Program Management Plan

Transcription

1 Los Angeles County Metropolitan Transportation Authority Program Management Plan Job Access and Reverse Commute Program and New Freedom Program FINAL December 2009

2 Los Angeles County Metropolitan Transportation Authority Job Access and Reverse Commute (JARC) and New Freedom (NF) Programs PROGRAM MANAGEMENT PLAN Table of Contents Page 1.0 Goals and Objectives Roles and Responsibilities of LACMTA Updating the Coordinated Plan Coordinating with Stakeholders Eligible Sub-grantees Funding Eligiblity Local Funding Requirements Funding Distribution and Project Selection Criteria Application Cycle Selection Criteria Application Evaluation and Scoring Equity of Distribution Project Approval and Award Timeline Sub-grantees Monitoring Administration of JARC and NF Programs Title VI, Section 504, and ADA Compliance Management of JARC and NF Programs Performance Measures Program Management Plan Updates... 18

3 Appendix A. Fiscal Year 2008 Application Package B. Fiscal Year 2008 Evaluation Package C. JARC Program MOU D. New Freedom Program MOU Program Management Plan JARC and New Freedom Programs

4 1.0 Goals and Objectives PROGRAM MANAGEMENT PLAN The goal of this Program Management Plan (PMP) is to describe the Los Angeles County Metropolitan Transportation Authority s (LACMTA) process for managing the Federal Transit Administration (FTA) Job Access and Reverse Commute (JARC) and New Freedom (NF) programs within Los Angeles County. As part of this process, LACMTA intends to fulfill the following objectives: Identify, contact and inform public agencies, community organizations and non-profit and private for profit organizations providing service for low income and disabled persons, as to the availability of JARC and NF programs transit grants; Establish, promote and conduct an open competitive process for soliciting and evaluating JARC and NF programs funding proposals; Assure that proposals selected for funding are responsive to one or more of the needs identified in the Coordinated Public Transit-Human Services Transportation Plan for Los Angeles County (Coordinated Plan); Establish the requirements for the selected projects to enter into grant agreements with LACMTA; and, Summarize the requirements for managing and reporting the progress for implementing the funded projects. In terms of establishing the overall goals for providing transportation services to disadvantaged and disabled groups, LACMTA promulgated these goals in the Coordinated Plan. This plan was formally adopted by the LACMTA Board of Directors in January It was developed in consultation of stakeholder groups including management and staff of human and social service organizations and their clients, public transit agencies, and other government personnel. The LACMTA Board is comprised of thirteen locally elected officials, including the Mayor of Los Angeles and three of his/her appointees, the five Supervisors of Los Angeles County, and four city council members representing the other 87 cities in Los Angeles County. In addition, the Governor appoints one non-voting member, who is currently the Director of the State of California Department of Transportation (Caltrans) District 7 (Los Angeles and Ventura counties). The Board was briefed on the Coordinated Plan during the development process and had the opportunity to comment on the draft document prior to taking the formal action to adopt it in January The LACMTA Chief Executive Officer (CEO) also apprises the Board on the projects applications recommended for funding, prior to the submission of the grant applications for FTA s final funding approval. Program Management Plan JARC and New Freedom Programs 1

5 In terms of local initiatives, the LACMTA Board has established a locally funded $10 million Immediate Needs Program to provide tokens for the neediest low-income clients within Los Angeles County. This program complements projects funded by the FTA from the JARC and NF programs. In addition, LACMTA s Board annually reviews and approves close to $100 million in funding support to Access Services, Inc. (ASI), the agency responsible for coordinating and providing the complementary paratransit services required under federal law by the American with Disabilities Act of 1990 (ADA). LACMTA has a designated senior representative, who is a voting member of the ASI Board of Directors and actively participates in ASI s meetings and program deliberations. This PMP is a living document. It will be updated regularly to incorporate any expansions and enhancements of the JARC and NF programs, as well as any revisions to the programs management, requirements, or guidelines. 2.0 Roles and Responsibilities of LACMTA LACMTA is unique among the nation s transportation agencies as it serves as transportation planner and coordinator, designer, builder and operator for one of the country s largest, most populous counties. More than 10 million people (nearly onethird of California s residents) live, work, and recreate within LACMTA s 1,433- square-mile service area. LACMTA, as the Regional Transportation Planning Agency (RTPA), is responsible for developing the Long Range Transportation Plan for Los Angeles County. LACMTA s Countywide Planning and Development Department programs and administers funds for a wide array of transportation projects including bikeways and pedestrian facilities, local roads and highway improvements, and goods movement. LACMTA, serving as the pass-through agency, manages and administers FTA programs on behalf of sub-grantees. LACMTA is the Designated Recipient for funds allocated to Los Angeles County from the JARC and NF programs. LACMTA s role includes administering, managing, and programming these funds, conducting a periodic competitive Solicitation for Proposals, and overseeing the implementation of the projects Other LACMTA s responsibilities as the Designated Recipient of funds from the JARC and NF programs are relevant to the Coordination Plan and are briefly described below. 2.1 Updating the Coordinated Plan Since 1994 and as provided under California law, ASI is the designated Consolidated Transportation Service Agency (CTSA) for Los Angeles County. Program Management Plan JARC and New Freedom Programs 2

