DOPWIC Program Year 2018 Applicant Workshop

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State Capital Improvement Program (SCIP) DISTRICT ONE PUBLIC WORKS INTEGRATING COMMITTEE Program Year 2018 Applicant Workshops: Tuesday, August 15, 2017 Wednesday, August 16, 2017

Transcript of DOPWIC Program Year 2018 Applicant Workshop

State Capital

Improvement Program

(SCIP)

DISTRICT ONE PUBLIC WORKS

INTEGRATING COMMITTEE

Program Year 2018 Applicant Workshops:

Tuesday, August 15, 2017

Wednesday, August 16, 2017

1. Overview of the State CapitalImprovement Program

OPWC Programs District One Public Works Integrating Funding and Eligibility

2. Program Year (PY) 2018 Application

Program Changes

Application Materials

Project Evaluation and Selection

Small Government & Emergency Programs

3. Questions and Answers

AGENDA

OHIO PUBLIC WORKS COMMISSION (OPWC) INFRASTRUCTURE PROGRAMS

The State Capital Improvement Program (SCIP)

A combined grant/loan program based on funding

from general obligation bonds.

Revolving Loan Program (RLP)

As SCIP loans are repaid, those funds are set

aside for the RLP

Local Transportation Improvement Program (LTIP) A

grant program for roads and bridges based on

funding provided from gasoline taxes.

OHIO PUBLIC WORKS COMMISSION (OPWC) INFRASTRUCTURE PROGRAMS

Small Government Commission

Provides grants and loans to villages and

townships with populations in the unincorporated

areas of less than 5,000 in population. Project

applications are selected from those not funded

through the 19 District Committees.

Emergency Program

OPWC reserves funding for emergency projects that

arise directly out of catastrophic situations that

threaten public health and safety.

OHIO PUBLIC WORKS COMMISSION (OPWC) DISTRICTS

Ohio Public Works Commission (OPWC)

19 District Integrating Committees

Cuyahoga County is District One

DISTRICT ONE PUBLIC WORKS INTEGRATING COMMITTEE (DOPWIC)

CUYAHOGA COUNTY

REPRESENTATIVES

• Mr. Michael Dever• Mr. David Marquard P.E.,

CITY OF CLEVELAND

REPRESENTATIVES

•Ms. Valerie McCall•Mr. Matthew Spronz

SUBURBAN

REPRESENTATIVES

•Mayor John Licastro, Chair•Mayor Susan Renda

PRIVATE SECTOR

REPRESENTATIVE

•Ms. Debbie Berry, P.E.

FUNDING

SCIP ALLOCATION

State Capital Improvement Program (SCIP) Grant $15,324,000

State Capital Improvement Program (SCIP) Loan* $1,702,700

Revolving Loan Program (RLP) $5,064,000

Local Transportation Improvement Program $6,991,000

TOTAL $29,082,000

DOPWIC ALLOCATION

*SCIP Loan is 10% of Total SCIP Allocation

PROJECTS:

Roads, Bridges and

Sewers (Sanitary and

Water (Supply/Distribution)

Wastewater Treatment

Solid Waste Disposal

APPLICANTS:

Counties

Cities

Villages

Townships

Sanitary Districts

Regional Water and Sewer Districts

SCIP ELIGIBILITY

GRANTS:

Repair/Replacement Projects - up to 90%

New/Expansion Projects – up to 50%

LOANS: Up to 100%

0% Interest

Term 1- 30 Years (can’t exceed weighted useful

DEBT SUPPORT:

Grant used to pay construction period interest on loan.

SCIP FINANCIAL ASSISTANCE

SCIP ELIGIBLE COSTS

Acquisition of Right-of-Way and/or Easements

Engineering and Design

Construction

Equipment

Related Financing Costs:

Permits

Advertising

Legal

PROJECTS:

Roads

Bridges

Culverts

APPLICANTS:

Counties

Cities

Villages

Townships

LTIP ELIGIBILITY

SCIP LOAN – Set-aside lowered to 10% of Allocation.

ACCESS TO FUNDS – A new evaluation criteria has been

added that will award points based on the number of years an

Applicant has not received funding.

