DRINKING WATER TREATMENT REVOLVING FUND (DWTRF) …

DRINKING WATER TREATMENT

REVOLVING FUND (DWTRF)

LOAN PROGRAM PROJECT MANUAL

Robert W. DeCrease, Manager Infrastructure & Capacity Development Environmental Engineering Division 350 Capitol Street, Room 313 Charleston, WV 25301-3713 Telephone: 304-356-4301 Email: robert.w.decrease@ Fax: 304-558-0691

DWTRF LOAN MANUAL

Table of Contents

Page

DWTRF Process...............................................................

1

Application Process Overview..............................................

2

Application Form.................................................................

3

Application Priority Ranking Worksheet..................................

4

Ready To Proceed Checklist.................................................

5

Intended Use Plan.............................................................

6

Project Schedule...............................................................

7

Scheduling Meeting Sign-In Sheet .........................................

8

Binding Commitment Letter.................................................

9

Schedule A (Terms of the DWTRF Loan).................................. 11

Pre-Bid Checklist.............................................................. 12

Uniform Bidding Procedures Form......................................... 14

Environmental Review Procedure........................................... 15

Equal Employment Opportunity ...........................................

29

Owner Cross Cutter Assurances............................................. 33

Environmental Justice Certification........................................ 35

Contractor Cross Cutter Assurances........................................ 36

DBE/Non-Discrimination Legal Ad Statement........................... 38

Authority to Advertise Letter................................................

39

DBE Contract Document...................................................... 42

DBE Prime Contractor Compliance Letter Sample.......................... 46

BPH Bidding DEB Approval Letter........................................ 51

Owner DBE Quarterly Form Instructions................................... 53

Owner DBE Quarterly Form................................................. 54

DBE Monthly Subcontracting Report........................................ 55

DWTRF Sign Specifications................................................ 56

Pre-Loan Closing Checklist.................................................. 57

Schedule B..................................................................... 59

Loan Agreement Sample..................................................... 60

Loan Agreement Requirements.............................................. 95

Loan Bond Conditions.... ...................................................

96

Loan Agreement Requirements............................................. 99

Exhibit A Instructions........................................................ 101

Exhibit A Monthly Financial Report ...................................... 102 Current Asset Management Requirements for Loan Recipients....... 103 New Asset Management Requirements for Loan Recipients............ 104 Subrecipient (Grantee) Information Form Instructions.................. 106 Subrecipient (Grantee) Information Form................................. 107 DWTRF Loan/Bond Closings eVendor Form Instructions.............. 108 Off System eVendor Agreement Setup Form.............................. 109 WDA Construction & Post Construction Requirements................ 110 Sample Resolution for Payment............................................. 111 Project Expenditure Schedule............................................... 112 BPH Processing of Invoice Payments...................................... 113 Undisbursed Loan Funds Procedure....................................... 114 Deferred Loan Policy......................................................... 115

Drinking Water Treatment Revolving Fund (DWTRF) Administered by the

West Virginia Department of Health & Human Resources Bureau for Public Health

Step 1 Project sponsor has submitted an application to the Infrastructure and Jobs Development Council (IJDC) for review and the application has

been approved.

Step 2 Project sponsor submits DWTRF application to Bureau for Public

Health (BPH).

Step 3 Projects scored by DWTRF criteria and ranked by BPH staff. DWTRF

Project Priority List (PPL) is developed (compiled).

Step 4 DWTRF Priority List finalized and published.

Step 5 Funding offered in order of highest ranked projects on the PPL that is

ready to proceed.

Step 6 Scheduling meeting held with all parties involved with project. Binding

Commitment developed for project including proposed schedule.

Step 7 Environmental Review information is submitted, developed and issued.

Ranking Criteria 1. Public Health

2. Regulatory Compliance 3. Affordability

Project Sponsor Engineers Lawyers Accountants Project

Administrator

Step 8 Pre Bid Checklist Completed ? Project is approved to advertise for

construction. (PSC process ongoing)

Step 9 Bids are evaluated, project funding is reviewed, additional funding need

is determined, project is approved.

Step 10 Pre Loan Closing Checklist Completed ? Loan is closed and project

sponsor can enter into contract with contractor.

May require going back to IJDC & PSC.

Step 11 Construction is initiated. Invoices are received and payments are made. Site inspections are performed. Construction is completed.

System begins making payments.

June 23, 2008

1

Drinking Water Treatment Revolving Fund (DWTRF) Loan Application Work Process

Following is the application form for water system requests to get on our Project Priority List (PPL) to be eligible for a DWTRF loan. DWTRF loans are available disadvantaged and non-disadvantaged water systems. Disadvantaged water systems are those systems whose customers are paying at least 1.5% of the medium household income (MHI) for their town, city, or county (whichever applies) based on 4,000 gallons per month. The disadvantaged rate is 0.5% for 30 years. Non-disadvantaged water systems are those whose customers are paying less than 1.5% MHI. The non-disadvantaged rate is 2.5% for 20 years. A 0.5% administrative fee is applied to both types of loans. Principal forgiveness has limited availability and varies from year to year. Principal forgiveness is generally reserved for those water systems whose rates approach 2% MHI or more.

Typical DWTRF projects include water treatment plant upgrades, distribution and storage upgrades, and extensions of existing systems. Projects solely for economic growth or projects solely for fire protection are not eligible for DWTRF assistance.

If a water system would like to use DWTRF funds, it must first send an application to IJDC requesting a DWTRF loan and then be approved to pursue the proposed funding. It can then apply to DWTRF to be put on the PPL. The application submittal places your project on our PPL and does not commit you or the Bureau for Public Health to a DWTRF loan. The PPL will be prioritized according to our standards on health and compliance. Then, depending on the project's readiness to proceed, a binding letter of commitment would be issued. We then would expect the project to close the loan within a year.

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