Agenda 09/27/2016 Item #16D 6 16.D.6
09/27/2016
EXECUTIVE SUMMARY
Recommendation to accept a Federal Transit Administration Section 5310 Grant award in the
amount of $457,557, authorize the necessary budget amendments, and approve the purchase of
four paratransit vehicles and radios using those funds.
OBJECTIVE: To leverage federal and state grant funds to purchase three replacement and one
additional paratransit vehicles and radios.
CONSIDERATION: The Board approved the application for Section 5310 Grant on January 12, 2016
(Agenda Item #16.D.3). The Federal Transit Administration (FTA) has awarded Collier County a FY
2016-2017 Section 5310 grant in the amount of $457,557 to purchase three replacement cutaway
paratransit vehicles, one additional paratransit cutaway vehicle and four radios for the installation in the
four vehicles.
The paratransit system maintains a capital replacement schedule for vehicles recommended and
scheduled for replacement by Fleet Management. The vehicles being considered for replacement have
met FTA's vehicle end of useful life criteria, and are identified in the Vehicle Replacement Plan in the
2014 Transportation Disadvantaged Service Plan Major Update. These paratransit vehicles will be
purchased in FY17 through the FDOT Vehicle Procurement Program, a State of Florida contract, which
assists transit agencies with technical assistance and guidelines for vehicle procurement. It also provides
opportunities to procure certain transit vehicles at the lowest possible prices using a combination of FY
2016-2017 FTA Section 5310 grant money and local matching funds.
Each year the Florida Vehicle Procurement Program (FVPP) assists transit agencies in purchasing
transit vehicles in the most economical way possible. This procurement program is managed by the
FDOT and administered by the Center for Urban Transportation Research. The FVPP contract was
authorized for use by Board action on September 8, 2015, (Agenda item 16E5); this Board action
authorized the County Manager to use State of Florida contracts, agreements and price lists for the
efficient purchase of goods and services for the delivery of public services, which is consistent with the
County's Purchasing Ordinance.
The FTA Section 5310 grant requires a ten percent local match. The County is required to write a
purchase order equaling ten percent of the total cost of the vehicles and the radios. The remaining ninety
percent of the total cost for the vehicles is covered by purchase orders written by the Florida
Department of Transportation (FDOT)using the awarded FTA FY 2016-2017 5310 grant funds.
FISCAL IMPACT: The total cost for the vehicles are $441,957 of which $397,761 will be funded by
FDOT through the FVPP program directly to the vendor. Collier is responsible for the required 10%
match ($44,196), and any additional funding needed to complete the purchase. A budget amendment in
the amount of$44,196 is required for the 10%local match requirement within Transit Grant Match Fund
(429), Project 33487. Auction Proceeds from Fund (429) in the amount of$19,152 and Transportation
Disadvantage Fund(427)Reserves for the difference of$25,044 are the source of funding for the match.
The total cost for the radios is $15,600 of which $14,040 will be funded by FDOT and reimbursed to
Collier County. Collier is responsible for the required 10% match ($1,560). A budget amendment is
needed in the amount of$14,040 to recognize the grant revenue funds to CAT Grant Fund(428), Project
33487 and a budget amendment is also required in the amount of $1,560 for the 10% local match
requirement within Transit Grant Match Fund(429), Project 33487.
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16.D.6
09/27/2016
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority vote
for Board approval. -JAB
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
Executive Summary.
RECOMMENDATION: That the Board of County Commissioners accepts the grant award and
authorizes the necessary budget amendments to use local funds for the required match for the purchase
of four paratransit vehicles and four radios.
Prepared by: Yousi Cardeso, Operations Analyst, Public Transit&Neighborhood Enhancement
ATTACHMENT(S)
1. CCBCC 5310-41 NOGA FY16 W-CAO stamp (PDF)
2. Collier County 5310-41 Cover Letter FFY16 (PDF)
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16.D.6
09/27/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.6
Item Summary: Recommendation to accept a Federal Transit Administration Section 5310 Grant
award in the amount of$457,557, authorize the necessary budget amendments, and approve the purchase
of four paratransit vehicles and radios using those funds.
