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HomeMy WebLinkAboutStaff Report 3.C 09/16/2019DATE: TO: FROM September 16, 2019 Honorable Mayor and Members of the City Council through the City Manager4 Jason Beatty, P.E. — Assistant Director, Public Works and Utilities Jared Hall — Transit Manager, Public Works and Utilities SUBJECT: Resolution Authorizing the Submittal of an Application for Federal Funding Under the Federal Transit Act (FTA) Section 5310 with the California Department of Transportation for Transit Travel Training and Shuttle Services RECOMMENDATION It is recommended that the City Council adopt a Resolution Authorizing the Submittal of an Application for Federal Funding under the Federal Transit Act (FTA) Section 5310 with the California Department of Transportation for Transit Travel Training and Shuttle Services. BACKGROUND The Section 5310 Formula Grants for the Enhanced Mobility of Seniors and Individuals with Disabilities Program (53 10) provides a mix of capital and operating grants to private nonprofit corporations and public agencies to provide safe, efficient, and coordinated transportation services for seniors and individuals with disabilities for whom public transportation is otherwise unavailable, insufficient, or inappropriate. Caltrans is the designated recipient for funds apportioned to the Bay Area's Large Urbanized Areas (UZAs), and for the State's Small Urbanized and Rural Areas. Eligible 5310 projects include mobility management, vehicles, related equipment, and public transportation projects that exceed the ADA minimum requirements, improve access to fixed - route service and decrease reliance by individuals with disabilities on ADA -complementary paratransit service, or provide alternatives to public transportation that assist seniors and individuals with disabilities with transportation. The Petaluma Transit Travel Training program was established in 2011 with the receipt of FTA 5317 New Freedom funding and has been funded by a succession of New Freedom grants since that time. In 2017, the New Freedom program was transitioned into FTA 5310. Approximately $14M is available statewide to projects in Small Urbanized and Rural Areas. DISCUSSION Based on input received by the Transit Division on eligible projects, the City intends to apply for funding for a Travel Training Program in FY20. This will be a continuation and expansion of our existing Travel Training Program, which is designed to assist seniors and persons with disabilities with learning how to use the Fixed Route service, through group classes and one-on- one trainings. The Travel Training program has been very successful and has reached over 500 clients to date. With this additional round of funding, over the course of two years the program is anticipated to reach over 150 new clients, offering group training to 200 persons and provide one-on-one training for at least 30 persons. Staff will also create and distribute new materials to market the Travel Training program. If successful, this project would be fully funded, with no local match requirement, due to the regional use of "bridge toll credits" by the Metropolitan Transportation Commission (MTC) to support these projects. Agencies can apply for up to two years of funding, and total funding for the agency is capped at $400,000. The proposed budget is as follows: Annual Cost Two -Year Total Travel Training Program $ 50,000.00 $ 100,000.00 This item was reviewed and approved by the Transit Advisory Committee on September 5, 2019. It is recommended that the Council approves the subject resolution authorizing the City Manager to submit the application and execute required documents in support of the application. The proposed action supports City Council Goal #27 — "Encourage transit use through expanded service, pass programs, partnerships, and promotion." FINANCIAL IMPACTS If awarded, these funds will be budgeted and expended in FY 20/21 and FY 21/22. ATTACHMENTS 1. Resolution 2. General Certifications and Assurances Summary 3. Local Procurement Policy & Procedures Form 2 Attachment 1 RESOLUTION AUTHORIZING THE FEDERAL FUNDING UNDER FTA SECTION 5310 (49 U.S.C. SECTION 5310) WITH CALIFORNIA DEPARTMENT OF TRANSPORTATION WHEREAS, the U. S. Department of Transportation is authorized to make grants to states through the Federal Transit Administration to support capital projects for non -urbanized public transportation systems under Section 5310 of the Federal Transit Act (FTA C 9070.1G); and WHEREAS, the California Department of Transportation (Department) has been designated by the Governor of the State of California to administer Section 5310 grants for transportation projects for seniors and individuals with disabilities; and WHEREAS, the City of Petaluma desires to apply for said financial assistance to permit operation of a Transit Travel Training Program in Sonoma County; and WHEREAS, the City of Petaluma has, to the maximum extent feasible, coordinated with other transportation providers and users in the region (including social service agencies). NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma: 1. That the City Manager is authorized to file and execute applications on behalf of the City of Petaluma with the Department to aid in the financing of capital projects pursuant to Section 5310 of the Federal Transit Act (FTA C 9070.1 G), as amended. 2. That the City Manager is authorized to execute and file all certification of assurances, contracts or agreements or any other document required by the Department. 3. That the Transit Manager is authorized to provide additional information as the Department may require in connection with the application for the Section 5310 projects. 