NEW FREEDOM- Project Conditions (5310 Grant Funds)

Transcription

1 NEW FREEDOM- Project Conditions (5310 Grant Funds) FUNDING FOR ELIGIBLE PROJECTS 1. RTC s formula funding for New Freedom Project Year 2013 is $1,233,764. RTC will review all applications and may divide the grant awards into multiple projects or a single project award in each of the New Freedom categories, or implement and provide transportation services itself under the New Freedom program. 2. All project funds must be spent for activities localized to the geographic boundaries of Clark County, Nevada. Smaller service areas are also appropriate, but must be contained within Clark County and cannot be used to transport passengers across county/state boundaries. New Freedom funds may not be used to pay for transit fares or passes. 3. Eligible projects funded with New Freedom funds may continue to be eligible for New Freedom funding indefinitely as long as the project(s) continues to be part of the coordinated plan. The current funding level of previously approved non-rtc New Freedom projects is $472,602. While RTC plans to support functional and productive services currently operating under existing New Freedom grants, it does not guarantee indefinite funding if projects are not meeting milestones or goals. Additionally, RTC does not know which current sub-recipients plan to re-submit existing programs. This means that all currently funded New Freedom projects are eligible for continued New Freedom funding with no change in scope of project services. A new application must be submitted to request continued funding in response to this solicitation. The application should include any updates to project timelines and budget changes for cost increases or decreases. The selection process remains competitive and there is no guarantee of project selection for continued funding. 4. Projects that are currently funded, and selected for continued funding under this solicitation, will have the new Subrecipient Agreements commence on the date immediately following the termination date of their existing Subrecipient Agreements so there will be no lapse of funding. Example: Current Subrecipient Agreement terminates August 30, New Subrecipient Agreements will commence on September 1, If an applicant is receiving current New Freedom funding, but the application submitted for this solicitation is expanded for additional services to the project scope currently being funded, the new Subrecipient Agreement shall commence on a date agreed to between the RTC and Subrecipient. APPLICATION FOR ELIGIBLE PROJECTS In Appendix F Application and Budget form, three program funding options are provided. The number of applications required is determined by the nature of the options selected. 1

2 1. For individuals submitting only a Continuation of Funding - Existing Project with No Change in Scope of Service, one (1) application is required. 2. For individuals submitting for Expansion of an Existing Project, two (2) applications are required. One application will be marked and written for the continuing portion and the second application will be for the portion that will be expanded. Only the expenses related to the expansion portion should be claimed on this application. Do not subdivide the expenses into the expansion project. In the event that the continuing project is approved, but the expansion project is not funded, the continuing project needs to be funded intact. For example, if a person is required to do scheduling for both projects and no additional staff is being hired, do not prorate the time of the scheduler between the two projects. If a new scheduler is needed for the expansion, that expense would be added to the expansion project. 3. For individuals submitting a New Project request only, one application is required. 4. Combination application requests: a. A Continuation of Funding and a New Project two (2) applications b. Expansion of an Existing Project and a New Project three (3) applications MATCH REQUIREMENTS FOR ELIGIBLE PROJECTS New Freedom funds may be used for the following categories and with the corresponding federal and local match breakdown: Capital costs: 80 percent federal/20 percent local Planning and Mobility Management costs: 80 percent federal/20 percent local Operating costs: 50 percent federal/50 percent local Depending on the type of project, the sponsor will need to contribute between 20 percent and 50 percent of the total project costs, called the local match. Fare revenue or user fees generated on the service to be supported may not be used as matching funds. All of the local match must be provided from sources other than Federal Department of Transportation (DOT) funds. There are many potential sources for the local match including any non-department of Transportation federal funds, foundation grants, donations, and state or local funds. In addition, in-kind contributions are eligible sources of local match as long as their value can be documented and supported, and they are considered an eligible cost under the New Freedom program. Examples of in-kind match, i.e., the market value of real property (building space, furniture, vehicles) integral to the project, volunteer hours supported by a timesheet specific to the New Freedom project. Subrecipients are responsible for meeting all project match requirements. Subrecipients will be reimbursed for expenses approved for the grant award after the expenditure and must be able to fund project costs, including both the Federal and local matching shares, prior to seeking 2

