2011 District One Public Works Integrating Committee Applicant Workshop

Bunts Road Reconstruction including waterline replacement, Lakewood Chagrin Boulevard Slope Stabilization, Moreland Hills APPLICATION WORKSHOP August 18, 2010 Ohio Public Works Program DISTRICT ONE INTEGRATING COMMITTEE YEAR 2011 PROGRAM PUBLIC WORKS

DISTRICT ONE COMMITTEE Mr. Robert Klaiber, P.E., P.S. - Chair Cuyahoga County Engineer Commissioner Timothy Hagan Cuyahoga County Commissioner Mayor John Licastro – Vice-Chair Village of Bratenahl Mr. J. Christopher Nielson Commissioner of Water, City of Cleveland Mayor Susan Renda Village of Moreland Hills Mr. Stanley Trupo Private Sector Representative Ms. Jomarie Wasik Director of Public Service, City of Cleveland

PROGRAM OVERVIEW

PROGRAM OVERVIEW
APPLICATIONS
EVALUATION PROCESS
SELECTION PROCESS
KEY POLICES
QUESTIONS AND ANSWERS
PRESENTATION OUTLINE

ELIGIBLE PROJECTS:
Roads, Bridges and Culverts
Sewers (Sanitary and Storm)
Water (Supply and Distribution)
Wastewater Treatment
Solid Waste Disposal Facilities
PROGRAM OVERVIEW
ELIGIBLE APPLICANTS:
Counties
Cities
Villages
Townships
Sanitary Districts
Regional Water and Sewer Districts

FUNDING:
Grants:
Repair/Replacement- up to 90%
of Total Project Cost
New/Expansion- up to 50% of
Total Project Cost
Loans:
0% Interest. Payback terms
based on Useful Life
Local Debt Support:
Loan Assistance
Credit Enhancement
PROGRAM OVERVIEW
ELIGIBLE COSTS:
Acquisition of Property and Facilities
Engineering and Design
Construction
Equipment
Related Financing Costs
Permits
Advertising
Legal

PROGRAM OVERVIEW
OHIO PUBLIC WORKS COMMISSION
Administers State Capital Improvement Program - approved by voters to allow state to issue bonds to pay for infrastructure repairs.
State sells $120 million in bonds annually.
State divided into 19 Districts.
Integrating Committees administer program in District and evaluate and select funding priorities for recommendation to OPWC.

STATEWIDE
Program Impact - 1988-2010

CUYAHOGA COUNTY
Program Impact - 1988-2010
705 PROJECTS FUNDED
58 ENTITIES PROVIDED FUNDS
$636 MILLION IN AWARDS
$1.2 BILLION IN PROJECTS LEVERAGED
20 Projects in PY 24 (2010)
$20.3 MILLION IN AWARDS IN PY 24 (2010)

CUYAHOGA COUNTY DISTRIBUTION BY PROJECT TYPE

PROGRAM OVERVIEW DISTRICT ONE YEAR 2011 PRELIMINARY ALLOCATION STATE CAPITAL IMPROVEMENT PROGRAM (SCIP) $ 16,111,000* ALL INFRASTRUCTURE  90% OF REHAB COSTS  50% OF EXPANSION OR NEW COSTS  GRANTS, LOANS (0%), LOCAL DEBT SUPPORT LOCAL TRANSPORTATION IMPROVEMENT PROGRAM (LTIP) (Increase of $10 million from Bipartisan Economic Stimulus Package) $6,385,000 ROADS, BRIDGES AND CULVERTS  GRANTS ONLY REVOLVING LOAN PROGRAM (RLP) $3,612,000 ALL INFRASTRUCTURE  LOANS ONLY 0% TOTAL $26,108,000 * $3,222,200 must be awarded as loans or loan assistance.

