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Backup Documents 12/11-12/2012 Item #16D11 ORIGINAL DOCUMENTS CHECKLIST & ROUTING 1L4 1 1 TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE Print on pink paper.Attach to original document.Original documents should he hand delivered to the Board Office.The completed routing slip and original documents are to he forwarded to the Board Office only after the Board has taken action on the item.) ROUTING SLIP Complete routing lines#1 through#4 as appropriate for additional signatures,dates,and/or information needed.If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#4,complete the checklist,and forward to Sue Filson(line#5). Route to Addressee(s) Office Initials Date (List in routing order) 1. 2. 3. 4. Scott Teach, Deputy County Attorney County Attorney's Office 5. Kristi Barlett, Supervisor Board of County Commissioners '7-1'2..a112 6. Minutes and Records Clerk of Court's Office �rc\ (-24201(2- PRIMARY CONTACT INFORMATION (The primary contact is the holder of the original document pending BCC approval.Normally the primary contact is the person who created/prepared the executive summary.Primary contact information is needed in the event one of the addressees above,including Sue Filson,need to contact staff for additional or missing information.All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the item.) Name of Primary Staff Yousi Cardeso Phone Number (239)252-5886 Contact Agenda Date Item was December 11,2012 Agenda Item Number 16D11 Approved by the BCC Type of Document 2 Grant Applications Number of Original 2 Attached `pas.2012-2.1-kq et-14t 2X12-250 Documents Attached �r sr_, P a, 5310 63t1 INSTRUCTIONS& CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is appropriate. Yes N/A(Not (Initial) Applicable) I. Original document has been signed/initialed for legal sufficiency. (All documents to be signed by the YC Chairman,with the exception of most letters, must be reviewed and signed by the Office of the County Attorney."Phis includes signature pages from ordinances,resolutions,etc. signed by the County Attorney's Office and signature pages from contracts,agreements,etc.that have been fully executed by all parties except the BCC Chairman and Clerk to the Board and possibly State Officials.) 2. All handwritten strike-through and revisions have been initialed by the County Attorney's Office and N/A all other parties except the BCC Chairman and the Clerk to the Board 3. The Chairman's signature line date has been entered as the date of BCC approval of the document or YC the final negotiated contract date whichever is applicable. 4. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's signature and YC initials are required. 5. In most cases(some contracts are an exception),the original document and this routing slip should be YC provided to Ian Mitchell in the BCC office within 24 hours of BCC approval. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be aware of your deadlines! 6. 'fhe document was approved by the BCC on December 11,2012 and all changes made during YC tor um the meeting have been incorporated in the attached document.The County Attorney's Office w 44 #1 has reviewed the changes,if applicable. I: Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05 «matter number»/«document_number» Colter county 6D 1 � Growth Management Division Tuesday, December 11, 2012 Michelle S. Peronto Local Agency Program Coordinator FDOT, District One, Procurement Office 801 North Broadway Avenue Bartow, Florida 33830 Re: 5310 Grant Submittal Dear Ms. Peronto: Collier County submits this Application for the Section 5310 Program Grant and agrees to comply with all assurances and exhibits attached hereto and by this reference made a part thereof, as itemized in the Checklist for Application Completeness. Collier County further agrees, to the extent provided by law (in case of a government agency in accordance with Sections 129.07 and 768.28, Florida Statutes) to indemnify, defend and hold harmless the Department and all of its officers, agents and employees from any claim, loss, damage, cost, charge, or expense arising out of the non-compliance by the Agency, its officers, agents or employees, with any of the assurances stated in this Application. This Application is submitted on the 11" day of December, 2012 with two (2) original resolutions or certified copies of the original resolution authorizing Fred W. Coyle, Chairman of the Board of County Commissioners to sign this Application. Thank you for your assistance in this matter. Sincerely, Michelle E. Arnold, ATM Director Collier Area Transit • J • r-61;28.,„ Growth Management Division•2885 South Horseshoe Drive•Naples,Florida 34104•239-252-8192•FAX 239-252-2726 16 Dli Checklist for Application Completeness, 5310-37 FY13/14 Name of Applicant: Collier County Board of County Commissioners Check One: First Time Applicant: Previous Applicant: Yes The following must be included in the Section 5310 Grant application in the following order: ✓ This checklist Applicant's cover letter(use FDOT provided cover letter) it Two(2)copies of the governing board's Resolution ✓ Exhibit A-1: Fact Sheet ✓ Application for Federal Assistance(Form 424, Code 20.513) Operating and Administrative Expense and Revenue Form ✓ Current Vehicle and Transportation Equipment Inventory Form ✓ Capital Request Form • Exhibit A: Current System Description ✓ Exhibit B: Proposed Project Description '✓ Exhibit C: Public Hearing Notice and Publisher's Affidavit(for public agencies only) ✓ Exhibit D: Coordination ✓ Exhibit F: Federal Certifications and Assurances NIA Exhibit G: Certification of Equivalent Service(if grant is for non-accessible vehicles) ✓ Exhibit H: Applicant Certification and Assurance to FDOT Exhibit K: Applicant Certification of Transportation Disadvantaged Service Plan(TDSP) Date application was submitted to Local Clearinghouse/Regional Planning Council: (send one(1)copy of letter received from the Local Clearinghouse/RPC to FDOT) Additional documents required for first-time applicant(if a private-non-profit agency) uIA Copy of Certification of Incorporation 24 RESOLUTION NO.2012-2 4 9 16 0 1 1 A RESOLUTION BY THE BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLORIDA, AUTHORIZING THE CHAIRMAN TO EXECUTE AND FILE ALL DOCUMENTS NECESSARY TO APPLY FOR A FEDERAL TRANSIT AGENCY SECTION 5310 GRANT, TO REVISE AND EXECUTE ANY REQUIRED DOCUMENTATION, AND TO ACCEPT, ON BEHALF OF THE COUNTY, ANY SUCH GRANT AWARDED. WHEREAS, 49 U.S.C.§ 5310 authorizes the Secretary of Transportation to make grants and loans to local government authorities such as Collier County to help provide mass transportation services to meet the special needs of elderly individuals and individuals with disabilities; and WHEREAS, each year, through an application process administered by the Florida Department of Transportation, the Collier County Transportation Disadvantaged program has obtained funds that are used for the purchase of vehicles and for the provision of transportation services to the elderly and disabled residents of Collier County; and WHEREAS, the Collier County Local Coordinating Board ("LCB") has requested that the Collier County Board of County Commissioners apply this year for FTA 49 U.S.C.§ 5310 funds in order to purchase vehicles to transport the elderly and disabled residents of Collier County; and WHEREAS, the Board of Collier County Commissioners has authority to apply for and accept grants from the Florida Department of Transportation as authorized by Chapter 341, Florida Statutes, and by the Federal Transit Administration Act of 1964, as amended. NOW THEREFORE, BE IT RESOLVED by the Board of County Commissioners, Collier County, Florida,that: 1. The BOARD authorizes its Chairman to file and execute the application on behalf of the Collier County Board of County Commissioners with the Florida Department of Transportation for the Federal Transit Administration Section 5310 Grant, including revising and executing any and all documents required in connection with filing the application, copies which are attached hereto, to approve any budget amendments necessary to receive the funds, and to accept those funds on behalf of the County. 2. The BOARD'S Registered Agent in Florida is Jeffrey A. Klatzkow, County Attorney. The registered Agent's address is 3299 East Tamiami Trail,Naples, FL 34112. 1 16 011 3. The BOARD authorizes its Chairman to sign any and all assurances, warranties, certifications, agreements, any subsequent amendments, contracts and other such documents that may be required in connection with the application. 4. This Resolution shall be effective immediately upon signature by the Chairman. This Resolution adopted after motion, second and majority vote favoring same, this -\-\\ day off ELNDAD ,2012. ATTEST: BOARD OF COUNTY COMMISSIO ;1 RS D GHT E.BROCK,Clerk COLLIER COUNTY,FLORIDA \ By Atli!A a/� By - i epu . • red W. Coyle,Chairman r °,Lest it to Chit i nkut Ap•••ved as to • I and : 'iciency: f Scott Teach Deputy County Attorney 2 16 011 EXHIBIT A-1 -- FACT SHEET Name of Applicant: Collier County Board of County Commissioners This is a one year `snap shot' of your service and every agency must use the following fiscal years: July 1, 2011 —June 30, 2012 for the CURRENT year, and, July 1, 2013—June 30, 2014 for the year the grant is to be awarded. (1) July 1, 2011 — June 30, July 1, 2013 —June 30, 2012 2014 CURRENTLY IF GRANT IS AWARDED (Estimates are acceptable.) L Number of one-way trips provided to 124,704 124,704 elderly and persons with disabilities (E&D) PER YEAR 2. Number of individual Elderly and 1,524 1,524 Disabled unduplicated riders (first ride per rider per fiscal year) PER YEAR 3. Percentage of Elderly and Disable 21 % 21 % needing wheelchair positions ACTUAL 4. Number of vehicles used to provide Average of 20 per day Average of 20 per day Elderly and Disable service ACTUAL 5. Number of ambulatory seats Average of 12 per Average of 12 per AVERAGE PER VEHICLE vehicle vehicle (Total number of ambulatory seats in the total fleet divided by the total number of fleet vehicles) 6. Number of wheelchair positions 68 68 AVERAGE PER VEHICLE (Total number of wheelchair positions in the total fleet divided by the total number of fleet vehicles) 7.Vehicle miles traveled PER YEAR 1,088,648 1,088,648 8. Average vehicle miles PER DAY 27,914 27,914 9. Normal number of days that vehicles 7 7 are in operation PER WEEK 10.Normal hours of vehicle operation 10 10 PER DAY 11. Trip length(Roundtrip) 21.06 miles 21.06 miles AVERAGE (1) Information clarified at workshops. 16 D11 APPLICATION FOR FEDERAL ASSISTANCE Version 7/03 1.TYPE OF SUBMISSION: Application—place an x in the box Pre-application—place an x in the box [3 construction []construction [ ]non-construction []non-construction 2.DATE SUBMITTED December 11,2012 Applicant Identifier 3.DATE RECEIVED BY STATE State Application Identifier 4.DATE RECEIVED BY FEDERAL AGENCY Federal Identifier 5.APPLICANT INFORMATION Legal Name:Collier County Board of County Commissioners Organizational Unit: Department:Alternative Transportation Modes Organizational DUNS:076997790 Division:Public Services Address:3299 E.Tamiami Trl#103 Name and telephone number of person to be contacted on matters involving this application(give area code) Street: Prefix: First Name:Michelle City:Naples Middle Name:Edwards County:Collier Last Name:Arnold State:Florida I Zip Code 34112 Suffix: Country:USA Email:michellearnold@colliergov.net 6.EMPLOYER IDENTIFICATION NUMBER(EIN): Phone Number(give area code) (Replace these boxes with numerals) 239-252-5841 59-6000558 Fax Number(give area code)239-252-6628 8.TYPE OF APPLICATION: 7.TYPE OF APPLICANT:(See back of form for Application Types) Ni New iTj Continuation ❑Revision County If Revision,enter appropriate letter(s)In box(es) ❑ Other(specify) (See back of form for description of letters.) Other(specify) 10.CATALOG OF FEDERAL DOMESTIC ASSISTANCE 9.NAME OF FEDERAL AGENCY: NUMBER: (Replace these boxes with numerals) Federal Transit Administration 20-513 TITLE(Name of Program): 11.DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: 12.AREAS AFFECTED BY PROJECT(Cities, Counties,States, Capital Assistance to replace paratransit vehicles that have outlived etc.): Community of/mmokalee,Naples,Marco Island,Everglades their useful life. City,Collier County 13.PROPOSED PROJECT 14.CONGRESSIONAL DISTRICTS OF: Start Date:711113 Ending a.Applicant b.Project Date: 6/30/14 15.ESTIMATED FUNDING: 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? a.Federal $294,172 .80 a. Yes. 1117i THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON: b.Applicant $36,771 .60 DATE: c.State $36,771 .60 b.No. ❑PROGRAM IS NOT COVERED BY E.O.12372. d.Local $ °° ❑ PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW e.Other $ 00 17.IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? • f.Program Income $ °' ❑Yes. If"Yes"attach an explanation. • '❑No g.TOTAL $367,716 °° 18.TO THE BEST OF MY KNOWLEDGE AND BELIEF,ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a.Authorized Representative Prefix:Mr. I First Name(red Middle Name:W. Last Name:Coyle I I Suffix: b.Title:Chairman ' c.Telephone Number(give area code)239-252-8097 d.Sgn. re of A% or,edR'•r, sentative: e.D \ \71: Previous Edition Usable. thprize ,for L c I Reproduction. Standard Form 424(Rev.9-2003) Prescribed by OMB Circular A-102 ATTEST Appro as to form l ka¢y D GHT :9ROCK, CLERK L eputy County Attorney ignat 16 ® 11 PART C APPLIES TO ALL APPLICANTS FOR CAPITAL ASSISTANCE FORM C-1 I'RANSPORTA'T ION-RELAFED OPERA LING and ADMINISTRATIVE EXPENSES NSES Name of Applicant: COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS State Fiscal period from 10/1/12 to 9/30/13 EXPENSE CATEGORY EXPENSE $ Labor (501) $37,500 Fringe and Benefits(502) 20,200 Services(503) 56,500 Materials and Supplies(504) 468,100 Vehicle Maintenance(504.01) 332,300 Utilities(505) 20,500 Insurance(506) Licenses and Taxes(507) 2,555,400 Purchased Transit Service(508) 2,600 Miscellaneous(509) Leases and Rentals(512) Depreciation (513) TOTAL EXPENSE $3,493,100 FORM C-2 OPERATING and ADMINISTRATIVE REVENUES OPERATING REVENUE CATEGORY REVENUE $ Passenger Fares for Transit Service(401) 150,000 Special Transit Fares(402) Other(403 —407)(identify by appropriate code) TOTAL OPERATING REVENUE $150,000 OTHER REVENUE CATEGORY Taxes Levied Directly by the Transit System(408) Local Cash Grants and Reimbursements(409) 2,378,100 Local Special Fare Assistance(410) State Cash Grants and Reimbursements(411) 714,500 State Special Fare Assistance (412) Federal Cash Grants &Reimbursements(413) 250,500 Interest Income(414) Contributed Services(430) Contributed Cash(431) Subsidy from Other Sectors of Operations(440) TOTAL OF OTHER REVENUE $3,343,100 GRAND TOTAL ALL REVENUE $ fl _ * * * 6C . > m z 000000000000 Din 0r '0 0 c) 0 3 0 0c) c00c000c0c000c� c) c0 0 n c� n c� 00 5 CD g-• N NJ NJ NJ NJ N NJ N N NJ NJ N N N N N N N IV O O cn cn 61 Cn Cn A A A A A W W W W FV eN - N 01 01 E p co CO CO CO W NJ Co V V V V O) W W W U1 Cn N O 00 W m 0 H.,CO N H N H. 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C o 00 NJ 00 01 A A N Cn O CO — O) W 0 -, 0 C71 CO 0 CD CD N N N N N N N N N N N N N N N Na N N N N N .‹ it O O O O O O O O O O O O O O O O O O O O O CD C) 0) 01 01 01 A W W W W CO W O — 0 0 -, CD co 7 cr. 01 01 01 01 01 01 01 Cr( <n (/) 01 01 01 01 01 01 (/) 0 01 0 CO CO CO CO W CO CO CO W W D- W W CO CO CO W D- O co O -n -" o O O O - O O o o - O O O O O O D 0 3 = 1111111111 > 111111 -11s< -n m 'n m m m '< m a � -G -< -< � 7J � -< -< -< 0 -< -< -< -< -< -< 0 r- � r 0 -.. 0 0 0 COO 'n CO 0 CO 0 CO 0 CO 0 O v rn CD CD rn CD O O ° O -A 0 0 0 0 0 0 0 0 0 0 W O v Na - - O u CO CO CO CO< 0O V V V -4 V W co n CO CD 16011 CAPITAL REQUEST FORM VEHICLE REQUEST GMIS Code R or Number Description (b)(c) Estimated (This column E requested r.% %%.1k i siltrr°iri t.€�g Cost for FDOT use (a) ONLY) 11. R 4 Turtle Top small cutaway 24"Vehicle with $367,716 6 standard seats and 6 foldaway seats 11. . 11. . 11. . 11. . $367,716 Sub-total EQUIPMENT REQUEST (c) 11. . 11. . 11. 11. . Sub-total $ (a) Replacement(R)or Expansion (E). (b) Provide a brief description including the length and type vehicle, type of fuel, lift or ramp, number of seats and wheelchair positions. Do not show the Make. For example, 22' gasoline bus with lift, 12 amb. seats, 2 w/c positions (due to the higher cost of diesel vehicles the applicant shall be required to pay the difference in cost over that of a gasoline vehicle). (c) Show mobile radios and identify the type of radio(i.e. two way radio or stereo radio), computer hardware/software,etc. under"Equipment Request." VEHICLE SUBTOTAL$367,716 + EQUIPMENT SUBTOTALS 0.00 =$ 367,716 (x). (x)X 80% =$ 294,172.80 [Show this amount on Form 424 in block 15(a)] 16011 COLLIER COUNTY/COLLIER AREA TRANSIT 2013 5310 GRANT Application EXHIBIT A: Current System Description: Collier Area Transit (CAT) & Collier Area Paratransit (CAP) Vision: To be an integral part of Collier County's Transportation network operated effectively and efficiently to improve economic and environmental benefits while providing all residents an alternative to the automobile. Collier Area Paratransit's Mission: Identify and safely meet the transportation needs of Collier County,through a courteous, dependable, cost effective and environmentally sound team commitment. Collier County Local Coordinating Board Mission: To carry out a coordinated and comprehensive approach to planning, developing and providing transportation services that meet the needs of transportation disadvantaged persons. Collier County occupies a land area of 2,026 square miles making it one of the largest County's in Florida. Almost 24 percent of Collier County's population is 65 years of age or older. This is 7%higher than the entire state of Florida. Collier Area Transit (CAT) provides residents and visitors of Collier County with an accessible mode of travel. These services include fixed route and paratransit service. The public transit services are operated by a contracted management company; Keolis Transit America. Paratransit service is available seven days a week. The Collier County Board of County Commissioners serves as the Community Transportation Coordinator (CTC) for Collier County. As the management company for the CTC, CAT performs the basic elements of coordination for the Paratransit program in Collier County, e.g., call intake, certification, eligibility, reservations, scheduling, reporting and many other related functions. Two distinct transportation programs are provided under CAT's Paratransit program: Americans with Disabilities Act (ADA) and Transportation Disadvantaged(TD). As of July 15t of 2012 the Medicaid program is being managed by private provider MTM. Service is provided under contract to Keolis mainly using vehicles provided and owned by the County. A total of 124,704 one-way trips were provided during the state fiscal year 2012 and 115,758 during our fiscal year 2012. Fares for the paratransit program were increased effective October 1St of 2012 and are implemented as regulated by each funding source. ADA fares are set up at $3.00 per one-way trip, based on Collier Area Transit's fixed route bus fares. With more trip demand in such a large land area, comes wear and tear. More vehicle miles traveled translate into increased maintenance requirements of our fleet. Collier Area Transit's paratransit program operates an average of 20 routes and or manifests each day using Collier County owned vehicles. The maintenance of Collier County owned vehicles is performed by Collier County Fleet Management. Collier Area Paratransit's program conducts regular safety inspections on all vehicles as a critical component of our overall safety and security program. 16 011 Our current vehicle inventory is supplied elsewhere in this grant application. As can be seen, many of the vehicles presently in the Collier County/Collier Area Transit Fleet have high mileage on them. The Federal guidelines for vehicle replacement indicate that our paratransit size of vehicles qualify for replacement after 4 years or in excess of 100,000 miles. As the Community Transportation Coordinator,we would like to be able to replace high mileage vehicles. High mileage vehicles require increased maintenance expenses compared with lower mileage vehicles. A copy of relevant pages from our TDSP Major Update Plan highlighting Service and Trend Analysis has been included. Types of Paratransit/Transportation Trips Total (non-cumulative per quarter) Total 122,914 Total 117,702 Total 115,578 112,696 17,252 17685 15,989 18,098 !.. 21,534 6,546 12,967 9,072 24,300 '. 15,383 13,174 14,052 79,171 78,745 Total Total Total Total Total Total Total 72,352 72,570 30,159 31,078 31,194 30,483 31,077 31,525 30,160 Total ; 21,357 M=gym 4 028 m warp=' wirmi 1• allrarM 19 237 19751 19187 ! 20 558 19,614 21,207 20,213 11,536 FY09 FY10 FY11 FY12 FY11 FY11 FY11 FY11 FY12 FY12 FY12 FY12 YE YE YE YE Q1 02 G13 04 01 02 03 04 ■Medical t.Food •Personal •Work&Education 16011 of Trips by Funding Source October 2011 - September 2012 ■CMS& Sr. Svcs 3% • Medicaid 2 ADA 20% 44% ■TD u.: Total 33% 16011 DEVELOPMENT PLAN INTRODUCTION TO THE SERVICE AREA Background of the TD Program In 1999, Collier County Government assumed the roll of the Community Transportation Coordinator (CTC). The County then requested proposals for a private management entity. ATC/Intelitran was selected and under contract until their contract terminated on September 30, 2002. As required, the County again requested proposals for a management entity. There were three respondents to the request, ATC/Intelitran, McDonald Transit Associates and MV Transportation Inc. The proposals were processed through a selection committee for review and scoring. McDonald Transit Associates had the highest score, followed by ATC/Intelitran and MV Transportation Inc. respectively. The management of the local fixed-route and paratransit operations merged effective October 1, 2005 under McDonald Transit. CTC Designation The Collier County Board of County Commissioners serves as the Community Transportation Coordinator (CTC) for Collier County. The County has directed that the Collier Area Transit (CAT) Paratransit Program (operated by McDonald Transit) handle the management responsibilities as the CTC. Figure 1 shows the organizational structure of the Collier County CTC. Collier Area Transit operates nine routes on a fixed-route system. The entire fleet is equipped with lifts that are compatible with the Americans with Disabilities Act of 1990 (ADA). Collier County CTC is considered a complete brokerage, contracting all fixed-route, paratransit and transportation disadvantaged operations to McDonald Transit who operates as Collier Area Transit (CAT). Collier Area Transit obtains prior authorization for all trips (Americans with Disabilities Act (ADA), Transportation Disadvantaged (TD), and Medicaid), schedules the trips and invoices the County on a bimonthly basis. As the management company for the CTC, CAT performs the basic elements of coordination for the paratransit program in Collier County, e.g., call intake, certification, eligibility, reservations, scheduling, transportation, reporting, cost-sharing and information sharing. Collier County provides administrative support for the paratransit program, such as grant writing and management, planning, and public information. Three distinct transportation programs are provided under Collier Area Transit's Paratransit Program: Americans with Disabilities Act (ADA), Transportation Disadvantaged (TD)and Medicaid. 1613 11 The ADA program provides service to people who reside within 3/4 miles of an existing CAT bus route (with origins and destinations within 3/4 miles of a fixed-route), have transportation needs that fall within the service schedule of CAT, but cannot access the bus system due to a disability. The TD program provides service to people residing in areas where CAT bus routes are not available, and who have no other means of transportation. The Medicaid program provides transportation for individuals on Medicaid to Medicaid eligible services who cannot travel by the CAT bus routes and have no other means of transportation. Organization Chart (see Figure 1) 16011 Figure 1 Collier County CTC Organizational Chart Florida Commission for the Transportation Disadvantaged t 1 1 I L l 1 1 V 1 \ I V Collier County Board of County 4----- Local Coordinating 4 Collier County MPO Commissioners (CTC) Board l . • •1 V ■ Collier County Alternative Transportation Modes Department l • Collier Area Transit �• Agencies purchasing (McDonald Transit) transportation (Manager) Fixed route, ADA, Paratransit, Transportation Disadvantaged Ir Transportation Operators Customers 3 160111 1 Consistency Review of Other Plans Pertinent portions of the following plans were reviewed in order to determine consistency and identify existing goals, objectives and policies that support transit and paratransit issues. • Collier County's Growth Management Plan • Marco Island's Comprehensive Plan for Future Growth • City of Naples' Comprehensive Plan • 2007 Transit Development Plan for Collier Area Transit • Collier County 2030 Long-Range Transportation Plan • Collier County Comprehensive Pathway (Bicycle/Pedestrian) Plan • Collier County Transportation Improvement Program (TIP) • Strategic Regional Policy Plan (SWFRPC) • Commission for the Transportation Disadvantaged 5 and 20 year plans • Transit 2020: Florida's Strategic Plan for Public Transportation To the maximum extent feasible, this Service Plan is consistent with all of the above-referenced plans. By reducing the number of individual trips and vehicles on the road, the coordinated system helps to address concerns expressed in these plans regarding roadway safety and capacity constraints. Local Coordinating Board Certification See Appendix A for Collier County Local Coordinating Board Membership Certification. Public Participation/Outreach Pursuant to Chapter 427, Florida Statutes, the purpose of a Local Coordinating Board (LCB) is to develop local service needs and to provide information, advice, and direction to the community transportation coordinator on the coordination of services to be provided to the transportation disadvantaged. In addition to the requirement of meeting on a quarterly basis, the LCB reviews and approves the TDSP, evaluates services provided in its jurisdiction, and assists the CTC with many issues related to the delivery of transportation disadvantaged services. Rule 41-2.012, Florida Administration Code (FAC) outlines the membership of the LCB to include the following: • Chairperson appointed by the MPO — elected official from the county that the LCB serves. • A local representative of the Florida Department of Transportation; • A local representative of the Florida Department of Children and Family Services; 4 160111 • A local representative of the public education community which could include, but not be limited to, a representative of the district school board, school board transportation office, or Headstart Program in areas where the school district is responsible; • A local representative of the Florida Division of Vocational Rehabilitation or the Division of Blind Services, representing the Department of Education; • A person recommended by the local Veterans Service Office representing the veterans of the county; • A person who is recognized by the Florida Association for Community Action (President), representing the economically disadvantaged in the county; • A person over sixty representing the elderly in the county; • A person with a disability representing the disabled in the county; • Two (2) citizen advocate representatives in the county; one who must be a person who uses the transportation service(s) of the system as their primary means of transportation; • A local representative for children at risk; • The chairperson or designee of the local mass transit or public transit system's board, except in cases where they are also the Community Transportation Coordinator; • A local representative of the Florida Department of Elderly Affairs; • An experienced representative of the local private for profit transportation industry. • A local representative of the Florida Agency for Health Care Administration; • A representative of the Regional Workforce Development Board; and • A representative of the local medical community, which may include, but not be limited to, kidney dialysis centers, long term care facilities, assisted living facilities, hospitals, local health department or other home and community based services, etc. The Local Coordinating Board meetings are held in accessible locations and open to the public. In addition to the membership listed above, the mailing list for the LCB quarterly agendas include transportation partners, transportation disadvantaged passengers and advocates, human service organizations, faith-based and community based organizations, local school districts and others. The Collier County LCB seeks input from the public at all its meetings and makes a concerted effort to include many community partners and advocacy groups in the planning, evaluation, and service development processes throughout the year. In addition, an annual public hearing is held and advertised to the public as required under the CTD regulations. The MPO arranges for the annual meeting to be video recorded and aired on the Collier County Government Channel. Informal public involvement and outreach is also conducted on a regular basis by members of the Collier County Alternative Transportation Modes staff assigned to the Transportation Disadvantaged Program, members and staff of the Collier County Metropolitan Planning Organization and staff from Collier Area Transit. As part of the development of this TDSP document, input was solicited from the Collier County Metropolitan Planning Organization (MPO) Technical Advisory Committee, the MPO Citizen's Advisory Committee and the MPO Pathways Advisory Committee. It was also made available 5 1 6 0111 during a LCB subcommittee meeting presentation in mid-July 2008 and went before the LCB on September 10, 2008 for final approval. Public input was solicited during the annual public meeting held on March 12, 2008 and at an LCB meeting held on May 21, 2008. Both JARC and New Freedom require pronounced public involvement/public participation and outreach. In accordance with the requirements of Federal Transit Administration (FTA) Section 5316 (Job Access and Reverse Commute — JARC) and Section 5317 (New Freedom) programs, Collier County has developed a "Program Management Plan" (PMP) to ensure the efficient management of these programs. The PMP was submitted to FTA as part of the grant requirements and an addendum will be added to incorporate comments received through MPO's public involvement process related to the JARC and New Freedom grants. Prior outreach efforts for the PMP by Collier Area Transit include meetings with stakeholders, private transportation providers, social service agencies, and passengers. In addition, information is also disseminated on available funding sources, solicited on unmet needs, and staff members actively engage the community in identifying solutions to mobility needs. In an effort to identify transportation needs for Collier County, a series of public participation and outreach techniques were employed. County staff met with citizen's advisory groups, conducted passenger surveys, and interviewed passengers. Through all public outreach activities by the MPO and CAT, top five projects were identified: • Extended service hours - night service for job access on both fixed route and paratransit systems; • Increased routes; • Geographical service connections—including connection to and from Lee County; • More frequent transit service — including weekend and personal trips that fall out of the established prioritization schedule; and • The addition of Bus Shelters/ Benches. Additional outreach and public participation has occurred through a current planning project, sponsored by the Florida Department of Transportation, District 1 Office of Modal Development. The Heartland Rural Mobility Planning project is a mobility study of a six county area and includes the Immokalee area. Public workshops have been provided for this study and an active survey instrument is being utilized to assist in providing full participation and input by residents within this area. On April 15, 2008, a workshop was held in Immokalee. While there were very few in attendance, similar themes emerged as referenced above — residents need a 6 160111: connection to the services in Lee County; there is a great need for expanded service hours to accommodate job access; and additional opportunities are needed for weekend trips. Specifically, participants noted that for individuals living in the Immokalee area the focus of their travel is often to Lee County — to Lehigh Acres and destinations such as the Edison Mall, East Point Hospital, and the Wal-Mart in Lehigh Acres. They mentioned that employment for residents in the area was somewhat equally split between Collier County and Lee County. Additional discussion included transportation for residents, employees, students and visitors to Ave Maria, a planned community in the area, as well as Big Cypress another community under DRI review,just east of Golden Gate Estates and south of Ave Maria University. Participants in the workshop noted the following community transportation needs: • Access to employment • Access for low income residents for sustenance trips, employment, health care, entertainment, etc. • Access to education/adult occupational training • Access to Florida Gulf Coast University and Edison State College. Additional public outreach and participation is described in the Service Analysis and Needs Assessment section of this document, under the subsections that discuss the FTA