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

residents of the primary service area in or out of the primary service area to surrounding areas as necessary and appropriate. The application will apply to rural portions of the service area. C. Eligible Applicants For this grant cycle an eligible applicant is any current Commission approved Community Transportation Coordinator who has an executed MOA and TDSP. 2. LOCAL MATCH REQUIREMENT This grant requires a local match. In defining local match, Rule 41-2.014(3), Florida Administrative Code, requires that eligible grant recipients must provide at least 10-percent of the total project cost as the local share. The 10-percent match for the funding allocation must be cash generated from local sources; no state or federal government revenues are acceptable as local match. The source of local cash match must be clearly identified in the grant application. Examples of cash generated from local sources include local appropriations, dedicated tax revenues, private donations, net income generated from advertising and concessions, contract revenues, grant revenues, and farebox revenues. Shirley Conroy Rural Area Capital Assistance Program Grant Application 6 Rev. 07/01/2016  Areas designated as part of the Rural Economic Development Initiative (REDI) may request a reduction or waiver of match. This request must be made clear in the application package. Please contact your project manager or visit the following website: http://www.florida-redi.com for additional information. FUNDING PARTICIPATION FORMULA Allocation for Grant Federal 0% State 90% Local match 10% 100% 3. ALLOCATIONS This funding is included in the FDOT’s Five Year Work Program; however, funding is subject to Legislative approval. Funds will be available for selected projects upon execution of the Shirley Conroy Rural Area Capital Assistance Program Grant. 4. GRANT APPROVAL Grant application criteria includes, but is not limited to, ability to demonstrate capital needs for a clearly defined rural area within the designated service area, ability to complete the project, readiness, and ability to match or leverage funds. Priority will be given to those projects that enhance the current local system the most. This includes, but is not limited to, technology; vehicle replacement requests; expansion of current service (whether an increase in service area or access to service); and/or other support equipment that will enhance existing services (must justify). Please note that these priorities are not listed in “rank order.” In addition, if the CTC returned funding within the previous two grant cycles because a project was not complete, an explanation should be provided as to why the project was not complete. All grant applications are subject to approval by the CTD or its designee. Please be aware that submitting a grant application does not ensure award nor does it ensure that if funding is granted it will be in the amounts requested. If the amount awarded is less than requested, the CTC will be notified to see if based on the new amount, the CTC would like to continue the proposed project. Once the Commission has approved the grant application and amount, a grant agreement will be forwarded to the applicant for execution. No significant changes can be made to the project once it has been approved by the Commission. Costs incurred prior to grant agreement execution cannot be charged to the project, nor will the CTD give retroactive grant agreement execution. Costs incurred by an applicant to prepare and file this application are not eligible project costs for this grant. The following is an estimated timetable for the grant process. The timetable is subject to change. July 5, 2016 Applications to CTCs July 29, 2016 Applications due to CTD August 15-19, 2016 Review of applications by subcommittee and prepare recommendations September 9, 2016 Review and approval by CTD September 2016 Execution of Grant Agreements June 30, 2017 All 2016/2017 Grant Agreements will terminate Shirley Conroy Rural Area Capital Assistance Program Grant Application 7 Rev. 07/01/2016  Invoices for grant funds will not be honored until the grant agreement has been executed by both the CTD and the grantee, and is on file at the CTD office. Additionally, required invoice summary forms must be used. 5. PROGRAM MANAGEMENT General: Grantees must administer grants following the guidelines and procedures identified in the Federal Common Grant Rule except where specifically stated otherwise. This document contains information concerning audits, allowable costs, accounting procedures, records retention, cost allocation plans, and other financial management requirements. A copy of the Federal Common Grant Rule is available upon request from the CTD. Third party contracts: Third party contracts are contracts between a grantee and any subgrantee, or pass-through funding recipient, consultants, or others in the private sector for work needed to carry out a project. Unless otherwise authorized in writing by the Commission, the Grantee may not execute any contract