Greetings from CDOT -
We hope you had an educational time at the CASTA conference in Pueblo. There were a lot of good sessions and we hope you learned something while you were there. We wanted to thank those of you who participated in the events sponsored by CDOT including the regulatory sessions and the procurement meet-up with our state vendors.
We were most appreciative of those of you who joined us for the FTA funding discussion. The next step in this process will be the development of two focus groups designed to work through the options in both the 5310 and 5311 programs. We appreciate those of you who volunteered to participate in the focus groups. Be on the lookout for more communication from David Averill and Jeff Sanders on dates and times. If you were not able to volunteer for either of these groups and would like to, please contact your grant coordinator to be included.
It looks like the COTRAMS reimbursement process is successful. While we have had some educational opportunities to make sure everyone is aware of the documentation requirements, in general, the process has been smooth and straightforward. The next element of this process will be the link to CDOT's financial management system, SAP, to update your grants with actual balances.
In the meantime, we are beginning Phase V of the COTRAMS project. The first two elements will be more work on the reimbursement module to include contractors, consultants, and others funded through state administration funds, construction elements, and more work to enable DTR to report on closed federal grants and the procurement module which will bring DTR's procurement process into COTRAMS.
The procurement module will include electronic approval of the procurement concurrence request, the procurement authorization, the notice of acceptance, the security agreement, and the submission of procurement documentation. Look for this module to be live before the next capital call for projects.
Capital scopes are coming! We have completed the transition of scoping to the Planning & Infrastructure Unit and are ready to begin pushing out draft scopes for awards made earlier this year. As always, the Grants Unit will provide you with a draft scope (now automatically generated through COTRAMS) for review. Once you have completed any required elements and returned the scope, we will be able to process the request for a grant agreement for the capital awards.
A reminder that FASTER funded projects (including those with FASTER match) cannot be scoped until after the start of the state fiscal year. Please expect those scopes in July or August as there are additional steps to the project creation within CDOT's systems.
And finally, please be prompt when we request information from you. Many of these requests (and we recognize there have been a significant number of late) are required of CDOT, many by the FTA. Your prompt attention to our requests ensures that we can continue to meet the state's obligations to our funders. If you have questions, please ask so we can all work together to respond to requests.
Enjoy the coming spring weather and be safe out there.