3 monthly reimbursement. Proposers may submit proposals for more than one project, but each project must be submitted with a separate application. Project Descriptions PRIORITIES Based upon community input as outlined in the Coordinated Public Transit-Human Services Transportation Plan dated June 2008 (Appendix A), projects that can be funded under the RTC program and the available funding amounts need to meet the need or fill gaps related to the following characteristics (items are ranked in order of priority and programs with identical ranking received an equal number of votes): Priority One Creative funding options Let people know about travel options (current database, shared sources, 211) Priority Two Eligibility determination is based on standard eligibility criteria that can be used by all participating agencies Priority Three Same day service includes personalized service and assistance is provided Priority Four Travel is on demand and easy to schedule Priority Five Time/Length of travel is within set limits, e.g., 1 hours for typical trips Priority Six Expanded hours of service through sharing capacity Priority Seven More wheelchair capacity More vehicles are adapted for target group riders Place to wait for riders is sheltered and protected, more accessible pathways, lighting is good Priority Eight Driver training includes greater sensitivity to the needs of riders Collaboration Priority Nine Located nearer to need 3

4 Capital Acquire equipment or facilities to support transporting low income individuals to and from jobs and activities related to their employment, or purchase other capital items that are required to support the program. The program definition for capital is a tangible item that usually has a useful life of more than one year. When capital equipment or facilities are acquired, built or improved as part of the NEW FREEDOM grant, RTC is required to make provisions to assure satisfactory continuing control of that capital item. Vehicles that are purchased using grant funding must have the capacity to accommodate a passenger who uses a common wheelchair as defined under 49 CFR 37.3 and meeting the same requirements for lifts, ramps and securement systems specified in 49 CFR part 38, subpart B. RTC plans to limit the aggregate total of vehicles purchased under solicitation No to a maximum of ten (10). All drivers of vehicles designated to transport 16 or mores passengers (including the driver) must have a commercial driver s license (CDL). Mechanics that drive a grant funded 16 passenger vehicle must also have a CDL. Planning/Mobility Management - Programs that enhance transportation access for populations beyond those served by one agency or organizations within a community. Mobility Management programs are by definition a capital cost and 20 percent is the required match. Administrative costs of sharing services with other low-income programs and coordination of vehicles with other non-profits would be allowable expenses. The Local Match may include costs of a similar existing program. The direct operating expense of the service could not be included in this category. This category could be used to expand service, either in days or hours offered, of programs that are currently providing this coordinated service or develop a new mobility management program. Operating Expenses for regular services to provide job access for low-income persons and welfare recipients needing transportation to access employment. Renting and leasing equipment or facilities is an option for applicants not interested in submitting capital requests and can be incorporated into the operations funding expenses. This project could be used to expand service, either in days or hours offered, of programs that are currently operating. REPORTING Subrecipients will need to submit various reports to the RTC to remain in compliance with New Freedom requirements. The FTA requires that the following measures be reported for New Freedom projects: 4

5 Increases or enhancements related to geographic coverage, service quality and/or service times that impact availability of transportation services for individuals with disabilities as a result of the New Freedom projects implemented in the current reporting year. Additions or changes to environmental infrastructure (e.g., transportation facilities, side walks, etc), technology, and vehicles that impact availability of transportation services as a result of the New Freedom projects implemented in the current reporting year. Actual or estimated number of rides (measured by one-way trips) provided for individuals with disabilities as a result of the New Freedom projects implemented in the current reporting year. Reporting requirements include: Monthly Invoices of expenses will be required with back-up detail to support the total program costs for the month. The report will also highlight the monthly program measurement and summary of project milestones. Exceptions to monthly invoicing requirements must be obtained from the RTC Program Manager assigned to grant award. As part of the monthly report submittal, the RTC is tracking trips provided by New Freedom projects for clients certified for Paratransit. The template provided by the RTC requires a list of clients transported and the number of trips provided. This information will be matched with RTC s database to evaluate cost benefits of projects funded. Quarterly - The report will be submitted by the 10 th of the month following the close of the quarter and will be submitted on Exhibit 1 Quarterly Reporting Form. The reporting quarters are based on the federal government s fiscal year and are as follows: Period Due Date October 1-December 31 January 10 January 1 to March 31 April 10 April 1 to June 30 July 10 July 1 to September 30 October 10 Annually Prepare information for the FTA Service Matrix report (refer to Appendix B Exhibit 2 Service Reporting Matrix acrobat document) and enter it into the on-line report form. First time users of the report will be asked to participate in a training class presented locally or through a national Webinar provided by the FTA. Drug and Alcohol Testing Subrecipients that receive New Freedom grant assistance are not subject to FTA s Drug and Alcohol testing rules, but must comply with the Federal Motor Carrier Safety Administration (FMCSA) rule for employees who hold a CDL. An FTA compliant testing program as required under funding grants 5307, 5309, 5311 can be used for New Freedom grant employees. 5

