Department of Rail and Public Transportation Mid Cycle Grant Application Form

Transcription

1 Department of Rail and Public Transportation Mid Cycle Grant Application Form Date Grantee Name Contact Name George Washington Regional Commission Diana Utz Contact Phone Number (540) Contact Address Description of Grant Request (Attach supporting documents as necessary) Hire a consultant to develop a website and integrated database for the Advantage Self- Insurance Program for vanpools in the State of Virginia Reason for Request: The purpose of this project is to rebuild the AdVANtage vanpool self-insurance pool website, ( and to build an integrated database that works in conjunction with the website. The current database and website is out dated and is hard to navigate and use both for the vanpool operators and for the administrators of the program. The new website and database will have two functions. The function of the website is to advertise and educate vanpool operators in the State of Virginia about the Advantage program. The website will contain background information on the Advantage program, contact information and Frequently Asked Questions. The website will serve as the front end of the database. The new database that will be built will serve as the back end of the website and will be where operators enroll in the program, list all vans to be covered with required data, pay their premiums on line through Pay Pal and download all insurance related materials necessary such as the policy and certificate of insurance. The new website and database needs to be user friendly for external vanpool operators and internal program administrators. The website and database program processes need to be automated to reduce staff time review and processing of applications, renewals, payments and also have the capability to pass data to the state s Division of Risk Management. The new website and database will allow the George Washington Regional Commission to administer this portion of the Advantage program. The Division of Risk Management will continue to administer the claims portion of the program. Additional information regarding this program is contained in the attached Scope of Work and the Memorandum of Understanding and the Amendment to the original MOU. Milestones to complete the Projects:

2 (Description of Milestone, Month/Year) Start Date November 25, 2013 End Date November 24, /25/2013 Call meeting of review committee (DRPT, DRM and GWRC staff to review the scope of work) 12/02/2013 Contact on-call consultant to review and make any edits to the scope of work if necessary 12/09/2013 Receive revised scope of work, fee proposal and schedule of tasks from consultant 12/13/2013 Issue task order and notice to proceed to consultant 12/16/2013 Work begins on project with tasks as scheduled in the Task Order 2/10/2014 Call meeting of review committee and consultant to check in on work progress 4/10/2014 Call meeting of review committee and consultant to check in on work progress 6/10/2014 Call meeting of review committee and consultant to check in on work progress 7/7/2014 Launch soft opening of Advantage program if website & database are operating 8/10/2014 Call meeting of review committee and consultant to check in on work progress 9/8/2014 Launch website and database of Advantage program Project Budget State Share Project Cost 80% -$64,000, Local Share $80,000 Total Project Expense Project Cost 20%$16,000 Note: DRPT Project Manager may require additional information DRPT Approval Routing Sheet Project Manager Recommendation Approve Do Not Approve Explanation: Initials Date

3 Programs Administrator Recommendation Approve Do Not Approve Explanation: Initials Date Financial Programming Recommendation Approve Do Not Approve Explanation: Initials Date Additional Approvals (needed if change $100,000/quantity of 2 or 20% of project budget): Chief Operating Officer Approval Yes No Explanation: Signature Date Chief Financial Officer Approval Yes No Explanation: Signature Date

4 AdVANtage Insurance Pool Website and Integrated Database Rebuild Scope of Work Purpose The purpose of this project is to rebuild the AdVANtage vanpool self-insurance pool website, ( and integrated database. The new website and database needs to be user friendly for external vanpool operators and internal program administrators. The website and database program processes need to be automated to reduce staff time review and processing of applications, renewals, payments and also have the capability to pass data to the state s Division of Risk Management. Background AdVANtage is a self-insurance pool that provides affordable liability, uninsured motorist and physical damage protection for commuter vanpools. Vanpools that are licensed and registered in the Commonwealth of Virginia are eligible to become members. Vanpool owners join by paying annual membership fees to the pool that they would traditionally make payments to in the form of premiums. These fees are used to self-insure the AdVANtage member vanpools. AdVANtage is a collective partnership brought to you by the George Washington Regional Commission GWRideConnect, the Virginia Department of Rail and Public Transportation and the Division of Risk Management at the Virginia Department of the Treasury. The purpose of the program is to ensure that current vanpools remain in service and to encourage the formation of new vanpools. A vanpool self-insurance pool is a group of vanpool owners who contribute annual membership fees to a pool managed by the Virginia Division of Risk Management. These membership fees, or contributions, are used to self-insure their commuter vanpools. Through the pool, vanpool owners share common risks via a combination of self-funding and insurance. There are two administrators of the AdVANtage program. The Division of Risk Management (DRM) is a division of the Virginia Department of the Treasury and has been operating risk management and self-insurance programs, and providing claim and loss control service. The George Washington Regional Commission (GWRC) has been assisting vanpool owners and operators with enrolling their vans in the AdVANtage program, verifying information and answering questions.

5 It is envisioned that the new site will introduce new vanpool operators to the AdVANtage program and assist enrolled members as well. The FAQ page will contain information that will answer questions for both the new and enrolled members. Visitors to the page can find out immediately what the cost per van would be for self-insurance on the cost estimator page. Once enrolled in the program, members will be able to find out important information on what to do if an accident occurs, log in to the system to enter vanpools to be self-insured, pay membership fees, print the AdVANtage Policy, glove box information and invoices. The website will contain important contact information and other vanpool related resources. Tasks These are the features and functions that need to be created or improved under this project. Website needs to include the following webpages: Homepage, FAQ s, What is AdVANtage?, Cost Estimator, Contact Us, Resources, Enrollment Page, Access to Vanpool Member Log In, When an accident occurs. Create an integrated application and review and approval system. Integrate with Division of Risk Management s website system, a new rate/fee cost estimator. Create a secure multiuser administrator log in interface for staff from George Washington Regional Commission and the state Division of Risk Management. Some content may be view only for certain users. Admnistrative interface should include accounting functions such as transaction details, invoicing/billing and statements. Invoicing is performed monthly, quarterly or yearly according to vanpool owner preference. Create a secure user friendly vanpool operator user interface in so operators can log in and enter van vehicle information for each vehicle they register, driver names, list substitute vehicle information, make payments, check on balance due, download forms and proof of insurance, enter claim, see status of claim and application. Data validation/verification on user entered data. Create an insurance renewal notifications system. Create a notification system for delinquent/past due premium payments. Administrative staff should be able to block account access for those whose membership is delinquent.

6 Create a secure online payment system. (Provide cost for more than one option for this task.) Create online survey/questionnaire capabilities. Data migration/import data from existing system/database. Create data export feature. Reporting functions for system records and data. Database fields should include; vanpool organization name, contact name, address, phone numbers, fax number, address, number of vanpools insured, current balance. Each insured van needs fields for VIN number, value of vehicle, license plate number, make, model and year, and an administrator notes field. Create website access from tablets and mobile devices (Provide optional pricing for this feature) Website search engine (Provide optional pricing for this feature) Website hosting options. Pricing Pricing should be separated by subtasks where it can be priced separately and indicated in the task list above.

7 Project Agreement For Use Of Commonwealth Transportation Funds Fiscal Year 2014 Project Number This Project Agreement ( Agreement ), effective October 1, 2013, by and between the Commonwealth of Virginia ( Commonwealth ), Department of Rail and Public Transportation ( Department ), and the George Washington Regional Commission ( Grantee ), is for the provision of funding to rebuild the AdVANtage vanpool self-insurance pool website and integrated database ( Project ). WHEREAS, a Memorandum of Understanding ( MOU ) was signed by the Grantee, Commonwealth of Virginia, Department of the Treasury, Division of Risk Management ( DRM ), and the Department in 2007 to initiate the Virginia Vanpool Insurance Pool ( VVIP ) Program known to the public as the AdVANtage Vanpool Self-Insurance Program; and WHEREAS, the Grantee, DRM, and the Department have determined that a complete rebuild of the AdVANtage vanpool website is needed to more efficiently administer the program; and WHEREAS, the Commonwealth Transportation Board has specified that the Director of the Department, upon written recommendation by the Department s Chief Financial Officer and after consultation with the Commonwealth Transportation Board member for the district, is authorized to award additional federal and state grants for rail and public transportation up to $200,000, as may be necessary to meet the goals of the Board; and WHEREAS, the Department has approved funding for the Project; and WHEREAS, it is desired by the Parties to define the extent of the Project addressed herein, the responsibilities of each party, the manner of performing the necessary Work, the method and time of payment, and to set out additional conditions associated with the Project; and NOW, THEREFORE, in consideration of the covenants and agreements in this Agreement, the Parties agree as follows: ARTICLE 1. SCOPE OF WORK, TERM AND BUDGET 1. The Work under the terms of this Agreement is as follows: a. Rebuild the AdVANtage vanpool self-insurance pool website and integrated database. 2. The Department agrees to provide funding as detailed below:

8 a. State grant funding for the Project in the amount of $64,000 ( Grant ). Details concerning this funding are contained in Appendix 1, which is hereto attached and made a part of this Agreement. 3. The Grantee hereby acknowledges that state grant funding for this grant cannot exceed the amount allocated by the Commonwealth Transportation Board ( CTB ) and that state grant funding is contingent upon appropriation by the General Assembly of Virginia. 4. The Grantee agrees that it will provide funds from sources other than the Grant in an amount sufficient to assure payment of the actual cost of the Project ( Local Share ). The Grantee further agrees that no refund or reduction of the Local Share amount will be made at any time, unless there is at the same time a refund to the Department of a proportional amount of the Grant funds. The Grantee's obligation to provide the Local Share is calculated on the Project as a whole. ARTICLE 2. INCORPORATION OF MASTER AGREEMENT FOR USE OF COMMONWEALTH FUNDS The parties hereby agree to incorporate the Master Agreement for Use of Commonwealth Transportation Funds, dated April 10, 2012, as if set out in full herein. This space intentionally left blank

9 Appendix 1 Grantee: George Washington Regional Commission Project: Rebuild the AdVANtage Vanpool Self-insurance Pool Website and Integrated Database Funding Source: TEIF Project Number: Project Start Date: October 1, 2013 Project Expiration Date: December 31, 2014 Fund Code Item Amount 472 Grant Amount (State Share Project Cost 80%) $64, Local Share of Project Cost (20%) $16,000 Total Project Expense $80,000 In no event shall this grant exceed $64,000.

