Resolution 2001-387
1681
RESOLUTION NO. 2001- 3 A 7
A RESOLUTION OF THE COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
AUTHORIZING THE APPLICATION AND EXECUTION OF THE FY 2001 SECTION 5307
GRANT APPLICATION WITH THE FEDERAL TRANSIT ADMINISTRATION
Whereas, the Collier County Board of County Commissioners (BCC) has the authority to enter into grant
agreements electronically with the Federal Transit Administration (FTA); and
Whereas, the FTA requires applicants to submit their applications, as well as certifications and
assurances electronically through FTA's Transportation Electronic Award and Management (TEAM)
system; and
Whereas, the Transportation Division Administrator or their designee maintains the necessary software
used to prepare and submit the Section 5307 grant application.
NOW THEREFORE, BE IT RESOLVED by the Collier CountY Board of County Commissioners,
FLORIDA:
1. That the Collier eounty Transportation Administrator, or designee, is authorized to electronically
transmit, revise or terminate the FY 2001 grant agreement (attached and incorporated herein) with
the Federal Transit Administration, unless specifically rescinded.
2. Any decision to terminate the attached agreement shall require Bee approval as a BCC agenda
item prior to the electronic transmission of the termination.
3. Any decision to amend, as defined by the FfA, the attached agreement shall require BCC
approval as a BCe agenda item prior to the electronic transmission of the amendment.
TIUS'~~ON ADOPTED TIllS 'f;t:t. DAY OF ~AFI"ER A MOTION;
SE;GO~~MAIORITY VOTE FAVORING SAME.
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COLLIER eOUNTY BeC
By:
H. D., Chairman, Collter COlmty BCC
~ (!., By:
It K to Chi 1 rma~ D.
S1gftlture onl.1_
APPROVED AS TO FORM AND
LE~.. CIENCY:
~ ~,~
Patrick G. White, Assistant County Attorney
DOT ..
U.S. Depa~ment of Transportation
1681
FTA
Federal Transit Administration
Application for Federal Assistance
Recipient ID · 1032
Recipient Name ......: COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
Project ID ................ : FL-90-X000
Budget Number .......: 01 - Pending Approval
P~!ect Information..: CAPITAL-3 BUSES, ANb OPERATING ASSl
Part 1' Recipient Information
Project Number ....... : FL-g0-x000
Recipient ID ............ : 1032
Recipient Name ......: COLLIER COUNTY BOARD OF COUNTY coMMissIONERS
Address ................... : 3301 TAMIAMI TRAIL, EAST, NAPLES, FL 34101 0000
Telephone ............... : (941) 592-9768
Facsimile ................. : (941) 592-5763
Part 2: Project Information.
Project Type ............ :
Project Number ....... :
Project Description..:
P,~cipient Type ........ :
FTA Project Mgr. ..... :
Recipient Contact ...:
New/Amendment ....
Amend. Reason ...... :
Fed Dom Asst. # .....:
Sec. of Statute ........ :
State Appi. ID .......... :
Start/End Dates ...... :
Recvd. by State ...... :
EO 12372 Rev ........:
Review Date ........... :
Planning Grant? ...... :
Program Date
(STIP/UPWP/FTA Prm Plan)
Program Page ......... :
Application Type .....':
Supp. Agreement?..:
Debt Delinq. Detail..:
Grant
FL-90-X000
CAPITAL-3 BUSES, AND
OPERATING ASSI
County Agency
Tom McCormick
David P. Hope
New
None Specifie~l
20507 -,
5307
None Specified
Oct 01,2000-Jun. 30,2002
Not Applicable
None Specified
NO
Feb. 16, 2001
261
F_Jectronic
Yes
Gross Project Cost.:
Adjustment Amt. ..... :
Total Eligible Cost..:
Total FTA Amt. ....... :
Total State Amt. ...... :
Total Local Amt. ...... ·
Other Federal Amt..:
Special Cond. Amt. i
Special Condition .... :
S.C. Tgt. Date ......... :
S.C. Eft. Date .......... :
Est. Oblig Date ....... :
Pre-Award Auhority?
