Post Award Grants Webinar June 19, 2018

1. Post Award Grants Webinar June 19, 2018

2. How to read the Six Year Improvement Program (aka “the SYIP”) • When should I expect my contracts to be available? • What should I review my contracts for? • What do I need to do to manage my DRPT contracts? • DRPT oversight on projects • Transit Reform Package Agenda

3. Allocations and Revenues • Reconciliation • Construction District Summary and Detail • Operating • Capital • Five Year Capital Needs SYIP Overview 3

4. When should I expect my contracts to be available? Contracts

5. Written in June, pending CTB approval Ready for execution late June, early July Internal review by Program Manager, Division Director, and Finance, before release to grant recipient for approval Final execution by Agency Director State-OnlyContracts

6. Written in August, pending FTA approval Ready for execution late September, early October Internal review by Program Manager, Division Director, and Finance, before release to grant recipient Final execution by Agency Director State-controlled Federal $Contracts

7. After CTB approval, grant recipient can request transfer of flexible STP to FTA Funding must be in TIP/STIP Grant recipient must start application with FTA Once FTA approves application, notify Programming State match agreements written after notification of FTA award Internal review by Program Manager, Division Director, and Finance, before release to grant recipient for approval Final execution by Agency Director Flexible STPContracts

8. If federal funding is FTA funding, no transfer needed If federal funding is FHWA funding, grant recipient must ensure funding is in TIP/STIP, start an application with the FTA, and notify DRPT Programming the federal funds are ready to be transferred (flexed) Programming will confirm with the FTA before sending the flex request to VDOT for processing State MatchContracts

9. Once FTA approves application, notify Programming State match agreements written after notification from recipient of FTA award Internal review by Program Manager, Division Director, and Finance, before release to grant recipient for approval Final execution by Agency Director State MatchContracts (continued)

10. Recipient submits normal application for capital assistance. DRPT determines whether the project is appropriate for a Multi-Year Contract. Program Manager will discuss with recipient. Written in June, pending CTB approval Ready for execution late June, early July Internal review by Program Manager, Division Administrator, and Finance, before release to grant recipient Final execution by Agency Director Multi-YearContracts

11. What should I review my contracts for? Contracts

12. Funding amounts Start and End Dates Proper parties identified Project scope If applicable, and federal funds are recipient-controlled, federal fund source Read the whole contract! It is much more time-consuming for all involved to sign a contract with incorrect information rather than contacting your Program Manager to seek clarification or a change in the document Be sure the person signing the contract is authorized to do so ReviewingContracts

13. Only allowed if the change does not materially alter the original intent of the project Examples of allowable scope change requests: Increase or decrease of units Revenue vehicle type Hardware to software, software to hardware There is no guarantee the request will be approved. Scope Changes

14. Only allowed if the change does not significantly alter the Annual Work Plan, approved scope, or the intent of the program/project The change must have a neutral or positive overall benefit Procedure to request a scope/budget change: Contact your DRPT Program Manager Complete a Scope/Budget Revision Request Form Do not wait until the end of the year to request a scope or budget change. There is no guarantee the request will be approved. Scope Changes for TDM Operating and TDM Projects

15. Deob and close as soon as project is finished – don’t wait until the end date on the contract Use final invoice feature in OLGA Use Reduce or Cancel feature in OLGA, if applicable It may take up to two weeks to process Deobligation and Project Close-Out

16. What do I need to do to manage my DRPT contracts? Contracts

17. Responsibility of recipients to review and maintain backup files Recipients should periodically compare to prior year performance Document transit service changes of any kind Examples of past issues: No data Data not matching reported performance Inability to explain differences Performance Reporting

18. Performance Data is due on the 20th each month Annual Performance Data must be verified and certified by partners Performance Data will be used to determine Transit Operating funding for FY 2020 Performance metrics that are incorrectly reported may result in your organization getting less funding than you should OR you may owe money back to the Commonwealth Performance Reporting

19. Performance Data is due in OLGA on the 20th each month for the prior month Be sure to save data and verify data has been saved Ridematching application Performance Data will be reviewed and used for trend analysis TDM Performance Reporting

20. Milestones are established from your Capital Application. Ensure they are reasonable can be accomplished End Date of Contract is based on your completion milestone. Check before pinning your contract to ensure End Date is reasonable and can be accomplished DRPT uses your reported milestones to create cash flow information that is required by the CTB New Milestone Format in OLGA will mirror FTA Milestone requirements Milestone Updates

21. In the past, DRPT has only required annual updates of asset data. Now, asset data must be updated twice a year, July 15 and January 15 (as of June 30 and December 31. TAM Plan Prioritization Your capital funding will be prioritized for funding based on the data in TransAM, including age and condition of asset, as well as mileage for rolling stock Entry requirements for TransAM have been sent to all recipients, to ensure that you understand the assets that should be entered into the asset inventory Asset Management

22. All reimbursement requests submitted through OLGA Reimbursement requests should submitted at least quarterly, but no more than one-per-month, per project Amounts submitted are appropriately supported with invoices and other support documents Summary sheet should list the expenses category, vendor name and amount paid, date and description of expense The OLGA entry and review process is being updated to make everyone’s tasks less duplicative and easier to document Reimbursement Submittal

23. Proper supporting documents to be arranged and numbered in the identical order as listed on the summary sheet When only a portion of an invoice amount is being charged on the reimbursement request, the recipient must note the amount that is being charged and provide an explanation Support documents shall include invoices, description of services or items purchased, copies of documents or advertisements produced Project status report Reimbursement Submittal

24. Follow state travel regulations – GSA and IRS rates apply Obtain prior approval from DRPT, especially for overnight travel Required support documents – your agency’s travel document showing name of traveler, date of travel, destination, trip reason/purpose, miles and charges for mileage, tolls, parking, transportation, hotel, etc.; receipts for all expenses (parking, tolls, hotel, airfare, ground transportation, fees, etc.); agendas/programs. Reimbursement Submittal – Travel, Training, Workshops, etc.

