ANNUAL TRANSIT PROVIDER MEETING FY 2017 SUBGRANTEE SESSION, SEPTEMBER 29, 2016

Transcription

1 ANNUAL TRANSIT PROVIDER MEETING FY 2017 SUBGRANTEE SESSION, SEPTEMBER 29,

2 NATIONAL TRANSIT DATABASE 2

3 NATIONAL TRANSIT DATABASE What is it? Primary source of information and statistics on transit systems across the US Monthly and annual reports on service data Visit for more information Why is it Important? Submission of urban and rural service data required of all Urbanized Area Formula Program (5307) recipients Reported data is used for FTA s Conditions and Performance reports to Congress Data also used to apportion more than $7 billion in FTA formula funds More Service Reported = More Funds for the Region 3

4 INCIDENT REPORTING Incidents must be reported if following thresholds are met: Fatalities within 30 days or injuries requiring immediate medical attention away from scene Property damage $25,000 Towing away of a vehicle Evacuation of a transit facility Information that must be submitted transit_ops@nctcog.org: Post accident reports (driver s report, police report, agency report) Pictures and estimates of vehicle damage for all vehicles involved Current status of the event or injuries as a result of the accident Handout summarizes all of the required documentation 4

5 WHEN TO REPORT Monthly Reporting Ridership and Safety & Security data due by the 20 th of each month Submit to Annual Reporting FY Period Ending Annual Report Due Closeout Dates Subs January 1 June 30 October 31 March 15 July 1 September 30 January 31 May 15 City/County, PTS, Span, STAR October 1 December 31 April 30 July 15 CTS 5

6 TENTATIVE SCHEDULE Annual Report Action Subgrantees designate point of contact; NCTCOG sends out Annual Report forms City/County, PTS, Span, STAR CTS October 2016 Mid-November 2016 Kick-off meetings Mid-October 2016 Early-December 2016 Subgrantees submit data to NCTCOG; NCTCOG reviews November January 2017 January-April 2017 NCTCOG submits data to NTD January 20, 2017 April 18, 2017 Correct data and address any issues identified by FTA February-April 2017 April-June 2017 Receive close out notifications May 15, 2017 July 15,

7 PROPOSED NTD REPORTING CHANGES (REPORT YEAR 2017) FTA released a notice of proposed changes to NTD reporting requirements on Wednesday, February 3 rd, 2016 Most of the proposed changes involve changes to the structure of NTD reporting and their forms Full reporters most affected by proposed changes Enhanced auditor s review will be especially burdensome for small systems reporters but we will help you! B-30, R-10, W-30, and F-10 form changes COG will notify all subgrantees of finalized changes Annual reporting forms for the next report year will be revised Handout summarizes all proposed changes 7

8 FTA COMPLIANCE PROGRAM NCTCOG S SUBGRANTEE OVERSIGHT PROGRAM 8

9 THANK YOU! Professionalism every day Excellent customer service Response to documentation requests Cooperation during site visits Updates to policies and procedures 9

10 COMPLIANCE: WHY & HOW Purpose: To ensure FTA funds are expended appropriately and agencies are operating in accordance with FTA regulations Examples of compliance tools include: Annual Transit Provider Meeting Collecting annual audits and FTA s Certifications and Assurances Life Cycle Management Plans Regular review of invoices Site visits Documentation review 10

11 TODAY S COMPLIANCE TOPICS Policies and procedures Risk management Disadvantaged Business Enterprise (DBE) requirements Procurement 11

12 POLICY MUST MATCH PRACTICE Do your policies match daily and monthly practices? Schedule regular policy and procedure reviews Incorporate up-to-date federal requirements and get Board approval Submit updated policies to NCTCOG Document how policies are implemented Examples include: Maintenance plans for vehicles, facilities, security equipment, and other federal assets Disposition policies, asset management plans Reasonable modification policies, complaint procedures (ADA, Title VI, and others) 12

13 RISK MANAGEMENT NCTCOG has been rolling out additional risk assessment and management activities Meet federal requirements under 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (the Uniform Guidance) which became effective on December 26, 2014 Update agreement references to the Uniform Guidance Annual subgrantee risk assessment survey and request for documentation of financial and technical capacity Potentially require additional award-specific conditions as needed (e.g. more detailed financial reports, additional project monitoring) Continue early and often communication with project managers 13

