Item C27County of Monroe
A
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
The Florida. Key
y
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Mayor Pro Tem David Rice, District 4
�r
Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
January 18, 2017
Agenda Item Number: C27
Agenda Item Summary #2550
BULK ITEM: Yes DEPARTMENT: Social Services
TIME APPROXIMATE: STAFF CONTACT: Sheryl Graham (305) 292 -4510
N/A
AGENDA ITEM WORDING: Approval to apply for a Florida Department of Transportation
(FDOT) FTA Section 5310 Program Federal Fiscal Year (42) 2017 Capital Assistance Grant for the
purpose of purchasing four (4) para transit vehicles to serve the transportation needs of the
transportation disadvantaged, elderly, and persons with disabilities throughout Monroe County.
ITEM BACKGROUND: The Florida Department of Transportation (FDOT) Section 5310 Grant is
applied for on an annual basis by the Monroe County Social Services Transit department. This grant
is intended to enhance mobility for seniors and persons with disabilities by providing funding for
programs to serve the special needs of transit dependent populations beyond traditional public
transportation and in accordance with the Americans with Disabilities Act (ADA). We are
requesting 4 vehicles for FFY 42 to replace our aging fleet.
PREVIOUS RELEVANT BOCC ACTION: Approval granted by the BOCC on 01/20/2016 to
apply for an FDOT FTA Section 5310 Program FFY 412016 Capital Assistance Grant for the
purpose of purchasing 4 para- transit vehicles to serve the transportation disadvantaged population
throughout Monroe County.
CONTRACT /AGREEMENT CHANGES:
Approval to apply for new grant year
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
FDOT 5310 Application Backup
FDOT 5310 Application 12 -30 -16
FDOT 5310 Application part 2 12 -30 -16
FINANCIAL IMPACT:
Effective Date: 01/18/2017
Expiration Date:
Total Dollar Value of Contract: 290,000.00
Total Cost to County: 29,000.00
Current Year Portion:
Budgeted:
Source of Funds: FDOT 5310 Grant Funds
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: N/A If yes, amount:
Grant: Yes
County Match: 10% cash match
Insurance Required:
Additional Details:
01/18/17 001 -61525 -SOCIAL SERVICE TRANSPORT
530641
$29,000.00
REVIEWED BY:
Sheryl Graham
Completed
12/30/2016 1:03 PM
Pedro Mercado
Completed
12/30/2016 2:01 PM
Budget and Finance
Completed
12/30/2016 2:12 PM
Maria Slavik
Completed
12/30/2016 2:17 PM
Kathy Peters
Completed
12/30/2016 3:12 PM
Board of County Commissioners
Completed
01/18/2017 9:00 AM
Staff Contact Person: Sheryl Graham
CONTRACT/AGREEM
STAFF RECONIME — ND — ATI — O — NS. — A — pp — rova — 1
TOTAL COST: $260,000 Grant Funds (maximum) BUDGETED: — No
COST TO COUNTY: $26,000 (cash match required-maximum) SOURCEOFFUNDS: MOT
DISPOSITION: AGENDAITEM#
MONROE COUNTY BOA P* LLS,&a"y
COntFact with: State of Florida, Department of Comma
Transportation I~ DOT)
CONTRACT COSTS
CONTRACT RIN
Reviewer
1/4/2016
Changes
Department Head
Date In
1/4/2016
Needed
Yes Fl! Nol
Risk Management
yes'- No
O.M.B./Purchasing
Yes
Count) Attome
to
No
yes', "' N
Reviewer
1/4/2016
OPERATING AND CAPITAL ASSISTANCE APPLICATION TRANSPORTATION MANUAL
.
F
FLORIDA
TRANSIT OFFICE
1� 1 "� ���
3. O, F COMPLIANCE REQUIREMENTS
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6.1.3. Governing Board's Resolution Form
6.1.4. Form 424: Application for Federal Assistance
12
6.1.5. Exhibit A: Current System Description
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6.1.6. Exhibit A -1: Fact Sheet
18
6.1.7. Exhibit B: Proposed Project Description
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6.1.8. Form B -1: Transit - Related Operating and Administrative Expenses
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6.1.9. Form B -2: Transit - Related Operating and Administrative Revenues
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6.1.10 Form B -3: Proof of Local Match
6.1.11 Form B -4: Breakdown of Transportation Costs
25
6.1.12 Form B -5: Calculating Service Area Percentages
25
6.1.13 Exhibit E: Federal Certifications and Assurances
25
6.1.14 Exhibit 1: Coordinated Public Transit -Human Services Transportation Plan (TDSP)
25
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6.1.15 Exhibit J: Standard Lobbying Certification Form
6.1.16 Exhibit L: CTC Agreement
27
6.1.17 Exhibit M: Transportation Operating Procedure (5310 -only applicants)
27
27
6.1.18 Copy of Certification of Incorporation
6.1.19 Proof of non - profit status
29
6.1.20 Copy of the Title VI Program
29
6.2. Capital Assistance Application Instruuctions
29
6.2.1. Capital Assistance Application Checklist
31
6.2.2. Applicant's Cover Letter
31
6.2.3. Governing Board's Resolution Form
31
6.2.4. Form 424: Application for Federal Assistance
31
6.2.5. Exhibit A: Current System Description
31
6.2.6. Exhibit A -1: Fact Sheet
37
6.2.7. Exhibit B: Proposed Project Description
38
6.2.8. Form C -1: Operating and Administrative Expenses
40
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6.2.9 Form C -2: Operating and Administrative Revenues
42
6.2.10 Form C -3: Proof of Local Match
6.2.11 Form C -4: Current Vehicle and Transportation Equipment Inventory Form
42
42
6.2.12 Form C -5: Capital Request Form
6.2.13 Form C -6: Capital Request Methodology Form
43
6.2.14 Exhibit C: Public Hearing Notice and Publisher's Affidavit
44
6.2.15 Exhibit D: Leasing
44
44
6.2.16 Exhibit E: Federal Certifications and Assurances
6.2.17 Exhibit F: Certification of Equivalent Service
44
6.2.18 Exhibit G: Applicant Certification and Assurance to FDOT
46
6.2.19 Exhibit 1: Coordinated Public Transit -Human Services Transportation Plan (TDSP)
46
46
6.2.20 Exhibit J: Standard Lobbying Certification Form
6.2.21 Exhibit L: CTC Agreement
46
6.2.22 Exhibit M: Transportation Operating Procedure (5310 -Only applicants)
46
47
6.2.23 Copy of Certification of Incorporation
6.2.24 Proof of Non - Profit status
49
6.2.25 Copy of the Title VI Plan
49
49
6.2.26 Copy of Cover Letter sent with application submitted to Local Clearinghouse Agency /RPC
6.2.27 Exhibit H: Protection of the Environment
49
7. APPENDIX
49
7.1. What's on the Market
51
7.2 Recipient Risk Assessment Tool
51
7.3 Notice of Grant Award FFY2017 /YR42 -- Sample
53
7.4 Local Clearinghouses / Regional Planning Councils (RPC)
55
7.5 FDOT District Office Contacts
63
7.6 Glossary
65
68
1. INTRODUCTION
This instruction manual pertains to applications for Federal assistance under 49 U.S.C. 5310, Formula
Grants for the Enhanced Mobility of Seniors and Individuals with Disabilities Program, as administered
by the Florida Department of Transportation (FDOT). It contains pro information and instructions.
The Federal Transit Administration's (FTA) goal of the Section 5310 Program is to provide assistance in
meeting the needs of seniors and individuals with disabilities where public transit services are
unavailable, insufficient, or inappropriate.
2. GENERAL PROGRAM INFORMATION
2.. PROGRAM ADMINISTRATION
The Federal government allocates funds to the State of Florida each year for the Section 5310 Program.
FDOT has been designated by the governor to administer the program for small urban and rural areas.
Most large urbanized areas (population over 200,000 residents) have also selected FDOT to administer
the program for their urbanized area. FDOT is responsible for the following services but, at its
discretion, may contract with a service provider to perform these services:
1) announcement of funding availability;
2) selection of projects for funding according to approved selection criteria;
3) development and processing of agreements;
4) oversight of recipient procurement actions;
5) oversight of recipient compliance with State and Federal requirements;
6) processing of recipient invoices for reimbursement, and
7) provision of technical assistance regarding the Section 5310 Program.
Authorizing legislation for the program is shown in the glossary of this manual under "authorizing
Federal and State Legislation."
Large Urbanized Areas, Small Urbanized Areas, and Rural Areas
• Large urbanized areas are those with populations of 200,000 or more,
• small urbanized areas are those with populations between 50,000 and 199,999, and
• rural areas are those with populations below 50,000.
2.2. ELIGIBILITY CRITERIA
Eligibility Criteria are the minimum legal eligibility requirements for the Section 5310 Program.
Applications must be for eligible services, eligible service areas, eligible recipients, eligible expenses,
and provide evidence of local matching funds. Applicants must also ensure compliance with a number of
other conditions placed on recipients of grants including, but not limited to, coordination of transit
services, civil rights preservation, vehicle maintenance requirements, compliance with safety and drug
free workplace regulations, competitive procurement of goods and services purchased with grant funds,
the Americans with Disabilities Act (ADA), and references to the Federal Transit Administration's
(FTA) Master Agreement
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2. 3. ELIGIBLE S
For the Section 5310 Program, funds may be awarded to any of the following service type providers:
a States or localities (Political subdivisions of the State of Florida) that provide transit service,
• Public agency Community Transportation Coordinators (CTCs),
• Private non- profit CTCs,
• Private non - profit organizations providing transportation to seniors and /or persons with
disabilities under a coordination agreement with the appropriate CTC(s).
o When the CTC is a private for - profit agency, the designated official planning agency
responsible for designating the CTC may apply for Section 531.0 funds, and then sub-
contract with the CTC for provision of service. Recipients must be either a CTC or an
agency providing service under the terms of a written agreement with a CTC. Agencies
must keep their CTC Agreements current and in force at all times when receiving an
award under the Section 5310 Program. Agencies must also keep their CTC Agreements
current and in force every year until the vehicle(s) reaches its useful life requirement.
Private taxi companies that provide shared -ride taxi service to the general public on a regular
basis are operators of public transportation, and therefore eligible subrecipients.
o "Shared- ride" means two or more passengers in the same vehicle who are otherwise not
traveling together. Similar to general public and ADA demand response service, every
trip does not have to be shared -ride in order for a taxi company to be considered a shared -
ride operator, but the general nature of the service must include shared rides.
Taxi companies that provide only exclusive -ride service are not eligible subrecipients; however,
they may participate in the Section 5310 program as contractors. Exclusive -ride taxi companies
may receive Section 5310 funds to purchase accessible taxis under contract with a state,
designated recipient, or eligible subreeipient such as a local government or nonprofit
organization.
2.4. LEGAL AUTHORITY AND FISCAL & MANAGERIAL CAPABILITY
Section 5310 applicants must have the legal authority and fiscal/managerial capability to apply for
Federal assistance. Applicants are required to have sufficient local funds for match requirements and for
preventative maintenance and operation of vehicles /equipment. Failure to properly manage, maintain,
and operate vehicles /equipment could jeopardize existing and future grants and may result in the
removal of vehicles /equipment.
.. ELIGIBLE EXPENSES
Section 5310 funds may be used for capital and /or operating expense of transit services to seniors and /or
individuals with disabilities.
Eligible expenses are limited to:
buses, vans or other vehicles (including sedans and station wagons);
radios and communications equipment;
wheelchair lifts and restraints;
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* stretcher vehicles (excluding the cost of the stretcher seating and associated equipment);
vehicle rehabilitation, and/or overhaul;
data processing hardware /software, other durable goods such as spare vehicle components with a
useful life of more than one (1) year and a per unit cost over $300, initial installation costs,
vehicle procurement /testing;
vehicle inspection and vehicle preventative maintenance;
o Applicants applying for preventative maintenance costs must have a District - approved
Preventative Maintenance (PM) plan and a cost allocation plan if maintenance activities
are performed in- house.