PROGRAM YEAR 2010 SCHEDULE ACTIVITY DATE* Application Workshop Wednesday, August 18, 2010 PY 2010 Application Submittal Deadline Friday, September 17, 2010 PY 2010 Project Evaluation By Staff September 20 – November 19, 2010 DOPWIC Evaluation of Staff Recommendations November 19 – December 16, 2010 Staff Recommendations posted on CPC website On or around November 19, 2010 Scoring Appeals Due to DOPWIC Monday, December 6 2010 DOPWIC and Small Government Meeting to Select Projects Thursday, December 16, 2010 PY 2011 Recommendations Submitted to OPWC Prior to March 1, 2011 PY 2011 Awards Available July 1, 2011 * All Dates Subject to Change

APPLICATIONS

PREPARING AN APPLICATION
For each Application submit:
1. OPWC Application for Financial Assistance
2. DOPWIC Application Supplement
3. Additional materials (maps, pictures, etc.)

APPLICATION SUBMITTAL
1 original and 1 copy of:
OPWC Application
DOPWIC Application Supplement
Attachments
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.

OPWC APPLICATION
OPWC Application Components
Applicant Information – Page 1
Financial Information – Page 2
Financial Resources – Page 3
Project Information – Page 4
Project Schedule/Officials – Page 5
Attachments & Certification – Page 6

APPLICANT INFORMATION

FINANCIAL INFORMATION

FINANCIAL RESOURCES

PROJECT INFORMATION

PROJECT SCHEDULE/OFFICIALS

ATTACHMENTS & CERTIFICATION

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

AUTHORIZING LEGISLATION

CERTIFICATION OF LOCAL MATCH

CERTIFICATION OF LOAN PAYMENT

DETAILED ENGINEER’S ESTIMATE

COOPERATION AGREEMENT

FARMLAND PRESERVATION

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.

District Use Only Project ID# NRO 09-01 DISTRICT ONE PUBLIC WORKS INTEGRATING COMMITTEE APPLICATION SUPPLEMENT PROGRAM YEAR 2010 APPLICATION INSTRUCTIONS
INSTRUCTIONS AND NOTES:
MS WORD 1997-2003
Step 1: Exit Design Mode by clicking on the [Control Toolbox]
To find the Control tool box click the [View Menu] and then click [Toolbars]
Step 2: Click on each [Textbox] or [Checkbox] to enter data
Step 3: Click any area outside the [Textbox] or [Checkbox] to move up and down the screen
or from page to page.
MS WORD 2007
Follow Steps 2 & 3 above
SIMPLIFIED TABLE
Enter text directly into table cells. Where “checkbox” type
responses are needed, mark and “X” in place of the line marker .
The information requested in this application relates directly to the District One Public Works Integrating Committee (DOPWIC) Project Evaluation Process outlined in Section Four of the Program Year 2010 Applicant Manual. This supplement along with the “ Ohio Public Works Commission Application for Financial Assistance" will be used to review projects. PROJECT LOCATION (Attach a location map ): Royalton Road (SR-82) from Ridge Road to West 130 th Street (See Location Map.) APPLICANT INFORMATION City of North Royalton COMMUNITY PRIORITY OPTIONAL: Royalton Road Improvements PROJECT NAME PROJECT DESCRIPTION [email_address] E-MAIL ADDRESS (216) 234-4929 FAX NUMBER (216) 234-3800 PHONE NUMBER Ed Engineer, P.E. CONTACT (Individual who can answer or coordinate the response to questions about this project) CO-APPLICANT (If applicable) APPLICANT

Identify the Project’s major objectives. Check all that apply.
Roads
 Resurface road (overlay)
 Reconstruction needed due to pavement conditions (base, subbase)
 Improve intersection (Increase capacity and/or improve safety)
 Widen road to meet current design standards
Other
Does the project include secondary or other objectives?
(Check all that apply.)
 Curbs  Sidewalks  Driveway aprons  Signalization  Separate pedestrian/bicycle lanes
Other
Are curbs, sidewalks and other pedestrian features ADA compliant?
 Yes  No, If “No,” will project correct deficiency?  Yes  No
BRIDGE, CULVERT AND ROAD PROJECTS PRIMARY OBJECTIVES PRIMARY OBJECTIVES
 Clean and/or reline sewers
 Replace sewers:
Existing pipe dimensions: Type Diameter Length
Replacement dimensions: Type Diameter Length
 Elimination of Combined Sewer Overflow (CSO)
 Elimination of Sanitary Sewer Overflow (SSO)
Retention basin modifications
Septic conversion
SANITARY AND/OR STORM SEWER PROJECTS
Identify the Project’s major objectives.
Check all that apply .
Be as specific as possible in describing the project’s major and secondary objectives.
If appropriate, list other factors or considerations not listed.
Provide existing and replacement project dimensions, type, diameter and/or length.
Provide a brief description of the project . Attach detailed and labeled reports, plans and maps as needed.

