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
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
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 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
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 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 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
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
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
PROCESS
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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MS. ALISON BALL, PLANNER
CUYAHOGA COUNTY PLANNING COMMISSION
2079 East 9th Street, Suite 5-300
Cleveland, OH 44115
(216) 443-3710
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
http://www.pwc.state.oh.us/
CONTACTS