2012 district one public works integrating committee applicant workshop

Applicant WorkshopAugust 24,

2011

DISTRICT ONEINTEGRATING

COMMITTEE YEAR 2012

PROGRAM

PUBLIC WORKS

PRESENTATION OUTLINE

BACKGROUND

PROGRAM OVERVIEW

• Application • Initial Review• Preliminary Project Evaluation • Project Specific Ranking• Financial Evaluation • Project Selection and Ranking

THE PROCESS

QUESTIONS AND ANSWERS

BACKGROUND

• Ballot Initiative in 1987

• Constitutional amendment for state to sell bonds and other obligations for capital infrastructure projects.

• Establishes the Ohio Public Works Commission (OPWC)

• Establishes District Integrating Committees.

• Renewed for ten years in 1995 and 2005.

AID TO LOCAL GOVERNMENT IMPROVEMENTS

•Created to assist in financing local public infrastructure improvements under the State Capital Improvement Program (SCIP) and the Local Transportation Improvements Program (LTIP).•Reviews projects submitted

by districts.•Gives final approval.

•Works with communities to implement projects.

OHIO PUBLIC WORKS COMMISSION

• Created by General Assembly to administer SCIP and LTIP Programs on local level.

• Nineteen (19) District Integrating Committees.

• Cuyahoga County is District One.

DISTRICT INTEGRATING COMMITTEES

Cuyahoga

County

STATE CAPITAL IMPROVEMENT PROGRAM (SCIP) OVERVIEW

• $150 million annually available statewide 2012 – 2015.

• Allocated:

• $15 million Small Government Fund (village and townships with population under 5,000).

• $3 million Emergency Fund.

• Districts per population.

SCIP OVERVIEWELIGIBLE PROJECTS:

• Roads, Bridges and Culverts

• Sewers (Sanitary and Storm)

• Water (Supply and Distribution)

• Wastewater Treatment

• Solid Waste Disposal Facilities

ELIGIBLE APPLICANTS:

• Counties

• Cities

• Villages

• Townships

• Sanitary Districts

• Regional Water and Sewer Districts

SCIP OVERVIEWTYPES OF FUNDING:• Repair/Replacement – up to 90% of the

Total Project Cost

• New/Expansion- up to 50% of Total Project Cost

•Grants:

• 80% of the annual District Allocation

•Loans:

• 20% of the annual District Allocation

• 0% Interest up to 100% funding

• Term based on useful life of the infrastructure

•Local Debt Support:

• Loan Assistance-grant to pay interest costs during construction plus one year after

• Credit Enhancement-grant to cover cost of up-front private bond insurance policy

ELIGIBLE COSTS:

• Acquisition of Right-of-Way and/or Easements• Engineering and

Design• Construction• Equipment• Related

Financing Costs• Permits• Advertising• Legal

LOCAL TRANSPORTATION IMPROVEMENT

PROGRAM (LTIP) OVERVIEW

ELIGIBLE PROJECTS:• Roads• Bridges and Culverts

ELIGIBLE APPLICANTS:• Counties• Cities• Villages• Townships

GRANTS AND ELIGIBLE COSTS:• Up to 100% of Total

Project Costs• Acquisition of Right-

of-Way and/or Easements• Engineering and

Design• Construction• Equipment• Related Financing

Costs• Permits• Advertising• Legal

REVOLVING LOAN PROGRAM (RLP)

ELIGIBLE APPLICANTS:• Counties

• Cities

• Villages

• Townships

• Sanitary Districts

• Regional Water and Sewer Districts

LOANS AND ELIGIBLE COSTS:• Up to 100% of Total

Project Costs• Acquisition of Right-

of-Way and/or Easements• Engineering and

Design• Construction• Equipment• Related Financing

Costs• Permits• Advertising• Legal

OPWC SMALL GOVERNMENT PROGRAM

• 2012 ALLOCATION = $15 MILLION

• Eligible applicants - villages or townships with a population of 5,000 or less.

