Draft Revised Policies for Active Program Management of CMAQ Projects

Because of a persistent problem of slow project accomplishment and the risk of losing federal funds due to our region's large unobligated balance, the CMAQ Project Selection Committee has been reviewing the active program management policies.  The recommendations, which have been approved by the CMAP Transportation Committee, are anticipated for adoption in June by the MPO Policy Committee. They include:

1.    Phase 1 engineering will not be eligible for CMAQ funding.  Remaining phases will programmed at 100% federal funding with a few exceptions.

2.    A firm deadline of two years past the programmed year will be instituted for the accomplishment of each phase.  If the phase is not completed on time, regardless of the reasons, the funding for remaining phases will be removed and that work placed on a deferred project list.  The deferred phases may be brought back into the program when the delayed work is complete, if funding is available.

3.    An annual obligation goal will be set and if the region is not meeting it, other "ready" projects will be moved into the program to ensure the region meets its spending goals.

These recommendations, if approved, will apply to the next call for projects. The next call is anticipated to begin December of this year, with program approval in the fall of 2013.  That call will be for projects in 2017-2018. 

The accomplishment sunset will apply to all currently programmed projects.  Some projects have already accumulated years of delay.  If you have questions on where your project stands, contact your Planning Liaison.

If/when these policies are approved, outreach will begin to explain the status of current projects and the options available for 100% funding.

Current Policies for Active Program Management of CMAQ Projects

The CMAP region is subject to potential loss of CMAQ funds due to lapses and federal rescissions that can claim much of the region's unobligated balance. The Chicago region has over $180 million dollars of unobligated CMAQ funds.  New policies  regarding CMAQ program development and management have taken effect to reduce our exposure. On time delivery of CMAQ projects will help the region meet air quality goals and reduce congestion.

All CMAQ projects are required to have a specific project schedule that identifies the federal fiscal year that federal funds will be needed for each phase.

One schedule change will be allowed before the consideration of removal of CMAQ funding.

Each May
• Project sponsors are required to submit brief progress updates for each CMAQ project via the CMAP website.

Each October
Project sponsors are required to:
• Submit a progress update for each project through the CMAP website.
• Identify any project phases that did not meet planned schedule for obligation. Obligations must occur by September 30 of the year the phase is programmed.
• If obligation has not occurred a onetime change is allowed.
• If the onetime change has already been used, the project will be considered for removal from the program.

Upon Funding Notification

• Staff of sponsoring agencies of selected projects must attend a CMAP/IDOT project initiation seminar held in November for new projects.
• Project Program Information requests forms are required to have been submitted to IDOT by the time of the May review for non-transit projects. Grant applications are required to have been submitted to FTA by the time of the May review for transit projects.
• Projects approved only for phase 1 engineering would have only one fiscal year to initiate phase 1 with a job number request form submitted to IDOT or an FTA grant agreement. Failure to do so will cause funding to be considered for removal from the project. 
• All projects without an obligation are included on the CMAQ A list.  Even though the project has a TIP ID, it is not included in the active TIP.  If you request federal authorization for your project and it is shown in the TIP with CMAQ A as the fiscal year, USDOT will not authorize the project.
• In order to move your project into the current year of the TIP you must show progress on the project.  For phase 1 engineering, phase 2 engineering, or ROW phases, when the projects local agency agreement is submitted from IDOT District 1 to IDOT Springfield for processing you should contact your Planning Liaison/Project Contact requesting they move that phase from the CMAQ A list into the active TIP.  For construction, when pre-final plans are submitted to IDOT District 1 a request to move the phase into the TIP should be made to your Planning Liaison/Project Contact.
• For transit projects, once the grant application is submitted to FTA, CMAP should be contacted requesting movement into the active year of the TIP.

For questions, information and guidance:
Sponsors are encouraged to work with their regional contact or Planning Liaison if guidance is needed.

CMAP staff contact is Doug Ferguson (312) 386-8824 or Dferguson@cmap.illinois.gov.