6 Applicants are specifically requested to review the appropriate section of FTA C to assure compliance of these conditions. JARC-Project Conditions (5307 Grant Funds) FUNDING FOR ELIGIBLE PROJECTS 1. RTC s formula funding for Job Access Reverse Commute (JARC) for Project Year 2013 is projected at $800, RTC will review all applications and may divide the grant awards into multiple projects or a single project award in each of the JARC categories, or implement and provide transportation services itself under the JARC program. 2 All project funds must be spent for activities localized to the geographic boundaries of Clark County, Nevada. Smaller service areas are also appropriate, but must be contained within Clark County and cannot be used to transport passengers across county/state boundaries. JARC funds may not be used to pay for transit fares or passes. 3. Eligible projects funded with JARC funds may continue to be eligible for JARC funding indefinitely as long as the project(s) continues to be part of the coordinated plan. The current funding level of approved non-rtc JARC projects for Project year 2012 is $215, While RTC plans to support functional and productive services currently operating under existing JARC grants, it does not guarantee indefinite funding if projects are not meeting milestones or goals. Additionally, RTC does not know which current sub-recipients plan to re-submit existing programs. This means that all currently funded JARC projects are eligible for continued JARC funding with no change in scope of project services. A new application must be submitted to request continued funding in response to this solicitation. The application should include any updates to project timelines and budget changes for cost increases or decreases. The selection process remains competitive and there is no guarantee of project selection for continued funding. 4. Projects that are currently funded, and selected for continued funding under this solicitation, will have the new Subrecipient Agreements commence on the date immediately following the termination date of their existing Subrecipient Agreements, when possible, so there will be no lapse of funding. Example: Current Subrecipient Agreement terminates August 30, New Subrecipient Agreements will commence on September 1, If an applicant is receiving current JARC funding, but the application submitted for this solicitation is expanded for additional services to the project scope currently being funded, the new Subrecipient Agreement shall commence on a date agreed to between the RTC and Subrecipient. 6

7 APPLICATION FOR ELIGIBLE PROJECTS In Appendix F Application and Budget form, three program funding options are provided. The number of applications required is determined by the nature of the options selected. 1. For individuals submitting only a Continuation of Funding - Existing Project with No Change in Scope of Service, one (1) application is required. 2. For individuals submitting for Expansion of an Existing Project, two (2) applications are required. One application will be marked and written for the continuing portion and the second application will be for the portion that will be expanded. Only the expenses related to the expansion portion should be claimed on this application. Do not subdivide the total program expenses into the expansion project. In the event that the continuing project is approved, but the expansion project is not funded, the continuing project needs to be funded intact. For example, if a person is required to do scheduling for both projects and no additional staff is being hired, do not prorate the time of the scheduler between the two projects. If a new scheduler is needed for the expansion, that expense would be added to the expansion project. 3. For individuals submitting a New Project request only, one application is required. 4. Combination application requests: c. A Continuation of Funding and a New Project two (2) applications d. Expansion of an Existing Project and a New Project three (3) applications MATCH REQUIREMENTS FOR ELIGIBLE PROJECTS JARC funds may be used for the following categories and with the corresponding federal and local match breakdown: Capital costs: 80 percent federal/20 percent local Planning and Mobility Management costs: 80 percent federal/20 percent local Operating costs: 50 percent federal/50 percent local Depending on the type of project, the sponsor will need to contribute between 20 percent and 50 percent of the total project costs, called the local match. Fare revenue or user fees generated on the service to be supported may not be used as matching funds. All of the local match must be provided from sources other than Federal Department of Transportation (DOT) funds. There are many potential sources for the local match including any non-department of Transportation federal funds, foundation grants, donations, and state or local funds. In addition, in-kind contributions are eligible sources of local match as long as their value can be documented and supported, and they are considered an eligible cost under the JARC program. Examples of inkind match, i.e., the market value of real property (building space, furniture, vehicles) integral to the project, volunteer hours supported by a timesheet specific to the JARC project. 7

