Urban Roundtable February 20, 2008 Office of Transit Ohio Department of Transportation

Urban Roundtable

February 20, 2008

Office of Transit

Ohio Department of Transportation

Welcome

Marianne Freed, Administrator

Office of Transit

Agenda Transportation Partners Locally Developed Coordinated Public

Transportation Plans New Programs Urban Transit Program TIP/STIP Flex Fund Transfers Ellis SFY 2009 Project Lockdown

Transportation Partners

PLANNING

PROGRAMMING

IMPLEMENTING

TRANSIT PROJECTS

MPO

ODOT

TRANSIT

SYSTEM

ODOT’s Internal Relationship

CMAQ EligibilitiesSTIP AmendmentsProgram Prjts EllisFlex Fund Transfers

Central OfficeSys Planning & Programming

Central OfficeTransit

DistrictPlanning OfficeHighway STIP Amendments

Transit ST

IP Am

endments

Request to Program

Project in Ellis

Flex Fund Transfer R

equests

CM

AQ

Elig

ibili

ty R

eque

st

MPO & TRANSIT SYSTEM RELATIONSHIP

•All modes of transportation planning

•Work Program - Transit Element

•MPO Certification Review participation

•Keep communication open-both ways

COOPERATIVE WORK ACTIVITIES INCLUDE:

•Emissions analysis for CMAQ eligibility

•Formal TIP amendments for projects not required by FHWA

•Timely submission to MPO of required documents

WORKING TOGETHER

Results in… Better Communication Streamlined Processes Fiscally Constrained Transit STIP Unified Transportation Plan

Locally Developed Coordinated Public

Transportation Plans

Impact on 5310, 5316 & 5317

Locally Developed Coordinated Public Transportation Plans

Section 5310, 5316 & 5317 projects must be “derived from a locally developed, coordinated public transit-human services transportation plan”

Required Elements- Chapter V of each Circular

Assessment of available services that identifies current transportation providers

Assessment of current transportation needs for persons with disabilities, older adults and people with low incomes

Strategies, activities, and/or projects to address the identified gaps between current services and needs, as well as opportunities to improve efficiencies in service delivery

Priorities for implementation based on resources

What is also required?

Public Transit must be includedStakeholders and the public must be

invited to participateThe plan must be adoptedProjects must be listed in the TIP/STIPPlans should be updated every 4 to 5

years

Additional Information

ODOT will review plans and provide feedback

Assist in meeting minimum requirements

Share “Best Practices” Common Problem Issues

Locally Developed Coordinated Public Transportation Plans

Questions and Answers document on the New Freedom, JARC, and Section 5310 programs posted to FTA Website

o http://www.fta.dot.gov/funding/grants/grants_financing_3550.html

New Programs

New Freedom, JARC, CMAQDiesel Emissions Retrofit Grant

New Freedom & Job Access/Reverse Commute

Funding - Apportioned to the State Direct apportionment to the urbanized areas

>200,000 Operating at 50/50 Capital at 80/20

New Freedom & Job Access/Reverse Commute

Program Requirements - Projects must be derived from a “Locally

Developed Coordination Plan” Projects must be competitively selected by

the designated recipient

New Freedom & Job Access/Reverse Commute

Eligible Applicants - Public entities who provide public transit

service Private non-profit organizations designated

by a public entity to provide public transit service

Public entity who is a recipient of the Ohio Coordination Program funds

New Freedom

Eligible Projects - Enhances transportation for people with

disabilities “New” transportation services Beyond the ADA

JARC

Eligible Projects - Existing JARC projects which meet program

goals New projects meeting gaps in existing

transportation services Proposed service must meet program goal of

providing shared-ride access to work or work related activities for low-income individuals

New Freedom & Job Access/Reverse CommuteProgram Revised by SAFETEA-LU - Administered by State for rural and small

urbanized areas Program policy 10% of funding available for “Program

Administration” State management plan Competitive application package STIP programming Federal grant application

New Freedom & Job Access/Reverse Commute

Application Process (Rural & Small Urban) - Program announcement Application Review/Training Preparation of application Competitive selection Submission of application to FTA

CMAQ Program

New Program in FY 2008 Governor designated $5 M to offset

reductions in GRF appropriations Nine grantees selected for the purchase of

29 vehicles Awarded for bus replacement projects Used a competitive selection process

