HomeMy WebLinkAbout2018-203 OPT - TJCOG transportation demand grantTHIS AGREEMENT made this the day of May 21, 2018, (hereinafter referred to as AGREEMENT) by
and between the TRIANGLE J COUNCIL OF GOVERNMENTS ( "TJCOG ") and Orange County
( "Recipient ").
WHEREAS, TJCOG and the Recipient desire to utilize grant funds for the purpose of encouraging
innovative approaches in the provision of transportation demand management services; and
WHEREAS, TJCOG and the Recipient desire to secure and utilize grant funds for the above
referenced purposes,
NOW, THEREFORE, in consideration of the mutual covenants herein set forth, TJCOG and the
Recipient agree as follows:
Section 1. Purpose of Agreement.
The purpose of this Agreement is to provide for the undertaking of a transportation demand
management (TDM) project by the Recipient as described in the project application.
Section 2. Project Implementation.
The Recipient agrees to carry out the Project as follows:
a. Scope of Project. The Recipient shall undertake and complete the Project as described in the
approved Recipient's Project Budget, incorporated into this Agreement as Attachment A,
filed with and approved by the TDM Oversight Committee, and in accordance with the
Project Application for financial assistance and the terms and conditions of this Agreement;.
t
Nothing shall be construed under the terms of this Agreement by TJCOG or the Recipient,
that shall cause any conflict with Department, State, or Federal statutes, rules, or
regulations.
b. Cost of Project. The total cost of the Project approved by the TDM Oversight Committee is
$62,019 as set forth in the Project Description and Budget, incorporated into this
Agreement as Attachment A. This includes $62,019 for local activities (50% or $31,010 in
grant funding, and 50% or $31,009 in local match). Funds may not be transferred among
line items unless written authorization is obtained from the TDM Oversight Committee.
TJCOG will then work with the Recipient to prepare a budget amendment. Until contracts
are fully executed between TJCOG and DOT PTD, spending for all subrecipients shall
be capped at 50% of total project budget. TJCOG and DOT expect to execute their
contract for the grant year before October 2018. TJCOG will issue a contract
amendment authorizing subrecipients to spend the full contract amount at that time.
c. Period of Performance. This Agreement shall commence upon the date of execution. The
period of performance for all expenditures shall extend from JULY 1, 2018 TO JUNE 30,
2019, unless written authorization to the contrary is provided by TJCOG. If a contract
extension is requested, TJCOG must obtain written authorization from the Department of
Transportation and the TDM Oversight Committee. The Recipient shall commence, carry on,
and complete the approved Project with all practicable dispatch, in a sound, economical,
and efficient manner.
d. Recipient's Capacity. The Recipient agrees to maintain sufficient legal, financial, technical,
and managerial capability to: (a) Plan, manage, and complete the Project and provide for the
use of Project property; (b) Carry out the safety and security aspects of the Project; and (c)
Comply with the terms of this Agreement, the Approved Project Budget, the Project
schedules, and applicable Federal and State laws, regulations, and directives.
e. Administrative Requirements. The Recipient agrees to comply with the following Federal
and State administrative requirements: (1) U.S. DOT regulations, "Uniform Administrative
Page 1 of 18
g
h.
Requirements for Grants and Cooperative Agreements to State and Local Governments," 49
C.F.R. Part 18 at http://www.access.gpo.gov /nara /cfr /cfr- table- search.html #pagel; (2)
Title 19A North Carolina Administrative Code (N.C.A.C.) Subchapter 513 at
http://reports.oah.state.nc.us/ncac.as
Application of Federal, State, and Local Laws, Regulations, and Directives. To achieve
compliance with changing federal requirements, the Recipient makes note that federal, state
and local requirements may change and the changed requirements will apply to this
Agreement as required.
Full and Open Competition. In accordance with 49 U.S.C. § 5325(a), the Recipient agrees to
conduct all procurement transactions in a manner that provides full and open competition.
Recipient's Responsibility to Extend Federal and State Requirements to Other Entities.
a. Entities Affected. Only entities that are signatories to this Agreement for the Project
are parties to this agreement. To achieve compliance with certain Federal and State
laws, regulations, or directives, however, other Project participants, such as
subrecipients and third party contractors, will necessarily be involved. Accordingly,
the Recipient agrees to take the appropriate measures necessary to ensure that all
Project participants comply with applicable Federal and State laws, regulations, and
directives affecting their performance
b. Documents Affected. The applicability provisions of Federal and State laws,
regulations, and directives determine the extent to which their provisions affect a
Project participant. Thus, the Recipient agrees to include adequate provisions to
ensure that each Project participant complies with those Federal and State laws,
regulations, and directives. In addition, the Recipient also agrees to require its third
party contractors and subrecipients to include adequate provisions to ensure
compliance with applicable Federal and State laws, regulations, and directives in
each lower tier subcontract and subagreement for the Project. Additional
requirements include the following: (a) Third Party Contracts. Because Project
activities performed by a third party contractor must comply with all applicable
Federal and State laws, regulations, and directives, the Recipient agrees to include
appropriate clauses in each third party contract stating the third party contractor's
responsibilities under Federal and State laws, regulations, and directives, including
any provisions directing the' third party contractor to extend applicable
requirements to its subcontractors at the lowest tier necessary. When the third
party contract requires the third party contractor to undertake responsibilities for
the Project usually performed by the Recipient, the Recipient agrees to include in
that third party contract those requirements applicable to the Recipient imposed by
the Grant Agreement for the Project. Additional guidance pertaining to third party
contracting is contained in the FTA's "Best Practices Procurement Manual." (b)
Subagreements. Because Project activities performed by a subcontractor/
subrecipient must comply with all applicable Federal and State laws, regulations,
and directives, the Recipient agrees as follows:
i. Written Subagreement. The Recipient agrees to enter into a written
agreement with each subrecipient (subagreement) stating the terms and
conditions of assistance by which the Project will be undertaken and
completed.
ii. Compliance with Federal Requirements. The Recipient agrees to implement
the Project in a manner that will not compromise the Recipient's compliance
with Federal and State laws, regulations, and directives applicable to the
Project and the Recipient's obligations under this Agreement for the Project.
Therefore, the Recipient agrees to include in each subagreement appropriate
Page 2 of 18
clauses directing the subrecipient to comply with those requirements
applicable to the Recipient imposed by this Agreement for the Project and
extend those requirements as necessary to any lower level subagreement or
any third party contractor at each tier.
Section 3. Ethics.
a. Code of Ethics. The Recipient agrees to maintain a written code or standards of conduct that
shall govern the actions of its officers, employees, board members, or agents engaged in the
award or administration of third party contracts or subagreements financed with
Federal /State assistance. The Recipient agrees that its code or standards of conduct shall
specify that its officers, employees, board members, or agents may neither solicit nor accept
gratuities, favors, or anything of monetary value from any present or potential third party
contractor at any tier or subrecipient at any tier or agent thereof. Such a conflict would arise
when an employee, officer, board member, or agent, including any member of his or her
immediate family, partner, or organization that employs, or intends to employ, any of the
parties listed herein has a financial interest in the firm selected for award. The Recipient
may set de minimis rules where the financial interest is not substantial, or the gift is an
unsolicited item of nominal intrinsic value. The Recipient agrees that its code or standards
shall also prohibit its officers, employees, board members, or agents from using their
respective positions in a manner that presents a real or apparent personal or organizational
conflict of interest or personal gain. As permitted by State or local law or regulations, the
Recipient agrees that its code or standards of conduct shall include penalties, sanctions, or
other disciplinary actions for violations by its officers, employees, board members, or their
agents, or its third party contractors or subrecipients or their agents. (1) Personal Conflicts
of Interest. The Recipient agrees that its code or standards of conduct shall prohibit the
Recipient's employees, officers, board members, or agents from participating in the
selection, award, or administration of any third party contract or subagreement supported
by Federal /State assistance if a real or apparent conflict of interest would be involved. Such
a conflict would arise when an employee, officer, board member, or agent, including any
member of his or her immediate family, partner, or organization that employs, or intends to
employ, any of the parties listed herein has a financial interest in the firm selected for
award. (2) Organizational Conflicts of Interest. The Recipient agrees that its code or
standards of conduct shall include procedures for identifying and preventing real and
apparent organizational conflicts of interest. An organizational conflict of interest exists
when the nature of the work to be performed under a proposed third party contract or
subagreement may, without some restrictions on future activities, result in an unfair
competitive advantage to the third party contractor or subrecipient or impair its objectivity
in performing the contract work.
b. Debarment and Suspension. The Recipient agrees to comply, and assures the compliance of
each third party contractor, with Executive Orders Nos. 12549 and 12689, "Debarment and
Suspension," 31 U.S.C. § 6101 note, and U.S. DOT regulations, "Governmentwide Debarment
and Suspension (Nonprocurement)," 49 C.F.R. Part 29. The Recipient agrees to, and assures
that its third party contractors will, review the Excluded Parties Listing System at
(http: / /epls.arnet.gov /) before entering into any contracts.
c. Bonus or Commission. The Recipient affirms that it has not paid, and agrees not to pay, any
bonus or commission to obtain approval of its application for the Project.
d. Lobbying Restrictions. The Recipient agrees that: (1) It will comply, and will assure the
compliance of each third party contractor at any tier and each subrecipient at any tier, with
U.S. DOT regulations, "New Restrictions on Lobbying," 49 C.F.R. Part 20, modified as
necessary by 31 U.S.C. § 1352, and (2) To the extent applicable, it will comply with
Page 3 of 18
Federal /State laws and regulations prohibiting the use of Federal /State assistance for
activities designed to influence Congress or a State legislature with respect to legislation or
appropriations, except through proper, official channels.
e. Employee Political Activity. To the extent applicable, the Recipient agrees to comply with
the provisions of the Hatch Act, 5 U.S.C. §§ 1501 through 1508, and 7324 through 7326, and
U.S. Office of Personnel Management regulations, "Political Activity of State or Local Officers
or Employees," 5 C.F.R. Part 151. The Hatch Act limits the political activities of State and
local agencies and their officers and employees, whose principal employment activities are
financed in whole or part with Federal funds including a Federal grant, cooperative
agreement, or loan. Nevertheless, in accordance with 49 U.S.C. § 5307(k)(2)(B) and 23 U.S.C.
§ 142(g), the Hatch Act does not apply to a nonsupervisory employee of a public
transportation system (or of any other agency or entity performing related functions)
receiving FTA assistance to whom the Hatch Act would not otherwise apply.
f. False or Fraudulent Statements or Claims. The Recipient acknowledges and agrees that: (1)
Civil Fraud. The Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. §§ 3801
et seq., and U.S. DOT regulations, "Program Fraud Civil Remedies," 49 C.F.R. Part 31, apply to
its activities in connection with the Project. By executing this Agreement for the Project, the
Recipient certifies or affirms the truthfulness and accuracy of each statement it has made, it
makes, or it may make in connection with the Project. In addition to other penalties that
may apply, the Recipient also understands that if it makes a false, fictitious, or fraudulent
claim, statement, submission, certification, assurance, or representation to the
Federal /State Government concerning the Project, the Federal /State Government reserves
the right to impose on the Recipient the penalties of the Program Fraud Civil Remedies Act
of 1986, as amended, to the extent the Federal /State Government deems appropriate. (2)
Criminal Fraud. If the Recipient makes a false, fictitious, or fraudulent claim, statement,
submission, certification, assurance, or representation to the Federal /State Government or
includes a false, fictitious, or fraudulent statement or representation in any agreement with
the Federal /State Government in connection with a Project authorized under 49 U.S.C.
chapter 53 or any other Federal law, the Federal /State Government reserves the right to
impose on the Recipient the penalties of 49 U.S.C. § 5323(1), 18 U.S.C. § 1001 or other
applicable Federal /State law to the extent the Federal /State Government deems
appropriate.
Section 4. Project Expenditures.
a. General. The Department shall reimburse the Recipient for allowable costs for work
performed under the terms of this Agreement. The Recipient shall expend funds provided in
this Agreement in accordance with the approved Project Budget, included as Attachment A
to this Agreement. It is understood and agreed that the work conducted pursuant to this
Agreement shall be done on an actual cost basis by the Recipient. Until contracts are fully
executed between TJCOG and DOT PTD, spending for all subrecipients shall be
capped at 50% of total project budget. TJCOG and DOT expect to execute their
contract for the grant year before October 2018. TJCOG will issue a contract
amendment authorizing subrecipients to spend the full contract amount at that time.
Expenditures submitted for reimbursement shall include all eligible costs incurred
within the quarter. The amount of reimbursement from TJCOG shall not exceed the award
funds budgeted in the approved Project Budget. The Recipient shall initiate and prosecute
to completion all actions necessary to enable the Recipient to provide its share of project
costs at or prior to the time that such funds are needed to meet project costs. Each project
line item included in the program budget and invoice template will only be reimbursed by
grant funds at 50 %. The remaining costs per line item must be paid by matching funds.
Page 4 of 18
b. Payment. The Recipient shall submit itemized invoices to TJCOG not less frequently than
quarterly, reporting on forms furnished by TJCOG for work performed under this
Agreement. Expenditures submitted for reimbursement shall include all eligible cost
incurred and be for work performed within the quarter. Failure to request
reimbursement for expenses incurred within the quarter may result in non - payment.
All requests for reimbursement must be submitted within (30) days following the
end of the quarter, including the final invoice. Invoices shall be supported by
documentation of costs. Failure to request reimbursement for eligible projects costs as
outlined may result in termination of the Project. Invoices shall be approved by the TJCOG
Energy & Environment Program Manager.
c. Excluded Costs. The Recipient understands and agrees that ineligible costs will be treated as
follows: (1) In determining the amount of assistance TJCOG will provide, TJCOG will
exclude: (a) Any Project cost incurred by the Recipient before the Effective Date of the
Grant; (b) Any cost that is not included in the latest Approved Project Budget; (c) Any cost
for Project property or services received in connection with a third party contract or
subagreement with a subrecipient that must be approved by the TDM Oversight Committee,
or other arrangement required to be, but has not been, concurred by the Oversight
Committee; (d) Any non - project cost consistent with the prohibitions of 49 U.S.C. § 5323(h);
(e) Any cost ineligible for Department participation as provided by applicable Federal /State
laws, regulations, or directives; and (f) Expenditures on incentive items are prohibited.
