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2019 Program Guide and Funding Application:
Regular Annual Solicitation:
Enhanced Mobility for Seniors and Individuals with Disabilities (Section 5310)
Transit Coordination Assistance Projects Large Urban area
Contents
Elderly and Disabled (Section 5310) Application and Program Overview
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Project Eligibility 5Application Instructions and Project Selection Criteria
Appendix A – MNDOT Transit Project Manager Contacts Appendix B - Project Selection Score Sheet
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Appendix C - Sample 5310 Resolution 10
For assistance with this application, including accessible access, contact:
Robert [email protected] Department of TransportationOffice of Transit and Active Transportation (OTAT)Mailstop 430395 John Ireland BoulevardSt. Paul, Minnesota 55155
*Formerly the 5317 New Freedom Program
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Section 5310 Application and Program Overview
The Enhanced Mobility for Seniors and Individuals with Disabilities (5310) formula grant program aims to remove barriers to transportation services and expand transportation mobility options. The Moving Ahead for Progress in the 21st Century (MAP-21) was enacted in 2012 and provides federal funding for surface transportation programs. The legislation includes the Federal Transit Administration Section 5310 program. The MnDOT Office of Transit coordinates the Rural, Small Urban and Large Urban 5310 programs. Minnesota’s small urban areas include Duluth, East Grand Forks, Mankato, Moorhead, St. Cloud, Rochester, and La Crescent. Minnesota’s Large Urban is the 7 county metro area including Minneapolis and St. Paul. Funding allocations are made by MnDOT on an annual, competitive basis.
Program DefinitionsFor definitions of terms related to the Elderly and Disabled (5310) program, please refer to FTA program circular 9070.1G. For this circular and other additional information on the 5310 program go to http://www.fta.dot.gov/
Available FundingThe total amount of available funding for the Elderly and Disabled (5310) program Rural, Small Urban and Large Urban programs is dependent upon FTA appropriations.
Important Program Dates for Fiscal Year 2019* Solicitation
The 2019 Section 5310 Program Solicitation will be open for applications that facilitate capital assistance projects in each of the three project areas described above. Applications for traditional vehicle capital will be accepted in all three project areas, while applications for Transit Coordination Assistance (TCAP) projects will be limited to projects originating in the Large Urban market, according to the following program schedule.
April 3 Applications available on OTAT website and Blackcat Grants. April 3rd, 5th, and 9th Application workshops May 5 Establish an Account in Blackcat Grants Management System. June 22nd Complete Public Notice/Send letters to area transportation providers
(Retain Affidavit and letters, upload to application) June 29 Completed Application due in Blackcat Grants August 8 Statewide Review Committee reviews applications September 28 Notification of Award January/March 2019 Grant contracts signed and executed
* All dates are “2018” except where indicated.
Application Preparation and SubmissionAll applicants must contact their Transit Project Manager as soon as possible (See Appendix A for contact information) to discuss prospective project. Applicants must be established (Organization Tab completed) in the Blackcat Grants Management system Application System by May 5, 2018. If you are new to the Section 5310 program, you must obtain an account in Blackcat Grants http://mndot.blackcatgrants.com. For assistance creating an account, contact Charles Morris, IT Coordinator; at [email protected].
All applications must be submitted electronically via Blackcat Grants by 4:00 pm CDT on June 29, 2018.
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Notify Robert Clarksen, Program Coordinator by e-mail at [email protected] when your application has been submitted and carbon copy (cc) the District Transit Project Manager in your area.
If you are encountering issues with making any entries in Blackcat Grants, it is imperative you work with your Project Manager to resolve them as incomplete applications will not be considered.
Technical AssistanceOffice of Transit and Active Transportation staff is available to assist applicants seeking Section 5310 program funding in all phases of the application and implementation process. When completing the application, contact the Transit Project Manager assigned to your geographic area (referenced in Appendix A). Office of Transit and Active Transportation staff work cooperatively with the Transit Project Managers located in each of the MnDOT districts to provide technical assistance for planning, project development, vehicle procurement, scheduling, marketing, computer program development, and route and system development. On-going technical assistance provided by the Office of Transit and Active Transportation staff and Transit Project Managers includes:
On-going technical assistance provided by the Office of Transit staff and Transit Project Managers includes:1. Providing input into 5310-related transit service development plans or assisting and advising in
potential program changes;2. Providing methodology for review and analysis of transit operations related to 5310;3. Providing funding continuity with local, state and federal units of government;4. Providing and assisting in the development of system expertise in areas such as transit labor costing, as
applicable; route design; marketing campaigns and computer usage;5. Providing assistance in meeting state and federal regulations, e.g., civil rights requirements;6. Providing assistance in coordinating transit services;7. Providing marketing assistance to recipients;8. Assisting recipients in purchasing equipment capital;9. Assisting in the development of transit operations specifications and issuing RFPs in accordance with
federal and local procurement guidelines.
