Information for Local Government Entities

PRESENTED BY:Debbie Hudson, NMDOTDistrict One LGRF and Capital Projects Coordinator

Local Government Road Fund State Funding

75% State Match 25% Local Entity Match

Created to provide funds to Local Governments for projects where Local Entities take the lead in developing and contracting construction and maintenance projects.

Funding used for project development, construction, reconstruction, improvement, maintenance or repair of public highways, streets and public school parking lots, acquisition of right-of-way, and in place material for construction or improvement.

LGRF Funding Types County Arterial Program – CAP

Counties Only – (Funding based on road miles maintained) 18-Month Project Timeframe-Agreement Terminates December 31st.

Cooperative Program – SP Counties, Municipalities, School Districts, Universities and Tribal 18-Month Project Timeframe-Agreement Terminates December 31st.

School Bus Route Program – SB Counties Only 18-Month Project Timeframe-Agreement Terminates December 31st.

Municipal Arterial Program - MAP Municipalities Only 24-Month Project Timeframe-Agreement Terminates June 30th.

Local Government Road Fund Project Tracking

The purpose of this training will be to follow the LGRF Project Tracking Guide to familiarize program participants with the steps and the standardized forms needed to successfully complete your LGRF project.

All of the standardized forms are available electronically.

See your handouts for a sample of the Project Tracking Guide.

Call for LGRF ProjectsCAP, SP, SB or MAP

LGRF Timeline:Call for Projects sent to Entities in January

Local Entities will receive a letter from their NMDOT District Coordinator asking for project proposals for the new LGRF project year.

This letter should include a copy of the Project Tracking Guide, along with samples of the Project Proposal Letterand the Preliminary Cost Estimate.

Project Proposals are due by March 15th– incomplete proposals or late proposals will be returned for resubmittal next year.

Project Proposal Submittal:CAP - SP - SB

Local Entities shall submit a complete project proposal addressed to their NMDOT District Engineer and received in the District Office before the March 15th deadline containing the following:

Letter of intent from governing body or agency head. Must list scope, termini & reference estimated project cost.

Location of proposed project including route designation & termini –include a map showing the location.

Scope of work to be performed. Project estimate, including the amount of State participation requested. Justification for project construction. Certification that proposed work is on a public highway and necessary for

the public good and convenience and to serve the public of the municipality, county and/or school district.

Contact: Refer to the NMDOT District Coordinator Contact List

SAMPLE LETTER OF INTENT(BE SURE THIS IS ON LETTERHEAD)

(Date)NMDOT District (#)______________, P.E., District Engineerc/o ___________, LGRF Coordinator(Mailing address for your District)(City), NM (zip code)

Attention: ____________, LGRF Coordinator

Dear Mr. (use District Engineer’s name):

The (Entity Name) is proposing ( list work to be done ) for it’s 201X/201X Co-op Project. The Scope of the project is < list scope>. The total cost estimate of the project is estimated to be $--,---.00 (See Preliminary Summary of Costs and Quantities attached). The (Entity Name) is requesting 75% state funding of $--,---.00 and will make a 25% cash match of $--,---.00. (Or list applicable in-kind service)

The project area was selected based on < list justifications and necessity for the project here >.

The (Entity Name) further certifies that the proposed work is on a public highway, street and / or (parking lot--School Districts Only) and is necessary for the public good and convenience and to serve the public of the municipality, county and / or school district. If you have any further questions, or require additional documentation, please notify my office.

Sincerely,(Entity Official)

Attachments

PRELIMINARY ESTIMATEOF COSTS AND QUANTITIES

ENTITY:

TERMINI:

SCOPE OF

WORK:

ITEM ITEM DESCRIPTION UNIT ESTIMATED UNIT ESTIMATED

NO. QUANTITY COST COST

0

0

0

0

0

0

0

0

0

Project Proposal Submittal:MAP

Local Entity request package sent to Statewide LGRF Coordinator in Santa Fe by March 15th shall include the following:

Map of project limits (including proposed phasing). Current and 20-year projected traffic volumes. Pavement design criteria (10-year min.). Typical section. Major intersection & traffic signal analysis. Drainage reports. Preliminary cost estimate (include State share & Municipality

share). Local Government resolution of support for the project. Project data sheet summarizing existing & proposed project

information.

Contact: Johanna Kehoe, NMDOT Program Oversight Division – 505-827-1615

LGRF TIMELINE:March 15th

All project proposals are due by March 15th.

Earlier submittals are appreciated due to the time it takes to review each proposal. (Please do not swamp your LGRF Coordinator by waiting until the deadline to send).

Late or incomplete project proposals will be returned to the Local Entity for resubmittal next year.

