FY 2009 Specialized Transportation Application Meeting ...

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2009 SPECIALIZED TRANSPORTATION

APPLICATION MEETING

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2009 SPECIALIZED TRANSPORTATION

APPLICATION MEETING

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PROGRAM PURPOSE

• Under 49 USC Section 5310, the U.S. DOT Federal Transit Administration (FTA) is authorized to issue capital grants for the purpose of assisting organizations in providing transportation services to meet the special needs of elderly persons and persons with disabilities where existing transportation services are unavailable, insufficient or inappropriate. This includes riders who are either sixty years of age or older or who by reason of illness, injury, age, congenital malfunctions,

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PROGRAM PURPOSE

• or other permanent or temporary incapacity or disability, are unable without special facilities or special planning or design to utilize mass transportation facilities and services as effectively as persons who are not so affected. FTA allocates Federal funds to the states for the purpose set forth in 49 USC Section 5310 and the Governor of each state, or his/her designated state agency, is responsible for administering and distributing these funds. In Ohio, the program is administered under the name of the Specialized Transportation Program.

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ELIGIBLE APPLICANTS

• Eligible applicants are:– Private nonprofit corporations– Public bodies approved by the state to coordinate

services, e.g. public bodies which serve as the current grantee in an Ohio Coordination Program project

or– Public bodies which certify to ODOT that no private

nonprofit corporations are readily available in their area (area means county) to provide transportation services to elderly persons and persons with disabilities.

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PURPOSE OF PROGRAM

• The goal of the Section 5310 Program is to improve mobility for the elderly and persons with disabilities

• Section 5310 applicants must coordinate to the maximum extent

feasible with recipients of other FTA program funds including – Section 5307 (Urban Transit Systems) and Section 5311(Rural

Transit System) recipients• A list of all rural and urban transit systems is listed in the Appendix

of the Application• There are 59 Transit Systems in Ohio

– Other federally assisted transportation programs– Welfare to work programs and– Other local transportation providers

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SPECIALIZED TRANSPORTATION PROGRAM

EMPHASIS• Coordination efforts • Usage of vehicles as stated in applications if you

already have vehicles through program• Public hearings must be held in accessible

locations and this must be stated in the public hearing announcement

• Preventive maintenance for vehicles in program• Mileage disposition standards have increased

for all vehicles

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CURRENT STATUS

• Currently, the Statewide Specialized fleet is approximately 500 vehicles

• There are over 200 agencies operating vehicles received through this program throughout the state

• Application mileage and ridership estimates will be compared with vehicle mileage and ridership numbers reported in the Semi-Annual Reports for those who currently have vehicles through the Specialized Transportation Program.

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CURRENT STATUS

15% of agencies overestimated their ridership and mileages on their applications compared to numbers reported in their semi-annual reports for this program. This is what the application implies the ridership to be.

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CURRENT STATUS

This is what the semi-annual reports show.

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VEHICLES OFFERED

• Six Types of Vehicles are offered– Converted vans - with or without wheelchair

lift– Standard minivans - no wheelchair option– Modified Minivans - wheelchair accessible– Light transit narrow body vehicles and– Light transit wide body vehicles (21

Passenger and 25 Passenger size)

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VEHICLES AVAILABLE

• Standard Minivan

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VEHICLES AVAILABLE

• Modified Minivan

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VEHICLES AVAILABLE

• Converted Van (CV)

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VEHICLES AVAILABLE

• Light Transit Narrow Body (LTN)

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VEHICLES AVAILABLE

• Light Transit Wide Body (LTV)

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VEHICLES OFFERED

• ODOT requires that at least fifty percent of an applicant’s active fleet must be wheelchair accessible, as defined by the Americans with Disabilities Act of 1990 (ADA), before an applicant is awarded a nonaccessible vehicle.

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COMPUTER EQUIPMENT

• Computer, primarily to assist with scheduling and dispatch functions:

– Hardware and– Basic software packages

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COMPUTER EQUIPMENT• Computer Hardware and/or Software

– Must be used primarily for serving the transportation needs of the elderly and individuals with disabilities.

