1. Post Award Grants Webinar June 19, 2018

2. Agenda 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
Date

3. SYIP Overview 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?
Date

5. State-Only Contracts 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
11/9/2018

6. State-controlled Federal $ Contracts
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
11/9/2018

7. Flexible STP Contracts
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 STP Contracts
11/9/2018

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 Match Contracts
11/9/2018

9. State Match Contracts (continued)
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
11/9/2018

10. Multi-Year Contracts
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
11/9/2018

11. What should I review my contracts for?
Date

12. Reviewing Contracts 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
Reviewing Contracts
11/9/2018

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
11/9/2018

14. Scope Changes for TDM Operating and TDM Projects
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
11/9/2018

15. Deobligation and Project Close-Out
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
11/9/2018

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

17. Performance Reporting
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
11/9/2018

18. Performance Reporting
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
11/9/2018

19. TDM Performance Reporting
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
11/9/2018

20. Milestones are established from your Capital Application
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
11/9/2018

21. In the past, DRPT has only required annual updates of asset data
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
11/9/2018

22. Reimbursement Submittal
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
11/9/2018

23. Reimbursement Submittal
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
11/9/2018

24. Reimbursement Submittal – Travel, Training, Workshops, etc.
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.
11/9/2018

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
11/9/2018

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

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

28. 5310 Mobility Management 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
5310 Mobility Management

29. DRPT Oversight of Projects
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
11/9/2018

30. DRPT Oversight of TDM Programs and Projects
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
11/9/2018

31. DRPT Oversight of Construction Projects
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
11/9/2018

32. DRPT Oversight of Projects – Audits and Reviews
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
11/9/2018

33. Procurement and Using DRPT Bench Contractors
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
11/9/2018

34. Transit Reform Package
Date

35. Commonwealth Mass Transit Fund
Restructured Fund:
Statewide Operating – 31%
Statewide Capital – 12.5%
WMATA Operating & Capital – 53.5%
Special Projects– 3%
TDM, experimental transit, operation studies, & technical assistance
CPR Bonds:
Does not address the statewide revenue loss by reauthorizing bonds
One-time $50 million reauthorization for federal PRIIA match for WMATA
Commonwealth Mass Transit Fund
In case, you want to get into the weeds; I borrowed the below from Jamie’s annual budget report. It discusses the revenues that go into CMTF and their old distribution formula.
Commonwealth Mass Transit Fund Revenues:
14.7% of the 1986 Special Session Revenues;
Chapter 896 of the 2007 Acts of Assembly dedicated , the state recordation tax to public transportation operating assistance. HB 1539 distributes these revenues according to the new allocation percentages;
Chapter 766 of the 2013 Acts of Assembly (HB 2313) dedicated 60% of the 0.125% addition to the general sales and use tax;
Chapter 684 of the 2015 Acts of Assembly (HB 1887) distributed 3.1% of motor fuel tax to the Capital program, .35% to the Operating program, and .24% to special programs. HB 1539 distributes these revenues according to the new allocation percentages
Chapter 684 of the 2015 Acts of Assembly (HB 1887) distributed $.01 of the state recordation tax to the Capital program. HB 1539 distributes these revenues according to the new allocation percentages.

36. Statewide Transit Capital Prioritization
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. Recommended Prioritization Principles
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
Recommended Prioritization Principles

38. Statewide Transit Operating Funds
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
Statewide Transit Operating Funds
Mirrors house budget amendment.
FY 2020 start: enactment clause

39. Urban Transit Agency Strategic Plans
Required every five years from transit agencies with bus fleet serving urbanized areas of 50, 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
Hampton Roads Transit
Williamsburg Area Transit Authority

40. Regional Transit Planning Process
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. Transit in Northern Virginia
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