STATE OF FLORIDA DEPARTMENT OF. NO TALLAHASSEE, November 1, Travel and Transportation

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1 FOP 40-5 STATE OF FLORIDA DEPARTMENT OF F OPERATING PROEDURE HILDREN AND FAMILIES NO TALLAHASSEE, November 1, 1998 Travel and Transportation AQUISITION OF VEHILES FOR TRANSPORTING TRANSPORTATION DISADVANTAGED LIENTS 1. Purpose. This operating procedure establishes the procedures for ensuring (i.e., providing, arranging or purchasing) the appropriate to prescribed programs and services for the department s disadvantaged clients, and for coordinating the acquisition of vehicles to transport disadvantaged clients. 2. Scope. This operating procedure applies to all departmental programs directly operated by the department or purchased through contractual services contracts and to all vehicles obtained directly by the department or by a contractor or subcontractor using state or federal government funds for any portion of the acquisition, operation or maintenance of a vehicle used to transport clients of the department. 2. References. a. hapter 427, Florida Statutes (F.S.), Part I, Transportation Services. b. hapter 41-2, Florida Administrative ode, ommission for the Transportation Disadvantaged. 3. Explanation of Terms. a. Transportation Disadvantaged. Those persons who, because of physical or mental disability, income status or age are unable to transport themselves or to purchase and are, therefore, dependent upon others to obtain access to health care, employment, education, shopping, social activities or other life-sustaining activities; or children who are handicapped or highrisked or at-risk as defined by section , F.S. Although most clients of the department would meet the definition of disadvantaged, the following are not considered disadvantaged and, therefore, their need not comply with hapter 427, F.S.: (1) lients who reside in the department s institutions (i.e., state hospitals, evaluation and treatment centers, and intermediate care facilities for the developmentally disabled) and who are transported in state-owned vehicles to programs and services as a part of their care and treatment. (2) lients who are being transported against their will, including those who are being removed from their homes as a result of suspected abuse or neglect, or who are being transported to secure facilities. (3) lients who have been abused, neglected or exploited or are alleged to have been abused, neglected or exploited, and are being physically removed from their homes or who reside in foster, shelter, or group homes and are being transported by their caretakers or staff as a part of their care and treatment (i.e., the cost of such is included in the overall cost of care and is not separately billed and reimbursed by the department). This operating procedure supersedes HRSR 40-5, dated December 15, OPR: ASGGS DISTRIBUTION: B

2 November 1, 1998 FOP 40-5 (4) lients who are being transported due to an emergency circumstances, in which the health, safety or welfare of the client is at risk. (5) lients who are being transported via medical by an emergency medical service vehicle licensed under hapter 401, F.S. b. District Transportation oordinator. The person in each DF assigned the function of coordinating the implementation of hapter 427, F.S. c. Department Transportation oordinator. The person designated by the secretary of the department to represent him or her on the ommission for the Transportation Disadvantaged and to assure the implementation of hapter 427, F.S. throughout the department. d. ommunity Transportation oordinator. A entity recommended by a metropolitan planning organization (or by the appropriate designated official planning agency, as provided for in s , F.S. in areas outside the purview of a metropolitan planning organization) to ensure that coordinated services are provided to the disadvantaged population in a designated service area. e. DOT District Public Transportation Operations Engineer (DPTOE). The Department of Transportation employee occupying this position at the DOT district level. 4. oordinating Procedures. The procedures for seeking vehicles for transporting disadvantaged clients are as follows: a. Any district program entity needing to lease or purchase vehicles to transport clients must report and document the extent of these needs in writing to the DF district coordinator. The coordinator will assist the program entity with determining whether or not the client(s) is disadvantaged and the appropriate type of in accordance with the decision matrix (appendix A of this operating procedure). b. If the community coordinator cannot meet the needs and no other agency is available to meet the needs, the district coordinator may authorize purchasing from a with driver and vehicle safety standards commensurate with those of the coordinated system that can assure the public health, safety and welfare of the client. If no such entity exists in the area, the district coordinator will then contact the DOT DPTOE to determine if the DOT fleet has any appropriate available vehicles for purchase. If none are available, the district shall obtain approval from the community coordinator to use whatever means of is at their disposal, including purchase or lease of a vehicle from another source, until such time as the community coordinator can arrange to provide the service. 5. Acquisition Procedures. a. If DOT has an appropriate vehicle available, the applicable district program entity will ensure that funds are available for lease or purchase and for operating the vehicle. b. District purchasing staff will coordinate the acquisition through the office of general services support (ASGGS). The acquisition may involve an outright purchase or a lease agreement. c. Acquisition by purchase will require prior approval from the Department of Management Services, Bureau of Motor Vehicles and Watercraft, per HRSM 75-1, Purchasing Policy and Procedures, especially paragraph

