2012 District One Public Works Integrating Committee Applicant Workshop

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District One Public Works Integrating Committee …

District One Public Works Integrating Committee

http://planning.co.cuyahoga.oh.us/dopwic/

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  • 1. DISTRICT ONE PUBLIC WORKSINTEGRATING COMMITTEE PROGRAM YEAR 2012 Applicant Workshop August 24, 2011
  • 2. PRESENTATION OUTLINEBACKGROUNDPROGRAM OVERVIEWTHE PROCESS• Application• Initial Review• Preliminary Project Evaluation• Project Specific Ranking• Financial Evaluation• Project Selection and RankingQUESTIONS AND ANSWERS
  • 3. BACKGROUND
  • 4. AID TO LOCAL GOVERNMENT IMPROVEMENTS • 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.
  • 5. OHIO PUBLIC WORKS COMMISSION • 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.
  • 6. DISTRICT INTEGRATING COMMITTEES Cuyahoga County• Created by General Assembly to administer SCIP and LTIP Programs on local level.• Nineteen (19) District Integrating Committees.• Cuyahoga County is District One.
  • 7. 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.
  • 8. SCIP OVERVIEWELIGIBLE APPLICANTS: ELIGIBLE PROJECTS: • Counties • Roads, Bridges and Culverts • Cities • Sewers (Sanitary and Storm) • Villages • Water (Supply and Distribution) • Townships • Wastewater Treatment • Sanitary Districts • Solid Waste Disposal • Regional Water and Sewer Facilities Districts
  • 9. SCIP OVERVIEWELIGIBLE COSTS: TYPES OF FUNDING: • Acquisition of Right-of-Way • Repair/Replacement – up to 90% of the Total Project Cost and/or Easements • New/Expansion- up to 50% of Total Project Cost • Engineering and Design •Grants: • 80% of the annual District Allocation • Construction •Loans: • Equipment • 20% of the annual District Allocation • Related Financing Costs • 0% Interest up to 100% funding • Term based on useful life of the infrastructure • Permits •Local Debt Support: • Advertising • Loan Assistance-grant to pay interest costs during construction plus one year after • Legal • Credit Enhancement-grant to cover cost of up- front private bond insurance policy
  • 10. LOCAL TRANSPORTATION IMPROVEMENT PROGRAM (LTIP) OVERVIEWELIGIBLE APPLICANTS: GRANTS AND ELIGIBLE COSTS: • Counties • Up to 100% of Total Project Costs • Cities • Acquisition of Right-of-Way • Villages and/or Easements • Townships • Engineering and Design • ConstructionELIGIBLE PROJECTS: • Equipment • Roads • Related Financing Costs • Bridges and Culverts • Permits • Advertising • Legal
  • 11. REVOLVING LOAN PROGRAM (RLP)ELIGIBLE APPLICANTS: LOANS AND ELIGIBLE COSTS: • Counties • Up to 100% of Total Project Costs • Cities • Acquisition of Right-of-Way and/or Easements • Villages • Engineering and Design • Construction • Townships • Equipment • Sanitary Districts • Related Financing Costs • Permits • Regional Water and Sewer Districts • Advertising • Legal
  • 12. 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.
  • 13. PROGRAM YEAR 2012 OVERVIEW
  • 14. DISTRICT ONE INTEGRATING COMMITTEE Bonita Teeuwen, P.E. Mayor John Licastro Mayor SusanDouglas Dillon, Renda COUNTY SUBURBS P.E. P.S. SUBURBS COUNTY Stan Trupo Valarie McCall Jomarie Wasik CLEVELAND CLEVELAND PRIVATE SECTOR
  • 15. INTEGRATING COMMITTEE STAFF Ernie Zadell Ben Stock, P.E.Tony Armagno, P.E. COUNTY CLEVELAND SUBURBS Marionette Richardson Scott Claire Kilbane COUNTY and COUNTY and DOPWIC DOPWIC 15
  • 16. DOPWIC PY2012 SCHEDULE ACTIVITY DATEApplication Materials Available August 12, 2011Application Webinar Wednesday, August 24, 2011DOPWIC Meeting Thursday, September 22, 2011PY 2012 Application Submittal Deadline Friday, September 30, 2011PY 2012 Project Evaluation By Staff October 3 – November 11, 2011Staff Recommendations posted on CPC website On or around November 11, 2011Scoring Appeals Due to DOPWIC Monday, December 5, 2011DOPWIC Review of Projects November 11- December 14, 2011DOPWIC and Small Government Meeting to Select Projects Thursday, December 15, 2011PY 2012 Recommendations Submitted to OPWC Prior to March 1, 2012PY 2012 SCIP and RLP Awards Available July 1, 2012All Dates Subject to Change
  • 17. DOPWIC PY 2012 PRELIMINARY ALLOCATIONSTATE CAPITAL IMPROVEMENT PROGRAM (SCIP) $ 16,111,000*LOCAL TRANSPORTATION IMPROVEMENT PROGRAM (LTIP) $6,754,000REVOLVING LOAN PROGRAM (RLP) $4,005,000TOTAL $26,870,000* $3,222,200 must be awarded as loans or loan assistance.