Meeting Date: 09/27/2016
Prepared by:
Title: Operations Analyst—Public Transit&Neighborhood Enhancement
Name: Yousi Cardeso
09/06/2016 4:56 PM
Submitted by:
Title: Division Director -Pub Tran&Nbrhd Enh—Public Transit&Neighborhood Enhancement
Name: Michelle Arnold
09/06/2016 4:56 PM
Approved By:
Review:
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 09/07/2016 8:25 AM
Procurement Services Sandra Herrera Level 1 Purchasing Reviewer 1-4 Completed 09/07/2016 2:17 PM
Public Transit&Neighborhood Enhancement Michelle Arnold Level 1 Sim. Reviewer 1-8Completed
Public Services Department Amanda O.Townsend Level 1 Sim.Reviewer 1-8 Completed 09/08/2016 5:33 PM
Public Transit&Neighborhood Enhancement Caroline Soto Level 1 Sim. Reviewer 1-8Completed
Public Services Department Hailey Margarita Alonso Level 1 Division Reviewer Completed 09/12/2016 5:10 PM
Procurement Services Allison Kearns Level 1 Purchasing Reviewer 1-4 Completed 09/13/2016 8:49 AM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 09/13/2016 9:54 AM
County Attorney's Office Jennifer Belpedio Level 2 Attorney of Record Review Completed 09/13/2016 3:00 PM
Grants Kimberly Lingar Level 2 Grants Review Completed 09/14/2016 2:54 PM
County Attorneys Office Jeffrey A.Klatzkow Level 3 County Attorneys Office Review Completed 09/14/2016 3:33 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/14/2016 4:43 PM
Grants Therese Stanley Level 3 OMB 1st Reviewer 1-4 Completed 09/19/2016 12:18 PM
County Manager's Office Leo E.Ochs Level 4 County Manager Review Completed 09/20/2016 3:03 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/27/2016 9:00 AM
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I6.D.6.a
NOTICE OF FTA SECTION 5310 GRANT AWARD / FL-16-0041, SFY 2016/17
Based on the Agency's Application for Federal Assistance under 49 U.S.C. Section 5310, which was due to the
Department on or before February 2, 2016 and is on file at the Florida Department of Transportation, District One, 801
North Broadway Avenue, Bartow, Florida 33830 offices, the Department hereby makes the following grant award under
the 49 U.S.C. Section 5310 Program to:
Collier County Board of County Commissioners
3299 Tamiami Trail, Suite 103,Naples, Florida 34112
As of August 9, 2016
Description Estimated Estimated Estimated Estimated
Total Federal State Applicant or
100% 80% 10% Local 10% .a
3-23'Standard Cutaway Diesel Vehicles $331,468.00 $265,174.00 $33,147.00 $33,147.00 ns
1-(Expansion)23'Cutaway Diesel Vehicle $110,489.00 $88,391.00 $11,049.00 $11,049.00
4- Two -Way Communication Mobile Radios $15,600.00 $12,480.00 $1,560.00 $1,560.00
TOTAL $457,557.00 . $366,045.00 $45,756.00 $45,756.00 M
Financial Management Number: 435210-1-93-13
Federal Award Identification Number(FAIN): 1001-2016-4 co
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ACCEPTANCE OF GRANT AWARD
(To be signed by the recipient and returned to the FDOT District Office)
The undersigned accepts the above-described award and:
a) The Recipient reaffirms its assurances to FTA and FDOT as stated in Exhibits E, F, and G of its application.
b) The Recipient agrees to use and maintain the grant awarded equipment in accordance with the federal and state p
program requirements, and for the services described, in its approved application. z
c) The Recipient agrees to comply with all applicable civil rights statutes and implementing regulations.
d) The Recipient agrees to contact the FDOT Contractor, Lazara Stinnette, at the Center for Urban
Transportation Research, Florida Transit Research Inspection and Procurement Services(TRIPS) at
813-974-0695 to arrange purchase of the above items. This purchase will follow the Department's Guidelines for v
Acquiring Vehicles.
e) The Recipient must do the following PRIOR to the purchase of equipment:
1) Complete a third party checklist
2) Have it approved by the Department's Transit Project Coordinator
a)
3) Contact Lazara Stinnette so that she can make the funds available for expenditure E
4) Wait for Lazara to send confirmation to expend funds
5) The Recipient may now make the purchase
f) The Recipient MUST request purchase of the vehicles/equipment on or before May 15,2017. `t
g) The Recipient agrees to submit the local matching funds when requested to do so.
h) The Recipient, if it is not a CTC, agrees to submit its Annual Operating Report(AOR)data to the CTC as
requested.
i) The Recipient will forward a copy of its maintenance plan to Ms. Stephens by December 30, 2016 if you have not
already done so.
j) The Recipient will furnish proof of insurance for the vehicle(s)to Ms. Stephens,listing FDOT District One as
first Lien Holder and an additional insured, upon receipt of the vehicle.
