Item C31
BOARD OF COUNTY COM1\USSIONERS
AGENDA ITEM SUMMARY
Meeting Date: December 21.2005
Bulk Item: YES X NO
Division: Community Services
Department: Social Services
AGENDA ITEM WORDING: Approval of an application for Federal Assistance between
Monroe County Board of County Commissioners, the applicant, and the Federal Transit
Administration for Financial Assistance to purchase two transportation buses and approval
for the Mayor to sign the Grant Application, Resolution and Other Application
Documents.
ITEM BACKGROUND: The FY2006 5310 Grant Application (or Federal Assistance, if
approved by the Federal Transit Administration, would purchase two transportation buses
with funding coming from the Federal funds for $121,600, State funds $15,200 and County
match $15,200. These vehicles would replace two existing aging buses currently in the
transportation fleet.
PREVIOUS RELEVANT BOCC ACTION: ISLA
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATION: Approval of agreement and resolution
TOTAL COST:
$152,000
BUDGETED:
Yes_
No -L
COST TO COUNTY: $15.200 SOURCE OF _FUNDS: Pro2ram Bud2et
Account #001-61525-560640 & FDOT 5310 Grant
REVENUE PRODUCING:
No X AMOUNT PER MTH
YEAR
APPROVED~-,ounty A OMB/Purchasing YES Risk Management YES
\ J
~\., .f.._ ~/
Prepared By: - "',,-~ -1/ ~
Print Name: Jerr~iEskew, Director, Transportation Program .-/) /")
if ~--~ _~/: ~-~"/
-- -7~- -------
DEPARTMENT DIRECTOR APFROV AL: //,)>~- / ....r-p----lf-' L):2/v~__
-/ 'c
Print Name: LOVIS LA TORRE
/1 /--:7 -
/j / - -~; /
DIVISION DIRECTOR APPROVAL: A/ll2-Lt:p: ;-;/-2:ZCA!.L--1_
Print Name: SHEILA BARKER
DOCUMENTA TION: Included
YES
To Follow
Not Required
DISPOSITION:
Agenda Item #
Thursdav_ f)ecernbe-r 0 L 2005
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract w1th: FTA
Contract # _~~~
Effective Date: 12/21/2005
Expiration Date:
Contract Purpose/Description:
Application for Federal Assistance bet":'fen Monroe County Board of Co.unty
Commissioners~ for-tmr1"lnrchase of two transportation vehid~5.
\ \ /l
\ J
~\~ ~//
"',',' /; / ~
Contract Manager: "'T~ E~;~ ~ 4425
"
(N ame) (Ext.)
#
i
TransportationfSS/Stop # 1
(Department/Stop #)
for BOCC meeting on
1212112005
Agenda Deadline: 12/05/2005
CONTRACT COSTS
Tota! Dollar Value of Contract: $ 152,000
Budgeted? YesO No k2J Account Codes:
Grant: $ 136,800
County Match: $ 15,200
Current Year Portion: $ _152,900 .~~~.
001-61525-260-640-_
- - - -
~~-_.~~--'--,-,---,~~
~ - - -
_.~ ~~~~ - ~-~~ ~
- - - -
~~~~--~
ADDITIONAL COSTS
Estimated Ongoing Costs: $N/A Iyr For:
(Not included in dollar va iue above) (eg. maintenance, utilities, jmtiioriaCsalffiies~';;ic.~
CONTRACT REVIEW
Date In
Changes
Needed; /' Revi~ '
Y esO No~'-::,~>dALC t~, /i;;;;Zi/t.J!?.j'?;~
Yesn No0
YeSONO~t,
YesD Nob% /:;/I~~--
Date Out
Division Director
Risk Management,
f{ ~ \
o .M.B.!PUfChas~
County Attorney
OMB Form Revised 2/27/01 Mer #2
Checklist for Application Completeness (2006)
Name of Applicant: Monroe County Board of County Commissioners
Check one: First-time Applicant Previous Applicant. X
The following must be included in the Section 5310 grant appllcation in the following order:
X This checklist
X Applicant's cover letter and 2 copies of the governing board's Resolution
X Application for Federal Assistance (Form 424, Code 20.523)
X Operating and Administrative Expense and Revenue Form
X Current Vehicle and Transportation Equipment Inventory Form
X Capital Request Form
X Exhibit A: Current System Description
X Exhibit A-1 : Fact Sheet
X Exhibit B: Proposed Project Description
X Exhibit C: Public Hearing Notice and Publisher's Affidavit (for public agencies only.)
X Exhibit 0: Coordination
N/A Exhibit E: NfA
X Exhibit F: Federal Certification and Assurances
N/A Exhibit G: Certification of Equivalent Service (if grant is for non-accessible vehicles)
X Exhibit H: Applicant Certification and Assurance to FOOT.
X 6 Copies of the Audit Report or the latest Internal Revenue Services Return
Date application was submitted to Local Clearinghouse: D6lcem~ber 21, 2005
Additional documents required for first-time applicant (if a private-non profit agency)
N/A Copy of Certificate of Incorporation
o~~!Y ~O~K~~E
(305) 294-4641
(+'<cT"'_,,-"'~
BOARD OF COUNTY
COMMISSIONERS
Mayor Charles"SonnyH
McCoy, District 3
Mayor Pro Tern Murray E. Nelson,
District 5
George Neugent, District 2
Dixie M. Spehar, District 1
David P. Rice, District 4
Community Services Division
Social Services Department
Transportation Program
1100 Simonton Street, Room 1-188
Key West, FL 33040
Phone: (305) 292-4425
Fax: (305) 292-4411
State of Florida Department of Transportation
Grant Application
Monroe County Board of County Commissioners submits this Application for the Section 5310
Program Grant and agrees to comply with aU assurances and exhibits attached hereto and by this
reference made a part thereof, as itemized in the Checklist for Application Completeness.
Monroe County Board of County Commissioners further agrees, to the extent provided by law in
accordance with Sections 129.07 and 768.82, Florida Statutes, to indemnify, defend and hold
harmless the Department and all of its officers, agents and employees from any claim, loss,
damage, cost, charge, or expense arising out of the non-compliance by the Agency, its officers,
agents or employees, Vv1th any of the assurances stated in this Application.
This Application is submitted on this 21,t day of December, 2005, v.i.th two (2) original
resolutions or certified copies of the original resolution authorizing Mayor Charles S. McCoy to
sign this Application.
Monroe County Board of County Commissioners
By: Date: 12/21/05
Charles S. McCoy, Mayor
PrlV2.Q' Statement; This ietter and any mes it >ire intended fur thi': per>rou or to
which it is addressed and may contain confidential materials andlor material protected by law. Any
retransmission or use of tbis information may be a violation of tbat law. If you received this in eITor. please
contact the sender and destroy the material.
Resolution Form (2006)
A Resolution of the Monroe County Board of County Commissioners
authorizing the signing and submission of a grant application and
supporting documents and assurances to the Florida Department of
Transportation, and the acceptance of a grant award from the Department
Whereas, Monroe County Board of County Commissioners has
the authority to apply for and accept grant awards made by the Florida
Department of Transportation as authorized by Chapter 341, Florida
Statutes and/or by the Federal Transit Administration Act of 1964, as
amended;
NOW, THEREFORE, BE IT RESOLVED BY THE MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS, MONROE COUNTY,
FLORIDA:
1. This resolution applies to Federal Program(s) under U.S.C.
Section(s) 5310.
2. The submission of a grant application(s), supporting documents,
and assurances to the Florida Department of Transportation is
approved.
3. Charles So McCoy, Mayor is authorized to sign the application
and accept a grant award, unless specifically rescinded.
DULY PASSED AND ADOPTED THIS DECEMBER 21,2005.
By:
Charles S. McCoy, Mayor
Attest:
(seal)
Resolution Form (2006)
A Resolution of the Monroe County Board of County Commissioners
authorizing the signing and submission of a grant application and
supporting documents and assurances to the Florida Department of
Transportation, and the acceptance of a grant award from the Department
Whereas, Monroe County Board of County Commissioners has
the authority to apply for and accept grant awards made by the Florida
Department of Transportation as authorized by Chapter 341, Florida
Statutes and/or by the Federal Transit Administration Act of 1964, as
amended;
NOW, THEREFORE, BE IT RESOLVED BY THE MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS, MONROE COUNTY,
FLORIDA:
1, This resolution applies to Federal Program(s) under U.S.C.