– Applicants must attach at least two (2) cost estimates for the entire project, listing costs for computer hardware and software separately

– Must follow agencies procurement guidelines– Applicant purchases computer and ODOT

reimburses

COMPUTER EQUIPMENT OVER $25,000

• Must be competitively bid

• ODOT must review specifications before bid is released.

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MOBILITY MANAGEMENT

• Mobility management is intended to build coordination among existing public transportation providers and other transportation service providers with the result of expanding the availability of service.

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MOBILITY MANAGEMENT

• Mobility management techniques may enhance transportation access for populations beyond those served by one agency or organization within a community.

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Public Participation and Private Sector Involvement

• All applicants must ensure public participation and private sector involvement to the maximum extent feasible as well as exhibit their willingness to coordinate the use of vehicles requested in this application by either:– publishing a public notice in the local newspaper of widest

circulation – or sending a letter to all human service agencies operating or

located within the area to be served by this project. – The deadline date for the public notice will be included in the

application package.– Each agency must decide the best method for notifying agencies

in their area.

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Public Participation and Private Sector Involvement

• Public Hearing• Public body applicants are required to conduct a public hearing; to

consider the economic, social, or environmental effects of the project; and to find the project consistent with official plans for the area.

• The public hearing must be held in an accessible location and accessibility must be indicated in the advertisement. The advertisement must also state that other accommodations will be available, if requested.

• Public hearings must be held no later (Date will be published in application) and notices should be published no later than two weeks prior to the public hearing date.

• This fulfills the public participation and private sector involvement requirement, however, public bodies may send letters, as described above, to all human service agencies and transportation providers if they so choose.

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APPLICATION

• Public notice and public hearing deadline January 6, 2009.

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APPLICATION

• TOTAL POSSIBLE SCORE 100 POINTS for vehicles

• Two score sheets– One for new applicants– One for applicants who have participated in

the program over the last five years– Applicants who have not participated since

2000 will be considered new applicants

APPLICATION

• Requests for computer projects and mobility management projects will be scored against similar projects.

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APPLICATION

• Access to Transportation and Need – Lack of public transit services– Lack of other private nonprofit or private for-

profit service providers

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APPLICATION• Check the reason for transportation being unavailable, insufficient

or inappropriate in your area.– There is no public transit system in my area– The public transit system is unable to serve my clients – Does not provide service where my clients are located or to

destinations needed by clients*– Fully booked, unable to handle additional passengers*– Hours of service do not match client needs*– Does not provide out of county trips*– Clients are unable to use transit service because of cognitive or

physical disabilities*– Other (please provide explanation)

• *Note: A letter from the public transit system confirming the above is required. A list of public transit systems is attached as an appendix.

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APPLICATION

• There are no other private nonprofit agencies or private for-profit organizations in my area that provide transportation service– The other providers are unable to serve my clients– Do not provide service where my clients are located

or to destinations needed by clients– Fully booked, unable to handle additional passengers– Hours of service do not match client needs– Cost of private service is prohibitive– Private transportation providers in area do not have

lift equipped vehicles– Other (provide explanation)

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ACCESS TO TRANSPORTATION AND NEED

• Describe your agency’s purpose and programs.

– What is your target population? – Be specific in how your agency will use the

requested vehicles or computers to meet transportation needs not currently being met or loss of transportation as a result of not replacing a vehicle. (You may add up to one (1) additional page to answer this question.)

– The information should be based on your Locally Developed Coordinated Public Transit Human Service Transportation Plan.

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CLIENTS CURRENTLY SERVED

• Total number of clients currently served by your agency’s transportation program (do not duplicate clients).

___________ Number of elderly & Disabled (Over 60)

+ ___________ Number of disabled (under 60)

+ ___________ Other

= ___________ Total Current Transportation Clients


• During a twenty-eight day (4 week) period John rides the bus to and from work Monday through Friday. Marie takes the bus one day per week to and from the grocery store. May takes the bus one way to see her grandchildren once a month. Once per month, Steve goes to his doctor, the pharmacy, the bank and home. (A trip is counted each time the rider gets on the bus).

