Presentation on theme: "Ohio Department of Transportation Office of Transit JARC/New Freedom Training Thursday, August 14, 2008."— Presentation transcript:
Ohio Department of Transportation Office of Transit JARC/New Freedom Training Thursday, August 14, 2008
Marianne Freed Administrator ODOT, Office of Transit Welcome and Introductions
PROGRESS ON PREVIOUS REQUESTS STIP Programming Public Participation Certifications and Assurances
PURPOSE & SCOPE OF CONTRACT Definitions Service Area Period of Performance Changes to Project Scope Reference: www.fta.dot.gov
GRANT FUNDING Seth Budge Program Coordination ODOT, Office of Transit
GRANT FUNDING Common Rule (A-102) Separate Cost Center Accrual Accounting Payments In-Kind Contributions & Indirect Expenses Fares and Contributions/Net Project Cost Reference: www.dot.state.oh.us/Divisions/Finance/Auditing/Pages/Transit.aspx www.dot.state.oh.us/Divisions/Finance/Auditing/Pages/Transit.aspx
COST CENTERS Separate accounting records required New cost center for each grant No new bank account needed
ACCRUAL ACCOUNTING Accrual accounting required Choice of full accrual books or periodic accruing entries Benefits of accrual
IN-KIND CONTRIBUTIONS Volunteer Drivers Other Contributed Services Both a Cost and a Revenue for Budget Purposes Requires an Approved In-Kind Plan
INDIRECT COSTS Direct Expenses Indirect Expenses Approved Cost Allocation Plan Required
FARES AND CONTRIBUTIONS Fares Recommended Fare Schedules Set by Grantee Security of Fares and Donations Change Not Provided Administrative Handling Net Project Cost
PROCUREMENT Competitive Procurement Specifications Must Be Approved by ODOT in Advance Thresholds for Bids vs. Quotes No Buy Local Preference Applies to Services and Capital/Equipment ODOT Must Approve Bid Awards
MOTOR VEHICLE FUEL TAX EXEMPTION Is my project eligible for this? Where can I get more information on this? Ohio Department of Taxation: 614-466-3503
ELIGIBILITY OF INTEREST External Financing In Support of Program Project For Current Period Cost Interest on Late Payments Not Eligible Must be Lowest Available Rates
ODOT TERM CONTRACTS Joshua Gearhardt Public Transportation Manager ODOT, Office of Transit
ODOT TERM CONTRACTS What are they? Can I purchase off of them? What is available? Where can I get more information?
HIGHWAY PATROL INSPECTIONS Ohio Revised Code Section 4513.50 Inspections of passenger transportation vehicles – All private non profit owned vehicles without county tags must be inspected annually – Vehicles exempted are any smaller than an LTN – LTNs and larger have a GVWR or GVW or more than 10,000 lbs and are subject to the inspection law
ODOT TERM CONTRACTS Where to get term contract information – Office of Transit website www.dot.state.oh.us/Divisions/Local/Transit /Pages/default.aspx – ODOT Office of Contract website www.dot.state.oh.us/Divisions/ContractAdmin/Pages/def ault.aspx
MILESTONE REPORTS Capital – Vehicle procurement – Other capital items Planning
PROGRAM OUTCOME MEASURES Program Outcome Measurers – Monthly reports required
PROJECT ADMINISTRATION Overpayment of Grant Funds Audit/QAR findings Availability of Records Satisfactory Continuing Control of Federal Assets Maintenance of Assets
Project Administration Site Visits – Conducted prior to start date of the project – Conducted at least once during the project – Conducted more often as needed Quality Assurance Reviews – Incorporated into existing QARs
CHARTER REGULATIONS JARC and NF have Exemptions for Program Purpose – Persons who are low income, disabled or elderly Exceptions may also apply Reporting of Charter Service provided Reference: ODOT Office of Transit Website – Charter Manual for Rural Transit
CIVIL RIGHTS Kim White Training and Compliance Officer ODOT, Office of Transit
Civil Rights New Circular FTA C 4702.1A Title VI and Title VI-Dependent Guidelines for Federal Transit Administration Recipients, published December 14, 2005
Title VI Part of the 1964 Civil Rights Act Title VI – Nondiscrimination in Federally Assisted Programs and Activities No person in the United States shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.
Title VI cont. What is the Purpose of Title VI? What is the Intent of Title VI?