Section(s) 5310.
2. The submission of a grant application(s), supporting documents,
and assurances to the Florida Department of Transportation is
approved.
3. Charles S. McCoy, Mayor is authorized to sign the application
and accept a grant award, unless specifically rescinded.
DULY PASSED AND ADOPTED THIS DECEMBER 21, 2005.
By:
Charles S. McCoy, Mayor
Attest:
(seal)
APPLlCATION FOR
FEDERAL ASSISTANCE
] Applicant Identifier
........~~g~X?09? ..._..._
i State Application Identifier
Version 7103
J
~DATE SUBMITTED
mJ1.?{?1105 _ ...m_._. ..... .... . . ..... ...
'3. DATE RECEIVED BY STATE
i. TYPE OF SUBMISSION:
Application
Construction
IiZLl!!gn.-G,mst.r.I,I~jg-'lm m_
: 5. APPLICANT lNFOR!1J!All0N
Legal Name:
Monroe County Board of County Commissioners
__~c~~"~~___~~~
Organizational DUNS:
NIA
Address:
Street:
Pre-application
Construction
;-4. DATE.."RE'C.Ei\iEb"'B"""'F.EDEj:~.AL----A-G-Er~J"CY .....-..-,
: Federal Identifier
15,200 .w I
_. 15,200 w-----.-J
. ~ b, No. r7! PROGRAM IS NOT COVERED BY E. O. 12372
____m__~~-~ OR PROGRAM HAS NOT BEEN SELECTED BY STATE
I FOR REViEW
f P'ogram Income "" ---~---j 17.18 THE APPLICANT DELINQUENT ON ANY FEDERAL-DEBT?
'g TOTAL m~ - ---~- " tfI
~ I 152,000 - Yes If "Yes' attach an explanation. Wi No
18. TO THE BEST OF MY KNOWLEDGE AND BEUEF, ALL DATA lNTHIS APPLlCATIONiPREAPPLlCAT10N ARE TRue-AND CORRECT~-fH~
CUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE
!ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED.
I ill. Authorized RepFesl>ntativo
! lVrrefix ! first Name
: ____.___.. .J~_~~..__.___
i Last Name
I McCoy
lb. Title .______...___~_.__.~._..m__._..___.____.~.____._____.__~__.___
l;~~ature of Authorized Repre:seFltativ~---~m_--
Previous Edition Usable-----m-_..------~_m_-~---
Authorized for local Reoroduction
CIN,m:G9115:trl.it,:tiQI}
1100 Simonton Street Room 1-188
l%~~;st ..
i County:
i Monroe
State:
Florida
Country:
United States
6. EMPLOYER IDENTIFICATION NUMBER (ElN):
i.5][~]-l6][?] iQi~]i!J [4] 19]
8. TYPE OF APPLICATION:
V New Continuation
f Revision, enter appropriate lettar(s) in box{es)
See back ofform for description of letters.)
I Zip Code
~33040
Revision
Other (spI3clfy)
10. CATALOG OF FEDERAL DOMESTIC ASSISTANCENUMBER:
i TITLE (Name of Prowam):
I Federal Transit Administration Section 5310 Program
12. AREAS AFFECTED BY PROJECT (Cities. Counties, States. ete.):
Monroe County
13. PROPOSED PROJE;CT
Start Date: l Ending Date:
July 2000 ~une 20.07
15. ESTIMATED FUNDING;
<I. Federal
121,600 .
b. Applicant
c. State
.d. Local
I
e. Other
--~Orga-nizaiional Unlt:.--.-------
Department:
Social Services Department (Monroe County Transit)
Division:
Community Services Division
Name and telephone number of persQn to~be contacted on matters
involving this application (give area code)
PrefIX: Naf1'1e:
Me
me
Email:
eskew~jerry@monroecounty-fl.gov
Phone Number (give area code)
305 292-4425
7. TYPE OF APPLICANT: {See back of form for Application Types}
S. County
her (specify)
,
t 9. NAME OF FEDERAL AGENCY:
I Federal Transit Administration
, 11. DESCRIPTNE TITLE OF APPLICANT'S PROJECT:
~ BOO~~.cha~;' P"m""""' O_
j -~B
14. CONGRESSIONAL DISTRICTS OF:
a. Applicant b. Project
I 20th Congressional District 0 Congressional District
16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE
RDER 12372 PROCESS?
THIS PREAPPLlCATIONlAPPUCAT!ON WAS MADE
AVAilABlE TO THE STATE EXECUTIVE ORDER 12372
PROCESS FOR REVIEWON
DATE:
--- !r..-~idd!e'N;:;;:r;c-
! $.
fSuffix
_.~--~~
~
i
. ---l
1:' Telephone Number ((live area COOO, 'I'
305 292-3430
- -~-~-----~'----"l
~. Date Signed '
~ j12121iO.~____~__.-_. I
Standard Form 424 (Rev.9-2003)
PreSCribed bv OMS Circular A-102
OPERA TING AND ADMINISTRA TIVEEXPENSE AND REVENUE (2006)
Name of Applicant Monroe Cou.nty Board of County Commissioners (Me Transit)
Fiscal Period from 10/01/2004 to 09/30/2005
TRANSPORTATION-RELATED OPERATING and ADMINISTRt\ TIVEEXPENSES
I EXPENSE CATEGORY ~-~~,~--~--~"~-- ---,
EXPENSE $
~~
Labor (501) - $466,262.48
Fringe and Benefits (502) ~~_______~c_~~ 231,447.57
Services (503)
Materials and Supplies (504) 49,810.63 ~~.~~'~'nnnn_.' .___.._~..~~c~cc"'~'cc,
Vehicle Maintenance ( 504,01)_ --- 143,121.00 --
Utilities (505) 3,437.90
Insurance (506) 22,307.00
Licenses and Taxes (507)
Purchased Transit Service (508)
Miscellaneous (509) 46,152.95
Leases and Rentals (512)
Depreciation (513) 123,832.29 I
TOTAL EXPENSE $1,086,371.82 i
I
TR4.NSPORT A TION -RELA TED OPERATING and ADMINISTRATIVE REVENUES
I REVENUE $
$ 30,090.91
r OPERATING REVENUE
- -
Passenger Fares for Transit Service (401)
I S ecial Transit Fares (402) ----~
Other (403-407) (identify by appropriate code)
TOTAL OPERATING REVENUE
OTHER REVENUE SOURCES
Taxes Levied Directl 'b the Transit S 'stem
Local Cash Grants and Reimbursements
(409)
Local S ectal F~re Assistance (410)
State Cash Grants and Reimbursements
, (411) ARCA
State Special Fare Assistance (410)
Federal Cash Grants & Reimbursements (413)
_~Interest Income (414)
! Contributed Services (430)
I_Contributed_ Cash (43 1 )
Subsid ':fro~9ther Sec!ors of Operations (4:1'0)
TOTAL OF OTHER REVENUE
! GRAND TOTAL OF OTHER REVENUES
I
~
I
~
~
_ I $ 30,090.91
I $1,001,700.91
I ~--~~~~~~
54,580.00
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I $1~086~32~_.82
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CAPITAL REQUEST FORM (2006)
Monroe County Transit (BOCC)
VEHICLE REQUEST
I ~,~~~~ Description to) (c) -~--~._-- -Estimatcdl
GMIS code RorE Number
(lbis column (a) Requested Cost
for FDO'1' use
ONLY) .~~~~'m,___.~"M' """"-~-
II. R 2 Type D Body-on~Chassis Transit Bus 23~3 I ft $152,000
~~~~-
diesel WC lift 4-20 ambulatory seating in
combination with 6 wheelchairs
"
II. ~--
,
II.
~~
II. ~~
--
It. ~~
~.
Su btotal $152,000
, "
EQUIPMENT REQUEST (C)
IL~.~
---"~=~~- ~-==C--J
~__"__"_"~__~~- J
I ·
I I
1$ --l
I I
~--=----
II. .
II.~._
I Subtotal
!
I
(a) Replacement (R) or Expansion (E).
(b) Provide a brief description including the lenf,>1:h and type vehicle, type of
fuel, lift or ramp, number of seats and wheelchair positions. Do not show
the Make. For example, 22' diesel bus with lift, 12 ambo Seats, 2 w/c
positions.