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• Unduplicated Riders Trips

• John 2 trips per day x 5 days per week x 4 weeks = 40 trips• Marie 2 trips per day x 1 day per week x 4 weeks = 8 trips• May 1 trip per month 1 trip• Steve 4 trips per month 4 trips

• 53 trips

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• The number of unduplicated riders from the example above is 4 (This would be the total current transportation clients in the next question). The number of trips is 53. If all the trips are supplied by this vehicle, this would be the answer used in the vehicle information section of the application.

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SERVICE EXPANSION

• Total number of clients proposed to be served by your agency’s expanded transportation program (do not include currently served clients and do not duplicate clients).

___________ Number of elderly and disabled (Over 60)

+ ___________ Number of disabled(Under60)

+ ___________ Other

= ___________ Total Additional Clients

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SERVICE EXPANSION

• If you are requesting to expand your service, check the appropriate reasons for service expansion (must include documented proof of need). Trip Denials. Number of trips denied last year ______________

– Requests for additional service________________– Expanding service area based on

______________________ (regional studies, census, locally developed plan, etc.)

– New Programs________________________

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MANAGERIAL CAPACITY

1. Does your agency currently provide transportation services?

2. If yes, how long has your agency been providing transportation services?________

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MANAGERIAL CAPACITY

• Describe how you currently or will: (Provide at least one paragraph for items 1 through 5, but no more than two pages for all items.)

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MANAGERIAL CAPACITY

1.Hire management employees and drivers (Background, experience required)

2. Schedule/dispatch vehicles (include experience of dispatchers)

3. Conduct a preventive maintenance program

4. Advertise availability of vehicle for transportation

5. Provide adequate storage for vehicle when not in use

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MANAGERIAL CAPACITY

• A copy of your agency’s most recent audit must be included with the application

• Required for application to be reviewed

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VEHICLE USAGE INFORMATION Vehicle

One Vehicle

Two Vehicle Three

1. Type of vehicle requested 2. Number of days per week the vehicle will be

operated

3. Number of trips per day to be provided by each vehicle

4. Total number of trips to be provided per year = (number of trips per day x days operated per year) _________ x ________ = __________

5. Number of miles per day 6. Total mileage per year

(Daily mileage x days operated per year) _________ x _______ = ________

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VEHICLE USAGE INFORMATION

• Trips provided per year– Estimated number of trips to be provided– If you are a previous participant in the

program, compare the number of trips reported per year on your 2007 semi-annual reports to this number

– If number is significantly different, refigure the estimate using more realistic data.

– Not all vehicle trips are fully loaded and some trips are empty return trips.

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VEHICLE USAGE INFORMATION• Vehicle mileage per year

– Estimated number of miles to be provided– If you are a previous participant in the

program, compare the mileage reported per year on your 2007 semi-annual reports to mileage estimated using the formula

– If number is significantly different, refigure the estimate using more realistic data

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VEHICLE USAGE INFORMATION

• For those agencies currently participating in the program points will be given for:– Trips provided– Yearly mileage

This information will be obtained from the information submitted on your Semi-Annual Reports

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AGENCY TRANSPORTATION REVENUES

ESTIMATED PASSENGER TRANSPORTATION INCOME FOR AGENCY Passenger Revenue $ Other Revenues* $ *Includes grants, donations, subsidy from other agency funds

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Three Year Transportation Budget

Passenger Transportation Operating Fund Sources Sources AMOUNTS (Calendar Year)

Prior Year Current Year Budget Year (2005) (2006) (2007)

$

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Agency Transportation ExpensesESTIMATED PASSENGER TRANSPORTATION EXPENSES FOR AGENCY

1. Salaries (including fringe benefits) $ 2. Preventive Maintenance $ 3. Fuel $ 4. Casualty and Liability Insurance $ 5. Administrative and general expense $ 6. Other expenses (e.g. materials & supplies, taxes) $ 7. Contract services (specify) $ 8. Subtotal $ 9. Depreciation 10. Total Passenger Transportation Cost per Year $ 11. Net Operating Income (Total Passenger