4. That the Transit Manager is authorized to submit and approve request for reimbursement of funds fi•om the Department for the Section 5310 project/s. Attachment 2 General Certifications and Assurances Summary Legal Name of Applicant: City of Petaluma Address: 11 English Street, Petaluma, CA 94952 Contact Person: Work Phone Email Jared Hall 707-778-4421 jhall@cityofpetaluma.org a. Pursuant to 49 CFR, Part 21, Title VI of the Civil Rights Act of 1964: The applicant assures that no person, on the grounds of race, color, national origin shall be excluded from participating in, or denied the benefits of, or be subject to discrimination under any project, program, or activity (particularly in the level and quality of transportation services and transportation -related benefits) for which the applicant receives Federal assistance funded by the Federal Transit Administration (FTA). b. Pursuant to 49 CFR Part 27, "Nondiscrimination on the Basis of Disability in Programs or Activities Receiving Federal Financial Assistance" and the Americans with Disabilities Act of 1990, as amended, at 49 CFR Parts 27, 37 & 38: The applicant certifies that it will conduct any program operate any facility that receives or benefits from Federal financial assistance administered by FTA in compliance with all applicable requirements.. c. The applicant assures that it will comply with the Federal statutes, regulations, executive orders, and administrative requirements, which relate to applications made to and grants received from FTA. The applicant acknowledges receipt and awareness of the list of such statutes, regulations, executive orders, and administrative requirements that is provided as references in FTA Circular 9070.1 G "Enhanced Mobility of Seniors and Individuals with Disabilities Program Guidance and Application Instructions." d. Pursuant to 2 CFR Part 1201 and FTA Circular 4220.1F, "Third Party Contracting Guidance" (Rev. 4, March 18, 2013): The applicant certifies that its procurement sand procurement system will comply with all applicable requirements imposed by Federal laws, executive orders, or regulations and the requirements of FTA Circular 4220.1F, "Third Party Contracting Guidance," and such other implementing requirements as FTA may issue. The applicant certifies that it will include in its contracts, financed in whole or in part with FTA assistance, all clauses required by Federal laws, executive orders, or regulations and will ensure that each subrecipient that each subrecipient and each contractor will also include in its sub -agreements and contracts financed in whole or in part with FTA assistance all applicable contract clauses required by Federal laws, executive orders, or regulations. e. The applicant certifies that it will comply with the requirements of 49 CFR Part 663, in the course of purchasing revenue rolling stock. Among other things, the recipient will conduct, or cause to be conducted, the prescribed pre -award and post -delivery reviews and will maintain on file the certifications required by 49 CFR Part 663, subparts B, C, and D. f. Pursuant to Government Code 41 USC 701 et se., and 49 CFR, Part 32, the applicant certifies that it has established and implemented an anti-drug and alcohol misuse prevention program and has conducted employee training and complying with the requirements of 49 CFR Part 655, "Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations." g. The applicant assures and certifies that it requires its subcontractors and subrecipients to have established and implemented an anti-drug and alcohol misuse prevention program, to have conducted 11 Attachment 2 General Certifications and Assurances Summary employee training complying with the requirements of 49 CFR Part 655, "Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations." h. The applicant agrees and assures that it will comply with US DOT regulations, "Participation by Disadvantaged Enterprises in Department of Transportation Financial Assistance Programs." 49 CFR Part 26. Among other provisions, this regulation requires recipients of DOT Federal financial assistance, namely State and local transportation agencies, to establish goals for the participation of disadvantaged entrepreneurs and certify the eligibility of DBE firms to participate in their DOT - assisted contracts. The recipient agrees and assures that it will comply with 49 CFR 26.49 which requires each transit vehicle manufacturer, as a condition of being authorized to bid or propose an FTA -assisted transit vehicle procurement (new vehicles only), certify that it complied with the requirements of the DBE program. i. The applicant assures and certifies that it will adhere to the California State DBE Program Plan as it applies to local agencies. The applicant must complete and submit to the Department a DBE Implementation Agreement. The applicant certifies that it must report twice annually on DBE participationin their contracting opportunities; their award/commitments and actual payments. j. The applicant assures and certifies that private for-profit transit operators have been afforded a fair and timely opportunity to participate to the maximum extent feasible in the planning and provision of the proposed transportation services. k. The applicant certifies that before expending any Federal assistance to acquire the first bus of any new bus model or any bus model with a new major change in configuration or components o before authorizing final acceptance of that bus (as described in 49 CFR Part 665), that model of bus will have been tested at a bus testing facility approved by FTA, and applicant and FTA will have received a copy of the test report prepared on that bus model. 1. The applicant assures and certifies that when procuring capital equipment acquired with Federal assistance it will comply with all Buy America provisions, 49 CFR Part 661 and 49 USC 53230)(2)c. This policy means that certain steel, iron, and manufactured products used in any capital equipment acquired with Federal assistance must be produced in the United States. Buy America requirements apply to all purchases, including materials and supplies funded as operating costs, if the purchase exceeds the threshold for small purchases (currently $150,000). in. The applicant certifies that it will comply with the "FTA Annual List of Certifications and Assurances for Federal Transit Administration Grants and Cooperative Agreements" and Appendix A Certifications and Assurances Checklist and Signature page due March 31 of each year. n. The applicant has provided documentation needed by the Department to assure FTA that it has properly and sufficiently delegated and executed authority, by Resolution, to the appropriate individual(s) to take official action on its behalf. o. Public entity applicants operating fixed route transportation