(c) Show mobile radios, computer hardware/software, etc. under aEquipment
Request'" .
VEHICLE SUBTOTAL $152,000 + EQUIPMENT SUBTOTAL$ _~_ (X).
(X) x 80 % = $121,600 (Show this amount on Form 424 in block 15 (a)]
EXHIBIT A (2006)
CURRENT SYSTEM DESCRIPTION
Monroe County Transit (BOCe)
Overview & Routes
Monroe County Transit provides paratransit service to the elderly, disabled and
transportation disadvantaged citizens of Monroe County. The operatIon services
three geographical route areas, the Lower Keys (Key West) from mile marker 0
to 40, the Middle Keys (Marathon Key) from mile marker 47 to 72 and the Upper
Keys (Plantation Key and Key Largo) from mile marker 73 to 112.
Fleet Size & Placement
The entire fleet of fifteen (15) paratransit buses is wheelchair equipped and ADA
Compliant Five buses are located at each of the three base operations, 1100
Simonton Street, Key West, 490 63rd Street, City of Marathon and 88800
Overseas Highway, Plantation Key.
Hours of Operation
Monroe County Transit operates five (5) days per week Monday through Friday
from 7 a.m. to 6 p.m. excluding Monroe County Observed Holidays.
Staffi n9
Monroe County Transit staff consists of a Transportation Administrator,
Administrative Assistant, Special Needs Coordinator, Transportation Specialist,
Three (3) Dispatcher, Reservation, Schedulers, nine (9) CDL Class B Licensed
Transportation Drivers and nine (9) CDL Class B or D Licensed On-Call
Substitute Transportation Drivers.
Rider Composition
71 % Elderly 60 years and older includes handicapped
29% Transportation Disadvantaged 59 years and younger includes handicapped
Within those two categories 16% are Wheelchair Clients
Vehicle Maintenance
Monroe County Transit utilizes the County's three fully staffed maintenance
fadlities (Key 'Nest, City of Marathon & Plantation Key) with an industry
recognized preventative maintenance program in place.
Single Audit Act
Attached is Monroe County's latest completed Single Audit
EXHIBIT A-1 -- FACT SHEET (2006)
Monroe County Transit (BOCe)
CURRENTL Y
1. Number of one-way trips provided
to elderly and persons with disabilities
(E & D) PER YEAR
2. Number of individual E & 0 served '
(unduplicated) PER YEAR
3. Percentage of E & 0 needing
wheelchair positions AVERAGE
4. Number of vehicles used to
provide service AVERAGE
5. Number of ambulatory seats A VG
36,404
1,107
15.9%
9
168
49
6. Number of wheelchair positions
AVERAGE
~ehicle miles traveled PER YEAR I 241,052
r 8. Average vehicle miles PER DAY ~~' ~cw~~ ~___~~~r~_______
I 9. Normal number of days in 5
operation PER WEEK
10. Normal hours of vehicle
operation PER DAY
11 . Trip length AVERAGE
---
1 a.m. until 6 p.m.
5.76
IF GRANT IS AWARDED
(Estimates are acceptable)
43,000
1,400
17.0%
9
192 to 204 depends on
exact configuration chosen
54 to 57 depends on exact
configuration Ch.osen.=J
_ ____ 250,OO~~~ _
1,012
5
7 a.m. until 6 p.m.
6.00
EXHIBIT B (2006)
PROPOSED PROJECT DESCRIPTION
Monroe County Transit (BOCC)
The awarded funds will be used to replace two aging body-an-chassis buses, unit 1927
(VIN# 1 FDWE30F6WHC 13963), a 1998 Ford/Aerolite bus with 8 ambulatory & 2
wheelchair passenger capacity and 2833 (VIN#1 FDWE30F8WCH13964) , a 1998
Ford/Aerolite with 8 ambulatory /2 wheelchair passenger capacity, The two body-on-
chassis diesel bus replacement vehicles will be configured to increase the capacity of
the fleet to handle both ambulatory and wheelchair clients with more dependable
transportation, while reducing the excessively high repair and maintenance and service
equipment downtime that is associated with high age and high mileage vehicles.
Additionally, the transit program will be able to reduce the fleet size as the average age
of the fleet reflects newer vehicles. This reduction of the older, more costly to operate
backup vehicles from the transit fleet will result in reduced maintenance expense, better
fuel economy and less bus downtime than the department had been experiencing in the
past
As always, the new buses will be placed on Monroe County's preventive maintenance
plan along with utflizing the new vehicle warranties.
Client outreach especially in the Middle Keys will be the focus for this fiscal year
especially targeting the elderly and the handicap. Elderly organization meetings will be
attended on a regular basis in an attempt to introduce and re-acquaint the aging
population with our services.
Special Needs Clients target the elderly and handIcapped to make sure they are not
forgotten as threatening storms approach the Florida Keys. The transportation of those
individuals is assured by maintaining a well-equipped current transit fleet.
Paratransit service is now being provided from Monroe County to the Miami area
medical facilities on a limited basis.
EXHIBIT C (2006)
PUBLIC NOTICE
Monroe County Transit (BOCe)
All interested parties within Monroe County are hereby advised that
Monroe County Board of County Commissioners is applying to the
Florida Department of Transportation for a capital grant under Section
5310 of the Federal Transit Act of 1991, as amended, for the
purchase of a Type 0 Transit bus (Body-on-Chassis) to be used for
the provision of public transit services within Monroe County, Florida,
A Public Hearing has been scheduled at 9:00 a.m. on 12/21/2005,
Marathon Government Center 2798 Overseas Highway; Marathon,
Florida, for the purpose of advising all interested parties of service
being contemplated if a grant is awarded, and to ensure that
contemplated services would not represent a duplication of current or
proposed services provided by existing transit or paratransit
operators in the area.
This hearing will be conducted if and only if a written request for the
hearing is received by 12/16/2005.
Requests for a hearing must be addressed to Monroe County Board
of County Commissioners, 1100 Simonton Street Key West, FL
33040 and a copy sent to FOOT District 6, 1000 NW 111 th Avenue,
Room 6114 Miami, Fl., 33172.
E"Ut .cr D
Effective:
01/01/05 to 12/31/05
STATE OF FLORIDA
COMMISSION FOR THE TRANSPORTATION DISADVANTAGED
STANDARD COORDINA TlON/OPERA TOR CONTRACT
THIS CONTRACT is entered into between the COMMUNITY TRANSPORTATION COORDINATOR I
THE GUIDANCE CLINIC OF THE MIDDLE KEYS, designated pursuant to Chapter 427, F,S., to
serve the transportation disadvantaged for the community that includes the entire area of MONROE
County, and hereinafter referred to as the 'iCoordinator" and MONROE COUNTY BOARD OF
COUNTY COMMISSIONERS, hereinafter referred to as the "Agency/Operator", The terms and
conditions of this Contract are effective January 1. 2005. and will continue through
December 31.2005.
WHEREAS, the Coordinator is required, under Rule 41-2.011, FA.C., when cost effective and
efficient, to enter into contract with a transportation Agency/Operator to provide transportation
services; and
WHEREAS, transportation disadvantaged funds includes any local government, state or federal
funds that are for the transportation of transportation disadvantaged; and
WHEREAS, the Coordinator desires to contract with the AgencylOperator for the provision of
transportation services for the transportation disadvantaged; and
WHEREAS, the Coordinator believes it to be in the public interest to provide such transportation
services through the Agency/Operator for the residents of the service area who are clients of the
Agency/Operator; and
WHEREAS, the Agency/Operator will provide the Coordinator the opportunity to develop a proposal
for any new transportation services needed; and
WHEREAS, the Agency/Operator, in an effort to coordinate available resources, will make available
transportation services to the Coordinator.
WHEREAS, this Contract allows for the provisions of transportation services be provided by the
in accordance with Chapter 427, F.S., Rule 41-2, F.A.C" and the most current
Transportation Coordinator policies,
THEREFORE, in consideration of the mutual covenants, promises and representations herein,
parties agree as follows:
AGENCY/OPERATOR SHALL:
Provide services and vehicles according to the conditions specified in Attachment I.
Coordinate available resources and make available transportation services to the Coordinator.
Such san/ices shall be provided in accordance with Attachment I. This contract currently
t' ,
excludes the coordination of Medicaid trips, A separate Medicaid transportation contract will
be negotiated.
