPENDIX D IMPLEMENTATION PROCESS TIMELINE 12 APPENDIX E BUDGET PLAN FORM 13 APPENDIX F STAFFING PLAN FORM 14 APPENDIX G PROJECT SCHEDULE 15 APPENDIX H PROCEDURES FOR PROCUREMENT OF PROFESSIONAL SERVICES 16 APPENDIX I SAMPLE INVOICE FOR PAYMENT 24 APPENDIX J QUARTERLY REQUEST FOR PAYMENT 25 APPENDIX K QUARTERLY REPORTING FORMAT 28 May 31, 211

3 Program Description The purpose of this program is to provide subregional support in the inventory of traffic signs and the establishment of appropriate sign management methods to maintain traffic sign retro-reflectivity at or above the minimum compliance levels. The Manual on Uniform Traffic Control Devices (MUTCD) is the national standard for all traffic control devices on any street or highway open to public travel and is incorporated by reference to the Code of Federal Regulations (CFR), Title 23. The Federal Highway Administration (FHWA) publishes the MUTCD, which contains all national design, application, and placement, standards, guidance, options, and support provisions for traffic control devices. Effective January 28, the MUTCD established minimum levels of retroreflectivity on traffic signs that includes all regulatory, warning and guide signs. The purpose of the MUTCD is to provide uniformity of these devices, which include signs, signals, and pavement markings, to promote highway safety and efficiency on the Nation's streets and highways. The second revision to the 23 MUTCD established minimum retroreflectivity levels for traffic signs. The 29 MUTCD expanded the requirement to include target compliance dates. The MUTCD requires signs to either be illuminated or made with retro-reflective sheeting. All public agencies must meet the following deadlines: January 212 Must establish and implement a sign assessment or management method to maintain minimum levels of sign retro-reflectivity; January 215 Must meet minimum retro-reflectivity requirements on regulatory, warning, and ground-mounted guide signs; and January 218 Must meet minimum retro-reflectivity requirements for overhead guide signs and street name signs. Appendix A includes excerpts from the 29 MUTCD. Agencies can select from several management and assessment methods. Information regarding these methods are included in Appendices A, B and C. The following is a link to the complete 29 MUTCD: The following is a link to FHWA s publication entitled Methods for Maintaining Traffic Sign Retroreflectivity: Eligible Activities Each subregion has been allocated a maximum budget, not to exceed, $133,. Eligible activities can include: Equipment purchases including: retroreflectometers, mobile field data collectors (gps), hardware and software purchases, etc. Videolog fees Staff salaries for fieldwork, and/or project management Intern salaries Consultant fees Equipment Hardware and Software Training Other (to be reviewed and approved by NJTPA Central Staff) May 31,, 211 1

4 Proposal Development Each subregion shall submit a proposal for the full funding amount which must include the following: A. Proposed work effort: Each subregion must provide a detailed summary of the proposed work effort. List all tasks to be completed, including a schedule of milestones, and interim and final completion dates. Appendix G provides the schedule format to use as a guide. Consultant contracts, if included in the scope of work, are subject to local, state and federal regulations, including, but not limited to, Title 49, Part 26, Code of Federal Regulations (49CFR26) entitled Participation by Disadvantages Business Enterprises in Department of Transportation Financial Assistance Programs. Consultant contracts shall comply with the NJDOT s statewide DBW/ESBE participation goal in affect at the time of consultant solicitation. In order to increase the likelihood that the DBE/ESBE goals will be achieved, applicants should take this requirement into consideration when selecting portions of the work to be performed by consultants. This may include, where appropriate, breaking out contract work items into economically feasible units to facilitate DBE/ESBE participation, even when the applicant might otherwise prefer to perform these work items with its own forces. B. Budget Plan Develop a detailed line item budget for the project including direct and indirect labor and expenses, consultant costs and project total using the standard budget plan form provided in Appendix E. The requested budget must reflect all work to be completed within the subcontract term and must identify the proposed funding sources, i.e. split of federal and local match funding, if applicable. Fringe Benefits, Leave Additive and Indirect Cost Allocation budget line items are optional and should be used only if the applicant intends to have fringe rates, calculation of leave time (holidays, vacation and sick days) against work days, and/or certified Indirect Cost Allocation Plan submitted for review and approval by the NJTPA. C. Staffing Plan Provide a breakdown of the total staff time required for each task outlined in the proposed work effort. Identify the in-house staff who will be involved in the project and the amount of time each person will spend on the project. This should also reflect time on other programs administered by this office if applicable (i.e. the Subregional Transportation Planning Program). Do not include individual salary information on the form (rates to be included in worksheet only). Appendix F provides the format to follow. Proposals must be submitted to Christine Mittman via at cmittman@njtpa.org with a copy to Elizabeth Johnson at ejohnson@njtpa.org by June 1, 211. Final Technical Report All work under this program must be completed by March 3, 212. By no later than January 15, 212 each subregion is required to submit to the NJTPA a technical memorandum documenting the sign assessment or management method they have selected to comply with the federal requirements for establishing and maintaining the minimum levels of sign retro-reflectivity. Each subregion is required to submit a draft technical report to the NJTPA for review by no later than January 31, 212 and a final technical report, with the NJTPA comments incorporated, by no later than February 29, 212. The draft and final technical reports shall provide sufficient documentation to support the sign assessment or management method selected, and shall include the following: A. Description of the sign assets under the jurisdiction of the subregion including: Number of signs Centerline miles of roadway May 31, 211 2

