urban roundtable february 20, 2008 office of transit ohio department of transportation
TRANSCRIPT
Urban Roundtable
February 20, 2008
Office of Transit
Ohio Department of Transportation
Welcome
Marianne Freed, Administrator
Office of Transit
Agenda Transportation Partners Locally Developed Coordinated Public
Transportation Plans New Programs Urban Transit Program TIP/STIP Flex Fund Transfers Ellis SFY 2009 Project Lockdown
Transportation Partners
PLANNING
PROGRAMMING
IMPLEMENTING
TRANSIT PROJECTS
MPO
ODOT
TRANSIT
SYSTEM
ODOT’s Internal Relationship
CMAQ EligibilitiesSTIP AmendmentsProgram Prjts EllisFlex Fund Transfers
Central OfficeSys Planning & Programming
Central OfficeTransit
DistrictPlanning OfficeHighway STIP Amendments
Transit ST
IP Am
endments
Request to Program
Project in Ellis
Flex Fund Transfer R
equests
CM
AQ
Elig
ibili
ty R
eque
st
MPO & TRANSIT SYSTEM RELATIONSHIP
•All modes of transportation planning
•Work Program - Transit Element
•MPO Certification Review participation
•Keep communication open-both ways
COOPERATIVE WORK ACTIVITIES INCLUDE:
•Emissions analysis for CMAQ eligibility
•Formal TIP amendments for projects not required by FHWA
•Timely submission to MPO of required documents
WORKING TOGETHER
Results in… Better Communication Streamlined Processes Fiscally Constrained Transit STIP Unified Transportation Plan
Locally Developed Coordinated Public
Transportation Plans
Impact on 5310, 5316 & 5317
Locally Developed Coordinated Public Transportation Plans
Section 5310, 5316 & 5317 projects must be “derived from a locally developed, coordinated public transit-human services transportation plan”
Required Elements- Chapter V of each Circular
Assessment of available services that identifies current transportation providers
Assessment of current transportation needs for persons with disabilities, older adults and people with low incomes
Strategies, activities, and/or projects to address the identified gaps between current services and needs, as well as opportunities to improve efficiencies in service delivery
Priorities for implementation based on resources
What is also required?
Public Transit must be includedStakeholders and the public must be
invited to participateThe plan must be adoptedProjects must be listed in the TIP/STIPPlans should be updated every 4 to 5
years
Additional Information
ODOT will review plans and provide feedback
Assist in meeting minimum requirements
Share “Best Practices” Common Problem Issues
Locally Developed Coordinated Public Transportation Plans
Questions and Answers document on the New Freedom, JARC, and Section 5310 programs posted to FTA Website
o http://www.fta.dot.gov/funding/grants/grants_financing_3550.html
New Programs
New Freedom, JARC, CMAQDiesel Emissions Retrofit Grant
New Freedom & Job Access/Reverse Commute
Funding - Apportioned to the State Direct apportionment to the urbanized areas
>200,000 Operating at 50/50 Capital at 80/20
New Freedom & Job Access/Reverse Commute
Program Requirements - Projects must be derived from a “Locally
Developed Coordination Plan” Projects must be competitively selected by
the designated recipient
New Freedom & Job Access/Reverse Commute
Eligible Applicants - Public entities who provide public transit
service Private non-profit organizations designated
by a public entity to provide public transit service
Public entity who is a recipient of the Ohio Coordination Program funds
New Freedom
Eligible Projects - Enhances transportation for people with
disabilities “New” transportation services Beyond the ADA
JARC
Eligible Projects - Existing JARC projects which meet program
goals New projects meeting gaps in existing
transportation services Proposed service must meet program goal of
providing shared-ride access to work or work related activities for low-income individuals
New Freedom & Job Access/Reverse CommuteProgram Revised by SAFETEA-LU - Administered by State for rural and small
urbanized areas Program policy 10% of funding available for “Program
Administration” State management plan Competitive application package STIP programming Federal grant application
New Freedom & Job Access/Reverse Commute
Application Process (Rural & Small Urban) - Program announcement Application Review/Training Preparation of application Competitive selection Submission of application to FTA
CMAQ Program
New Program in FY 2008 Governor designated $5 M to offset
reductions in GRF appropriations Nine grantees selected for the purchase of
29 vehicles Awarded for bus replacement projects Used a competitive selection process
CMAQ Program
Program Requirements - CMAQ eligible Programmed in STIP Supported by DOL agreement Public Participation Process Submit Vehicle Status Report Award by June 1, 2008
CMAQ Program