C. Every three (3) months, submit to the Coordinator a Quarterly Year to Date Operating Report
(from the Annual Operating Report) detailing demographic, operational and financial data
regarding coordination activities in the designated service area. The reported data will include
information regarding all transportation provided by the Agency/Operator (including but not
limited to CTC, Medicaid...) The report shall be prepared on forms provided by the
Commission for the Transportation Disadvantaged, hereinafter Commission, and according to
the instructions for the forms.
0, Comply with audit and record keeping requirements by:
1. Utilizing the Commission recognized Chart of Accounts defined in the Transportation
AccountinQ Consortium Model Uniform Accounting System for Rural and Specialized
Transportation Providers (uniform accounting system) for all transportation
disadvantaged accounting and reporting purposes, Agencies/Operators with existing
and equivalent accounting systems are not required to adopt the Chart of Accounts in
lieu of their existing Chart of Accounts but shall prepare all reports, invoices, and fiscal
documents relating to the transportation disadvantaged functions and activities using
the chart of accounts and accounting definitions as outlined in the above referenced
manual.
2. Maintaining and filing with the Coordinator such progress, fiscal, inventory and other
reports as the Coordinator may require during the period of this contract.
3. By reserving to the Coordinator, the right to conduct finance and compliance audits at
any time. Such audits conducted by the Coordinator will be at the expense of the
Coordinator.
E. Retain all financial records, supporting documents, statistical records, and any other
documents pertinent to this Agreement for a period of five (5) years atter termination of this
Agreement. If an audit has been initiated and audit findings have not been resolved at the end
of the five~ (5) years, the records shall be retained until resolution of the audit findings. The
Agency/Operator shall assure that these records shall be subject to inspection, review, or audit
at all reasonable times by persons duly authorized by the Coordinator or Commission or this
Agreement. The Commission and the Coordinator shall have full access to and the right to
examine any of the records and documents during the retention period.
F. Comply with Safety Requirements by:
1. Complying with Section 341.061, F,S., and Rule 14~90, F,AC" concerning System
Safety or complying with Chapter 234.051, F,S" regarding school bus safety
requirements for those services provided through a school board;
2. Assuring compliance with local, state, and federal laws, and Commission policies
relating to drug testing, and;
3. Complying with Coordinator's System Safety Program Plan (SSPP) for designated
service area.
G. Comply with Commission insurance requirements by maintaining at least minimum liability
insurance coverage in the amount of $100,000 for anyone person and $200,000 per
occurrence at all times during the existence of this Contract. In the event of any cancellation or
changes in the limits of liability in the insurance policy, the insurance agent or broker shall
notify the Coordinator. The Agency/Operator shall furnish the Coordinator written verification
of the existence of such insurance coverage prior to the execution of this Contract or proof of a
self-insurance program operated by the Agency/Operator. School board vehicle insurance
coverage shall be in accordance with Section 234.03, F.B. and 234.211, F.S.
H. Safeguard information by not using or disclosing any information concerning a user of services
under this Agreement for any purpose not in conformity with the local, state and federal
regulations, including but not limited to 45 CFR, Part 205.50, except upon order of a court of
competent jurisdiction, written consent of the recipient, or his/her responsible parent or
guardian when authorized by law.
I. Protect Civil Rights by:
1. Complying with Title VI of the Civil Rights Act of 1964 and Section 504 of the
Rehabilitation Act of 1973, as amended. The Agency/Operator gives this assurance in
consideration of and for the purpose of obtaining federal grants, loans, contracts
(except contracts of insurance or guaranty), property, discounts, or other federal
financial assistance to programs or activities receiving or benefiting from federal
financial assistance and agreeing to complete a Civil Rights Compliance Questionnaire
if so required by the Coordinator. Agency/Operator shall also assure compliance with:
a. Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000d et seq.,
which prohibits discrimination on the basis of race, color, or national origin in
programs and activities receiving or benefiting from federal financial assistance.
b. Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794, which
prohibits discrimination on the basis of disability in programs and activities
receiving or benefiting from federal financial assistance.
c. Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 at
seq., which prohibits discrimination on the basis of sex in education programs
and activities receiving or benefiting from federal financial assistance.
d. The Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101 et seq., which
prohibits discrimination on the basis of age in programs or activities receiving or
benefiting from federal financial assistance.
e. The Omnibus Budget Reconciliation Act of 1981, P.L. 97-35, which prohibits
discrimination on the basis of sex and religion in programs and activities
receiving or benefiting from federal financial assistance.
f All regulations, guidelines, and standards lawfully adopted under the above
statutes.
g. The Americans with Disabilities Act of 1990, as it may be amended from time to
time.
2. Agreeing that compliance with this assurance constitutes a condition of continued
receipt of or benefit from federal financial assistance, and that it is binding upon the
Agency/Operator, its successors, subcontractors, transferees, and assignees for the
period during which such assistance is provided. Assuring that operators,
subcontractors, subgrantees, or others with whom the Coordinator arranges to provide
services or benefits to participants or employees in connection with any of its programs
and activities are not discriminating against those participants or employees in violation
of the above statutes, regulations, guidelines, and standards. In the event of failure to
comply, the Agency/Operator agrees that the Coordinator may, at its discretion, seek a
court order requiring compliance with the terms of this assurance or seek other
appropriate judicial or administrative relief, to include assistance being terminated and
further assistance being denied.
J. The Agency/Operator agrees to indemnify and hold the Coordinator harmless for all claims,
cost (including legal fees), and expenses associated with the services provided under this
contract arising out of the negligent acts of the Agency/Operator.
K Comply with all standards and performance requirements of the:
1. The Commission for the Transportation Disadvantaged [ Attachment II J;
2. The local Coordinating Board approved Transportation Disadvantaged Service Plan
and;
3. Any entities that purchase service.
Failure to meet the requirements or obligations set forth in this Contract, and performance
requirements established and monitored by the Coordinating Board in the approved
Transportation Disadvantaged Service Plan shall be due cause for non-payment of
reimbursement invoices until such deficiencies have been addressed or corrected to the
satisfaction of the Coordinator.
L. Provide Corrective Action. A corrective action notice is a written notice to the Agency/Operator
that the Agency/Operator is in breach of certain provisions of this Contract and that correction
is required. Any corrective action notice will specify a reasonable time for corrective action to
be completed. The Agency/Operator agrees to implement the Corrective Action specified in
the notice and provide written documentation to substantiate the implementation of the
Corrective Action.
M. All contracts, subcontracts, coordination contracts will be reviewed annually by the Coordinator
and local CoordInating Board for conformance with the requirements of this Contract.
N. Return to the Coordinator any overpayments due to unearned funds or funds disallowed
pursuant to the terms of this Contract that were disbursed to the Agency/Operator by the
Coordinator. The Agency/Operator shall return any overpayment within thirty (30) calendar
days after either discovery by the Agency/Operator, or notification of the Agency/Operator by
the Coordinator or entity purchasing transportation, whichever is earlier. In the event that the
Coordinator first discovers an overpayment has been made, the Coordinator will notify the
Agency/Operator by letter of such a finding. Should repayment not be made in a timely
manner, the Coordinator or purchasing entity will charge interest after thirty (30) calendar days
after the date of notification or discovery, or the Coordinator will deduct said amount from
future invoices.
O. In performing this Contract, the Agency/Operator shall not discriminate against any employee
or applicant for employment because of race, age, disability, creed, color, sex or national
origin. Such action shall include, but not be limited to, the following: employment upgrading,
demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay
or other forms of compensation; and selection for training, including apprenticeship. The
Agency/Operator shall insert the foregoing provision modified only to show the particular
contractual relationship in all its contracts in connection with the development of operation of
the Contract, except contracts for the standard commercial supplies or raw materials, and
shall require all such contractors to insert a similar provision in subcontracts relating to the
performance of this Contract, except subcontracts for standard commercial supplies or raw
materials. The Agency/Operator shall post, in conspicuous places available to employees
and applicants for employment for Project work, notices setting forth the provisions of the
nondiscrimination clause.
P. By execution of this Contract, the Agency/Operator represents that it has not paid and, also,
agrees not to pay, any bonus or commission for the purpose of obtaining an approval of its
application for the financing hereunder. Funds disbursed to the Agency/Operator under this
Contract shall not be expended for the purpose of lobbying the Legislature, the judicial branch,
or a state agency.