Section 5316 and FTA Section 5317 programs. This includes the outcome of a public workshop held on July 28, 2008 and the results of an on-line survey conducted by the Collier Metropolitan Planning Organization in July and August 2008. SERVICE AREA PROFILE AND DEMOGRAPHICS Description Collier County, located on Florida's west coast, occupies a land area of 2,026 square miles, making it one of the largest counties in Florida. Broward and Dade counties are located on Collier's eastern border, Lee and Hendry counties are on the northern border, and Monroe County is on the southern border. The county consists of three incorporated areas: Naples, Everglades City, and Marco Island. Collier County is located in the Bonita Springs-Naples urbanized area, as designated by the Year 2000 Census. Collier County has nearly 50 miles of public beaches, along with a number of local, state, and national nature preserves. It was created in 1923. Its early economic growth has been 7 16011 ' Population estimates for 2007 (2007 American Community Survey, US Census Bureau) report 315,839 residents. This growth has labeled Collier County as one of the fastest developing areas in the nation. Collier County Demographics Land Use Collier County continues to rank as one of the fastest growing metropolitan areas in the nation. Significant growth in the county is occurring in the unincorporated areas east and immediately west of Interstate 75. Large scale developments of regional impact (DRIs) include Ave Maria and Big Cypress. Population According to the 2007 American Community Survey, the most populous city in Collier County is Naples with an estimated population of 21,653. The City of Marco Island is the second largest in Collier County, with an estimated population of 14,879. The population of the county's unincorporated area is 279,307 residents. From 1990 to 2007, the population of Collier County increased from 152,099 to 315,839, an increase of 108 percent. Table 1 displays population, population growth, and population density for Collier County and Florida as a whole. From 1990 to 2007, Collier County grew at a rate much higher than that of the State of Florida — almost 108 percent, while the state population grew at just over 41 percent. The population density that exists in Collier County, however, is much less than the overall population density for the state, with 159 persons per square mile versus 339 persons per square mile. Table 1 Population and Population Density Population Population Population Population Density (2007) Area (1990) (2000) (2007) Growth (persons per (1990-2007) square mile) Collier County 152,099 251,377 315,839 107.7% 159 Florida 12,938,071 15,982,378 18,349,132 41.1% 339 Source: 2007 American Community Survey(released 8/28/2008) 8 11 Age Table 2 charts the age group percentages for both Florida and Collier County. According to the 2007 Florida Statistical Abstract, almost 24 percent of Collier County's population is 65 years of age or older. This is seven percent higher than the State of Florida. The 55-64 age cohort continues to comprise the smallest portion of the population in Collier County, with 13 percent of the population. The 0-17, 18-34, and 35-54 age cohorts are all somewhat less than those for the State of Florida. Table 2 Population Age Distribution, 2007 Age Cohorts Area 0-17 18-34 35-54 55-64 65+ Collier County 20.3% 17.7% 25.0% 13.4% 23.6% Florida 22.4% 21.1% 28.0% 11.3% 17.2% Source:Florida Statistical Abstract 2007(2007 ACS data not available for this data set) Income Table 3 compares the distribution of household income in Florida and Collier County. The percent of households in Collier County with incomes over $75,000 is significantly higher than that for the state. Collier County has a smaller percentage of residents in every category below $75,000. It is important to note that while the county as a whole is predominantly more affluent than that for the State of Florida, there are anomalies that exist. The Immokalee area falls within a statewide area of critical economic concern and has been designated as a "rural enterprise zone" with higher than average unemployment, children living in poverty, and families who fall under the federal poverty thresholds. Transportation to employment, job training, and critical health and social services available in the western portions of the county must continue to be available to residents of Immokalee area. 9 • 160111 Table 3 Annual Household Income Distribution, 2006 Household Income and Percent of Total Area $0- $10,000- $25,000- $35,000- $50,000- Over 89,999 % $24,999 % $34,999 % $49,999 % $74,999 % $75,000 Collier 4,873 4.06 19,298 16.07 14,284 11.89 18,006 14.99 16,674 13.88 46,953 39.10 Florida 543,202 7.64 1,306,156 18.38 879,081 12.37 1,128.398 15.88 1.360,289 19.14 1,888,916 26.58 Source: 2006 American Community Survey(2007 ACS data not available for this data set) Employment Characteristics Table 4 compares the size of the civilian labor force, 16 years of age and older; to the actual percent of the labor force that is employed for both Collier County and Florida (does not include members of the military). Ninety-seven percent of the Collier County labor force is employed. This is just above the Florida labor force employment rate of 95 percent. As mentioned previously, while the County has a relatively high employment rate, there are areas within the County that have high unemployment rates when compared to the County and to the State of Florida. For the area of Immokalee, the current unemployment rate is around 14.8% (US Department of Labor, Bureau of Labor and Employment Statistics, July 2008), significantly higher than that for the state or for Collier County. Table 4 Employment Characteristics for Collier County, 2008 Area Percentage of Labor Force Employed Collier 92.3% Immokalee 85.2% Florida 93.9% Source: Bureau of Labor and Employment Statistics,July 2008 Largest Employers Table 5 lists the top fifteen largest employers in Collier County. The largest employer in Collier County is the Collier County School Board. Other large employers include Publix, Collier County Government, and NCH Healthcare. 10 1611111 1 Table 5 Collier County Largest Employers Employer Type of Business Total Employees Collier County Public Schools Education 3,350 Publix Supermarkets Grocery 2,021 Collier County Government Government 2,161 NCH Healthcare System Health Care 2,080 Employee Professionals Staffing/Human Resources 1,700 Ritz-Carlton Hotel Hospitality 1,150 Collier County Sheriff's Office Government 1,000 Marriott Hospitality 943 Winn-Dixie Supermarkets Grocery 918 Registry Resort Hospitality 750 League Club, Inc Non-profit charitable 625 organization Symphony Rehabilitation Svcs. Healthcare 607 Wal-Mart Stores Retail 594 Classic Bentley Village, Inc. Retirement community 550 City of Naples Government 480 Source:Collier County Economic, Demographic&Community Profile Vehicle Availability Table 6 shows the number of households who have access to a vehicle. In Collier County, over four percent of the households do not have access to a vehicle. In the State of Florida, six percent of households do not have accessibility to a vehicle. Collier County has a slightly higher percentage of household vehicle availability when compared with the State of Florida, 95.5% and 93.4%, respectively. Table 6 Vehicle Availability Distribution, 2006 _ Household Vehicle Availability Area None %of Total One or %Q of Total More Collier 5,383 4.5% 115,580 95.5% Florida 465,693 6.6% 6,640,349 93.4% Source: 2006 American Community Survey(2007 AGS data not available for this data set. 11 160111 Travel to Work Table 7 compares the distribution of travel time to work for Collier County and Florida. The majority of Collier County residents have a commute of less than 30 minutes (68 percent) whereas about 62 percent of Florida residents complete their commute in less than 30 minutes. From this table we can see that Collier County residents typically spend less time traveling to work than the average Florida resident. Table 7 Travel to Work—Commute Times for Collier County Area Less than 10-20 min 20-30 min 30-44 min 45-60 min 60+min 10 min Collier 10.7% 29.55% 23.64% 20.68% 8.53% 6.89% Florida 11.25% 27.84% 21.92% 23.25% 8.26% 7.47% Source: 2006 American Community Survey(2007 ACS data not available for this data set) Mode of Travel to Work Table 8 shows the distribution of workers' mode of transportation to work in Collier County and Florida. Collier County has a slightly lower percentage of drive alone travel, and a slightly higher rate of carpool/vanpool travel when compared to statewide results. Public transportation use is lower than that of the State of Florida, with less than one percent of workers using it to travel to work. Table 8 Mode of Travel to Work Distribution, 2000 Area Drive Alone CarpoolNanpool Public Bike or Walk WOE at Transportation Home Collier 75.45% 16.11% 0.89% 2.58% 4.97% Florida 80.60% 11.06% 2.00% 2.26% 4.07% Source: 2006 American Community Survey(2007 ACS data not available for this data set) Major Trip Generators Table 9 shows the major trip generators and attractors in Collier County. 12 16D11 Table 9 Major Paratransit Trip Generators and Attractors Medical Facilities Physicians Regional Medical Center(Collier North Collier Hospital Boulevard) Physicians Regional Medical Center(Pine Dialysis Centers Ridge Road) Naples Community Hospital Cleveland Clinic Children's Medical Services Shopping/Entertainment Naples CBD Super Wal-Mart(CR 951 south of Davis Blvd) Coastland Center Mall Super Wal-Mart(CR 951 south of US 41) Wal-Mart(US 41 North) Pine Ridge Crossings Wal-Mart(US 41 and Palm Dr) Carillon Place Schools/Government Centers Lorenzo Walker Institute of Technology Collier County Government Complex Edison College Other Generators/Attractors Sunrise Buena Vida(Assisted Living) Naples Municipal Airport Care Club The Naples Carlisle(Assisted Living) Source: Collier County Alternative Modes Department/CAT 11 16 Di SERVICE ANALYSIS/NEED ASSESSMENT This section presents estimates regarding the need and demand for transportation services among the Transportation Disadvantaged (TD) population in Collier County. It provides a quantitative transportation needs profile for the applicable TD populations and indicates unmet need for transportation in the Collier County service area. TD Population Forecasts There are two categories of TD population in the State of Florida, the difference between which is specifically related to funding arrangements. The first group is the "potential TD population" (also known as TD Category I). This potential TD population includes disabled, elderly, low- income persons, and children who are "high-risk" or"at-risk." The second group of TD population (also known as TD Category II), includes those persons who are unable to transport themselves or to purchase transportation. These persons are eligible to receive the same subsidies as those in Category I, plus they are eligible to receive TD Trust Fund monies for non-sponsored general trips. Thus, this population group is actually a subset of the potential TD population. Tables 10, 11 and 12 break down the Potential TD Population and TD Population groups in Collier County. Persons in either of these population groups may be heavily dependent on some form of public transportation. Table 10 Forecasts of TD Populations in Collier County Year TD Population 2008 2009 2010 2011 2012 2013 Category I 122,912 127,163 131,575 136,153 140,900 145,829 Category II 19,369 19,945 20,539 21,153 21,789 22,446 Source: 1993 CUTR Methodology 14 16011 Table 11 2008 Collier County Potential Transportation Disadvantaged Population (Category I) Estimates Segments Population Percent of Total Estimates Potential TD Disabled,Non-Elderly, Low Income 1,119 .91% Disabled,Non-Elderly, Non-Low Income 7,694 6.3% Disabled, Elderly,Low Income 989 .80% Disabled,Elderly,Non-Low Income 17,666 14.4% Non-Disabled, Elderly, Low Income 3,882 3.2% Non-Disabled,Elderly,Non-Low Income 69,362 56.4% Non-Disabled, Non-Elderly,Low Income 22,200 18.1% Total Potential Transportation Disadvantaged Population 122,912 100% Source: 1993 CUTR Methodology Table 12 2008 Collier County Transportation Disadvantaged Population (Category II) Estimates Segments Population Percent of Total Estimates TD Transportation Disabled,Non-Elderly,Low Income 513 2.6% Transportation Disabled,Non-Elderly, Non-Low Income 3,526 18.2% Transportation Disabled, Elderly,Low Income 507 2.6% Transportation Disabled,Elderly,Non-Low Income 9,050 46.7% Non-Transportation Disabled, Low Income,No Auto, 5,773 29.8% No Fixed-Route Transit Total Transportation Disadvantaged Population 19,369 100% Source: 1993 CUTR Methodology Demand for Program Trips Individuals included in the Category I estimates are eligible to receive governmental and social service subsidies for program trips. A program trip is one made by a client of a government or social service agency for the purpose of participating in a program of that agency. Examples of program trips are Medicaid trips, trips to congregate meal sites, or trips to job training facilities. 1 5 160111 The forecasted demand for program trips is shown in Table 13. Program Trip demand is dependent upon the existence of the program to which the potential TD population group is transported. For example, demand for trips to sheltered workshops exists only because there are sheltered workshop programs. Thus, the demand for program trips is equal to the number of trips required to take advantage of the service offered by the program. Therefore, the demand for program trips depends on the funding level for the various social service programs. Table 13 Forecasts of Collier County Program Trip Demand and Supply Year Potential TD Population Demand for Supply of Program (Category I) Program Trips Trips 2008 122,912 251,450 251,450 2009 127,163 261,508 261,508 2010 131,575 271,969 271,969 2011 136,153 282,847 282,847 2012 140,900 294,161 294,161 2013 145,829 305,928 305,928 Source: 1993 CUTR Methodo logy Demand for General Trips General trips are trips made by Transportation Disadvantaged persons (Category II) to destinations of their choice (not to agency programs). Examples of general trips are trips to work or grocery stores and non-Medicaid medical trips. Deriving the demand for general trips is different than for program trips. The methodology developed to forecast demand for general trips involves the use of trip rates derived in a study of paratransit demand conducted in 1990 for the San Francisco Bay Area Metropolitan Transportation Commission by Crain &Associates, Inc. and others (San Francisco Bay Area Regional Paratransit Plan: Final Report). The trip rates were developed from the actual experiences of paratransit systems around the country that were meeting most or all of the trip demand in their service areas. The use of these trip rates has been recommended by the Federal Transit Administration for estimating demand for ADA complementary paratransit. Total demand for general trips is simply the TD population multiplied by the trip rates. The TD population (rather than the Potential TD population)was used to forecast demand, because the TD population is the pool of persons eligible for general trips funded by the state. Table 14 shows the forecasts of the Collier County TD population, as well as demand and supply estimates for general trips by the TD population for the years 2008 through 2013. 16 16D11 1 A gap exists between demand for general trips and the supply of these trips. Unmet demand refers to demand that currently exists in the TD transportation market, but is not being met due to factors such as funding, price, convenience, comfort, eligibility, and the availability of other transportation modes. Table 14 Forecasts of Collier County TD General Trip Demand and Supply Year TD Population Demand for Supply of Unmet Demand (Category II) General Trips General Trips for General Trips 2008 19,369 278,914 107,404 171,510 2009 19,945 287,208 111,611 175,597 2010 20,539 295,762 115,984 179,778 2011 21,153 304,603 120,527 184,076 2012 21,789 313,762 125,249 188,513 2013 22,446 323,222 130,155 193,067 Source: 1993 CUTR Methodo logy It should be noted that the figures related to the demand and supply of TD general purpose trips in Collier County include trips that will also fall under the category of ADA complementary paratransit services. The ADA provides for unconstrained delivery of paratransit trips for persons who cannot use the fixed-route bus system due to the nature and/or extent of their disability. Persons may be certified as eligible for ADA paratransit trips, as well as TD general purpose trips. Therefore, the figures for unmet demand included in Table 14 are inflated and reflect some duplication in the calculation of trip demand. Census Tract Analysis Information from the U.S. Census can be used to determine characteristics that are highly correlated with a person's or household's need for transit. This type of analysis is useful for determining census tracts with high transit-dependent characteristics. Demographic characteristics that are generally used to indicate transit dependence included the distribution of youth (under 18 years of age), elderly persons (over 65 years of age), low-income households (125% of poverty level), and zero-vehicle households. These categories also become useful for identifying those residents who have a propensity to utilize paratransit (ADA, TD, and Medicaid) services. 17 16011 : . The first step in identifying the census tracts that have persons or households with the greatest propensity for paratransit use involved the calculation of the percent distributions of the four demographic characteristics for each tract. Results from this process are put into a table of values indicating the percent of youth, elderly persons, low-income households, and zero- vehicle households for each of the area's census tracts. The census tracts are then sorted for each characteristic in descending order of percent distribution so that the tracts with higher percentages for each characteristic would appear at the top of their respective ranges. From the percentage ranges, an average percent value and a standard deviation value are calculated for each characteristic. Statistically, the standard deviation may be thought of as a measure of distance from the average value. According to an empirical rule of thumb, for most moderately-sized data sets with a bell-shaped normal distribution, approximately 68 percent of the data values will lie within one standard deviation of their average and approximately 95 percent of the data values will lie within two standard deviations of their average. Each of the three characteristic ranges is then stratified into four segments, based on the following break points: average percent, average percent plus one standard deviation, and average percent plus two standard deviations. Thus, the census tracts fall into one of the following four categories for each characteristic: below average, above average but below one standard deviation (above average), between one and two standard deviations above average (far above average), and more than two standard deviations above average (significantly above average). The next step involves the assignment of discrete numerical scores to each of the four categories established for each demographic characteristic. These scores serve two basic purposes: to provide uniform ranking to all of the tracts within a particular category and to numerically differentiate among the four categories for each characteristic. A comparative probability estimation method is utilized to develop the scores. First, the probability that a tract would be part of a specific category for a given characteristic is calculated for each category. For example, if two of Collier County's 52 census tracts were part of the "significantly above average" category for the elderly characteristic, this means that there is a 3.8 percent probability (# tracts in category _ # total tracts x 100%)that one of the county's tracts would fall within the range established for that particular category for the elderly characteristic. After the probabilities are calculated for each characteristic, they are then used to estimate the categories' scores via comparative probability ratios. That is, the probability percentage for each category is divided into the probability percentage for the "below average" category. This numerator was selected so that, for each characteristic, the census tracts in the "below average" category would receive a score of one (1). 18 161111 .1 Finally, composite scores are calculated for the census tracts by summing individual category scores for each demographic characteristic. The census tracts are then ranked by composite score and stratified into four levels, using the same method that was utilized to develop characteristic categories. The census tracts that fell into the "significantly above average" category were defined as primary transit-dependent tracts, i.e., census tracts with the greatest propensity for transit based on each tract's percentages of youth, elderly persons, low-income households, and zero-vehicle households. Secondary transit-dependent tracts included those that fell into the "far above average" category; tertiary transit-dependent tracts included those tracts in the "above average" category. Table 15, provided on the following pages, lists each transit dependent block group by its designation as "primary," "secondary," and "tertiary." Also included is a list of CAT routes that serve these areas (if available), followed by an indication of whether the area is "adequately served," "not served,"or"partially served." The term adequately served does not necessarily suggest that service hours and frequency are sufficient. This level of evaluation is important and should be conducted by Collier County to determine if service level adjustments are warranted, within funding availability. Collier Area Transit Coverage Collier Area Transit (CAT) provides transit services to areas throughout Collier County. There are currently nine routes (see Figure 2) providing service coverage in Collier County, including an express route that runs twice a day between Immokalee and Marco Island. As noted in Table 15, Tracts 112.04 and 112.05 are identified as the most transit-dependent tracts in the county. Six of the ten primary transit-dependent block groups (Census tracts are composed of smaller block groups) are located within these two census tracts. Tracts 112.04 and 112.05, as well as six of the ten primary transit dependent block groups are located in the Immokalee area. The Blue Route, Pink Route, and the Marco Express Route provide service to this area. The four other primary transit-dependent block groups are located at the Collier/Lee County line just west of US 41, two block groups along the east side of Goodlette-Frank Road between Pine Ridge Road and US 41, and a small block group located on the south side of Rattlesnake Hammock Road,just east of US 41. Figures 2 and 3 provide a visual depiction of the transit dependent block groups in Collier County. Many of the secondary and tertiary transit-dependent groups making the list are along the coastal areas. It should be noted that, sometimes, census blocks in typically affluent coastal communities are characterized by a large enough percentage of elderly so as to have a high enough composite score from this analysis to be considered transit-dependent. This is likely the 19 16D11 '1 case for Collier County. However, while they are not necessarily transit dependent, they may be willing to purchase transportation to supplement their current options. With a few exceptions, transit service is provided to most of the transit-dependent block groups identified in this analysis. The main areas identified as being transit-dependent and not being served are located in the northern areas of the county by the Lee County line along US 41. Proposed intercounty service improvements that provide transit options between Collier and Lee Counties, specifically along the U.S. 41 corridor will accommodate these needs. 20 16011 COLLIER COUNTY/COLLIER AREA TRANSIT 2013 5310 GRANT Application EXHIBIT B: Proposed Project Description: The Collier County Board of County Commissioners is requesting FTA Section 5310 funds in the amount of $294,172.80 (80%). State match funds in the amount of $36,771.60 (10%) will also be requested. This will be matched with local funds in the amount of$36,771.60 (10%). Funds from this grant will be used to purchase replacement vehicles to continue the existing level of service. The vehicles scheduled for replacement have exceeded their useful life and must be replaced if normal service is to continue. These and other vehicles will be used to provide paratransit transportation services throughout the county. Section 5310 funding for these vehicles is essential if service is to continue. Collier County currently provides about$2 million dollars* each year from local funds to provide paratransit services. The current fleet of vehicles has exceeded its life expectancy and is inadequate due to their age and condition. Having an elder fleet reduces vehicle reliability and passenger safety and it requires higher maintenance, therefore increasing the operating cost. Collier Area Transit (CAT), as many other transit agencies across the nation, is facing tough financial times and local funds contribution is stagnate. Should the State not approve this grant, CAT may be forced to use some of the local operating funds to purchase replacement vehicles; therefore being forced to cut trips. Without 5310 funds for vehicle replacement Collier County will be forced to implement the trip prioritization of Transportation Disadvantaged as allowed by the State of Florida Commission for the Transportation Disadvantaged. In this situation, trips would be reduced/denied and many passengers would not have access to medical, work, recreational, and other life sustaining transportation. It is critical that Collier Area Transit receives these 5310 funds for vehicle replacement in order to be able to continue offering safe and reliable transportation. Collier Area Transit's paratransit provides ADA, and Transportation Disadvantaged, as well as agency funded paratransit trips for the at-risk population of Collier County, including those with disabilities, low income, and elderly. A Budget is provided elsewhere in the grant application as well as a list of equipment inventory. *Unaudited figure for fiscal year 2011 10 16 [1111 Public Notice Naples Daily News English Version Public Notice is hereby given that Collier County will apply to the Florida Department of Transportation for a capital grant under Section 5310 of the Federal Transit Act of 1991,as amended for the purchase of four(4)paratransit vehicles to be used for the provision of public transit services within Collier County,FL.Collier County will also be applying to the Florida Department of Transportation for a grant under section 5311 of the Federal Transit Act of 1991,as amended for total operating expenses in the amount of 5591,200 to be used for the provision of public transit services in Collier County's non urbanized areas. Any interested party may request a public hearing by the Collier County Board of County Commissioners regarding the Program of Projects for these grant applications.This hearing will be conducted if and only If a written request for the hearing is received withinl0(ten)days of this notice.Requests for a hearing must be sent to Florida Department of Transportation,District One Modal Development Office/Public Transit Southwest Urban Area Office at the Fort Myers Operations Center 2981 North East Pine Island Road,Cape Coral,Florida 33909 and copy Michelle E.Arnold Collier Area Transit,2885 South Horseshoe Drive,Naples,Florida 34104 Any interested party may obtain more information about these grants by visiting our website at www.colliergov.net/cat 2885 South Horseshoe Drive,Naples, Florida 34104 in person or by contacting Ms.Michelle E.Arnold,Public Transit Director,at(239)252-5841 between the hours of 8:00 a.m.to 5:00 p.m.,Monday through Friday. Public comment period will open Monday,October 22,2012 through Thursday,November 22,2012. Persons who require special accommodations under the Americans with Disabilities Act or persons who require translation services should contact Michelle E.Arnold at michellearnold @colliergov.net,Collier County Public Services Division,Alternative Transportation Modes Department Public Transit Section 2885 South Horseshoe Drive,Naples,FL 34104;(239)252-5841. Collier Area Transit operates in compliance with Federal Transit Administration, (FTA)program requirements and ensures that transit services are made available and equitably distributed,and provides equal access and mobility to any person without regard to race,color,or national origin,disability,gender or age.Title VI of the Civil Rights Act of 1964;FTA Circular 4702.1A, `Title VI and Title VI Dependent Guidelines for Federal Transit Administration Recipients.•Any person who believes he/she has been discriminated because of race color,religion,sex, age,national origin,disability or family status may file a complaint with the Florida Department of Transportation,District One,Title VI Coordinator,Robin Parrish,at (863)5192675 or by writing her at P O.Box 1249,Bartow,Florida 33831 Collier Area Transit has a Disadvantaged Business Enterprise(DBE)goal of 5.6% Anunao Publico El siguiente es un Anuncio publico de que el Condado de Collier aplicara en el Departamento de Transportation de Ia Florida por una beca capital bajo Ia SecciOn 5310 del Acto Federal de Transito del 1991,como enmendado.pars Ia compra de Naples Daily News cuatro(4)vehiculos del pparatransito pars ser usados pars la provision de transporte Spanish Version publico dentro del Condado de Collier de Ia Florida.El Condado de Collier tambien p estare aplicando al Departamento de Transportacion de Ia Florida por una beca bajo la section 5311 del Acto Federal de Transito del 1991,corno enmendado por un total de gastos capitales de$591,200 que serail usados para Ia provision de servicio de transporte publico en las areas no-urbanas del Condado de Collier. Todo grupo interesado puede requerir una audiencia peblica por la Junta de Comisionados del Condado de Collier con respecto al programa de proyecto en las aplicaciones de betas.Esta audiencia sera conductea sr y solo si una petition escrita es recibida dentro de los 10(diet)dias de este anuncio.La petition por una audiencia deben ser enviadas al Florida Department of Transportation,District One Modal Development Office/Public Transit Southwest Urban Area Office at the Fort Myers Operations Center 2981 North East Pine Island Road;Cape Coral,Florida 33909 con copia a Glama Carter Collier Area Transit.2885 South Horseshoe Drive. Naples,Florida 34104. Todo grupo interesado puede obtener ma's information acerca de este beca visitando nuestra oficina el 2885 South Horseshoe Drive. Naples,Florida 34104 en persona o contactando a Ms.Michelle E.Arnold,Directora del Transito Publico,al(239)252-8192 entre las horas de 8:00 am.a 5:00 p.m..de lunes a viemes.Sus preguntas pueden ser dirigidas tambien por correo electronico a Ms.Arnold al mithellearnoldecolliergov.net o a altransmodesecolllergovnt. El periodo de cornentario publico abrira el lunes,22 de octubre del 2012 haste el jueves,22 de noviembre del 2012. Aquellas personas que necesiten acomodo especial bajo el Acta de Americans con Incapacdad(Americans with Disabilities Act-ADA)o personas que necesiten servicio de traduccian favor de contactar a michellearno dOcolliergov.net,Collier County Public Services Division, Alternative Transportation Modes Department-Section de Transportacion Ptiblica, 2885 South Horsehoe Drive, Naples,FL 34104; (239)252-5841 antes de la reunion. Collier Area Transit opera en conjunto con los requisitos del programa de Administration de Transito Federal,(FTA)y asequra que los service's de transito sean ecuitativamente distribuidas y proporciona igualdad de acceso y movilidad a cualquier persona sin distincien de raza,color u origen national,incapacidad, gendro o edad.Titula VI de la Ley de derechos civiles de 1964;TLC circular 4702.1A, •Titulo VI y titulo VI dependientes directrices pars los destinatarios de Ia Administration Federal de Transito'. Cualquier persona que crea haber sido discriminada por razon de raza,color,religion,sexo,edad,origen national, incapacidad,o situation familiar puede presenter una reclamation con:Collier Area Transit,Michelle E.Arnold(239)252-5841 o el Departamento de Transportation del estado de Florida,Distrito Uno,Coordinador del Titulo VI,Robin Parrish at(863) 519-2675 o escribiendo al P.O.Box 1249,Bartow,Florida 33831. Collier Area Transit tiene una meta de 5.6%para los Empresas de negocios en desventaja 'Disadvantaged Business Enterprise'- Pubhcar lunes,octubre 22,del 2012 October 22,2012 No.1965473 1601 11 Apendix D - Coordination 111711, Transportation July 10,2008 • .