6 ASI is responsible for the administration of Access Paratransit, the ADA mandated transportation program for Los Angeles County serving the mobility needs of persons with disabilities. Under an annual Memorandum of Understanding (MOU), LACMTA provides funding support for ASI. As part of its responsibilities under its MOU with LACMTA, ASI updates its service inventory and Action Plan, in compliance with the California Social Services Transportation Improvement Act. The Action Plan was updated and expanded to comply with federal requirements under SAFETEA-LU (Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users) for developing a coordinated plan focused on the unmet transportation needs of elderly, disabled, and low-income individuals. The Action Plan resulted in the Coordinated Plan, which included four elements: An assessment of available transportation service providers, both private and public; An assessment of the transportation needs of disadvantaged individuals who may be elderly, disabled, and/or low-income; A listing of strategies to address assessed transportation needs and gaps in service; and, A priority listing of projects to be implemented based on available resources and feasibility for implementing specific strategies identified. The Coordinated Plan for Los Angeles County was adopted in January 2008 and is available at It is SAFETEA-LU compliant and will be updated every three to four years. 2.2 Coordinating with Stakeholders Coordination with stakeholders is heavily emphasized in the Coordinated Plan. This plan lays out various recommended approached for maximizing the potential benefits that can be derived through the coordination of services. As detailed in the Coordinated Plan, a Strategic Planning Committee was established early in the plan s development process. Among those invited to participate were representatives from major public transportation agencies, cities, human services organizations, County Board of Supervisors, and representatives from similar entities from adjacent counties. In addition to LACMTA and ASI staff, representatives from the following agencies participated in the coordination meetings: Los Angeles County Department of Public Social Services. Eastern Los Angeles Regional Center. Developmental Disabilities Area Board 10. Los Angeles Homeless Services Authority. Program Management Plan JARC and New Freedom Programs 3

7 Los Angeles City Commission on Disability. Pomona Valley Transportation Authority. Southern California Association of Governments. ITN Santa Monica (now called ITN Greater LA). Also, presentations were made to the Los Angeles County Bus Operators Subcommittee and copies of the draft Coordinated Plan were mailed to their members for comments. The LACMTA also emphasizes the coordination of services among the region s stakeholders and eligible sub-grantees of funding from the JARC and NF programs. Coordination at the local level is required under the guidelines of the JARC and New Freedom programs. Accordingly, applicants must describe their project level coordination arrangements prior to being considered for grant funding. LACMTA also encourages the efforts of the region s stakeholders to streamline and expand the eligibility of projects and services that could be funded by the JARC and NF programs. For example, ASI is taking the lead and working closely with local and national associations representing the elderly and disabled to pursue legislative proposals to modify regulations in California that currently make it very difficult for social service agencies to obtain reimbursement for non-emergency medical trips that they have to provide for their clients (usually to regional medical facilities located outside the immediate vicinity of the service they provide). 3.0 Eligible Sub-grantees Under the federal guidelines for the JARC and NF programs, the following entities are eligible to apply for projects within Los Angeles County: Local governmental agencies. Public and private transportation providers. Social service agencies. Tribal governments. Non-profit organizations. To be eligible for funding from the JARC and NF programs, proposed projects must be located or either have an origin or a destination within Los Angeles County. Projects in the area of Santa Clarita may also be eligible for additional funding by submitting an application to Caltrans and competing statewide for the portion of the JARC and NF funds made available to California for areas below 200,000 in population. Program Management Plan JARC and New Freedom Programs 4

8 4.0 Funding Eligibility Funding from both JARC and NF programs can be used for planning, capital, or operating costs of services to improve the mobility of the targeted populations. In the case of JARC funds, they are for the purpose of helping low-income individuals access to employment and related activities where existing transit is unavailable, inappropriate, or insufficient. The JARC program also funds reverse commute transit services available to the general public. NF funds support new public transportation services beyond those required by the ADA and also new public transportation alternatives beyond those required under ADA. Under the NF program, new service is defined as service that was not in operation prior to August 10, 2005 and did not have an identified funding source as of that same date. 5.0 Local Funding Requirements Federal funds other than those provided by the United States Department of Transportation (USDOT), as well as state, local and private funding or contributions can be used for the local match. Both JARC and NF funds are eligible to support up to 80 percent of the cost of capital and mobility management projects (i.e., 20 percent non-usdot funds) and up to 50 percent of the net operating costs (i.e., 50 percent non-usdot funds). Grant funds from either the JARC or NF programs may not be used for the purchase of transit fares or monthly/multi-ride passes. However, the programs support the administration and expenses related to new voucher programs for transportation services offered by human service providers. Only new voucher programs or expansion of existing programs are eligible. Vouchers are an eligible operational expense that requires a minimum of 50 percent of the total cost to be provided from non-usdot sources. Coordination with other federal programs that may provide support for transportation, such as health and human service programs, are encouraged. The following are examples of potential sources for matching funds: State or local funds, such as Proposition C local return funds. Non-USDOT federal program funds available to support client transportation. Revenues from contracts with human service agencies. Income generated from advertising and concessions. Donations and supportable in-kind contributions. Volunteer driver programs. In terms of using donations, in-kind contributions, and volunteer services, LACMTA follows the FTA policies contained in the guidance circulars for the JARC and New Freedom programs (FTA C and FTA C ), such as those explained in the following excerpts: Program Management Plan JARC and New Freedom Programs 5