(g) Items listed in the FY2018 Request for Proposals, including Food (with the exception of
branded food items used as a promotional item); Unbranded promotional items, including
event decorations (e.g., balloons); Incentives /prizes (unless prior approval has been
obtained from the Oversight Committee); Entertainment (e.g., musical bands, DJs); Capital
expenses (e.g., vehicle or vehicle parts acquisition, bicycles or bicycle racks, bus or vanpool
passes for regular customers, etc. In special circumstances, bus, or vanpool passes may be
used for new employees for a limited amount of time); Building costs; Sales tax (except for
travel expenses); Operating costs, such as vehicle maintenance; Computer hardware and
software (e.g., laptops); (2) The Recipient understands and agrees that payment to the
Recipient for any Project cost does not constitute TJCOG's final decision about whether that
cost is allowable and eligible for payment and does not constitute a waiver of any violation
by the Recipient of the terms of this Agreement. The Recipient acknowledges that TJCOG
will not make a final determination about the allowability and eligibility of any cost until
any audit of the Project has been completed. If TJCOG determines that the Recipient is not
entitled to receive any portion of the State assistance the Recipient has requested or
provided, TJCOG will notify the Recipient in writing, stating its reasons. The Recipient
agrees that Project closeout will not alter the Recipient's responsibility to return any funds
due TJCOG as a result of later refunds, corrections, or other transactions; nor will Project
closeout alter TJCOG's right to disallow costs and recover funds on the basis of a later audit
or other review. Unless prohibited by Federal /State law or regulation, TJCOG may recover
any funds made available for the Project as necessary to satisfy any outstanding monetary
claims that TJCOG may have against the Recipient.
d. State Claims, Excess Payments, Disallowed Costs, including Interest. (1) Recipient's
Responsibility to Pay. Upon notification to the Recipient that specific amounts are owed to
TJCOG, whether for excess payments of assistance, disallowed costs, or funds recovered
from third parties or elsewhere, the Recipient agrees to remit to TJCOG promptly the
amounts owed, including applicable interest and any penalties and administrative charges.
(2) Amount of Interest. The Recipient agrees to remit to TJCOG interest owed as determined
in accordance with N.C.G.S. 147 - 86.23.
Page 5 of 18
e. Travel. Reimbursement for travel subsistence expenses (i.e., hotel and food costs) is
allowable at the Federal rate (found at http: / /www.gsa.gov /perdiem).
Section S. Accounting Records.
a. Documentation of Project Costs. All costs charged to the Project, including any approved
services performed by the Recipient or others, shall be supported by properly executed
payrolls, time records, invoices, contracts, receipts, or vouchers evidencing in detail the
nature and propriety of the charges.
b. Allowable Costs. Expenditures made by the Recipient shall be reimbursed as allowable costs
to the extent they meet all of the requirements set forth below. They must be: (1) consistent
with the Project Work Plan, Project Budget, and all other provisions of this Agreement; (2)
Necessary in order to accomplish the Project; (3) Reasonable in amount for the goods or
services purchased; (4) Actual net costs to the Recipient, i.e., the price paid minus any
refunds; (5) Incurred and be for work performed within the period of performance of this
Agreement; and (6) Satisfactorily documented.
Section 6. Reporting, Record Retention, and Access.
a. Reports & Invoices. The Recipient shall provide quarterly reports to TJCOG on the progress
of its TDM activities described in the Work Plan. The Recipient shall collect and submit to
TJCOG at such time as it may require, such financial statements, data, records, contracts,
and other documents related to the Project as may be deemed necessary by TJCOG. Such
reports shall include narrative and financial statements of sufficient substance to be
in conformance with the reporting requirements of the Triangle TDM Grant Program
b. Record Retention. The Recipient and its third party contractors shall retain all records
pertaining to this Project for a period of five (5) years from the date of final payment to the
Recipient, or until all audit exceptions have been resolved, whichever is longer, in
accordance with "Records Retention and Disposition Schedule - Public Transportation
Systems and Authorities, April 1, 2006," at
http:,//archives.ncdcr.gov /Portals /3 /PDF /schedules /schedules revised /public transporati
on authorities.pdf [sic].
c. Access to Records of Recipient and Subcontractors. The Recipient shall permit and shall
require its third party contractors to permit TJCOG or its authorized representatives to
inspect all work, materials, payrolls, and other data and records with regard to the Project,
and to audit the books, records, and accounts of the Recipient pertaining to the Project.
TJCOG shall reserve the right to reject any and all materials and workmanship for defects
and incompatibility with Project Description or excessive cost. The Department shall notify
the Recipient, in writing, if materials and /or workmanship are found to be unacceptable.
The Recipient shall have ninety (90) days from notification to correct defects or to provide
acceptable materials and /or workmanship. Failure by the Recipient to provide acceptable
materials and /or workmanship, or to correct noted defects, shall constitute a breach of
contract.
d. Project Closeout. The Recipient agrees that Project closeout does not alter the reporting and
record retention requirements of this Section 6 of this Agreement.
Section 7. Project Completion, Audit, Settlement, and Closeout.
a. Project Completion. Within thirty (30) calendar days following Project completion, the end
of the Project's period of performance, the Recipient agrees to submit a final reimbursement
request to TJCOG for eligible Project expenses.
b. Financial Reporting and Audit Requirements. In accordance with the single audit act
amendments of 1996 and title 2 U.S. Code of Federal Regulations (CFR) part 200 Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
Page 6 of 18
(Uniform Guidance) and the State Single Audit Implementation Act and N.C.G.S. 159 -34, the
Recipient shall have its accounts audited as soon as possible after the close of each fiscal
year by an independent auditor. TJCOG reserves the right to request annual audit reports
from the subrecipient.
c. Audit Costs. Unless prohibited by law, the costs of audits made in accordance with the single
audit act amendments of 1996 and title 2 U.S. Code of Federal Regulations (CFR) part 200
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards (Uniform Guidance) and the State Single Audit Implementation Act are allowable
charges to State awards. The charges may be considered a direct cost or an allocated
indirect cost, as determined in accordance with cost principles outlined in OMB Circular A-
87 "Cost Principles for State, Local, and Indian Tribal Governments." The cost of any audit
not conducted in accordance with the single audit act amendments of 1996 and title 2 U.S.
Code of Federal Regulations (CFR) part 200 Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards (Uniform Guidance) and the State
Single Audit Implementation Act and N.C.G.S. 159 -34 is unallowable and shall not be
charged to State grants.
d. Funds Owed to TJCOG. The Recipient agrees to remit to TJCOG any excess payments made to
the Recipient, any costs disallowed by TJCOG, and any amounts recovered by the Recipient
from third parties or from other sources, as well as any penalties and any interest required
by Subsection 4d of this Agreement.
e. Project Closeout. Project closeout occurs when TJCOG issues the final project payment or
acknowledges that the Recipient has remitted the proper refund. The Recipient agrees that
Project closeout by TJCOG does not invalidate any continuing requirements imposed by this
Agreement.
Section 8. Civil Rights. The Recipient agrees to comply with all applicable civil rights laws and
implementing regulations including, but not limited to, the following:
a. Nondiscrimination in Public Transportation Programs. The Recipient agrees to comply, and
assures the compliance of each third party contractor at any tier and each subrecipient at
any tier of the Project, with the provisions of 49 U.S.C. § 5332, which prohibit discrimination
on the basis of race, color, creed, national origin, sex, or age, and prohibits discrimination in
employment or business opportunity.
b. Nondiscrimination - Title VI of the Civil Rights Act. The Recipient agrees to comply, and
assures the compliance of each third party contractor at any tier and each subrecipient at
any tier of the Project, with all provisions prohibiting discrimination on the basis of race,
color, or national origin of Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. §§
2000d et seq., and with U.S. DOT regulations, "Nondiscrimination in Federally- Assisted
Programs of the Department of Transportation - Effectuation of Title VI of the Civil Rights
Act," 49 C.F.R. Part 21.
c. Equal Employment Opportunity. The Recipient agrees to comply, and assures the
compliance of each third party contractor at any tier of the Project and each subrecipient at
any tier of the Project, with all equal employment opportunity (EEO) provisions of 49 U.S.C.
§ 5332, with Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. § 2000e, and
implementing Federal regulations and any subsequent amendments thereto. The Recipient
agrees that it will not discriminate against any employee or applicant for employment
because of race, color, creed, sex, disability, age, or national origin. The Recipient agrees to
take affirmative action to ensure that applicants are employed and that employees are
treated during employment without regard to their race, color, creed, sex, disability, age, or
national origin. Such action shall include, but not be limited to, employment, upgrading,
Page 7 of 18
demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of
pay or other forms of compensation; and selection for training, including apprenticeship.
d. Access for Individuals with Disabilities. The Recipient agrees to comply with 49 U.S.C. §
5301(d), which states the Federal policy that elderly individuals and individuals with
disabilities have the same right as other individuals to use public transportation services
and facilities, and that special efforts shall be made in planning and designing those services
and facilities to implement transportation accessibility rights for elderly individuals and
individuals with disabilities. The Recipient also agrees to comply with all applicable
provisions of Section 504 of the Rehabilitation Act of 1973, as amended, with 29 U.S.C. §
794, which prohibits discrimination on the basis of disability; with the Americans with
Disabilities Act of 1990 (ADA), as amended, 42 U.S.C. §§ 12101 et seq., which requires that
accessible facilities and services be made available to individuals with disabilities; and with
the Architectural Barriers Act of 1968, as amended, 42 U.S.C. §§ 4151 et seq., which requires
that buildings and public accommodations be accessible to individuals with disabilities. In
addition, the Recipient agrees to comply with applicable Federal regulations and directives
and any subsequent amendments thereto as follows: (1) U.S. DOT regulations,
"Transportation Services for Individuals with Disabilities (ADA)," 49 C.F.R. Part 37; (2) U.S.
DOT regulations, "Nondiscrimination on the Basis of Handicap in Programs and Activities
Receiving or Benefiting from Federal Financial Assistance," 49 C.F.R. Part 27; (3) Joint U.S.
Architectural and Transportation Barriers Compliance Board (U.S. ATBCB)/U.S. DOT
regulations, "Americans With Disabilities (ADA) Accessibility Specifications for
Transportation Vehicles," 36 C.F.R. Part 1192 and 49 C.F.R. Part 38; (4) U.S. DOJ regulations,
"Nondiscrimination on the Basis of Disability in State and Local Government Services," 28
C.F.R. Part 35; (5) U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability by
Public Accommodations and in Commercial Facilities," 28 C.F.R. Part 36; (6) U.S. General
Services Administration (U.S. GSA) regulations, "Accommodations for the Physically
Handicapped," 41 C.F.R. Subpart 101 -19; (7) U.S. Equal Employment Opportunity
Commission, "Regulations to Implement the Equal Employment Provisions of the Americans
with Disabilities Act," 29 C.F.R. Part 1630; (8) U.S. Federal Communications Commission
regulations, "Telecommunications Relay Services and Related Customer Premises
Equipment for the Hearing and Speech Disabled," 47 C.F.R. Part 64, Subpart F; and (9) U.S.
ATBCB regulations, "Electronic and Information Technology Accessibility Standards," 36
C.F.R. Part 1194; (10) FTA regulations, "Transportation for Elderly and Handicapped
Persons," 49 C.F.R. Part 609; and (11) Federal civil rights and nondiscrimination directives
implementing the foregoing regulations.
e. Drug or Alcohol Abuse - Confidentiality and Other Civil Rights Protections. To the extent
applicable, the Recipient agrees to comply with the confidentiality and other civil rights
protections of the Drug Abuse Office and Treatment Act of 1972, as amended, 21 U.S.C. §§
1174 et seq., with the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment
and Rehabilitation Act of 1970, as amended, 42 U.S.C. §§ 4581 et seq., and with the Public
Health Service Act of 1912, as amended, 42 U.S.C. §§ 290dd -3 and 290ee -3, and any
subsequent amendments to these acts.
f. Access to Services for Persons with Limited English Proficiency. To the extent applicable,
the Recipient agrees to comply with the policies of Executive Order No. 13166, "Improving
Access to Services for Persons with Limited English Proficiency," 42 U.S.C. § 2000d -1 note,
and with the provisions of U.S. DOT Notice, "DOT Guidance to Recipients on Special
Language Services to Limited English Proficient (LEP) Beneficiaries," 66 Fed. Reg. 6733 et
seq., January 22, 2001.
Page 8 of 18
g. Environmental Justice. The Recipient agrees to comply with the policies of Executive Order
No. 12898, "Federal Actions to Address Environmental Justice in Minority Populations and
Low - Income Populations," 42 U.S.C. § 4321 note.
h. Other Nondiscrimination Laws. The Recipient agrees to comply with all applicable
provisions of other Federal laws, regulations, and directives pertaining to and prohibiting
discrimination that are applicable.
Section 9. Planning and Private Enterprise.
a. General. To the extent applicable, the Recipient agrees to implement the Project in a manner
consistent with the plans developed in compliance with the Federal planning and private
enterprise provisions of the following: (1) 49 U.S.C. §§ 5303, 5304, 5306, and 5323(a)(1);
(2) the joint Federal Highway Administration (FHWA) /FTA document, "Interim Guidance
for Implementing Key SAFETEA -LU Provisions on Planning, Environment, and Air Quality
for Joint FHWA /FTA Authorities," dated September 2, 2005, and subsequent Federal
directives implementing SAFETEA -LU; (3) joint FHWA /FTA regulations, "Planning
Assistance and Standards," 23 C.F.R. Part 450 and 49 C.F.R. Part 613 to the extent that those
regulations are consistent with the SAFETEA -LU amendments to public transportation
planning and private enterprise laws, and subsequent amendments to those regulations
that may be promulgated; and () FTA regulations, "Major Capital Investment Projects," 49
C.F.R. Part 611, to the extent that those regulations are consistent with the SAFETEA -LU
amendments to the public transportation planning and private enterprise laws, and any
subsequent amendments to those regulations that may be subsequently promulgated. In
addition, other regulations and restrictions pertaining specifically to Transportation
Demand Management activities may apply, and TJCOG reserves the right to amend the
contract with these regulations as they are brought to our attention.
b. Governmental and Private Nonprofit Providers of Nonemergency Transportation. In
addition to providing opportunities to participate in planning as described in Subsection 9a
of this Agreement, to the extent feasible the Recipient agrees to comply with the provisions
of 49 U.S.C. § 5323(k), which afford governmental agencies and nonprofit organizations that
receive Federal assistance for nonemergency transportation from Federal Government
sources (other than U.S. DOT) an opportunity to be included in the design, coordination, and
planning of transportation services.
Section 10. Preference for United States Products and Services.
To the extent applicable, the Recipient agrees to comply with U.S. domestic preference
requirements.
Section 11. Procurement.
