2018 Program Guide and Funding Application: Vehicle

Special Solicitation:

Section 5310 - Enhanced Mobility for Seniors and Individuals with Disabilities in Small Urban areas

Contents

5310 Vehicle Application and Program Overview 2Project Eligibility 5Application Instructions and Project Selection Criteria 6Appendix A – MNDOT Transit Project Manager Contacts (Map) 11Appendix B – Project Selection Score Sheet 12Appendix C – Sample 5310 Vehicle Resolution 13

For assistance with this application, including accessible access, contact:

Robert Clarksen651-366-4182Robert.Clarksen@state.mn.usMN Department of TransportationOffice of Transit and Active Transportation, MS 430395 John Ireland BoulevardSt. Paul, Minnesota 55155

5310 Vehicle Application and Program Overview

The Enhanced Mobility for Seniors and Individuals with Disabilities (5310) formula grant program aims to remove barriers to transportation services and expand transportation mobility options. The current transportation authorization “Moving Ahead for Progress in the 21st Century” (MAP-21) was enacted in 2012 and provides federal funding for surface transportation programs. The legislation includes the Federal Transit Administration Section 5310 program. The MNDOT Office of Transit and Active Transportation coordinates the Rural, Small Urban and Large Urban 5310 programs. Minnesota’s small urban areas include Duluth, Moorhead, East Grand Forks, St. Cloud, Rochester, Mankato and La Crescent. Minnesota’s Large Urban is the 7 county metro area including Minneapolis and St. Paul. Funding allocations are made by MNDOT on an annual, competitive basis.

Although the federal section 5310 Program reaches a broad audience, this solicitation will be targeted to facilitate capital assistance providers the small urban markets.

Program DefinitionsFor definitions of terms related to the Elderly and Disabled (5310) program, please refer to FTA program circular 9070.1G. For this circular and other additional information on the 5310 program go to http://www.fta.dot.gov/

Available FundingThe total amount of available funding for the Elderly and Disabled (5310) program Rural, Small Urban and Large Urban programs is dependent upon FTA appropriations. This solicitation will be targeted to facilitate capital assistance providers the small urban markets.

Important Program Dates for 2018 Special Solicitation Tuesday, January 16 Applications available on the OTAT website for download. Friday, February 9 Public Notice Affidavit and letters to area transit providers completed Monday, February 12 Applications due to the Office of Transit and Active Transportation February 2018 Statewide Review Committee reviews applications February 2018 Notification of Grant Award Spring 2018 Grant contracts signed and executed

Application Preparation and Submission

To make an application, your organization must be established in the Blackcat Grants Management System. If you need assistance with this, please contact Robert Clarksen, Program Manager via email at Robert.clarksen@state.mn.us or call 651-366-4182. An account and password will be generated for you.

Applications must be submitted electronically in the Blackcat Grants Management system by 4:00 pm CDT on Monday, February 12, 2018.

Notify Robert Clarksen, Program Coordinator by e-mail at robert.clarksen@state.mn.us when your application has been submitted (also please (cc) your area Transit Project Manager. Incomplete applications will not be considered.

Technical AssistanceOffice of Transit and Active Transportation staff is available to assist applicants (potential subrecipients) for 5310 funds in all phases of the application and implementation process. When completing the application,

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contact the Transit Project Manager assigned to your geographic area (referenced in Appendix A). Office of Transit and Active Transportation staff will cooperate with the Transit Project Managers located in each of the MnDOT districts to provide technical assistance for planning, project development, vehicle procurement, scheduling, marketing, computer program development, and route and system development. On-going technical assistance provided by the Office of Transit and Active Transportation staff and Transit Project Managers includes:

1. Providing input into 5310-related transit service development plans or assisting and advising in potential program changes;

2. Providing methodology for review and analysis of transit operations related to 5310;3. Providing funding continuity with local, state and federal units of government;4. Providing and assisting in the development of system expertise in areas such as transit labor costing, as

applicable; route design; marketing campaigns and computer usage;5. Providing assistance in meeting state and federal regulations, e.g., civil rights requirements;6. Providing assistance in coordinating transit services;7. Providing marketing assistance to recipients;8. Assisting recipients in purchasing vehicles and other capital;9. Assisting in the development of transit operations specifications and issuing RFPs in accordance with

federal and local procurement guidelines.

