|Application and Grant Requirements
Step 1 - Pre-Application
1. The applicant requests from the Rail Division a copy of the Rail Industrial Access Program policy and procedures, as well as an application.
Eligible costs for RIAP funding include:
Costs such as engineering, relocation of utilities, right-of-way acquisition and rail dock are not eligible for RIAP funding.
2. Rail Division staff meet with the applicant/ industry representative to review program process - including eligible program costs, funding allocation and bid procurement requirements. Photographs of the proposed project site will be taken.
3. Industry meets with railroad representative as soon as possible to inspect site, prepare preliminary plans, and prepare a cost estimate to construct rail spur for proposed site.
4. Industry obtains Assurance of Service Commitment from railroad.
5. Industry obtains resolution from municipal government(s). An interim letter of support may be accepted pending receipt of a formal resolution.
Step 2 - Application
1. The applicant submits project application and budget for grant. The application must include certification that the industry will meet program requirements for employment and rail use, and will obtain necessary easements.
2. Rail Division receives and evaluates grant application and project budget.
3. Rail Division submits request to Board of Transportation for approval. Applications received by the 1st of the month will normally be considered for approval at the following monthly BOT meeting.
4. Board of Transportation approves funding and decides funding level, including any retroactive eligible expenses.
Step 3 - Grant Agreement
1. Rail Division will prepare letter to applicant acknowledging grant approval and requesting that final plans and specifications be submitted to Rail Division as soon as possible. A copy of this letter should be provided to appropriate elected officials.
3. Grantee executes above agreements and returns documents to Rail Division.
Step 4 - Preconstruction
1. Grantee submits railroad-approved construction plans and specifications to Rail Division for review. Plans should identify: the track(s) to be constructed, point of switch station, end of track station, stationing, length of track to be constructed, construction responsibility limits for railroad and contractor, grading associated with track construction and who furnishes and installs the turnout on the railroad. Specifications should list size of rail and ties to be provided, along with other materials and miscellaneous hardware. Line item bid sheet is suggested. (Note: Rail Division review will be for suggestions and recommendations only and not for approval.)
Step 5 - Construction
1. Grantee provides copy of signed contract and monthly work schedule to Rail Division staff.
Step 6 - Reimbursement and Monitoring
1. Grantee submits Request for Reimbursement form and Subcontractor Payment Information form with copies of backup documentation to the Rail Division.
3. After approval of invoices by Rail Division and Fiscal, reimbursement check is submitted to grantee.
4. Fiscal conducts audit; Rail Division closes project.
All reporting requirements shall be filed with the NC Office of State Budget and Management within six months after the end of the grantee's fiscal year in which the state funds were received. These forms are available at ncgrants.gov. An NCIO username and password is required to access the Grants Center. (https://ncid.nc.gov)