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RM2 Funding

Regional Measure 2 (RM2)
Regional Traffic Relief Plan Capital Program

Project Sponsor and Implementing Agency’s Page

Information on this page is intended to provide guidance to project sponsors on the RM2 CAPITAL program allocation, reimbursement, and progress report processes. Additionally, other information updates relevant to project sponsors will be posted here.

Information Updates

  • March 1, 2010 – Please use the new IPR template updated in January 2010, as posted below.

Requesting an Allocation

STEP 1: INITIATION OF AN ALLOCATION REQUEST

Approximately 60 days prior to a requested MTC Commission action (see calendar), the project sponsor or implementing agency must submit the following two documents listed. Upon receipt of these documents, MTC staff will review the request and contact the project sponsor. This process is intended to allow time for MTC staff and the project sponsor’s staff to address any outstanding issues on the Initial Project Report (IPR) before the project sponsor presents the IPR to its respective Board for approval. Also during this time, MTC will work with the project sponsor to develop project specific conditions.

Please submit your request electronically to Shruti Hari (shari@mtc.ca.gov) with the following attachments completely filled out:

STEP 2: SUBMITTAL OF OFFICIAL ALLOCATION REQUEST PACKAGE

Once the outstanding issues have been addressed and that the implementing agency’s board has taken action on the IPR and resolution of project compliance, approximately 30 days prior to a requested MTC Commission action (see calendar) , the implementing agency must submit final, official signed copies of the following documents listed below. MTC must receive this allocation package before the allocation request can be included in MTC’s Committee agenda for action.  Please refer to Appendix A of the RM2 Policies and Procedures for a description of the documents listed below.

  1. Implementing Agency Resolution of Project Compliance
    (already includes Opinion of Legal Counsel Language)
  2. Opinion of Legal Counsel / MTC Indemnification
    (use only if you wish to take the Opinion of Legal Counsel action separately from the Implementing Agency Board Resolution)
  3. Board or Official Governing Body Approved Initial Project Report (IPR)
  4. Environmental Clearance Documentation
  5. Evidence of Allocation and Commitment of Complementary Funds

MTC’s Allocation review and approval process

Upon agreement to move forward and recommend an allocation, MTC staff will bring the request to the MTC’s Programming and Allocations Committee and Commission for consideration.

STEP 1: Presentation to Programming and Allocations Committee (which meets on the Second Wednesday of everyone month generally)

STEP 2: Presentation to MTC Commission Meeting (which meets on the Fourth Wednesday of every month generally)

STEP 3: Once an allocation is approved by the Commission, MTC's Finance Section sends a letter confirming the allocation and provides instructions on the invoicing process to the project sponsor or implementing agency.

Invoicing and Reimbursement Process

Invoices should be submitted on a quarterly basis, unless MTC approved monthly invoicing for a project sponsor or implementing agency.

The following is  the invoice format for the capital program.


Semi-Annual Progress Reports

As directed by MTC, sponsors and/or implementing agencies will provide MTC with a Semi-Annual Progress Report. Semi-annual periods begin on July 1 and January 1 of any given fiscal year. These reports are meant to update MTC on the project’s scope, cost, and schedule. These reports shall include the following:

  • Status: the phase currently underway and the progress since the last report; major meetings and decisions on the project; any significant accomplishments; any setbacks to the project. The sponsor should note whether they anticipate any problems, and what area these problems exist in.
  • Expenditures to date: these will be specified as expenditures since the prior reporting, and will include all funding sources including RM2. These will be in sufficient detail to determine that they are eligible expenses.
  • Schedule changes: any changes in the project schedule as outlined and approved in the IPR and the consequences of those changes, particularly related to project costs. If the schedule has been modified, a revised schedule must be attached.
  • Cost changes: all changes should be noted in the Progress Report; changes greater than 20% or $250,000 dollars, whichever is less, must be accompanied by a detailed explanation of what options the sponsor has considered to manage the change. If costs have changed by more than $250,000 or 20%, whichever is greater, a revised funding plan and cash flow schedule must be attached.
  • Potential Claims: If RM 2 funds are utilized for the construction phase of the project, then the sponsor must certify if there are any Notices of Potential Claim. If they exist, a summary of such notices as well as the likely cost or schedule impact shall be included.
  • Upcoming allocation requests: Sponsors are requested to provide information on upcoming allocation requests; MTC’s capacity to allocate RM2 funds depends in part on the information provided by the sponsors and the failure to comply may result in the sponsor’s allocation request being deferred until such time when RM2 funds become available.
  • Address Status of Project Specific Conditions: If project specific conditions were approved as part of the allocation, the sponsor must address the status of meeting the condition.

Failure to provide the report and required information shall be grounds for MTC to withhold reimbursements until a report is submitted and accepted by MTC.

Details regarding the semi-annual progress reports are emailed to project sponsors listed in the IPRs. If you are not receiving the semi-annual announcements, please contact Shruti Hari (shari@mtc.ca.gov).

Semi-Annual Report Presentations to MTC Commission - Previous Examples:


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