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SPECIAL CONSIDERATIONS:
E-Verify
Vendors/Contractors:
1. Shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of
all new employees hired by the Vendor/Contractor during the term of the contract; and
2. Shall expressly require any subcontractors performing work or providing services pursuant to the state contract to
likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility
of all new employees hired by the subcontractor during the contract term.
Single Audit Information
1. Please note this award is for a passenger vehicle(s)and/or other capital equipment/costs.The value of the federal cc
award should be considered as non-cash assistance.A non-Federal entity as defined by OMB Circular A-133,for LL
fiscal years beginning before December 26, 2014, and 2 CFR Part 200,thereafter, as a Subrecipient of this
Federal award, may be subject to the audit requirements established by OMB Circular A-133,for fiscal years c i
beginning before December 26, 2014, and 2 CFR Part 200,thereafter. In determining Federal awards expended in
a fiscal year,the non-Federal entity must consider all sources of Federal awards, including non-cash ti
contributions.
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AGENCY:
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Accepted by: Date
(Signature)
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Typed Name and Title: z
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Agency Federal Employment Identification Number:
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Agency Fiscal Year: v
Approved as to form and legality v
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DUNS Number:
Assistant County Attorncy�
FLORIDA DEPARTMENT OF TRANSPORTATION
Award Approved by: Date:
Typed Name and Title: Paul A. Simmons
District Modal Development Administrator
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16.D.6.a
EXHIBIT 1
Federal Financial Assistance
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
CFDA No.: 20.513
CFDA Title: Enhanced Mobility of Seniors and Individuals with Disabilities
CFDA Program Site: www.cfda.aov
Awarding Agency: Florida Department of Transportation
Award Amount: *refer to the Vehicle/Equipment delivery notice package for actual purchase
price*
Research & Not Applicable
Development: i
Indirect Cost Rate: Not Applicable o
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE SUBJECT TO THE IT
FOLLOWING AUDIT REQUIREMENTS:
2 CFR Part 200 — Uniform Administrative Requirements, Cost Principles & Audit Requirements for Federal
Awards
www.ecfr.gov
OMB Circular A-133,Audits of States, Local Governments and Non-Profit Organizations 0
www.whitehouse.gov/omb/circulars
OMB Circular A-133 Compliance Supplement
www.whitehouse.uov/omb/circulars u-
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT MAY ALSO BE o
SUBJECT TO THE FOLLOWING:
OMB Circular A-87, Cost Principles for State, Local and Indian Tribal Governments
www.whitehouse.gov/omb/circulars Ln
OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of v
Higher Education, Hospitals and Other Non-Profit Organizations
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wvvw.whitehouse.gov/omb/circulars
49 USC 5310: Formula Grants for the Enhanced Mobility of Seniors and Individuals With Disabilities
http://uscode.house.gov/browse.xhtml
FTA Circular 9070.1 G: Enhanced Mobility of Seniors and Individuals With Disabilities Program Guidance and .c
Application Instructions
www.fta.dot.eov/legislation law/I2349.html
Federal Funding Accountability and Transparency Act(FFATA) Sub-award Reporting System (FSRS)
www.fsrs.eov
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16.D.6.a
EXHIBIT 2
Single Audit Requirements
The administration of resources awarded through the Florida Department of Transportation (Department) to the
Subrecipient may be subject to audits and/or monitoring by the Department. The following requirements do not
limit the authority of the Department to conduct or arrange for the conduct of additional audits or evaluations of
Federal awards or limit the authority of any State agency inspector general, the State of Florida Auditor General
or any other State official. The Subrecipient shall comply with all audit and audit reporting requirements as
specified below. 12
a. In addition to reviews of audits conducted in accordance with OMB Circular A-133, for fiscal years <
beginning before December 26, 2014, and in accordance with 2 CFR Part 200, Subpart F - Audit }
Requirements, for fiscal years beginning on or after December 26, 2014, monitoring procedures may It
include but not be limited to on-site visits by Department staff and/or other procedures including, M
reviewing any required performance and financial reports, following up, ensuring corrective action, and "?
issuing management decisions on weaknesses found through audits when those findings pertain to ti
Federal awards provided through the Department by this Award. By accepting this Award, the
Subrecipient agrees to comply and cooperate fully with any monitoring procedures/processes deemed a
appropriate by the Department. The Subrecipient further agrees to comply and cooperate with any
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inspections, reviews, investigations, or audits deemed necessary by the Department, State of Florida
Chief Financial Officer(CFO) or State of Florida Auditor General. 0
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b. The Subrecipient, a non-Federal entity as defined by OMB Circular A-133, for fiscal years beginning
before December 26, 2014, and as defined by 2 CFR Part 200, Subpart F - Audit Requirements, for T.