CMAQ Program

Program Requirements - CMAQ eligible Programmed in STIP Supported by DOL agreement Public Participation Process Submit Vehicle Status Report Award by June 1, 2008

CMAQ Program

Current Program Status - CMAQ eligibility approved for all projects STIP amendment pending at FTA Flex funds transfer request at FHWA HQ FTA Grant has been entered in TEAM

CMAQ Program

Next Steps - Submit/Execute FTA grant in TEAM Issue State contracts

CMAQ Program

FY 2009 Program Announced February 15, 2008 Applications due March 17, 2008 More preparation time for STIP and CMAQ

eligibility Transfer funds sooner and award contracts

earlier in the State fiscal year

Ohio Diesel Emission Reduction Grant (DERG)

Ohio SFYs 2008/2009 biennial budget bill established DERG

ODOD program in cooperation with OEPA and ODOT

Program financed with $19.8m in FHWA Congestion Mitigation and Air Quality (CMAQ) funds

Finance projects to reduction diesel engine emissions from public and private fleets in Ohio air quality areas

Ohio Diesel Emission Reduction Grant

Program focuses on pre-2007 model year (legacy diesel) diesel engines (vehicles & equipment)

Eligible project types Vehicle/machinery replacement Equipment repower Engine retrofit Anti-idle equipment

http://www.odod.state.oh.us/diesel%2Demissions

Ohio Air Quality Areas

Ohio Diesel Emission Reduction Grant ODOD issued January 7, 2008 Program RFP RFP Schedule

January 18, 2008 - deadline to submit questions to ODOD web site

February 11, 2008 – proposals due at ODOD February 12 – March 21, 2008

ODOD/OEPA/ODOT review project proposals

March 21, 2008 – ODOD announce project selections

DERG Program Components

Federal CMAQ funding - reimbursement basis program

Project funding 80% federal / 20% match Minimum project cost $20,000 / No max $ All federal procurement, competitive bid,

and advertisement requirements apply Projects must demonstrate a reduction in

mobile source NOx and/or PM2.5 emission reductions

DERG Program Components

FHWA CMAQ project eligibility determination required

Federal project authorizations required prior to any project expenditures

Non-roadway vehicles/equipment eligible if working on title 23 eligible project

Eligible vehicles/equipment must have 5 years remaining useful life (discuss FTA replacement schedule)

DERG Program Components

Project sponsors must document old (original) engines permanently retired from operation

New vehicles/engines must be used for same purpose as retired vehicle/engine

Public private partnerships required for private entity project sponsors

Project Award Processes

Public agency sponsored projects awarded through ODOT LPA program

Private entity sponsored projects awarded through public private partnerships (ODOD lead agency) Administrative, contractual, and fiscal

processes for PPPs not finalized

Ineligible Program Costs

Operating expenses and fuel costs Projects required by any law or other

agreements Expenses incurred prior to official notice of

project funding approval Expenses incurred for work or purchases

not included in the approved project scope Installation costs incurred from in-kind

services or by an unauthorized vendor

Project Selection/Scoring Criteria

Application completeness Annual emission red. of PM and/or NOx Cost effectiveness of the emission red. Percent of emission reductions that will

occur in non-attainment areas. Project Duration Use of bio-diesel Anti-idle equipment Emission reductions near PM 2.5 Hot Spot

Urban Transit Program

Application Reviews, Current Program Status, Upcoming Program

Urban Transit Program Application Cover Letter Resolution

Submit Application and Execute Contract

Plan ahead Can be general to cover all State

Programs

Urban Transit Program Application

US DOT Grant Must submit Fed Grant # on Application

Purchase Order or Board Authorization Projects on lockdown list only

Urban Transit Program Application

Schedule A – Financial Breakdown Include State funded projects only Limit State funding to ONE project

Schedule B – Project Description Lockdown projects only

Schedule C – Proposed Service Changes List current and future

Urban Transit Program Application

Operating and Capital Budget Provide detail line items Submit draft if final is not available

Standard State Assurances Note required data submissions NTD reports must be submitted

Urban Transit Program Application

Current program status All projects have been approved New contract language included in contract Contracts in process

