HomeMy WebLinkAboutAgenda - 11-18-2003-7aORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 18, 2003
Action Agenda
Item No. ~_
SUBJECT: North Carolina Community Transportation Program (CTP) Administrative Grant
Application for FY '.004/2005
DEPARTMENT: Aging/Transpartation
PUBLIC HEARING: (Y/N) Yes
ATTACHMENT(S):
• Community Transportation Program
Resolution
• Proposed Administrative and Capital
Budget Summaries
INFORMATION CONTACT:
Jerry Passmore, ext. 2009
AI Terry, ext. 2002
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To conduct a public ht:aring on the North Carolina Community Transportation
Program (CTP) grant application bar Orange Public Transportation for FY2004/2005, approve
the grant application, and adopt a resolution authorizing the application and entering into
agreement with the North Carolina Department of Transportation for all necessary assurances.
BACKGROUND: Each year, the North Carolina Department of Transportation (NCDOT) Public
Transportation Division accepts requests for administrative and capital needs from county
operated community transportation programs. Orange Public Transportation (OPT) is eligible to
make application for both administrative and capital funding. The FY 2003/2004 grant
application included an administrative request of $194,303 and a capital request of $228,163 for
replacement vehicles for a combinE~d total of total of $422,467, including $42,247 in local match.
The total amount requested for FY 2004/2005 is $196,421 for administrative funding ($167,263
State; $29,158 Local Match). No capital funds are being requested this year. Capital funds are
typically used for scheduled fleet replacement and no vehicles are necessary for this year.
Administrative funds will be used tc support the overall transit system management and
continue to promote general ridership. The increase in administrative funds from $194,303 in
FY 2003/2004 to $196,421 in FY2004/2005 ($2,118 more) is due to salary adjustments
authorized by the Board on County Commissioners as approved within the recent classification
and pay study.
A public hearing is required with opportunities for public discussion and comments before the
Board takes action on the resolutio~~.
2
FINANCIAL IMPACT: The NCDOI~ Community Transportation Program Grant requires a 15%
local match in the amount of $29,1!i8. There will be no increase in the County budget to cover
the match.
RECOMMENDATION(S): The Manager recommends that the Board
1. Conduct a public hearing to receive public comments on the proposed grant application;
2. Approve the Community Transportation Program Grant application for FY 2004/2005 in
the total amount of $196,42' ;and
3. Authorize the Chair to sign tl~e Community Transportation Program Resolution and
Annual Certified Statements of Participation.
FY2004-2005 CT Application
FederaUState Certifications
COIti2hIUNITI' TRrrNSPORTATIO:~' PRf3GRAiVI RESOLUTION 3
RESOLUTION
Applicant Seeking Permission to Apply for Community Transportation Program Funding,
Enter Into Agreement'JVith The North Carolina Department Of Transportation
And to Provide the Necessary Assurances.
A motion was made by (Board Member's Name) .
and seconded by (Board Member's Name)
for the adoption of the following resolution, and up on being put to a vote was duly adopted.
WHEREAS, Article 2B of Chapter 136 0l the North Carolina General Statutes and the Governor of North Carolina have
designated the North Carolina Department. of Transportation (NCDOT) as the agency responsible for administering federal
and state public transportation funds; and
WHEREAS, the North Carolina Department of Transportation will apply for a grant from the US
Department of Transportation, Federal Transit Administration and receives funds from the North Carolina General Assembly
to provide assistance for rural public trans aortation projects; and
WHEREAS, the purpose of these transportation funds is to provide grant monies to local agencies
for the provision of rural public transportation services consistent with the policy requirements for planning, community and
agency involvement, service design, service alternatives, training and conference participation, reporting and other
requirements (drug and alcohol testing po] icy and program, disadvantaged business enterprise program, and fully allocated
costs analysis);
WHEREAS, (Applicant's Name) _ hereby assures and certifies that it
will comply with the federal and state Statutes, regulations, executive orders, Section 5333 (b) Warranty, and all
administrative requirements which relates to the applications made to and grants received from the Federal Transit
Administration, as well as the provisions cf Section 1001 of Title 18, U. S. C.
NOW, THEREFORE, be it resolved that t:ie (Authorized Official's Title)*
of (Name of Applicant's Governing Body)
is hereby authorized to submit a grant app: ication for federal and state funding, make the necessary assurances and
certifications and be empowered to enter is ito an agreement with the NCDOT to provide rural public transportation services.