LGRF Coordinator

Behind the Scenes:

After NMDOT receives your project proposal we await notification of the dollar amounts approved by the legislature for the current LGRF program.

As soon as we receive the dollar amounts the available funding is split among the participants -taking into account the amounts requested and the past award history.

LGRF Tentative OfferCAP, SP, SB Only

LGRF Timeline:Tentative Funding Offer

Early April: Local Entity receives a tentative funding offer letter from

your local NMDOT District Coordinator. (CAP, SP, SB only)

Local Entity forwards written acceptance / rejection of offer made by NMDOT District Coordinator. Acceptance letter must include: Project scope of work. Route designation. (which streets / roads) Termini. (beginning and end of project) Summary of estimated costs and quantities (if different

from original submission).

Sample Letter Accepting Tentative Offer(Put onto Public Entity Letterhead)

(Date)____________, LGRF CoordinatorNMDOT-District (#)(District mailing address)(City), NM (zip code)

RE: Acceptance of funding offered for (FY1X1X) Local Government Road Fund (County Arterial Program, Cooperative Program, or School Bus Route Program)

Dear (LGRF Coordinator’s name):

This letter constitutes acceptance of the funding offer from the Local Government Road Fund (LGRF) FY (1X1X). The funding offer is:

Entity Share State Share Project Total(CAP, SP or SB) $xx,xxx.00 $xx,xxx.00 $xx,xxx.00

The project scope is as follows:(list project scope, route and termini here)

Upon approval of funding by the State Transportation Commission, the (name of Public Entity) (County Commissioners / City Council / School Board) will approve the agreement through a resolution committing the matching funds and establishing the priority of this project for construction. Thank you for your assistance in developing these important public works projects.

Sincerely,_________________________Printed Name and Title of Person Signing)

LGRF Resolutions and AgreementsCAP, SP, SB & MAP Projects

LGRF Timeline:STC Approval & Entity Resolution

May: Local Entity receives notification of State

Transportation Commission’s approval / denial from NMDOT. (CAP, SP, SB & MAP’s)

June: Local Entity forwards a resolution to their

NMDOT District Coordinator. Resolution must include: Adopting the project & verifying its priority

standing. Exact scope of work. Route designation. (which streets/roads) Termini. (beginning point and ending point) Reference the project cost (including State share of

75% and Entity share of 25%). Project Number. (found on STC notification) Control Number. (found on STC notification)

RESOLUTION(ENTITY NAME)

PARTICIPATION IN LOCAL GOVERNMENT ROAD FUND PROGRAM ADMINISTEREDBY NEW MEXICO DEPARTMENT OF TRANSPORTATION

WHEREAS, the (ENTITY NAME) and the New Mexico Department of Transportation enter into a Cooperative Agreement.

WHEREAS, the total cost of the project will be ($XXX.XX) to be funded in proportional share by the parties hereto as follows:

New Mexico Department of Transportation’s share shall be 75% or ($XXX.XX)and

(ENTITY NAME)’s proportional matching share shall be 25% or ($XXX.XX)TOTAL PROJECT COST IS ($XXX.XX)

(ENTITY NAME) shall pay all costs, which exceed the total amount of ($XXX.XX).Now therefore, be it resolved in official session that (ENTITY NAME) determines, resolves, and orders

as follows:That the project for this Cooperative agreement is adopted and has a priority standing.

The agreement terminates on December 31, 20XX and the (ENTITY NAME) incorporates all the agreements, covenants, and understandings between the parties hereto concerning the subject matter

hereof, and all such covenants, agreements and understandings have been merged into the written agreement.

NOW therefore, be it resolved by the (ENTITY NAME) to enter into Cooperative Agreement Project Number (XXXX), Control Number (XXXX) with the New Mexico Department of Transportation for LGRF

Project for year 201X – 201X to (LIST SCOPE, ROUTE, AND TERMINI) within the control of the (ENTITY NAME) in (CITY/COUNTY), New Mexico.

(Appropriate Signatures & Dates below (Council, Commission, School Board, Tribe, Pueblo, Nation, etc.)

RESOLUTION FOR MATCH WAIVER A MATCH WAIVER program exists in which the 25%

match can be waived for: Municipalities (SP or MAP awards) Counties (CAP & SP awards only)

You must demonstrate financial hardship as determined by certification by the Department of Finance and Administration.

Your District Local Government Road Fund Coordinator can provide you with a sample resolution and letter of intent to assist you in applying for the MATCH WAIVER program.

LGRF Timeline:Agreement Signature Process

June - September: Once the District Coordinator receives the resolution, he/she

will draft three original agreements and send to the Entity for signature. (PLEASE SIGN AND RETURN ASAP).

