8.b) MNDOT Grant Application Manual
MNDOT
COMMUNITY ROADSIDE LANDSCAPING
PARTNERSHIP PROGRAM
APPLICATION MANUAL
(February 2012)
From Wildflowers to Trees
A Growing Partnership
Improving Our Communities and Environment
MNDOT Landscape Partnership Application Part 1 – Program Description 2012
The Minnesota Department of Transportation's Community Roadside Landscaping Partnership Program is
designed to provide technical and financial assistance to communities that are interested in landscaping
state highway rights of way. This is a reimbursement program, not a grant.
The program has three goals: (1) roadside beautification, (2) community improvement, and
(3) Environmental stewardship.
This manual describes the program and application requirements, and provides examples of required
documents. Part I is the Program Description. Part II is the Application Form and the instructions to
complete the form. Part III is the Appendices that provide other information pertinent to the application
process.
If you have any questions about the program or application requirements, please call (651) 366-4617 to
speak with Mn/DOT's Landscape Partnership Program Coordinator.
APPLICANT ELIGIBILITY
For purposes of this program, ‘Communities’ are defined as counties, home rule charters,
statutory cities or towns, townships, and Counties. Ineligible applicants will not be
considered unless they are sponsored by a community or other unit of government that can
execute and honor a cooperative agreement with MnDOT (a necessary requirement for MnDOT
to transfer funds.) If you have questions about your group’s eligibility, please contact the Landscape
Partnership Program coordinator for assistance.
ELIGIBLE COMPONENTS
Funds awarded under this program must be used for roadside landscaping located on state
trunk highway rights of way with fee or easement title. Interstate freeways and high volume
divided highways with controlled access may be excluded from this program due to liability, safety, and
access problems. MnDOT District Staff or the Landscape Architect/Designer assigned will help determine
if the site is suitable.
Components that support the goals of the program include, but are not limited to, the following:
- Planting and maintenance of trees, shrubs, vines, perennial groundcovers,
wildflowers and grasses.
- Incorporation of soil amendments, herbicides, edging, weed fabric, wood fiber
blanket, mulch (wood chip, rock or other approved types), rodent protection, staking
and guying, gator bags, and seedling shelters.
Components that support the goals of the program, which MnDOT can help design and locate, but are
not funded by Mn/DOT’s Landscape Partnership Program are:
- Community entrance monuments
- Retaining walls, walkways, planters, etc.
- Benches, lighting, irrigation, etc…
MNDOT Landscape Partnership Application Part 1 – Program Requirements 2012
Communities seeking approval to initiate a proposed landscape partnership project with provision of
MnDOT technical and design assistance must submit a written request to the appropriate MnDOT
District Engineer (see Appendix III.), along with the completed application.
Design Assistance Needed (MnDOT Prepared Plans):
If you need design assistance, please complete the all of the application except sections 6 and 7. Also
please include all of the required attachments, except attachment “C”. Submittal can be at anytime
during the year. Allow between 6 months to 1 year for design and municipal agreement processes.
Submitting Plans Prepared by Others:
If you are submitting your own design, please complete your written request and submit your
applications for fall planting to Mn/DOT by May 31st. Applications for spring planting must be
submitted to MnDOT by December 31st.
Project components must support at least one of the three goals of the program (roadside beautification,
community improvement, and environmental stewardship.)
In the formative stages of the project, the applicant must form and designate a committee of at
least three contact people for the project. At least one of the three contact people must be an
employee or official representative of the local government unit requesting or sponsoring
the project. The designated individuals on the committee would then be responsible for overall project
liaison and coordination prior to and during the submission of the application, as well as during
implementation stages, installation, and maintenance period of the project.
At least one of the committee members will be required to help set up a training session for the
Community. They will be responsible for providing Community workers and volunteers with Mn/DOT
supplied instructions, and information packets pertaining to safe and proper worker supervision,
materials handling, plant installation and plant maintenance.
The application must include a formal resolution indicating community support for the desired
improvements and authorization of a primary contact person to apply to MnDOT for funding. See
Appendix I for sample resolution.
