2004 Call-for-Projects Process  What is the Call-for-Projects Process: This is the method established by the North Carolina Department of Transportation whereby North Carolina citizens and communities compete for funds in twelve established categories. This process is initiated every other year on even numbered years or as specified by the Secretary of Transportation. Funds are awarded to sponsors throughout the state who are responsible for project implementation, completion, and maintenance. Funding occurs based on the cost reimbursement method. Significant Dates and Activities:   Important Dates Activity March Secretary of Transportation Issues a Notice of a Call-for-Projects April 22 Video Conference June 04 Deadline for application submittal August 10 Enhancement Advisory Councils develop recommendations September 1,2 Board of Transportation considers recommendations October 6,7 Board of Transportation funding awards Available Funds: $10 million is anticipated to be available for the 2004 Call for Projects. Fund Allocation:   Statewide Projects $ 2,000,000 Regional Projects Eastern $2,292,063 Central $3,633,189 Western $2,074,749 Total $8,000,000       Technical Evaluation Criteria: The project must fit within at least one of the transportation enhancement categories. The project must have a clear surface transportation link and be part of a transportation (or a community) planning process. The project must be co-sponsored by an eligible governmental agency who is willing to accept maintenance (all reasonable costs required to keep the facility in proper condition for public use and/or recurring cost to preserve and protect the condition of the completed project) and liability (legal obligation and responsibility for the project upon completion – the NCDOT shall be indemnified from all actions) responsibilities. The project sponsor must be willing to provide at least a 20% cash match, except for Tier 1 and Tier 2 counties where the appraised value of right-of-way can be used in lieu of a cash match. For projects located within an urban area, the Metropolitan Planning Organization (MPO) endorsement letter must be attached. For all projects, a local government resolution must be attached For projects located within a non-urban area, the Rural Planning Organization (RPO) endorsement letter must be attached. Right-of-way (ROW)/property for the project must be in public ownership (fee simple/permanent easement, lease) using federal guidelines and requirements. If ROW/property is not in public ownership, the project will not be considered unless either the sponsor has an executable option on the property for acquisition within one year of this application or the sponsor has the right and is willing to authorize condemnation rights to acquire within one year of this application. For projects that fall under the categories "Acquisition of Scenic Easements and Scenic or Historic Sites", and "Preservation of Abandoned Railway Corridors", which are acquisition, a governmental entity must accept ownership and stewardship responsibilities. Projects that encroach or cross on railroad ROW must have a letter from the railroad stating that the railroad would be willing to grant a right of entry or execute an encroachment agreement. The project application must demonstrate an acceptable project implementation strategy. The project application must demonstrate an acceptable project maintenance strategy. Enhancement Advisory Council (EAC) Evaluation Guidelines: Projects that improve the quality of life, quality of transportation systems, and/or quality of the environment. Projects that are multi-modal and/or demonstrate connectivity. Projects that provide extra matching funds or services. Projects that indicate sustainability and/or long-term worth.   General Conditions of Project Awards:   Project Agreement: A legal agreement between the NCDOT and the sponsor outlining the responsibilities of each party will be necessary prior to funding. Costs incurred prior to execution of the enhancement project agreement and prior to FHWA authorization are not eligible for reimbursement. Federal-Aid Reimbursement: The NCDOT will administer the project as a federal-aid transportation project. Transportation enhancement funding is a cost reimbursement program and not a grant. At least 20 percent of a project’s cost must be paid for by the sponsor to show commitment by the local group or community. The applicant may receive reimbursement for eligible costs as the work is completed. All federal rules and regulations apply. Cost Increases: After funding approval, the sponsor is responsible for any cost increases. Sponsors should carefully control increases and overruns as they may jeopardize completion of the entire project. The Department requires that the sponsor cover all cost increases, extras, and overruns over and beyond the initial funding amount. This includes environmental mitigation or other unexpected costs arising during project implementation. The NCDOT expects that the project will be completed as proposed. Upon identifying any cost increases/overruns the sponsor must relay this information to NCDOT as soon as possible. The sponsor may elect to include an inflation factor in the event the project cannot begin within one year of application submittal. Changes in Project Scope: Sponsors cannot make changes in the design or scope without NCDOT’s written approval. The sponsor must relay any changes in the scope of the project to the NCDOT office administering the project within thirty days of a decision to modify a project. Changes may prohibit the reimbursement of funding. Changes in Project Schedule: If the project schedule changes and the applicant / sponsor cannot commit the funds in the time period allocated, funding may be withdrawn by NCDOT. Within 30 days of identifying project schedule changes, the sponsor must notify the NCDOT office administering the project. Administration: The sponsor is responsible for administering the project, including the administration of all environmental, design and construction contracts per Federal and State requirements. An NCDOT Transportation Program Consultant will guide the sponsor through the requirements. Project Follow-up: Once the project is selected, the sponsor must send the NCDOT Transportation Program Consultant a monthly progress report on the funded project. They must also identify the North Carolina Department of Transportation and the Federal Highway Administration for their participation in the project in any news release or other promotional material for the project.