**Tribal Transit**

**New Grantee Package**

**FEDERAL TRANSIT ADMINISTRATION**

**TRIBAL TRANSIT NEW GRANTEE PACKAGE**

**INTRODUCTION**

Welcome, new grant applicants. You have probably just received your
first Federal Transit Administration (FTA) Tribal Transit allocation.
You have probably already contacted someone at the Regional Office. We
now need to begin the process of establishing your organization as a
recipient of FTA funds. As a new recipient organization, there are
several steps that need to be completed before FTA can award a grant to
your organization. You will also need to contact various people at the
FTA regional office over the course of this process that has different
areas of responsibility.

As a new recipient, your first point of contact will be:

Patricia Hendrix, Grants Manager

Federal Transit Administration

915 2^nd^ Avenue, Suite 3142

Seattle, WA 98174-1002

Phone: (206) 220-4465

Fax: (206) 220-7959

[patricia.hendrix@dot.gov](mailto:patricia.hendrix@dot.gov?subject=Pat Hendrix)

**NEW GRANT APPLICANT PROCEDURES**

Congratulations! Through the competitive project selection process, your
Tribe or Alaska Native Village's proposed project has been selected to
receive Section 5311(c) funds as part of the Tribal Transit Program
(TTP) established under SAFETEA-LU Section 3013. The Notice of Award is
published annually in the Federal Register.

**\
2007 TRIBAL TRANSIT PROGRAM FUNDS**

The announcement of 2007 funds, dated March 5, 2008, titled "Public
Transportation on Indian Reservations Program; Tribal Transit Program -
Notice of Award" can be found at:

> <http://www.fta.dot.gov/laws/leg_reg_federal_register.html>
> \[[HTML](http://a257.g.akamaitech.net/7/257/2422/01jan20081800/edocket.access.gpo.gov/2008/08-967.htm)\]
> \[[PDF](http://a257.g.akamaitech.net/7/257/2422/01jan20081800/edocket.access.gpo.gov/2008/pdf/08-967.pdf)\]

**\
PROJECT ELIGIBILITY**

FTA Section 5311(c) TTP funds can be used for any purpose authorized
under the Section 5311 program, including public transportation capital
projects, operating cost of equipment and facilities for use in public
transportation, planning, and the acquisition of public transportation
services, and service agreements with private providers of public
transportation. The federal/non-federal match ratio is 100:0. All FY
2007 Section 5311(c) funds must be obligated (i.e., awarded by FTA in a
grant) by **September 30, 2009**.

§

In order to process your grant, FTA requires the forms and letters
described below. These documents are needed to establish your Tribe or
Village as an eligible grantee, and for you to access FTA's computer
systems *Transportation Electronic Award Management System* (TEAM) for
applying for grants and the *Electronic Clearing House Operations*
(ECHO) for drawing down awarded funds.

### **Legal -- One-Time Files for Applicants**

Please provide a letter from your attorney covering the points below:

a)  For Indian Tribe, Alaska Native Village, or Native Alaskan
    Corporation, a copy of the statutory authority providing for its
    formation or other document establishing that the Tribe, Village, or
    Native Corporation is federally recognized.  For Native Alaskan
    Corporations, please provide a copy of the articles of
    incorporation. (Attached is a link to the November 25, 2005 Federal
    Register titled "Indian Entities Recognized and Eligible to Receive
    Services from the United States Bureau of Indian Affairs; Notice":
    <http://a257.g.akamaitech.net/7/257/2422/01jan20051800/edocket.access.gpo.gov/2005/pdf/05-23268.pdf>.)

b)  For applicants operated by councils or boards, a letter from their
    attorney stating whether council or board resolutions are needed to
    apply for and accept Federal grants.

c)  [***Attachment
    A***](http://www.fta.dot.gov/documents/05_-_Attachment_A_-_Sample_Tribal_Council_Resolution.doc).
    For applicants that require council or board authorization to apply
    for and accept Federal grants, a copy of the council or board
    resolution authorizing a delegated representative to apply for and
    accept the Federal grant must be submitted. A sample resolution is
    provided your use
    (<http://www.fta.dot.gov/documents/05_-_Attachment_A_-_Sample_Tribal_Council_Resolution.doc>).