3 November 1, 1998 FOP 40-5 d. The applicable district or central office program entity will be responsible for contract amendments, preparation of justification for the requisition and Purchase of Mobile Equipment (MP 6301) forms, and for the purchase of vehicles. 6. Utilization Procedures. If state or federal funds are used, in whole or in part, to purchase vehicles for the of disadvantaged clients, the vehicle(s) may also be used to further the efforts of coordinated for the disadvantaged, according to the needs of the community coordinator. 7. Reporting Procedures. a. The acquisition costs, depreciation, and cost of operating and maintaining the vehicle (including the driver s salary, vehicle inspections, etc.) shall be maintained by the purchasing/leasing program office and recorded in the state automated management accounting system (SAMAS) in accordance with all statutory and Department of Management Services requirements. b. Drivers shall maintain a vehicle trip log for each one-way trip taken, including the date, name of each client being transported, destination, odometer reading at pick up, and odometer reading at drop off. c. Drivers shall provide a copy of the trip log to a designated person in the appropriate program office on a monthly basis. d. The designated person in the program office is responsible for reporting quarterly to the district disadvantaged coordinator the number of one-way trips and the cost of operating the vehicle. 8. Transfer and Disposal Procedures. a. Any transfer of vehicles to meet program needs where title is vested with the department will be reviewed and cleared by the appropriate district/central office liaison. Written justification must be maintained for audit purposes. b. Any disposal of vehicles where title is vested with the department will be reviewed and cleared by the district/central office liaison in coordination with the district s contract administrator. FOP 80-2, Property Management and ontrol, chapter 7 (Disposal of Vehicles and Watercraft) and chapter 12 (Federal Grant and ontract Property) will apply during disposal. c. With respect to federally funded vehicles where the title is vested in the contractor (service ), transfer or disposal will be accomplished in accordance with requirements contained in grantor agency regulations or OMB ircular A-102. The program s contract manager is responsible for notifying both the district contract administrator and the district liaison of proposed or impending transfers or disposal of vehicles by any contract. Written instructions on transfers and disposals will be maintained for audit purposes. Each contract document should be reviewed for specific provisions addressing the transfer and disposal of vehicles. FOP 80-2 is the source of guidance. d. With respect to state funded vehicles where the title is vested in the contractor (service ), transfer or disposal of vehicles will be accomplished in accordance with the provisions of FOP 80-2, chapter 7, and/or program specific operating procedures. The district contract administrator will notify the district liaison of proposed or impending transfers or disposals of vehicles by any contract. Written instructions on transfers and disposals will be 3

4 November 1, 1998 FOP 40-5 maintained for audit purposes. Each contract document should be reviewed for specific provisions addressing the transfer and disposal of vehicles. BY DIRETION OF THE SERETARY: (Signed original copy on file) DENNIS L ROFT Assistant Secretary for Administration SUMMARY OF REVISED, DELETED, OR ADDED MATERIAL This operating procedure has been revised in order to reflect changes in the workings of the Transportation Disadvantaged Program and the department s organizational structure. 4