or obligate itself in any manner requiring the disbursement of these grant funds including transportation operator and consultant contracts or amendments thereto, with any third party with respect to the project without being able to provide a written certification by the Grantee that the contract or obligation was executed in accordance with the competitive procurement requirements of Chapter 287, Florida Statutes; Chapter 427, Florida Statutes; and the rules promulgated by the Department of Management Services. The procurement, execution, audit, and closing of third-party contracts are basic grantee responsibilities and must be carried out using the same guidelines and procedures as described in Chapter 287, Florida Statutes. Inter- agency agreements or contracts passing through grant funds to other public bodies (including public transit operators) or transportation operators as defined in Chapter 427, Florida Statutes, are not third-party contracts. However, the pass-through recipient must comply with Chapter 287, Florida Statutes, if it enters into any subsequent third-party contract using Transportation Disadvantaged Trust Funds. Furthermore, the State of Florida has determined that public contracts must be awarded in a fair and open manner, free from collusion and unfair influence. Therefore, the Commission, as with other state agencies, has adopted Prohibited Interests provisions in Article 13.0 of the grant agreement which must be strictly followed by the grant recipient. Audits: The Grant recipient must provide an audit report prepared either by its official auditor or audit agency or an independent certified public accountant, reflecting the use of the non-sponsored transportation funds of the Commission, the Grantee, and those from any other source with respect to the project in accordance with Section 7.60 of the grant agreement. The Grantee shall permit and shall require its contractors to permit the Commission's authorized representatives to inspect all work, materials, payrolls, records, drivers’ manifests, capital equipment; and to audit the books, records and accounts pertaining to the financing and development of the project at all reasonable times including upon completion of the project, and without notice. Grant recipients shall make all records available to the CTD, upon request, for a period of five (5) years after final project invoice. Shirley Conroy Rural Area Capital Assistance Program Grant Application 8 Rev. 07/01/2016  Invoicing: Invoices for expenses provided or incurred pursuant to the grant agreement must be submitted in detail sufficient for a proper preaudit and postaudit thereof. Failure to submit to the Commission detailed supporting documentation with the invoice or request for project funds will be cause for the Commission to refuse to pay the amount claimed by the Grantee until the Commission is satisfied that the criteria set out in Chapter 427, Florida Statutes, and Rule 41-2, Florida Administrative Code, is met. Unless extended by the Commission, the final invoice and supporting documentation must be submitted to the Commission in acceptable format by August 15, 2017. Reimbursements: In order to obtain any Transportation Disadvantaged Trust Funds, the grant recipient must file with the Commission an invoice form as prescribed by the Commission and such other detailed supporting documentation pertaining to the project account and the project as the Commission may require to justify and support the payment requisition as prescribed in Articles 7.0 and 8.0 and Exhibit A and B of the grant agreement. The documentation will include information relating to the date the Grantee incurred project costs for equipment, proof of payment for the capital equipment (copy of cancelled check and/or copy of vendor invoice reflecting a $0 balance due), and, if applicable, a copy of application for title showing the Commission as the first lien holder and a copy of Certificate of Insurance for the vehicle showing the Commission as additionally insured. Vendors Rights: The Grantee providing goods and services to the Commission will receive payments in accordance with section 215.422, Florida Statutes. The parties hereto acknowledge Section 215.422, Florida Statutes, and hereby agree that the time in which the Commission is required to approve and inspect goods and services shall not to exceed eleven (11) working days. The Florida Department of Transportation has 20 days to deliver a request for payment (voucher) to the Department of Financial Services. The 20 days are measured from the latter of the date the invoice is received or the goods or services are received, inspected, and approved. The Grantee shall promptly pay all subcontractors their proportionate share of payments received from the Commission. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual include acting as an advocate for vendors who may be experiencing problems in obtaining timely payment(s) from the Commission. The Vendor Ombudsman may be contacted at (850) 413-5516 or by calling the Department of Financial Services Consumer