1. Local Road and Bridge Matching Grant Fund
Kathy Eaton-McKalip
Local Programs Director
Indiana Department of Transportation

2. Community Crossings Matching Grants
Community Crossings Matching Grant Program provides funding to cities, towns, and counties across Indiana to make improvements to local roads and bridges
Funding for these grants come from gas taxes and vehicle registration fees
Partnership between INDOT and Hoosier Communities
Since 2016, INDOT has awarded $300 million in state funds to support local road and bridges.
$1.0 million dollar cap per calendar year

3. Population-based match
25% local/75% state match for counties with population less than 50,000 and cities and towns with population less than 10,000
50/50 match for counties with population of 50,000 or more and cities or towns with 10,000 or more
INDOT uses Auditor of State population chart
Local match is not capped, can be higher

4. Surtax/wheel Tax changes
Fiscal body adopts an ordinance to impose, rescind or change the rate or amount of a surtax
Send copies of ordinance to Kathy Eaton-McKalip at
INDOT responds with letter approving asset management plan
Submit ordinance and INDOT letter to Bureau of Motor Vehicles and Indiana Department of Revenue by Sept. 1 to be effective Jan. 1 the following year

5. Rule of “50”
50 percent of Community Crossings funds are for projects in counties with less than 50,000 in population
Cities, towns and counties must use at least 50 percent of Motor Vehicle Highway funds provided by State Auditor for construction, reconstruction, and maintenance of roads and bridges
Unused Community Crossings funds do not revert to the state general fund

6. Local match funding sources
Any funds authorized for use on a local road or bridge project

7. Match Examples Under 50,000/10,000 25% match
Total Project Cost $500,000
25% = $125, % = $375,000
Total Project Cost $1,400,000
Cap $1,000,000 – Local $400,000
Over 50,000/10, % match
Total Project Cost $750,000
50% = $375, % = $375,000
Total Project Cost $2,400,000
Cap $1,000,000 Local $1,400,000

8. Transportation Asset Mgmt. Plans
Local government must have approved pavement plan to submit road projects and bridge plan to submit bridge projects
Includes planning for drainage systems and rights of way that affect transportation assets
Local Technical Assistance Program (LTAP) at Purdue University assists locals in developing road and bridge asset management plans. Visit or call toll free
LTAP approves asset management plans
Project(s) in application must be part of approved asset management plan(s)
Asset plans are living documents and should be updated as improvements are made
Transportation asset management plans must be completely updated every two years

9. Eligible Projects
Road resurfacing and preservation (concrete overlay, rejuvenation, Ultra-thin bonded wearing surface, mill & overlay)
Bridge rehabilitation/maintenance or replacement,
Road reconstruction
Material cost for chip sealing and crack filing
Small structure and pipe replacements
Preservation type projects
Sidewalk work is eligible with minimum 1 ½ “ mill and overlay

10. Not eligible Preliminary engineering Land purchasing
Utility relocation
Construction inspection
Labor or equipment costs for governments that perform their own force account work
Railroad crossing upgrades
Water and sanitary sewer line replacements
Standalone sidewalk projects
Trails
Bike paths
Enhancement-type work, including:
Street lights
Street informational signs
Decorative pavers
Trees and plants
Trash receptacles
Gateway aesthetics

11. Multiple projects or communities
Submit as many applications as you’d like.
Governments can apply jointly for a project that crosses multiple jurisdictions
$1 million cap per local government per calendar year still applies
Bundled projects must be of same work type or treatment
INDOT scores each application separately
Rank/prioritize separate applications
Applications must provide:
A thorough description of project’s from and to points
Applications with vague locations/descriptions/incomplete applications will not be awarded funding

12. Changes to 2018 program
The August call for projects will be the last call where INDOT will accept projects that have already been procured, completed or under construction. There will be “NO” more retroactive projects allowed after the August call.
ADA sidewalk and ramp work can only be done with a minimum of a mill and overlay. (Milling and overlaying is a process of grinding asphalt with a milling machine, removing the debris, and installing new asphalt. The overlay must be a minimum of 1 ½ inches
2 calls for projects each calendar year as we move forward
January and July - 1 award per calendar year

13. Changes to 2018 Program Electronic Application
Must get registered in ITAP (Indiana Technical Assistance Program) to access application
Contact District LPA Program Director for instructions
Frequently Asked Questions paper on website.