For technical assistance in preparing 5310 applications, you may contact the Transit Project Manager for your area. Questions about the program, workshops and application should be directed to Robert Clarksen, Program Coordinator, at 651-366-4182 or [email protected].
Application Workshop and Technical Training
The annual Technical Training and Program Workshop is intended to advise current subrecipients on compliance with program requirements and to ensure that new applicants understand the application process. The morning session is aimed at existing subrecipients while the afternoon session is intended primarily for new applicants or those unfamiliar with the program process. Dates and locations are noted below:
Workshop Locations Section 5310 Workshop Dates and TimesBaxter MnDOT Brainerd Office 7694 Industrial Park Road Baxter, MN 56425 Phone: 218-828-5700
Tuesday April 3, 2018Technical Training 9:00-12:00 noonApplication Workshop 1:30-4:00 pm
Mankato MnDOT Mankato Office 2151 Bassett Drive
Mankato, MN 56001-6888 Phone: 507-304-6100
Thursday April 5 , 2018Technical Training 9:00-12:00 noonApplication Workshop 1:30-4:00 pm
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Metro MnDOT Training Center 1900 County Road I West
Shoreview, MN
Thursday April 9, 2018Technical Training 9:00-12:00 noonApplication Workshop 1:30-4:00 pm
Project SelectionContracts will be awarded based on the Statewide Review Committee’s recommendation upon evaluation of each application. To evaluate applications, the evaluation committee will utilize the criteria for scoring applications described in the section “2019 Application Instructions and Project Selection Criteria” found on pages 8-12 of these instructions. Preference will be given to applications demonstrating extensive partnerships with other agencies as MNDOT values the coordination of service delivery (see items 5, 7, 8, and 9 under scoring criteria, pages 8-12). To develop its program funding recommendation, the Statewide Review Committee will incorporate feedback from the Transit Project Manager representing the district from which the project originates.
See Appendix B for the project scoring criteria used by the statewide review committee. The statewide review committee includes, but is not limited to, representatives of community action agencies; regional development commissions; the Minnesota Department of Human Services, Disability Services; the Minnesota Department of Employment and Economic Development; the Minnesota Public Transit Association; the Minnesota State Council on Disability; the Minnesota Department of Human Services, Aging and Adult Services; MNDOT Transit Project Managers; MNDOT planning staff; and the MNDOT 5310 Coordinator.
Appeal ProcessIf an application is not funded based on committee recommendations, the applicant may appeal the outcome by initiating an appeal. The appeal will rely on a written notice of appeal from the applicant that clearly states the organization’s name, contact person, address, phone number, project description and the rationale for the appeal. The notice of appeal must be addressed to Tim Sexton, Director, MNDOT Office of Transit and Active Transportation and Active Transportation, 395 John Ireland Blvd, MS 430,St. Paul, MN 55155-1899.
In the event of an appeal,
Staff will verify that thee notice of appeal was postmarked no later than 14 calendar days from the date by which MnDOT notified the applicant’s funding status (award).
The Office of Transit and Active Transportation director will review any appeal and provide a written response within ten working days.
Grant Contract Award Approved applicants will enter into a contract with MnDOT and should be prepared to abide by all applicable federal requirements regarding civil rights, drug and alcohol testing, procurements and other requirements. An attorney’s signature is required on all federal certifications and assurances. To obtain a detailed copy of these requirements, please contact Robert Clarksen at 651-366-4182 or [email protected] .
Notice of Grant Contract Award Approved applicants will be notified that projects have been selection shortly after the Statewide evaluation concludes to provide a basic expectation of potential funding as well as to remind future subrecipients that no work may be conducted prior to the execution of a contract so as to maintain eligibility for reimbursement under Federal 5310 program guidelines. For applications received by the solicitation deadline, awards will be announced in the fall of the year preceding implementation.
