LPA Project Development and Implementation

Funding Approval

There are various sources of funding available to the local agencies within Illinois for road and street projects. The following discusses the local financial planning for the various non-federal sources of funding (i.e., Motor Fuel Tax (MFT), Township Bridge Program, and other state-funded programs).

Depending on the type of funding source the LPA is utilizing, the processes to obtain approval for these funds varies. Please view the appropriate fund process below:

Motor Fuel Tax

Joint Funding Agreements

The use of state and federal funding requires the execution of a joint funding agreement between the LPA and IDOT. This agreement identifies the location of the project, scope of work, division of cost, jurisdiction and maintenance responsibilities, and other legal requirements. This agreement will be the basis for IDOT and the LPA to obligate funds and facilitate reimbursements to the LPA for locally administered projects and the basis for billing LPA’s for their local share on IDOT administered projects.

State Funding

Understand the Requirements

Chapter 9: Financial Planning Section 2: State Funds Financing in the Bureau of Local Roads.

How to Obtain Approval

LPA’s may receive state funding for highway related projects. Examples of state funds are Economic Development Program (EDP), Truck Access Route Program (TARP), and State Matching Assistance. State funds are included in IDOT’s annual program and must be coordinated through the appropriate district office for funding and for inclusion on the joint funding agreements established between IDOT and the LPAs.

Forms

Federal Funding

Understand the Requirements

Chapter 17: Planning and Programming Section 2: Federal Planning Requirements in the Bureau of Local Roads.

How to Obtain Approval

Federal funding is made available to LPAs through several means. In urban areas, municipalities with populations greater than 5,000 receive a Surface Transportation Program – Urban (STU) allotment. For municipalities that are included in a Metropolitan Planning Organization (MPO), which has populations greater than 50,000, the MPO receives the STU allotment, and the various municipalities compete through the MPO for funding. In rural areas, counties receive Surface Transportation Program – Rural (STR) funds and Surface Transportation Program – Bridge (STP-Br) funds. Municipalities are also allowed to request use of these STP-Br funds.  

All of these funds and projects must be coordinated through the appropriate IDOT district office for funding and for establishment of the joint funding agreements between IDOT and the LPAs. It is important to note that with federal funds, these funds must be authorized through the Federal Highway Administration (FHWA) before work can actually begin. Failure to obtain this federal authorization first may jeopardize IDOT’s ability to reimburse the LPA for eligible federal expenses.

Forms

Studies and Plans

Once funding has been secured and the LPA has determined if the engineering activities will be performed with in-house staff or by a consultant, engineering work may begin. 

Preliminary engineering is divided into the following phases:

Phase I

All projects funded through IDOT must meet applicable federal and state laws and regulations requiring identification and evaluation of the project’s environmental impacts.

The following chapters of the Bureau of Local Roads and Streets Manual include environmental documentation, coordination, and general NEPA compliance procedures.

Phase II

Projects are designed and plans, specifications, and estimates are developed (this is referred to as the PS&E package). Information on design criteria and PS&E requirements can be found in the following chapters of the Bureau of Local Roads and Streets Manual:

Forms

Per the requirement stated in the manuals, these forms may be required:

Bulletins

Based on the source of funding the advertisement procedure differentiates. For Motor Fuel Tax (MFT) or state funding the 'Local Advertisement' process applies, for federal funding the 'State Advertisement' process applies.

Bridge Notice

No Current Notices

Locally Advertised Projects

All local-let projects financed with MFT or state funds must be advertised for letting in IDOT’s Notice to Contractor Bulletin. IDOT requires no additional public notice; however, this does not relieve the LPA from complying with the state law concerning these advertisements. LPA’s must comply with the requirements as stated in the Bureau of Local Roads and Streets Manual.

