Starting Out Right

Agencies may purchase 5310-funded vehicles through the TRIPS (Transit Research Inspection Procurement Services) program, through Florida DMS (Department of Management Services), or a third-party private vendor.  The TRIPS and DMS programs have vetted vendors, and purchasing through TRIPS or DMS ensures your agency’s purchase process is compliant with federal procurement requirements.  

If the TRIPS program does not have the type of vehicle your agency needs, the DMS program may provide additional options.  When your agency procures a vehicle through a third-party private vendor, your agency is responsible for ensuring that your procurement process and your purchase comply with all federal and state procurement requirements.

Choosing the best vehicle for your program should be based on the following considerations:

 Transportation needs of your program:

The agency should consider the following:

• Will your program transport both ambulatory and non-ambulatory passengers?  (Non-ambulatory passengers use a wheelchair or other mobility device.)  If yes, you will need an accessible vehicle equipped with a lift or a ramp to accommodate passengers using a wheelchair or other mobility devices.

• How many passengers will your typical trip need to accommodate at one time?  (How many ambulatory and how many non-ambulatory passengers?)  This will determine the number of passenger seats needed.

• Given that your agency will likely operate this vehicle for 5 years or more, what future agency transportation needs do you anticipate?

• Your vehicle must be used for passenger transportation.  For questions regarding the approved uses of 5310 vehicles, please see the Acceptable Use of Vehicles section included on the Reporting Page on this toolkit. 

Useful life of vehicle considerations:

Each FDOT-sponsored vehicle type has a standard “lifespan” during which the agency must operate and maintain the vehicle according to 5310 grant requirements.  The lifespan is measured in both years and mileage. For example, if your 5310 vehicle’s Useful Life is projected to be 5 years and 200,000 miles, your agency will maintain and operate the vehicle within the 5310 requirements until it is at least 5 years old and has a minimum of 200,000 miles. In this example, if you project that your vehicle will be driven about 10,000 miles/year, you may wish to choose a vehicle with a shorter mileage lifespan.

Driver qualifications considerations:

Drivers must have a Commercial Driver’s License (CDL) and associated medical clearance if they are operating a Commercial Motor Vehicle (CMV).  A Commercial Motor Vehicle is:

• designed to transport 16 or more passengers (including the driver), OR

• a vehicle with gross vehicle weight greater than 26,000.

Any agency operating a Commercial Motor Vehicle (CMV) is required to implement a comprehensive Substance Abuse Management program that requires drug/alcohol testing in compliance with Federal Motor Carrier Safety Administration (FMCSA) requirements.  FMCSA requires pre-employment, reasonable suspicion, post-accident, and random testing.   If the implementation of these driver requirements would be challenging for your organization, you may want to consider choosing a vehicle that does not require a CDL driver or a Substance Abuse Management program. 

Cost/Expense Considerations:

If awarded to your organization, Federal and State funds will cover 90% of the cost of the vehicle your agency is requesting.  Your agency will be responsible for paying 10% of the cost of the vehicle in “local matching funds.”  Your agency should choose a vehicle for which this 10% share will not be prohibitive for your organization. It is also important to identify in advance the funding source for the 10% local matching funds.

Agencies should also assess the future costs of maintaining the vehicle over its useful life according to OEM (Original Equipment Manufacturer) and FDOT requirements.  Agencies should choose a vehicle for which preventive maintenance costs can be supported in the agency budget.  If this might prove challenging, agencies should consider applying for a Capital Preventive Maintenance grant in addition to the capital vehicle grant application.

Agencies should also assess labor/personnel costs associated with certain driver requirements.  Operating a CDL-required vehicle may result in higher labor costs for driver(s) with CDLs.

Once an agency receives one or multiple vehicles funded through the 5310 Program, the following must be completed immediately and before vehicles are utilized to transport passengers:

• Vehicle Insurance: FDOT must be named as Certificate Holder (not an additional insured) on all Certificates of Liability Insurance.

•  FDOT Control Number: FDOT (usually through the TRIPS program) will provide a 5-digit FDOT inventory control number for all vehicles purchased through the 5310 program.  Your agency must affix this number on the rear of the vehicle above the license plate area; the numbers must be a minimum of 1 inch in height and must be black or a contrasting color to the vehicle. 

• Title VI Notice to the Public: Your agency’s Title VI Notice to the Public, as it is spelled out in your Title VI Plan, must be posted in each 5310 vehicle. Click here for more information on Title VI requirements.

Hiring/Training Driver(s): 

• Drivers must have a Commercial Driver’s License (CDL) if they will be operating a Commercial Motor Vehicle (CMV) designed to carry 16 or more passengers, including the driver. Drivers who must have a Commercial Driver’s License (CDL) must also undergo pre-employment drug/alcohol testing that complies with FMCSA – your agency is responsible for implementing this testing program. 

• Be sure to consult your Transportation Operating Procedure (TOP) for your agency’s driver qualifications and review the Safety page - Driver Qualifications section - in this Toolkit for more FDOT driver qualifications/requirements.  For example, all drivers must undergo criminal history and driver history background checks during the hiring process. 

• Drivers must be trained on specific topics prior to operating a 5310 vehicle.  

Click here to visit the Driver Training section on the Safety Page for a list of required Driver Training topics.  

INSPECTIONS AND MONITORING SYSTEM: 

• Pre-trip/Post-trip inspections: Beginning on the vehicle’s first day of operation, drivers must complete and document a pre-trip inspection before each day’s first trip and a post-trip inspection after each day’s final trip. Click here for recommended forms, training resources, and other information regarding driver inspections. 

• Vehicle Maintenance Tracking System: According to the details of your preventive maintenance procedures in the TOP Maintenance Plan, your agency is required to set up a system to monitor, schedule, and follow up on vehicle mileage, repairs, driver defects, and preventive maintenance.

Free technical assistance consultations available – To ensure you begin your 5310 program with a plan for success, the FDOT District 6 Office and its designated consultants provide free technical assistance to all new 5310 agencies. Please contact the Triennial Review Team to get more information: 

FDOT Triennial Review Team Contacts:

Renee Kinney, Senior Program Management Specialist: rkinney@citiesthatwork.com - Phone: 786-220-1946 x157

Nicole Estevez, Project Manager: nestevez@citiesthatwork.com - Phone: 786-220-1946 x158 

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