A MnDOT approved (District and Landscape Partnership Program Coordinator) landscape plan at a
scale of not more than 100'=1" must be included as part of the application.
(11" x 17" reductions are acceptable for application purposes.) The landscape plan shall incorporate by
reference or attachment, standard MnDOT planting details, material specifications and special provisions
as applicable. The plan may be prepared by one of MnDOT's landscape architects, landscape designers
or foresters with no obligation or cost to the community, as scheduled work loads permit. Potential
applicants may use the services of local landscape design professionals to prepare plans, at their own
cost, thereby minimizing time delays that may occur as a result of MnDOT's workload. MnDOT's project
manager will assist applicants in obtaining base mapping information, design guidelines, required
reviews, and necessary approvals. Community designed plans will need to be reviewed by Mn/DOT
Staff, to determine if the project meets minimum standards for safety and mobility.
MNDOT Landscape Partnership Application Part 1 – Program Requirements 2012
Funding assistance is limited to the estimated cost of providing the required landscape
materials. Materials included, but not limited to are: soil amendments, herbicides, plant materials,
seed, sod, mulch, rodent guards, gator bags, and other miscellaneous materials necessary for the
project. Eligible projects must include a minimum of $1,000 worth of materials and the maximum award
of funds for any project or project phase shall not exceed $30,000* in any given year.
The program requires that a community provide the funds or in-kind services to install and
maintain the state funded materials. Applicants may utilize their own labor forces, service
organizations, volunteers or contractors. The community must act as the contract letting and
administration authority where contract installation is desired. Contract awards must be received and
approved by District Staff and the Landscape Partnership Coordinator, before the project can be started.
If volunteers are to be used, the application must include a volunteer pledge list** identifying
sufficient numbers of volunteers to complete the scope of work within an acceptable time period.
Volunteers must be 18 years of age or older unless accompanied and supervised by an adult at all
times. A ratio of at least one adult supervisor for every five children under the age of 18 is required.
Successful applicants are required to enter into a Cooperative Agreement with MnDOT to install and
maintain the roadside landscape improvements. A detailed landscape plan showing actual locations and
quantities of materials along with the specifications and special provisions will form the basis of the
Agreement together with the application and schedule of maintenance requirements (Appendix V).
The applicant must submit the completed application and written request to the appropriate
MnDOT District Engineer (Appendix III). The application could also be sent electronically, in
PDF Format. The application will then be reviewed for approval by MnDOT's District and Landscaping
Programs staff.
CRITERIA FOR EVALUATING APPLICATIONS
After the completed application has been submitted to MnDOT, additional information may be required.
Clarification of vague or ambiguous application materials may be requested by the MnDOT review team.
Incomplete applications will not be considered for funding.
In order for an application to be reviewed, it must contain the basic, minimal requirements as outlined in
this manual. Applications may be approved for funding in the full amount requested or in an amount
less than requested.
The criteria to be used in reviewing and ranking qualifying applications include:
1. Extent to which the proposed project meets one or more of the goals of the program.
2. Extent to which the proposed project is consistent with MnDOT policy, safety, design, and
operations guidelines.
3. Extent to which the proposed project and partner demonstrate a strong likelihood for successful
installation, establishment and maintenance of the roadside landscaping investment.
*The upper limit cost is determined by the local District office, based on funding available for the fiscal year that the project is
completed in.
** Estimated Volunteers needed based on 1person planting either: 1 tree/hour, or 4 shrubs/hour, or 20 perennials/hour.
MNDOT Landscape Partnership Application Part 1 – Program Requirements 2012
PROJECT FUND REIMBURSEMENT
Project Fund reimbursement is contingent upon:
- Appropriate preparatory work and installation of approved landscape materials.
Approved materials need to include all certificates and licenses required by the state, as per
MnDOT spec 2571.