THE COORDINATOR SHALL:
A Recognize the Agency/Operator as described in Chapter 427. F.S., and Rule 41-2, F.AC.
B. Insure that entities with transportation disadvantaged funds will purchase Transportation
Disadvantaged services through the coordinated system.
C. At a minimum, annually monitor the Agency/Operator for insurance, safety and reporting
requirements. pursuant to Chapter 427, F.S., and Rule 41-2, F.A.C. The information
contained in the Annual Operating Report must be collected, at a minimum, quarterly from the
Agency/Operator.
THE OPERATOR AND COORDINATOR FURTHER AGREE:
A Nothing in the Contract shall require the Coordinator to observe or enforce compliance with
any provision thereof, perform any other act or do any other thing in contravention of any
applicable state law. If any provision of the Contract is found by a court of law to violate any
applicable state law, the purchasing entity will at once notify the Coordinator in writing in order
that appropriate changes and modification may be made by the Coordinator and the
Agency/Operator to the end that the Agency/Operator may proceed as soon as possible with
the provision of transportation services.
B. If any part or provision of this Contract is held invalid; the remainder of this Contract shall be
binding on the parties hereto.
C. Termination Conditions:
1 . Termination at Will - This Contract may be terminated by either party upon no less than
thirty (30) days notice, without cause. Said notice shall be delivered by certified mail,
return receipt required, or in person with proof of delivery.
2. Termination due to Lack of Designation - In the event that the Coordinator so
designated by the local Coordinating Board and approved by the Commission, loses its
designation, this contract is terminated immediately upon notification to the
Agency/Operator. Notice shall be delivered by certified mail, return receipt requested,
or in person, with proof of delivery. Notice shall be effective upon receipt
3. Termination due to Disapproval of Memorandum of Agreement - In the event that the
Commission does not accept and approve any contracted transportation rates listed
within the Memorandum of Agreement, this Contract is terminated immediately upon
notification to the Agency/Operator. Notice shall be delivered by certified mail, return
receipt requested, or in person, with proof of delivery. Notice shall be effective upon
receipt.
4. Termination due to Lack of Funds - In the event funds to finance this contract become
unavailable, the Coordinator may terminate the contract with no less than twenty-four
(24) hours written notice to the Agency/Operator. Notice shall be delivered by certified
mail, return receipt requested, or in person, with proof of delivery. Notice shall be
effective upon receipt. The Coordinator shall be the final authority as to the availability
of funds.
5. Termination for Breach - Unless the Agency/Operator's breach is waived by the
Coordinator in writing, the Coordinator may, by written notice to the Agency/Operator,
terminate this Contract upon no less than twenty-four (24) hours notice. Notice shall be
delivered by certified mail, return receipt requested, or in person with proof of delivery.
Waiver by the Coordinator of breach of any provision of this Contract shall not be
deemed to be a waiver of any other breach and shall not be construed to be a
modification of the terms of this Contract, and shall not act as a waiver or estoppel to
enforcement of any provision of this Contract. The provisions herein do not limit the
Coordinator's right to remedies at law or to damages.
6. Upon receipt of a notice of termination of this Contract for any reason, the
Agency/Operator shall cease service and prepare all final reports and documents
required by the terms of this Contract. A final invoice shall be sent to the Coordinator
within thirty (30) days after the termination of this Contract.
7 The Coordinator shall pay all bills within 7 days to the Agency/Operator after receipt of
said payment by the CTD. Nonpayment to the Agency/Operator shall be a breach for
which Agency/Operator may give 24-hour notice of termination of the contract.
D. Renegotiations or Modifications of this Contract shall only be valid when they have been
reduced to writing, duly approved by the Coordinator, and signed by both parties hereto.
E. Agency/Operator shall assign no portion of this Contract without the prior written consent of
the Coordinator.
F. This Contract is the entire agreement between the parties.
G. Attachments I and II are an integral part of the Contract and are hereby incorporated by
reference into this Contract All subsequent attachments are of an optional nature.
H. Notice and Contact:
The name and address of the contract manager for the Coordinator for this Contract is:
Maureen Grynewicz
Guidance Clinic of the Middle Keys
3000 41 st Street, Ocean
Marathon, FL 33050
The representative/position of the Agency/Operator responsible for administration of the
program under this contract is:
Administrator, Transportation
Monroe County Transportation
1100 Simonton Street
Key West, Florida 33040
In the event that different representatives are designated by either party after execution of this
Contract, notice of the name and address of the new representative will be rendered in writing
to the other party and said notification attached to originals of this Contract
This contract and its attachments contain all the terms and conditions agreed upon by the parties
hereto.
WITNESS WHEREOF, the parties hereto have caused these presents to be executed.
AGENCY/OPERATOR:
COMMUNITY TRANSPORTATION
COORDINATOR
Monroe County Board of County
Commissioners
[ Agency/Operator Name]
Guidance Clinic of the Middle Keys
[ Coordinator Name] .
t
Typed/Printed Name of Authorized
Individual
Maureen Grynew[cz
Typed/Printed Name of Authorized
Individual
Tit1e / J ,~~"'" ' Date
. .i/,~/u ///. ~
Signature
J) / I (/
. TransQ9Jtation Director .LJ/ f) (., / if!
Tille D~e .
E
<~f)k (~ .
tl '-qLi.k'iJ/'\ (1 /vlt".t).~H{1-.'
- "'~._-'. .,.. )
Signature .:
ATTACHMENT I
AGENCY/OPERATOR CONTRACT
SERVICE DESCRIPTION
1. The Agency/Operator will be able to provide: (type of service)
Ambulatory and wheelchair service, paratransit
2. The Agency/Operator will be available to provide transportation (schedule)
Monday thru Friday, 7:00 am to 6:00 pm
3. Days Agency/Operator will not be able to provide services:
Service will not be provided on Saturday and Sunday or County holidays
4. Vehicles Agency/Operator will use to transport all passengers(fleet list- if list does not fit
in this section, please attach a separate sheet - please also include number of seats and wlc
capacity)
5. Vehicle/Equipment Standards
Air Conditioning, first aid kit, fire extinguisher, warning triangles, 2 way radios
6. Driver Requirements
License type depended on FL DOT requirements, 3 year dean driving record, CPR & First Aid,
HIV training, Physicals, Defensive Driving, Drug Screening (see FAC 41-90 and requirements
illustrated throughout contract)
7. Training
Current CPR and First Aid certification, HIV/AIDS, Defensive Driving, Pre-employment and
biennial driver physicals, ADA training (see FAC 41-90 and requirements illustrated throughout
contract)
8. Reporting Requirements
Quarterly Operating Reports, Annual Review (conducted by CTC)
9. Agency/Operator fare structure
$5.70 per one way trip, plus $0.31 per mile in excess of 10 miles per one way trip.
Monroe County Transportation will pay a $0.20 administrative fee per one way trip to the CTC.
Trips will be reimbursed on a priority of need basis. The priority structure will be as follows:
1st Priority ~ Medica' (Medical reasons include trips to treatment, the doctor,
dentist, chiropractor, the hospital and to purchase prescriptions.)
2nd Priority - School/Day Care
3rd Priority - Other (Other includes transport for the purpose of conducting personal
business. - i.e. shopping, going to the bank...)
O. Billing/Invoicing and Reimbursement procedure for Agency/Operator
Monthly invoices
ATTACHMENT II
The Commission for the Transportation Disadvantaged
Standards and Performance Requirements
Pursuant to Rule 41-2.006, Florida Administrative Code, the Community Transportation Coordinator
and any Transportation Operator/Agency from whom service is purchased or arranged by the
Community Transportation Coordinator shall adhere to Commission approved standards. These
standards shall include:
(a) Drug and alcohol testing for safety sensitive job positions within the coordinated system
regarding pre-employment, randomization, post-accident, and reasonable suspicion as
required by the Federal Highway Administration and the Federal Transit Administration;
(b) An escort of a passenger and dependent children are to be transported as locally negotiated
and identified in the local Transportation Disadvantaged Service Plan;
(c) Child restraint devices shall be determined locally as to their use, responsibility, and cost of
such device in the local Transportation Disadvantaged Service Plan;
(d) Passenger property that can be carried by the passenger and/or driver in one trip and can be
safely be stowed on the vehicle, shall be allowed to be transported with the passenger at no
additional charge. Additional requirements may be negotiated for carrying and loading rider
property beyond this amount. Passenger property does not include wheelchairs, child seats,
stretchers, secured oxygen, personal assistive devices, or intravenous devices;
(e) Vehicle transfer points shall provide shelter, security and safety of passengers;
(f) A local toll free phone number for complaints or grievances shall be posted inside the vehicle.
