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 PROGRAMMIN G IMPLEMENTIN G TRANSIT PROJECTS MPO ODOT TRANSI T SYSTEM

ODOTs Internal Relationship CMAQ Eligibilities STIP Amendments Program Prjts Ellis Flex Fund Transfers Central Office Sys Planning & Programming Central Office Transit District Planning Office Highway STIP Amendments Transit STIP Amendments Request to Program Project in Ellis Flex Fund Transfer Requests CMAQ Eligibility Request

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 included Stakeholders and the public must be invited to participate The plan must be adopted Projects must be listed in the TIP/STIP Plans 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

New Programs New Freedom, JARC, CMAQ Diesel 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 Commute Program 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

Ohio Air Quality Areas

Ohio Diesel Emission Reduction Grant ODOD issued January 7, 2008 Program RFP RFP Schedule January 18, 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 PM 2.5 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 S, Vendor or Grantee, by signature on this document, certifies: (1) it has reviewed and understands Executive Order S, (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 S 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.

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 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 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 1 St Draft Posted to Transit website March 28 Comments due April 11 2 nd Draft Posted to Transit website May 2 Comments due May 16 Final Posted to Transit website May 30 All comments must be submitted via to Urban Program Coordinator on the Lockdown Form

Questions & Answers