• Disadvantaged Charlie Crist Ms. Michelle Arnold Governor Collier Area Transit JR Harding Ed.D. 2885 South Horseshoe Drive Chairperson Naples,FL 34104 Lawrence Forman Mr. Phil Tindall Vice Chairperson Collier Metropolitan Planning Organization Lisa M.Bacot 2885 South Horseshoe Drive Executive Director Naples,FL 34104 Dear Ms. Arnold and Mr. Tindall: RE: Collier County Community Transportation Coordinator Designation Memorandum of Agreement TD 0803 Congratulations' At the June 20, 2008, Commission for the Transportation Disadvantaged meeting, the Commission approved Collier Area Transit to serve as the Community Transportation Coordinator for Collier County. This designation is effective July 1, 2008 through June 30, 2013, Enclosed is an executed Memorandum of Agreement for your records. The Commission for the Transportation Disadvantaged appreciates your continued support and participation in the coordinated transportation system of Collier County. If you have any questions or need any additional information, please contact Shen Powers at 850-410-5710 or sheri.powers@dot.state.flus. Executive Director LB/ks Enclosures: Memorandum of Agreement 605 Suwannee Street,MS-49 at)Tallahassee,FL 32399-0450 Phone:(850)410-5700 ao Toll Free:(800)983-2435 to Fax:(850)410-5752 www.dotstateAusicid 16 0111 Contract# ' Effective to Al ip F LoR IDA COMMISSION FOR THE TR ANSPORL■TION DISADVANTAGED NIVINIORANIMM OF AGREEMENT This Memorandum of Agreement is between the COMMISSION FOR TIlE TRANSPORTATION DISADVANTAGED, hereby referred to as the "Commission," and Collier County 'Board of County„Commissioners, 3301 17.. Tarniami 'Frail,Naples Florida 341_12 the COMMENITY TRANSPORTATION COORDTNATOR, de3ignated pursuant to Chapter 427, FS., to serve the transportation CI isacivan:a ,,ed for the COMMUTI1TV that includes the entire area of counryties), and hereafter referred to as the "Coordinator,' Tlits ,Agreement :s made Cu considcranon of the mutual benefits to both parties; said consideration acknowledged hereto by the parties as goad aim d valuable consideration, The Parties Agree: I The Coordinator Shall: A. Become and remain totally apprised of all of the 'fransportation Disadvantaged resources available or planned in their designated service area This knowledge will be used to plan, coordinate, and implen-lent the roost cost eft-ective transportation disadvantaged transit system possible under the economic inid wher :,tonditions that exIst in the de.signaTed sorvicc area b Plan and work with, Irunsportanoit Coordinators in adiaccet and other areas of the state to coordinate the provision oi conlinunitv a as that 'night he handled at a lower overall cost to the community by anoincr Coordinalor This includes horiorifig and Commission-approved statewide certification ptogram that allows foi: intetcounty transportation opportunities. C. Arrange for all services in accordance with Chapter 427, Florida Statutes, and Rule 41-2, FAC, and as further required by the Commission and the local Coordinating Board approved Transportation Disadvantaged Service Plan. D. Return any acquired profits or surplus funds originating through the course of business as the Coordinator that are beyond the artiountss specifically identified and approved in the accompanying Transportation Disadvantaged Service Pat auch ii10111.s or funds shad be returned to die Coordinator's transportation system or to any subsequent Coordinator, as a total transportation system subsidy, to Pc applied to the trrn-tedlatz fcltuwtt:g operational :,,ear. the Coordinator will include similar languai4i In all ccioi-dination aunt'acts to assure that transportation disadvantaged related revenucs Are put 1-ac:•'; mica IrallS p011:::110;1 disadvantaged services. 16 0 1 1 i\ccomplish this Project by: Developing a Transportation Disadvantaged Service Plan for approval by the local Coordinating Board and the Commission. Coordinators who are newly designated to a particular service area shall submit a local Coordinating Board approved Transportation Disadvantaged Service Plan, within j20 calcraliir day ollowing the execution of the Coordinator's initial memorandum of agreement with the Commission, for approval by the Commission. All subsequent Transportation Disadvantaged Service Plans shall he submitted and approved with the corresponding memorandum of agreement, The approved Transportation Disadvantaged Service Plan will be implemented and monitored to provide For community-wide transportation services for purchase by non-sponsored transportation disadvantaged persons, contracting social service agencies, and other entities that use local, state, or federal government funds for the purchase of transportation for the transportation disadvantaged. Maximizing the use of available public school transportation resources and public fixed route or fixed schedule transit services and assuring that private or public transit, paratransit operators, and school hoards have been afforded a flair opportunity to participate to the maximum extent feasible in the planning process and in the development of the provisions of the Transportation Disadvantaged Service Plan for the transportation disadvantaged. 3 Providing or artai-q..,,ing, 24-hour, 7-day per week transportation disadvantaged service as icquired It the designated service area by any Federal, State or Local Government agency sponsoring, such services The provision of said sin vices shall be furnished in accordance with the prior notification requil einerits identified in the local Coordinating Board and Commission approved Transportation Disadvantaged Service Plan. 4. Complying with all local, STite, and federal laws and regulations that apply to the provision of transportation disadvantaged services 5. Submitting to the Commission an Annual Operating Report detailing demographic, operational, and financial data regarding coordination activities in the designated service area. The report shall he prepared on fonds provided by the Commission and according to the instructions of said foons. F. Comply with Audit and Record Keeping PA:gait-en-wilts b's' Utitiytng the Comrr,isslon recognized Chart of Accounts defined in the Transportation :lccounlin,s; Consortium Alociel 1'17itOrrn ,qccouniing System tor Rural and Specialized Transportation Providers (uniform accounting system t for all transportation disadvantaged .i.eicouating and reporting r-.11-pos.e.i. Community Ulninsportation Coordinators with existing and equivalent accounting systems tire not required to adopt the Chart of Accounts in lieu of their existing Chart of Accounts but shall prepare all reports, invoices, and fiscal documents relating to the transportation disadvantaged functions and activities using the chart of accounts and accounting definitions as outlined in the above referenced manual. Assuming the responsibility of invoicing for anv tfansportation services arranged, 16 , • unless otherwise stipulated by a purchase of service contract or coordination contract. Maintaining anti filing with the Commission, local Coordinating Board, arid all purchasing agencies/entities such progress, fiscal, inventory, and other reports as those entities may require during the period of this Agreement. 4. Providing copies of finance and compliance audits to the Commission and local Coordinating Board as requested by the Commission or local Coordinating Board. 5. Reporting accidents involving a vehicle operated within the coordinated transportation system in the coordinator's designated service area, Accidents involving a fatality or fatalities must be reported to the Commission not more than 24 hours after the community transportation coordinator becomes aware of the fatal accident. Any other accident, those not involving a fatality or fatalities, with over $1,000 in property damages, or personal injury that requires evacuation to a medical facility or a combination of both, must be reported to the Commission not more than 72 hours after the community transportation coordinator becomes aware of the accident. Copies of any accident report or reports prepared or received by the community transportation coordinator as a result of any accident must be sent to the Commission upon receipt or preparation of the report. C. Retain all financial records, supporting documents, statistical records, and any other documents pertinent to this Agreement for a period of five (5) years after termination of this Agreement. If an audit has been initiated and audit findings have not been resolved at the end of five (5) years, the records shall be retained until resolution of the audit findings. The Coordinator shall assure that these records shall be subject to inspec,tion, review., or audit at all reasonable times by persons duly authorized by the Commission or this Agreement. -17hey shall have full access to and the right to examine any of the said records and documents during the retention period. H. Comply with Safety Requirements by: I. Complying with Section 341.061, F.S., and Rule 14-90, FAC, concerning System Safety; or complying with Chapter 234,051, F.S., .regarding school bus safety requirements for those services provided through a school board; and 2. Assuring compliance with local, state, and federal laws, and Commission policies relating to drug testing. Conduct drug and alcohol testing for safety sensitive job positions within the coordinated system regarding pre-employTnent, randomization, post-accident, and reasonable suspicion as required by the Federal Highway Administration and the Federal Transit Administration. Comply with Commission insurance requirements by maintaining at least minimum liability insurance coverage in the amount of S100,000 for any one person and S200,000 per occurrence at all times during the existence of this Agreement for all transportation services purchased or provided for the transportation disadvantaged through the Community Transportation Coordinator. Upon the execution of this /12reernent, the Coordinator shall add the Commission as an additional named insured to all insurance policies covering yen:cies transporting the transportation disadvantaged. In the event of any cancellation or changes in the limits of liability in the insurance policy, the 5S. i6/iii 16 11 1 1 insurance agent or broker shall notify the Commission, The Coordinator shall insure that contracting transportation operators and coordination contractors also maintain the same minimum liability insurance, or an equal governmental insurance program. Insurance coverage in excess of$1 million per occurrence must be approved by the Commission and the local Coordinating Board before inclusion in the 'Transportation Disadvantaged Service Plan or in the justification of rates and fare structures. Such coverage may he provided by a self-insurance program established and operating under the laws of the State of Florida and written verification of insurance protection in accordance with Section 768.23, Florida Statutes, shall he provided to the Commission upon request, J. Safeguard information by not using or disclosing any information concerning a user of services under this Agreement for any purpose nut in conformity with the local, state and federal regulations (45 CFR, Pail 205.50), except upon order of a court, written consent of the recipient, or his/her responsible parent or guardian when authorized by law. K. Protect Civil Rights by Complying with state and federal laws including but not limited to laws regarding discrimination on the basis of sex, race, religion, age, disability, sexual orientation, or national origin. The Coordinator gives this assurance in consideration of and for the purpose of obtaining federal grants, loans, contracts (except contracts of insurance or guaranty), property, discounts, or other federal financial assistance to programs or activities receiving or benefiting from federal financial assistance and agreeing to complete a Civil Rights Compliance Questionnaire if so requested by the Commission, 2. Agreeing that compliance with this assurance constitutes a condition of continued receipt of or benefit from federal financial assistance, and that it is binding upon the Coordinator, its successors, subcontractors, transferee, and assignees for the period during which such assistance is provided. Assure that all operators, subcontractors, subgrantee, or others with whom the Coordinator arranges to provide services or benefits to participants or employees in connection with any of its programs and activities are not discriminating against those participants or employees in violation of the above statutes, regulations, guidelines, and standards. In the event of failure to comply, the Coordinator agrees that the Commission may at its discretion, seek a court order requiring compliance with the terms of this assurance or seek other appropriate judicial or administrative relief, to include assistance being terminated and further assistance being denied. L. To the extent allowed by Section 768_28, Florida Statutes, and only to the monetary and other limitations contained therein, indemnify and hold harmless the Commission and all of the Commission's members, officers, agents, and employees; purchasing agency/entity officers, agents, and employees; and the local, state, and federal governments from any claim, loss, damage, cost, charge or expense arising out of any act, action, neglect or omission by the Coordinator during the performance of this Agreement, whether direct or indirect, and whether to any person or property to which the C.:on-muss:ion or said parties may be subject, except that neither the Coordinator nor any of its sub-contractors will be liable under this section for damages arising out of injury or damage to persons or property directly caused or resulting from the sole negligence of the Commission or any of its members, officers, agents or employees; purchasing ageneylentity, officers, agents, and employees; and local, state, or federal governments. Nothing herein is intended to serve as a waiver of sovereign irmnunity by any agency/entity or Coordinator to which sovereign immunity may be 01/0, 1 • applicable. Nothing, herein shall be construed as consent by a state agembiykottn LLiaal subdivision of the State of Florida or the federal government to be sued f-4, third parties in any matter arising out of any Agreement on contract. Notwithstanding the foregoing, pursuant to Section 768.2S, Florida Statutes, no agency or subdivision of the state shall be required to indemnify, insure, or assume any liability for the Commission's negligence. Comply with standards and performance requirements of the COMMiSS1011, the local Coordinating Board approved Transportation Disadvantaged Service Plan, and any purchase of service contracting agencies/entities. Failure to meet the requirements or obligations set forth in this MOA, and performance requirements established and monitored by the local Coordinating Board in the approved Transportation Disadvantaged Service Plan, shall be due cause for non-payment of reimbursement invoices until such deficiencies have been addressed or corrected to the satisfaction of the Commission. Comply with subcontracting requirements by executing or negotiating contracts for transportation services with I ransoortation Operators and Coordination Contractot s, and assuring that the conditions of such contracts are maintained. The requirements: of Part I, Paragraph E.5. through NI are to be included in all contracts, subcontracts, coordination contracts, and assignments made by the Coordinator for services under this Agreement. Said contracts, subcontracts, coordination contracts, and assignments will be reviewed and approved annually by the Coordinator and local Coordinating Board for conformance with the requirements of this Agreement. 0. Comply with the following requirements concerning drivers and vehicles: Drivers for paratransit services, including coordination contractors, shall be required to announce and identify themselves by name and company in a manner that is conducive to COMMUnie3LIOTIS Wrib the specific passenger, upon pickup of each rider, QT-oup of riders, or representative, guardian, at ati.Sft:late •:.)± the rider, except in sttuations where the driver regularly transports the rider on a recurring basis. Facn driver must have photo identification that is in view of the passenger Name [patches, inscriptions or badges that affix to driver clothing are acceptable. For transit services, the drive:- photo identification shall be in a conspicuous location in the vehicle. The paratransit driver shall provide the passenger with boarding assistance, if necessary or requested, to the seating portion of the vehicle. file boarding assistance shall include opening the vehicle door, fastening Me seat belt or utilization of wheelchair sceurernent devices, storage of mobility assistive devices, and closing the vehicle door. In certain paratransit service categories, the driver may also be required to open and close doors to buildings, except in situations in which assistance in opening;closing b-uilding doors would not be safe for passengers ,reraining on the vehicIe. Assisted access must be In a dignified manner, Drivers in ay not assist wheelchair tip or down more than one step. unless it can be performed safely as determined by the passenger-, and drIver. All vehicles shall be equipped with two-Airay ;:ommunications in good working order and be audible to the driver at all times to the base. C6, a 16 0 1 1 1 4, All vehicles providing service within the coordinated system, shall have working air conditioners and heaters in each vehicle. Vehicles that do not have a working air conditioner or heater will be scheduled or repair or replacement as soon as possible. P. Comply with other requirements, as follows: Transport an escort of a passenger and dependent children as locally negotiated and identified in the local Transportation Disadvantaged Service Plan. 2. Determine locally in the Transportation Disadvantaged Service Plan, the use, responsibility, and cost of child restraint devices. 3. Transport with the passenger at no additional charge, passenger property that can be carried by the passenger andior driver in one trip and can be safely stowed or the vehicle. Additional requirements may lie negotiated for carrying and loading rider property beyond this amount. Passenger property does nor include wheelchairs, child seats, stretchers, secured oxygen, personal assistive devices, or intravenous devices, 4. Provide shelter, security, and szifety of passengers at vehicle transfer points. 5. Post a local or other toll-tree number for complaints or grievances inside each vehicle. The local complaint process shall be outlined as a section in the local Transportation Disadvantaged Service Plan including advising the dissatisfied person about the Commission's Ombudsman Program as a step within the process as approved by the local Coordinating, Board. 6. Provide out-of-service-area trips when determined locally and approved by the local Coordinating Bear 6, except in instances where local cirdmances prohibit such trips, 7. Keep interior of all vehicles tree from dirt grime, oo l. trash, torn upholstery, damaged or broken seats, protrudtng. metal Or other (thic-7,cts or n-ilterials which could soil items placed in tile vehicle or provide discomfort for the passenger, 8. De,terminc locally by the local Coordinating Board and provide in the local Transportation Disadvantaged Service Plan the billing requirements of the Community Transportation Coordinator, Al` bills shall be paid to subcontractors within 7 calendar days after receipt of said paymeni by the Coordinator, in accordance wdh Section 287.05S5, Florida Statutes. 9, Maintain or have access to a passerger:uip database on each rider being transported within the system. 10. Provide each rider and escort, child, or personal care attendant adequate searing for paratransit services. No more passengers than the registered passenger seating capacity shall he scheduled or transported in a vehicle at any time. For transit services provided by transit yehIcles, adequate seating or standing space will be provided to each rider and escort, or personal care attendant, and no more passengers than the registered passenger seating or standing, capacity shall be scheduled or transported in a vehicle at an time. • 160111 I I. First Aid shall be determined locally and provided in the local Transportation Disadvantaged Service Plan. 12, Cardiopulmonary Resuscitation shall be determined locally and provided in the local Transportation Disadvantaged Service Plan, 11, The Commission Shall: A. Recognize the Coordinator as the entity described in Section 427.011(5), Florida Statutes, and Rule 41-2.002(4), F.A.C. A. Attempt to insure that all entities with transportation disadvantaged funds will purchase transportation disadvantaged services through the Coordinator's system. III. The Coordinator and the Commission Further Agree: A. Nothing in this Agreement shall require the Commission to observe or enforce compliance with any provision thereof, perform are act or do any other thing in contravention of any applicable state law, If any of the provisions of this Agreement is found by a court of law to violate any applicable state law, the purchasing agency/entity will at once notify the Commission in writing in order that appropriate changes and modifications may be made by the Commission and the Coordinator to the end that the Coordinator may proceed as soon as possible with the provision of transportation services. B. 11 any part or provision of this Agreement is held invalid, the remainder of this Agreement shall be binding on the parties hereto. C. Termination Conditions: 1. Termination at Will - This Agreement may be terminated by either party upon no less than thirty (30) days notice, without cause. Said notice shall he delivered by certified mail, return receipt required,or in person with proof of delivery. 2. Termination for Breach - Unless the Coordinator's breach is waived by the Commission in writing, the Commission may, by written notice to the Coordinator, terminate this Agreement upon no less than twenty-four(24) hours notice. Said notice shall be delivered by certified mail, return receipt requested, or in person with proof of delivery. Waiver by the Commission of breach of any provision of this Agreement shall not be deemed to be a waiver of any other breach and shall not be construed to be a modification of the terms of this Agreement, and shall not act as a waiver or estoppel to enforcement of any provision of this Agreement. The provisions herein do not limit the Commission's right to remedies at law or to damages. D. This agreement will expire unless an extension is granted to the Coordinator in writing by the Commission for the Transportation, in accordance with Chapter 287, Florida Statutes. Renegotiations or Modifications of this Agreement shall only be valid when they have been reduced to writing, duly approved by the Commission, and signed by both parties hereto. rev. 06/0:/07 16 0 1 Notice and Contact: The name and address of the contract manager for the Commission for this Agreement is: Executive Director, 605 Suwannee Street, MS-49, Tallahassee, FL 32399-0450. The representative/position of the Coordinator responsible for administration of the program under this Agreement is: In the event that either party designates different representatives after execution of this Agreement, notice of the name and address of the new representative will be rendered in writing to the other party and said notification attached to originals of this Ageement. This document has been reviewed in its entirety and approved by the local Coordinating Board at its offietal rneetl held o Coordinating Board Chairperson WITNESS WHEREOF, the parties hereto have caused these presents to be executed. • COMMUNITY TRANSPORTATION STATE OF FLORIDA,COMMISSION FOR COORDINATOR: THE-TR ANSPORTATION DISADVANTAGED: Collier County Board of County Commissioners Agency Name Typed Name of \Ini:ord Individual liyperi Name or ' Signature: "e Signature: Title: Executive Director Chal:nian Attest:1 Notary Public Doris L Parker A \rt., ts_ tit, 01 4.04CEXCX116"i°npreS,40 D1 D4°4 2o40004,917.09,2, Corporate Offict;o P t Attest as outman signitari oalv ArpRov ED %NI) irU V ' .•\ Vik`":;;\ Rev. De/01/07 16 D11 FEDERAL FISCAL YEAR 2012 FTA CERTIFICATIONS AND ASSURANCES SIGNATURE PAGE (Required of all Applicants for FTA funding and all FTA Grantees with an active capital or formula project) AFFIRMATION OF APPLICANT Name of Applicant:COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Name and Relationship of Authorized Representative:Norman Feder BY SIGNING BELOW, on behalf of the Applicant, I declare that the Applicant has duly authorized me to make these certifications and assurances and bind the Applicant's compliance.Thus,the Applicant agrees to comply with all Federal statutes and regulations, and follow applicable Federal directives, and comply with the certifications and assurances as indicated on the foregoing page applicable to each application it makes to the Federal Transit Administration (FTA)in Federal Fiscal Year 2012. FTA intends that the certifications and assurances the Applicant selects on the other side of this document, as representative of the certifications and assurances, should apply, as provided,to each project for which the Applicant seeks now,or may later seek FTA funding during Federal Fiscal Year 2012. The Applicant affirms the truthfulness and accuracy of the certifications and assurances it has made in the statements submitted with this document and any other submission made to FTA, and acknowledges that the Program Fraud Civil Remedies Act of 1986, 31 U.S.C. 3801 et seq., and implementing U.S. DOT regulations, "Program Fraud Civil Remedies," 49 CFR part 31 apply to any certification, assurance or submission made to FTA.The criminal provisions of 18 U.S.C. 1001 apply to any certification, assurance, or submission made in connection with a Federal public transportation program authorized in 49 U.S.C. chapter 53 or any other statute In signing this document, I declare under penalties of perjury that the foregoing certifications and assurances, and any other statements made by me on behalf of the Applicant are true and accurate. Signature:Norman Feder Date:11/14/2011 Name:Norman Feder Authorized Representative of Applicant AFFIRMATION OF APPLICANT'S ATTORNEY For(Name of Applicant):COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS As the undersigned Attorney for the above named Applicant, I hereby affirm to the Applicant that it has authority under State, local, or tribal government law, as applicable,to make and comply with the certifications and assurances as indicated on the foregoing pages. I further affirm that, in my opinion, the certifications and assurances have been legally made and constitute legal and binding obligations on the Applicant. 16D11 I further affirm to the Applicant that,to the best of my knowledge,there is no legislation or litigation pending or imminent that might adversely affect the validity of these certifications and assurances, or of the performance of the project. Signature:Scott R Teach Date:11/7/2011 Name:Scott R Teach Attorney for Applicant Each Applicant for FTA funding and each FTA Grantee with an active capital or formula project must provide an Affirmation of Applicant's Attorney pertaining to the Applicant's legal capacity.The Applicant may enter its signature in lieu of the Attorney's signature, provided the Applicant has on file this Affirmation, signed by the attorney and dated this Federal fiscal year. 16Oh1 EXHIBIT H APPLICANT CERTIFICATION AND ASSURANCE TO FDOT To be completed and signed by an individual authorized by the governing board of the applicant agency and submitted with the grant application. The oilier County BCC_ certifies and assures to the Florida Department of"Iransportation in regard to its Application for Assistance under 49 U.S.C. Section 5310 dated December 11. 2012: 1) It shall adhere to all Certifications and Assurances made to the federal government in its Application. 2) It shall comply with Section 341.051 Florida Statutes and Chapter 14-73 Florida Administrative Code. 3) It has the fiscal and managerial capability and legal authority to file the application. 4) Local matching funds will be available to purchase vehicles/equipment at the time an order is placed. 5) It will carry adequate insurance to maintain, repair, or replace project vehicleslequipment in the even of loss or damage due to an accident or casualty. 6) It will maintain project vehicles/equipment in good working order for the useful life of vehicles/equipment. 7) It will return project vehicles/equipment to the Department if, for any reason, they are no longer needed or used for the purpose intended. 8) It recognized the Department's authority to remove vehicles/equipment from its premises. at no cost to the Department, if the Department determines the vehicles/equipment are not used for the purpose intended, improperly maintained, uninsured, or operated unsafely. 9) It will not enter into any lease of project vehicles/equipment or contract for transportation services with any third party without prior written approval of the Department. 10)11 will notify the Department within 24 hours of any accident or casualty involving project vehicles/equipment, and submit related reports as required by the Department. 11)1t will submit an annual financial audit report to the Department, if required by,the Department. Date: .` Signature: ATTEST Fred W. Coyle,Chairman DWIGHT° , BR,DCK, E ' ' Typed name and title ,, S " App re $to form& eg I sufficiency signature ,A,s i("" Deputy County Attorney 16 1 1 EXHIBIT K Coordinated Public Transit-Human Services Transportation Plan To be completed and signed by an individual authorized by the governing board of the applicant agency and submitted with the grant application. The collier County Board of County Commissioners certifies and assures to the Florida Department of Transportation in regard to its Application For Assistance under U.S.C, Section 5'310 dated December 11.2012 I) [This grant request is derived from a coordinated plan compliant with Federal Transit Administration Circular FTA C 9070.1F. 2) The name of this coordinated plan is provided below. Collier Count). Transportation Disadvantaged service plan (TDSP) 3) The agency that adopted this coordinated plan is provided below. Collier County , Collier Area Transit & Paratransit 4) The date the coordinated plan was adopted is provided below. May 12. 2012, 5) The page number of the coordinated plan that this application supports. _ Page 7 Goal #2 Objective 2.11 and 2J2 I)atc t7., Signature: Fred W. Co,yle.,Chairman Typed name and title ATTEST DINI,GHTE. BROCK CLFRK Appro a to form& s iciency \-1 f BY:4 411111110 Mir • 'r-'41. Attelt 4% ' pat y County Attorney Ch401/0' 4natore lip.14, Goiter County 16D11 4 Public Services Division Alternative Transportation Modes December 11, 2012 Michelle S. Peronto Local Agency Program Coordinator FDOT, District One, Procurement Office 801 North Broadway Avenue Bartow, Florida 33830 Subject: 2013 U.S.C. Section 5311, Formula Grants for Rural Areas - 20.509 5311 Grant Application Submission Dear Ms. Peronto: Collier County submits this Application for the Section 5311 Program Grant and agrees to comply with all assurances and exhibits attached hereto and by this reference made a part thereof, as itemized in the Checklist for Application Completeness. Collier County further agrees, to the extent provided by law (in case of a government agency in accordance with Sections 129.07 and 768.28, Florida Statutes) to indemnify, defend and hold harmless the Department and all of its officers, agents and employees from any claim, loss, damage, cost, charge, or expense out of the non-compliance by the Agency, its officers, agents or employees, with any of the assurances stated in this Application. This Application is submitted on this 11th day of December,2012 with two(2)original resolutions or certified copies of the original resolution authorizing Fred W. Coyle,Chairman of the Collier County Board of County Commissioners to sign this Application. Sincerely, Michelle Edwards Arnold,Director Alternative Transportation Modes Department cc: Julia Davis, District 1 Transit Unit aCi or NA Alternative Transportation Modes•3299 Tamiami Trail East,Suite 103•Naples,Florida 34112-5746.239-252-5840•FAX 239-252-6628•www.colliergov.net 16 D 11 1 CHECKLIST FOR APPLICATION COMPLETENESS Name of Applicant: Collier County Board of County Commissioner (BCC) Check One: New Applicant Recurring Applicant ✓ . The following documents must be included in section 5311 Operating Assistance Applications in the order listed: ✓ This checklist. ✓ Applicant's cover letter(use FDOT provided cover letter). ✓ Two(2)copies of the governing board's Resolution. ✓ Forms B-1 and B-2 (Operating and Administrative Expense& Revenues;Grant Request.) ✓ Application for Federal Assistance(Form 424, Code 20.509). ✓ Exhibit A-1: Fact Sheet. ✓ Exhibit E: Single Audit Act, and a copy of the latest completed audit, if applicable. N/A Exhibit E-1: Certification of Exemption from Single Audit Act,if applicable. ✓ Exhibit F: Federal Certifications and Assurances. ✓ Exhibit 1: FTA Section 5333(b)Assurance. ✓ Exhibit K: Applicant Certification of Transportation Disadvantaged Service Plan(TDSP). Date Application submitted to Local Clearinghouse Agency/RPC: December 11,2012 Additional documents required from New Applicants: ✓ Exhibit A—Current System Description. ✓ Exhibit B—Proposed Project Description. 16 01 1 RESOLUTION NO. 2012-2 5 0 A RESOLUTION BY THE BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLORIDA, AUTHORIZING ITS CHAIRMAN TO SIGN AND SUBMIT A SECTION 5311 GRANT APPLICATION, INCLUDING ALL RELATED DOCUMENTS AND ASSURANCES, TO THE FLORIDA DEPARTMENT OF TRANSPORTATION, TO ACCEPT A GRANT AWARD IN CONNECTION WITH THAT APPLICATION, AND AUTHORIZING THE EXPENDITURE OF GRANT FUNDS PURSUANT TO THE GRANT AWARDED. WHEREAS , 49 U.S.C. § 5311 authorizes the Secretary of Transportation to make grants and loans to local government authorities such as Collier County to help provide rural transit services; and WHEREAS, each year, through an application process administered by the Florida Department of Transportation, Collier Area Transit has obtained funds that are used for providing rural transportation services to the residents of Collier County; and WHEREAS, the Board of County Commissioners of Collier County, Florida, has the authority to apply for and accept grants and make purchases and expend funds pursuant to grant awards made by the Florida Department of Transportation as authorized by Chapter 341,Florida Statutes and by the Federal Transit Administration Act of 1964, as amended. NOW THEREFORE, BE IT RESOLVED by the Board of County Commissioners, Collier County, Florida,that: 1. The BOARD authorizes and approves its Chairman, Fred W. Coyle, to sign and submit any and all documents required in connection with the Federal Transit Administration 49 U.S.C. § 5311 Grant Application and Award including, but not limited to: (a) authorizing the Chairman to accept and execute any required certifications and assurances and all supporting documents relating to the grant awarded to the County, (b) approving all necessary budget amendments to receive and use grant dollars received above or below the target grant award referenced in the Section 5311 grant application, and (c) authorize the expenditure of grant funds pursuant to the grant awarded, unless specifically rescinded. 