Okaloosa County BOCC — August 2, 2016 — 2016-17 Shirley Conroy Grant Application FINAL REVISED — reading text

APPLICATION AND PROGRAM MANUAL FOR THE SHIRLEY CONROY RURAL AREA CAPITAL ASSISTANCE PROGRAM GRANT 2016/2017 Issued By: FLORIDA COMMISSION FOR THE TRANSPORTATION DISADVANTAGED 605 Suwannee Street, Mail Station 49 Tallahassee, Florida 32399-0450 850-410-5700 Fax - 850-410-5752 Internet http://www.dot.state.fl.us/ctd Shirley Conroy Rural Area Capital Assistance Program Grant Application 1 Rev. 07/01/2016  Shirley Conroy The Shirley Conroy Rural Area Capital Assistance Program was named in honor of Mrs. Shirley Jenkins Conroy (1930-2010). Mrs. Conroy was a tireless advocate for coordinated community transportation services and those who were disadvantaged. A few of Mrs. Conroy’s accomplishments included: In the 1970’s, she was instrumental in the development and passage of Chapter 427, F.S. In the 1980’s, she served as the Executive Director of the first Community Transportation Coordinator (CTC) for Alachua County. In the 1990’s, she administered coordinated transportation for the Florida Department of Transportation (FDOT) District 2 as the liaison to their CTCs. In the 2000’s, she served as the Executive Director of the Florida Association of Coordinated Transportation Systems (FACTS). While this grant was originally named to honor Mrs. Conroy, it continues to memorialize her legacy in Community Transportation by providing funding for capital purchases for the rural areas of Florida. Shirley Conroy Rural Area Capital Assistance Program Grant Application 2 Rev. 07/01/2016  TABLE OF CONTENTS INTRODUCTION 4 PART I: GRANT PROGRAM REQUIREMENTS 5 PROJECT ELIGIBILITY 5 LOCAL MATCH REQUIREMENT 6 ALLOCATION 7 GRANT APPROVAL 7 PROGRAM MANAGEMENT 8 PART II: APPLICATION INSTRUCTIONS 10 GENERAL INSTRUCTIONS 10 EXHIBIT A INSTRUCTIONS 11 EXHIBIT B INSTRUCTIONS 11 EXHIBIT C INSTRUCTIONS 12 EXHIBIT D INSTRUCTIONS 13 EXHIBIT E INSTRUCTIONS 13 EXHIBIT F INSTRUCTIONS 13 PART III: APPLICATION FORMS 14 EXHIBIT A Grant Application (Application Form) 15 EXHIBIT B Grant Application (Proposed Project Funding) 17 EXHIBIT C Grant Application (Scope) 18 EXHIBIT D Grant Application (Sample Authorizing Resolution) 19 EXHIBIT E Grant Application (Standard Assurances) 20 EXHIBIT F Grant Application (Inventory) 22 Shirley Conroy Rural Area Capital Assistance Program Grant Application 3 Rev. 07/01/2016  INTRODUCTION This application package contains information and application forms for the Shirley Conroy Rural Area Capital Assistance Program Grant, as administered by the Commission for the Transportation Disadvantaged. Each year, the Florida Department of Transportation (FDOT) transfers $1.4 Million to the Transportation Disadvantaged Trust Fund to provide financial assistance to eligible recipients in rural areas for the purchase of capital equipment. Unlike the Trip and Equipment Grant Program managed through the Transportation Disadvantaged Trust Fund Program, this grant is discretionary and requires the applicant to state the specific amount of money and eligible equipment required to complete the project, as well as provide specific details supporting the need, impact, and value of the project on the coordinated system. The project should focus on addressing the capital needs of rural areas. After receipt of the applications, a subcommittee of the Commission for the Transportation Disadvantaged (“CTD” or “Commission”) will review the applications and recommend projects to be awarded. The subcommittee has requested that the equipment listed in the application be prioritized according to need. The Commission will review and approve all projects recommended by the subcommittee, and grant agreements will be executed soon after their approval. This manual is divided into three parts: Program Requirements, Application Instructions, and Application Forms. For the purpose of clarifying terms, the forms contained in this manual are referred to as the "grant application" and the agreement sent by the Commission for the Transportation Disadvantaged for execution by successful applicants is known as the "grant agreement." Shirley Conroy Rural Area Capital Assistance Program Grant Application 4 Rev. 07/01/2016  PART I SHIRLEY CONROY RURAL AREA CAPITAL ASSISTANCE PROGRAM GRANT REQUIREMENTS This part of the manual contains requirements of the Shirley Conroy Rural Area Capital Assistance Program Grant. 