9 Non-cash share(s) such as donations, volunteered services, or in-kind contributions are eligible to be counted toward the local match as long as the value of each is documented and supported, represents a cost which would otherwise be eligible under the program, and is included in the net project costs in the project budget. As for fare box revenue associated with FTA funded projects, it must be used to reduce the net project cost and can not be used as local match. However, FTA s guidance on income from contracts to provide human service transportation is: Income from contracts to provide human service transportation may be used either to reduce the net project cost (treated as revenue) or to provide local match for JARC operating assistance. In either case, the cost of providing the contract service is included in the total project cost. No FTA program funds can be used as a source of local match for other FTA programs, even when used to contract for service. 6.0 Funding Distribution and Project Selection Criteria 6.1 Application Cycle SAFETEA-LU requires that projects and programs to be implemented with funding from the JARC and NF programs to be the outcome of a competitive solicitation for grant applications. The FTA provides some flexibility with the process itself. The competition may be held annually or at intervals up to three years, as determined by the Designated Recipient (i.e., LACMTA) and based on local needs. Given that JARC and NF funds have been authorized under SAFETEA-LU through FY 2009, LACMTA will issue Solicitation for Proposals as needed to fund eligible projects and programs and to avoid the lapsing of any funds that are not obligated in a timely manner. JARC and NF funds need to be obligated within the next two federal fiscal years following the fiscal year in which the funds were appropriated by Congress. In this regard, the federal fiscal year starts on October 1 and ends on September 30 of the following year. Any JARC and NF funds remaining from prior fiscal years and which have not lapsed will be combined with funds from the fiscal year in which the Solicitation for Proposals will take place and those funds expected to be made available within the following fiscal year. Accordingly, JARC and NF funds from up to three consecutive fiscal years could be made available for a competitive Solicitation for Proposals. The LACMTA will conduct competitive solicitations for projects and programs at intervals not to exceed three years. This approach will allow the development of more viable and longer-term projects, reduce the administrative cost of the programs, and allow for other efficiencies. It is also the intent of this maximum interval to coincide with the reauthorization of enabling legislation by Congress, which historically has been every six years. Solicitation for Proposals for the JARC and NF programs may be released concurrently or at different intervals. Program Management Plan JARC and New Freedom Programs 6

10 During Fiscal Year 2006 and Fiscal Year 2009, SAFETEA-LU made available about $36.3 million in JARC and NF funds to fund projects and programs in Los Angeles County resulting from competitive solicitations for proposals. About $25.5 million of this total is anticipated from the JARC Program and the remaining $10.8 million is estimated from the NF Program. LACMTA intends to authorize project expenses annually, contingent upon the levels of federal appropriations expected to be made available by Congress each fiscal year. The awarding and programming of prior JARC and NF program grant funds will be prioritized for obligation in the most current competitive Solicitation for Proposals to avoid lapsing. LACMTA has successfully conducted Solicitation for Proposals in 2007 and LACMTA released a third Solicitation for Proposals in October 2009 to allocate any JARC and NF funding remaining from SAFETEA-LU. Future solicitations for proposals will be contingent on the availability of funds and approval of new legislation by Congress. 6.2 Selection Criteria Consistent with the goals of the JARC and New Freedom programs, the FTA program guidelines, and the needs identified in the Coordinated Plan, proposals will be solicited in the following areas (but may not be eligible under both programs): a. Regional Coordination of Infrastructure Establish a Regional Mobility Management capability within Los Angeles County (or a portion of it) to coordinate specialized transportation services. Develop organizational capabilities for recruiting and training volunteers within the various social service agencies to coordinate the provision of transportation. Develop joint training activities to bring together transit providers and humans services personnel to identify coordinated/mutually supportive operations. Demonstrate how coordination of transportation services and activities can improve the quality and quantity of non-emergency transportation services in a more cost-effective manner. b. Building Capacity Coordinate projects with entities outside the applicant s immediate service area, where longer trips are needed to access major medical and related facilities. Add capacity to existing transportation services or expand service hours to provide needed late evening or weekend service. Train volunteer drivers and establish mileage reimbursement programs. Provide transit improvements such as bus shelters. Establish transportation subsidy/voucher programs using modern technology. Develop shuttle services to help access public transit systems where needed. Develop door-through-door service options for needy clients. Program Management Plan JARC and New Freedom Programs 7