To the extent applicable, the Recipient agrees to comply with the following third party procurement
provisions:
a. Federal and State Standards. The Recipient agrees to comply with the third party
procurement requirements of 49 U.S.C. chapter 53 and other applicable Federal laws in
effect now or as subsequently enacted; with U.S. DOT third party procurement regulations
of 49 C.F.R. §§ 18.36 and other applicable Federal regulations pertaining to third party
procurements and subsequent amendments thereto, to the extent those regulations are
consistent with SAFETEA -LU provisions; and Article 8 of Chapter 143 of the North Carolina
General Statutes. The Recipient also agrees to comply with the provisions of FTA Circular
4220.1E, "Third Party Contracting Requirements," to the extent those provisions are
consistent with SAFETEA -LU provisions and with any subsequent amendments thereto.
Although the FTA "Best Practices Procurement Manual" provides additional procurement
Page 9 of 18
guidance, the Recipient understands that the FTA "Best Practices Procurement Manual" is
focused on third party procurement processes and may omit certain Federal requirements
applicable to the third party contract work to be performed. The Recipient shall establish
written procurement procedures that comply with the required Federal and State
standards.
b. Exclusionary or Discriminatory Specifications. Apart from inconsistent requirements
imposed by Federal laws or regulations, the Recipient agrees to comply with the
requirements of 49 U.S.C. § 5325(h) by not using any assistance awarded by TJCOG to
support a procurement using exclusionary or discriminatory specifications. .
c. Geographic Restrictions. The Recipient agrees that it will not use any State or local
geographic preference.
d. Department Pre -award Approval. The Recipient agrees to submit procurement documents
to TJCOG and the TDM Oversight Committee for its review and approval prior to award of a
contract /subcontract under this Agreement for any of the following: (1) Any "brand name"
product or sole source purchase equal to or greater than $2,500; (2) Any
contract /subcontract to other than apparent lowest bidder equal to or greater than $2,500;
(3) Any procurement equal to or greater than $90,000; (4) Any contract modification that
would change the scope of a contract or increase the contract amount up to or over the
formal (sealed) bid threshold of $90,000.
e. Project Approval /Third Party Contract Approval. The Recipient agrees that TJCOG's award
assistance for the Project does not, by itself, constitute pre - approval of any noncompetitive
third party contract associated with the Project.
f. Preference for Recycled Products. To the extent applicable, the Recipient agrees to comply
with U.S. EPA regulations, "Comprehensive Procurement Guidelines for Products Containing
Recovered Materials," 40 C.F.R. Part 247, which implements Section 6002 of the Resource
Conservation and Recovery Act, as amended, 42 U.S.C. § 6962, and with subsequent Federal
regulations that may be promulgated. Accordingly, the Recipient agrees to provide a
competitive preference for products and services that conserve natural resources, protect
the environment, and are energy efficient.
g. Clean Air and Clean Water. The Recipient agrees to report the use of facilities placed on or
likely to be placed on the U.S. Environmental Protection Agency (U.S. EPA) "List of Violating
Facilities," to not use any violating facilities, to report violations to TJCOG and the Regional
U.S. EPA Office, and to comply with the inspection and other applicable requirements of: (1)
Section 306 of the Clean Air Act, as amended, 42 U.S.C. § 7414, and other applicable
provisions of the Clean Air Act, as amended, 42 U.S.C. §§ 7401 through 7671q; and (2)
Section 508 of the Clean Water Act, as amended, 33 U.S.C. § 1368, and other applicable
requirements of the Clean Water Act, as amended, 33 U.S.C. §§ 1251 through 1377.
h. National Intelligent Transportation Systems Architecture and Standards. To the extent
applicable, the Recipient agrees to conform to the National Intelligent Transportation
Systems (ITS) Architecture and Standards as required by SAFETEA -LU § 5307(c), 23 U.S.C. §
512 note, and comply with FTA Notice, "FTA National ITS Architecture Policy on Transit
Projects" 66 Fed. Reg. 1455 et seq., January 8, 2001, and any subsequent further
implementing directives.
i. Competitive Proposal /Request for Proposal (RFP). The competitive proposal/ request for
proposal (RFP) method of procurement is normally conducted with more than one source
submitting an offer, i.e., proposal. Either a fixed price or cost reimbursement type contract
is awarded. This method of procurement is generally used when conditions are not
appropriate for the use of sealed bids. The Recipient acknowledges that certain restrictions
apply under North Carolina law for use of the RFP method and these restrictions and
exceptions are discussed below. (1) The Recipient agrees that the RFP Method may not be
Page 10 of 18
used in lieu of an invitation for bids (IFB) for: (a) Construction /repair work; or (b) Purchase
of apparatus, supplies, materials or equipment. See Subsection 11j(2), this Agreement,
regarding information technology goods as services. (2) The Recipient agrees that the RFP
method of solicitation may be used (in addition to or instead of any other procedure
available under North Carolina law) for the procurement of information technology goods
and services [as defined in N.C.G.S. 147 - 33.81(2)]. This applies to electronic data processing
goods and services, telecommunications goods and services, security goods and services,
microprocessors, software, information processing, office systems, any services related to
the foregoing, and consulting or other services for design or redesign of information
technology supporting business processes. The Recipient will comply with the following
minimum requirements [N.C.G.S. 143 - 129.8]: (a) Notice of the request for proposals shall be
given in accordance with N.C.G.S. 143- 129(b). (b) Contracts shall be awarded to the person
or entity that submits the best overall proposal as determined by the awarding authority.
Factors to be considered in awarding contracts shall be identified in the request for
proposals. (c) The Recipient may use procurement methods set forth in N.C.G.S. 143 -135.9
in developing and evaluating requests for proposals. (d) The Recipient may negotiate with
any proposer in order to obtain a final contract that best meets the needs of the Recipient.
(e) Any negotiations shall not alter the contract beyond the scope of the original request for
proposals in a manner that deprives the proposers or potential proposers of a fair
opportunity to compete for the contract; and would have resulted in the award of the
contract to a different person or entity if the alterations had been included in the request for
proposals. Co Proposals submitted shall not be subject to public inspection until a contract
is awarded. (3) The Recipient agrees that the RFP method, in accordance with FTA Circular
4220.1E, under the guidelines of FTA "Best Practices Procurement Manual," should be used
for procurements of professional services, such as consultants for planning activities and for
transit system operations /management. The Recipient acknowledges that certain
restrictions apply under North Carolina law for use of the RFP method and these
restrictions and exceptions are discussed in Subsections 11j(1) and 11j(2) of this
Agreement. (4) When the RFP method is used for procurement of professional services, the
Recipient agrees to abide by the following minimum requirements: (a) Normally conducted
with more than one source submitting an offer (proposal); (b) Either fixed price or cost
reimbursement type contract will be used; (c) Generally used when conditions are not
appropriate for use of sealed bids; (d) Requests for proposals will be publicized; (e) All
evaluation factors will be identified along with their relative importance; (f) Proposals will
be solicited from an adequate number (3 is recommended) of qualified sources; (g) A
standard method must be in place for conducting technical evaluations of the proposals
received and for selecting awardees; (h) Awards will be made to the responsible firm whose
proposal is most advantageous to the Recipient's program with price and other factors
considered; and (i) In determining which proposal is most advantageous, the Recipient may
award to the proposer whose proposal offers the greatest business value (best value) to the
agency. "Best value" is based on determination of which proposal offers the best tradeoff
between price and performance, where quality is considered an integral performance
factor.
j. Award to Other than the Lowest Bidder. In accordance with State statutes, a third party
contract may be awarded to other than the lowest bidder, if the award furthers an objective
(such as improved long -term operating efficiency and lower long -term costs). When
specified in bidding documents, factors such as discounts, transportation costs, and life
cycle costs will be considered in determining which bid is lowest. Prior to the award of any
contract equal to or greater than $2,500 to other than apparent lowest bidder, the Recipient
Page 11 of 18
shall submit its recommendation along with basis /reason for selection to the Department
for pre-,award approval.
k. Award to Responsible Recipients. The Recipient agrees to award third party contracts only
to responsible contractors who possess potential ability to successfully perform under the
terms and conditions of the proposed procurement. Consideration will be given to such
matters as contractor integrity, compliance with public policy, record of past performance,
and financial and technical resources. Contracts will not be awarded to parties that are
debarred, suspended, or otherwise excluded from or ineligible for participation in Federal
assistance programs or activities in accordance with the Federal debarment and suspension
rule, 49 C.F.R. 29 (see www.sam.gov and
https: / /www.federalregister.gov /articles/ 2006 /10/25/06- 8657 /debarment -and-
suspension- nonprocurement- requirements for listings). For procurements over $25,000,
the Recipient shall comply, and assure the compliance of each third party contractor and
subrecipient at any tier, with the debarment and suspension rule. FTA and the Department
recommend that grantees use a certification form for projects over $25,000, which are
funded with Federal and /or State funds. A sample certification form can be obtained from
the Department.
1. Procurement Notification Requirements. With respect to any procurement for goods and
services (including construction services) having an aggregate value of $500,000 or more
(in Federal funds), the Recipient agrees to: (1) Specify the amount of Federal and State
funds that will be used to finance the acquisition in any announcement of the contract
award for such goods or services; and (2) Express the said amount as a percentage of the
total costs of the planned acquisition.
m. Contract Administration System. The Recipient shall maintain a contract administration
system that ensures that contractors /subcontractors perform in accordance with the terms,
conditions, and specifications of their contracts or purchase orders.
n. Access to Third Party Contract Records. The Recipient agrees, and agrees to require its third
party contractors and third party subcontractors, at as many tiers of the Project as required,
to provide to TJCOG access to all third party contract records to the extent required by 49
U.S.C. § 5325(g), and retain such documents for at least five (5) years after project
completion.
Section 12. Leases.
a. Capital Leases. To the extent applicable, the Recipient agrees to comply with FTA
regulations, "Capital Leases," 49 C.F.R. Part 639, and any revision thereto.
b. Leases Involving Certificates of Participation. The Recipient agrees to obtain the
concurrence of the TDM Oversight Committee before entering into any leasing arrangement
involving the issuance of certificates of participation in connection with the acquisition of
any capital asset.
Section 13. Hold Harmless.
Except as prohibited or otherwise limited by State law, upon request by TJCOG, the Recipient agrees
to indemnify, save, and hold harmless TJCOG and its officers, agents, and employees acting within
the scope of their official duties against any liability, including costs and expenses, resulting from
any willful or intentional violation by the Recipient of proprietary rights, copyrights, or right of
privacy, arising out of the publication, translation, reproduction, delivery, use, or disposition of any
data furnished under the Project. The Recipient shall not be required to indemnify TJCOG for any
such liability caused by the wrongful acts of TJCOG employees or agents.
Section 14. Use of Real Property, Equipment, and Supplies.
Page 12 of 18
The Recipient understands and agrees that the State Government retains a State interest in any real
property, equipment, and supplies financed with State assistance (Project property) until, and to
the extent, that the State Government relinquishes its State interest in that Project property. With
respect to any Project property financed with State assistance under this Agreement, the Recipient
agrees to comply with the following provisions of this Agreement:
a. Use of Project Property. The Recipient agrees to use Project property for appropriate
Project purposes (which may include joint development purposes that generate program
income, both during and after the award period and used to support public transportation
activities) for the duration of the useful life of that property, as required by TJCOG. Should
the Recipient unreasonably delay or fail to use Project property during the useful life of that
property, the Recipient agrees that it may be required to return the entire amount of the
State assistance expended on that property. The Recipient further agrees to notify TJCOG
immediately when any Project property is withdrawn from Project use or when any Project
property is used in a manner substantially different from the representations the Recipient
has made in its Application or in the Project Description for this Agreement for the Project.
b. General. The Recipient agrees to comply with the property management standards of 49
C.F.R. §§ 18.31 through 18.33, including any amendments thereto, and with other applicable
Federal and State regulations and directives. Any exception to the requirements of 49 C.F.R.
§§ 18.31 through 18.33 requires the express approval of TJCOG in writing.
c. Records. The Recipient agrees to keep satisfactory records pertaining to the use of Project
property, and submit to TJCOG upon request such information as may be required to assure
compliance with this Section 14 of this Agreement.
d. Encumbrance of Project Property. The Recipient agrees to maintain satisfactory continuing
control of Project property as follows: (1) Written Transactions. The Recipient agrees that it
will not execute any transfer of title, lease, lien, pledge, mortgage, encumbrance, third party
contract, subagreement, grant anticipation note, alienation, innovative finance arrangement
(such as a cross border lease, leveraged lease, or otherwise), or any other obligation
pertaining to Project property, that in any way would affect the continuing State interest in
that Project property. (2) Oral Transactions. The Recipient agrees that it will not obligate
itself in any manner to any third party with respect to Project property. (3) Other Actions.
The Recipient agrees that it will not take any action adversely affecting the State interest in
or impair the Recipient's continuing control of the use of Project property.
e. Insurance Proceeds. If the Recipient receives insurance proceeds as a result of damage or
destruction to the Project property, the Recipient agrees to: (1) Apply those insurance
proceeds to the cost of replacing the damaged or destroyed Project property taken out of
service, or (2) Return to TJCOG an amount equal to the remaining interest in the damaged
or destroyed Project property.
f. Misused or Damaged Project Property. If any damage to Project property results from abuse
or misuse occurring with the Recipient's knowledge and consent, the Recipient agrees to
restore the Project property to its original condition or refund the value of the State interest
in that property, as TJCOG may require.
g. Responsibilities after Project Closeout. The Recipient agrees that Project closeout by TJCOG
will not change the Recipient's Project property management responsibilities as stated in
Section 14 of this Agreement, and as may be set forth in subsequent Federal and State laws,
regulations, and directives.
Section 1S. Insurance.
The Recipient shall be responsible for protecting the State financial interests in all items purchased
under this Agreement throughout the useful life of the Project property.
Page 13 of 18
Section 16. Employee Protections.
a. Activities Not Involving Construction. The Recipient agrees to comply, and assures the
compliance of each third party contractor, with the employee protection requirements for
nonconstruction employees of the Contract Work Hours and Safety Standards Act, as
amended, 40 U.S.C. §§ 3701 et seq., in particular the wage and hour requirements of Section
102 of that Act at 40 U.S.C. § 3702, and with U.S. DOL regulations, "Labor Standards
Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction
(also Labor Standards Provisions Applicable to Nonconstruction Contracts Subject to the
Contract Work Hours and Safety Standards Act)," 29 C.F.R. Part S.
b. Activities Involving Commerce. The Recipient agrees that the provisions of the Fair Labor
Standards Act, 29 U.S.C. §§ 201 et seq., apply to employees performing Project work
involving commerce.
Section 17. Reserved.
Section 18. Energy Conservation.
To the extent applicable, the Recipient agrees to comply with the North Carolina Energy Policy Act
of 1975 (N.C.G.S. 113B) issued in accordance with the Energy Policy and Conservation Act, as
amended, 42 U.S.C. §§ 6321 et seq.
Section 19. Charter Service Operations.