• Projects not selected by district reviewed by Small Government Subcommittee = 3 members of Integrating Committee.

• Subcommittee recommends projects to the Small Government Commission.

• Small Government Commission reviews all projects submitted statewide and selects project for funding.

PROGRAM YEAR 2012OVERVIEW

DISTRICT ONE INTEGRATING COMMITTEE

Jomarie Wasik

CLEVELAND

Valarie McCall

CLEVELAND

Stan Trupo

PRIVATE SECTOR

Douglas Dillon, P.E. P.S.COUNTY

Bonita Teeuwen, P.E.

COUNTY

Mayor John Licastro

SUBURBSSUBURBS

Mayor Susan Renda

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INTEGRATING COMMITTEE STAFF

Tony Armagno, P.E.

SUBURBS

Ben Stock, P.E.Ernie Zadell

Marionette Richardson Scott

COUNTY CLEVELAND

COUNTY and DOPWIC

Claire Kilbane

COUNTY and DOPWIC

ACTIVITY DATEApplication Materials Available August 12, 2011

Application WebinarWednesday, August 24,

2011

DOPWIC MeetingThursday, September

22, 2011

PY 2012 Application Submittal Deadline

Friday, September 30, 2011

PY 2012 Project Evaluation By StaffOctober 3 – November

11, 2011

Staff Recommendations posted on CPC website

On or around November 11, 2011

Scoring Appeals Due to DOPWICMonday, December 5,

2011

DOPWIC Review of ProjectsNovember 11-

December 14, 2011

DOPWIC and Small Government Meeting to Select Projects

Thursday, December 15, 2011

PY 2012 Recommendations Submitted to OPWC Prior to March 1, 2012

PY 2012 SCIP and RLP Awards Available July 1, 2012

All Dates Subject to Change

DOPWIC PY2012 SCHEDULE

STATE CAPITAL IMPROVEMENT PROGRAM (SCIP)

$ 16,111,0

00*

LOCAL TRANSPORTATION IMPROVEMENT PROGRAM (LTIP)

$6,754,000

REVOLVING LOAN PROGRAM (RLP)$4,005,0

00

TOTAL$26,870

,000* $3,222,200 must be awarded as loans or loan assistance.

DOPWIC PY 2012 PRELIMINARY ALLOCATION

APPLICATIONS

PREPARING AN APPLICATIONFor each Application submit:

1. OPWC Application for Financial Assistance

2. DOPWIC Application Supplement

3. Capital Improvement Reports

4. Additional materials (maps, pictures, etc.)

APPLICATION SUBMITTAL 1 original and 1 copy of:

OPWC Application DOPWIC Application SupplementAttachments

2 copies of the Capital Improvement Report (CIR)

11 Font preferred - in the space provided

Staple or clip application - Do not submit applications in binders, folders, etc.

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New Application in Acrobat PDF

Format

THE APPLICATION

Attachments

Authorizing Legislation

Certification of Local Match

Certification of Loan Repayment

Detailed Engineer’s Estimate – Requires Original Engineer’s Stamp and Seal

Cooperation Agreement (if joint project) – Between Applicants or Districts

Farmland Preservation (if applicable)

OPWC APPLICATION

DOPWIC SUPPLEMENTAL APPLICATION

Used with OPWC Application to evaluate projects.

Allows applicant to supply specific information on each DOPWIC evaluation criteria.

It is the quality, not the quantity, of information provided that is most important.

SUPPLEMENTAL APPLICATION

New Shorter, Simpler Format

EVALUATION CRITERIA

DOPWIC KEY OBJECTIVES

1 •Preserve the functional integrity and maintain the existing capacity of the infrastructure of the County.

2 •Improve public health and safety.

3 •Enhance economic development and quality of life

4 •Encourage the balanced use of available financial assistance.

THE INITIAL REVIEWStep 1: Applications are logged into the

DOPWIC Program.

THE INITIAL REVIEWStep 2:• General Project

Information is entered into the system.

• Project Summary Sheet is generated.