Current Program Status - CMAQ eligibility approved for all projects STIP amendment pending at FTA Flex funds transfer request at FHWA HQ FTA Grant has been entered in TEAM
CMAQ Program
Next Steps - Submit/Execute FTA grant in TEAM Issue State contracts
CMAQ Program
FY 2009 Program Announced February 15, 2008 Applications due March 17, 2008 More preparation time for STIP and CMAQ
eligibility Transfer funds sooner and award contracts
earlier in the State fiscal year
Ohio Diesel Emission Reduction Grant (DERG)
Ohio SFYs 2008/2009 biennial budget bill established DERG
ODOD program in cooperation with OEPA and ODOT
Program financed with $19.8m in FHWA Congestion Mitigation and Air Quality (CMAQ) funds
Finance projects to reduction diesel engine emissions from public and private fleets in Ohio air quality areas
Ohio Diesel Emission Reduction Grant
Program focuses on pre-2007 model year (legacy diesel) diesel engines (vehicles & equipment)
Eligible project types Vehicle/machinery replacement Equipment repower Engine retrofit Anti-idle equipment
http://www.odod.state.oh.us/diesel%2Demissions
Ohio Air Quality Areas
Ohio Diesel Emission Reduction Grant ODOD issued January 7, 2008 Program RFP RFP Schedule
January 18, 2008 - deadline to submit questions to ODOD web site
February 11, 2008 – proposals due at ODOD February 12 – March 21, 2008
ODOD/OEPA/ODOT review project proposals
March 21, 2008 – ODOD announce project selections
DERG Program Components
Federal CMAQ funding - reimbursement basis program
Project funding 80% federal / 20% match Minimum project cost $20,000 / No max $ All federal procurement, competitive bid,
and advertisement requirements apply Projects must demonstrate a reduction in
mobile source NOx and/or PM2.5 emission reductions
DERG Program Components
FHWA CMAQ project eligibility determination required
Federal project authorizations required prior to any project expenditures
Non-roadway vehicles/equipment eligible if working on title 23 eligible project
Eligible vehicles/equipment must have 5 years remaining useful life (discuss FTA replacement schedule)
DERG Program Components
Project sponsors must document old (original) engines permanently retired from operation
New vehicles/engines must be used for same purpose as retired vehicle/engine
Public private partnerships required for private entity project sponsors
Project Award Processes
Public agency sponsored projects awarded through ODOT LPA program
Private entity sponsored projects awarded through public private partnerships (ODOD lead agency) Administrative, contractual, and fiscal
processes for PPPs not finalized
Ineligible Program Costs
Operating expenses and fuel costs Projects required by any law or other
agreements Expenses incurred prior to official notice of
project funding approval Expenses incurred for work or purchases
not included in the approved project scope Installation costs incurred from in-kind
services or by an unauthorized vendor
Project Selection/Scoring Criteria
Application completeness Annual emission red. of PM and/or NOx Cost effectiveness of the emission red. Percent of emission reductions that will
occur in non-attainment areas. Project Duration Use of bio-diesel Anti-idle equipment Emission reductions near PM 2.5 Hot Spot
Urban Transit Program
Application Reviews, Current Program Status, Upcoming Program
Urban Transit Program Application Cover Letter Resolution
Submit Application and Execute Contract
Plan ahead Can be general to cover all State
Programs
Urban Transit Program Application
US DOT Grant Must submit Fed Grant # on Application
Purchase Order or Board Authorization Projects on lockdown list only
Urban Transit Program Application
Schedule A – Financial Breakdown Include State funded projects only Limit State funding to ONE project
Schedule B – Project Description Lockdown projects only
Schedule C – Proposed Service Changes List current and future
Urban Transit Program Application
Operating and Capital Budget Provide detail line items Submit draft if final is not available
Standard State Assurances Note required data submissions NTD reports must be submitted
Urban Transit Program Application
Current program status All projects have been approved New contract language included in contract Contracts in process
Upcoming program Anticipate deadline December 15, 2008
Contract Language
“In accordance with Executive Order 2007-01S, Vendor or Grantee, by signature on this document, certifies: (1) it has reviewed and understands Executive Order 2007-01S, (2) has reviewed and understands the Ohio ethics and conflict of interest laws, and (3) will take no action inconsistent with those laws and this order. The Vendor or Grantee understands that failure to comply with Executive Order 2007-01S is, in itself, grounds for termination of this contract or grant and may result in the loss of other contracts or grants with the State of Ohio.”