5 Information on the department in charge of sign management and in-house sign fabrication (if applicable) Process in place for sign replacement prior to this program Approximate number of man-hours dedicated annually to sign replacement and/or manage Approximate number of signs replaced annually Approximate total cost of signs replaced annually Type of sign material used B. Inventory of existing road signs Status of the existing inventory and work completed prior to this program Status of the inventory upon completion of this program and the work completed C. Implementation of Sign Management System Identify the assessment or management method or combination of methods selected D. Replacement of Substandard signs Provide a brief report of all regulatory, warning and groundmounted guide signs that are being recommended for replacement E. Adherence to selected method(s) Describe the policy/procedures to be established or in place to maintain a uniform practice of sign management Administrative Procedures, Requirements, and Allowable Expenses The following provides guidance to participants in the management and oversight of this program. All costs associated with the program must adhere to applicable federal circulars and must be in keeping with the intent and eligible activities of the program. A. General Financial Guidelines 1. Budgets may be developed using Labor and Direct Non-Labor Categories. 2. Subregions may allocate funds for fringe benefits, leave additive and overhead. However, the rates of the subregions must be certified by the CFO or treasurer and approved in advance by NJTPA. 3. All salary costs must be developed using time and effort per task according to the subregion s specific scope of work developed for the project. 4. Current salary rates for each employee charged to the program must be supplied in advance. If the salary rate changes, notification must be supplied in writing to NJTPA staff. 5. All budget transfers between Labor and Direct Non- Labor categories require prior written approval. All requests must be in writing and must be submitted with a revised budget and staffing plan. Requests must be submitted no later than the end of the first quarter of FY 212 (September 3, 211). No budget modification requests will be accepted after this request deadline. 6. 1% of budget may be transferred within Direct Non-Labor Expenses without pre-approval. 1% of budget may be transferred within Direct Labor Expenses without pre-approval. However, a copy of the revised budget must be submitted to central staff. 7. Copies of all receipts and signed payment vouchers or other form of proof of payment for direct non-labor expenses must be attached to the quarterly invoice. The NJTPA will be unable to reimburse subregional expenses incurred without receipts. 8. All equipment, including non-capital or capital equipment (regardless of dollar amount), and software purchases must be identified in the scope of work for NJTPA review and approval. 9. Labor costs and expenditures of staff not listed on staffing plan will not be reimbursed. May 31, 211 3

6 1. Subregions must submit reports and invoices for each quarter whether or not the subregion is seeking reimbursement. 11. Back billing of expenditures is not allowed. You may not bill for expenditures incurred in previous quarters. Subregion must seek reimbursement in the quarter in which the consultant was paid. 12. The source of Local Match funds, if applicable, cannot be from another federally funded grant. Match funding may either be county or state funds, but not federal funds. C. Guidelines for Direct Non-Labor Expenses (Part II of the Program Budget Form) Allowable charges include the following line items: 1. Line Item: Equipment Allowable costs include: a. Equipment purchased by the subregion as a necessary item to be used to carry out grant work program (i.e. retroreflectometers, mobile field data collectors, and ancillary hardware and software); requires prior NJTPA approval. 2. Line Item: Videolog Fees Allowable costs include: a. Vendor fees associated with videolog services for signs (including equipment rental and vendor services) b. Travel Expenses Vendors must adhere to Federal Travel Regulations and current Per Diem rates. If performing the videolog with in-house Subregional staff and equipment, the subregion will be reimbursed for mileage at the county/city approved rate. The rate for the subregional staff or the vendor may not exceed the federal or state mileage allowance for vehicle use. (Information for current P.O.V. rates can be found at Travel vouchers and proof of payment must be attached to quarterly invoice. 3. Line Item: Training Training under this program must be approved in advance and must be directly related to the Subregional Traffic Sign Inventory and Assessment Project. Allowable costs include vendor fees for equipment hardware and software training. Travel expenses for training are not eligible for reimbursement. 4. Line Item: Other All items that are to be charged to Other must be specified in advance and exclusively attributable to the Subregional Traffic Sign Inventory and Assessment Project. It is recognized that budgets revisions may be required throughout the year. Therefore, individual exceptions that arise throughout the program year may be addressed on a case-by-case basis. Early notification allows staff to provide the necessary assistance to ensure that work continues without interruption and that the subregion is able to fully expend the budget. D. Guidelines for Consultant Services & Expenditures (Part IV of the Program Budget) 1. Consultant services should be retained in accordance with the NJTPA Procedures for Procurement of Professional Services (see Appendix G). 2. All project consultants must be registered to do business in the State of NJ. Business Registration Certificates are required for all consultants, including any subconsultants and/or vendors services, if applicable. Check with your Purchasing Office as to county/city requirements for submission. May 31, 211 4

