Based on the application of the procedures referred to previously, all significant findings are included in this report for management's consideration. While DOTD has a system to track the progress of projects, it has not kept the system current for projects in the preliminary engineering phase resulting in a failure to monitor and advance these projects. FHWA can approve an extension of the 10-year limitation if the delay has been caused by events beyond DOTD's control, such as court action or environmental considerations. Management concurred with the finding and recommendation and outlined a plan of corrective action. The DOTD Construction Contract Administration Manual contained procedures for closing projects within 90 days of final acceptance of the completed project.
Final acceptance is defined as when a project is ready and available for public use.
The Code of Federal Regulations 140.107 requires that a final voucher on each project be submitted within one year to FHWA following project completion. Project engineers did not submit adequate information to the Project Control section to close 269 of the 643 completed projects. However, the Project Control section had the necessary information on the remaining 374 completed projects but still did not properly close the projects. DOTD should adhere to the amended procedures contained in the Construction Contract Administration Manual for closing completed projects and reallocating unexpended funds timely. DOTD should also comply with the Code of Federal Regulations by submitting the final voucher to FHWA within one year of final acceptance of the project.