ROUND 32 DISTRICT 17 GENERAL APPLICATION INFORMATION & DISTRICT 17 REQUIRED FORMS

Transcription

1 ROUND 32 DISTRICT 17 GENERAL APPLICATION INFORMATION & DISTRICT 17 REQUIRED FORMS Delaware, Fairfield, Knox, Licking, Morrow, and Pickaway Counties District 17 Liaison: Susan Spiker ,

2 Round 32 District 17 General Application INFORMATION & District 17 Required Forms Application Information All application items are available on the OPWC website and on the District 17 webpage on the OPWC website. Two copies of the application must be organized in a threering, loose-leaf binder with hard-sided covers. Comb bound, spiral bound, stapled, or clipped applications will not be accepted. Faxed or ed applications will not be accepted. Two project applications may be submitted with the priority noted on the notebook cover as Priority 1 or Priority 2. District 17 required documents needed to complete the application: Found on District 17 webpage or included in this document 1. General Information (This document) 2. District 17 Ranking Criteria/District Methodology/Project Schedule Examples (See District 17 SCIP-LTIP District Methodology Guide) 3. Engineer Project Status Certification Form (This document) 4. Narrative Outline and Instructions (This document) 5. Application Document Checklist for full list of documents needed (This document) 6. District 17 Round 32 Application/Meeting Schedule (This document) OPWC documents available online at OPWC website: 7. Application and Instructions 8. Sample CFO match and loan certifications/resolutions 9. Capital Improvements Report (CIR) (Required by District 17) 10. Farmland Preservation Letter (Usually new/expansion projects only) 11. OPWC Advisories for Specific Topics 1

3 Round 32 ( ) Funds available for District 17: 1. SCIP: $8,075,000, $7,267,500 in grant & $807,500 in loan 2. LTIP (road/bridge only): $3,315,000 in grant 3. RLP (Revolving Loan): $1,325,000 TOTAL ALL FUNDS: $12,715,000 (This does not include any funds that may be returned after projects are completed.) Application Submission All applications must be received by 4:30 pm, Friday, October 6, 2017 to the office of the Licking County Planning & Development Office, 20 South Second Street, First Floor, Newark, OH The doors automatically lock at 4:30 pm. Two copies of the application must be organized in a threering, loose-leaf binder with hard-sided covers. Comb bound, spiral bound, stapled, or clipped applications will not be accepted. Faxed or ed Application Review Schedule: The nine-member District 17 Executive Committee will review applications between October and December. The final approval meeting is usually scheduled for January or February. (See District 17 Schedule at the end of this document.) Application Assistance/Questions: For assistance, contact District 17 Liaison, Susan Spiker at , or by at sspiker@lcounty.com. In-office application assistance is available by appointment only, usually between the hours of 8:00 am to 4:30 pm. Training sessions are usually held once a year in July or August. Draft applications can also be reviewed by or in person, by appointment. Small Government Applications Process: Each district selects and prioritizes five village/township projects and two alternates which are sent to OPWC to be scored and ranked by the Small Government Committee. This allows for these projects to have a second chance at funding after the SCIP and LTIP funds have been depleted. These projects compete with all the district projects statewide. The Small Government program also has its own ranking criteria and required documents. District 17 has been successful in 2-3 projects being funded every year. 2

4 District 17 Schedule Round 32 Schedule for District 17 (Dates may be subject to change) Technical Assistance/Training: July September 2017 Tentative training date: August 3, 2017 Application Due Date: October 6, 2017, 4:30pm to Licking County Planning & Development, 20 South Second St, Newark, OH Initial Application Review by Executive Committee: October 13, 2017 LCPDD Staff reviews/scores the applications: October/November 2017 Application Review and Ranking by Executive Committee: November 3, 17, and December 1, 2017 (Subject to Change) Review of Small Government Applications by District 17 Small Gov t Committee: Tentatively early January 2018 Meeting to approve the slate of SCIP, LTIP and Small Government projects by the Full Committee: January/February 2018 Applications are prepared for submission to OPWC: February 2018 OPWC reviews applications/sends out pre-award letters: March-May 2018 OPWC grant agreements go out: June/July 1,

