Questions and Answers: Rubberized Pavement Grant Program (FY 2020-21)

Eligibility

1. Our City has reached the maximum number of grants for hot-mix projects (five grants) and for chip seal projects (five grants). How long is the City restricted from individually applying for funds for either type of projects?The eligibility criteria and evaluation process for the Rubberized Pavement Grant Program for fiscal years (FYs) 2020-21 and 2021-22 limits eligible applicants to a maximum of five previous asphalt rubber hot-mix or rubberized chip seal grants. Once a jurisdiction reaches their maximum, they can no longer apply for that project type unless they are party to a joint application.
2. Are city-owned, city-maintained, but no public access (due to gated area) roadways eligible for this grant? How about privately-owned, but city-maintained?Page 6 of the Application Guidelines and Instructions document states that eligible projects must be owned and maintained by the applicant and accessible to the general public.
3. Are public parking lots and public alleyways eligible locations for the Rubberized Pavement Grant?For the upcoming Rubberized Pavement Grant Program, are city parks’ parking lots considered eligible projects?Parking lots and alleys are eligible. However, CalRecycle does not recommend the use of gap-graded rubberized pavement in these applications due to the highly resilient nature of the material, which is more conducive to dynamic loading (roadways) instead of the static loading typically encountered in parking lots and alleys. Additionally, vehicles and heavy trucks making tight turns in a parking lot/alley will cause premature rutting and failure of the pavement. Also note that parking lot and alley applications will probably result in small tonnages and higher costs. Because of the smaller tonnages used, applicants may combine these projects with eligible roadway projects in order to satisfy Program minimums.
4. Can a member of a JPA apply individually, if the JPA itself also applies in the same fiscal year?Yes, page 6 of the Application Guidelines and Instructions document states that members of the JPA are also eligible to apply individually, as long as they are seeking funds for projects within their own jurisdiction and not for projects that are part of the JPA’s application.
5. We have a project that is a pedestrian pathway that encompasses a park. Would this qualify as a “greenway”, per your description “a travel corridor for pedestrians…located along natural landscape features?”Pathways/walkways within parks, or greenways, are eligible. However, the use of gap-graded rubberized pavement may not be as effective as traditional materials. Greenways are typically narrower and may have more angles than a street, which may be problematic for typical paving equipment and RAC doesn’t allow handwork for placing the material. Also, greenways are likely smaller tonnages and higher costs than streets. To be more cost effective, applicants may combine smaller projects with eligible roadway projects in order to satisfy the Program minimum of 2,000 tons.
6. Reviewing the grant provisions, one of the project requirements state that “Projects must be owned and maintained by the applicant and accessible to the general public.” Although our City does not own the property, would having an easement in place meet the requirements? The City would maintain the trail and it would be accessible to the general public. Please advise.Unfortunately all three criteria (as listed above) must be met in order for the project to be eligible. Also, trails tend to be smaller projects (in size) and would likely not be the best use of RAC. Applicants may need to combine smaller projects with eligible roadway projects in order to satisfy the Program minimum of 2,000 tons.

Materials

1. Are rubberized slurry seal projects eligible for funding under the Rubberized Pavement Grant Program or is it only rubberized chip seal projects?Page 8 of the Procedures and Requirements document states that slurry seal is not eligible under this grant program.
2. Does the use of Rubberized Asphalt Concrete (RAC) for various projects at a publicly owned and operated landfill may qualify for grant funding? Projects in which we may propose RAC to be used at the landfill can include roadways, drainage structures, work areas, parking/loading areas, benches for slope stability, recyclable material processing/storage areas, all-weather access for operations and site maintenance work crews. Please advise.While projects of this nature are not prohibited, CalRecycle strongly recommends against using RAC for these types of applications due to the difficulty in constructing RAC for drainage structures, benches for slope stability, or any other non-roadway situation. In addition, for work, parking/loading and processing/storage areas, CalRecycle strongly recommends against the use of gap-graded RAC for pavement in these areas due to the highly resilient nature of the material, which will lead to premature rutting and failure of the pavement due to static loadings and heavy vehicles and trucks making tight turns in these areas.A more appropriate source of funding for landfill projects may be the Tire-Derived Aggregate (TDA) Grant Program , using shredded tires (or TDA ).