- Execution and approval of the Cooperative Agreement. Funds may be transferred to the
community upon receipt of a written request to the Statewide Landscape Partnership Coordinator
with a copy of the purchase orders and/or invoices for landscape materials.
o The letter needs to include the project number, agreement number and the amount of
reimbursement that is being requested
o The letter must also state if the amount being requested is for payment in full or for a
partial payment.
A partial payment may be made if the community was not able to complete all
planting operations on the day of the planting, but need to be reimbursed for the
material that has been planted to date.
The city must then request a final payment after the project is completed.
o A partial payment by MnDOT does not constitute an agreement for additional plantings
outside of the original agreement.
o A partial or full payment does not guarantee an approval for future projects with MnDOT,
unless the community submits another application.
MNDOT Landscape Partnership Application Part 1 – Program Requirements 2012
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MNDOT Landscape Partnership Application Part 2 – Application 2012
MN/DOT COMMUNITY ROADSIDE LANDSCAPING
PARTNERSHIP PROGRAM
APPLICATION FORM
Submitted By:_____________________________________________________
Date:___________________________
MNDOT Landscape Partnership Application Part 2 – Application 2012
(1) APPLICANT
Local Government Unit / Community____________________________________________
Address____________________________________________________________________
(2) COMMITTEE OF PRIMARY CONTACT PERSONS: One of the Committee members must be
employed as a staff member or representative of the Local Government Unit.
Name________________________________________________Phone__________________________
Address______________________________________________________________________________
_____________________________________________________________________________________
Name________________________________________________Phone__________________________
Address______________________________________________________________________________
_____________________________________________________________________________________
Name________________________________________________Phone__________________________
Address______________________________________________________________________________
_____________________________________________________________________________________
(3) DESCRIBE THE LOCATION OF THE PROJECT SITE(S). (Include county, city and the limits of the
project.) Trunk Highway:______
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
(4) BRIEFLY STATE THE GOALS AND SCOPE OF YOUR PROPOSED PROJECT.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
(5) BRIEFLY STATE THE PUBLIC PARTICIPATION (Committees, Boards or other) AND APPROVAL
PROCESS USED (City Council or other) AND SIGNIFICANT COORDINATION WITH OTHER
PROGRAMS (DNR, Watershed District, or other).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
MNDOT Landscape Partnership Application Part 2 – Application 2012
(6) FOR PLANS PREPARED BY OTHERS: LIST THE REQUIRED “GENERAL” MATERIALS ONLY AND
THE ESTIMATED MATERIAL COSTS FOR THE PROJECT (soil amendments, herbicide, plant
materials, seed, sod, construction materials, weeds fabric, mulch, rodent protection, etc.) DO
NOT INCLUDE LABOR OR EQUIPMENT.
PROJECT MATERIALS (on state right of way only)
MATERIALS QUANTITY ESTIMATED COST
PLANT MATERIALS
HERBICIDES
COMPOST
WOOD CHIPS
RODENT PROTECTION (WHERE NEEDED)
TOTAL MATERIAL COST _________________
(Include Sales Tax and Shipping)
(7) SHOW THE DESIRED TIMETABLE FOR COMPLETION OF EACH MAJOR COMPONENT OF THE
PROPOSED PROJECT FROM PREPARATION OF PLANTING AREAS THROUGH COMPLETION OF
INSTALLATION.
TIMETABLE BEGINNING DATE: ENDING DATE:
COMPONENT YEAR J F M A M J J A S O N D
Preliminary Layout and Staking
Spray or Remove existing weeds &
grasses
Cultivate planting and seeding areas
(soil amendments, rototilling)
Stake individual plant locations
I n s t a l l P l a n t s
I n s t a l l T u r f
Install Mulch
I n s t a l l P l a n t P r o t e c t i o n
MNDOT Landscape Partnership Application Part 2 – Application 2012
(8) DESCRIBE THE TYPES OF LABOR FORCES AND THE ESTIMATED QUANTITY OF
PERSONNEL THAT WILL INSTALL AND MAINTAIN THE PROJECT. (city crews, youth
service corp., contractors, volunteers) If the majority of work is to be performed by
volunteers, a preliminary pledge list of volunteers must be attached.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
STATEMENT OF ASSURANCES
To the best of my knowledge and belief, data in this application is true and correct, and the document
has been duly authorized by the government unit of the applicant with full understanding of the program
requirements. It is agreed that at least one primary contact person will hold a training session for the
community workers, volunteers and/or contractors to provide proper direction and information packets
for landscape project preparation, inspection, installation, and maintenance. It is agreed that if
volunteer workers are to be used, they will meet minimum age or eligibility requirements. It is agreed
that the local government unit will enter into an Agreement with MnDOT ensuring that the local
government unit will ensure or provide required maintenance of the roadside landscape improvements
described in the plan and the Agreement.