2. The BOARD'S Registered Agent in Florida is Jeffrey A. Klatzkow, County Attorney. The registered Agent's address is 3299 East Tamiami Trail,Naples, FL 34112. 3. This Resolution shall be effective immediately upon signature by the Chairman. 1 16011 This Resolution adopted after motion, second and majority vote favoring same, this 11th day of December,2012. ATTEST: BOARD OF COUNTY COMMISSIO 1 ERS DWIGHT E BROCK, Clerk COLLIER CO TY, FLORIDA B - _I ,� B �_ Y: AVL_ Y• .416.r.LIL■ A A, ,est iS to triefDe v` Fred W. Coyle,Chairman 1 if9aa A,pr%ved as to . ant legal sufficiency: rt- 1 fa Sell. Teach ■ Deputy County Attorney 2 16011 ' Form 424 APPLICATION FOR FEDERAL ASSISTANCE Version 7/03 — 1.TYPE OF SUBMISSION: ��— Application-place an x in the box Pre-application-place an x in the box [ ]construction [7 construction [x]non-construction j j]non-construction _ -_.._ 1 _ 2.DATE SUBMITTED Applicant Identifier 3.DATE RECEIVED BY STATE State Application Identifier 4.DATE RECEIVED BY FEDERAL AGENCY Federal Identifier mm 5.APPLICANT INFORMATION --� Legal Name:Collier County Board of County Commissioners j Organizational Unit: Department:Alternative Transportation Modes Department I Organizational DUNS:076997790 Division:Public Services Division _ Address:— _ Name and telephone number of person to be contacted on matters involving this application(give area code) Street:3299 East Tamiami Trail Prefix:Mrs. First Name:Michelle City:Naples Middle Name: County:Collier , Last Name:Arnold State:Florida Zip Code 34112 Suffix: Country:USA 1 Email:MlchelleArnold@colliergov.net 6.EMPLOYER IDENTIFICATION NUMBER(FINN): _ Phone Number(give area code) (Replace these boxes with numerals)59-6000558 239-252-5841 } Fax Number(give area code):239-2523929 8.TYPE OF APPLICATION: 7.TYPE OF APPLICANT:(See back of form for Application Types) ✓New Continuation Revision County If Revision,enter appropriate letter(s)in box(es) (See back of form for description of letters.) Other(specify) Other s.eci 10.CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 9.NAME OF FEDERAL AGENCY: (Replace these boxes with numerals) 20-509 Federal Transit Administration Section 5311 TITLE(Name of Program): 20.509-Program Title:"Formula Grants for Rural Areas Program" 12.AREAS AFFECTED BY PROJECT(Cities, Counties,States. 11.DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: etc.): Unincorporated Collier County,lmmokalee Community,Golden Gate Operating Assistance to offset cost of public transportation provided in Estates,Marco Island the rural(non-urban)areas of Collier County . 13.PROPOSED PROJECT 14.CONGRESSIONAL DISTRICTS OF: Start Date: Ending a.Applicant b.Project Date: 15.ESTIMATED FUNDING: 16.IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? a.Federal ' $295,600.00 a. Yes. ✓THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON: b.Applicant $ o° DATE: c.State 5. ; b.No I.'PROGRAM IS NOT COVERED BY E.0.123_72. d.Local $295.600.00 PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW e.Other $ °' 17.IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? f.Program Income _ $Wz'° - Yes. If"Yes"attach an explanation. No g.TOTAL $591,200.00 18.TO THE BEST OF MY KNOWLEDGE AND BELIEF,ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a.Authorized Representative Prefix: 3111 • . First Name: Middle Name: Last Name: -- Suffix: I b.Title: '� c.Telephone Number(give area code' 239-2 52-8 09? d.Signature of Au oorized'`epresentative: e.Date Signed: Previous for I. ' Standard Form 424(Rev 9-2003) Authorize L� roduot!on. to �rircularA-?02 DtAntgliT E. _ s' Wyk,., ., �y. f , -,--- ``fir ,t�'"" `"'i. , ;` "1".`. Deputy County Attorney 464 m. - ,, I. ,„ 16Oh1 FORM B-1 TRANSPORTATION-RELATED OPERATING and ADMINISTRATIVE EXPENSES Name of Applicant: Collier County Board of County Commissioner (BCC) State Fiscal period requesting funding for,from 7/1/13 to 6/30/14 EXPENSE CATEGORY TOTAL EXPENSE FTA ELIGIBLE EXPENSE Labor (501) $139,200 $34,800 Fringe and Benefits(502) $49,500 $12,400 Services(503) $110,900 $27,800 Materials and Supplies(504) $8,500 $2,100 Vehicle Maintenance(504.01) $1,929,800 $482,500 Utilities(505) $11,500 $2,900 Insurance(506) $9,900 $2,500 Licenses and Taxes(507) $0 $0 Purchased Transit Service(508) $3,445,500 $861,400 Miscellaneous(509) $25,000 $6,300 Leases and Rentals(512) $40,000 $10,000 Depreciation(513) TOTAL $5,769,800 $1,442,700 (a) SECTION 5311 GRANT REQUEST Total FTA Eligible Expenses(from Form B-1, above) $ 1,442,700 (a) Rural Passenger Fares(from Form B-2) $ 216,400 (b) Operating Deficit $ 1,226,300 (c) [FTA Eligible Expenses(a)minus Rural Passenger Fares(b)] Section 5311 Request $ 613,150 (d) (No more than 50% of Operating Deficit) Grant Total All Revenues(from Form B-2) $ *(e) Note: If Grand Total Revenues(e)exceeds FTA Eligible Expenses(a),reduce the Section 5311 Request(d)by that amount. 11 PART B APPLIES TO ALL APPLICANTS FOR OPERATING ASSISTANCE FORM B-2 TRANSPORTATION-RELATED OPERATING and ADMINISTRATIVE REVENUES Name of Applicant: Collier County Board of County Commissioner (BCC) State Fiscal period requesting funding for, from 7/1/13 to 6/30/13 OPERATING REVENUE REVENUE USED AS CATEGORY TOTAL REVENUE FTA MATCH Passenger Fares for Transit Service(401) Total= $1,205,000 Rural= $216,400 (b) Special Transit Fares(402) School Bus Service Revenues(403) Freight Tariffs(404) Charter Service Revenues(405) Auxiliary Transportation Revenues(406) Non-transportation Revenues(407) Total Operating Revenue $1,205,000 $ OTHER REVENUE CATEGORY Taxes Levied directly by the Transit System(408) Local Cash Grants and Reimbursements $1,880,300 (409) Local Special Fare Assistance(410) State Cash Grants and Reimbursements $888,200 (411) State Special Fare Assistance(412) Federal Cash Grants and Reimbursements $1,796,300 (413) Interest Income(414) Contributed Services(430) Contributed Cash(431) Subsidy from Other Sectors of Operations (440) Total of Other Revenue $4,564,800 $ GRAND TOTAL $5,769,800 $ (e) ALL REVENUE 8 16011 EXHIBIT A Current System Description Collier County is located in southwest Florida and is bordered on the north by Lee and Hendry counties, on the south by Monroe County,on the east by Broward and Dade counties, and on the west by the Gulf of Mexico. The county consists of three incorporated areas: Naples, Everglades City, and Marco Island. Collier County is approximately 2,025.3 square miles. At least 80 percent of the Collier County land area has been set aside as preserve lands, including Big Cypress National Preserve, Everglades National Park, two national wildlife refuges, one national research reserve,three state parks, one state forest,and a number of other public and private parks and nature preserves. In addition, Collier County has nearly 50 miles of public beaches and a vast area of Agricultural lands. The Collier County Board of County Commissioner is the governing body for the Public Transportation system in Collier County. The Public Transportation system, Collier Area Transit(CAT),operates under the supervision of the Collier County Department of Alternative Transportation Modes (ATM) for the Collier County Public Service Division. CAT serves as the public transit provider for Collier County,serving the Naples, Marco Island, and Immokalee areas. It is the mission of CAT to provide safe,accessible and courteous public transportation services to our customers. Collier County is considered a complete brokerage system, contracting all fixed route and paratransit operation services to Keolis Transit America who is responsible for the day to day transit operations of the transit system including hiring, training and management of the bus operators and customer service personnel. Keolis currently employees 92 staff to run the operations. The management of the Keolis contract is conducted by the ATM Department, who has a total of 4.5 employees within the Transit section. Collier Area Transit provides ADA and Transportation Disadvantaged trips to the citizens of Collier County, including those with disabilities, low income,and elderly in both the urbanized and non-urbanized areas of the County. Description of service, routes and ridership numbers Section 5311 funding for operating assistance is essential if service is to continue for the non-urbanized areas of the County. Collier County currently provides about $1.5 million dollars each year from local funds to provide fixed route services. Collier Area Transit, as many other transit agencies across the nation, is facing tough financial times and local funds contribution is stagnate. Should the State not approve this grant, CAT may be forced to reduce routes. With a reduction in service, many passengers would not have access to medical, work, recreational, and other life sustaining activities that public transit n o w makes possible. It is critical that Collier Area Transit receives these 5311 funds to continue providing services in the non-urbanized area of Collier County. The 5311 grant helps fund four (4) non-urbanized/rural routes; Route 5 (Immokalee Shuttle — provides a shuttle to and from the Immokalee area to the transfer point on Radio Road), Route 7 (Immokalee Express— 9 16011 provides an early morning and late evening express service between Immokalee and Marco Island), Route 8A and Route 8B (Immokalee Circulator—provides a circulator within the rural Immokalee community). The Collier County Board of County Commissioners, Collier Area Transit (CAT) is requesting FTA Section 5311 funds in the total project amount of$591,200. State match funds in the amount of $295,600 (50%). This will be matched with local funds in the amount of$295,600 (50%). Funds from this grant will be used to continue operation of fixed route in the non-urbanized area of Collier County to continue providing the existing level of service. These funds will be used to fund routes that are open to the general public and are not subject to the prioritization process as described in the Transportation Disadvantaged Service Plan (TDSP). See Exhibit A-1 (below)— Fact Sheet Ridership graphs are provided under Exhibit B of this grant application. 10 160111 • EXHIBIT A-1 FACT SHEET County Fiscal Year Data CURRENTLY IF GRANT IS AWARDED * 1. Number of one-way passenger trips. 1,207,900 1,210,000 PER YEAR 2. Number of individuals served unduplicated (first ride per rider per fiscal year). 1,207,900 1,210,000 PER YEAR 3. Number of vehicles used for this 16 per day 16 per day service. ACTUAL 4. Number of ambulatory seats. AVERAGE PER VEHICLE 24 per vehicle 24 per vehicle (Total ambulatory seats divided by total number of fleet vehicles) 5. Number of wheelchair positions. AVERAGE PER VEHICLE 2 per vehicle 2 per vehicle (Total wheelchair positions divided by total number of fleet vehicles) 6. Vehicle Miles traveled R YEAR 1,303,988 1,315,000 7. Average vehicle miles 3,622.19 3,700 PER DAY 8. Normal vehicle hours in operation. 193 193 PER DAY 9. Normal number of days in operation. 7 7 PER WEEK 10.Trip length(roundtrip). 32 32 AVERAGE • Estimates are acceptable. 11 160111 1 EXHIBIT B Proposed Project Description (not to exceed three (3) pages) Section 5311 Funding for operating assistance is essential to continue the existing level of service being provided for the non-urbanized areas of the County. The 5311 grant helps fund four(4) non-urbanized/rural routes; Route 5 (Immokalee Shuttle — provides a shuttle to and from the Immokalee area to the transfer station on Radio Road), Route 7 (Immokalee Express—provides an early morning and late evening express service between Immokalee and Marco Island), Route 8A and Route 8B (Immokalee Circulator—provides a circulator within the rural Immokalee community). The above described service will provide access to employment for rural area residents. The Collier County Board of County Commissioners functions as the Community Transportation Coordinator (CTC)and provides public transportation services as Collier Area Transit(CAT). CAT is requesting FTA Section 5311 funds in the total project amount of$591,200. The State contribution to the project would be$295,600 (50%)while the County would be required to provide a local match in the amount of$295,600(50%). Funds for the grant will be used to continue operation of fixed route in the non-urbanized area of Collier County to continue providing the existing level of service. This grant request does not include the purchase of vehicles or equipment for the continued operation of this service. The existing vehicle inventory will be utilized as provided for below. All vehicles utilized for the County public transportation system is maintained by the County's Fleet Management Department.The Fleet Management Department provides for regular preventative maintenance of all vehicles at the CAT Operations center located at 8300 Radio Road. As previously noted, the County is under contract with Keolis Transit America, Inc. to provide the transit operations for the system. Keolis hires all bus operators,customer service staff,and administrative personnel to run the operations. The County compensates the vendor by the revenue hour including minor reimbursable. The Contractor is responsible for providing recommendations related to all fixed route bus service planning activities related to operations of CAT fixed route bus services including, but not limited to: bus routes, schedules, days and hours of operations, bus stop locations, location of bus stop improvements, preparation of all planning documents, cost estimates and other such activities relative to overall system administration, pending the County's review and approval. Periodic contract monitoring to ensure continued compliance with the service contract is the responsibility of the Contractor. Safety Program A written safety program has been developed and is maintained by the Contractor which includes safety policies and practices,accident procedures and reporting,and other training materials and documented in the System Safety Program Plan (SSP) and the System Security Emergency Preparedness Plan (SSEPP). Collier County conducts an annual System Safety review of the Contractor to comply with safety requirements of Chapter 14-90, Florida Administrative Code(FAC). The Contractor's documented safety program includes the following components: • Accident Response Plan • Accident Review Process and Analysis • Determination of an Accident as Preventable or Non-Preventable, Utilizing the National Safety Council (NSC) Guidelines • Employee Retraining Provisions 16011 • Driver Incentive Provisions • Programs and Methods to be Utilized to Promote Safety Awareness • Employee Training and Required Certifications The Contractor shall participate in tabletop, emergency preparedness training exercise as requested by the County. The contractor is considered essential personnel and shall be available upon request for evacuation and transportation for any emergency events 24/7. Drug&Alcohol Testing Program The Contractor administers a Drug and Alcohol (D&A) Program which meets all of the Federal and Collier County requirements. In addition, the Contractor requires all subcontractors providing services for the fixed route service to adhere to the testing requirements of this D&A program. CAT performs D&A testing in accordance with United Stated Department of Transportation (US DOT) and Federal Transit Administration (FTA) regulations, as defined in Title 49 Code of Federal Regulations(CFR), Parts 40 and 655. The Contractor produces documentation necessary to establish its compliance with Title 49 CFR, Parts 653 and 654. Indicator/Measure 2006 2007 2008 2009 2010 2011 Performance Indicators SERVICE AREA STATISTICS Service Area Population 317,7881 326,658 333,858 333,032 333,0321 333,032 Service Area Size(square miles) 1,513 1,513 1,513 1,513 1,513 1,513 OPERATING STATISTICES Passenger Trips 1,052,536 1,180,147 1,166,358 1,109,710 1,064,910 1,154,702 Vehicle Miles 921,050_ 1,156,658 1,299,452 1,329,594 1,314,112 1,298,764 Revenue Miles 870,424 1,090,385 1,214,814 1,244,756 1,230,055 1,225,975 Revenue Hours 49,479 59,503 66,183 67,043 66,475 66,850 OPERATING COSTS Total Operating Expense I$3,264,698.00 1$4,678,982.00 1$5,362,710.00 1$5,048,082.00 1$5,490,980.00 1$5,300,989.00 VEHICLE FLEET Vehicles Available for Maximum Service 20 19 23 23 24 23 Vehicles Operated in Maximum Service 13 14 16 16 16 16 Spare Ratio 54% 36% 44% 44% 44% 44% SERVICE SUPPLY Vehicle Miles per Capita I 2.91 3.51 3.91 4.01 3.91 3.9 SERVICE CONSUMPTION Passenger Trips per Capita 3.3 3.6 3.5 3.3 3.2 3.5 Passenger Trips per Revenue Mile 1.21 1.08 0.96 0.89 0.87 0.94 Passen er Trips per Revenue Hour 21.27 19.83 17.62 17.62 16.55 17.27 COST EFFICIENCY Operating Expense per Capita $10.27 _ $14.32 $16.06 $15.16 $16.49 $15.92 Operating Expense per Passenger Trip $3.10 $3.96 $4.60 $4.55 $5.16 $4.59 Operating Expense per Revenue Mile $3.75 $4.29 $4.41 $4.06 $4.46 $4.32 Operating Expense per Revenue Hour $65.98 $78.63 $81.03 $75.30 $82.60 $79.30 1 6 011 Vehicle Inventory Equipment ID# Year Manufacturer Model Serial Vin Number 30989 2003 FREIGHTLINER CHAMPION CTS 4UZAACBV43CM15848 42925 2004 FREIGHTLINER CHAMPION CTS 4UZAACBV54CN64822 42927 2004 FREIGHTLINER CHAMPION CTS 4UZAACBV54CN64819 42928 2004 FREIGHTLINER CHAMPION CTS 4UZAACBV34CN64821 50382 2005 GILLIG G29E102R2 15GGE291951091092 50383 2005 GILLIG G29E102R2 15GGE291051091093 50384 2005 GILLIG G29E102R2 15GGE291251091094 60091 2006 GILLIG G29E102R2 15GGE291661091164 60092 2006 GILLIG G29E102R2 15GGE291661091165 60093 2006 GILLIG G29E102R2 15GGE291X61091166 60094 2006 GILLIG G29E102R2 15GGE291161011167 CC2-240 2007 GILLIG G27E102N2 15GGE271471091586 CC2-242 2007 GILLIG G27E102N2 15GGE271671091587 CC2-241 2007 GILLIG G27E102N2 15GGE271871091588 CC2-243 2007 GILLIG G27E102N2 15GGE271X71091589 CC2-497 2010 GILLIG G27B102N4 15GGB2719A1177671 CC2-498 2010 GILLIG G27B102N4 15GGB2710A1177672 CC2-499 2010 GILLIG G27B102N4 15GGB2712A1177673 CC2-513 2010 GILLIG G30B102N4 15GGB3014A1178484 CC2-514 2010 GILLIG G30B102N4 15GGB3016A1178485 CC2-620 2012 GILLIG G27B102N4 15GGB2710C1180347 CC2-619 2012 GILLIG G27B102N4 15GGB2710C1180348 CC2-621 2012 GILLIG G27B102N4 15GGB2714C1180349 16011 System Ridership Collier Area Transit Ridership FY 04 - FY 11 2005 2006 2007 2008 2009 2010 2011 2012 ROUTE 1 124,288 150,030 212,947 250,873 247,183 231,156 238,507 234,190 ROUTE 2 289,830 251,012 214,605 193,332 177,325 174,669 191,523 187,848 ROUTE 3 222,089 260,015 289,357 268,126 230,415 199,961 227,560 240,742 ROUTE 4 226,051 181,193 156,876 127,884 123,468 11 c, :1 126,035 132,108 ROUTE 5 27,671 ` 37,428 56,870 69,897 69,953 68,679 86,471 105,655 ROUTE 6* 26,221 44,891 41,368 40,015 49,878 71,268 35,045 27,986 ROUTE 7* 33,273 38,391 45,963 51,671 49,690 45,666 47,919 48,914 ROUTE 8* #N/A 63,830 68,619 91,978 88,091 81,339 96,390 106,234 ROUTE 9* #N/A #N/A 93,542 72,582 73,707 76,651 77,823 80,391 ROUTE 10 #N/A #N/A #N/A #N/A #N/A #N/A 27,429 43,798 CAT Ridership FY 2005 - FY 2012 ❑ROUTE 1 'u" a, x^ x ± re<.sw 300,000 0 ROUTE 2 ®ROUTE 3 ❑ROUTE 4 250,000 ®ROUTE5 ❑ROUTE 6* 200,000 OROUTE7* •❑ROUTER r -u3 '* ,: ■ROUTES t, 4 ;, . 3 ti7.- 150,000 - ROUTE 10 , t .'` :ie*.i "1 100,000 sm . »�. '^ �.-ems.. y 50,000 - ` �: 0 1 fir. t I ^i- I, y € _. f V' r- .1 ._r - i _-2,08' 9 ROUTE 10 ROUTE 9* ROUTE 8* ROUTE 7* ROUTE_. 6* ROUTE 5 _ 1- $ ,_ _ '20 006 ROUTE4 ROUTE3 ROUTE2 ROUTE Notes: `Please note that ridership data was omitted for routes implemented during the mid-year(Routes 6,7,8,and 9). 160114 lv CAT Fixed Route Passenger Boarding's (non-cumulative per quarter) Total Total Total Total Total 1,500 000 1,166,358 1,109,710 1,064,910 1,154,702 1,207,866 1,200,000 j!E 900'000 IIIII 600,000 ._.._ 9 j 11111 111111 0 FY08 YE FY09 YE FY10 YE FY 11 YE FY 12 •01 •0.2 03 aCL4 FY 11 vs FY 12=4.6%Increase 16911 POPULATION CHARACTERISTICS According to BEBR,the population of Collier County is expected to increase from 251;377 in 2000 to 331,800 in 2010, an increase of 32 percent- The data for 2000 Vi ough 2020 were coma led using the 2000 Census, 2009 FSA.,and 2009 ESRI demographic data. Table 2-1 provKles se-ected population characteristics for Collier County for 2000, 2008, 2010, 2015,and 2020. Table 2-1 Population Characteristics,,Collier County(2O00-2020) chomp 2 0 2008 OESIR ?011 2014 E1111J xo20 2 co 2/ s Chang 0111400 /2009 ESRI 2015 e€0u5 2000.2010 201040201 2000/2000 0.1151 Persansl;PFBR; 251.37? 332,654 33.1.600 363.341 41+1,:;)1: 32A% Persona Bfa 2511?? 755940 396,11 41.6% fatal land Area :Square .1ie, 2 27 ?')75.3 2CQ5.3 2'325_s :021.7 0.0k 011ta . Persons Per Square Mole I I BRI 124.1 164.3 163.6 1?9.4 321- , Penal=Per Square M Ie 1111 171.1 17a.? 196.9 41.6% Sa rx:2CI?"L'enta s. U.n r ktesrsn:r?r,■.4,if,y a Inn Cation.and(SRI 70::0 As a Aoa.l,ar to=urst destination. Collier County has a large number of seasonal residents arid tourists. According to the Economic Development Council of Oollier County. Collier County's population rises by arc estimated 20 percent during the winter season, which tradGtianalty last from November through April. The BEBR projections. included Win Table 2-1 refer solely to permanent residents and do riot i11,214de.tourists or seasonal, residents. {Note:The population estimates and nrojections provided by BEER may not exactly matc'f those provided ay the 11.5. Census_ ESRI demogranllic data is Iligller than BEBR arid Oensus demograplc information; however,ESRI projections are tale most current projlecticros avai''able for recapping purposes. As 2010 Census data sets are orn laUe"e, annual TOP progress reports and the next TD ' Major Update will be revised to reflect the population pro e.ct cnls reported In the 2010 Census. Staff of GAT and the Collet MPG will rewiew available data sets and ensure consistency of population data when corn plet,ng fut:are plan undies to the TDP and LRTP.as feasible.) Tindcale litter&Associates, tic. Calliper Area Trt,nsi Aug st 2010 2-3 Trnrnsit Deveopn etut?Ian 1 6 1 1 Map 2-2 displays Col Comity's 2309 population by wock group and Map 2-3 displays the County's 2020 projected nopuotion by block group. The matorti, of the County's population density is 0-2 persons per acre. Block groans 00 itni ing population densrties greater than 4 persons per acre are located within the City of Naples, East Naples, Marco Island, Immokalee. Golden Gate, Naples Manor, and Naples Park. As shown in Maps 2-2 and 2-3, the 2020 projected population distribution is similar to the 20'39 population distribution. In general,collier County's residents are Weller than the average Florida resident Figure 2-1 displays population trends that suggest mobility needs will increase as the County's population of seniors and others continue to age_ Twenty four percent of Collier County's population is over 64 years old,while the some group only makes up 17 percent of Florida's total popwation. Figure 2-1 Population under Age 18 and over Age 64 22% 24% 25% Amor 20% 20% Z." I 11111II! 15% 10% 5% 0% Under tB Der 54 D Florida U Caller County lihdale-Oliwer&Associates,inc. CcIli. r Area Transit t August 2010 2-4 Trar,st Dew opirent Plain 16011 1 Immokalee i Immokalee Inset I cat _ 7 LEE l ...._. •° 2010 Collier Area Transit Transit Development Plan _ Legend �.RgAr to HENDRY 1 Maples "...Mai IC '1.Rat+aA Remo m ■'�Home 3A °_ _ __-- _ ... �.,Ranh w - _ - Ram s Route 6 - -- ,' Route I Express _.. Route M Marco Island Route 6e Via �t Everglades Gty It "' lk4rYUd Areas n ConservYwn Areas 11 Marco Isla r r Inset Tindale-Oliver ' / Associates,Inc. N.. ' W.wa.W rM....ti - +e Map 2-1 a It 1 2 Study Area and Wes Existing Bus Routes -------' Inm okalee In ales Inset I( catd.'le-_,...., .4,...1.„X \ LEE - 2010 Collier Area Transit V\+`1 _ ' Transit Development Plan '1 `aged .N..-14,*IC Naples -..RA.te MY t .,fur as p it h \....i '.■.■Re*5 limMet ttiW� T .elerle a.re e li E.radb QV Marco Island MINI pAl�m oe� Pemomase f s-a ' =1 A a !a-a Marco Isla ft Inset it t m Tindale-Oliver Associates,Inc V. ss a ass + L____„....„,,.....1._ Map 2-2 2009 Population .1.1.1 ''--2.—'_"�', Y 16011 ----------.-- Immokalee In atee Inset) ' ca ,y. , ..X..\ .e 2010 Collier Are. Transit Q "' l Transit Development Plan b Legend R°YR f A . _ .__...._.. Route to Or Rohe 1C Naples ° Poub 22 - Boole 2R ._... ^.i AOUl 30 is Incett 3 I: "'Z..Boole M 1 . .3 "..Rwl 5B r� 1.. l p • �i Rao!5 PI \ Rwne ,. _ 1 Rout 1 -"�•Route T Eapese r4 I R°We 8A :. • rf ,..Rome ee l _ 1- ^,Rout 8 I Ea Ever86de5 Coy Marco Island 2020 PaWlaaon Density ewfa.stAnre •-2 l/ s a-s 1' a s-ts Marco Islalp Inset t / `� Tindale-Oliver t: r 'l(`Vnl Associates.Inc. 0 0.5 1 2 owes Map 2-; 2020 Popldation m.v.<mmwT�ffis;p nrsPonc Density 16D11 DEMOGRAPHIC AND JOURNEY-TO-WORK CHARACTERISTICS Collier County's demographic cliarracteristcs were compiled from t he 2000 Census, the 2009 FS*, and the 2008 American Community Survey(AM. Both the Census and the ACS base these estimates on a sampling of the total population. Jo urney-to-Work information is not projected by BEBR in the 2009 FSA;therefore, 2000 Census and 2008 ACS data were used to illustrate the Journey-to-Work ctaracteristics. Figure 2-2 provides selected demographic data for Collier County,and Figure 2-3 illustrates Journey-to-Work characteristcs for Collier County. Many of the characteristics provided in Figure 2-2 and Figure 2-3 were chosen because of their known influence on transit use. Figure 2-2 shows that Cal ier County's demographics have not significantly changed from 2000 to 2008 in terms of gender, education, and age. The nercent of the population of Hispanic origin has increased slgf fitly from 19.6 percent in 2000 to 25.5 percent in 2008. The percent of residents with incomes greater than$100,000 also increased. In 2000,18-1 percent of residents earned greater than $100,000 and in 2008 27.8 percent of the population was in this category. Figure 2-3 shows it public transit mode sl are I las siighty decreased since 2000_ In 2000. 1.9 percent of residents utilized public t°anst as a means of transportation to work compared to L1 percent of the population ti 2008. Driving alone has sisig)ttfy incresed. Carpooling arid walking decreased, however, oTycling and working from home increased. Traver times have sighty increased; with 26.2 percent of people travelhg aetween 20 and 29 minutes n 2003 compared to 21.4 percent in 2000. Maps 2-4 through 2-8 provide seected characteristics for Calpier County that are particularly relevant to the TDP process. The marts d splay 2009 empboyrnerrt densities, low-income pope t,tio ns,dwelLing unut densities. c p:a Iatior under age 15,and population over age 60 by oicack group. Employment dens Ges are 1 glest in Immokalee and the City of Naples. The iiow-income populations are highest r Immokalee. Simi'a:r to the population density. the majority of the County's der!, is 3-2 dwel'ing units per acre_ Block groups containing high percentages of the non.a tton under age 15 are located in the northern portion of the County and the City of Naples. £lo..^k groans containing high percentages of tlie population over age 60 are ocarted in rile soirthern portion of the County, Mateo Island, throughout tlie City of Naples. and north of the City of Naples. Based on The ova lability of demographic data, maps depicting the disabled population•the number of vehicles per household, and commute times were developed uti=iizing 2000 Census data and are included as Anr,endi?x A.. Tindtlle-Oliver&Assc.itltes. '`roc. Collier Area Trarisie August 2010 2-' Trar,sa Deve opirent Plan 160114 Figure 2-2 Demographic Charecterislics,Collier County(2000 and 2008) 01. tat. 3 L. Mt% r. 12% La. 11x Pale Feriae +o t• SUS Write 552m Black s sin a „L- ZTOL 't17 Not or Maur!^CrIgh 11:1"t- o *+t, T :5 or FisRarle Cr n ,aatk re3ls Rr as 15 34 Yea'S4 • 1 0 Census Y •2008 ARCS 35 64 ❑ 2009 FSA 5-5+Yews as 92'1 739E TO 1211':733e, M,1exra Myh So+Od gratate 11 a Cdege<1 pay to Assoc a e oegree 5 tip. i s i∎9 Prates.am woof,1,lkd iers cr DcclnrAe MiriNs Less Man 31{i B) WIT i1S=to 524.998 5..M: to 534.R439 MIV- ze Rr ty S35,0X ro549,999 "* II+RtL EM1I to V4,999 1rRr E75411:to 5?9,s99 OEM to iltR 'lltBCORI Dr rnae Medan-loteetool Mere 111.0!;V ,ate Puherry t.eaet arik xR" eec+r P000irty Sauce:200E Caratwe,2CO„American Carnmrrnetr Srr m,.and 2OO9 BEEF;Flarcia 3tmrtatca.Lalract Tindale-Oliver&Associate&inc. Collier Area Transit August 2010 Transit.Development Plan 16011 Exhibit E Copy of the latest completed audit 16 D 1 1 MI ERNST& YOUNG Sutet 50&0 Young LLP I I 5100 Town Center Circle Boca Raton,FL 33486 Tel: +1 561 955 8000 Fax:+1 561 955 8200 www.ey.com Report of Independent Certified Public Accountants on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of the Financial Statements Performed in Accordance with Government Auditing Standards Members of the Board of County Commissioners Collier County,Florida We have audited the financial statements of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of Collier County, Florida (the County) as of and for the year ended September 30, 2011, which collectively comprise the County's basic financial statements and have issued our report thereon dated February 29, 2012. We conducted our audit in accordance with auditing standards generally accepted in the United States and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Internal control over financial reporting Management of the County is responsible for establishing and maintaining effective internal control over financial reporting. In planning and performing our audit, we considered the County's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the County's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the County's internal control over financial reporting. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over financial reporting that we consider to be material weaknesses, as defined above. 1205-1362396 163 A member firm of Ernst&Young Global Limited ,,,,,,, 16011 111111111111101, %I ERNST&YOUNG Compliance and Other Matters As part of obtaining reasonable assurance about whether the County's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. We noted certain matters that we reported to management of the County in a separate letter dated February 29,2012. This report is intended solely for the information and use of management, the Board of County Commissioners, others within the entity, the Auditor General of the State of Florida, federal and state awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. =• t444;tt f yowstLLP February 29, 2012 1205-1362396 164 A member firm of Ernst&Young Global Limited IIItIIII1lI • _ 16 D 1 IIMIIIHIIII -! ERNST&YO UNG Ernst&Young LLP Suite 500 1 5100 Town Center Circle Boca Raton,FL 33486 Tel: +1 561 955 8000 Fax:+1 561 955 8200 www.ey.com Report of Independent Certified Public Accountants on Compliance With Requirements That Could Have a Direct and Material Effect on Each Major Federal Program and State Project and on Internal Control Over Compliance in Accordance With OMB Circular A-133, Section 215.97, Florida Statutes, and Chapter 10.550, Rules of the Auditor General Members of the Board of County Commissioners Collier County, Florida Compliance We have audited Collier County, Florida's (the County) compliance with the types of compliance requirements described in the US Office of Management and Budget (OMB) Circular A-133 Compliance Supplement, and the requirements described in the Executive Office of the Governor's State Projects Compliance Supplement, that could have a direct and material effect on each of County's major federal programs and state projects for the year ended September 30, 2011. The County's major federal programs and state projects are identified in the summary of auditor's results section of the accompanying schedule of findings and questioned costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major federal programs and state projects is the responsibility of the County's management. Our responsibility is to express an opinion on the County's compliance based on our audit. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Section 215.97, Florida Statutes (Section 215.97); and Chapter 10.550, Rules of the Auditor General, State of Florida (Chapter 10.550). Those standards, OMB Circular A-133, Section 215.97 and Chapter 10.550 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program or state project occurred. An audit includes examining, on a test basis, evidence about the County's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination of the County's compliance with those requirements. 