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Pre-Award AuditApproved grant recipients may be required to undergo a pre-award audit from MnDOT’s Office of External Audits. The purpose of the audit is to determine the capability of the recipient’s financial practices in accounting for the grant funds.
Reporting Requirements and Reimbursement for PaymentGrant recipients are required to report project implementation progress and performance each month during the contract period. This report must be included with the grant recipient’s monthly Request for Funds (RFF), the invoice to the state for reimbursement of expenses incurred the previous month. Grant recipients are also required to submit additional information to the Blackcat Grants Management system, including cumulative expenditures, ridership, and a variety of other data as required by contractual agreement. The monthly report must be submitted electronically to your Transit Project Manager for approval. Grant recipients that do not submit required reporting on time are subject to payment withholding until reporting requirements are fulfilled.
Once the Request for Funds is received and approved MNDOT will process the Request for Funds and will reimburse the approved entity up to the allotted amount.
MNDOT may require additional progress reporting depending on the nature of the project and federal requirements. Under MAP-21, examples of reporting required for other MAP-21 FTA Section 5310 projects include:
(1) Service Improvements: related to geographic coverage, service quality, and/or service times that impact availability of transportation services for seniors and individuals with disabilities as a result of other Section 5310 projects implemented in the current reporting year
(2) Physical Improvements: Additions or changes to environmental infrastructure (e.g., transportation facilities, sidewalks, etc.), technology, and vehicles that impact availability of transportation services for seniors and individuals with disabilities as a result of other section 5310 projects implemented in the current reporting year.
(3) Ridership: Actual or estimated number of rides (as measured by one-way trips) provided annually for seniors or individuals with disabilities on Section 5310 supported vehicles and services as a result of other Section 5310 projects implemented in the current reporting year.
Minnesota Cooperative Purchasing Venture (CPV)Each applicant may elect to utilize the Minnesota Cooperative Purchasing Venture (CPV) Program to make purchases in support of eligible activities associated with a Transit Coordination Assistance Project. More information regarding the application process required to participate in the CPV is available at http://www.mmd.admin.state.mn.us/coop.htm
Project Eligibility
Eligible ProjectsIn the Federal Section 5310 Program, “Eligible Projects” are projects that “provide Enhanced Mobility to Seniors and Individuals with Disabilities” and activities that “improve access to transportation services”. Applicants are encouraged to develop innovative solutions to meet the needs of individuals with disabilities or seniors in their communities. The following list of eligible activities is intended to be illustrative, not exhaustive.
Mobility Management Marketing and Education (Travel Training) Vehicle Sharing
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For more information on eligible projects refer to FTA Circular 9070.1G
Fiscal Match RequirementsCapital and Mobility Management/Planning projects require a 20% local match. Local match must be provided from sources other than US DOT funds such as:
State or local appropriations, e.g. MN Department of Human Services Community grants Other non-DOT federal funds Dedicated tax revenues Private donations from Charitable Trusts and Foundations Revenue from human service contracts Net income generated from advertising and concessions
Note: Local match cannot be in-kind or non-cash.
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2019 Application Instructions and Project Selection Criteria
Blackcat Grants Management is a software tool used by the Office of Transit and Active Transportation to facilitate the administration of our various grant programs. Use of the system will allow you to make a series of data entries that provide access your account, establish your organization as a prospective 5310 applicant, allow the entry of project information in the application, reporting on implementation progress, and the ability to make requests for funding reimbursement.
Prospective 5310 Applicants have several options for technical support regarding data entry required to complete the application process in the Blackcat Grants Management system:
The MNDOT District Transit Project Manager representing your region (see Appendix A, p. 14), Robert Clarksen, Section 5310 Program Manager (via email) at [email protected] , Blackcat Grants Management maintains a Support Center accessed by phone at 888-238-9707.