FTA defines charter service under (49 CFR Part 604.3 (c -h) as Transportation provided by a
recipient at the request of a third party for the exclusive use of a bus or van for a negotiated price.
Charter service does not include any form of demand - response transportation. The Recipient
acknowledges that Federal and State rules and regulations prohibit the provision of charter service
using FTA funded equipment and facilities if a registered private charter operator expresses
interest in providing the service. Beginning July 30, 2008, all grantees providing charter service
under the exceptions shall post the required records on the FTA charter website quarterly using
TEAM within 30 days of the end of each calendar quarter. NCDOT requires that any sub - recipient
wishing to provide charter service must comply with the procedures in the Final Rule on Charter
Service. NCDOT must be notified via email or postal service that a request for charter service
exception is being submitted to FTA, including all supporting documentation. The Recipient agrees
that neither it nor any public transportation operator performing work in connection with a Project
financed under 49 U.S. C. chapter 53 will engage in charter service operations, except as authorized
by 49 U.S. C. 53 5323 (d) and FTA regulations, "Charter Service, "49 C.F. R. Part 604, and any
subsequent Charter Service regulations or FTA directives that may be issued, except to the extent
that FTA determines otherwise in writing. Any charter service agreement required by FTA
regulations is incorporated by reference and made part of this Agreement for the Project. The
Recipient understands and agrees that in addition to any remedy specified in the charter
agreement, if a pattern of violations of that agreement is found, the violator will be barred from
receiving Federal transit assistance in an amount to be determined by FTA or U.S. DOT.
Section 20. School Transportation Operations.
The Recipient agrees that neither it nor any public transportation operator performing work in
connection with a Project financed with Federal or State funds will engage in school transportation
operations for the transportation of students or school personnel exclusively in competition with
private school transportation operators, except as authorized by 49 U.S.C. §§ 5323(f) or (g), as
applicable, and FTA regulations, "School Bus Operations," 49 C.F.R. Part 605, and any subsequent
School Transportation Operations regulations or FTA directives that may be issued. Any school
transportation operations agreement required by FTA regulations is incorporated by reference and
Page 14 of 18
made part of this Agreement for the Project. The Recipient understands and agrees that if it or an
operator violates that school transportation operations agreement the violator will be barred from
receiving Federal or State transit assistance in an amount to be determined by the Department.
Section 21. Metric System.
As practicable and feasible, the Recipient agrees to accept products and services with dimensions
expressed in the metric system of measurement.
Section 22. Substance Abuse.
To the extent applicable, the Recipient agrees to comply with the following Federal substance abuse
regulations:
a. Drug -Free Workplace. U.S. DOT regulations, "Government wide Requirements for Drug -Free
Workplace (Financial Assistance), 49 C.F.R. Part 32, that implement the Drug -Free
Workplace Act of 1988, 41 U.S.C. §§ 701 et seq.
b. Alcohol Misuse and Prohibited Drug Use. FTA regulations, "Prevention of Alcohol Misuse
and Prohibited Drug Use in Transit Operations," 49 C.F.R. Part 655, that implement 49 U.S.C.
§ 5331.
Section 23. Seat Belt Use.
In accordance with Executive Order No. 13043, "Increasing Seat Belt Use in the United States," April
16, 1997, 23 U. S. C. § 402 note, the Recipient is encouraged to adopt and promote on- the -job seat
belt use policies and programs for its employees and other personnel that operate company- owned,
rented, or personally operated vehicles, and to include this provision in any third party contracts,
third party subcontracts, or subagreements involving the Project.
Section 24. Protection of Sensitive Security Information.
To the extent applicable, the Recipient agrees to comply with 49 U.S.C. § 40119(b) and
implementing U.S. DOT regulations, "Protection of Sensitive Security Information," 49 C.F.R. Part 15,
and with 49 U.S.C. § 114(s) and implementing U.S. Department of Homeland Security,
Transportation Security Administration regulations, "Protection of Sensitive Security Information,"
49 C.F.R. Part 1520.
Section 25. Disputes, Breaches, Defaults, or Other Litigation.
The Recipient agrees that TJCOG has a vested interest in the settlement of any dispute, breach,
default, or litigation involving the Project. Accordingly:
a. Notification to TJCOG. The Recipient agrees to notify TJCOG in writing of any current or
prospective major dispute, breach, default, or litigation that may affect the State
Government's interests in the Project or the State Government's administration or
enforcement of Federal /State laws or regulations. If the Recipient seeks to name the State
Government as a party to litigation for any reason, in any forum, the Recipient agrees to
inform TJCOG in writing before doing so.
b. TJCOG Interest in Recovery. TJCOG retains the right to a proportionate share of proceeds
derived from any third party recovery, except that the Recipient may return any liquidated
damages recovered to its Project Account in lieu of returning the share to TJCOG.
c. Enforcement. The Recipient agrees to pursue all legal rights provided within any third party
contract.
d. TJCOG Concurrence. TJCOG reserves the right to concur in any compromise or settlement of
any claim involving the Project and the Recipient.
e. Alternative Dispute Resolution. TJCOG encourages the Recipient to use alternative dispute
resolution procedures, as may be appropriate.
Page 15 of 18
Section 26. Amendments /Revisions to the Project.
The Recipient agrees that a change in Project circumstances causing an inconsistency with the
terms of this Agreement for the Project will require an amendment or revision to this Agreement
for the Project signed by the original signatories or their authorized designees or successors. The
Recipient agrees that a change in the fundamental information submitted in its Application will also
require an Amendment to its Application or this Agreement for the Project. The Recipient agrees
that the project will not incur any costs associated with the amendment or revision before
receiving notification of approval from TJCOG. The Recipient agrees that any requests for
amendments and or revisions will be submitted in accordance with the policies and
procedures established by TJCOG.
Section 27. Information Obtained Through Internet Links.
This Agreement may include electronic links /Web site addresses to Federal /State laws, regulations,
and directives as well as other information. The Department does not guarantee the accuracy of
information accessed through such links. Accordingly, the Recipient agrees that information
obtained through any electronic link within this Agreement does not represent an official version of
a Federal /State law, regulation, or directive, and might be inaccurate. Thus, information obtained
through such links is neither incorporated by reference nor made part of this Agreement. The
Federal Register and the Code of Federal Regulations are the official sources for regulatory
information pertaining to the Federal Government.
Section 28. Severability.
If any provision of this Agreement for the Project is determined invalid, the remainder of that
Agreement shall not be affected if that remainder would continue to conform to the requirements of
applicable Federal /State laws or regulations.
Section 29. Termination of Agreement.
a. TJCOG. In the event of the Recipient's noncompliance with any of the provisions of this
Agreement, TJCOG may suspend or terminate the Agreement by giving the Recipient thirty
(30) days advance notice. Any failure to make reasonable progress on the Project or
violation of this Agreement for the Project that endangers substantial performance of the
Project shall provide sufficient grounds for TJCOG to terminate the Agreement for the
Project. In general, termination of State assistance for the Project will not invalidate
obligations properly incurred by the Recipient before the termination date to the extent
those obligations cannot be canceled. If, however, the department determines that the
Recipient has willfully misused State assistance by failing to make adequate progress, failing
to make reasonable and appropriate use of Project property, or failing to comply with the
terms of this Agreement for the Project, TJCOG reserves the right to require the Recipient to
refund the entire amount of State assistance provided for the Project or any lesser amount
as TJCOG may determine. Expiration of any Project time period established for the Project
does not, by itself, constitute an expiration or termination of the Agreement for the Project.
The Department, before issuing notice of Agreement termination, shall allow the Recipient a
reasonable opportunity to correct for noncompliance. Upon noncompliance with the
nondiscrimination section (Section 8) of this Agreement or with any of the said rules,
regulations or orders, this Agreement may be cancelled, terminated, or suspended in whole
or in part and the Recipient may be declared ineligible for contracts in accordance with
procedures authorized in Executive Orders No. 11246 and No. 11375, and such other
sanctions may be imposed and remedies invoked as provided in the said Executive Order or
by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law.
Page 16 of 18
b. The Recipient. The Recipient may terminate its participation in the Project by notifying and
receiving the concurrence of TJCOG thirty (30) days in advance of the termination.
Section 30. Contract Administrators.
All notices permitted or required to be given by one Party to the other and all questions about this
Agreement from one Party to the other shall be addressed and delivered to the other Party's
Contract Administrator. The name, postal address, street address, telephone number, fax number,
and email address of the Parties' respective initial Contract Administrators are set out below. Either
Party may change the name, postal address, street address, telephone number, fax number, or email
address of its Contract Administrator by giving timely written notice to the other Party.
Section 31. Federal Certification Regarding Lobbying.
The Recipient certifies, by signing this Agreement, its compliance with Subsection 3d of this
Agreement.
Section 32. Federal Certification Regarding Debarment.
The Recipient certifies, by signing this Agreement, its compliance with Subsection 3b of this
Agreement.
Section 33. Federal Certification Regarding Alcohol Misuse and Prohibited Drug Use.
As required by FTA regulations, "Prevention of Alcohol Misuse and Prohibited Drug Use in Transit
Operations," at 49 CFR part 655, subpart I, the Recipient certifies, by signing this Agreement, that it
has established and implemented an alcohol misuse and anti -drug program, and has complied with
or will comply with all applicable requirements of FTA regulations, "Prevention of Alcohol Misuse
and Prohibited Drug Use in Transit Operations," 49 CFR part 655, and Section 22 of this Agreement.
Page 17 of 18
IN WITNESS WHEREOF, this Agreement has been executed by TJCOG, an agency of the State of
North Carolina, and the Recipient by and through a duly authorized representative, and is effective
the date and year first above written.
RECIPIENT'S LEGAL NAME: Orange County
RECIPIENT'S FEDERAL TAX ID NUMBER: 566000327
RECIPIENT'S FISCAL YEAR END: July 1, 2018 - June 30, 2019
SIGNATURE:
PRINTED NAME: Bonnie B. Hammersley
PRINTED NAME: Donna Baker
TITLE: County Clerk
Triangle J Council of Governments
SIGNATURE:
PRINTED NAME: Lee Worsley
TITLE: Executive Director
ATTEST: W
PRINTED NAME: Judy Weller
TITLE: Finance Director
Page 18 of 18
(a) TRIANGLE J COUNCIL OF GOVERNMENTS
World Class Region
May 18, 2018
Mr. Theo Letman
Orange County Public Transportation
131 West Margaret Lane, PO Box 8181
Hillsborough, NC 27278
RE: FY18 -2019 Orange County Transportation Demand Management (TDM) Grant Award
Dear Mr. Thompson,
The North Carolina Department of Transportation, Durham - Chapel Hill- Carrboro Metropolitan Planning
Organization, and Triangle J Council of Governments have approved a total budget In the amount of $62,014 for
Orange County's Transportation Demand Management (TDM) program activities.
A contract for the project agreement between Orange County and Triangle J Council of Governments as well as the
approved project budget' has been sent via email. Once you have determined that the contract Is acceptable,
please sign and mall two copies to Jenny Halsey, TJCOG, 4307 Emperor Bind, Suite 110, Durham, NC27703. We
will execute them and mail one back to you. Agreements must be fully executed prior to expenditure of funds. We
encourage everyone Involved in the program to familiarize themselves with the agreement's terms and conditions.
Your invoice and quarterly report templates will be sent via email In June.
The funding amount, period of performance, reimbursement percentage, and contract number are as follows:
Period of Performance: July 1, 2018 —June 30, 2019
Contract Number: TDMOC19
Total Budget: $62,019
Reimbursement Percentage: 50%
Grant: $31,010
Local Match: $31,009
Please contact Andrea Ellers at aellers @=g&ra or 919- 558 -2705 if you have any questions regarding financial
management of this project.
Sincerely,
Lee Worsley
Executive Director
Triangle J Council of Governments
1 Please note that any minor discrepancies between the funds listed in your budget, award letter, and contract are due to rounding.
Refer to this award letter for the accurate breakdown of the total budget, local match, and grant reimbursement amounts.
4307 Emperor Boulevard, Suite 110, Durham, NC 27703
www.gcog.org
919.549.0551
Fax: 919.549.9390
Project Nbr:l
PROPOSED PROJECT BUDGET
ADMINISTRATIVE EXPENSES (Dept. 4521
Applicant Orange County
Object
Code Title Total Cost
G371
G372
G373
Marketing (paid ads, marketing firm, etc.)
Promotional Items
Describe -
Other:
G380 - Computer Support Services (contracted)
G381 Computer programming services
G382 Computer support/technical assistance
G390 - Other Services
G399 Other:
G430 - Lease of Equipment
G431 Lease of Reproduction equipment
G432 Lease of Postage Meter
G433 Lease of Communications equipment (includes radio, cable lines and
antennae)
G439 Other:
G440 - Service and Maintenance Contracts
G443 Reproduction equipment
G449 Other:
G480 - Indirect Costs
Central services: (CTP2010 budget direct cost base) X (percentage rate)
G481 I X r I Maximum Eligible $0
'rior approval of Indirect Cost Percentage Rate required.
'lease submit indirect agreement with application.
G490 - Other Fixed Charges
G491 Dues and subscriptions
Describe:
TOTAL SALARIES & FRINGES:
TOTAL OTHER ADMINISTRATIVE EXPENSES:
TOTAL ALL ADMINISTRATIVE EXPENSES:
Administrative Budget
Page 4
$ 500.00
$ 335.00
$575
$56,312
$5,707
L__ $62,019
FYI Transportation Demand Management Program Grant Application
Project Nbr:l
PROPOSED PROJECT BUDGET
ADMINISTRATIVE EXPENSES (Dept. 4521)
Applicant Orange County
Object
Code Title
Total Cost
$2,969
G120 - Salaries and Wages
G121 Full -time employees
G122 Overtime
G125 Part-time (receives benefits)
G126 Temporary and part-time (receives no benefits)
G127 Longevity
Subtotal Salaries:
$2,911
$38,812
$0
$0
$38,812
G180
G181
G182
G183
G184
G185
G186
G189
- Fringe Benefits
Social security contribution (7.65% of total salaries)
Retirement contribution; total salaries X participating percentage
--► 38,8121 X 1 7.500%1
Hospitalization insurance; ins. cost/month X the no. of FTE
---o,.1807 1 X 1 1.00
Disability insurance; cost/month X the no. of employees.