EVALUATION CRITERIA

HISTORIC DEVELOPMENT
Directs financial assistance to the oldest infrastructure and communities.
No information required from applicant.
Scoring done using the County Planning Commission’s land use maps.
25 Points No Page HISTORIC DEVELOPMENT POINTS Prior to 1948 5 1949-1959 4 1960-1969 3 1970-1977 2 1980-present 1

FUNCTIONAL NEEDS
ROADS, BRIDGES AND CULVERTS
Provide Average Daily Traffic (ADT) for the road, bridge or culvert project.
WATER, SEWER, SOLID WASTE
Provide number of users (households, employees etc.) served by the facility.
Page 5 200 20 Points Pearl Road 32,942 2008 Royalton Road – Ridge to York 50 350 DIRECT USERS: Indicate the number of users for each structure that is part of the project. Attach map showing streets or area that will be impacted. Residential Areas: Indicate the number of households in the service area. Non-Residential Areas (Commercial, Manufacturing, Institutional and Educational Areas): If the project serves households, business and/or educational institutions, indicate the number of users by each category. Indirect Users: If the sewer or waterline when repaired will provide benefits to intersecting streets or to a larger area, indicate the number of users that will indirectly benefit from this project. NAME (leg or intersection) YEAR OF COUNT CURRENT ADT FUNCTIONAL NEEDS STREET NAME AVERAGE DAILY TRAFFIC: Indicate the Average Daily Traffic (ADT) for each structure included in this project. For rehabilitation or reconstruction projects, provide the ADT for the road, bridge or culvert. For Intersection projects, provide the ADT for the intersection. ROAD, BRIDGE OR CULVERT PROJECTS NEEDS OF THE DISTRICT WATER, SEWER, WASTEWATER OR SOLID WASTE PROJECTS HOUSEHOLDS EMPLOYEES/ STUDENTS INDIRECT USERS NEEDS OF THE DISTRICT

INFRASTRUCTURE AGE AND PREVENTATIVE MAINTENANCE
Provide information for each structure: the original construction year; the year of last major improvements; the construction’s useful life; and a brief description of the last major improvement.
Describe actions taken to extend the useful life of the infrastructure
For Example:
Painting, thin overlays, crack sealing, mill and fill
Joint repairs, grouting, etc .
25 Points Page 6 5 Points INFRASTRUCTURE AGE AND PREVENTATIVE MAINTENANCE REHABILITATION AND EXPANSION PROJECTS ONLY INFRASTRUCTURE (Provide information for each street, culvert, sewer or waterline) ORIGINAL CONSTRUCTION YEAR YEAR OF LAST MAJOR IMPROVEMENT USEFUL LIFE Royalton Road Est. 1831 Prior to 1980 25 years 10” Sanitary Sewer Circa 1920 1945 50 years A. If applicable, provide a detailed description of the last major improvement. Road: In 1970 Royalton Road From State to West 130 th Street was widened. Sewer: No known improvements B. Describe the PREVENTATIVE MAINTENANCE that has been done by the applicant to prolong the life of the structure. Royalton Road - crack sealing, patching and thin overlays.

Check the most appropriate category.
Provide a detailed description of the current condition of the infrastructure.
NEW PROJECTS
Provide a description of current condition .
25 Points Page 7 INFRASTRUCTURE CONDITION Current Conditions: The existing ADT on Royalton Road (SR-82) from Ridge to West 130 th Street is 32, 942 vehicles (2000). The intersection at W.130 th and Royalton has an LOS of D. Several movements have an LOS of E; especially during the AM and PM peak hours causing significant traffic congestion problems. The Septic Systems are failing and discharging into the Rocky River Watershed. See Cuyahoga County Board of Health Letter that is attached. INFRASTRUCTURE CONDITION Indicate if there are pictures, videos or other attachments.  Yes  No
GOOD – Structure requires routine maintenance and periodic repairs to maintain integrity.
FAIR – Structure requires major rehabilitation to maintain integrity.
POOR – Structure requires partial reconstruction or extensive rehabilitation to maintain integrity.
 CRITICAL – Structure requires major reconstruction to maintain integrity.  FAILED – Structure requires complete reconstruction where no part of the existing infrastructure is salvageable.

