Ohio Department of Transportation Office of Transit

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Ohio Department of Transportation Office of
Transit

• JARC/New Freedom Training
• Thursday, August 14, 2008

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Marianne Freed AdministratorODOT, Office of
Transit
Welcome and Introductions
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PROGRESS ON PREVIOUS REQUESTS

• STIP Programming
• Public Participation
• Certifications and Assurances

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PURPOSE SCOPE OF CONTRACT

• Definitions
• Service Area
• Period of Performance
• Changes to Project Scope
• Reference www.fta.dot.gov

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GRANT FUNDING

• Seth Budge
• Program Coordination
• ODOT, Office of Transit

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GRANT FUNDING

• Common Rule (A-102)
• Separate Cost Center
• Accrual Accounting
• Payments
• In-Kind Contributions Indirect Expenses
• Fares and Contributions/Net Project Cost
• Reference www.dot.state.oh.us/Divisions/Finance/A
  uditing/Pages/Transit.aspx

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COST CENTERS

• Separate accounting records required
• New cost center for each grant
• No new bank account needed

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ACCRUAL ACCOUNTING

• Accrual accounting required
• Choice of full accrual books or periodic accruing
  entries
• Benefits of accrual

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PAYMENTS

• Electronic Deposit
• Warrant

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IN-KIND CONTRIBUTIONS

• Volunteer Drivers
• Other Contributed Services
• Both a Cost and a Revenue for Budget Purposes
• Requires an Approved In-Kind Plan

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INDIRECT COSTS

• Direct Expenses
• Indirect Expenses
• Approved Cost Allocation Plan Required

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FARES AND CONTRIBUTIONS

• Fares Recommended
• Fare Schedules Set by Grantee
• Security of Fares and Donations
• Change Not Provided
• Administrative Handling
• Net Project Cost

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PROCUREMENT

• Competitive Procurement
• Specifications Must Be Approved by ODOT in
  Advance
• Thresholds for Bids vs. Quotes
• No Buy Local Preference
• Applies to Services and Capital/Equipment
• ODOT Must Approve Bid Awards

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MOTOR VEHICLE FUEL TAX EXEMPTION

• Is my project eligible for this?
• Where can I get more information on this?
• Ohio Department of Taxation 614-466-3503

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ELIGIBILITY OF INTEREST

• External Financing
• In Support of Program Project
• For Current Period Cost
• Interest on Late Payments Not Eligible
• Must be Lowest Available Rates

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ODOT TERM CONTRACTS

• Joshua Gearhardt
• Public Transportation Manager
• ODOT, Office of Transit

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ODOT TERM CONTRACTS

• What are they?
• Can I purchase off of them?
• What is available?
• Where can I get more information?

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HIGHWAY PATROL INSPECTIONSOhio Revised Code
Section 4513.50

• Inspections of passenger transportation vehicles
• All private non profit owned vehicles without
  county tags must be inspected annually
• Vehicles exempted are any smaller than an LTN
• LTNs and larger have a GVWR or GVW or more than
  10,000 lbs and are subject to the inspection law

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ODOT TERM CONTRACTS

• Where to get term contract information
• Office of Transit website
• www.dot.state.oh.us/Divisions/Local/Transit
  /Pages/default.aspx
• ODOT Office of Contract website
• www.dot.state.oh.us/Divisions/ContractAdmin/Pages/
  default.aspx

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Office of Transit Website
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REPORTING REQUIREMENTS

• Barbara Piper
• Program Coordinator
• ODOT, Office of Transit

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INVOICES

• Operating Invoices
• Monthly

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INVOICES

• Capital Invoices

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MILESTONE REPORTS

• Capital
• Vehicle procurement
• Other capital items
• Planning

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PROGRAM OUTCOME MEASURES

• Program Outcome Measurers
• Monthly reports required

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PROJECT ADMINISTRATION

• Overpayment of Grant Funds
• Audit/QAR findings
• Availability of Records
• Satisfactory Continuing Control of Federal Assets
• Maintenance of Assets

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Project Administration

• Site Visits
• Conducted prior to start date of the project
• Conducted at least once during the project
• Conducted more often as needed
• Quality Assurance Reviews
• Incorporated into existing QARs

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CHARTER REGULATIONS

• JARC and NF have Exemptions for Program Purpose
• Persons who are low income, disabled or elderly
• Exceptions may also apply
• Reporting of Charter Service provided
• Reference ODOT Office of Transit Website
• Charter Manual for Rural Transit

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CIVIL RIGHTS

• Kim White
• Training and Compliance Officer
• ODOT, Office of Transit

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Civil Rights

• New Circular FTA C 4702.1A
• Title VI and Title VI-Dependent Guidelines for
  Federal Transit Administration Recipients,
  published December 14, 2005

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Title VI

• Part of the 1964 Civil Rights Act
• Title VI Nondiscrimination in Federally
  Assisted Programs and Activities
• No person in the United States shall on the
  grounds 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 assistance.

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Title VI cont.

• What is the Purpose of Title VI?
• What is the Intent of Title VI?

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Title VI cont.

• Other Nondiscrimination Authorities
• The Uniform Relocation Assistance and Real
  Property Acquisition Policies Act of 1970
• Section 504 of the 1973 Rehabilitation Act
• The 1975 Age Discrimination Act
• Executive Order 12898 on Environmental Justice
  (EJ)
• Executive Order 13166 on Limited English
  Proficiency (LEP)
• Implementing Regulations

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Title VI cont.