In addition, please be sure to include a cover letter stating that you
are planning to apply for FTA Section 5311 Tribal Transit Program funds.
Please send these documents for your one-time file to the attention of:

Theodore (Ted) Uyeno

Legal Counsel

Federal Transit Administration, Region 10

915 Second Avenue, Suite 3142

Seattle, WA 98174-1002

Phone: (206) 220-7958

Fax: (206) 220-7959\
<ted.uyeno@dot.gov>

###  

## **FTA TEAM Computer System**

The TEAM system is used to apply for grants and to enter the required
annual financial and narrative reports. This means that people in your
agency who will perform these tasks will need access to TEAM. FTA also
awards grants through TEAM, so the agency official(s) who would normally
sign grant applications needs to have a PIN (personal identification
number), which he or she will use to submit grant applications and/or
execute grant contracts. The agency attorney and general manager will
also need access to TEAM and PIN numbers for the annual Certifications &
Assurances.

TEAM may be accessed on the Web at
[http://ftateamweb.fta.dot.gov](http://ftateamweb.fta.dot.gov/). You
must have Internet Explorer 5.5 or higher. It helps to have high-speed
Internet access. FTA provides regular training on how to use the system
via telephone conference call. This takes about two hours and is
helpful. FTA will send you information about the TEAM training
opportunities after you have submitted your user request forms. FTA has
entered your proposal in TEAM for you and we are available to walk
through the application process with you at your request.

In order to establish user accounts in TEAM, please use the following:

a)  ***[Attachment
    E](http://www.fta.dot.gov/documents/09_-_Attachment_E_-_Request_for_addition_to_vendor_file.xls )***
    is the "Request for Addition to Vendor File Award (TEAM)" form,
    which is used to request a vendor number for your agency. FTA has
    completed this form for all Tribes and Villages.
    (<http://www.fta.dot.gov/documents/09_-_Attachment_E_-_Request_for_addition_to_vendor_file.xls>).

b)  ***[Attachment
    F](http://www.fta.dot.gov/documents/10_-_Attachment_F_-_TEAM_User_Acces_Request_Forms_and_Instructions.pdf )***
    is the "TEAM User Request Form & Instructions" form. This form must
    be filled out to set up an account for each person who will be using
    TEAM.
    (<http://www.fta.dot.gov/documents/10_-_Attachment_F_-_TEAM_User_Acces_Request_Forms_and_Instructions.pdf>).

These forms should be accompanied by a letter from the appropriate
agency official authorizing each of the TEAM users to have access to
TEAM for the specific functions specified on the form. When completed,
please mail these forms to Elizabeth (Beth) Sier at the FTA Region 10
address above. For further information, please contact:

Elizabeth (Beth) Sier

Transportation Program Specialist

Federal Transit Administration, Region 10

915 Second Avenue, Suite 3142

Seattle, WA 98174-1002

Phone: (206) 220-7956

Fax: (206) 220-7959

<elizabeth.sier@dot.gov>

## **DUNS Number**

[***Attachment
D***](http://www.fta.dot.gov/documents/08_-_Attachment_D_-_Dear_Colleague_Letter_for_DUNS_Nuumbers.doc).
DUNS stands for \"Data Universal Numbering System.\" It is a unique
nine-digit numbering system that is used to identify a business. As part
of the selection criteria and process, your Tribe or Village was
required to have a DUNS number. FTA has input this number into our TEAM
system under your recipient profile. Please verify this information in
TEAM. If you need additional information on DUNS number, please visit:
<http://ftateamweb.fta.dot.gov/teamweb/duns_info.html>.

#### FTA Annual Certifications and Assurances (C&A) and Master Agreement

[***Attachment
B***](http://ftateamweb.fta.dot.gov/static/2008-Certs-TEAM.pdf). The C&A
are binding legal commitments for compliance with Federal law and
regulations. The C&A apply to all FTA programs. Tribal Transit
recipients will check only box 1 and 22 of the 24 categories in the C&A
(<http://ftateamweb.fta.dot.gov/static/2008-Certs-TEAM.pdf>).

