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HomeMy WebLinkAboutResolution - 5640 - Grant Agreement - State Of Texas - THTSP - 09_25_1997Resolution No. 5640 Item #24 September 25, 1997 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Grant Agreement, between the City of Lubbock and the State of Texas, for the Texas Highway Traffic Safety Program, for speed selective traffic enforcement, a copy of which is attached hereto, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. The City Council hereby agrees to a cash match of $40,000.00, from the City to fund 50% of the project, as required by the State of Texas in order to be eligible to receive such State and federal assistance. Passed by the City Council this 25thday of September , 1997. ATT ST: Kayth' arnell, City Secretary APPROVED AS TO CONTENT: Ken A Walker, Chief of Police APPROVED AS TO FORM: C Davie T. aluri, si nt rty Attorney ATTACHMENT D Farm 1955 %94 DEBARMENT CERTIFICATION (1) The SUBGRANTEE certifies to the best of its knowledge and belief, that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any federal department or agency. (b) Have not within a three-year period preceding this: proposal been convicted of or had a civil judgement rendered against them for commission of fiaud or a criminal offenses in connection with obtaining, attempting to obtain, or performing a federal, state, or local public transaction or contract under a public transaction; violation of federal or state antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property. (c) Are not presently indicted for otherwise criminally or civilly charged by a federal, state, or local governmental entity with commission of any of the offenses enumerated in paragraph (l)(b) of this certification; and (d) Have not within a butt -year period preceding this application/proposal had one or more federal, state, or local public transactions terminated for cause or default. (2) Where the SUBGRANTEE is unable to certify to any of the statements in this certification, such SUBGRANTEE shall attach an explanation to this certification. SignatIlifeOfECTtifyingOffiCial Don Van iver First Assistant City Attorney Title September 25, 1997 Date Pre e l of l Resolution No. Item #24 September 25, 1997 Federal Pass Tlmwgh Misc. Contract Chard Funds CFDA 420.6W Charge Number State Grant Funds PIN 175 6000 590 6000 TEXAS HIGHWAY TRAFFIC SAFETY PROGRAM GRANT AGREEMENT THE STATE OF TEXAS * * THE COUNTY OF TRAVIS ** THIS AGREEMENT IS MADE BY and between the State of Texas, acting by and through the Texas Department of Transportation, hereinafter called the Department, and Qy of Lubbock , hereinafter called the Subgrantee, and becomes effmUve when fully executed by both parties. For the purpose of this agreement, the Subgrantee is designated as a(n) Local Government AUTHORITY: Texas Transportation Code, Chapter 723, the Traffic Safety Act of 1967, and the Highway Safety Plan for Fiscal Year 98 . WITNESSETH Project Title: Speed Selective Traffic Enforcement Program Brief Project Description: Decrease speed related crashes and enhance speed compliance through an aggressive speed enforcement campaign. AGREEMENT Grant Period: The Grant becomes effective on 10-01-97 , or on the date of final signature, whichever is later, and ends on 9-30-98 Maximum Amount Eligible for Reimbursement: S 40,000 from Fund Source: 402 Federal Estimated Budget: Labo Other Direct Cos Indirect Cos TOTA Project Year: 98 Federal 5 37,522 2,478 N/A S 40,000 State Local 37,522 2,479 N/A 40,000 In addition to the Standard Provisions of the Agreement that follow, the following attachments are incorporated as indicated as a part of the Grant Agreement: X Attachment A, Approved Project Description X Attachment B, Approved Project Budget X Attachment C, Standard Assurances X Attachment D, Debarment Certification _ Attachment E, Lobbying Certification (required if amount payable is $100,000 or more) _ Attachment F, Child Support Statement Page I of 10 1197 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED DUPLICATE COUNTERPARTS TO EFFECTUATE THIS AGREEMENT. THE SUBGRANTEE City of Lubbock [Legal Name of Agency) l Windy Sitton, Mayor [Name and Title] Date September 25, 1997 ATTEST: J [Signature] Kavthie Darnell, City Secretary [Name and Title] Under authority of Ordinance or Resolution Number (for local governments): Resolution No. 5640 Mailiae Addresses THE STATE OF TEXAS Executed for the Executive Director and approved for the Teams Transportation Coon under the authority of Minute Order No. 92513 and Stand -Alone Manual Notice 96-6 for the purpose and effect of activating and/or carrying out the orders, established policies or work programs heretofore approved and authorized by the Texas Transportation Commission under the authority of Minute Order No.100002. 0 District Engineer r Texas 6epartment of Transportation (For local projects tmda S50,000 or reoonunmded for approval for Wwo $50.000 or greater.) Date ct � -3D ( ci q 0 Date Director, Traffic Operations Division (Not required for local grata under $50,000.) For the purpose of this agreement, the following addresses shall be used to mail all required notices, reports, claims, and correspondence. (NOTE: For warrants, the address indicated by the mail code, last three digits of the PIN on page 1, shall be used. H that address is not appropriate for warrants, please change the mail code accordingly and notify TxDOT of any changes.): For the Subgrantee: City of Lubbock Police Department P. O. Box 2000 Lubbock. Texas 79457 For the Texas Department of Transportation: Karen Peoples P. O. Box 771 Lubbock. Texas 79408-0771 Page 2 of 10 1197 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT STANDARD PROVISIONS ARTICLE 1. RESPONSIBILITIES OF THE PARTIES The Subgrantee shall undertake and complete the project as described in Attachment A, Approved