• New Title VI information will be required
• Additional Training later this year on Civil
  Rights

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Title VI cont.

• USDOTs Title VI Regulations (49 CFR Part 21)
• Obligates recipients to
• Comply with Title VI
• Include Title VI Provisions in its contracts
• Requires recipients execution of Title VI
  assurance as a condition of Federal aid
• Provides for sanctions in the event of
  noncompliance

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Title VI cont.

• Executive Order 12898 Environmental Justice
• Demand for fair and equitable treatment (toward
  low income and minority persons/population)

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Limited English Proficiency (LEP)

• Covered in Title VI Circular and by Executive
  Order 13166
• Who is a LEP Person?

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Limited English Proficiency cont.

• What is required of recipients?
• Assessment
• Plan of Action

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Limited English Proficiency cont.

• Four Factor Assessment
• Demography
• Frequency
• Importance
• Resources

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Limited English Proficiency cont.

• Plan of Action Five Elements
• Identification of volume and location of LEPs and
  LEP communities
• Language assistance measures
• Staff
• Outreach measures
• Monitoring and Evaluation of Efforts

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DISADVANTAGED BUSINESS ENTERPRISE (DBE)

• Goal Projections
• Required of all Recipients
• Must be submitted to ODOT electronically
• The ODOT report is due to FTA August 1
• Goal projection due September 15, 2009
• Forms and instructions will be emailed

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DBE Cont.

• Threshold recipient
• Must publish goal
• Must submit plan if not already on file with ODOT
  or if revisions are made
• Will be required to submit semi-annual reports
• Questions Contact Kim White at
  kim.white_at_dot.state.oh.us or 614-644-0301

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AMERICAN WITH DISABILITY ACT (ADA)

• The Americans With Disabilities Act of 1990
• Goal
• Definition of Disability

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ADA cont.

• Range of Issues
• What Accessibility Means

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ADA cont.

• Implementing Agencies
• Title I Employment
• Equal Employment Opportunity Commission
• Title II and Title III Public services and
  public accommodations excluding transportation
• Department of Justice
• Title II and Title III Public and Private
  transportation
• Department of Transportation
• Title IV Telecommunications
• Federal Communications Commission

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ADA cont.

• Provision of Service Requirements
• Access to information
• Access to communication
• Accessible locations
• Employee training
• Equipment maintenance
• Use of Personal Care Attendants (PCA)
• Resources ODOT White Paper and Projection
  Action Website www.projectaction.org

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EQUAL EMPLOYMENT OPPORTUNITY (EEO)

• A Civil Rights Law
• Equal employment opportunity laws prohibit
  specific types of job discrimination in the
  workplace
• Employers are required to post notices to all
  employees advising them of their rights under the
  laws

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Drug-Free Workplace

• Drug-Free Workplace Requirements (49 CFR Part 29)
  requires application to provide a drug-free
  workplace
• Different from the required FTA and FMCSA drug
  and alcohol program requirements.

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DRUG ALCOHOL TESTING

• Grant recipients must certify they are in
  compliance with the U.S.DOT or state DOT drug and
  alcohol program requirements

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Drug and Alcohol Testing Requirements- FMCSA

• 49 CFR part 382
• For employees who operate a vehicle where they
  are required to have a Commercial Drivers
  License (CDL)

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Drug and Alcohol Testing Requirements - FTA

• 49 CFR part 655
• JARC and New Freedom recipients and
  subrecipients that also receive funding under one
  of the covered FTA programs should include any
  employees funded under New Freedom project in
  their testing program.

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Drug and Alcohol Testing Requirements State
Requirements

• Drug and Alcohol Testing Requirements to be
  exempt from OMTB requirements

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FMCSA OUT-OF-STATE REQUIREMENTS

• Deals with Interstate Passenger Transportation
• Registration Requirements
• Resource

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Training Requirements

• Drug and Alcohol
• Bloodborne pathogens
• Wheelchair securement
• First aid
• CPR
• Passenger Assistance Training
• Defensive Driving - encouraged

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Miscellaneous Requirements

• Insurance Requirements
• Driver Requirements
• Age
• Driving record
• Physical
• Pre-employment drug and alcohol testing (at a
  minimum)

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Miscellaneous Requirements cont.

• Vehicle Equipment
• Biohazard disposal kit (exposure control plan)
• Standard equipment provided in ODOT term
  contracts
• First-aid kit
• Fire extinguisher
• Seat belt cutters
• Two-way Communication

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Misc. Cont

• Trip Priorities-Open Door-Denials
• Ethics requirements
• Lobbying
• Debarment/Suspension

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Upcoming Training

• September 24 - Civil Rights
• ODOT Central Office
• Auditorium
• October 8 Marketing
• December 9 Drug and Alcohol Reasonable
  Suspicion Determination Refresher
• Defensive Driving Hosting a Class

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Annual Ohio Public Transit Conference

• Dates May 20-22, 2009
• Place Dayton, Ohio
• Survey

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OFFICE OF TRANSIT SCHOLARSHIP PROGRAM

• Designed to provide access to relevant training
  programs which might otherwise be out of reach
  for grant recipients
• Available for Local, State, or National training,
  workshop, conference
• Reimbursed up to 80 of actual expenses incurred,
  must apply prior to the event

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Transit Curriculum

• WSU One-credit hour courses
• KSU Program to start August

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Questions