FY 2018

TOLEDO URBANIZED AREA

SECTION 5310 PROGRAM

APPLICATION AND INSTRUCTIONS

Rebekka Apardian

Transportation Planner

Toledo Metropolitan Area Council of Governments (TMACOG)

300 Martin Luther King Jr. Dr., Suite 300

Toledo, Ohio 43604

(419) 241-9155 ext. 117

Daniel Hunt

Mobility Manager

Toledo Area Regional Transit Authority (TARTA)

130 Knapp St.

Toledo, Ohio 43604

(419) 725-5281

The Specialized Transportation Program is authorized by the

Federal Transit Administration

49 USC Section 5310

CFDA 20.513

Table of Contents

Application Instructions

Application Certification

Section 1: Applicant Information

Section 2: Coordination Efforts

Section 3: Vehicle and Preventative Maintenance Requests

Section 4: Communication Equipment and Computer Requests

Section 5: Public/Private Sector Participation and Involvement

Section 6: Title VI Reporting

Appendix 1

Appendix 2

Appendix 3

Appendix 4

Attachment A (required)

Attachment B (if requested)

Attachment C (required)

Attachment D (optional)

Application Instructions

This application is broken out into six sections, and 2 sections require attachments that must be completed. The entire application must be completed to be considered for an award, with each attachment clearly labeled. Throughout the application you will find mentions of appendices to assist you with certain sections. These appendices are not meant to be completed and submitted to TMACOG; they are for your information only.

Eligibility

This application is for transit agencies, governments, and non-profits that are seeking capital or operational funding for transportation projects which will continue or increase access to transportation options for seniors or individuals with disabilities within the Toledo Urbanized Area of Northwest Ohio.

All agencies that receive awards will be required to participate in the Regional Mobility Management Program, coordinated by TARTA. Contact Daniel Hunt with questions about this program at or at (419) 725-5281.

Deadlines

Public notice of your intent to apply must be published by October 3, 2017. Applications must be submitted to TMACOG by 4 p.m. on Tuesday, October 17, 2017.

If participating in a joint public notice with TMACOG, contact Rebekka Apardian at or (419) 241-9155 ext. 117 by 4 p.m. on Thursday, September 28, 2017. Publication costs will be shared by those choosing to participate.

The certification of the application is in on page 5. This page must be signed for an application to be considered.

Workshop

TMACOG will host a free workshop for all agencies interested in applying. Attendance is not required but is strongly encouraged. This workshop will break down the application, explain the application process, and answer questions related to the application and the Section 5310 Program. The workshop will be held on September 26, 2017 at 2 p.m. in the TMACOG boardroom. Please RSVP for the workshop by September 22, 2017 to Rebekka Apardian at (419) 241-9155 ext. 117 or .

Contact Information

For any questions regarding this application or to register for the workshop, please contact Rebekka Apardian at (419) 241-9155 ext. 117 or ; or Daniel Hunt at (419) 725-5281 or .

Application Scoring Criteria and Points

Components / Returning Agencies / New Agencies
Access to Transportation and Need / 15 / 15
Management Capacity / 10 / 15
Vehicle Utilization Estimate / 10 / 10
Replacement Vehicles / 10 / 10
Expansion Vehicles / 10 / 10
Coordination Efforts / 30 / 30
New Agency / NA / 5
Utilization of Existing Vehicles / 10 / NA
Application Completeness / 5 / 5
Total / 100 / 100

TMACOG and/or TARTA reserve the right to contact any applicants to request further information regarding their organization, program, and funding request.

Proposal Submission
Submit one hard copy and one electronic copy of the application to TMACOG to:
Toledo Metropolitan Area Council of Governments
Attn: Rebekka Apardian
300 Martin Luther King Jr. Drive, Suite 300
Toledo, Ohio 43604

Hard copies will be time-stamped when received and
electronic copies will receive an electronic confirmation.

Application Certification

This certification must be filled out and signed by the president or director of the agency requesting funds. If this page is not signed, the application will not be considered. For each attachment/table, check the box, indicating that the information is completed and/or attached or if the information is not provided/not applicable to your application.