11 c. Information Portals Develop web-based information systems to assist users in identifying and selecting eligible transportation services and in determining the eligibility requirements, costs, and schedules for such services. Develop computerized information and training systems for social service agency employees to help them arrange for the most cost-effective social service transportation options. Develop distribution systems to provide updated transportation information to social service agencies. d. Mobility Management and Coordination Develop a pilot transportation services brokerage program in a limited geographic region to demonstrate the viability of a single entity to screen, qualify, and assign social service agency clients to the most cost-effective transportation options, while still providing an adequate level of service. Demonstrate coordination among adjacent jurisdictions to facilitate access for clients to facilities located outside their immediate local service area. Establish a reporting and evaluation program to assess the effectiveness of implementing brokerage programs on a wider scale. 6.3 Application Evaluation and Scoring A panel comprised of representatives from agencies, such as regional transportation planning agencies, metropolitan planning organizations, transit operators, citizen advisory groups, and social service agencies, will evaluate the applications based on established criteria. A list of agencies with representatives in the evaluation panel will be posted at A copy of the application package and corresponding evaluation package used in the 2008 Solicitation for Proposals are included in the Appendix. The following is a summary of the main evaluation criteria: Degree to which an application meets the goals of the JARC and/or NF programs, is responsive to the needs identified in the Coordinated Plan and the evaluation criteria set in the Solicitation for Proposals, and meets FTA requirements. Only applications meeting these requirements will be considered for further evaluation, ranking, and funding recommendation. Completeness and viability of the proposal s financial plan and implementation schedule. Evidence of coordination with other agencies needing or providing transportation services (e.g., vehicle sharing, purchase of services, joint dispatch, etc.). Projects meeting critical needs in a cost-effective manner in areas that currently lack or have only minimal transportation services for the target population. Program Management Plan JARC and New Freedom Programs 8

12 Proposals to increase operating efficiencies enabling the projects to provide expanded services with fixed or limited funding support. Projects that are viable and sustainable beyond the grant funding period. LACMTA has hired a dedicated Program Manager and supporting staff to oversee and improve coordination of the JARC and New Freedom programs, encourage participation from potential sub-grantees and stakeholders, and improve the effectiveness of project applications. Staff responsibilities include technical assistance, including: i) conducting pre-application workshops (together with Caltrans when possible); ii) advising project sponsors on how to improve the quality/viability of their proposals; iii) assisting applicants with the development of budgets, tracking expenditures and reimbursements, and setting performance goals; and iv) preparing agreements between LACMTA and it s sub-grantees. 6.4 Equity of Distribution Beyond the broad outreach and consultation process undertaken during the development of the Coordinated Plan and the representation of the various provider and user groups on the evaluation panel, the Solicitation for Proposals will be widely publicized and disseminated directly to the agencies providing or needing specialized transportation services in Los Angeles County. The information will also be disseminated through the meetings between the Bus Operators Subcommittee and LACMTA. Information relevant to Solicitation for Proposals, including project awards, workshops, and application guidelines and forms, will also be made available at LACMTA s website at As part of the application process, LACMTA will provide technical assistance to agencies that may not be experienced in the preparation of transportation project proposals, including social agencies providing or funding transportation services. In addition, LACMTA will attempt to hold joint application workshops with Caltrans to ensure agencies have equal access to JARC and NF program information, particularly funding opportunities and Solicitation for Proposals requirements. In this regard, some agencies (such as the City of Santa Clarita) are eligible to apply for JARC and NF funding from Solicitation for Proposals conducted by both Caltrans (for rural and small urbanized areas) and LACMTA. Per the evaluation process set by Caltrans, any eligible grant application that is submitted in response to its Solicitation for Proposals will be forward to the corresponding Regional Transportation Planning Agency (RTPA) for evaluation and scoring. Caltrans will then rank all projects and make final funding recommendations. LACMTA is the RTPA for Los Angeles County. 6.5 Project Approval and Award Proposals will be scored and ranked by a multi-agency evaluation panel, as explained above. LACMTA staff will then submit the list of recommended projects to the CEO for approval. The CEO will notify the Board of the funded projects. Program Management Plan JARC and New Freedom Programs 9

