Programs

RAMP Detailed Application Q&A

1. Is there a desired cost range for projects?  What is too high and what is too low?
There is no specified cost range for projects.

2. Will the Regions make recommendations concerning the applications?
Regions will review and comment on the final applications.

3. What is the process for selecting the projects and who participates in the process?
The Regions and HPTE will review and comment on the applications and then they will be reviewed by CDOT subject matter experts.  There will be more than one expert per subject area in most cases and each subject matter expert will review all of the relevant applications for consistency.  After these reviews the applications and all of the associated comments will be ranked by a team.  For example, one team will rank all of the Public-Public Partnership projects.  CDOT leaders will then take these rankings and mold them into a program considering not only the value of the projects but funding availability, etc.  STAC and the Transportation Commission will be involved throughout and will receive the proposed program with the Transportation Commission having final approval.

4. Who is responsible for generating project cost estimates?
It is hoped that the projects costs and schedule will be the result of a collaborative effort between the applicant and CDOT.  Since CDOT will be responsible for delivering the project on budget and schedule, CDOT must confirm that the estimates in the application are appropriate or provide refined estimates during the review process.

5. Where can local agencies go to request accident reports and other safety related information?
Each Region has a designated RAMP contact person who, if they cannot help personally, can assist the local agency in contacting the correct person.  The application suggests contacting the Region Traffic Engineering section for assistance with safety data.

6. For devolution projects, will applicants get to see the Region’s maintenance costs?
Absolutely.  CDOT will also share any projected expenditures for non-maintenance work that is reasonably anticipated.

7. For devolution projects, does the NPV form include bridge assets/value?
The devolution worksheet should include bridge maintenance expenditures and non-maintenance anticipated expenditures on the bridge.  It does not include an inventory value for the bridge.

8. Who is the Region contact for devolution information?
Each Region has a designated RAMP contact person who will be able to answer most devolution questions; however, Robert Haley (303.757.9521) or Ermias Weldemicael (303.757.9763) will be glad to work with applicants and Regions to respond to any questions.

9. Is the mobility criteria section of the application for all projects?
The mobility section is required for Operational Improvements, Public-Private Partnership projects, and Public-Public Partnership projects.  It is not required for devolution proposals unless they are part of a Public-Public Partnership.

10.  For devolution projects, should projects that include more than just devolution (i.e. roadway improvements) complete the entire application?
If the project is part (match, etc.) of a proposed Public-Public Partnership project, the entire application except for the sections for Operations and Public-Private Partnerships must be completed.  If the devolution proposal is that the local government will take ownership of the road segment if CDOT will overlay the road, it is only a devolution project and only the devolution part of the application must be completed.

11. Does the project description have to be exactly what was on the pre-application?  Same with funding request?
No.  It is anticipated that many applicants will want to make their proposals more competitive since CDOT received so many excellent proposals.

12. What should a sponsor include on the application in sections for which information is not available at the time?
The sponsor should complete the application to the best of their ability.  If data is not available, just note that it was not available.  The “Instructions for RAMP Detailed Application Form” states “When you complete the form, please use ‘N/A’ if it is not applicable; ‘Unknown’ if it is not known, data is missing or not available.”

13. How are sponsors supposed to compare current versus predicted levels if data is not available?
The sponsor should complete the application to the best of their ability.  If data is not available, just note that it was not available.  The “Instructions for RAMP Detailed Application Form” states “When you complete the form, please use ‘N/A’ if it is not applicable; ‘Unknown’ if it is not known, data is missing or not available.”

14. What is meant by completion year?  Is this year of opening or Long Range Plan phase year?
The completion year is the year that it is open.

15. Should the sponsor document any deviations or changes from the pre-application to the full application?
Yes, that will be helpful.

16. Should drawdown schedules be completed for all projects, including devolutions?
The “Cost/Drawdown Schedule” section is required for Operational Improvements, Public-Private Partnership projects, and Public-Public Partnership projects.  It is not required for devolution proposals unless they are part of a Public-Public Partnership.

17. Is there a chance that some projects would only be partially funded?
Yes.  The questions related to whether the project is scalable will help determine if it is possible to provide some assistance if the full application cannot be funded.

18. Can a project be requested for out-years?
Yes; however, the project must be constructed/implemented by the end of December 2017.

19. Is the drawdown schedule meant for state fiscal years instead of federal fiscal years?

State Fiscal Year.  The State Fiscal Year is from July to June.

20. What is the difference between the two drawdown tables in the application?
The “Cost/Drawdown Schedule” on page 15 of the blank application form is for the full project.  The table with the heading “Provide scaled drawdown schedule” on page 16 of the blank application is for any scalable portion with independent utility.

21. Who is responsible for the bid process?
This will be defined in the Intergovernmental Agreement (IGA); however, it will most likely be CDOT.

22. Will local agency sponsored projects follow the existing Local Agency process?
This will be defined in the Intergovernmental Agreement (IGA).  It is anticipated that in most cases, projects on the State Highway System will be administered by CDOT.

23. Can a project be split between a Local Agency and CDOT construction?
It might be possible; however, clear lines of authority and responsibility would have to be documented.

24. For devolution projects, where does “Maintenance Difficulty” come from?  This is not a common term or definition.
This is an important consideration for CDOT.  For example, if CDOT plows snow on a rural highway with special equipment that is difficult to use on a narrow frontage road, the frontage road would have a high maintenance difficulty.