Funding

1. 1. How much money is allocated for the Rubberized Pavement Grant Program? And what is the grant maximum?
      

We expect a total of $4,387,000 to be available for this grant cycle, fiscal year 2020-21, subject to funding availability. The maximum grant award for hot-mix and/or chip seal project(s) is $250,000. The maximum grant award, if applying as a joint applicant, shall not be greater than $350,000. The Lead or a participating jurisdiction is limited to no more than $250,000 of the grant award.

1. 1. If the actual bid results we receive for our next paving project reveal a cost differential that is different from the bid estimates at the time of application, how much will we be reimbursed?
      

Reimbursement would be at a flat rate, as approved on the application based on Table 2 on page 7 of the Procedures and Requirements

This is regardless of whether the cost difference indicated at the time of application is greater or less than, up to the grant award amount.

1. 1. Are matching funds required?

Matching funds are not required.

1. We are interested in the grant, but not sure what costs are covered. Obviously, a paving contractor is required. Is the contractor’s cost covered?Page 7 of the Procedures and Requirements document under Eligible Costs states that grant-eligible expenditures are “costs directly related to the delivery and installation/placement of the paving material”. Eligible costs are limited to RAC hot-mix and/or chip seal material only, and only applies to the direct cost of installing the material. Material and installation costs are typically listed as one line item in a contractor’s progress payment authorization. This authorization document will be required as a supporting document when requesting reimbursement. Ineligible costs includes a grantee’s personnel cost (including fringe benefits), testing, overhead, and indirect costs.

Application

1. What is the purpose of a Resolution? Please advise or provide a sample resolution? We checked the available online forms, but didn’t see a Resolution sample to follow. Can you provide one?A Resolution is required for any entity which is subject to a governing body. The purpose of a Resolution is to provide:
   • Authorization from your governing body to submit an application(s).
   • Designation of the job title of the individual authorized to sign all documents necessary to implement the program (Signature Authority).
   • If permitted and/or authorized by your jurisdiction, authorization for the Signature Authority to delegate his/her signature authority to another.
   • The number of years that these authorizations are effective, up to a maximum of five years.

   Refer to the Resolution and Letter Examples webpage for example Resolutions.

