Manitoba Indigenous and Municipal Relations

Municipal Road and Bridge Program

Grant Application Guide

Table of Contents Introduction………………………………………….. 1 Overview of Application Process…………… 1 Creating and Updating a Project File………1 The Project Detail Page…………………………. 2

1. Project Title…………………..………………… 2 2. Funding Sources………….…………………. 2 3. Project Information ……………………………….. 2 4. Road/Bridge Information…..…………… 3 5. Project Contact …………………………………………. 3 6. Project Location…………………………….. 4 7. Project Status…………………………………. 4 8. Project Outcomes…………………………… 4

Submitting an Application…………………….. 4

Payment and Claims……………………………… 5

Application Status………………………………… 5

Appendix: Program Guidelines……………… 7

G R A N T A P P L I C A T I O N G U I D E

Introduction

The objective of this guide is to assist municipalities with the municipal grant application process. The guide outlines the basic steps for submitting a new application and submitting a claim for the Municipal Road and Bridge Program in Manitoba Municipalities Online (MMO).

Overview of Application Process

To apply for funding, municipalities can create or update a project file in MMO and attach the required supporting documents via the MMO Report Submission page. More than one funding request can be associated with a project file.

NOTE

The “Municipal Report” link on the MMO homepage will take you to the MMO Report Submission page.

To begin, login to MMO and select the Municipal Grants link on the MMO homepage and then create or update a new project file. Once you have entered information about your project, go to the Grant Summary tab, click on the appropriate program and year, and print the Annual Grant Application Report. Attach the required supporting documentation and the signed Application Report through the MMO Report Submission page to complete the application process.

Manitoba Indigenous and Municipal Relations will communicate to municipalities in a letter when their funding request has been approved. Municipalities will undertake the work, pay the full cost and submit claims via MMO. Payment will then be provided to municipalities via direct deposit.

Creating and Updating a Project File

On the Project List page in Municipal Grants, you will see a summary of projects undertaken by your municipality in the past for the following programs: Municipal Road Improvement Program, Municipal Bridge Program, and Federal Gas Tax Fund.

To create a new project, click on the Add a New Project button. You will then see the Project Detail page, which is where you can enter new information to create a project file.

If applying for funding a second time for an advanced stage of a project, open up an existing project file and add a new funding source and sub-program category on the Project Detail page. Supporting documents can still be attached via the MMO Report Submission page.

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The Project Detail Page

NOTE

You can indicate which program you are applying to by selecting either the Municipal Road or Municipal Bridge Program option from the “Source of Funds” drop- down list.

1. Project Title

Enter a brief name for your project. The name of the road or bridge should be included in the project title. E.g. Main Street Renewal Project. Multiple small road projects can be grouped under one project title. E.g. Street Paving in Community Name.

2. Funding Sources

Select all sources of funds that apply for the project from the drop-down menu. You must complete all the information in the application before you can add additional funding sources. MMO will automatically calculate the total cost of the project based on all funding sources.

For Bridge projects, identify the subprogram in the drop-down list to describe the stage of the project.

Rank the importance of this project in comparison to other projects you’re requesting funding for in the same year. For example, if you are applying for a

road project, prioritize it in relation to the other road projects for that year (1st,

2nd, 3rd). Leave this blank if you are only requesting funding for one project.

For MRIP projects, identify the length of the road being repaired or rehabilitated in number of kms.

3. Project Information

Project Description

Provide a brief description of the proposed project and the type of work that will be done. For projects with multiple roads, list the name of all roads included in the project.

Construction Start/End Date

Click on the calendar icon and choose a start and end date for the project.

Project Nature Choose one of the following from the drop-down list to describe the type of work being done.

For Roads:

Expansion

New construction

Rehabilitation

Renewal

For Bridges:

Replacement

Rehabilitation

Note: Dust control will be an eligible expense for projects undertaken in Northern Affairs communities.

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Project Category For MRIP or Bridge projects, please choose the Local Roads and Bridges option.

Subcategory: For MRIP projects, choose one of the following options

to indicate the type of project:

o Arterial Roads o Local Roads o Other Local Roads o Public Lane

For Bridge projects, choose Bridges within local boundaries.