www.governor.ohio.gov/GovernorsOffice/ExecutiveOrdersDirectives
Statewide Transportation Improvement Program (STIP)
Tool for Committing the Obligation of Federal Funds Comprised of consolidated project list from each
MPO plus statewide line items for nonurbanized areas
Groups projects for each year of a four-year window
Represents a commitment on the part of local bodies of projects to be implemented
Projects are to be listed under the year in which the obligation will take place
Biennial element projects vs. out year projects
Statewide Transportation Improvement Program (STIP)
Fiscal Constraint STIP not a wish list Represents all meaningful projects, regardless of
source of funds Projects considered fiscally constrained if using
formula funds or if discretionary funds or flexible funds have been committed
Contingency projects may be included, but not as being fiscally constrained
Statewide Transportation Improvement Program (STIP)
STIP Programming Issues Program year vs. appropriation year Concept of Exempt vs. Non-exempt for Air
Quality Administrative modifications vs. TIP amendments Use of TIP process for public input on FTA grant
projects
Statewide Transportation Improvement Program (STIP)
FY 2010-2013 TIP Schedule First draft TIP due to ODOT Planning in January
2009 Second draft TIP w/air quality addressed in March
2009 Final TIP due May 15, 2009 Carryover projects from FY 2008-2011 STIP
Statewide Transportation Improvement Program (STIP)
Coordination between MPOs and Transit Systems on
STIP amendments STIP amendments submitted to FTA quarterly June STIP amendment date moved up because of
deadline for submitting FTA grants Selecting a coordinated schedule to accommodate
ODOT STIP amendment dates “End of Fiscal Year” constraints
STIP Amendments
Revised Amendment table Included on CD Available on website ODOT uses this format for ALL amendments
Transit vs Highway Amendments send to STIP/TIP mailbox FTA requirements are more restrictive than
FHWA
Flex Fund Transfers
Common Questions,Transit System and
MPO Process
Flex Funds Transfers
PID Number Submit Request to Program in Ellis to Office of
Transit CMAQ Eligibility (if applicable)
Submit to Office of Systems Planning & Programming
STIP Submit STIP amendment to Office of Transit
Flex Funds Transfers
FTA Grant Number Contact FTA
Request to Transfer Funds Submit Request to Transfer Flexible Funds
to Office of Transit
Programming Transit Projects into Ellis
Business Rules,
Fiscal Constraint, Responsibilities
Programming Transit Projects into Ellis
Business Rules
Capital projects only (at this time)
New Grants Management Database in design
Developing standard coding/business rules
Programming Transit Projects into Ellis Fiscal Constraint
Current Ellis projects - coding inconsistent Fund Event Names Work Categories Phase FTA Transfers
Unable to run valid reports Federal Apportionments not currently maintained Next to impossible to balance
Programming Transit Projects into Ellis Office of Transit Responsibilities
Enter all Transit project into Ellis TRAC FTA Transfer Earmark TRC
STIP Fiscal Constraint Provide reports as requested
SFY 2009 Project Lockdown
Lockdown Projects,
Project Delivery, Timeline
SFY 2009 Project Lockdown
Lockdown Projects Projects to be awarded during SFY 2009 AND Programmed in STIP using State Urban Transit
Program Funds for one of the following project types:
All Vehicles Major Equipment purchase over $100,000 All Construction (regardless of phase)
SFY 2009 Project Lockdown
Project Delivery Award dates must be established at time of
lockdown Projects not awarded as scheduled risk State
funding being withdrawn Grantees with projects on SFY 2009 Project
Lockdown list will be required to submit these projects in their SFY 2009 Urban Transit Program Formula Grant Application
SFY 2009 Project Lockdown
Timeline 1St Draft Posted to Transit website March 28 Comments due April 11 2nd Draft Posted to Transit website May 2 Comments due May 16 Final Posted to Transit website May 30
All comments must be submitted via e-mail to Urban Program Coordinator on the Lockdown Form ([email protected])
Questions & Answers