fiscal years beginning on or after December 26, 2014, as a subrecipient of a Federal award awarded LL-
through the Department, is subject to the following requirements: 0
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i. In the event the Subrecipient expends a total amount of Federal awards equal to or in excess of
the threshold established by OMB Circular A-133, for fiscal years beginning before December o
26, 2014, and established by 2 CFR Part 200, Subpart F -Audit Requirements, for fiscal years ,M
beginning on or after December 26, 2014, the Subrecipient must have a Federal single or
program-specific audit for such fiscal year conducted in accordance with the provisions of OMB m
Circular A-133, for fiscal years beginning before December 26, 2014, and in accordance with the
provisions of 2 CFR Part 200, Subpart F -Audit Requirements, for fiscal years beginning on or
after December 26, 2014. Exhibit 1 to this Agreement provides the required Federal award
identification information needed by the Subrecipient to further comply with the requirements of .
OMB Circular A-133, for fiscal years beginning before December 26, 2014, and the w
requirements of 2 CFR Part 200, Subpart F -Audit Requirements, for fiscal years beginning on
or after December 26, 2014. In determining Federal awards expended in a fiscal year, the
Subrecipient must consider all sources of Federal awards based on when the activity related to
the Federal award occurs, including the Federal award provided as noncash assistance through
the Department by this Award. The determination of amounts of Federal awards expended
should be in accordance with the guidelines established by OMB Circular A-133, for fiscal years
beginning before December 26, 2014, and established by 2 CFR Part 200, Subpart F - Audit
Requirements, for fiscal years beginning on or after December 26, 2014. An audit conducted by
the State of Florida Auditor General in accordance with the provisions of OMB Circular A-133,
for fiscal years beginning before December 26, 2014, and in accordance with 2 CFR Part 200,
Subpart F -Audit Requirements, for fiscal years beginning on or after December 26, 2014, will
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I6.D.6.a
meet the requirements of this part.
ii. In connection with the audit requirements, the Subrecipient shall fulfill the requirements relative
to the auditee responsibilities as provided in OMB Circular A-133, for fiscal years beginning
before December 26, 2014, and as provided in 2 CFR Part 200, Subpart F-Audit Requirements,
for fiscal years beginning on or after December 26, 2014.
iii. In the event the Subrecipient expends less than the threshold established by OMB Circular A-
133, for fiscal years beginning before December 26, 2014, and established by 2 CFR Part 200,
Subpart F - Audit Requirements, for fiscal years beginning on or after December 26, 2014, in
Federal awards, the Subrecipient is exempt from Federal audit requirements for that fiscal year.
However, the Subrecipient must provide a single audit exemption statement to the Department at F3
FDOTSingleAuditra;�dot.state.fl.us no later than nine months after the end of the Subrecipient's
audit period for each applicable audit year.
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iv. The Subrecipient must electronically submit to the Federal Audit Clearinghouse (FAC) at }u.
https:/,/harvester.census.gov/facweb/the audit reporting package as required by OMB Circular A- o
133, for fiscal years beginning before December 26, 2014, and as required by 2 CFR Part 200, u'
Subpart F - Audit Requirements, for fiscal years beginning on or after December 26, 2014, ti
within the earlier of 30 calendar days after receipt of the auditor's report(s) or nine months after
the end of the audit period. The FAC is the repository of record for audits required by OMB
Circular A-133, for fiscal years beginning before December 26, 2014, and for audits required by
2 CFR Part 200, Subpart F - Audit Requirements, for fiscal years beginning on or after y
December 26, 2014, and this Award. However, the Department requires a copy of the audit Q
reporting package also be submitted to FDOTSinaleAuditndot.state.fl.us within the earlier of 30 0
calendar days after receipt of the auditor's report(s) or nine months after the end of the audit
period as required by OMB Circular A-133, for fiscal years beginning before December 26,
2014, and as required by 2 CFR Part 200, Subpart F - Audit Requirements, for fiscal years
beginning on or after December 26, 2014.
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v. Upon receipt, and within six months, the Department will review the Subrecipient's audit
reporting package, including corrective action plans and management letters, to the extent c
necessary to determine whether timely and appropriate action on all deficiencies has been taken M
pertaining to the Federal award provided through the Department by this Award. If the "'
Subrecipient fails to have an audit conducted in accordance with OMB Circular A-133, for fiscal v
years beginning before December 26, 2014, and in accordance with 2 CFR Part 200, Subpart F -
Audit Requirements, for fiscal years beginning on or after December 26, 2014, the Department
may impose additional conditions to remedy noncompliance. If the Department determines that d
noncompliance cannot be remedied by imposing additional conditions, the Department may take 2
appropriate actions to enforce compliance.