How To Proceed

Requirements and process based on the type of funds of the Bureau of Local Roads and Streets Manual:
Chapter 12: Letting and Contract Award Section 2: Invitation for Bids-Local Let Projects

Forms

Per the requirement stated in the manual, these forms may be required:

State Advertised Projects

If projects are funded through federal funds, projects must be advertised through the State Transportation Bulletin. All potential bidders must be prequalified in the appropriate work categories. 

HOW TO PROCEED

Please review Chapter 24: Letting and Contract Award to familiarize yourself with the rules and process.

All requirements are stated on Construction website.

Need Help?

Any questions regarding advertising construction projects should be directed to the appropriate district office of local roads and streets.

Award

Selection and awarding of a contract differs between the types of lettings.

Local-Let Projects

After bids are read and the lowest responsible bidder is determined, the LPA will initiate the award of the project within 45 days after the letting. If a contract is not awarded within 45 days after the opening of proposals, the low bidder may file a written request to the LPA for the withdrawal of their bid without penalty.

Once IDOT concurs in the award of the project, the LPA will send the contract to the low bidder for execution. The contract and contract bond must be executed by the successful bidder and returned to the LPA within 15 days after the contract has been mailed.

If the contract is not executed by the LPA within 15 days following the receipt from the bidder of the properly executed contracts and bonds, the bidder has the right to withdraw their bid without penalty.

After contract execution, a pre-construction conference is set up with the LPA, district personnel, and the contractor. 

Forms

Per the requirement stated in the manual, these forms may be required:

State-Let Local Projects

State lettings are held at the IDOT's Central Office in Springfield at pre-determined letting dates throughout the year. On the day of the state letting, IDOT will publish a post letting review, indicating the preliminary intent to award. This list is available on The Transportation Bulletin page on the day of the letting and only indicates if a project is within the awardable range.

The award of the contract will be made within 45 days after the letting to the lowest responsible, qualified bidder whose proposal complies with all prescribed requirements. The LPA is responsible for providing their IDOT district Bureau of Local Roads and Streets office with a verbal concurrence after the letting and before the award will be processed.

Once a low bidder is determined to meet all requirements and the LPA concurs, an award letter will be issued to the contractor. The contract is then prepared by IDOT and sent to the low bidder for execution. The contract must be executed by the successful bidder and returned to IDOT, together with the Contract Bond, within 15 days after the contract has been mailed.

After contract execution, a pre-construction conference is set up with IDOT district personnel, the LPA representative, and the contractor.

Please familiarize yourself with Chapter 24: Letting and Contract Award of the Bureau of Local Roads and Streets Manual for further details about the process and requirements.

Please follow all requirements stated on Construction website.

LPA Resources

Project Implementation

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's Resources webpage.

Reimbursements and Invoicing

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 Agency Cost Plus Fixed Fee Invoice (12/16/14)

Project Closeout

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.

Policy and Procedures

The following are manuals, guides and references to comply with the executed agreements:

Bridge Demolition Debris

bridgedebris.jpgFederal Public Law 109-59; Section 1805 requires IDOT to first make the debris from the demolition of bridges available for beneficial use by a federal, state, or local government, unless such use obstructs navigation. Beneficial use is defined as shore erosion control or stabilization, ecosystem restoration, or marine habitat creation. For this purpose, demolition material is considered debris if the department does not otherwise identify use of the material in the project documents.

A recipient of the debris shall (1) bear the additional cost associated with having the debris made available; (2) ensure that placement of the debris complies with applicable law; and (3) assume all future legal responsibility arising from the placement of the debris. Any agency interested in receiving debris should review the latest Proposed Highway Improvement Program available on the department’s website to determine planned bridge demolition projects.

In order to incorporate the disposition of debris into the contract documents and to enter into an intergovernmental agreement, the recipient agency should contact the appropriate district office at least 16 weeks prior to the letting. Please determine the appropriate district office. Requests made less than 16 weeks prior to the letting may be accommodated after the letting. The recipient agency will be responsible for any additional cost.

