RFP 26_1604 - Truck Safety Fund Project Management Requirements (PMR).docx

Michigan Truck Safety Fund Project Management Requirements (PMR)

1. All correspondence to the Office of Highway Safety Planning (OHSP) regarding this project shall include the project number, example; 2027-CM-01-01

2. Each project is required to have at a minimum, three separate individuals responsible for project management: one serving as the Project Director, and one as the Financial Officer and one serving as the Authorizing Official. A fourth individual may be added to serve as the Agency Contact Person, addresses, emails, or telephone numbers require written notification to the OHSP. The Project Director will be responsible for also making these changes in the online grant management system (Michigan Grants System - MGX). Comment by London, Kyle (DTMB): Integrate with Key Personnel Comment by London, Kyle (DTMB): MGX online grant system is where Vendor submit financials/reporting monthly to be reimbursed.

3. The OHSP may conduct a monitoring review of truck safety projects in accordance with these requirements and, if applicable, state contracts and requests for proposals, to determine adherence to project objectives, to review financial procedures, and to ensure compliance with requirements. All recipients (and all sub-recipients and contractors) are expected to cooperate with all reasonable requests for information as part of the monitoring review process. Comment by London, Kyle (DTMB): This appears to fall under T & C #39 Records Maintenance, Inspection, Examination, and Audit. Left in the PMR, removed from RFP.

4. All proposals, applications, amendments, etc. must be in MGX regardless of if it is a request for proposal or if a state contract is in place. "Recipients" includes all sub-recipients, contractors, or participants throughout this document. Comment by London, Kyle (DTMB): Removed from RFP.

5. All information generated from this project must include the following disclosure statement:

The opinions, findings, and conclusions expressed in this report are those of the author(s) and not necessarily those of the Michigan Truck Safety Commission or the Michigan Office of Highway Safety Planning. This report was prepared in cooperation with, and funding from, the Michigan Office of Highway Safety Planning and the Michigan Truck Safety Commission.

6. If the recipients are subject to a state contract, they must abide by all of the provisions of the state contract. Comment by London, Kyle (DTMB): Removed from RFP.

COPIES

1. The OHSP will require one electronic copy of any publication produced with truck safety funds if print copies are not available or if the items are not distributed statewide, and it is not available online. The copy can be submitted via email, CD, flash drive, or other agreed methodology.

2. The OHSP may receive, if requested, one copy of any of the following produced with truck safety funds if they are distributed statewide and are not available online. This copy is distributed throughout SOM's library system:

a. Annual Reports

b. Manuals, Handbooks, and Training Materials

c. News Releases

d. Statistics

3. The OHSP requires two of any of the following produced with truck safety funds if they are distributed statewide and are not available online. These copies are housed as part of the SOM's library system:

a. Posters

b. Brochures

c. Flyers

PROGRAM REQUIREMENTS

1. Progress reports are required to be submitted monthly with a due date of 20th of the month, throughout the funding period, unless otherwise agreed to. The due dates for progress reports are specified in the approval letter and must be submitted in the MGX. Project reports shall describe activities undertaken to accomplish each project objective, reason for non-activity, if necessary, activities planned for the next quarter, and obstacles encountered or anticipated. Progress reports must be submitted and approved by the OHSP Program Coordinator for the OHSP to process financial reimbursement.

2. The final progress report is due on October 20th, as stated in the approval letter and shall include a summary of all activities and accomplishments for the entire project period. Include the following information in the project summary:

a. A list of significant accomplishments or activities of this project that addressed the project objectives.

b. If no activity took place, a report must be submitted stating as such and reasons why.

c. If goals were not met, a statement must be provided on why the goal was not achieved.

d. Explanation of impact the project had in the recipient's community or jurisdiction.

3. If a project amendment is required, the recipient shall contact the OHSP program coordinator for prior approval. Comment by London, Kyle (DTMB): Removed from RFP.

