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Public Service Committee Meeting Commission Chamber- 10/13/2015- 1:00 PM
PUBLIC SERVICES
1. Motion to approve the Sec. 5307 Augusta Public Transit grant
application between the Federal Transit Administration (FTA)
and Augusta, Georgia.
Attachments
2. New Ownership Application: A.N. 15-52: A request by
Gurpreet Walia for a retail package Beer & Wine License to be
used in connection with Time Saver Grocery located at 234 Boy
Scout Road. District 7. Super District 10.
Attachments
3. New Ownership Application: A.N. 15-53: A request by
Vaishaliben V. Patel for an on premise consumption Liquor,
Beer, and Wine License to be used in connection with Tequila
Shot located at 1501 North Leg Road. There will be Sunday
Sales. District 5. Super District 9.
Attachments
4. Motion to receive as information the Augusta Public Transit
update on the results of the Federal Transit Administration’s FY
2015 Triennial Review – Final Report.
Attachments
5. Motion to approve the minutes of the Public Services
Committee held on September 29, 2015.
Attachments
Public Service Committee Meeting
10/13/2015 1:00 PM
5307 APT GRANT X-343
Department:Augusta Public Transit Grant
Caption:Motion to approve the Sec. 5307 Augusta Public Transit grant
application between the Federal Transit Administration (FTA) and
Augusta, Georgia.
Background:APT has been awarded $3,804,826 to purchase/acquire the
following items: Communications System, Bus Route Signs,
Software/Hardware, Shop Equipment, Mobile
Surveillance/Security Equip; Employee Education/Training,
Preventive Maintenance, Other 3rd Party Contractual Services,
Purchase Shelters, Construction Bus Shelters, 50 % Operation
Cost.
Analysis:The approval of this grant application will allow Augusta Public
Transit to continue to provide transportation service to the
Citizens of Augusta-Richmond County in a more efficient manner.
Financial Impact:The funding for this application is 80% federal $2,475,762, and
20% Local $1,329,064.
Alternatives:None. If you do not approve this grant, we will lose the money.
This money will be used to help fund Transit’s capital projects.
Recommendation:Approve the submission of this grant application.
Funds are Available
in the Following
Accounts:
Fund 547
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Item # 1
Administrator.
Clerk of Commission
Cover Memo
Item # 1
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Item # 1
Public Service Committee Meeting
10/13/2015 1:00 PM
Alcohol Application
Department:Planning & Development
Caption:New Ownership Application: A.N. 15-52: A request by Gurpreet
Walia for a retail package Beer & Wine License to be used in
connection with Time Saver Grocery located at 234 Boy Scout
Road. District 7. Super District 10.
Background:This is a New Ownership Application. Formerly in the name of
Sung H. Chang.
Analysis:The applicant meets the requirements of the City of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a pro-rated fee of $665.00.
Alternatives:
Recommendation:The Planning & Development recommends approval. The
R.C.S.O. recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Item # 2
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Item # 2
Public Service Committee Meeting
10/13/2015 1:00 PM
Alcohol Application
Department:Planning & Development
Caption:New Ownership Application: A.N. 15-53: A request by
Vaishaliben V. Patel for an on premise consumption Liquor, Beer,
and Wine License to be used in connection with Tequila Shot
located at 1501 North Leg Road. There will be Sunday Sales.
District 5. Super District 9.
Background:This is a New Ownership Application. Formerly in the name of
Mary Pennington.
Analysis:The applicant meets the requirements of the City of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a pro-rated fee of $3,492.50.