• passenger facilities expenditures related to Section 5310- funded vehicles;
• support facilities expenditures and equipment for Section 5310- funded vehicles;
• operating costs associated with provision of transit services, costs associated with transit services
that exceed the requirements of the Americans with Disabilities Act of 1990; and
• projects that improve access to fixed route service and decrease individuals with disabilities
reliance on complementary paratransit, and provide alternatives to public transportation that
assist seniors and individuals with disabilities with transportation.
The Federal share of eligible 5310 capital expenses may not exceed eighty percent (80%).
2.6. INELIGIBLE EXPENSES
Ineligible expenses include:
• expenses associated with preparation of grant applications;
• expenses associated with project planning;
expenses associated with administration;
expenses associated with extended warranties;
expenses incurred prior to Federal and State approval of a grant application;
expenses incurred prior to the execution of a grant award; and
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(including district POP's) no earlier than July 1.
The appropriation for State funds to match Federal funds is approved by the State Legislature for
implementation on July 1 of each year. Once Federal and State funds are available, Districts may make
grant awards (see the "Grant Award Process" section 4, page 9). At least 55% of the available funding
statewide will be awarded to capital projects. The Department reserves the right to increase that
percentage up to 100% of project selections as capital, as deemed best suited to meet the mobility needs
of seniors and individuals with disabilities where public transit services are unavailable, insufficient or
inappropriate.
3. SECTION 5310 COMPLIANCE RE QUIR
Section 5310 awarded agencies must follow and /or comply with the following Section 5
requirements: g 310
y�
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A Compliance Policies: Agencies must have written policies regarding any of the following
(but not limited to): use of service animals, use of accessibility features, lift deployment at any
designated stop, service to persons using respirators or portable oxygen, adequate time for
vehicle boarding and disembarking, different methods of delivering public
information /communications (contact district office for guidance or see FDOT State
Management Plan
Applicants must have a procurement policy that outlines the procurement process when using Federal,
state and local funds. The guidebook, Procure €W ent Guidance for Transit Agencies, should be referenced
in the procurement policy and utilized when entering into third -party procurements /contracts that utilize
Federal funds.
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�
Florid Department of Transportation — 5310 Application Instruction Manual — FF j
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a TIP /STIP, a grant award will not be final for such projects until all administrative requirements are
completed, including being listed in the appropriate TIP /STIP.
.. PLANNING REQUIREMENTS
To remain eligible for Section 5310 awards, recurring applicants must submit the Transit Development
Services Plan (TDSP) or Transit Development Plan (TDP) for their service area to FDOT in a timely
manner. The entire TDSP or TDP does not need to be submitted with the application, only date of
adoption and page numbers are needed. Applicants must also complete the form EXHIBIT L•
Coordinated Public Transit -Human Services Transportation Plan and include it with this application.
3.10. AUDIT REQUIREMENTS
A non - Federal entity as defined by OMB Circular A -133, for fiscal years beginning before December
26, 2014, and 2 CFR Part 200, thereafter, as a subrecipient of a Federal award awarded by FDOT, may
be subject to the audit requirements established by OMB Circular A -133, for fiscal years beginning
before December 26, 2014, and 2 CFR Part 200, Subpart F — Audit Requirements, thereafter. In
determining Federal awards expended in a fiscal year, the non - Federal entity must consider all sources
of Federal awards, including non -cash contributions.
3.11. CERTIFICATIONS AND ASSURANCES
Applicants must agree to comply with certain Federal requirements by signing the certification and
assurances form covered by Exhibits E, F, G, H, and I of this manual, as appropriate. Compliance
items in Exhibit E include (but are not limited to) regulations pertaining to charter service and school
bus service when using FTA- funded vehicles, equipment, and facilities; and FTA drug and alcohol
testing regulations. Exhibit F applies to applicants for capital assistance to purchase non - accessible
vehicles. Applicants for the Section 5310 Capital Assistance must also sign a certification and assurance
to FDOT, as provided in Exhibit G of the application. Exhibit H pertains to Protection of the
Environment and applies to applicants seeking grants for facilities. Exhibit I assures that the grant
request is derived from a Coordinated Public Transit -Human Services Transportation Plan.
3.12. PROGRAM PERFORMANCE MEASURES
Agencies receiving Section 5310 funds must collect data for the following indicators targeted to capture
overarching program information as part of an annual report submitted to the FDOT District office. For
the annual report, recipients must submit both quantitative and qualitative information on each of the
following measures.
Traditional Section 5310 Projects
(1) Gaps in Service Filled: Provision of transportation options that would not otherwise be
available for seniors and individuals with disabilities, measured in numbers of seniors and
individuals with disabilities afforded mobility they would not have without program support as a
result of traditional Section 5310 projects implemented in the current reporting year.
(2) Ridership: Actual or estimated number of rides (as measured by one -way trips) provided
annually for seniors or individuals with disabilities on Section 5310 supported vehicles and
services as a .result of traditional Section 5310 projects implemented in the current reporting
year.
Other Section 5310 Projects
a
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(1) Service Improvements: related to geographic coverage, service quality, and /or service times
that impact availability of transit
services for seniors and individuals with disabilities as a result
of other Section 5310 projects implemented in
the current reporting year.
(2) Physical Improvements: Additions or changes to environmental infrastructure (e.g.,
transportation facilities, sidewalks, etc.), technology,
and vehicles that impact availability of
transportation services for seniors and individuals with disabilities
as a result of other section
5310 projects implemented in the current reporting year.
3) Ridership: Actual or estimated number of rides (as measured by one -way trips) provided
annually for seniors or individuals
CD
with disabilities on Section 5310 supported vehicles and
services as a result of other Section 5310 projects implemented in the current
reporting year.
3.13. USE OF SECTION 5310- VEHICLES
N
OR EQUIP
Section 5310- funded vehicles /equipment must be used to transport seniors and individuals with
disabilities within the large urbanized
areas, small urbanized areas, or rural areas for which they were
awarded. They may be used to provide transit to employment, medical
a
care, education, shopping,
socialization, etc. Incidental use of vehicles as carg carriers (Le. meals on wheels), and work vehicles
(i.e. carrying crews and
equipment from site to site and /or standin idle between work sites) is permitted
as long as it does not interfere with the primary use the
of vehicle(s). In such cases, the number of
vehicles requested in an application must be justified by the number of transported
delivery
a
LO
people -- not meal
or tool handling requirements. The need and planned use the
of requested vehicles must be
detailed in the Proposed Project Description (Exhibit B).
LO
LO
The Department shall be named as the only lien holder for all vehicles acquired for the project. Should
these vehicles no longer be required for the the
project, Department's share of the acquisition shall be
returned to the Department as described in the Transit Vehicle Inventrar
04
T��ic No, 725 -f330 -025 �Iftcaat� e��ae�at 1�rc��edttfe
3.14. LEASE OF VEHIC
Vehicles purchased with Section 5310 funds may be leased to local public bodies or agencies,
agencies,
CL
CL
non - profit
or private- for - profit operators only for the services identified in the grant application. The
lease between the applicant and the lessee shall e
contain the terms and conditions that must be met in
providing transportation service to seniors and individuals with disabilities,
and must be approved by the
appropriate FDOT District Office. When vehicles are operated by an agency
other than the one naed
as applicant in the grant application, control and responsibility for the operation of the vehicles rem m
with the applicant. ains
0
3.15. GRANT APPLICATION EVALUATION C RITERIA
Applications shall be evaluated and ranked on the basis of merit and need. Unless there is sufficient
funding in a District to
cover all eligible requests, District Offices will use the following criteria to
evaluate applications.
Each District has the discretion to alter the grading scale respective to their District by assigning higher
point values to criteria meeting the specific needs in
priority the respective District.
A. Service efficiency and effectiveness: This is demonstrated by the usual daily hours of eligible
service and vehicle occupancy. The emphasis is on the normal hours that agency vehicles are in
service, not the hours the applicant is open for business. Applicants providing transportation
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service for more hours and with vehicles with higher passengers per hour will be ranked higher.
The applicant's use of current vehicles (including mileage and maintenance practices) will be
considered in the review and ranking.
B. Extent to which the community at large is served byte applicant: Applicants serving the
highest community need through social service agencies and providing the most trips to seniors
and individuals with disabilities will be ranked higher.
C. Extent to which seniors and individuals with disabilities are served: Applicants that
maximize transportation benefits to seniors and individuals with disabilities in their community
will be evaluated on the percentage of total riders /passengers served that are seniors and /or
individuals with disabilities. Those serving the highest percentage will be ranked higher.
D. Need: Applicants that can demonstrate they serve, or propose to serve, the largest number of
eligible passengers, and have the most urgent financial needs will be ranked higher. MOT has a
goal to preserve transportation infrastructure; therefore, maintaining current levels of service
may be deemed a higher priority /need than expanding into new services or expanding service
area coverage. A detailed explanation of the need and evidence of the need are required.
E. Fiscal and managerial capability: Applicants with well - documented budgets and good fiscal
capability demonstrated by the correctness and completeness of their application, by prior audits,
proper maintenance of vehicles as demonstrated by miles at replacement, and previous timeliness
and accuracy of required reports, will be ranked higher. These measures will be evaluated for
each applicant using the "Recipient Risk Assessment Tool" (see Appendix). All applicant
agencies must register on SAM.gov for the Recipient Risk Assessment review.
F. Prior Performance: Applicants who have a history of meeting contractual obligations and
maintenance requirements for Section 5310 vehicles will be ranked higher. Compliance with
non - Section 5310 contractual obligations and maintenance requirements will be considered.
Compliance with the Annual Operating Report (AOR) to area CTCs may also be considered.
New applicants will not be penalized for having little or no history with FDOT, but previous
applicants will be penalized for poor past performance. These measures will be evaluated for
each applicant using the "Recipient Risk Assessment Tool" (see Appendix). All applicant
agencies must register on SAM.gov for the Recipient Risk Assessment review.
GRANT AWARD PROCESS .; 5310 CAPITAL ASSISTANCE
a
Grant awards will be made by the respective FDOT District Office to agencies submitting applications
approved by FDOT for an award, by entering into a Joint Participation Agreement (JPA) with the
agency (grant recipient).
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5. GENERAL INSTRUCTIONS ON FORMS CERTIFICATIONS, EXHIBITS
AND
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t
The standard Application for Federal Assistance (OMB Standard Form 424) must be filled out in its
entirety for Section 5310 applications. A sample of the standard form is located on the next page of this
manual. Applicants that are not using TransCIP to submit their application should print a copy of the
completed 424 for and include it with this application. This form must be used for ALL applications.
No pre- application process is used in this program; therefore, all submissions are applications.
The code assigned to the Section 5310 Program in the Catalog of Federal Domestic Assistance is
20.513. This code should be shown in Section 10 of the form followed by the title: "Formula Grants for
the Enhanced Mobility of Seniors and Individuals with Disabilities Program." Congressional Districts
and DUNS Numbers can be obtained from the respective linked documents.
If applying for operating assistance only. Standard Form 424 should cover only the Operating
Assistance.
If applying for both operating and capital assistance, submit separate Standard Form 424 for Operating
and Capital. Each Form 424 must stand alone for the type of request as the categories are different and
so are the match requirements: i.e. one form should cover Operating Assistance and a separate form
should cover Capital Assistance.
} s �� a.
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Form 424 Instructions
Item: Entry:
1. Type of Submission should be "Application"
2. Type of Application should be "New"
3. Not Applicable"
4. "Not Applicable"
5. a "Not Applicable"
5 B Federal Award Identifier (FTA Grant Number) is not needed at this time. This will be assigned
after submission of State POP.
6. 4_State use only (if applicable)
7. State Application Identifier is "1001"
8.a, b, Enter legal name of applicant, name of primary organizational unit (including division, if
c, d e, applicable), which will undertake the assistance activity, enter employer /taxpayer
f f identification number (EIN /TIN) as assigned by Internal Revenue Service, enter the
organization's DUNS number (received from Dun and Bradstreet), enter the complete address
of the applicant (including country), and name, telephone number, e -mail and .fa�off e person
to contact on matters related to this application.
