Memorandum Date: 02.14.18 To: Prospective Project Sponsors From: Aprile Smith Senior Transportation Planner Through: Subject: Amber Crabbe Assistant Deputy Director for Policy and Programming Cycle 5 Lifeline Transportation Program Call for Projects APPLICATIONS DUE BY 5 P.M. ON MARCH 23, 2018 The San Francisco County Transportation Authority (Transportation Authority) is pleased to announce a call for projects for up to $2.578 million in San Francisco Cycle 5 Lifeline Transportation Program (LTP) funds. The Metropolitan Transportation Commission (MTC) established the LTP to fund projects improving mobility for low-income Bay Area residents that: evolve out of a collaborative and inclusive planning process; address gaps or barriers identified through community-based transportation plans, other substantive local planning efforts, or other documented assessment of transportation needs of low-income persons; and improve a range of transportation choices. This memo highlights the most critical information for potential LTP projects in San Francisco. MTC s detailed guidelines are provided in Attachment 1 and referenced throughout the memo in a box at the end of each section. This memo includes the following sections: 1. Program Administration 2. Available Funds and Local Match 3. Eligible Project Sponsors 4. Eligible Projects 5. Prioritization Criteria 6. Project Delivery Requirements 7. Monitoring Requirements 8. Application Process 9. Schedule 10. Contact Information Please visit the Transportation Authority s LTP website (http://www.sfcta.org/lifeline) for call for projects materials and any updates after the release of this call. P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 1 of 8
1. PROGRAM ADMINISTRATION In its role as the Congestion Management Agency (CMA), the Transportation Authority is responsible for administering Cycle 5 LTP. MTC s Guidelines: Sections 2 and 5 2. AVAILABLE FUNDS AND LOCAL MATCH The $2.578 million in available LTP funds includes up to $1,776,707 in State Transit Assistance (STA) and $801,563 in Federal Transit Administration (FTA) Section 5307 Urbanized Area Formula Job Access and Reverse Commute (JARC) funds, covering a two-year programming cycle. Project sponsors may initiate claims on the STA funds immediately upon MTC approval of the Cycle 5 LTP program of projects, anticipated July 2018. JARC funds will also be subject to MTC approval, then require subsequent programming approval in the Federal Transportation Improvement Program (TIP) and obligation of the funds in an FTA grant. FYs 2016/17 and 2017/18 Total Funds County Total STA $1,776,707 $2,578,270 JARC (Section 5307) $801,563 Programming variability: Due to the uncertainty of forecasting STA revenues, MTC requires CMAs to program 95% of their county s estimated STA amount (i.e. $1,732,392 for San Francisco, or $44,315 less than the original estimate), and develop a contingency plan for the remaining 5% should it become available. Our programming recommendation will include a strategy to program the revenue above the 95% level (i.e. up to an additional $44,315) should the actual revenue level match the original estimate. FY 2017/18 funds are subject to revision based on actual revenue generation (STA funds) and federal appropriations (JARC funds); therefore, sponsors may have to defer the start of the projects selected for FY 2017/18 programming until the funding is appropriated and secured. Local match: The LTP requires a minimum local match of 20% of the total project cost except for JARC operating projects and auto-related projects, both of which require a 50% match. Sponsors may use non-department of Transportation federal (e.g. grants from Department of Health and Human Services or Department of Housing and Urban Development), state (e.g. Transportation Development Act or operator-controlled STA), or local (e.g. local sales tax or private foundation grants) fund sources for the match. The match may also include a non-cash component (e.g. donations, volunteer services, in-kind contributions) as long as the value of each is documented with a letter of commitment as part of the application, represents a cost that would otherwise be eligible under the program, and is included in the net project cost in the project budget. Transportation Development Credits ( Toll Credits ) are not an eligible source of local match for the Lifeline Transportation Program. Minimum/Maximum: In light of the administrative effort of securing and administering LTP funds, we recommend a minimum grant request of $300,000, though not strictly requiring it. There is no maximum grant amount beyond the fund availability. MTC s Guidelines: Sections 3, 7, 11 (for availability by fiscal year), 18, and Appendix 1 (for overall funding source information) P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 2 of 8