Project Description, and in accordance with all terms and conditions included hereinafter. The Department shall provide assistance as appropriate and as specified in said Attachment A. ARTICLE L COMPENSATION A. The method of payment for this agreement will be based on actual costs incurred up to and not to exceed the limits specified in Attachment B, Approved Project Budget. The amount included in the project budget will be deemed to be an estimate only and a higher amount can be reimbursed, subject to the conditions specified in paragraph B hereunder. If Attachment B, Approved Project Budget, specifies that costs are based on a specific rate, per -unit cost, or other method of payment, reimbursement will be based on the specified method. B. All payments made hereunder will be made in accordance with Attachment B, Approved Project Budget. The Subgrantee's expenditures may not exceed any budget category in the Approved Project Budget by an amount greater than 5% of the total reimbursable amount of the budget without a written agreement amendment. However, the Subgrantee must provide written notification to the Department of a change of 5% or less, prior to payment of the Request For Reimbursement that includes the change, indicating the amount and percent change and the reason(s) for it, The maximum amount payable shall not be increased as a result of exceeding a budget category without a written grant amendment C. To be eligible for reimbursement under this agreement, a cost must be incurred in accordance with Attachment B, Approved Project Budget, within the time frame specified in Grant Period on page I. D. Payment of costs incurred under this agreement is further governed by one of the following cost principles, as appropriate, outlined in the Federal Office of Management and Budget (OMB) Circulars: • A-21, Cost Principles for Educational Institutions; • A-87, Cost Principles for State and Local Governments; or, • A-122, Cost Principles for Nonprofit Organizations. E. The Subgrantee agrees to submit monthly or quarterly requests for reimbursement, as designated in Attachment A, within 30 days after the end of the billing period The Subgrantee will use billing statements acceptable to the Department. The original billing statement and one copy is to be submitted to the address shown on page 2 of this agreement. F. The Subgrantee agrees to submit the final request for payment under this agreement within sixty (60) days of the end of the grant period- G. The Department will exercise all good faith to make payments within thirty days of receipt of properly prepared and documented requests for payment. Payments, however, are contingent upon the availability of appropriated funds. H. Project agreements supported with federal funds are limited to the length of the agreement period and usually do not receive extended funding beyond three years. If both the Department and the Subgrantee agree that the project has demonstrated merit or has potential long-range benefits, the Subgrantee may apply for funding assistance beyond the three year limit_ To be eligible, the Subgrantee must have a cost assumption plan by the end of the first twelve months. This plan will include a schedule for phasing in funding from its own resources and the phasing out of funding support from the Department All plans must be approved by the Department before any extension beyond the three year limit will be granted. Preference will be given to those projects for which the Subgrantee has assumed some cast sharing by the end of the first twelve months, and to those which propose to assume the largest percentage of subsequent project costs. Certain categories of funds may be exempted by the federal government from the time limit requirement. Unless exempted, all federally -funded agreements are considered to be subject to the time limit provision. Page 3 of 10 1197 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT Funding support for all state -funded projects will be limited to the term of the agreement. Any extension beyond that time will be negotiated on a case -by -case basis. ARTICLE 3. LIMITATION OF LIABILITY Because funds are authorized on a fiscal year basis only, payment of costs incurred hereunder is contingent upon the availability of funds. If at any time during the agreement period the Department determines that there is insufficient funding to continue the project, the Department shall so notify the Subgrantee, giving notice of intent to terminate the agreement. Such termination will be conducted in such a manner that will minimize disruption to the Subgrantee and the Department, and as further specified in General Provision G9, Termination. The Subgrantee, if other than a State agency, shall be responsible for settlement of any and all claims and Lawsuits by third parties arising from or incident to the Department's non-payment of the Subgrantee's claim under this agreement. The Subgrantee expressly acknowledges that its responsibility includes the payment of all damages, expenses, penalties, fines, costs, charges, and attorney fees, if the claims or lawsuits are based upon the Department's non-payment of claims submitted under this agreement. The Subgrantee shall defend any suits brought upon all such claims and lawsuits and pay all costs and expenses incidental thereto, but the Department shall have the right at its option to participate in the defense of any suit, without relieving the Subgrantee of any obligation hereunder. ARTICLE 4. AGREEMENT AMENDMENTS If at any time during the agreement period the Department determines that additional funds are needed to continue the project and the maximum amount payable is insufficient, a written amendment is to be executed to authorize additional funds, if the Department and the Subgrantee determine to continue project funding. Additionally, any