9. Type of Applicant 1: Select Applicant Type
10 Name of Federal Agency should be "Federal Transit Administration"
11. Catalog of Federal Domestic Assistance Number is: 20.513
CFDA Title should be: Enhanced Mobility of Seniors and Individuals with Disabilities
12. "Not Applicable"
13. 1 "Not Applicable"
14 ( List the areas affected by project (cities, counties, States etc.). Can be submitted on a separate
J piece of paper.
15. Enter a brief descriptive title of the project. If appropriate (e.g., construction or real property
projects), attach a map showing project location. This is where the applicant should define if
the project is for capital or operating, e.g. capital purchase of vehicle(s) or operating assistance
for transit services.
16. List the applicant's Congressional District and any District(s) affected by the proram or
( project. g
17 Enter the proposed start date and end date of the project (dates must be within the same 12-
month period /calendar year).
18. Amount requested or to be contributed during the first funding/budget period by each
contributor. Value of in kind contributions should be included on appropriate lines as
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f applicable. If the action will result in a dollar change to an existing award, indicate only the
amount of the change. For decreases, enclose the amounts in parentheses. If both basic and
supplemental amounts are included, show breakdown on an attached sheet. For multiple
program funding, use totals and show breakdown using same categories as item.
19. Check the applicable box.
20. Check the applicable box (If "yes provide explanation in attachment).
21. Must be signed by a governing board representative that was authorized to sign this particular
appl ic ation.
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APPlication for F ederal Assistance SF -424
ubm§s '
� T ofAWi ' Y , sei afe
7 Tyype ,
icali
Ne
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cta ? *nuaf an ° O ):
CharQe -&Co e,c€ed ,Appicaiion
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'2. Legal Name:
b. Empbyen1Taxp2jyer jdenbfx2tJGn Numb (E 'TNT_ 'c, nizaliona( DUNS
d. 4;ddress-
rhnerst Piarne t'7Msion Starr *_
t- Name and contact information at
p rsnn to he co€ctacted can matters involving this application:
Prefix:
° X355 Name::
le
'Last Name: —
Suffix:
TstJe-
4rganzaticnat A fTiliaborte j
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* S. Type Of Applicant I-. s L q eo t
Type Of %ant I Select Applies T
TYPe of Appkant I Select Applicant Type
Other (sue ity)
1 Name Of Federal Agency:
11. Catalog of Federal Domestic Assistance Number.
CFGA Totle,
12- Funding oppodunity Number.
Title:
11 Competjfi [d en tifi catjon Numb
----------
14 Areas Affected by PrGject (Citi C oun ti es. States, etc-)--
Add Aftedwnent
15. DescFq*ve Title of Applicant's p ro j ec t :
Ash W* docUrnents as spewed in agency instru
n
1
L 2311 = 11me ' -111-1-lz — 1-1-7`3- 1
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Application for Federal Desistance F-424
16 Congressional Districts Of-
' a. Applic —
----- ---- j 1a. Pr reject
Attach an add cnak list cf Prc7am,pmocA CMDre ssional Distric3s if needed,
1. Prxaposed Protect:
a. Start Date
IS- Estimated Funding ($):
'a. Federai
'b- Applicant
0- State
d. L
e. Othea
'f. Program me
`g. TOTAL
h. End Date:
*
19- Is Applicatio Subiect to R w By Std Under Execu order 12372 Press
a.. This applicabon was made ama abfe to the State under lhe Ex attire Comer 123772 Prooess for revieer on
b- Program is sutwecf to E.0 12372 but has net been sefected b the S tate for review.
c. Program is rot covered by E.O. 12372.
a. k the APPlicald Delineperent On Any F (1f ° Yes, "pareses e in
if'Yes ", provide explanation and attach
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21. *Sy signing this application. t certify it) to the statements contained in the .list- of certrFicats and herein are tr—. complete and accurate to the best of my knowledg I a3so pruvade the re � ( that the statements
comply with resulfing terms if 1 ac quired assurances and agree to aware sutrject e< to crhninal, civil or administrative penalties. { .S t orb Title 2t1t �eert ctitious,
1[s4 � fraudulent statements or claims may I AGREE
Numm
' S" e of Auftnzed Reparesentat,,
Fax Nun r
Date S4ie&
Florida Department of Transportation — 5310 Application Instruction Manual — FFY17 0
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6. 1 . 5. EXHIB a CU D ESC R I P TION
Evaluators will rely heavily on an applicant's narrative in determining the amount of
funds /vehicles /equipment awarded.
GRANT WRITING TIP: Refer to the .Rr s cover the points that will be evaluated.
�"
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6.1.8. FORM B-1: TRANSIT-RELATED OPERATING N ADMINISTRATIVE ENS
Information regarding the applicant's transit - related operating and administrative expenses and
revenues specific to 5310 funds must be provided with the application for operating assistance. Forms
B -1 and -2, as provided in the application, should be used for this purpose.
Applicants should show the transit - related operating and administrative expenses and revenues of their
agency for the proposed project as projected for the year the Section 5310 grant award is to be used. For
example, the projected expense and revenue budgets for fiscal year 2017/2018 should be used if Section
5310 Assistance is requested by the applicant for use in fiscal year 2017/2018
Form B -1 provides space for the applicant to:
* show operating and administrative expenses of the service operated /contracted by the applicant.
* provides space to calculate a grant request. However, the grant request cannot be completed until
Form B -2 is completed.
Form B -2 provides space for the applicant to:
0 show the sources of revenue proposed to pay for the expenses shown in Form B.I.
The budget line items shown on the forms were originally defined in the Transportation Accounting
Consortium's Model Uniform Accounting System for Rural and Specialized Transportation Providers
(TAC Manual). The account numbers in parentheses are the object code numbers for these line items in
the TAC manual and in FTA National Transit Data Reports (NTD). Definitions for expense and revenue
line items are included below.
DELINITION
Source. National Transit Data Report - N TH
Operating and Administrative _Expenses.•
0 (5 1) labor - The pay and allowances due employees in exchange for the labor services they
render in behalf of the transit system.
(502) fringe and benefits - Payments or accruals to others (insurance companies, governments,
etc.) on behalf of an employee and payments or accruals direct to an employee arising from
Florida Department of Transportation — 5310 Application Instruction Manual — FFY 17
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something other than his performance of a piece of work.
(5 3) services - Labor and other work provided by outside organizations for fees and related
expenses.
(504) materials and supplies - Tangible products obtained from outside suppliers or
manufactured internally.
* (504.01) vehicle maintenance - Cost of fuel and lubricants, tires and tubes, vehicle maintenance
parts.
(505) utilities - Payments made to various utilities for utilization of their resources (e.g., electric,
gas, water, telephone, etc.).
(506) insurance - Cost elements covering protection of the transit system from loss through
insurance programs; compensation of others for their losses due to acts for which the transit
system is liable; and recognition of the cost of a miscellaneous category of corporate losses.
(507) license and taxes - 'faxes and fees levied against the transit system by Federal, state, and
local governments.
(508) purchased transit service - The payment or accrual to other transit systems for providing
transportation service.
(402) special transit fares - Revenues earned for rides given in regular transit service, but paid
for by some organization rather than by the rider, and for rides given along special routes for
which revenue may be guaranteed by a beneficiary of the service.
(403) school bus service revenues - Revenues earned from operating vehicles under school bus
contracts.
(404) freight tariffs - Revenues earned from carrying freight on runs whose primary purpose is
passenger operations.
(4 5) charter service revenues - Revenues earned from operating vehicles under charter
contracts.
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etc.).
0 (408) taxes levied directly by transit system - Tax revenues to transit systems that are
organized as independent political subdivision with their own taxation authority.
(409) local cash grants and reimbursements - Funds obtained from local government units to
assist in paying the cost of operating transit services.
(410) local special fare assistance - Funds obtained from local government units to help cover
the difference between full adult fares and special reduced fares (includes local social service
contract funds).
+� (411) state cash grants and reimbursements - Funds obtained from state government to assist
in paying the cost of operating transit services (includes Commission for the Transportation
Disadvantaged grant funds).
(412) state special fare assistance - Funds obtained from state government to help cover the
difference between full adult fares and special reduced fares (includes state social service
contract funds).
(413) federal cash grants and reimbursements - Funds obtained from the Federal government
to assist in paying the cost of operating transit services. Include and identify the source of
unrestricted Federal Funds used as match.
(414) interest income - Revenues earned from the lending or deposit of funds.
(430) contributed services - The receipt of services (not cash) from another entity where such
services benefit transit operations and the transit operator is under no obligation to pay for the 04
services.
(431) contributed cash - The receipt of funds from another entity where such funds benefit
transit operations and the transit operator is under no obligation to repay the funds.
(440) subsidy from other sectors of operations - Funds obtained from other sectors of a transit
company's operations to help cover the cost of providing transit service.
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Applicants should complete both the "Total Expense" and "FTA Eligible Expense" columns of Form B-
1. In completing the form, Community Transportation Coordinators (CTCs) may use expense
information from the budget in their most current Transportation Disadvantaged Service Plan (TDSP).
The "Total Expense" column should show all operating and administrative expenses associated with the
proposed transit service. The definitions for each line item code, as provided in the Appendix of this
manual, apply. The "FTA Eligible Expense" column should include only those expenses that are
considered eligible expenses as outlined on page 2 of this manual.
After completing the expense columns on Form B -1, applicants should next complete Form B -2.
To calculate the grant request on Form B -l:
• Enter the total (a) from the FTA Eligible Expense column of For -1.
• Enter the passenger fare revenue (b) from the first row of Form B -2 (object Code 401- revenue).
• Subtract the passenger fare revenue (b) from the FTA Eligible Expense (a) to determine the
operating deficit (c).
• Complete the Section 5310 request (d). Applicants may .request no more than 50% of the
operating deficit. Total revenues may not exceed total costs. Therefore, it may be necessary to
adjust the Section 5310 request to an amount less than 50% of the deficit calculated.
6.1.9. FORM B -2: TRANSIT - RELATED OPERATING AND ADMINISTRATIVE REVENUES
Applicants for operating funds need to complete both the "Total Revenue" and "Revenue Used as FTA
Match" columns of Form -2.
• In completing Form -2, CTCs may use revenue information from the budget in their most
current TDSP.
• The "Total Revenue" column should show all revenues used to pay for the expenses shown in
Form B -1, as noted previously. The definitions for each line item code that is provided in the
Appendix of this manual apply.
The "Revenue Used as FTA Match" column separates total revenues from revenues accepted by
FTA as match. This includes revenues in object codes 410, 411, 412, and 430. It also includes
revenues in object code 413 EXCEPT for any FTA or other USDOT funds. In other words, FTA
or other USDOT revenues should be deducted from the amount shown in object code 413 in the
"Total Revenue" column, and the balance should be shown. in the "Revenue Used as FTA
Match" column.
Both columns should be totaled and the total of (b) "Total Rural Passenger Fares" (401) and (e)
"Grand Total Revenues" transferred to the grant request section of Form B -1.
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6.1.10 F -3: PROOF LOCAL MATCH
The Section 5310 federal share of eligible operating expenses may not exceed 50 %. Some combination
of state, local, or private funding sources must be identified and committed to provide the required non -
Federal share. The non- Federal share may be cash, or in kind. Funds may be local, private, state, or (up
to one half) unrestricted Federal funds. Funds may not include any borrowed against the value of capital
equipment funded in whole or in part by State and /or Federal sources.
The Section 5310 Program permits up to one half the required match to be derived from other
unrestricted Federal funds. Federal funds are unrestricted when a Federal agency permits its funds to
match Section 5310. Essentially all Federal Social Service Programs using transit services are
unrestricted, such as Medicaid, employment training,
vocational rehabilitation services and Temporary
Assistance for Needy Families; other U.S. DOT Programs are not considered unrestricted Federal funds.
Contract revenue from the provision of transportation services to social service agencies may also be
g
used as local match. The costs associated with providing the contract revenue service must be included
a CL
in the project budget if using contract revenue as match.
<
Non -cash, in -kind contributions such as donations of goods or services and volunteered services are
eligible to be counted towards the local match only if the value of such is formally documented,
0
supported and pre- approved by the District Office. Any funds committed as match to another Federal
U_
program may not be used to match Section 5310 funds.