2018 Application Instructions and Project Selection Criteria
1. OrganizationCompleting an application in Blackcat Grants begins after an account has been set up for your organization. The first step is to provide basic information about your organization in terms of the agency structure and management. All applicants must complete the entries on the “Organization” Tab in Blackcat Grants Management system as follows:
Organization Overview Manage Users Service Levels Title VI Civil Rights Coordination Activities Calendar Contacts Inventories Contract Management Reporting Certification Performance Measures
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2. ResolutionUpload a resolution to identify the governing body for your organization. The governing body of the applicant organization must adopt a resolution authorizing submission of an application for financial assistance and subsequent execution of a contract and any amendments* with the State of Minnesota. It is recommended that all agencies refer Appendix C for a copy of a sample resolution which can be amended to reflect each unique applicant by attesting to the availability of local funds for the local match requirement, and to designate up to two persons (by title) who have authority to execute a contract with MnDOT on behalf of their organization. Once a resolution is written, your governing body must adopt and sign it before it can be submitted with your application. Applicants are encouraged to convert a signed copy of the completed document to a PDF file format which can be uploaded into the designated box in the resolution area of the application.
* Including a statement referring to the execution of a contract “and any amendments necessary” is important in the event an amendment is required where time is of the essence, as it allows an amendment to be pursued without requiring an updated resolution.
3. Project Description
All applicants must complete the information requested below in “Project Description” under the Grant Tab. Describe the project, including title and type of project. Describe or outline the service (mobility management, marketing and education) or capital project being
applied for. Include times, days and hours of service. Describe the geographic boundaries of the project. Attach a map (8.5 x 11) depicting the project
boundaries. (Copy map into a PDF file and upload into designated box.) Include the actual or estimated destinations that can be accessed as a result of geographic or temporal
coverage of the project. Identify a means to monitor and evaluate project outcomes (e.g. ridership increases, number of people
benefitting from service, or cost savings as a result of the project). Projects seeking capital funds must provide a solid rationale for use of 5310 funds to meet the declared
need.
Applicants are encouraged to propose unique (non-duplicative) projects that address either Mobility Management or Marketing and Education strategies to improve transportation mobility options for Seniors and Individuals with Disabilities:
Mobility Management: Mobility management considers both the supply of transportation services and the demand for those services. Projects could accomplish the following:
Provide case management services to target populations addressing the origin to destination needs of individual customers. Increase access and efficiency by developing relationships with many transportation suppliers and
collaborating and building partnerships with a community’s organizations, agencies, policymakers, and elected leaders.
Apply information technology; planning, implementing, and integrating systems of routing, dispatching, and tracking.
Marketing and Education: Increase awareness of existing services. Projects could accomplish the following: Offer travel training to increase targeted population ridership on existing transit service or to train
individuals who are blind to use Audible Pedestrian Signals. Conduct marketing campaigns and community outreach to targeted populations to increase knowledge
and improve perceptions about available transportation services.
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Improve training programs for drivers and volunteers to help them better assist and educate targeted population riders.
Educate regional officials and human services professionals about transportation resources and needs.
4. Service Levels or Volunteer Service
The Service Levels area is used by the provider of transportation services to describe the nature and extent of their intended operations or structure. All applicants should enter the transportation hours of service for the project an entity is overseeing. All applicants seeking capital assistance to develop a volunteer driver project should enter proposed transportation service hours under the “Organizations Tab” by choosing the “Service Levels” menu option at the left of the screen and providing a detailed description of the proposed volunteer coordination activity.
5. People Served
Provide a summary of your primary user population and demographics in “People Served” under the Application Tab.
Indicate number of people served by this project, including primary target population (people with disabilities or seniors) and secondary target populations (people of low income and minorities). Describe demographic conditions within the project geographic area.
The following sources may help with obtaining data. Local Human Service Transit Coordination Plan US Census Bureau Economic, Social and Demographic Characteristics. Other sources may also be acceptable with sufficient explanation.
Scoring preference will be given to applicants who: Clearly identify how the project enhances access for people with disabilities or seniors. Clearly identify how the project enhances access for people with low incomes, minorities, and the
general public.
6. Performance Measures and Outcomes
In “Performance Measures and Outcomes” under the Grant Tab, describe Performance Measures and Outcomes in relation to the proposed or existing project. For proposed projects these measures should be projected and the outcomes would be the goal of the project. For existing projects the performance measures should be a continuation of the project showing the outcome status of previous and current goals.
The performance measures can be self-determined, but should relate to traditional transit activates (new users, improved services, reduced cost..etc.)
