Use of Funds
Within the context of limited funding and the need for collaboration, Fix-It program funds are intended to extend the service life and increase the resilience of program area assets, improve safety of the overall system, and address operational deficiencies. The following Fix-It program requirements must be satisfied as a condition of using program funds:
- Bridge Program funds may only be used to improve the condition of bridges in the overall system, such as bridge rehabilitation, replacement of high-risk bridges, or to increase the resilience of priority lifeline routes. Bridge replacements will be evaluated to ensure the selected design is appropriate for the site and is economical (in terms of construction, inspection and maintenance).
- Bridge Program funds may be used for increased seismic resilience on identified Lifeline Routes. Bridge seismic funds may be used to address unstable slopes along lifeline routes.
- Pavement Preservation Program funds may only be used for preserving, rehabilitating or reconstructing existing pavements to improve pavement conditions or reduce pavement maintenance requirements. Priority will be given to pavement on priority routes and projects which provide a high pavement service life return on investment.
- ARTS funds may only be used to improve safety on any roadway including state, city, county and tribal locations prioritized within the ARTS Program, using approved countermeasures to reduce fatal and serious injury crashes. Other highway safety funds may be used to address priority crash locations if required criteria are met.
- Culvert Program funds may only be used for the replacement or rehabilitation of existing culvert structures. Priority will be applied to culverts in poor or critical condition to increase system resilience along the designated priority routes.
- Fish Passage Program funds may only be used to improve fish passage for native migratory fish (NMF) at existing fish passage barriers on the state highway system, maximizing benefit to the NMF. Fish Passage funds may be used on bridge or culvert replacements that meet program criteria or on culvert retrofits and repairs that improve passage at existing fish passage barriers.
- Operations Program funds may only be used to address functional operations areas such as signs, signals, illumination, and other traffic control devices; intelligent transportation systems; unstable slopes; and other system operational deficiencies identified by the regions that enhance the safety and efficiency of the state’s transportation system.
- ADA Program funds may only be used on system elements that address the needs of people with disabilities, as identified in the approved transition plan, including curb ramps, pedestrian signals, sidewalks and other related facilities.
Additional Funding Requirements
Fix-It only projects or Fix-It items in combined (leveraged) projects may trigger
improvements required by the Federal Highway Administration, state statute, or ODOT
policy, such as ADA facilities, railing upgrades, or environmental mitigation, as approved
by the Highway Division administrator. In the event any of these features is triggered by a Fix-It program item, the triggering program will fund the required feature. Inclusion of
these features will follow Highway Division standards and practices and will be
coordinated by the associated region.
Fix-It funds may be used for wildlife passage where there is significant crash history that
warrants safety investment, as determined by ODOT’s Traffic Engineer and Chief
Environmental Officer. Low cost measures are preferred; however, regions,
environmental program managers and Fix-It program managers will determine
appropriate measures and funding sources that may include other programs and
sources outside ODOT.
If outcomes of a practical design analysis require upgrade of features beyond those of
the Fix-It program (e.g., ensuring safety, system first), and an exception to standards is
not reasonable or justifiable, the required upgrades will be funded by the triggering Fix-
It program.
Enhancements or other features that are not identified by a Fix-It program to meet Fix-It
program goals must be funded by other sources. Fix-It and other funding sources,
decision-making processes and timeframes need to align in a way that supports
effective collaboration, while respecting the purpose and funding of the respective Fix-It
program.
Coordination between Fix-It and Other Programs
Project selection decision-making needs to be integrated and coordinated in a way that
is efficient, effective and strategic for leveraging opportunities across programs, while
still achieving individual Fix-It program goals and objectives. It is expected that this
integration and coordination will make the most efficient use of the limited funding
available, seeking opportunities to leverage when possible and appropriate.
Fix-It program managers will provide 150% lists to regions and other participants.
Regions, in coordination with Area Commissions, will identify leverage opportunities to
make improvements to the state system.
Regions and Fix-It program managers will give additional consideration to the project
locations from the 150% lists that have also been selected for leveraging. Regions and
Fix-It program managers will collaborate to determine 100% lists for each program.
Change Management
Changes in Fix-It item scope will be agreed to by the appropriate Fix-It program
manager. Cost adjustments related to any approved changes shall be debited to or
credited from the impacted Fix-It program budget.
Reviewing and Managing Change Proposals
In the event changes to scope and/or costs associated with the Fix-It portion of a
project are anticipated, the region will contact the associated program manager, who
will participate in managing the change. This includes expansion, contraction, or
alteration of scope and increases or decreases in cost.
When construction cost increases or decreases are attributable to Fix-It program items,
the change will be taken from or returned to the appropriate program. When Fix-It costs
are combined in bid items with other costs, program funds will be used for the
appropriate portion of the expense.
Documenting Change
Change can be documented in a project development change request, contract change
order, or construction authorization that includes all appropriate signatures and must
include signature from the respective Fix-It program manager.
Exceptions
In the event implementation of this directive requires interpretation or clarification, the
region manager and/or program manager may engage the Highway Division
administrator to adjudicate or grant exceptions. Resolutions will be determined on a
case-by-case basis.