LO
LO
6.1.11 FO - BREAKDOWN OFTRANSPORTATION COSTS
to
If operating funding is being requested the applicant must complete one of the two (2) requested
04
sections within Form B -4. The applicant can elect to complete the form using
1) Hourly Rate or 2) Per Trip Rate (one or the other) calculation. Only one rate
calculation (hourly operating
a
rate or per trip rate) section must be provided with the grant
ap
r_
If the applicant has an approved rate by the Commission for Transportation Disadvantaged (TD)
for reimbursable service to TD clients include
C CL
this rate with your application.
a
6.1.12 FORM -5: CALCULATING E VICE AREA PERCENTAGES
Use form B -5 onl if your request is for operating costs in more than one service area tune (i.e.,
Urban, Small Urban, and Rural).
6.1.13 EXHIBIT E: FEDERAL CERTIFICATIONS N ASSURANCES
The last page (Appendix A) of the annual Federal Register Notice that applies to Federal Certifications
and Assurances provides applicants with a single signature page on which an applicant and its attorney
must certify compliance with the requirements of the various 7ederal Transit Administration grants or
cooperative agreements. The Federal Register Notice is revised annually and is usually available around
January 1 of each year. Applicants may obtain a copy of the current year document through the internet
at the FTA web site If unable to access the form, applicants may contact their FDOT District Office for
assistance. The appropriate signed Federal certification /assurance form must be included in the
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application when it is submitted to the FDOT District Office.
• Standard Assurances
• Debarment and Suspension, and other Responsibility Matters
• Drug Free Work Certification
• Intergovernmental Review Assurance
• Federal Transit Administration Master Agreement
• Nondiscrimination Assurance
Assurance of Nondiscrimination on the Basis of Disability Procurement Compliance
A. Applicants for Federal Assistance may signify compliance with the above certifications and
assurances by placing an "X" at the top of Appendix A next to the statement that reads: "The Applicant
agrees to comply with applicable requirements of Categories 01 -24 ". If an applicant chooses to do this,
no additional notation is necessary, except for the signature on the reverse.
B. The applicant may signify compliance with certifications and assurances applicable only to the
Section 5310 Program, specifically, Category XIII, by placing an "X" in Group 01, "Required
Certifications and Assurances for Each Applicant" (to cover the above -noted items), as well as an "X" in
Category 1.0 entitled "Alcohol and Controlled Substances Testing" and Category 16
"Seniors/Elderly /Individuals with Disabilities Programs/New Freedom Program." A description of the
certifications required by the Section 5310 Program is provided in the annual Federal Register Notice.
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6.1.14 EXHIBIT I: COORDINATED L C TRANSIT-HUMAN SERVICES
TRANSPORTA PLAN (T )
To be completed and signed by an individual authorized by the governing board of the applicant's
agency and submitted with the grant application.
6.1.15 EXHIBIT L O B BYING
All grant awards issued to a recipient in the amount of $100,000 or more must include a signed standard
lobbying form.
6.1.16 EXHIBIT L: CTC AGREEMENT
If the applicant is a Community Transportation Coordinator (CTC), this information should be shown in
Exhibit L of the application. A copy of the CTC's certification must be attached to Exhibit L.
If the applicant is not a CTC, a copy of the written coordination agreement (or letter of support)
between the applicant and the CTC in the appropriate service area should be identified as Exhibit
L and included in the application. The agreement must be specific as to how the services to be
provided will be complimentary to the services the CTC provides, and how duplication and
fragmentation of services will be avoided.
,f;.1.17 EXHIBIT M: TRANSPORTATION OPERATING PROCEDURE (5310-ONLY
APPLIC
� � ti
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Maintenance
* The TOP must outline how drivers conduct and document a pre - operational bus inspection report
according to Rule 14-90.006. FAC
* The pre -trip and post -trip inspections must include the following safety sensitive items:
o Steering System
o Service and Parking Brake
o Suspension and Undercarriage
o Tires, Wheels, and Wheel End Components
o Fuel and Exhaust Systems
o All Lights, Mirrors, Wipers, and Warning Devices
o Interlock Systems
o Interior Controls, Gauges, and Safety Equipment
o Wheelchair Lifts
o Air System
o Emergency exits (doors, windows, etc.)
• Pre- and post -trip records must be maintained for a minimum of 14 days.
• The TOP must document how the agency performs preventive maintenance on the vehicles.
Agencies will develop a maintenance plan that outlines the agency's basic maintenance policies
and procedures for maintaining vehicles even when using contracted services. It should follow,
at a minimum, the guidelines established by FDOT. Maintenance Plan Templates can be
found in the Template section of the State Management Plan
Operations
The TOP must document the qualifications they require when hiring a driver. This should
include verifying that the employee has a valid driver License, a CDL if necessary for the size
vehicle being operated by the agency, and if a background check is required. It will also include
how the agency ensures that all drivers have valid licenses while operating vehicles.
The TOP must document the training provided to ensure the driver has adequate skills and
capabilities to safely operate each type of vehicle operated by the agency. At a minimum this
should include:
o Bus equipment familiarization
o Basic operations and maneuvering
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o Boarding and alighting passengers
o Operation of wheelchair lifts and other special equipment
o Passenger assistance and securement
o Defensive driving
• The TOP must document the agency's procedures for handling emergency situations that occur
when the vehicle is being used away from the facility.
• The TOP must document how the agency establishes and maintains a drug -free workplace policy
according to Section 112.0455, F.S. Additionally, a driver holding a Commercial Driver's
License is subject to the federal requirements related to drug testing. The TOP must document
how an agency meets these requirements.
The TOP must document how the agency will ensure drivers not be permitted to drive more than
12 hours in a 24 hour period; and drivers not be permitted to be on duty more than 72 hours in
any period of 7 consecutive days.
Safety
The TOP must state how the agency ensures that no driver operates a vehicle when his or her
ability is impaired, or likely to be impaired, by fatigue, illness, or other causes.
The TOP must document how the agency ensures that the vehicles are operated in compliance
with applicable traffic regulations, ordinances, and the laws of the jurisdiction in which they are
being operated.
The TOP must include the agency's policy for the use of wireless communication devices while
occupying the vehicle.
6.1.18 COPY OF OF O.P . i
All first -time private non - profit applicants must include a copy of their certification of incorporation
6.1.19 PROOF OF NON - PROFIT STATUS
All private non - profit applicants must include proof of non- profit status.
If an applicant has not previously submitted their Title VI plan to the Department, a copy must be
included.
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f.2. CAPITAL ASSISTANCE APPLICATION
The application checklist must be completed prior to submission. If a requirement is not applicable,
please indicate with "N /A."
R`.. ♦ I R r R . R
e I
A sample cover letter is included in the grant application for completion.
6.2.3. GOVERNING BOARD'S RESOLUTION FORM
A sample resolution form is included in the grant application for completion.
6.2.4. FORM 424: APPLICATION FOR FEDERAL ASSISTANCE
The standard Application for Federal Assistance (OMB Standard Form 424) must be filled out in its
entirety for Section 5310 applications, and for the local clearinghouse submission (if the grant is for
facilities). A sample of the standard form is located on the next page of this manual. Applicants that are
not using TransCIP to submit their application should print a copy of the completed 424 form and
include it with this application. This form must be used for ALL applications.
No pre- application process is used in this program; therefore, all submissions are applications.
The code assigned to the Section 5310 Program in the Catalog of Federal Domestic Assistance is
20.513. This code should be shown in Section 10 of the form followed by the title: "Formula Grants for
the Enhanced Mobility of Seniors and Individuals with Disabilities Program." Con- ressional Districts
and DUNS Numbers can be obtained from the respective linked documents.
If applying for capital assistance only, Standard Form 424 should cover only the Capital Assistance
being applied for by the applicant.
If applying for both operating and capital assistance, submit separate Standard Form 424s. Each Form
424 must stand alone for the type of request as the categories are different and so are the match
requirements: i.e. one form should cover Operating Assistance and a separate form should cover Capital
Assistance.
Florida Department of Transportation — 5310 Application Instruction Manual -- FFY 17
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,m �
Item:
Entry:
1.
Type of Submission should be "Application"
2.
Type of Application should be "New"
3.
"Not Applicable"
4.
"Not Applicable"
55 . a
"Not Applicable"
! 5 B
Federal Award Identifier (FTA Grant Number) is not needed at this time. This will be as
after submission of State POP.
6.
State use only (if applicable)
7.
State Application Identifier is "1001"
I
8.a, b,
Enter legal name of applicant, name of primary organizational unit (including division, if
C, d e,�
f
applicable), which will undertake the assistance activity, enter employer /taxpayer
identification number (EIN /TIN) as assigned by Internal Revenue Service, enter the
organization's DUNS number (received from Dun and Bradstreet), enter the complete address
of the applicant (including country), and name, telephone number, e -mail and fax of the person
to
contact on matters related to this application. I
9.
10
Type of Applicant 1: Select Applicant Type
Name of Federal Agency "
should be Federal Transit Administration"
11.
Catalog of Federal Domestic Assistance Number is: 20.513
CFDA Title should be: Enhanced Mobility of Seniors and Individuals with Disabilities
12.
"Not Applicable"
13.
"Not Applicable"
14
List the areas affected by project (cities, counties, States etc.). Can be submitted on a separate —
piece of paper.
15.
Enter a brief descriptive title of the project. If appropriate (e.g., construction or real property
I
projects), attach a map showing project location. This is where the applicant should define if
the project is for capital or operating,
e.g. capital purchase of vehicle(s) or operating assistance
for transit services.
16.
List the applicant's Congressional District and any District(s) affected by the program or
project.
17
1
Enter the proposed start date and end date of the project (dates must be within the same 12-
month period /calendar year).
r 18.
Amount requested or to be contributed during the first funding/budget period by each
contributor. Value of in kind contrib utions should be included on a ppropriate line s as �
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applicable. If the action will result in a dollar change to an existing award, indicate only the
amount of the change. For decreases, enclose the amounts in parentheses. If both basic and
supplemental amounts are included, show breakdown on an attached sheet. For multiple
program funding, use totals and show breakdown using same categories as item.
19.
Check the applicable box.
t
20.
Check the applicable box (If "yes ", provide explanation in attachment).
21.
Must be signed by a governing board representative that was authorized to sign this particular
application.
R
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.:-
s b- EffggoyerTT -pap I ntfica i0r, Number (EMMNl): 'c. Organizaljonak NiS:
d. Address:
. setts
St:
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states
Prince:
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e_ tt.ganizationai Unit,
usp: uIzITE a STA7z,5
DeParMent Name-
7DMsbn Name-
.
f_ Name and contact infofmatibn of Person to be contacted on maters involving this appbeation:
Prefcx Pw .
M Name-
' Last Marne:
Suffix:
0Y t11 i
Florida Department of Transportation — 5310 Application Instruction Manual — FFY17 ft'��
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Application for Federal Assistance SF -424
3. Type of App 1-- Select Appliewt Type_
9 4 Funcirng ortunity Number:
3 tk
13. Competition Identification Number:
TiNe:
44. Areas Affected by Project (Cities. Counties, States, etc_)-
Add Affadvnent r- fry
13. De tine Title of App bcanfs Project:
Ahach supporing dacurnents as speufied in agency instnictirns_
R
i
rror
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Application for Federal Assistance SF-424
I & Congressional Districts OU
` a. Applicant 'b.
Attaift an alkkfiOnal fist Of P-9—eNcied GarVessional Districts if needed_
Add
17. Proposed Project,
a. Start Date: b- End Date:
IS, Estimated Funding
` a. Federal
--
b. Applicw�t
E--
c- State
d. Uag
e. Other
f Rog ram lncurr*
g. TOTAL
19 Is. Application Subject t Review By State Under Execufive Order 12372 Process
a- This appik- wa mac ava g a bl, t the State urder the Executive GVder 12372 Process fbr review on
b. PrOgrBrn is subject to EC1 12 &A has not been setected by th State for review.
a. P-9-m is rot vzreered by E.O. 12372.