5 District 17 Narrative Questions and Explanation The following factors and your narrative responses assist the District 17 Public Works Integrating Committee in determining which projects will receive assistance. These items are found in section of the Ohio Revised Code and are required by District 17 to be included in your application. These factors are the basis of the District 17 Ranking Criteria and the information you provide below may determine the number of points you receive. In writing your narrative, the questions can be referred to as 1-10 and the questions do not need to be included in your response. 1. Address the infrastructure repair and replacement needs of the district. How does the project impact the infrastructure repair/replacement needs of the district? If this is entirely new infrastructure please show as N/A. Explanation: Refers to Ranking Criteria #1 where the benefit cost per vehicle (Average Daily Traffic-ADT) or per household (HH) is taken into consideration. Points are based on the benefit cost compared to the benefit cost of other similar projects submitted for this round of funding. ADT s and HH s are entered on page 3 (4.2) of the application. If your project would happen to be submitted for Small Government funding at the state level, there are special requirements for documenting the ADT. 2. Address the age and condition of the system to be repaired or replaced. (See the District 17 Ranking Guide for specific instructions and the list of condition definitions.) Explanation: The age and condition of the infrastructure is the most often missed information that is needed for scoring. BOTH the AGE and the CONDITION is needed in order to get a complete score. Refers to Ranking Criteria #2 with very specific condition criteria used to rate your project accordingly. The application, page 3 at 4.0 now asks for age of the infrastructure or year of last major improvement. District 17 looks at year of last major improvement. For example, Circa 1850 is not an appropriate answer! A better response is to refer to the last time the road received major work such as changing from chip & seal to asphalt. However, if the road is still gravel, it is important to note that in the narrative. 3. Discuss whether the project would generate revenue in the form of user fees or assessments. Explanation: This usually refers to water & sewer projects. Water & sewer rates are recorded on page 3 (4.2) of the application. Water & Sewer rates are evaluated for affordability by Ranking Criteria #3. To determine the monthly rate for water & sewer, use 4500 gallons as the basis for the calculation. It is assumed that road projects would not generate any revenue. 4

6 4. Discuss the importance of the project to the health and safety of citizens of the district. For example, have there been EPA mandates or has the road had a high number of crashes? If there is a danger posed to the public should this not be awarded funding, please describe in what way. Explanation: This score is totally subjective and depends upon a good description of the problem along with photos. Don t assume that we know what your road looks like or what problems you are having at the water plant. Copies of EPA letters or copies of traffic accident reports will help support your case. 5. Discuss the cost of the project and whether it is consistent with division (G) of section of the Revised Code and the district s allocation for grants, loans, and local debt support and credit enhancements for the year. Explanation: Refers to Ranking Criteria #5 where points are awarded based on whether you are asking for a grant or a loan or a credit enhancement/loan assistance (usually just for water and sewer projects). Also, this refers to Ranking Criteria #9-D where points are awarded based on the amount of funding requested. This chart has been adjusted to allow for higher project costs. 6. Discuss the effort and ability of the benefited local subdivision to assist in financing the project. Explanation: Refers to Ranking Criteria #6 where points are awarded based on the amount of match/share that is contributed to the project costs. Local share can be either cash or in-kind (work provided by the subdivision as part of the construction) or a combination thereof. Other funding sources and loans are also considered part of the local share. Money from other funding sources must be documented with commitment letters. Local share is shown on page 2 of the application at 1.2 Project Financial Resources. 7. Discuss the availability of federal or others funds for the project. Explanation: It is assumed that there are few if any resources for most road projects. There are more resources available for other types of infrastructure. For other funding sources, you must have commitment letters included in the application. Other funds are shown on page 2 of the application at 1.2 Project Financial Resources. ODOT, CDBG, EPA are funding source examples. 8. Discuss the overall economic health of the particular local subdivision. Explanation: Ranking Criteria #7 compares local subdivision census information with the county s census information and comes up with a score based on the percentage comparison of the median household incomes (MHI). Ranking Criteria #9-B looks at the impact that the project could have on jobs. It is assumed that every project creates temporary jobs. Documentation is needed if the project will create new jobs such as hiring of operators for a 5

7 new or expanded water or sewer treatment plant or the project will create new private sector jobs. 9. Discuss the adequacy of planning for the project and the readiness of the applicant to proceed should the project be approved. This narrative should be consistent with the project schedule provided on page 3 (3.0) of the application form. Explanation: Please note that this category is the most frequent source of application errors. Please follow the date guidelines provided in the District 17 Ranking Criteria under #8. The last page of the Ranking Criteria now includes sample schedules. Failure to provide dates within the criteria guidelines could result in the loss of points. Ranking Criteria #8: The project schedule is the most common issue that we see with projects once they are funded. Points are given based on the schedule, noted in the application, which never seems to be realistic once the project is funded. Carefully consider the amount of time needed for engineering, obtaining easements, bidding, other funding sources schedules, and construction time. Other considerations include school busing schedules and community events, such as street fairs/parades. The narrative here gives you an opportunity to explain in more detail about the schedule. If you are submitting a project that is ready to bid when the application is submitted, then this is a good place to document that. The Engineer s Status Certification Form is also a required form for the District 17 application. Updated for Round 32 Past performance on OPWC funded projects could result in substantial negative points if a project/projects from previous rounds of funding is not completed or final paperwork to close out the project has not been submitted. Significant points are lost if a project is several years old and engineering/construction has not been completed or started. 10. Discuss any other factors relevant to a particular project. Explanation: This section is to share important information about your project that was not addressed in the other topics. The Per Capita Funding Range has been changed to reflect the change in historical project information for each entity. Instead of considering the funding of all projects since the beginning of OPWC, we will now just consider the last ten years of projects funded for your entity. 6