• Information verified during staff evaluation.

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HISTORIC DEVELOPMENT

• DOPWIC criteria

• Directs financial assistance to the oldest areas of the County.

• Use County historic land use maps for 1948, 1958, 1969, 1977 and 1999.25

Points

Cuyahoga County 1948 Historic Land Use Map

FUNCTIONAL NEEDS

• ORC mandated criteria•Population that

will benefit

20 Points

ROADS, BRIDGES AND CULVERTS

• Average Daily Traffic (ADT)

• Provide Current Traffic Count

WATER, SEWER, SOLID WASTE

• Number of users (households, employees etc.) served by the facility.

This road’s Average Daily Traffic is 21,053.

INFRASTRUCTURE AGE

• ORC Mandated Criteria

• Construction year:

• Year of last improvement;

• Description of last major improvement.25 Points

This Bridge was originally constructed in 1939.

PREVENTATIVE MAINTENANCE

• DOPWIC Criteria

• Actions to extend the life of the infrastructure:• Painting, crack sealing, mill and fill • Joint repairs, grouting, etc.

5 Points

• ORC mandated criteria

• Select description• Provide a detailed

description.

• NEW PROJECTS – describe current condition.

25 Points

INFRASTRUCTURE CONDITION

This road is in FAILED CONDITION with pavement rutting, base failure, pot holes, block and alligator cracking.

• ORC mandated criteria.

• Identify the structure’s major health and safety problem.

HEALTH AND SAFETY

This Retaining Wall is in overall failed condition with overturning sections due to lateral earth and fluid pressure behind the wall. Roadway also has poor sight distance

HEALTH AND SAFETY

3 MAJOR QUESTIONS

1. What is the structure’s deficiency?

2. How often is the health or safety of citizens affected?

3. What is the magnitude of the problem?

65 Points

This is a Rehabilitation Project with rutting and cracking and several repair cuts.

BRIDGESOnly those bridges with General Appraisal ratings

of 5 or below, as described below, will be considered by the DOPWIC. A copy of the Ohio Department of Transportation’s Bridge Inspection Report must be included in the application.

ODOT GENERAL APPRAISAL RATINGS

RATING

DESCRIPTION

1Failed Condition – out-of-service; beyond corrective action

2

Imminent Failure Conditions – major deterioration or section loss present in critical structural components. Bridge is closed to traffic but corrective action may put it back into light service.

3

Critical Condition – Advanced deterioration of primary structural elements. Fatigue cracks in steel or shear cracks in concrete may be present. Bridge should be closed, or closely monitored, until corrective action is taken

4

Serious Condition – Loss of section, deterioration, or spalling have seriously affected primary structural components. Local failures are possible. Fatigue cracks in steel or shear cracks in concrete may be present.

5Poor Condition – Advanced section loss, deterioration or spalling.

6

Fair Condition – All primary structural elements are sound, but may have minor section loss, cracking, or spalling. Secondary elements may have significant deterioration.

CULVERTSExplain the problem associated with the culvert along with photographs of the structure.

1.There is settlement or misalignment.

2.Seams and/or points are tight, seeping or cracking.

3.Rust/corrosion is present.

Culverts longer than 10 feet - Only those culverts with General Appraisal ratings of 5 or below will be considered by the DOPWIC.

A copy of the Ohio Department of Transportation’s Culvert Inspection Report must be included in the application.

.

ROADS

Condition

Intersections

Alignments

PAVEMENT RECONSTRUCTION OR REHABILITATION

Describe and/show the road’s surface in terms of surface deterioration, e.g., rutting and cracks are evident.

CAPACITY PROJECTS – Lane widening or turn lanes at intersections

Explain how the average daily traffic exceeds the current lane width.

Explain why ADT has increased – have changes in the area increased traffic.

ALIGNMENT PROJECTS

Describe and/or show the vertical and/or the horizontal alignment problems.

SEWERS

COURT OR REGULATORY ACTIONS.• If the applicant is under orders from a court or regulatory agency, summarize the order including the reasons for the orders.