Upcoming program Anticipate deadline December 15, 2008

Contract Language

“In accordance with Executive Order 2007-01S, Vendor or Grantee, by signature on this document, certifies: (1) it has reviewed and understands Executive Order 2007-01S, (2) has reviewed and understands the Ohio ethics and conflict of interest laws, and (3) will take no action inconsistent with those laws and this order. The Vendor or Grantee understands that failure to comply with Executive Order 2007-01S is, in itself, grounds for termination of this contract or grant and may result in the loss of other contracts or grants with the State of Ohio.”

www.governor.ohio.gov/GovernorsOffice/ExecutiveOrdersDirectives

Statewide Transportation Improvement Program (STIP)

Tool for Committing the Obligation of Federal Funds Comprised of consolidated project list from each

MPO plus statewide line items for nonurbanized areas

Groups projects for each year of a four-year window

Represents a commitment on the part of local bodies of projects to be implemented

Projects are to be listed under the year in which the obligation will take place

Biennial element projects vs. out year projects

Statewide Transportation Improvement Program (STIP)

Fiscal Constraint STIP not a wish list Represents all meaningful projects, regardless of

source of funds Projects considered fiscally constrained if using

formula funds or if discretionary funds or flexible funds have been committed

Contingency projects may be included, but not as being fiscally constrained

Statewide Transportation Improvement Program (STIP)

STIP Programming Issues Program year vs. appropriation year Concept of Exempt vs. Non-exempt for Air

Quality Administrative modifications vs. TIP amendments Use of TIP process for public input on FTA grant

projects

Statewide Transportation Improvement Program (STIP)

FY 2010-2013 TIP Schedule First draft TIP due to ODOT Planning in January

2009 Second draft TIP w/air quality addressed in March

2009 Final TIP due May 15, 2009 Carryover projects from FY 2008-2011 STIP

Statewide Transportation Improvement Program (STIP)

Coordination between MPOs and Transit Systems on

STIP amendments STIP amendments submitted to FTA quarterly June STIP amendment date moved up because of

deadline for submitting FTA grants Selecting a coordinated schedule to accommodate

ODOT STIP amendment dates “End of Fiscal Year” constraints

STIP Amendments

Revised Amendment table Included on CD Available on website ODOT uses this format for ALL amendments

Transit vs Highway Amendments send to STIP/TIP mailbox FTA requirements are more restrictive than

FHWA

Flex Fund Transfers

Common Questions,Transit System and

MPO Process

Flex Funds Transfers

PID Number Submit Request to Program in Ellis to Office of

Transit CMAQ Eligibility (if applicable)

Submit to Office of Systems Planning & Programming

STIP Submit STIP amendment to Office of Transit

Flex Funds Transfers

FTA Grant Number Contact FTA

Request to Transfer Funds Submit Request to Transfer Flexible Funds

to Office of Transit

Programming Transit Projects into Ellis

Business Rules,

Fiscal Constraint, Responsibilities

Programming Transit Projects into Ellis

Business Rules

Capital projects only (at this time)

New Grants Management Database in design

Developing standard coding/business rules

Programming Transit Projects into Ellis Fiscal Constraint

Current Ellis projects - coding inconsistent Fund Event Names Work Categories Phase FTA Transfers

Unable to run valid reports Federal Apportionments not currently maintained Next to impossible to balance

Programming Transit Projects into Ellis Office of Transit Responsibilities

Enter all Transit project into Ellis TRAC FTA Transfer Earmark TRC

STIP Fiscal Constraint Provide reports as requested

SFY 2009 Project Lockdown

Lockdown Projects,

Project Delivery, Timeline

SFY 2009 Project Lockdown

Lockdown Projects Projects to be awarded during SFY 2009 AND Programmed in STIP using State Urban Transit

Program Funds for one of the following project types:

All Vehicles Major Equipment purchase over $100,000 All Construction (regardless of phase)

SFY 2009 Project Lockdown

Project Delivery Award dates must be established at time of

lockdown Projects not awarded as scheduled risk State

funding being withdrawn Grantees with projects on SFY 2009 Project

Lockdown list will be required to submit these projects in their SFY 2009 Urban Transit Program Formula Grant Application

SFY 2009 Project Lockdown

Timeline 1St Draft Posted to Transit website March 28 Comments due April 11 2nd Draft Posted to Transit website May 2 Comments due May 16 Final Posted to Transit website May 30

All comments must be submitted via e-mail to Urban Program Coordinator on the Lockdown Form (Juana.Hostin@dot.state.oh.us)

Questions & Answers