Execution of the C&A is electronic through the TEAM system. The basic
process is to check the boxes that apply to the funding sources you will
be applying for in federal fiscal year 2008 and have the designated
personnel PIN the C&A in TEAM. There are two PINNING actions needed to
execute the C&A: in TEAM they are displayed as the Official's Name and
the Attorney's Name. The \"Offical\" MUST PIN before or on the same day
as the Attorney. If the Attorney PINs before the Official we will not
accept the C&A and you will need to PIN the signatures again.

To PIN the C&A in the TEAM system:

1.  Have your Official log into TEAM with their unique user name and
    password. This official will have been provided with a PIN Number,
    and the authority to use it.

2.  Click Recipients to open the Query Recipients screen.

3.  Enter your recipient ID, or all or part of your recipient name.

4.  Click Submit Query to locate your record.

5.  From the left menu, click View/Modify Recipient. This opens the
    Recipient record for editing.

6.  Click on the third tab in the window, entitled \"Certs &
    Assurances.\" Review each of the certifications under each category.
    The text is viewable under the yellow \"Text\" icon on the right.

7.  For each category, you must check either Applicable or N/A.

8.  In order to sign off on your selections, please have the Official
    enter their PIN number in the box at the bottom, and click the green
    CERTIFY button.

9.  Once the Official has entered their PIN, he/she must exit TEAM and
    the Attorney must log on -- following steps 1-6 above, with the
    Attorney's individual user name and password and enter the Attorney
    PIN and again click on the CERTIFY button to complete the process.

10. If the Official has the rights to PIN as both Official and Attorney,
    once he/she enters the PIN, the process is completed.

[***Attachment
C***](http://ftateamweb.fta.dot.gov/static/Agreements/14-MASTER.pdf).
The Master Agreement is published annually in the federal register. The
agreement contains the standard conditions for administering grants with
the FTA
(<http://ftateamweb.fta.dot.gov/static/Agreements/14-MASTER.pdf>).

### **FTA Electronic Clearing House Operation (ECHO) Computer System**

ECHO is the FTA's web-based application that is used after a grant has
been awarded to draw down funds for reimbursement of expenses. Below is
a list of attachments related to the ECHO-Web system.

-   *[**Attachment
    G**](http://www.fta.dot.gov/documents/11_-_Attachment_G_-_ECHO-Web_Registration_Letter(9-1-04).doc)*
    contains the information regarding the ECHO-Web application
    (<http://www.fta.dot.gov/documents/11_-_Attachment_G_-_ECHO-Web_Registration_Letter(9-1-04).doc)>.

-   *[**Attachment
    H**](http://www.fta.dot.gov/documents/12_-_Attachment_H_-_Instruction_for_ECHO_User_Setup_Forms.doc)*
    contains instructions for completing the ECHO-Web User Setup Form
    (<http://www.fta.dot.gov/documents/12_-_Attachment_H_-_Instruction_for_ECHO_User_Setup_Forms.doc>).

-   *[**Attachment
    I**](http://www.fta.dot.gov/documents/13_-_Attachment_I_-_ECHOWeb_User_Auth_and_Cert_Form.doc)*
    contains ECHO-Web User Authorization and Certification Form
    (<http://www.fta.dot.gov/documents/13_-_Attachment_I_-_ECHOWeb_User_Auth_and_Cert_Form.doc>).

-   *[**Attachment
    J**](http://www.fta.dot.gov/documents/14_-_Attachment_J_-_ECHO-Web_User_Request_Form.xls)*
    contains ECHO-Web User Request Form
    (<http://www.fta.dot.gov/documents/14_-_Attachment_J_-_ECHO-Web_User_Request_Form.xls>).

-   *[**Attachment
    K**](http://www.fta.dot.gov/documents/15_-_Attachment_K_-_ECHO-Web_Rules_of_Conduct_Form.pdf)*
    contains ECHO-Web Rules of Conduct certification form
    (<http://www.fta.dot.gov/documents/15_-_Attachment_K_-_ECHO-Web_Rules_of_Conduct_Form.pdf>).