Identify the structure’s major health and safety problem.
Where appropriate indicate for example:
General Appraisal Rating for Bridge and Culvert Projects
Primary and Secondary discharges of E. Coli or Fecal Coliform per 100ml for Septic System Projects
Current and Required measures for flow on Water Projects
Indicate Not Applicable (N/A) for project types that do not apply.
HEALTH AND SAFETY Pages 8-11
 Congestion and traffic flow problems
 High number of accidents
 Insufficient capacity and/or unsatisfactory Level of Service
Overall structure is deficient and has poor structural support
 Unsafe conditions or alignment problems/site distance modifications
Other:
Using the check boxes, identify the infrastructure’s major Health and Safety problems. Check all that apply. HEALTH AND SAFETY SANITARY/STORM SEWER/WASTEWATER PROJECTS
Sanitary/Storm Sewers
Applicant is under orders from a court or regulatory agency to make
improvements
Blocked, ruptured or collapsed structure
 Inadequate capacity (infiltration and inflow) – identified as a NEORSD
Sanitary Sewer Overflow (SSO) with:
NEORSD I.D. #
Combined Sewer Overflows (CSO) with:
NEORSD I.D. #
Land and/or structural problems
No land and/or structural problems.
ROAD PROJECTS Identify the major problem. Check all that apply.

HEALTH AND SAFETY Pages 8-12
What is the structure’s deficiency ?
How often is the health or safety of citizens affected?
In comparison to working infrastructure how bad is the problem. What is the magnitude of
the problem ?
65 Points SANITARY/STORM SEWER/ WASTEWATER PROJECTS - Continued
For each identified problem, explain in the context of Health and Safety, the problem(s) in terms of frequency and magnitude. Refer to and attach pictures, letters, reports, etc.
Septic Systems
Untreated sewage is being discharged into the environment:
Primary Contact: Fecal Coliform: Per 100 ML E. Coli: Per 100 ML
Secondary Contact: Fecal Coliform: Per 100 ML E. Coli: Per 100 ML
System is antiquated and cannot properly treat household sewage
Wastewater Treatment
Pump station malfunctions during wet weather
Pump station is structurally deficient
The Ohio EPA and Cuyahoga County Board of Health conducted water quality monitoring in the Rocky River East Branch Watershed and determined that these septic systems were discharging into a tributary of the Watershed. Analytical data indicates that the fecal coliform bacteria levels exceed water quality criteria for 5000 counts per 100ml. The highest contamination count found was 307,000 per 100ml. Discharges have made the streams unsafe for human use. HEALTH AND SAFETY
Describe how the proposed improvement(s) will eliminate,
reduce, or bring into compliance, the health and safety problem.
Replacing the old septic sewers with new 12” sanitary sewers will eliminate the bacteria and viral contamination in the watershed and protect and improve the water quality flowing into the Rocky River Watershed. The new system has a useful life of 50 years.

1.2 PROJECT FINANCIAL RESOURCES: Round to Nearest Dollar and Percent) a.) Local In-Kind Contributions $ 52,000.00 2.1% b.) Local Revenues $ 548,000.00 21.6% c.) Other Public Revenues ODOT $ .00 Rural Development $ .00 OEPA $ .00 OWDA $ .00 CDBG $ .00 OTHER: County Engineer $ 400,000.00 $ .00 15.8% SUBTOTAL LOCAL RESOURCES: $ 1,000,000.00 39.4% d.) OPWC Funds 1. Grant $ 1,000,000.00 39.4% 2. Loan $ 540,000.00 21.2% 3. Loan Assistance $ .00 SUBTOTAL OPWC FUNDS: $1,540,000.00 66.6% e.) TOTAL FINANCIAL RESOURCES: $ 2,540,000.00 100.00% 1.3 AVAILABILITY OF LOCAL FUNDS: Attach a statement signed by the Chief Financial Officer listed in section 5.2 certifying all local share funds required for the project will be available on or before the earliest date listed in the Project Schedule section. ODOT PID# N/A Sale Date: STATUS: (Check one) ___Traditional ___Local Planning Agency (LPA) ___State Infrastructure Bank Page 3 ` LOCAL MATCH OPWC Page 3
% of Other Funds contributed –
Local share and any other sources .
Sum of lines a+b+c divided by
Total Project Cost.
% contributed by the Applicant
Dollars
Loan Request
Sum of lines a+b +d.2 (loan request)
divided by Total Project Cost.
25 Points 25 Points