Circular Letters

The Bureau of Local Roads and Streets (BLRS) issues Circular Letters (CL) to: (1) Update or Issue BLRS Pamphlets, Booklets, Special Provisions, and/or Forms; (2) Provide advisory or general information issued by the Federal Government, other bureaus within IDOT, other state agencies, or other groups/organizations. Navigate to Circular Letters to view a complete listing and more detail.

Local Roads and Streets Manual

The BLRS Manual is in the process of being updated per Circular Letter 2014-17. We welcome your comments on needed updates. Please click here to leave your comment.

Download the entire manual as a PDF or download all the individual PDFs by zip file.

Part I

Part II – Policies & Procedures For Motor Fuel Tax And State-Funded Projects

Part III – Policies and Procedures for Federal-Aid Projects

Part IV – Project Design

Part V – Appendix

  • Index: Subject Index  Updated 12/2011
  • BLRS PMs: BLRS Procedure Memorandums  Updated 7/2013

Local Roads Special Provisions & Special Details

Local Roads Special Provisions are Contract Provisions issued for statewide local agency use. These special provisions are written to cover the needs of local agencies when they differ from those of the state.

Local Roads Special Provisions & Special Details

Schedule of Average Annual Equipment Ownership Expense

If a force account work effort was started and completed prior to May 15, 2007, or if the force account work effort started prior to May 15, 2007 and continued on after that date, the 2004 Schedule of Average Annual Equipment Ownership Expense shall be used in computing the equipment rates. If the force account work effort started on or after May 15, the Equipment Watch Rental Rate Blue Book (available for IDOT employees via the Intranet - "Inside IDOT" site, under Applications) shall be used. Refer to Construction Memorandum 07-09 for details.

The Schedule of Average Annual Equipment Ownership Expense (SOAAEOE) is designed for use on force account bills of contractors performing work for IDOT and local government agencies who choose to adopt these rates. This schedule is also to be used in determining appropriate rates utilized by IDOT and other state agencies with various local government agencies.

Local highway agencies may use rates from the SOAAEOE for force account work on locally let projects, for equipment rental on motor fuel tax fund day labor work, for federal disaster reimbursements, or for intergovernmental agreements. The Bureau of Local Roads and Streets is applying an index to the SOAAEOE in order to account for the significant increase in equipment ownership costs. The index is based on the U.S. Department of Labor's Bureau of Labor Statistics Producer Price index for Construction Machinery Manufacturing. Local agencies should calculate the rental rate according to the schedule in the SOAAEOE and then multiple by the index factor.

Printing Tip: If you are experiencing trouble printing on-line, download this file to your local hard drive, then print from your local copy. Click the right mouse button on the link and choose "save target as" and download to any folder on your hard drive.

CALENDAR YEARINDEX FACTOR
20161.369
20151.363
20141.344
20131.333
20121.301
20111.237
20101.235
20091.229
20081.162
20071.140
20061.099
20051.048

Acrobat Reader is required to view these documents.

2004 Schedule of Average Annual Equipment Ownership Expense

Structure Information Management System (SIMS)

The National Bridge Inspection Standards (NBIS) requires bridge inventory and inspection data to be maintained for all structures over 20 feet face to face of abutments on roads maintained by public agencies that are open to the public. The data is collected to insure public safety and to provide information that helps to determine federal funding for replacement and rehabilitation of bridges. There are approximately 8000 of these structures on state and toll way routes and over 17,000 on local agency roads in Illinois. IDOT's database of this information is called the Illinois Structure Information System (ISIS).

To make the bridge data more accessible and useable to its engineers and inspectors,IDOT has developed a database application utilizing Microsoft Access® that contains the ISIS data. This application is called "SIMS", or "Structures Information Management System." SIMS has been modified for use by counties and other interested Illinois local agencies under the name "SIMS-County." This data may be used to aid highway planning and programming, bridge inspection, scheduling, maintenance and load posting.

Please visit the SIMS webpage for more information.