Bureau of Indian Affairs November 2005 Indian Reservation Roads High Priority Projects IRRHPP

Bureau of Indian Affairs November 2005 Outline Ø PROGRAM DESCRIPTION - AUTHORITY  DISASTERS / EMERGENCIES  BIADOT/FLH DETERMINE ELIGIBILITY AND RANK  RANKING: NUMERICAL SCORING  TIME - LINE  APPLICATION PROCESS  CURRENT PROGRAM  FUTURE

Bureau of Indian Affairs November 2005 IRR High Priority Projects  Consensus provision from rulemaking.  25 CFR – and Appendix A to Subpart C.  A special funding pool for:  tribes or governmental subdivision whose annual allocation is insufficient to complete its highest priority project;  Emergency/disaster on any IRR facility

Bureau of Indian Affairs November 2005 IRR High Priority Projects  Project must meet minimum IRR requirements  Inventory  Identified as Highest Priority by Tribe  Dollar Amount MUST be Greater Than Tribe’s Annual IRR Allocation and less than $1 M  Emergency/Disaster Projects  IRRHPP is a component of the funding methodology (TTAM) and available each fiscal year

Bureau of Indian Affairs November 2005 IRRHPP Funding

Bureau of Indian Affairs November 2005 IRRHPP Funding  Projected Budgets (Estimates Only) FYAuthorized AmountIRRHPP FYAuthorized AmountIRRHPP M 12 M M 17 M M 17 M M 21 M M 21 M M 25 M M 25 M M 29 M

Bureau of Indian Affairs November 2005 IRRHPP Emergency / Disaster  HPP Emergency / Disaster related projects given highest priority.  HPP Emergency / Disaster related projects NOT scored in same manner as non-disaster HPP (FPL) projects.  HPP Provides funding for emergency / disasters based on ERFO guidelines. HPP program accepts projects that would otherwise have met the ERFO requirements but did not meet the funding minimum – $700,000. If a project is accepted by ERFO and is less than $700,000 HPP program WILL fund project and will assign higher priority (see time-line).  One (1) disaster related project submitted for FY05.

Bureau of Indian Affairs November 2005 IRRHPP Emergency / Disaster  Notify the ERFO FLH  The ERFO Program offers amounts that exceed the IRRHPP $1 Million limitation  HPP Project (event) may trigger others (Agencies) to meet the dollar threshold.  Requirements  Inventory  Tribal Resolution

Bureau of Indian Affairs November 2005 BIADOT/FLH Determine Eligibility and Rank  Robert Frazier, BIADOT  John Seabrook, FLH-FHWA  Greg Newhouse, BIA-Midwest Region, GLA  Tim Walker, BIA-Rocky Mountain Region  Charles Riley, BIA-Southwest Region  Meetings – (2) March, (1) June,(1) August

Bureau of Indian Affairs November 2005 HPP Project Scoring  HPP projects scored numerically based on Appendix A Subpart C matrix  Disaster projects – NOT scored according to matrix.  Scoring methodology based on rule and intent of program.

Bureau of Indian Affairs November 2005 Scoring Elements  Accident & Fatality Rate for Candidate Route.  HPP Committee recently concluded this scoring element. Intent was to utilize National Highway Traffic Safety Board Standards, but standards did not exist.  Committee recommends use of the State of Colorado, Weighted Highway Index. Score will be evaluated relative to a national average based on data submitted.  Required Data Elements – AADT, Crash Severity – Fatality, Injury, and Property Damage Only.  Supply data if it exists – utilize state DoT data if available.  Will Score a ‘0’ if no data is supplied or if the data is not verifiable or of the correct format SevereN/AModerateMinimalNo Accidents

Bureau of Indian Affairs November 2005 Scoring Elements  Years Since Last IRR CONSTRUCTION Project Completed.  Program intent is to award tribes that haven’t had a recent project.  Term NEVER applies to pre BIADoT Verification Never> 10 Years5 - 9 Years1 - 4 yearsHas Project

Bureau of Indian Affairs November 2005 Scoring Elements  Readiness to Proceed to Construction OR IRRBP Design Need.  Intent of the program is to award based on readiness to go into construction.  Bridge component included due to the fact that IRRBP $$ cannot be used for PS&E development for bridges.  PS&E Development for roads or other IRR facilities OK, however usually low $ and within most tribes allocation amount.  Requires verification of APPROVED PS&E PS&E Complete and Approved Bridge Replacement PS&E Development Project Bridge Rehabilitation PS&E Development Project Non-Bridge PS&E Development Project N/A

Bureau of Indian Affairs November 2005 Scoring Elements  Percentage of Project Matched by Other Funds.  Intent of the program is to award based on projects that are cooperative in nature.  IRR Funds CANNOT be used as matching funds.  Cannot use Soft Match $$ – Land, Labor etc.  Percentage Based on Project Total  Requires verification N/A 80 % or More By Other Funds 20 – 79 % By Other Funds 1 – 19 % By Other Funds No Match