COMMUNITY DEVELOPMENT
Check the appropriate project community development goal;
Preserve and/or enhance a neighborhood or existing retail corridor.
Indicate why the infrastructure improvements are needed and their anticipated benefits.
COMMUNITY AND ECONOMIC DEVELOPMENT Page 12
Identify and provide a description of the community development component in more detail and explain why the infrastructure in this application is needed. Include reports, documents and maps to describe the community development project.
This project is a neighborhood preservation project. It is designed to address existing traffic congestion and intersection maneuvering problems in the affected communities. The new sanitary sewers will improve sanitary flow and improve the health of the watershed.
Describe the anticipated benefits that will occur from the
community development project. Include number of new jobs, anticipated tax base increase and improved quality of life.
Project will improve tax base and quality of life for residents and the traveling public.
PROJECT CAN ONLY BE COMMUNITY OR ECONOMIC DEVELOPMENT; NOT BOTH.
Check the appropriate box.
Redevelop unutilized or under-utilized parcels into a community asset
Project is located along an existing commercial district
 Neighborhood preservation project
Speculative development project
Other:
COMMUNITY DEVELOPMENT PROJECT COMMUNITY AND ECONOMIC DEVELOPMENT

ECONOMIC DEVELOPMEMENT
Check the appropriate project economic development objective
For a private development that will increase jobs and increase the value of adjacent land.
Indicate why the infrastructure improvements are needed and their anticipated benefits.
COMMUNITY AND ECONOMIC DEVELOPMENT Page 12 25 Points
Identify and provide a description of the economic development component in more detail and explain why the infrastructure in this application is needed. Include reports, documents and maps to describe the economic development project.
Redevelop unutilized or under-utilized parcels for a commercial, office,
manufacturing or educational asset.
New economic development asset: commercial, office, manufacturing, institutional or educational asset.
 New economic development asset or undeveloped land.
Speculative development project.
Other:
ECONOMIC DEVELOPMENT PROJECT COMMUNITY AND ECONOMIC DEVELOPMENT N/A
Describe the anticipated benefits that will occur from the
economic development project. Include number of new jobs, anticipated tax base increase and improved quality of life.
N/A

REGIONAL COLLABORATION
The goal is to foster cooperation. Five points are awarded to communities that have entered into the Water Service Agreement with the City of Cleveland, or whose project scope involves more than one community.
REGIONAL COLLABORATION Page 13 or 14 5 Points In a desire to work toward a regional economy that fosters cooperation versus competition, points will be added if:
The Applicant has entered into a Water Service Agreement with the City of Cleveland.
 Check if the applicant has entered into the Water Service Agreement with the City of Cleveland. Attach a copy of the signed agreement.
The project scope involves more than one community (city, village or township) or more than one district.
 Check if the project involves more than one community or district. Attach a copy of the signed agreement.
REGIONAL COLLABORATION

ACCESS TO FUNDS
Points awarded to applicants that have not received funding in past 3 years.
Up to 5 points awarded based on number of years without funding.
5 Points No Page YRS . POINTS 7+ 5 5 – 6 3 3 – 4 1 1 -2 0

APPLICANT FINANCIAL
OVERALL ECONOMIC HEALTH
Assessed Valuation 9pts.
Per Capita Income 9pts.
Poverty Indicator 9pts.
ABILITY AND EFFORT TO FINANCE
Debt 8pts.
Per Capita Municipal Revenue 8pts.
Infrastructure Expenditures 4pts.
Taxing Effort 3pts.
27 Points 23 Points