M k ft Applicant Delinquent On Any Federal De W? Of - Yes. - provide explanation in atta
Yes NO mentl
lf'Yes", provick- explartation and attach
Auid t k Vt'pw
21- *By si�gnjng thi a ppli ca ti on. I certify (j) to the statements contained in the list Of certificztions� and (2) that the statements
are e true. complete and accurate to the best of my knowkedge. l als provide the required assurances`* and agree to
comply with any resulting terms if .1 accept an award- I am aware that any false, fictitious, or f rauc h j t eh t s or c may
subject m e to criminal, civic, or administrative penaffie fti.S_ Code. Title 218, Section 1001)
I AGREE
- The list of certjic w d ass4ffance of an intemet site v4-
specific zmbucbors' 'ere may oWin this 4 5z, is contained in the announcement or ag ency
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Applicants must submit Exhibit B as part of their application (not to exceed tree [3] pages with 1"
margins). The proposed project description should be thorough as evaluators will rely heavily on the
narrative in reviewing and ranking a grant application. It is required that all applicants provide the
Project Description in a question/answer format. The project description should not repeat the current
system description shown in Exhibit A. The capital assistance grant application lists the questions
required in this exhibit.
6.2.8. FORM C-1: OPERATING AND ADMINISTRATIVE EXPENSES
Information regarding the applicant's transit - related operating and administrative expenses and
revenues must be provided with the application. Forms C -1 and C -2 are included in the application for
that purpose. These forms should provide information about operating and administrative expenses of
the vehicles or service operated /provided by the applicant, as described in Exhibits A and B of the
application, and information about the sources of revenue used to pay for these expenses.
The budget line items shown on the forms were originally defined in the Transportation Accounting
Consortium's Model Uniform Accounting System for Rural and Specialized Transportation Providers
(TAC Manual). The account numbers in parentheses are the object code numbers for these line items
in the TAC Manual and in FTA National Transit Data Reports (NTD). Definitions for expense and
revenue line items are included below.
Applicants should show the transit- related operating and administrative expenses and revenues of their
agency as projected for the year the Section 5310 Grant Award is requested. For example, the
projected expense and revenue budgets for fiscal year 2017/2018 should be used if Section 5310
assistance is requested by the Agency for use in fiscal year 2017/2018.
DEFINITIONS: Source: National Transit Data Report - AM
Operating and Administrative Expenses:
(501) labor ® The pay and allowances due employees in exchange for the labor services they
render in behalf of the transit system.
e (502) fringe and benefits - Payments or accruals to others (insurance companies, governments,
etc.) on behalf of an employee and payments or accruals direct to an employee arising from
something other than his performance of a piece of work.
* (503) services - Labor and other work provided by outside organizations for fees and related
expenses.
0 (5 04) materials and supplies - Tangible products obtained from outside suppliers or
manufactured internally.
0 (504.01) vehicle maintenance - Cost of fuel and lubricants, tires and tubes, vehicle
maintenance parts.
a (505) utilities - Payments made to various utilities for utilization of their resources (e.g.,
electric, gas, water, telephone, etc.).
(506) insurance - Cost elements covering protection of the transit system from loss through
insurance programs; compensation of others for their losses due to acts for which the transit
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Disadvantaged grant funds).
(412) state special fare assistance - Funds obtained from state government to help cover the
difference between full adult fares and special reduced fares (includes state social service
contract funds).
0 (413) federal cash grants and reimbursements - Funds obtained from the Federal
government to assist in paying the cost of operating transit services. Include and identify the
source of unrestricted Federal Funds used as match.
0 (414) interest income - Revenues earned from the lending or deposit of funds.
(43 0 ) contributed services - The receipt of services (not cash) from another entity where such
services benefit transit operations and the transit operator is under no obligation to pay for the
services.
a (431) contributed cash - The receipt of funds from another entity where such funds benefit
transit operations and the transit operator is under no obligation to repay the funds.
0 (440) subsidy from other sectors of operations - Funds obtained from other sectors of a
transit company's operations to help cover the cost of providing transit service.
6.2.9 FORM C -2: OPERATING AND ADMINISTRATIVE REVENUES
All applicants for capital assistance must complete this form using the codes identified in the above
Section 6.2.8.
Local match may be derived from any non -U.S. Department of Transportation (USDOT) Federal
Program, State Programs, Local Contributions or Grants.
6 AND TRANSPORTATION EQ UIPMENT
INVENTORY O'
Applicants must complete the "Current Vehicle and Transportation Equipment Inventory"
(I. orm C -4). All columns of the form must be completed. The form must include:
A current list of all vehicles and equipment used by the applicant to transport individuals,
including those bought in previous years with Federal funds;
Florida Department of Transportation — 5310 Application Instruction Manual -- FFY17 p�g, .' ,� j1�t�i'���1!i
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• Those vehicles bought with other than Federal funds;
• Those vehicles now on order; and
• Those vehicles to be ordered with grant awards made in previous years.
• An asterisk ( *) should be placed next to the model year of vehicles to be replaced with the grant
being applied for with this application.
• Vehicles can only be listed as "replacement" once. If a replacement award was previously
given for a vehicle, that vehicle cannot be listed for replacement again.
• Vehicles operated by the applicant's contractor or lessee should also be identified, and the
name of the contractor /lessee shown in Exhibit B of the application.
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maintenance costs must have a District approved preventative maintenance plan and a cost allocation if
activities are performed in house. The Federal 5310 share for eligible capital expenses may not exceed
eighty percent (80 %).
Complete one request form if all vehicles being requested are the same type and configuration.
Complete another form to request a vehicle of a different type and configuration.
Information to fill this form out may be found at on the TRIPS website and or at the DMS website
for small vehicles; cars or station wagons.
The deadline for hearing requests must be prior to the date applications are due at the District Office.
If a hearing is requested:
1. A hearing must be conducted;
2. The FDOT District Office must be notified of the date, time, and location of the hearing; and
3. A copy of the minutes of the hearing (to include a discussion of issues raised and resolution of
issues) must be submitted to the FDOT District Office, before a Section 5310 award can be
made.
Exhibit must be completed by all applicants for capital assistance.
The last page (Appendix A) of the annual Federal Register Notice that applies to Federal Certifications
and Assurances provides applicants with a single signature page on which an applicant and its attorney
must certify compliance with the requirements of the various Federal Transit Administration grants or
cooperative agreements. The Federal Register Notice is revised annually and is usually available
around January 1 of each year. Applicants may obtain a copy of the current year document through the
internet at the FTA web site If unable to access the form, applicants may contact their FDOT District
P P PPE
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Office for assistance. The appropriate signed Federal certification /assurance form must be included in
the application when it is submitted to the FDOT District Office.
Federal Certifications and Assurances Required of Each Applicant:
0 Authority of applicant and its representative
• Standard Assurances
• Debarment and Suspension and other Re onsibilit�r Matters
• Drug Free Workplace Certification
• Intergovernmental Review Assurance
• Federal Transit Administration Master Agreement
• Nondiscrimination Assurance
• Assurance of Nondiscrimination on the Basis of Disability Procurement Compliance.
A. Applicants for Federal Assistance may signify compliance with the above certifications and
assurances by placing an "X" at the top of Appendix A next to the statement that reads: "The Applicant
agrees to comply with applicable requirements of Categories 01 -24 ". If an applicant chooses to do this,
no additional notation is necessary, except for the signature on the reverse.
OR
B. The applicant may signify compliance with certifications and assurances applicable only to the
Section 5310 Program, specifically, Category X1II, by placing an "X" in Group 01, "Required
Certifications and Assurances for Each Applicant" (to cover the above -noted items), as well as an "X"
in Category 10 entitled "Alcohol and Controlled Substances Testing" and Category 16
"Seniors/Elderly /Individuals with Disabilities Programs/New Freedom Program." A description of the
certifications required by the Section 5310 Program is provided in the annual Federal Register Notice.
Y 1 �C�
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If the applicant wants to purchase non - accessible vehicles (does not have wheel chair lifts or ramp) for
demand responsive service, the "Certification of Equivalent Service" must be completed and included
in the application.
To be completed and signed by an individual authorized by the governing board of the applicant
agency and submitted with the grant application.
' COORDINATED PUBLIC TRANSIT SE R VICES
TRANS ♦ P
To be completed and signed by an individual authorized by the governing board of the applicant's
agency and submitted with the grant application.
All grant awards issued to a recipient in the amount of $100,000 or more must include a signed
standard lobbying form.
If the applicant is a Community Transportation Coordinator (CTC), this information should be shown
in Exhibit L of the application. Attached to Exhibit L should be a copy of the CTC's certification.
If the applicant is not a CTC, a copy of the written coordination agreement between the
applicant and the CTC in the appropriate service area should be identified as Exhibit L and
included in the application. The agreement must be specific as to how the services to be
provided will complimentary to the services the CTC provides, and how duplication and
fragmentation of services will be avoided.
Agencies must keep their CTC Agreements current and in force at all times when receiving an
award under the Section 5310 Program. Agencies must also keep their CTC Agreements
current and in force every year until the vehicle(s) reaches its useful life requirement and the
title is released.
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6.2.22 EXHIBIT M: TRANSPORTATION OPERATING PROCEDURE (5310-ONLY
I
The TOP must outline how drivers conduct and document a pre - operational bus inspection
report according to Rule 14- 90.006, FAC
The pre -trip and post -trip inspections must include the following safety sensitive items:
o Steering System
o Service and Parking Brake
o Suspension and Undercarriage
o Tires, Wheels, and Wheel End Components
o Fuel and Exhaust Systems
o All Lights, Mirrors, Wipers, and Warning Devices
o Interlock Systems
o Interior Controls, Gauges, and Safety Equipment
o Wheelchair Lifts
o Air System
o Emergency exits (doors, windows, etc.)
0 Pre- and post -trip records must be maintained for a minimum of 14 days.
The TOP must document how the agency performs preventive maintenance on the vehicles.
Agencies will develop a maintenance plan that outlines the agency's basic maintenance policies
and procedures for maintaining vehicles even when using contracted services. It should follow,
at a minimum, the guidelines established by FDOT. Maintenance Plan Templates can be
found in the Template section oft the State -Managem Pla n.
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• The TOP must document the qualifications they require when hiring a driver. This should
include verifying that the employee has a valid driver license, a CDL if necessary for the size
vehicle being operated by the agency, and if a background check is required. It will also include
how the agency ensures that all drivers have valid licenses while operating vehicles.
• The TOP must document the training provided to ensure the driver has adequate skills and
capabilities to safely operate each type of vehicle operated by the agency. At a minimum this
should include:
o Bus equipment familiarization
• Basic operations and maneuvering
• Boarding and alighting passengers
• Operation of wheelchair lifts and other special equipment
• Passenger assistance and securement
o Defensive driving
• The TOP must document the agency's procedures for handling emergency situations that occur
when the vehicle is being used away from the facility.
• The TOP must document how the agency establishes and maintains a drug -free workplace
policy according to Section 112.0455, F.S. Additionally, a driver holding a Commercial
Driver's License is subject to the federal requirements related to drug testing. The TOP must
document how an agency meets these requirements.
• The TOP must document how the agency will ensure drivers not be permitted to drive more
than 12 hours in a 24 hour period; and drivers not be permitted to be on duty more than 72
hours in any period of 7 consecutive days.
Safety
• The TOP must state how the agency ensures that no driver operates a vehicle when his or her
ability is impaired, or likely to be impaired, by fatigue, illness, or other causes.
• The TOP must document how the agency ensures that the vehicles are operated in compliance
with applicable traffic regulations, ordinances, and the laws of the jurisdiction in which they are
being operated.
• The TOP must include the agency's policy for the use of wireless communication devices while
occupying the vehicle.
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l• 1 �..,1.. 1 ,
All first -time private non - profit applicants must include a copy of their certification of incorporation.
All private non- profit applicants must include proof of non - profit status.
If an applicant has not previously submitted their Title VI plan to the Department, a copy must be
included.
COPY OF 1 . SENT APPLICATI 1 T O LO
CLEARINGHOUSE
If the grant application is for facilities, please include a copy of the cover letter submitted to the local
clearinghouse agency or RPC.
rl:lilltlli M! C 1 1 .
Most transit projects funded under Section 5310 will be classified by FTA as categorical exclusions.
