Gravel Road

APPENDIX E. GRANT APPLICATION, WORK PLAN & INSTRUCTIONS

  • Grant Application: One-page application submitted by the road-owning entity to the Conservation District. This becomes "Attachment A" to the contract between the Conservation District and the Grant recipient.

  • Work Plan: Project sketch detailing proposed work. Can be on the back of the grant application. This becomes "Attachment B" to the contract between the Conservation District and the Grant recipient.

  • Expenditure Sheets: Two optional sheets, one for grant requested funds and one for inkind contributions, that can be attached to the grant application if needed.

  • Grant Application Packet (683 KB): Includes the four forms mentioned above.


SECTION 9106 OF THE PENNSYLVANIA VEHICLE CODE
DIRT, GRAVEL AND LOW VOLUME ROAD MAINTENANCE
Grant Application/Project Work Plan Instructions

The following instructions pertain to the Dirt, Gravel and Low Volume Maintenance Program Grant Application and Project Work Plan forms.  These instructions are to act as a guide only.  Note that all fields are required unless indicated otherwise.

It is strongly recommended grant applicant and Conservation District representatives hold an on-site meeting to discuss a potential project plan before an application is submitted.

Grant Application Instructions

"District Use Only":

  • Applicant DOES NOT fill out any of the information within this box.

General Information:

  • County – The County the road project in question is within.
  • Municipality – The Municipality (township, borough, or city) the road project in question is within.
  • ESM Certified Person – List the person who will oversee the project who is currently ESM certified.
  • Position – The current position of the ESM Certified Person.
  • Certification Date – The date the ESM Certified Person completed their ESM training. Applicant may need to contact their CCD or the Center for Dirt and Gravel Road Studies if the date is unknown.  Someone from applying entity must be ESM certified within last 5 years to be eligible for funding.
  • Official Name of Applying Agency – The name of the agency who is applying for Dirt, Gravel and Low Volume Maintenance funding.  This name may be the same as the Municipality if that specific Municipality is applying for funding, or could be a road owning agency other than a municipality.
  • Mailing Address – The mailing address of the applying agency.  Include street address, state, and zip code.
  • Contact Person – The official contact person of the applying agency.
  • Phone – The phone number of the official contact person or the applying agency.
  • Fax – The fax number of the official contact person or the applying agency. Optional
  • E-Mail – The e-mail address of the official contact person or the applying agency. Optional

Affected Road Information:

  • Affected Stream or Tributary – The name of the stream or tributary that the road project in question is currently affecting.  If project affects a small unnamed tributary (UNT), list the first named stream downstream of the tributary, such as “UNT to Trout Run”.
  • Road Name / ID Number – The name and identification number of the road in question.  List both if available.
  • ADT – (Average Daily Traffic Count) Not Required for Unpaved Roads.  Supply if known or estimate for paved roads. Later validation of traffic count is required before a contract can be made for pave road projects.
  • Proposed Project Start Date – The proposed date that applicant expects the project to begin.
  • Proposed Project Completion Date – The proposed date that applicant expects the project to be finished.
  • Existing Road Surface Type – Check the appropriate CURRENT surface type of the road project in question.
  • Is project considered an emergency – Check if the project would be considered an emergency. For example, a road that is washed out and is unpassable due to a storm would be considered an emergency.

Additional Questions, Proposed Work Elements, and Cost Estimates:

1) Applicant is required to identify and obtain all necessary permits before starting the project:

  • By signing the application, applicant acknowledges they understand that they will be required to identify and obtain all necessary permits before starting the project.  Applicant is not required to identify and obtain these permits prior to submitting the grant application. 

2) Identify the proposed work elements: Check all that apply

  • Ditches Improved – Stabilizing ditches through elimination, vegetation, armoring, flow reduction, etc.
  • Ditch Outlets Added – Addition of drainage outlets such as pipes, turnouts, etc.
  • Off Right-of-Way Improvements – Improvements to access roads, lanes, etc. that affect the public roadway.
  • Road Banks Improved – Stabilizing of banks through reprofiling, armoring, vegetation, etc.
  • Road Base Improved – Improvements to road base through material addition, milling, geo-synthetics, etc.
  • Road Surface Stabilized – Improvements to the road surface through new material, stabilizers, etc.
  • Stream Crossings Improved – Replacement or stabilization of road/stream crossings.
  • Storm Water Improvements – Improvements to or disconnection of traditional storm water collection systems.
  • Vegetative Management – Vegetation work such as tree thinning, selective thinning, seeding, etc.
  • Other – List any other proposed work elements not covered by the above choices.