changes in the agreement period, agreement terms or responsibilities or the parties hereto shall be enacted by written amendment executed by both parties. The amendment shall be agreed upon by the parties to this agreement and shall state the change to the mutual satisfaction of the parties. In no event will the agreement period be extended unless a written amendment is executed before the completion date specified in Article 1. ARTICLE S. ADDITIONAL WORK If the Subgrantee is of the opinion that any work it has been directed to perform is beyond the scope of this agreement and constitutes additional work, the Subgrantee shall promptly notify the Department in writing. In the event that the Department finds that such work does constitute additional work, the Department shall so advise the Subgrantee and provide compensation for doing this work on the same basis as the original work. If the compensation for the additional work will cause the maximum amount payable to be exuded, a written amendment will be executed, Any amendment so executed must be approved within the agreement period specified on the cover page to this Grant. ARTICLE 6. CHANGES IN WORK When the approved project description requires a completed work product, the Department will review the work as specified in the approved project description_ If the Department finds it necessary to request changes in previously satisfactorily completed work or parts thereof, the Subgrantee will make such revisions as requested and directed by the Department. Such work will be considered as additional work and subject to the requirements established in Article S. If the Department finds it necessary to require the Subgrantee to revise completed work to correct errors appearing therein, the Subgrantee shall make such corrections and no compensation will be paid for the corrections. Page 4 of 10 1/97 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT ARTICLE 7. GENERAL TERMS AND CONDITIONS Gl. Indemnification To the extent permitted by law, the Subgrantee, if other than a State agency, shall save harmless the Department from all claims and liability due to the acts or omissions of the Subgrantee, its agents or employees. The Subgrantee also agrees to save harmless the Department from any and all expenses, including attorney fees, all court costs and awards for damages, incurred by the Department in litigation or otherwise resisting such claims or liabilities as a result of any activities of the Subgrantee, its agents or employees. Further, to the extent permitted by law, the Subgrantee, if other than a State agency, agrees to protect, indemnify, and save harmless the Department from and against all claims, demands and causes of action of every kind and character brought by any employee of the Subgrantee against the Department due to personal injuries and/or death to such employee resulting from any alleged negligent act, by either commission or omission on the part of the Subgrantee or the Department. G2. Inspection of Work The Department and, when federal funds are involved, the U. S. Department of Transportation, and any authorized representative thereof, have the right at all reasonable times to inspect or otherwise evaluate the work performed or being performed hereunder and the premises in which it is being performed. If any inspection or evaluation is made on the premises of the Subgrantee or a subcontractor, the Subgrantee shall provide and require the subcontractor to provide all reasonable facilities and assistance for the safety and convenience of the inspectors in the performance of their duties. All inspections and evaluations shall be performed in such a manner as will not unduly delay the work. G3. Disputes and Remedies The Subgrantee shall be responsible for the settlement of all contractual and administrative issues arising out of procurement entered in support of agreement work. Disputes concerning performance or payment shall be submitted to the Department for settlement with the Executive Director acting as referee. This agreement shall not be considered as specifying the exclusive remedy for any dispute or violation or breach of agreement terms, but all remedies existing at law and in equity may be availed of by either party and shall be cumulative. G4. Noncollusion The Subgrantee warrants that it has not employed or retained any company or person, other than a bona fide employee working for it, to solicit or secure this agreement, and that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon or resulting from the award or making of this agreement. if the Subgrantee breaches or violates this warranty, the Department shall have the right to annul this agreement without liability or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover the full amount of such fee, commission, brokerage fee, gift, or contingent fee. Page 5 of 10 1/97 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT G5. Reporting Not later than thirty days after the end of each reporting period, as designated in Attachment A, the Subgrantee shall submit a performance report using forms provided or approved by the Department. The performance report will include as a minimum (1) a comparison of actual accomplishments to the objectives established for the period, (2) reasons wiry established objectives were not met, if appropriate, and (3) other pertinent information including, when appropriate, analysis and explanation of cost overruns or high unit costs. The Subgrantee shall submit the final performance report within 30 days after completion of the grant. The Subgrantee shall promptly advise the Department in writing of events which have a significant impact upon the agreement, including: 1. Problems, delays, or adverse conditions which will materially affect the ability to attain program objectives, prevent the meeting of time schedules and objectives, or preclude the attainment of project work units by established time periods. This disclosure shall be accompanied by a statement of the action taken or contemplated and any Department or Federal assistance needed to resolve the situation. 