Examples of categorical exclusions include purchase of transit vehicles, and purchase of office
equipment. If the proposed project is for construction or acquisition of facilities or other buildings, 04
further evaluation may be required before a determination can be made that the project is a categorical N
exclusion. A Categorical Exclusion (CE) is described in 40 Code of Federal Regulations (CFR) 1508.4
and 23 CFR 771, as a project which, based upon past experience with similar actions, does not n
individually or cumulatively have a significant environmental effect, and is excluded from the g
requirement to prepare an Environmental Assessment (EA) or an Environmental Impact Statement
(EIS). Therefore, a project that qualifies as a CE generally requires a lower level of documentation. n
n
These projects do not bring significant impacts to planned growth or land use for the area; do not
require the relocation of significant numbers of people; do not have a significant impact on any natural,
cultural, recreational, historic, or other resources; do not involve significant air, noise, or water quality
impacts; do not have significant impacts on travel patterns; and do not otherwise individually or 0
cumulatively have any significant environmental impacts. _
Types of projects that have been determined by FTA to qualify as CEs, and normally do not require
any further National Environmental Policy Act (NEPA) approvals by FTA, are listed in 23 CFR
771.118(c). Additional actions which meet the criteria for a CE but may be designated as CEs only
after FTA approval are listed in 23 CFR 771.118 (d). In these cases, the applicant must submit
documentation which demonstrates that the specific conditions or criteria for these CEs are satisfied
and that significant environmental effects will not result.
To meet the requirements of a CE determination, a proposed project may not be impermissibly
segmented from a larger project. This means that a project may be proposed to be implemented in
phases or as part of a larger undertaking, but must still demonstrate independent utility, connect logical
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termini, and should not restrict consideration of alternatives. In order to meet a CE designation, a
proposed project cannot have substantial controversy on environmental grounds, or significant impact
to properties protected by Section 4(f) of the US DOT Act (public park and recreation lands, wildlife
and waterfowl refuges, and historic sites) or Section 106 of the National Historic Preservation Act
(cultural resources including historic and archaeological sites). The presence of features such as
wetlands and floodplains within the project area would likely also require additional documentation.
The applicant should contact the Florida Department of Transportation (FDf T) District. Office
f or assistance with determining the level of doc rnentation required. The FDOT will use a
description of the proposed project, along with any maps or figures to assist with determining if a
proposed project is likely to meet FTA criteria for a CE.
R
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.1. WH AT'S O THE MA RKET
U 01:. t I L
MV-1 PURPOSEBtTILT SPECIAL NEEDS VEHICLE
Creative Bus Sales, Inc .
GVWR/Len�th
b
Creative Bus Sales, Inc.
Price
Wheelchair
GVWR/LenQth
Ambulatory Seating
Price
elch air
Contract #
Order Packet &
pricing
Capacity
0-6
$ 47,498
itions
EWh
TRIPS- I2 -SNV -CBS
pricing
9000 # /20'
11 + D
$42,410
/A
1 # /22
l2 + D
$53,480
2
TRIPS- 15 -MB -CB
Order Packet
Nations Bus
GVWR/Length
Ambulatory Seating;
Price
Wheelchair
Contract #
Order Packet &
Capacity
Positions
Pricing
8550 # /18
8 + D
$46,163
N/A
9250 # /20
11 + D
$50,664
2
TRIPS- 15 -MB -NB
Order Packet
10,360 # /22
Getaway Bus, LLC
ry Seating
Price
Wheelchair
Contract #
Order Packet &
acity
Positions
Pricing
!8550#/18
+ D
TMid9
$47,807
N/A
+ D
$48,450
N/A
+ D
$52,408
N/A
TRIPS- IS -MB -GB
Order Packet
+ D
$54,093
N/A
U 01:. t I L
MV-1 PURPOSEBtTILT SPECIAL NEEDS VEHICLE
Creative Bus Sales, Inc .
GVWR/Len�th
b
Ambulatory Seating;
Price
Wheelchair
Contract #
Order Packet &
Capacity
Positions
pricing
6,600 #/205"
0-6
$ 47,498
0 - 2
TRIPS- I2 -SNV -CBS
Order Packet
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,BRAUN .II IVA S
The extended low floor Dodge Grand Caravan minivan with mobility ramp is intended to be used as a Paratransit
or Supervisor vehicle. The vehicle provides public transportation for a maximum of six (6) ambulatory passengers
or a maximum of two (2) wheelchair passengers and three (3) ambulatory passengers. These configurations
exclude the driver.
STANDARD CUTAWAY
Contracts pending.
FDOT Minimum Service Life — t years and/or 33
'1EDI`'I DUTY
Expired — RFP to be issued in inter. 2016
E Florida Department of Transportation — 5310 Application Instruction Manual — FFY17
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7.2 RECIPIENT RISK ASSE
For Department use only.
Prior to awarding FTA funds, the Department is required to conduct a risk assessment of the potential
grantee /sub - recipient. The terms grantee and sub - recipient are interchangeable for the purposes of this
tool.
The requirements for the risk assessment are outlined in 2 CFR 200 and FTA Circular 5010.E. The
Department will consider the following items in order to evaluate the risk posed by each applicant:
• Financial stability, including the applicant's financial condition and financial capability;
• Quality of the applicant's management systems;
• History of performance, particularly previous experience of the applicant in managing federal
awards provided by the Department;
• Audit reports and any associated findings;
• SANI.gov check for applicant's prior performance.
To complete the risk assessment, the following questions must be answered in regards to the applicant.
If the District decides to award to the applicant, then the risk assessment documentation becomes part of
the project file. Should the District decide not to award to the applicant, then the risk assessment remains
as part of the grantee selection process.
1. There are two basic aspects to financial capacity /stability: the general financial condition of the
grantee and the financial capability of the grantee. Satisfactory financial condition means that the
grantee can pay its current costs from existing revenues. Satisfactory financial capability means the
grantee's ability to meets its expansion costs in addition to its existing operations from projected
revenues. Does the applicant meet the criteria for satisfactory financial capability and condition?
Provide supporting documentation or explanation.
2. Describe the applicant's management systems. Does the organization structure clearly define,
assign, and delegate appropriate authority for all duties? Are responsibilities segregated within the
organization to ensure that adequate internal checks and balances exist? Does the applicant have
written operating procedures that are simply stated, yet meet the applicant's operating, legal, and
regulatory requirements?
3. Document the applicant's history of performance. Has local match been readily available? Are
invoices submitted in a timely manner?
Florida Department of Transportation — 5310 Application Instruction Manual — FFY17 ', q'kp d9d �� 4
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4. Review previous audit reports. Does the applicant have any unresolved audit findings? Are there
reoccurring findings in the annual audit reports?
5. Attach the screen shot of the SAM.gov check of the applicant.
i
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D ate, Year
N OTICE OF ► 1, ,
SECTION I SENI ORS AND INDIVIDUALS WITH DISABILITIES CAP
ASSISTANCE P RO G RA M
Congratulations, based on your application for Federal Assistance under the Federal Transit
Administration's Section 5310 Program, the Florida Department of Transportation (Department) hereby
makes the following Federal grant award to:
LA � ame of Entity:
d dress
I FEIN:
DUNS
- �
Entity's Fiscal Period (Start/E Date):
FM #:
_.
Federal Award Identification Number
(FAIN
Below are the estimated, not actual, project costs of your Federal award:
►
r 1 w .-Ig m [III
Award Approved by:
Name and Title:
Date:
I'
FDOT will pure ase all vehicles awarded to successful applicants according to FDOT's Guidelines
for Acquiring Vehicles.
The agency is responsible for purchasing awarded equipment in accordance with the Procurement
Guidance for Transit Agencies Handbook (overview in Exhibit 3). If the procurement procedures in this
handbook are not followed, the agency will not be eligible for reimbursement.
The agency will be responsible to provide a 10% local match towards the total project cost. If actual
costs are greater than the estimated total cost, it will be the responsibility of your agency to provide the
difference. If actual costs are less than the estimated total cost, the difference will remain in the
Department's general program fund and will be used to advance any remaining grant requests.
Estimated Estimated Estimated
Total Cost Federal Share State Share
80 % 10%
Florida Department of Transportation — 5310 Application Instruction Manual — FFY 17 0
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Please contact the FDOT Contractor, 813-974-0695 or ,,
to arrange purchase of above
The value of this Federal award for a passenger vehicle(s) and /or equipment should be considered
noncash assistance. As a subrecipient of this Federal award your Agency may be subject to the single
audit requirements established by OMB Circular A -133, for fiscal years beginning before December 26,
2014, and the requirements of 2 CFR Part 200, Subpart F --- Audit Requirements, for fiscal years
beginning on or after December 26, 2014.
Exhibit 1 and Exhibit 2 to this Notice of Grant Award provide the required Federal award identification
and information needed to comply with the single audit requirements. When determining amounts of
Federal awards expended in a fiscal year your Agency must consider all sources of Federal awards,
including noncash contributions.
ACCEPTANCE
(To be completed and signed by the person authorized to accept Grant Awards. Please return to FDOT
District Office Project Manager).
a. Reaffirms its assurances to VrA and FDOT as stated in Exhibits E, G, 11 and I of its
application.
b. Requests purchase oft the vehicles/equipment in month / _ _ year.
Agency:
Accepted by:
Printed Name and Title:
Agency vendor number as registered in Nvly F Marketplace
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F OLLO WS:
CFDA No.: 20.513
CFDA 'Title: Enhanced Mobility of Seniors and Individuals with Disabilities N
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The administration of resources awarded through the Florida Department of Transportation
(Department) to the Subrecipient may be subject to audits and/or monitoring by the Department. The
following requirements do not limit the authority of the Department to conduct or arrange for the
conduct of additional audits or evaluations of Federal awards or limit the authority of any State agency
inspector general, the State of Florida Auditor General or any other State official. The Subrecipient shall
comply with all audit and audit reporting requirements as specified below.
a. In addition to reviews of audits conducted in accordance with OMB Circular A -133, for fiscal
years beginning before December 26, 2014, and in accordance with 2 CFR Part 200, Subpart F
— Audit Requirements, for fiscal years beginning on or after December 26, 2014, monitoring
procedures may include but not be limited to on -site visits by Department staff and/or other
procedures including, reviewing any required performance and financial reports, following up,
ensuring corrective action, and issuing management decisions on weaknesses found through
audits when those findings pertain to Federal awards provided through the Department by this
Award. By accepting this Award, the Subrecipient agrees to comply and cooperate fully with
any monitoring procedures /processes deemed appropriate by the Department. The Subrecipient
further agrees to comply and cooperate with any inspections, reviews, investigations, or audits
deemed necessary by the Department, State of Florida Chief Financial Officer (CFO) or State
of Florida Auditor General.
b. The Subrecipient, a non - Federal entity as defined by OMB Circular A -133, for fiscal years
beginning before December 26, 2014, and as defined by 2 CFR Part 200, Subpart F — Audit
Requirements, for fiscal years beginning on or after December 26, 2014, as a Subrecipient of a
Federal award awarded through the Department, is subject to the following requirements:
In the event the Subrecipient expends a total amount of Federal awards equal to or in
excess of the threshold established by OMB Circular A -133, for fiscal years beginning
before December 26, 2014, and established by 2 CFR Part 200, Subpart F — Audit
Requirements, for fiscal years beginning on or after December 26, 2014, the
Subrecipient must have a Federal single or program- specific audit for such fiscal year
conducted in accordance with the provisions of OMB Circular A -133, for fiscal years
beginning before December 26, 2014, and in accordance with the provisions of 2 CFR
Part 200, Subpart F — Audit Requirements, for fiscal years beginning on or after
December 26, 2014. Exhibit I to this Agreement provides the required Federal award
identification information needed by the Subrecipient to further comply with the
requirements of OMB Circular A -133, for fiscal years beginning before December 26,
2014, and the requirements of 2 CFR Part 200, Subpart F — Audit Requirements, for
fiscal years beginning on or after December 26, 2014. In determining Federal awards
expended in a fiscal year, the Subrecipient must consider all sources of Federal awards
based on when the activity related to the Federal award occurs, including the Federal
award provided as noncash assistance through the Department by this Award. The
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determination of amounts of Federal awards expended should be in accordance with the
guidelines established by OMB Circular A -133, for fiscal years beginning before
December 26, 2014, and established by 2 CFR Part 200, Subpart F - Audit
Requirements, for fiscal years beginning on or after December 26, 2014. An audit
conducted by the State of Florida Auditor General in accordance with the provisions of
OMB Circular A -133, for fiscal years beginning before December 26, 2014, and in
accordance with 2 CFR Part 200, Subpart F --- Audit Requirements, for fiscal years
beginning on or after December 26, 2014, will meet the requirements of this part.
