consolidated grant training slideshow 2017 - wsdot.wa.gov · 20 • improved financial performance...
TRANSCRIPT
PUBLIC TRANSPORTATION DIVISION
Consolidated Grant Training
September 6, 2017
The Americans with Disabilities Act
• The Americans with Disabilities Act (ADA) is a civil rights issue
• Accessibility must be provided to:– Vehicles– Facilities– Websites– Primary written materials
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Typical Transit Services
• Fixed Route • Deviated Fixed Route• Demand Response
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What is a Personal Mobility Device?
So what is the definition?
• A mobility aid belonging to any class of 3 or more wheeled devices
• Weight of device + occupant must not exceed lift capacity
• The transit agency can deny a rider if doing so would cause a legitimate safety concern
• Riders can choose to board in any direction & separately from the device
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Walkers, Canes and Crutches
• Canes, crutches, and walkers are the same as wheelchairs
• Every situation must be evaluated to provide the greatest safety.
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Service Animals
• Service Animal is any guide dog, signal dog, or other animal individually trained to perform a task or service for an individual with a disability
• Operators can ask two questions…
– Is this a service animal
– What service do they provide
• Rider responsibility
– Keep the service animal under control
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Accessible Information
• Individuals must be able to get information to enable them to use the service:– Routes, fares and schedules– Riding rules– Eligibility process
• Stop Announcements for Fixed Route:– Transfer points with other routes– Major intersections– Requested by rider
Section 601 of Title VI
• “No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activityreceiving Federal Financial assistance.”
--42 U.S.C. Section 2000d
Limited English Proficiency Plan
• Individuals who do not speak English as their primary language or who have a limited ability to read, speak, write, or understand English can be limited English proficient, or "LEP."
• Your organization should have a plan on how to serve these individuals
• WSDOT can give technical assistance to help you create an LEP plan
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Title VI obligations of a service provider
• Discrimination is prohibited in:– Routing, scheduling or quality of service– Age and quality of vehicles assigned to service
• Agencies must have clear statements on brochures and publications confirming that they meet title VI requirements
• Provide a complaint process
Disadvantaged Business Enterprise
• FTA requires WSDOT to set a goal for the purchase of goods and services from Disadvantaged Business Enterprises (DBE) or use their services for transit-related activities.
• What is a DBE?
• Is that the same as the MWBE program in Washington State?
• Make the effort –
– Researching DBE vendors for your projected contracted work and purchases
– Actively seek DBE vendors by obtaining the OMWBE directory -http://omwbe.wa.gov/directory-of-certified-firms/
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There is oh so much more…
• For additional questions on all things civil rights please contact:
Ryan WarnerCommunity Liaison- Civil [email protected]
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Charter Service
• Why do I need to know about this?– Providing charter service is highly restricted by FTA
• What is Charter Service?– Transportation specially arranged for groups of people– Usually involves a third party
• But the Senior Center in Prosser wants to take a group to the theater in Kennewick. Can’t we help them?– Exemptions – no reporting, no notification, no record keeping
– Exceptions – record keeping and reporting required
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Charter Service
• Why does WSDOT care?
• If you want to see all the details see 49 CFR 604
• If there is any doubt in your mind – call your Community Liaison
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School Bus Service
• Why do I need to know about this?– Exclusive school bus service is not allowed
• But I can get some great revenue and new riders– Exemptions from FTA– Extra buses on routes
• Want to know all the details – 49 CFR Part 605
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Background
Revised Code of Washington – RCW 36.57A191, July 2003As a condition to receive public funds, transit agencies must develop and implement TAM Plan. The plan must inventory all transportation system assets within the direction and control of the authority, and provide a preservation plan based on lowest life-cycle cost methodologies.49 U.S.C. 5326, July 2016This part carries out the mandate for Transit Asset Management (TAM) that establishes a National TAM System to monitor and manage public transportation capital assets to improve safety and increase reliability and performance.
Applicability of 49 U.S.C. Chapter 53This part applies to all recipients or subrecipients of federal financial assistance under 49 U.S.C. Chapter 53 that own, operate, or manage capital assets used in the provision of public transportation.