7 3. ESBEs must be certified by NJDOT. DBEs may be certified by any participating member (NJDOT, NJ Transit, and PANYNJ) of the NJ Unified Certification Program (UCP). Please Note: All certified DBEs are ESBEs. Certified DBEs will satisfy an ESBE contract goal. Special Note: Firms certified as MBE/WBE/SBEs by the NJ Department of Commerce will not satisfy the DBE/ESBE requirement established under this program. However, the NJTPA does not discourage the use of such firms. 4. Make sure that any incurred costs are a part of the original agreement/cost proposal. 5. Carefully review invoices before issuing payment a. Check rates and personnel. Should agree with cost proposal. b. Check the math. Make sure the multiplication/addition is correct. 6. Make sure that consultant contracts include data documentation, mapping and reporting costs. 7. Consultants must adhere to Federal Travel Regulations and current Per Diem rates. 8. Check time and efforts reports to ensure that % of project completed agrees with % of project billed to date. 9. Make sure project is on schedule. Get timely reports and invoices. Try to have consultant bill you monthly, at most quarterly. This insures that you receive regular reports and that you are kept up to date on the project s status. 1. Alert Central Staff to any problems immediately. 11. Monitor ESBE/DBE goal. Alert Central Staff as soon as possible if goal attainment is in question. 12. Amendments/Changes to Project. a. Changes to scope of work. If doing the course of this project it is discovered that the scope of work is changing, Central Staff should be made aware of this immediately. b. Budget changes. Central Staff also must be aware of any budget changes. A change to the budget may affect the ESBE goal requirement. If changes to the budget or scope of work affect ESBE/DBE participation the subregion will be required request a waiver of exemption from the ESBE/DBE goal. The subregion must document that a good faith effort was made in order to meet the goal. All requests for a waiver of exemption from ESBE/DBE goal require Executive Committee Approval. Quarterly and Final Reporting Requirements A. Submission Requirement for Invoices 1. Signed Invoice 2. Cost Tracking System Reports a. Budget Summary b. Employee Time Summary Report c. Summary by Task Report d. Consultant s Quarterly Expenditures Report May 31, 211 5

8 3. Payment voucher This is a cost reimbursable program. Back billing is not permitted; reimbursement must be sought the quarter in which the consultant is paid. A subregion cannot seek reimbursement until it can provide documentation (signed payment voucher by Treasury or Finance Department) stating that the consultant has been paid. The payment voucher must indicate the date the payment was processed, and check date and number, if available. If signed payment voucher is unavailable, copy of check or financial statement from finance/treasurer department will be sufficient. For example, if the subregion is billed by the consultant in the 3rd quarter but does not pay the consultant until the 4 th quarter, then reimbursement, accompanied by the signed payment voucher or proof of payment, consultant s invoice with all supporting documentation (including subconsultant invoices and supporting documentation), and activity summary, should be sought at the end of the 4th quarter. Note: Invoices submitted with incomplete or unsigned payment vouchers will not be processed until proof of payment can be provided. 4. Consultant Invoice(s) and supporting documentation Invoice(s) must include the following supporting documentation: a. Timesheets or Certified Payroll Summary (if submitting payroll summary, timesheets must be available if requested). Sample Certified Payroll Language: I (name and title of authorized personnel) do hereby certify that during the period covered by this payroll all personnel listed on certified payroll were gainfully employed in service for the subject project and their classification, rate of pay, hours worked and amount earned is a true and accurate report. Signature and date Certified Payroll Summary must provide the following information: - Name of Employee/Classification - Date (Payroll period covered) - Hours (by Task) - Hourly Rate - Total Salary - Executed certification of accuracy by authorized personnel. See sample documentation for sample payroll summary. b. Direct Expense Receipts All direct expense receipts must be submitted with consultants invoice. This includes but not limited to: Printing, Postage/Express Mail, Travel Vouchers (should detail destination and purpose of trip) with toll, transit and parking receipts, and all other direct expense receipts. c. Time and Efforts summary/progress report that shows % of project completed d. Subconsultant invoices and supporting documents.(same as above) May 31, 211 6

9 B. Submission Requirements and Deadlines for Quarterly Reporting Progress reports must be based on tasks in the original proposal/scope of work. You must report on the progress of each task every quarter. The reporting format issued July 25 to the subregions for its pass-through programs must be followed. See Appendices I, J and K for sample invoice and report forms. Quarterly invoices and progress reports are due from the Subregions ten (1) business days after the close each quarter. All consultant invoices for costs incurred during the final quarter of the contract term must be paid within this period. One electronic copy (MS Word and Adobe pdf format, ed to the attention of Christine Mittman at cmittman@njtpa.org) and eight (8) hard copies of the progress reports are required for each quarter, along with one signed hard copy of the invoice and supporting financial documentation. The final progress report shall include a report of the final quarters activities and an executive summary reflecting the project s overall work efforts and status of the final products and deliverables. If the quarterly package is not submitted by the above deadlines, reminder letters will be sent to the appropriate project manager with a notification to the NJTPA Board member. Subregions may risk timely financial reimbursement if the reporting package is submitted after the quarterly deadline. If final reports and products are submitted after the reporting deadline, full reimbursement cannot be guaranteed. In addition, the subregion shall be available to discuss project status on a bi-monthly basis (either in person or via conference call) to ensure the project remains on track and within budget. A minimum of three (3) meetings throughout the project with the NJTPA is required. status reports will serve as documentation and deliverables for the bi-monthly status updates. Costs incurred prior to the subcontract s effective start date or incurred after the subcontract s effective end date will be disallowed. C. Final Reporting Requirements 1. Make sure that all tasks have been completed as stated in your original scope of work. 2. Before paying the final invoice and closing out the project with the consultant make sure that the contract has been successfully fulfilled and that all you have received what you contracted for. 3. Final Invoice with final release clause (one copy of financials only) must include: Cost tracking reports, payment voucher, prime consultant invoice and supporting documentation, subconsultant s invoices and supporting documentation. Final invoices are due April 13, One electronic copy (MS Word and Adobe pdf format) and eight (8) hard copies of the final progress report, which should include a report of the final quarters activities and an executive summary of the full project. Final progress reports are due April 13, One electronic copy and four (4) hard copies each of the technical memorandum, the draft technical report and the final technical report. 6. Technical memoranda documenting the subregions selected traffic sign assessment or management methods are due January 15, Draft technical reports are due January 3, Final technical reports are due February 29, 212. May 31, 211 7