CAPITAL IMPROVEMENT REPORTS – The DOPWIC will

require the Capital Improvement Report (CIR) for PY 2018,

which includes the:

Summary form; and

Maintenance of Effort Report and Five-Year Capital

Improvement Plan

PY 2018 PROGRAM CHANGES

SMALL GOVERNMENT PROCESS

Small Government Projects (villages and townships with a

population under 5,000) will be evaluated using both the DOPWIC

and OPWC Small Government evaluation criteria.

The OPWC Small Government criteria will also be utilized so

that Small Government Projects not recommended by the

DOPWIC for funding can be evaluated for potential

competitiveness by the OPWC Small Government

Commission.

Small Government Applicants will be required to submit the

Small Government Checklist so that the project can be

evaluated using the Small Government Criteria.

PY 2018 PROGRAM CHANGES

DOPWIC PY 2018 SCHEDULE

ACTIVITY DATE*

Application Materials Available Friday, August 4, 2017

PY 2018 Application Submittal Deadline Thursday, October 5, 2017, by 4:30

Preliminary Project Ranking Released November 17, 2017

Project Appeals Due December 1, 2017

Recommendations on Appeals Released December 15, 2017

DOPWIC Meeting to Select Projects January 11, 2018

Small Government Subcommittee Meeting February 9, 2018

OPWC Deadline to Submit District Slate February 28, 2018

PY 2018 Awards Released by OPWC July 1, 2018

*Dates are subject to Change

Must Submit two (2) hard copies; one (1) original, noted as such in the upper right-hand corner, and one (1) copy.

All hard copies must be clipped on the left-hand corner.

Must submit one (1) digital copy on compact disc or flash drive.

APPLICATION SUBMITTAL

1. OPWC Infrastructure Application OPWC website:

http://www.pwc.state.oh.us/Application.html

2. DOPWIC Application Supplement Cuyahoga County Planning Commission website:

http://www.countyplanning.us/services/grant-programs/state-capital-improvement-program/current-program-year/forms/

3. Small Government Checklist

4. Capital Improvement Reports

5. Attachments – maps, photos, reports, etc.

APPLICATION MATERIALS

Financial Information – Page 2

Financial Resources – Page 2

Project Schedule – Page 3

Project Description – Page 4

Project Officials – Page 5

Attachments – Page 6

OPWC APPLICATION

http://www.pwc.state.oh.us/Documents/PWC0001.pdf

ATTACHMENTS

Certified Authorizing Legislation

Certification Of Local Match

Certification Of Loan Repayment (If Needed)

Detailed Engineer’s Estimate

Cooperation Agreement (If Joint Project)

OPWC APPLICATION

DOPWIC APPLICATION SUPPLEMENT

DOPWIC PY 2018 Applicant Supplement

Project Description – page 2

Type of Infrastructure – page 3

Road, Bridge or Culvert – Page 4

Sewer, Septic, Wastewater, Water – page 7

Loans – page 9

Access to Funds – Page 10

DOPWIC APPLICATION

PROJECT DESCRIPTION

EXISTING INFRASTRUCTURE

PROPOSED CHANGES

The project area is the northwesterly corner of Olmsted Falls, which is the oldest section of town. Many homes in the area are well over 100 years old and during the last 20 years, the City has replaced the failing septic systems with sanitary sewers. This project is to sewer the last remaining area serviced by septic system.

In addition to the sanitary sewer, sanitary manholes and sanitary connections, a storm sewer and a water main will be installed and two (2) existing WWTP’s will be abandoned and replaced with two (2) pump stations. Lastly, the pavement will be replaced and curbs and driveway aprons will be installed.

Project Description – page 2

Type of Infrastructure – page 3

Road, Bridge or Culvert – Page 4

Sewer, Septic, Wastewater, Water – page 7

Loans – page 9

Access to Funds – Page 10

DOPWIC APPLICATION SUPPLEMENT

TYPE OF INFRASTRUCTURE

Project Description – page 2

Type of Infrastructure – page 3

Road, Bridge, or Culvert – Page 4

Sewer, Septic, Wastewater, Water – page 7

Loans – page 9

Access to Funds – Page 10

DOPWIC APPLICATION SUPPLEMENT

ROAD, BRIDGE, OR CULVERT

Infrastructure Condition

ROAD, BRIDGE, OR CULVERT

Infrastructure Age

Ohio Revised Code (ORC) Mandated Criteria.