When the District Coordinator receives the agreements signed by the Entity, he/she submits the agreement package to Santa Fe where the agreements are executed by the Cabinet Secretary.

Once executed by the Cabinet Secretary, the funding on your award can be encumbered.

NO ASPECT of the project can begin before a fully executed agreement is in place.

LGRF Timeline:Fully Executed Agreement

August – October: Local Entity receives fully executed agreement from

NMDOT District Coordinator. Your District Coordinator will provide supplemental

information and samples of the standardized forms with the fully executed agreement package to aid you in progressing through the project.

All Agreements Must Be Fully Executed No Later Than October 31st.

LGRF Project Clearances

LGRF Timeline:CLEARANCES

There are 5 clearances which are required for your LGRF project: Environmental Right of Way Utility Railroad ITS (Intelligent Transportation System)

Keep a copy of each clearance in your project file.

Send a copy of each clearance to your NMDOT District Local Government Road Fund Coordinator.

Required Clearances ALL 5 CLEARANCES MUST be obtained on ALL

LGRF projects, even if your project has no impact.

If your project is ONLY design, you must notify the Environmental Bureau at 30% design.

Current NMDOT contact list for clearances is provided by your District Coordinator when you receive your fully executed agreement.

This is your guide to follow on who to contact to obtain your level of effort required and how to obtain the required clearances.

Constructing Your Project At this point in time you can begin

construction of your project. Be sure that you follow State Procurement

Code when advertising and awarding your project.

If you need help with State Procurement, contact the attorney who represents the Public Entity.

You will also want to be sure that your contractor follows all Equal Employment Opportunity requirements.

Questions on EEO requirements can be answered at http://dot.state.nm.us/en/OEOP.html .

The Prequalification Rule applies to the contractors who bid on your project-for more information go to http://dot.state.nm.us/en/PSE.html .

http://dot.state.nm.us/en/OEOP.htmlhttp://dot.state.nm.us/en/PSE.html

LGRF Timeline:Certification # 1 – MAP’s Only

Certification of the Pre-Construction Contract Phase.

Pages 15, 16 & 17 of your MAP agreement.

This Certification is due to your NMDOT District LGRF Coordinator when Local Entity is contractually committed – but NO LATER THAN June 30th of the year after STC approval of your project.

Local Government Road FundDisbursement Requests

DISBURSEMENT OF FUNDS Local Government Road Fund is a “Disbursement”

program, not a “Reimbursement” program. This means that you can request the funds

disbursed to you before the work has been completed.

Ask for your disbursement of funds as soon as the Notice of Award and Notice to Proceed have been issued to all parties.

Request disbursement NO LATER THAN 2nd week of December of project termination year. (CAP, SP, SB)

For MAPS – NO LATER THAN 2nd week of June of project termination year.

Forms needed to Request Disbursement

1. Letter from Public Entity requesting the disbursement.2. Notice of Award / Work Order3. Notice To Proceed4. Estimated Summary of Costs and Quantities

5. Certification of Liability Insurance (be sure it contains the verbiage required in the Cooperative Agreement)

6. Project Timeline

7. NOTE: Forms 1 – 4 above are program-specific to LGRF projects-do not use your own forms.

Letter from Public Entity (Be sure request letter is on Letterhead)

(Date)(District Coordinator’s Name)NMDOTDistrict (#)(Mailing address)(City), NM (zip code)

RE: (Yr) Cooperative Agreement Contract No. (XXXXXX)Vendor No. (XXXXXX)Project No. (XXXXXX)Control No. (XXXXXX)

Dear (District Coordinator’s name):

Attached please find the Notice of Award/Work Order, Notice to Proceed and Estimated Summary of Costs and Quantities on the (Commission Approved scope of work, route and termini), located in Entity. **A map depicting the location and the scope of work are also attached.

(Entity) at this time is requesting ($$$), which is 75% of the total COOP agreement.

Should you require further information, or have any questions, do not hesitate to contact our office.

Sincerely,(Whomever)Attachments

NOTICE OF AWARD/WORK ORDER

Name

TO:

Address

DATE:

FROM:

City

PROJECT NO. CONTRACT NO.

CONTROL NO. VENDOR NO.