  • 18. APPLICATIONS
  • 19. PREPARING AN APPLICATIONFor each Application submit:1. OPWC Application for Financial Assistance2. DOPWIC Application Supplement3. Capital Improvement Reports4. Additional materials (maps, pictures, etc.)
  • 20. 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.
  • 21. THE APPLICATION New Application in Acrobat PDF Format 21
  • 22. OPWC APPLICATIONAttachments 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)
  • 23. 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.
  • 24. SUPPLEMENTAL APPLICATION New Shorter, Simpler Format
  • 25. EVALUATION CRITERIA
  • 26. DOPWIC KEY OBJECTIVES • Preserve the functional integrity and maintain the existing1 capacity of the infrastructure of the County. • Improve public health and safety.2 • Enhance economic development and quality of life3 • Encourage the balanced use of available financial assistance.4
  • 27. THE INITIAL REVIEWStep 1: Applications arelogged into the DOPWIC Program.
  • 28. THE INITIAL REVIEWStep 2:• General Project Information is entered into the system.• Project Summary Sheet is generated.• Information verified during staff evaluation. 28
  • 29. 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.Cuyahoga County 1948 Historic Land Use Map 25 Points
  • 30. FUNCTIONAL NEEDS • ORC mandated criteria • Population that will benefit 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. 20 Points
  • 31. INFRASTRUCTURE AGE • ORC Mandated Criteria • Construction year: • Year of last improvement; • Description of last major improvement.This Bridge was originally constructed in 1939. 25 Points
  • 32. PREVENTATIVE MAINTENANCE• DOPWIC Criteria• Actions to extend the life of the infrastructure: • Painting, crack sealing, mill and fill • Joint repairs, grouting, etc. 5 Points
  • 33. INFRASTRUCTURE CONDITION • ORC mandated criteria • Select description • Provide a detailed description. • NEW PROJECTS – describe current condition.This road is in FAILED CONDITION withpavement rutting, base failure, pot holes, blockand alligator cracking. 25 Points
  • 34. HEALTH AND SAFETY • ORC mandated criteria. • Identify the structure’s major health and safety problem.This Retaining Wall is in overall failed conditionwith overturning sections due to lateral earthand fluid pressure behind the wall. Roadwayalso has poor sight distance
  • 35. 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?This is a Rehabilitation Project with rutting and 65 Pointscracking and several repair cuts.
  • 36. . BRIDGES CULVERTS Explain the problem associated with the culvert alongOnly those bridges with General Appraisal ratings of 5 or below, as described with photographs of the structure.below, will be considered by the DOPWIC. A copy of the Ohio Department of 1. There is settlement or misalignment.Transportation’s Bridge Inspection Report must be included in the application. 2. Seams and/or points are tight, seeping or cracking. 3. Rust/corrosion is present. ODOT GENERAL APPRAISAL RATINGS RATING DESCRIPTION Culverts longer than 10 feet - Only those culverts with 1 Failed Condition – out-of-service; beyond corrective action General Appraisal ratings of 5 or below will be considered Imminent Failure Conditions – major deterioration or section loss present in critical structural components. Bridge is closed to traffic but by the DOPWIC. 2 corrective action may put it back into light service. Critical Condition – Advanced deterioration of primary structural A copy of the Ohio Department of Transportation’s Culvert elements. Fatigue cracks in steel or shear cracks in concrete may be present. Bridge should be closed, or closely monitored, until corrective Inspection Report must be included in the application. 3 action is taken 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 4 present. 5 Poor Condition – Advanced section loss, deterioration or spalling. Fair Condition – All primary structural elements are sound, but may have minor section loss, cracking, or spalling. Secondary elements may 6 have significant deterioration.
  • 37. ROADS Intersections Alignments Condition CAPACITY PROJECTS – Lane widening or ALIGNMENT PROJECTS turn lanes at intersections Describe and/or show the vertical Explain how the average daily traffic and/or the horizontal alignmentPAVEMENT RECONSTRUCTION OR exceeds the current lane width. problems.REHABILITATION Explain why ADT has increased – haveDescribe and/show the road’s surface in changes in the area increased traffic.terms of surface deterioration, e.g.,rutting and cracks are evident.