14. August Call for Projects
Call opens August 6, 2018 at 8:00 AM (EDT)
Closes September 28, 2018 at 5:00 PM (EDT)
Awards announced late October/Early November
If awarded funding - projects should be bid this winter
INDOT/LPA Contract must be in INDOT’s hands by March 1, 2019
Date on contract cannot be over 30 days old
INDOT must receive accepted contractor bids/vendor bids
and other proper documents by April 15, 2019
IF THESE DATES ARE NOT MET, ALL FUNDS ARE FORFEITED
NO EXCEPTION!

15. Other Important Dates
2016 projects must be completed, closed out with INDOT before you can receive any future funding by August 15, 2018
Construction on last year’s (2017) grants should be completed and closed out with INDOT by December 31, to be eligible for the January 2019 call
Only submit projects that will be under contract before April 15, 2019

16. INDOT > Doing Business with INDOT > Local Public Agency Programs
Program web page
Frequently Asked Questions
Program information
Instructions
INDOT > Doing Business with INDOT > Local Public Agency Programs

17. and text updates
Recommend each local government have more than one staff member sign up
Visit
Submit your address or wireless number
Select your regional district or statewide under LPA & Grants Administration and click submit

18. Look up Indiana Code at General Assembly website, http://iga.in.gov
Federal and state laws
Federal laws that apply
Permitting – DNR, IDEM, Corp of Army Engineers, etc.
Americans with Disabilities Act
Historic preservation
State laws that apply
I.C – Public works projects
I.C – Qualifications of bidders for contracts
I.C – Contractor requirements for public works projects
Look up Indiana Code at General Assembly website,

19. Indiana Code
PUBLIC WORKS – construction, reconstruction, alteration, or renovation of a public building, airport facility or other structure that is paid for out of a public fund or special assessment The term includes the construction, reconstruction, alteration or repair of a highway, street, bridge, sewer, drain or other improvement paid out of public funds or special assessment. Also includes any public work leased with an option to purchase

20. Qualification of bidders of contracts
A Public Works projects awarded after December 31, 2016, by a local unit. A contractor in any contractor tier is not required to be qualified under this chapter before doing any work on a public works project awarded by a local unit whenever:
(1) the total amount of the contract awarded to the contractor
for work on the public works project is less than three hundred
thousand dollars ($300,000); and
(2) the local unit complies with IC in awarding the
contract for the public works project.
(3) Projects over $300,000 must have a pre-qualified INDOT contractor

21. Categories of Projects
Categories of Projects (based on estimated cost)
Project cost < $50,000
Project cost at least $50,000 / not more than $150,000
Project cost > $150,000

22. Public Works Projects < $50,000
INDIANA CODE :
Shall invite quotes by mail from at least 3 persons known to deal in the type of work proposed to be done at least 7 days before the time fixed for receiving the quotes.
Quotes may be taken by fax or by phone if the project is less than $25,000 – the 7 day waiting period would not apply
Quotes shall be opened publicly
Award to lowest responsible and responsive quoter
Board may reject all quotes

23. Public Works Projects < $50,000
SPECIAL RULES FOR ROAD, STREET OR BRIDGE PROJECTS For resurfacing of a road, street or bridge (1) the weight or volume of the materials in the projects is capable of accurate measurement and verification; and (2) the specifications define the geographic points at which the project begins and ends For the purpose of , if contiguous sections of road, street or bridge are to be resurfaced in a calendar year, all of the work shall be considered to comprise a single public work project.