SCOPE OF WORK (Including Routes and Termini):

The OWNER has considered the BID submitted by you for the above project in response to the Advertisement for Bids and Information to Bidders. You are hereby notified that your Bid has been accepted. You are required to return an acknowledged copy of this NOTICE OF AWARD/WORK ORDER to the owner. (The following information must be included on all invoicing, PROJECT NO.; CONTRACT NO.; CONTROL NO.; and VENDOR NO.). Starting date (on or before): Completion date (on or before):

By: Date: Name (Print Name)

Signature

Title ACCEPTANCE OF NOTICE (Contractor or Road Superintendent) Receipt of the above NOTICE OF AWARD/WORK ORDER is hereby acknowledged, By: Date: Title: Copy: LGRF Coordinator, NMDOT

NOTICE OF AWARD/WORK ORDER

TO:

DATE:

Name

Address

FROM:

City

PROJECT NO.

CONTRACT NO.

CONTROL NO.

VENDOR NO.

SCOPE OF WORK (Including Routes and Termini):

The OWNER has considered the BID submitted by you for the above project in response to the Advertisement for Bids and Information to Bidders. You are hereby notified that your Bid has been accepted.

You are required to return an acknowledged copy of this NOTICE OF AWARD/WORK ORDER to the owner. (The following information must be included on all invoicing, PROJECT NO.; CONTRACT NO.; CONTROL NO.; and VENDOR NO.).

Starting date (on or before):

Completion date (on or before):

By:

Date:

Name (Print Name)

Signature

Title

ACCEPTANCE OF NOTICE (Contractor or Road Superintendent)

Receipt of the above NOTICE OF AWARD/WORK ORDER is hereby acknowledged,

By:

Date:

Title:

Copy:LGRF Coordinator, NMDOT

NOTICE TO PROCEED

DATE: Name

TO:

Address

FROM:

City

PROJECT NO. CONTRACT NO.

CONTROL NO. VENDOR NO.

COPE OF WORK (Including Routes and Termini):

In accordance with the Cooperative Agreement dated you are hereby notified to commence

work on .

STARTING DATE (on or before):

COMPLETION DATE (on or before): Name (Please Print) Title Signature Date ACCEPTANCE OF NOTICE Receipt of the above NOTICE TO PROCEED is hereby acknowledged, By: Date: Title: Copy: District Technical Support, NMDOT

NOTICE TO PROCEED

TO:

DATE:

Name

Address

FROM:

City

PROJECT NO.

CONTRACT NO.

CONTROL NO.

VENDOR NO.

SCOPE OF WORK (Including Routes and Termini):

In accordance with the Cooperative Agreement dated       you are hereby notified to commence work on      .

STARTING DATE (on or before):      

COMPLETION DATE (on or before):     

Name (Please Print)

Title

Signature

Date

ACCEPTANCE OF NOTICE

Receipt of the above NOTICE TO PROCEED is hereby acknowledged,

By:

Date:

Title:

Copy:District Technical Support, NMDOT

ENTITY: PUBLIC ENTITY NAME - FY 2009/2010 Contract #: D12893 CN: HW2 M100155PROJECT

No.: SB-7753 (925) 10 TERMINI: Elm Street from intersection of 9th Street to intersection of Main Street

SCOPE OF WORK: Design, pavement rehabilitation / improvements, blading and shaping and miscellaneous of County

roads

ITEM ITEM DESCRIPTION UNIT ESTIMATED UNIT ESTIMATEDNO. QUANTITY COST COST

1 Equipment Hrs 80 $407.00 $32,560.002 Labor Hrs 80 $200.00 $16,000.003 1/2 inch Chips Tons 282 $35.00 $9,870.004 CHFRS 2p Oil Tons 38 $650.00 $24,700.005 Cold Mix Tons 100 $108.00 $10,800.006 Striping LF 10560 $0.39 $4,118.407 GRT @ 5.8125% LS 1 $5,699.06 $5,699.06

$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00

Total Project: $103,747.46

(SAMPLE) - ESTIMATED SUMMARYOF COSTS AND QUANTITIES (SAMPLE)

Sheet1

(SAMPLE) - ESTIMATED SUMMARY

OF COSTS AND QUANTITIES (SAMPLE)

ENTITY:PUBLIC ENTITY NAME - FY 2009/2010Contract #:D12893CN:CN:HW2 M100155

PROJECT

No.:SB-7753 (925) 10

TERMINI:Elm Street from intersection of 9th Street to intersection of Main Street

SCOPE OF

WORK:Design, pavement rehabilitation / improvements, blading and shaping and miscellaneous of County

roads

ITEMITEM DESCRIPTIONUNITESTIMATEDUNITESTIMATED

NO.QUANTITYCOSTCOST

1EquipmentHrs80$407.00$32,560.00

2LaborHrs80$200.00$16,000.00

31/2 inch ChipsTons282$35.00$9,870.00

4CHFRS 2p OilTons38$650.00$24,700.00

5Cold MixTons100$108.00$10,800.00

6StripingLF10560$0.39$4,118.40

7GRT @ 5.8125%LS1$5,699.06$5,699.06

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Total Project:$103,747.46

Sheet2

Sheet3

Closing Your LGRF Project

LGRF Timeline:Closing Your Project

Due within 30-days of project completion. All projects must complete no later than the agreement

termination date. December 31st for CAP, SP, SB projects. June 30th for MAP projects.