4. For Michigan State Police Commercial Vehicle Enforcement Division (CVED) Projects Only: Comment by London, Kyle (DTMB): This section was removed from the RFP

a. The recipient shall verify that all officers working the OHSP-funded enforcement shifts have completed the Standardized Field Sobriety Test (SFST) refresher course every three years.

b. Law enforcement agencies shall adopt the International Association of Chiefs of Police (IACP) model policy on seat belt use or have a written policy in place requiring the use of seat belts by all employees and passengers in department vehicles.

c. Law enforcement agencies are encouraged to have a written vehicle pursuit policy in place.

d. Only Michigan Commission on Law Enforcement Standards certified police officers or MSP Motor Carrier officers shall be used on enforcement projects.

e. Recipients acting as a project director of a multi-agency project must provide the participating agencies with a copy of these Truck Safety Project Management Requirements.

f. Truck Safety funds CANNOT be used for activities such as traffic control, property inspections, motorcades, and dignitary protection during election seasons. Truck Safety funds can only be used for activities approved in the project proposal. Comment by London, Kyle (DTMB): See note on RFP

g. All law enforcement officers participating in truck safety enforcement detail shall wear a properly fastened seat belt in accordance with state law. Officers found in violation of this requirement while working an OHSP-funded detail are ineligible for funding reimbursement from the OHSP.

h. Truck safety enforcement shifts shall be scheduled for a minimum of two consecutive hours.

i. Traffic enforcement efforts shall be publicized by supporting media events as requested by the OHSP.

j. The recipient shall assist the OHSP with media events that will be conducted locally.

k. The Michigan State Police Commercial Vehicle Enforcement Division (CVED) is required to sign the OHSP PMR’s Acknowledgement and Agreement form signifying receipt of the PMR and their agreement to comply with them as part of the online application process.

l. The recipient must keep track of funds spent. In the case where the MTSC pursues federal funding through a Targeting Aggressive Cars and Trucks (TACT) grant, multiple funding sources may be utilized. In these situations, the recipient must assign, document, and monitor expenditures to each designated funding source separately. Separate accounts must be established for each funding source. In the event the recipient overspends, the difference will need to be covered by the recipient. Additional funding will not be provided to support overspending of any federal program.

m. Total personnel hours billed to the project, and reported on the enforcement reports, must match the hours requested for reimbursement on the financial report. The time on the daily must match the hours requested for reimbursement and supervisor approval must be documented electronically or in writing. If supervisors’ approval is given by means other than a signature on the daily, explanation of the approval process must be provided at the OHSP's request and kept for documentation.

GENERAL FINANCIAL REQUIREMENTS Comment by London, Kyle (DTMB): Removed from RFP.

1. Only program activities and expenses detailed in the approved budget and incurred during the funding period are eligible for reimbursement. Expenses incurred that are not detailed in the approved budget or outside of the funding period will not be reimbursed. Costs cannot exceed the approved award.

2. Goods purchased with MTSC funding shall be received in acceptable condition. If goods are not received in acceptable condition within 30 days prior to the project ending date, the recipient shall contact the OHSP program coordinator.

3. The recipients shall use Generally Accepted Accounting Principles (GAAP).

4. Costs charged to this project cannot be charged to any other program, agency, or organization. CVED cannot offer comp time in lieu of regular time or overtime pay.

5. All costs shall be actual and supported by required documentation. Financial reimbursement will be delayed until any requested backup documentation is received by the OHSP. Information is available from OHSP to assist with identifying adequate backup documentation for Truck Safety Funds Cost Claims.

6. A separate account or fund must be established for this project. A separate account is required to be maintained by all agencies receiving funds from MTSC regardless of the dollar amount. In addition, the recipients receiving funds from MTSC for multiple projects must have separate accounts for each project and funding type.

7. The recipient's accounting system must maintain a clear audit trail for each source of funding for each fiscal budget period and include the following:

a. Separate accountability of receipts, expenditures, disbursements and balances.

b. Itemized records supporting all receipts, expenditures, and match contributions in sufficient detail to show the exact nature of the activity.

c. Data and information for each expenditure and match contribution with proper reference to be supporting voucher or bill properly approved.

d. Maintenance of payroll authorization and vouchers.

e. Maintenance of records supporting charges of fringe benefits.

f. Maintenance of inventory records for equipment purchased, rented, and donated.

g. Maintenance of billing records for consumable supplies (i.e., paper, printing) purchased.

h. Provisions for payment by check.

i. Maintenance of travel records (i.e., mileage logs, parking, hotels).

j. Lease agreements, contracted services, and equipment purchases that adhere to established procurement processes.

8. Costs must be net of all applicable credits such as purchase discounts, rebates or adjustments of overpayments, or erroneous charges. This may require approval from MTSC and the OHSP.

