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10/1/2019 DBE Program Subrecipient Reporting Workshop Subrecipient Reporting Requirements October 2019 1 1 Introduction Jacklyn Montgomery Executive Director California Association for Coordinated Transportation (CalACT) Edward Salcedo

  1. 10/1/2019 DBE Program Subrecipient Reporting Workshop Subrecipient Reporting Requirements October 2019 1 1 Introduction Jacklyn Montgomery Executive Director California Association for Coordinated Transportation (CalACT) Edward Salcedo Principal GCAP Services, Inc. 2 2 Purpose o Provide overview of DBE Program Requirements o Review the Caltrans Triennial DBE Overall DBE Goal for FFY 2020 - 2022 o Review and explain Subrecipient Reporting Requirements 3 3 1

  2. 10/1/2019 Agenda  DBE Program Requirements  Completing the DBE Threshold Questionnaire  When You Must Report  What You Must Report  Memorandum of Understanding (MOU) Letter  Completing the Uniform Report  Summary 4 4 DBE Program Requirements Caltrans Receives FTA Funds FTA Caltrans (Recipient) Subrecipient Subrecipient Subrecipient Subrecipient #1 #2 #3 #4 5 5 DBE Program Requirements for FTA Funds o Your Agreement with Caltrans refers to: • Federal requirements, including DBE Program o DBE requirements apply to FTA funds for the following: • Construction • Services 6 6 2

  3. 10/1/2019 DBE Program Requirements Caltrans DBE Program Subrecipients required to comply with 1. Caltrans’ Race-Conscious goal requirements Report semi-annual awards and payments 2. Solicitation Requirements 3. 7 7 DBE Program Requirements Caltrans DBE Program – October 1, 2019 o Race Conscious (RC) DBE Program All DBEs • Asian Pacific American • Black American • Native American • Non-Minority Women • Latino/Hispanic • Asian Subcontinent • Caltrans has a Race Conscious DBE Program to address the underutilization • Effective Oct. 1, 2019, Caltrans updated its DBE overall goal to 4.6 percent. 8 8 Caltrans’ DBE Program Requirements Requirement Oct. 1, 2019 Caltrans’ DBE Program Race-Neutral and Race- Conscious Overall Goal RN = 0.2% RC = 4.4% Overall Goal = 4.6% Contract Goals Required based on work Good Faith Efforts Required if contract goal not met at bid/proposal time 9 9 3

  4. 10/1/2019 Caltrans’ Current DBE Program o Requires subrecipients to set contract goals on FTA-funded projects for DBEs o Good Faith Efforts (GFE) requirements for DBEs o Continue commitments to RN measures 10 10 Annual DBE Threshold Questionnaire o Assists Caltrans Division of Rail and Mass Transportation (DRMT) in determining how subrecipients of FTA funding will comply with the Disadvantaged Business Enterprise (DBE) obligations. • Will be conducted annually for ALL DRMT subrecipient utilizing FTA funding 11 11 Annual DBE Threshold Questionnaire (continued) o Threshold Requirements to report directly to FTA: • FTA 5307 recipients receiving planning, capital, or operating assistance, • Awarding prime contracts exceeding in aggregate $250,000 in FTA funds in an FFY • Must have DBE program and Triennial goal approved by FTA (49 CFR Part 26) o If you are not a 5307 recipient, use Caltrans program plan. 12 12 4

  5. 10/1/2019 Memorandum of Understanding (MOU) o If you meet the threshold requirements, you will receive a MOU. • The subrecipient, _______ is a direct recipient of FTA funds and has submitted a DBE Program Plan through the Transit Award Management System (TrAMS) which has been acknowledged by the FTA with the annotation “Concur.” 13 13 Implementation Agreement Applicable to Caltrans Subrecipients If you do not meet the thresholds, you will need to sign an Implementation Agreement. As a condition of receiving pass-through FTA funds, subrecipients have signed an Implementation Agreement, which requires you to do the following: Comply with 49 CFR, Part 26 regarding DBE firms Identify a DBE Liaison Officer (DBELO) Include federal clauses in subrecipient contracts  Prompt Payment  Nondiscrimination Report DBE awards and payments 14 14 When Must You Report? o For the six month Period between April 1, 2019 – September 30, 2019: • Caltrans, as a direct recipient, must submit semi- annual reports on: December 1, 2019 • Metro subrecipients must submit completed Uniform Report on or around: October 17, 2019 6 month period to to April 1, 2019 April 1, 2019 September 30, 2019 September 30, 2019 15 15 5