Required Forms: Project Certification of Design, Construction & Cost (CAP, SP,

SB). Certification #2 (MAP’s Only). As Built Summary of Costs & Quantities. Professional Engineer’s Certification - required on projects

$100,000.00 or more – or for any project that is structural in nature.

Equipment Table - for Local Entities who use their own equipment.

PROJECT CERTIFICATION OF DESIGN, CONSTRUCTION, AND COST TO: New Mexico Department of Transportation District One LGRF Coordinator Cooperative Agreement No. __________________ Control No. ____________________ Joint Powers Agreement No. __________________ Control No. ____________________ Entity: _______________________________________________________________________ Scope of Work (Including Routes and Termini): ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ I, the undersigned, in my capacity as __________________ of __________________________ state that: 1. The design is in compliance with all state laws, rules, regulations, and local ordinances and was performed

in accordance with the provisions set forth in this agreement and in the Local Government Road Fund Project Handbook (Current Edition);

2. Construction of the project was performed in accordance with standards and specifications set forth in:

__________________________________________________________________________ And completed on _____________________, 20_____; and

3. That the total project cost of __________________________, with New Mexico Department of

Transportation 75% share of _____________________ and the Public Entity share of _________________________ (as submitted in attached “As Built Summary of Costs and Quantities”) is accurate, legitimate, and appropriate for the project.

_________________________ ___________________________ Name Date _________________________ Print Name _________________________ Title

PROJECT CERTIFICATION OF

DESIGN, CONSTRUCTION, AND COST

TO:

New Mexico Department of Transportation

District One LGRF Coordinator

Cooperative Agreement No.__________________Control No.____________________

Joint Powers Agreement No.__________________Control No.____________________

Entity:_______________________________________________________________________

Scope of Work (Including Routes and Termini): ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I, the undersigned, in my capacity as__________________ of__________________________ state that:

1.The design is in compliance with all state laws, rules, regulations, and local ordinances and was performed in accordance with the provisions set forth in this agreement and in the Local Government Road Fund Project Handbook (Current Edition);

2.Construction of the project was performed in accordance with standards and specifications set forth in:

__________________________________________________________________________

And completed on _____________________, 20_____; and

3. That the total project cost of __________________________, with New Mexico Department of Transportation 75% share of _____________________ and the Public Entity share of _________________________ (as submitted in attached “As Built Summary of Costs and Quantities”) is accurate, legitimate, and appropriate for the project.

_________________________

___________________________

Name

Date

_________________________

Print Name

_________________________

Title

LGRF AgreementPage 9 of 9

Contract ENTITY: PUBLIC ENTITY NAME - FY 2009/2010 No.: D12893 CN: HW2 M100155

PROJECTNo.: SB-7753 (925) 10

TERMINI: Elm Street from intersection of 9th Street to intersection of Main Street

SCOPE OF WORK: Design, pavement rehabilitation / improvements, blading and shaping and miscellaneous of County

roads

ITEM ITEM DESCRIPTION UNIT ESTIMATED FINAL UNIT FINALNO. QUANTITY QUANTITY COST COST

1 Equipment Hrs 80 60 407.00$ 24,420.00$ 2 Labor Hrs 80 63.45 200.00$ 12,690.00$ 3 1/2 inch Chips Tons 282 444.2 14.00$ 6,218.80$ 4 CHFRS 2p Oil Tons 38 48.43 595.00$ 28,815.85$ 5 Cold Mix Tons 100 15.39 101.90$ 1,568.24$ 6 Striping LF 10560 10560 0.39$ 4,118.40$ 7 PASS-CR Tons 0 13.62 790.00$ 10,759.80$ 8 Distributor (On PASS-CR & CHFRS 2p Oil) LS 0 1 1,640.00$ 1,640.00$ 9 Spread Charges (On PASS-CR & CHFRS 2p Oil) Hrs 0 99.05 35.00$ 3,466.75$

10 Basecourse Tons 0 91.91 10.00$ 919.10$ 11 Plastic Seal Gals 0 300 2.1667$ 650.01$ 12 GRT on Plastic Seal @ 5.938% LS 0 1 38.60$ 38.60$ 13 Fast Fog Seal Tons 0 18.44 500.00$ 9,220.00$ 14 Spread Charges / Ton (On Fast Fog Seal) Tons 0 18.44 35.00$ 645.40$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total Project: 105,170.95$