-   *[**Attachment
    L**](http://www.fta.dot.gov/documents/ECHOWebGranteeUserManual.pdf)*
    contains ECHO-Web User Manual
    (<http://www.fta.dot.gov/documents/ECHOWebGranteeUserManual.pdf>).

-   [***Attachment
    M***](http://www.fta.dot.gov/documents/17_-_Attachment_M_-_Payment_Information_Form_and_Instructions.doc)
    contains "Payment Instruction Form" and instructions for drawing
    down funds using ECHO/ACH systems
    (<http://www.fta.dot.gov/documents/17_-_Attachment_M_-_Payment_Information_Form_and_Instructions.pdf>).

### 

### **Grant Application**

For Tribal/Village applications, FTA has entered the proposal in TEAM.
Typically, basic information needed for a grant application include:

-   Recipient information

-   Project description

-   Project budget

-   Project milestone/schedule

-   Fleet Status

-   Documentation of environmental review approval by FTA, if applicable

Please verify the information FTA has entered in TEAM regarding your
application. If you have any questions regarding your grant application
in TEAM, please contact:

Elizabeth (Beth) Sier

Transportation Program Specialist

Federal Transit Administration, Region 10

915 Second Avenue, Suite 3142

Seattle, WA 98174-1002

Phone: (206) 220-7956

Fax: (206) 220-7959

<elizabeth.sier@dot.gov>

1.  **Environment**

FTA must consider the environmental impacts of your project under the
National Environmental Policy Act (NEPA). You will need to provide
environmental analysis and review documentation for any project
involving construction.

-   [***Attachment
    N***](http://www.fta.dot.gov/documents/18_-_Attachment_N_-_DCE_Worksheet_Apr05.doc)
    is the Documented Categorical Exclusion (DCE) Checklist that FTA
    Region 10 has prepared for your use as a screening tool for the
    level of environmental analysis
    (<http://www.fta.dot.gov/documents/18_-_Attachment_N_-_DCE_Worksheet_Apr05.doc>).

-   [***Attachment
    O***](http://www.fta.dot.gov/documents/19_-_Attachment_O_-_ESA_Screening_Checklist_(incl._PBA_list).doc)
    is the Endangered Species Act (ESA) Screening Checklist, which is
    also included if the project might have impacts to the endangered
    species
    (<http://www.fta.dot.gov/documents/19_-_Attachment_O_-_ESA_Screening_Checklist_(incl._PBA_list).doc)>.

For more information about NEPA requirements for your specific project,
please contact:

Bill Ramos

Community Planner

Federal Transit Administration, Region 10\
915 Second Avenue, Suite 3142

Seattle, WA 98174-1002

Phone: 206-220-4307

Fax: 206-220-7959\
[bill.ramos@dot.gov](../bill.ramos@dot.gov%20)

2.  **Procurement**

In order for grantees to be reimbursed for project costs incurred as a
result of procurement of equipment, professional services or
construction, the grantee must comply with the procurement requirements
set forth by the FTA.

-   [***Attachment
    P***](http://www.fta.dot.gov/documents/20_-_Attachment_P_-_Procurement_Requirements_and_Sources_of_Info.doc)
    is a list of FTA website links containing information in this area
    (<http://www.fta.dot.gov/documents/20_-_Attachment_P_-_Procurement_Requirements_and_Sources_of_Info.doc>).

If you need any information, please contact:

Patricia Hendrix

Grants Manager

Federal Transit Administration, Region 10\
915 Second Avenue, Suite 3142

Seattle, WA 98174-1002

Phone: (206) 220-4465

Fax: (206) 220-7959\
<patricia.hendrix@dot.gov>

3.  **Timeline for Grant Approval**

You grant application has been drafted by FTA staff and entered into
TEAM. FTA will walk you through the process to verify the information
and prepare for the submittal process. You will be notified by the grant
processor to submit the application FTA determines that you have
completed all the required documentation. The person(s) designated as
the "PIN to Submit" authority will submit the grant. Once the
application has been officially submitted, grant approval generally
takes about 36 days. For more information, please contact Patricia
Hendrix. (See above for Pat's contact information.)

