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Home My WebLink AboutMMI - February 2005 Tech SheetMontana Public Facility Grants IT'S TIME TO START PLANNING FOR THE NEXT GRANT CYCLE! Depending on when the grant process begins, three to five years can pass from the time a project is identified to when it is constructed and operational. Having experience with the grant process, and knowing how its elements affect a successful project, ara important J Last minute to the timely completion of your public works objective. In nearly all cases, a successful submittals tend grant-funded project is one in which a community begins its development early to allowI not to be funded adequate time to complete the planning, engineering and community involvement necessary to produce a quality application. Last minute submittals tend not to be competitive and rank Iow on the funding list. Time-Critical Funding Programs Demand Project Scheduling Decisions. Three important grant and loan funding programs for community facilities carry set application and approval cycles that affect project schedules. These programs are: · Community Development Block Grant (CDBG) ' Treasure State Endowment Program (TSEP) Grant and Loan l Key grant prog?.ms] · Department of Natural Resources and Conservation (DNRC), are time-sensitive Renewable Resource Grant & Loan (RRGL) Application for each of these funding programs is due in May. Funding from each of these programs may be sought independently, combined for a single project, and/or combined with other funding programs that are not time-dependent in their application. Combining funding programs maximizes use of local $ Additional funding sources commonly used in conjunction with the above programs include: Rural Utility Service/Rural Development Funds; Montana DEQ State Revolving Funds for Sewer and Water; EPA State and Tribal Assistance Grants (STAG); and Montana INTERCAP bridge funding. Each of these programs has a special role to play in overall project funding, but do not place a specific time constraint on the process. Knowledge of how these programs can combine to make the best use of available funds will maximize the use of local dollars. TOTAL PROJECT SCHEDULE IS INFLUENCED BY MANY FACTORS The total project delivery effort, from initial conception to final construction, consists of three separate activities each having an impact on the completion schedule and overall project success. Under a time-critical grant program, these activities impact the project delivery time as shown on the attached schedule. O Early Programming is Essential to a Quality Grant Application and Funding Success, Up-front efforts allow adequate time for selecting an engineer, preparing a preliminary engineering report, developing a capital improvement plan, and writing a grant. Early Adequate and I planning also strengthens the facility needs assessment and allows for an effective early planning public participation and education process -- essential elements of any successful grant improves success application. Shortcutfing these important efforts reduces their effectiveness and diminishes the quality and ranking of the grant application. The community controls this element of the project through its decision to start early and commit to a quality effort. Water and sewer PER planning [ grants are eva,,able Recognizing the importance of this step, the 2005 Legislative Session approved planning funds to be administered by the TSEP and DNRC programs. These new funds are available anytime to assist communities in preparing engineering studies for the next cycle of public works grants, but are given on a first-come-first-served basis, so apply earlyl Helena Billings Bozeman Missoula Great Falls Kalispell Tempe 406-442-3050 406-656-6000 406-587-0721 406-5424880 406-454-1513 406-752-2216 480-517-5800 Grant Review and Approval Cycle Is Time-Dependent. ~ TSEP afld DNRC grant programs link project timelines to Montana's biennial legislative cycle. Under a new CDBG requirement, the total project funds must be committed within six months of the award of CDBG funds, This establishes a cn.'ti~l timeline under which grant applications for these funds must be prepared ano suomitted. It can take up to two years to go through the grant review and approval process to get project funds committed with which to begin design and construction. Ail project funds must be committed within six months after CDBG award In 2003, CDBG modified its funding cycle and accepted applications in January and May. The January 2003 applications were funded using the fiscal year 2002/2003 Federal appropriation, and money became available during Fall 2003. The May 2003 applications were funded by the 2003~2004 Federal appropriation, with money becom ng available in Spring 2004. By making this change, communities can now submit all CDBG, TSEP and DNRC grant applications in the same year, since all money will be available in the Spring or early Summer of the following year. O Design and Construction Complete the Project Schedule. Combining grants affects award times Final design J must match project funded This final element, and most important to leng-ten'n project success, is usually completed after the funding is in place. The project designed must be consistent with the project approved for funding. Minor modifications can be made but, in the end, the funding agencies must confirm that the final design represents the solution proposed and funded. It is, therefore, important that the preliminary engineering analysis completed in the application phase be thorough and identity the most appropriate solution. In the final analysis, overall project success is determined by the quality of the project delivered to the using public and its performance through the life-cycle of operation. This is largely determined by the quality of the design and the quality of construction. FUNDING TOOLS HELP REDUCE LOCAL COSTS The many state and federal agencies that assist local governments in obtaining public works facilities have, over the past decade, put in place a system of funding programs to meet a wide range of community needs. These programs are designed to respond IMPROVING YOUR CHANCES: · Begin planning eady, especially on complex or large-dollar projects · Understand grant to many special situations and provide communities with needed funding to make public requirements works facilities affordable. Taking maximum advantage of the funding opportunities · Prepare quality requires a thorough understanding of the programs and a preliminary engineering Start early, concerted effort between community leaders, the public o reports plan pruden..tly, contracted professionals, regulatory authorities and responsible funding agencies. Your project and your citizens deserve Submit clear and concise and commit to the forethought, planning, expertise, and experience to deliver I. grant applications success the best public works facility at the most affordable cost. Start ear y, plan prudently, and commit to success. Include a Capital Improvements Program with the application For additional Information, contact your local Mor~son-Matarta office or any of the following engineers: Nancy Cermler, P,E., Helena, MT;, (406) 442-3050; nc, ormler~m-m.net Deb] Mellng, P.E., Billings, M'~, (406) 856-6000; dmeling~m-m.net Bill Buxton, P.E., Kallspell, MT;, (406) 752-2216; bbuxtan~m-rn,net Jason Mere, er, P,E., Helena, MT;, (406)442-3050; Jrnercen~m-m.net · Involve the public to obtain acceptance throu{~h community participation and informed deciaiona · Retain knowledgeable, exparlencad professional assistance Publication of Monlson-Ma!erle, Inc. Conaultlng Engineers P.O. Box 6147, Helena MT 59804 408-442-3050 · Fax 4n6-442-4798, mml~m-m,net, www. m-m.net ITM I