9. Deviations from the approved budget require prior approval from the MTSC and the OHSP. This would include but not be limited to:

a. A specific item of cost not included in the approved budget.

b. An increase in the number of specific items over and above the total authorized.

c. A transfer between major budget categories in excess of 10 percent of the budget category is being increased. (Personnel Costs, Contractual Services, Supplies & Operating Costs, and Equipment, and Indirect Cost.) – not the individual budget line-item.)

10. Procurement Methods

a. Competition: The recipient shall conduct all procurement and contractual transactions, without regard to dollar value, to provide maximum, open, and free competition. Maximum, open, and free competition shall be assured through the distribution of an adequate number of proposal solicitations.

b. Small Purchase Procedures: Small purchase procedures are those relatively simple and informal procurement methods for securing services, supplies, or other property that do not cost more than $25,000 in total. If small purchase procedures are used, price or rate quotations must be obtained from at least three (3) sources.

c. Competitive Bids: For purchases over $25,000, the recipients shall follow their competitive bid process providing it is at least as restrictive as the process required by SOM. The recipient agrees to ensure that minority business enterprises, as defined by state statute, have the maximum opportunity to participate in the performance of contracts and subcontracts financed, in whole or in part, with funds provided under this agreement. In those instances where three bids have not been received, a full explanation, along with the names and addresses of those firms and individuals requested to bid, and including reasons why agencies failed to bid, must be forwarded to the OHSP for approval prior to awarding a contract.

11. Documentation for costs shall be maintained for three years following final reimbursement.

12. Any program income received shall be used exclusively to further Truck Safety project activities. Program income is defined as gross income earned by the recipient from Truck Safety funded activities. The OHSP and the MTSC shall be notified if program income is generated. Some examples are proceeds from the sale of items purchased or developed with MTSC funds, or revenue received from attendees at trainings or conferences paid for with MTSC funds. Program income must be netted against costs incurred or returned to the OHSP, unless prior permission is obtained from the OHSP to use the funds for other traffic safety projects. Contact the OHSP for further information.

13. General Cost of Business/Cost of Government (formerly referred to as Supplanting): The replacement of routine and/or existing expenditures with the use of state funds for costs of activities that constitute general expenses required to carry out the overall responsibilities of a state or local agency or other recipients are general cost of business and are not allowable. Recipients shall not use MTSC funds to replace state or local funds, or other resources that would otherwise have been made available for this program.

The Financial Officer or Authorizing Official’s straight time cost may not be funded under this project.

COST REIMBURSEMENT

1. All MTSC projects are based on the cost reimbursement concept; (i.e., local, or private organization funds shall be expended before reimbursement is provided.) Comment by London, Kyle (DTMB): Removed from RFP

2. Reimbursement is based on the submission and approval of progress, enforcement, and financial reports. All requested information should be submitted electronically in MGX. A financial status report submitted to the OHSP by the recipient shall contain the following to be considered complete: Comment by London, Kyle (DTMB): Moved to 5.3 Reporting

a. Copy of a report for the current period generated by the recipient's official accounting system which shows a description of the item and the actual amount spent. Acceptable reports may include a detailed general ledger, a transaction ledger, a payroll journal, or a detailed budget/expenditure report. The report must match the amount being requested for reimbursement.

b. Copies of invoices must be included.

c. Additional documentation as requested by the OHSP.

4. The Project Director shall ensure that financial reports are submitted in compliance with reporting deadlines. If the financial report is submitted electronically without backup documentation, the financial report is not considered submitted and the recipients, sub-recipients, and contractors will receive a delinquent letter stating the same.

5. A delay in submitting supporting documentation may result in the suspension of all project activities.

6. Failure to submit cost statements with adequate supporting documentation prior to the fiscal year close-out deadline will result in non-reimbursement of those costs. Costs from one fiscal year cannot be paid in a subsequent fiscal year.

BUDGET COST CATEGORY REQUIREMENTS Comment by London, Kyle (DTMB): Removed from RFP (Refer to the following for specific requirements of budget cost categories. Only requirements for cost categories contained within your approved budget apply.)

Comment by London, Kyle (DTMB): Removed from RFP

PERSONNEL COST

1. Payments for salaries and wages shall be supported by a time and attendance report, based on an after-the-fact distribution of time, which shows details of the activities performed. All time and attendance reports must be signed by the employee and supervisor. Electronic signatures are accepted.