3) Applicant is required to obtain the DSA Specification and Certification form Prior to DSA placement.

  • Applies to any projects using Driving Surface Aggregate (DSA).
  • By signing the application, applicant acknowledges that they understand that they will be required to obtain the Specification and Certification from the aggregate supplier prior to aggregate placement.

4) Complete Attachment B by drawing a sketch of the proposed project.  Attach a copy of a locational map with the project highlighted:

  • This project sketch is part of the Project Work Plan that is addressed at the end of the Grant Application help.

5) Project cost estimate:

  • Applicant is to provide two estimates:
    • “Grant Requested Funds”: summarizes the project costs that the applicant is requesting from the Program through the Conservation District.
    • “In-Kind Contributions”: summarizes the costs that will be borne by the applicant where no reimbursement will be requested or made through the Program.
  • Applicant can use the space provided in the Grant Application, or they can attach additional documentation as needed to identify these costs. 
  • Grant Requested – The project costs that the applicant is requesting from the Program through the Conservation District.
  • In-Kind Contributions – The costs that will be borne by the applicant where no reimbursement will be requested or made through the Program.
  • Total Project Value – Grant Requested + In-Kind Contributions.  This is the total estimated cost of the project.

Finalizing the Application:

  • Applicant Signature – The signature of the applicant.
  • Date – The date the Grant Application was completed.

Project Work Plan Instructions

General Information:

  • Applicant – The Grant Application applicant.
  • County – The County the road project in question is within.
  • Municipality – The Municipality (township, borough, or city) the road project in question is within.
  • Road Name / ID Number – The name and identification number of the road in question.  List both if available.
  • Date – The date the project work plan was completed.
  • PA One Call System Serial Number – The 10-digit number provided to applicant after calling PA One Call.  This number will not be known at the time of the application, but by law, must be recorded on the Project Work Plan prior to the start of excavation.  Contact Conservation District with any questions regarding PA One Call.
  • North Arrow – Draw a locational north arrow that identifies where north is as related to the sketch.  This is critical in helping determine the location of the work proposed in the event the project sketch is not drawn to true north.
  • Project Length – Enter the length of the proposed work.  Then circle the appropriate unit of "feet" or "miles".  If the total proposed work length is less than 1 mile, then it is recommended to enter the work length in feet.

Attach a copy of a locational map with the project highlighted:

  • Highlight or circle the project location on a map such as township map, topographic map, photocopied atlas map, GIS map, PennDOT map, etc.  Do not include any project work items on the location map (they go on the workplan).  The purpose of this map is to allow the project site to be easily found in the future. 

DETAILED ESTIMATED PROJECT EXPENDITURES WORKSHEETS (attachments A1 and A2)

OPTIONAL - (attachments A1 and A2) - OPTIONAL

Included with the Grant Application packet are two additional project expenditure worksheets.  These two worksheets, Grant Requested Funds and In-Kind Contributions, are referred to in the Grant Application as Attachment A1 and Attachment A2, respectively.  These are not required but are recommended if the applicant needs more space than what is provided in the Grant Application.  Since they are nearly identical, general help is provided below.

Grant Requested Funds/In-Kind Contributions Worksheets:

  • Materials – List the type, unit cost, quantity, and total cost for each proposed material.
  • Equipment – List the type, hours, FEMA Rate/Hour if applicable, and cost for each piece of equipment proposed. Note that FEMA rates are only applicable where township-owned equipment if used otherwise applicant should use contracted rates.
  • Labor – List the rate, hours, and cost per type of laborer.
  • Total – The total cost of materials, equipment, and labor.
  • Applicant – The Grant Application applicant.
  • County – The County the road project in question is within.
  • Municipality – The Municipality (township, borough, or city) the road project in question is within.
  • Road Name / ID Number – The name and identification number of the road in question.  List both if available.
  • Date – The date the project expenditures form was completed.