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COORDINATED

HUMAN

SERVICE

MOBILITY

TEAM

FY 2019

Agenda

Welcome

1. Grant Overview & Priorities

2. CHSM Plan & Grant Guide

3. Mobility Management

4. How to Apply & Grantee Responsibilities

5. Introductions & Discussion

6. TransAM Help Session and Q&A

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Grant Overview

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Section 5310

Goal

• Improve mobility for seniors and individuals with

disabilities.

Recipients

• Private Nonprofits

• Local Governments (e.g. AAAs, CSBs)

• Public Transportation Operators

Projects (min. 55% Capital / up to 45% Other)

• Vehicles (Capital Project)

• Mobility Management (Capital Project)

• Operating (Non-Traditional)

• Expanded Paratransit (beyond ADA)

• Voucher Program

• Drivers’ Salaries / Purchased Transportation

Match

• Capital: 80% Federal / 20% Local

• Operating: 50% Federal / 50% Local

• Of the local match, State Paratransit funds up to

40% for operating & 16% for mobility

management projects

Goal

• Improve quality and increase quantity of coordinated

transportation services available for seniors.

Recipients

• Private Nonprofits

• Public Transportation Operators

Projects

• Voucher Programs

• Volunteer Driver / Aide Programs

• Travel Training Programs

• New / Expanded Coordinated services

Match

• 80% State / 20% Local

• Budgets must be at least $5,000 and no more than

$25,000

Senior Transportation

Allocation

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60% to Large Urbanized Areas

Richmond

Roanoke

Hampton Roads (Encompassing Williamsburg and Virginia Beach Urbanized Areas)

Washington, DC – VA – MD (Projects in Northern Virginia area apply to the Metropolitan Washington Council of Governments)

20% to Small Urbanized Areas

Blacksburg / New River Valley

Bristol (TN-VA)

Charlottesville

Fredericksburg

Harrisonburg

Kingsport (TN-VA)

Lynchburg

Staunton-Waynesboro

Winchester

20% to Rural Area

Rural, Small Urban, or Urban based on:

Who the project is serving

Place of Performance

Eligible Expenses / FTA 5310

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Vehicles

Purchased by DRPT

Mobility Management (Reimbursement basis)

Up to two (2) Employees’ Salaries

Travel Training, Trip Planning (all Modes), Coordinated Transportation

Marketing

Not to exceed 5% of total project cost, no more than $5,000 (whichever is less)

ITS / Trip Planning Software

Operating (Reimbursement basis)

Drivers’ Salaries, Fuel Expenses, and Preventive Maintenance (e.g. oil changes), Purchased Transportation, Volunteer Drivers (mileage reimbursement)

Ineligible Expenses

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Examples

Indirect Costs

Rent

Furniture

Food

Clothing

Membership Dues

Training Fees

Vehicle Insurance

Promotional Giveaways

ADA Required Paratransit

Transit Passes or vouchers for fixed-route or paratransit

Priorities for Funding / FTA 5310

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Grant Priorities in Rank Order

1. Replacement Vehicles

2. Mobility Management

3. Operating

4. New Projects / Expansion of Service

Evaluated based on:

Grant Priorities

Project Needs / Goals & Objectives (CHSM Plan)

Technical Capacity

Coordination Efforts

Existing Subrecipients

CHSM Plan & Guidance

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Consistency with CHSM

Plan

www.drpt.virginia.gov

Planning

Transit reference

material

Grant Program Guidance

in OLGA

FTA’s Section 5310

Circular 9070.1G www.transit.dot.gov/regulations-and-

guidance/fta-circulars/final-circulars

Community Transportation Association of

Virginia (CTAV.org)

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www.ctav.org/page/MobilityManagement

Mobility Management

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Understand Community’s Mobility Needs

Coordination of Resources (All Modes)

Fill Gaps in Service

Trip Planning

Family of Services

Bus

Commuter Assistance

Human Service Transportation

Volunteers

Vouchers

Ridesharing (TNC)

Taxi

Bike / Pedestrian

How to Apply – OLGA

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New Applicants

Contact DRPT, Establish Eligibility, & OLGA Access Agreement

Returning Applicants

All projects must be submitted in OLGA

Update OLGA Users and Profile

OLGA User Guide

https://olga.drpt.virginia.gov

Grantee Responsibilities

CHSM Plan Participation

Access Agreement / Master User (OLGA)

Grant Contract

Certifications and Assurances (FTA) – All 23

Preventive Maintenance (Procedures / DRPT Inspection)

Ridership Data Reporting (Monthly Human Service Trips)

Inventory Reporting (Vehicles, Miles, Condition)