The local complaint process shall be outlined as a section in the local Transportation
Disadvantaged Service Plan including, advising the dissatisfied person about the
Commission's Ombudsman Program as a step within the process as approved by the Local
Coordinating Board;
(9) Out of service area trips shall be provided when determined locally and approved by the local
Coordinating Board, except in instances where local ordinances prohibit such trips;
(h) Interior of all vehicles shall be free from dirt, grime, oil, trash, torn upholstery, damaged or
broken seats, protruding metal or other objects or materials which could soil items placed in
the vehicle or provide discomfort for the passenger;
(i) Billing requirements of the Community Transportation Coordinator to subcontractors shall be
determined locally by the local Coordinating Board and provided in the local Transportation
Disadvantaged Service Plan. All bills shall be paid within 15 calendar days to subcontractors,
after receipt of said payment by the Community Transportation Coordinator, except in
instances where the Community Transportation Coordinator is a non-governmental entity;
U} Passenger/trip database must be maintained or accessible by the Community Transportation
Coordinator on each rider being transported within the system;
(k) Adequate seating for paratransit services shall be provided to each rider and escort, child, or
personal care attendant, and no more passengers than the registered passenger seating
capacity shall be scheduled or transported in a vehicle at any time. For transit services
provided by transit vehicles, adequate seating or standing space will be provided to each rider
and escort, child, or personal care attendant, and no more passengers than the registered
passenger seating or standing capacity shall be scheduled or transported in a vehicle at any
time;
(I) Drivers for paratransit services, including coordination contractors, shall be required to
announce and identify themselves by name and company in a manner that is conducive to
communications with the specific passenger, upon pickup of each rider, group of riders, or
representative, guardian, or associate of the rider, except in situations where the driver
regularly transports the rider on a recurring basis. Each driver must have photo identification
that is in view of the passenger. Name patches, inscriptions or badges that affix to driver
clothing are acceptable. For transit services, the driver photo identification shall be in a
conspicuous location in the vehicle;
(m) The paratransit driver shall provide the passenger with boarding assistance, if necessary or
requested, to the seating portion of the vehicle. The boarding assistance shall include
opening the vehicle door, fastening the seat belt or utilization of wheel chair securement
devices, storage of mobility assistive devices, and closing the vehicle door. In certain
paratransit service categories, the driver may also be required to open and close doors to
buildings, except in situations in which assistance in opening/closing building doors would not
be safe for passengers remaining on the vehicle. Assisted access must be in a dignified
manner. Drivers may not assist wheelchair up or down more than one step, unless it can be
performed safely as determined by the passenger, guardian, and driver;
(n) All vehicles ordered or put into service after adoption of this section of the Rule, and providing
service within the coordinated system, shall be equipped with two-way communications in
good working order and be audible to the driver at all times to the base. All vehicles that are
not equipped with two+way communications shall have two years to be in compliance after the
adoption date of this section of the Rule;
(0) All vehicles ordered or put into service after the adoption of this section of the Rule, and
providing service within the coordinated system, shall have working air conditioners and
heaters in each vehicle. Vehicles that do not have a working air conditioner or heater will be
scheduled for repair or replacement as soon as possible. All vehicles that are not equipped
with an air conditioner shall have two years to be in compliance after the adoption date of this
section of the Rule;
(p) First Aid shall be determined locally and provided in the local Transportation Disadvantaged
Service Plan; and
(q) Cardiopulmonary Resuscitation shall be determined locally and provided in the local
Transportation Disadvantaged Service Plan,
I
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EXHIBIT F (1) 2006
FEDERAL FISCAL YEAR 2005 CERTIFICATIONS AND ASSURANCES FOR
FEDERAL TRANSIT ADMINISTRATION ASSISTANCE PROGRAMS
(Signature page alternative to providing Certifications and AS,'j;1Jrances in n<:AM-Web)
Name of Applicant: Monroe County Board of County Commissioners
The Applicant agrees to comply with applicable requirements of Categories 01 - 16. _X_
(The Applicant may make this selection in lieu of individual selections below.)
OR
The Applicant agrees to comply with the applicable requirements of the following
Categories it has selected:
Category Description
01. Required of Each Applicant
02. Lobbying
03. Private Mass Transportation Companies
04. Public Hearing
05. Acquisition of Rolling Stock
06. Bus Testing
07. Charter Service Agreement
08. School Transportation Agreement
09. Demand Responsive Service
10. Alcohol Misuse and Prohibited Drug Use
11. Interest and Other Financing Costs
12. Intelligent Transportation Systems
13. Urbanized Area, JARC, and Clean Fuels Programs
14. Elderly and Persons with Disabilities Program
15. Nonurbanized Area Formula Program
16. State Infrastructure Bank Program
EXHIBIT F (2) 2006
FEDERAL FISCAl, YEAR 2006FTA CERTIFICATIONS AND ASSURANCES SIGNATURE PAGE
{Required of ail /fpplicants for F1A assistance and all FFA Grantees with an naive capital or formula project}
AFFIRMA nON OF APPLICANT
Name of Applicant: Monroe County Board of County Commissioners
Name and Relationship of Authorized Representative: Charles S. IVl:cCoy, Mayor
BY SIGNING BELOW, on behalf of the Applicant, I declare that the Applicant has duly authorized me to make
these certifications and assurances and bind the Applicant's compliance. Thus, the Applicant agrees to comply with
all Federal statutes, regulations, executive orders, and Federal requirements applicable to each application it makes
to the Fedeml Tmnsit Administration (FT A) in Federal Fiscal Year 2005.
Ff A intends that the certifications and aSSWdnccs the Applicant selects on the other side of this document as
representative of the certifications and assurances in Appendix A, should apply, as required, to each project for
which the Applicmt seeks now, or may later, seek ITA assistance during Federal Fiscal Year 2005.
The Applicant affirms the truthfulness and accwacy of the certifications and assurances it has made in the
statements submitted herein with this document and any other submission made to Ff A, and acknowledges that the
provisions of tIle Prograrn Fraud Civil Remedies Act of 1986,31 U.S.C 3801 et seq., as implemented by U.S. DOT
regulations, "Program Fraud Civil Remedies," 49 eFR part 31 apply to any certification, assumnce or submission
made to ITA. The criminal fraud provisions of 18 U.S.c. lOO 1 apply to any certification, assurance, or submission
made in connection with a Federal Transit program authorhed in Chapter 53 or any other statute
In signing this document, I declare under penalties of perjury that the foregoing Certifications and assurances, and
any other statements made by me on behalf of the Applicant are true and correct.
Signature
Date: 12/21105
Name Charles S. McCoy, Mayor
Authorized Representative of Applicant
AFFIRMA nON OF APPLICANT'S A TIORNEY
For (Name of Applicant): Monroe County Board of County Commissioners
As the undersigned Attorney for the above named Applicant, I hereby affiml to the Applicant that it has authority
under state and local law to make and comply with the certifications and assnrfu.'1ces as indicated on the foregoing
pages. I further affirm that, in my opinioIl the certifications and assurances have been legally made and constitute
legal and binding obligations on the Applicant
I further affinn to the Applicant that to the best of my knowledge, there is no legislation or litigation pending or
imminent that might adversely affect the validity of these certifi~dtions and assurances, or of the performance of the
project.
Date: 12/2112005
Name
Attorney fOf Applicant
Each Applicant lor FTA final:!Cial assi~tanre (except 49 ES.C. 5312(b)asslstanoe) and each FL\ Grantee with an active capita! or fOrmula
project must provide an Affirmation of /\.pplican:!'s Attorney pe;taining to the Applicant's legal cap,wity. The Applicant may enter its signature
in li<.'U ohhe Attorney's signature, provided the Applicant has on fik this AHirmation, sigped by the attorney and dated this Federal fiscal year,
EXHIBIT H (2006)
APPLICANT CERTIFICATION AND ASSURANCE TO FOOT
Monroe County Transit (BOCe)
The Monroe County Board of County Commissioners certifies and assures to the
Florida Department of Transportation in regard to its Application for Assistance
under U.S.C. Section 5310 dated December 21,2005:
1) It shall adhere to all Certifications and Assurances made to the federal
government in its Application.
