Urban Roundtable

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

2. Welcome Marianne Freed, Administrator Office of Transit

3. Agenda • Transportation Partners • Locally Developed Coordinated Public Transportation Plans • New Programs • Urban Transit Program • TIP/STIP • Flex Fund Transfers • Ellis • SFY 2009 Project Lockdown

4. ODOT PLANNING PROGRAMMING IMPLEMENTING TRANSIT PROJECTS MPO TRANSIT SYSTEM Transportation Partners

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

6. 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

7. WORKING TOGETHER • Results in… • Better Communication • Streamlined Processes • Fiscally Constrained Transit STIP • Unified Transportation Plan

8. Locally Developed Coordinated Public Transportation Plans Impact on 5310, 5316 & 5317

9. 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”

10. 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

11. 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

12. Additional Information • ODOT will review plans and provide feedback • Assist in meeting minimum requirements • Share “Best Practices” • Common Problem Issues

13. Locally Developed Coordinated Public Transportation Plans • Questions and Answers document on the New Freedom, JARC, and Section 5310 programs posted to FTA Website • http://www.fta.dot.gov/funding/grants/grants_financing_3550.html

14. New Programs New Freedom, JARC, CMAQDiesel Emissions Retrofit Grant

15. 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

16. 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

17. 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

18. New Freedom Eligible Projects - • Enhances transportation for people with disabilities • “New” transportation services • Beyond the ADA

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. CMAQ Program Next Steps - • Submit/Execute FTA grant in TEAM • Issue State contracts

26. 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

27. 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

28. 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

29. Ohio Air Quality Areas

30. 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

31. 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

32. 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)

33. 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

34. 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

35. 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

36. 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

37. Urban Transit Program Application Reviews, Current Program Status, Upcoming Program

38. Urban Transit Program Application • Cover Letter • Resolution • Submit Application and Execute Contract • Plan ahead • Can be general to cover all State Programs

39. Urban Transit Program Application • US DOT Grant • Must submit Fed Grant # on Application • Purchase Order or Board Authorization • Projects on lockdown list only

40. 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

41. 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

42. 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

43. 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

44. 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

45. 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

46. 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

47. 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

48. 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

49. 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

50. Flex Fund Transfers Common Questions,Transit System and MPO Process