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April 30, 2012

 

To:                   METRO DISTRICT COUNTIES and CITIES

 

Subject:            MnDOT Fiscal Year (FY) 2014 (7/1/13 - 6/30/14)
                        Metro Municipal Agreement Program - Solicitation of Projects

 

The Metro District will be accepting candidate projects for the FY 2014 Municipal Agreement Program in July 2012. 

The proposed budget for FY 2014 is 4 million dollars.  The maximum award available for any individual project is $650,000 for

construction plus 8% for construction engineering and inspection for a total of $702,000.  This solicitation letter is also posted

on the Metro State Aid website at: www.dot.state.mn.us/metro/stateaid/2014prog.html

 

The Municipal Agreement Program provides funding to construction projects that are developed and administered by local agencies

and provide a benefit to both the local community and the trunk highway system.  These funds are intended to pay for a portion of the

construction costs of the project.  Right of Way, Utility Relocation, Preliminary Design (including social, environmental and economic

impact evaluation) and Final Design costs are not eligible for funding.  Metro District's participation in the projects is based on eligibility

as determined in MnDOT's Cost Participation Policy.  This policy can be viewed at the following web address:

http://www.dot.state.mn.us/stateaid/ProjDeliv/agreements/information/ds11.pdf

 

The selection process /prioritization of projects has been developed in order to align with the Metro District’s 20 Year Highway

Investment Plan (HIP).  The vision as expressed in Minnesota GO is work from a set of principles to better align the transportation system

investments with what Minnesotans expect for their quality of life, economy and natural environment. 

 

As such, the Municipal Agreement Program will utilize the following principles to guide its investment decisions. The principles are listed

in no particular order, as they are intended to be used collectively.

 

• Leverage public investments to achieve multiple purposes
• Ensure accessibility
• Build to a maintainable scale 
• Ensure regional connections 
• Integrate safety
• Emphasize reliable and predictable alternatives 
• Strategically fix the system 
• Use partnerships
• A focus on lower-cost/high benefit solutions

 

When preparing your submittal request letter please address these categories in describing the benefits of the project.

 

A great deal of planning must occur to ensure that the proposed projects are developed into designs that meet the needs and requirements of all

involved parties.  Preliminary discussions with the appropriate MnDOT Area Manager and the Cooperative Agreements Engineer are an

essential part of this planning. A timeline/flowchart of the project planning, submittal and selection process can be found on page 17 of the

Municipal Agreement Program – Planning and Programming Guide (Red Book). The Guide also includes additional useful information

regarding the Municipal Agreement process.  It is posted on the Metro State Aid website, Municipal Agreement page:

http://www.dot.state.mn.us/metro/stateaid/cooperat.html

 

Project proposals need to be submitted by July 31, 2012 to be considered for the FY 2014 program.  Proposals are routed internally at

MnDOT for comment and then returned to submitting agencies for modification as applicable prior to selection.  It is anticipated that the actual

project selection will occur in November of 2012 with the funds becoming available July 1, 2013.

 

Please note that the review by MnDOT functional areas will be different than reviews you have typically experienced with State Aid plans.

There will be more need for coordination and input from various MnDOT groups. Ultimately, plans will need to be developed to

MnDOT standards which can be different than State Aid standards. Adequate discussion with MnDOT Area Managers or

Cooperative Agreements staff will help to minimize surprises during the application and plan development stages.

 

The following items need to be included in the submittal package, please submit 10 copies of each item and either provide an electronic

version of the package or a link to an electronic version.  Portable Document Format (.pdf) is preferred.  This number of copies

and the electronic version allows a quicker review by MnDOT functional areas allowing more time for the submitting agency to prepare its final

submittal.

 

1.         Request letter from the local agency describing the project and requesting funding from the Municipal Agreement Program.

The request letter should include:

 

• Reasons for the project
• Proposed costs and requested amount of MnDOT funding
• The trunk highway and local roadway benefit(s)
• Whether there is an opportunity to advance the work, if it is possible to leverage local and/or private funding, and other information
• as applicable

 
This letter will be used as a “one page summary” and quick reference during the actual selection process.

 

2.         A geometric layout or concept sketch of the proposed project. The more detailed and complete the layout or sketch is, the easier

it will be for the review committee to understand the proposed project and related benefits when it comes to ranking proposals. A MnDOT

“staff approved” layout may be required later as part of the project development depending on the type and complexity of project.  Work types

that require a Level 1 layout ultimately require a preliminary layout in MnDOT format.  Layout criteria can be found at

http://dotapp7.dot.state.mn.us/edms/download?docId=636152 .  Consideration should be given to starting the layout development and

approval process prior to project selection due to the time required for review and approval.  

 

3.         Cost estimate.  This should include the total project cost, the contribution from any partners, and the amount requested from the

Municipal Agreement Program.

 

4.         A signed Local Agency Resolution stating that the local agency is requesting funding from MnDOT through the Municipal Agreement

Program and if funding is provided, the local agency will complete the project. This document must include the appropriate signatures,

seals etc.

 

5.         Supporting Documentation and Additional Materials, such as the following. While these materials are not required, they may help

the selection committee understand your project better and increase the likelihood of project selection.

 

 

• Traffic Study (as applicable)
• Approved Intersection Control Evaluation (ICE) (if an all-way stop, signal or roundabout is proposed)
• Environmental studies or documentation available such as the following:
• Contaminated Properties/Regulated Waste Screening Checklist
• Phase 1 and/or 2 Environmental Site Assessment
• Clearance Letters from pertinent Regulatory Agencies
• Project Memo, EA, EIS, etc. as applicable or available at time of submittal
• Compliance with Metropolitan Council Transportation Policy Plan (TPP), MnDOT/Metro Highway Investment Plan (HIP)
• or Local Comprehensive Plans as applicable, indicating how the proposal supports community development.

 

Please submit all application packages to me no later than July 31, 2012. For questions regarding the Municipal Agreement Program,

please contact me at 651-234-7776.

 

We look forward to working with you.

 

Sincerely,

Phillip Bergem, P.E.                            
Cooperative Agreements Engineer      
Phillip.Bergem@state.mn.us