X 1 1.00
Unemployment compensation
Workers compensation
Other: Dental Insurance ($366), Life Insurance ($105), Employer 41
Subtotal Fringe:
TOTAL SALARY & FRINGE:
$2,969
$2,911
$9,684
$0
$1,936
$17,500
$56,312
G190
G199
- Professional Services
Other:
G200 - Supplies and Materials
G261 Office supplies and materials
G291 Computer supplies
G300 - Travel and Transportation (other than employee development)
G311 Travel: Anticipated trips: ACT Conference ($2700), Local travel to regi( $3,200
G312 Travel subsistence
G314 Vehicle rental (does not include vehicles for providing contracted services)
G320
G321
G322
G325
G329
- Communications
Telephone service (includes mo. phone, modem, fax and cellular service)
Internet Service Provider Fee -Name:
Postage
Other:
G340 - Printing and Binding
G341 Printing and reproduction
G349 Other:
G370 Advertising /Promotion
Administrative Budget
Page 3
1 $9971
1 $1001
FY19 PROPOSAL NARRATIVE
Please format your application following the outline below. The elements listed under
each item are REQUIRED.
OVERVIEW OF PROGRAM
Background: Include a brief description below of the organization and program.
Starting in November of 2017, The Orange County Commuter Options (OCCO) Program was launched as
the point of contact for county staff and local businesses who want to use alternative commuting
methods. The OCCO Program connects Hillsborough commuters and Orange County staff to resources
and best practices from across the Triangle to make sure that each person has the most convenient and
well- informed options possible. This includes providing information on transit routes, and new routes to
come from Orange County Public Transportation (OCPT) and GoTriangle. The OCCO Program also
promotes STRNC to help establish vanpools and carpools, and works with the Human Resources
department to offer flex or compressed schedules to those employers who qualify. OCCO will continue to
promote the Telework program and provide training for approved applicants. As a final example, the
OCCO Program works with the local Bicycle Safety Task Force to develop and promote biking and
walking options.
Orange County's support for TDM programming precedes the creation of the OCCO program and has
enabled the new program to come up to speed quickly. With the adoption of the "Environmental
Responsibility Goal" in 2005 committed the County in part to "Implement programs that monitor and
improve local and regional air quality by promoting public transportation options and incentives within the
County that increase connectivity and decrease dependence on personal vehicles." Additionally, the
County created a complete Telework program (a package of administrative rules, forms, and trainings) in
the Fall of 2016. This alternative commute service for County employees was created and implemented
through collaboration between Human Resources and the County Sustainability Program.
Staff Members: Provide the staff members working on the project and an estimate of the percentage of
each staff member's time that will be spent on each major task.
The OCCO Program is headed by the Orange County Transportation Demand Management (TDM)
Coordinator, Allyson Coltrane with shared oversight by the Orange County Sustainability Coordinator,
Brennan Bouma, and Orange County Public Transportation's Transit Director, Theo Letman.
Identify Geographic Region /Hotspot(s):
As illustrated in Figures 1 and 2, Orange County is one of a few large employers with multiple worksites,
many of which are concentrated within Hillsborough (Hotspot 11, in Figure 2) though others fall within or
near other commuter hotspots in Orange County. The OCCO program works with all employers in
Hotspot 11 and with all Orange County staff throughout the County.
Figure 1: Principal Employers in Town of
Hillsborough
Employer
Town Population
Orange County Schools *
20.14%
Orange County Government *
14.81%
Sports Endeavors, Inc.
6.84%
PH E
5.46%
Triangle J
Council of Governments
Wal -Mart Associates Inc.
5.22%
Brookshire Nursing Center
2.34%
Builders First *
1.95%
UNC Hospital
1.65%
The Home Depot
1.57%
Piedmont Electric
1.56%
iorn
Total
61.54%
Source: Town of Hillsborough FY18 Annual Budget
* Facilities all or partly owned by Orange County.
Figure 1: Principal Employers in Town of Hillsborough. Excerpt
from Town of Hillsborough FY18 Annual Budget
WORK LOCATION OF ALL DAILY TRIPS TO WORK
Buildings and Department Locator Map
(Orarg=_ Ccurt; NC Facilities Lccatcrj
\_
I 7a
H
OCCO Program and provides guidance, supervision, information, and
E
J
Willow
Hi ou
OCPT has a long history of providing reliable transit service to both urban
i
+f�
iorn
Eno
Windy
Hill Farm
offered by GoTriangle.
nb 75'
)el Hill
4
el4oz.ad
47
48
them to County staff and partners at the Town of Hillsborough, Carrboro
n
Tn
17 55 \Y7 CI7 of
i
Calva 34 43
1�
'46 1
1 Sy' ds
isa)
51
1 1 48 45
Ill
Figure 2: Alignment of Orange County commuter hotspots and Orange County facility locations
(LEFT — section of Map of Triangle Work Cluster TAZs and RIGHT — section of Orange County NC Facilities
Locator map).
Stakeholder Support: List project partners, including departments within your organization whose staff
are not funded by the grant, and their roles /contributions for your TDM program.
Stakeholder
Roles /Contributions:
1. Orange County
Orange County Public Transportation is the administrative home for the
Public
OCCO Program and provides guidance, supervision, information, and
Transportation
resources to support its success.
OCPT has a long history of providing reliable transit service to both urban
and rural areas of Orange County and has consistently connected Orange
County residents and staff to the regional alternative commute programs
offered by GoTriangle.
2. Orange County
The Orange County Sustainability Program provides guidance and
Sustainability
supervision to the Orange County TDM Coordinator helping to connect
Program
them to County staff and partners at the Town of Hillsborough, Carrboro
and Chapel Hill.
Triangle J
Council of Governments
3. Orange County
With the Transportation Planner's active involvement in regional
Planning and
transportation planning with the MPOs and RPOs he /she is able to explain
Inspections
the policy context behind the TDM Coordinator's work and connects them
Department
with key outreach opportunities. They also facilitate the inclusion of TDM
issues /activities on Planning Commission, County Commission, and
MPO /RPO agendas.
The Orange County Planning & Inspections Department has a long history
of ing TDM in the 2030 Comprehensive Plan and ongoing efforts.
4. Orange County
The Human Resources Department has been a key collaborator in the
Human Resources
development and administration of the County's initial TDM initiatives
(telework program, STRNC, subsidized bus passes, etc.), and their
"Commuter Benefits" webpage is an internal companion resource for
County staff beyond the public- facing OCCO program webpage.
Human Resources and the Orange County TDM Coordinator coordinate
their efforts with to share the administration of the current TDM initiatives
em to ees.
5. Orange County
The Public Relations office directs Orange County's overall branding and
Public Relations
media relationships. The OCCO Program will continue to leverage their
communications experience and design skills to better tailor their
messaging to Orange County staff and Hillsborough businesses.
6. Hillsborough /
Building a relationship with the Hillsborough / Orange County Chamber of
Orange County
Commerce has been mutually beneficial, as the OCCO Program can
Chamber of
connect Hillsborough businesses to free commuter options programs and
Commerce
the Chamber can help introduce the OCCO Program as a partner.
7. Town of
Much of the work of the proposed OCCO Program is focused on outreach
Hillsborough
within Hillsborough's jurisdiction, so the Town is a key partner in ensuring
TDM activities are appropriately coordinated and relevant to areas of
greatest need /opportunity. The Orange County TDM Coordinator
leverages existing relationships with the Town of Hillsborough Planning
De artment and Public Space Division.
8. Go Chapel Hill
The Orange County TDM Coordinator collaborates with the Chapel Hill
TDM Coordinator leading the Go Chapel Hill Program, to reach Orange
County employees in the two large Orange County facilities with required
Transportation Management Plans (TMPs): The Southern Human
Services Center and the Robert & Pearl Seymour Senior Center. The
Orange County TDM Coordinator serves as the local TMP liaison and
amplifies the messaging from Go Chapel Hill adding information about the
additional commuter support available to Orange County employees. The
Orange County TDM Coordinator also assists in organizing Chapel Hill's
annual TMP Conference.
9. Piedmont Authority
The OCCO program's nearest neighbor is PART. This proximity along with
for Regional
the overlap of our service areas creates good opportunities for partnership
Transportation
and mutual assistance in managing transportation demand.
PART
10. Orange Unified
The OUTBoard is an advisory board composed of residents who have
Transportation
been appointed by Board of County Commissioners who have an active
Board (OUTBoard)
interest in public transportation for Orange County. The Orange County
TDM Coordinator will provide ongoing staff support the OUTBoard, will
attend meetings to keep them update and involved with all campaign
efforts and news. Additionally, the TDM Coordinator will serve as staff
support for the OUTBoard's Bicycle Safety Task Force subcommittee.
Triangle J
Council of Governments
VMT Reduction: Discuss why your organization is the best Service Provider to reduce single- occupant
vehicle commute trips in the hotspot of interest.
Orange County is a large multi -site employer whose primary administrative offices are located in
Hillsborough. Orange County can not only impact the travel patterns of employees in the Hillsborough
hotspot, but at more than 30 staffed facilities across the County. Being a large organization, Orange
County also has the staff and resources to support and benefit from a TDM Coordinator's full -time effort,
without asking them to take on tasks that are outside of their workplan. Furthermore, Orange County
provides transit services to the Town of Hillsborough and throughout the County through Orange County
Public Transportation, which provides more than 50,000 rides per year and is continuing to expand their
fixed -route services in FYI 9. Finally, Orange County has a good working relationship with the Town of
Hillsborough and can integrate their input into our TDM activities efficiently and effectively.
Goals for Core Program Applicants: Discuss any goals that the organization has for the TDM Program.
If the TDM Program does not have goals of its own, cite any organizational or community goals that TDM
strategies in the proposed workplan could help achieve.
In 2016, the Board of County Commissioners (BOCC) created a set of goals to help direct their policy
decisions and the actions of County staff. In January of 2018, the BOCC re- committed themselves to
these Goals, and several of them (as paraphrased below) relate to TDM:
TDM - Related Goals for Orange County:
• Within the Board of County Commissioners (BOCC) Goal #1 (Equitable network of services and
infrastructure), the BOCC has demonstrated its commitment to providing County residents and
staff with access to reliable and low -cost transportation options for commuting to work and other
purposes. The OCCO Program is designed to work with County staff and residents to promote
and manage a package of cost - saving alternative commuter transportation options including bus
transit, telework, carpool /vanpool, and walking /biking. As the additional transit routes proposed by
Orange County Public Transportation become available, this program will help advertise their
availability.
• Within BOCC Goal #5 (Preserve and protect the natural environment) the BOCC indicated an
interest in assisting residents and businesses to prepare for the impacts of climate change. This
program's central purpose is to manage and promote a suite of alternative transportation modes
for Orange County, that will not only decrease the emission of greenhouse gases, but will also
create a more resilient transportation system by increasing transportation options and the
awareness of those options.
• This program is tied into a partnership with other existing local TDM service providers, as well as
the regional TDM service providers at GoTriangle. These partnerships are a recurring area of
emphasis for the County Manager and are a core priority under BOCC Goal #3 (Implement
balanced planning and economic development policies).
Orange County Commuter Options FY19 Program Goals:
• The OCCO Program will lead Orange County to become designated as a Best Workplaces for
Commuters. Afterwards, OCCO will work with the top five businesses to become a part of Best
Workplaces for Commuters as well, including UNC Health Care - Hillsborough Campus.
• To create a bike share program in partnership with the Town of Hillsborough, the County
Planning Department and the Asset Management Services Department, to benefit employers
within the Hillsborough Hotspot.
• To partner with the County's Human Resources Department to enroll Orange County in the
GoPass Program or provide some other type of bus subsidy for employees.
Triangle J
Council of Governments
Returning Applicants Only:
A. Clearly and quantitatively communicate your program's past progress and impacts.
Emphasize quantitative data, multi -year progress, and percentage increases in participation
in services and programs.
The Orange County TDM Coordinator established the OCCO Program November 1st, 2017. In the
first four months, the OCCO website launched on December 1st, 2017 and received 70 page
views its first month. The TDM Coordinator also worked with the County's Public Relations office
to run alternative commuting messages on seven informational monitors across 5 buildings. The
alternative commute messages started on December 14th, 2017 and we estimate that its reach
was 720 people for the month of December. These messages were also posted on the County's
official social media sites.
During this time the TDM Coordinator has established a working relationship with the Town of
Hillsborough's Economic Development Planner and the Hillsborough / Orange County Chamber
of Commerce as a first step in working with the major businesses in town. We are now planning
an annuals Hillsborough - Orange County Chamber of Commerce Traininq LURGh a^�'� -'Le
for Chamber businesses, among other strategic outreach opportunities.
Within the County, the TDM Coordinator joined the Orange County Wellness Committee who
played a major role in launching the Transit Academy held in October of last year. Joining the
Wellness Committee allows the TDM Coordinator to reinforce the idea of TDM and health working
in conjunction with one another. The TDM Coordinator also joined the Orange County
Communicators Committee which brings together all departmental communications staff on a
monthly basis. This has enabled coordinated messaging to broader audiences, and has allowed
direct access to the County Commissioners' Office.
Just days after starting the position, the Orange County TDM Coordinator participated in Orange
County's annual Employee Appreciation Lunch by making employees aware of all their commute
options and provides them with additional information on the commute modes that they were
interested in. Additionally, The TDM Coordinator presented at the Orange Unified Transportation
Board to residents who have been appointed by Board of County Commissioners who have an
active interest in transportation. The Orange County TDM Coordinator has also secured an
ongoing place in New Employee Orientation for the County, reaching 21 new employees to date.
This number is expected to grow to at least 150 new employees by the end of fiscal year.
B. Describe any new or major changes to Top Tasks, activities, or deliverables from what was
proposed in your FY18 proposals. (Applicants do not need to discuss changes to print
materials, advertising, events, promotional items, etc.)
New Employee Orientation: The Orange County TDM Coordinator will present at the County's
New Employee Orientation that is held bi- weekly. This serves as an opportunity to promote
alternative commute modes while new employees are still establishing their commute patterns.
Additionally, the TDM Coordinator will work with both the Human Resources Department and
Orange County Public Transportation to promote the use of employee bus subsidized fare.
"Choose Your Change" Campaign: In an effort to engage students in regional TDM
programming, Orange County will coordinate with the university -based TDM Coordinators across
the Triangle to implement a new "Choose Your Change" campaign in Fall 2018. This Triangle -
wide campaign will combine regional competition with a digital edge to educate students on local
transportation choices and encourage them to try at least one multimodal transportation trip within
a 3 -week timeframe.
Triangle J
Council of Governments 5
Students will be motivated by a campaign- branded promotional item -e-g+# -said in exchange for
their pledge, as well as a sense of competition with other schools in the region. This campaign
will also cultivate a sense of purpose with students by sharing facts on the environmental,
financial, health and time management benefits of using sustainable transportation to get to, from
and around campus and the region.