  • 38. SEPTIC SEWERSCOURT OR REGULATORY ACTIONS.• If the applicant is under orders from a court or regulatory agency, SYSTEMSsummarize the order including the reasons for the orders. If a septic system is discharging into the public waterways, provide current (within the last year) documentation from theFLOODING/COMBINED SEWER OVERFLOWS Cuyahoga County Board of Health that indicates the level of• Describe damages to land, structure and/or the environment. contamination:• For combined sewer overflows or sanitary sewer overflows reference the Northeast Ohio Regional Sewer District’s (NEORSD) Primary Contact: Combined Sewer Program and number assigned to the overflow.• Widespread flooding - indicate how often it occurs (after 100 + year Fecal coliform – The contamination exceeds 1,000 per ML for 5 storms, anytime it rains or in dry weather) and whether the samples within a 30-day period. designed storm year has been exceeded. E. coli – The contamination exceeds 126 per 100 ML on not less than 5 samples within a 30-day period.STRUCTURAL DEFICIENCIES.•Describe the actual condition of the pipe. Secondary Contact:•National Pollution Discharge Eliminations Systems (NPDES) violations•The number of violations received in the last ten years: Fecal coliform – The contamination exceeds 5,000 per ML, or in more than 10% of the samples taken during any 30-day period. The Northeast Ohio Regional Sewer District (NEORSD) staff will E Coli – The contamination exceeds 576 per 100 ML in more thanprovide a technical support in evaluating these projects. 10% of the samples taken during any 30-day period.
  • 39. 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 limit 1-10 violations exceeding the 20% of NPDES permit limit occurred 10+ violations exceeding 20% of the NPDES permit limit occurred Community is under formal enforcement proceedings.
  • 40. 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 ofCleveland’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 higherthe 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 directlyrelates 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 500gallons 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/orlack of circulation. Pipes that are tuberculated internally are potential sources of water quality problems. Water qualitycomplaint records, Cleveland Water Department test records and other agency records are the basis of determining theintensity of problem.In addition to the staff evaluation of these projects, the City of Cleveland’s Water Department will provide a technicalevaluation.
  • 41. COMMUNITY AND ECONOMIC DEVELOPMENT Neighborhood • DOPWIC criteria. Preservation. • Support existing investments. • Assist new development. EconomicDevelopment • Increase tax base. 5 Points
  • 42. REGIONAL COLLABORATION • DOPWIC criteria. • Foster cooperation. • Cleveland Water Service Agreement • Or • Multi-community or multi-district project.Master Meter Water Services Agreement 5 Points
  • 43. LOCAL MATCHOTHER PROJECT FUNDING • ORC criteria • Other Funds = Applicant + Any other source. 25 PointsSUBDIVISION PARTICIPATION • DOPWIC criteria • Subdivision Participation = Applicant + Loan Request 25 Points
  • 44. ACCESS TO FUNDS • DOPWIC criteria • Community has not receivedYRS. POINTS funding in past 3 years.7+ 55–6 33–4 11 -2 0 5 Points
  • 45. APPLICANT FINANCIAL ORC mandatedOVERALL ECONOMIC HEALTH of Community• Assessed Valuation• Per Capita Income• Poverty Indicator 27 PointsCOMMUNITY’S ABILITY AND EFFORT TO FINANCE• Debt• Per Capita Municipal Revenue• Infrastructure Expenditures• Taxing Effort 23 Points
  • 46. TOTAL EVALUATION POINTS Points %Historic Development 25 7.14Functional Needs 20 5.71Age 25 7.14Condition 25 7.14Preventive Maintenance 5 1.43Health & Safety 65 18.57Other Project Funding 25 7.14Local Participation 25 7.14Development 5 1.43Access to Funds 5 1.43Regional Collaboration 5 1.43Project Specific Score 230Financial Points 50 14.29Preliminary Project Score 280Other Project Factors 70 20.0TOTAL 350 100.0
  • 47. SELECTION PROCESS
  • 48. SELECTION OF PROJECTS PROJECT SPECIFIC SCORE = (Total points awarded)  PROJECT SPECIFIC RANKING = “BEST” PROJECTS Allocation + ContingencyContingency = Based on 5% of total allocation and point spread.
  • 49. 50
  • 50. STAFF RECOMMENDATIONS “BEST” PROJECTS  APPLICANT FINANCIAL SCOREOverall Economic Health + Ability and Effort to Finance = STAFF RECOMMENDATIONS (Preliminary Project Ranking)
  • 51. 53
  • 52. 54
  • 53. STAFF RECOMMENDATIONS THREE (3) TIERSPrimary – 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
  • 54. FINAL RECOMMENDATIONS 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
  • 55. 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.
  • 56. 58
  • 57. OHIO PUBLIC WORKS COMMISSION (OPWC) 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
  • 58. OHIO PUBLIC WORKS COMMISSION (OPWC) PROJECT IMPLEMENTATION•Project Bid by Local Officials•Request-to-Proceed Sent to OPWC•Notice of Approved Contractor Issued•Construction Contract Awarded•Construction Started•Funds Disbursed 60
  • 59. OHIO PUBLIC WORKS COMMISSION (OPWC) DISBURSEMENT OF FUNDS• 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
  • 60. 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.”
  • 61. 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
  • 62. Q&A 64