10 APPENDIX A SELECT EXCERPTS FROM THE 29 MUTCD Introduction, Paragraph 22 Unless a particular device is no longer serviceable, non-compliant devices on existing highways and bikeways shall be brought into compliance with the current edition of the National MUTCD as part of the systematic upgrading of substandard traffic control devices (and installation of new required traffic control devices) required pursuant to the Highway Safety Program, 23 U.S.C. 42(a). The FHWA has the authority to establish other target compliance dates for implementation of particular changes to the MUTCD [23 CFR (d)(1)]. These target compliance dates established by the FHWA shall be as shown in Table I-2. See Attachment B for the complete list of target compliance dates. Only the first three pertain to minimum retroreflectivity requirements, the complete list is being provided for your information. Section 2A.5 Classification of Signs Signs shall be defined by their function as follows: A. Regulatory signs give notice of traffic laws or regulations. B. Warning signs give notice of a situation that might not be readily apparent. C. Guide signs show route designations, destinations, directions, distances, services, points of interest, and other geographical, recreational, or cultural information. Section 2A.6 Design of Signs The basic requirements of a sign are that it be legible to those for whom it is intended and that it be understandable in time to permit a proper response. Desirable attributes include: A. High visibility by day and night; and B. High legibility (adequately sized letters, symbols, or arrows, and a short legend for quick comprehension by a road user approaching a sign). Section 2A.7 Retroreflectivity and Illumination There are many materials currently available for retroreflection and various methods currently available for the illumination of signs and object markers. New materials and methods continue to emerge. New materials and methods can be used as long as the signs and object markers meet the standard requirements for color, both by day and by night. Regulatory, warning, and guide signs and object markers shall be retroreflective (see Section 2A.8) or illuminated to show the same shape and similar color by both day and night, unless otherwise provided in the text discussion in this Manual for a particular sign or group of signs. The requirements for sign illumination shall not be considered to be satisfied by street or highway lighting. Sign elements may be illuminated by the means shown in Table 2A-1. Retroreflection of sign elements may be accomplished by the means shown in Table 2A-2. (See Attachment C) Section 2A.8 Maintaining Minimum Retroreflectivity Retroreflectivity is one of several factors associated with maintaining nighttime sign visibility (see Section 2A.22). Standard: Public agencies or officials having jurisdiction shall use an assessment or management method that is designed to maintain sign retroreflectivity at or above the minimum levels in Table 2A-3. (See Attachment D) Compliance with the Standard in Paragraph 2 is achieved by having a method in place and using the method to maintain the minimum levels established in Table 2A-3. Provided that an assessment or management method is being used, an agency or official having jurisdiction would be in compliance with the Standard in Paragraph 2 even if there are some individual signs that do not meet the minimum retroreflectivity levels at a particular point in time. Except for those signs specifically identified in Paragraph 6, one or more of the following assessment or management methods should be used to maintain sign retroreflectivity: May 31, 211 8

11 A. Visual Nighttime Inspection The retroreflectivity of an existing sign is assessed by a trained sign inspector conducting a visual inspection from a moving vehicle during nighttime conditions. Signs that are visually identified by the inspector to have retroreflectivity below the minimum levels should be replaced. B. Measured Sign Retroreflectivity Sign retroreflectivity is measured using a retroreflectometer. Signs with retroreflectivity below the minimum levels should be replaced. C. Expected Sign Life When signs are installed, the installation date is labeled or recorded so that the age of a sign is known. The age of the sign is compared to the expected sign life. The expected sign life is based on the experience of sign retroreflectivity degradation in a geographic area compared to the minimum levels. Signs older than the expected life should be replaced. D. Blanket Replacement All signs in an area/corridor, or of a given type, should be replaced at specified intervals. This eliminates the need to assess retroreflectivity or track the life of individual signs. The replacement interval is based on the expected sign life, compared to the minimum levels, for the shortest-life material used on the affected signs. E. Control Signs Replacement of signs in the field is based on the performance of a sample of control signs. The control signs might be a small sample located in a maintenance yard or a sample of signs in the field. The control signs are monitored to determine the end of retroreflective life for the associated signs. All field signs represented by the control sample should be replaced before the retroreflectivity levels of the control sample reach the minimum levels. F. Other Methods Other methods developed based on engineering studies can be used. Section 2A.21 Posts and Mountings Sign posts, foundations, and mountings shall be so constructed as to hold signs in a proper and permanent position, and to resist swaying in the wind or displacement by vandalism. The latest edition of AASHTO s Specifications for Structural Supports for Highway Signs, Luminaires, and Traffic Signals contains additional information regarding posts and mounting (see Page i for AASHTO s address). Where engineering judgment indicates a need to draw attention to the sign during nighttime conditions, a strip of retroreflective material may be used on regulatory and warning sign supports. If a strip of retroreflective material is used on the sign support, it shall be at least 2 inches in width, it shall be placed for the full length of the support from the sign to within 2 feet above the edge of the roadway, and its color shall match the background color of the sign, except that the color of the strip for the YIELD and DO NOT ENTER signs shall be red. Section 2A.22 Maintenance Maintenance activities should consider proper position, cleanliness, legibility, and daytime and nighttime visibility (see Section 2A.9). Damaged or deteriorated signs, gates, or object markers should be replaced May 31, 211 9