The Orange County TDM Coordinator will promote the campaign and regional pledge form, by
hosting tabling events, engaging student organizations in peer -to -peer outreach, and by having
ad space as available on Orange County Public Transportation buses and campus
media. Orange County will also work with regional GoTriangle staff to provide personalized
commute assistance to pledge participants during the campaign as well as follow up after the
campaign with a survey to learn about participant experience and encourage students to "Be The
Change" by continuing their use of multimodal transportation and inviting friends and classmates
to join them. The pledge form and follow -up survey will provide Orange County and GoTriangle
with requisite data on the type of transportation used, the number of trips taken and total trip
mileage to calculate VMT reduction.
Lighten Up Campaign: The Orange County TDM Coordinator will be collaborating with TDM
Coordinators from both the Town of Chapel Hill and UNC to distribute lights to the public once
daylight savings starts. All TDM Coordinators will be canvasing bike shops within our Hotspots to
hand out lights to the cyclists who would either stop riding during this darker time of year or not
think about bike - commuting during daylight savings time.
Transit Academy: The Orange County TDM Coordinator will host the Transit Academy. The
Transit Academy will target human service agency staff and their clients, with the goal to leverage
the transit options available to the public to help clients get to human service appointments. The
focus will be to normalize and increase comfort with riding the bus. This will include transferring to
a different bus, loading a bike on to the bus, and what to do if you miss your bus.
Commuter Information Stations: The Orange County TDM Coordinator will create commuter
information stations in Orange County buildings that are visited by a significant number of County
residents and staff. Each station will come with a map of the County's fixed transit routes and
park- and - rides, surrounded by route map brochures. There will also be space that will hold
information about other alternative commute modes (carpool /vanpool, telework, etc), should the
available transit options not fit their particular needs.
Enhanced Performance Metrics: Based on the Draft Triangle Regional TDM Success Plan our
FY19 worklolan includes innovations in enhanced performance trackina.
Outcomes and outputs for marketing efforts and paid advertisements will be compared based on
their unit costs to assess their performance in meeting TDM targets (e.g. $ /page view online,
$ /listener tuning into radio PSA, etc.). Unit effectiveness measures will also be used to measure
the relative impact of different marketing methods, such as the number of STRNC accounts
created per promo item delivered.
Another innovation aligned with the TDM Success Plan that aims to increase the effectiveness of
our work in a dynamic transportation market is tracking external trends to target internal
marketing inputs. For example, in the creation of marketing plans we will be tracking cost data of
various elements of the transportation network (e.g. - fuel prices, bus fares, parking, etc) to help
guide our messaging about which alternative modes might offer the greatest benefits and which
audiences might be most receptive to making a change. Enhanced metrics are listed under the
applicable items in the workplan and are labelled for ease of identification.
Triangle J
Council of Governments
WORKPLAN: DETAILED TASKS &ACTIVITIES
Top Tasks: Include a detailed description of each task below. Include references to the Activities
from the Revised 7 -Year Plan (see Attachment A) that each task helps implement. (Please use the
Activity numbering from Attachment A, not the original 7 -Year Plan.)
Top Task #1: Promotion of Quarterly Regional Campaigns
Description — Promotional activities in this Top Task focus on distributing materials and
messaging related to regionally- coordinated campaigns. This is the distribution of either pre-
existing content or content that was created as part of the marketing work of Top Task #3.
The OCCO Program will fully participate in these quarterly efforts to promote regional services in
a two -step process: 1.) They will participate in planning for these campaigns and coordinate
messaging with regional staff the month before the campaign launches. This includes
participating in the monthly GoPartners meeting and helping to coordinate the Golden Modes
awards; 2.) They will implement the campaign in coordination with regional and local partners,
taking advantage of existing Orange County events and other communication channels to reach
large numbers of County staff and residents (e.g. — Transit Academy, new employee orientation,
Orange County Expo, etc.). Marketing plans for these promotional efforts will be created two
months in advance of implementation as part of Top Task #3. Process improvement feedback will
be provided on an ongoing basis and by request for this process under Top Task #5.
Related Activities from Revised 7 -Year Plan
0 4.2.a Develop and implement detailed marketing plans. - The Orange County TDM
Coordinator will implement marketing plans developed under Top Task #3, to promote
quarterly regional campaigns through all appropriate media channels to reach employees
in the Hillsborough hotspot and Orange County facilities.
■ Proposed Outputs and Outcome Tracking
• One marketing plan will be followed per quarter following NCDOT
guidelines and best practices of partners.
0 Outcomes of following these plans can be measured by how well
the plan fit with the actual process after completion.
• Meet or call all top 5 employers as well as Durham Tech's Orange
County Campus and UNC Health Care - Hillsborough Campus to
promote participation in quarterly regional campaigns.
0 For any employer who plans to participate, they will be asked to
include the Orange County TDM Coordinator on their messaging
for tracking purposes. Wherever possible, the Orange County
TDM Coordinator will participate to take pictures, collect
testimonials, and distribute information and promotional items.
4.2.f Develop and disseminate outreach materials about the success of the TDM
Program - The Orange County TDM Coordinator will collect data on the importance of
TDM efforts and the impacts of the Triangle TDM program in Top Task #3. They will then
use that data to create and distribute persuasive and authoritative messaging about the
benefits of TDM for commuters.
■ Proposed Outputs and Outcome Tracking
• Use local events (i.e. Earth Day, Employee Appreciation Lunch, and
Farm to Fork) to promote the benefits of alternative commuting.
0 Table at four local events held within the County and promote
quarterly campaigns
Triangle J
Council of Governments
0 4.2.j Promote Regional Bike to Work Month. - The Orange County TDM Coordinator
will follow marketing plans created in Top Task #3 to extend the reach of regional Bike to
Work Month campaign, leveraging ongoing efforts by the Sustainability Program and the
Planning and Inspections Department to catalog, map, and improve County bicycle
infrastructure. The TDM Coordinator will also organize and participate in encouragement
efforts to promote bicycling as a commute mode, including bicycle breakfasts, giveaways,
and other incentives.
Proposed Outputs and Outcome Tracking
• One meeting with Orange County Bicycle Safety Task Force to promote
Bike to Work Month and coordinate actions.
• Meet or call all top 5 employers as well as Durham Tech's Orange
County Campus and UNC Health Care - Hillsborough Campus to
promote participation in Bike to Work Month.
o For any employer who plans to participate, they will include the
Orange County TDM Coordinator on their messaging for tracking
purposes. Wherever possible, the Orange County TDM
Coordinator will participate to take pictures, collect testimonials,
and distribute information and promotional items.
• 1 website post with ways to participate
• Participate in 3 in- person events to promote Bike to Work Month.
• 4.3.c Promote TDM through social media -The Coordinator will collaborate with
County Public Relations staff and Communicators Committee to post TDM messaging on
County social media for all quarterly regional campaigns.
■ Proposed Outputs and Outcome Tracking
• 16 Posts on Social Media: 1 per week throughout the month of each
quarterly regional campaign.
• 5.2.a Increase marketing, promotion, and outreach to target areas. - The Orange
County TDM Coordinator will promote quarterly regional campaigns at existing events for
County employees and outreach opportunities within the Hillsborough hotspot throughout
the year such as the existing spring Earth Evening celebration, the summer Orange
County Expo, and the late fall Employee Appreciation Lunch.
■ Proposed Outputs and Outcome Tracking
• Active event participation and distribution of 50 branded promotional
items or informational pieces per event.
5.3.a Provide TDM information for special events. — As previously mentioned, the
OCCO Program will participate in existing large events throughout the year to promote
quarterly regional campaigns, but they will also provide TDM resources such as single -
event ride - matching to facilitate alternative transportation to the events. To reach out to
large event organizers, the Orange County TDM Coordinator will leverage the existing
relationships that have been established by the Solid Waste Management Department for
waste diversion activities. Given the pre- existing focus of these events on sustainable
waste diversion practices, organizers should be receptive to layering in outreach on travel
alternatives for the events.
■ Proposed Outputs and Outcome Tracking
• Meet or call all event organizers to connect them with TDM resources to
create transportation options for attendees.
o For any events that use TDM services, their participation will be
tracked through STRNC or through an after -event
communication /survey.
0 5.6.a Encourage students of driving age to use TDM services, especially during
peak hours. — The Orange County TDM Coordinator will partner with administrators at
Triangle J
Council of Governments
Durham Tech's Orange County Campus to reach out to student commuters to publicize
new and existing transit and ride - sharing options.
■ Proposed Outputs and Outcome Tracking
• Meetings with administrators from Durham Tech's Orange County
Campus will be held before the end of Q1 to plan annual student
outreach opportunities.
• Participate in the "Be The Change" Campaign with the university
partners, to promote alternative commute modes to at least 40 students
at Durham Tech Orange Campus.
• Targeted student messaging will be delivered for the New Year New
Commute and Bike to Work Week Campaigns.
Top Task #2: Promotion of Ongoing Regional and Local Programming
Description — Promotional activities in this Top Task focus on distributing materials and
messaging related to ongoing regional and local TDM programs that are not the focus of the
quarterly campaigns. This is the distribution of either pre- existing content or content that was
created as part of the marketing work of Top Task #3.
The OCCO Program will customize existing regional marketing content and promote participation
in these ongoing programs by Orange County staff and Hillsborough employers. Promotional
activities such as distributing materials and answering questions will take place on an ongoing
basis throughout the year, but to ensure that each ongoing program receives focused attention
there will be an informal promotional drive for each ongoing program every other month. During
these drives, the OCCO Program will focus their messaging on the highlighted program.
One particular focus area will be the promotion of Telework among Orange County staff and
Hillsborough businesses in Q3 and Q4, with the aid of the ongoing Orange County Telework
Program and the regional Telework Toolkit created by TJCOG.
The OCCO website, social media platforms, as well as marketing plans for these promotional
efforts, will be created or updated one month in advance of implementation as part of Top Task
#3. Process improvement feedback will be provided on an ongoing basis and by request for this
process under Top Task #5.
Related Activities from Revised 7 -Year Plan
0 3.5.b Support and market ERH services to existing and prospective patron
companies. - The Orange County TDM Coordinator will reach out to the major
employers in Hillsborough and to Orange County staff to explain and promote the use of
the Emergency Ride Home program. ERH will be a priority as it addresses a primary
obstacle identified by Orange County staff to commuting without their personal vehicle.
■ Proposed Outputs and Outcome Tracking
• Meet or call all top 5 employers as well as Durham Tech's Orange
County Campus and UNC Health Care - Hillsborough Campus to
promote participation. The use of ERH there
• 20 new users will register for ERH.
o Users who register for ERH will be tracked through the STRNC
administrative portal.
0 4.2.a Develop and implement detailed marketing plans. -The Orange County TDM
Coordinator will implement marketing plans developed under Top Task #3, to promote
Triangle J
Council of Governments
quarterly regional campaigns through all appropriate media channels to reach employees
in the Hillsborough hotspot and Orange County facilities.
■ Proposed Outputs and Outcome Tracking
• Present at New Employee Orientation every two weeks to promote
alternative commuting modes to new employers as they are planning the
best way to come into work.
o Present to a minimum of 150 new employees.
• Participate in the "Be The Change" Campaign with the university based
TDM Coordinator/ local service providers, to promote alternative
commute modes to the students at Durham Tech Orange Campus.
o The pledge form and follow -up survey will provide Orange
County and GoTriangle with requisite data on the type of
transportation used, the number of trips taken and total trip
mileage to calculate VMT reduction
o 4.3.c Promote TDM through social media -The Coordinator will collaborate with
County Public Relations staff to post TDM messaging on County social media for all
ongoing local and regional programming.
■ Proposed Outputs and Outcome Tracking
• 16 Posts on social media to promote ongoing local and regional TDM
programming.
Top Task #3: Marketing and Administration
Description — The Marketing Top Task covers all activities done to establish and maintain new
local TDM initiatives and media channels for promotional efforts, as well as the generation of new
content for delivery through those channels. Following the interest of Orange County staff as
documented in the 2015 and 2017 Regional Commute Surveys, the TDM Coordinator will assist
with marketing the new fixed route transit service offered by Orange County Public Transportation
and provide additional staff support to establish and market the subsidized bus pass program.
Marketing materials will also be created to publicize PART and GoTriangle routes connecting to
Hillsborough employers and Orange County worksites such as the Orange- Durham Express and
420 routes. This task also includes marketing and administrative activities for the Orange County
Telework program including supporting the online Telework training and clarifying the registration
process.
The other focus of TDM program interest for County staff in the 2015 and 2017 survey results
was STRNC ride - matching. This will be covered by the promotion of ongoing regional services in
Top Task #2. Marketing plans will be created under this Top Task to guide the promotion of each
quarterly regional campaign in Top Task #1.
The Orange County TDM Coordinator will work closely with regional marketing staff at GoTriangle
to leverage the materials and design templates they've generated to increase the efficiency and
effectiveness of their efforts. They will also lean on the experience of other local service providers
as they share best practices in monthly GoPartner meetings, to optimize marketing efforts with
the most effective media and messaging.
The Orange County TDM Coordinator will create commuter information stations in buildings
operated by Orange County Employees. Each station will come with a map of the County's transit
routes and park and ride lots, surrounded by route map brochures. There will also be space that
will hold information about other alternative commute modes, should the available transit options
not fit their particular needs.
Triangle J
Council of Governments
ILI
Related Activities from Revised 7 -Year Plan
0 3.5.b Support and market ERH services to existing and prospective patron
companies. - The Orange County TDM Coordinator will create or customize materials for
the major employers in Hillsborough and to Orange County staff to explain and promote
the use of the Emergency Ride Home program. ERH will be a priority as it addresses a
primary obstacle identified by Orange County staff to commuting without their personal
vehicle.
■ Proposed Outputs and Outcome Tracking
• ERH materials to hand out created or customized by end of Q1
0 4.2.a Develop and implement detailed marketing plans. - The Orange County TDM
Coordinator will create marketing plans with tracking metrics for each major, regional and
local campaign. The Orange County TDM Coordinator will then create any necessary
content and media channels to extend the reach of unified regional campaigns to the
Hillsborough hotspot and Orange County facilities.
■ Proposed Outputs and Outcome Tracking
One marketing plan will be created per quarter following NCDOT
guidelines and best practices of partners.
• Outcomes of following these plans can be measured by how well
the plan fits with the actual process after completion.
• Enhanced Metric: Outcomes and outputs of these plans will also
be analyzed based on unit costs of reaching the audience (e.g.
$ /page view online. $ /listener tuning into radio PSA, etc.)
o Enhanced Metric: Tracking external trends to target internal
marketing inputs within marketing plans. For example, using
crowd- sourced information on local price trends in fuel and
parking to help guide our messaging content and selection of
target audiences. Another example is tracking planned and
unplanned changes to roadway Level of Service to target
marketing.