Fed. Debt Authority?.
Final Budget? ......... :
Urbanized Areas
1,508,250;
$0
,508,250
893,725
335,406
279,119
$0
$0
None Specified
None Specified
None Specified
01-oct-2000
NO
NO
NO
UZA Name: FLORIDA
DOT
U.S. Depai~nent of Trap_epoi~a{ion
16, B1
FTA
Federal Transit Administration
UZAID:120000
UZAName: NAPLES, FL
UZAID:123610
~congressional Distrfc~
State ID: 12
District Code: 12
District Official: Adam Putnam
_Project Details
1) CAPITAL. THREE (3) BUSES AND AMENITIES FOR COUNTY TRANSIT SYSTEM.
2) PROJECT ADMINISTRATION
Part 3: Budget
PROJECT BUDGET
SCOPE
111-00 BUS - ROLLING STOCK
ACTIVITY
-. 11.13.04 BUY <30-FT BUS FOR
EXPANSION
..SCOPE
117-00 OTHER .CAPITAL ITEMS (BUS) · ACTIVITY
11.79.00 PROJECT ADMINISTRATION
11.42.20 ACQUIRE - MISC SUPPORT
EQUIPMENT
SCOPE
300-90 OPERATING ASSISTANCE
ACTIVITY
30.09.00 OPERATING ASSISTANCE -
50% (USE FPC 04)
Quantity FTAAmount ~
3 $ 287,267 $ 359,084
3 $ 287,267 $ 359,084
$ 85,000
$ 70,000
$15,000
$ 521,458
$ 521,458
Estimated Net Project Cost:
Federal Share:
Local Share:
$106,250
$ 87,500
$18,750
$ .1,042,916
$1,042,916
$1,508,250
$ 893,725
$ 614,525'
OTHER ~Activities not included in Pro'ect Bud et Totals
_Quantity FTA Amount
Tot. EIiq. Cost
DOT
U.S. Depai~nent of Transportation
1681
FTA,
Federal Transit Administration
No Amendment Funding Source information is available for the selected project
Alternative Fuel Codes
11.13.04
BUY <30-FT BUS FOR EXPANSION
Diesel Fuel
Extended Bud,qet Descriptions
'r'1.13.04 BUY <30-FT BUS FOR EXPANSION
FuNDs FOR FINAL THREE VEHICLES
11.79.00 PROJECT ADMINISTRATION
ADMINISTRATIVE COSTS OF COUNTY STAFF
3 $ 287,267 $ 359,084
$ 70,000 $ 87,500
30.09.00
FPC 04)
OPERATING ASSISTANCE - 50% (USE
Operating Assistance for contracted service, fuel, maintenance, etc.
Part 4. Milestones
$ 521,458 $ 1,042,916
11.13.04BUY <30-FT BUS FOR EXPANSION
$ 287,267 $ 35g,084
Milestone Description
RFP/IFB OUT FOR BID .............................................................
The exact date the RFP went out to bid is unknown. ' ......................
Vehicles were purchased through the Flodda Vehicle Procurement
Program (FVPP)
2. CONTRACT AWARDED ............................................... : ...............................
The-Florida Vehicle Procurement Program (FVPP) Bid # MD98-01 was
awarded to Florida Transportation Systems on April 20, 1998.
3. FIRST BUS DELIVERED ............................................................. ~ ..................
The first bus was delivered by 01/01/2001
4. ALL BUSES DELIVERED ..................... . ............................................................
All buses were delivered by 02/01/2001.
5. CONTRACT COMPLETE ................................................................................
All busses were inspected and placed in service by February 15, 2001.
Apr. 20, 1998
Ap~ 20,1998
Jan. 1, 2001
Feb. 1,2001
Feb. 15,2001
11.79.00PROJECT ADMINISTRATION
$ 70,000 $ 87,500
Milestone Description
~ontract Complete ........................................................ ~
Sep. 30, 2001
DOT ..
U.S. Depaf'b,ent of Tra~s~o,t,,;;on
16B1
FTA
Federal Transit Administration
Milestone Description
EXPENSES ASSOCIATED WITH PROJECT ADMINISTRATION.