14 DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS All of NCTCOG s subgrantees must report on DBE participation Due in May and November each year using NCTCOG form Report all purchases/contracts that use FTA funds through NCTCOG, regardless of size Identify purchases made using a certified DBE (check the Texas Unified Certification Program website) Unless your agency sets a different goal (see below), the default goal is 10% DBE participation FTA recipients receiving planning, capital and/or operating assistance who will award contracts exceeding $250,000 FTA funds in a year, excluding vehicles, are required to have a DBE program NCTCOG must review and concur with subgrantee DBE programs 14

15 PROCUREMENT COMPLIANCE

16 TODAY S PROCUREMENT TOPICS Procurement findings in federal reviews and their impact Top 10 procurement findings NCTCOG action items Subgrantee action items Focus area: identifying appropriate federal clauses 16

17 PROCUREMENT FINDINGS IN FEDERAL REVIEWS Subgrantee procurements have resulted in findings on NCTCOG s last three FTA reviews 2013 Triennial Review 1 procurement-related finding 2014 Procurement System Review 1 procurement-related finding 2016 Triennial Review 2 procurement-related findings It s time to break the cycle! FTA focus NCTCOG focus Subgrantee focus 17

18 POTENTIAL IMPACTS OF CONTINUED REVIEW FINDINGS Increased requirements for pre-review of procurements of any size Disallowed costs Reduced grant funds available Obligation to return funds paid out Level of Impact High Large purchase Small purchase Low Micro purchase $ $$ $$$ Size of Procurement 18

19 TOP PROCUREMENT FINDINGS (NOTES FROM JAMES HARPER, FTA OFFICE OF PROCUREMENT) Before solicitation 1. No evidence of having or following procurement policies and procedures Document and follow procedures 2. Lack of written independent cost estimate Use templates and worksheets 3. Failure to exercise full and open competition Conduct outreach programs and widespread advertisement (beyond local newspaper) 4. Improper use of geographic preference Don t use (very limited exceptions) 5. Improper piggybacking purchases Know and document how FTA requirements are met 19

20 TOP PROCUREMENT FINDINGS (NOTES FROM JAMES HARPER, FTA OFFICE OF PROCUREMENT) After solicitation 6. Lack of written cost/price analysis Use templates 7. Sole source awards Use only as appropriate in very limited circumstances and document those unique circumstances 8. Failure to include FTA clauses / failure to include appropriate FTA clauses Include them! 9. No contract administration system Understand costs of implementing contracts and budget for those costs 10. Improper use of options Be specific in options under consideration and evaluate them up-front 20

21 NCTCOG ACTION ITEMS See handout NCTCOG Procurement Policies and Procedures: Supplement for FTA Funded Items Continue pre and post review of subgrantee solicitations, cost estimates, and contracts Required for all projects estimated to be over $100k Required for all sole source, vehicles, construction, rehab/renovation projects, and any higher risk project Recommended for sensitive projects or if subgrantee is unsure of requirements Provide boilerplates for clauses Provide checklists and templates for common problem areas Track subgrantee procurements and report on DBE participation Bring NTI training course on procurement to the region (subgrantees to identify person(s) to attend) 21

22 SUBGRANTEE ACTION ITEMS: MICRO PURCHASES AND SMALL PURCHASES Micro Determine and document that prices are fair and reasonable No splitting Small Conduct research and document an independent cost estimate to determine what prices are fair and reasonable (Hint: don t call the people you might buy from) Document a written record of procurement history with required elements: Rationale for method of procurement, selection of contract type, reasons for contractor selection or rejection, and basis for the contract price Include all applicable FTA clauses, whether in formal contract or with purchase order Ensure sound and complete agreements 22

23 SUBGRANTEE ACTION ITEMS: LARGE PURCHASES AND OVERALL REQUIREMENTS Large or Higher Risk All of the requirements of a small purchase, plus Include time for NCTCOG review of procurement (and contract) Ensure sound and complete agreements Requirement to notify NCTCOG (FTA) of any protests Overall Know, understand, and implement requirements outlined in FTA s Third Party Contracting Guidance (C F) and the Uniform Guidance (2 CFR 200) Make sure requirements are incorporated in agency policies and make sure to follow that agency policy Select a primary staff person in charge of procurements and train a backup as a second set of eyes 23

