Farmland board votes to pursue $90,000 OKRA master utility planning grant

The Farmland town board voted on Feb. 18 to pursue a $90,000 master utility planning grant from the Indiana Office of Community and Rural Affairs and to advertise for an engineering firm to prepare a master utility plan covering stormwater, water and sewer.

The decision followed a presentation by a consultant who outlined a timeline and application requirements. The consultant said the process requires a 30-day public advertisement for an engineering firm, proposals likely due around March 18, and that OKRA applications are due by May 16 with awards announced June 24. “It’s $10,000 for a $90,000 grant,” the presenter said, referring to the town’s expected 10% match.

The presenter advised the board that the planning grant is intended to produce a roadmap and cost estimates—useful for later construction funding—but not bid-ready construction documents. He added that OKRA now requires a residential survey as part of planning applications and recommended both mailed hard copies and an online option; for a community Farmland’s size he suggested aiming for 50–100 responses and urged the board to include open-ended questions asking residents to describe problems such as sewer backups or street flooding.

Board members asked whether taking this planning grant would prevent other awards. The presenter said OKRA allows up to three active grants and that the planning grant would occupy one slot until the engineering contract is signed, but other appropriately timed awards could proceed. He also noted the planning grant can reduce the need for a separate preliminary engineering report—often estimated at $30,000–$50,000—because the plan can supply required background and cost estimates.

After discussion about procurement and selection, the board agreed to use a qualifications-based selection (QBS) to pick an engineering firm rather than choosing by lowest price. The presenter said the selected firm must address every item in the master utility scope and that, after selection, the grant administrator will negotiate the final fee. He cautioned the board against firms whose engineers’ estimates consistently proved far below actual bids, which complicates later construction funding.

A committee member moved that the board proceed with the application and engage a local representative to assist; the motion passed by voice vote. The board directed staff to publish the engineering-advertisement notice (a minimum 30-day ad), notify firms by certified mail and begin the resident survey in early March. The presenter said he would work on letters of support and follow up with local contacts to complete application materials.

The board also handled routine administrative items, including awarding a separate contract to Howard Companies and moving its March meeting from March 4 to March 11. A personnel item (a possible raise for an employee after passing a test) was tabled for the March meeting.

Next steps: the town will publish the engineering solicitation, form a scoring committee to review proposals, start the resident survey in early March and complete the OKRA application by the May 16 deadline. If funded, award announcements are expected June 24 and work could begin in early summer; the consultant estimated the planning process would yield actionable priorities and cost estimates within about a year.