CTAA Expo 2009 CTAA Expo 2009 State DOT Roundtable Kimberly A. Gayle, Office Chief Federal Transit Grants Programs Division of Mass Transportation June

CTAA Expo 2009CTAA Expo 2009State DOT Roundtable

Kimberly A. Gayle, Office Kimberly A. Gayle, Office ChiefChief

Federal Transit Grants ProgramsDivision of Mass Transportation

June 4, 2009June 4, 2009Providence, Rhode IslandProvidence, Rhode Island

1. Create and/or Retain Jobs

2. Provides Direct Payment

3. Eases Funding Restrictions

California’s Principles for California’s Principles for Recovery Act FundsRecovery Act Funds

California’s Principles for California’s Principles for Recovery Act Funds Recovery Act Funds

4. Delivers Investment Where It Is Needed Most

5. Cuts Through the Red Tape

6. Provides Flexibility

California’s Principles for California’s Principles for Recovery Act FundsRecovery Act Funds

7. Reduces Time to Market

8. Addresses Immediate andFuture Needs

9. Transitions to Sustainable Transportation Systems

Recovery Act Recovery Act 5311 Non-Urban 5311 Non-Urban

Transit Capital Grant Transit Capital Grant ProcessProcess

Recovery Act Funding for California Transit Capital Apportionments

(Millions)

$968

$66 $34

Section 5307

Section 5309

Section 5311

Recovery Act Non-Urban Section 5311 Funds

$34 Million Statewide$34 Million Statewide

5%15%

80%

ADMINISTRATION COST 5311(F) PROJECTS

Comparison

Normal FTA 5311

• 88.53% Federal

• 11.47% Local Match

• Operating & Capital

• 1 Year Cycle

• Quarterly Reports

Recovery Act 5311

• 100% Federal

• No Match

• Capital Only (for now)

• 180-days

• Extensive Reports

• Logos

California Recovery Act Action & Communication Plan

Internal Meetings with

Programming, Contracts, Legal,

Budgets, Accounting & Local

Assistance, Procurement, and IT to

Expedite Processes and Save Time!

California Recovery Act Action & Communication Plan

Teleconferences with Local Agencies

Technical Assistance and OutreachCalACT Conference in March 2009E-mails, e-mails, e-mails!

Create/Maintain Website

SECTION 5311 GRANT PROCESS American Recovery and Reinvestment Act (ARRA) of 2009

CALL FOR PROJECTSAPPLICATIONS

DUE TO HEADQUARTERS

Federal Transit Administration (FTA)

Caltrans - Headquarters

Subrecipient / Local Agency

AGENCY / EQUIPMENT

MONITORING(continues useful

life)

DELIVERPROJECT(Notice to Proceed)

REQUEST FOR REIMBURSEMENT

EXECUTE CONTRACT(2 WEEKS)

2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT

FHWA TRANSFERS FUNDS TO

FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER

LOCAL ASSISTANCE REQUESTS FHWA

TRANSFER

Federal Highway Administration (FHWA)

FLEX FUND TRANSFER PROCESS

FTA NOTIFIES CALTRANS OF FUND

TRANSFER THROUGH TEAM

Department of Labor (DOL)

PROGRAMMING

MPO / RTPA

PREPARE, REVIEW & SUBMIT

CALTRANS GRANT TO FTA

DOL APPROVE GRANTOBLIGATE, EXECUTE &

AWARD BY FTA

180-DAYARRA

MILESTONE

ARRA Legislative Requirement

Final apportionment was published in the Federal Register (March 5, 2009).

Approximately $34 million in ARRA funds.

•5% - Administration

•10% - Contingency

•15% - 5311(f) Intercity Bus Program

•70% Final apportionment

The 180-day timeframe began on March 5, 2009 and ends September 1, 2009.

}15%



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


Applications are due in Sacramento no later than COB, April 17, 2009.

POST MARKS WILL NOT BE ACCEPTED.

Sets of applications

ARRA 5311 applications – Priority projects

ARRA 5311 applications – Backup projects ARRA

The purpose of the backup application(s) is to fund projects with unexpended ARRA funds.

5311(f) applications – Priority projects (Separate application)



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


•Application review deadline May 8, 2009.

Complete applications includes:

•Original signatures

•Board Resolution

•FTA Certifications & Assurances

•Title VI

•Public Hearing Notice (Hearing does not have to be conducted prior to submission of application, but has to be completed by June 30, 2009)

•ARRA Certification



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


Application review/approval must be completed and submitted to the FTA by May 29, 2009.



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


We anticipate that some projects may include State Transportation Program (STP) funds, as such will require a FLEX FUND transfer. This process requires additional time.

It is critical that MPOs inform Caltrans DMT of STP funds that will be used for ARRA projects.



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


Standard Agreements will be forwarded to agency on June 9, 2009.