24. Public Works Projects > $50,000 but < $150,000
Indiana Code
Almost identical to existing
Invite quotes by mail from at lease 3 vendors 7 days prior
Receiving of quotes open to public and read aloud
Awarded to lowest responsible & responsive quoter
Board can reject all quotes

25. Public Works Projects > $150,000
INDIANA CODE
Plans and specifications required
Resurfacing roads, streets and bridges
Specs must show how weight & volume of materials will be accurately measured & verified
Advertise twice, at least one week apart, with the second advertisement at least 7 days before the bid opening
Financial statement, statement of experience, proposed plan for performing the work and equipment available are required
General Form 96 (Contractor’s Bid for Public Work ) must be used
Political Subdivisions / Counties/ Electronic Forms

26. Public Works Projects > $150,000
Board shall award the contract to the lowest responsible and responsive bidder
May reject all bids
If awarded to someone other than the low bidder, the board minutes MUST state the factors used to determine which bidder was the most responsible and responsive
Non-collusion affidavit
A county may award sand, gravel, asphalt paving materials, or crushed stone contracts to more than 1 responsible and responsive bidder IF:
The specifications allow for bids to be based upon the service to specific geographic
areas and The contracts are awarded by geographic area

27. Projects < $250,000 Using Own Workforce
INDIANA CODE
Board ma perform the public work without awarding a contract
Must have staff capable of doing the work
Cost includes the actual cost of labor, materials, equipment, and rental, use of trucks and heavy equipment owned and all other expenses.
Projects over $100,000 – Board must hold a public meeting on the project
Must be inspected and accepted as would a contract

28. Award of Contract – Notice to Proceed
Must be done within 60 days after bid opening
90 days if financed by a general obligation bond or
150 days if financed by a revenue bond

29. Bond or Certified Check
Indiana Code
Required from each bidder on all projects estimated to be more than
$200,000
Can be required on smaller projects
Amount may not be set at more than 10 % of the contract price

30. Payment Bond INDIANA CODE 36-1-12-13.1 $200,000
Required from each bidder on all projects estimated to be more than’
$200,000
Can be required on smaller projects
Must be equal to the contract price

31. Open Price Provision INDIANA CODE 36-1-12-8
Road, street or bridge work projects may be awarded subject to the open price provisions under IC
May provide that prices for construction materials are subject to price of material adjustment
Method of price adjustments must be specified in the contract
Does not authorize the expenditure of money above the total amount appropriated for contract

32. Change Orders INDIANA CODE 36-1-12-18
May be issued to add, delete, or change an item in the original contract
Becomes an addendum to the contract
Requires approval by board and contractor
Must be prepared by licensed architect or engineer, if one is assigned to the project
Total of all change orders cannot exceed 20% of the original contract amount
Change orders issued as a result of circumstances that could not have been foreseen do not increase the scope of the project

33. Performance Bond INDIANA CODE 36-1-12-14
Required on all projects $200,000 or more
Must be equal to the contract price
Can be waived for projects less than $250,000 but the contractor must then provide an irrevocable letter of credit for the amount of the contract
Actions against a surety on the bond must be taken within 1 year after final settlement with the contractor

34. FINAL PAYMENT Indiana Code 36-1-12-12
Withhold until contractor has paid subcontractors, material suppliers, laborers and those furnishing services
Claim forms must be signed by an individual from the political subdivision who is directly responsible for the project and can verify:
The quantity of a purchased item or
The weight or volume of materials applied for the road, street or bridge project.

35. Payment of Claims Indiana Code 36-1-12-17
Contract for road or street work must contain provision for timely payment
of claims
Each contract must provide for final payment with 120 days after final
acceptance and completion of contract
Final payment may not be made on amount in dispute, but may be made
on amounts not in dispute
Each day after 120 days the contractor paid interest for late payment (12%
annual rate on unpaid balance)

36. EMERGENCIES INDIANA CODE 36-1-12-9
Declaration of emergency of Board required
Once declared, a board may contract for a public work project without advertising for bids if bids or quotes are invited from as least 2 persons known to deal in the public work
Documentation in minutes is required

37. Private Road Work (Specific to counties)
INDIANA CODE
Petition by resident taxpayer of county executive to use county highway equipment and employees for ditching, grading or hauling gravel on taxpayers premises
May be done if equipment being used in vicinity and not needed
County executive shall fix the charges for the work which may not be less than actual cost