SALARIES AND FRINGE. NOT A RFP OR IFB.
30.09.00OPERATING ASSISTANCE - 50%
(USE FPC O4)
$ 521,458 $ 1,042,916
· . Milestone Description
1.~';'..; ' Final Expenditure ........................................
'"' Final expenditure by June 2002 ......................................................
Jun. 30, 2002
11.42.20ACQUIRE - MISC SUPPORT
EQUIPMENT
$15,000
$18,750
Milestone Description
Contract Complete .......................................................................................
Part 5.
PRJBUD
Environmental Findings
Project Budget 3 $ 893,725
F._indin.q No. 1
Finding Type .............. : Class I
Draft ElS Date ............ :
Final ElS Date.., ........ :
FTA ROD Date .......... -
Feb. 15, 2001
$1,508,250
111304 BUY <30-FT BUS FOR EXPANSION
,Finding No. 1
Finding Type .............. · Class Il(c)
Type Code ................. · Unknown
3
$ 287,267
$ 359,084
117900 PROJECT ADMINISTRATION
Finding No. 1
Finding Type .............. -
Class Il(c)
$ 70,000
$ 87,500
DOT
U.S. DepaFu~,ent of Transpo~a{ion
'16B1
FTA
Federal Transit Administration
Type Code ................. ' Unknown
300900 OPERATING ASSISTANCE - 50% (USE FPC
o4)
$ 521,458 $ 1,042,916
Finding No. 1
Finding Type .............. ' Class Il(c)
Type Code ................. ' Unknown
114220 ACQUIRE - MISC SUPPORT EQUIPMENT
Finding No. 1
Finding Type ..............
Type Code ................. ·
Unknown
Class il(c)
Unknown
$15,000 $18,750
Part 6. Fleet Status
Fixed Route
I. Active Fleet
A. Peak Requirement
B, Spares
C. Total (A+B)
D. Spare Ratio (B/A)
I!. Inactive Fleet
A. Other
B. Pending Disposal
C. Total (A+B)
!!1. TOTAL (I.C and il.C)
Union Information
,Before
0
0
0
0.00%
Chanae
5
2
7
' 40.00%
After
5
2
7
40.00%
0 0 0
0 O. 0
0 0 0
0 7 7
Recipient ID ............ : 1032
Recipient Name ' COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
belpediojennifer
From:
Sent:
1'o:
Subject:
D~vidPHope@aol.com
Friday, August 17, 2001 3:36 PM
Jennife~elpedio@colliergov.net
(no subject)
16B1
Jennifer,
The full text of FTA Circular 5010.lB "Grant Management Guidelines" may be
viewed at "http://www.fta.dot.gov/library/policy/circSOlO.htral.,
I have attached a portion of chapter 1. It seems logical to follow FT~
guidelines as we consider modifications to the grant. I would recommend
al!owings,Revisions" as defined by the FTA without BCC approval. Any full
"Amendment" as defined by the FTA would require both FTA and BCC formal
approval.
I do'not foresee any conditions that would require us to terminate the grant.
HoweVer, any termination should require BCC approval as well.
Thanks
David
1. CHANGES IN AN APPROVED GRANT - BUDGET REVISIONS AND AMENDMENTS OF THE
GRANT AGREEMENT.
a. General. A grant obligates the grantee to undertake and complete .
activities defined by the scope and budget as incorporated in the grant
agreement. The grant budget, as used in this circular, means the approved
financial plan that FTA and the grantee agree will be followed in carrying
out the purposes of the grant. During the course of the program or project,
it may be necessary to modify the grant by revising the budget or amending
the grant agreement. For example, modifications may be required because of
changes in the purpose, description, terms and conditions, or an increase in
the cost of an approved grant.