Title VI Plan

Compliance Reviews / DRPT Site Visits

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Timeline – FY 2019 Grant Cycle

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2017 2018

Fall Grantee Workshops

October

Application Period Open

December 1

Application Period Closed

February 1

Draft SYIP

March – April

FY 19 SYIP Approved

June

Notice in Newspaper Due by

January 17

DRPT Application Review Period

February 1 – March 1

Submit Projects to PDC / MPO

January 31

Notice to Other Human Service Providers

January

CHSM Team Meetings

October & November

Projects included in MPO’s TIP

April

Execute Grant Contract

September / October

Post-Award Timeline – Vehicles

2018 2019

FY 19 SYIP Approved

June

Vehicle Option Sheets Due

September

Delivery

Spring/ Summer

Purchase Order (DRPT)

Fall / Winter

Complete Vehicle Inspection Sheet

Email Sheet to DRPT within 2 days of Inspection

Contracts & Local Match Fall / Winter

Confirm Order

October

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Add Vehicle to TransAM

Within 5 days after delivery

Vehicles

15 Starcraft Bus,14, 15, or 19 passenger with lift

BraunAbility, 5 passenger minivan with ramp

Ford Transit Raised Roof 9 passenger with lift

Introductions & Discussion

Introductions

What is your Name?

Tell us about your Agency …

Who are your clients or client groups?

Have you received a Human Service Grant in the past? What type

of project(s)?

What will you be applying for in Fiscal Year 2019?

Discussion

Explore opportunities for collaboration & coordination

Identify & discuss gaps (unmet needs)

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Tips

Follow Instructions (OLGA)

Answer Questions Carefully

State Facts, Not Opinions

Be Clear and Concise

Justification – Data

Accurate Budgets

Contact DRPT for Questions

Follow-up

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Contact Information & Discussion

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TransAM Help Session

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URL: http://transam-drpt.camsys-apps.com

Verify Existing Assets

Add a NEW vehicle

Update EXISTING vehicles:

Mileage

Status (in-service, out-of-service, or spare)

Bulk Update

Other Data Updates

Questions & Answers

Updates Due by October 31, 2017

Add a NEW vehicle

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#1: Choose Inventory->Add Asset to see the New Asset page.

Add a NEW vehicle continued…

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#2: Choose the type of asset you wish to create from the list.

#3: Click Create New Asset to see a form to enter asset data.

Add a NEW vehicle continued…

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#4: Fill in the information about the new asset. Note that items with an

asterisk (*) prefix are required.

#5: Save the new asset by clicking the Create Asset

button at the bottom of the form.

Update EXISTING vehicles

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Mileage & Status (in-service, out-of-service, or spare)

#1: Select Inventory and Revenue Vehicles.

Update EXISTING vehicles continued …

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#2: Select Asset for Update, then select Actions then, Update, then Service

Status.

Update EXISTING vehicles continued …

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#3: Update Service Status and Date. Then select Update Service Status.

Update EXISTING vehicles continued …

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#4: Mileage update same as Service Status. For Step #2, Select “Mileage

Update”.

Bulk Update

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Bulk Update continued …

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Bulk Update continued …

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Downloading a Template

1. Click the Inventory icon on the Main Menu and select Bulk Updates -> Download Templates. You will be directed to the Download Template page.

2. Click the drop down next to the Template Type label and select the Inventory Updates option.

3. If you have access to multiple organizations, click the drop down next to the Organization label and select an organization for the template. You could also select Multi Org if you want to work with a template that can update assets for a mix of organizations.

4. Click the drop down next to the Asset Type label and select the type of asset you would like to add (Revenue Vehicles, Support Facilities, Rail Cars, Equipment, etc.).

5. Click Create Template to create and download the spreadsheet (the exact process may vary from web browser to web browser).

Editing the Spreadsheet

1. The spreadsheet contains one row for each asset in your inventory of the selected type, and the last recorded value for Mileage (revenue vehicles only), Condition, and Service Status. Update any asset for which updated information is available, indicating the new value and the effective date for that information. Save the updated spreadsheet when you are done.

Uploading the Edited Spreadsheet

1. Click the Inventory icon on the Main Menu and select Bulk Updates -> Upload Template. You will be directed to the New Template page.

2. Select Inventory Updates from the Spreadsheet Content menu.

3. If you have access to multiple organizations, click the dropdown next to the Organization label and select the Organization (or Multi Org if multiple organizations) for which the update is being performed.

4. Click the "Choose File" button next to the Spreadsheet label. Select the spreadsheet that you previously downloaded from TransAM, edited, and saved.

5. Click the Upload spreadsheet button. The file will be uploaded and you will be directed to the Bulk Updates table.

Help

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