12 APPENDIX B 29 MUTCD TABLE 2A-3 MINIMUM MAINTAINED RETROREFLECTIVITY LEVELS Sign Color White on Green Black on Yellow or Black on Orange Sheeting Type (ASTM D4956-4) Additional Criteria Beaded Sheeting Prismatic Sheeting I II III III, IV, VI, VII, VIII W*; G 7 W*; G 15 W*; G 25 W 25; G 25 Overhead W*; G 7 W 12; G 15 Post-mounted Y*; O* Y 5; O 5 2 Y*; O* Y 75; O 75 3 White on Red W 35; R 7 4 Black on White W 5 1 The minimum maintained retroreflectivity levels shown in this table are in units of cd/lx/m2 measured at an observation angle of.2 and an entrance angle of For text and fine symbol signs measuring at least 48 inches and for all sizes of bold symbol signs 3 For text and fine symbol signs measuring less than 48 inches 4 Minimum sign contrast ratio 3:1 (white retroreflectivity red retroreflectivity) * This sheeting type shall not be used for this color for this application. W1-1,2 Turn and Curve W1-3,4 Reverse Turn and Curve W1-5 Winding Road W1-6,7 Large Arrow W1-8 Chevron W1-1 Intersection in Curve W1-11 Hairpin Curve W Degree Loop W2-1 Cross Road W2-2,3 Side Road W2-4,5 T and Y Intersection W2-6 Circular Intersection W2-7,8 Double Side Roads Bold Symbol Signs W3-1 Stop Ahead W3-2 Yield Ahead W3-3 Signal Ahead W4-1 Merge W4-2 Lane Ends W4-3 Added Lane W4-5 Entering Roadway Merge W4-6 Entering Roadway Added Lane W6-1,2 Divided Highway Begins and Ends W6-3 Two-Way Traffic W1-1,2,3,4,11,12 Grade Crossing Advance Warning Fine Symbol Signs (symbol signs not listed as bold symbol signs) Special Cases W3-1 Stop Ahead: Red retroreflectivity 7 W3-2 Yield Ahead: Red retroreflectivity 7; White retroreflectivity 35 W3-3 Signal Ahead: Red retroreflectivity 7; Green retroreflectivity 7 W3-5 Speed Reduction: White retroreflectivity 5 For non-diamond shaped signs, such as W14-3 (No Passing Zone), W4-4P (Cross Traffic Does Not Stop), or W13-1P,2,3,6,7 (Speed Advisory Plaques), use the largest sign dimension to determine the proper minimum retroreflectivity level. W11-2 Pedestrian Crossing W11-3,4,16-22 Large Animals W11-5 Farm Equipment W11-6 Snowmobile Crossing W11-7 Equestrian Crossing W11-8 Fire Station W11-1 Truck Crossing W12-1 Double Arrow W16-5P,6P,7P Pointing Arrow Plaques W2-7 Flagger W21-1 Worker May 31, 211 1

13 APPENDIX C May 31,

14 APPENDIX D IMPLEMENTATION PROCESS TIMELINE TASK/MILESTONE DEADLINE Program Start Date June 3, 211 Proposal submission June 1, 211 Submit Bi-monthly status July 31, 211 Submit FY th Quarter Invoice and Progress Report July 15, 211 Submit Bi-monthly status September 3, 211 Submit FY st Quarter Invoice and Progress Report October 14, 211 Submit Bi-monthly status November 3, 211 Submit Technical Memorandum January 15, 212 Submit FY nd Quarter Invoice and Progress Report January 16, 212 Submit Draft Technical Report January 31, 212 Submit Final Technical Report February 29, 212 Program End Date March 3, 212 Submit FY rd Quarter and Final Project Invoice and Progress Report April 13, 212 May 31,