13 The next step will be to submit the grant application(s) to the FTA for approval. This process is possible to the action taken in May 2006 by the Board of Directors to delegate to the CEO the authority to select projects, program funding, and file and execute FTA grant applications, agreements and contracts on behalf of the LACMTA to fulfill the responsibilities of the Designated Recipient of funds from the JARC and NF programs. 6.6 Timeline Award notifications for the JARC and NF programs in response to a Solicitation for Proposals will be posted at Those agencies that were not recommended for funding will be sent letters to inform them of the results of the evaluation process, and in some cases, of any opportunities to revise their proposals for further consideration for funding award. Project sponsors recommended for funding will be sent an award notification letter and a Memorandum of Understanding (MOU) between LACMTA and the project sponsor will be prepared for execution. The MOU will indicate the date of the grant approval by the FTA and the effective date for project implementation. Overall, it may take up to 12 months from the announcement date of the Request of Proposals to the execution of the MOU. This would depend on funding availability, the number of applications received, and whether is going to be an open Solicitation for Proposals or targeted to specific gaps identified in the Coordinated Plan. The following is a tentative schedule for receiving funding awards from the JARC and NF programs: Solicitation for Proposals (1 month): posting information at LACMTA website, delivering letters to list of agencies on file, conducting additional outreach through local media, conducting a minimum of one workshop for each one of the JARC and New Freedom programs. It is the responsibility of eligible applicants to keep track of the information posted on LACMTA s website and to provide and/or their contact information with LACMTA s Program Manager. Solicitation for Proposals for the JARC program and for the NF program may be released concurrently or at different intervals. It may also be the case that general applications are to be solicited and LACMTA s Project Manager will determine the funding source (JARC, NF, or both) that better fits the scope of work of the proposal. This results in added flexibility and funding opportunities and decreases the possibility for the lapsing of funds. Proposals Due (3 months after release of Solicitation for Proposals): applicants may contact LACMTA s staff for technical assistance. Evaluation of Applications (2 months after proposals are due): the LACMTA may contact the applicant to inquire about the contents of the proposal and may request additional information or clarification. Program Management Plan JARC and New Freedom Programs 10

14 The applicant may also be required to provide an oral presentation of its proposal to the evaluation team. Should it be the case that a member of the evaluation panel is from an agency that has submitted a proposal for funding, this member shall not evaluate his/her agency s application or those of other agencies competing for the same funding source or project type/funding category. This limitation also applies to the LACMTA Program Manager and any LACMTA staff. Depending on the number of eligible proposals for evaluation, it may be necessary to divide the evaluation team in different teams to evaluate different groups of proposals that to the extent possible belong to the same project category. Award Notification (1 month after Evaluation of Applications): a letter will be sent to successful applicants with information on the amount and source of the federal award after LACMTA s CEO apprises the Board on the projects recommended for funding. It will also include a request to confirm, in written, the acceptance of the award and the availability and source of the local match. FTA Grant Application and Approval (2 months after Award Notification): LACMTA staff will prepare and submit the grant application to the FTA for approval. Due to the certifications needed, including those from the United States Department of Labor, it may take up to two months for FTA s final approval. Memorandum of Understanding (3 months after FTA grant approval); the time required for execution of the MOU between the sub-grantee of funds from the JARC and/or NF programs and the LACMTA will depend on the availability of supporting documentation from the sub-grantee (such as clear scope of work, timeline for project implementation, project item line budget and cash flow) and its readiness to accept its terms and conditions. The MOU is a boiler plate document that has been approved by County Counsel and is not subject to change. MOU samples for the JARC and NF programs are included in the Appendix. The LACMTA Program Manager will share the boilerplate of the MOU with the applicants during the workshops following a Solicitation for Proposals and will share customized versions after the award notifications. Effective Date of Reimbursable Activities: the MOU specifies the effective date of its terms and conditions, including the period of reimbursable activities. In this regard, the LACMTA will reimburse the sub-grantee for any eligible expenditure incurred (after deducting the required local match) since the effective date of the MOU. However, the sub-grantee may be reimbursed for eligible expenditures incurred prior to the effective date of the MOU provided that it had submitted a written request to the LACMTA and this request was approved. Any expenditure incurred by the sub-grantee prior to the execution of the MOU with LACMTA is the sub-grantee s responsibility. Program Management Plan JARC and New Freedom Programs 11

15 The LACMTA is not committed to reimburse any expenditure if the MOU between the agencies is ultimately not executed, the project is cancelled, the federal funding is not available, or the FTA does not approve the grant application, among other possible scenarios. 6.7 Sub-grantees Monitoring LACMTA will coordinate a sub-grantee orientation workshop after the funding award to provided technical assistance on the process that would need to be followed and the federal requirements that would have to be met to receive the federal funds. LACMTA will also schedule regular meetings with the sub-grantees to discuss issues or concerns regarding their projects and to provide assistance during implementation to ensure projects are consistent with the funding agreement. Subgrantees will also be required to provide quarterly progress reports and an annual report during the period in which they invoice for eligible activities until grant closeout. In this regard, sub-grantees need to keep track of the performance measures identified for their project in the MOU. Sub-grantees would also need to provide supporting documentation when invoicing LACMTA for expenses incurred. Projects sponsors will not be paid in advance of costs incurred. Instead, funds from the JARC and NF programs will be paid to the sub-grantee on a reimbursement basis only. LACMTA will monitor closely all activities by the sub-grantee and take corrective actions to resolve any noncompliance issues, including informing the sub-grantees if they are at risk of losing any of the funding that was awarded. The sub-grantees need also to comply with the auditing requirements specified in the MOU. 7.0 Administration of JARC and NF Programs LACMTA has assigned a dedicated Program Manager and supporting staff to serve as the administrator of the FTA s JARC and NF programs. The Program Manager reports to the Director of Regional Program Management, who is responsible for managing and administering all the grants, contracts, and funding agreements for all LACMTA departments, as well as other project sponsors (sub-grantees) receiving FTA funds. The following summarizes the responsibilities of the JARC and NF Program Manager position. Assists sub-grantees or potential sub-grantees with the development and submittal of grant applications and provides them with technical support to: i) establish project eligibility; ii) manage and administer projects; iii) understand grantee (LACMTA) and federal compliance policies, including procurement guidelines and required matching funds; and iv) understand the conditions on how federal grant funds can be spent. Program Management Plan JARC and New Freedom Programs 12