Original Construction Year.

Provide Proof of Age.

Provide Year Of Last Improvement.

Describe Last Major Improvement.

ROAD, BRIDGE, OR CULVERT Health and Safety

ORC Mandated Criteria

Unsafe or Unhealthy Situation

Provide Supporting Evidence or Rationale

Project Description – page 2

Type of Infrastructure – page 3

Road, Bridge, or Culvert – Page 4

Sewer, Septic, Wastewater, Water – page 7

Loans – page 9

Access to Funds – Page 10

DOPWIC APPLICATION SUPPLEMENT

SEWER, SEPTIC, WASTEWATER, WATER

Infrastructure Condition

SEWER, SEPTIC, WASTEWATER, WATER

Infrastructure Age

ORC Mandated Criteria.

Original Construction Year.

Provide Proof of Age

Provide Year Of Last Improvement.

Describe Last Major Improvement.

SEWER, SEPTIC, WASTEWATER, WATER

Health and Safety

ORC mandated Criteria.

Unsafe or Unhealthy Situation

Provide Supporting Evidence or Rationale

Project Description – page 2

Type of Infrastructure – page 3

Road, Bridge, or Culvert – Page 4

Sewer, Septic, Wastewater, Water – page 7

Loans – page 9

Access to Funds – Page 10

DOPWIC APPLICATION SUPPLEMENT

LOANS

Project Description – page 2

Type of Infrastructure – page 3

Road, Bridge, or Culvert – Page 4

Sewer, Septic, Wastewater, Water – page 7

Loans – page 9

Access to Funds – Page 10

DOPWIC APPLICATION SUPPLEMENT

ACCESS TO FUNDS

SMALL GOVERNMENT

All applications from Small Government (SG) subdivisions will also be scored according to the SG

methodology.

Project Evaluation

Criteria Points (%)

Infrastructure Condition 25

Infrastructure Age 10

Health and Safety Needs 25

Other Project Funding 9

Ability and Effort to Finance 9

Loan Incentive 9

Access to Funds 3

Economic Health 10

TOTAL 100

Points are determined based on the OPWC Application in conjunction with the DOPWIC Application Supplement.

INFRASTRUCTURE CONDITION Maximum Points 25

CONDITION

RATING DESCRIPTION POINTS

Failed

Complete reconstruction needed - existing

infrastructure is unsalvageable 25

Critical Major reconstruction needed to maintain integrity 20

Poor

Partial reconstruction or extensive rehabilitation

required to maintain integrity 15

Fair Major rehabilitation needed to maintain integrity 10

Good

Routine maintenance and periodic repairs required to

maintain integrity 5

New Installation of new infrastructure 0

The condition is based on the amount of deterioration that is documented by the applicant and field verified by the staff.

INFRASTRUCTURE AGEMaximum 10 Points

PROJECT TYPE LIFE POINTS

10 8 6 4 2

Bridge 50 Prior to 1967 1967-78 1979-90 1991-02 2003-17

Road 20 Prior to 1997 1997-01 2002-06 2007-11 2012-17

Sanitary Sewer 50 Prior to 1967 1967-78 1979-90 1991-02 2003-17

Septic System 20 Prior to 1997 1997-01 2002-06 2007-11 2012-17

Solid Waste 50 Prior to 1967 1967-78 1979-90 1991-02 2003-17

Storm Water 50 Prior to 1967 1967-78 1979-90 1991-02 2003-17

Wastewater Treatment 30 Prior to 1987 1987-93 1994-01 2002-08 2009-17

Water and Sewer Laterals 50 Prior to 1967 1967-78 1979-90 1991-02 2003-17

Water Supply 50 Prior to 1967 1967-78 1979-90 1991-02 2003-17

Water Treatment 30 Prior to 1987 1987-93 1994-01 2002-08 2009-17

Points are awarded to rehabilitation and expansion projects

based on the original construction year or the year of the last

major improvement

HEALTH AND SAFETYMaximum 25 Points

Points are awarded based on how well the applicant explains and documents how the public health and safety is affected by the project.

