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Public Transit - ODOT

Guidance Library / Provider Handbook

We provide this guidance to assist your organization in developing policies and procedures related to fiduciary responsibilities, system safety and security, and emergency response procedures. The majority of ODOT Public Transit's program and grant administration policies are outlined in ODOT Public Transit's State Management Plan document. In addition, your peer public transportation providers may be able to provide assistance.

The Provider Handbook is divided into multiple sections that you can access by clicking on the tabs below. Each section contains guidance and related forms. We will continue to update these resources as revisions and additions are available.


 Vehicle Asset Procurement


Vehicle Asset Procurement

This section contains guidance and forms to help your agency purchase and sell or dispose grant-funded vehicles.

The "Other Guidance" tab above contains additional State of Oregon and Federal Transit Administration procurement guidance.

Buying Vehicles

ODOT Public Transit most commonly provides funds for projects that replace transit vehicles which meet or exceed our established useful life standards. We also provide funds for vehicle purchases to expand public transportation services in Oregon.

Asset Condition Measurement Spreadsheet Determine your assets' condition using this spreadsheet

Altoona Bus Testing : Provides information on the FTA's new model bus testing program

Oregon Vehicle Description and Useful Life Standards: List of Public Transit vehicle categories

Vehicle Contract Crosswalk: Cross-reference of Public Transit and ORPIN transit vehicle categories and reference list of available vehicles and contracted vendors. 

Buying Vehicles with ODOT PT Grant Funds: Tips, agency responsibilities, and other resources

ODOT PT Vehicle Piggybacking Task List: Useful specifically when accessing another agency's contract rather than accessing the state price agreement contract

Vehicle Purchase Order Instructions: Guidance document for purchasing ADA accessible vehicles using federal funds

Vehicle Purchase Order Form

Certification of Equivalent Service Form: Required form for Non-ADA accessible vehicle purchases (not fillable)

Instructions - Vehicle Procurement Forms: Guidance document for completing RFQ and RFQ Comparison forms

RFQ Vehicle Purchase Price Comparison Forms

Vehicle Price Comparison - Analysis/Examples: Guidance document with basic and complex examples

RFQ Vehicle Price Quote - Template Form

RFQ Vehicle Price Quote Form Examples: Examples from many agencies

Vehicle Purchase Reimbursement Instructions

Vehicle Vendor Contact Information: State Price Agreement Vehicle Vendor Contact Information

Selling Vehicles

You must determine fair market value to sell or dispose of a vehicle. If the value is over $5,000, you must follow appropriate disposal procedures. It is important to following the proper public process when you dispose of any ODOT Public Transit grant-funded vehicle. Private nonprofit agencies may not be allowed to sell vehicles without assistance form a local public agency or the statewide surplus system (through Oregon Department of Administrative Services' Surplus Property section.) You may be able to sell a vehicle via an online service, such as e-Bay, in lieu of transporting it to the Salem lot.

Disposing of Used Public Transit Vehicles

Oregon Vehicle Description and Useful Life Standards

Truck Trader: Fair market value for small buses

Kelley Blue Book: Fair market value for vans / minivans

DAS State Surplus: Selling equipment via e-Bay



 Other Asset Procurement


Other Asset Procurement

This section contains guidance and forms to help your agency purchase and sell or dispose grant-funded equipment and facility/shelter assets. The "Other Guidance" tab above contains links to additional State of Oregon and Federal Transit Administration (FTA) procurement guidance.

ODOT Public Transit helps public transportation providers obtain funding for capital equipment and facility asset purchases including construction. Capital assets are tangible items with a purchase price of $5,000 or more and a useful life of at least one year. Examples include fixed or mobile shop equipment, office equipment (computers, copiers), communications equipment (telephone/radio systems), security/surveillance equipment (vehicle and facility lighting, cameras), passenger shelters, signage, buildings, and transit centers.

Shelter and Facility Projects: Information and required documentation

Documented Categorical Exclusion (DCE) Worksheet

Restrictive Covenant Form

OCE Bus Shelter Pricing and Contact Information


 Asset Maintenance


 Facility Planning


Facility Planning

Transit in Small Cities: Primer for Planning, Siting, and Designing Transit Facilities in Oregon

FTA Construction Project Management Handbook  





State of Oregon: Racial and Ethnic Impact Statement Form and Guidance

ODOT DMV: Commercial Drivers' License Requirements

ODOT Public Transit: Site Reviews

The purpose of the on-site review is to assess how the agency's management is complying with federal and state laws, rules, requirements, and regulations. The overall goal of the program is to improve the agency's compliance with applicable regulations while strengthening managements' abilities in these areas.

The Rail and Public Transit Division's Compliance Monitoring Program Field Guides are designed to assist the Division and to help public transportation providers assess how transit agencies in Oregon meet the varied compliance requirements imposed by the Federal Transit Administration and ODOT.

There are two field guides and each is designed for a specific level of review. The Compliance Field Guide is apporpriate for agencies that directly provide transit service. The Pass-Through Compliance Field Guide is appropriate for agencies that pass FTA funds through to direct transit service providers. Please review the appropriate Field Guide below to prepare for your review.


Compliance Field Guide

This review is organized into ten major areas:

  1. Program Management
  2. Financial Management
  3. Operations Management
  4. Procurement
  5. Use and Maintenance of Project Equipment
  6. Civil Rights
  7. Charter and School Bus
  8. Special Transportation Fund
  9. Miscellaneous Topics


Pass-Through Compliance Field Guide

This review is organized into six major areas:

  1. Program Management
  2. Financial Management
  3. Procurement
  4. Civil Rights
  5. Special Transportation Fund
  6. Other elements of the review - Miscellaneous Topics




This section contains guidance and forms to help you meet the reporting requirements for your grant-funded programs.

If you need help with reporting, reimbursements/payments, and other related issues, email us at ODOTPTDReporting@odot.state.or.us or click on "Contact Us" in the left navigation menu.

Reporting Timeline

Agency Periodic Reports

Funding recipients are required to submit Agency Periodic reports to ODOT Public Transit quarterly using reporting methods identified by ODOT. The division uses information from these reports to demonstrate that grantees are accountable, that they deliver public benefits, and that they meet contractual obligations. Unless otherwise specified, reports are due 45 days after the end of the fiscal quarter.

Periodic Reporting Guidelines

Budget Detail Worksheet

This document accompanies your Agency Periodic Report.

Budget Detail Worksheet Instructions

Budget Detail Worksheet Form

Charter Service Reports

The charter service regulation applies to recipients of Federal financial assistance from the Federal Transit Administration. Recipients are required to submit charter service reports to ODOT Rail and Public Transit Division on a quarterly basis.

FTA Identification Flowchart

Charter Service Report Form (This form will not open in Firefox. Open the form in Internet Explorer or Chrome, or right click the link and save the form to your desktop)

Disadvantaged Business Enterprise (DBE) Reports

DBE-eligible awards and payments must report semiannually (every six months). For more information about the DBE process, visit our Civil Rights page and click on the Disadvantaged Business Enterprise tab.

DBE Reporting Guidance

DBE Reporting Form

DBE Reporting Instructions

Intercity Service Reports

Intercity Service Report Form 2015-2017

Federal Transit Administration (FTA) Certifications and Assurances

As part of a Federal Transit Administration grant process, successful applicants are required to document their ability and willingness to comply with various federal regulations by signing annual Certifications and Assurances. If the project is awarded, the application must submit Certifications and Assurances before the contract is executed by ODOT and resubmit updated Certifications and Assurance annually for each calendar year of your project. Certifications and Assurances that apply to capital purchases remain effective through the useful life of the related asset(s) or the transfer of ownership from ODOT to the grantee. Failure to timely submit Certifications and Assurances may jeopardize continued or future grant funding.


 Other Guidance


Other Guidance

Laws, Rules, and Policies

State of Oregon

2015 State Management Plan: This document describes ODOT Public Transit's policies and procedures as required by the FTA. Comments are always welcome.

STF (Special Transportation Fund) Guidebook

STIP User's Guide

STIP Citizen's Primer Brochure

STIP Development Manual

Public Contracts and Purchasing Statute: ORS (Oregon Revised Statutes)

Purchasing Administrative Rule: OAR (Oregon Administrative Rules)

FTA (Federal Transit Administration) Laws, Rules, and Policies

Super Circular  

Master Agreement   

General Asset Procurement