16 One of the primary means of assistance will by sponsoring and hosting preproposal seminars before each Solicitation for Proposals cycle. LACMTA has also developed a program to host a grantee introduction seminar for all new subgrantees after each selection process. The meeting will allow the LACMTA s dedicated Program Manager to meet with all of the new sub-grantees to discuss general and specific performance goals to be achieved, their reporting and the administrative responsibilities, and LACMTA s standardized invoicing practices. In order to clarify the goals of each project and assist the sub-grantees in the development of good progress reporting and accounting practices, LACMTA s dedicated Program Manager will meet individually with each of the sub-grantees before the beginning of grant expenditures. Ensures that sub-grantees adhere to the FTA Master Agreement, LACMTA s MOU, and other federal and state requirements, as applicable, to ensure federal funds are used according to the established contractual requirements. This activity will be accomplished with site visits and review of sub-grantees records. Seeks from the sub-grantees an annual signed certification that affirms subgrantees compliance with the standard terms and conditions governing the administration of projects funded with federal dollars awarded by the FTA through LACMTA, as described on the MOU or the FTA Master Agreement. This information is provided to the auditors as part of LACMTA s compliance monitoring effort. Prepares an annual cash flow plan of related expenditures for the JARC and NF programs to be included in LACMTA s annual budget for the fiscal year, which starts on July 1. Provides the Program of Projects funded with funds from the JARC and NF programs to the Southern California Association of Governments (SCAG) for inclusion in the Federal Transportation Improvement Program. Prepares a summary of the funds available for distribution for the Los Angeles- Long Beach-Santa Ana urbanized area (UZA 2) and the Lancaster-Palmdale urbanized area (UZA 123) upon approval of the federal budget for the federal fiscal year that starts October 1 and corresponding federal transportation appropriations sometime thereafter and their publication in the Federal Register. The funding allocations will be distributed to the RTPAs for the counties of San Bernardino, Riverside, Ventura, and Orange, as well as to SCAG. Initiates the development of the grant applications for the FTA, and upon FTA s award, initiates the funding agreements with the sub-grantees. Coordinates regular workshops or meetings with sub-grantees to ensure agencies have the technical capabilities to assist their customers with transportation needs and to manage their projects. Program Management Plan JARC and New Freedom Programs 13

17 Manages the updates to the Coordinated Plan and encourages participation from public, private, and not-for profit agencies that provide transportation-related services to the target populations of the JARC and NF programs. Organizes an annual workshop for the region s stakeholders to review project results, evaluate overall program accomplishments, and discuss opportunities for improvements. Unsuccessful applicants from previous Solicitation for Proposals cycles will also be contacted and invited to the workshop to familiarize themselves with the grant programs, the development of a successful application, and the implementation of projects and programs funded by the JARC and NF programs. Unsuccessful applicants will also have the opportunity to meet with LACMTA staff. Assist the sub-grantees with the development of performance measures for each JARC and NF funded project to monitor and report the benefits of the federal investment. This information will be made available to the public for review on the LACMTA website and for updating the Coordinated Plan. Represents LACMTA at meetings with the Caltrans, SCAG, and the FTA. The Program Manager is responsible for maintaining a good working relationship and coordination with the federal, state, regional, and local agencies regarding human services transportation projects and programs funded with the JARC and NF funds. Analyzes federal, state, and local legislation and policies relevant to the JARC and NF programs. Makes recommendations to the Board for improvements in managing and administering the JARC and NF programs. Serves as the point of contact for any activities related to the JARC and NF programs, such as coordinating the reviews and audits performed by the FTA, Caltrans, SCAG, and the General Accountability Office (GAO). In this regard, a dedicated address was established for these federal programs to assist in the communication and dissemination of related information. The address is jarc@metro.net. 8.0 Title VI, Section 504, and ADA Compliance LACMTA requires sub-grantees to document that they distribute FTA funds without regard to race, color, national origin, and disability or discrimination against disadvantaged business enterprises, among applicable civil rights requirements. Not all applicable civil rights requirements are discussed in the PMP. The most recent FTA circular guiding compliance with Title VI (FTA C A) became effective May 13, It updates the 1988 version and takes into account new technology tools, such as GIS analysis and the web in fulfilling compliance requirements. Program Management Plan JARC and New Freedom Programs 14