4.2.d Develop marketing campaigns that increase public awareness of TDM
programs and their benefits. - The Orange County TDM Coordinator will create or
customize marketing materials and content to use in all promotional activities in Top
Tasks #1 and #2. They will work in collaboration with GoTriangle leverage the experience
of other TDM Coordinators to customize and amplify existing marketing campaigns for
Hillsborough employers and Orange County employees. In the creation of materials
specific to Durham Tech's Orange County Campus and UNC Health Care - Hillsborough
Campus the TDM coordinator will coordinate messaging with the TDM Coordinators for
Wake Technical Community College and for UNC - Chapel Hill. The TDM Coordinator will
assist with marketing the new fixed route transit service offered by Orange County Public
Transportation and provide additional staff support to establish and market the subsidized
bus pass program. This task also includes the marketing and administrative activities for
the Orange County Telework program including supporting the online Telework training
and clarifying the registration process.
■ Proposed Outputs and Outcome Tracking
• Information on new routes will be delivered to 10 employers and all
County departments within the end of the quarter that the route started
in.
• Ridership will increase 5% from baseline on new routes and 2% on
existing routes.
0 4.2.f Develop and disseminate outreach materials about the success of the TDM
Program. - The Orange County TDM Coordinator will collect data on the importance of
Triangle J
Council of Governments
a
TDM efforts and the impacts of the Triangle TDM program in Orange County. They will
then use that data to create and distribute persuasive and authoritative messaging about
the benefits of TDM for commuters.
■ Proposed Outputs and Outcome Tracking
• Use local events (i.e. Earth Day, Employee Appreciation Lunch, and
Farm to Fork) to promote the benefits of alternative commuting.
• Table at four local events held within the County and discuss
ongoing initiatives.
• Create material that can be discussed during both the BOCC
annual retreat and an event hosted by Hillsborough / Orange
County Chamber of Commerce.
4.2.j Promote Regional Bike to Work Month. - The Orange County TDM Coordinator
will create marketing plans to extend the reach of unified regional Bike to Work Month
campaign, leveraging ongoing efforts by the Sustainability Program and the Planning and
Inspections Department to catalog, map, and improve County bicycle infrastructure. The
TDM Coordinator will customize regional bicycle commute marketing materials, and
create their own as necessary.
■ Proposed Outputs and Outcome Tracking
• Work with the Bicycle Safety Task Force to promote safe bicycling
practices. Additionally, incorporate the videos created for that promotion
during the Lighten Up Campaign.
o Present road sharing videos to potential riders during the Lighten
up Campaign.
• Work with the local bike shop to promote bike month, provide
demo /discounts
4.3.b Seek placements in traditional media (TV, print, radio) for current events
and /or feature stories. - The Orange County TDM Coordinator will collaborate with
County Public Relations staff to seek appropriate placements in local news media such
as the News of Orange, WCHL radio, and the Triangle Business Journal. (as these media
outlets serve the targeted areas of Hillsborough and Orange County, this task also
relates to 5.2.a Increase marketing, promotion, and outreach to target areas.)
■ Proposed Outputs and Outcome Tracking
• 12 free or paid media placements throughout the year.
Enhanced Metric: Outcomes of these media placements will also be - - - Formatted: Bulleted + Level: 4 + Aligned at: 1.75" +
analyzed based on unit costs of reachinq the audience (e.q. $ /page view Indent at: 2"
online, $ /listener tuning into radio PSA, etc.)
4.3.c Promote TDM through social media - The Coordinator will collaborate with
County Public Relations staff to create TDM messaging content for County social media
for all promotions and to establish new accounts as appropriate.
■ Proposed Outputs and Outcome Tracking
• Content will be created for promotion through social media
o 50 Posts on Social Media, 1 per week throughout the year.
4.4.a Develop regional commute tracking and rewards program. - The Orange
County TDM Coordinator will promote the use of the County's existing customized
ShareTheRideNC page and its embedded commuter log and GoPerks rewards system to
track and reward the actions of TDM program participants.
■ Proposed Outputs and Outcome Tracking
20 new registrants on STRNC
Triangle J
Council of Governments
W
0 4.5.c Develop and customize outreach materials for government decision makers. -
The Orange County TDM Coordinator will develop outreach materials and presentations
tailored to the Board of Orange County Commissioners (BOCC), and will deliver them as
part of their Public Relations work under Top Task #4. They will leverage existing
opportunities to interact with the Board, such as the annual Orange County Sustainability
and Environmental Responsibility Goal update.
• Proposed Outputs and Outcome Tracking
• 2 TDM presentations or formal information items created and delivered
to elected officials.
0 4.5.d Develop and customize outreach materials for business decision makers. -
The Orange County TDM Coordinator will develop outreach materials and presentations
tailored to the Hillsborough business community, and will deliver them as part of their
Public Relations work under Top Task #4. They will leverage existing opportunities to
interact with these businesses, such as the regular events run by the Hillsborough /
Orange County Chamber of Commerce.
■ Proposed Outputs and Outcome Tracking
• Meetings with all top 5 businesses as well as Durham Tech's Orange
County Campus and UNC Health Care - Hillsborough Campus
o Host an annual Hillsborough - Orange County Chamber of
Commerce Training I „n ^h °„r„ ^ thFOUgh the 14611619OFeUgh ,
QFange County Charnber Of G9MMeFGe that is tailored to
Hillsborough business and explains how to promote alternative
commuting with their organization.
0 5.2.c Conduct individualized employer outreach to targeted employers. - The
Orange County TDM Coordinator will establish a list of the top five employers in
Hillsborough and will establish relationships with them that will allow for direct or indirect
communication with their employees. With this input, outreach will be targeted for the
needs and opportunities of those employees in collaboration with local partners.
■ Proposed Outputs and Outcome Tracking
• Customized content will be created for each of the top 5 employers as
well as Durham Tech's Orange County Campus and UNC Health Care -
Hillsborough Campus.
0 5.2.a Increase marketing, promotion, and outreach to target areas. - The Coordinator
will use data from Orange County's 2015 and 2017 regional Commuter Surveys to create
campaigns targeted towards the stated commuter patterns and interests of Orange
County employees.
■ Proposed Outputs and Outcome Tracking
• Data from the user surveys will be posted on the County TDM website
and referenced in marketing materials to show relevance to Orange
County staff.
• Input from Chamber of Commerce will be followed to customize targeted
materials and information for their members.
0 5.6.a Encourage students of driving age to use TDM services, especially during
peak hours. — The Orange County TDM Coordinator will coordinate messaging with
TDM Coordinators at UNC - Chapel Hill and Wake Tech to reach out to student
commuters to publicize new and existing transit and ride - sharing options. Proposed
Outputs and Outcome Tracking
• Participate in the "Be The Change" Campaign with the university
partners, to promote alternative commute modes to the students at
Durham Tech Orange Campus.
Triangle J
Council of Governments
13
• Targeted student messaging will be created for the New Year New
Commute and Bike to Work Week Campaigns.
Top Task #4: Public Relations
Description — The Public Relations Top Task deals with creating and maintaining relationships
with partners and with program visibility in the transportation planning process. The collaboration
will be an ongoing focus of the Orange County TDM Coordinator, as maintaining a network of
connections to support ongoing and quarterly TDM program initiatives is crucial for their success.
In the summer of 2018, The Orange County TDM Coordinator will collaborate with regional staff
and LSPs to determine the most effective routes for engagement with partners, elected officials,
and transportation planning entities and also set up meetings with all OCCO Program
stakeholders.
The TDM Coordinator will continue their membership in Association for Commuter Transporation
(ACT), and will participate in the ACT conference along with serveral other TDM Coordinators in
the region. Beyond learning and sharing best practices, participating in ACT will help build and
maintain connections for future collaborations.
The nearest neighbor of the OCCO Program is PART. This proximity along with the overlap of our
service areas should create good opportunities for partnership and mutual assistance in
managing transportation demand. Currently, PART's Route 4, the Alamance Burlington Express,
passes within less than a mile of a park and ride at Durham Tech's Orange County Campus
which is across the street from UNC Health Care's Hillsborough Campus. The TDM Coordinator
will explore this and other opportunities to integrate transit systems to increase options for
Orange County commuters.
Related Activities from Revised 7 -Year Plan
o 4.2.f Develop and disseminate outreach materials about the success of the TDM
Program. - The Orange County TDM Coordinator will collect data on the importance of
TDM efforts and the impacts of the Triangle TDM program in Top Task #3. They will then
use that data to highlight the importance of TDM for partners, elected officials and
transportation planning entities.
■ Proposed Outputs and Outcome Tracking
• 4 meetings with transportation planning entities
4.5.c Develop and customize outreach materials for government decision makers. -
The Orange County TDM Coordinator will develop outreach materials and presentations
tailored to the Board of Orange County Commissioners (BOCC) under Top Task #3 and
will deliver them as part of their public relations work. They will leverage existing
opportunities to interact with the Board, such as the annual Orange County Sustainability
and Environmental Responsibility Goal update. Specifically for Q1The Orange County
TDM Coordinator will also serve as an ongoing point of contact and source of commuter
information for the BOCC and any other Orange County local government official.
■ Proposed Outputs and Outcome Tracking
• 2 informational updates to elected officials
o 4.5.d Develop and customize outreach materials for business decision makers. —
The Orange County TDM Coordinator will establish relationships with the Hillsborough /
Orange County Chamber of Commerce and other partners and leverage their knowledge
and established business connections to create useful and relevant TDM materials for
the local business community.
• Proposed Outputs and Outcome Tracking
Triangle J
Council of Governments 14
• Meetings with all top 5 businesses as well as Durham Tech's Orange
County Campus and UNC Health Care - Hillsborough Campus
o Host an annual Hillsborough - Orange County Chamber of
Commerce Training
5.2.c Conduct individualized employer outreach to targeted employers. - The
Orange County TDM Coordinator will establish a list of the top five employers in
Hillsborough and will establish relationships with them that will allow for direct or indirect
communication with their employees through a designated transportation coordinator.
With their input, outreach will be targeted for the needs and opportunities of those
employees in collaboration with local partners. OCCO will use outreach materials and
presentations tailored to the Hillsborough business community under Task #3.
■ Proposed Outputs and Outcome Tracking
• Meetings with all top 5 businesses as well as Durham Tech's Orange
County Campus and UNC Health Care - Hillsborough Campus.
o Create materials tailored to each business.
o 5.6.a Ensure students are aware of and encouraged to use TDM services during
peak hours. - The Orange County TDM Coordinator will establish contact with the
Durham Tech Orange County Campus in Hillsborough to reach out to students to inform
and encourage the use of alternative commute modes.
■ Proposed Outputs and Outcome Tracking
• Outreach to Durham Tech quarterly to update their information on TDM
services for their students and track participation.
Top Task #5: Monitoring, Reporting, and Process Improvement
Description — The Orange County TDM Coordinator will evaluate the effectiveness of their output
and track all measurable outcomes of their activities. Given the critical role of tracking and
reporting program performance to justify the OCCO Program as well as the Triangle TDM
Program overall, the Orange County TDM Coordinator will make this a Top Task. They will also
take time to participate in making improvements to regional TDM services, and critically assess
their own programs, using the data they collect to make process improvements.
At the end of each quarter, the Orange County TDM Coordinator will submit a quarterly report,
which will include tracking data on program participation and the estimated impact of marketing
and promotional campaigns within that quarter. Tracking measurable indicators of TDM program
success will improve future campaigns and programs.
Related Activities from Revised 7 -Year Plan
o All activities have a measurable component and will be tracked and reported on to
measure program performance and achieve process improvement, _ _ _ Formatted: Font: Not Bold
Notes on Revisions to Budget:
Updates to Fringe Benefits:
• G183 - The County is swtiching from United Healthcare to Blue Cross and Blue Sheild so this
cost,goes from $729 to $807.
G189 — Dental insurance rates have increased from $337 to $366 per year. We have removed the $750
performance bonus from longevity and added it to G 1 89.Correcting Longevity Line Item:
• G127 - We have removed the $750 performance bonus from lonaevitv and added it to G189.
Updated cost of phone service
Triangle J
Council of Governments
15
• G321 - Cellular Phone Service costs increased from $420 per year to $577. The cost for office
phone service remained the same at $420. The total line item therefore changes from $840 to
$997.
Choose Your Change E -gift card funding reapportionment
• G371 - Removed $250 for e -gift cards now that then are unapproved, the role of these e -gift
cards in the Choose Your Change campaign will be replaced by branded promotional items.
Hillsborough- Orange County Chamber of Commerce Lunch - and -Learn Clarification:
• G371 - The remaining $500 covers the cost for a training hosted by the Hillsborough- Orange
County Chamber of Commerce for its member companies. This is a flat rate for the training, paid
to the Chamber of Commerce and not to a food - provider. The only training package the Chamber
offers which enables direct communication to a group of Chamber members is their "Lunch -and-
Learn" series. This is a flat rate paid to the Chamber regardless of the number of registered
participants, or whether the Chamber has found another sponsor to cover their costs for
purchasing lunch. To futher clarify the matter we have generalized the wording of our budget
request to "Hillsborough - Orange County Chamber of Commerce Training ".
Additional Line Item Changes:
• G341 Reduced from $700 to account for part of $865 in increased fringe benefit costs. $100
should still allow for commuter information kiosk maintainance.
• G372 Reduced from $600 to account for part of $865 in increased fringe benefit costs. 335
should still allow for purchase of basic choose your change promotional items.
Triangle J
Council of Governments
16
TRIANGLE TDM GRANT PROGRAM
F1'19 Workplan Timetable
t Name: Orange County Commuter Options (OCCO), Hillsborough (Hotspot #11)
Lator Name: Allyson Coltrane
Summarize activities related to each Top Task in the cell corresponding to the month in which they will occur
u s
u
J y
Au st
August
Se tember
p
October
November
December
January
February
March
April
May
2017
2017
2017
2017
2017
2017
2018
2018
2018
2018
2018
j
(Q1)
(Q1)
(Q1)
(Q2)
(Q2)
(Q2)
(Q3)
(Q3)
(Q3)
(Q4)
(Q4)
New Employee Orientation; Present bi- weekly on the benefits of alternative commuting, regional campaigns, and information about the OCCO program
irnments
(Q1)
(Q22)
(Q3)
(Q4)
Golden
Golden
Golden
Golden
New Year,
New Year,
New Year,
Telework
Telework
Bike to Work
Bike to Wo
j
Modes; Plan
Modes; Plan
Modes; Plan
Modes;
New
New
New
Week; Plan
Week;
Week; Plan
Week;
and
and
and
Implement
Commute;
Commute;
Commute;
and
Implement
and
Implement
coordinate
coordinate
coordinate
Campaign
Plan and
Plan and
Implement
coordinate
Campaign
coordinate
Campaign
messaging
messaging
messaging
coordinate
coordinate
Campaign
messaging
messaging
d
with regional
with regional
with regional
Chapel Hill
messaging
messaging
°
with regional
Earth Evening
with regional
staff.
staff.
staff.