For enforcement recipient CVED – A daily activity log with descriptions of the activities performed must be completed for all time requested for reimbursement. The time on the daily must agree with the hours requested, and approval must be documented electronically or in writing. Daily logs shall be kept on file at the agency and must be submitted with other supporting financial backup if requested by the OHSP or be made available during monitoring. A list of officer names, dates worked, and amounts paid for each agency participating in MTSC funded enforcement patrols must be submitted on the enforcement reimbursement form provided by the OHSP or on an alternate form approved by the OHSP.

For non-enforcement projects – Recipients must maintain detailed activity logs which document the actual amount of time spent on the project and describe the nature of the activities performed. If the project is funded from multiple sources, the logs must show the activity by fund source. This documentation must be submitted with the financial reimbursement request. Reimbursement for wages and fringe benefits shall be based on actual costs not budgeted rates.

Only those fringe benefit costs that increase as a result of hours worked on this project can be claimed for reimbursement. For overtime wages, those costs typically include FICA, workers compensation, and retirement. If any of these costs are structured so that they do not increase with overtime, they cannot be reimbursed. For defined benefit pension plans, the project will not pay any portion of the rate that is a prior year unfunded liability. For straight-time MTSC funded positions, all fringe benefits associated with the position may be claimed to the extent that the position has been approved for reimbursement (e.g., if 50 percent of the position is project funded, 50 percent of the fringes benefits can be claimed.) Fringe benefit rates must be reasonable.

2. The rate of pay for MTSC funded enforcement shall be determined according to the recipient agency's employment agreement. Overtime rates must be applied consistently to all activities of an agency – higher rates may not be established for the purpose of the Truck Safety project.

3. Recipients shall comply with all state labor laws.

4. If the project contains personnel services as part of the award, a detailed job description for each position listed in the budget must be available to the OHSP upon request.

CONTRACTUAL SERVICES Comment by London, Kyle (DTMB): Removed from RFP

Contractual services are services of individual consultants or consulting firms engaged in performing special services pertinent to highway safety. Contracts are allowable, when necessary, to achieve the goals of the project agreement. Costs are allowable for products, highway safety consultants, personal services, and/or individuals for support services, provided applicable state and local procurement procedures are followed and documentation is available that describes the official contract and procurement practices.

The recipients are responsible for managing all contracts issued using the OHSP funds including:

a. Ensuring the contractor complies with all contract provisions.

b. Ensuring services are performed according to the quality, quantity, objectives, timeframes, and manner specified in the contract.

c. Ensuring that all work is completed and accepted before the contract expires.

d. Assessing and requesting amendments, renewals, or new contracts as required allowing sufficient time to process and execute these changes before the contract expires to prevent lapse in service.

e. Ensuring contracts are amended after any project agreement amendment that affects the contract terms.

f. Reviewing and approving invoices for payment, ensuring payments are made in accordance with contract terms, all costs are budgeted and allowable, and work has been performed.

g. Monitoring contract expenditures to ensure there are sufficient funds to pay for all services rendered as required by the contract.

h. Verifying all requirements of the contract are fulfilled before submitting the final invoice.

i. Ensuring that all Personnel Activity log requirements are met.

NOTICE: Contracts paid for in whole or part with Truck Safety Funds must be made available to the OHSP upon request as part of the monitoring process or as stated in the approval letter.

OPERATING COST

1. Only eligible operating costs specifically listed in the approved budget will be reimbursed. These are costs not covered under other budget categories, including office supplies, printing, and educational material. Comment by London, Kyle (DTMB): Moved to Schedule B, Line 2

2. Automotive expenses submitted shall be based on actual costs incurred for project-related activities. Reimbursement may be allowed based on the actual costs incurred for gasoline, maintenance, vehicle rental, and insurance. Comment by London, Kyle (DTMB): Removed from RFP

3. Postage, telephone, and project-related travel costs shall be documented by log or meter and submitted with the reimbursement request. Comment by London, Kyle (DTMB): See note in RFP, Schedule B

4. Only eligible operating costs specifically listed in the approved project budget will be reimbursed. Comment by London, Kyle (DTMB): Removed from RFP

REIMBURSEMENT Comment by London, Kyle (DTMB): If we aren't separating travel costs, should this be removed from the RFP and the final document that the vendor will sign in the system?

The recipient will be reimbursed for travel costs (including mileage, meals, and lodging) budgeted and incurred related to services provided under this agreement. The recipient will have established and follow documented Travel Policies.

1. Reimbursements for travel (meals, lodging, mileage, etc.) cannot exceed the lesser of the recipient's published travel rates or the allowable State of Michigan travel rates. Exceptions require OHSP approval during the project proposal process. Recipients requesting an exception will attach their organization's travel policy when the first project draft is submitted. The policy must be applicable to all organization travel. Policies will be reviewed by the OHSP fiscal manager and the MTSC for approval and cannot exceed the current state travel reimbursement rates.

2. SOM travel rates may be found at the following website: https://www.michigan.gov/dtmb/services/travel

EQUIPMENT (INCLUDES SOFTWARE) Comment by London, Kyle (DTMB): See note in RFP

1. Only eligible equipment specifically listed in the equipment section of the approved project will be reimbursed.

2. Equipment purchases shall be initiated within the time-period specified in the approved project. "Initiated" means bids were solicited, accepted, and items have been ordered. If there is a reason the recipient is unable to meet this requirement, the OHSP program coordinator shall be contacted immediately.

3. Equipment purchased shall be used only for Truck Safety activities throughout its useful life.

4. If the equipment is disposed of or ceases to be used for Truck Safety activities, and the equipment if determined to have a current fair market value of $5,000 or more, the OHSP reserves the right to retain or transfer title to all items. The OHSP may allow the holder of the equipment to retain title of the equipment and reimburse the State share of the fair market value of such equipment. The current fair market value shall be determined as follows:

a. Appraisal by an independent source with expertise in valuation of similar items is the preferred method of valuation for equipment.

b. For vehicles, Kelley Blue Book, National Automobile Dealer Association (NADA) Guides, or similar third-party vehicle valuation service, may be used when valuing the condition of the vehicle.

c. If a fair market value based on appraisal, National Automobile Dealer Association, or Kelley Blue Book values cannot be determined, the value may be based on IRS depreciation schedules. Only straight-line depreciation may be used.

5. Equipment with a cost of $5,000 or more shall be tagged by the recipient for inventory control purposes. In addition, the OHSP Equipment Record System Form with all applicable information completed shall be submitted with the prospective participant's or sub-recipient's reimbursement request. The recipient (and all sub-recipients and contractors) shall complete an equipment inventory form sent to them by the OHSP each year that the value remains $5,000 or more and shall make the item available for physical review by the OHSP staff when requested.

Equipment must be inventoried on an annual basis. An equipment list must be provided to the OHSP that includes, but not limited to, a description of the item, identifiers such as VIN/model/serial numbers, photographs, date of purchase, copies of insurance coverage, title, and registration (vehicles). Equipment may include computers, cellular phones, vehicles, software licenses, and any other item as requested by the OHSP. This must be provided to the OHSP within 30 days after the project award date or as stated in a state contract. It should be stored in the MGX.

DISPOSITION OF EQUIPMENT

1. If the equipment is disposed of or ceases to be used for Truck Safety activities, the recipients are required to contact the OHSP prior to such disposition action.

2. If the equipment is sold, funds are returned to the Truck Safety Funds unless other arrangements are approved by OHSP.

3. The OHSP may allow the holder of the equipment to retain title of the equipment and reimburse the State share of the fair market value of such equipment. The Current Fair Market Value shall be determined as follows:

a. Appraisal by an independent source with expertise in valuation of similar items is the preferred method of valuation for equipment.

b. For vehicles, Kelley Blue Book, National Automobile Dealer Association (NADA) Guides, or a similar third-party vehicle valuation service, may be used when valuing the condition of the vehicle.

c. If a fair market value based on appraisal or a third-party valuation service cannot be determined, the value may be based on IRS depreciation schedules. Only straight-line depreciation may be used.

TERMINATION

The OHSP retains the right to terminate a project for failure to meet the PMRs or for not satisfying project goals or objects, which is to be decided by an MTSC and OHSP management review. When a project is terminated by the OHSP, the recipient agency shall not be eligible to seek funding for a period of two years. To obtain funding after the two-year period, the recipient agency will be required to submit written assurance that the identified deficiencies have been corrected. Additionally, the agency may be required to submit monthly financial reports to allow for increased financial monitoring. Comment by London, Kyle (DTMB): Removed from RFP and this document. Comment by London, Kyle (DTMB): Removed from RFP