18 LACMTA complies with FTA s Title VI requirements in the following manner: i) provision of an annual Title VI certification and assurance; ii) development of Title VI complaint procedures; iii) record keeping of all Title VI investigations, complaints, and lawsuits; iv) provision of meaning access to persons with Limited English Proficiency; v) notification to beneficiaries of protection under Title VI; and vi) a requirement that each sub-grantee develops a Title VI program or becomes part of LACMTA s submittal of its Title VI program to the FTA's regional civil rights officer once every three years. Within each of these broad categories are specific requirements for survey and other data collection, analysis, and information distribution that cover transportation programs, construction programs, and transit service planning, operations, and service/fare changes. LACMTA s promotion, administration, and distribution of information and funding relevant to the JARC and NF programs is consistent with LACMTA s Title VI Policy, which is made part of this document by reference. This policy is posted on LACMTA s web site at In order to fulfill Section 504 obligations, LACMTA plans on working closely with its sub-grantees to ensure the goals of their federal JARC and/or NF grants are being met. In order to track this progress, LACMTA s Program Manager will review each submitted invoice and insure that all required backup material is attached and correct in order to validate funds spent, work to resolve any potential ineligibility issues with any sub-grantee and obtain the return of any funds paid out that have been found to have been ineligible. In addition, the Program Manager will review all quarterly and annual reports to ensure consistency with the terms of the federal grant and the MOU s. Finally, the Program Manager will make annual site visits to each sub-grantee to ensure purchased items, service, and/or training funded by the federal grant are in full service, being maintained as per manufacturer s recommendations, and are being used to meet the performance measures set in the MOU and in federal guidelines. The Program Manager will evaluate all projects receiving grant funds for compliance with all relevant ADA laws, regulations and policies and will work with LACMTA s ADA Compliance Administrator and his/her ADA Compliance Unit to provide technical assistance. If any problematic issues occur, the Compliance Administrator will provide technical assistance regarding the resolution of the accessibility issue, evaluate any ADA complaints, and assist in analyzing, interpreting and resolving complaints under applicable ADA laws, regulations and policies. This technical assistance will also be provided if ADA regulations change, or in the event of a new court decision regarding transportation services or facilities, or if an interpretation of ADA regulations is requested. Program Management Plan JARC and New Freedom Programs 15

19 9.0 Management of JARC and NF Programs The following describes the activities to be performed by the Program Manager to ensure federal funds are not lost (lapsed) to the region. The activities described below are part of the oversight and project management activities necessary to ensure that projects funded with JARC and NF funds are implemented in accordance to the FTA program guidelines and funding agreements. Monitor expenses and reimbursements to sub-grantees to ensure compliance with the federal grant award and the MOU. Work with LACMTA s Office of Management and Budget (OMB), Accounting, and Planning to include project-related information in LACMTA s Financial Information System (FIS), such as project identification number, grant number, encumbrance amount, and funding sources. This information is needed for accounting and monitoring of project funding and expenses. Review for accuracy and eligibility sub-grantee invoices, ensure that the required documentation is filed by both LACMTA s Accounting and Planning, approve electronic payments, ensure payments are made as approved, and work with the sub-grantees to resolve any potential eligibility and funding reimbursement issues. Compile and distribute FTA procurement guidelines to all sub-grantees. Work with all grantees to analyze, evaluate, and answer any particular procurement questions they may have relevant to their project(s). Prepare quarterly status progress reports and financial reports and report to FTA s Transportation Electronic Award and Management System (TEAM) prior to the deadlines. Monitor, through yearly site visits, project implementation activities and ensure compliance with federal and contractual requirements. Analyze project activities and determine if any changes to the budget, scope, or schedule are required. Accordingly, initiate and prepare any needed grant and MOU amendments and obtain proper local approvals prior to requesting FTA s approval to grant revisions. Analyze monthly or quarterly project expenses and reimbursements from the FTA and reconcile with FTA s TEAM system for accuracy. Work with LACMTA s Accounting to investigate and resolve any discrepancies. Prepare and file grant budget revisions. Evaluate, prepare and file grant and MOU closeout documents. Program Management Plan JARC and New Freedom Programs 16