_________________________________________________________ ___________
Signature of the Primary Contact Person Date
Authorized By the Local Government Unit
REQUIRED ATTACHMENTS
TO BE INCLUDED AS PART OF THE APPLICATION:
(A) ____ RESOLUTION AUTHORIZING APPLICATION AND
DESIGNATING AUTHORIZED PRIMARY CONTACT PERSON.
(B) ____ MAP OF PROJECT LOCATION.
(C) ____ VOLUNTEER PLEDGE LIST
(If volunteers are to be used, otherwise state how the project will be installed)
If submitting plans by others
(D) ____ MNDOT APPROVED LANDSCAPE PLAN AND ESTIMATE (Approval Stamped and Dated By
District Staff and Landscape Partnership Coordinator)
The documents submitted in support of this application shall be considered part of this application.
MNDOT Landscape Partnership Application Part 2 – Application 2012
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MNDOT Landscape Partnership Application Part 3 – Appendices 2012
APPENDICES
I. SAMPLE OF RESOLUTION AUTHORIZING APPLICATION AND DESIGNATING AUTHORIZED
PRIMARY CONTACT PERSON.
II. LIST OF RESOURCES.
III. MAP OF MN/DOT DISTRICTS AND LIST OF DISTRICT/METRO DIVISION CONTACTS WITH
ADDRESSES AND PHONE NUMBERS.
IV. EXAMPLE MAINTENANCE ACTIVITY CHARTS
V. PARTIAL LIST OF ACTIVITIES TO INSURE SUCCESS OF PARTNERSHIP PLANTINGS.
VI. MN/DOT LANDSCAPING PARTNERSHIP PROCESS FLOW DIAGRAM.
MNDOT Landscape Partnership Application Appendix I – Resolution 2012
SAMPLE RESOLUTION
AUTHORIZING APPLICATION AND PRIMARY CONTACT PERSON
Applicants must adopt the following as a resolution or letter and submit it with the application.
Applications without a completed and signed resolution or letter will not be considered.
Be it resolved that __________________________________________________________________
(applicant/local government)
act as sponsoring unit for the project identified as _________________________________________
on the state trunk highway(s) ____________________________________________ to be conducted
during the period ________________________ through __________________________.
( d u r a t i o n d a t e s )
Be it further resolved ________________________________________ is hereby authorized to apply
(name of primary contact person)
to the Minnesota Department of Transportation for funding of this project on behalf of
________________________________________________.
(applicant/local government)
I certify that the above resolution was adopted or approved by _______________________________ of
(City Council or City/County official)
________________________________________________ on ____________________.
(applicant/local government) (date)
SIGNED:
____________________________________
(signature)
____________________________________
( t i t l e ) ( d a t e )
WITNESSED:
____________________________________
(signature)
____________________________________
( t i t l e ) ( d a t e )
MNDOT Landscape Partnership Application Appendix II – Resources 2012
LIST OF RESOURCES
The following may be able to provide assistance or information affecting your project.