4. Road/Bridge Information

Physical state of the bridge

Choose one of the descriptions provided in the drop-down list (open, closed or reduced weight restriction).

Length of detour if road/bridge is closed

Enter the length in kms of the detour if road/bridge is closed or impassable.

Vehicles per day Provide an estimate or actual count of the volume of daily traffic on the road/bridge.

Type and volume of traffic

In one or two sentences, describe the traffic the road/bridge usually supports. You can describe nearby routes, commercial activity (e.g. agriculture, aggregate or other commodity), or populated communities (e.g. passenger vehicles) to help explain the type of traffic.

Commercial activity

Briefly describe the significance of the road/bridge in the transportation of goods or other commercial activity.

5. Project Contact

These fields will be automatically filled with information about the user completing the application, but can be changed if needed. Please verify this information.

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6. Project Location

Project Location Please name the community where the project will take place (E.g. City, Town, Village, LUD, Urban Settlement area, or Section/Township/Range). If none apply, you can refer to the project as "Rural."

Location Description

This is an optional field to provide more information about the location of the project. E.g. cross-section of a street.

NOTE

You can save your work and come back to an application later by clicking the "Save Changes" button on the Project Detail page.

NOTE

You can view the status of your application on the Project List page under "Request Status."

7. Project Status Status Describe the current state of the project by choosing one of the

options from the drop-down list. You can return to the Project Detail page at any time to update the status of the project.

Status Description

This is an optional field to provide more information about the status of the project.

Percentage completed

Enter a percentage amount that represents how much of the project has been completed to date. E.g. 70%

8. Project Outcomes

For complete instructions on how to fill out this section, please refer to the new one-page Project Outcomes Guide.

Specify at least one Project Outcome for the project.

Outcome Type Choose all relevant outcomes types for the project. E.g. Productivity and Economic Growth.

Proposed Indicator

Enter a measurement for the intended project outcome. E.g. Number of jobs created.

Anticipated Project Outcome

Provide details on the expected outcome upon project completion. E.g. Project will employ 100 full-time employees.

Submitting an Application

Click on the Grant Summary tab on the Municipal Grants page and print an Annual Grant Application Report for the appropriate program and year. Upload a signed copy of this document with the relevant supporting documents listed below to the Municipal Reports section of MMO.

The status of your project will change to "Application submitted" when Manitoba Indigenous and Municipal Relations has received your application.

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Supporting Documents

Please include the following supporting documents with your application.

For Roads: Scanned copy of a

resolution from Council

Map that clearly shows the location of the project

Scanned signed copy of the Annual Grant Application Report.

For Bridges: Scanned copy of a resolution

from Council

Copy of the project proposal with costs from a qualified engineering firm

Copies of preliminary design/engineering reports, if applying for design/engineering funding

Copies of detailed design/engineering report, if applying for replacement/major rehabilitation funding

Scanned signed copy of the Annual Grant Application Report.

Payment and Claims

To submit a claim, click on the MRIP Claim Form button on the Project Detail page. Fill in the total amount of expenses being claimed and print the Claim Form. Submit this form, along with copies of paid invoices and/or other documents verifying project costs via the MMO Report Submission page. Your project status will be set to “Claim submitted” when Manitoba Indigenous and Municipal Relations has received your claim.

Municipalities are encouraged to submit a single claim once a project is complete; however, for larger scale projects, progress payments may be provided as project phases are complete and milestones are met. Municipalities can discuss cash flow requirements for approved projects with program staff.

Application Status

Throughout the application process, Manitoba Indigenous and Municipal Relations will change the status of your application. The following is a list of all statuses with their description.

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Status Description

Draft The application is in draft form. Application Submitted

Manitoba Indigenous and Municipal Relations has received the application.

Approved The application has been approved. Claim submitted

Manitoba Indigenous and Municipal Relations has received the claim.

Claim approved

The claim amount has been approved and payment to municipalities will be provided.