For questions about the program and technical assistance in preparing 5310 applications you may contact the Transit Project Manager for your area or Robert Clarksen (651-366-4182 or by e-mail at robert.clarksen@state.mn.us ) .

Project Selection

The statewide review committee includes, but is not limited to, representatives of community action agencies; regional development commissions; the Minnesota Department of Human Services, Disability Services; the Minnesota Department of Employment and Economic Development; the Minnesota Public Transit Association; the Minnesota State Council on Disability; the Minnesota Department of Human Services, Aging and Adult Services; MNDOT Transit Project Managers; MNDOT planning staff; and the MNDOT 5310 Coordinator.

Contracts will be awarded based on the Statewide Review Committee’s ranking. Ranking criteria are described in the section, “2018 Application Instructions and Project Selection Criteria”. In addition to the statewide review committee, each project will be reviewed by the project manager representing the district where the project originates.

See Appendix B for the project scoring criteria used by the statewide review committee.

Appeal ProcessIf an application is not funded based on committee recommendations, the applicant may appeal the outcome by initiating the following process:

- The appellant must submit a written notice of appeal that clearly states the organization name, contact person, address, phone number, project description and grounds for appeal. The notice of appeal must be addressed as follows:

Tim Sexton, DirectorMNDOT Office of Transit and Active Transportation and Active Transportation395 John Ireland Blvd, MS 430St. Paul, MN 55155-1899

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- The notice of appeal must be postmarked no later than 14 calendar days from the postmarked date of MnDOT’s notice of the applicant’s funding status.

- The Office of Transit and Active Transportation director will review the appeal and provide a written response within ten working days of receipt of the appeal.

Grant Contract Award Approved applicants will enter into a contract with MnDOT and should be prepared to abide by all applicable federal requirements regarding civil rights, drug and alcohol testing, procurements and other requirements. An attorney’s signature is required on all federal certifications and assurances. To obtain a detailed copy of these requirements, please contact Robert Clarksen at 651-366-4182 or robert.clarksen@state.mn.us .

Notice of Grant Contract Award Approved applicants will be notified that projects have been selected shortly after the Statewide evaluation concludes to provide a basic expectation of potential funding as well as to remind future subrecipients that no work may be conducted prior to the execution of a contract to maintain eligibility for reimbursement under Federal 5310 program guidelines.

Pre-Award AuditApproved grant recipients may be required to undergo a pre-award audit from MnDOT’s Office of External Audits. The purpose of the audit is to determine the capability of the recipient’s financial practices in accounting for the grant funds.

Reporting Requirements Grant recipients are required to report project implementation progress and performance each month during the contract period. Grant recipients are also required to submit additional information to the Blackcat Grants Management system, including cumulative expenditures, ridership, and a variety of other data as required by contractual agreement. The monthly report must be submitted electronically to your Transit Project Manager for approval. Grant recipients that do not submit required reporting on time are subject to payment withholding until reporting requirements are fulfilled.

MNDOT may require additional progress reporting depending on the nature of the project and federal requirements. Examples of reporting required for MAP-21 Traditional Section 5310 federal reporting include:

a. Gaps in Service Filled: Provision of transportation options that would not otherwise be available for seniors and individuals with disabilities, measured in numbers of seniors and individuals with disabilities afforded mobility they would not have without program support as a result of traditional Section 5310 projects implemented in the current reporting year.

b. Ridership: Actual or estimated number of rides (as measured by one-way trips) provided annually for seniors or individuals with disabilities on Section 5310 supported vehicles and services as a result of traditional Section 5310 projects implemented in the current reporting year. Increases or enhancements related to geographic coverage, service quality and/or service times that impact availability of transportation services for individuals with disabilities as a result of the 5310 projects implemented in the current reporting year. 