It is important to note that many grant funds lapse for use in an urbanized
area three years after the year in which they are apportioned (e.g., Formula
program funds apportioned for FY 1994 lapse 10-1-97). The Comptroller General
has ruled that when the scope of a grant changes, any lapsed grant funds
unobligated by the grantee remaining under the old scope must be deobligated
by the FTA and only currently available funds may be obligated by the FTA for
the new scope. For this reason, proposed changes in the scope of a grant
cannot be made if funds approved for it have lapsed. The grantee should
contact its regional representative as soon as possible when this becomes
imm~nent to avoid losing lapsed funds. Because of the potential for severe
penalties for anti-deficiency violations, grantees must exercise careful
judgment in determining whether a grant change will' alter its scope.
Planning and capital grant changes are summarized in Exhibit I-l, at the end
of this chapter. The table'provides an overview of the relationship between
budget revisions, administrative amendments and full grant amendments as
described in the text.
b. Definitions.
1. Scope.
a. The scope of a grant is defined as the broad purpose or objectives of a
grant. The scope of a grant may encompass one or more specific projects.
b. A project scope is defined as the broad purpose of a particular project
within a grant. There may be multiple scopes identifying each of the
different projects within a grant and each scope may contain a number of
activities which represent the estimate of actions needed to complete the
project. Quantities for revenue rolling stock should be reflected in the
scope.
2. Project Activity Line Item .' This is defined as the description and
dollar amount contained in the budget for an approved grant activity
associated within a particular scope approved as part of a grant. Activity
line items under each scope are informational and are used as tools for the
16B1
FTA and grantee to manage the grant.
3. Budget Revision. A budget revision is any change within the scope of the
original grant. A budget revision may be a transfer of funds within a project
or among projects within an approved grant. It could also include the '
addition or deletion of an activity. A budget revision cannot be used to
materially change the purpose or intent, i.e., scope, or Federal dollar
amount of the grant.
Budget revisions approved by FTA are updated in FTA's EGMM system. Budget
revisions are discussed further in the following paragraph c.
4. Administrative Amendment. This is defined as a minor change in a grant
agreement normally initiated by FTA to modify or clarify certain terms,
conditions or provisions of a grant. A~m~nistrative amendments are discussed
further in the following paragraph d.
An administrative amendment cannot be used to change the scope of a grant.
5. Full Grant Amendment. An increase in the Federal share or a change in the
scope of a grant requires a full grant amendment.
Full am~n.dments are subject to the same application requirements as a new
grant ~'equest. Issuance of a revised grant agreement and budget is required
for a fUll amendment and, because a change in scope or funding of the grant
resu!~s, a change in the pre?ions obligation of funds is also required. FTA
can r~obligate funds only if the previousl~ obligated funds have not lapsed.
Guidelines and approval requirements for full amendments are outlined in the
following paragraph e.
c. Budget Revisions. The approved grant budget is sent to the grantee with
the grant approval letter or electronically following FTA approval of the
grant. The grantee is responsible for controlling and monitoring all grant
activities to ensure that they are carried out in accordance with the
approved budget, including control of individual projects within the grant.
1. Approval Requirements for Budget Revisions. Beyond assuring that
grantees' budget revisions will not change the amount or scope of a grant,
FTA does not exercise control over the dollar amount to be spent to procure
or construct items under an individual activity item. FTA monitors grants to
confirm that grantees establish and follow procedures that are reasonable and
comply with FTA requirements. Grant changes may be made by budget revision if
the purpose, scope and amount of the .grant will remain unchanged.
Required grantee certifications stand in lieu of direct FTA review and
approval, substantiated by annual independent audits and triennial reviews.
Grante~s must. obtain prior FTA approval either in writing or electronically
through' EGMM for the following proposed budget revisions.
a. Prior FTA approval is required when the Federal share of the grant
exceeds $100,000 and the cumulative amount of project funds to be transferred
between or among activities, (including all budget revisions since'the last-
one specifically approved by FTA) exceeds twenty percent (20%). Proposed
budget revisions for planning grants which exceed thirty percent (30%)
require prior FTA approval.
b. Prior FTA approval is required when the revision would transfer funds
between operating and capital/planning categories, or between activity line
items with different Federal matching ratios, such as from 80/20 to 83/17
option to include "Americans with Disabilities Act"' or "Clean Air Act"
requirements;
c. Prior FTA approval is required when the revision is for the addition or
deletion of item~ that are set forth as requiring prior awarding agency
approval in OMB Circular A-87. These include, among others, automatic data
processing services, building space, insurance and indemnification,
management studies, preagreement costs, professional services and proposal
costs;
.d. Prior'FTA approval is also required for a formula or discretionary
capital grant if the budget revision would:
1. Increase or reduce the number of revenue rolling stock to be purchased by
more than two units.