Alternatives:
Recommendation:The Planning & Development recommends approval. The
R.C.S.O. recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Item # 3
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Item # 3
Public Service Committee Meeting
10/13/2015 1:00 PM
FY 2015 Triennial Review Update
Department:Augusta Public Transit
Caption:Motion to receive as information the Augusta Public Transit
update on the results of the Federal Transit Administration’s FY
2015 Triennial Review – Final Report.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 19
Item # 4
FINAL REPORT
FY 2015 TRIENNIAL REVIEW
of the
Augusta-Richmond County Commission (ARCC)
Augusta Public Transit (APT)
Augusta, Georgia
Recipient ID: 2016
Performed for:
U.S. DEPARTMENT OF TRANSPORTATION
FEDERAL TRANSIT ADMINISTRATION
REGION IV
Prepared by:
CDI/DCI Joint Venture
Scoping Meeting Date: January 22, 2015
Site Visit Dates: June 29-30, 2015
Final Report Date: September 2, 2015
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Item # 4
Table of Contents
I. Executive Summary ............................................................................................................... 1
II. Review Background and Process ......................................................................................... 2
1. Background ..................................................................................................................................... 2
2. Process ............................................................................................................................................ 2
3. Metrics ............................................................................................................................................. 3
III. Grantee Description ............................................................................................................... 4
IV. Results of the Review ............................................................................................................ 6
1. Financial Management and Capacity ............................................................................................ 6
2. Technical Capacity .......................................................................................................................... 6
3. Maintenance ................................................................................................................................... 7
4. Americans with Disabilities Act .................................................................................................... 7
5. Title VI ............................................................................................................................................. 8
6. Procurement ................................................................................................................................... 8
7. Disadvantaged Business Enterprise ........................................................................................... 10
8. Legal .............................................................................................................................................. 10
9. Satisfactory Continuing Control .................................................................................................. 10
10. Planning/Program of Projects ..................................................................................................... 10
11. Public Comment on Fare Increases and Major Service Reductions ......................................... 11
12. Half Fare ........................................................................................................................................ 11
13. Charter Bus ................................................................................................................................... 11
14. School Bus ..................................................................................................................................... 12
15. Security ......................................................................................................................................... 12
16. Drug Free Workplace and Drug and Alcohol Program .............................................................. 12
17. Equal Employment Opportunity ................................................................................................. 12
V. Summary of Findings ............................................................................................................ 13
VI. Attendees ............................................................................................................................... 15
VII. Appendices ............................................................................................................................ 16
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 1 | 16
I. Executive Summary
This report documents the Federal Transit Administration’s (FTA) Triennial Review of the
Augusta-Richmond County Commission of Augusta, Georgia. CDI/DCI Joint Venture
performed the review. During the site visit, administrative and statutory requirements were
discussed and documents were reviewed. The ARCC’s transit facilities were toured to provide
an overview of activities related to FTA funded projects.
The Triennial Review focused on compliance in 17 areas. Deficiencies were found in the areas
listed below.
Review Area Deficiencies
Code Description
Technical Capacity D-68* Progress reports lack required information
D-79* Inactive grants/untimely closeouts
Procurement
D-22* Procurement policies and procedures not evident
D-150 No cost effectiveness documentation for capital lease
D-302 Improper use of options
D-349 Qualification based procurement deficiencies
D-64 No contract administration system
D-290 Lacking required justification and documentation for
noncompetitive award
D-340* Lacking independent cost estimate
Planning/POP D-93 Program of Projects public notice deficiencies
* Repeat finding
As part of this year’s Triennial Review of ARCC, FTA incorporated Enhanced Review Modules
(ERM) in the Procurement and Technical Capacity areas. The purpose of the ERM is to conduct
a more comprehensive review of underlying or contributing issues identified during the pre-
assessment stage of the Triennial Review. Deficiencies resulting from the ERMs are presented in
the Procurement and Technical Capacity sections of the report that follows.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 2 | 16
II. Review Background and Process
1. Background
The United States Code, Chapter 53 of Title 49, requires the FTA of the United States
Department of Transportation (USDOT) to perform reviews and evaluations of Urbanized Area
Formula Grant activities at least every three years. This requirement is contained in 49 U.S.C.
5307(f)(2). This review was performed in accordance with FTA procedures (published in FTA
Order 9010.1B, April 5, 1993). At least once every three years, the Secretary shall review and
evaluate completely the performance of a grantee in carrying out its program, specifically
referring to compliance with statutory and administrative requirements.
The Triennial Review includes a review of the grantee’s compliance in 17 areas. The basic
requirements for each of these areas are summarized in Section IV.
This report presents the findings from the Triennial Review of the ARCC’s Augusta Public
Transit (APT) program. The review concentrated on procedures and practices employed during
the past three years; however, coverage was extended to earlier periods as needed to assess the
policies in place and the management of grants. The specific documents reviewed are referenced
in this report and are available at FTA’s regional office or at ARCC’s office.
2. Process
The Triennial Review process includes a pre-review assessment, a review scoping meeting with
the FTA regional office, and an on-site visit to the grantee’s location. The review scoping
meeting was conducted with the Region IV Office on January 22, 2015. Necessary files retained
by the regional office were sent to the reviewer electronically. A grantee information request and
review package was sent advising ARCC of the site visit, and indicating information that would
be needed and issues that would be discussed. The site visit to ARCC occurred on June 29 and
30, 2015.