HEALTH AND SAFETY NEED POINTS

Continuous Problem with Severe Factors – affects a large area of the district and/ornature of the problem warrants additional consideration. 25

Continuous Problem – the health and/or safety problem occurs on a continuous basis. 20

Intermittent Problem With Severe Factors- affects a large area of the district and/ornature of the problem warrants additional consideration. 15

Intermittent Problem: the health and/or safety problem occurs intermittently. 10

Minor/Potential Problem – minimal or insignificant documentation provided or the projectsubmitted to avoid a potential problem. 5

Application does not indicate a health or safety problem. 0

OTHER PROJECT FUNDINGMaximum 9 Points

% OFOTHER PROJECT

FUNDINGPOINTS

90 - 99 9.0080 - 89 8.0070 - 79 7.0060 - 69 6.0050 - 59 5.0040 - 49 4.0030 - 39 3.0020 - 29 2.0010-19 1.000-9 0.00

Section 1.0 of the OPWC Application for Financial Assistance will be used to determine the Other Project Funding. The calculation is: Sum of Lines C through H (Section 1.2) divided by the Total Estimated Cost (Section 1.1 Line G)

Projects will be awarded points in this category based on the total match provided.

ABILITY AND EFFORT TO FINANCE Maximum 9 Points

% OFLOCAL RESOURCES

RESOURCES FUNDING

POINTS

90 - 99 9.0080 - 89 8.0070 - 79 7.0060 - 69 6.0050 - 59 5.0040 - 49 4.0030 - 39 3.0020 - 29 2.0010-19 1.000-9 0.00

Section 1.0 of the OPWC Application for Financial Assistance will be used to determine the Other Project Funding. The calculation is: Sum of Lines A and B (Section 1.2) divided by the Total Estimated Cost (Section 1.1 Line G)

Points are based on the amount of Local Resources provided to the local match based on the total match provided.

Points are awarded to Applicants that request a loan as a

percentage of the Total Amount Requested.

LOAN INCENTIVESMaximum 9 Points

% OF LOAN

INCENTIVEPOINTS

90 - 99 9.00

80 - 89 8.00

70 - 79 7.00

60 - 69 6.00

50 - 59 5.00

40 - 49 4.00

30 - 39 3.00

20 - 29 2.00

10-19 1.00

0-9 0.00

Section 1.0 of the OPWC Application for Financial Assistance will

be used to determine the Amount of Loan Requested. The

calculation is line K (Section 1.2) divided by the Total

Estimated Cost (Section 1.1 Line G)

ACCESS TO FUNDSMaximum 3 Points

To ensure an equitable distribution of the funds, communities that have not received assistance will up to three (3) points receive points according to the table shown below:

Cuyahoga County Public Works will receive three (3) points for applications for County-owned or County-maintained bridge projects as well as County-sponsored projects that are multi-jurisdictional.

YEARS WITH NO FUNDING

PY YEAR POINTS

7 or more PY 2011 or before 3

5 – 6 PYs 2012 – 2013 2

3 - 4 PYs 2014 – 2015 1

1 - 2 PYs 2016 – 2017 0

ECONOMIC HEALTHMaximum 9 PointsPer Capita Income (PCI) will be used to define the upper limit of points. A community with a lower than average PCI will be awarded higher points.

PCI: 2011 – 2015 U.S. Census Bureau American Community Survey 5-Year Estimates

PY2018 Breakpoint is $30,862 – Median of the 59 Communities.

PER CAPITA INCOME POINTS

< $20,000 10

$20,000 - $25,000 8

$25,000 - $30,861 6

$30,862 - $40,000 4

$40,000 - $50,000 2

> $50,000 1

SMALL GOVERNMENT SELECTION

In order for the DOPWIC to determine which eligible applications will be the most competitive for Small Government (SG), Those applications will also be scored according to the SG methodology.

