Safe Routes to School
How to Implement Noninfrastructure
Steps to Completing Your Project
Joint Project Agreements (JPAs) are required from sponsors who do not have Certification Acceptance. JPAs are required before a SRTS project goes to bid advertisement. JPAs are legally binding agreements between the local government and ADOT regarding particular aspects of a project.
Preparing and Executing Joint Project Agreements
ADOT will prepare a JPA with outlines the financing for the project based on the cost estimate. The estimated project cost shown in the JPA includes a 5 percent minimum contingency for change orders. ADOT will prepare and transmit the agreement to the project sponsor along with instructions for processing. The process requires city council or board of supervisors action, agreement review and approval by the recipient's attorney prior to the bid advertisement (if necessary). The execution of the JPA is a guarantee by the local government to pay all project costs over the amount of federal-aid funds.
The process requires city council or board of supervisors action, agreement review and approval by the recipient's attorney prior to the bid advertisement. The estimated project costs, federal-aid share and leveraging funds shown in the JPA are only estimates. The amount of federal-aid and leveraging funds required to be provided for the financing of the project are listed on the project recapitulation sheet provided in the PS&E package plus a surcharge.
The PS&E package will be sent by Contracts and Specifications section to the recipient for approval and authorization for ADOT to advertise the project bid.
If a sponsor has Certification Acceptance, JPAs are not required.
Additional JPA Guidance
Additional guidance is available in the Project Development Documents and the Project Administration Documents page:
Project sponsors may not have the technical expertise to implement SRTS projects. They turn to the consultant community to provide the skills and expertise.
Consultants must not only have the expertise to do engineering, architecture and planning, but they also must be familiar with the SRTS program and ADOT processes. And with any professional, excellent literacy skills are a must.
Selecting a consultant that does not have the necessary requirements will jeopardize the schedule and likely raise the possibility of project cancellation. A competent consultant is critical to the success of any SRTS project.
Consultant Oversight by ADOT
The ADOT SRTS staff will work with the consultants to make sure all the process requirements are completed accurately. Please note that the SRTS staff will only provide oversight. They will not educate the consultant on how to do SRTS projects. Furthermore, they will not train consultants on how to do quality control and quality assurance. A selected consultant is to be an expert in those areas.
Finding a Consultant
Consulting services must be procured through a competitive process complying with the Federal Procurement Procedures (Request for Qualifications / Request for Proposals process).
All project managers are required to gather and submit data on student walking and bicycling participation levels over the course of the project/funding period. See the Evaluation Forms on the Project Development Documents page. The SRTS Data Cover Sheet is also available on the Project Administration Documents page for those awardees who will send the Travel Tally Sheet to the NCSRTS for data entry.
Sufficient baseline data must be collected during the first full school month after the project has been selected to receive SRTS funding.
In addition, applicants are strongly encouraged to evaluate one or more of the following:
- Safety benefits (reduced pedestrian/bike-auto crash rates)
- Parent or child behavioral changes (see Evaluation Forms on Project Development Documents page)
- Champions, volunteers, partnerships nurtured (people, groups involved)
- Student health, air quality, congestion or other potential benefits agencies and organizations
Project Assessments (PAs) are written documents which conceptually describe the SRTS project. Preparing a PA is required to ensure that sufficient pre-engineering of the project is conducted to determine a reliable cost estimate for the project and a schedule is prepared that outlines the project development in order to meet the desired construction start date.
The PA must include the elements listed below. In addition, please refer to the Project Development Documents page for additional PA guidance.
The PA must include these elements:
A. Title page
C. Background data
D. Project scope (must detail each component of the project)
E. Project development considerations:
F. Other requirements
- Environmental requirements
- Construction contracting method
- Geotechnical and drainage requirements
- Critical outside-agency involvement
- Right-of-way requirements
- Utility-relocation requirements
- Seasonal considerations
- Traffic requirements
- Design criteria
- Compliance with Americans with Disabilities (ADA) standards
- Compliance with American Association of State Highway and Transportation Officials (AASHTO) standards
G. Estimated cost
H. Itemized estimate
I. Vicinity map
J. Typical sections
K. Project schedule
L. Stage I (15 percent) plans
Environmental clearance is required for all SRTS projects prior to bid advertisement. The project sponsor must not delay in beginning the environmental process to insure the project proceeds according to schedule.
Each sponsor is responsible for complying with all federal environmental laws, including the National Environmental Policy Act (NEPA). Documentation must be reviewed and approved by ADOT and/or the Federal Highway Administration.
More in-depth guidance is available among the Environmental Guidance Documents pages and the ADOT Environmental Services and Planning pages.
On a semi-annual basis (during the first and last quarter of the school year), complete and submit the evaluation form titled "Project Evaluation Form: Semi-Annual Data" located on the Project Development Documents page. At project completion (before the final reimbursement request is submitted) complete and submit the Project Close-Out Evaluation Form.
Semi-annually, enter your quarterly walking/biking data into the NCRSTS online data collection tool at saferoutesdata.org. Submit to ADOT/SRTS the cover/front page of your NCSRTS output as verification. For your quarterly reimbursements to be processed, you must submit this information.
On a semi-annual basis and at project completion, email a copy of your Semi-Annual and Project Close-Out Evaluation to your Council of Governments (COG) or Metropolitan Planning Organization (MPO).
On a semi-annual basis and at project completion, submit a report of your program's progress and submit to your SRTS coordinator. The report should be no more than one page in length and should be sent with your reimbursement request and data verification.