Reimbursement for PaymentTo receive the 80% reimbursement for the vehicle the applicant entity must be willing to first pay the vehicle vendor. After payment has been made the entity will submit a Request for Funds to MNDOT including all supporting documentation necessary to substantiate the eligibility of the expenses. Once the Request for Funds is received MNDOT will process the Request for Funds and will reimburse the approved entity up to the allotted amount.

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Minnesota Cooperative Purchasing Venture (CPV)Each applicant must be an approved member of the Minnesota Cooperative Purchasing Venture (CPV) Program prior to purchase of vehicles through the Minnesota contract for buses. Information about the program and the application process can be found at http://www.mmd.admin.state.mn.us/coop.htm

Project Eligibility

Eligible ProjectsEligible projects must provide Enhanced Mobility to Seniors and Individuals with Disabilities and Improve Access to Transportation Services. Applicants are encouraged to develop innovative solutions to meet the needs of individuals with disabilities or seniors in their communities

The 5310 Program is not designed or intended to fund operations and there is no operating funding eligibility under this program. Applicants are encouraged to develop innovative solutions to meet the needs of individuals with disabilities or seniors in their communities x Eligible projects for the Vehicle Application are Class 300, 400 and 500 size vehicles. These vehicles must have a lift assist and be procured by the MNDOT Office of Transit and Active Transportation. Additional information can be obtained in FTA Circular 9070.1G.

Notes: Requested Vehicles are classified in two areas: New or Expansion Vehicles: Vehicles being requested that are not under a current MNDOT contract.Replacement Vehicles: Vehicles that are currently funded under a MNDOT contract. Vehicles will be determined eligible for

replacement provided the subrecipient demonstrates the MNDOT Disposition guidelines have been met by 12-31-2018. http://www.dot.state.mn.us/transit/grants/index.html . If a vehicle does not qualify for disposition in the projected timeframe, a certified mechanic must fill out paperwork describing the need for early disposal. If applicant needs such a request contact robert.clarksen@state.mn.us for proper documentation forms.

Fiscal Match RequirementCapital projects require a 20% local match. Local match must be provided from sources other than US DOT funds such as:

State or local appropriations, e.g. MN Department of Human Services grants Other non-DOT federal funds Dedicated tax revenues Private donations Revenue from human service contracts Net income generated from advertising and concessions

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Special Solicitation Application Instructions and Project Selection Criteria

The Office of Transit and Active Transportation uses a software tool known as Blackcat Grants Management to facilitate the administration of our various grant programs. The system will allow you to make a series of data entries to complete your application once your account is established. The application process requires a series of file uploads. You will also be able to communicate project information, report on progress, and complete funding requests. For assistance with entering information in the Blackcat Grants Management system to complete your application, you may contact Robert Clarksen, Program Manager via email at Robert.clarksen@state.mn.us. You may also obtain assistance from your district Transit Project Manager, or the Blackcat Grants Management Support Center at 888-238-9707.

Getting Started:

Once you have access to the system, orient to www.mndotblackcatgrants.com, and select the “Applications” tab (center/top of screen). Here you will complete the application by describing your organization and by submission of a series of files (via up/download, and provide a resolution indicating your organizational interest in the grant process:

A Project Description characterizing the title and type of project, whether vehicles are new/expansion or replacements.

A Boundary Map (8.5 x 11) to describe the actual/projected geographic limits of the project. A description of the People Served by the project An Explanation of any applicable Agency Partnerships or sources of local match funds integral to the

service Partner Letters explaining the need for service and the benefits of it beyond organizational lines, Public Notice - Upload publication notice/affidavit. Provide information about the circulation area of the

venue used for the notice. For example: town and/or city demographics and circulation information. Provider List – A list of Transit Providers operating in the area Detail how Coordination Support with/from other transit providers enhances the project An Organizational Background demonstrating effective Project Management by (and history of) the

applicant A Financial Statement - Demonstrating fiscal capacity, the annual budget and or other financial

resources. An Operational Plan describing the type of route, time, day, and frequency of service, and identify

performance measures and evaluate project outcomes (e.g. ridership increases, cost efficiency resulting from the project) and to serve unmet needs.