(SAMPLE) - AS BUILT SUMMARY OF COSTS AND QUANTITIES (SAMPLE)

Sheet1

(SAMPLE) - AS BUILT SUMMARY

OF COSTS AND QUANTITIES (SAMPLE)

Contract

ENTITY:PUBLIC ENTITY NAME - FY 2009/2010No.:D12893CN:HW2 M100155

PROJECT

No.:SB-7753 (925) 10

TERMINI:Elm Street from intersection of 9th Street to intersection of Main Street

SCOPE OF

WORK:Design, pavement rehabilitation / improvements, blading and shaping and miscellaneous of County

roads

ITEMITEM DESCRIPTIONUNITESTIMATEDFINALUNITFINAL

NO.QUANTITYQUANTITYCOSTCOST

1EquipmentHrs8060$ 407.00$ 24,420.00

2LaborHrs8063.45$ 200.00$ 12,690.00

31/2 inch ChipsTons282444.2$ 14.00$ 6,218.80

4CHFRS 2p OilTons3848.43$ 595.00$ 28,815.85

5Cold MixTons10015.39$ 101.90$ 1,568.24

6StripingLF1056010560$ 0.39$ 4,118.40

7PASS-CRTons013.62$ 790.00$ 10,759.80

8Distributor (On PASS-CR & CHFRS 2p Oil)LS01$ 1,640.00$ 1,640.00

9Spread Charges (On PASS-CR & CHFRS 2p Oil)Hrs099.05$ 35.00$ 3,466.75

10BasecourseTons091.91$ 10.00$ 919.10

11Plastic SealGals0300$ 2.1667$ 650.01

12GRT on Plastic Seal @ 5.938%LS01$ 38.60$ 38.60

13Fast Fog SealTons018.44$ 500.00$ 9,220.00

14Spread Charges / Ton (On Fast Fog Seal)Tons018.44$ 35.00$ 645.40

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

$ - 0

Total Project:$ 105,170.95

Sheet2

Sheet3

REGISTERED PROFESSIONAL ENGINEER’S CERTIFICATION or

REGISTERED PROFESSIONAL ARCHITECT’S CERTIFICATION

DATE:

Project No.:

Control No.: The Contractor has satisfactorily completed the work in accordance with the terms and conditions of the contract.

Name:

Signature:

Title:

Registered Professional Engineer’s No. #

(Affix Registered Professional Engineer’s Seal over Name and Number)

REGISTERED PROFESSIONAL ENGINEER’S CERTIFICATION

or

REGISTERED PROFESSIONAL ARCHITECT’S CERTIFICATION

DATE:

Project No.:

Control No.:

The Contractor has satisfactorily completed the work in accordance with the terms and conditions of the contract.

Name:

Signature:

Title:

Registered Professional Engineer’s No. #

(Affix Registered Professional Engineer’s

Seal over Name and Number)

More on Closing Your Project If the Public Entity has used it’s own equipment in

the construction of the project, an “Equipment Table” also has to be submitted at project close.

The Equipment Table form and a current copy of the Equipment Class Table is available upon request from the Local Government Road Fund Coordinator.

LGRF Timeline:Project Close Final Inspection

Required for all MAP projects.

Contact: Your District NMDOT LGRF Coordinator Refer to the NMDOT LGRF Coordinator Contact List in

your Handouts for this Information

How MAP Funding Differs From the Other LGRF Funding Types

MAP Project Tracking GuideFY 16 - LOCAL GOVERNMENT ROAD FUND PROGRAM MAP

PROJECT TRACKING

Bolded & Italicized information illustrates estimated time frame.

Received request for project proposals from the Department of Transportation (NMDOT). (January)

Submitted 2 copies of complete project proposal - must be before March 15th. Proposal must include the following items to be considered for funding:

A map of the project limits (including proposed phasing); Current and 20 year projected traffic volumes (ADT, DHV and

percent heavy traffic);

Pavement design criteria (10 year Minimum); Typical section; Major intersection and traffic signal analysis (including warrants); Drainage reports; A preliminary cost estimate (including department share and

municipality share);

Local Government resolution of support for the project; and A Project Data Sheet summarizing existing and Proposed Project

information.

Received notification of Commission’s approval / denial from NMDOT. (May)

Received three original agreements from NMDOT to sign. (June / August) Returned three original signed agreements AND RESOLUTION to NMDOT.

(July – September) *** Remember – no aspect of the project can begin before a fully executed agreement is in place. See next step.