1. PROJECT ELIGIBILITY A. Eligible Expenditures The grant funds allocated from the Transportation Disadvantaged Trust Fund are for the specific purpose of purchasing equipment to be utilized by a Community Transportation Coordinator (CTC). These grant funds are to be expended and utilized in accordance with Chapter 427, Florida Statutes; Rule 41-2, Florida Administrative Code; CTD policies; the grant agreement; and this grant manual. This is a reimbursement grant program, which means recipients must purchase, pay for and receive the equipment before invoicing the CTD for reimbursement. As such, support documentation for reimbursement must identify the specific capital equipment designated as eligible for this grant. Capital equipment is any equipment used to maintain or provide improved or expanded transportation services within the coordinated transportation system. The Local Coordinating Board shall review and approve the grant application. Due to the time constraints of this application process, the CTC can receive approval from the Local Coordinating Board after submission of the grant application. Capital equipment does not include the acquisition, construction, or improvement of facilities. Eligible capital equipment includes, but is not limited to: 1. Small or medium buses, cutaway vans (van body on truck chassis), under 30 ft.; 2. Sedans or vans (includes modified 15-passenger vans on a van chassis); 3. Wheelchair lifts, ramps, and restraints; 4. Two-way radios and communications equipment; 5. Computer hardware/software; 6. Support equipment, other than items specifically identified in this section, above $500; 7. Vehicle procurement, testing, inspection acceptance, and vehicle rehabilitation when the rehabilitation extends the life of the vehicle one year beyond the original expectancy; 8. Initial installation or set-up costs of any of the above items. Vehicles purchased will meet or exceed any applicable CTD accepted minimum specifications. The CTD accepts any specifications by any local, state, or federal government department. Shirley Conroy Rural Area Capital Assistance Program Grant Application 5 Rev. 07/01/2016  In accordance with the Americans with Disabilities Act of 1990, all vehicles purchased through this grant, which are to be utilized on a fixed route/fixed schedule service, must be lift equipped. Applicants who intend to utilize project vehicles for demand response services may be requested to provide certification that their demand response service offered to individuals with disabilities, including individuals who use wheelchairs, is equivalent to the level and quality of service offered to individuals without disabilities. All vehicles purchased with Transportation Disadvantaged Funds shall be titled to the applying agency with a lien only to the Florida Commission for the Transportation Disadvantaged (CTD). Insurance coverage is not an eligible expense. Equipment purchased with this grant shall be used by the CTC. Capital equipment may be leased or assigned for operational responsibility to third parties within the CTC’s service area. The CTD may, after consultation with the recipient and local Coordinating Board, transfer all equipment purchased under this grant at such time that it deems the equipment to be underutilized or that it is not being operated for its intended purpose. The CTD shall retain a majority of the interest in all capital equipment until the useful life of such equipment has been expended. At that time, the grantee may dispose of such equipment with the written permission of the CTD in accordance with the Commission’s Capital Equipment Procedures. The CTC will carry adequate insurance (with the Commission listed as additionally insured) to maintain, repair, or replace project vehicles/equipment in the event of loss or damage due to an accident or casualty. B. Eligible Service Areas This is the primary service area as defined in the Memorandum of Agreement (MOA) and Transportation Disadvantaged Service Plan (TDSP) but does not exclude services moving