I (Certifying Official's Name)* (Title)
do hereby certify that the above is a true and correct copy of an excerpt from the minutes of a meeting of
the (Name of Applicant's Governing Board)
duly held on the ~ day of , 20
Signature of Cert~ing Official
Name of Local Governing Board
Section II
Page 9 of 19
FY2004-2005 CT Application
FederaUState Certifications
Subscribed and sworn to me (date)
Notary Public
Address
My commission expires (date)
Seal
*Note that the official authorized to submit the grant application, certifying official, and notary public should be three separate
individuals.
Section II
Page 10 of 19
FY2004-2005 CT Application
FederaUState Certifications
USE LOCAL LETTERHEAD STATIONARY
SAMPLE LOC,4L SHARE CERTIFICATION FOR FUNDING
(ALL APPLICANT'S 1t1L'ST PRESEl~'l AND RETURN THIS SIGNED FOR!l1 IW'ITHAPPLICA'1'IOI'V) 5
I, the undersigned representing The County of Orange , do hereby
(Authorized ApplicantlSubrecipient)
certify to the North Carolina Department of Transportation that the required local funds for the FY2005
Community Transportation Program are available.
We are applying for the following amounts:
Project Total Amount Local Share
Administrative /Emp Dev. $ 191,221 $ 28.638 (15%)
Capital (Vehicles & Other) $ 0 $ (10%)
Facility $ 0 $ (10%)
Technology $ _ 5200 $ 520 (10%)
TOTAL $ 196,421 $ 29.158
(Tot~Ml of Projects) (Total Local Share)
The Local Share is available from the fallowing sources:
Source of Funds Amount
Orange County General Funds $ 29,158
TOTAL
These funds will be available as of July 1, 2004 for the FY2005, which has a period of performance of July 1, 2004 -
June 30, 2005.
Signature of Applicant Authorized Official
Title
Printed Name
Date
VV
Section II
Page 13 of 19
FY2004-2005 CT Application
FederaUState Certifications
FE:deral /State Certifications 6
Applicants must meet federal and state requirements prior to July 1, 2004. Applicants that do not meet federal
and state requirements are not eligible to incur expenses. The NCDOT will not award any financial assistance
until the applicant provides assurance of compliance and it has been determined that federal and state
requirements are met. For example, if an ~.pplicant does not meet federal and state requirements until August 1,
they will not be eligible to incur expenses ':or reimbursement until the North Carolina Board of Transportation
(NCBOT) approves the applicants request at their next regularly scheduled meeting. Requests for retroactive
funding to the effective date of compliance will be considered.
The required Certifications and ,4ssurances, Attorney's Affirmation, and 5333(b) Labor
Warranty will be provided to you as soon as possible. We anticipate that updated
Certifications and AssurancE s will be available from the Federal Transit Authority (FTA)
during December 2003.
This section includes the required Disadvantaged Business Enterprise Certification, the
Title VI Certification of NorN-Discrimination, and the Surface Provider List. These
forms in this section should be completed and returned with your completed
application by November ~ 1, 2003.
Section II
Page 14 of 19
FY2004-2005 CT Application
FederaUState Certifications
Community Transportation Program Application
Disadvantaged Business Enterprise (DBE
All recipients and subrecipients of grant funds from the Federal Transit Administration (FTA) and/or
the State of North Carolina must participate in the Disadvantaged Business Enterprise (DBE)
program/Minority Business Enterprises (MBE) program
The North Carolina Department of Transportation (NCDOT) must ensure that it and its subrecipients
provide DBEs the maximum opportunity to compete for purchases and be awarded contracts financed
in whole or in part with federal or state funds. NCDOT and subrecipients must not discriminate on the
basis of race, color, national origin, or :sex in the award of contracts or when making purchases.
Systems that receive assistance in excess of $250,000 (exclusive of rolling stock) in a given Federal
fiscal year must prepare a DBE program, adopt for NCDOT review an annual DBE percentage
participation goal, and submit quarterly° reports to NCDOT. All other systems are responsible for
executing the "DBE Good Faith Efforts Certification" enclosed with this application and for actually
carrying out good faith efforts on behalf of DBEs.
