District One Public Works Integrating Committee http://planning.co.cuyahoga.oh.us/dopwic/

1. DISTRICT ONE PUBLIC WORKS
INTEGRATING COMMITTEE
PROGRAM YEAR 2012
Applicant Workshop
August 24, 2011

2. PRESENTATION OUTLINE
BACKGROUND
PROGRAM OVERVIEW
THE PROCESS
• Application
• Initial Review
• Preliminary Project Evaluation
• Project Specific Ranking
• Financial Evaluation
• Project Selection and Ranking
QUESTIONS 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 OVERVIEW
ELIGIBLE 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 OVERVIEW
ELIGIBLE 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) OVERVIEW
ELIGIBLE 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
• Construction
ELIGIBLE 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 Susan
Douglas 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 DATE
Application Materials Available August 12, 2011
Application Webinar Wednesday, August 24, 2011
DOPWIC Meeting Thursday, September 22, 2011
PY 2012 Application Submittal Deadline Friday, September 30, 2011
PY 2012 Project Evaluation By Staff October 3 – November 11, 2011
Staff Recommendations posted on CPC website On or around November 11, 2011
Scoring Appeals Due to DOPWIC Monday, December 5, 2011
DOPWIC Review of Projects November 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

17. DOPWIC PY 2012 PRELIMINARY ALLOCATION
STATE CAPITAL IMPROVEMENT PROGRAM (SCIP) $ 16,111,000*
LOCAL TRANSPORTATION IMPROVEMENT PROGRAM (LTIP) $6,754,000
REVOLVING LOAN PROGRAM (RLP) $4,005,000
TOTAL $26,870,000
* $3,222,200 must be awarded as loans or loan assistance.

18. APPLICATIONS

19. PREPARING AN APPLICATION
For each Application submit:
1. OPWC Application for Financial Assistance
2. DOPWIC Application Supplement
3. Capital Improvement Reports
4. 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 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)

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 existing
1 capacity of the infrastructure of the County.
• Improve public health and safety.
2
• Enhance economic development and quality of life
3
• Encourage the balanced use of available financial assistance.
4

27. THE INITIAL REVIEW
Step 1: Applications arelogged into the DOPWIC Program.

28. THE INITIAL REVIEW
Step 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 with
pavement rutting, base failure, pot holes, block
and 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 condition
with overturning sections due to lateral earth
and fluid pressure behind the wall. Roadway
also 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 Points
cracking and several repair cuts.

36. .
BRIDGES CULVERTS
Explain the problem associated with the culvert along
Only 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 alignment
PAVEMENT RECONSTRUCTION OR exceeds the current lane width. problems.
REHABILITATION
Explain why ADT has increased – have
Describe 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
SEWERS
COURT OR REGULATORY ACTIONS.
• If the applicant is under orders from a court or regulatory agency,
SYSTEMS
summarize 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 the
FLOODING/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 than
provide 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 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.

41. COMMUNITY AND ECONOMIC DEVELOPMENT
Neighborhood
• DOPWIC criteria.
Preservation.
• Support existing
investments.
• Assist new development.
Economic
Development
• 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 MATCH
OTHER PROJECT FUNDING
• ORC criteria
• Other Funds = Applicant + Any other source.
25 Points
SUBDIVISION PARTICIPATION
• DOPWIC criteria
• Subdivision Participation = Applicant + Loan Request
25 Points

44. ACCESS TO FUNDS
• DOPWIC criteria
• Community has not received
YRS. POINTS
funding in past 3 years.
7+ 5
5–6 3
3–4 1
1 -2 0
5 Points

45. APPLICANT FINANCIAL
ORC mandated
OVERALL ECONOMIC HEALTH of Community
• Assessed Valuation
• Per Capita Income
• Poverty Indicator 27 Points
COMMUNITY’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 7.14
Functional Needs 20 5.71
Age 25 7.14
Condition 25 7.14
Preventive Maintenance 5 1.43
Health & Safety 65 18.57
Other Project Funding 25 7.14
Local Participation 25 7.14
Development 5 1.43
Access to Funds 5 1.43
Regional Collaboration 5 1.43
Project Specific Score 230
Financial Points 50 14.29
Preliminary Project Score 280
Other Project Factors 70 20.0
TOTAL 350 100.0

47. SELECTION PROCESS

48. 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. 50

51. STAFF RECOMMENDATIONS
“BEST” PROJECTS

APPLICANT FINANCIAL SCORE
Overall Economic Health + Ability and Effort to Finance
=
STAFF RECOMMENDATIONS
(Preliminary Project Ranking)

53. 53

54. 54

55. 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

56. 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

57. 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.

58. 58

59. 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

60. 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

61. 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

62. 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.”

63. OHIO PUBLIC WORKS COMMISSION (OPWC)
INFORMATION
OPWC 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

64. Q&A
64