It is CRITICAL that these agreements be signed AND RETURNED within three weeks of receipt, or no later than July 6, 2009.



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


•Three actions are occurring at the same time to meet the ARRA timeframe.

•FTA is reviewing the submitted grant

•The Department of Labor (DOL) is reviewing the grant, and,

•The Standard Agreements have been sent for signature.

The grant must be approved July 17, 2009.



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


ARRA funds will be ENCUMBERED August 7, 2009

To meet the 180-day timeframe it is CRITICAL that the Standard Agreements be signed AND RETURNED within three weeks of receipt, or no later than July 6, 2009.



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


Once the funds are encumbered, We expect to execute all standard agreements by August 21, 2009.



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


September 1, 2009 is the DEADLINE to meet the 180-day timeframe.



DUE TO HEADQUARTERS




AGENCY / EQUIPMENT


life)




2/5/2009 3/5/2009 4/17/2009 5/8/2009 5/29/2009 6/1/2009 6/9/2009

9/1/2009

ENCUMBRANCE PROCESS

(3 WEEKS)

STANDARD AGREEMENTS

INITIATED

DISTRIBUTEESTIMATES

REVIEW & FINAL

APPROVAL OF PROJECT

APPLICATIONS

8/21/2009 8/7/2009 7/17/2009

SEND REQUEST

FORAGENCY

SIGNATURE (3 WEEKS)

Caltrans - District

FINAL APPORTIONMENT


FTA

SUBMIT TRANSFER

REQUEST TO LOCAL

ASSISTANCE ENGINEER


TRANSFER






PROGRAMMING

MPO / RTPA




AWARD BY FTA

180-DAYARRA

MILESTONE


Once an standard agreement is executed, an agency may proceed with their project.

Requests for Reimbursements and monitoring will be done by District staff in accordance with current procedures as outline in the 5311 handbook.

REPORTING REQUIREMENTS: Applicants will be required to complete a monthly progress report due to Caltrans

100% Recovery Act 5311 Non-Urban Transit Capital Grant

Inventory Number Grant Amount

Vehicles 137 $16,433,986

Facilities 29 $ 4,615,370

Equipment 360 $ 4,648,932

Paratransit Operating 7 $ 446,828

Mobility Management 4 $ 104,923

Safety & Security Improvements 5 $ 91,489

Preventive Maintenance 31 $ 5,923,472

Total Projects 573 $32,265,008

Grant Administration 5% $ 1,698,158

Grand Total for Grant $33,963,166

June-July 2009 Recovery Act Workshops

Preliminary Data for Preliminary Data for Reporting Impact to Reporting Impact to

Jobs Based Upon Jobs Based Upon Vehicle ProcurementsVehicle Procurements

CNG

CNG BUSES

Twenty Orders for 30’– 40’ CNG buses

Number of direct, on-project jobs created or sustained (i.e. the number of employees created or sustained by the procurement, including employees of recipient, prime contractors, consultants, and subcontractors)

The project would sustain 40 production jobs for 4

months Total job hours created or sustained (i.e. the total job hours for

employees cited above) The job hours sustained for the 4 months would equal

36,000 Total payroll of job hours created or sustained (i.e. the total

dollar amount of wages paid for job hours created or sustained)

The payroll cost with wages, taxes and benefits is $644,760.00

DIESEL

DIESEL BUSES

Twelve Orders for 30’ – 40’ Diesel buses



monthsTotal job hours created or sustained (i.e. the total job hours for employees cited above)

The job hours sustained for the 4 months would equal 20,400Total payroll of job hours created or sustained (i.e. the total dollar amount of wages paid for job hours created or sustained)

The payroll cost with wages, taxes and benefits is $365,364.00

CUT-AWAY STYLE

SMALL, MED, LARGE CUTAWAYS

65 Orders for Small Medium And Large Cutaways



monthsTotal job hours created or sustained (i.e. the total job hours for employees cited above)

The job hours sustained for the 4 months would equal 8,870Total payroll of job hours created or sustained (i.e. the total dollar amount of wages paid for job hours created or sustained)

The payroll cost with wages, taxes and benefits is $150,790

Recovery Act Information

Caltrans Division of Mass Transportation

http://www.dot.ca.gov/hq/MassTrans/ARRA-new.html

FTA Websitehttp://www.fta.dot.gov/index_9440.html

Division of Mass Transportation

Contact Information

James OgbonnaSection 5311 Branch Chief

(916) 651-6116 [email protected]

Division of Mass Transportation

Contact Information

Chuck GunterProcurement and Grants Management Branch Chief

(916) 657-3875 [email protected]

QUESTIONSQUESTIONS??

Documents

CTAA Expo 2009 CTAA Expo 2009 State DOT Roundtable Kimberly A. Gayle, Office Chief Federal Transit Grants Programs Division of Mass Transportation June