All systems may gain technical assistance by calling Les Twible at the Public Transportation Division
(PTD) of NCDOT at (919) 733-4713, ext. 278, or email Itwible(a~dot.state.nc.us. Systems with annual
grant awards of less than $250,000 (exclusive of rolling stock) must complete and submit the enclosed
"DBE Good Faith Efforts Certification" ~~rith this application. Systems with annual grant awards of
more than $250,000 (exclusive of rollincl stock) may also call Mr. Twible for reporting forms and
instructions.
Section II
Page 15 of 19
FY2004-2005 CT Application
FederaUState Certifications
8
DBE C:OC-D FAITH EFFORTS CERTIFICATION
This is to certify that in all purchase and contract selections _County of Orange
(Applicant Name)
is committed to and shall make good faith efforts to purchase from and award contracts to :Disadvantaged Business Enterprises
(DBEs).
Our good faith efforts will include the following items that are indicated by check mark(s):
X^ Write a letter to Certified DBEs in our service area to inform them of purchase or contract
opportunities;
X^ Document telephone calls, emails and correspondence made on behalf of DBEs;
^ Advertise on local TV Community Cable Network;
X^ Request purchase/contract price quotes/l~ids from DBEs;
X^ Look through newspapers for new businesses to determine DBE eligibility;
X^ Encourage interested eligible fines to be some NCDOT certified. Firms should contact Bob
Mathes of the NCDOT Civil Rights Office at (919) 733-2300; and
X^ Consult NCDOT Certified DBE Directory. You may obtain a copy of this Directory either at
www.ncdot.org/administration/civilright ~/dbedir/ or by contacting either Mr. Mathes or Mr. Twible. A DBE company
will be listed in the DBE Directory for e: Bch work type or area of specialization that it performs.
^ Other efforts. Describe:
Documentation of all good faith efforts shall be retained for a period of five (5) years.
Title of Authorized Official:
Signature of Authorized Official:
Typed Name of Authorized Official:
Date:
Section II
Page 16 of 19
FY2004-2005 CT Application
FederaUState Certifications
9
Tll"LE VI CERTIFICATION
NI )N-DISCRIMINATION
FOR THE PERIOD JULY 1, 2002 - JI,iNE 30, 2003
Recipients of FTA funds must comply with Title V I of the 1964 Civil Rights Act, Section 601. Title VI states that "No person in the
United States shall, on the ground of race, color or national origin, be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving Federal financial assistanc;e." As the direct recipient of the
Section 5311 funds, the Department of Transportation is required to periodically submit information to FTA that includes a
description of Title VI complaints that have been filed against the department and any subrecipient.
The legal applicant (subrecipient) must complete tt.e Section 5311 Title VI Pro rg am Report. Please complete the attached form by
providing a concise description of any Title VI complaints or lawsuits alleging discrimination in the service delivery area that have
been filed with the legal applicant during the period July 1, 2002 through June 30, 2003. Include a statement or outcome of each
complaint or lawsuit. The legal applicant is the agc°ncy that the department enters into contract with, not the system name. However,
if any complaints have been alleged against the transportation system, they should be included in the form. The appropriate
certification should be completed indicating that inl.'ormation has been provided regarding all complaints received, and the form must
be si ng ed by the authorized official. If there have teen no allegations or complaints, the legal applicant's authorized official should
complete the appropriate certification at the bottom of the form and sign where indicated.
Section II
Page 17 of 19
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11
FY2005 Community Transportation Program (CTP) Grant Application
Project Nbr: 05-CT- 000
PROPOSED PROJECT BUDGET
SALARY AND WAGE DETAIL -ADMINISTRATION
Subrecipient: The County of Orange
Object
Code Position Title
o. Salary in
Full-time
Equivalent
(FTE)
Pct. (%)
Transp.