10 First Amendment to the Memorandum of Understanding Between the Commonwealth of Virginia, Department of the Treasury, Division of Risk Management (DRM ), the George Washington Regional Commission (GWRC), and the Commonwealth of Virginia, Department of Rail and Public Transportation (DRPT) Regarding the Virginia Vanpool Insurance Pool ( VIP) Program This First Amendment to the Memorandum of Understanding Between the Commonwealth of Virginia, Department of the Treasury, Division of Risk Management (DRM), the George Washington Regional Commission (GWRC) and the Commonwealth of Virginia, Department of Rail and Public Transportation (DRPT) dated May 10, 2007 ( MOU ), is entered into on, 2013 and details the parties agreement concerning the funding of a redesign of the AdVANtage Vanpool Self- Insurance Program website. WHEREAS, the MOU initiated the Virginia Vanpool Insurance Pool (VVIP) Program ( Program ), which is known to the public as the AdVANtage Vanpool Self-Insurance Program; and WHEREAS, the Program is an insurance pool program for vanpools; and WHEREAS, DRPT provided insurance pool seed funding in the amount of $500,000 to start the program and to help defray the costs of any early program claims, and GWRC and DRM agreed to cover all administrative costs of the program; and WHEREAS, a website for the Program was also created to allow vanpool operators to find out more information about the insurance program and apply to the program; and WHEREAS, though DRM has to date handled insurance premium payments, claims reporting, and all of the financial aspects of the Program at DRM cost, as the program participation has grown, the administration of the program has become a burden to DRM; and WHEREAS, the parties have determined that the best way to handle these is to redesign and rebuild the AdVANtage website to allow registration and financial transactions to be handled electronically. NOW, THEREFORE, the parties agree to amend the MOU as follows: 1. The following paragraph is added to the beginning of the MOU: This Memorandum of Understanding among the Commonwealth of Virginia, Department of the Treasury, Division of Risk Management ( DRM ), the George Washington Regional Commission ( GWRC ) and the Commonwealth of Virginia, Department of Rail and Public Transportation ( DRPT ) ( MOU ), is entered into on the date last signed by the parties, and details the parties agreement concerning the establishment, funding, and operation of a Vanpool Insurance Pool ( VVIP ) Program. 2. The text of the last paragraph on page 2 is modified as follows:

11 The language, has accepted the exposures of our insured (GWRC) and is deleted from the first sentence. 3. The following paragraph is added after the end of the text on page 2: In consideration of the mutual promises and covenants in this MOU, the parties agree as follows: 4. The paragraph on page 3 beginning with The Commonwealth of Virginia, Department of Rail and Public Transportation (DRPT) agrees to: is amended to add the following to the end of the paragraph: As of the date of the First Amendment, DRPT agrees to provide grant funding in the amount of $64,000 to GWRC for the purpose of rebuilding the AdVANtage website. Such funding is subject to appropriation and allocation, and the terms of a grant funding agreement between DRPT and GWRC. This funding will be matched by $16,000 in Division of Risk Management (DRM) local funds, which are funds which are held in the treasury as local funds, for a total project cost of $80, The paragraph on page 3 beginning with The Commonwealth of Virginia, Department of the Treasury, Division of Risk Management (DRM) agrees to: is amended to add the following to the end of the paragraph As of the date of the First Amendment, DRM agrees to transfer $16,000 in local funding that it is holding on behalf of GWRC to GWRC for the purpose of rebuilding the AdVANtage website. This funding shall be used as a local match to the funding being provided by DRPT, for a total project cost of $80,000. All other provisions of the original Memorandum of Understanding remain unchanged. This space intentionally left blank

12 IN TESTIMONY THEREOF, the parties have caused this First Amendment Memorandum of Understanding Between the Commonwealth of Virginia, Department of the Treasury, Division of Risk Management ( DRM ), the George Washington Regional Commission ( GWRC ) and the Commonwealth of Virginia, Department of Rail and Public Transportation ( DRPT ) to be executed, each by its duly authorized officials. DEPARTMENT OF TREASURY DIVISION OF RISK MANAGEMENT Attest: By: Name: Title: DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION Attest: By: Thelma Drake Director GEORGE WASHINGTON REGIONAL COMMISSION Attest: By: Name: Title:

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