1205-1362396 165 A member firm of Ernst&Young Global Limited 16 01 1 I�Illll�illll'If ;I ERNST&YOUNG The County did not comply with the types of compliance requirements that are applicable to each major federal program as described in the accompanying schedule of findings and questioned costs and referenced by finding number below: Compliance CFDA Number Major Program Requirement Finding Reference CDBG— 14.218,ARRA- Entitlement Grants 14.253 Cluster Cash Management 2011-1, 2011-6 Allowable Costs/Cost Principles 2011-1, 2011-8 Reporting 2011-2 Subrecipient Monitoring 2011-3 Special Tests and Provisions 2011-4 Procurement, Suspension and Debarment 2011-5 Program Income 2011-6 Summer Food Service Allowable Costs/Cost 10.559 Program for Children Principles 2011-10,2011-11 Cash Management 2011-11 Compliance with such requirements is necessary, in our opinion, for the County to comply with the requirements applicable to those programs. In our opinion, because of the effects of the noncompliance described in the table above, the County did not comply in all material respects, with the requirements referred to above that could have a direct and material effect on the CDBG— Entitlement Grants Cluster (CFDA No. 14.218 and CFDA No.ARRA— 12.253) and the Summer Food Service Program for Children(CFDA No. 10.559) federal programs for the year ended September 30, 2011. The County did not comply with the types of compliance requirements that are applicable to each major federal program or state project as described in the accompanying schedule of findings and questioned costs and referenced by the finding numbers below: 1205-1362396 166 A member firm of E.nst 8 Young Global Limited El ERNST&YOUNG 16 01 CFDA/CSFA Compliance Number Major Program Requirement Finding Reference Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered 14.228 Small Cities Program) Cash Management 2011-1 Allowable Costs/Cost Principles Reporting 2011-2 Special Tests and Provisions 2011-4 Allowable Costs/Cost Principles 2011-8 ARRA: Homelessness Prevention and Rapid Subrecipient 14.257 Re-Housing Program Monitoring 2011-3 Cash Management 2011-1 Allowable Costs/Cost Principles State Housing Initiatives Partnership 52.901 Program Reporting 2011-2 Allowable Costs/Cost Principles 2011-8 Florida Boating 77.006 Improvement Program Matching 2011-7 Reporting 2011-9 Community Care for Allowable Costs/Cost 65.010 the Elderly Program Principles 2011-8 Compliance with such requirements is necessary, in our opinion, for the County to comply with the requirements applicable to those programs. 1205-1362396 167 A member firm of E nst&Young Global Limited 16 D 1 1 111 I EERNST&YOUNG Also, in our opinion, except for the noncompliance described in the table above, the County complied, in all material respects with the compliance requirements referred to above that could have a direct and material effect on the following federal programs and state projects: Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (CFDA No. 14.228), ARRA: Homelessness Prevention and Rapid Re-Housing Program (CFDA No. 14.257), State Housing Initiatives Partnership Program (CSFA No. 52.901), Florida Boating Improvement Program (CSFA No. 77.006), and Community Care for the Elderly Program (CSFA No. 65.010) for the year ended September 30, 2011. Moreover, in our opinion, the County complied, in all material respects, with the compliance requirements referred to in the first paragraph that could have a direct and material effect on each of its other major federal programs and state projects other than those referred to in the two preceding tables for the year ended September 30,2011. This report replaces the previously issued report dated February 29, 2012 in order to reflect the unqualified opinion on the Energy Efficiency and Conservation Block Grant Program (EECBG) (Recovery Act Funded)as now indicated on the Schedule of Findings and Questioned Costs. Internal control over compliance The management of the County is responsible for establishing and maintaining effective internal control over compliance with the requirements of laws, regulations, contracts and grants applicable to federal programs and state projects. In planning and performing our audit, we considered the County's internal control over compliance with requirements that could have a direct and material effect on a major federal program or state project to determine the auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-133, Section 215.97, or Chapter 10.550, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of the County's internal control over compliance. Our consideration of internal control over compliance was for the limited purpose described in the preceding paragraph and was not designed to identify all deficiencies in internal control over compliance that might be significant deficiencies or material weaknesses and therefore,there can be no assurance that all deficiencies, significant deficiencies, or material weaknesses have been identified. However, as discussed below, we identified certain deficiencies in internal control over compliance that we consider to be material weaknesses. 1205-1362396 168 A member firm of Ernst&Young Global Limited 16011 H '' JiERNST&YOUNG A deficiency in internal control over compliance exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program or state project on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program or state project will not be prevented, or detected and corrected, on a timely basis. We consider the deficiencies in internal control over compliance described in the accompanying schedule of findings and questioned costs as items 2011-1 to 2011-1 lto be material weaknesses. The County's responses to the findings identified in our audit are described in the accompanying schedule of findings and questioned costs. We did not audit the County's responses and, accordingly,we express no opinion on the responses. This report is intended solely for the information and use of management, the Board of County Commissioners, others within the entity, the Auditor General of the State of Florida, federal and state awarding agencies, and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. 4444t f yawritLLP February 29, 2012, except for the Energy Efficiency and Conservation Block Grant Program (EECBG) (Recovery Act Funded),the date of which is June 1, 2012. 1205-1362396 169 A member firm of Ernst&Young Global Limited CEDUIER COUNTY,FLORIDA ■ D SCHEDULE OF EXPENDITURES OF 1 1 FEDERAL AWARDS AND STATE PROJECTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30,2011 CFDA 01 Disbursements Federal or State Grantor/Pass-Through Grantor Program Title CSFA N Grant/Contract Number Expenditures Subrecipients Department of A¢riculturg Direct Programs: Rural Development: Rural Business Enterprise Grants 10.769 09-011-596000558 $ 378,147 $ - Indirect Programs: Florida Department of Education: Summer Food Service Program for Children 10.559 04-0804 617,280 - Florida Department of Agriculture and Consumer Services: Cooperative Forestry Assistance 10.664 16421 12,248 - Cooperative Forestry Assistance 10.664 Collier County-Isle of Capri 4,680 - Cooperative Forestry Assistance 10.664 Collier County-Ochopee 2,063 - Total CFDA 18,991 - Total Department of Agriculture 1,014,418 - Department of Commerce Indirect Programs: Florida Department of Community Affairs: Public Safety Interoperable Communications Grant Program 11.555 11-DS-8D-09-21-01-281 1,376,565 - Total Department of Commerce 1,376,565 - Department of Housia¢and Urban Development Direct Programs: Office of Community Planning and Development: CDBG-Entitlement Grants Cluster: Community Development Block Grants/Entitlement Grants 14.218 B-02-UC-12-0016 $ 5,160 $ - Community Development Block Grants/Entitlement Grants 14.218 B-04-UC-12-0016 2,650 - Community Development Block Grants/Entitlement Grants 14.218 B-08-UC-12-0016 73,234 73,200 Community Development Block Grants/Entitlement Grants 14.218 B-08-UN-12-0003 2,086,331 - Community Development Block Grants/Entitlement Grants 14.218 B-09-UC-12-0016 308,272 303,324 Community Development Block Grants/Entitlement Grants 14.218 B-10-UC-12-0016 668,253 242,370 Total CFDA 3,143,900 618,894 Community Development Block Grant ARRA Entitlement Grant ARRA(CDBG)(Recovery Act Funded) 14.253 ARRA B-09-UY-12-0016 34,930 27,000 Total CDBG-Entitlement Grants Cluster 3,178,830 645,894 Emergency Shelter Grants Program 14.231 S-09-UC-12-0024 6,405 6,405 Emergency Shelter Grants Program 14.231 S-10-UC-12-0024 87,684 87,684 Total CFDA 94,089 94,089 Supportive Housing Program 14.235 FL0294B4D060801 231 - Supportive Housing Program 14.235 FL0294B4D060802 65,617 - Supportive Housing Program 14.235 FL0294B4D061003 28,309 - Supportive Housing Program 14.235 FL0295B4D060801 19,133 19,133 Supportive Housing Program 14.235 FL0295B4D060802 49,383 49,383 Supportive Housing Program 14.235 FL0296B4D060801 41,984 39,294 Supportive Housing Program 14.235 FL0296B4D060802 31,943 29,523 Supportive Housing Program 14.235 FL0296B4D061003 156 - Total CFDA 236,756 137,333 Home Investment Partnerships Program 14.239 M-07-UC-12-0217 6,954 - Home Investment Partnerships Program 14.239 M-09-UC-12-0217 139,333 138,710 Home Investment Partnerships Program 14.239 M-10-UC-12-0217 110,249 61,673 Total CFDA 256,536 200,383 ARRA Homelessness Prevention and Rapid Re-Housing Program(HPRP) 14.257 ARRA S09-UY-12-0024 382,268 382,219 See accompanying notes to the schedule of expenditures of federal awards and state projects. Indirect Programs: Florida Department of Community Affairs: Community Development Block Grants/State's Program\Non- Entitlement Grants in Hawaii(State Administered Small Cities Program) 14.228 07DB3V092101Z01 $ (1,254) $ - Community Development Block Grants/State's Program\Non- Entitlement Grants in Hawaii(State Administered Small Cities Program) 14.228 08DBD3092101A03 10,088 - Community Development Block Grants/State's Program Won- Entitlement Grants in Hawaii(State Administered Small Cities Program) 14.228 10-DB-D4-09-21-01-K09 645,610 - Total CFDA 654,444 - Total Department of Housing and Urban Development 4,802,923 1,459,918 (Continued) 170 COLLIER COUNTY,FLORIDA 16 D 1 1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND STATE PROJECTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30,2011 CFDA 6/ Disbursements Federal or State Grantor/Pass-Through Grantor Program Title CSFA# Grant/Contract Number Expenditures Subrecipients Department of the Interior Direct Programs: Bureau of Land Management: Payments in Lieu of Taxes 15126 Collier County 1,240,307 — Fish and Wildlife Service: Coastal Program 15.630 401815J021 50,000 — Partners for Fish and Wildlife 15.631 4018151021 44,145 — Total Department of the Interior 1334,452 — Department of Justice JAG Program Cluster: Direct Programs: ARRA Recovery Act-Edward Byrne Memorial Justice Assistance Grant (JAG)Program/Grants to Units Of Local Government 16.804 ARRA 2009-SB-B9-1969 8,107 — Bureau of Justice Assistance: Edward Byrne Memorial Justice Assistance Grant Program 16.738 2008-DJ-BX-0340 $ 2,312 $ — Edward Byrne Memorial Justice Assistance Grant Program 16.738 2009-DJ-BX-0335 132,272 — Edward Byrne Memorial Justice Assistance Grant Program 16.738 2010-DJ-BX-0576 109,052 — Indirect Programs: Florida Department of Law Enforcement Edward Byrne Memorial Justice Assistance Grant Program 16.738 2010-JAGC-COLL-1-4X-221 12,265 — Edward Byrne Memorial Justice Assistance Grant Program 16.738 2011-JAGC-COLL-1-B2-213 157,202 — Total CFDA 413,103 — ARRA Recovery Act-Edward Byrne Memorial Justice Assistance Grant (JAG)Program/Grants to States and Territories 16.803 ARRA 2010-ARRC-COLL-I-W7 36,374 — Total JAG Program Cluster 457,584 — Direct Programs: Office of Victims of Crime: Services for Trafficking Victims 16.320 2005-VT-BX-0002 1,107 — Services for Trafficking Victims 16.320 2010-VT-BX-0004 136,502 — Total CFDA 137,609 — Violence Against Women Office: Supervised Visitation,Safe Havens for Children 16.527 2007CWAX0007 (715) — Supervised Visitation,Safe Havens for Children 16.527 2009CWAXKO I 1 119,170 — Total CFDA 118,455 — Bureau of Justice Assistance: Drug Court Discretionary Grant Program 16.585 2010-DC-BX-0016 40,632 — State Criminal Alien Assistance Program 16.606 2008-AP-BX-0859 11,900 — Office of Community Oriented Policing Services: Public Safety Partnership and Community Policing Grants 16.710 2009CKWX0204 $ 2,165 $ — Public Safety Partnership and Community Policing Grants 16.710 201OCKWX0107 185,036 — Total CFDA 187,201 — Indirect Programs: Florida Office of Attorney General: Crime Victim Assistance 16.575 V10129 131,657 — Florida Department of Children and Families: Violence Against Women Formula Grants 16.588 12-8008-LE 35,795 — Violence Against Women Formula Grants 16.588 LN916 111,911 — ARRA Violence Against Women Formula Grants 16.588 ARRA LN947 28,164 — Total CFDA 175,870 — Florida Department of Law Enforcement Project Safe Neighborhoods 16.609 2008-PMAG-COLL-I-R6-005 10,041 — Total Department of Justice 1,270,949 — (Continued) 171 16D11 COLLIER COUNTY,FLORIDA SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND STATE PROJECTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30,2011 CFDA#/ Disbursements Federal or State Grantor/Pass-Through Grantor Program Title CSFA# Grant/Contract Number Expenditures Subrecipients Department of Transportation Direct Programs: Federal Aviation Administration(FAA): Airport Improvement Program 20.106 3-12-0142-006-2009 101,741 - Airport Improvement Program 20.106 3-12-0142-008-2010 3,599,931 - Total CFDA 3,701,672 - Federal Transit Administration(PTA): Federal Transit Cluster. Federal Transit_Capital Investment Grants 20.500 FL-03-0264-00 $ 63,636 $ - Federal Transit_Capital Investment Grants 20.500 FL-04-0047-00 107,055 - Federal Transit_Capital Investment Grants 20.500 FL-04-0117-00 26,314 - Total CFDA 197,005 - ARRA Federal Transit_Formula Grants 20.507 ARRA FL-96-X019-00 65,300 - Federal Transit_Formula Grants 20.507 FL-90-X665-00 12,047 - Federal Transit_Formula Grants 20.507 FL-90-X699-00 166,353 - Federal Transit_Formula Grants 20.507 FL-90-X731-00 1,217,178 - Total CFDA 1,460,878 - Total Federal Transit Cluster 1,657,883 - Indirect Programs: Florida Department of Transportation: Highway Planning and Construction 20.205 416237-1/AQ076 20,949 - Highway Planning and Construction 20.205 420871-1/A4377 414,595 - Highway Planning and Construction 20.205 423654-1/APD71 27,823 - Highway Planning and Construction 20.205 423655-1/APM21 43,202 - Highway Planning and Construction 20.205 425556-1/AQ382 76 - Highway Planning and Construction 20.205 426836-1/AQ258 44,550 - Highway Planning and Construction 20.205 427936-1/AQ383 8,757 - Total CFDA 559,952 - Metropolitan Transportation Planning 20.505 410113-1/AP031 37,964 - Formula Grants for Other Than Urbanized Areas 20.509 410120-1/AOW89 505,749 - ARRA Formula Grants for Other Than Urbanized Areas 20.509 ARRA 426772-1/API19 23,819 - Total CFDA 529,568 - Capital Assistance Program for Elderly Persons and Persons with Disabilities 20313 FL-16-0035 $ 234,616 $ - Total Department of Transportation 6,721,655 - Department of Treasury Direct Programs: Department of Treasury: Federal Equitable Sharing 2LUNK Collier County Sheriff 24,300 - Total Department of Treasury 24,300 - Department of Enerev Direct Programs: ARRA Energy Efficiency and Conservation Block Grant Program(EECBG) 81.128 ARRA DE-EE0000783 1,628,355 - Total Department of Energy 1,628,355 - U.S.Election Assistance Commission Indirect Programs: Florida Department of State: Help America Vote Act Requirements Payments 90401 Collier County-FY 2006-2007 2,439 - Help America Vote Act Requirements Payments 90.401 Collier County-FY 2007-2008 756 - Help America Vote Act Requirements Payments 90.401 Collier County-FY 2008-2009 53,534 - Total U.S.Election Assistance Commission 56,729 - (Continued) 172 160111 COLLIER COUNTY,FLORIDA SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND STATE PROJECTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30,2011 CFDA#/ Disbursements Federal or State Grantor/Pass-Through Grantor Program Title CSFA# Grant/Contract Number Expenditures Snbrecipients Department of Health and Human Seviceg Direct Programs: Health Resources and Services Administration: Health Care and Other Facilities 93.887 C7611F 15996 $ 46,475 $ — Specially Selected Health Projects 93.888 D1ARH20098 67,970 67,970 Specially Selected Health Projects 93.888 D1BIT10769 159,988 — Total CFDA 227,958 67,970 Indirect Programs: Florida Department of Elder Affairs-Area Agency on Aging for Southwest Florida,Inc.: Aging Cluster. Special Programs for the Aging_Title III,Part B_Grants for Supportive Services and Senior Centers 93.044 OAA 203.010 16,370 — Special Programs for the Aging_Title RI,Part B_Grants for Supportive Services and Senior Centers 93.044 OAA 203.2011 54,826 — Total CFDA 71,196 — Special Programs for the Aging_Title III,Part C_Nutrition Services 93.045 OAA 203.010 64,659 — Special Programs for the Aging_Title III,Part C_Nutrition Services 93.045 OAA 203.2011 278,266 — Total CFDA 342,925 — Nutrition Services Incentive Program 93.053 NSIP 203.10 35 — Nutrition Services Incentive Program 93,053 NSIP 203.11 30,219 — Total CFDA 30,254 — Total Aging Cluster 444,375 — National Family Caregiver Support,Title III,Part E 93.052 OAA 203.010 $ 2,680 $ — National Family Caregiver Support,Title III,Part 1 93.052 OAA 203.2011 41,904 — Total CFDA 44,584 _ Florida Department of Revenue: Child Support Enforcement 93.563 CD311 200,241 — Florida Department of State: Voting Access for Individuals with Disabilities_Grants to States 93.617 2010-2011-0002 9,912 — Florida Department of Transportation-Commission for the Transportation Disadvantaged: Medical Assistance Program 93.778 416043-1/BDM59 505,235 — Total Department of Health and Human Services 1,478,780 67,970 ro Cooration for National and Community Service Direct Programs: Retired and Senior Volunteer Program 94.002 09SRSFL017 55,341 — Total Corporation for National and Community Service 55,341 — J)eoartment of Homeland Security Indirect Programs: Florida Department of Community Affairs: Disaster Grants-Public Assistance(Presidentially Declared Disasters) 97.036 06-WL-&K-09-21-01-692 187,271 — Disaster Grants-Public Assistance(Presidentially Declared Disasters) 97.036 08-FA-B9-09-21-00-509 17,915 — Total CFDA 205,186 — Hazard Mitigation Grant 97.039 IOHM-88-09-21-01-008 $ 63,550 $ — Hazard Mitigation Grant 97.039 I IHM-3E-09-21-01-005 47,082 — Hazard Mitigation Grant 97.039 IOHM-88-09-21-01-010 85,183 — Hazard Mitigation Grant 97.039 1IHM-3E-09-21-01-004 46,943 — Total CFDA 242,758 — Emergency Management Performance Grants 97.042 11-FG-7W-09-21-01-030 92,701 — Homeland Security Grant Program 97.067 11-DS-29-09-21.01-240 16,729 — (Continued) 173 160111 COLLIER COUNTY,FLORIDA SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND STATE PROJECTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30,2011 CFDA 8/ Disbursements Federal or State Grantor/Pass-Through Grantor Program Title CSFA 8 Grant/Contract Number Expenditures Subrecipients Florida Department of Law Enforcement, Homeland Security Grant Program 97.067 2007-LETP-COLL-1Q4-005 200,000 - Homeland Security Grant Program 97.067 2007-LETP-COLL-2Q4-003 200,000 - Homeland Security Grant Program 97.067 2008-LETP-COLL-1S3-017 114,102 - Homeland Security Grant Program 97.067 2008-SHSP-COLL-154-010 25,562 - Total CFDA 556,393 - Total Department of Homeland Security 1,097,038 - TOTAL EXPENDITURES OF FEDERAL AWARDS $ 20,861,505 $ 1,527,888 Florida Department of Environmental Protection Voluntary Cleanup Tax Credit(VCTC)Program 37.056 218 $ 25,790 $ - Total Florida Department of Environmental Protection 25,790 - Florida Department of State and Secretary of State State Aid to Libraries 45.030 07-ST-12 107,291 - State Aid to Libraries 45.030 08-ST-12 179,320 - State Aid to Libraries 45.030 09-ST-10 4,750 - Total Florida Department of State and Secretary of State 291,361 - Florida Department of Community Affairs Emergency Management Programs 52.008 11-BG-05-09-21-01-130 77,043 - Emergency Management Programs 52.008 12-BG-05-09-21-01-011 43,511 - Total CFDA 120,554 - Emergency Management Projects 52.023 1l-CP-03-09-21-01-221 7,300 - Total Florida Department of Community Affairs 127,854 - Florida Housioe Finance Corporation State Housing Initiatives Partnership(SHIP)Program 52.901 Collier County/Naples 466,690 42,701 Total Florida Housing Finance Corporation 466,690 42,701 Florida Department of Transportation Commission for the Transportation Disadvantaged(CTD)Trip and Equipment Grant Program 55.001 20724618401/20724638401/APZ63 $ 440,451 $ - Commission for the Transportation Disadvantaged(CTD)Trip and Equipment Grant Program 55.001 20724618401/20724638401/AQB16 156,387 - Total CSFA 596,838 - Commission for the Transportation Disadvantaged(CTD)Planning Grant Program 55.002 20724621401/AQB39 92 - Commission for the Transportation Disadvantaged(CTD)Planning Grant Program 55.002 20724621401/AQ034 17,402 - Total CSFA 17,494 - Aviation Development Grants 55.004 206430-1/AI935 6,615 - Aviation Development Grants 55.004 414298-1/A0V99 14,481 - Aviation Development Grants 55.004 414299-1/AOR09 37,279 - Aviation Development Grants 55.004 414299-1/AOR09 106,775 - Aviation Development Grants 55,004 425515-1/AQ 122 400 - Total CSFA 165,550 - Public Transit Block Grant Program 55.010 410139-1/AOW93 902,706 - Intennodal Development Program 55.014 420353-1/APF60 156,209 - State Infmstmcture Bank 55.020 420655-2/EIF59 1,875,930 - Transportation Regional Incentive Program(TRIP) 55.026 425477-1 2,914,908 - Total Florida Department of Transportation 6,629,635 - Florida Department of Children and Families Homeless Challenge Grant 60.014 HFZ ID $ 25,887 $ 10,324 Public Safety,Mental Health,and Substance Abuse Local Matching Grant 60.115 LHZ25 22,261 - Total Florida Department of Children and Families 48,148 10,324 Florida Department of Health County Grant Awards 64.005 C8011 18,936 - County Grant Awards 64.005 C9011 16,090 - Total Florida Department of Health 35,026 - (Continued) 174 16011 1 COLLIER COUNTY,FLORIDA SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND STATE PROJECTS FOR THE FISCAL YEAR ENDED SEPTEMBER 30,2011 CFDA 6/ Disbursements Federal or State Grantor/Pass-Through Grantor Program Title CSFA 8 Grant/Contract Number Expenditures Subrecipients Florida Department of Elder Affairs Area Agency on Aging for Southwest Florida,Inc: Home Care for the Elderly 65.001 HCE 203.10 2,922 - Home Cate for the Elderly 65.001 HCE 203.11 317 - Total CSFA 3,239 - Alzheimer's Respite Services 65.004 ADI 203.10 101,842 - Alzheimer's Respite Services 65.004 ADI 203.11 41,356 - Total CSFA 143,198 - Community Care for the Elderly(CCE) 65.010 CCE 203.11 135,644 - Community Care for the Elderly(CCE) 65.010 CCE 203.10 544,546 - Total CSFA 680,190 - Total Florida Department of Elder Affairs 826,627 - Florida Fish and Wildlife Conservation Commission Florida Boating Improvement Program 77.006 08079 $ 276,492 $ - Florida Boating Improvement Program 77.006 10235 11,980 - Total Florida Fish and Wildlife Conservation Commission 288,472 - TOTAL EXPENDITURES OF STATE FINANCIAL ASSISTANCE $ 8,739,603 $ 53,025 175 160111 Collier County, Florida Notes to the Schedule of Expenditures of Federal Awards and State Projects Year Ended September 30, 2011 1. Basis of Presentation The accompanying Schedule of Expenditures of Federal Awards and State Projects (the Schedule) includes the Federal and State grant activity for Collier County, Florida (the County) and is presented on the modified accrual basis of accounting for expenditures accounted for in the governmental funds and the accrual basis of accounting for expenditures in proprietary funds. Under the modified accrual basis,revenue is recognized if it is both measurable and available for use during the fiscal year and expenditures are recognized in the period liabilities are incurred, if measurable. Under the accrual basis, expenditures are recognized in the period liabilities are incurred. The information in the schedule is presented in accordance with the requirements of U.S. Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, and Section 215.97, Florida Statutes. Therefore, some amounts presented in the Schedule may differ from amounts presented, or used in the preparation of, the basic financial statements for the fiscal year ended September 30, 2011. 2. State Infrastructure Bank Loan Collier County received a $12,000,000 State Infrastructure Bank Loan from the Florida Department of Transportation in fiscal year 2008 for construction of the I-75/Immokalee Road interchange. The Florida Department of Transportation included this project with their concurrent widening of I-75 and retained the loan proceeds to fund the project. Accordingly, the County's expenditures for purposes of reporting on the Schedule consist of principal loan repayments only ($1,875,930 for fiscal year 2011) as no proceeds were received under the loan and no project expenditures were incurred or paid directly by the County. The current balance of the loan as of September 30, 2011 is $6,327,545. 1205-1362396 176 16 D 1 Collier County, Florida Notes to the Schedule of Expenditures of Federal Awards and State Projects (continued) 2. State Infrastructure Bank Loan (continued) The repayment schedule for this loan is as follows: Payment Date Principal Interest Total 10/1/2008 1,957,377 82,623 2,040,000 10/1/2009 1,839,148 200,852 2,040,000 10/1/2010 1,875,930 164,070 2,040,000 10/1/2011 1,913,449 126,551 2,040,000 10/1/2012 4,414,096 88,282 4,502,378 $ 12,000,000 $ 662,378 $ 12,662,378 3. Contingency The grant revenue amounts received are subject to audit and adjustment. If any expenditures or expenses are disallowed by the grantor agencies as a result of such an audit, any claim for reimbursement to the grantor agencies would become a liability of the County. In the opinion of management, all grant expenditures are in compliance with the terms of the grant agreements and applicable federal and state laws and regulations. 4.Negative Figures on the Schedule of Expenditures Negative expenditures reported in the Schedules of Expenditures of Federal Awards and State Financial Assistance are a result of corrections which reduced expenditures in one grant and increased expenditures in another grant or funding source. Although the current expenditures on a grant may be negative, the total of all expenditures on the grant is expected to be positive over its total period of performance. 1205-1362396 177 16011 Collier County, Florida Schedule of Findings and Questioned Costs For the Year Ended September 30, 2011 Part I—Summary of Auditor's Results Financial Statements Section Type of auditor's report issued: Unqualified Internal control over financial reporting: Material weakness(es) identified? Yes X No Significant deficiency(ies) identified Yes X None reported Noncompliance material to financial statements noted? Yes X No Federal Awards and State Projects Section Internal control over major programs: Material weakness(es) identified? X Yes No Significant deficiency(ies) identified Yes X None reported Type of auditor's report issued on compliance Adverse for the CDBG -Entitlement Grants for major programs: Cluster (CFDA# 14.218 and CFDA # ARRA -14.253) and the Summer Food Service Program for Children (CFDA# 10.559); Qualified for the Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (CFDA# 14.228), the ARRA: Homelessness Prevention and Rapid Re-Housing Program (CFDA# ARRA-14.257), the State Housing Initiatives Partnership Program (CSFA# 52.901), the Florida Boating Improvement Program (CSFA #77.006), and the Community Care for the Elderly Program (CSFA #65.010); and Unqualified for all other major federal programs and state projects 1205-1362396 178 16Dh1 . Collier County, Florida Schedule of Findings and Questioned Costs (continued) Any audit findings disclosed that are required to be reported in accordance with section .510(a) of OMB Circular A-133, Section 215.97, Florida Statutes, and Chapter 10.550, Rules of the Auditor General, State of Florida? X Yes No Identification of major federal programs: Federal Programs Federal Agency/Name of Federal CFDA Number Program 14.218,ARRA-14.253 U.S. Department of Housing and Urban Development: CDBG—Entitlement Grants Cluster 14.228 Community Development Block Grant/State's Program and Non- Entitlement Grants in Hawaii (State-Administered Small Cities Program) (DRI) ARRA-14.257 ARRA: Homelessness Prevention and Rapid Re-housing Program (HPRP) (Recovery Act Funded) 15.226 U.S.Department of the Interior Bureau of Land Management: Payment in Lieu of Taxes 11.555 U.S. Department of Commerce: Public Safety Interoperable Communications Grant Program 20.106 U.S. Department of Transportation: Airport Improvement Program 1205-1362396 179 6 Dl 1 Ill Collier County, Florida Schedule of Findings and Questioned Costs (continued) 97.067 U.S. Department of Homeland Security: Homeland Security Grant Program 10.559 U.S. Department of Agriculture: Summer Food Service Program for Children 81.128 U.S. Department of Energy Energy Efficiency and Conservation Block Grant Program(EECBG) (Recovery Act Funded) 1205-1362396 180 16 1 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Identification of major state projects: State Projects CSFA Number State Agency/Name of State Project 52.901 Florida Housing Finance Corporation: State Housing Initiatives Partnership Program (SHIP) 55.001 Florida Department of Transportation: Commission for the Transportation Disadvantaged (CTD)Trip and Equipment Grant Program 55.020 State Infrastructure Bank Loan Program 55.026 Transportation Regional Incentive Program (TRIP) 65.010 Florida Department of Elder Affairs: Community Care for the Elderly 77.006 Florida Fish and Wildlife Conservation Commission: Florida Boating Improvement Program Dollar threshold used to distinguish between Type A and Type B programs: • Federal Programs $ 625,845 • State Projects $ 300,000 Auditee qualified as low-risk auditee? Yes X No 1205-1362396 181 16011 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Part II—Financial Statement Findings Section This section identifies the significant deficiencies, material weaknesses, fraud, illegal acts, violations of provisions of contracts and grant agreements, and abuse related to the financial statements for which Government Auditing Standards require reporting. No such matters were identified. Part III—Federal Awards and State Projects Findings and Questioned Costs Section This section identifies the audit findings required to be reported by Circular A-133 section .510(a), Section 215.97, Florida Statutes, and Chapter 10.550, Rules of the Auditor General, State of Florida, such as material weaknesses, significant deficiencies, and material instances of noncompliance, including questioned costs, as well as any abuse findings involving federal awards or state projects that are material to a major program. Finding 2011-1 Federal Program Information U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No.'s 14.218,ARRA-14.253 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-02-UC-12-0016,Award Year—2002 Award No. B-08-UC-12-0016,Award Year—2008 Award No. B-08-UN-12-0003,Award Year—2009 Award No. B-10-UC-12-0016,Award Year—2010 Award No. B-09-UC-12-0016,Award Year—2009 Award No.ARRA B-09-UY-12-0016,Award Year—2009 1205-1362396 182 16 Dl 1 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (DRI) CFDA No. 14.228 Award No. 08DB-D3-09-21-01-A03,Award Year—2008 Award No. 10-DB-D4-09-21-01-K09,Award Year—2010 ARRA:Homelessness Prevention and Rapid Re-Housing Program (HPRP) CFDA No.ARRA— 14.257 Award No. ARRA S09-UY-12-0024,Award Year—2009 Criteria Allowable Costs; Cash Management: In accordance with OMB Circular A-102 Common Rule, the County's methods and procedures for transferring funds should minimize the time elapsing between the transfer to the County of grant funds and when the disbursement was paid by the County. In addition, when awards are funded on a reimbursement basis, costs for which reimbursement was requested should be paid prior to the date of the reimbursement request. Condition/Context For the CDBG— Entitlement Grants Cluster program and the Community Development Block/Grant State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (DRI), we noted several instances listed below where there was a significant time lag between when the County paid for disbursements and when the disbursement was requested for reimbursement. 1205-1362396 183 160111 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Date of Oldest Expenditure Paid by Amount of Date of Request County in Cash for Cash Cash Difference Grant Drawdown Drawdown Drawdown in Days NSP (CDBG) 1,052,304.06 6/2/2011 1/31/2010 487 NSP (CDBG) 818,750.63 7/1/2011 6/24/2010 372 NSP(CDBG) 179,100.35 7/1/2011 7/8/2010 358 CDBG 233,839.26 2/24/2011 7/9/2010 230 CDBG 125,762.40 2/15/2011 9/28/2010 140 CDBG 319,009.64 2/15/2011 9/28/2010 140 CDBG 74,448.22 2/24/2011 4/24/2009 671 CDBG 55,000.00 2/15/2011 11/18/2010 89 CDBG 100,427.62 9/21/2011 4/28/2011 146 CDBG 103,474.00 9/23/2011 4/13/2011 163 DRI 40,741.48 3/3/2011 7/9/2010 237 Further for the CDBG—Entitlement Grants Cluster program, we noted items were certified to be 100% complete by contractors, were requested for full payment in signed affidavits, and authorized for full payment by Housing, Human & Veteran Services (HHVS) staff,who certified on the disbursement authorization form that a site inspection was conducted and the work was 100% complete, without all work having been completed for 24 homes, as observed during physical inspections of the NSP properties by the Internal Audit Department of the Clerk of the Circuit Court. The bid line value for incomplete work ranged from $1,038 to $12,101 across all findings, and was not specific to one contractor. Also, upon Internal Audit's review of new air conditioning systems installed versus the bid specifications, it was noted that four systems did not conform to the bid requirements and one could not be verified. The systems in question required SEER and/or heat kilowatt ratings that were higher than the actual ratings of the systems installed by the contractors. The purpose of using certain minimum Energy Star and SEER ratings for A/C systems used in the rehabilitation process is to ensure the utility bills will remain affordable for the homeowner, as required by HUD grant guidelines. 