Phase 1: Design implementation
The design of small bridges awarded funding through this program will be conducted by a MassDOT-selected consultant team in close coordination with the municipality. MassDOT is onboarding several consultant firms to work with municipalities to advance the design of their projects. This new initiative provides strongly requested support for communities without dedicated bridge or engineering staff as well as communities with overextended operations. This allows municipalities to receive free assistance to implement their designs efficiently with a high-quality product.
Communities utilizing this support will enter into a contractual agreement with MassDOT for the completion of the Phase 1 design. In these cases, no funds are provided directly to the community; MassDOT will handle all payments directly to the consultant. The consultant firm assigned to a municipality for the awarded design work is selected at MassDOT’s discretion.
The MassDOT-selected design consultant will, in coordination with the municipality, submit the following documents to the District and Headquarters Bridge Sections at preliminary (25%) and final (100%) design levels:
- Project Plans
- Calculations
- Specifications
- Cost Estimate
The municipality is always responsible for meeting all local, state, and federal permitting requirements as well as the acquisition of rights of way, easements, and any other necessary agreements. Legal fees, administrative fees, and traffic or police detail are not eligible costs. Municipalities are also responsible for compiling documents to advertise a project for construction as well as following all applicable state and local rules and regulations related to advertisement.
Municipalities may request to opt out of MassDOT-led consultant design and receive up to $100,000 on a reimbursement basis to procure their own design firm. In order to do so, the municipality must demonstrate a need and ability to manage the work themselves. No additional funds will be provided if design exceeds $100,000. The use of a designer that is prequalified by the MassDOT Architects and Engineers Review Board in Basic Bridge Design/Rating is required. If a municipality elects to implement the small bridge design themselves, responsibilities include:
- Appropriating all funds needed to design the project
- Submitting the following documents to the District and Headquarters Bridge Sections at preliminary (25%) and final (100%) design levels:
- Project plans
- Calculations
- Specifications
- Cost Estimate
- Submitting reimbursement requests to MassDOT for eligible and approved project costs up to the awarded amount
Phase 2: Construction implementation
The municipality is responsible for the construction of a small bridge project awarded Phase 2 funds. MassDOT and the municipality will enter into a contractual agreement for the municipality to complete the work as approved in the application and to be provided reimbursement for eligible costs as they are incurred. Costs incurred above the original award amount are the responsibility of the municipality. Requests for additional funding may be considered on a case-by-case basis by MassDOT if there is justification and funding availability. No work shall begin before the Notice to Proceed is provided by MassDOT.
All work must be conducted via a MassDOT prequalified horizonal construction contractor. Municipal implementation responsibilities include:
- Providing necessary design documents to MassDOT to confirm structural adequacy
- Advertising for bids and selecting MassDOT prequalified horizontal contractor
- Before awarding the construction contract, the municipality must certify to MassDOT in writing that it has:
- Obtained all required environmental permits
- Acquired all required rights-of-way
- Coordinated with utility companies as necessary
- Overseeing project construction
- Submitting reimbursement requests to MassDOT for eligible and approved project costs up to the awarded amount
The municipality is always responsible for meeting all local, state, and federal permitting requirements as well as the acquisition of rights of way, easements, and other necessary agreements. Legal fees, administrative fees, and traffic or police detail are not eligible costs for reimbursement. Municipalities are also responsible for compiling documents to advertise a project for construction as well as following all applicable state and local rules and regulations related to advertisement.
Requesting reimbursement
Phase 1 design grants that are managed locally (not through a MassDOT-led consultant) and Phase 2 construction grants are reimbursement-based, which means municipalities are reimbursed for approved costs after expenses are incurred. Municipalities can request reimbursement at any time during project implementation. Some municipalities request reimbursements at various milestones throughout a project, while others prefer to wait until the end of a project to submit one single request. Reimbursements are processed by the State Aid Engineer assigned to the municipality’s MassDOT District, similar to the Chapter 90 Program.
When requesting reimbursement for program expenses, there are various forms that must be completed and submitted to the State Aid Engineer via mail, fax, or email. Municipalities must submit a Reimbursement Request, Payroll (600) Form (if necessary), List of Materials (454 Form) and required supporting documentation via email to their District State Aid Engineer after expenses are incurred.
The Reimbursement Request collects basic project information, as well as how much money was approved, how much has been spent to date, and how much is currently being requested for reimbursement. This form must be signed by the appropriate municipal staff. The Payroll (600) Form is used to record personnel time. This form only needs to be used if the municipality is requesting reimbursement for municipal employee labor costs. The List of Materials (454 Form) is a detailed list of materials purchased for the project. This must accompany the reimbursement request. When applicable, the municipality will also provide the Summary of Bids Form. In addition to these forms, municipalities will also need to submit invoices or receipts for the costs incurred as applicable. For this reason, it is very important to maintain organized records of work performed or materials purchased during project implementation.
If a Phase 1 design is being completed through a MassDOT-managed consultant, no funds will be provided to the municipality. MassDOT will pay the consultant directly.
Fiscal Year 2024 program deadlines
| Application Round Opens | Application Round Closes | Application Review & Award Notification |
|---|---|---|
| May 1, 2023 | June 30, 2023 | 2- 3 months |