Minnesota Department of Transportation
(see Appendix III for contacts)
District Offices
Statewide Landscape Partnership
Coordinator
Minnesota Extension Service
University of Minnesota
St. Paul, MN 55108
www.extension.umn.edu
AnswerLine - (800) 854-1678
Minnesota State Horticultural Society
Minnesota Green
1755 Prior Avenue North
Falcon Heights, MN 55113
www.northerngarderner.org
(651) 643-3601 or (800) 676-6747 ext 211
Minnesota State Historical Society
State Historic Preservation Government
Project and Compliance
History Center, 345 Kellogg Blvd. W.
St. Paul, MN (651) 296-5462
Iron Range Resources And Rehabilitation Board
Community Development Division
P.O. Box 441, Highway 53 South
Eveleth, MN 55734 (218) 735-3000
www.ironrangeresources.org
University of Minnesota
School of Architecture and Landscape
Architecture
216 Pillsbury Drive S.E.
Minneapolis, MN 55455 (612) 626-9068
www.design.umn.edu
University of Minnesota Landscape Arboretum
3675 Arboretum Drive
Chanhassen, MN 55317 (952) 443-1400
www.arboretum.umn.edu
Minnesota Nursery and Landscape Association
P.O. Box 130307
St. Paul, MN 55113 (651) 633-4987
www.mnla.biz
Minnesota Chapter of the
American Society of Landscape Architects
275 Market Street, Suite 54
Minneapolis, MN 55405 (612) 339-0797
www.masla.org
Minnesota Design Team
AIA Minnesota
International Market Square
275 Market Street, Suite 54
Minneapolis, MN 55405
(612) 338-6763 ext 214
www.minnestoadesignteam.org
Local Offices of the following:
- County Agricultural Extension Service
- Department of Natural Resources (D.N.R.)
Division of Forestry
- Regional / Metropolitan Planning
Commissions and Councils
- Soil Conservation Service (S.C.S.)
- Soil and Water Conservation Districts
(S.W.C.D.)
- U.S. Forest Service (U.S.F.S.)
MNDOT Landscape Partnership Application Appendix III – Contacts 2012
FOR MORE INFORMATION or guidance in
developing Landscape Partnership projects,
contact:
Mn/DOT State Landscape Partnership
Program Coordinator
Todd A. Carroll, Landscape Architect
MnDOT Office of Environmental Stewardship,
395 John Ireland Blvd., M.S. 686
St. Paul, MN 55155-1899
Phone: (651) 366-4617, Fax: (651) 366-4699
E-mail: Todd.Carroll@state.mn.us
Send completed applications or to
request design assistance contact
the appropriate District Representative
listed below.
District Contacts:
District 1 Mr. Tom Jacobson
1123 Mesaba Avenue
Duluth, MN 55811
(218) 725-2778
Tom.Jacobson@state.mn.us
District 2 Mr. Lynn Eaton, D.E.
3920 Highway 2 West
Bemidji, MN 56601
(218) 755-6549
Lynn.Eaton@state.mn.us
District 3 Mr. Bob Busch, D.E.
7694 Industrial Park
Baxter, MN 56425
(218) 828-5703
Robert.Busch@state.mn.us
District 4 Mr. Lee Berget, D.E.
1000 Highway 10 West
Detroit Lakes, MN 56501
(218) 847-3603
Lee.Berget@state.mn.us
District 6 Nelrae Succio, D.E.
2900, 48th St. N.W.
Rochester, MN 55903
(507) 286-7501
Nelrae.Succio@state.mn.us
District 7 Mr. Gordon Regenscheid, A.D.E.
2151 Bassett Dr.
Mankato, MN 56001-5032
(507) 304-6104
Gordon.Regensheid@state.mn.us
District 8 Mr. Mel Odens, A. D.E.