24 EXAMPLES: IDENTIFYING APPROPRIATE FEDERAL CLAUSES Are you buying something? Is FTA money going to touch this item, directly or through an allocation? (And do I really want to use federal funding?) Refer to handouts A. A purchase of $125,000 for planning services B. A purchase of $25,500 for transit management services C. A purchase of $5,600 for a new air conditioner 24

25 REGIONAL TRANSIT VEHICLE LOANER PROGRAM 25

26 OVERVIEW Non-traditional providers identified need for vehicles to better fit their specialized operating environment Utilize vehicles available in the region that have past their useful life Goal is to stretch the federal investment in capital assets NCTCOG works with sub grantees to identify vehicles available and coordinates with non-traditional providers for the transfer NCTCOG staff to implement program on as needed basis 26

27 DECISION TREE FOR PROGRAM VEHICLES Useful Life Condition Assessment Past Useful Life Excellent or Good Loan Past Useful Life Fair or Poor Dispose Not Past Useful Life Any Keep in Service 27

28 CURRENT STATUS OF VEHICLES Approximately 86 vehicles not past their useful life There are 21 vehicles funded through NCTCOG that will be past their useful life and may be eligible for the program by 10/1/2016 NCTCOG staff will be in touch with the operators of the 21 vehicles 28

29 PROGRAM BENEFITS FOR TRADITIONAL PROVIDERS Constant flow of new replacement vehicles Better access to newer vehicle technology Decrease long-term vehicle maintenance costs 29

30 PROGRAM IN ACTION Collin County Committee on Aging (CCCoA) provides specialized service to older individuals and individuals with disabilities to congregate meal sites CCCoA initially used a non accessible 15 passenger van to transport its clients STAR Transit vehicle (light duty) past useful life and in good condition was provided to CCCoA CCCoA benefited from lower operational costs, more seating with wheelchair accessibility STAR Transit received a newer vehicle in return from NCTCOG 30

31 COOPERATIVE PROCUREMENTS 31

32 BACKGROUND NEED More than one subrecipient has identified a need for similar professional services, vehicles, and/or equipment BENEFITS Reduces administrative burden and provides a cost savings on subgrantees by doing one procurement Increases buying power by grouping agencies together Increased interest from vendors/consultants Encourages uniformity of vehicles/equipment throughout the region for maximum flexibility 32

33 COOPERATIVE PROJECTS Completed: Route Planning Study Ongoing: 2014 Cooperative Vehicle Procurement 2016 Cooperative Camera Procurement Future: 2017 Cooperative Vehicle Procurement Technology Upgrades Other? Please notify your project manager if Your agency has identified a need to procure equipment or professional services using FTA funds; and/or Your agency participates in a cooperative procurement with other agencies using FTA funds 33

34 2016 COOPERATIVE TRANSIT VEHICLE SECURITY CAMERA SYSTEMS Upcoming Executive Board approve contract award to Safety Vision, LLC in October 2016 Preconstruction meetings with vendors will be held November 2016 Order confirmation letters for first order in November 2016 Anticipate installation between late November 2016 March 2017 Current Fleet New Vehicles Delivered in

35 2014 COOPERATIVE VEHICLE PROCUREMENT To date Two orders were completed in Fall 2014 and Spring vehicles have been delivered to 9 agencies Upcoming Two orders will be placed in Winter 2016: Remaining Base Contract Exercise Option Delivery by May 2017 One order tentative in Summer 2017 Remaining Option Year Small Transit Vehicle Light-Duty Bus Medium-Duty Bus Creative Bus Sales Creative Bus Sales National Bus Sales Mobility Venture 1 StarTrans Senator II Glaval Entourage Delivery by September

36 UPCOMING: 2018 COOPERATIVE VEHICLE PROCUREMENT Tentative: Publish RFP in 2018 Today Identify provider needs and lessons learned from previous vehicle procurement 36

37 HOW TO USE THE KEYPADS Press the number or letter on the keypad that corresponds to the answer choice on the screen. Press with the pad of your finger not your fingernail. A green light will illuminate briefly when the answer is received. The answer will show briefly on the LCD screen. 0 should be used for the number 10. Do not push the channel button in the bottom left. If you are asked to rank answer choices or provide multiple responses to a question, wait for the green light to appear after each response before making your next selection. 37

38 STILL WITH ME? WHAT ARE YOUR PLANS FOR THE WEEKEND? A. Spend time with family B. Go to a sporting event / concert / festival C. Weekend road trip! D.Netflix and a box of pizza! E. Don t worry about it! 20% 20% 20% 20% 20% 38 A. B. C. D. E.