8 District 17 Application Checklist APPLICATION CHECKLIST UPDATED FOR ROUND 32 Application for Financial Assistance available on OPWC website. Certified copy of the legislation by the governing body of the applicant. Certification from the applicant s Chief Financial Officer listing all local share funds budgeted, the source of the funds, and the date they are anticipated to be available. A registered professional engineer s estimate of the project s useful life. (Weighted useful life required for projects involving more than one type of infrastructure) Detailed cost estimate with both construction and engineering costs (if applicable) and engineer s original signature and seal. This should also show in-kind costs. Engineer Project Status Certification to be completed by an engineer only An updated Capital Improvement Report (CIR) Summary and 5-Year Plan. Water & sewer rates for all water & sewer projects (based on 4500 gallons per month). Include copy of ordinances that establish rates. 10 Item Narrative Form. Missing information could result in loss of valuable points. (Required by District 17) 1. Number of beneficiaries for water/sewer projects or traffic count for roads/bridges. 2. Age of last improvement and condition of the infrastructure. Map showing project location ITEMS THAT ARE TO BE INCLUDED, IF APPLICABLE, TO THIS PROJECT: If "in-kind" is shown in budget, you must include a summary page showing the calculation of labor, materials, and equipment costs (ODOT rates). Materials purchased by a government entity are subject to MBE requirements. (In-kind should also be shown on the engineer s cost estimate.) Photos, as appropriate A copy of the multi-jurisdictional cooperation agreement if more than one entity is involved in the project Farmland Preservation Narrative written by County or Regional Planning Commission, not the applicant s planning commission or engineer. Usually for new projects only. Floodplain Permit, if required Funding Commitment Letters from agencies assisting 7 with match funds, such as CDBG, OWDA, EPA, etc.

9 District 17 Grant/Loan Calculation Project Total Cost $150, % Local Share $7, Balance Left for Grant/Loan $142, Minimum 25% must be loan $35, Balance left for grant $106, Here's how to enter into the application Local Share $7, % Grant $106, Loan $35, % Grant/Loan Subtotal $142, Subtotal $150, Project Grant Total $150,

10 Calculation of the Water and Sewer Affordability Rate SCIP Affordability Rate MHI $ 62, SCORE $ 62, SCORE Affordability Rate Factor 1.74% 1.74% Yearly affordability rate $ 1, $ 1, Monthly Water Rate based on 4500 Gal. $ $ Monthly Sewer Rate based on 4500 Gal. $ $ TOTAL $ $ Yearly affordability rate $ 1, $ 1, Water & Sewer Total $ 1, $ Total Difference $ (237.62) 0 $ Community has either water or sewer SCIP Affordability Rate MHI $ 50, $ 50, Affordability Rate Factor 0.87% 0.87% Yearly affordability rate $ $ Monthly Water Rate based on 4500 Gal. $ - $ - Monthly Sewer Rate based on 4500 Gal. $ $ TOTAL $ $ Yearly affordability rate $ $ Water or Sewer Total $ $ $ (285.00) 0 $ Both Water & Sewer Either Water or Sewer Difference Points Difference Points < <50 0 Between 100 & Between 50 & & & & & & & & & & & & &

11 Appendix A: District 17 Engineer Project Status Certification Form Subdivision Name: County: Project Name: (Points are not assigned based on the number of items completed) Item to be Completed Necessary for this project? Status of Item Completion Date R-O-W Established Easements Complete and Recorded Surveying Preliminary Design Complete Final Construction Plans Complete Bid Documents Complete and Project Ready to Bid PTI Water & Sanitary NPDES Storm & Sanitary Other Permits ODOT, Etc. I hereby certify that the status, of the above items, is noted to the best of my knowledge. I understand that the timely completion of these items is critical to the scoring of the application for this project. Engineer s Name Date Signature Stamp Appendix A: District 17 Engineer Project Status Certification Form 10