1205-1362396 184 160111 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Other substitutions were also noted, for example: a sink base cabinet was not removed and replaced per specifications in order to save the granite counter top from being damaged. The project manager and contractor decided to install a new tub in one of the bathrooms as a substitute for the work not performed in the kitchen, but a change order was never completed; therefore,the substitution was not approved. In addition, Internal Audit noted in their investigation report that five homeowners received lawn care services for three months after their purchase of an NSP property with a value of$1,380. The HHVS department found the error and requested the funds be reimbursed to the county for the services from each homeowner in letters dated February 4, 2011. To date, no funds have been reimbursed to the County from the homeowners; however, it was further noted that the contractor was never paid for these services by the County. During our compliance testing over the activities allowed or unallowed/allowable costs/costs principles attributes, we noted 10 expenditures that were for rehabilitation work for properties that were physically inspected by Internal Audit where the work was not completed or unapproved substitutions were made. Also, we noted per review of the details for the cash draw downs, that part of the request for reimbursement were for rehabilitation expenditures on properties that were investigated by Internal Audit and determined to have questioned costs associated with them for work that was paid for,but was not complete. Finally, for the"ARRA: Homelessness Prevention and Rapid Re-Housing Program (HPRP)", we noted that for one drawdown request dated July 5, 2011, the drawdown request was made prior to the check date of the initial expenditure, which was July 6, 2011. As such, the funds were not expended prior to the drawdown request. Questioned Costs For the CDBG— Entitlement Grants Cluster program, we noted total questioned costs of $158,559 Further, for the ARRA: Homelessness Prevention and Rapid Re-Housing grant program,we noted total questioned costs of$16,370. 1205-1362396 185 16011 ,19 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Cause/Effect Drawdown or reimbursement requests were submitted to the grantor significantly past the time that the County paid for the qualifying expenditures. There is a lack of a process to minimize the time between disbursement and reimbursement request. In addition, drawdown or reimbursement requests were submitted to the grantor prior to the County incurring and paying for qualifying expenditures. This could result in reimbursement for unallowable or unsupported costs. Overall, these resulted in non-compliance with the cash management requirements of the grant programs. In addition, expenditures were paid by the County for rehabilitation work that was incomplete. Internal controls over rehabilitation activities and the related approval process were not designed or operating effectively. Signing statements saying that work is 100% complete when it is not could result in funds being expended and requested for reimbursement for work that is not completed. Recommendation The County should implement procedures that minimize the time elapsing between the request for a cash drawdown and the time that the disbursements are paid by the County and that the personnel administering the grant program comply with the County's established process, whereby qualifying expenditures are incurred and paid for prior to requesting reimbursement from the grantor. Also, the County should implement internal control procedures to inspect all work prior to authorizing any payment requests to ensure that contractors have completed all work according to the bid specifications. Views of Responsible Officials and Planned Corrective Action Management concurs with the recommendation of the auditors. In light of continuing audit findings, internal audit review and other actions management was made aware of, the County replaced the prior Director in Housing, Human and Veteran Services (HHVS) with a top management team member in late August 2011 to restructure the entire HHVS Department and implement effective controls,processes and procedures. Management concurs with the recommendation of the auditors. In light of continuing audit findings, internal audit review and other actions management was made aware of, the County replaced the prior Director in Housing, Human and Veteran Services (HHVS) with a top management team member in late August 2011 to restructure the entire HHVS Department and implement effective controls,processes and procedures. 1205-1362396 186 16 1111 - . Collier County, Florida Schedule of Findings and Questioned Costs (continued) Realizing that this alone was not enough and wanting to effect changes throughout the entire organization, County Manager, Leo Ochs, submitted a grants reorganization plan to the Board of County Commissioners on January 30, 2012. In effect, all administrative grant compliance functions were centralized at the corporate level under the Office of Management and Budget (OMB). This centralization will allow the entire organization to benefit from the substantial grants accounting and compliance expertise that exist within that operation. While responsibilities for grant program management and service delivery will remain with the operating units, the key areas of grant compliance such as cash management, procurement, monitoring, reconciliation, and reporting will be centrally managed and monitored across the agency. OMB will implement this centralized grants management model in several phases over time. The immediate focus is bringing obvious noncompliant activities, such as identified in this Single Audit Report and prior years' reports back into adherence with grantor requirements. OMB staff will become fully imbedded in the Agency's day to day administrative grant functions and existing grants accountants serving under the Administrative Services Division will be reassigned to the OMB. These employees will be deployed in key operating units to implement consistent business processes and internal controls and carry out corrective actions. With specific reference to the CDBG-NSP program, on December 14, 2011, agenda item 10A the Board of County Commissioners approved a NSP strategy and associated implementation action plan presented by HHVS. The purpose of this process is to extract Collier County from the day-to-day operations of the NSP program by outsourcing the remaining homes to a local agency for continuance of the program by a qualified agent. On February 28, 2012, revised Action Plans will be submitted to the Board for approval and subsequent submittal to the U.S. Department of Housing and Urban Development. OMB internal controls will be developed to monitor that draws are completed on a timely basis, no less than quarterly with a documented review of the draw amount and backup to verify that checks have cleared prior to drawing federal funds, the draw amount reconciles to the general ledger, work has been completed with no outstanding concerns by the Clerk, and appropriate program income has been applied if applicable. The authorization form which verifies that work is 100% completed will include additional backup of photos to document the work as complete and a second attestation that the verification of work completed is true and accurate by support of photos. 1205-1362396 187 161111 ' Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finding 2011-2 Federal Program Information U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No.'s 14.218,ARRA-14.253 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-02-UC-12-0016, Award Year—2002 Award No.B-08-UC-12-0016,Award Year—2008 Award No. B-08-UN-12-0003,Award Year—2009 Award No. B-10-UC-12-0016,Award Year—2010 Award No. B-09-UC-12-0016, Award Year—2009 Award No. ARRA B-09-UY-12-0016,Award Year—2009 Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (DRI) CFDA No. 14.228 Award No. 08DB-D3-09-21-01-A03,Award Year—2008 Award No. 10-DB-D4-09-21-01-K09,Award Year—2010 Florida Housing Finance Corporation(the Corporation) State Housing Initiatives Partnership Program(SHIP) CSFA No. 52.901 Award No.FY08-09,Award Year—2008 Criteria Reporting. For the CDBG— Entitlement Grants Cluster program, per the NSP program regulations contained in the Federal Register, each grantee must submit a quarterly performance report, as HUD prescribes, no later than 30 days following the end of each quarter, beginning 30 days after the completion of the first full calendar quarter after grant award and continuing until the end of the 15th month after initial receipt of grant funds. In addition to this quarterly performance reporting, each grantee will report monthly on its NSP obligations and expenditures beginning 30 days after the end of the 15th month following receipt of funds, and continuing until reported total obligations are equal to or greater than the total NSP grant. After HUD has 1205-1362396 188 16011 Collier County, Florida Schedule of Findings and Questioned Costs (continued) accepted a report from a grantee showing such obligation of funds, the monthly reporting requirement will end and quarterly reports will continue until all NSP funds (including program income)have been expended and those expenditures are included in a report to HUD. The County received Federal program funds as a subgrantee of the State under the Community Development Block/Grant State's Program and Non-Entitlement Grants in Hawaii (State- Administered Small Cities Program) (DRI). Per review of the State's reporting guidelines, the subgrantee is required to submit a monthly status report. For the State Housing Initiatives Partnership Program (SHIP), we noted the following reporting requirements: • In accordance with Section 420.9075(10), Florida Statutes, each county or eligible municipality shall submit to the Corporation by September 15 of each year a report of its affordable housing programs and accomplishments through June 30, immediately preceding submittal of the report. • Annual report for the Closeout Fiscal Year(2010/2011). • The local SHIP administrator's tracking system and annual reports must exactly match the information recorded in the local city or county's general ledger. • SHIP administrators, therefore, are required to regularly reconcile their tracking system with the local finance department's general ledger. They should meet with the director of their finance department to create a process that will ensure compliance with the single audit act. Condition/Context For the CDBG—Entitlement Grants Cluster program, we selected quarterly reports for the NSP program to test and noted that the reports were submitted by the County and then rejected to be modified as the amounts reported did not agree to the County's general ledger, therefore, the reports could not be audited. We noted that for 6 of our testing selections for the Community Development Block/Grant State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program), which were for months prior to July 2011, the monthly status reports were not reconciled to the general ledger and a reconciliation was not provided. Subsequent to July 2011 we noted that these reports were reconciled to the general ledger. 1205-1362396 189 16011 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finally, for the SHIP grant program, the County received a letter from the Florida Housing Finance Corporation stating that the County was not in compliance with SHIP statutory guidelines as the Annual Report was not submitted by the deadline. Further, we obtained a copy of the Annual Report and noted that the financial information included in the report was not reconciled to the County's general ledger. Accordingly, we were unable to validate the amount of expenditures reported in the Annual Report. Questioned Costs N/A Cause/Effect The reports submitted were not subjected to a thorough supervisory review to ensure accuracy and completeness, including verification that amounts reported agreed to the accounting records or were appropriately reconciled, if necessary. This could result in incorrect and/or inconsistent information between the reports filed and the underlying financial records and indicates that the County may not be in compliance with the provisions of the grant programs. Further, the SHIP grant program Annual Report was not submitted by the deadline. Internal controls with respect to reporting were not operating effectively. Recommendation The County should implement internal control procedures that require that reports be reconciled to the general ledger and reviewed and approved prior to being filed with the grantor. In addition, procedures should be in place to ensure that the reports are submitted by the deadline. Views of Responsible Officials and Planned Corrective Action Management concurs with this recommendation. With specific reference to the SHIP program, under the direction of the newly placed Director in HEWS, one of our grant accountants worked closely with the SHIP Technical Advisor to complete, revise and re-submit annual reports for Fiscal Years 2006/2007, 2007/2008, and 2008/2009. These reports were presented to and approved by the Board of County Commissioners on February 14,2012. HHVS will continue the use of the Technical Advisor as directed by HUD in conjunction with the Office of Management and Budget. With respect to the NSP program, all prior reports have been resubmitted and are awaiting review by the grantor agency. 1205-1362396 190 16011 i Collier County, Florida Schedule of Findings and Questioned Costs (continued) Overall, centralization of our key areas of grant compliance, internal controls, general ledger reconciliations and reporting will be implemented by the County through our newly revamped Grants Management Office under the Office of Management and Budget. See Finding 2011-1 for complete action plan. Finding 2011-3 Federal Program Information U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No.'s 14.218,ARRA-14.253 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-02-UC-12-0016,Award Year—2002 Award No. B-08-UC-12-0016,Award Year—2008 Award No. B-08-UN-12-0003,Award Year—2009 Award No. B-10-UC-12-0016, Award Year—2010 Award No. B-09-UC-12-0016,Award Year—2009 Award No.ARRA B-09-UY-12-0016,Award Year—2009 ARRA: Homelessness Prevention and Rapid Re-Housing Program(HPRP) CFDA No. ARRA— 14.257 Award No.ARRA S09-UY-12-0024,Award Year—2009 Criteria Subrecipient Monitoring: OMB Circular A-133 requires that the County maintain internal controls over subrecipients to ensure that subrecipient activities are monitored, audit findings are resolved, and the impact of any noncompliance on the County is evaluated. Additionally, the County should perform procedures to provide reasonable assurance that the subrecipient obtained required audits and takes appropriate corrective action on audit findings. Condition/Context Per review of two subrecipient files under CDBG, we noted that the 2009 audits that had been obtained showed that both subrecipients had findings in their Single Audits, however,the County did not address management responses and corrective actions related to the audit findings and 1205-1362396 191 Collier County, Florida 16 111 1 Schedule of Findings and Questioned Costs (continued) how they may impact the funding that the County subawards them under the grant program. In addition, we noted that other audits since the 2009 audits had either not been obtained or disclosed findings that were not appropriately addressed. For the HPRP grant program, the County was not obtaining and reviewing audits of subrecipients, although, the subrecipient stated that they had audited financial statements as part of their application for the grant subaward. Therefore, the County did not comply with the subrecipient monitoring requirements of OMB Circular A-133 and did not have proper internal controls in place over the process. Questioned Costs N/A Cause/Effect County personnel administering the grant program were not aware of the specific subrecipient monitoring requirements of OMB Circular A-133. Failure to perform proper monitoring activities can result in non-compliance with subrecipient monitoring requirements of OMB Circular A-133 and misuse/misappropriation of grant funding. Recommendation We recommend that the County implement internal control policies and procedures to ensure that proper monitoring of subrecipients occur on an on-going basis including the timely submission of audit reports and resolution of any audit findings. Views of Responsible Officials and Planned Corrective Action Management concurs with this recommendation. An internal control for subrecipient monitoring will be developed and implemented by OMB. This will include a master schedule of all subrecipients' fiscal year end dates to assess the appropriate times to request single audit reports. Collection of reports will be monitored by OMB through an electronic file system no less than quarterly to ensure subrecipient audit reports have been collected and reviewed. Reviews will be documented through the development of a review form completed by HHVS staff to assess the need for further action including any corrective actions plans and a timeline. The follow-up timeline will become part of the master subrecipient master schedule. 1205-1362396 192 160111 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finding 2011-4 Federal Program Information U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No.'s 14.218,ARRA-14.253 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-02-UC-12-0016,Award Year—2002 Award No. B-08-UC-12-0016,Award Year—2008 Award No.B-08-UN-12-0003,Award Year—2009 Award No. B-10-UC-12-0016, Award Year—2010 Award No. B-09-UC-12-0016,Award Year—2009 Award No. ARRA B-09-UY-12-0016,Award Year—2009 Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (DRI) CFDA No. 14.228 Award No. 08DB-D3-09-21-01-A03,Award Year—2008 Award No. 10-DB-D4-09-21-01-K09,Award Year—2010 Criteria Special Tests and Provisions: When CDBG funds or CDBG-R funds are used for rehabilitation, the grantee must ensure that work is properly completed per 24 CFR section 570.506. Any NSP-assisted rehabilitation of a foreclosed-upon home or residential property shall be completed to the extent necessary to comply with applicable laws, codes and other requirements relating to housing safety, quality, or habitability, in order to sell, rent or redevelop such homes and properties. Condition/Context We noted for one of the properties in our testing, 3061 Areca Avenue,there was no evidence that a pre-rehabilitation inspection was conducted describing the deficiencies to be corrected. Further we noted 11 properties in our testing, 3061 Areca Avenue, 3402 Seminole Avenue, 3502 Caloosa St., 2224 50th Terrace SW, 4420 19th Avenue SW, 4471 32nd Avenue SW, 3870 4th Avenue NE, 4814 30th Place SW, 5300 17th Place SW, 2975 4th St. NE, and 3671 18th Avenue NE, that were certified to be 100% complete by contractors, were requested for full payment in 1205-1362396 193 160111 Collier County, Florida Schedule of Findings and Questioned Costs (continued) signed affidavits, and authorized for full payment by Housing, Human & Veteran Services staff, who certified on the disbursement authorization form that a site inspection was conducted and the work was 100% complete, without all work having been completed, as observed during physical inspections of the properties by the Internal Audit Department of the Clerk of the Circuit Court. Questioned Costs N/A Cause/Effect County personnel did not thoroughly inspect all work prior to authorizing any payment requests, therefore, did not have effective internal controls in place over this process Signing statements certifying that work is 100% complete without having performed a sufficient inspection could result in funds being dispersed and requested for reimbursement for work not performed. Recommendation The County should implement internal control procedures to inspect all work prior to authorizing any payment requests to ensure that contractors completed all work according to the bid specifications, contract specifications, and carried out the work in accordance with rehabilitation standards per 24 CFR section 570.506. Views of Responsible Officials and Planned Corrective Action Management concurs with this recommendation. This finding was brought to our attention during the review by our Internal Auditors. Management took immediate action and internal control procedures have been implemented within HHVS to address the payments to contractors. We believe future payments pertaining to the NSP program will be in compliance with special tests and provisions clauses. The primary procedural change is to require photos of the components of work being invoiced. The second signatory will utilize these photographs and proofs of inspections as evidence on every request for payment, and also, periodically, will perform unscheduled site inspections to further verify. Additionally, there will be another layer of oversight due to the centralization of grant compliance functions under the OMB. See Finding 2011-1 for full corrective action plan. 1205-1362396 194 16 01 . Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finding 2011-5 Federal Program Information U.S.Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No.'s 14.218,ARRA-14.253 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-02-UC-12-0016,Award Year—2002 Award No. B-08-UC-12-0016,Award Year—2008 Award No.B-08-UN-12-0003,Award Year—2009 Award No. B-10-UC-12-0016,Award Year—2010 Award No. B-09-UC-12-0016,Award Year—2009 Award No. ARRA B-09-UY-12-0016,Award Year—2009 Criteria Procurement, Suspension and Debarment: Verify that procurements provide full and open competition pursuant to the requirements of OMB Circular A-102. Condition/Context We noted one of our testing selections was part of a group bidding process for the rehabilitation of five homes where draft specifications were given to contractors for bidding, and then later revised after the bids were awarded to one contractor. These were titled "pencil bids" by the Housing Department Rehabilitation Specialist who later made revisions to bid specifications and allowed the winning contractor to adjust its line item pricing. It was further noted that the winning contractor increased certain line items within the bid even when the specifications on the final bid were unchanged from the first set. The bid totals for the jobs did not increase or decrease, only line items within the bid were changed. Further, this was also found by the Internal Audit Department of the Clerk of the Circuit Court in their investigation over 24 NSP properties owned by the County to rehabilitate as there were instances of invoices that were paid for work that was not complete (see finding 2011-2). Questioned Costs N/A 1205-1362396 195 16011 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Cause/Effect This process is considered to be in violation of the County's procurement policy and not in compliance with the procurement, suspension and debarment requirements of OMB Circular A-102 since all contractors were not given the opportunity to competitively bid on the same set of specifications. If all interested parties were given the opportunity to re-bid on the final specifications, the job(s) may have been awarded to a different contractor at a lower cost. Therefore, internal controls over the procurement, suspension, and debarment requirement were not operating effectively. Recommendation We recommend that the County implement proper internal controls to ensure that the bid process is competitive and fair to all interested parties by allowing them to bid on the same specifications as required by the County's procurement policy and OMB Circular A-102. Views of Responsible Officials and Planned Corrective Action Management concurs with this recommendation. This finding was brought to our attention during the review by our Internal Auditors. Management took immediate action and internal control procedures have been implemented within HHVS to address proper procurement procedures. Additionally, OMB and the County Purchasing Department has begun development of a coordination plan for all grant procurements which includes OMB review of all formal solicitations and further rollout of the Grants Requisition process to HHVS. The Grants Requisition process serves as an additional review by OMB staff versed in grant compliance against grants agreements to ensure any special grantor procurement requirements have been met. Finding 2011-6 Federal Program Information U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No.'s 14.218,ARRA-14.253 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-02-UC-12-0016,Award Year—2002 1205-1362396 196 Collier County, Florida 1 6 01 1 Schedule of Findings and Questioned Costs (continued) Award No. B-08-UC-12-0016,Award Year—2008 Award No. B-08-UN-12-0003,Award Year—2009 Award No. B-10-UC-12-0016,Award Year—2010 Award No.B-09-UC-12-0016,Award Year—2009 Award No. ARRA B-09-UY-12-0016,Award Year—2009 Criteria Program Income and Cash Management: Revenue received by a state, unit of general local government, or subrecipient(as defined at 24 CFR 570.500(c))that is directly generated from the use of CDBG funds (which term includes NSP grant funds) constitutes CDBG program income. To ensure consistency of treatment of such revenue, the definition of program income at 24 CFR 570.500(a) shall be applied to amounts received by states, units of general local government, and subrecipients. However, Section 2301(d)(4) imposes certain limitations and requirements that necessitate an alternative requirement to govern the use of program income generated by activities carried out pursuant to Section 2301(c). The limitations and requirements are based on the NSP activity that generated the program income and on the date the income is received. In addition, Section 2301(d)(4) requires any revenue from the sale, rental, redevelopment, rehabilitation or any other eligible use of NSP funds to be provided to and used by the state or unit of local general government. This includes revenue received by a private individual or other entity that is not a subrecipient. Program income received before July 30, 2013, may be retained by the state or unit of general local government if it is treated as additional CDBG funds and used in accordance with the requirements of Section 2301. Furthermore, as provided under 24 CFR 85.21 for entitlements, grantees and subrecipients shall disburse program income before requesting additional cash withdrawals from the U.S. Treasury. Condition/Context At the end of FY 2010 there was a total of$725,320.37 of program income that had not been considered and adjusted against future cash draws that was generated from CDBG activities. During FY 2011, we noted there were three CDBG cash drawdowns that occurred during FY 2011. Per review of the first draw, the date of the request for reimbursement was on June 2, 2011. Based on this date and review of the program income population for CDBG, we noted additional program income received during FY 2011 as of 6/2/11 of$259,378.63, resulting in a total amount of program income (FY 2010 & FY 2011) prior to this cash draw of$984,699.00. We noted per review of the cash drawdown details that the County only applied $725,315.86 of program income to the request as oppose to the whole amount reflected in the general ledger of $984,699.00. Further, the last two cash draws related to CDBG during FY 2011 were requested on July 1, 2011 and did not have any program income that was drawn against. 1205-1362396 197 16D11 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Questioned Costs $259,378.63 Cause/Effect It appears that CDBG program income not adjusted from (reduced) future cash draws. Internal controls with respect to program income were not operating effectively. Recommendation We recommend that the County implement procedures to verify that program income received is properly adjusted to future cash draw downs. Views of Responsible Officials and Planned Corrective Action Management concurs with the recommendation. As of February 1, 2012 the Office of Management and Budget has been expanded to oversee grants compliance countywide. Standardized project to date tracking protocols and forms will be implemented to support accurate general ledger reconciliations and application of program income prior to reimbursement (draw down) requests in a manner which supports a successful audit trail including proper backup that any grantor system failures are consistently documented and if possible acknowledged by the grantor agency. Finding 2011-7 State Program Information Florida Fish and Wildlife Conservation Commission Florida Boating Improvement Program CSFA No. 77.006 Award No. 08079,Award Year—2008 Criteria Matching: Per Florida Boating Improvement Program guidelines, applicants must furnish some form of non-cash match (in-kind service) to the project. Non-cash match may include the cost of administrative/contract management, engineering/construction management, labor, materials, 1205-1362396 198 16Dh1 I! Collier County, Florida Schedule of Findings and Questioned Costs (continued) and equipment provided through in-house resources of the Applicant. Applicants may not provide more than 5% of the total project cost for project administration and 10% of the total project cost for project engineering/construction management. Condition/Context We noted that there were in-kind contributions of$20,000 and $60,000 for administration and project management, respectively, included in the final submitted report for the FBIP grant program. However, we were unable to obtain evidence to substantiate the valuation and calculation of the in-kind contributions. Questioned Costs $80,000 Cause/Effect The final report submitted was not adequately reviewed to ensure accuracy and completeness, including verification that in-kind contribution amounts reported were appropriately substantiated by accounting records. Internal controls with respect to matching were not operating effectively. Recommendation The County should implement internal control procedures that require that amounts included in final submitted reports be adequately substantiated and reconciled to the accounting records and reviewed and approved prior to being filed with the grantor. Views of Responsible Officials and Planned Corrective Action Management concurs with this recommendation. The Coastal Zone Management office is preparing a revised invoice for reimbursement and assistance will be provided to staff by our Grants Management Office to facilitate their understanding correct substantiation and reconciliation of accounting records prior to submission of the revised invoice. Specifically, OMB will implement the use of standard in-kind tracking forms and protocols (consistent with the payroll calendar schedule) for staff to document staff time used as in-kind. 1205-1362396 199 16011 Collier County, Florida Schedule of Findings and Questioned Costs (continued) OMB will meet with CZM staff to develop roles and responsibilities as well as central electronic file location to monitor no less than quarterly that appropriate documentation is completed for staff time,materials and supplies. Finding 2011-8 Federal/State Program Information Federal Agencies/Program: U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No.'s 14.218,ARRA-14.253 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-02-UC-12-0016,Award Year—2002 Award No. B-08-UC-12-0016,Award Year—2008 Award No. B-08-UN-12-0003,Award Year—2009 Award No. B-10-UC-12-0016,Award Year—2010 Award No. B-09-UC-12-0016,Award Year—2009 Award No. ARRA B-09-UY-12-0016,Award Year—2009 Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (DRI) CFDA No. 14.228 Award No. 08DB-D3-09-21-01-A03,Award Year—2008 Award No. 10-DB-D4-09-21-01-K09,Award Year—2010 State Agencies/Programs: Florida Department of Elder Affairs Community Care for the Elderly(CCE) CSFA No. 65.010 Award No. CCE 203.11,Award Year—2011 Award No.CCE 203.10,Award Year—2010 Florida Housing Finance Corporation State Housing Initiatives Partnership Program(SHIP) CSFA No. 52.901 1205-1362396 200 16011 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Award No. FY08-09,Award Year—2008 Criteria Allowable Costs: Compensation for personnel services rendered in connection with Federal awards must be documented and supported as described in OMB Circular A-87, Cost Principles for State, Local and Indian Tribal Governments (A-87). Additionally, pursuant to the SHIP Program Manual and the State of Florida's Part Four Compliance Supplement for the CCE program, administrative costs for the SHIP and CCE state programs should also be in conformance with A-87. According to A-87, the standards regarding time distribution are in addition to the payroll documentation and require the following: • Charges to Federal awards for salaries and wages, whether treated as direct or indirect costs, will be based on payrolls documented in accordance with the generally accepted practice of the governmental unit and approved by responsible official(s) of the governmental unit. • Where employees are expected to work solely on a single Federal award or cost objective, charges for their salaries and wages will be supported by periodic certifications that the employees worked solely on the program for the period covered by the certification. These certifications will be prepared at least semi-annually and will be signed by the employee or supervisory official having first-hand knowledge of the work performed by the employee. • Where employees work on multiple activities or cost objectives, a distribution of their salaries or wages will be supported by personnel activity reports or equivalent documentation which meets the following standards (unless a statistical system or other substitute system has been approved by the cognizant Federal agency): a) must reflect an after-the-fact distribution of the actual activity of each employee, b) must account for the total activity for which each employee is compensated, c) must be prepared at least monthly and must coincide with one or more pay periods, and d) must be signed by the employee. e) Budget estimates or other distribution percentages determined before the services are performed do not qualify as support for charges to Federal awards but may be used for interim accounting purposes. 