The onsite portion of the review began with an entrance conference, at which the purpose of the
Triennial Review and the review processes were discussed. The remaining time was spent
discussing administrative and statutory requirements and reviewing documents. A tour of
ARCC’s transit facilities was conducted to provide an overview of activities related to FTA
funded projects. Reviewers visited ARCC’s administration and maintenance facilities located at
1535 Fenwick Street in Augusta. A sample of maintenance records for FTA funded vehicles and
equipment was also examined during the site visit. Upon completion of the review, a summary of
preliminary findings was provided to ARCC staff, and McDonald Transit personnel, at the exit
conference. The individuals participating in the review are listed in Section VI of this report.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 3 | 16
3. Metrics
The metrics used to evaluate whether a grantee is meeting the requirements for each of the areas
reviewed are:
Not Deficient: An area is considered not deficient if, during the review, no findings
were noted with the grantee’s implementation of the requirements.
Deficient: An area is considered deficient if any of the requirements within the area
reviewed were not met.
Not Applicable: An area can be deemed not applicable if, after an initial assessment,
the grantee does not conduct activities for which the requirements of the respective
area would be applicable.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 4 | 16
III. Grantee Description
Organization
The Augusta-Richmond County Commission (ARCC) provides transit service in the Augusta,
Georgia area. Public transportation services are provided under the name Augusta Public
Transit (APT) which is a department within the ARCC and was established in 1973. ARCC
contracts with McDonald Transit for all operational, maintenance and training services including
ADA complementary paratransit service.
APT serves all of the City of Augusta and portions of surrounding Richmond County. The
population of its service area is approximately 206,000.
Services
APT operates a network of nine fixed routes. Service is provided weekdays from 6:40 a.m. to
8:30 p.m. Saturday service is operated from 7:00 a.m. to 8:40 p.m. There is no service on
Sundays.
APT provides complementary paratransit service during the same days and hours as fixed route
service. The basic adult fare for bus service is $1.25. A reduced fare of $0.60 cents is offered to
seniors, persons with disabilities, and Medicare cardholders during all service hours. The fare for
paratransit service is $2.50.
APT operates a fleet of 18 FTA-funded buses for fixed route service. Its bus fleet consists of
standard 35-foot transit coaches. The current peak requirement is for 12 vehicles. APT also
operates a fleet of eight FTA-funded vans for its ADA paratransit service.
APT operates from a single FTA-funded maintenance and administration facility located at 1535
Fenwick Street in Augusta. Its services are oriented around a transit center on Broad Street in
downtown Augusta.
Grant Activity
Below is a list of ARCC’s open grants at the time of the review.
Grant Number Grant Amount Year Executed Description
GA-04-0034 $90,288 2011 Bus Washer
GA-90-X300 $3,101,806 2010 Capital Assistance Grant
GA-90-X307 $1,098,000 2011 Capital Assistance Grant
GA-90-X320 $2,197,668 2012 Capital Assistance Grant
GA-90-X330 $5,276,800 2013 Capital Assistance Grant
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 5 | 16
Completed Projects
A contract was awarded to McDonald Transit for fixed route and paratransit services, and a new
Transit Director was hired for the improvement of the management and delivery of the ARCC
transit service.
Ongoing Projects
ARCC’s on-going projects include completing the preliminary engineering and design work on
the planned new transportation and maintenance facility project.
Future Projects
Over the next three-to-five years, ARCC expects to construct a new transportation and
maintenance facility and relocate from 1535 Fenwick Street to 2950 Mike Padgett Highway in
Augusta. It also plans to upgrade its Transfer Center in South Augusta. Additionally, ARCC will
conduct a route study in 2016, which will serve as the blueprint to increase service hours and
frequencies on the fixed routes, and expand its bus fleet.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 6 | 16
IV. Results of the Review
1. Financial Management and Capacity
Basic Requirement: The grantee must demonstrate the ability to match and manage FTA grant
funds, cover cost increases and operating deficits, cover maintenance and operational costs for
FTA funded facilities and equipment, and conduct and respond to applicable audits.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Financial Management and Capacity.
