Section 5310 Grant Program 2017 Cal ACT Spring

Section 5310 Grant Program 2017 Cal. ACT Spring Conference Session: Working With Your 5310 Planning Program April 26, 2017

Presentation Background Competitive Process Vehicle Procurement Program Management Next Steps

San Diego Context SANDAG is the MPO and RTPA 18 cities and the County Pop of 3. 2 million 430, 000 seniors

Background Designated Recipient JARC/New Freedom under SAFETEA-LU (August 2006) Section 5310 under MAP-21 & FAST Act (July 2012) Funding Awarded Cycles of Funding Number of Projects JARC $ 11 million 6 46 New Freedom $ 5 million 6 44 Section 5310 $ 3 million 1 51 Program Cycle 9 Competitive Process Call for Projects: July 22, 2016 - October 24, 2016 Funding Awarded on March 24, 2017 Approx. $3. 8 million for 41 projects (31 vehicles)

Competitive Process: Applicant Resources Grant Applicant Workshop Provides information on federal requirements Reviews application and submittal process Builds technical capacity Resources on webpage Program Materials – evaluation criteria, templates, forms, grant agreement, vehicle lease agreement, monitoring tools, etc. FAQs, presentation, and notes Application, budget sheets, and SOW & resolution templates Other tools Draft Application Staff checks for eligibility and mathematical errors

Application Adapted from New Freedom application Modified to be consistent with grant application for local program Organization Application Project Application (3 types – Operating, Mobility Management, Capital) Criteria Goals and Objectives Operational Sustainability Coordination / Outreach Innovation Implementation Plan Project Budget Program Effectiveness and cost-efficiency Performance Indicators

Performance Indicators Project Application Performance Indicators Operating • Cost per trip • Cost per vehicle service hour • Seat Utilization Mobility Management • measurable performance indicators that evaluate the effectiveness of the project • methodologies and procedures for ongoing monitoring and evaluation of the project • steps to be taken if original goals are not achieved Capital • methodologies and procedures for ongoing monitoring and evaluation of the project • Service hours per week • Seat Utilization

Online Submission

Online Submission

Online Submission

Successful Applicant Workshop Reiterates federal requirements Prepares grantees to sign grant agreement Builds technical capacity Discusses vehicle procurement and other requirements

Vehicle Procurement Worked with vendors to develop cost list Applicants request appropriate amount of grant funds based on desired vehicle type Applicants responsible for 20% of actual cost of vehicle Vehicle Type Total Cost Grant Request Amount Required Match Amount Class A $68, 000 $54, 400 $13, 600 Class B $72, 000 $57, 600 $14, 400 Class C $75, 000 $60, 000 $15, 000 Class D $50, 000 $40, 000 $10, 000 MV-1 $55, 000 $44, 000 $11, 000

Vehicle Procurement Responsible Party Action Item Timeframe Grantee Submit quotes for vehicle(s) to SANDAG Send invoice for matching funds within 2 months from Notice to Proceed Grantee Provide matching funds to SANDAG within 3 months from Notice to Proceed SANDAG Issue Purchase Order within 9 months from Notice to Proceed Grantee Receive delivered vehicle within 6 months from date of Purchase Order Grantee Put vehicle into service within 6 months from date of Purchase Order Grantee Operate vehicle in accordance with fund transfer agreement for useful life of vehicle within 1 month from Notice to Proceed Light-duty vehicle (Minivan) at least 4 years or 100, 000 miles Medium-size, light-duty transit bus (approx. 25'-35') at least 5 years or 150, 000 miles Medium-size, medium-duty transit bus (approx. 25'-35') at least 7 years or 200, 000 miles Grantee Submit vehicle appraisal to SANDAG within 3 months of end of useful life of vehicle SANDAG Final disposition action within 6 months of end of useful life of vehicle

Program Management Principle Planner Office of General Counsel Senior Planner Program Managers Assistant Planner Specialized Trans. Smart Growth / Active Trans. Net EMP / Land Acquisition Grants Coordination Team Finance Comms Legal Contracts Associate Planner Intern Contracts and Procurement Dept.

Program Management SANDAG Project Managers Budget / Performance Indicator Tracking Grant Status Updates to Transportation Committee Watch Lists Recovery Plans Regular Site Visits Monitoring Checklist

Performance Monitoring Grantees evaluated on: 1. Cost Per Unit of Service 2. Quantity of Service Delivered 3. Project Management Insurance, Finances, Records, Coordination, Schedule, Invoicing, Third-Party Contracting, Title VI, ADA 4. Service Quality Control, Customer Satisfaction, Safety, Outreach Used to adjust scores during competitive process based on past performance Regular site visits

Performance Monitoring

Title VI Compliance

Next Steps Create online scoring system to better ensure accuracy of scoring and streamline reporting Update criteria Expand cost list to include more vehicle types Hold a vehicle procurement workshop Develop a group TAMs

Questions? Audrey Porcella Audrey. Porcella@sandag. org 619 -699 -1961