Financials and procurement

5310 agencies must be financially sound and have the financial capability to operate their transportation program and properly manage funds.

• Capital Funds:  Agencies must maintain all documentation related to the purchase/procurement of their 5310 vehicles and the local matching funds expended.

• Capital Funds for Preventive Maintenance:  Agencies must maintain all documentation related to expenditures of capital funds for maintenance of vehicles and the local matching funds expended.  

• Operating Funds:  Agencies must maintain all documentation related to expenditures of 5310 Operating funds and matching funds.

1. 5310 Operating Funds are awarded through a partnership agreement which spells out a 50/50 match in which FDOT funds 50% of the approved transportation operating costs, and the agency funds the other 50% through “local matching funds.”

2. 5310 Operating grants are on a cost reimbursement basis.  The grantee agency will incur the covered expenses and then request reimbursement of 50% from FDOT District 6.  FDOT District 6 staff can guide agencies on how to submit Operating Funds reimbursement requests. 

Capital Procurement of 5310 vehicles/equipment:

 Agencies procuring 5310 vehicles through the TRIPS (or DMS) programs are assured that their purchase/procurement process meets all federal/state procurement requirements. Agencies procuring 5310 vehicles through private vendors are responsible for ensuring their purchase/procurement meets all federal and state procurement requirements.  

Implementation: Agencies must have a Procurement Policy/Plan in place that meets federal and state requirements for vehicles purchased through private vendors. 

Operating Funds:

Agencies that expend grant funds through private contracts (including any purchases from a third-party vendor) must have a procurement plan in place that meets all local, state, and federal laws and regulations.

Implementation: 

• Agencies must maintain Procurement files regarding each third-party vendor.  

• Agencies must maintain documentation regarding procurement/vendor decisions and agreements.

Click here to download Procurement Guidance for 5310 Operating funds.

A single audit is required for any subrecipient agency that expends more than $750,000 in combined federal and/or state awards in a single year. A single audit examines an entity’s management and use of funds received from the U.S. Federal Government and/or the State of Florida.

If an agency receives funding only for the purchase of vehicles, the Disadvantaged Business Enterprise (DBE) review element is not applicable during the Triennial Review. 

If an agency has an open Public Transportation Grant Agreement (PTGA) with 5310 operational funding, the agency must submit semi-annual DBE reports each year by April 19 and October 20.  Reports must be submitted to FDOT through TransCIP2 on the Resources tab in the Organization Library. 

Click here to download the DBE Report form.