Completed/
Attached / Element of Application
Section 1: Applicant Information
Applicant Information
Self-Certification of Project Derived from the Toledo Urbanized Area Coordinated Public and Human Service Transportation Plan
Project Description
Project Management
Local Match Certification
Section 2: Coordination Efforts
List of Coordinating Agencies
Section 3: Vehicle Requests
Current Vehicle Inventory
Vehicle Request Form
Section 4: Communication Equipment and Computer Requests
Computer Hardware/Software Request Form
Communications Equipment Request Form
Section 5: Public/Private Participation and Involvement
Resolution for Certification of Public Body
Section 6: Title IV Information
Title VI Data Collection Form
Title VI General Reporting Requirements
Attachments
Attachment A: Letters Confirming Coordination (required)
Attachment B: Vehicle Maintenance Estimates (if requested)
Attachment C: Participation and Private Sector Involvement Documentation (required)
Attachment D: Title VI Reporting Documentation (optional)

Authorizing Signature: ______

Printed Name: ______

Title: ______

Organization: ______

Date: ______

Section 1: Applicant Information

Applicant Information

Legal Name of Agency:
Doing Business As (if applicable):
Full Address:
Phone Number: / Fax Number:
Agency Email:
Contact Person for Application:
Phone Number: / Fax Number:
Email:
Federal Tax ID: / DUNS#: / OH Charter #:
□ There is a public transit system in my area / □ There is not a public transit system in my area
If there is a public transit system in your area, describe how it currently does not meet your needs:
Service Area (primary area (city, county, etc.) project will serve):
Service Area Population:
Destinations of trips outside of primary service area:

Self-Certification of Project Derived from the Toledo Urbanized Area Coordinated Public and Human Services Transportation Plan

This project is included in, or is consistent with, the overall goals and objectives of the Toledo Urbanized Area Coordinated Public and Human Services Transportation Plan.

I, ______, (name of authorized authority) do hereby certify that the project named ______(project name) is derived from the Toledo Urbanized Area Coordinated Public and Human Services Transportation Plan.

Authorizing Signature: ______

Printed Name: ______

Title: ______

Organization: ______

Date: ______

Project Description

What are the goals of your project?

Describe the client-base that receives your transportation services.

How do you intend to use the requested vehicles/equipment?

Project Management

Describe your organization’s structure (governing, organizational, etc.). Be specific about the management of your transportation services. Attach an organizational chart if desired.

What is/are your organization’s funding source(s)?

Local Match Certification

I, the undersigned, representing ______(Legal Name of Agency), do hereby certify to TMACOG and TARTA that the required local match for the proposed project will be available in the following amount(s), from the following source(s) by the start date of the proposed project. Prior to the procurement, ______(Legal Name of Agency) shall contribute 20% of the vehicle’s total purchase price, with a company check or money order payable to TARTA. I understand that preventative maintenance requests will be a reimbursement of 80% with the agency paying the total cost upfront.

Requested Items / Qty / Total Cost (estimation) / Federal Share (80%) / Local Share (20%) / Funding Source(s)
(be specific)
Vehicles
Preventative Maintenance
Computer Hardware/ Software
Communications Equipment

Authorizing Signature: ______

Printed Name: ______

Title: ______

Organization: ______

Date: ______

Section 2: Coordination Efforts

All applicants are expected to coordinate with other federal funded agencies to the maximum extent possible. This includes ODOT funded projects, which can be found below, as well as any other federally-funded agency. Coordination is considered one of the critical scoring components (see page 4).

All agencies that receive awards will be required to participate in the Regional Mobility Management Program, coordinated by TARTA.

Coordinating Agencies

List all organizations with whom you coordinate in your community. Do not include businesses used for vehicle service and maintenance. Describe the coordination efforts and how this coordination results in transportation efficiencies. Include a brief description of the type of coordination (possible examples include: contract work, reimbursement, in-kind donation, unpaid, reciprocal service, etc.).

Attach a letter from each agency listed confirming current coordination efforts. Letters must be dated and on official letterhead. Submit all letters together as Attachment A at the end of this application.

Organization / Coordination Efforts / Type of Coordination / Contact Person
Example Organization ABC / We offer our van to Example Organization DEF on the weekends, which allows their clients access to recreational activities they would otherwise not have the means to access. / In-kind donation of use of our van / Executive Director of Example Organization DEF
Organization / Coordination Efforts / Type of Coordination / Contact Person

Section 3: Vehicle and Preventative Maintenance Requests

This section is used to request vehicles and reimbursement for preventative maintenance on Section 5310 vehicles. Vehicles will be purchased off the State of Ohio contract.