8 Subrecipients are responsible for meeting all project match requirements. Subrecipients will be reimbursed for expenses approved for the grant award after the expenditure and must be able to fund project costs, including both the Federal and local matching shares, prior to seeking monthly reimbursement. Proposers may submit proposals for more than one project, but each project must be submitted with a separate application. Project Descriptions PRIORITIES Based upon community input as outlined in the Coordinated Public Transit-Human Services Transportation Plan dated June 2008 (Appendix A), projects that can be funded under the RTC program and the available funding amounts need to meet the need or fill gaps related to the following characteristics (items are ranked in order of priority and programs with identical ranking received an equal number of votes): Priority One Creative funding options Let people know about travel options (current database, shared sources, 211) Priority Two Eligibility determination is based on standard eligibility criteria that can be used by all participating agencies Priority Three Same day service includes personalized service and assistance is provided Priority Four Travel is on demand and easy to schedule Priority Five Time/Length of travel is within set limits, e.g., 1 hours for typical trips Priority Six Expanded hours of service through sharing capacity Priority Seven More wheelchair capacity More vehicles are adapted for target group riders Place to wait for riders is sheltered and protected, more accessible pathways, lighting is good Priority Eight Driver training includes greater sensitivity to the needs of riders Collaboration Priority Nine 8

9 Located nearer to need Capital Acquire equipment or facilities to support transporting low income individuals to and from jobs and activities related to their employment, or purchase other capital items that are required to support the program. The program definition for capital is a tangible item that usually has a useful life of more than one year. When capital equipment or facilities are acquired, built or improved as part of the JARC grant, RTC is required to make provisions to assure satisfactory continuing control of that capital item. Vehicles that are purchased using grant funding must have the capacity to accommodate a passenger who uses a common wheelchair as defined under 49 CFR 37.3 and meeting the same requirements for lifts, ramps and securement systems specified in 49 CFR part 38, subpart B. RTC plans to limit the aggregate total of vehicles purchased under solicitation No (for both JARC and New Freedom Type projects) to a maximum of ten (10). All drivers of vehicles designated to transport 16 or mores passengers (including the driver) must have a commercial driver s license (CDL). Mechanics that drive a grant funded 16 passenger vehicle must also have a CDL. Planning/Mobility Management - Programs that enhance transportation access for populations beyond those served by one agency or organizations within a community. Mobility Management programs are by definition a capital cost and 20 percent is the required match. Administrative costs of sharing services with other low-income programs and coordination of vehicles with other non-profits would be allowable expenses. The Local Match may include costs of a similar existing program. The direct operating expense of the service could not be included in this category. This category could be used to expand service, either in days or hours offered, of programs that are currently providing this coordinated service or develop a new mobility management program. Operating Expenses for regular services to provide job access for low-income persons and welfare recipients needing transportation to access employment. Renting and leasing equipment or facilities is an option for applicants not interested in submitting capital requests and can be incorporated into the operations funding expenses. This project could be used to expand service, either in days or hours offered, of programs that are currently operating. REPORTING Subrecipients will need to submit various reports to the RTC to remain in compliance with JARC requirements. The FTA requires that the following measures be reported for JARC projects: 9

10 Actual or estimated number of jobs that can be accessed as a result of geographic or temporal coverall of JARC projects implemented in the current reporting year. Actual or estimated number of rides (measured by one-way trips) provided as a result of the JARC projects implemented in the current reporting year. Reporting requirements include: Monthly Invoices of expenses will be required with back-up detail to support the total program costs for the month. The report will also highlight the monthly program measurement. Exceptions to monthly invoicing requirements must be obtained from the RTC Program Manager assigned to grant award. As part of the monthly report submittal, the RTC is tracking trips provided by JARC funded projects for clients certified for Paratransit. The template provided by the RTC requires a list of clients transported and the number of trips provided. This information will be matchec with the RTC s database to evaluate cost benefits of projects funded. Quarterly - The report will be submitted no later than the 10 th of the month following the close of the quarter and will be submitted on Exhibit 1 and Exhibit 2 of Quarterly Reporting Form. The reporting quarters are based on the federal government s fiscal year and are as follows: Period Due Date October 1-December 31 January 10 January 1 to March 31 April 10 April 1 to June 30 July 10 July 1 to September 30 October 10 DRUG AND ALCOHOL TESTING Subrecipients that receive JARC grant assistance are not subject to FTA s Drug and Alcohol testing rules, but must comply with the Federal Motor Carrier Safety Administration (FMCSA) rule for employees who hold a CDL. An FTA compliant testing program as required under funding grants 5307, 5309, 5311 can be used for JARC grant employees. Applicants are specifically requested to review the appropriate section of FTA C to assure compliance of these conditions. 10