FLOODING/COMBINED SEWER OVERFLOWS

• Describe damages to land, structure and/or the environment. • For combined sewer overflows or sanitary

sewer overflows reference the Northeast Ohio Regional Sewer District’s (NEORSD) Combined Sewer Program and number assigned to the overflow.

• Widespread flooding - indicate how often it occurs (after 100 + year storms, anytime it rains or in dry weather) and whether the designed storm year has been exceeded.

STRUCTURAL DEFICIENCIES.•Describe the actual condition of the pipe.•National Pollution Discharge Eliminations Systems (NPDES) violations•The number of violations received in the last ten years:

The Northeast Ohio Regional Sewer District (NEORSD) staff will provide a technical support in evaluating these projects.

SEPTIC SYSTEMS

If a septic system is discharging into the public waterways, provide current (within the last year) documentation from the Cuyahoga County Board of Health that indicates the level of contamination:

Primary Contact:

Fecal coliform – The contamination exceeds 1,000 per ML for 5 samples within a 30-day period.E. coli – The contamination exceeds 126 per 100 ML on not less than 5 samples within a 30-day period. Secondary Contact:

Fecal coliform – The contamination exceeds 5,000 per ML, or in more than 10% of the samples taken during any 30-day period.

E Coli – The contamination exceeds 576 per 100 ML in more than 10% of the samples taken during any 30-day period.

WASTEWATER TREATMENT

•Influent flows and organic loads are:• Less than 85% of design level; or • Greater than 85% of design level.

•National Pollution Discharge Eliminations Systems (NPDES) violations received in the last ten years:

No violations exceeding 20% of the NPDES permit limit1-10 violations exceeding the 20% of NPDES permit limit occurred10+ violations exceeding 20% of the NPDES permit limit occurredCommunity is under formal enforcement proceedings.

WATERLINES•Break Rates - The break rate evaluation is based on the rate of failure in

relation to the overall rate of failure of the City of Cleveland’s distribution system. The Cleveland Water Distribution System’s overall break rate is approximately 0.3 break/ (mile x year). A ratio of the break rate of the waterline in comparison to the overall break rate is determined. The higher the break rate ratio the higher the score.

•Fireflow Deficit - The percent of deficit in fire protection will be determined. Since the condition of a waterline directly relates to how efficiently water flows through the line, the rougher the surface of the waterline, the more turbulent the flow, which will cause a reduction in hydraulic capacity. A C-Factor below 30 and/or hydraulic capacity of less than 500 gallons per minute (gpm) at 20 psi (pounds per inch) indicates that the waterline(s) should be rehabilitated.

•Water Quality -Water quality problems in the distribution system are usually a result of poor internal pipe surfaces and/or lack of circulation. Pipes that are tuberculated internally are potential sources of water quality problems. Water quality complaint records, Cleveland Water Department test records and other agency records are the basis of determining the intensity of problem.

In addition to the staff evaluation of these projects, the City of Cleveland’s Water Department will provide a technical evaluation.

COMMUNITY AND ECONOMIC

DEVELOPMENT• DOPWIC

criteria.

• Support existing investments.

• Assist new development.

• Increase tax base.

5 Points

Neighborhood

Preservation.

Economic Developme

nt

REGIONAL COLLABORATION

• DOPWIC criteria.

• Foster cooperation.

• Cleveland Water Service Agreement

• Or

• Multi-community or multi-district project.

5 PointsMaster Meter Water Services Agreement

LOCAL MATCH

OTHER PROJECT FUNDING• ORC criteria• Other Funds = Applicant + Any

other source.

SUBDIVISION PARTICIPATION• DOPWIC criteria• Subdivision Participation =

Applicant + Loan Request

25 Points

25 Points

ACCESS TO FUNDS

• DOPWIC criteria

• Community has not received funding in past 3 years.