3. ELIGIBLE PROJECT SPONSORS See table below for eligible recipients and sub-recipients by each funding source. Eligible sub-recipients can receive funds only if partnered with an eligible recipient. Therefore, we strongly encourage eligible sub-recipients to consider applying only if they have a strong partnership with an eligible recipient who has agreed to pass through the funds. Applicants without an identified eligible partner should contact us immediately. STA JARC (Section 5307) Eligible Recipients Transit operators City/county agencies eligible to claim TDA Article 4, 4.5, or 8 funds Transit operators that are FTA grantees Eligible Sub-recipients Public agencies that are not eligible to receive funds directly Non-profit organizations JARC applicants must be prepared to comply with all federal requirements as specified in 49 U.S.C Section 5307; FTA Circulars C 9030.1E, 4702.1B and 4703.1; the recipient s most current FTA Master Agreement; and the most current Certifications and Assurances for FTA Assistance Programs. If partnered with sub-recipients or using third-party contractors, direct recipients will also be responsible for ensuring all sub-recipients and contractors comply with federal requirements. MTC s Guidelines: Sections 4, 16 (for pass-through arrangements and responsibilities), and 17 4. ELIGIBLE PROJECTS The LTP is intended to fund innovative and flexible operating and capital projects that address transportation needs of low-income populations, many of whom are transit-dependent. Examples of eligible projects include: new, enhanced, or restored transit service, including late-night and weekend services; transit stop enhancements; purchase of vehicles or technologies; transit-related aspects of bicycling 1 ; shuttle service; and various elements of mobility management. For reference, see Attachment 2 for a list of previously LTP-funded projects in San Francisco. Projects must be consistent with requirements of at least one of the fund sources, as summarized in Appendix 1 of MTC s Guidelines (Attachment 1). In particular, JARC funds are restricted to projects that improve access to employment and related activities. In order to receive operating assistance under Section 5307, a project must qualify as development (e.g. creation of a new service, or expansion of an existing service s area or hours of operation) or maintenance (e.g. continuation of services that have previously received JARC funds) of transportation services. Continuation of existing services that have not received JARC funds is not eligible. See FTA Section 5307 Circular (FTA C 9030.1E), Chapter IV, Section 5.a for details. 1 Examples of Section 5307-eligible transit-related aspects of bicycling include adding bicycle racks to vehicles to support individuals that bicycle a portion of their commute; providing secure bicycle parking at transit stations; and bicycle sharing infrastructure and operating expenses near transit stations, but not the acquisition of bicycles. See FTA Section 5307 Circular, Chapter IV, Section 5.e(7) for details. P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 3 of 8
MTC s Guidelines: Section 6 and Appendix 1 TDA Statutes and California Code of Regulations: Articles 4, 4.5 or 8 (detailed guidelines for STA): https://tinyurl.com/yc77vnof FTA Section 5307 Circular: Chapter IV (detailed guidelines for Section 5307 (JARC): https://tinyurl.com/ydc52rhb 5. PRIORITIZATION CRITERIA Only eligible projects will be further evaluated using the prioritization criteria described below. MTC s Guidelines largely dictate the overall criteria, and San Francisco-specific criteria are marked with italicized text below. Project Need/Goals and Objectives: Projects will be evaluated on the significance of the unmet transportation need or gap that the proposed project seeks to address and for how the project activities will address the transportation need. Project application should clearly state the overall program goals and objectives, and demonstrate how the project is consistent with the goals of the Lifeline Transportation Program. Community-Identified Priority: Priority will be given to projects that directly address transportation gaps and/or barriers identified through a Community-Based Transportation Plan (CBTP) or other substantive local planning effort involving focused, inclusive engagement to low-income populations. Applicants should identify the CBTP or other substantive local planning effort, as well as the priority given to the project in the plan. Links to San Francisco s CBTPs are included in Attachment 4. Other projects may also be considered, such as those that address transportation needs identified in MTC s 2018 Coordinated Public Transit-Human Services Transportation Plan, countywide or regional welfare-to-work transportation plans, or other documented assessment of needs within designated Communities of Concern (see map in Attachment 3). Findings emerging from one or more CBTPs or other relevant planning efforts may also be applied to other low-income areas, or otherwise be directed to serve low-income constituencies within the county, as applicable. Sponsors must demonstrate community and agency support and/or lack of significant opposition at the time of application. Implementation Plan and Project Management Capacity: Priority will be given to projects that are ready to be implemented in the timeframe that the funding is available and have no foreseeable implementation issues that may affect project delivery. For projects seeking funds to support program operations, applicants must provide a well-defined service operations plan, and describe implementation steps and timelines for carrying out the plan. For projects seeking funds for capital purposes, applicants must provide an implementation plan, milestones and timelines for completing the project. Project sponsors should describe