Current Vehicle Inventory

Complete the provided table on the next page as shown in its provided example. List all vehicles your agency uses to provide transportation (do not include service vehicles). Use the calculation at the bottom of the page to determine the percentage of your fleet that is currently accessible. Only designate vehicles as “replacement” if you are seeking to replace the current vehicle with one requested in this application.

Vehicle estimates must use the State of Ohio’s Vehicle Catalogue and Selection Guide (see page 15). This is where awarded vehicle(s) will be purchased.

1

Current Vehicle Inventory

Complete the information on the table below for each vehicle used to transport passengers, listing replacement vehicles first. An example is provided in the first row.

Make / Model / Year / VIN (Last 6 digits, current 5310 vehicles) / Replacement: Yes/No / Passenger capacity ambulatory or wheelchair positions / Mileage / Date Purchased/ Leased / Total one-way passenger trips/ year / 12-month maintenance/ repair costs
El Dorado / Ford 350 / 2003 / 654321 / Yes / 5-2 / 150,000 / 6/1/01 / 2,222 / $4,000

Number of Accessible Vehicles: ____ Total Number of Vehicles: ____ % of Accessible Vehicles: ____

1

Vehicle Request Form

Please find currently available vehicles at the below link.

Vehicle Catalogue and Selection Guide:

*Please note that converted vans (CV) and standard minivans (SMV) are no longer available.

Available Vehicle Types
MMV / Modified Minivan
MV-1 / Dedicated Mobility Vehicle
LTN / Light Transit Narrow Body
LTV 22’ / Light Transit Wide Body
LTV 25’ / Light Transit Wide Body

Fill out the table below. You may only apply for up to three vehicles. Please see Appendix 2 for further information and assistance on calculating this information.

Complete one column for each requested vehicle / VEH 1 / VEH 2 / VEH 3
Type of vehicle requested
Number of days per week vehicle will be operated
Estimated passenger trips to be provided per year*
Estimated mileage per year
Estimated hours per year
Replacement or new?

*Passenger trips: A trip is counted every time a passenger boards a vehicle. For example, 10 people in one vehicle going to and from a location equals 20 passenger trips.

Preventative Maintenance Request Form

Agencies requesting funding for preventative maintenance will be reimbursed for 80% of the eligible expenses after submission of paid invoices. Vehicles that are eligible for Capitalized Maintenance reimbursement are active vehicles that have been purchased through the Specialized Transportation Program (STP). (Agencies may apply for maintenance for vehicles being requested through this FY18 application.) Please attach cost estimates for maintenance services in Attachment B. Cost estimates are required in order to be considered eligible for a preventative maintenance award. Listed below are the eligible items that may be reimbursed.

  • Repairs and oil changes done other than in-house
  • Fuel for service vehicle, purchase of case of oil for in-house charges (does not include fuel for revenue vehicles)
  • Tires - repairs for revenue vehicles, new repair for service vehicles (does not include purchase of new tire)
  • Repairs - other than tires, vehicle washing, vehicle towing

Eligible Vehicle / Last 6 digits of VIN / Type of maintenance requesting reimbursement / Total Estimated Cost
/ / / / / / / / / / / / / / / / / Total Estimated Cost /

You may apply for reimbursement of costs accrued between July 1, 2017 and June 30, 2018. You may apply for reimbursement of costs for FY2018 STP vehicles effective one year from date of receival.

Total Project Cost: ______

Federal Share (80%): ______

Local Share (20%): ______

Section 4: Communication Equipment and Computer Requests

Computer Hardware/Software Request Form

Computer hardware and software is only available to applicants who have previously participated in the program and must primarily be used for serving the transportation needs of the elderly and individuals with disabilities. Computers are purchased by the requesting agency and provided 80% reimbursement after submission of invoices.