Scoring preference will be given to applicants who: Meet the goals of unique situations and opportunities for improved access or efficiency as a result of the
project. Demonstrate how the performance measures of the project are innovative and enhances the mobility of
services to individuals with disabilities and or seniors.
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7. Coordination Activities
Describe how the project fulfills strategies in the Local Human Service Transit Coordination Plan and coordinates with partners in “Coordination Activities” under the “Application” Tab.
In the drop down menus, list entities providing non-fiscal project partnership, such as vehicle-sharing, cross-marketing of services, etc., and describe the nature of their partnership.
In the box labeled “Proposed Coordination Activities,” describe how this project advances one or more strategies listed in your local Local Human Service Transit Coordination Plan. Plans are available at:
o www.coordinatemntransit.org
Scoring preference will be given to applicants who: Address a locally preferred strategy or project identified in your coordination plan. Contact your local
RDC or MPO for further explanation of locally preferred strategies. Provide letters of support from community representatives and partnering organizations. Diversity
among entities providing letters of support is recommended. Letters should indicate the nature of support for the project. (Copy each letter into a PDF file and upload into designated box.)
Clearly identify how partners and stakeholders will stay involved throughout the project.8. Partnerships
In “Partnerships and Local Match” under the Grant Tab, complete the required information for partnering organizations that provide fiscal support.
Identify fiscal partnerships with existing public and private human service agency transportation providers, non-transit entities and/or private non-profit/for-profit operators. The project must have at least two active fiscal partners in addition to the applica/t. If the project has more than two partners, insert additional tables as necessary.
Applications must include a letter from each participating fiscal partner. (Copy each partner letter into a PDF file and upload into designated box.)
Scoring preference will be given to applicants who: Demonstrate legal commitments from fiscal partners. Submit partnership letters expressing fiscal commitment to the project during and beyond the period for
which 5310 funds are requested. (Copy any agreements into the same PDF file that includes that entity’s partner letter and upload into designated box.)
9. Organizational Background
Summarize organizational experience in “Organizational Background” under the Grant Tab to demonstrate the applicant’s ability to effectively manage the proposed project.
Describe the applying entity’s history managing programs similar to the proposed project, including annual trips provided and/or annual clients served.
Describe organizational resources for the project (staff, fleet, volunteer support and managerial experience of similar projects).
Prove financial capacity and describe the applying entity’s annual budget and other financial resources. (copy entity financial statement into a PDF file and upload into designated box)
Scoring preference will be given to applicants who: Demonstrate organizational and fiscal capacity to deliver proposed project. Demonstrate previous experience delivering similar projects to the proposed project.
10. Operational Budget and Operational Statistics9
Enter the total budget request and operational statistics in “Operating Request” under the Grant Tab. Applicants must request a minimum $25,000 of federal funds.
Scoring preference will be given to applicants who: Demonstrate budget request is appropriate to the size of project proposed
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Appendix A – MNDOT Transit Project Manager Contacts
ROBERT CLARKSEN 5310 Program/Metro District395 John Ireland BlvdSt. Paul, MN [email protected]
JARVIS KEYS Metro District 395 John Ireland BlvdSt. Paul, MN [email protected]
JOHN GROOTHUIS JAN KLASSEN JEAN MEYERDistricts 4 and 8 District 7 District 62505 Transportation Road 180 County Road 26 2900 - 48th Street N.W.Willmar, MN 56201 Windom, MN 56101 Rochester, MN 55901320.214.6361 507.831.8011 507.280.3100 [email protected] [email protected] [email protected]
KENT EHRENSTROM VACANT SUE SIEMERSDistrict 2 District 1 District 33920 Highway 2 West 3725 - 12th Street NorthBemidji, MN 56601 St. Cloud, MN 56303218.755.6555 320-223-6556 [email protected] [email protected]
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Appendix B: Transit Coord. Assistance Project (TCAP) Evaluation Score Sheet
2. A) Project Description Project meets eligibility requirements under FTA Circular 9070.1. 1
2. B) Project Description Project provides Mobility Management, Marketing and Education or Capital for equipment purchases 4-6
3. Service Levels and/or Volunteer Service 04. People Served Applicant clearly identifies how the project enhances access for people with disabilities or seniors. Applicant clearly identifies how the project enhances access for people with low incomes, minorities, and the general public.