and provide evidence of their organization s ability to provide and manage the proposed project, including experience providing services for low-income persons, and experience as a recipient of state or federal transportation funds. For continuation projects that have previously received Lifeline funding, project sponsor should describe project progress and outcomes. Project Budget and Sustainability: Projects that have secured funding sources for long-term maintenance beyond the grant period will be prioritized. Applicants must submit a clearly defined project budget, indicating anticipated project expenditures and revenues, including documentation of matching funds. Proposals should address long-term efforts and identify secured or potential funding P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 4 of 8
sources for sustaining the project beyond the grant period. Cost-Effectiveness and Performance Indicators: Priority will be given to projects where the applicant demonstrates that the project is the most appropriate and cost-effective way in which to address the identified transportation need. Applicants must also identify clear, measurable outcome-based performance measures to track the effectiveness of the service in meeting the identified goals. A plan should be provided for ongoing monitoring and evaluation of the project, as well as steps to be taken if original goals are not achieved. Coordination and Outreach: Projects that are coordinated with other community transportation and/or social service resources will be prioritized. Applicants should clearly identify project stakeholders, and how they will keep stakeholders involved and informed throughout the project. Applicants should also describe how the project will be marketed and promoted to the public. Transit Operations Serving Communities of Concern: The project will be prioritized if it is a transit operating project that supports San Francisco Communities of Concern (Attachment 3 provides a map of San Francisco s) since LTP is one of the few sources that the Transportation Authority can direct to operating projects. For the scale of funding available for this LTP call for projects, operating projects provide an opportunity for a broad geographic distribution of benefits to Communities of Concern. Project Sponsor s Priority of Application: For project sponsors that submit multiple applications, project sponsor s relative priority for its applications will be taken into consideration. Program/Geographic Diversity: After projects are evaluated based on all of the above criteria, a program/geographic diversity consideration will be applied to the entire draft recommended list. 6. PROJECT DELIVERY REQUIREMENTS All LTP projects are subject to MTC s project delivery requirements as follows: STA: Expend funds within three years of the date that the funds are programmed by MTC. JARC funds: Submit FTA grant application by August 2021 for FY 2016/17 funds and August 2022 for FY 2017/18, and expend within three years of the FTA grant award. For sub-recipients, the three-year timeline starts from the date of execution of agreement with the passthrough agency. MTC s Guidelines: Section 13 7. MONITORING REQUIREMENTS As the LTP administrator, the Transportation Authority is responsible for programmatic, fiscal, and project delivery oversight. It must ensure that sponsors deliver LTP projects in a timely manner and meet all deadlines, and that projects remain consistent with the original purpose and general scope approved by the Transportation Authority Board and MTC. Performance Monitoring: Sponsors must establish project goals and identify performance measures to track the effectiveness of the project in meeting the project and overall LTP goals, describe a plan for ongoing monitoring and evaluation of the project, and detail steps to be taken if original goals are not achieved. Minimum requirements by project type include: For service-related projects, such as fixed-route or shuttle service or non-capital mobility P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 5 of 8
management activities: documentation of new units of service provided with the funding (e.g. number of trips, service hours, workshops held, car loans provided, etc.), cost per unit of service (e.g. cost per trip), and a qualitative summary of service delivery procedures employed for the project For capital projects: establishment of milestones and reporting on the status of project delivery. Reporting: Sponsors are responsible for satisfying all reporting requirements, as referenced in Appendix 1 of MTC s Guidelines, and submitting quarterly progress reports via the Transportation Authority s Portal: http://portal.sfcta.org. Sponsors are also required to copy Transportation Authority staff on all reports and requests submitted to MTC and other funding agencies. Amendments: All budget and scope changes must be approved first by the Transportation Authority and then by MTC to ensure consistency with LTP goals. MTC s Guidelines: Sections 14 and 15 8. APPLICATION PROCESS Outreach and Evaluation: We discussed the Cycle 5 LTP opportunity at the Transportation Authority s January 18 Technical Working Group (TWG) meeting and will provide an overview of the call for projects at the February 15, 2018 TWG meeting. Transportation Authority staff are also available to