20 Work with sub-grantees to set performance measures through the life of the project to track its effectiveness and progress, as described in Section 10.0 and in the MOU. As part of the oversight and project management activities, each project will be assigned a project number in LACMTA s FIS that will be linked to the FTA grant funding the project. Payments will be linked to an encumbrance document created for each project for the maximum amount of federal funds awarded to the project. This encumbrance document (the MOU) has a unique ID assigned to it (MOU number) and is also linked to the FIS project number. All payments made to the subgrantee will be matched against the encumbrance. Encumbrance balances will be reported monthly from FIS. Expenditure reports will be generated by grant for each funded project and will be reviewed by the Program Manager for accuracy. These activities are primarily supported with the funds made available from the JARC and NF programs to LACMTA in its status as the Designated Recipient Performance Measures Consistent with federal guidelines (FTA C and FTA C ) and as incorporated in the MOU, sub-grantees will be asked to show (as applicable) all increased activity due to the grant funded project, such as: Actual or estimated annual number of rides (as measured by one-way trips) as a result of the implementation of a JARC project or for individuals with disabilities as a result of the implementation of a NF project. Actual or estimated annual number of jobs that can be accessed as a result of the implementation of a JARC project. Annual increases or enhancements related to geographic coverage, service quality and/or service times that impact the availability of transportation services for individuals with disabilities. Annual 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 implementation of a NF project. The sub-grantees will also work jointly with LACMTA to establish other performance indicators that are more specific to their projects to measure relevant outputs, service levels, and outcomes. Sub-grantees will be required to report these performance measures on a quarterly basis and on an annual basis and as required by the LACMTA and FTA. Program Management Plan JARC and New Freedom Programs 17

21 11.0 Program Management Plan Updates As stated earlier, the PMP is a living document. It will be updated regularly to incorporate any expansions and enhancements of the JARC and NF programs, as well as any revisions to the programs management, requirements, or guidelines. It will also be updated per the request of the FTA or based on significant input submitted from sub-grantees, eligible applicants, and the general public either by (jarc@metro.net) or by contacting the Program Manager directly. All significant changes to the PMP will require FTA approval. At minimum, the PMP will be updated every three to four years. The latest version of the FTA approved PMP will be posted at LACMTA s website programs/jarc.htm. Program Management Plan JARC and New Freedom Programs 18

22 APPENDIX

23 A. Fiscal Year 2008 Application Package Program Management Plan JARC and New Freedom Programs

24 Job Access and Reverse Commute Program New Freedom Program TABLE OF CONTENTS PAGE I. PROGRAM OVERVIEW A. Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users 1 B. Job Access & Reverse Commute (JARC) Program 1 C. New Freedom Program 1 II. GRANT APPLICATION REQUIREMENTS A. Eligible Applicants 2 B. Eligible Use of Program Funds 2 C. Eligible Projects 2 D. Planning Requirements 2 E. Application Cycle and Funding Availability 3 F. Cost Sharing/Match Requirements 3 G. Project Selection Criteria 4 H. Proposal Evaluation and Scoring 5 I. Project Approval and Award 5 J. Award Notification 5 K. Sample Federal Transit Administration Certification and Assurances 7 III. APPLICATION SUBMITTAL FORMS 9 A. Application Checklist B. Part I. Application Cover Page C. Part II. Project Narrative D. Part III. Proposed Operating Budget E. Part III. Proposed Capital Budget IV. QUESTIONS AND ANSWERS

25 I. PROGRAM OVERVIEW A. Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users On August 10, 2005, the President signed into law the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU). With guaranteed funding for highways, highway safety, and public transportation totaling $244.1 billion, SAFETEA-LU represents the largest surface transportation investment in our Nation s history. The two landmark bills that brought surface transportation into the 21 st century the Intermodal Surface Transportation Efficiency Act of 1991 (ISTEA) and the Transportation Equity Act for the 21 st Century (TEA-21) shaped the highway program to meet our Nation s changing transportation needs. SAFETEA-LU builds on this firm foundation, supplying the funds and refining the programmatic framework for investments needed to maintain and grow our vital transportation infrastructure. SAFETEA-LU addresses the many challenges facing our transportation system today, such as improving safety, reducing traffic congestion, improving efficiency in freight movement, as well as laying the groundwork for addressing future challenges. SAFETEA-LU promotes more efficient and effective Federal surface transportation programs by focusing on transportation issues of national significance, while giving State and local transportation decision makers more flexibility for solving transportation problems in their communities. SAFETEA-LU continues a strong fundamental core formula program emphasis coupled with targeted investment, featuring Safety, Equity, Innovative Finance, Congestion Relief, Mobility and Productivity, Efficiency, Environmental Stewardship, and Environmental Streamlining. B. Job Access & Reverse Commute (JARC) Program The JARC program, Federal Transit Administration (FTA) Section 5316, provides formula funding to states to support the development and maintenance of Job Access & Reverse Commute projects designed to transport welfare recipients and eligible lowincome individuals to and from jobs and activities related to their employment. C. New Freedom (NF) Program The NF program, FTA Section 5317, provides funding for new public transportation services and alternatives beyond those currently required by the Americans with Disabilities Act of 1990 (42 U.S.C , et seq.), to assist individuals with disabilities seeking integration into the work force and full participation in society. For purposes of the New Freedom program, new is defined as any service or activity that was not operational prior to August 10, 2005 and did not have an identified funding source as of August 10, Job Access and Reverse Commute and New Freedom Programs Page 1 of 9