0-30-3
5. Performance Measures and OutcomesMeets the goals of unique situations and opportunities for improved access or efficiency as a result of the project. Demonstrate how the performance measures of the project are innovative and enhances the mobility of services to individuals with disabilities and or seniors.
0-20-2
6. Coordination ActivitiesProject addresses a locally preferred strategy or project identified in its regional coordination plan. Letters of support from community representatives and partnering organizations demonstrate diversity among entities providing letters.Applicant clearly identifies how partners and stakeholders will stay involved throughout the project.
0 OR 30-20-3
7. Partnerships/Local Match (partner letters*)Applicant demonstrates legal commitments from fiscal partners.Partnership letters express fiscal commitment to the project during the period requesting 5310 funds. Partnership letters express fiscal commitment to the project beyond the period requesting 5310 funds.
0-30-3
0-3
8. Organizational Background (financial statement*)Applicant demonstrates organizational and fiscal capacity to deliver proposed project.Applicant demonstrates previous experience delivering similar projects to the proposed project.
0-40-2
9. Operational Budget and Operational StatisticsApplicant demonstrates budget request is appropriate to the size of project proposed. 0-4
Total Points 43(MAX(
For Item 2: Answer either Item A or Item B depending whether the project is a planning project orFor Item 6: Answer es A, B, and C. For 6 (A), answer either 0 or 3 points depending on the circujmetccccInstructions to reviewers: For each application section, assess the application information for the degree to which it meets scoring preferences listed below.
TRANSIT COORDINATION ASSISTANCE PROJECT APPLICATION SCORING Points Possible Score
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1. Applicant Information 0
2. Project Description
2A. Planning Project that meets eligibility requirements under FTA Circular 9070.1. 12B. Mobility Management project provides Mobility Management, Marketing and Education or Capital for equipment purchases. 4-6
3. Service Levels and/or Volunteer Service 04. People Served
4A. Applicant clearly identifies how the project enhances access for people with disabilities or seniors. 0-3
4B. Applicant clearly identifies how the project enhances access for people with low incomes, minorities, and the general public. 0-3
5. Performance Measures and Outcomes
5A. Meets the goals of unique situations and opportunities for improved access or efficiency as a result of the project. 0-2
5B. Demonstrate how the performance measures of the project are innovative and enhances the mobility of services to individuals with disabilities and or seniors. 0-2
6. Coordination Activities 6A. Project addresses a locally preferred strategy or project identified in its regional coordination plan. 0 OR 36B. Letters of support from community representatives and partnering organizations demonstrate diversity among entities providing letters. 0-2
6C. Applicant clearly identifies how partners and stakeholders will stay involved throughout the project. 0-3
7. Partnerships/Local Match (partner letters*)
7A. Applicant demonstrates legal commitments from fiscal partners. 0-3
7B. Partnership letters express fiscal commitment to the project during the period requesting 5310 funds. 0-3
7C. Partnership letters express fiscal commitment to the project beyond the period requesting 5310 funds. 0-3
8. Organizational Background (financial statement*)project. -2
8A. Applicant demonstrates organizational and fiscal capacity to deliver proposed project. 0-4
8B. Applicant demonstrates previous experience delivering similar projects to the proposed project. 0-29. Operational Budget / Statistics
Applicant demonstrates budget request is appropriate to the size of project proposed. 0-4
Total Points (Maximum of 43) For Item 2: Scores either Item A or Item B depending whether the project is a Planning or a Mobility Management project.For Item 6A: Score will be either 0 or 3 points if the project addresses a locally preferred strategy.
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Appendix C – Sample Transit Coord. Assistance Project TCAP Resolution
5310 Elderly and Disabled Assistance Resolution
Resolved that _______________________________ enters into an Agreement with the State of
Minnesota to receive a Section 5310 Elderly and Disabled Assistance grant to improve access to
provide transportation services and public transportation alternatives to seniors and persons
with disabilities.
Further resolved that ______________________________ agrees to provide a local share of
20% of net capital costs for 5310 Elderly and Disabled Assistance Capital, Planning and
Marketing projects.
Further resolved that ______________________________________________ authorizes the
_________________________ and/or the ________________________________to execute
the aforementioned Agreement and any amendments thereto.
______________________________________________________ ____________Signature of Authorized Applicant Representative Date
(applicant)
(applicant)
(title) (title)
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