Implementation DeadlineAgencies initial TAM plan must be completed no later than two years after October 1, 2016.An agency may submit in writing to FTA a request to extend the implementation deadline. FTA must receive an extension request before the implementation deadline and will consider all requests on a case-by-case basis
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TAM Plan Requirement
Tier II
Subrecipient of 5311 fundsOr
American Indian TribeOr
≤100 vehicles across all fixed route modes
Or≤ 100 vehicles in one non-
fixed route mode
Tier I
Operate railOr
≥ 01 vehicles across all fixed route modes
Or≥ 101 vehicle in one non-fixed
route mode
Elements in TAM Plan– Tier I&II
1. Inventory of Capital Assets: All capital assets that a transit provider owns, operates or manages including those acquired without FTA funds
2. Condition Assessment: Rating of inventoried assets, collected at individual or asset class level
3. Decision Support Tools: Analytical processes used to make investment prioritization
4. Investment Prioritization: Ranked list of proposed projects and programs ordered by year of planned implementation
5. Transit Asset Management and State of Good Repair Policy: Transit providers’ vision, defining objectives, roles and responsibilities
6. Implementation Strategy: Operational level process for implementing TAM plan
7. List of Key Annual Activities: Actions needed to implement TAM plan for each year of the plan’s four year horizon
8. Identification of Resources: Staff time, funding, technology requirements, etc.
9. Evaluation Plan: How TAM activities will be monitored, evaluated, and updated to ensure continuous improvement
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TAM Purpose and Benefits
Purpose 49 CFR.625.5Transit asset management is the strategic and systematic practice of procuring, operating, inspecting, maintaining, rehabilitating, and replacing transit capital assets to manage their performance, risks, and costs over their life cycles, for the purpose of providing safe, cost-effective, and reliable public transportation.TAM BenefitsAsset management enables an organization to realize value from assets in the achievement of its organizational objectives. Asset management supports the realization of value while balancing financial, environmental and social costs, risk, quality of service and performance related to assets.
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• Improved financial performance• Informed asset investment decisions• Managed risk• Improved services and outputs
• Demonstrated compliance• Enhanced reputation• Improved organizational sustainability• Improved efficiency and effectiveness
Reporting Requirements
Asset Categories• Equipment – Non-revenue service vehicles• Rolling Stock – Revenue vehicles by mode• Infrastructure – Rail fixed-guideway, track and systems• Facilities – Maintenance and administrative facilities, passenger stations,
(buildings), and parking facilities
Reporting Elements• Inventory report system• Lowest life-cycle cost methodologies• Graduated preventative maintenance program• Maintenance recordkeeping system• State of good repair• Performance based planning process
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SGR Definition and Goal Setting
State of Good Repair (SGR) Definition: The condition in which a capital asset is able to operate at a full level of performance. This means the capital asset’s;
• Able to perform its original designed function• Current condition does not pose a known unacceptable safety risk, and• Life-cycle investment needs have been met or recovered
Goal Setting: The objective is to set the;• Percentage of rolling stock and equipment met or exceeded useful life
benchmark• Percentage of track segments with performance restrictions by class• Percentage of assets with condition rating below 3.0 on FTA Transit
Economic Requirement Model (TERM Lite) scale
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Agency Sets ULB
Useful Life Benchmark (ULB) rolling stock minimum useful life cycle • Age and/or mileage
Decision support tools (Performance Measure Criteria)• Maintain a percentage of revenue vehicles within the asset class their ULB
Reporting• Collect and report annual transit asset inventory data
• Analyze asset inventory data and develop fleet performance measure report
• Develop a priority capital replacement ranked list Investment Prioritization
• Prioritize capital asset investment using the priority capital replacement ranked list
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Vehicle Useful Life Benchmark
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Inventory Report - Rolling Stock
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Rolling Stock: All revenue vehicles. Agency can use this report form to report their “FTA Equipment Inventory”, e.g. supervisor vehicles, staff vehicles, tow truck, shop vehicles, snow plow, etc.
Rolling Stock Inventory Report Form
Inventory Report - Facility
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Facility Inventory: Every facility which has a replacement value of $50,000 or greater shall be reported. Facilities of a lessor value may be reported at the agency’s discretion.