39 HOW MANY VEHICLES IN YOUR FLEET WILL NEED TO BE REPLACED IN THE NEXT 3 YEARS ( )? A. No vehicles need to be replaced B. 1 5 vehicles C vehicles D vehicles E. More than 20 vehicles F. I don t know, but I ll find out soon! 17% 17% 17% 17% 17% 17% A. B. C. D. E. F. 39

40 HOW MANY VEHICLES MAY BE NEEDED FOR SERVICE EXPANSION IN THE 3 YEARS ( )? A. No expansion vehicles are needed 25% 25% 25% 25% B. 1 5 vehicles C vehicles D. More than 10 vehicles 40 A. B. C. D.

41 WHICH VEHICLE TYPES DOES YOUR AGENCY HAVE GREATEST NEED FOR IN THE NEXT PROCUREMENT? CHOOSE THE TOP 2 CHOICES. A. Small Transit Vehicle, ft, 8-22 passenger (Ex: MV-1) B. Light Duty, ft, passenger (Ex: Senator II) C. Medium Duty, 30 ft, passenger (Ex: Entourage) D. Other 25% 25% 25% 25% A. B. C. D. 41

42 WILL YOUR AGENCY REQUIRE VEHICLES LARGER THAN MEDIUM- DUTY BUSES (30 FT, PASSENGER) (EX: ENTOURAGE)? 33% 33% 33% A. No B. Yes, 1 5 vehicles C. Yes, 5 10 vehicles A. B. C. 42

43 WHAT WAS YOUR EXPERIENCE WITH THE MOBILITY VENTURE V-1 MODELS AVAILABLE IN THE 2014 CVP? A. My agency did not purchase this vehicle. B. I would definitely purchase these vehicles again! C. They worked out well with few to no issues. D. They had issues on occasion, but nothing major. E. The vehicles were plagued with issues. F. I would prefer a different model! 17% 17% 17% 17% 17% 17% 43 A. B. C. D. E. F.

44 WHAT WAS YOUR EXPERIENCE WITH THE STARTRANS SENATOR II MODELS AVAILABLE IN THE 2014 CVP? A. My agency did not purchase this vehicle. 17% 17% 17% 17% 17% 17% B. I would definitely purchase these vehicles again! C. They worked out well with few to no issues. D. They had issues on occasion, but nothing major. E. The vehicles were plagued with issues. F. I would prefer a different model! 44 A. B. C. D. E. F.

45 WHAT WAS YOUR EXPERIENCE WITH THE GLAVAL ENTOURAGES MODELS AVAILABLE IN THE 2014 CVP? A. My agency did not purchase this vehicle 17% 17% 17% 17% 17% 17% B. I would definitely purchase these vehicles again! C. They worked out well with few to no issues. D. They had issues on occasion, but nothing major. E. The vehicles were plagued with issues. F. I would prefer a different model! 45 A. B. C. D. E. F.

46 AS A WHOLE, DID THE OPTIONS MEET YOUR AGENCY S NEEDS? Options available in 2014 CVP: Power Ramp Video Camera System W/ DVR WiFi Router Farebox Upgraded A/C MorRyde Suspension Upgraded passenger seating Overhead Luggage Bike Rack 33% 33% 33% A. Yes B. No C. I didn t use the options available 46 A. B. C.

47 WHAT WOULD YOU CHANGE ABOUT VEHICLES IN THE NEXT ORDER? CHOOSE TOP 3 CHOICES. A. Seating Configuration B. Vehicle Size C. Alternative-Fuel Vehicles D. Greater Fuel Efficiency E. Better Options/Technology features F. Other 17% 17% 17% 17% 17% 17% 47 A. B. C. D. E. F.

48 PLEASE RETURN YOUR KEYPADS Thank you! Questions, comments? 48