is required to provide complementary paratransit service and certifies that they have submitted to the Department an initial plan for compliance with the complementary paratransit service provision by January 26, 1992, as required by 49 CFR Part 37, Section 135(b) and have provided the Department annual updates to its plan on January 26 of each year, as required by 49 CFR Part 37, Section 139(c). p. The applicant certifies that all direct costs billed are allowable per Title 2 Code of Federal Regulations, Part 225 (2 CFR 225) (formerly Office of Management and Budget (OMB) Circular A-87), the federal Attachment 2 General Certifications and Assurances Summary guidelines for allowable costs for applicants that are State, Local and Indian Tribal governments or 2 Code of Federal Regulations, Part 230 (2 CFR 230), (formerly, OMB Circular A-122) if the applicant is a non-profit organization. With regards to private for-profit organizations refer to 48 CFR Part 3. q. The applicant certifies that the recipient shall comply with 49 CFR Part 604 in the provision of any charter service provided with FTA funded equipment and facilities. The applicant certifies that in the provision of any charter service provided, applicant and its recipients will provide charter service that uses equipment or facilities acquired with Federal assistance authorized for 49 USC 5307, 5311, 5316, 5317, only to the extent that there are no private charter service operators willing and able to provide those charter services that it or its recipients desire to provide unless one or more of the exceptions in 49 CFR part 604 -Part 604 -Subpart B applies. The applicant assures and certifies that the revenues generated by its incidental charter bus operations (if any) are, and shall remain, equal to or greater than the cost (including depreciation on federally assisted equipment) or providing the service. The applicant understands that the cost (including depreciation on federal assisted equipment) of providing the service. The applicant understands that the requirements of 49 CFR Part 604 will apply to any charter service provided, the definitions in 49 CFR Part 604 apply to this agreement, and any violation of this agreement may require corrective measures and the imposition of penalties, including debarment from the receipt of further Federal assistance for transportation. r. The applicant certifies that it will comply with applicable provisions of 49 CFR Part 605 pertaining to school transportation operations which prohibits federally -funded equipment or facilities from being used to provide exclusive school bus service. To the best of my knowledge and belief, the data in this application are true and correct, and I am authorized to sign these assurances and to file this application on behalf of the applicant. Certifying Representative Name (print): Peggy Flynn Title (print) City Manager Signature: Date m SECTION 5310 Attachment 3 Local Procurement Policy and Procedures Certification Check the applicable box below. Check ONLY ONE (1) of the following four (4) options. Applicant certifies to comply with one (1) of the following four (4) options. Applicant may be asked to submit their adopted written procedures upon grant award. Applicant certifies to having board adopted federally compliant written procurement procedures prior to execution of the funding agreement. ® Option 1: Agency Developed Written Procurement Policy and Procedures Applicant certifies their agency to having locally developed, board adopted written procurement policy and procedures that are compliant with FTA procurement guidelines as established by FTA C4220.1F and 2 CFR Part 1201. These written procurement policy and procedures will be implemented prior to the execution of the funding agreement and will be followed for all local purchases supported with federal funds. Furthermore, applicant certifies that their procurements and procurement system will comply with all federal laws, regulations, and requirements in accordance with applicable federal guidance. ❑ Option 2: DRMT Written Procurement Policy and Procedures as Boilerplate Applicant certifies, through a board resolution or similar official action, the adoption of DRMT developed procurement written policy and procedures. The written procurement policy and procedures have only been revised where highlighted to include agency specific information, such as, name, address, location, staff positions, dates and timelines. The primary content of the boilerplate document is unchanged. These written procurement policy and procedures will be implemented prior to the execution of the funding agreement and will be followed for all local purchases supported with federal funds. Furthermore, applicant certifies that their procurements and procurement system will comply with all federal laws, regulations, and requirements in accordance with applicable federal guidance. ❑ Option 3: DRMT Written Procurement Policy and Procedures as Template. Applicant certifies, through a board resolution or similar official action, the adoption of a written procurement policy and procedures developed from the DRMT template. The content of each section in the document may be modified to fit the needs of the applicant so long as the changes remain in accordance with FTA C4220. IF and 2 CFR Part 1201 and comply with federal guidance. Additional sections may be added to the template, but no sections may be removed. These written procurement policy and procedures will be implemented prior to the execution of the funding agreement and will be followed for all local purchases supported with federal funds. Furthermore, applicant certifies that their procurements and procurement system will comply with all federal laws, regulations, and requirements in accordance with applicable federal guidance. ❑ Option 4: Caltrans Procured Vehicles Only Applicant certifies this FTA Section 5310 application is limited to vehicles and Caltrans will procure all vehicles on the agency's behalf, thereby waiving the local procurement policy and procedures requirement. Furthermore, applicant certifies that no FTA funds for this funding cycle will be used for any local procurements. Certifying Representative: Name: Peggy Flynn Title: City Manager Signature: Date: