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ODOT Public Transit provides technical assistance to help funding recipients maintain compliance associated with public transportation funding. We also encourage transit providers to collaborate with their peers. Use this library as a reference tool throughout the life of your projects.

Public Transit staff is available to assist your organization in developing policies and procedures related to fiduciary responsibilities, system safety or security, and emergency response. In addition, your peer public transportation providers may be able to provide assistance. The majority of program and grant administration policies are outlined in a State Management Plan published by the State.

Introduction

The Provider Handbook contains information about required Reporting and Asset Procurement, Maintenance, and Management. Asset types include vehicles, equipment, and facilities/shelters.

  • The Asset Procurement tab includes information about buying, selling, and other methods for disposing of assets.
  • The Asset Maintenance tab includes forms and sample documents to assist you with asset maintenance.
  • The Asset Management tab includes general information about managing assets.
  • The Reporting tab includes forms, instructions, and a timeline to help you meet your Reporting requirements.

Asset Procurement

ODOT Public Transit helps public transportation providers obtain funding for capital vehicle, equipment, and facility assets. The division most commonly provides funds for projects that replace transit vehicles which meet or exceed the useful life standards established by the division. The division also provides funds for capitalized preventive maintenance and for vehicle purchases to expand public transportation services in Oregon. This funding assistance allows public transportation providers to maintain vehicle fleets that are safe, in good condition, and appropriately designed for the designated routes. In addition, the division provides funds for purchase and construction of facilities and equipment to support public transportation service in Oregon.

The documents in the Buying section pertain to transit agencies that receive funds via ODOT Public Transit to purchase and maintain vehicles and other assets.

Use the links in the Selling section below to help determine fair market value for selling a vehicle. If the value is over $5,000, you must follow appropriate disposal procedures. Following the proper public process is important for disposing of any ODOT Public Transit grant-funded vehicle. Private nonprofit agencies may not be allowed to sell a vehicle without assistance from a local public agency or the statewide surplus system through Department of Administrative Services (DAS) Surplus Property. Vehicles may be sold via online services, such as e-Bay, in lieu of transporting them to the Salem lot.

Buying   Selling

 
  Buying Document Description
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 Required form for Non-ADA accessible vehicle purchases (not fillable)
Vehicle Procurement Presentation
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
Shelter Vendor Contact Information
 
  Selling Document / Link Description
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

Asset Management

Capital assets are tangible items with a purchase price of $5,000 or more and a useful life of at least one year. Capital assets include the following examples:

  • Rolling Stock (all vehicles used for passenger transport)
  • Vehicles that are not used for passenger transportation, such as maintenance and staff vehicles
  • Shop Equipment (fixed or mobile vehicle maintenance equipment)
  • Office Equipment (including office computer servers, personal computers (PCs), copiers, and other large office equipment)
  • Communications Equipment (includes telephone systems and radio systems when the purchase is $5,000 or more)
  • Security/Surveillance Equipment (includes security systems such as lighting, cameras and recording equipment – for installation at a facility or in vehicles)
  • Passenger Shelters and Signage
  • Buildings and Facilities (such as bus barns, maintenance shops, or transit centers)

Reporting

Frequency

Report Description


General Public

Enhanced Mobility / Special Needs

Intercity

Transp. Options

Planning

Training

Annual

FTA Certifications and Assurances
National Transit Database
Drug & Alcohol Testing Management Information System
Office of Labor-Management Standards
Capital Inventory Management

Semi-Annual

Disadvantaged Business Enterprise

Quarterly

Agency Periodic Report (APR)
Budget Detail Worksheet
Charter Service Report
Intercity Service Report 2015-17

Intercity Service Report 2013-15

Timeline

Click below to enlarge timeline.

Need help?

To reach a Public Transit team member for help with reporting, reimbursements/payments, and other related issues, email us at ODOTPTDReporting@odot.state.or.us.

Budget Detail Worksheet

Please read the instructions for completing the Budget Detail Worksheet that accompanies your Agency Periodic Report.

Disadvantaged Business Enterprise (DBE)

Semiannual reporting for DBE-eligible awards and payments:

FTA Certs & 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 your project is awarded, you will be required to submit Certifications and Assurances before the contract is executed by ODOT and you will be required to resubmit updated Certifications and Assurance annually for each calendar year of your project. Certifications and Assurances submitted for capital purchases remain effective through the useful life of that equipment or the transfer of ownership from ODOT to the grantee. Failure to timely submit Certifications and Assurances may jeopardize continued or future grant funding.

Agency Periodic Report

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 the quarterly 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

Charter Service Report

The charter service regulation prohibits recipients of FTA funding from providing any charter service using FTA funded equipment or facilities if there is at least one private charter operator willing and able to provide the charter service that the recipient proposes to provide. This applies to 5310, 5311, 5316 and/or 5317 providers that receive Federal financial assistance from FTA thru ODOT (5307 providers will report directly to FTA on TEAM.)

For more information and instructions, view the Charter Service Report form.

Civil Rights

Read more about DBE in our Civil Rights section.

 Civil Rights

State Management Plan

The United States Department of Transportation Federal Transit Administration (FTA) requires that each state adopt policies and procedures to be used in administering the FTA Sections 5310, 5311, 5316 and 5317 grant programs. The document describing the adopted policies and procedures is referred to as the "State Management Plan". This document is adopted by the Oregon Department of Transportation Rail and Public Transit Division for the FTA programs.

The May, 2012 edition of the State Management Plan for Public Transportation Programs updates the 2009 publication and incorporates policy changes or program additions made in partnership with the Public Transportation Advisory Committee and other stakeholders since the last edition.

Comments on the 2012 State Management Plan are welcome.

Plan

Compliance 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 appropriate for entities that directly provide transit service. The Pass-Through Compliance Field Guide is appropriate for entities that pass FTA funds through to direct providers of service.

 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. Americans with Disabilities Act
  8. Charter and School Bus
  9. Special Transportation Fund
  10. 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

Please review the appropriate ODOT Site Review Field Guide to prepare for your review.