1800 E. College Dr.
Marshall, MN 56258
(507) 537-2044
Mel.Odens@state.mn.us
Metro Mr. Ryan Sodd
1500 West County Rd. B2
Roseville, MN 55113-3105
(651) 234-7923
Cathy.Ashfeld@state.mn.us
MN
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MNDOT Landscape Partnership Application Appendix IV – Maintenance
Requirements 2012
MNDOT Landscape Partnership Application Appendix IV – Maintenance
Requirements 2012
MNDOT Landscape Partnership Application Appendix V – Responsibilities 2012
SUGGESTED ACTIVITIES TO INSURE LANDSCAPE PROJECT SUCCESS
ACTIVITIES - BEFORE PLANTING DAY RESPONSIBLE PARTY/PERSON
Overall coordination ....................................................... City, Beautification Committee
Request MnDOT sanction and technical assistance ............ City
Secure assistance from local resources; services; sponsors City, Beautification Committee
Initial scoping and strategy meetings ............................... City, MN/DOT, Local Resource Personnel and Services
Prepare plan .................................................................. MN/DOT or City, Consultant Designer, Resource Personnel
Review plan ................................................................... MN/DOT, City and Beautification Committee
Identify preliminary work force capabilities and
volunteer pledges ........................................................... City, Beautification Committee and Mn/DOT
Identify preliminary equipment and supply needs
and provider commitments / terms .................................. City, Beautification Committee and Mn/DOT
Approve plan ................................................................. Mn/DOT and City
Obtain cost estimates / bids for provision of
Landscape materials ....................................................... City, Beautification Committee and Mn/DOT
Secure Commitments to maintain plantings ...................... City
Develop phasing strategy and schedule ............................ City, Beautification Committee and Mn/DOT
Submit completed partnership application with
MnDOT approved plan .................................................... City, Beautification Committee
Notify successful applicants of projects to be awarded ....... Mn/DOT
Prepare and execute the Landscape Partnership
Agreement..................................................................... Mn/DOT and City
Order and schedule delivery of plants and materials .......... City
Provide training session for plant inspection,
installation, and maintenance .......................................... Beautification Committee and Mn/DOT
Attend training session ................................................... Community Workers, Volunteers, and Contractors
Plan a Planting Day Ceremony to Honor the Effort and
Participants .................................................................... Beautification Committee
Publicize planting day and line up sponsors, services,
"leaders", work crews (volunteers, contractors, etc.) ....... Beautification Committee
Hold orientation meeting(s) to schedule and plan
installation; to assign tasks; and to review proper
procedures and info packets / videos .............................. Beautification Committee
Supply stakes ................................................................. MN/DOT
Stake plant locations ...................................................... City, Crew Leaders and MN/DOT
Review staking .............................................................. MN/DOT
Locate and mark utilities, re-stake as necessary ................ City, Beautification Committee
Locate material storage sites and staging areas ................ Beautification Committee and MN/DOT
Spray Roundup in planting areas
(Optional and preferably in late summer or early fall) ........ Experienced and Licensed Personnel (City, County, Mn/DOT or
Contractor)
Haul compost / soil amendments to planting beds ............. City / Community "Forces"
Till planting beds (incorporate compost or other soil
amendments preferably in fall) ........................................ City / Community "Forces"
Haul wood chips to storage locations near planting beds ... City / Community "Forces"
Layout flower beds and line up flowers ............................ Community Garden Club
Receive and inspect nursery stock (preferably in spring) .... Trained Community Personnel with assistance from Local
Conservation and Environmental Resource Personnel
MNDOT Landscape Partnership Application Appendix V – Responsibilities 2012
ACTIVITIES - PLANTING DAY
Breakfast gathering suggested .............................................. Organizers, Crew leaders, Service Providers
Check-In Station with Information Providers, Refreshments ..... City / Community "Forces" and Sponsors
Traffic Control, Signing and access / parking directions ............ Mn/DOT, Local Law Enforcement Personnel, and
Designated City / Community Safety Officer
Provision of "porta-potties" ................................................... City / Communities Sponsors
Planting and safety demonstrations ....................................... MN/DOT, Local Resource Personnel and Crew Leaders