Computer Hardware/Software will be used for (check all that applies):

__ Billing __Scheduling/Dispatching __Driver Scheduling __Maintenance Records __Reports

Number of vehicles hardware/software will be used for: ____

Hardware/Software Requested (be specific) / Unit Cost / Qty / Total Cost

Total Project Cost: ______

Federal Share (80%): ______

Local Share (20%): ______

Describe how you intend to use the requested computer hardware/software:

Communications Equipment Request Form

Communications equipment is purchased by the requesting agency and provided 80% reimbursement after submission of invoices. It must primarily be used for serving the transportation needs of the elderly and individuals with disabilities.

Equipment Requested (be specific) / Unit Cost / Qty / Total Cost

Total Project Cost: ______

Federal Share (80%): ______

Local Share (20%): ______

Describe how you intend to use the requested communications equipment:

Section 5: Public/Private Sector Participation and Involvement

All applicants must ensure public participation and private sector involvement to the maximum extent feasible as well as exhibit their willingness to coordinate with other agencies. Documentation of these efforts must be provided to TMACOG with your application, or as soon as it is available. Your agency must respond to any public participation private sector involvements or inquiries received. Use Appendix 3 and Appendix 4 for information to assist in your response.

Resolution for Certification of Public Body

I certify that ______(Agency/Entity Name) is a (check one):

____ Public body (city, county, township, transit board, DD board), or;

____ Section 501 (c) (3) non-profit agency

Authorizing Signature: ______

Printed Name: ______

Title: ______

Organization: ______

Date: ______

Required actions for your agency type:

Public body applicants must:

  • Publish a public notice in the local newspaper with the widest circulation by October 3, 2017. See Appendix 3 for the required content of the public notice.
  • Conduct a public hearing to consider the economic, social, and environmental effects of the applicant’s project. The public notice of the hearing should be published two weeks prior to the public hearing. The public hearing must be held in an accessible location.
  • Provide a copy of the published notice, an affidavit of publication, and a copy of the minutes/transcripts or summary from the public hearing must be submitted to TMACOG.
  • Should another agency respond to the public notice, see Appendix 4 for response instructions.

Section 501(c)(3) nonprofit applicants must:

  • Publish a public notice the local newspaper with the widest circulation by October 3, 2017. See Appendix 3 for the required content of the public notice.

OR

  • Send a letter to other human service, non-profit agencies, and private providers operating or located within the area to be served by the project no later than October 3, 2017.
  • Should another agency respond to the public notice, see Appendix 4 for response instructions.

TMACOG will coordinate a joint public notice at the request of agencies and public bodies intending to submit an application in order to facilitate decreased cost. Contact Rebekka Apardian at or (419) 241-9155 ext. 117 by 4 p.m. on Thursday, September 28, 2017 in order to participate.

Public Participation and Private Sector Involvement Documentation

  • Required documentation (to be submitted as Attachment C at the end of this application):
  • Affidavit of publication and original public notice
  • Dated copy of letter mailed to area agencies (501(c)(3) agencies only; if utilized)
  • Correspondence resulting from notice
  • Minutes/transcript/meeting summary of public hearing (public bodies only)

Section 6: Title VI Reporting

Title VI Data Collection Form

Purpose: The FTA requires agencies receiving federal funds to provide certain types of demographic information in order to determine the number of minority persons served in its transit service area. TARTA and TMACOG have determined it is necessary to collect this data in the form of Transit Clients served.

Please complete the form using the number of transportation clients served. An individual client may be reported as both a low-income and minority client. Only report the transit system’s clients served. DO NOT report US Census percentages or passenger trips. Use your client database to determine the number of low income and/or minority clients. Use agency contract data if available. If you don’t have that information, provide your best estimate and footnote how you arrived at that estimate at the bottom of the page. Please use most recently available data.

For more information concerning Title VI requirements go to Title VI Circular 4702.1B, “Title VI Requirements and Guidelines for FTA Recipients”: http://www.fta.dot.gov/civilrights/12328.html

Transportation Clients Served / Category
Low-Income means a person whose median household income is at or below the Department of Health and Human Services’ poverty guidelines.
Minority Persons include the following:
American Indian and Alaska Native, which refers to people having origins in any of the original peoples of North and South America (including Central America), and who maintain tribal affiliation or community attachment.
Asian, which refers to people having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent.
Black or African American Populations, which refers to peoples having origins in any of the Black racial groups of Africa.
Hispanic or Latino Populations, which includes persons of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
Native Hawaiian and Other Pacific Islander, which refers to people having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

Title VI General Reporting Requirements