  6. 10/1/2019 When Must You Report?  The semi-annual report is due October 17, 2019  This is for the period of April 1, 2019 through September 30, 2019  Submit the report in an Excel file  Submit signed report via PDF  Submit to your agency’s Caltrans District Representative 16 16 Caltrans District Representatives Northern California DIST NAME PHONE Region HQ Staff Rex Jackman and Kevin Tucker, Chief 707-445-6412 Regional Planning Ronaldo Hu 1 Lake & Mendocino 916- 657-3955 Suresh Ratnam 707-441-4542 Del Norte & Humboldt Kathy Grah , Chief 530-229-0517 Regional Planning Office of Community Planning 2 Lassen and Trinity Counties Toni Clayborne Tamara Rich 530-225-3553 Modoc and Shasta 916-654-8347 Aaron Casas 530-225-4732 Local Dev/Intergov Review/Siskiyou Marcelino Gonzalez 530-225-3369 Plumas John Maxwell 530-225-3953 Tehama Jeff Morneau , Sr Transp Planner Office of 530-741-4543 Butte, City of Auburn, Colusa, Co of Sacto, 3 Regional Planning El Dorado, Glenn, Nevada, Placer, Sierra, Cesley Nixon Town of Truckee, TTD, Yolo, Yuba-Sutter 916-654-8411 Todd Rogers (DTR) 530-741-4507 Uzma Rehman 530-741-5173 Lisa Carboni , Chief 510-622-5491 MTC and ARRA for Alameda, Contra Costa, 4 Federal Grants/Rail Coordinator Marin, Napa, San Mateo, Santa Clara, Solano & Sonoma Counties Cesley Nixon Michelle Ruan (DTR) 510-286-5551 916-654-8411 510- 286-5988 Cody Hedges 17 17 Caltrans District Representatives Central California DIST NAME PHONE Region HQ Staff Kelly McClendon , Chief 805-549-3970 5 Transportation Planning San Luis Obispo County Toni Clayborne Monterey , San Benito, 916-654-8347 Jennifer Calate (DTR) 805-549-3099 Santa Barbara, Santa Cruz Michael Navarro, Chief Trans Plan No. 559-445-5868 Lorena Mendibles, Chief Sr. TP 559-445-5421 David Deel (DTR) 559-488-7396 Tulare County Vivian Miller 6 Scott Lau 559-445-5763 Fresno and Madera County 916-654-7076 Kern County, Kings County Mark Heckman , Sr, TP 760-872-1398 Cesley Nixon 9 Rick Franz (DTR) 760-872-5203 Inyo, Mono and Kern Counties 916-654-8411 Tom Dumas, Chief , Office of Metropolitan 209-941-1921 Planning Joshua Swearingen 209-948-7142 Escalon, San Joaquin Nicholas Fung 209-948-7190 Stanislaus Vivian Miller Steven Martinez 209-942-6092 Stanislaus 916-654-7076 10 Hilda Sousa 209-948-3612 Merced Gregoria Ponce, Chief , Office of Rural 209-948-7325 Planning Vacant 209-941-1982 Mariposa, Alpine Kevin Schroder (DTR) 209-941-1947 Calaveras, County, City of Angeles Camp Vacant Tuolumne, City of Sonora 18 Michele Demetras (DTR) 209-948-7647 Amador 18 6

  7. 10/1/2019 Caltrans District Representatives Southern California DIST NAME PHONE Region HQ Staff Mine Struhl, Office Chief-Regional (213) 897-0409 Los Angeles County Dept. of Public Works, 7 Planning City of Ojai (Ventura Co) Vivian Miller 916-654-7076 Miya Edmonson, Branch Chief (213) 897-6536 Anthony Higgins (DTR) (213) 897-0067 Diane Morales, Supv Trans Planner 909-383-4147 Riverside, San Bernardino 8 Lorna Foster (DTR) 909-388-7186 Talvin Dennis 909-806-3957 Cesley Nixon 916-654-8411 11 Seth Cutter , Chief, 619-688-2597 Public Transportation Planning Ronaldo Hu Barby Valentine (DTR) 619-688-6003 Imperial and San Diego County 916- 657-3955 19 19 Caltrans Representative for 5304 Funds o Submit Reports with 5304 funds to Ed Phipot o Contact Information: o c.edward.philpot@dot.ca.gov C. Edward Philpot, Jr., Chief Transportation Equity Branch Office of Regional Planning Office - (916) 653-8817 Cell - (916) 869-1561 20 20 What Must You Report?  Submit Uniform Report of DBE Commitments/Awards and Payments  What does the Uniform Report Require?  All wholly or partially FTA funded contracting opportunities – including lower tier subcontracts  DBE Participation on these contracting opportunities  Awards/commitments and current/final payments 21 21 7

  8. 10/1/2019 What are Contracting Opportunities?  Examples of Expenditures Considered Contracting Opportunities:  Printing  Maintenance and Janitorial Services  Project Design - Engineering  Construction Work Research and Studies  22 22 What are Contracting Opportunities? (continued)  Examples of Expenditures Considered Contracting Opportunities:  Consulting Services Supply & Material Purchases  Fuel Purchases   Landscaping and Pest Control  Equipment Repairs  Transportation Services 23 23 What are Contracting Opportunities?  Examples of Expenditures Not Considered Contracting Opportunities:  Salaries, Benefits, and Payroll Taxes Mileage and Transportation   Meals & Lodging Conferences and Seminars   Dues and Subscriptions Postage  Transit Vehicle Purchases (need TVM certificate per  §26.49) 24 24 8

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