To complete, you must “download” (left of screen) the sample documents which you will need to edit and “upload” (right of screen) back to the system. More information on each item appears below:

1. Project Description

The “Project Description” is the first of several file attachments uploaded to the Applications Tab beneath the “Grant Opportunity” heading. It provides a brief (one to two page max) description or summary of the project.

2. Service Levels

All applicants seeking capital assistance for a vehicle should enter proposed service hours for the project under the Application Tab “Service Levels.”

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3. People Served

Provide a summary of your primary user population and demographics via the “People Served” upload. Two items are required here:

1. Indicate number of people served by this project, including primary target population (people with disabilities or seniors) and secondary target populations (people of low income and minorities).

2. Describe demographic conditions within the project geographic area. The following sources may help with obtaining data, thoughother sources are accepted. Local Human Service Transit Coordination Plan: http://www.coordinatemntransit.org US Census Bureau Economic, Social and Demographic Characteristics

Scoring preference will be given to applicants who clearly identify how the project enhances access for people with disabilities or seniors.

4. Public Notice and Affidavit of Publication

To ensure the general public and transportation providers are fully aware of each proposal, all applicants for Section 5310 assistance must publish a notice prior to the special solicitation application due date (February 12, 2018) consistent with the following parameters:

1. The public notice must be published in the most frequently published newspaper in the service area. 2. If the paper is printed daily, the notice must appear for three consecutive days. If the publication is

printed less than daily, only one appearance is required. 3. To ensure the notice is printed on time the applicant should determine publishing deadlines for the

local newspaper and be prepared to pay for publishing and for an affidavit of publication. 4. The public notice should state the following information:

“NOTICE TO TRANSPORTATION PROVIDERS: The (name of the agency) hereby provides notice that it intends to apply to the Minnesota Department of Transportation for the following transportation equipment to serve elderly and persons with disabilities in (indicate the service area). (Indicate the type of vehicle, number of seated positions, and number of wheelchair spaces to be requested). Individuals or agencies seeking to request transportation service, coordinate transportation with (agency name) or comment about the application should contact (name of contact person at agency), (agency address), (agency phone number).”

Public body applicants must also attach a copy of the hearing record (if one was requested and held) and a summary of efforts to involve the private sector to the maximum extent feasible.

5. A copy of the posting (as printed) must be converted to a .PDF file and upload into designated box on the application tab.

6. Transportation Provider Letter

Each application for Section 5310 assistance requires a notice (the “Transportation Provider Letter”) from the applicant to other transportation agencies operating in their home region that seeks feedback (akin to peer review) of regarding grant funded projects.

The Transportation Provider Letter must state the following information: The (name of applicant) intending to apply to the Minnesota Department of Transportation to

serve elderly persons and/or persons with disabilities in (service area)

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A complete description of the transportation equipment required to serve the clients in the region: vehicle type, number of permanent/non-permanent seats and wheelchair spaces to be requested

Indicate that any agencies providing transportation services, interested in receiving transportation service or in coordinating with the applicant to provide transportation, or who wish to comment on the application should contact (name of agency contact person) at (agency address and phone number).

7. Additional information about the Transportation Provider Letter requirement: A sample Transportation Provider List is available on the Application tab in Blackcat Grants. Fill

out the information requested for each transportation provider. If you are unsure who the transportation providers in a given geographic area, you may contact the Transit Project Manager in the appropriate district (Transit Project Manager Map) (Exhibit A) for assistance. You may also rely on the provider directories found on the CoordinateMNTransit.org website to develop a list for your region. Each list should include all the transportation providers (public transit systems, school bus operators, public agencies, private agencies, nonprofit agencies, taxi companies, other Section 5310 recipients, private for profit paratransit operators, volunteer driver programs, etc.) in and adjacent to the proposed service area.