Received fully executed agreement from NMDOT on _______________. (August - October) (Agreement MUST be fully executed by October 31 st)

Municipal Arterial Program“MAP”

(available to municipalities only)1. The January “Call for Projects” comes from Statewide

LGRF Coordinator in Santa Fe.2. Your complete project proposal requires more

information, multiple copies and is submitted directly to Statewide LGRF Coordinator in Santa Fe.

3. If your project is awarded, you will begin working with the NMDOT District Local Government Road Fund Coordinator during the Agreement signature process.

4. Certification of the Pre-Construction Contract Phase (Certification No. 1) is due to be submitted to District LGRF Coordinator no later than June 30th of the year following the award of your project.

5. MAP Projects have a 2-year term (different than the 18-months as with the other types of LGRF projects).

Municipal Arterial Program“MAP”

(available to municipalities only)

6. Disbursement requests must be submitted no later than the 2nd week of June of the Agreement termination year.

7. At Project Close, the LGRF Coordinator must attend the Final Inspection.

8. The Project Close Certification Form is called “Certification of the Construction Phase (Certification No. 2).

9. Please refer to the “Local Government Road Fund Program MAP Project Tracking Guide” for a step by step outline of how to proceed through your MAP project

Presented by:Debbie Hudson, NMDOT

District 1 Capital Projects Coordinator

Capital Outlay in a Nutshell New Mexico Legislature

awards projects funded with Severance Tax and General Funds – depending upon budget availability

NMDOT Program Oversight Division (POD) Notifies Public Entity to complete Severance Tax Bond

Certification Questionnaires on DFA’s web-based system

Public Entity (municipality, county, etc.) completes Severance Tax Bond Certification

Questionnaire on-line

Capital Outlay in a Nutshell Severance Tax Bond Sale

occurs in June and in December Appropriation Bills require Public Entities to comply

with the following Severance Tax Provisions enter into a third party contract to expend at least five percent (5%)

of the bond proceeds within six months after the bond is sold spend at least eighty-five percent (85%) of the bond proceeds

within three years after the bond is sold NMDOT Program Oversight Division (POD)

Issues Capital Outlay Grant Agreements to Public Entity for signature

General Fund – agreements issued for all projects Severance Tax – agreement issued for projects included in the last

Bond Sale

Capital Outlay in a Nutshell

Public Entity (municipality, county, etc.) Returns signed agreements AND RESOLUTION to

NMDOT District Capital Projects Coordinator NMDOT District Capital Projects Coordinator

Submits signed agreements to NMDOT Program Oversight Division in Santa Fe to be fully executed

NMDOT Program Oversight Division (POD) Sends fully executed agreement to Public Entity along

with a letter explaining the Third Party Agreement / Notice of Obligation steps

Capital Outlay in a Nutshell Public Entity (municipality, county, etc.)

advertises project in accordance with State Procurement Code

provides Third Party Agreement between Contractor and Public Entity (BEFORE IT IS FULLY EXECUTED)to their District Capital Projects Coordinator

NMDOT District Capital Projects Coordinator reviews the Third Party Agreement issues a Notice of Obligation in the amount of the Third

Party Agreement only (cannot issue Notice of Obligation for more than the full amount of the Capital Outlay Award)

a copy of the Notice of Obligation goes to the Public Entity and another to Program Oversight Division

Capital Outlay in a Nutshell

NMDOT Program Oversight Division (POD) encumbers the funding amount listed on the Notice of Obligation prepares a Purchase Order (PO) in the amount encumbered and

sends a copy to District Capital Projects Coordinator and to District Construction Audit

Public Entity (municipality, county, etc.) upon receipt of Notice of Obligation – completes the execution of

the Third Party Agreement and can now proceed with the construction and / or design of the project

Capital Outlay in a Nutshell Public Entity (municipality, county, etc.)

utilizes Exhibit 2 of their Capital Outlay Agreement to request monthly reimbursements from their NMDOT District Construction Audit Department Contact your District Coordinator for information on who to send

the monthly reimbursement request to within your NMDOT District Office

reports the project status by the 30th of every month into the Capital Project Monitoring System (CPMS) – failure to do this could result in the reversion of your funding go to http://cpms.dfa.state.nm.us to access the Department of

Finance Administration website to view and update your Capital Outlay Appropriations.