Budgeted
Amount
NCDOT
Maximum
Partici ation
FULL TIME EMPLOYEES
121 Trans artation Mana er 1 $43,428 100% $43,428
121 Billin Clerk 1 $31,700 75% $23,775
121 1 $0
.121... 1 $0
121 1 $0
121 1 $0
TOTAL 121 SALARIES $67,203 $0
PART-TIME EMPLOYEES -RECEIVING BENEFITS
125 OPT/Aging Director _ 1 78,288. 40% $31,315
125 Budget Officer 1 46,100 40% $18,440
125 1 $0
125 1 $0
TOTAL 125 SALARIES $49,755 $0
YAKI-11Mt tMl'LVYttJ - KtIaIVINIi NV t3tNtl-I15
126 _ 1 $0
126 1
' $0
126
1 _ $0
_
126 1 $0
TOTAL 126 SALARIES $0 $0
TOTALSALARY & WAGE: $116,958 $0
Section V - A
FY2005 Community Transportation Program (CTP) Grant Application
Project Nbr: ~- 05-CT- 000
PRC)POSED PROJECT BUDGET
ADMINISTRATIVE EXPENSES (Dept. 4521
Subrecipient: The County of Orange
Object
Code Title
12
Maximum
Total Cost Participation
120 -Salaries and Wages
121 Full-time employees $67,203 $0
122 Overtime
125 Part-time (receives benefits) $49,755 $0
126 Temporary and part-time (receives n~~ benefits) $0 $0
127 Longevity $1,750
Subtotal Salaries: ~ $118,708 $0
180 - Fringe Benefits
181 Social security contribution (7.65% 01 total salaries) $9,081 $0
182 Retirement contribution; total salaries X participating percentage
135,000:... X `4.890% $6,602
183 Hos italization insurance; ins. cost/month X the no. of employees.
--- 300 X ~~ $10,080
184 Disabili insurance; cost/month X the: no. of employees.
185 Unemployment compensation
186 Workers compensation
189 Other: fife Insurance, 401K $2,750
Subtotal Fringe: $28,513 $0
TOTAL SALARY 8~ FRINGE: $147,221 $0
190 -Professional Services
191 Accounting
192 Legal $250
195 Management consultant contract (adrnin. Only)
196 Drug & Alcohol Testing Contract $1,500'
197 Drug & Alcohol Tests
Provide # of employees in test pool: 25 employees in test pooh $1,000
198 Medical Review Officer
199 Other.
200 -Supplies and Materials
211 Janitorial supplies $350
212 Uniforms $4,000
261 Office supplies and materials $850
281 Air conditioner /Furnace filters
291 Computer supplies $250.
300 -Travel and Transportation (other than employee development)
311 Travel: Anticipated trips: NCDOT C inference, NCPTA Conference, NCDO- $700
312 Travel subsistence $3,000
314 Vehicle rental (does not include vehicles for providing contracted services)
320 -Communications
321 Telephone service (includes mo. phone, modem, fax and cellular service) .$5,500
Section V-A
Project Nbr: 05-CT- 000.
PRC)POSED PROJECT BUDGET
ADMINISTRATIVE EXPENSES (De t. 4521)
Subrecipient: The County of Orange 13
NCDOT
Object Maximum
Code Title Total Cost Partici ation
322 Internet Service Provider Fee-Name:
323 Combined Service Fee
325 Postage $50
330 -Utilities
331 Electricity $5,750
332 Fuel oil
333 Natural Gas
334 Water
335 Sewer
336 Trash collection
337 Single/combined utility bill
339 Other:
340 - Printing and Binding
341 Printing and reproduction $1,000
349 Other:
350 -Repairs and Maintenance
355 Office and computer equipment
357 Communications equipment $2,000
359 Other:
370 -Advertising/Promotion
371 Marketing (paid advertisements, marketing firm, etc.) $2,500
Describe: Route Brochure, CostS~aring Brochure, Info Packet
372 Promotional items $500
Describe: Safe Driver awards
373 Other:
380 -Computer Support Services (contracted)
381 Computer programming services $4,000
382 Computer supporUtechnical assistan~;e
390 -Other Services
391 Legal advertising
394 Cleaning services $'100
396 Management services (contracted tremsit system mgmt/admin services)
398 Security services
399 Other.
410 - Rental of Real Property (include cop~,r of current lease agreement)
412 Rent of building
-- 575 X 12 ~ $6,900
413 Rent of offices
-----0 X 12 ~ $0
419 Other:
430 - Lease of Equipment
431 Lease of Reproduction equipment $1,250
432 Lease of Typewriter and/or postage meter
433 Lease of Communications equipmen: (includes radio, cable lines and
Sartinn V_A
Project Nbr: 5-CT- 000
PRC)POSED PROJECT BUDGET
ADMI~'ISTRATIVE EXPENSES (Dept. 4521
Subrecipient: The County of Orange
Object
Code Title
antennae)
439 Other:
14
Maximum
Total Cost Participation
440 -Service and Maintenance Contracts
441 Communications equipment
442 Office equipment
443 Reproduction equipment
445 Computer equipment
449 Other:
450 -Insurance and Bonding
451 Property and general liability (does not include vehicle insurance)
454 Professional liabilities
455 Special liabilities
480 -Indirect Costs
481 Central services; Approved dollar amt. X percentage rate
~ X
Prior approval of Indirect Cost Rate required.