Facility Inventory Form
Inventory Report – Equipment (State Requirements)
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Equipment Inventory: Every equipment which has a replacement value of $50,000 or greater shall be reported on the Equipment Inventory Form. Equipment of a lessor value may be reported at the agency’s discretion.
Refer to rolling stock inventory report form for “FTA Equipment Inventory Report) format.
Equipment Inventory
State of Good Repair (Six 30-ft Bus Fleet)
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Asset Lifecycle Overview
Strategic and systematic practice of maintaining assets throughout the stages of a asset
• Design/procurement• Use/operate• Maintain/monitory• Rehabilitate• Dispose/reconstruct/replace
These asset life stages makeup the asset lifecycle.
In order to effectively manage transit assets, there are needs to be optimum compromise between,
• Performance • Risks• Costs
This compromise occurs at each stage of the asset lifecycle and while avoiding adverse long-term impacts to the organization from short-term decisions.
Asset Lifecycle Management
Planning, Finance, Operation, Procurement, and Maintenance
Planning, Finance, Operation, HR, Procurement, and Maintenance
Planning, Finance, Operation, Procurement, and Maintenance
Finance, Operation, Procurement, and Maintenance
Planning, Finance, Operation, Procurement, and Maintenance
Asset Lifecycle Management Cont.
TAM Timeline
•TAM Development and Implementation Schedule
January, 2017 Agency established their TAM performance targets
February, 2017 Agency submitted to WSDOT transit asset inventory report
May, 2017 Established TAM Plan Framework, Performance Target, and Performance Measurement Criteria
November, 2017 Complete DRAFT TAM Plan Guide and distribute for review
February, 2018 Finalize TAM Plan Guide
April, 2018 Agencies and FTA grant sub-recipients submit TAM plan to theirs respected boards, governing board for approval
October, 2018 TAM Plan Implementation
Procurement Team
• Alan Soicher: Leading procurement efforts and processes
• Barb Savary: Compliance and reviewing procurement/bid documents
• Anna Tran: Liaison with DES and help with procurement procedures
• Hiep Tran: Reviewing purchase requests for vehicles and other capital equipment
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Procurement
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• WSDOT’s State Management Review – What We Learned– Altoona Testing Report should be used as part of the bid evaluations– Post Delivery Buy America Audit
• It’s more than just a certification• Before you Certify, make sure you have the Post Deliver Buy America Audit
Report (American Content Report)
– Procurement Requirements Extend to Operating, Mobility Management, and Purchase of Services Grants
• If you contract for goods or services you need to have the FTA clauses • Full and open competition even if a formal contract is not issued
– Fuel– Tires– Others
• If your total purchases from a single entity over a course of a year will exceed $25,000 check the Excluded Parties List at www.Sam.gov
Capital Procurement
• General Requirements:– The equipment or vehicle under the contract must be consistent with your grant
award– Gain written approval from PTD’s Procurement Team before proceeding
• Submit the documentation and request to [email protected]
– Conduct a Pre-Award Audit if using FTA Funds• Buy America• FMVSS• TVM• Altoona Testing Report• Search the Excluded Parties List at www.sam.gov (click on the “search
records” tab)
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Capital Procurement
• Purchasing off of a statewide contract
– Instructions will be sent out with your signed contract
– If using federal funds, make sure FTA clauses are:• In the contract, or• Add the clauses to your purchase order
• Purchasing off of a contract issued by another entity
– The bid and subsequent contract must meet certain standards
– Obtain a copy of the original solicitation, contract, and certifications
• Direct Procurement
– Full and open competition• Invitation to Bid• Request for Proposals• Include FTA clauses in the bid document
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Capital Project Invoicing
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• Eligible Expenses– Pre-award audit – if approved in advance by WSDOT– Actual cost of vehicle or equipment– Installation costs– Signage (decals, etc.)