ii. In connection with the audit requirements, the Subrecipient shall fulfill the
requirements relative to the auditee responsibilities as provided in OMB Circular A-
133, for fiscal years beginning before December 26, 2014, and as provided in 2 CFR
Part 200, Subpart F - Audit Requirements, for fiscal years beginning on or after
December 26, 2014.
iii. In the event the Subrecipient expends less than the threshold established by OMB
Circular A -133, for fiscal years beginning before December 26, 2014, and established
by 2 CFR Part 200, Subpart F -- Audit Requirements, for fiscal years beginning on or
after December 26, 2014, in Federal awards, the Subrecipient is exempt from Federal
audit requirements for that fiscal year. However, the Subrecipient must provide a single
audit exemption statement to the Department at FDOTSingleAudit @dot.state.fl.us no
later than nine months after the end of the Subrecipient's audit period for each
applicable audit year.
iv. The Subrecipient must electronically submit to the Federal Audit Clearinghouse (FAC)
at https:/ /Iiarvester.cetisus.aov /facweb/ the audit reporting package as required by OMB
Circular A -133, for fiscal years beginning before December 26, 2014, and as required
by 2 CFR Part 200, Subpart F - Audit Requirements, for fiscal years beginning on or
after December 26, 2014, within the earlier of 30 calendar days after receipt of the
auditor's report(s) or nine months after the end of the audit period. The FAC is the
repository of record for audits required by OMB Circular A -133, for fiscal years
beginning before December 26, 2014, and for audits required by 2 CFR Part 200,
Subpart F - Audit Requirements, for fiscal years beginning on or after December 26,
2014, and this Award. However, the Department requires a copy of the audit reporting
package also be submitted to FDOTSinnleAudit @dot.state fl us within the earlier of 30
calendar days after receipt of the auditor's report(s) or nine months after the end of the
audit period as required by OMB Circular A -133, for fiscal years beginning before
December 26, 2014, and as required by 2 CFR Part 200, Subpart F - Audit
Requirements, for fiscal years beginning on or after December 26, 2014.
V. Upon receipt, and within six months, the Department will review the Subrecipient's
audit reporting package, including corrective action plans and management letters, to
the extent necessary to determine whether timely and appropriate action on all
deficiencies has been taken pertaining to the Federal award provided through the
Department by this Award. If the Subrecipient fails to have an audit conducted in
accordance with OMB Circular A -133, for fiscal years beginning before December 26,
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2014, and in accordance with 2 CFR Part 200, Subpart F — Audit Requirements, for
fiscal years beginning on or after December 26, 2014, the Department may impose
additional conditions to remedy noncompliance. If the Department determines that
noncompliance cannot be remedied by imposing additional conditions, the Department
may take appropriate actions to enforce compliance.
vi. As a condition of receiving this Federal award, the Subrecipient shall permit the
Department, or its designee, the CFO or State of Florida Auditor General access to the
Subrecipient's records including financial statements, the independent auditor's
working papers and project records as necessary. Records related to unresolved audit
findings, appeals or litigation shall be retained until the action is complete or the
dispute is resolved.
vii. The Department's contact :information for requirements under this part is as follows:
Office of Comptroller, MS 24
605 Suwannee Street
Tallahassee, Florida 32399 -0450
FDOT Ain , leAudit @dot State ti us
c. The Subrecipient shall retain sufficient records demonstrating its compliance with the terms of
this Agreement for a period of five years from the date the audit report is issued and shall allow
the Department, or its designee, the CFO or State of Florida Auditor General access to such
records upon request. The Subrecipient shall ensure that the audit working papers are made
available to the Department, or its designee, the CFO, or State of Florida Auditor General upon
request for a period of five years from the date the audit report is issued unless extended in
writing by the Department.
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This information is intended to provide guidance on the processes for procurements when using state
and federal dollars. Procurements should be in accordance with Chapter 287, Florida Statutes (F.S.),
Chapter 60A, Florida Administrative Code (F.A.C.) and the Federal Transit Administration (FTA) Best
Practices Procurement Manual. Additionally, geographic preferences are prohibited when procurements
involve federal funds [reference: 49 CFR 18.36 (c)(1)(2) and FTA C 4220.1 F Ch. VI, Section
2 .a( 4 )(g)]•
Third Party Contracts refer to a recipient's contract with a vendor or contractor, including procurement
by purchase order or purchase by credit card, which is financed with Federal assistance awarded by
FTA.
An agency should submit their procurement request to the District Representative for approval prior to
completing the purchase. To complete the procurement request, the agency should follow these steps:
1. Determine the Funding Source (i.e. -- federal, state, or local funds)
2. Determine type of procurement being requested (Examples are located in the Procurement Guidance
for Transit Agencies Handbook) cm
• Professional Services /Architectural Engineering Services
• Operations /Management /Subrecipients C14
Rolling Stock
o Construction
Materials and Supplies
3. Determine level of procurement method
• Micro Purchase — Procurements less than $2,500
• Small Purchases — Procurements greater than $2,500 but less than $35,000
• Competitive Procurements — Procurements greater than $35,000
• Other methods listed in the Procurement Guidance for Transit Agencies Manual
4. Ensure that all potential vendors /contractors will accept the applicable federal clauses that relate to the
procurement.
5. Complete the Subrecipient Procurement Checklist
6. Complete the appropriate third party checklist from the Procurement Guidance for Transit Agencies
Handbook. The checklist should notate where the applicable clause can be found in the supporting
documentation.
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For procurements that are categorized as a "Small Purchase ", a sample Vendor Small Purchase letter is
located in the Procurement Guidance for Transit Agencies Handbook. Agencies may utilize this letter as
a template when third party agreements /contracts are necessary. This will ensure that the third party
(vendor or contractor) accepts the applicable federal clauses.
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7.4 LOCAL CLEARINGHOUSES / REGIONAL PLANNING COUNCILS (RPQ
CLEARINGHOUSE/RPC ., • ,.
West Florida RPC
4081 -A East Olive Road
Pensacola, FL 32514
850- 332 -7976
800 - 226 -8914
Bay, Escambia, Holmes, Okaloosa, Santa Rosa, Walton
Washington
Contact: Mr. Austin Mount
Email: a ustin.mount@b w frpc. org
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Calhoun, Franklin, Gadsden, Gulf, Jackson, Jefferson,
Leon, Liberty, Wakulla
--------------------------------------
Apalachee RPC
2507 Callaway Road, Suite 200
Tallahassee, FL 32303
850- 488 -6211
-----------------------------------
North Central Florida RPC
2009 N.W. 67 Place
Gainesville, FL 32653 -1603
352- 955 -2200 ext 103
------------------------------
Northeast Florida RPC
6850 Belfort Oaks Place
Jacksonville, FL 32216
904 - 279 -0880 ext178
Contact: Mr. Keith McCarron
Email: ke lth.mccarron@t h eart)c . com
---------------------------------------------------------------------------------
Alachua, Bradford, Columbia, Dixie, Gilchrist, Hamilton,
Lafayette, Levy, Madison, Marion, Suwannee, Taylor, Union
Contact: Mr. Scott Koons
Email: s koon s @ncfroc . - M
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Baker, Clay, Duval, Flagler, Nassau, Putnam, Saint Johns
Contact: Mr. Eric Anderson
Email: eainderspm @nefrpc.org
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East Central Florida RPC
309 Cranes Roost Boulevard
Suite 2000
Altamonte Springs, FL 32701
407 -262 -7772
---------------------------------------
Central Florida RPC
Post Office Drawer 2089
Bartow, FL 33830
863 - 534 -7130 ext 103
----------------------------------------
Tampa Bay RPC
4000 Gateway Center Boulevard
Suite 100
Pinellas Park, FL 33782 -6141
727 -570 -5151 ext 10
727- 550 -5118 fax
----------------------------------------
Southwest Florida RPC
1926 Victoria Avenue
Fort Myers, FL 33901
239 - 338 -2550 ext 232
Treasure Coast RPC
421 Southwest Camden Avenue
Stuart, Florida 34994
772 - 221 -4060
South Florida RPC
3440 Hollywood Blvd. Ste 140
Hollywood, FL 33021
954- 985 -4416
Brevard, Lake, Orange, Osceola, Seminole, Sumter, Volusia
Contact: Mr. Hugh W. Harling, Jr.
Email: hh arlirr , @ecfr c,or
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DeSoto, Hardee, Highlands, Okeechobee, Polk
Contact: Mr. Ken Harley
Email: kharle Cy �%cfrpc.org
Citrus, Hernando, Hillsborough, Manatee, Pasco, Pinellas
Contact: John Meyer
Email: of I�n
Charlotte, Collier, Glades, Hendry, Lee, Sarasota
Contact: Ms. Nicole Gwinnett
Email: ngwinnett @swfrpc.org
-------------------------------------------------------------------------------------
Indian River, Martin, Palm Beach, Saint Lucie
Contact: Ms. Stephanie Heidt
Email: sheidt@tcrj)c.org
-----------------------------------------------------
Broward, Miami -Dade, Monroe
Contact: Ms. Kathe Lerch
Email: kler chC?sfrp�
a
FDOT DISTRICT OFFICE CONTACTS
Voistrict Contacts Address
1 Manager: Paul A. Simmons P.O. Box 1249
(863) 519 -2388 801 North Broadway
Bartow, FL 33830 -1249
Transit Unit
Contact: Pamela Barr (239) 225 -1972
Collier, Manatee, Sarasota
Contact: Debi Stephens (239) 225 -1982
Charlotte, Lee, Hendry, Glades
Contact: Michelle S. Peronto (863) 519 -2551
Desoto, Hardee, Highlands, Okeechobee, Polk
2 Manager: Doreen Joyner - Howard
(904) 360 -5650 2198 Edison Avenue, MS 2806
Jacksonville, FL 32204
Transit Unit
Contact: Janell Damato (904) 360 -5687
Alachua, Baker, Clay, Nassau, Putnam, St. Johns
Sandra Collins (386) 961 7870
Bradford, Columbia, Dixie, Gilchrist, Hamilton, Lafayette, Levy,
Madison, Suwannee, Taylor, Union Counties
Theodis Perry (904) 360 5414
Duval
3 Manager: Scott Walters P. O. Box 607
(850) 330 -1553 Chipley, FL 32428 -9990
Transit Unit
Contact: Kathy Rudd (850) 330 -1549
Bay, Escambia, Gulf, Holmes, Jackson, Santa Rosa, Walton, Washington
Vanessa Strickland (850) 330 -1534
Calhoun, Franklin, Gadsden, Jefferson, Leon, Liberty, Okaloosa, Wakulla
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FDOT District Office C ontacts •d
0
Counties Covered.