15 APPENDIX E BUDGET PLAN FORM NJTPA FY UPWP SUBREGIONAL MUTCD TRAFFIC SIGN INVENTORY AND ASSESSMENT PROGRAM SUBREGION BUDGET PLAN PART I: PART II PART III: PART IV: DIRECT COSTS - PERSONNEL SERVICES 1. SALARIES $ - 2. FRINGE BENEFITS % $ - 3. LEAVE ADDITIVE % $ - DIRECT NON-LABOR COSTS 1. EQUIPMENT $ - 2. VIDEO LOG FEES $ - 3. TRAINING $ - 4. OTHER (SPECIFY) $ - INDIRECT COSTS INDIRECT COST ALLOCATION % $ - CONSULTANT COSTS CONSULTANT $ - PROPOSED BUDGET FEDERAL SHARE LOCAL MATCH SUBTOTAL $ - 1% % SUBTOTAL $ - 1% % SUBTOTAL $ - 1% % SUBTOTAL $ - 1% % FUNDING SOURCES: TOTAL PROGRAM BUDGET $ - 1% % This estimated budget is based upon projected costs to perform the work program for FY UPWP as outlined in the Subcontract Agreement. Changes within or between Parts I, II, III and IV will be authorized upon written recommendation of the Program Manager and approved by the NJTPA. Federal Share: $ - Local Match: $ - Total: $ - May 31,

16 Project Task Budget Task APPENDIX F STAFFING PLAN FORM NJTPA FY UPWP SUBREGIONAL MUTCD TRAFFIC SIGN INVENTORY AND ASSESSMENT PROGRAM SUBREGION STAFFING PLAN Subregional Staff Hours Direct Costs - Personnel Services Task 1 - Project Management $ - Task 2 - $ - Task 3 - $ - Task 4 - $ - Task 5 - $ - Task 6 - $ - Task 7 - $ - Task 8 - Final Technical Report $ - Direct Non- Labor Costs Indirect Costs Consultant Costs Total Costs TOTAL $ - $ - $ - $ - $ - Subregional Staff Plan Personnel (Name/Title) [Insert list of staff members, including Name & Title] TOTAL Estimated % of Staffs Time Needed for Project (based on total work hours over 2 years) % % % % % % % % % Total Estimated Hours For Project May 31,

17 APPENDIX G PROJECT SCHEDULE NJTPA FY UPWP SUBREGIONAL MUTCD TRAFFIC SIGN INVENTORY AND ASSESSMENT PROGRAM SUBREGION PROJECT SCHEDULE FY 211 FY 212 Task # - Description Authorized Project Start Date 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June June 3, 211 Task 1 - Project Management Task 1a - Quarterly Reports & Invoices Task 2 - July 15, 211 October 14, 211 January 16, 212 April 13, 212 Task 3 - Task 4 - Task 5 - Task 6 - Task 7 - Task 8- Final Technical Report Task 8a- Technical Memorandum Task 8b- Draft Technical Report Task 8c- Final Technical Report Project Completion Date Jan 15, 212 Jan 31, 212 Feb 29, 212 Mar 3, 212 Legend: Milestone Date Meeting Date Proposed Timeline Actual Timeline May 31,

18 APPENDIX H PROCEDURES FOR PROCUREMENT OF PROFESSIONAL SERVICES The following encompasses the policies of the North Jersey Transportation Planning Authority, Inc. regarding the procurement of professional services: Services must be obtained through maximum free and open competition; the project specifications must be clear and unrestrictive; selection process should be competitive; Selection process must be based on a firm's qualifications and on the proposal that is most advantageous to the project, not solely on low bid; Costs for services must be fair and reasonable and comply with applicable Federal, State, Local Law and Policies and Procedures; and Federally approved disadvantaged business enterprises must be offered opportunities to participate. A. General Instructions 1. The Subregions may retain the services of a consultant using one of the following methods: a. Publicly advertise the availability of the Request for Proposals (RFP). Send the RFP to all respondents. b. Publicly advertise a Request for Qualifications (RFQ). Based on the qualifications received, shortlist to three or more firms, and request proposals from these short listed firms. c. Obtain NJDOT s list of pre-qualified consultants. Send RFQs to all appropriate consultants on the list. (No public advertisement of the RFP is required for this method.) d. Obtain NJDOT s list of pre-qualified consultants. Send RFQs to all appropriate consultants on the list. Based on the qualifications received, short list (meaning send the RFP to three or more of these firms) to the selected firms, and receive proposals. (No public advertisement of the RFQ or RFP is required for this method.) 2. Prior to preparing the RFQ and/or RFP, the subregions must develop consultant selection criteria. which will be used by the consultant selection committee for the evaluation of each consulting firm. The consultant selection committee which is comprised of a minimum of three people, one of which will be an NJTPA Central Staff member. B. Request for Proposal The RFP is the document that solicits for valid and appropriate proposals. The RFP must provide potential proposers respondents with specific requirements needed to have their proposals considered and evaluated. Generally, the RFP specifies the following: technical proposal contents; cost proposal contents; firm's qualifications; and instructions for submission. 1. Competitive Bid Process There are three major elements in the solicitation of proposals through an RFP: a. Public advertisement and solicitation notices to firms which describe the project elements and explain how to obtain the RFP materials; b. The cover letter to the RFP which establishes proposal procedures and deadlines and describes the proposal submittal process; May 31,