A counter proposal by another provider to operate the service may be based on the use of its own equipment or on a proposed lease of equipment provided by the grant. The Transportation Provider list should be updated as necessary and ultimately submitted with your 5310 grant application to reflect the receipt of any responses from other providers in the area, and the date of such response.

MnDOT’s requirement that grant applicants communicate with other passenger transportation providers in their region is the cornerstone of the States’ effective coordination of cooperative regional transportation services in Greater Minnesota.

5. Coordination Activities

Describe how the project fulfills strategies in the Local Human Service Transit Coordination Plan and coordinates with partners in “Coordination Activities” under the Application Tab. - In the drop down menus, list entities providing non-fiscal project partnership, such as vehicle-sharing,

cross-marketing of services, etc., and describe the nature of their partnership. - In the box labeled “Proposed Coordination Activities,” describe how this project advances one or more

strategies listed in your local Local Human Service Transit Coordination Plan. Plans are available at: http://www.coordinatemntransit.org

Scoring preference will be given to applicants who:- Address a locally preferred strategy or project identified in your coordination plan. Contact your local

RDC or MPO for further explanation of locally preferred strategies. - Provide letters of support from community representatives and partnering organizations. Diversity

among entities providing letters of support is recommended. Letters should indicate the nature of support for the project. (Copy each letter into a PDF file and upload into designated box.)

- Clearly identify how partners and stakeholders will stay involved throughout the project.

6. Partnerships

In “Partnerships and Local Match” under the Grant Tab, complete the required information for partnering organizations that provide fiscal support.

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- Identify fiscal partnerships with existing public and private human service agency transportation providers, non-transit entities and/or private non-profit/for-profit operators. The project must have at least one active partner in addition to the applicant. If the project has more than one partner, insert additional tables as necessary.

- Applications must include a letter from each participating fiscal partner. (Copy each partner letter into a PDF file and upload into designated box.)

Scoring preference will be given to applicants who:- Demonstrate legal commitments from fiscal partners.- Submit partnership letters expressing fiscal commitment to the project during and beyond the period for

which 5310 vehicle funds are requested. (Copy any agreements into the same PDF file that includes that entity’s partner letter and upload into designated box.)

7. Organizational Background

Summarize organizational experience in “Organizational Background” under the Grant Tab to demonstrate the applicant’s ability to effectively manage the proposed project. - Describe the applying entity’s history managing programs similar to the proposed project, including annual

trips provided and/or annual clients served.- Describe organizational resources for the project (staff, fleet, volunteer support and managerial experience

of similar projects). - Provide summary of Driver Qualifications and Training. Provide Routine, Preventive and Repair vehicle

maintenance policies and procedures. - Prove financial capacity and describe the applying entity’s annual budget and other financial resources.

(copy entity financial statement and IRS Non-Profit Determination into a PDF file and upload into designated box)

Scoring preference will be given to applicants who:- Demonstrate organizational and fiscal capacity to deliver proposed project.- Demonstrate previous experience delivering similar projects to the proposed project.

8. Operational PlanEnter the total budget and operational statistics in Grant Tab “Budget Report”.

Scoring preference will be given to applicants who:- Demonstrate Operational budget is appropriate to the size of project proposed.

9. Resolution

Upload governing body resolution (Copy into a PDF file and upload into designated box). The governing body of the applicant must adopt a resolution authorizing submission of an application for financial assistance and subsequent execution of a contract and any amendments with the State of Minnesota. See Appendix C for a sample resolution. The resolution attests to the availability of local funds for the local match and designates up to two persons (by title) who have authority to execute a contract with MnDOT on behalf of their organization.

10. Organization

To submit the general information regarding your agency, you will need to move from the application tab to the “Organization” tab within Blackcat Grants Management system. Returning applicants may notice much of this information is already complete. Please check to ensure all entries are current.

