Minnesota Department of Transportation

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2015 Solicitation Letter



Download letter in Word


April 17, 2013

To:                   METRO DISTRICT COUNTIES and CITIES

Subject:             MnDOT Fiscal Year (FY) 2015 (7/1/14 - 6/30/15)
                        Metro Municipal Agreement Program - Solicitation of Projects


The  Metro District will be accepting candidate projects for the FY 2015 Municipal  Agreement 
Program in July 2013. The proposed budget for FY 2015 is $4 million.  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/2015prog.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:
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
  • 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. That website also has  a link to the Plan 
Preparation, Design  and Construction Guide (Green Book)  which will be useful during the design phase.  


Project  proposals need to be submitted by July 17,  2013 to be considered for the FY 2015 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 by the end of October 2013 with  the funds becoming available July 1, 2014. Projects must be let by 
June 30,  2015.


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. 


Please  also note that there are new  requirements for all plans with Trunk Highway impacts. Discuss 
these with  your design staff or include in your contract if you are using a consulting  firm for design.


 These requirements are:


  • Quality Management Process (QMP) – Designers must have quality management procedures that they use
  • during plan development. It does not have to be the same process that MnDOT uses, but it has to
  • follow reasonable quality control guidelines and designers must certify that they are using such a
  • process. Details on MnDOT’s process can be found here: http://www.dot.state.mn.us/design/qmp/index.html
  • Transportation Management Plan (TMP) – If the project impacts traffic along any Trunk Highway,
  • it is now necessary to complete a TMP that is reviewed and approved by Metro Traffic staff.
  • The complexity of the TMP will depend on the complexity of the project and the level of traffic impact.
  • Contact either the Metro Traffic division or Cooperative Agreements Project Manager for more details.
         The  following items need to be included in the submittal package, please submit 15  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 

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 project 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.  If the project is already part of an approved 5-year Capital 
Improvement Plan  (CIP), a separate resolution is not necessary. Instead provide a copy of the  appropriate pages
 from the CIP and clearly reference this point in the request  letter. 
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 17, 2013. For questions regarding the Municipal Agreement Program, please contact me at 651-234-7776.

We look forward to working with you.


Phillip Bergem, P.E.                             
Cooperative Agreements Engineer           

bcc:      Electronic Only

Julie Skallman, State Aid Engineer
Scott McBride, Metro District Engineer
Tom O’Keefe, Metro Director Program Delivery
Greg Coughlin, Metro Director of Traffic and Maintenance Operations
Tracy Hatch, Metro Director of Business Operations and Services
Ted Schoenecker, Metro State Aid Engineer
Pat Bursaw, Metro Director of Program Management and Transit
Tim Quinn, Metro Program Delivery Resource Engineer
Todd Kramascz, Metro Public Affairs
Bev Farraher, Metro Maintenance Engineer
Steve Misgen, Metro Traffic Engineer
Wayne Norris, Metro Area Manager (North)
Sheila Kauppi, Metro Area Manager (South)
Adam Josephson, Metro Area Manager (East)
John Griffith, Metro Area Manager (West)
Mark Lindeberg, Metro Area Engineer
Ramankutty Kannankutty, Metro Area Engineer
Jeff Brunner, Metro Area Engineer
Ryan Coddington, Metro Area Engineer
Diane Langenbach, Metro Area Engineer
Jon Solberg, Metro Area Engineer
Ron Rauchle, Metro Area Engineer
April Crockett, Metro Area Engineer
Jennie Read, Metro Area Engineer
Scott Peterson, Metro Preliminary Design Engineer
Brian Isaacson, Metro Program Manager
Paul Czech, Metro Planning
Marv Lunceford, Metro Planning
Cindy Krumsieg, Metro Planning
Jim Kranig, Metro RTMC
Lars Impola, Metro Traffic
E. Buck Craig, Metro Permits
Beth Neuendorf, Metro Water Resources
Chris Kufner, Metro Materials
Metro State Aid Staff