4.  **Program Guidance Circulars**

For the complete program guidance document for FTA Section 5311 program,
please use the following links on the FTA Web site:

-   <http://www.fta.dot.gov/laws/circulars/leg_reg_6519.html>
    (Non-Urbanized Area Formula Program Guidance and Grant Application
    Instruction, FTA Circular 9040.1F).

-   For grants management guidelines, please refer to FTA Circular
    5010.1C: <http://www.fta.dot.gov/laws/circulars/leg_reg_4114.html>.

For further information about FTA regulations and guidance, please go to
FTA's website, [www.fta.dot.gov](http://www.fta.dot.gov/). It contains a
lot of useful information, including links to the applicable
regulations, Federal Registers, and FTA circulars (program guidance).

If you have any questions about any information described in this
letter, please don't hesitate to contact Patricia Hendrix at
206-220-4465 or by e-mail at
[[patricia.hendrix@dot.gov]{.underline}](mailto:patricia.hendrix@dot.gov).

§

**ATTACHMENTS**

A.  Sample Tribal Council Resolution:\
    <http://www.fta.dot.gov/documents/05_-_Attachment_A_-_Sample_Tribal_Council_Resolution.doc>

B.  FY 2008 Certifications & Assurances:\
    <http://ftateamweb.fta.dot.gov/static/2008-Certs-TEAM.pdf>

C.  FY 2008 Master Agreement:\
    <http://ftateamweb.fta.dot.gov/static/Agreements/14-MASTER.pdf>

D.  "Dear Colleague" Letter on DUNS Number:\
    <http://www.fta.dot.gov/documents/08_-_Attachment_D_-_Dear_Colleague_Letter_for_DUNS_Nuumbers.doc>

E.  Request for Addition To Vendor File Award (TEAM):\
    <http://www.fta.dot.gov/documents/09_-_Attachment_E_-_Request_for_addition_to_vendor_file.xls>

F.  TEAM New User Request Form:\
    <http://www.fta.dot.gov/documents/10_-_Attachment_F_-_TEAM_User_Acces_Request_Forms_and_Instructions.pdf>

G.  ECHO-Web Registration Letter:\
    <http://www.fta.dot.gov/documents/11_-_Attachment_G_-_ECHO-Web_Registration_Letter(9-1-04).doc>

H.  ECHO-Web User Setup Instructions:\
    <http://www.fta.dot.gov/documents/12_-_Attachment_H_-_Instruction_for_ECHO_User_Setup_Forms.doc>

I.  ECHO-Web User Authorization and Certification Form:\
    <http://www.fta.dot.gov/documents/13_-_Attachment_I_-_ECHOWeb_User_Auth_and_Cert_Form.doc>

J.  ECHO-Web User Request Form:\
    <http://www.fta.dot.gov/documents/14_-_Attachment_J_-_ECHO-Web_User_Request_Form.xls>

K.  ECHO-Web Rules of Conduct Certification Form:\
    <http://www.fta.dot.gov/documents/15_-_Attachment_K_-_ECHO-Web_Rules_of_Conduct_Form.pdf>

L.  Electronic Clearinghouse Operation (ECHO) User Manual:\
    <http://www.fta.dot.gov/documents/ECHOWebGranteeUserManual.pdf>

M.  ECHO/ACH Payment Information Form:\
    <http://www.fta.dot.gov/documents/17_-_Attachment_M_-_Payment_Information_Form_and_Instructions.doc>

N.  Documented Categorical Exclusion (DCE) Worksheet:\
    <http://www.fta.dot.gov/documents/18_-_Attachment_N_-_DCE_Worksheet_Apr05.doc>

O.  Endangered Species Act (ESA) Screening Checklist:\
    <http://www.fta.dot.gov/documents/19_-_Attachment_O_-_ESA_Screening_Checklist_(incl._PBA_list).doc>

P.  Procurement Requirements & Sources of Information:\
    <http://www.fta.dot.gov/documents/20_-_Attachment_P_-_Procurement_Requirements_and_Sources_of_Info.doc>