CRITERIA POINTS

HEALTH AND SAFETY 10

AGE 5

CONDITION 5

OTHER PROJECT FUNDING 10

POPULATION BENEFIT 5

DISTRICT PRIORITY 10

AMOUNT REQUESTED 10

LOAN REQUEST 10

USEFUL LIFE 5

MEDIAN HOUSEHOLD INCOME 10

READINESS TO PROCEED 10

TOTAL 90

For SG materials including the SG Applicants Manual which details SG policies, procedures, and required materials, see the OPWC Small Government website at http://www.pwc.state.oh.us/smallgovernment.

DOPWIC PROJECT SELECTION

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DOPWIC STAFF REVIEW

Includes a review of all application materials

submitted and site visits. Points are assigned

and ranked

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PRELIMINARY PROJECT RANKING

Preliminary Project Ranking will be published

on the County Planning Website

November 17, 2017

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APPEALS

Appeals due on December 1, 2017, by 4:30

PM.

DOPWIC Staff reviews appeals and revises

project scores if needed

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DOPWIC PROJECT SELECTION

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REVISED PROJECT RANKING

DOPWIC Staff recommendations on appeals

are released.

Revised Scores and Project Rankings are

published on the County Planning Website

December 15, 2017

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DOPWIC PROJECT SELECTION

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FINAL PROJECT RANKING

Determine awards: SCIP, LTIP, Loans,

Contingency List

DOPWIC Meeting to Approve Project

Rankings

Submit District One Recommendations to

OPWC

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DOPWIC PROJECT SELECTION

PROCESS

SMALL GOVERNMENT RANKING

DOPWIC Small Government Subcommittee

meets on February 9, 2017

Review Small Government Rankings

Determine Small Government Projects:

• Five (5) Primary Projects

• Two (2) Contingency Projects

Submit Small Government Projects to

OPWC Small Government Committee

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OPWC SMALL GOVERNMENT PROGRAM

$17.5 million

OPWC Small Government Commission reviews

projects submitted statewide and selects Projects

for funding.

Applicants given a 30 day “cure” period for Small

Government Applications

Project Selection in May, 2018

Agreements - July 1, 2018

OPWC EMERGENCY FUNDS

$3.5 Million/Year

Immediate Threat to Health And Safety – Such as a

Natural Disaster

Not for Delayed Maintenance/Something Foreseen

Submitted Directly to OPWC

OPWC Director’s Discretion to Approve

OPWC IMPLEMENTATION

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PROJECT AGREEMENTS

Released July 1, 2018

Two Copies mailed; sign witness, and return one original copy of

fully executed agreement within 45 days

Loan Agreements: Mail or email signed Promissory Note to Loan

Officer

Mail to:

Ohio Public Works Commission

65 E. State Street

Columbus, OH 43215

OPWC IMPLEMENTATION

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CHANGES TO PROJECT AGREEMENT

Changes can be noted via letter from your community

attached to project agreement OR via email to your

program representative

Changes Include:

Project Official Changes

Slight Schedule Changes

A new project agreement will not be reissued for

simple changes. OPWC will notate the file and only

contact you with any issues

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REQUEST TO PROCEED (RTP)

After the original signed Project Agreements are returned:

Submit your Request to Proceed

http://www.pwc.state.oh.us/Documents/PWC0003Insturctions.pdf

OPWC will issue Notice To Proceed allowing construction to begin

One RTP is needed for every vendor OPWC pays directly

Check RTP status on OPWC website:

http://www.pwc.state.oh.us/RTPStatus.html

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OPWC IMPLEMENTATION

DISBURSE FUNDS

To request disbursements, fill out the three (3) page

Appendix E found in the Project Agreement:

http://www.pwc.state.oh.us/Documents/AppendixE.xls

Include detailed invoices

Proof of payment is required for Reimbursement

Check Payment status on OPWC website:

http://www.pwc.state.oh.us/PaymentStatus.html

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Q&A

MS. ALISON BALL, PLANNER

CUYAHOGA COUNTY PLANNING COMMISSION

2079 East 9th Street, Suite 5-300

Cleveland, OH 44115

(216) 443-3710

[email protected]

http://www.countyplanning.us/

MS. LINDA BAILIFF, PROGRAM

ADMINISTRATOR

OHIO PUBLIC WORKS COMMISSION

65 East State Street, Suite 312

Columbus, OH 43215

(614) 644-1823

[email protected]

http://www.pwc.state.oh.us/

CONTACTS