Community Crossings Matching Grant Program

Guidance Document

• Local Road and Bridge CCMG Guidance Document for Local Public Agencies
• Access and Complete the CCMG Application Process
• Frequently Asked Questions (FAQ)

Examples

• Example - Good Detailed Estimate
• Example - Financial Commitment Letter

Presentations

• Environmental Services Presentation
• Frequently Asked Questions (FAQ)
• IN Local Government Populations
• Public Procurement Presentation
• Roadway Inventory

View past recipients here.

Local governments must have the following required documentation submitted with each application to be eligible for Community Crossing funds:

1. FINANCIAL COMMITMENT LETTER
   1. Must submit one Financial Commitment Letter per application on your agency letterhead.
   2. Must be signed (not typed) by someone who has the authority to sign on behalf of your agency.
   3. If the letter is submitted without the proper authority’s signature and without the intended financial commitment amount (required by law 8-23-30-4), the application will not be eligible.
   4. Reference the CCMG Resources link on this webpage for an example of an acceptable Financial Commitment Letter.
2. DETAILED COST ESTIMATE
   1. Must submit one Detailed Cost Estimate per road of the application.
   2. Detailed Cost Estimate means each estimate must be detailed and itemized by each road or bridge; with ‘to’ and ‘from’ points clearly defined on each roads estimate.
   3. One estimate for each road segment is required.
   4. Estimates must be clearly labeled by each road segment, with the road name and ‘to’ and ‘from’ indicated.  Applications without clearly labeled road estimates will not be eligible.
   5. The road name and ‘to’ and ‘from’ indicated on the roads estimate must match the road name and ‘to’ and ‘from’ mapped on the application.
   6. Lump sum estimates are not eligible.
   7. Estimates with contingencies will not be eligible.
   8. Reference the CCMG Resources link on this webpage for an example of an acceptable Detailed Cost Estimate.
3. ASSET MANAGEMENT PLAN (AMP) – Road & Bridge
   1. Must submit an approved AMP (pavement or bridge).
   2. Do not submit the entire AMP with your CCMG application, only submit the approval letter page from LTAP.
   3. An approved AMP is required by law to receive consideration for funding. If a local government does not have an approved AMP, they are not eligible to pursue CCMG funding.
   4. Reference the Asset Management Plans (AMP) link on this webpage for details on how to submit an AMP.
4. STRUCTURE INVENTORY and APPRAISAL REPORT (SIA) is required for Bridge projects only.

Local governments may submit multiple projects. Each application for road work submitted can include up to 50 different road segments.   Only one bridge project can be submitted per application.

DOCUMENT NAMING CONVENTIONS FOR LOCALS TO UPLOAD DOCUMENTS

1. Financial Commitment – Reference Application Number in File Name
2. Detailed Cost Estimate – Identify Road Segment in File Name (‘To’ and ‘From’ should be included if have same segment with different locations)
3. Asset Management Approval Letter from LTAP – Place Approval Date in File Name
4. Structure Inventory and Appraisal Report – Place Bridge Number in File Name

Asset Management Plans (AMP) are required by law to receive consideration for funding. HEA 1002 provides funding to Local Technical Assistance Program (LTAP) to help local governments with their asset management plans.  All approval letters must be dated by December 1^st of the preceding year to be eligible for any call for projects in the succeeding year.

All Asset Management Plans should be submitted to LTAP, which will work with local governments to complete and approve all AMP’s. Asset management plans must be submitted to LTAP via their Data Management System. LTAP will contact you if revisions are required to your AMP’s once it is submitted.

Contact the Local Technical Assistance Program – Purdue University (LTAP).  LTAP will be assisting all local governments with their plans.  For any assistance with your Asset Management Plans or the Data Management System, including templates, examples, and resources, please contact:

Patrick Conner, PE
PE Lead Engineer, Asset Management, Indiana LTAP
Phone: 765-494-4971/ 800-428-7639
Email: connerp@purdue.edu or INLTAP@purdue.edu

How to Create a Data Management System Account

Pavement Asset Management Plans (AMP) are living documents and should be updated whenever improvements are made to roads/bridges, and then submitted to LTAP every year.

It is important to verify and update your Certified Road Inventory to ensure your local is compensated for all its road assets and to ensure the Asset Management Plan matches. The locals state MVH funding is based on their Certified Road Inventory.

IMPORTANT: Only roads listed in your Certified Road Inventory are eligible for CCMG funding.

To get a road added to or deleted from Certified Road Inventory, or to receive a copy of your certified road mileage for your agency’s road inventory contact:

Mark McMahan
INDOT Road Inventory Manager
317-233-1057
mmcmahan@indot.in.gov.

Updates will take a minimum of 48 hours to be approved but could take a maximum of 2 weeks for the updates to show on the maps.

A summary report can be found at this link: https://www.in.gov/indot/about-indot/central-office/asset-data-collection/roadway-assets/

• I.C. 36-1-12 (Public Works Projects)
• I.C. 8-23-10 (Qualifications of Bidders for Contracts)
• I.C. 5-16-13 (Requirements for Contractors on Public Works Projects)
• Look up Indiana Code at General Assembly website: http://iga.in.gov
• Indiana State Law Procurement PowerPoint Presentation is located on INDOT’s website under the Local Public Program Section

INDOT is reviewing all transition plans for all local governments who apply for Community Crossings Funding.  All local governments need to show that they are at least making a good faith effort in adopting an ADA Transition Plan.

INDOT is working with all local governments throughout Indiana to ensure compliance or at least show that each local government is making a good faith effort in becoming compliant.

INDOT is a recipient of federal funds and has a Stewardship and Oversight Agreement with the Federal Highway Administration which means that if you receive any funding from INDOT (state or federal), whether through a contract to perform work or provide professional services or as part of a grant or award for your community, INDOT is required to ensure you are in compliance with Title VI & Americans with Disabilities Act (ADA) nondiscrimination and accessibility requirements.

Our goal in monitoring our sub-recipients is to provide sufficient training, tools, and resources to make compliance efforts manageable and easier for our sub-recipients as we work together to improve Indiana communities by constructing roads, bridges, highways, and pedestrian facilities across the state.

We need for every local government too show that they are making a good faith effort toward this compliance. Please contact Taffanee Keys, Civil Rights Counsel at TKeys@indot.in.gov for more information and assistance.