25. Who has ultimate determination authority over “Maintenance Difficulty?”
CDOT

26. Where does the Application Reference number come from?
On the CDOT RAMP website there is a list of all eligible projects and their corresponding reference number.  The first digit indicates the Region and the remaining digits identify the application.

27. Realistically, what chances do Local Agency project sponsors have?
While the competition will be strong because of the number of excellent projects, proposals that provide value should be able to compete.

28. Realistically, what chances do Local Agency Operational sponsors have?
While the competition will be strong because of the number of excellent projects, proposals that provide value should be able to complete.

29. What chance do “soft” projects like Road Weather Information System (RWIS) sites have?
CDOT is committed to all aspects of highway operations including information systems for the public.  It is anticipated that the operations portfolio will contain both projects proposed by Local Agencies and CDOT.

30. Since local governments have to find the money for a match, how is CDOT funding its match?
The match is requested for only the Partnership Projects.  CDOT is not applying for any Partnership Projects.

31. What percentage is a competitive over-match?
The target match is 20 percent.  A non-CDOT contribution which is greater than the target match suggests that the sponsor is committed.  Since CDOT would have to provide less cash, it also makes the project easier to fund.  However, while the match is important the value of the project is the key consideration.

32. Local cash versus in-kind: is one better than another?
The type of local proportional contribution will be considered in the evaluation, and cash is preferred over non-cash/in-kind.  If non-cash/in-kind is proposed, CDOT will evaluate the value.  Examples could include ROW, design costs, materials with value to the project, or other items that reduce project costs that CDOT would have incurred.  Please note that although these non-cash/in-kind contributions may be proposed on a RAMP project, they may not be eligible as local match to federal dollars unless approved FHWA.  Therefore, cash contributions are preferred.

33. What additional information should be attached as reference (studies, data, maps, etc.)?
Letters of financial commitment are to be provided with the application.  Letters of support such as actions by a governing body may be attached but are not required.  For HPTE projects, please contact the HPTE office to determine additional information requirements.  Studies should not be attached but might be referenced as being available so CDOT can review them if needed.  .  The “Instructions for RAMP Detailed Application Form” states “Do not submit any supporting studies, documents or analysis with the application form.  During the evaluation process, you may be asked to provide supporting documentation.”

34. Who fills out the predicted level and where does this information come from?  (Page 3 of the blank application form)
Table 1.1 Primary Mobility Criteria should be completed only if the applicant has the data available.  If the data is not available, table 1.2 “Primary Mobility Criteria (qualitative)” should be used.  If some of the data for Table 1.1 is available it should be entered and the remaining cells marked as unknown and table 1.2 would then be completed.  The “Instructions for RAMP Detailed Application Form” states “When you complete the form, please use ‘N/A’ if it is not applicable; ‘Unknown’ is it is not known, data is missing or not available.”

35. Will CDOT negotiate with Local Agencies to see if they can accept a smaller than requested award?
While CDOT reserves the right to work with an applicant to refine the proposal, local agencies should not expect to be able to submit an inflated request and then negotiate to a reasonable proposal.

36. If during the RAMP program it becomes possible to fund additional projects, will CDOT select the additional projects from the 2013 applications that were not initially selected?
There is no commitment concerning how additional projects might be selected.

37. If a Local Agency receives a cash payment as part of a devolution project, is the Local Agency required to use the money on the segment of road that they assumed ownership of?
No, the cash does not have to be used on the section of road that was transferred.

38. If CDOT has money budgeted for a project but a partnership project expands the project to include additional work which is essential to the currently budgeted work, does the 20 percent target match apply to the combination of the currently budgeted project and the additional work or just the additional work?
It applies to the additional work.

39. Can information and data from past studies, such as environmental documents, be used in the application?
Yes, past studies should be an excellent source of information and data.  It is suggested that the study be referenced but not attached in the application.

40.  Are answers to the application questions limited by the amount of space in the blank application form?
No, the cells for the questions requesting a narrative answer are expandable.  There is not limit on size.

41. In the “Project Information” section of the application there is a cell labeled “Project cost (incl. study and implementation).”  What is to be included in the project cost?
It is the estimated total project cost not just the RAMP request.

42. What is “Travel Time Reliability?”
It is an indicator of how variable travel time is during peak and off-peak periods.  It is measured using Planning Time Index or Buffer Time Index.  CDOT has not started measuring those indices, but will as part of MAP 21 requirements.  This information may be available for some projects from past studies.  If the information is not available, please discuss how reliable or unreliable travel time is in the road section or corridor and how the project will impact the reliability.

43. Where can applicants get asset and other data?
Each Region has a designated RAMP contact person who, if they cannot help personally, can assist the local agency in contacting the correct person.

44. Will CDOT accept an application if the governing body has not had an opportunity to take action prior to July 1?
Yes, CDOT will accept an application prior to final action by the local governing body provided that there is a reasonable expectation that it will be acted on in a timely manner.  Please note in the Project Description cell what action is pending.

45. Currently a road segment does not have any assets of a particular type but the proposed project will result in some.  How should this be shown in table 3.1 “Primary Asset Related Criteria?”
Under current level show zero and number provided by the project under the predicted level.

46.  Are all project criteria in the application expected to be filled out for each project?
No.  The application form is designed to provide a means to capture details of all variety of projects.  Applicants should complete only those criteria that are relevant to the needs and benefits of the proposed project.

47.  May both the quantitative and qualitative sections be completed?
Yes, both types of sections may be completed.  It is also possible that some but not all of the quantitative data may be available. Data that is available can be entered in the quantitative section even if all of the requested data is not available.

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