Transportation Income – Total Passenger Transportation Expenses)

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EXPENSES

• Salaries• Driver’s salaries• Hourly wage x Hours x fringe benefits = $______• Dispatcher Salary• Hourly wage x hours x fringe benefits = $______• Other salaries associated with operating these

vehicles.• Hourly wage x hours x fringe benefits = $_______• Total Salaries =

$_______

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EXPENSES

• Estimated preventive maintenance per year (Use actual figures if available, if not see ODOT’s Preventive Maintenance Catalogue)

• Preventive maintenance will now be emphasized in the program

• ODOT estimates that a comprehensive preventive maintenance schedule over 7 years will cost approximately $10,000 per vehicle

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EXPENSES• Estimate the fuel expense per year. Divide the estimated number

of miles per year by the miles per gallon per the vehicle selected to determine the fuel needed for a year. Multiply the gallons per year times $3.20 to determine fuel costs per year for each vehicle requested

• Minivan 19 mpg Modified Minivan 19 mpg

• Converted Van 10 mpg Light Transit Vehicle 9 mpg

• (Miles per year/Miles per gallon)=gallons per year. Fuel Cost per year

Vehicle Type (Miles/year ÷ Miles/gallon per Vehicle Type) x $3.25 = $____ Type Mile/yr Mile/Gal Fuel Cost/vehicle• Vehicle One _____ ____ ÷ ____ x $3.25 = $ ________• Vehicle Two _____ _____ ÷ ____ x $3.25 = $________• Vehicle Three _____ ___________ x $3.25 = $ ________

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VEHICLE COSTS

• VEHICLE FUNDING REQUEST

– Please see the Vehicle Catalog and Selection Guide to assist you in selecting the appropriate vehicle for your agency

– Complete one page for each vehicle requested– Each vehicle must have a priority listed

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VEHICLE COSTS

• Replacement vehicles – Is the vehicle being replaced a vehicle

received through the Specialized Transportation Program?

– Does vehicle being replaced meet current disposition standards?

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VEHICLE COSTSPROJECT COSTS - VEHICLE FUNDING REQUEST

1. Project Priority Number (Circle appropriate number) 1 2 3 4 5 2. Replacement Vehicle Expansion Vehicle 3. Agency Name: 4. Delivery Address:

5. City, State, Zip: 6. Delivery County: 7. Contact Person: 8. Phone Number: 9. Fax Number:

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VEHICLE COSTS1. Select Vehicle Type

Standard Minivan Converted Van CV- - Modified Minivan Light Transit Narrow Body LTN ___ - ___ Light Transit Wide Body LTV- ____ - _____

Unit Cost

Quantity Total

2. Base Vehicle (includes base vehicle, lift and mobility positions)

12. Request vehicle without jump seats Yes 13. If there is a choice between single and double jump seats

which do you prefer Single Double

14. Prefer all seats front facing Yes No 15. Single Integrated Child Seats 16. Double Integrated Child Seats 17. Flat Floor (LTVs and LTNs only) 18. Driveline Retarder (LTVs only) 19. Total Project Cost

20. Federal Share 21. Local Share

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COMPUTER EQUIPMENT

Computer Equipment (specify) Number Unit Cost Total Cost 1.

2. Total Project Cost

3. Federal Share

4. Local Share

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COMPUTER EQUIPMENT

1. Computer equipment will be used for:

Billing Scheduling/dispatching Driver scheduling Maintenance records Reports

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COMPUTER EQUIPMENT

• Number of vehicles computer will be used to schedule ______

• How will the computer equipment be used to support the transportation service?

• Describe the current method of collecting and tracking transportation service information

• Discuss any expected improvements in service delivery or coordination

• Reduction in the cost to provide service

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COMPUTER EQUIPMENT

• Replacement Computer– Provide description of old computer

• Age, memory capacity• Why it is no longer usable

–Insufficient memory for new programs–New software will make routing and

scheduling easier

MOBILITY MANAGEMENT

• How will transportation service be expanded or improved?