5 Points

YRS. POINTS

7+ 5

5 – 6 3

3 – 4 1

1 -2 0

APPLICANT FINANCIALORC mandated

OVERALL ECONOMIC HEALTH of Community

• Assessed Valuation• Per Capita Income• Poverty Indicator

COMMUNITY’S ABILITY AND EFFORT TO FINANCE• Debt • Per Capita Municipal Revenue• Infrastructure Expenditures • Taxing Effort

27 Points

23 Points

TOTAL EVALUATION POINTS

Historic DevelopmentFunctional NeedsAgeConditionPreventive MaintenanceHealth & SafetyOther Project FundingLocal ParticipationDevelopmentAccess to FundsRegional Collaboration Project Specific ScoreFinancial PointsPreliminary Project ScoreOther Project FactorsTOTAL

252025255

652525555

23050

28070

350

7.145.717.147.141.4318.5

77.147.141.431.431.43

14.29

20.0100.

0

Points %

SELECTION PROCESS

SELECTION OF PROJECTS

PROJECT SPECIFIC SCORE =(Total points awarded)

PROJECT SPECIFIC RANKING

=

“BEST” PROJECTS Allocation + Contingency

Contingency = Based on 5% of total allocation and point spread.

50

STAFF RECOMMENDATIONS

“BEST” PROJECTS

APPLICANT FINANCIAL SCOREOverall Economic Health + Ability and Effort to Finance

=STAFF RECOMMENDATIONS(Preliminary Project Ranking)

53

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STAFF RECOMMENDATIONS

THREE (3) TIERS

Primary – Amount of PY allocation.

Secondary – Projects that = 5% of PY allocation.

No recommendation – Projects that fall outside of the allocation.

RECOMMENDATIONS SUBMITTED AS STAFF REPORT

DOPWIC reviews Staff Report

Meeting set to: Hear Applicant Appeals Determine Final DOPWIC

Recommendations by

Accepting Staff Recommendations or Add Other Project Factor Points to

Projects. Up to ten points per DOPWIC

Member Project re-ranked on Final Project

Score

FINAL RECOMMENDATIONS

FINAL REPORT

Staff takes Final Ranking and determines funding (type and amount for each project.

Award letters sent to communities.

Proposal prepared and sent to OPWC:Evaluation and Selection

Methodology Explained.Results of Process Shown.

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OVERSIGHT ROLE • Review and Approval of District Projects.• Consistency with District selection

process. • Eligible projects.• Local share requirements.• Certifications.• Project schedule.• Minimum useful life.

• Redirect Small Government Applications for “2nd chance”

• Notify applicant of approval: April – May• Send Project Agreements: July 1

OHIO PUBLIC WORKS COMMISSION (OPWC)

PROJECT IMPLEMENTATION

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•Project Bid by Local Officials

•Request-to-Proceed Sent to OPWC

•Notice of Approved Contractor Issued

•Construction Contract Awarded

•Construction Started

•Funds Disbursed

OHIO PUBLIC WORKS COMMISSION (OPWC)

• Local government submits disbursement request – invoice.

• OPWC pays its share - % of invoice to contractor (directly) or reimburses local government.

• OPWC reimbursement is check or EFT

• Community Fiscal Officer receives confirmation.

• Final disbursement = project completion

DISBURSEMENT OF FUNDS

OHIO PUBLIC WORKS COMMISSION (OPWC)

SCIP LOANS • Communities begin repaying loans when

project completed.

• OPWC initiates repayment process. • Payments due January and July each year

• Loan may be paid off early w/o penalty.

• Loan repayments returned to DOPWIC to fund the “Revolving Loan Program.”

OHIO PUBLIC WORKS COMMISSION (OPWC)

INFORMATIONOPWC website www.pwc.state.oh.us• Provides Information: • Programs,• Policies, • Procedures, • Forms

• District Information for 19 Committees• Committee Members• District “liaisons”• District criteria and methodologies• Application deadlines• Meeting dates

• Funded projects

OHIO PUBLIC WORKS COMMISSION (OPWC)

Q&A

64