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vi. As a condition of receiving this Federal award, the Subrecipient shall permit the Department, or
its designee, the CFO or State of Florida Auditor General access to the Subrecipient's records
including financial statements, the independent auditor's working papers and project records as
necessary. Records related to unresolved audit findings, appeals or litigation shall be retained
until the action is complete or the dispute is resolved.
vii. The Department's contact information for requirements under this part is as follows:
Office of Comptroller,MS 24
605 Suwannee Street
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16.D.6.a
Tallahassee,Florida 32399-0450
MOTS ingleAuditra),dot.state.ft.us
c. The Subrecipient shall retain sufficient records demonstrating its compliance with the terms of this
Agreement for a period of five years from the date the audit report is issued and shall allow the
Department, or its designee, the CFO or State of Florida Auditor General access to such records upon
request. The Subrecipient shall ensure that the audit working papers are made available to the
Department, or its designee, the CFO, or State of Florida Auditor General upon request for a period of
five years from the date the audit report is issued unless extended in writing by the Department.
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FDDIN
Florida Department of Transportation
RICK SCOTT 801 North Broadway Avenue JIM BOXOLD
GOVERNOR Bartow,FL 33830 SECRETARY
August 9,2016
Collier County Board of County Commissioners
Ms. Yousi Cardeso, Operations Analyst
3299 Tamiami Trail, Suite 103
Naples,Florida 34112
RE: NOTICE OF GRANT AWARD: FFY 2016/YEAR 41 (SFY 2016/2017) }
FEDERAL TRANSIT ADMINISTRATION SECTION 5310,"ENHANCED MOBILITY OF SENIORS AND c
INDIVIDUALS WITH DISABILITIES"PROGRAM
Dear Ms. Cardeso:
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Congratulations! The Florida Department of Transportation, District One has selected Collier County Board of County cc
Commissioners as a State Fiscal Year 2016/2017 grant award recipient under the Federal Transit Administration Section E.-
5310, "Enhanced Mobility of Seniors and Individuals with Disabilities" Program. This award is based on your agency's uu-
application for federal assistance which was due to the Department on or before February 2, 2016. The Department is a;
fully funding Collier County Board of County Commissioners'request with the understanding that the Federal Fiscal Year c
2016 Section 5310 Program of Projects has been awarded by FTA. Your agency will be responsible to provide a 10% .4
local match towards the total project cost. If actual costs are greater than the estimated total cost, it will be the o
responsibility of your agency to provide the difference. If actual costs are less than the estimated total cost,the difference U
will remain in the Department's general program fund and will be used to advance any remaining grant requests.
The Department's grant application review committee encountered a challenging task ranking applications and selecting F
grant award recipients this cycle due to limited funding and meritorious applications. Department staff and the
community representative who served on the grant application committee followed grant award criteria.
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This letter contains important information that your agency's staff should be aware of: a�
1. The Notice of Grant Award is enclosed. It contains the capital equipment description and specific amount v
awarded to your agency. An authorized local grantee signatory must expeditiously sign and return to me the E
Acceptance of Grant Award form in order for the grant award process to be completed. Please mail the form to E
801 North Broadway Avenue;MS1-39; Bartow,Florida 33830.
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2. Your agency's project must be listed in the Metropolitan Planning Organization's (MPO) Transportation
Improvement Program(TIP) if your agency is in an Urbanized Area. The Department is also notifying the MPO
of your Agency's award. Please be sure to coordinate with your local MPO representative on this requirement.
3. Please review the requirements "a" through "j" on the attached notice of grant award document. It contains
important grant requirements and due dates.
4. Orders should be placed as soon as possible. If vehicles-or equipment are not ordered on or before May 15,2017,
the Department reserves the right to withdraw this Award by a written letter to the Agency.
www.dot.state.fl.us
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16.D.6.b
Ms.Yousi Cardeso
August 9,2016
Page 2
Should you have any questions,please feel free to contact Ms. Debi Stephens, the District One program
coordinator for the Federal Transit Administration Section 5310 Program, at (239) 225-1982 or
debra.stephensaa,dot.state.fl.us,
incerely,
- A
Paul A. Simmons
District Modal Development Administrator 3
PAS/msp
Enclosure u_
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cc: Michelle Arnold,CTC,Collier County
Anne McLaughlin,Collier County Metropolitan Planning Organization
Lazara Stinnette,Center for Urban Transportation Research co
Richard Shine,Florida Department of Transportation
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Debi Stephens,Florida Department of Transportation
Bessie Reina,Florida Department of Transportation u.
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