• What duplication of service will be reduced?

• What new or innovative services will be implemented?

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MOBILITY MANAGEMENT

• Mobility manager– # of customer contacts

• # of one-way trips (if mobility manager also provides service)

– One-stop center/ Customer referral # of customer contacts

– Trip/ Itinerary planning• # of customer contacts

– One-on-one travel training• # of persons trained

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MOBILITY MANAGEMENT

• Group training– # of persons trained

• Internet-based information– # of web hits

• Information materials/marketing

• Project description/target audience(s) – # of units (if applicable)

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MOBILITY MANAGEMENT

• What new collaborative efforts will be initiated such as joint training, bulk purchasing agreements, etc.?

• What new marketing/public relations initiatives proposed?

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COORDINATION EFFORTS

• Coordination Efforts– Coordination of human service agency and

public transit system resources– Examples of coordination efforts are stated

and must be documented with agreements, invoices or other proof

– This section accounts for 30 out of 100 points on the application

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PROJECT PAYMENTS - Vehicles

• The Federal Transit Administration pays 80% of all items purchased

• Your agency must provide the 20% local match for the items awarded

• Costs at this point are estimates, final costs may be higher or lower

• Final prices are determined when purchase orders are prepared

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• To receive credit for the next 15 questions, one or more agencies must be named for each question answered and a letter from the agency providing the service or receiving the service or a copy of the agreement between your agency and the agency named must be included in the application.

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COORDINATION ADVICE

• Words not to use:

• Collaboration: You must identify specifically what you collaraborated on.

• Letters of Support: Our agency supports your application, does not result in coordination points, you must show how each agency supports the other agency, training programs, picking up clients, etc.

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1. Serve as broker for determining best available transportation meeting needs of multiple agency clients. Brokered system: a method of providing transportation where riders are matched with a variety of transportation providers through the use of central dispatching and administrative facilities. In most cases, the broker contracts with other entities to operate vehicles

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2. Share radio system or transmitter with other agencies

3. Refer clients to local public transit system or local public transit system refers riders to your agency Name of public transit system ________________________________(Proof of referrals or Memorandums of Understanding or purchase of services or contracts must be included)

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4. Share scheduling/dispatching services with another agency

5. Provide drivers and vehicles to other agencies or allow drivers of other agencies to drive our vehicles

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6. Provide or purchase services under contract with another agency

7. Provide back up service to other agency 8. Coordinate training programs with other agencies

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9. Joint procurement of services and supplies

List Agency(ies) and services and supplies

Agency Service/supplies _________ ___________________

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10. Share maintenance services

11. Share vehicle storage facilities

12. Share cost of insurance with another agency

13. Share cost of public notices with other agencies

14. Share cost of public hearings with other agencies.

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USAGE OF PREVIOUS VEHICLES

• Previous Usage of Specialized Transportation Program vehicles

– Information will be obtained from Semi-Annual Reports

– Number of trips provided with previous vehicles– Yearly mileage as reported on previous vehicles– Points will be awarded for those applicants whose

previous application exceeded their estimates or were within 20% of the estimates provided on their applications

– New applicants will not be affected by this question.

Ohio’s Ambulette Exemption Requirements

• Driver’s Requirements– Obtain driver’s Ohio Bureau of Motor Vehicles

record/abstract for all new drivers – Complete criminal background check for all

new drivers– Conduct pre-employment drug and alcohol

testing for new drivers

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– Obtain a signed statement from a licensed physician declaring driver applicant does not have a medical condition or physical condition, including vision impairment that cannot be corrected, that could interfere with safe driving, passenger assistance, and emergency treatment activity or could jeopardize the health and welfare of a client or the general public

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– Conduct pre-employment drug and alcohol testing for new drivers

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• All drivers must:– Take a Defensive Driving Class every three

years– Take a course on assisting elderly and

persons with disabilities– Take a first aid course– Take a course on bloodborne pathogens

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• All drivers must:– Take a Defensive Driving Class every three

years– Take a course on assisting elderly and

persons with disabilities– Take a first aid course– Take a course on bloodborne pathogens

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• Vehicles must have– A formal preventive maintenance plan– An annual inspection by a certified mechanic

or an annual inspection by highway patrol, if vehicle size requires it

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• Have a substance abuse policy

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LIMITED ENGLISH PROFICIENCY

• Have Limited English Proficiency Program– Survey of what languages are spoken in your

area– Plan for interacting with people who’s native

language is not English.