19 c. The Scope of Work (or Work Program) defines the project and explains the expectations from the consultant in three areas: technical, firm qualifications, and costs. All new contracting opportunities executed by the Subregion must be approved by a Consultant Selection Committee, comprised of at least one member of the NJTPA Central Staff. The program manager will prepare a memorandum to the Consultant 2. Advertising through Print Media Publicizing all new federally funded contracting opportunities is mandated by OMB Circular A-11. Advertising in print media should be a paid ad in a wide circulation newspaper once weekly for three weeks. If the project is local in nature, consider using both a large circulation daily, (placement in the legal edition), and a local paper in the target area, many of which are published weekly. The DOT Office of Community Involvement maintains listings of many NJ publications and upon request, will help you pinpoint the appropriate advertiser. The Star Ledger publishes RFPs on Thursdays; consultant-clipping services generally cover that issue. Trade and association bulletins/newsletters can also be used to carry notices of RFPs. However, many of them publish only once a month, which can increase advertising lag time considerably. Required items/check List for Public Advertisements: project name; statement that proposals are being requested; invitation to qualified firms to respond; very brief (one sentence) explanation of project and its geographic target area; method of obtaining the RFP (i.e., mail, phone); statement that federal funds are involved and that all pertinent federal regulations apply; 3. Other Procurement Methods Occasionally, the standard competitive procurement procedures for professional services do not meet the project requirements. Any other method of soliciting proposals must have Federal agency approval through the NJTPA staff, prior to its use. Other procurement methods include small purchase procedures, sealed bid procedures, and non-competitive or sole source procedures. Use of any of these methods requires approval by the NJTPA staff. Please consult the NJTPA if you need assistance in this area. 4. Cover Letter to the RFP The RFP cover letter is intended to provide broad instructions in procedural, rather than technical matters. At a minimum, it should contain: a brief description of the project, including the approved title and project number, if available, of the project; the geographic location of the project; the estimated length of the project; the DBE goal for the project, which is currently 15.6% (NJTPA efforts have a DBE goal); format of proposal; number of copies required; deadline for receipt of proposal; date; hour; location; to whom addressed; contact person and phone number; It is recommended that you reinforce the facts covered in the body of the RFP through the cover letter. In fact, such repetition for emphasis can be useful. May 31,

20 5. Check List for the Technical Portion of the RFP a. Numbered Tasks by title and elements, either listed or in narrative form and anticipated percentage of time and anticipated expenditures; b. Specific products: reports, (number required) including drafts, charts, draft executive summary and final reports, and final executive report), maps, data, computer programs, etc. or other output expected, the format and bindings to be used, specify if reports are to be camera ready; c. Presentations that are to be made by the consultant, or by someone else requiring the consultant's presence and/or participation, if appropriate; b. List all other participants in the project and describe their roles - including a Steering Committee, if appropriate; c. Designation of what the project's milestones are anticipated to be - these are generally shown, in terms of weeks or months, after the following commencement of the consultant's work; d. Notice that the proposer must address all services requested in the RFP; e. Requirement that the consultant must designate a staff member as its program manager and must list; other staff to be assigned to the project - by name, title, hourly wage rate, and estimated person-hours each per task. If the work is to be subcontracted, the consultant must specify what portion of the project will be subcontracted; f. Indicate the degree that innovation and creativity are desired; g. An organization chart of all participants. h. Evaluation criteria and relative weights that will be used for consultant selection. 6. Checklist for the Budget Portion of the Proposal The budget portion of the proposal should be developed by calculating the total hours required to complete each task in the RFP. Each task identified in the Scope of Work should be budgeted separately. The hours should then be multiplied by the wage rate for each person working on each task (see attached sample budget) a. Salary/Wages The firm must show how this figure is computed. This is usually shown through person-hours by task. Staff time must be calculated in hours, rather than days. There is no specific format for submission of wage rate schedules. Most consultants are familiar with the process. Data to be included in the wage rate schedule are: firm's name and the project name for which the schedule applies; date of submission; names of all employees who will work on the project, including their job title and grade (the grade classification is the one used by ASCE and is well-known among consultants); the requested hourly wage rates for each employee listed above; effective date of the hourly wage rate; previously approved wage rate (if there is one) and its effective date. b. Overhead rates (a percentage of direct salary only) Identify method used to determine overhead rates, subject to approval by NJTPA staff. c. Direct Non-Salary Expenses must be itemized in the budget. d. Fee (or profit) is a negotiated percentage of the sum of direct salary plus overhead, and may also include some direct expense items. Generally, the fee ranges from 1-12%. The NJTPA Staff will evaluate the basis of the fee derivation and will recommend whether the fee is considered reasonable and acceptable. e. The length of time that the cost appraisal is considered valid or "in effect". Generally the minimum time frame is 6 months. May 31,