For questions on CPMS please contact Sarah Anderson-Gomez at sarah.andersongomez@state.nm.us.

http://cpms.dfa.state.nm.us/mailto:sarah.andersongomez@state.nm.us

Capital Outlay in a Nutshell ARTICLE III. NOTICE PROVISIONS AND GRANTEE AND

DEPARTMENT DESIGNATED REPRESENTATIVES (page 4 of 21) Local Government Agencies must designate a contact person on the

agreement ARTICLE X. PROJECT CONDITIONS AND RESTRICTIONS;

REPRESENTATIONS AND WARRANTIES (page 9 of 21 on agreement) funds must be spent in accordance with all applicable state laws,

regulations, policies, and guidelines, including, but not limited to, the Procurement Code (or local procurement ordinance, where applicable)

Local Government Agencies shall insure compliance with the New Mexico Public Works Minimum Works Act, Section 13-4-10 through 13-4-17 NMSA 1978

ARTICLE XI. STRICT ACCOUNTABILITY OF RECEIPTS AND DISBURSEMENTS; PROJECT RECORDS (page 11 of 21 – on agreement) B. For a period of six (6) years following the Project’s completion, the

Grantee shall maintain all project related records

Capital Outlay in a Nutshell ARTICLE XII. IMPROPERLY REIMBURSED FUNDS (page 11 of 21)

If the Department determines that part or all of the Appropriation Amount was improperly reimbursed based upon fraud, mismanagement, misrepresentation, misuse, violation of law, or violation of this Agreement, the Grantee shall return such funds

ARTICLE XV. REQUIRED NON-APPROPRIATIONS CLAUSE IN CONTRACTS FUNDED IN WHOLE OR PART BY FUNDS MADE AVAILABLE UNDER THIS AGREEMENT (Page 12 of 21) Local Government Agency (Grantee) shall include a “non-appropriations”

clause in all contracts between it and other parties ARTICLE XVI. REQUIRED TERMINATION CLAUSE IN

CONTRACTS FUNDED IN WHOLE OR PART BY FUNDS MADE AVAILABLE UNDER THIS AGREEMENT (page 12 of 21) Local Government Agency (Grantee) shall include termination clause in all

contracts

Capital Outlay in a Nutshell ARTICLE VIII. REPORTS (page 7 of 21 on agreement)

A. Paper Periodic Report and C. Paperless Reporting To report status in CPMS you do not need to submit the Paper

Periodic Report-this is done electronically on the DFA website

B. Paper Final Report Public Entities are required to submit the Paper Final

Report to their NMDOT District Capital Projects Coordinator

The Paper Final Report needs to be submitted at the close of your Capital Outlay Project Found as Exhibit 1 on page 16 of your Capital Outlay Agreement

Any Questions on Local Government Road Fund or on Capital Outlay

Contact Info: Debbie Hudson NMDOT D1 LGRF & Capital Outlay Coordinator

debraA.hudson@state.nm.us 575-544-6536

mailto:debraA.hudson@state.nm.us

Local Government Road Fund Project Tracking OverviewLocal Government Road FundLGRF Funding TypesLocal Government Road Fund Project TrackingCall for LGRF Projects�CAP, SP, SB or MAPLGRF Timeline:�Call for Projects sent to Entities in JanuaryProject Proposal Submittal:�CAP - SP - SBSAMPLE LETTER OF INTENTSlide Number 9Project Proposal Submittal:�MAPLGRF TIMELINE:�March 15thBehind the Scenes:LGRF Tentative Offer�CAP, SP, SB OnlyLGRF Timeline:�Tentative Funding OfferSlide Number 15LGRF Resolutions and Agreements�CAP, SP, SB & MAP ProjectsLGRF Timeline:�STC Approval & Entity ResolutionSlide Number 18RESOLUTION FOR MATCH WAIVERLGRF Timeline:�Agreement Signature ProcessLGRF Timeline:�Fully Executed AgreementLGRF Project ClearancesLGRF Timeline:� CLEARANCESRequired ClearancesConstructing Your ProjectLGRF Timeline:�Certification # 1 – MAP’s OnlyLocal Government Road Fund�Disbursement RequestsDISBURSEMENT OF FUNDSForms needed to Request DisbursementLetter from Public Entity Slide Number 31Slide Number 32Slide Number 33Closing Your LGRF ProjectLGRF Timeline:�Closing Your ProjectSlide Number 36Slide Number 37Slide Number 38More on Closing Your ProjectLGRF Timeline:�Project Close Final InspectionHow MAP Funding Differs From the Other LGRF Funding TypesMAP Project Tracking GuideMunicipal Arterial Program�“MAP”�(available to municipalities only)Municipal Arterial Program�“MAP”�(available to municipalities only)Brief Overview of Procedures for Capital Outlay AwardsCapital Outlay in a Nutshell Capital Outlay in a Nutshell Capital Outlay in a Nutshell Capital Outlay in a Nutshell Capital Outlay in a Nutshell Capital Outlay in a Nutshell Capital Outlay in a NutshellCapital Outlay in a NutshellCapital Outlay in a NutshellAny Questions on Local Government Road Fund or on Capital Outlay