• Ineligible Expenses– Local Share of Transit Sales Tax– Vehicle License Fees
• How to Invoice– Filling out the form– Required Attachments
– Email the Invoice and attachments to:• [email protected]
• Vendor Invoices • Road Test Form• Visual Inspection Form • Post Delivery FMVSS Compliance Certification• Post Delivery Buy America Compliance Certification • Post Delivery Buy America Content Report • Post Delivery Purchaser’s Requirements Certification • Vehicle Acceptance Letter
Financial Guidelines and Reimbursement
• All Projects– 2 CFR Part 200 – Uniform Administrative Requirements, Cost
Principals, and Audit Requirements for Federal Awards– FTA Circular 4220.1F – Third Party Contracting Requirements
(federal funds)– Expenses must be incurred during the grant period
• Operating, Purchase of Services, and Mobility Management– Operating Deficit for the project– Volunteers and other In-Kind
• Services must be necessary to carry out the project• In-Kind valuation plan approved by WSDOT
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Eligible Expenses
• Direct Expenses such as:– Labor and benefits– Fuel– Maintenance– Marketing materials (for the project)– Other?
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Eligible Expenses - Conditions Apply
• In-direct and Allocated Direct Costs - Approved plan required
• Travel
– Out of State – Approved by WSDOT in advance
– Expenses must fall within lodging & per-diem allowances
• Employee Leave
– If charged when earned – Leave buy-out policy and a funded pool or accrual
– If charged when taken - Only leave taken during the grant period
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Eligible Expenses - Conditions Apply
• Lease of passenger service vehicles – identified in application or approved by WSDOT
• Depreciation - Eligible unless the asset was purchased with grant funds
• Costs that are only eligible as part of in-direct or cost allocation
– Administrative/overhead costs benefiting all programs
– Benefits covered under self-insurance
– Termination/severance pay
– Catastrophic leave
– Audits
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Ineligible Expenses
• General– Expenses incurred outside the grant period– Services not identified under the grant– Depreciation of grant funded assets– Contributions to reserves– Fund raising events– Alcoholic Beverages– Holiday gatherings
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• “Contractor’s Share” = Your share (%) of the of the total project cost
– Identified in the project budget and scope of work section of your contract
• Required to meet the % share prior to the end of the project
– Some periods may be over matched while others under matched
– Match must be made up within a reasonable amount of time
• Persistent under-match results in loss of “in good standing” status
– If not met by the end of the project, final payment will be reduced
Match - General
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Match – Eligible Sources
• Local Tax Revenue• Grants from others• Private Donations• In-Kind services – Plan approved by WSDOT in advance• Federal funds
– State Projects, any federal source– Federal projects, non- USDOT funds
• Reserves• Others….
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How to Invoice
• Customized template will be sent to you• Electronic submission required
– Email forms to [email protected]– Title email with invoice number– Send a cc to your Community Liaison
Quarterly Progress Reporting
• Statistical QPR
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• Operating narrative form
• Capital narrative form
Site Visits
• What is a site visit?
• When should I expect to have a site visit?
• Types of site visits– Administration– Financial– Capital– Drug and Alcohol
Site Visits, continued
• Each type of site visit has a checklist
• Site visits are intended to be a discussion
• You will receive a written report
• If there are issues you will be given assistance and time to resolve
Your Contract
• BEFORE YOU SIGN IT!!!– Read It
• WHY?– Because you need to be sure it says what it needs to
say• WHO?
– Everyone in your organization who has a role in delivering the project
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Contracts
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Program Types of Agreements
Consolidated Grant, Regional Mobility Grant (RMG) and Tier (Transit Projects)
Operating
Capital Vehicle/Equipment
Capital Construction
Consolidated Grant Program Planning
Commute Trip Reduction Program (CTR)Transportation Demand Management
CMAQ
Rural Transit Assistance Program (RTAP) RTAP
Vanpool Investment Program (VIP) Vanpool Investment Program
Caption Header
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Purpose of Agreement Section
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Agreement Modifications Section
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Exhibit I Scope of Work
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Exhibit II Federal Provisions
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Questions on contract?
Contact:
Anna TranContract SpecialistEmail: [email protected]: 360 705-7912
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RTAPRural Transportation Assistance Program
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WSTA, $51,000
WSTIP, $149,000
CTANW, $148,120
Scholarships, $75,000
Peer reviews, $6,000
Technical asst., $4,000
Scholarship program• Emphasis on rural services• CTANW “administrative fee” not eligible• Include specifics when answering • No pre-selected OOS events
Peer reviews
Technical assistance funds