Questions should be directed to Ms. Patricia Perry at
(828) 454-5028 or pperry@dot.staf~~.nc.us
490 -Other Fixed Charges
491 Dues and subscriptions
Describe: NCPTA Membership, Transit News Mag.
$1,000
~n
$800
TOTAL OTHER ADMINISTRATIVE EiXPENSES: $43,250 $0
TOTAL ALL ADMINISTRATIVI~ EXPENSES: ~ $190,471 $o
Sartinn V-A
FY2005 Community Transportation Program (CTP) Grant Application 15
Project Nbr: 05-CT- D00
PROPOSED PROJECT BUDGET
EMPLOYEE DEVELOPMENT EXPENSES (Dept. 4525)
Subrecipient: The County of Orange
Object
Code Title Total Cost
ROUND ALL TOTALS TO THE NEAREST ONE HUNDRED DOLLARS ($100)
390 Other Services
395
Training -employee educat on expenses. Safety and/or transportation-
related training for employes or volunteers. Expenses include
registration/tuition, miles e, lod in ,and meals. Describe:
"ACTIVITY ACTIVITY DETAILS
Course/Seminars
NCDOT Safet Seminars Travel. ex enses
Technical Assistance
Video Tapes/CD-
RomslSoftware
Safet Vedio local Pre tired one session, three remainin
Books/Course Materials
Miles e
Subsistance
Rental
Other
TOTAL-.EMPLOYEE DEVELOPMENT EXPENSES: -
co~r~,,,, v_n
I $7501
FY2005 Community Transportation Program (CTP) Grant Application
Project Nbr: 05-CT- 000' 16
PROPOSED PROJECT BUDGET
CAPITAL EXPENSES (Dept. 4523)
Subrecipieint: The County of Orange
Object
Code Title
BASELINE TECHNOLOGY ``
Total Cost
.VV t nnax~mum
Participation
(state use only)
PCs DESKTOP computers (includes CPU, Office XP, 17" monitor, keyboard, mouse and
521 Microsoft Office XP softwarE~, 2 yr. technical support contract):
Re lacement
$1,700 X [~ $ _
Ex ansion
$1,700 X [~ $ -
Total number of Total projected cost
computers [ 0 for 521:.,$_:_ $ -
Printers Printer (non-network)
522
Re lacement
$300 X [~ $ -
Ex ansion
$300 X [~ $ _
Printer (network)
Re lacement
$1,204 X [~ $ 1,200
Ex ansion
$1,200 X [~ $ -
Total number of Total projected cost
printers [ 1 for 522: $ 1,200 $ -
Software Software: (Requests f~~r Scheduling Software sh~~ul~'. be made on the Advanced Technology Budget)
523 Describe Need:
$ -
$ _
Operating System Software tJpyrade: (Ensure that your current computer has enough RAM)
Windows XP PROFESSIONAL operating system
U rade Version
$200 X [~ $, -
Full Version
$500 X [~ $ -
Continued on next page
Section V - B Baseline Technology
IViicrosc ~'+ ~: (Ensure that your current computer has enough RAM)
MS Office XP PROFESSIONAL 1 7
U rade Version
$200 X ~~ $ -
Full Version
$500 X ~~ $ -
Total projected cost
for 523:.$_ - $ -
Other Technology
514 Micro Portable Projector & Laptop for operation of projec (MCDOT will participate UP TO $4,000 only)
$4,000 X ~~ $ 4,000
521 Server (for use with network applicati on/programs) (use standard local li'specifications)
Re lacement
$0 X ~~ $ -
Ex ansion
$0 X ~~ $ -
524 Telephone system: 'must include voice maillr»essaging)
Describe:
(Indicate NEW or REPLACEMENT telepha ne system}
(Provide quote /estimate copy)
TOTAL BASELINE TECHNOL0~3Y EXPENSES: $, 5,200
S~:ction V - B Baseline Technology