Okaloosa County BOCC — June 7, 2016 — Transportation Disadvantaged Grant Application, Coordinated Review Sheet, and Associated Documents — reading text

LCB, shall be provided to the Commission prior to execution of the amendment. All vehicles purchased with Transportation Disadvantaged Funds shall be titled to the applying agency with a lien to the Florida Commission for the Transportation Disadvantaged. Trip and Equipment Grant Program Manual 5 Form Rev. April 22, 2016 The Grantee may only purchase vehicles with Transportation Disadvantaged Trust Funds that the Grantee actually uses to transport eligible transportation disadvantaged passengers in the coordinated system. The Grantee shall notify the Commission in writing of any lease or assignment of operational responsibility of project vehicles and equipment to third-parties. The Commission shall retain a majority of the interest in all capital equipment until the useful life of such equipment, as defined by the Commission’s Capital Equipment Policy, has been expended. At that time, the grantee may dispose of such equipment with the written permission of the Commission in accordance with the Commission’s Capital Equipment Procedures. Recipients are required to insure vehicles in accordance with requirements of Chapter 427, F.S. Each vehicle or other capital equipment purchase must be covered for liability, collision or other property loss insurance. The Commission must be made an additional insured for liability policies and the loss payee for collision or property insurance coverage. The Commission may, after consultation with the Grantee and LCB, 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. Prescribed inspection schedules, published by the equipment manufacturer(s), shall be adhered to and appropriately documented to protect the equipment warranties. Preventative maintenance inspection checklists, work (or repair) order which adequately record labor actions, parts replaced, consumables added and any sub-contracted repairs are considered essential records for documentation. The eligible recipient will be responsible for maintenance of software. Trip and Equipment Grant Program Manual 6 Form Rev. April 22, 2016 PART II TRIP AND EQUIPMENT GRANT APPLICATION INSTRUCTIONS AND FORMS GENERAL INSTRUCTIONS This part presents instructions in preparing for the execution of the grant. Local Coordinating Board review is not required for this application unless a request for capital equipment is included as part of the total project budget. A. Although specific instructions on the preparation of the grant application are provided, additional assistance may be obtained by contacting the Commission at (850) 410-5700. B. A complete application package shall be submitted to the Commission and consist of the following forms: Trip and Equipment Grant Application Form, Planning Grant Funds Request Form (if applicable), and the Service Rates Form. A signed Authorizing Resolution is required prior to the execution of the grant agreement. The application package can be submitted to the assigned CTD project manager via email. C. The grant agreement must contain the rates that will be charged for the services provided to those who are transportation disadvantaged. Except for rates from fixed route providers, an updated Rate Model Calculation Spreadsheet must be provided to support the rates listed on the Service Rates Form for the non-sponsored services. The rate model worksheets are required to be reviewed and approved by the LCB. The trip and equipment grant agreement will not be prepared without an LCB approved rate. D. Once the CTD Project Manager receives the application package identifying the service rates and any equipment to be included, a grant agreement will be prepared and emailed for execution. E. Upon receipt of the grant agreement, print two copies, execute and return both original signed copies of the grant agreement to: Florida Commission for the Transportation Disadvantaged 605 Suwannee Street, Mail Station 49 Tallahassee, Florida 32399-0450 F. A resolution by the CTC’s governing body addressing the authority to enter into the grant agreement is mandatory and must accompany your executed grant agreement. G. TIMETABLE JULY 1 Earliest date that grant agreements can be effective for these grant funds. The Commission’s fiscal year begins on July 1%t each year. Contracts not executed prior to July 1 will begin on the date of execution. JUNE 30 All Grant Agreements will terminate on June 30% the following year. Trip and Equipment Grant Program Manual Form Rev. April 22, 2016 TRANSPORTATION DISADVANTAGED TRIP AND EQUIPMENT GRANT APPLICATION FORM INSTRUCTIONS Except for the following notes, the grant application form is essentially self-explanatory. If questions arise, please contact the Commission. GRANT RECIPIENT LEGAL NAME: The full legal name of the grant recipient’s organization, not an individual. Name must match the Federal ID number and the information that is registered with MyFloridaMarketPlace. FEDERAL EMPLOYER IDENTIFICATION NUMBER: The number used by all employers within the United States to identify their payroll and federal income tax. Name must match Federal ID number and the information that is registered with MyFloridaMarketPlace. REGISTERED ADDRESS: This should be the grant recipient’s mailing address as registered in MyFloridaMarketPlace and will be the address on the grant agreement. This address shall also be consistent with the address associated with your Federal Employer Identification (FEI) Number. The grant recipient shall notify the Commission and MyFloridaMarketPlace when an address change occurs. PHONE NUMBERS AND E-MAIL ADDRESS: To facilitate faster communications, the grant recipient should also include telephone and fax numbers and an e-mail address used by the grant recipient. Inclusion of an e-mail address is mandatory for the receipt of the grant agreement. PROJECT LOCATION: This is the service area [county(ies)] that the recipient operates in, as identified in the Memorandum of Agreement and the Transportation Disadvantaged Service Plan. CTCs who serve several different service areas should complete a separate application form for each service area. PROPOSED PROJECT START DATE: The start date shall be July 1t each state fiscal cycle or date of grant agreement execution if later than July 1st. BUDGET ALLOCATION: Using the Commission approved Trip and Equipment Grant Allocations chart, complete each funding category as appropriate. Once each line item is complete, right click on the space provided for the “Total Project Amount.” Select “update field” from the drop down box. This will automatically calculate the total project amount. ANTICIPATED CAPITAL EQUIPMENT REQUEST: LCB review is only required if the CTC is using project funds for capital equipment. PLANNING GRANT FUNDS REQUEST Transportation Disadvantaged Trust Funds allocated for planning grants to Planning Agencies, that are not needed and are not obligated by a grant agreement, may be included in the respective CTC's non-sponsored trip and equipment grant agreement. Contact the service area’s Planning Agency to determine if there is any unneeded planning allocation. If so, the Trip and Equipment Grant Program Manual 8 Form Rev. April 22, 2016 unneeded portion of the planning grant allocation may be included in this grant, provided the local match is available. These arrangements are expected to occur prior to the execution of either grant agreement within the same grant cycle. Formal notification regarding the transfer and acceptance of planning funds is required by both the CTC and the Planning Agency. SERVICE RATES Complete the Service Rates Form listing the selected passenger mile or passenger trip rates from the approved Rate Model and as listed in the Transportation Disadvantaged Service Plan. Include Fixed Route Bus Pass (Daily, Weekly, Monthly, etc.) costs if grants funds will be used to purchase these types of transportation services. The passes purchased with this grant must be used for Transportation Disadvantaged eligible riders who have been approved for TD services. There shall be an approved eligibility application for each rider who receives a non-sponsored trip or bus pass. This documentation shall be made available upon request by CTD staff or a designee AUTHORIZING RESOLUTION A resolution authorizing an individual and/or position to sign the grant agreement and subsequent agreements, invoices, assurances, etc., must be completed by the grant recipient’s governing body. A sample resolution is provided for convenience. It is not required that this sample resolution be used as long as the same basic information is included. The resolution must include signatures. Remember that the resolution can be good for an extended period or for multiple contracts if worded accordingly. Trip and Equipment Grant Program Manual 9 Form Rev. April 22, 2016 GRANT APPLICATION FORMS > Trip and Equipment Grant Application Form » Planning Grant Funds Request Form > Service Rates Form » Sample Authorizing Resolution Trip and Equipment Grant Program Manual Form Rev. April 22, 2016 10