1205-1362396 201 16011 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Condition/Context During our testing over payroll, we could not obtain sufficient evidence that the time allocated towards grant programs per time sheets was actual time the employee spent working on the grant programs. Questioned Costs Total salaries and related costs for the FY 2011 time period are summarized as follows: CDBG(CFDA No. 14.218) $ 577,627 DRI (CFDA No. 14.228) $ 162,652 SHIP(CSFA NO. 52.901) $ 37,822 CCE(CSFA No. 65.010) $ 251,771 Cause/Effect Payroll allocations to grant programs were not supported by detailed time records.As such,these payroll costs are unsupported. This could result in reimbursement for unallowable or unsubstantiated costs. Recommendation We recommend that the County implement effective internal controls to ensure that actual time worked by an employee is charged to the grant programs. Views of Responsible Officials and Planned Corrective Action HHVS continues to follow the procedure for charging grants staff time via biweekly timesheets, signed by the employee and management, and reflecting actual time spent on the grants. However, it was determined by this finding that the procedures were not working as some of the staff were changing formulas within the spreadsheets and estimating their time. The department has implemented one spreadsheet that will be used by all staff members and the account strings will be verified by the accounting supervisor prior to forwarding to Human Resources for entry into SAP. Additionally, assistance will be provided by OMB via review of the current processes and procedures and the tools used by staff to perform their grant payroll reporting. 1205-1362396 202 14 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finding 2011-9 State Program Information Florida Fish and Wildlife Conservation Commission Florida Boating Improvement Program CSFA No. 77.006 Award No. 08079,Award Year—2008 Criteria Reporting: Per review of the State's reporting guidelines, the subgrantee is required to submit monthly progress reports from the award date of the grant until such time as the Contractor's Certification of Completion is signed by the contractor and submitted to the Florida Fish and Wildlife Conservation Commission. The compliance supplement requires that performance reports are complete and accurate, which includes a requirement that amounts reported be in agreement with accounting records that support the audited financial statements and the SEFA. Condition/Context We noted during our review and testing of the final invoice that the Contractor's Certification of Completion, which was signed by the contractor, was submitted to the Florida Fish and Wildlife Conservation Commission on November 9, 2011, however, no progress reports were submitted after January 2011, during which month construction was completed. As such, no monthly progress reports were submitted for approximately 10 months. Questioned Costs N/A Cause/Effect Failure to submit the required monthly progress reports resulted in non-compliance with the reporting requirements of the grant program. Internal controls with respect to reporting were not operating effectively. 1205-1362396 203 160111 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Recommendation The County should establish policies and procedures necessary to ensure that all required reports are prepared and filed in a timely manner including developing a checklist of required reports and due dates. Views of Responsible Officials and Planned Corrective Action Management concurs with this recommendation. A centralized electronic file system will be put into place that will serve as a monitoring tool by OMB staff. A master report schedule will outline all reporting requirements by grantor program and grant contract. Reminders will be sent to CZM staff to draft required reports. Standard protocol will implement that all reports receive a documented review by OMB staff prior to submission to the grantor agency. This internal control will serve to ensure reports are filed timely and that the audit trail includes a copy of the final submission and documented review. Finding 2011-10 Federal Program Information U.S. Department of Agriculture Florida Department of Education Summer Food Service Program for Children CFDA No. 10.559 Award No. 04-0804, Award Year—2011 Criteria Allowable Costs: Compensation for personnel services rendered in connection with Federal awards must be documented and supported as described in OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments(A-87). Condition/Context We noted upon review of payroll timecards from the Parks and Recreation Department, the County Clerk's Finance Department identified and investigated an error noted in the computation and data entry of overtime hours worked by Summer Food Program personnel. We note that the fiscal technician that was inputting the time for the Summer Food Program was responsible for entering the hours worked by each employee. The fiscal technician would enter and approve in 1205-1362396 204 16Dl1 Collier County, Florida Schedule of Findings and Questioned Costs (continued) the SAP general ledger system for payroll processing and payment, the data provided by the manual time card signed by the employee and supervisor of the program. The fiscal technician, when entering overtime hours into the system, multiplied all overtime hours by 1.5, as they were unaware that the County's payroll system automatically calculated the increase in rate for hours classified as overtime hours. Additionally, we noted that an overpayment for the time resulted in additional employer taxes and Florida Retirement System contributions, as these expenditures are calculated as a percentage of total pay. Questioned Costs $8,517 Cause/Effect The cause is due to a clerical error going undetected due to the lack of effective supervisory oversight, which resulted in an overcharge of payroll costs to the program. As such, unallowable costs were charged to the program. In addition,permissions for both entering data and approving time in the SAP system was granted to this employee. Recommendation We recommend an additional level of review, to compare the hours per the manual timecards to the timekeeper's entry into the system, and that the timekeeper's access to the payroll module should not also include approval of time entry. We also recommend proper training of payroll personnel. Views of Responsible Officials and Planned Corrective Action Management concurs with this recommendation. The Human Resource Department (HR) has implemented additional training to staff entering payroll and supervisors. The content of the first session included review of federal laws (Fair Labor Standards Act), Compensation CMA, Leaves of Absence CMA, deadlines, best practices, productive vs. non-productive time, holidays, compensatory time and overtime. In addition to the training, HR has reviewed all time entries for the Summer Food Program and is working with the Clerk of Court to resolve the overpayments. 1205-1362396 205 1601 oi Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finding 2011-11 Federal Program Information U.S.Department of Agriculture Florida Department of Education Summer Food Service Program for Children CFDA No. 10.559 Award No. 04-0804,Award Year—2011 Criteria Allowable Costs; Cash Management: In accordance with OMB Circular A-102 Common Rule, the related expenditures should be in compliance with the applicable funding techniques as described in the agreement and when awards are funded on a reimbursement basis, the costs for which reimbursement was requested were paid prior to the date of the reimbursement request. In addition, in accordance with OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments(A-87), costs need to be supported by adequate documentation. Condition/Context We note that the meals served on a daily basis are tracked manually at each meal site, and the manual tracking sheets are sent to the Parks & Recreation Administration Office. Personnel at the office enter the manual data into an excel spreadsheet, which is then used to summarize the total meals served and to prepare the cash drawdown requests. We obtained the excel tracking spreadsheet for the month of June 2011, and while clerically testing it, we noted that the total number of meals served,plus the total number of meals left over,was more than the total number of meals delivered for the Naples locations. Additionally, we noted that the total number of meals left over for both locations were not equal to the total number of meals delivered during the period, less the number of meals served. As such, we were unable to determine whether the excel tracking spreadsheet appropriately reflected the number of meals delivered or the number of meals served. Further, we were unable to obtain sufficient evidence to verify the number of meals served and reported, and therefore reimbursed,during July 2011 and August 2011. 1205-1362396 206 161111 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Questioned Costs Unable to determine. Cause/Effect Drawdown or reimbursement requests were submitted to the grantor that could not be fully substantiated with evidence that they were qualifying paid expenditures. This could result in reimbursement for unsubstantiated meals served. Recommendation We recommend that the personnel administering the grant program implement procedures to ensure that reimbursement requests are supported by actual meals served. Views of Responsible Officials and Planned Corrective Action Management concurs with the recommendation. Deficiencies in the operation of this program were brought to our attention during the summer of 2011. Management took immediate action and implemented a very detailed corrective action plan. A summation of the plan is as follows: 1. Staff has been re-trained to ensure that an understanding of the requirements of the program and delivery of these requirements to participants are carried out in accordance with United States Department of Agriculture Summer food Service Program guidelines without exception. Subsequent training will be held routinely. 2. As mentioned previously, staff are assigned to count the amount of food coming back to correspond with the POS forms for left-over meals. 3. All meals will contain the required elements for lunch and breakfast and no other foods will be substituted or added. 4. Current program manager was removed immediately and his responsibilities were reassigned to his supervisor. 1205-1362396 207 16011 ' Collier County, Florida Schedule of Findings and Questioned Costs (continued) 5. The supervisor will be the contact person for all future contacts between the Parks and Recreation Department and representatives of the Florida Department of Education and the Director of Collier County Parks and Recreation will be added to all future communications between the Collier County Parks and Recreation Department and the Florida Department of Education. 1205-1362396 208 16011 Collier County, Florida Summary Schedule of Prior Audit Findings For the Year Ended September 30, 2011 The current status of findings reported for the years ended September 30, 2010 and 2009 related to major federal programs and state projects is as follows: Finding 2010-1 State Program Information Florida Housing Finance Corporation(the Corporation) State Housing Initiatives Partnership Program(SHIP) CSFA No. 52.901 Award No. FY08-09,Award Year—2008 Compliance Requirement: Reporting Condition/Context The financial information included in the submitted Annual Report was not reconciled to the County's general ledger. Accordingly, we were unable to validate the amount of expenditures and program income reported in the Annual Report. Recommendation The County should implement procedures that require that the statutory reports be reconciled to the general ledger and reviewed and approved prior to being filed with the State. Views of Responsible Officials and Planned Corrective Action Management concurs with the recommendations of the auditors. On July 1, 2010, Collier County entered into a contract with the Florida Housing Coalition, the technical assistance provider for Florida Housing Finance Corporation. The purpose was to receive assistance in reconciling the annual reports to the general ledger and establishing best practices to capture, reconcile, and report data. Current Status The previously submitted Annual Reports for 06/07 07/08 and 08/09 were voided and have been revised and resubmitted with the assistance of the Florida Housing Corporation's Technical Advisor. The Technical Advisor determined that the historical practice of maintaining separate projects in our accounting system created problems when attempting to reclassify expenditures to 1205-1362396 209 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) a previous period. She suggested we no longer attempt to reconcile to SAP, but rather use the SHIP tracking forms as the basis for recording the date of SHIP transactions and SAP to support that the expenditures occurred. Consequently, HHVS staff is in the process of creating "bridge" reports to tie the information provided in the Annual Reports to SAP. These bridge reports would be analogous with a request for reclassifications, showing where expenditures currently reside in SAP and where they are in the Annual Report. SHIP funding for 11/12 will be placed in a new fund/project and maintained for the duration of the SHIP program. Staff is reviewing various options for maintaining and tracking future SHIP funds to ensure the integrity of the data in SAP and to make reconciliations to the SHIP tracking forms possible and help ensure the integrity of Annual Reports. As of February 1, 2012 the Office of Management and Budget has been expanded to oversee grants compliance countywide and will serve to assist in proper reconciliation and tracking of SHIP funding. Finding 2010-2 Federal Program Information U.S. Department of the Interior Payments in Lieu of Taxes(PILT) CFDA No. 15.226 Compliance Requirement: Reporting Condition/Context The County was not aware of the requirement noted in (d) above and did not certify to the Department that it had made an appropriate distribution of the funds within 120 days of receiving payments. Recommendation The County should implement procedures to identify all types of reporting requirements indicated in the federal regulations and to ensure all such reports or certifications are submitted as required and on a timely basis. 1205-1362396 210 16 Dl Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Views of Responsible Officials and Planned Corrective Action The Clerk's Department of Finance and Accounting (Finance) determined that this program was considered a Federal grant in July 2010. At that time, Finance contacted the Department of Interior and was told that there were no reporting requirements for this program. All funds were properly distributed. Upon reviewing CFR 44.5(d) with the auditors, it was determined that a certification confirming the appropriate distribution of funds was required. The confirmation was sent and this requirement had been added to the PILT procedures for future years. Current Status The procedures for processing the PILT receipt and subsequent distributions have been updated. All funds were properly distributed. The certification confirming the appropriate distribution of funds was submitted to the Department of the Interior as required. Finding 2010-3 Federal Program Information U.S. Department of Homeland Security Disaster Grants—Public Assistance(Presidentially Declared Disasters) CFDA No. 97.036 Award No. 08-FA-B9-09-21-00-509,Award Year—2009 Compliance Requirement: Procurement, Suspension and Debarment Condition/Context We selected the largest vendor included in the population which comprised the majority of the expenditures incurred under the Federal program for testing. The expenditures were incurred during prior years although the Federal reimbursement was sought and received in the current year. We noted no documentation evidencing that the County had checked the EPLS, and a certification from the vendor was not collected or clause or condition included in the contract. We noted that the County's current policy it to document the EPLS check; however, as this vendor contract pertained to prior years, there was no documentation of the EPLS check being performed. 1205-1362396 211 160111 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Recommendation The County should perform the required verification by checking the EPLS (and documenting evidence of the verification, when it was performed and by whom), collecting a certification from the entity, or adding a clause or condition to the contract with that entity in accordance with the Federal requirements. Views of Responsible Officials and Planned Corrective Action Management concurs with and has successfully implemented the procedure of performing EPLS checks on all vendors associated with grant activities. This contract was procured in July of 2005, prior to any damage done to Naples beaches and initial submission to FEMA for reimbursement. This contract bid process was intended for payment under non-grant revenue sources and accordingly, our procurement procedures do not require debarment checks for non- grant related vendors. The bid process did include the following language with regards to Public Entity Crimes: `By its submitting a Bid, Bidder acknowledges and agrees to and represents it is in compliance with the terms of Section 287.133(2)(a) of the Florida Statutes." Said statute prohibits a vendor from bidding on a contract when they have been convicted of a public entity crime. An after-the-fact EPLS check was performed on this vendor for the period of January 1, 2005 through and including September 30, 2010 and was found to be in good standing. At the time the County submits their second request for scope change with FEMA regarding the increased beach costs, all vendors submitted for reimbursement will be checked after-the-fact. Current Status The County continues to educate staff on EPLS checks as well as other grant procurement procedures to ensure compliance. On this particular item, EPLS checks were performed on all vendors associated with the grant. As of February 1, 2012 the Office of Management and Budget has been expanded to oversee grants compliance countywide. Additional controls will be implemented during FY 2012 including a grants requisition system that will allow grants compliance staff to verify an EPLS check has been completed prior to execution of a purchase orders against a contract funded with federal or state funds. In addition, grants compliance staff in coordination with Purchasing will review grant related procurements at several control points. Prior to advertisement to review procurement packages for required grantor provisional language, at the time of Board approval by way of the SIRE agenda system, and again at the time of purchase order execution. 1205-1362396 212 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Finding 2010-4 Federal Program Information U.S. Department of Homeland Security Disaster Grants—Public Assistance (Presidentially Declared Disasters) CFDA No. 97.036 Award No. 08-FA-B9-09-21-00-509,Award Year—2009 Compliance Requirement: Reporting Condition/Context For one of the two quarterly reports selected for testing on a large project we noted amounts were not reported accurately for the anticipated final amount and the amount expended to date. The accounting records reflected a total amount of $12.9 million whereas the report reflected $3.1 million. Further, we selected the next quarterly report and noted that the amounts reported were the same and had not been updated to reflect the actual activity based on the County's accounting records. Recommendation We recommend that all reports submitted to grantor agencies be subjected to a thorough supervisory review for accuracy and completeness prior to submission. Views of Responsible Officials and Planned Corrective Action The Florida Public Assistance quarterly reporting is done electronically without any intermittent check points for review. Management will work around this by having staff create a spreadsheet prior to quarterly reporting submission and submit to Management for approval. Staff inquired about submitting revised quarterly reports for the periods in question and was advised that there are no options for doing this within the system. Current Status Staff generates a spreadsheet from the Florida Public Assistance system quarterly and it is reviewed and approved by Management prior to submission in the actual Florida Public 1205-1362396 213 161311 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Assistance portal. Additionally, staff monitoring each of the on-going projects is responsible for reporting the amounts to the employees who perform the report preparation and submission. Finding 2010-5 Federal Program Information U.S. Department of Homeland Security Disaster Grants—Public Assistance(Presidentially Declared Disasters) CFDA No. 97.036 Award No. 08-FA-B9-09-21-00-509,Award Year—2009 Compliance Requirement: Allowable Activities/Costs Condition/Context The large project PW that was finalized during fiscal year 2010 and which set forth the allowable activities and costs for the project included approximately $10.5 million for costs associated with one vendor and $2.2 million related to various other vendor related costs. The County was reimbursed under the Federal program for the full amount of the approved PW (approximately $3.1 million was collected in prior years and approximately $9.7 million was collected during fiscal year 2010). For the other vendors included in the PW totaling $2.2 million, we selected three of the largest vendors to test covering over 60%of the other vendor total amount. We noted that for one of the vendors selected, the amount billed by the vendor and paid by the County was less than the amount in the PW by $27,997, which at the Federal reimbursable share per the PW of 55%equates to $15,398. Recommendation We recommend that the County implement procedures to ensure that amounts reimbursed are based upon actual expenditures incurred. Views of Responsible Officials and Planned Corrective Action As discussed in previous meetings, this Project Worksheet 2700 (PW) was the scope change and Collier County was allowed a much larger reimbursement for the damages done to Collier County Beaches. This is an on-going process and involves three Named Events (Tropical Storm Gabrielle on 9/12/2001; Hurricane Katrina on 8/29/2005; and Hurricane Wilma on 10/24/2005). At 9/30/2010, Collier County was half-way through this process. 1205-1362396 214 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) The invoice selected for testing on this project was incorrectly referenced in the written discussion on PW 2700 by State personnel at $682,000, the PO amount. There is a spreadsheet that FEMA, State personnel and Collier personnel are working with for the entire $33.9 million dollar scope change. The actual invoice amount of$654,002.73 is included on the spreadsheet. Current Status As of February 1, 2012 the Office of Management and Budget has been expanded to oversee grants compliance countywide. Standardized report submission forms and protocols will be implemented to support segregation of duties as well as accurate reporting to ensure the general ledger reconciles to any financial activity within the report prior to submission. Finding 2010-6 Federal Program Information U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No. 14.218 and CFDA No. ARRA-14.253 Award No. B-08-UN-12-0003, Award Year—2009 Award No. B-07-UC-12-0016, Award Year—2007 Award No. B-08-UC-12-0016,Award Year—2008 Award No. B-09-UC-12-0016,Award Year—2009 Award No. B-10-UC-120016,Award Year—2010 Award No. ARRA B-09-UY-12-0016,Award Year—2009 Compliance Requirement: Program Income Condition/Context We noted a total of approximately $732,000 of program income generated during fiscal year 2010 under the Neighborhood Stabilization Program (NSP)which is part of the CDBG program. Per review of the general ledger expenditure detail provided, we noted that the program income had been applied against specific program expenditures in determining the net amount of program expenditures reported in the SEFA. From the detail of program income provided, we selected a sample of specific program income transactions for testing and the first selection of approximately $66,000 was recorded in May 2010. The remaining five selections included in our sample were recorded during September 2010. There were no NSP program cash draws made subsequent to the receipt of the program income recorded in September 2010. We attempted to 1205-1362396 215 16 County, Florida Summary Schedule of Prior Audit Findings (continued) ascertain whether the amounts received as program income in May 2010 were properly offset against program expenditures in determining the amount of federal funds drawn for the next draw request occurring subsequent to the date the program income was received in order to satisfy the requirement that program income is used before requesting additional cash draws. However, we were informed that the May 2010 program income of $66,000 had not been deducting in subsequent cash draw requests made during fiscal year 2010. Recommendation We recommend that the County implement procedures to verify that program income received is properly offset against expenditures incurred when making draw requests under the federal program. Views of Responsible Officials and Planned Corrective Action Collier County concurs with the recommendation. Prior to making a request to draw new funds under NSP, County fiscal staff will submit evidence to the program administrator that all program income received will be, or has been, offset against expenditures. This requirement will apply regardless of what NSP activity generated the program income or what activity Collier County seeks to draw down against available program funds. Current Status As determined by the auditors in Finding 2011-6, Collier County was still incorrectly drawing program income. As of February 1, 2012 the Office of Management and Budget has been expanded to oversee grants compliance countywide. Standardized project to date tracking protocols and forms will be implemented to support accurate general ledger reconciliations and application of program income prior to reimbursement (draw down) requests in a manner which supports a successful audit trail. Finding 2010-7 Federal Program Information U.S. Department of Housing and Urban Development CDBG—Entitlement Grants Cluster(CDBG) CFDA No. 14.218 and CFDA No.ARRA-14.253 Award No. B-08-UN-12-0003,Award Year—2009 Award No. B-07-UC-12-0016, Award Year—2007 1205-1362396 216 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Award No. B-08-UC-12-0016,Award Year—2008 Award No. B-09-UC-12-0016,Award Year—2009 Award No. B-10-UC-120016,Award Year—2010 Award No.ARRA B-09-UY-12-0016,Award Year—2009 Compliance Requirement: Reporting Condition/Context We selected two quarterly reports for the NSP program to test and noted that amounts reported for expenditures did not agree to the County's general ledger and a reconciliation was not provided. Recommendation The County should implement procedures that require that the NSP reports be reconciled to the general ledger and reviewed and approved prior to being filed with the grantor. Views of Responsible Officials and Planned Corrective Action Collier County concurs with the recommendation. Program staff will ensure expenditures and program income have been reconciled to the general ledger. This item has been corrected and appropriate controls and procedures have been implemented to reconcile to the general ledger before submitting future Quarterly Performance Reports (QPR) to the grantor agency. Furthermore, future reports will be approved by the program administrator and appropriate documentation will be maintained prior to being filed with the grantor agency. Current Status Collier County received authorization from HUD to modify and correct past reports. To do so, HUD rejected all previously submitted QPRs on October 25, 2011. HHVS staff has completed modification of the six rejected QPRs from 2009 and 2010 and prepared and submitted the four QPRs for 2011. All QPRs will be reviewed and approved by a grants accountant and supervisor prior to the reports being submitted to the grantor. Also, see action plan submitted in finding 2011-1. 1205-1362396 217 16D11 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Finding 2009-1 Federal/State Program Information Federal Agencies/Programs: U.S. Department of Housing and Urban Development Home Investment Partnerships Program(HOME) CFDA No. 14.239 Award No. M-06-UC-12-0217,Award Year—2006 Award No. M-07-UC-12-0217,Award Year—2007 Award No. M-08-UC-12-0217,Award Year—2008 Award No. M-09-UC-12-0217,Award Year—2009 CDBG—Entitlement Grants Cluster(CDBG) CFDA No. 14.218 Award No. B-08-UN-12-0003,Award Year—2009 Award No. B-02-UC-12-0016,Award Year—2002 Award No. B-04-UC-12-0016,Award Year—2004 Award No. B-05-UC-12-0016,Award Year—2005 Award No. B-06-UC-12-0016,Award Year—2006 Award No. B-07-UC-12-0016,Award Year—2007 Award No. B-08-UC-12-0016,Award Year—2008 Award No. B-09-UC-12-0016, Award Year—2009 U.S. Department of Health and Human Services Aging Cluster(AC) CFDA No.'s 93.044,93.045, 93.053,93.705,93.707 Award No.OAA 203.08,Award Year—2008 Award No.OAA 203.09,Award Year—2009 Award No.NISP 202.09,Award Year—2009 Award No.NISP 203.08,Award Year—2008 State Agencies/Programs: 1205-1362396 218 16011 i Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Florida Department of Elder Affairs Community Care for the Elderly(CCE) CSFA No. 65.010 Award No. 203.08,Award Year—2008 Award No. 203.09,Award Year—2009 Florida Housing Finance Corporation State Housing Initiatives Partnership Program(SHIP) CSFA No. 52.901 Award No.FY07,Award Year—2006 Award No.FY08,Award Year—2007 Award No.FY 08-09,Award Year—2008 Compliance Requirement:Allowable Costs Condition/Context We noted that from the beginning of the fiscal year through January 2009, the County's documentation supporting payroll allocations for employees that work on multiple grants did not meet federal standards as described in OMB Circular A-87 above. The County has used a Personnel Activity Report (PAR) to allocate payroll salaries for employees who work on multiple activities. These reports are prepared annually, at the beginning of each fiscal year, based on an estimate of the time the employees are expected to work on a grant. The PAR does not show the total activity for which an employee is compensated and does not require the employee's signature. The County's Department of Housing and Human Services initiated a timesheet process in fiscal year 2006 whereby employees in the department indicate the projects to which their time relates each week. These timesheets are signed by the employees and supervisors and kept in the department for internal control purposes. For the first part of fiscal year 2009, these timesheets were not provided to the County's payroll department to adjust the allocation of payroll costs from the estimate as indicated in the annual PAR form to actual time spent. Thus, there is not an "after the fact" accounting based on actual activity. We noted that the HOME program had no payroll expenditures charged to the program during the period noted above (although there should have been), and therefore, no question costs have been reported for this program. The payroll charges related to the HOME program were instead charged to other housing programs as a result of the lack of an after the fact accounting for the period noted above. 