25. All extensions must be submitted 30 days or more before End Date Communicate with your DRPT program manager Update your milestones with respect to new schedule Note that you are able to change your milestones past the formal end date. Ultimately, this will require an extension request, but this allows the project a chance to catch back up prior to requested a formal extension Also allows both the recipients and the DRPT Project Manager to just submit one extension request Communicate and document anticipated drawdown schedule Provide a reason for extension There is no guarantee that a request will be approved Extensions

26. 5310 Human Service projects • Quarterly Meetings • Review of RFPs • Project Reports / Results documents • Review of design documents • Audits DRPT Oversight of Projects

27. 5310Post-Award Timeline – Vehicles FY 19 SYIP Approved Purchase Order (DRPT) Add Vehicle to TransAM Vehicle Option Sheets Due Confirm Order Delivery Within 5 days after delivery Spring/ Summer June September Fall / Winter October 2018 2019 CTAV Expo – see available vehicles on State Contract with approved dealers Complete Vehicle Inspection Sheet Contracts & Local Match Email Sheet to DRPT within 2 days of Inspection August Fall / Winter

28. Mobility Management Work Plans are due Sept 1 • Progress Reports of Work Plans due each Quarter – submit in OLGA with your reimbursement requests • Oct-Dec: due in Jan • Jan-Mar: due in Apr • Apr-Jun: due in Jul • Jul-Sep: due in Oct 5310Mobility Management

29. New Quarterly Meeting Process Grants review Milestone review Extensions needed? Deobligations needed? Asset Management (Inventory review) Performance Data review Safety and Security review OLGA Contacts review 5311 Title VI and ADA Complaints 5311 Preventative Maintenance DRPT Oversight of Projects

30. TDM Operating and Projects Quarterly Review Annual Work Plan review Milestone review Budget/expenditures review Extension needed? Deobligation needed? Detailed Status/Work Performed Report Provide copies of marketing and promotion items DRPT Oversight of TDM Programs and Projects

31. DRPT must be notified at the beginning of a construction project. The Program Manager will specify DRPT’s level of involvement in the overall project. The following steps are possible, based on the project in question: Review of RFPs DRPT must review and sign off on all Construction RFPs prior to advertisement Review of Design Documents DRPT must participate in the review of all Construction design documents. (30%, 60%, 90%, 100%) Project Reports / Results Documents DRPT will require monthly Construction Project Reports, budget and schedule updates DRPT Oversight of Construction Projects

32. DRPT will perform audits of all recipients every three years (generally) to determine your compliance with the State Master Agreement Those who receive pass through FTA funds from DRPT will also be reviewed for the following: Recipient compliance with FTA requirements, generally every three years Compliance with Drug and Alcohol requirements. DRPT Oversight of Projects – Audits and Reviews

33. Grant recipients can use DRPT’s bench contractors Marketing Communications & Public Relations Transit and TDM Planning TDM Implementation Be aware and follow federal procurement rules Procurement must be open and competitive Use Time and Materials Check contractor rates Multi-year contracts should have provisions to deal with rate changes, staff changes, equipment, etc. Procurement and Using DRPT Bench Contractors

34. Transit Reform Package

35. Commonwealth Mass Transit Fund

36. Effective July 1, 2019 • State of Good Repair • Based on transit asset management principles, including federal requirements for Transit Asset Management • Minor Enhancement • Major Expansion • Based on SMART SCALE factors: • Congestion mitigation • Economic development • Accessibility • Safety • Environmental quality • Land use • WMATA exempt from the process Statewide Transit Capital Prioritization

37. Program Priorities • Reduce backlog • Maintain state of good repair • Match Rate • Single rate for all assets, 68% • Program Structure • Separate funding for state of good repair, minor enhancement, and major expansion • Transparency • Importance of quality data in TransAM RecommendedPrioritization Principles

38. Effective July 1, 2019 • 100% of Statewide Operating Funds: • Allocated on the basis of service delivery factors • Made available for public comment at least one year before application • Current Factors: • Passengers Per Revenue Hour • Passengers Per Revenue Mile • Net Cost Per Passenger • WMATA exempt from process StatewideTransit Operating Funds

39. Required every five years from transit agencies with 20+ bus fleet serving urbanized areas of 50,000+ population • Guidelines • Assessment of state of good repair needs • Review of the performance of fixed-route bus service • Evaluation of opportunities to improve operating efficiency of the transit network • Examination and identification of opportunities to share services where multiple transit providers' services overlap • Examination of opportunities to improve service in underserved areas UrbanTransitAgency Strategic Plans

40. Required for transit systems serving population areas between 1.5 million and 2.0 million • Coordinated by local MPO • Requirements: • Identification and prioritization of projects • Establishment of performance benchmarks incorporating state and federal requirements • Development and implementation of a regional subsidy allocation model • Distribution of funds solely designated for transit and rail and that are administered by a regional body to enter into agreements for the operation and maintenance of transit and rail facilities Regional Transit Planning Process

41. WMATA Reforms • WMATA Board of Director Membership • NVTC Oversight & Annual Reporting • WMATA Operating Expenses • WMATA Capital Improvement Program & Strategic Plan • VRE Funding • $15 M: Commuter Rail Operating and Capital Fund (NOVA gasoline tax floor revenues) • PRTC Dedicated Funding • $7.85 M: NOVA gas tax floor revenues Transit in Northern Virginia