Bureau of Indian Affairs November 2005 Scoring Elements  Amount of Funds Requested  Maximum of $1,000, N/A< $250,000 $250,001 - $500,000 $500,001 - $750,000 Over $750,000

Bureau of Indian Affairs November 2005 Scoring Elements  Geographic Isolation  Maximum score clearly geared towards AK. Isolated from the rest of the world. Water or Air only.  Substandard Primary and Secondary Access scoring methodology tied to IRR Inventory. Classification and Construction Need.  Substandard Access to Tribal Facility – Only Construction need is looked at for these routes.  Requires verification by means of IRR Inventory and other data – maps – helps clarify scoring.  Regional HPP Coordinator will assist during first level review No External Access to Community Substandard Primary Access to Community Substandard Secondary Access to Community Substandard Access to Tribal Facility N/A

Bureau of Indian Affairs November 2005 Scoring Elements  All Weather Access Elements: Employment – Commerce – Health – Safety – Education – Housing.  HPP Committee recently concluded this scoring element. Need clarification of ‘All Weather Access’. Decided to score all FY05 applications a ’10’ until clarification.  All Weather Access defined by FHWA as a facility that meets eligibility requirements for funding. All IRR eligible projects meet the All Weather Access criteria. The project / route would then have to include verification of the elements above and be scored accordingly.  Requires verification, by means of a map, showing project (route/section) provides direct access to each element being scored Addresses all 6 elements Addresses 4 -5 elements Addresses 3 elements Addresses 2 elements Addresses 1 element

Bureau of Indian Affairs November 2005 HPP Time-Line  November 30 - HPP Review Committee currently putting together guidelines which will include a first level review of applications at the Regional Level. IRR verification / TIP etc.  December 31 - BIA will officially receive Applications / Proposals. Cut- off Date.  January 31 – BIA will notify all tribes and regions of acceptance of applications (applications were received).  March 31 - HPP Review Committee reviews and scores applications in accordance with Appendix A Sub-Part C. A Funding Priority List (FPL) will be generated and all unaccepted applications (based on eligible criteria) will be returned to applicant with explanation of deficiencies. BIA will then place projects listed on the FPL on an IRRHPP TIP and forward to FHWA for approval.  April 15 – Notify all approved applicants of their projects on the FPL.  May 15 – Funds are distributed to BIA Regions or Tribes.

Bureau of Indian Affairs November 2005 HPP Time-Line  August 15 - HPP Funds need to be obligated. Regions will obligate funds according to established procedures. If funds ear-marked for a project cannot by obligated they will be returned to FHWA and redistributed the following FY to those approved projects.  Three Years – If funds not expended from the time the project is listed on the FPL they will be forfeited and returned to the HPP pool.  If HPP available funds exceed the accepted HPP project request $$ - the funds will be redistributed by the Relative Need Distribution Factor. The amount of available funds are those identified at the beginning of the FY.

Bureau of Indian Affairs November 2005 IRRHPP Application Process  BIADOT/FHWA is currently reviewing existing application procedures and enhancing the process to include the following:  Application Form w/ instructions  HPP Application Process Flow-Chart  HPP Application Check-list  HPP First Level Review at the Regional Level – Coordinate applications with your Regional HPP Coordinator.

Bureau of Indian Affairs November 2005 IRRHPP Application Process  HPP Application / Proposal must include the following:  Project description and scope of work.  Budget break-down and amount of funds requested.  Supporting Tribal Documents to include a Tribal Resolution supporting the proposal AND establishing project as the HIGHEST priority for the tribe AND authorizing the project to be placed on the HPP TIP.  Supporting IRR documents – Inventory verification – PS&E verification (if applicable) – any verifiable documents for scoring requirements (matching funds, accident data, strip map to address all weather access element )

Bureau of Indian Affairs November 2005 FY05 IRRHPP  FY05 HPP Approximately 7.5 Million at the beginning of FY05.  BIA DoT Received 31 HPP Applications this FY for $22,524,021 avg. approx 709K per application.  Results:  13 scored and placed on the FY05 FPL.  13 declined due to incomplete PS&E.  1 declined – Not in IRR Inventory.  1 declined due to incomplete documentation of Tribal Action.  3 declined due to sufficient annual IRR allocation.  1 Emergency / Disaster related application.

Bureau of Indian Affairs November 2005 IRRHPP Conclusion  Good program – Intent is geared towards tribes with insufficient annual funding and needs (safety, emergencies etc.)  Very competitive program  Apply  Work with your designated Regional HPP Coordinator.  Process may change as HPP Review Committee as well as IRR Coordinating Committee provide input and recommendation.  FY05 Not a typical year – Funding, New Rule, No Transportation Bill.