2. What is the EPPP Policy requirement for JPAs? Is it required for every member of the JPA?What is the EPPP Policy requirement for JPAs? Is it required for every member of the JPA?
3. What happened to the Project Summary and Calculation spreadsheet? Is it still a requirement?As part of CalRecycle’s efforts to further streamline a user-friendly process, we eliminated the sheet. Applicants are no longer required to specify street segments to be paved along with the estimated amount of asphalt rubber or rubberized chip seal. Applicants are now only required to indicate the requested amount of tons of asphalt rubber and/or square yards of rubberized chip seal in the Project Summary/Statement of Use field under the Detail tab of GMS.
4. Can a public works project (e.g., pavement management/improvement, street widening) currently in the design or bidding phase be allowable for inclusion as part of a grant application under the above program?Yes, they can be included in the application. Any pre-construction activities (project planning/design, bidding, etc. that is necessary for construction) are allowed during the application period prior to award; however, the construction/installation utilizing the rubberized paving material must be within the grant term in order to be grant-eligible.
5. Can an applicant include past and completed projects which have utilized the RAC material, as well as upcoming projects or does it need to be only upcoming projects. In other words can we include completed projects within the last few years as well as upcoming projects in our application to request funding for the FY 2020–21?No, the applicant cannot include previously completed projects. On page 7-8 of the Procedures and Requirements document, it states the following:Eligible Costs
   Eligible costs include expenditures incurred and paid for eligible paving material delivered and installed during the Grant Term (from the date of the Notice to Proceed through April 1, 2023).Ineligible Costs
   Ineligible costs include, but are not limited to:
   • Costs incurred for projects that start construction of the RAC paving prior to the date indicated in the Notice to Proceed, or end construction after April 1, 2023.
6. I self-registered and created a new account so that I can take the required TDA Training Course. I don’t see the automated email in my inbox to confirm my account, therefore I can’t proceed to take the course. What do I do?Because it is an automated email message, it may be in your junk email folder. We recommend that you inform your IT Dept to add noreply@ce.ecst.csuchico.edu to your whitelist email or approved sender list. If you still can’t find the confirmation email, please send an email to dxcheng@csuchico.edu for technical support. For more details, please refer to a document titled “Instruction to Self-Register”. You can find it on the Summary Tab under Resource Documents section of GMS and within the login website.
7. I have discovered a number of TDA videos on Youtube prepared by CalRecycle so I presume viewing these videos will meet the TDA Training Course requirement. Please advise.Please read page 9 of the Application Guidelines and Instructions under the TDA Training Course Requirement section. This section provides specific instructions on how to meet the requirement. Applicants must access the Chico State website to see the required video(s), take the quiz and upload a completion certificate by the application due date.
8. One of the new requirement in order to be eligible is for applicants to implement best management practices regarding its vehicle and equipment fleet. Does that require us to adopt a policy and upload it to GMS? If so, do you have samples for references?No, CalRecycle does not need to review a policy, nor must a policy be uploaded into the online application. However, Applicants must certify on the Detail Tab of GMS that their organization acknowledges and implements these types, or other applicable, fleet management practices that maximize fleet tire life. Pages 9-10 of the Application Guidelines and Instructions document provides a list that includes examples of common vehicle and equipment best management practices that are used to maximize fleet tire life.
9. How does the ranking inducement work? I am currently categorized as RAC-2 with three previous RAC hot-mix grants. Where would my City be in the ranking order if we met one of the two conditions?A City currently ranked in the RAC-2 category would get a “bump” to the RAC-1 category, but will be placed in the bottom segment of the RAC-1 group. In other words, your projects will be funded after all initially qualified RAC-1 projects, but before any RAC-2 projects. Keep in mind however that a ranking inducement does not guarantee funding, nor does it increase the reimbursement rate or amount. It does increase an applicant’s chances of being awarded in an oversubscribed situation.
10. Does my entity get more inducement if we adopt all three policies? For example does an entity the adopts all three areas get more inducement than an entity with two areas or does two areas earn more inducement than just one?No, as long as you adopt at least one of the three policies, your application will get a ranking inducement. Additional inducements may be explored in future cycles if an entity adopts more than one policy.
11. I am unclear what document is required in order to qualify for the additional ranking inducement. Please advise.As stated on pages 10-13 of the Application Guidelines and Instructions, if your entity commits to objectively reviewing and evaluating the use of RAC, TDA material, or the use of Retread Tires, you must submit a Letter from the Signature Authority. If your entity adopts a policy or procedure, you must submit that adopted policy for our review. The Letter or the Policy must be uploaded by February 22, 2021.
12. Page 6 of the Application Guidelines and Instructions states: “The participating jurisdiction(s) is/are encouraged, but not required, to have in place (or adopt, as appropriate) an Environmentally Preferable Purchasing and Practices Policy”. Later, Page 10 state: “In Joint Applications, the lead and the participants will each need an EPPP Policy.” Please confirm if the participating jurisdiction needs an EPPP?Both the Applicant and any participating jurisdictions are required to adopt Environmentally Preferable Purchasing and Practices Policies by the application due date.
13. Are projects currently under construction eligible? Public Works has a project currently under construction, but it is not expected to be complete until Summer 2022.Work currently underway is ineligible. Eligible projects must be within the grant term. For this grant cycle, grant term is from the Notice to Proceed (NTP) date to April 1, 2023. Applicants are allowed to do any pre-construction activities (project planning, bidding, etc. that is necessary for construction); however, the overlay or placement of the rubberized paving material must be within the grant terms in order to be grant-eligible.