Title VI cont. Other Nondiscrimination Authorities The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 Section 504 of the 1973 Rehabilitation Act The 1975 Age Discrimination Act Executive Order 12898 on Environmental Justice (EJ) Executive Order 13166 on Limited English Proficiency (LEP) Implementing Regulations
Title VI cont. New Title VI information will be required Additional Training later this year on Civil Rights
Title VI cont. USDOTs Title VI Regulations (49 CFR Part 21) Obligates recipients to: Comply with Title VI Include Title VI Provisions in its contracts Requires recipients execution of Title VI assurance as a condition of Federal aid Provides for sanctions in the event of noncompliance
Title VI cont. Executive Order 12898 – Environmental Justice Demand for fair and equitable treatment (toward low income and minority persons/population)
Limited English Proficiency (LEP) Covered in Title VI Circular and by Executive Order 13166 Who is a LEP Person?
Limited English Proficiency cont. What is required of recipients? Assessment Plan of Action
Limited English Proficiency cont. Four Factor Assessment – Demography – Frequency – Importance – Resources
Limited English Proficiency cont. Plan of Action – Five Elements Identification of volume and location of LEPs and LEP communities Language assistance measures Staff Outreach measures Monitoring and Evaluation of Efforts
DISADVANTAGED BUSINESS ENTERPRISE (DBE) Goal Projections – Required of all Recipients – Must be submitted to ODOT electronically – The ODOT report is due to FTA August 1 – Goal projection due September 15, 2009 Forms and instructions will be emailed
DBE Cont. Threshold recipient – Must publish goal – Must submit plan if not already on file with ODOT or if revisions are made – Will be required to submit semi-annual reports Questions: Contact Kim White at email@example.com or 614-644-0301 firstname.lastname@example.org
AMERICAN WITH DISABILITY ACT (ADA) The Americans With Disabilities Act of 1990 Goal Definition of Disability
ADA cont. Range of Issues What Accessibility Means
ADA cont. Implementing Agencies Title I – Employment Equal Employment Opportunity Commission Title II and Title III – Public services and public accommodations excluding transportation Department of Justice Title II and Title III – Public and Private transportation Department of Transportation Title IV – Telecommunications Federal Communications Commission
ADA cont. Provision of Service Requirements Access to information Access to communication Accessible locations Employee training Equipment maintenance Use of Personal Care Attendants (PCA) Resources: ODOT White Paper and Projection Action Website: www.projectaction.org
EQUAL EMPLOYMENT OPPORTUNITY (EEO) A Civil Rights Law Equal employment opportunity laws prohibit specific types of job discrimination in the workplace Employers are required to post notices to all employees advising them of their rights under the laws
Drug-Free Workplace Drug-Free Workplace Requirements (49 CFR Part 29) requires application to provide a drug-free workplace Different from the required FTA and FMCSA drug and alcohol program requirements.
DRUG & ALCOHOL TESTING Grant recipients must certify they are in compliance with the U.S.DOT or state DOT drug and alcohol program requirements
Drug and Alcohol Testing Requirements- FMCSA 49 CFR part 382 For employees who operate a vehicle where they are required to have a Commercial Drivers License (CDL)
Drug and Alcohol Testing Requirements - FTA 49 CFR part 655 JARC and New Freedom recipients and subrecipients that also receive funding under one of the covered FTA programs should include any employees funded under New Freedom project in their testing program.
Drug and Alcohol Testing Requirements – State Requirements Drug and Alcohol Testing Requirements to be exempt from OMTB requirements
Training Requirements Drug and Alcohol Bloodborne pathogens Wheelchair securement First aid CPR Passenger Assistance Training Defensive Driving - encouraged
Miscellaneous Requirements Insurance Requirements Driver Requirements – Age – Driving record – Physical – Pre-employment drug and alcohol testing (at a minimum)
Miscellaneous Requirements cont. Vehicle Equipment – Biohazard disposal kit (exposure control plan) – Standard equipment provided in ODOT term contracts First-aid kit Fire extinguisher Seat belt cutters – Two-way Communication
Upcoming Training September 24 - Civil Rights ODOT – Central Office Auditorium October 8 – Marketing December 9 – Drug and Alcohol Reasonable Suspicion Determination Refresher Defensive Driving – Hosting a Class
OFFICE OF TRANSIT SCHOLARSHIP PROGRAM Designed to provide access to relevant training programs which might otherwise be out of reach for grant recipients Available for Local, State, or National training, workshop, conference Reimbursed up to 80% of actual expenses incurred, must apply prior to the event
Transit Curriculum WSU – One-credit hour courses KSU – Program to start August
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