2) It shall comply with Section 341.051 Florida Statutes and Chapter 14-73
Florida Administrative Code.
3) It has the fiscal and managerial capabiHty and lega! authority to file the
application.
4) Local matching funds will be available to purchase vehicles/equipment at
the time an order is placed.
5} It will carry adequate insurance to maintain, repair, or replace project
vehicles/equipment in the event of loss or damage due to an accident or
casualty.
6) It will maintain project vehicles/equipment in good working order for the
useful !ife of the vehicles/equipment
7) It will return project vehicles/equipment to the Department if, for any
reason, they are no longer needed or used for the purpose intended.
8) It recognizes the Department's authority to remove vehicles/equipment
from its premises, at no cost to the Department, if the Department
determines the vehicles/equipment are not used for the purpose intended,
improperly maintained, uninsured, or operated unsafely.
9) It will not enter into any lease of project vehicles/equipment or contract for
transportation services with any third party without prior written approval of
the Department.
10)lt will notify the Department within 24 hours of any accident or casualty
involving project vehicles/equipment, and submit related reports as
required by the Department.
11)it will submit an annual financial audit report to the Department, if required
by the Department.
Date: December 21,2005 Signature:
Charles S. McCoy, Mayor
-. .
. ..
. . I
CERTIFIED PUlIUC
~CCQUNTANTS &
CONSULTANTS
Independent Auditors' Report on Internal Control Over Financial Reporting and on
Compliance and Other Matters Based on an Audit of Financial Statements
Performed in Accordance with Government Auditing Standards
To the Honorable Mayor and Board
of County Commissioners of
Monroe County, Florida:
We have audited the financial statements of the governmental activities, the business~type
activities, each major fund and the aggregate remaining fund information of Monroe County,
Florida (the "County") as of and for the year ended September 30, 2004, and have issued our
report thereon dated March 18,2005. We did not audit the financial statements of the Monroe
County Housing Finance Authority, the County's discretely presented component unit Those
financial statements were audited by other auditors whose report thereon has been furnished to
us, and our opinion, insofar as it relates to the amounts included for the Monroe County Housing
Finance Authority, is based solely on the report of other auditors. We conducted our audit in
accordance with auditing standards generally accepted in the United States of ,A.merica and the
standards applicable to financial audits contained in Government Auditing Standards, issued by
the Comptroller General of the United States.
Internal Control over Financial Reporting
In planning and performing our audit, we considered the County's internal control over financiar
reporting in order to determine our auditing procedures for the purpose of expressing our
opinions on the financial statements and not to provide an opinion on the internal control over
financial reporting. Our consideration of the internal control over financial reporting would not
necessarily disclose all matters in the internal control over financial reporting that might be
material weaknesses. A material weakness is a reportable condItion in which the design or
operation of one or more of the internal control components does not reduce to a relatively low
level the risk that misstatements caused by error or fraud in amounts that would be material in
relation to the financial statements being audited may occur and not be detected within a timely
period by employees in the normal course of performing their assigned functions. We noted no
matters involving the internal control over financial reporting and its operation that we consider
to be material weaknesses. We noted other matters involving internal control over financial
reporting that we have reported to management of the County in a separate management letter
dated March 18, 2005.
JM1
-'.'
. ~
. . .
CERTIFlEO PUBLrC
ACCOUNTANTS &
CONSULTANTS
Independent Auditors' Report on Compliance and Internal Control
over Compliance Applicable to each Major Federal Awards
Program and State Financial Assistance Projects
To the Honorable Mayor and Board
of County Commissioners of Monroe County, Florida:
Compliance
We have audited the compliance of Monroe County, Florida (the "County") with the
types of compliance requirements described in the U.S. Office of Management and
Budget (OMB) Circular A-133 Compliance Supplement, and the requirements described
in the Executive Office of the Governor's State Projects Compliance Supplement, that
are applicable to each of its major federal awards programs and state financial
assistance projects for the year ended September 30,2004. The County's major federal
awards programs and state financial assistance projects are identified in the summary
of auditors' results section of the accompanying Schedule of Findings and Questioned
Costs. Compliance with the requirements of laws, regulations, contracts, and grants
applicable to each of its major federal awards programs and state financial assistance
projects is the responsibility of the County's management. Our responsibility is to
express an opinion on the County's compliance based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the
United States of America; the standards applicable to financial audits contained in
Government Auditing Standards, issued by the Comptroller General of the United
States; OMS Circular A-133, Audits of States, Local Governments, and Non-Profit
Organizations; and Chapter 10.550, Rules of the Auditor General. Those standards,
OMS Circular A-133, and Chapter 10.550, Rules of the Auditor General, rsquire that we
plan and perform the audit to obtain reasonable assurance about whether non-
compliance with the types of compliance requirements referred to above that could have
a direct and material effect on a major federal awards program or state financial
assistance project occurred. An audit includes examining, on a test basis, evidence
about the County's compliance with those requirements and performing such other
procedures as we considered necessary in the drcumstances. We believe that our
audit provides a reasonable basis for our opinion~ Our audit does not provide a legal
determination of the County's compliance with those requirements.
J-3
THIS PAGE INTENTIONALLY LEFT BLANK
Contract Grant Number
US451
NA 17022123
G0007
AA329
AA429
AA329
AA329
AA429
AA429
AA329
AA429
CC344
03EA-3R-11-54-01-018
04EA4P~11-54-01-019
03DB-1A-11-54-01-H32
J-6
Expenditures
27,665
98,232
80,058
178,290
4,052
80,274
84,326
13,632
2,500
108,247
118,044
242,423
15,076
29,397
44,473
113,332
20,320
41 ,895
62,215
546,769
34,689
(Continued)
Contract Grant Number
2001-LB-BX-1575
2002-LB-BX-0240
V3036
04-CJ-2H-11-54-01-250
04-CJ-J3-11-54-0 1-0 17
04~CJ-J3-11-54-0 1-016
04-CJ-J3-11-54-0 1-0 18
04-CJ-J3~ 11-54-0 1-0 19
04-CJ-J3-11-54-01-020
03~CJ-2J-11-54-0 1-006
04-CJ-7 J-11-54-01-006
13PMIP586
J3PPRP578
13PMIP598
13PMIP999
14PMIP586
14PM1P999
14PMIP598
14PPRP578
14PMIP5980
14PMIP800Z
19PPRP578
J.8
Expenditures
39,078
88,050
127,128
2,225
235,997
238,222
19,050
50,689
34,032
16,421
56,077
29,788
206,057
77,879
51,415
129,294
700,701
4,095,911
3,031,365
1,630,340
158,862
5,013,743
350
448,146
3,158,523
5,576
1,000
184,965
(Continued)
Contract Grant Number
19PMIP598
IOPMIPS109
IOPPRP578
IOPMIP5980
11PMIPS108
11PMIP5109
11 PPRP578
11 PMIPS980
I1PMIPS86
12MIP5108
12PMIPS109
12PPRP578
12PMIPS98
12PMlPS981
12PMIPS82
12PMIPS85
12PMIP586
12PMIPS90
12MOP5980
12PMIPS116
12PMIPS117
3~ 12~0037-1501
3-12-0037-1702
3-12-0037 -1802
3-12-0037 -020-2003
3-12-0037 -021-2003
3-12-0037 -022-2003
3-12-0037-023-2004
3-12-0037 -024-2004
3~12~0037 -025-2004
J-10
Expenditures
13
36,489
-1,333
103,935
6,209
152,054
66,253
766,040
18,602
120
285,986
382,243
287,440
3,790,447
160,580
25,799
98,147
5,010
323,917
5,530
1,551
24,243,813
108,136
3,821
429,360
519,082
1,701,698
401,617
6,888
165,238
12,569
(Continued)
Contract Grant Number
3-12 -0037 -026-2004
3-12 -0044-1601
3-12~0044-0 18-2003
3-12-0044-019-2004
3~ 12-0044-020-2004
2004-G-006
01 UN-6P-11~54-15-007
03-BG-04-11-54-01-044
04-8G-04-11-54-0 1-044
03-FT-1B-11~54-01-469
03-CT-95-11-54-01-372
05-PA-C%-11-54-01-942
05-P A-C%-11-54-00~952
05-PA-G%-11-54-01 ~962
05-P A-G--11 ~54-0 1-588
05-PA-G=-11-54~23-544
PA-50276-04
J-12
Expenditures