2. Technical Capacity
Basic Requirement: The grantee must be able to implement FTA funded projects in accordance
with the grant application, Master Agreement, and all applicable laws and regulations, using
sound management practices. The review of this area included an Enhanced Review Module
(ERM) to follow-up on the deficiencies found in the 2012 Triennial Review Report.
Findings: During this Triennial Review of ARCC, deficiencies were found with the FTA
requirements for Technical Capacity.
Milestone Progress Reports (MPR) are the primary written communication between grantees and
FTA for all grants. FTA requires that grantees submit MPRs quarterly and that MPRs include up-
to-date milestones, and when milestones are revised grantees must provide; an explanation of
why scheduled milestones or completion dates were not met, an identification of problem areas,
a narrative on how the problems will be solved, and a discussion of the expected impacts and the
efforts to recover from any delays.
A review of ARCCs MPRs in TEAM, and a discussion with the staff during the site visit, found
that although the MPRs are submitted on time they often were incomplete or inaccurate. The
MPRs have not provided sufficient detail about schedule delays and lacked narrative information
on project status. The narrative description of the projects lacks a description of problems
encountered during implementation and how the problems will be resolved.
FTA defines an inactive grant as a grant awarded three or more years prior to the beginning of
the fiscal year with no “disbursements” within the past 12 months as of the beginning of the
fiscal year. During the review of ARCC’s grants, deficiencies were found with management and
oversight of at least two open grants. A planned approach to spending the grant funds and/or
closing out the grants was not evident. Open grants have substantial unobligated balances and
ARCC did not provide plans or procedures for how the funds will be used in a timely manner.
Delays in plans to purchase vehicles and additional delays for the construction of a new
maintenance facility, have contributed to the grantee’s inability to expend grant funds.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 7 | 16
Inactive Grants
Grant Number Grant Amount Year
Executed
Description Last Disbursement Date
GA-04-X034 $90,288 2011 Bus Washer No Disbursements
GA-90-X320 $2,197,668 2012 Capital Assistance Grant 10-28-2013
The findings in the Technical Capacity area were repeat findings. Following the FY 2012
Triennial Review, ARCC developed “Grants Management Procedures.” The procedures were
not fully implemented because of the lack of staff. In addition to the Grants Management
Procedures, a Transit Staffing Plan was developed in 2012. ARCC recently hired a new Transit
Director who has started measures to move forward with the full implementation of the 2012
Grants Management Procedures, and Transit Staffing Plan.
Corrective Action(s) and Schedule: By October 30, 2015, ARCC must submit all quarterly
reports to TEAM with all required narrative information.
By December 7, 2015 ARCC must submit to the FTA Region IV office:
procedures for ensuring all required information will be in future MPRs, including the
missing narrative information.
a plan for implementing the Grants Management Procedures, including milestones for:
spending older grants first, tracking projects, identifying project balances, reprogramming
the unused project funds to other projects, and/or closing out the projects.
a recovery schedule for the delayed project and to report on progress against the schedule
quarterly in MPRs.
3. Maintenance
Basic Requirement: Grantees and subrecipients must keep federally funded vehicles, equipment
and facilities in good operating condition. Grantees and subrecipients must keep ADA accessibility
features on all vehicles, equipment, and facilities in good operating order.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Maintenance.
4. Americans with Disabilities Act
Basic Requirement: Titles II and III of the Americans with Disabilities Act of 1990 (ADA)
provide that no entity shall discriminate against an individual with a disability in connection with
the provision of transportation service. The law sets forth specific requirements for vehicle and
facility accessibility and the provision of service, including complementary paratransit service.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 8 | 16
Finding: During this Triennial Review of ARCC, no deficiencies were found with the USDOT
requirements for ADA.
5. Title VI
Basic Requirement: The grantee must ensure that no person shall, on the grounds of race, color,
or national origin, be excluded from participating in, or be denied the benefits of, or be subject to
discrimination under any program or activity receiving federal financial assistance without
regard to whether specific projects or services are federally funded. The grantee must ensure that
federally supported transit services and related benefits are distributed in an equitable manner.
Note: The 2015 Triennial Review covers a three-year period in which the FTA issued a revised
circular for Title VI, which provided more information on how to comply and changed
requirements for some grantees with populations over 200,000. FTA Circular 4702.1B became
effective October 1, 2012. Title VI programs submitted to FTA after this date must comply with
the requirements of this circular. The Triennial Review will look at compliance with the
requirement of FTA Circular 4702.1A for the period prior to October 1, 2012, and compliance
with the revised circular for activities after this date.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Title VI.
6. Procurement
Basic Requirement: Grantees use their own procurement procedures that reflect applicable state
and local laws and regulations, provided that the process ensures competitive procurement and
the procedures conform to applicable federal law, including 49 CFR Part 18 (specifically Section
18.36) and FTA Circular 4220.1F, “Third Party Contracting Guidance.” The review of this area
included an Enhanced Review Module (ERM) to follow-up on the deficiencies found in the 2012
Triennial Review Report.
Finding: During this Triennial Review of ARCC, deficiencies were found with the FTA
requirements for Procurement.
Purchasing policies and procedures did not conform to the requirements of FTA C
4220.1F. The contract administration procedures were not sufficient to detail the process
and procedures used to determine contractor’s performance in accordance with the
terms/conditions of the contract. In addition, thresholds for the various levels of
procurements were not clearly identified. It should be noted that inadequate
procurement procedures was also found in the 2012 Triennial Review.
In addition to deficiencies in the procurement procedures, a review of the procurement
files also indicated the following deficiencies.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 9 | 16
A cost effectiveness determination must be obtained from the FTA prior to entering into a
capital lease, including for tires. A review of the tire leasing contract found no evidence
that a cost effectiveness evaluation had been completed.
Options are to not to be exercised unless there has been a determination that the option
price is better than prices available in the market or that the option is more advantageous.
The review of the tire lease file indicated that the information utilized in considering
options was based on the original contract price and not current market prices.
Architectural/Engineering Services are to be procured using qualification based
procurement procedures. A review of an A&E Contract indicated that other methods of
procurement were identified within the solicitation document (e.g. Invitation for
bid/Request for proposals). This review also found a lack of contract administration.
Missing from the files were contract file documentation, contract closeout, and contract
modifications.
A review of a separate contract for Architectural/Engineering Services indicated that the
requisite services were not competitive solicited. Furthermore, there was no
documentation justifying the non-competitive award. The review also showed that a cost
analysis was not performed to determine cost reasonableness.
A review of the sole source procurement for a sweeper found that the files lacked proper
justification and documentation. The file showed that restrictive specifications were
included in the solicitation that only one vendor could supply. During the solicitation
process, a vendor seeking to compete for the procurement stated that one particular
specification in the solicitation document prevented them from qualifying. ARCC staff
indicated no specific sweeper was required.
A review of the files for the ticket vending machine did not have an independent cost
estimates performed before receiving bids or proposals. This deficiency was also found in
the 2012 Triennial Review.
GOODS/SERVICES
PROCURED
DATE METHOD AMOUNT FINDING
Sweeper 5/25/13 Sole source $9,330 Lacking required justification and
documentation.
Tire leasing 1/14/14 ITB $130,000. No cost effective evaluation to FTA
Improper use of Options
Lacking Independent Cost Estimate
A/E 5/25/13 ITB/RFP $561,860.72 Qualification based procurement
deficiencies
No Contract Administration
A/E 2/20/13 Non competitive $67,249.50 Lacking required justification for
documentation for non-competitive
award
Ticket vending
machine
5/30/14 ITB vs. RFP
Included in same
document
$94,209.60 Lacking independent cost estimate
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 10 | 16
Corrective Action(s) and Schedule: By December 7, 2015, ARCC must submit to FTA Region
IV Office:
revised procurement policies and procedures that conform to Federal law, including 49
CFT Part 18, FTA C 4220.1F “Third Party Contracting Guidance,” and the Master
Agreement. This submission should include checklists or other tools that ARCC ensure
FTA requirements are met.
Provide evidence to FTA Region IV that appropriate procedures are in place and
implemented for the next procurement scheduled in January 2016 for a bus
RFP/solicitation.
7. Disadvantaged Business Enterprise
Basic Requirement: The grantee must comply with 49 CFR Part 26 to ensure nondiscrimination
in the award and administration of DOT-assisted contracts. Grantees also must create a level
playing field on which DBEs can compete fairly for DOT-assisted contracts.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the USDOT
requirements for DBE.
8. Legal
Basic Requirement: The grantee must be eligible and authorized under state and local law to
request, receive, and dispense FTA funds and to execute and administer FTA funded projects.
The authority to take actions and responsibility on behalf of the grantee must be properly
delegated and executed. Grantees must comply with Restrictions on Lobbying requirements.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Legal.
9. Satisfactory Continuing Control
Basic Requirement: The grantee must ensure that FTA funded property will remain available to
be used for its originally authorized purpose throughout its useful life until disposition.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Satisfactory Continuing Control.
10. Planning/Program of Projects
Basic Requirement: The grantee must participate in the transportation planning process in
accordance with FTA requirements, MAP-21, and the metropolitan and statewide planning
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 11 | 16
regulations. Each recipient of a Section 5307 grant shall develop, publish, afford an opportunity
for a public hearing on, and submit for approval, a program of projects (POP).
Finding: During this Triennial Review of ARCC, deficiencies were found in the FTA
requirement for Planning/Program of Projects. ARCC’s POP does not contain a statement that
the proposed program also will be the final program unless amended and a final notice is not
published.
Corrective Action(s) and Schedule: By December 7, 2015, before publication of the next POP,
the grantee must submit to the FTA regional office proposed public notice language with the
required statement. Once published, ARCC must provide a copy to the FTA Region IV Office.
The ARCC submitted to the FTA Regional Office a revised public notice as well as a copy of the
published notice that satisfies the requirements of the Planning and Program of Projects. The
public notice language was sufficient to close this finding. This finding was closed August 17,
2015.
11. Public Comment on Fare Increases and Major Service Reductions
Basic Requirement: Section 5307 grantees are expected to have a written, locally developed
process for soliciting and considering public comment before raising a fare or carrying out a
major transportation service reduction.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Public Comment on Fare Increases and Major Service Reductions.
12. Half Fare
Basic Requirement: For fixed route service supported with Section 5307 assistance, fares
charged elderly persons, persons with disabilities or an individual presenting a Medicare card
during off peak hours will not be more than one half the peak hour fares.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Half Fare.
13. Charter Bus
Basic Requirement: Grantees are prohibited from using federally funded equipment and facilities
to provide charter service if a registered private charter operator expresses interest in providing
the service. Grantees are allowed to operate community based charter services excepted under
the regulations.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Charter Bus.
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 12 | 16
14. School Bus
Basic Requirement: Grantees are prohibited from providing exclusive school bus service unless
the service qualifies and is approved by the FTA Administrator under an allowable exemption.
Federally funded equipment or facilities cannot be used to provide exclusive school bus service.
School tripper service that operates and looks like all other regular service is allowed.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for School Bus.
15. Security
Basic Requirement: As recipients of Section 5307 funds, grantees must annually certify that they
are spending at least one percent of such funds for transit security projects or that such
expenditures for security systems are not necessary.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Security.
16. Drug Free Workplace and Drug and Alcohol Program
Basic Requirement: All grantees are required to maintain a drug-free workplace for all transit-
related employees and to have an ongoing drug-free awareness program. Grantees receiving
Section 5307, 5309 or 5311 funds that have safety-sensitive employees must have a drug and
alcohol testing program in place for such employees.
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Drug-Free Workplace and Drug and Alcohol Program.
17. Equal Employment Opportunity
Basic Requirement: The grantee must ensure that no person in the United States shall on the
grounds of race, color, religion, national origin, sex, age, or disability be excluded from
participating in, or denied the benefits of, or be subject to discrimination in employment under
any project, program, or activity receiving federal financial assistance under the federal transit
laws. (Note: EEOC’s regulation only identifies/recognizes religion and not creed as one of the
protected groups.)
Finding: During this Triennial Review of ARCC, no deficiencies were found with the FTA
requirements for Equal Employment Opportunity (EEO).
Attachment number 1 \nPage 15 of 19
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 13 | 16
V. Summary of Findings
Review Area Finding Deficiency Corrective Action Response
Date
Date
Closed
1. Financial
Management
and Capacity
ND
2. Technical
Capacity
D-68* Progress reports lack
required information
Submit to the FTA Region IV
Office, procedures for ensuring
all required information will be
in future MPRs, including the
missing narrative information.
The October 30, 2015 report
must include the narrative
information.
Dec 7, 2015
D-79* Inactive grants/untimely
closeouts
Submit to the FTA Region IV
Office a plan for implementing
the Grants Management
Procedures, including milestones
for; spending older grants first,
tracking projects, identifying
project balances, reprogramming
the unused project funds to other
projects, and/or closing out the
projects.