2. Change the size or physical characteristics of the activities specified
in a grant.
3. Advance a formula program ~5307 (formerly ~ 9 of FT Act) contingency
project if the contingency project is not in year one of current STIP.
2. Budget Format. For paper submissions, a three c°lx:mu format is
recommended for budget revision proposals: Column A, the current approved
budget; Column B, the activity changes; and Column C, the revised activity
items which combines Column A + Column B. A statement should ~= included I
each change that identifies and fully explains its need and how it will
affect the project. A~$ budget revisions should be dated and numbered
consecutively. Those not requiring FTA prior concurrence must be submitted to
FTA at least quarterly (i.e., with Milestone/Progress Report), or
electronically following procedures in the EGMM policies and procedures
manual.
d. Administrative Amendments. An administrative amendment may be used to
change or clarify the terms, conditions or provisions of a grant contract.
These usually are initiated by FTA and may be used only when no change will
result in the scope, amount or purpose of the grant.
An administrative amendment is used to modify a grant contract for such
purposes as to comply with changes required by FTA law, to change the year or
type of funds obligated for a grant, to transfer equipment from one grantee
to another, to reflect a change in the grantee's name, or to deobligate
Federal funds that are not needed to complete approved project scope or
purpose,-
e. Full Grant Amendments.
1. Requirement. A grant amendment is required when proposed changes in the
grant would:
a. Materially alter the objective of the approved project (i.e change the
scope); or ''
b. Require an increase in the Federal project amount.
2. Change of Scope. The scope of a grant is changed by any of the following:
a. A transfer within an approved planning grant budget that cumulatively
exceeds thirty percent (30%) of the budget most recently approved by FTA when
FTA's share of the grant is more than $100,000 would constitute a scope
change.
b. Changes in quantity of items to be purchased or constructed generally
trigger an amendment only when they are significant enough to materially
change the purpose or intent of the approved grant as defined by the scope.
Changes in quantities for revenue rolling stock that exceed 20% of the base
amount where specified, are generally considered significant changes and will
require processing of a grant amendment.
The 20% threshold does not apply to changes in activity items when quantities
are not specified in the scope. These changes in activity item quantities may
be made by budget revision unless the change is so significant as to
materially alter the grant's basic purpose.
c. A change to a grant to add a project, if not previously included as a
contingency project in an approved TIP/STIP, or to delete a project if the
deletion affects the intent or objectives of the grant would constitute a
scope change.
d. A change that FTA concludes is material which modified an activity item,
project description or the size or type of items specified in any grant would
.constitute a scope change.
3. Procedures. A full amendment must be used for grant changes that cannot
be handled by a budget revision or administrative amendment. Full amendments
require the issuance of a revised grant agreement and budget, and may require
a change in the amount of funds obligated for the g~ant. A deobligation and
reobligation of funds to accompany a change in project scope can occur only
if the previously obligated funds have not lapsed, or new funds are
available.
A full amendment is subject to the same requirements as a new grant request
except that the grantee need not resubmit portions of the original grant
application that are unaffected by the change. The grantee must submit a
detailed description of the changes, a revised project budget and if
applicable, a SF-424 form if there are changes in funding levels. These
changes may be accomplished electronically through EGMM when applicable.
4. Funds Reobligation. To effect a change in scope of a formula grant, the
Federal funds previously approved must not have lapsed and the obligation of
Federal funds must be changed as follows:
a. If the scope of a grant is reduced, the funds obligated to it must be
reduced accordingly unless offsetting cost increases are approved by FTA.
b. If a grant is changed to replace some activities by others, funds must be
adjusted to reflect the change.
5. Increase in the Project Amount. If the scope of a grant increases and
additional Federal funds are required, new funds may be obligated to the
3