1205-1362396 219 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Recommendation The County should ensure that an effective and consistent process is in place to record payroll charges to grant programs throughout the entire fiscal year. The process should entail providing the timesheets to the payroll department on a periodic basis to match the related payroll allocated to each grant (as based on the PAR), to the actual time spent working on the federal/state grant based on the after-the-fact timesheet, and any adjustments necessary to true-up the estimated payroll charged to the grant (based on the PAR) to the actual amount (based on the timesheets) should be made. Alternatively, the payroll department could charge payroll costs to the grants based on actual timesheets submitted weekly as opposed to using the budgeted PAR percentage as the basis for allocating costs each pay period. PAR reports should be signed by the employee and completed at least semi-annually for those employees who work solely on one grant. Views of Responsible Officials and Planned Corrective Action The finding in question occurred during the 1st quarter of FY09. The time was tracked correctly; however, a manual step was missed. Effective January 17, 2009, the Human Resources Department began processing bi-weekly time and effort entries for all Housing and Human Services grant staff. Staff submits timesheets that are signed by the employee and management to fiscal staff for review. The timesheets are forwarded to Human Resources to enter the actual percentage of time and effort into SAP prior to payroll expenses actually posting to SAP. This allows for "real time" charges directly to the appropriate grant in SAP, thereby eliminating the need to process journal entries at all. Current Status HHVS continues to follow the procedure for charging grants staff time via biweekly timesheets, signed by the employee and management, and reflecting actual time spent on the grants. However, it was determined by finding 2011-8 that the procedures were not working as some of the staff were changing formulas within the spreadsheets and estimating their time. The department has implemented one spreadsheet that will be used by all staff members and the account strings will be verified by the accounting supervisor prior to forwarding to Human Resources for entry into SAP. 1205-1362396 220 16D11 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Finding 2009-2 Federal Program Information U.S. Department of Housing and Urban Development Community Development Block Grant/State's Program and Non-Entitlement Grants in Hawaii (State-Administered Small Cities Program) (DRI) CFDA No. 14.228 Award No. 07DB-3V-09-21-01-Z01, Award Year—2007 Award No. 08DB-D3-09-21-01-A03,Award Year—2008 U.S. Department of Agriculture Summer Food Service Program for Children CFDA No. 10.559 Award No. 04-0804,Award Year—2009 U.S. Department of Justice Public Safety Partnership and Community Policing Grants CFDA No. 16.710 Award No. 2008CKWX0170,Award Year—2007 U.S. Department of Homeland Security Homeland Security Cluster CFDA No. 97.004, 97.067 Award No. 08DS-51-09-21-01-322,Award Year—2009 Award No. 09CC-49-09-21-01-341,Award Year—2008 Award No. 09CI-49-09-21-01-350,Award Year—2008 U.S. Department of Transportation Airport Improvement Program CFDA No. 20.106 Award No. 3-12-0142-004-2007,Award Year—2007 Award No. 3-12-0142-002-2006,Award Year—2006 Award No. 3-12-0142-003-2006,Award Year—2006 Award No. 3-12-0142-005-2008,Award Year—2008 Award No. 3-12-0142-007-2009,Award Year—2009 Award No. 3-12-0031-005-2009,Award Year—2009 Compliance Requirement: Procurement, Suspension and Debarment 1205-1362396 221 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Condition/Context Although the County indicated that its practice is to check the EPLS system, no documentation evidencing that it had checked the EPLS was maintained, and a certification from the entity was not collected or clause or condition included in the agreements, as applicable, for certain sample transactions selected for testing. Recommendation The County should perform the required verification by checking the EPLS (and documenting evidence of the verification, when it was performed and by whom), collecting a certification from the entity, or adding a clause or condition to the contract with that entity in accordance with the Federal requirements. Views of Responsible Officials and Planned Corrective Action Collier County will apply currently enacted controls and measures operating effectively in one division agency-wide to ensure compliance. The Grants Coordinator for the Collier County Sheriff's Office will be responsible for checking EPLS and documenting the verification as recommended above for all Sheriff's grants with this requirement. Current Status HHVS staff is responsible for ensuring all sub recipients, vendors and contractors are not debarred by checking the EPLS web site and printing a copy of the screen indicating that the party is not on file. Said screen prints proving verification and are included in the file. The Fiscal Technician for Parks and Recreation working with the Food Grant staff checks that EPLS documentation is present and includes it in file for corresponding purchase orders and invoices. The Collier County Department of Emergency Management's Sr. Administrative Assistant checks the EPLS website,prints out the verification, and places it in the project files. Airport Authority personnel check the EPLS web site (https://www.epls.gov/epls/search.do) and print documentation as verification for each vendor. This documentation is initialed, scanned and attached to the requisition electronically within the county's accounting system. 1205-1362396 222 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) The Grants Coordinator for the Collier County Sheriff's Office checks EPLS and documents the verification as required for all Sheriff's grants. Finding 2009-3 State Program Information Florida Housing Finance Corporation(the Corporation) State Housing Initiatives Partnership Program(SHIP) CSFA No. 52.901 Award No. FY07,Award Year—2006 Award No. FY08,Award Year—2007 Award No. FY 08-09,Award Year—2008 Criteria: Reporting Condition/Context The financial information included in the submitted Annual Report was not reconciled to the County's general ledger. Accordingly, we were unable to validate the amount of expenditures and program income reported in the Annual Report. Additionally, we noted approximately $192,000 of reversal entries appearing in the detail we were provided of SHIP projects completed during fiscal year 2009 and we were informed that these credits represented prior period corrections dating back as far as 2003. Recommendation The County should implement procedures that require that the statutory reports be reconciled to the general ledger and reviewed and approved prior to being filed with the State. Additionally, should corrections to prior period expenditures be necessary, a process should be in place to ensure that such items are identified and captured on a timely basis. Views of Responsible Officials and Planned Corrective Action Management concurs with the recommendations. Recognizing that internal attempts at completing this difficult reconciliation have fallen short of the requirement, Housing and Human Services has budgeted SHIP grant funds to receive onsite and offsite technical assistance (TA) 1205-1362396 223 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) from the Florida Housing Coalition (FHC). FHC is the technical advisor designated by the grantor agency, Florida Housing Finance Corporation. The TA will consist of reviewing current reconciliation procedures, reports and data collection and maintenance. Any suggested improvements will be implemented. As of this writing, the contract for TA is being review by Housing and Human Services and the County Attorney's Office for form and legal sufficiency. Current Status HHVS staff and one of the grants accountants have worked closely with the SHIP technical advisor to complete and resubmit Annual Reports for Fiscal Years 2006/2007, 2007/2008, and 2008/2009. See Current Status for Finding 2010-1 above. Finding 2009-4 State Program Information Florida Housing Finance Corporation(the Corporation) State Housing Initiatives Partnership Program(SHIP) CSFA No. 52.901 Award No. FY07,Award Year—2006 Award No. FY08,Award Year—2007 Award No. FY 08-09,Award Year—2008 Criteria: Special Tests and Provisions Condition/Context No advertisement was made for fiscal year 2009. Recommendation The County should adhere to the established SHIP rules with respect to advertising SHIP funds. 1205-1362396 224 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Views of Responsible Officials and Planned Corrective Action The County will adhere to the established SHIP rules. Current Status Collier County received $431,868 in SHIP Funding for fiscal year 2009/10; however, it was not advertised for the following reasons: 1. The funds were required to be used exclusively for loans of not more than $8,000 to provide purchase assistance to applicants eligible to receive the federal first-time homebuyer tax credit created through the American Recovery and Reinvestment Act of 2009 for the first year of funding; 2. The loans were intended to front the applicants the tax credit and were intended to be paid back once the tax credit was received by the applicant; HHVS staff determined that recapturing these funds would be difficult and would put the County at risk of non- compliance if funds were not repaid; 3. SHIP guidelines allowed these funds to be used for all approved strategies once the tax credit program expired, and assuming all loans were recaptured for the remaining two years of the grant; 4. Since Collier County was already providing purchase assistance through SHIP in excess of $8,000 per applicant, it was determined that another purchase assistance program would be redundant, and coupled with the inability to guarantee recapturing the funds from tax credit rebates, staff decided to leave the grant in the Trust Fund unused for FY 2009/10; 5. Since the funds would not be used for FY 2009/10 (no applications would be taken for assistance), there were no new funds to advertise for this period; therefore, per the SHIP Program Manual rules,no advertisement was published. 1205-1362396 225 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Finding 2009-5 State Program Information Florida Department of Transportation(FDOT) State Infrastructure Bank(SIB)Loan Program CSFA No. 55.020 Award No. 420655-2,Award Year—2009 Criteria: Reporting Condition/Context The State compliance supplement for this program and the loan agreement require the submission to FDOT of semi-annual progress reports on program and financial activities that occur each year following the award. We noted that reports for December 2008 and June 2009 were not completed or submitted to the FDOT until the time of our testing(September 2009). Recommendation The County should review agreements for reporting requirements and if questions arise as to party responsible for completion, the County should promptly seek written clarification from the grantor agency. Also, the County should ensure that reports are reviewed for accuracy and completeness by someone other than the preparer. Views of Responsible Officials and Planned Corrective Action Originally the SIB agreement was for road construction considered to be a local Collier County project. After the SIB agreement was executed, Federal Highway Administration (FHWA) determined that the project would become a state project due to the procurement for a Design Build Finance of I-75 (IROX). Collier's original local project became part of larger state IROX project. 1205-1362396 226 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) The Grants Coordinator made a verbal inquiry to Florida Department of Transportation (FDOT) during calendar year 2008 regarding the reporting requirements cited in the SIB agreement and was advised the report was not Collier's responsibility since the project was not let by Collier nor would any portion of the project be managed by Collier as originally anticipated. Subsequently, a report was requested by FDOT for only the most recent six month period. Collier explained to FDOT that if the report was now required, all reports due during the fiscal year 2009 would need to be drafted and submitted as due diligence. All reports submitted were reviewed by the Transportation Administrator though not formally documented as such. Subsequent report reviews by the Transportation Administrator are documented before submission. Collier has no access to FDOT's financial activity or financial system which is needed to complete the report, nor does Collier receive any project status reports on a routine basis. Collier only has access to the data on the amount of loan payback which Collier disburses. This loan payment information can be populated by FDOT as well. Collier must request financial activity and project status information proactively. Requests for data from the grantor on prior year single audit reporting and CAFR data such as loan amortization schedules and project statuses to capture asset valuation has proven to be cumbersome and difficult. Future financial activity requests will be made within 10 business days after the semi-annual report period end to FDOT in order to verify and obtain correct data by the submission date. The Division will prepare the report based on the information provided by FDOT. Prior to submission,the Transportation Administrator will perform a documented review. Current Status The Growth Management Division (formerly Transportation Division) continues to follow the corrective action plan as outlined above. The Acting Grants Accountant continues to draft the SIB report on a biannual basis as required. The report is first submitted for review and approval to the Division Administrator prior to final submission to FDOT by the required deadline. Written procedures are in place to support any staff changes. Staff deems the internal controls put in place have proven successful to resolve the audit concern. 1205-1362396 227 161J11 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Finding 2009-6 Federal Program Information U.S. Department of Transportation Airport Improvement Program CFDA No. 20.106 Award No. 3-12-0142-004-2007,Award Year—2007 Award No. 3-12-0142-002-2006,Award Year—2006 Award No. 3-12-0142-003-2006,Award Year—2006 Award No. 3-12-0142-005-2008,Award Year—2008 Award No. 3-12-0142-007-2009,Award Year—2009 Award No. 3-12-0031-005-2009,Award Year—2009 Criteria: Davis-Bacon Act Condition/Context We noted a project during fiscal year 2009 that was subject to the Davis-Bacon requirements. We noted that the required prevailing wage clauses were not included in the contract and the weekly certified payrolls had not been submitted as required. We were informed that the County planned to obtain the certified payrolls upon project completion; however, the requirements dictate that weekly certified payrolls are to be submitted during the course of the project. Recommendation The County should ensure that the required prevailing wage clauses are included in all contracts subject to the Davis-Bacon Act and that the required weekly certified payrolls are obtained. Views of Responsible Officials and Planned Corrective Action In order to rectify this deficiency Airport Authority personnel will review payroll submittals and provide documentation to assure compliance with the Davis-Bacon Act. Additionally personnel will work with any consultants and purchasing to include proper language in bids and contracts. In addition our procedure manual will be updated. 1205-1362396 228 16011 Collier County, Florida Summary Schedule of Prior Audit Findings (continued) Current Status The proper contract language regarding Davis-Bacon is included in bids and contracts. The Airport Authority performs an examination, determination and documentation by noting on each payroll statement that the wages paid by the contractor have been reviewed and that they are/are not in compliance. A log is maintained for the payroll submitted each week by the vendors to document compliance. 1205-1362396 229 16011 Exhibit F Federal Certifications and Assurances 16D11 FEDERAL FISCAL YEAR 2012 FTA CERTIFICATIONS AND ASSURANCES SIGNATURE PAGE (Required of all Applicants for FTA funding and all FTA Grantees with an active capital or formula project) AFFIRMATION OF APPLICANT Name of Applicant:COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Name and Relationship of Authorized Representative:Norman Feder BY SIGNING BELOW,on behalf of the Applicant, I declare that the Applicant has duly authorized me to make these certifications and assurances and bind the Applicant's compliance.Thus,the Applicant agrees to comply with all Federal statutes and regulations, and follow applicable Federal directives,and comply with the certifications and assurances as indicated on the foregoing page applicable to each application it makes to the Federal Transit Administration (FTA) in Federal Fiscal Year 2012. FTA intends that the certifications and assurances the Applicant selects on the other side of this document,as representative of the certifications and assurances,should apply,as provided,to each project for which the Applicant seeks now,or may later seek FTA funding during Federal Fiscal Year 2012. The Applicant affirms the truthfulness and accuracy of the certifications and assurances it has made in the statements submitted with this document and any other submission made to FTA,and acknowledges that the Program Fraud Civil Remedies Act of 1986,31 U.S.C. 3801 et seq.,and implementing U.S. DOT regulations, "Program Fraud Civil Remedies,"49 CFR part 31 apply to any certification,assurance or submission made to FTA.The criminal provisions of 18 U.S.C. 1001 apply to any certification, assurance,or submission made in connection with a Federal public transportation program authorized in 49 U.S.C.chapter 53 or any other statute In signing this document, I declare under penalties of perjury that the foregoing certifications and assurances,and any other statements made by me on behalf of the Applicant are true and accurate. Signature:Norman Feder Date:11/14/2011 Name:Norman Feder Authorized Representative of Applicant AFFIRMATION OF APPLICANT'S ATTORNEY For(Name of Applicant):COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS As the undersigned Attorney for the above named Applicant, I hereby affirm to the Applicant that it has authority under State, local,or tribal government law,as applicable,to make and comply with the certifications and assurances as indicated on the foregoing pages. I further affirm that, in my opinion, the certifications and assurances have been legally made and constitute legal and binding obligations on the Applicant. 16011 I further affirm to the Applicant that,to the best of my knowledge,there is no legislation or litigation pending or imminent that might adversely affect the validity of these certifications and assurances,or of the performance of the project. Signature:Scott R Teach Date:11/7/2011 Name:Scott R Teach Attorney for Applicant Each Applicant for FTA funding and each FTA Grantee with an active capital or formula project must provide an Affirmation of Applicant's Attorney pertaining to the Applicant's legal capacity.The Applicant may enter its signature in lieu of the Attorney's signature, provided the Applicant has on file this Affirmation,signed by the attorney and dated this Federal fiscal year. 16011 EXHIBIT F APPENDIX A FEDERAL FISCAL YEAR 2012 FTA CERTIFICATIONS AND ASSURANCES SIGNATURE PAGE (Required of all Applicants for FTA funding and all FTA Grantees with an active capital or formula project) AFFIRMATION OF APPLICANT Name of Applicant: COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Name and Relationship of Authorized Representative:Steve Carnell,Interim Division Administrator and Board Designee BY SIGNING BELOW,on behalf of the Applicant,I declare that the Applicant has duly authorized me to make these certifications and assurances and bind the Applicant's compliance.Thus,the Applicant agrees to comply with all Federal statutes and regulations, and follow applicable Federal directives,and comply with the certifications and assurances as indicated on the foregoing page applicable to each application it makes to the Federal Transit Administration(FTA)in Federal Fiscal Year 2012. FTA intends that the certifications and assurances the Applicant selects on the other side of this document,as representative of the certifications and assurances,should apply,as provided,to each project for which the Applicant seeks now,or may later seek FTA funding during Federal Fiscal Year 2012. The Applicant affirms the truthfulness and accuracy of the certifications and assurances it has made in the statements submitted with this document and any other submission made to FTA,and acknowledges that the Program Fraud Civil Remedies Act of 1986,31 U.S.C.3801 et seq.,and implementing U.S.DOT regulations,"Program Fraud Civil Remedies,"49 CFR part 31 apply to any certification,assurance or submission made to FTA.The criminal provisions of 18 U.S.C. 1001 apply to any certification, assurance,or submission made in connection with a Federal public transportation program authorized in 49 U.S.C.chapter 53 or any other statute In signing this document,I declare under penalties of perjury that the foregoing certifications and assurances,and any other statements made by me on behalf of the Applicant are true and accurate. Signature: Date: Name Authorized Representative of Applicant AFFIRMATION OF APPLICANT'S ATTORNEY For(Name of Applicant): As the undersigned Attorney for the above named Applicant,I hereby affirm to the Applicant that it has authority under State,local, or tribal government law,as applicable,to make and comply with the certifications and assurances as indicated on the foregoing pages.I further affirm that,in my opinion,the certifications and assurances have been legally made and constitute legal and binding obligations on the Applicant. I further affirm to the Applicant that,to the best of my knowledge,there is no legislation or litigation pending or imminent that might adversely affect the validity of these certifications and assurances,or of the performance of the project. Signature Date: Name Attorney for Applicant Each Applicant for FTA funding and each FTA Grantee with an active capital or formula project must provide an Affirmation of Applicant's Attorney pertaining to the Applicant's legal capacity.The Applicant may enter its signature in lieu of the Attorney's signature,provided the Applicant has on file this Affirmation,signed by the attorney and dated this Federal fiscal year. 160111 EXHIBIT I FTA Section 5333 (b) Assurance (Note: By signing the following assurance, the recipient of Section 5311 and/or 5311(0 assistance assures it will comply with the labor protection provisions of 49 U.S.C. 5333(b) by one of the following actions: (1) signing the Special Warranty for the Non-urbanized Area Program; (2) agreeing to alternative comparable arrangements approved by the Department of Labor(DOL); or(3) obtaining a waiver from the DOL.) The Collier County Board of County Commissioners (hereinafter referred to as the"Recipient") HEREBY ASSURES that the "Special Section 5333 (b) Warranty for Application to the Small Urban and Rural Program" has been reviewed and certifies to the Florida Department of Transportation that it will comply with its provisions and all its provisions will be incorporated into any contract between the recipient and any sub-recipient which will expend funds received as a result of an application to the Florida Department of Transportation under the FTA Section 5311 Program. Dated 1Z`\\\\Z Fred W. Co le Board of Coun Commiss oner Chairman (Name and Title of Authorized Repre'.•ntative) ignature of Authorized Rept.►enta 've) i Note: All applicants must complete the following form and submit it with the above Assurance. LISTING OF RECIPIENTS, OTHER ELIGIBLE SURFACE TRANSPORTATION PROVIDERS,AND LABOR ORGANIZATIONS REPRESENTING EMPLOYEES OF SUCH PROVIDERS, IF ANY (See Appendix for Example) 2 4 1 Site Project by Name, 3 Identify Unions(and Identify Recipients of Description,and Provider Identify Other Eligible Providers)Representing Transportation Assistance (e.g.Recipient,other Surface Transportation Employees of Providers in Under this Grant. Agency,or Contractor) Providers(Type of Service) Columns 1,2,and 3 Collier County Application for FTA Collier Area Transit for Transport Workers Union Section 5311 Operating urban Transit Service 122 Dixie Lane Board of County Assistance funding for FY Coco Beach,Fla.32931 Commissioners 13/14 for Collier Area Transit to provide continuing public transportation services to residents of the non- urbanized areas of Collier County traveling within the rural area and/or the adjacent urban area and returning to rural domicile. " A 4..j5 . ATTEST • GHT E. B- •CK, CLERK r t F3Y: biliAtti i Attest as to Malmo >� iignat o^R. poly County Attorney l6B 11 � Ask your CTC for this information Coordinated Public Transit-Human Services Transportation Plan To be completed and signed by an individual authorized by the governing board of the applicant agency and submitted with the grant application. The Collier County Board of County Commissioners certifies and assures to the Florida Department of Transportation in regard to its Application for Assistance under U.S.C. Section 5311 dated \ ...\\\\\Z, . 1) This grant request is derived from a coordinated plan compliant with Federal Transit Administration Circular FTA C 9040.1F. 2) The name of this coordinated plan is provided below. Collier County Transportation Disadvantage Service Plan(TDSP) 3) The agency that adopted this coordinated plan is provided below. Collier Metropolitan Planning Organization (MPO) 4) The date the coordinated plan was adopted is provided below. May 8, 2012—Annual Update Approved by MPO- 5) The page number of the coordinated plan that this application supports. r, 1. Fred W. Coyle, Chai an \ ATTEST as torte - • D IGHT E. : -O' CLERK 1 BY: iar-�- �`s:2 puty County Attorney Attest as to Ma 1 I, g 1pnattrrs oo-- 27 16911 Public Notice Naples Daily News Public Notice is hereby given that Collier County will apply to the Florida English Version Department of Transportation for a capital grant under Section 5310 of the Federal Transit Act of 1991,as amended,for the purchase of four(4)paratransit,vehicles to • be used for the provision of public transit services within Collier County,FL.Collier County will also be applying to the Florida Department of Transportation for a grant under section 5311 of the Federal Transit Act of 1991,as amended for total operating expenses in the amount of'3591,200 to be used for the provision of public transit services in Collier County's non-urbanized areas, Any interested party may request a public hearing by the Collier County Board of County Commissioners regarding the Program of Projects for these grant applications.This hearing will be conducted if and only if a written request for the hearing is received withinl0(ten)days of this notice.Requests for a hearing must be sent to Florida Department of Transportation,District One Modal Development Office/Public Transit Southwest Urban Area Office at the Fort Myers Operations Center 7981 North East Pine Island Road,Cape Coral, Florida 33909 and copy Michelle E.Arnold Collier Area Transit,2885 South Horseshoe Drive,Naples,Florida 34104 Any interested party may obtain more information about these grants by visiting our vvebsite at www.colliergov.net/cat 2885 South Horseshoe Drive,Naples, Florida 34104 in person or by contacting Ms.Michelle E.Arnold,Public Transit Director,at(239)252-5841 between the hours of 8:00 a.m.to 5:00 pen.,Monday through Friday. Public comment period will open Monday,October22, 2012 through Thursday,November 22,2012. Persons who require special accommodations under the Americans with Disabilities Act or persons who require translation services should contact Michelle E.Arnold at michellearnoldcolliergov.net,Collier County Public Services Division,Alternative Transportation Modes Department Public Transit Section 2885 South Horseshoe Drive,Naples,FL 34104;(239)252.5841. Collier Area Transit operates in compliance with Federal Transit Administration, (FTA)program requirements and ensures that transit services are made available and equitably distributed,and provides equal access and mobility to any person without regard to race,color,or national origin,disability,gender or age.Title vi of the Civil Rights Act of 1964; ETA Circular 4702.1A, 'Title VI and Title VI Dependent Guidelines for Federal Transit Administration Recipients.'Any person who believes he/she has been discriminated because of race,color,religion,sex, age,national origin,disability or family status may file a complaint with the Florida Department of Transportation,District One,Title VI Coordinator,Robin Parrish,at (863)5192675 or by writing her at P O.Box 1249,Bartow,Florida 33831 Collier Area Transit has a Disadvantaged Business Enterprise(DBE)goal of 5.6% Anuncio Pablice El stguiente es un Anuncio publico de que el Condado de Collier aplicara en el Departamento de Transportation de Ia Florida por una beta capital bajo Ia Seccibn Naples Daily News 5310 del Arco Federal de Transit:,del 1991,como enmendado,pare la compra de cuatro(4)vehiculos del paratransito pars ser usados para la provision de transporte Spanish Version publico dentro del Condado de Collier de la Florida.El Condado de Collier tambien estara aplicando al Departamento de Transportation de la Florida por una beta bajo la section 5311 del Acto Federal de Transita del 1991,coma enmendado par un total de gastos capitales de 591,200 que reran usados pare la provision de services de transporte publico en Jas areas no-urbanas del Condado de Collier. Todo grupo interesado puede requerir una audiencia publica par Ia Junta de Comisionados del Condado de Collier con respecto al programa de proyecto en las aplicaciones de betas.Esta audiencia sere conducida si y solo si una petition escrita as recibida dentro de los 10(diez)dies de este anuncio.La petition por una audiencia deben ser enviadas al Florida Department of Transportation,District One Modal Development Office/Public Transit Southwest Urban Area Office at the Fort Myers Operations Center 2981 North East Pine Island Road;Cape Coral,Florida 33909 con topic a Glama Carter Collier Area Transit,2885 South Horseshoe Drive, Naples,Florida 34104. Todo grupo interesado puede obtener mes inforreacien acerca de esta beta visitando nuestra of cina el 2885 South Horseshoe Drive, Naples,Florida 34104 en persona o contactando a Ms.Michelle E.Arnold,Directora del Transit()Publico,al(239)2524192 entre las hares de 8:00 a,m.a 5.00 p.m..de lunes a viernes.Sus preguntas pueden ser dirigidas tarnbien par correo electronic° a Ms.Arnold al michellearnoldocolliergov.net a a altransmodevecolllerggov.net. El period()de comentario publico abrire el lunes,22 de octubre del 2012 haste el jueves,22 de noviembre del 2012. Aquellas personas que necesiten acomodo especial bajo el Ada de-Americanos con Incapacidad(Americans with Disabilities Act-ADA)a personas que necesiten servicio de traduccion favor de contactar a michellearnoldOcollrergov.net,Collier County Public Services Division, Alternative Transportation Modes Department-Section de Transportation Publica, 2885 South Horsehoe Drive, Naples,FL 34104; (239)252-5841 antes de la reunion. Collier Area Transit opera en conjunto con los requisites del programa de Administration de Transita Federal,(FTA)y asegyura que los servicios de transit° seen e9uitativamente distribuidos proporciona igualdad de acceso y movilidad a cualquier persona sin dis tincien de raze ,color u origen national,incapacidad, genera a edad.Titulo VI de la Ley de derechos civiles de 1964;TLC circular 4702.1A, Titulo VI y titulo VI dependientes dlrectrices pare lot destinatarios de la Administration Federal de Transita°. cualquier persona qua crea haber sido discriminada por razon de raze,color, religion.sexo,edad,,origen national, incapacidad,o situation familiar puede presenter una reclamation con:Collier Area Transit,Michelle E.Arnold(239)252-5841 a el Departarnento de Transportacion del estado de Florida,Distrito Uno,Coordinador del'Titulo VI,Robin Parrish at(863) 519-2675 o escribiendo al P.O.Box 1249,Bartow,Florida 33831. Colder Area Transit tiene una meta de 5.6%pars los Empresas de negocios en desventaja `Disadvantaged Business Enterprise'. Publicar:lunes,octubre 22,del 2012 October 22,2012 No. 1965473 28 i6flh1 , a) L d U fl C 8 a9 O Q � � Z 0 da0000 M O 4 c4 re 00 O a Co ler County 160 11 4 Public Services Division Alternative Transportation Modes January 7, 2013 Nichole Gwinnett IC& R Coordinator 1926 Victoria Avenue Fort Myers, FL 33901 RE: Transmittal of Federal Transit Administration (FTA) 5310 Grant Application for Intergovernmental Coordination and Review, (IC&R) Dear Ms. Gwinnett: Collier County Board of County Commissioners is submitting this draft application to the Florida Department of Transportation for Section FTA 5310 program. Please review this grant application and send a copy of the response letter to: Michelle S. Peronto,Transit Projects Coordinator Florida Department of Transportation, District I Modal Development Office/Public Transit. 801 North Broadway Avenue Bartow, Florida 33830 This Application is submitted on this 7th day of January, 2013. Thank you for your assistance in this matter. All appropriate signatures on these documents will be obtained and will be forwarded to you immediately after. Sincerely, Michelle E. Arnold Director, Alternative Transportation Modes Collier Area Transit .0%.14# �. •.• ot Alternative Transportation Modes•3299 Tamiami Trail East,Suite 103•Naples,Florida 34112-5746.239-252-5840•FAX 239-252-6628•www.colliergov.net Cotter County 16 D ' Public Services Division Alternative Transportation Modes January 7, 2013 Nichole Gwinnett IC& R Coordinator 1926 Victoria Avenue Fort Myers, FL 33901 Subject: Transmittal of Federal Transit Administration(FTA) 5311 Grant Application for Intergovernmental Coordination and Review(IC&R) Dear Ms. Gwinnett: Collier County Board of County Commissioners is submitting this draft application to the Florida Department of Transportation for Section 5311 Formula Grants for Rural Areas — 20.509. Please review this grant application and send a copy of the response letter to: Michelle S. Peronto, Transit Projects Coordinator Florida Department of Transportation, District I Modal Development Office/Public Transit. 801 North Broadway Avenue Bartow, Florida 33830 This Application is submitted on this 7th day of January, 2013. Thank you for your assistance in this matter. All appropriate signatures on these documents will be obtained and will be forwarded to you immediately after. Sincerely, Michelle E. Arnold Director, Alternative Transportation Modes Collier Area Transit Alternative Transportation Modes•3299 Tamiami Trail East,Suite 103•Naples,Florida 34112-5746.239-252-5840•FAX 239-252-6628•www.colliergov.net 160 �3 Gj M M O 'er, O OWv, ° U aFOn v0 pgaxQoM O[—I = UQOO � E''. p tt 0 WM ,(0.1 U z O