11 Appendix B Eligible Projects for Grant Applications Exhibit 1 Quarterly Reporting Form RTC of Southern Nevada Section 5307 and 5310 (MAP-21) Grant Funds # Quarterly Report and Summary Applicant Name Current Quarterly Period (Check Applicable Period) Due To RTC October 1-December 31 January 10 January 1 to March 31 April 10 April 1 to June 30 July 10 July 1 to September 30 October 10 Project Number: Project Title: Purchase Requisition No: Progress on Project Goals Project Measurements Quarterly Total Project Total Percent to Goal Progress on Project Milestones Quarterly Summary (Provide description of accomplishments or challenges facing project)

12 Appendix B-2 Service Reporting Matrix RTC of Southern Nevada Section 5307 and 5310 (MAP-21) Grant Funds SECTION 5307 and 5310 ( MAP-21) GRANT FUNDED SERVICE (A) Expanded Geographic Coverage I. Operational-Based 1. Demand response service (Beyond service required 1a. Same-day ADA Paratransit service 1b. Door-to-door or door-throughdoor PRIMARY SERVICE GOAL (B) Expanded Hour/Days of Service (C) Improved System Capacity (D) Improved Access / Connections 1c. Volunteer driver program 2. User-side subsidy/ vouchers (e.g., taxis) 3. Vanpool 4. Aide/escort assistance (E) Improved Customer Knowledge SECTION 5307 and 5310 ( MAP-21) GRANT FUNDED SERVICE (A) Expanded Geographic Coverage (B) Expanded Hour/Days of Service PRIMARY SERVICE GOAL (C) Improved System Capacity (D) Improved Access / Connections II. Information-Based 1. Mobility manager Number of customer contacts (E) Improved Customer Knowledge [only if mobility manager oversees service delivery] 2. One-stop Call Center/referral Number of customer contacts 3. Trip/itinerary planning Number of customer contacts 4a. One-on-one transit training (travel training) Number of persons trained 4b. Transportation resource training (group training) Number of persons trained 5. Internet-based information Number of customers served (web hits) 6. Information materials/marketing Brief description of materials / distribution 7. Driver training (for individuals) Number of drivers trained

13 Appendix B-2 Service Reporting Matrix RTC of Southern Nevada Section 5307 and 5310 (MAP-21) Grant Funds SECTION 5307 and 5310 ( MAP-21) GRANT FUNDED SERVICE (A) Expanded Geographic Coverage PRIMARY SERVICE GOAL (B) Expanded Hour/Days of Service (C) Improved System Capacity (D) Improved Access / Connections III Capital Investments 1. Vehicle for individual Number of vehicle loans provided or subsidized (E) Improved Customer Knowledge 2a. Vehicle for transit agency Number of vehicles added (Beyond service required Number of vehicles added Number of vehicles added (Beyond service required 2b. Vehicles for other agency Number of vehicles added (Beyond service required Number of vehicles added Number of vehicles added (Beyond service required 2c. Accessible taxis Number of vehicles added (Beyond service required Number of vehicles added Number of vehicles added (Beyond service required 3. Vanpool Number of vehicles added Number of vehicles added 4. Car-sharing Number of vehicles added Number of vehicles added

14 Appendix B-2 Service Reporting Matrix RTC of Southern Nevada Section 5307 and 5310 (MAP-21) Grant Funds SECTION 5307 and 5310 ( MAP-21) GRANT FUNDED SERVICE III Capital Investments (continued) 5. ITS-related software / hardware improvements (A) Expanded Geographic Coverage PRIMARY SERVICE GOAL (B) Expanded Hour/Days of Service (C) Improved System Capacity (D) Improved Access / Connections 6a. Elevators (E) Improved Customer Knowledge 6b. Large capacity wheelchair lifts added to vehicles Number of elevators added Elements 6c. Wheelchair securement areas assed to vehicles Number of large capacity wheelchair lifts added Elements 6d. Other infrastructure improvements Number of wheelchair securement areas added

15 Appendix B-2 Service Reporting Matrix RTC of Southern Nevada Section 5307 and 5310 (MAP-21) Grant Funds SECTION 5307 and 5310 ( MAP-21) GRANT FUNDED SERVICE (A) Expanded Geographic Coverage I. Operational-Based 1. Demand response service (Beyond service required 1a. Same-day ADA Paratransit service 1b. Door-to-door or door-throughdoor PRIMARY SERVICE GOAL (B) Expanded Hour/Days of Service (C) Improved System Capacity (D) Improved Access / Connections 1c. Volunteer driver program 2. User-side subsidy/ vouchers (e.g., taxis) 6. Vanpool 7. Aide/escort assistance (E) Improved Customer Knowledge