760
16,794
65,493
22,046
32,216
3,485,718
110,000
3,595,718
9,633
8,834
25,454
34,288
25,000
6,271
75,192
87,563
27,941
47,272
181,405
20,152
364,333
3,236
3,321,203
$ 33,091,609
(Continued)
Contract Grant Number
04-BG-04-11-54-0 1-044
04-CP-11-11-54-01-045
KG-047
KG-051
Expenditures
102,959
3,238
106,197
48,375
12,525
60,900
KH-372 35,167
KH-472 13,002
48,169
KZ397 61,916
KZ497 18,472
80,388
KC371 306,819
KC471 63,753
370,572
499,129
SC424
R2013
C2044
C3044
J-14
117,647
37,722
8,895
21,002
29,897
67,619
40,028
Transfer To
Subrecipients*
(Continued)
Contract Grant Number
P6K01
ee006
04-ST-37
S3075
FM#25207711401/AM102
FM#25207711401/AL652
AL005/FM#41 0504~ 1-54-01
AL 146/FM#41 0504-1-54-02
25222811403/A1893
4108471
4108481
25436918401/AF776
25437518401/AG177
41265919401/AL021
41265819401/AL023
41286519401/AL288
41458418401/AN103
41459819401/ANB43
41646819401/ AN 112
41253519401/ANJ94
41468319401/ANL56
41646419401/ANL57
41646919401/ANK50
J-16
Expenditures
167,409
21,561
188,970
6,350
143,028
13,125
156,153
73,355
25,001
263,172
21 ,396
284,568
69,818
945,639
488,444
1 ,434,083
10,237
24,787
23,853
258
386,528
793,586
57,511
9,564
44
1,185
3,604
89
Transfer To
Subrecipients*
(Continued)
Contract Grant Number
25426919402/AK043
25437718401/AF765
41078019401/AJ816
41077919401/AJ815
41280719401/AL024
41469319401/ANJ95
41468419401/ANJ96
FWCC 01244
SHIP 01-02 PLAN 4 YR 1
SHIP 02-03 PLAN 4 YR 2
SHIP 03~04 PLAN 4 YR 3
J-18
Expenditures
121,524
2,552
1,818
23,211
7,585
622
8,124
1,476,682
3,363,507
13,750
319,794
333,544
171,000
255,548
106,390
532,938
12,946
$ 5,485,928 $
Transfer To
Subrecipients*
MONROE COUNTY, FLORIDA
Schedule of Findings and Questioned Costs -
Federal Awards Programs and State Financial Assistance Projects
For the year ended September 30, 2004
PART 1- SUMMARY OF AUDITORS' RESULTS
1. The Independent Auditors' Report on the financial statements expresses unqualified
opinions.
2. No reportable conditions relating to the audit of the financial statements are reported in the
Independent Auditors' Report on Internal Control over Financial Reporting and on
Compliance and Other Matters Based on an Audit of Financial Statements in Accordance
with Government Auditing Standards.
3. No instances of noncompliance material to the financial statements of Monroe County,
Florida were disclosed during the audit.
4. No reportable conditions relating to the audit of major federal or state financial assistance
projects are reported in the Independent Auditors' Report on Compliance and Internal
Control over Compliance Applicable to Each Major Federal Awards Program and State
Financial Assistance Projects.
5. The Independent Auditors' Report on Compliance for Each Major Federal Awards
Program and State Financial Assistance Projects expresses an unqualified opinion.
6. No audit findings relative to major federal awards programs for Monroe County, Florida are
reported in this Schedule.
7. No audit findings relative to major state financial assistance projects for Monroe County,
Florida are reported in this Schedule.
8. The threshold for distinguishing Type A and Type B programs/projects was $992,748 for
major federal awards programs and $300,000 for major state financial assistance projects.
9. The County qualified as a low-risk auditee for federal Single Audit purposes, as that term
is defined in OMB Circular A-133.
10. The programs/projects tested as major programs/projects included the following:
Federal Programs
Federal CFDA No.
High Intensity Drug Trafficking Areas
07.000
Federal Aviation Administration
20.106
J-20
Monroe County, Florida
Summary Schedule of Prior Audit Findings and Corrective Action Plan
Federal Awards Programs and State Projects
For the Year Ended September 30, 2004
Prior Year Audit Findings:
There were no audit findings in the prior year independent auditors' reports that required
corrective action.
Corrective Action Plan:
There were no audit findings in the current year independent auditors' reports that
required corrective action.
J-22
The Rules of the Auditor General (Section 10.554(1 )(h)4) require disclosure in the management
letter of the following matters if not already addressed in the auditors' reports on compliance
and internal controls or schedule of findings and questioned costs: (1) violations of laws, rules,
regulations, and contractual provisions that have occurred, or are likely to have occurred; (2)
improper or illegal expenditures; (3) improper or inadequate accounting procedures (e.g., the
omission of required disclosures from the financial statements); (4) failures to properly record
financial transactions; and (5) other inaccuracies, shortages, defalcations, and instances of
fraud discovered by, or that come to the attention of, the auditor. There were no such matters
noted.
The Rules of the Auditor General (Section 10.554(1)(h)5) also require that the name or official
title and legal authority for the primary government and each component unit of the reporting
entity be disclosed in the management letter, unless disclosed in the notes to the financial
statements. Such disclosure is included in notes to the financial statements.
As required by the Rules of the Auditor General (Section 10.554(1)(h)6.a.), the scope of our
audit included a review of the provisions of Section 218.503(1), Florida Statutes, regarding
financial emergencies. In connection with our audit of the financial statements of the County,
the results of our tests did not indicate that the County met any of the specified conditions of a
financial emergency contained in Section 218.503(1). However, our audit does not provide a
legal determination on the County]s compliance with this requirement.
The Rules of the Auditor General (Section 10.554(1 )(h)6.b.) state that a management letter shall
include a statement as to whether or not the financial report filed with the Florida Department of
Financial Services, pursuant to Section 218.32, Florida Statutes, is in agreement with the
annual financial audit report for the current audit period and, if not, explanations of any
significant differences. It should be noted that the County's basic financial statements contain a
discretely presented component unit] defined as part of the reporting entity under accounting
principles generally accepted in the United States of America, for which the County has not
been deemed the local governing authority for purpose of the annual report. In connection with
our audit of the County, the results of our tests indicate that the annual financial report for the
year ended September 30, 2004, filed with the Department of Financial Services, is in
agreement with the annual financial audit report for the current audit period.
As required by the Rules of the Auditor General (Sections 10.554(1)(h)6.c. and 10.556), the
scope of our audit included financial condition assessment procedures as of September 30,
2004. It is management's responsibility to monitor the County's financial condition, and our
financial condition assessment was based in part on representations made by management and
the review of financial information provided by same. The financial condition assessment
procedures described above disclosed no deteriorating financial conditions,
This report is intended solely for the information and use of management, the County Mayor and
Board of County Commissioners of Monroe County, Florida. and applicable state and federal
agencies, and is not intended to be and should not be used by anyone other than these
specified parties.
~, ~~~,i-.L.P
West Palm Beach, Florida
March 18] 2005
J-24
Community Services Division
Social Services Department
Transportation Program
1100 Simonton Street, Suite 1-188
Key West, Florida 33040
Phone 305 292-4425
Facsimile 305 292-4411
r~..' ,.-'--~
December 21, 2005
Ms. Carolyn A. Dekle
South Florida Regional Planning Council
3440 Hollywood Boulevard, Suite 140
Hollywood, Florida 33021
Dear Ms. Dekle,
BOARD OF COUNTY COMMISSIONERS
Mayor Charles "Sonny" McCoy, District 3
Mayor Pro Tern Murray E. Nelson, District 5
Dixie M. Spehar, District 1
George Neugent, District 2
David P. Rice, District 4
Please find enclosed the FTA Section 5310 Year 31~2006 Capital Assistance Grant
Application from Monroe County Board of County Commissioners (Monroe County
Transit) for your review.
/1
C=- /1
, ~-,;-
\, ./..1
\ SincerYIY." . / a //
~\ J ~/
'~~~->~:f.i1~' .
Jelry L. E ew
Transportation Administrator
CC: L. Carl Filer, Public Transportation Manager, FDOT Miami
Ike Mahmood, Programs Engineer, FDOT Miami