SELECTION PROCESS

PROJECT RANKING PROJECT SPECIFIC SCORE (Total points awarded)  PROJECT SPECIFIC RANKING  SELECTED PROJECTS Allocation + Contingency Contingency Amount = 5-15% of total allocation and point spread

PRELIMINARY SCORING
SELECTED PROJECTS

APPLICANT FINANCIAL SCORE
Overall Economic Health + Ability and Effort to Finance

PRELIMINARY PROJECT RANKING
(Staff Recommendations)

STAFF RECOMMENDATIONS
PRELIMINARY PROJECT RANKING
(Separated into 3 tiers of recommendations)
Primary – Projects that total amount of PY 2011 Allocation.
Secondary – Projects that total an additional 5-10% of PY 2011 allocation.
No recommendation – Projects that fall outside of the allocation.

DOPWIC reviews information and meets to decide to:
Accept Staff Recommendations;
or
Add Other Project Factor Points to the Projects.
Projects are re-ranked.
FINAL RECOMMENDATIONS

TOTAL EVALUATION POINTS Historic Development Functional Needs Age Condition Preventive Maintenance Health & Safety Other Project Funding Local Participation Development Access to Funds Regional Collaboration Project Specific Score Financial Points Preliminary Project Score Other Project Factors TOTAL 25 20 25 25 5 65 25 25 5 5 5 230 50 280.0 70.0 350.0 7.14 5.71 7.14 7.14 1.43 18.57 7.14 7.14 1.43 1.43 1.43 14.29 20.0 100.0 Points %

KEY POLICIES

Accessories (e.g., sidewalks) are allowed only when:
Essential to basic infrastructure to operate properly and adequately
Not eligible on a stand-alone basis unless the accessory is required
to meet requirement of American Disabilities Act
(e.g. handicap ramps).
ALLOWABILITY OF APPURTENANCES

Building larger structures does
not necessarily equal increase in service capacity.
Compare current service demands
vs. ability of structure to perform .
Example: Replacing malfunctioning and/or out-dated infrastructure is not new Septic Systems.
Affects scoring of Other Project Funding and Subdivision Financial Participation.
DESIGN SERVICE CAPACITY
3.0 REPAIR/REPLACEMENT or NEW/EXPANSION: TOTAL PORTION OF PROJECT REPAIR/REPLACEMENT 2,540,000.00 TOTAL PORTION OF PROJECT NEW/EXPANSION $ ______________ OPWC Section 3.0

ENGINEERING COSTS
Engineering cost, as a percentage of construction, are closely reviewed by the OPWC.
May require justification.
Actual engineering costs above the budgeted amount are the Applicants sole responsibility, and are not counted toward local share.
Important!

Aesthetic treatment such as trees, ornamental lighting, brick pavers.
Landscaping beyond post-construction repair
Planning or administration. Cost for preparing application
Maintenance projects.
Flood control projects. (i.e. dams, levees, floodwalls)
Construction on private property
(Exception: Work in Permanent Utility Easements).
INELIGIBLE COSTS See Exception!!

Labor, material and equipment integral to the construction of the project; and
Engineering services integral to the project such as real estate and right-of-way acquisition.
Engineering costs that predate the issuance date of the OPWC Project Agreement are reviewed for eligibility on a case-by-case basis by the OPWC.
LOCAL SHARE – DEFINED

APPLICATION DUE DATE FRIDAY, SEPTEMBER 17, 2010 BY 4:30 P.M. District One Public Works Integrating Committee c/o Cuyahoga County Planning Commission 323 Lakeside Avenue, Suite 400 Cleveland, OH 44113

Ohio Public Works Commission contact: Lou Mascari, Program Representative Ohio Public Works Commission (614) 752-8117 [email_address] Cuyahoga County District One Integrating Committee contact: Claire Kilbane, Program Manager Cuyahoga County Planning Commission (216) 443-3700 [email_address] CONTACT INFORMATION

QUESTIONS AND ANSWERS

2011 District One Public Works Integrating Committee Applicant Workshop

by Cuyahoga County Planning Commission

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