discuss the call or potential projects upon request throughout the project solicitation process. Upon receipt of applications, we will first screen for eligibility, including consistency with LTP goals and objectives, qualifying sponsorship, eligible scope of work by fund source, and sufficient local match. Once determined eligible, we will forward applications to San Francisco s LTP Evaluation Panel, comprised of Transportation Authority staff, one representative from MTC s Policy Advisory Council (if available), and other representative stakeholders (e.g. transit operators, community-based organizations, or social service agencies). The LTP Evaluation Panel will rank competing projects, using the prioritization criteria described in the previous section, with efforts to avoid a conflict of interest in selecting projects. Based upon the LTP Evaluation Panel findings, we will develop a final funding recommendation and present to the Transportation Authority s Citizens Advisory Committee on April 25, 2018 and the Transportation Authority Board for preliminary approval on May 8, 2018 and final approval on May 22, 2018. Application Materials: In order to be eligible to compete for this call, sponsors must submit an electronic copy of a complete set of application materials by 5 pm on March 23, 2018, with the subject line of Cycle 5 LTP Application [insert sponsor] to: lifeline@sfcta.org. A complete application package consists of: Transmittal Letter: A single letter may cover all of the projects being submitted by a single sponsor and must include a list of the projects being submitted by the sponsor, the amount of LTP funds requested for each project, and the sponsor s priorities if multiple projects are submitted. LTP Application (Attachment 5) and all applicable attachments, such as letters of commitment from agencies contributing toward the local match and letters of support. Templates for the Microsoft Word and Microsoft Excel documents can be downloaded from the Transportation Authority s LTP page (http://www.sfcta.org/lifeline). P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 6 of 8
Resources: All materials and resources are available on the Transportation Authority s LTP page (http://www.sfcta.org/lifeline). Hard copies may be obtained by contacting us (see the Contact section). Links to other related resources and plans are listed below. MTC s LTP page: https://tinyurl.com/y9zobc2b San Francisco s and other counties Community-Based Transportation Plans: https://tinyurl.com/y75bvxv2 Regional Coordinated Public Transit-Human Services Transportation Plan: https://tinyurl.com/ycfsc2xz San Francisco Welfare to Work Handbook: https://tinyurl.com/y9q2qb76 Plan Bay Area 2040 Equity Analysis Report: http://2040.planbayarea.org/sites/default/files/2017-07/equity_report_pba%202040%20_7-2017.pdf San Francisco s Communities of Concern: See Attachment 3, or visit https://tinyurl.com/yafsy2dz for an interactive map TDA Statutes and California Codes of Regulations (Articles 4, 4.5 and 8): https://tinyurl.com/yc77vnof FTA Section 5307 Circular (Chapter IV, Section 5: JARC Projects): https://tinyurl.com/ydc52rhb 9. SCHEDULE The schedule for the call for projects is shown below. Transportation Authority Board and Citizens Advisory Committee meeting dates and materials are subject to change. Please visit http://www.sfcta.org/meetings for more information. January 18, 2018 Transportation Authority Technical Working Group (TWG) - Funding Opportunities Workshop, including Cycle 5 LTP January 24, 2018 MTC Commission approval of LTP guidelines February 6, 2018 MTC issues final LTP guidelines and application to counties February 14, 2018 February 15, 2018 March 23, 2018, 5 p.m. April 19, 2018 Transportation Authority issues Cycle 5 LTP Call for Projects Transportation Authority s TWG Review of Cycle 5 LTP Call for Projects Applications due to the Transportation Authority Transportation Authority s TWG Share staff recommendation on draft Lifeline project priorities April 25, 2018 Transportation Authority s Citizens Advisory Committee ACTION San Francisco Cycle 5 LTP project priorities May 8, 2018 May 22, 2018 May 31, 2018 Transportation Authority Board PRELIMINARY ACTION San Francisco Cycle 5 LTP project priorities Transportation Authority Board FINAL ACTION San Francisco Cycle 5 LTP project priorities Transportation Authority Board-approved Cycle 5 Lifeline program of projects due to MTC P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 7 of 8
July 2018 MTC Commission approval of projects 10. CONTACT INFORMATION We encourage potential sponsors to contact us early in the application preparation process to discuss proposed project(s) and/or receive assistance with project planning and completion of the applications. Transportation Authority Contact: Aprile Smith, Senior Transportation Planner Phone: 415.522.4837 Email: lifeline@sfcta.org Attachments (5): 1. MTC s Cycle 5 LTP Guidelines 2. San Francisco LTP Project List, Cycle 1 through Cycle 4 3. 2017 San Francisco Communities of Concern 4. San Francisco s Community-Based Transportation Plans 5. LTP Application: a. Project summary and narrative (Microsoft Word document) b. Project schedule, funding, and cost detail (Microsoft Excel document) P:\Lifeline Program\2017 Lifeline Program\Call for Projects\LTP Cycle 5 Call - Memo FINAL.doc Page 8 of 8