21 Note: The above information is also required to be shown for all subconsultants proposed to be utilized for the project. C. DISADVANTAGED BUSINESS ENTERPRISE (DBE) AND EMERGING SMALL BUSINESS PARTICIPATION 1. General Overview: A federal requirement that must be addressed is the mandated Disadvantaged Business Enterprise (DBE) participation. A Disadvantaged Business Enterprise (DBE) is defined in 49 CFR Part 26, as "a small business concern (from Section 3 of the Small Business Act), which is: b. At least 51 percent owned by one or more 'socially and economically disadvantaged' individuals, or in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more 'socially and economically disadvantaged' individuals: and c. Whose management and daily business operations are controlled by one or more of the 'socially and economically disadvantaged' individuals who own it. 'Socially and economically disadvantaged' is defined as individuals who are citizens of the United States (or lawfully permanent residents) and who are: "Black Americans," "Hispanic Americans", "Native Americans," "Asian-Pacific Americans", "Asian-Indian Americans", "Women" (regardless of race, ethnicity, or origin); or "Other" (disadvantaged pursuant to Section 8 of the Small Business Act). 2. Emerging Small Business Enterprise: The Emerging Small Business Enterprise (ESBE) referred to herein is defined as a firm that has met the following criteria and obtained small business certification as an ESBE by The State of New Jersey Department of Transportation: a. A firm must meet the criteria for a small business as defined by the Small Business Administration in 13 CFR Part 121, which includes annual receipts from all revenues, including affiliate receipts which equates to the annual arithmetic average over the last 3 completed tax years, or by the number of employees. b. The small business must be owned by individuals who do not exceed the personal net worth criteria established in 49 CFR Part 26 which is $75,. All appropriately certified DBEs fall into this definition due to their size. A list of certified DBE/ESBE firms: A list of certified DBE/ESBE firms is compiled and is effective for contracts on a fiscal year basis. The current list of certified DBE/ESBE firms is available through the NJTPA office. Firms who wish to be considered for DBE/ESBE certification are encouraged to contact Ms. Linda Errico at the NJDOT Office of Civil Rights directly for information on the certification process. Once a firm is certified, the federal portion of the dollar value of the contract or subcontract awarded to the DBE/ESBE is generally counted toward the applicable DBE/ESBE goal. If state matching and/or non-matching funds are also awarded to a DBE/ESBE, the total dollar value of the DBE/ESBE contract or subcontract may also be counted toward the applicable DBE/ESBE goal. 3. Documentation by Consultants The Consultant must demonstrate sufficient reasonable efforts to meet the DBE/ESBE contract goals (see section below on Good Faith Efforts). Additionally, The NJTPA has a long-standing commitment to maximize business opportunities available to disadvantaged and emerging small business enterprises (DBE/ESBE). The consultant's contract is subject to all federal, state, and local laws, rules, and regulations, including but not limited to, non-discrimination in employment and affirmative action for equal employment opportunity. The consultant's contract obligates the consultant to aggressively pursue Disadvantaged Business Enterprises (DBEs) and Emerging Small Businesses (ESBEs) for participation in the performance of contracts and subcontracts financed in whole or in part with Federal funds. The consultant cannot discriminate on the basis of race, color, national origin, or sex in the award May 31,

22 and performance of federally assisted contracts. The consultant contract specifies the DBE/ESBE goal and the DBE/ESBE participation rate for that contract. The prime consultant must document, in writing, all of the steps that led to any selection of the DBE/ESBE firm(s). Prior to the award of a consultant contract, the consultant must demonstrate sufficient good faith efforts to meet utilize DBE/ESBE firms. For studies drawing on federal funding under an NJTPA grant the DBE/ESBE goal shall be at minimum 15.6%. If, at any time you intend to subcontract or modify any portion of the work already under contract, or intend to purchase material or lease equipment not contemplated during the original preparation of your cost proposal, you must notify the NJTPA in writing. If, as a result of any subcontract, modification, purchase order, or lease, the actual DBE/ESBE participation rate for the consultant's contract is in danger of falling below the agreed upon DBE/ESBE participation, then a request must be made for a DBE/ESBE Goal Exemption Modification through the Program Manager. 4. Good Faith Efforts: To demonstrate sufficient reasonable efforts to meet the DBE or ESBE contract goals, a contractor shall document the steps it has taken to obtain DBE or ESBE participation, including but not limited to the following: a. Attendance at an information meeting, if any, to inform the DBE s or ESBE s of prime contracting and subcontracting opportunities under a given solicitation. b. Advertisement in general circulation media, trade association publications, and small business publications for at least 2 days before proposals are due. If 2 days are not available, publication for a shorter reasonable time is acceptable. c. Written notification to DBE s or ESBE s that their interest in the contract is solicited; d. Efforts made to select portions of work proposed to be performed by DBE s or ESBE s in order to increase the likelihood of achieving the stated goal; e. Efforts made to negotiate with DBE s or ESBE s for specific proposals including at a minimum: i. The names, addresses and telephone numbers of DBE s or ESBE s that were contacted; ii. iii. A description of the information provided to DBE s or ESBE s regarding the scope of work for the specified solicitation; and A statement of why additional agreements with DBE s or ESBE s were not reached; f. Information regarding each DBE or ESBE the contractor contacted and rejected as unqualified and the reasons for the contractor s conclusion; g. Efforts made to assist the DBE or ESBE in obtaining bonding or insurance required by the contractor. NOTE: If the NJTPA determines that the apparent successful contractor has failed to meet the requirements of this section, the contractor will be afforded the opportunity for an administrative reconsideration of that determination prior to the award or rejection of the contract. As part of the administrative reconsideration process, the contractor will have the opportunity to provide written documentation or argument concerning the issue of whether it met the goal or made adequate good faith efforts to do so. NJTPA will send the contractor a written decision on reconsideration, explaining the basis for the finding that the contractor did or did not meet the goal or make adequate good faith efforts to do so. D. Additional information to be included in the RFP This is the section of the RFP in which detailed instructions are given. Check the RFP against the cover letter to be sure all items are covered. 1. Estimated length of the project in days, including estimated start date. 2. The consultant must be asked to certify the availability of professional and technical staff during the life of the project. May 31, 211 2