5 Manager: Brenda Young 133 South Semoran Blvd.
(407) 482 -7852 Orlando, FL 32807
Transit Unit
Contact: Diane Poitras (407) 482 -7860
Counties Covered: Brevard, Flagler, Lake, Marion, Orange, Osceola, Seminole, Sumter, Volusia
6 Manager: Dionne Richardson 1000 NW 111 th Ave., Room 6111
(305) 470 -5292 Miami, FL 33172
Transit Unit
Contact: Raymond Freeman (305) 470 -5255
Counties Covered: Miami -Dade, Monroe
Manager: Larry Merritt
(954) 777 -4683
Transit Unit
Contact: Jayne Pietrowski
Contact: Marie Dorismond
Broward, Palm Beach, Martin, St Lucie, Indian River
3400 W. Commercial Blvd.
Ft. Lauderdale, FL 33309
(954) 777 -4661
(954) 777 -4605
7
Manager: George Boyle
(813) 975 -6409
11201 N. McKinley Dr. (MS -7500)
Tampa, FL 33612
Transit Unit
Contact: Elba Lopez
Contact: Dave Newell
a
(813) 975 —6403
(813) 975 — 6195
Counties Covered: Citrus, Hernando, Hillsborou Pasco, Pinellas
� ,
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To send e -mail to any of the above: -firstname.lastname@dot.state.fl.us
Florida Department of Transportation — 5310 Application Instruction Manual — FFY17
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7.6 G L OSSARY
ambulatory - A person who is able to walk and move about freely without being confined to a bed or
wheelchair.
applicant , An agency applying for Section 5310 Federal Assistance. See also "new applicant" and
"recurring applicant."
authorizing Federal and State Legislation - Legislation authorizing the Section 5310 program are:
Fixing America's Surface Transportation Act (FAST Act) Section 3006; 49 U.S.C. Section 5310; FTA
Circular 9070.1G; Section 341.051, Florida Statutes; and Chapter 14 -73, Florida Administrative Code.
Section 5310 FTA Circular
community transportation coordinator (CTC) - A transportation entity recommended by an MPO, or
by the appropriate designated official planning agency, as provided for in Sections 427.015(1), Florida
Statutes, in an area outside the purview of an MPO, to ensure that coordinated transportation services are
provided to the transportation disadvantaged population in a designated service area.
contractor — The administering entity of the Florida Vehicle Procurement Program (FVPP) who is
under contract to the Florida Department of Transportation to establish statewide vehicle contracts for
the purpose of procuring vehicles at the lowest cost possible while ensuring that the best product is
available for the program. The Contractor is also responsible to coordinate, assist as needed, and report
in all procurement activities under the Section 5310 Program.
designated official planning agency -- A planning entity so designated by the Florida Commission for
the Transportation Disadvantaged to conduct planning and support functions for the transportation
disadvantaged services.
disabled person — See elderly individual and persons with disabilities.
Disadvantaged Business Enterprise (DBE) - DBEs are for - profit small business concerns where
socially and economically disadvantaged individuals own at least a 51% interest and also control
management and daily business operations.
district office — Florida Department of Transportation District Public Transportation Office or District
Office of Modal Development and /or staff.
district program of projects (POP) -- A district listing of each applicant agency for which a grant
award is proposed, a description of the equipment to be awarded, and the proposed Federal, state and
local share of the project cost. The district program of project includes certification by the District
Office that all applicants and projects so proposed either meet all program requirements or will meet all
program requirements before a Notice of Grant Award is executed.
eligible expenses — Section 5310 funds may be used for the capital and /or operating expense of
transportation services to seniors and /or individuals with disabilities. Eligible expenses are limited to
buses, vans or other paratransit vehicles (including sedans and station wagons), radios and
communications equipment, wheelchair lifts and restraints, vehicle rehabilitation, vehicle overhaul, data
processing hardware /software, other durable goods such as spare components with a useful life of more
than one (1) year and a per unit cost over $300, initial installation costs, vehicle procurement/testing,
vehicle inspection and vehicle preventative maintenance, passenger facilities related to Section 5310 -
funded vehicles, support facilities and equipment for Section 5310- funded vehicles, operating costs
associated with providing transit service, costs associated with transit service that exceeds the
1 � i¢''' �
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requirements of the Americans with Disabilities Act of 1990, projects that improve access to fixed route
service and decrease reliance by individuals with disabilities on complementary paratransit, and
alternative to public transportation that assist seniors and individuals with disabilities with
transportation. An applicant applying for preventative maintenance costs must have a District approved
maintenance plan and a cost allocation if activities are performed in house. The Federal share for
eligible capital expenses may not exceed eighty percent (80 %).
eligible expenses, operating - For the Section 5310 program, eligible operating expenses include the
total administrative, management, and operation costs directly incident to the provision of public
transportation services less operating revenues. The federal share for net eligible operating costs may not
exceed 50 %.
eligible recipient, 5310 — For the Section 5310 Program, funds may be awarded to public agency
Community Transportation Coordinators (CTCs), private- non - profit CTCs, and to private non - profit
organizations providing transportation to seniors and /or persons with disabilities under a coordination
agreement with a CTC. When the CTC is a private for - profit agency, the designated official planning
agency responsible for designating the CTC may apply for Section 5310 funds, then sub - contract with
the CTC for provision of service. Recipients must be either a CTC or providing service under the terms
of a written agreement with a CTC. Agencies must keep their CTC Agreements current and in force at
all times when receiving an award under the Section 5310 Program. Private taxi companies that provide
shared -ride taxi service to the general public on a regular basis are eligible subrecipients. "Shared- ride"
means two or more passengers in the same vehicle who are otherwise not traveling together.
expanded service - Adding a new service to an already existing system.
FDOT control number - Is assigned by the District once the vehicle has been purchased, received and
titled to the recipient with the Department of Transportation as the first lienholder.
human service transportation - Transportation services provided by or on behalf of a human service
agency to provide access to agency services and /or to meet the basic, day -to -day mobility needs of
transportation - disadvantaged populations, especially individuals with disabilities, older adults, and
people with low incomes.
incurred - Commitment or obligation to spend funds for goods to be received or services to be rendered.
individual with a disability — An individual who, because of illness, injury, age, congenital
malfunction, or other incapacity or temporary or permanent disability (including an individual who is a
wheelchair user or has semi - ambulatory capability), cannot use effectively, without special facilities,
planning or design, public transportation service or a public transportation facility.
Job Access and Reverse Commute Program (JARC) — The Federal Transit Administration formula
grant program for projects relating to the development and maintenance of transportation services
designed to transport welfare recipients and eligible low- income individuals to and from jobs and
activities related to their employment, and for public transportation projects designed to transport
residents of urbanized areas and rural areas to suburban employment opportunities.
joint participation agreement (J) - A contract between FDOT and a local sponsor of a
transportation project, defining a project and FDOT's participation. JPAs may be for one year or
multiple years (up to five years), at the discretion of FDOT.
large urbanized area -- An urbanized are (UZA) with a population of 200,000 or more individuals, as
determined by the Bureau of Census.
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Limited English proficient (LEP) - Individuals who do not speak English as their primary language
and who have a limited ability to read, speak, write, or understand English can be limited English
proficient, or "LEP." These individuals may be entitled to language assistance with respect to a
particular type of service, benefit, or encounter. DOT recipients are required to take reasonable steps to
ensure meaningful access to their programs and activities by LEP persons.
locally developed, coordinated public transit-human services transportation plan — means a plan
that identifies the transportation needs of individuals with disabilities, older adults, and people with low
incomes, provide strategies for meeting those local needs, and prioritizes transportation services for
funding and implementation. Projects considered for Section 5310 funding must serve identified needs
of the disabled population. A locally developed Transportation Disadvantages Services Plan (TDSP)
will qualify in most instances. All stakeholders identified in the circular must be included in the
development of the TDSP.
metropolitan planning organization (MPO) — MPOs are the policy and planning bodies, designated
by the Governor, responsible for transportation planning in urbanized areas.
new applicant — An applicant for Section 5310 assistance that has not received an award in the last two
fiscal years.
new service - A first time applicant starting a new service.
non - ambulatory - A person who has a mobility impairment that prevents them from being able to walk
or move about freely.
nonprofit organization — A corporation or association determined by the U. S. Secretary of the
Treasury to be an organization described by 26 U.S.C. Section 501(c) which is exempt from taxation
under 26 U.S.C. Section 501(a) or one incorporated within Florida which is certified as not for profit by
the Secretary of State.
notice of grant award — A form used to notify a successful Section 5310 applicant that they have been
selected to receive a grant award and for the applicant to accept the grant being offered as a Section
5310 grant recipient.
one -way passenger trips - A person who rides a transportation vehicle in one direction between two
points for a specific purpose.
operating revenue _ For Section 5310, operating revenue includes the sum of all fares paid by
passengers, whether such fares are paid at the time service is provided or via a prepaid arrangement such
as passes or tokens. Operating revenue excludes revenues from contracts with social service agencies
that pay for transportation of social service clients.
private organization — Non- public organizations, bodies which are not municipalities or other political
subdivisions of the State of Florida; are not public agencies or instrumentalities of one or more states;
are not Indian Tribes (except private nonprofit corporations formed by Indian Tribes); are not public
corporations, boards or commissions established under the law of any state; or are not subject to direct
control by public authority, Federal, State, county, or municipal.
program of projects (POP) — A list of projects to be funded in a grant application submitted to the
Federal Transportation by the Florida. Department of Transportation. The program of projects (POP) lists
the subrecipients and indicates whether they are private non - profit agencies or local governmental
authorities, designates the areas served (including rural areas), and identifies any tribal entities. In
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addition, the POP includes a brief description of the projects, total project cost and Federal share for
each project, and the amount of funds used for program administration from the ten percent (10 %)
allowed.
public agency - An authority, commission, committee, council, department, division, bureau, board,
section or any other unit or entity of the state or of a town, city, municipality, county or other local
governing body.
public transit - The transporting of people by conveyances or systems of conveyances, traveling on
land or water, local or regional in nature, and available for use by the general public. Public transit
specifically includes those forms of transportation commonly known as "paratransit" characterized by
their non - scheduled, non -fixed route nature.
recipient -- The Florida Department of Transportation, a State Agency designed by the Governor to
receive funds apportioned by formula to the States under Section 5310(b)(1), or a local government
authority when Federal Highway Administration (FHWA) funds are flexed to Section 5310 to support
services for individuals with disabilities.
recurring applicant — An applicant for Section 5310 Federal Assistance who applies every year.
rural areas - An area encompassing a population of fewer than 50,000 people that has not been
designated in the most recent decennial census as an urbanized area by the Secretary of Commerce.
seniors — An individual who is 65 years of age or older.
small urbanized areas (UZA) - A UZA with a population of at least 50,000 but less than 200,000, as
determined by the Bureau of the Census.
subrecipient — A private non - profit organization, if the public transportation service provided is
unavailable, insufficient, or inappropriate; or a governmental authority that is approved by the State to
coordinate services for elderly individuals and individuals with disabilities or certifies that there are not
any non - profit organizations readily available in the area to provide the services.
transit development plan (TDP) - A locally adopted document, addressing a minimum five -year time
frame. It is prepared by the public transit provider, in cooperation with the appropriate Metropolitan
Planning Organization. It is consistent with the applicable approved local government comprehensive
plan. The TDP includes an assessment of the need for transit services in the local area, identifies the
local transit policies, existing services and proposed service improvements, capital and operating costs
of the proposed services, existing and proposed sources of funding and a staged implementation plan. A
TDP is updated annually.
transportation disadvantaged - Those persons who because of physical or mental disability, income
status, or age, or who for other reasons, are unable to transport themselves or to purchase transportation
and are, therefore, dependent upon others to obtain access to health care, employment, education,
shopping, social activities, or other life- sustaining activities, or children who are handicapped or high -
risk as defined in Chapter 411.202 F.S.
transportation disadvantaged service plan (TDSP) — A plan developed by the CTC and approved by
the Local Coordinating Board that identifies service gaps and provides recommended strategies to
provide service in areas of need. The TDSP may serve as the Local Coordinated Human Services
Transportation Plan. The TDSP is updated annually but includes a five year planning window.
transportation improvement program ('1"I ) — A continuing, cooperative and comprehensive planning
»9 �
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process that delineates transportation improvements recommended for Federal and state funding during
the program period. The MPO submits the TIP to the Florida Department of Transportation as required
by Chapter 339, Florida Statutes.
transportation operator contract -.- A written contract between the CTC and the transportation
operator prepared at the local level that outlines the terms and conditions for any services to be
performed.
urbanized area — An area encompassing a population of not less than 50,000 people that has been
defined and designated in the most recent decennial census as an urbanized area by the Secretary of
Commerce.
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Revised by: Kayla Costello, Section 5310
FDOT Public Transit Office
605 Suwannee Street (MS 26)
Tallahassee, Florida 32399 -0450
Work Phone: 850- 414 -4239 Email: kayla.costello @dot. state.fl.us
R,
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