Distribution of plants and materials from and to storage sites .. Local Resource Personnel and Crew leaders
Supervise planting crews (crew leaders) ................................. Local Resource Personnel, Trained Community Personnel
and Mn/DOT
Insure proper handling and protection of plants before
and during planting .............................................................. Crew Leaders
Insure safe work methods and behaviors ............................... Crew Leaders
Insure proper plant and material installation ........................... Crew Leaders
Install plants, seed, sod, mulch, rodent protection, etc. ........... City / Community "Forces"
Watering ............................................................................. Fire Department and City / Community "Forces"
TAKE PICTURES throughout project ....................................... Mn/DOT, Volunteers and Media
Provide Simple Lunch ........................................................... City / Community Sponsors and Service Organizations
Conduct a Ceremony to Honor the Effort and Participants ........ Beautification Committee, Dignitaries, Participants
ACTIVITIES AFTER PLANTING
Send letters of appreciation ................................................... Mn/DOT and Beautification Committee
Set up maintenance schedule ................................................ City, Volunteers, Trained Community Personnel
Watering ............................................................................. Fire Department and City / Community "Forces"
Weeding, monitoring for disease, insect, drainage problems .... City / Community "Forces"
POTENTIAL WORK GROUPS
Civic groups Garden Clubs Army Reserve Unit Sentence to Service
Scouts Youth groups Vo-Ag Class Businesses
City Parks/Public Works Crews FFA 4-H Clubs Contractors
MNDOT Landscape Partnership Application Appendix VI – Process 2012
MNDOT LANDSCAPING PARTNERSHIP PROCESS
For General Information call the MnDOT Landscape Partnership Program Coordinator (651) 366-4617
Sponsoring Local Government Unit must send a letter or resolution to the MnDOT District Contact person (Appendix III) requesting
sanction and technical assistance to develop a proposed landscaping partnership project.
If MnDOT District Staff consider the project request feasible and desirable, the Landscape Partnership Program Coordinator (LPPC)
will be asked to assign a Project Manager to provide design and/or technical assistance to the Community.
MnDOT Project Manager (landscape architect, designer or forester) and District Liaison meet with the Community to discuss
project planning, implementation, and maintenance concerns.
MnDOT Project Manager prepares or assists the Community designer in preparing conceptual Plans.
District Liaison reviews preliminary Plan for safety and operational concerns prior to Plan review with the Community.
MnDOT Project Manager, District Liaison, and Local Government Unit / Community meet to review the Plan and to identify desired
modifications, options, timetables, implementation strategies and phasing.
MnDOT Project Manager or the Community designer finalizes the detailed Plans, Cost Estimates, and Specifications for review and
approval by Mn/DOT and Local Government Unit / Community representatives.
MnDOT District Liaison approves plan and gets the necessary Mn/DOT signatures.
Local Government Unit / Authorized Primary Contact Person prepare a "complete" Partnership Project Application and submit it in
duplicate to the MnDOT Landscape Partnership Program Coordinator.
MnDOT Landscape Partnership Program Coordinator screens Application with Project Manager for accuracy / completeness and
forwards a recommendation for approval / rejection of Funding with the Application to District Liaison.
Subsequent to District feedback, the Landscape Partnership Program Coordinator notifies applicants of approval, rejection, or
deferral of their Application and Mn/DOT funding.
If the Application and Funding are approved, the MnDOT Project Manager will draft a Cooperative Agreement detailing the Local
Government Unit's procurement, installation, and maintenance responsibilities. The MnDOT Municipal Agreements Engineer
coordinates execution of the Agreement and encumbrance of District landscape partnership Funds.
MnDOT Project Manager provides technical assistance to help the Community organize their efforts, procure quality materials,
obtain training, and coordinate safe and successful installation and maintenance of their plantings.
Local Government Unit sends copies of the Purchase Orders for Approved Materials specified in the Project Application and Plan to
the MnDOT Project Manager.
MnDOT Municipal Agreements Engineer authorizes a Lump Sum Payment of the Approved Funding Amount to the Local
Government Unit
MnDOT Project Manager(s) will Evaluate Compliance / Success of Project relative to intent by written report including Corrective
Actions, if needed, and continue providing technical assistance to Community as necessary.
Send out Thank You Letters and Certificates of Appreciation.