TMP
with regional
with regional
staff
Celebration;
staff
Conference
staff.
staff.
Telework
Create and
q
Employee
Assist Go
Week; Plan
provide TDM
Farm to Fork;
Appreciation
Chapel Hill in
Be The
and
information
Create and
s
Lunch; Create
organizing
Change
coordinate
for travel
provide TDM
and provide
and delivering
Campaign;
messaging
alternatives
information
TDM
their
Plan and
with regional
for the event.
for travel
information
mandatory
Coordinate
staff
alternatives
for travel
annual
event with
for the event.
alternatives
meeting
Durham Tech
for the event.
New Employee Orientation; Present bi- weekly on the benefits of alternative commuting, regional campaigns, and information about the OCCO program
irnments
New Employee Orientation; Present bi- weekly on the benefits of alternative commuting, regional campaigns, and information about the OCCO program
1 ments
(Q1)
(Q2)
(Q3)
(Q4)
STRNC
Subsidized
Lighten Up
ERH
Transit
Telework
Telework
Programming
Bus Pass
Campaign;
Programming
Sweetheart
Program
Program
Promotion;
Program
Plan and
Promotion;
Day; Plan and
Initiative
Initiative
Drive to
Initiative
coordinate
Drive to
coordinate
Promotion;
Promotion;
increase
Promotion;
event with
increase
event with
Use TJCOG
Use TJCOG
awareness of
Drive to
UNC & Town
awareness of
OCPT
Telework
Telework
the program
increase
of Chapel Hill
the program
Toolkit in a
Toolkit in a
and to
awareness of
and to
drive to
drive to
encourage
the program,
encourage
increase
increase
community
number of
community
awareness
awareness of
usage.
GoPass given
usage.
and usage of
the program
out, and to
Telework
and to
encourage
i
encourage
community
community
usage.
usage.
Share the Ride NC ( STRNC); Respond to questions from the County, community and elected officials. Generate content and promote usage of program.
Best Workplaces for Commuters (BWC); Show how Orange County has met the standard of excellence in terms of transit and telework options, alternative commuting infrastructure
partnerships with other entities in the region. After meeting the standard of excellence and becoming a BWC, reach out to major employers with information on how to receive this
Emergency Ride Home (ERH) Services; Respond to County and community concerns surround ERH and ensure ERH infrastructure availability to employers.
Orange County Telework Program; Coordinate telework trainings so employees can become eligible to telework and promote the benefits of telework to County and community
Orange County Subsidized Bus Pass Program; Increase the number of GoPasses offered to employees, implementing a pretax benefit for commuters
New Employee Orientation; Present bi- weekly on the benefits of alternative commuting, regional campaigns, and information about the OCCO program
1 ments
(Q1)
(Q2)
(Q3)
(Q4)
TDM
TDM
Market New
Market New
New Year,
Website
Telework
Website
Bike to Work
BWC
BWC
Benefits
Benefits;
OPT Routes;
OPT Routes
New
Development;
Week; Create
Development;
Week; Create
Marketing;
Marketing;
Analysis;
Create
Create
and relevant
Commute;
Update
marketing
Update
marketing
Create
Create
Collect data
outreach
campaign and
GoTriangle
Create
existing
plan.
existing
plan
materials to
materials tc
on the
materials on
place in
and PART
marketing
Orange
Orange
describe the
describe the
importance of
the
traditional
Routes;
plan.
County
GoTriangle
County
Orange
program and
program ar
TDM efforts
importance of
media
Implement
Commuters
and Orange
Commuters
County ERH
benefits for
benefits for
within Orange
TDM efforts
(including
tracking
Orange
Options
County TDM
Options
Marketing;
use in
use in
County.
within Orange
News of
measurements
County
Program
Website
Program
Create
program
program
County.
Orange and
for success of
Telework
website
Marketing;
website
materials to
promotion.
promotion.
the Triangle
campaign
Program;
(to done bi-
Create
(to done bi-
describe the
Work with
Work with
Golden
Business
Create
weekly)
materials to
weekly)
program and
local
local
Modes; Create
Journal) and
materials to
describe the
benefits for
businesses to
businesses 1
marketing
digital media.
describe the
program and
use in
get them to be
get them to
plan.
program and
benefits for
program
a BWC
a BWC
benefits for
use in
promotion.
member.
member.
use in
program
program
promotion.
promotion.
Create/Update Website and Social Media; Ensure that social medias and TDM- related websites are up -to -date with promotion initiative dates /information and ongoing programs da
Message Monitors; Create marketing message for all relevant commute options for county staff and public.
Radio Ads; Promote local businesses who meet or surpass the BWC standards.
Collaboration with Orange County Public Relations Staff for Marketing and Web Development Materials; Create materials for promotion of Quarterly Campaigns and ongoing prog
overall TDM message.
irnments
(Q1) I (Q2) I (Q3) ! (Q4)
Internal Partnerships; Maintain and expand on relationships with Orange County staff and elected officials.
Local Partnerships; Build upon the relationships formed with the Town of Hillsborough and Go Chapel Hill as well as Durham Tech's Orange County Campus and UNC Health Care - H
Chamber of Commerce; Build upon the relationships formed with the Hillsborough/ Orange County Chamber of Commerce
Top Five Employers; Maintain and expand on relationships with top five employers in Hillsborough besides Orange County.
Responding to County and Community Questions; Ensuring the County and community are heard and well informed in TDM solutions.
Collaborating / Building Relationships with County staff, major Hillsborough employers and elected officials; Maintain network of connections to support and guide ongoing OCCO
Support TDM as a focus of County and Regional transportation planning; Collaborate with Orange County Transportation Planning Staff to ensure TDM programming is consistent wi
plans and goals.
(Q1) (Q2) (Q3) (Q4)
Prepare First Prepare Prepare Third
Quarterly Second Quarterly
Report Quarterly Report
Report
Tracking Measurable Indicators of TDM Program Success; Measure the effectiveness of all activities to inform future program improvements.
Providing Feedback to GoTriangle to Improve Processes and Outcomes Associated with Quarterly Campaigns and Ongoing Initiatives; Ensuring the County and community are hear
in TDM solutions. Collaborate with Regional Planning Staff to ensure TDM programing remains a priority.
►rnments
FY19 Transportation Demand Management Program Grant Application
Project Nbr:
ADMINISTRATIVE BUDGET SUMMARY
July 2018 - June 2019
Legal Name of Applicant: Orange County
Applicant's Federal Taxpayer Identification Number: 91575191
Period of Performance: July 1. 2018 - June 30. 2019
I. Total Project Expenditures Requested
(NCDOT Maximum Participation Amounts)
Administrative Expenses $62,019
Total $62,019
Administrative Budget
Page 1
Approved
$20,891
$20,891
FY19 Transportation Demand Management Program Grant Application
PROPOSED PROJECT BUDGET
SALARY AND WAGE DETAIL -ADMINISTRATION
Applicant Orange County
FULL -TIME EMPLOYEES
G121
No.
Total
$ 55,000
100%
Object
G121
Employ-
Annual
% on TDM
Budgeted
Code
Position Title
ees
Salary
Grant
Amount
FULL -TIME EMPLOYEES
G121
Director
1
$ 55,000
100%
$ 55,000
G121
TDM Coordinator
1
$ 38,812
100%
$ 38,812
G121
0
$ -
G121
0
$ -
G121
0
$ -
G121
0
$ -
G121
0
$ -
G121
0
0
0%
$ -
$
G121
0
$
G121
0
$ -
G121
0
$ -
G121
0
$ -
G121
0
$
G121
0
$
ALL G121 STAFF POSITIONS AND SALARIES
1
100%
$ 38,812
PART -TIME EMPLOYEES RECEIVING BENEFITS
G125
Receptionist
$ 35,000
10%
$ 3,500
G125
0
$ -
G125
0
$ -
G125
0
$ -
G125
0
$ -
G125
0
$ -
G125
0
$
ALL G125 STAFF POSITIONS AND SALARIES
0
0%
$ -
PART -TIME EMPLOYEES RECEIVING NO BENEFITS
G126
OFFICE TEMP
$ 10,000
50%
$ 5,000
G126
0
$ -
G126
0
$ -
G126
0
$ -
G126
0
$ -
G126
0
$ -
G126
0
$ -
ALL G126 STAFF POSITIONS AND SALARIES
0
0%
$ -
TOTAL STAFF NUMBERS AND SALARIES 1 ;:: „ 1 100% $ 38,812
FY19 Transportation Demand Management Program Grant Application
Project Nbr:l
PROPOSED PROJECT BUDGET
ADMINISTRATIVE EXPENSES (Dept. 4521)
Applicant Orange County
Object
Code Title
Total Cost
$2,969
G120 - Salaries and Wages
G121 Full -time employees
G122 Overtime
G125 Part -time (receives benefits)
G126 Temporary and part -time (receives no benefits)
G127 Longevity
Subtotal Salaries:
$2,911
$38,812
$0
$0
$38,812
G180
G181
G182
G183
G184
G185
G186
G189
- Fringe Benefits
Social security contribution (7.65% of total salaries)
Retirement contribution; total salaries X participating percentage
—► 38,812 1 X 7.500%1
Hospitalization insurance; ins. cost/month X the no. of FTE
807 X 1.00
Disability insurance; cost/month X the no. of employees.
--- *.I X 1 1.00
Unemployment compensation
Workers compensation
Other: Dental Insurance ($366), Life Insurance ($105), Employer 4C
Subtotal Fringe:
TOTAL SALARY & FRINGE:
$2,969
$2,911
$9,684
$0
$1,936
$17,500
$56,312
G190
G199
G200
G261
G291
G300
G311
G312
G314
- Professional Services
Other:
- Supplies and Materials
Office supplies and materials
Computer supplies
- Travel and Transportation (other than employee development)
Travel: Anticipated trips: ACT Conference ($2700), Local travel to regic
Travel subsistence
Vehicle rental (does not include vehicles for providing contracted services)
$3,200
G320
G321
G322
G325
G329
- Communications
Telephone service (includes mo. phone, modem, fax and cellular service)
Internet Service Provider Fee -Name:
Postage
Other:
G340 - Printing and Binding
G341 Printing and reproduction
G349 Other:
G370 Advertising /Promotion
Administrative Budget
Page 3
1 $9971
1 $1001
PROPOSED PROJECT BUDGET
ADMINISTRATIVE EXPENSES (Dept. 4521
Applicant 10range Coun
Object
Code Title
G371 Marketing (paid ads, marketing firm, etc.)
G372 Promotional Items
Describe -
G373 Other:
G380 - Computer Support Services (contracted)
G381 Computer programming services
G382 Computer support/technical assistance
G390 - Other Services
G399 Other:
G430 - Lease of Equipment
G431 Lease of Reproduction equipment
G432 Lease of Postage Meter
G433 Lease of Communications equipment (includes radio, cable lines and
antennae)
G439 Other:
G440 - Service and Maintenance Contracts
G443 Reproduction equipment
G449 Other:
G480 - Indirect Costs
Central services: (CTP2010 budget direct cost base) X (percentage rate)
G481 X I I Maximum Eligible $0
G490 - Other Fixed Charges
G491 Dues and subscriptions
Describe:
TOTAL SALARIES & FRINGES:
TOTAL OTHER ADMINISTRATIVE EXPENSES:
TOTAL ALL ADMINISTRATIVE EXPENSES:
Administrative Budget
Page 4
Project Nbr:l
$ 500.00
$ 335.00
$575
$56,312
$5,707
$62,019
Detailed Budget Request for FY19
Object Code and Title
Please provide the description and funding request for each line
item. Please leave line items that do not apply blank. Add lines if
you require more space.
199 - Professional Services - Other
261 - Office Supplies and Materials
291 -Computer Supplies
Description
Amount
311 -Travel
311.a Capped Conferences/Training /Professional Development Roundtrip flight to Anaheim, CA and shuttle to /from airport $ 1,575.00
311.b Outreach, meetings, local events, etc. Local travel to regional TDM meetings and events: Federal rr $ 500.00
312 - Travel Subsistence
312.a Capped Conferences/Training /Professional Development ACT member rate Conference Registration Fee, Hotel $400, $ 1,125.00
312.b Outreach, meetings, local events, etc.
314 - Vehicle Rental
314.a Capped Conferences/Training /Professional Development
314.b Outreach, meetings, local events, etc.
321 - Telephone Service Office Phone $35 per month (with voice mail) _ $420, Cellula $ 997.00
322 - Internet Service Provider Fee
325 - Postage
329 - Other Communications
341 - Printing and Reproduction
349 - Printing and Reproduction - Other
371 - Advertising /Promotion - Marketing
372 - Advertising /Promotion - Promotional Items
373 - Advertising /Promotion - Other
381 - Computer programming services
382 - Computer support/technical assistance
393 - Temporary Help
395 - Training - Employee Education Expense
399 - Other Services
481 - Indirect Costs
491 - Dues & Subscriptions
Printing and copying Orange County- specific materials crest( $
Hillsborough - Orange County Chamber of Commerce Trainii $
Orange County branded promotional items
ACT Membership
Total
100.00
500.00
335.00
575.00
5,707..00
*R'ANGE COUNTY
NORTH CAROLINA
February 23, 2018
Andrea Eilers
Energy & Environment Program Manager
Triangle J Council of Governments
4307 Emperor Blvd.
Suite 110
Durham, NC 27703
Subject: Letter of Commitment for Orange County Commute Options (OCCO) Program
Dear Ms. Eilers,
This letter certifies that Orange Country -h as` recommended a dollar- for=dollar match for eligible
expenses under the FY19 TDM grant program :in its proposed FY-2019 budget to continue the Orange
County Commute Options (OCCO) Program. Commitment-of these funds is contingent upon final
review and approval by the Board of `Orange County Commissioners, which will take place before July
2018.
The total project cost for the OCCO Program is $62,019 for FY19. If Orange County is awarded grant
funding and the proposed grant match is�approved by1the Board of Orange County Commissioners, we
will provide 50 %, or $31,009.50 of the total cost, arid- request 50%; or $31,009.50 in grant funding.
If awarded, I certify that all TDM funds.wil(S6-expended solely on TDM activities as detailed in the
attached work plan. I further certify that maamg funds are non= federal funds.
Please contact me if you have any questions:-] can be reached at. (919) 245 -2007 or
tletman @orangecountync.gov.
Sincerely,
Theo Letman
Transit Director
Orange County Public Transportation
P.O. Box 8181 * 600 NC Highway 86 North * Hillsborough, North Carolina 27278
Telephone: 919 245 -2007
Fax: 919 - 644 -3001
E -mail: telman @orangecountync.gov