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GRANT TIMELINE

• If awarded a vehicle, applicants must be able to provide ODOT the local share within 30 days of being invoiced

• ODOT directly purchases the vehicles for your agency

• It may take up to a year from the time the application is filed until vehicle is delivered

• Vendors deliver the vehicle directly to your agency

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VEHICLE TITLES

• ODOT will place a lien on the vehicle

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PROGRAM REQUIREMENTS

• ODOT will require Semi-Annual reports be submitted until ODOT grants permission to dispose of the vehicle

• Agencies not meeting the mileage and trips stated in their applications will be contacted by ODOT

SEMI-ANNUAL REPORT

• Semi Annual– January – June ( Due in July)– July – December (Due in January)

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SEMI-ANNUAL REPORT

• Data Collected:– Odometer Reading– Miles/gallon– Days in use– Elderly passenger one-way trips (Over 60)– Disabled passenger one-way trips (Under 60)– Other passengers– Vehicle Condition– Maintenance Expense– Number of accidents

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ANNUAL REPORT

• Number of unduplicated riders

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PROGRAM REQUIREMENTS

• ODOT performs a Vehicle Verification every three years on all vehicles participating in the program.

• During the Vehicle Verification ODOT checks– Vehicle Mileage– Vehicle Condition– Maintenance Records– Driver’s Training Records

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SEMI-ANNUAL REPORT INFORMATION

• Agency Veh Seq Prior Odometer• Project ID Seq # No(s) Year Make Vin #• 1 2004/028/URV/033 7697 2236 2005 Ford

1FTSS34L85HB32313 CV-2-3 5,355• ______________ Odometer reading( round to nearest mile - no tenths) • Current mileage must be greater than reported on prior report• ______________ Miles per gallon (round to nearest mpg - no tenths)• ______________ Days in use for the period July 1, 2005 - December 31, • Passenger Trips - A trip is counted each time a passenger boards the vehicle.• Note: Elderly passenger who are disabled should either be counted as disabled or elderly,

but not as both.• ______________ Elderly passengers one-way trips• ______________ Disabled passengers one-way trips (includes wheelchair, mentally

ill, MR/DD etc.)• ______________ Other passengers one-way trips (not elderly or disabled, includes

personal care assistants)• ______________ Vehicle condition rating from 1 to 5 with 1 as worst and 5 as best• ______________ Maintenance expenditures (round to the nearest dollar), should not

include fuel costs• ______________ Number of drivers that have taken a defensive driving training class• ______________ Number of accidents

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DISPOSITION STANDARDS

• New Disposition Requirements:

• 5 years and 120,000 miles– Standard minivans– Modified Minivans– Converted Vans

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DISPOSITION STANDARDS

• Light Transit Wide Body Vehicles– 6 years and 150,000 or– When vehicle reaches 200,000 miles

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REQUIRED DOCUMENTATION

• Letter from public transit system (if applicable)• Expansion justification (if applicable).• Operating procedures or plan (as part of Managerial

Capacity)• Copy of most recent audit. • Backup documentation for Coordination Efforts,

numbers 1 through 15• Publication of Public Notice with Affidavit or letters sent

to transit systems or other providers (if applicable)• Publication of Notice of Public Hearing with Affidavit (if

applicable)• Transcript of Public Hearing (if applicable)

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CONTACT INFORMATION

Website: www.dot.state.oh.us/ptrans

Specialized Transportation Program Coordinator - Pat Pikula 614-644-7237

[email protected]

http://www.dot.state.oh.us/ptrans

FY 2009 Specialized Transportation Application Meeting ...

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