Provide a recovery schedule for
the delayed project and to report
on progress against the schedule
quarterly in MPRs.
Dec 7, 2015
3. Maintenance ND
4. ADA ND
5. Title VI ND
6. Procurement D-22*
Procurement policies and
procedures not evident
Submit to the FTA Region IV
Office revised procurement
policies and procedures that
conform to Federal law,
including 49 CFT Part 18, FTA C
4220.1F “Third Party Contracting
Guidance,” and the Master
Agreement; and the submission
should include checklists or other
tools that ARCC ensure FTA
requirements are met.
Provide evidence to FTA Region
IV that procedures are in place
and implemented for the next
procurement scheduled in
January 2016 for a bus
RFP/solicitation
Dec 7, 2015
D-150 No cost effectiveness
documentation for capital
lease
D-302 Improper use of options
D-349 Qualification - based
procurement deficiencies
D-64 No Contract
Administration system
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 14 | 16
Review Area Finding Deficiency Corrective Action Response
Date
Date
Closed
D- 290
Lacking required
justification and
documentation for non-
competitive award
D -340* Lacking independent cost
estimate
7. DBE ND
8. Legal ND
9. Satisfactory
Continuing
Control
ND
10. Planning/
POP
D-93 POP public notice
deficiencies
Submit to the FTA Region IV
Office with the revised POP
notice within 30 days of Final
Report.
Before publication of the next
POP, the grantee to shall submit
to the FTA regional office
proposed public notice language
with the required statement.
Dec 7, 2015
Aug 17,
2015
11. Public
Comment on
Fare Increase
and Major
Service
Reductions
ND
12. Half Fare ND
13. Charter Bus ND
14. School Bus ND
15. Security ND
16. Drug-Free
Workplace/
Drug and
Alcohol
Program
ND
17. EEO ND
[* Repeat finding]
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 15 | 16
VI. Attendees
Name Title Phone
Number E-mail Address
Augusta Public Transit
Janice A. Jackson Administrator 706-821-2400 janice.jackson@augustaga.gov
Chester Brazzell Deputy Administrator 706-821-2400 cbrazzell@augustaga.gov
Patrick Stephens Transit Director 706-823-4400 pstephens@augustaga.gov
Geri Sams Procurement Director 706-821-2422 gsams@augustaga.gov
Donna Williams Finance Director 706-821-2338 dwilliams@augustaga.gov
Kenneth Bray Attorney 706-842-5553 kbray@augustaga.gov
Susan Steele Grants Coordinator 706-821-2427 skain@augustaga.gov
Nancy He Grants Coordinator 706-821-2581 nhe@augustaga.gov
Melanie Wilson Planning Director 706-821-1796 mwilson@augustaga.gov
Carletta Singleton Planning Manager 706-821-1796 csingleton@augustaga.gov
Yvonne Gentry DBE Liaison Officer 706-821-2406 ygentry@augustaga.gov
Nancy Williams Procurement 706-821-2355 nwilliams@augustaga.gov
Sharon Dottery Augusta Public Transit 706-821-1818 sdottery@augustaga.gov
Mc Donald Transit
Timothy Lett Interim General Manager 706-680-2862 tletl@mcdonaldtransit.com
Navarro Stewart Safety Specialist 706-821-1721 nstewart@mcdonaldtransit.com
Lori Hembrice General Manager 828-337-0652 lhembrice@mcdonaldtransit.com
Denise Mulkey Special Service Manager 706-821-1721 dmulkey@mcdonaldtransit.com
Alonzo Middleton Maintenance Manager 706-821-1723 amiddleton@mcdonaldtransit.com
FTA
Chris White Program Manager 404-865-5619 christopher.white@dot.gov
Lauren Pessoa Transportation Program
Specialist
404-865-5488 lauren.pessoa@dot.gov
CDI/DCI Joint Venture
Kay Luongo Reviewer 571-970-7832 Kluongo6267@gmail.com
Bill Powell Lead Reviewer 404-627-1040 powell@transitcap.com
ERM Reviewers
Ann Geter Procurement SME 614-361-0356 ggeter5@aol.com
Patti Post Technical Capacity SME 310-230-4400 postpost@aol.com
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2015 Triennial Review – Augusta‐Richmond County Commission (ARCC) 16 | 16
VII. Appendices
No appendices included in this report.
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Public Service Committee Meeting
10/13/2015 1:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Public Services Committee
held on September 29, 2015.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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