If you have questions regarding the Municipal Road and Bridge Program, please contact:

Manitoba Indigenous and Municipal Relations Municipal Finance and Advisory Services 508 – 800 Portage Avenue Winnipeg, Manitoba Phone: (204) 945-2572 Email: provimunicsupportserv@gov.mb.ca

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APPENDIX

Municipal Road and Bridge Program Guidelines The Municipal Road and Bridge Program will invest a total of $14 million in 2017 in municipal road and bridge infrastructure projects.

Municipalities can apply for funding through a single application on Manitoba Municipalities Online (MMO).

Program Components

The Municipal Road and Bridge Program includes the following program components:

Municipal Road Improvement Program (MRIP) – Supports municipal road projects, including the cost of new road construction and road renewal, which extend the useful life of the road.

Municipal Bridge Program (MBP) – Supports bridge renewal and rehabilitation projects, including the cost of preliminary and detailed design and engineering costs, which extend the useful life of the bridge. Eligibility criteria and program requirements have stayed the same from the previous Municipal Bridge Program.

MUNICIPAL ROAD IMPROVEMENT PROGRAM (MRIP) COMPONENT

Through the Municipal Road Improvement Program component, a total of $12 million is available in 2017 to support municipal road projects outside of Winnipeg.

Eligible Communities

All incorporated municipalities and Northern Affairs communities outside of Winnipeg are eligible for MRIP funding.

Eligible Projects

All municipal road renewal, road rehabilitation and new road construction projects (excluding bridges) are eligible for funding under this program component.

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Maximum Grant Levels

The maximum amount of funding available to a municipality for road projects in 2017 is:

Population of Municipality Maximum Annual Grant Per Municipality

Less than 2,000 $ 60,000

2,000 to 5,000 $ 100,000

5,000 to 10,000 $ 225,000

10,000 or more $ 400,000

Eligible Funding

The program will fund up to 50 percent of the total engineering and construction cost of municipal road projects, up to the maximum grant.

Eligible costs Ineligible costs

Fees to professionals, technical personnel, consultants, and contractors for surveying, design, engineering and construction.

Fees for installation / replacement of sidewalks, street lights, traffic lights and landscaping, if done at the same time as the road project

Purchase of tools or machinery

Fees related to feasibility studies, legal fees, financing charges, on- going and routine road repair

Fees paid including overhead and the Goods and Services Tax (GST)

Cost of municipal employee salaries and benefits and the use of municipal equipment unless approved in advance by Indigenous and Municipal Relations.

Starting in 2017, dust control will no longer be an eligible cost for municipal road projects. However, dust control will still be an eligible cost for projects undertaken by Northern Affairs communities.

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Costs related to municipal employees (salaries and benefits) and the use of municipal equipment would generally be ineligible, however these costs may be considered eligible if:

a) The municipality has determined that it is not economically feasible to tender for a

contract for the road renewal / construction; and b) The employees and/or equipment are directly employed in respect of the work that

would have been subject to a contract.

Municipalities proposing to use their own employees / equipment to undertake the proposed road project must indicate this and provide a rationale in their grant application. Application Process

Municipalities will apply for funding through MMO. All submissions must include a completed application form (available on MMO) and:

scanned copy of a resolution from council approving the project and the municipality’s cost-share of the project

map that clearly shows the location of the project

If municipalities are requesting funding for more than one road project, they must clearly indicate which project they want to designate as first priority, second priority, etc. A separate application must be entered into MMO for each project.

Application Deadline

The deadline for 2017 project applications to be submitted is June 1, 2017.

Deadline for Completion of Projects / Submission of Grant Claims

The deadline for completing and submitting all funding claims for 2017 Road and Bridge Projects is March 1, 2019.

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MUNICIPAL BRIDGE PROGRAM (MBP) COMPONENT

Eligible Communities

All incorporated municipalities outside of Winnipeg are eligible for MBP funding.

Eligible Projects

Municipalities may apply for cost-shared funding for preliminary or detailed design/engineering. If municipalities have completed both of these required steps, they may apply for funding for bridge replacement or major rehabilitation work:

1. Preliminary Design / Engineering (including Environmental Assessments) –

municipalities may submit an application for preliminary design and engineering costs including environmental assessments with a quote for these services from a Professional Engineer (P. Eng.) registered or licensed to practice in Manitoba with the appropriate scope of practice in bridge engineering.