5 November 1, 1998 FOP 40-5 TRANSPORTATION DEISION MATRIX If is an allowable expenditure, the Department of hildren and Families is responsible for ensuring its customers get to certain program and services deemed necessary for their care and treatment for which they are eligible. In order for the Department of hildren and Families to authorize the expenditure of state funds (which is dependent on available budget) to transport a consumer, however, the department must determine that the person is disadvantaged. Such determination may be made on an overall basis (if the person will always require full of partial subsidy) or on a trip-by-trip basis (if the person will only occasionally require a full or partial subsidy), as follows: QUESTION IF YES, GO TO IF NO, GO TO 1. Is the person licensed and able to drive? Does the person own an operable vehicle? A 3. Does anyone in the person s family/household have an operable 4 5 vehicle? 4. Is the family s/household member s vehicle operable and available to A be used by the individual or driven by the family/household member to the program or service in question? 5. Does the person have any other friend(s) or relative(s) who can B 6 transport him or her to the program or services in question? 6. Does the person reside in a residential or group home that has a H 7 coordination contract with the T? 7. Does public/mass transit operate in the county where the individual 8 16 resides? 8. Is the person capable of riding a public bus by him- or her- self? Would the person be capable of riding the bus by him- or her- self if he Provide 10 or she were to receive travel training? travel training; Is the person capable or riding a public bus if accompanied by an escort or personal attendant? 11. Is the person ambulatory? Do lift equipped busses travel the person s route in a reasonable time frame to meet the person s needs? 13. Does the person live within a reasonable (for that individual) distance of a bus route? 14. Are the pathways to and from the bus stops at both locations safe from both a personal and physical travel perspective? 15. Does the bus go where the person needs to go? or D Is the person eligible for the public transit s ADA paratransit E 17 services? 17. Is any other public (e.g., rail) available for the person to F 18 use to get to the program or service in question? 18. an the individual s case worker or another qualified agency employee G 19 transport the individual in his or her car or in a state-owned vehicle? 19. an the local T provide the required? I an a other than the T provide that meets department standards at a lower rate than the T or that meets department standards and the special needs of the individual (i.e., meets requirements of approved or authorized alternative per DOT Rule 41-2)? J Appendix A to FOP 40-5

6 November 1, 1998 FOP 40-5 FINAL DEISION: Once the appropriate type of has been determined, department staff must determine whether the person can pay his or her own way or is eligible to receive a full or partial subsidy from the department. TYPE OF TRANSPORTATION TO BE USED: PAID FOR BY DEPARTMENT No Yes DEPARTMENT PAYS FOR: MEDIAID (Med-WAIVER) PAYS FOR: A. Individual is to use own or family/ household vehicle. B. Individual is to be transported by friend or relative.. Individual is to ride public transit alone. D. Individual is to ride public transit with escort/attendant. E. Individual is to ride ADA paratransit service run by transit authority. F. Individual is to use other public. G. Individual is to be transported by agency employee in employee s car or state-owned vehicle. H. Individual is to be transported by residential or group home vehicle that has a coordination contract with the community system. I. Individual is to ride coordinated system. J. Individual is to be transported by non- T (specify) How Reported TD nonsponsored A A or A* or A* or A** A O mileage/gas/ other (specify) mileage/gas/ other (specify) ticket/pass tickets/passes for both ticket/pass for individual and escort, if applicable ticket/pass mileage incurred by employee at state approved rate expenses for this as reported under contract for services appropriate MOA rate set or negotiated fee n/a same, if a Medicaid n/a same, if Medicaid same, if Medicaid same, if Medicaid * If pass or ticket purchased from or arranged through TD coordinator, ; if purchased directly from transit authority, A. ** If ADA paratransit service is a T operator, ; if the ADA paratransit service is not a T operator, A. Reporting categories for Transportation Disadvantaged required reports: oordinated; A Alternative; O Other A-2