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Organization Overview Manage Users Service Levels Title VI Civil Rights Coordination Activities Calendar Contacts Inventories Contract Management Reporting Certification Performance Measures

Note: The information entered on the “Organization” tab reflects your organization generally, and thus it is different than the entries made in step 8 above, as that information pertains directly to your Section 5310 application.

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Appendix A: MnDOT Transit Project Managers by district

Robert Clarksen5310 Program Contact (Metro District)395 John Ireland BlvdSt. Paul, MN 55155651.366.4182Robert.clarksen@state.mn.us

JOHN GROOTHUIS JAN KLASSEN JEAN MEYERDistricts 4 and 8 District 7 District 62505 Transportation Road 180 County Road 26 2900 - 48th Street N.W.Willmar, MN 56201 Windom, MN 56101 Rochester, MN 55901320-214-6361 507.831.8011 507.280.3100 John.Groothuis@state.mn.us janice.klassen@state.mn.us jean.meyer@state.mn.us

KENT EHRENSTROM MICHAEL JOHNSON SUE SIEMERSDistrict 2 District 1 District 33920 Highway 2 West 395 John Ireland Blvd 3725 - 12th Street NorthBemidji, MN 56601 St. Paul, MN St. Cloud, MN 56303218.755.6555 651.366.4199 320-223-6556 kent.ehrenstrom@state.mn.us Michael.Allan.Johnson@state.mn.us susan.siemers@state.mn.us

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Appendix B: Project Selection Criteria/Score Sheet

Application Scoring Points Possible Score

1. Applicant Information 02. Project Description

Project vehicle will be successful for a new or expansion serviceOR

0-4OR

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Appendix B: Project Selection Criteria/Score Sheet

Project vehicle will be successful for a replacement service. 0-6

3. Service Levels and/or Volunteer Service 04. People Served

Applicant clearly identifies how the project enhances access for people with disabilities or seniors. Applicant clearly identifies how the project enhances access for both people with disabilities and seniors.

0-3

0-3

5. Public Notice and Publication Applicant demonstrates public notice through service area in newspaper.

Applicant demonstrates significant effort in providing local transit providers of intent to apply.

0-2

0-2

6. Coordination ActivitiesProject addresses a locally preferred strategy or project identified in its regional coordination plan. Letters of support from community representatives and partnering organizations demonstrate diversity among entities providing letters.Applicant clearly identifies how partners and stakeholders will stay involved throughout the project.

0 OR 3

0-2

0-3

7. Partnerships/Local Match (partner letters*)Applicant demonstrates legal commitments from fiscal partners.Partnership letters express fiscal commitment to the project during the period requesting 5310 funds. Partnership letters express fiscal commitment to the project beyond the period requesting 5310 funds.

0-30-3

0-3

8. Organizational Background (financial statement*)Applicant demonstrates organizational and fiscal capacity to deliver proposed project.Applicant demonstrates previous experience delivering similar projects to the proposed project.

0-4

0-29. Budget Report and Operational Statistics

Applicant demonstrates budget request is appropriate to the size of project proposed. 0-4

Total Points 43

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Appendix B: Project Selection Criteria/Score Sheet

Instructions to reviewers: For each application section, assess the application information for the degree to which it meets scoring preferences listed below.

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5310 Elderly and Disabled Capital Assistance Resolution

Resolved that _______________________________ enters into an Agreement with the State of

Minnesota to receive a Section 5310 grant to improve access to provide transportation services

and public transportation alternatives to seniors and persons with disabilities.

Further resolved that ______________________________ agrees to provide a local share of

20% of net capital costs for 5310 Elderly and Disabled Capital projects.

Further resolved that ______________________________________________ authorizes the

_________________________ and/or the ________________________________to execute

the aforementioned Agreement and any amendments thereto.

______________________________________________________ ____________Signature of Authorized Applicant Representative Date

(applicant)

(applicant)

(applicant)

(title) (title)

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