2. Detailed Design / Engineering – municipalities may submit an application for detailed design and engineering costs with a quote for these services from a P. Eng. registered or licensed to practice in Manitoba with the appropriate scope of practice in bridge engineering. A copy of the preliminary design and engineering report for the proposed project, sealed by a P.Eng. must accompany this application.

3. Bridge Replacement / Major Rehabilitation (Design-Bid-Build Option) – municipalities may submit an application for all construction costs for the project with a detailed cost estimate prepared by a P.Eng. registered or licensed to practice in Manitoba with the appropriate scope of practice in bridge engineering. A copy of the preliminary design and detail design report for the proposed project, sealed by a P.Eng. must accompany this application.

4. Bridge to Culvert Replacement (Design-Build Option) – municipalities may submit an application for all detailed design and construction costs for the project with a detailed cost estimate prepared by a P.Eng. registered or licensed to practice in Manitoba with the appropriate scope of practice in bridge engineering. A copy of the preliminary design and engineering report for the proposed project, sealed by a P.Eng. must accompany this application.

5. Bridge Rehabilitation (Design-Build Option) – municipalities may submit an application for all detailed design and construction costs for the project with a detailed cost estimate prepared by a P.Eng. registered or licensed to practice in Manitoba with the appropriate scope of practice in bridge engineering. A copy of the structural engineering assessment report for the proposed project, sealed by a P.Eng. must accompany this application.

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Evaluation Criteria

The general criteria used to evaluate and prioritize project applications will include:

Physical state of the bridge (closed, reduced weight restriction, etc.)

Type and volume of traffic using the bridge

Regional significance of the bridge with respect to commercial activity

Length of detour if the bridge is closed

Whether the bridge provides the single point of access to a community

Eligible Funding

The program will fund up to 50 percent of the total eligible costs of approved municipal bridge projects. The actual amounts approved for an individual project will depend on the total number and dollar value of applications received.

Eligible costs Ineligible costs

Costs related to the replacement or major rehabilitation of municipal bridges, which extend the useful life of the bridge

Fees to professionals, technical personnel, consultants, and contractors

Costs incurred for contract/construction administration

Purchase of tools, equipment or other machinery

Fees related to feasibility or planning studies

Financing charges and legal fees

On-going and routine bridge repair and maintenance costs (repairs to railings, bridge decks and other similar repairs),

Administrative costs including overhead and GST

Other Funding

Funding from other provincial or federal cost-shared grant programs can be combined with Municipal Bridge Program grants, provided that total provincial funding does not exceed 50% of the total project cost.

Municipalities may use federal Gas Tax Funds for their share of project costs, provided the project is eligible under the Gas Tax program. Municipalities should refer to their Gas Tax Funding Agreement to confirm project eligibility.

Application Process

Municipalities will apply for funding through MMO.

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If municipalities are requesting funding for more than one bridge project, they must clearly indicate which project they want to designate as first priority, second priority, etc. A separate application must be entered into MMO for each project.

All submissions must include a completed application form (available on MMO), and:

scanned copy of a resolution from council approving the project and the municipality’s cost-share of the project

copy of project proposal with costs from a qualified engineering firm

copies of preliminary design/engineering reports (For detailed design/engineering and bridge replacement/major rehabilitation)

copies of detailed design/engineering reports (For bridge replacement/major rehabilitation)

Application Deadline

The deadline for 2017 project applications to be submitted is June 1, 2017.

Deadline for Completion of Projects / Submission of Grant Claims

The deadline for completing and submitting all funding claims for 2017 Road and Bridge Projects is March 1, 2019.

If you have questions regarding the Municipal Road and Bridge Program, please contact:

Manitoba Indigenous and Municipal Relations Municipal Finance and Advisory Services 508 – 800 Portage Avenue Winnipeg, Manitoba Phone: (204) 945-2572 Email: provimunicsupportserv@gov.mb.ca