2. Favorable developments or events that enable meeting time schedules and objectives sooner than anticipated or producing more work units than originally projected. G6. Records The Subgrantee agrees to maintain all books, documents, papers, accounting records, and other evidence pertaining to costs incurred and wank performed hereunder, said books, documents, papers, accounting records, and Other evidence pertaining to crusts incurred and work performed hereinafter called the records, and shall make such records available at its office at all reasonable times for the time period authorized in Article 1, Contract Period. The Subgrantee further agrees to retain said records for four years from the date of final payment of contract costs incurred hereunder. Duly authorized representatives of the Texas State Auditor, the Texas Department of Transportation, the United states Department of Transportation, and the Office of the Inspector General shall have access to the records at reasonable times during the period of the agreement and the four years retention period for the purpose of making audits, excerpts, transcriptions, and other examinations. This right of access is not limited to the four year period but shall last as long as the records are retained. If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the four year retention period, the subgrantee shall retain the records until completion of the action and resolution of all issues which arise from it. G7. Audit The Subgrantee shall comply with the requirements of the Single Audit Act of 1984, Public Law (PL) 98-502, ensuring that the single audit report includes the coverage stipulated in the following, as appropriate: • Paragraphs 6, 8, and 9 of OMB Circular A-128, "Audits of State and Local Governments," or, OMB Circular A-133, "Audits of Institutions of Higher Education and Other Nonprofit Institutions." G8. Subcontracts Any subcontract rendered by individuals or organizations not a part of the Subgrantee's organization shall not be executed without prior authorization and approval of the subcontract by the Department. Subcontracts in excess of $25,000 shall contain all required provisions of this agreement. No subcontract will relieve the Subgrantee of its responsibility under this agreement. Page 6 of 10 1/97 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT G9. Termination The Department may terminate this agreement at any time before the date of completion whenever it is determined that the Subgrantee has failed to comply with the conditions of the agreement. The Department shall give written notice to the Subgrantee at least seven days prior to the effective date of termination and specify the effective date of termination and the reason for termination. If both parties to this agreement agree that the continuation of the agreement would not produce beneficial results commensurate with the further expenditure of funds, the parties shall agree upon the termination conditions, including the effective date and the portion to be terminated - Upon termination of this agreement, whether for cause or at the convenience of the parties hereto, all finished or unfinished documents, data, studies, surveys, reports, maps, drawings, models, photographs, etc. prepared by the Subgrantee shall, at the option of the Department, become the property of the Department. The Department shall compensate the Subgrantee for those eligible expenses incurred during the agreement period which are directly attributable to the completed portion of the work covered by this agreement, provided that the work has been completed in a manner satisfactory and acceptable to the Department. The Subgrantee shall not incur new obligations for the terminated portion after the effective date of termination. Except with respect to defaults of subcontractors, the Subgrantee shall not be in default by reason of any failure in performance of this agreement in accordance with its terms (including any failure by the Subgrantee to progress in the performance of the work) if such failure arises out of causes beyond the control and without the default or negligeace of the Subgrantee. Such causes may include but are not limited to ads of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather. In every case, however, the failure to perform most be beyond the control and without the fault or negligence of the Subgrantee. G10. Gratuities Texas Transportation Commission policy mandates that employees of the Department shall not accept any benefits, gifts or favors from any person doing business with or who reasonably speaking may do business with the Department under this agreement. The only exceptions allowed are ordinary business lunches and items that have received the advanced written approval of the Department's Executive Director. Any person doing business with or who reasonably speaking may do business with the Department under this agreement may not make any offer of benefits, gifts or favors to Department employees, except as mentioned hereabove. Failure on the part of the Subgrantee to adhere to this policy may result in termination of this agreement. G11. Compliance With Laws The Subgrantee shall comply with all Federal, State and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any matter affecting the performance of this agreement, including, without limitation, workers' compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When required, the Subgrantee shall furnish the Department with satisfactory proof of its compliance therewith. GIL Successors and Assigns The Department and the Subgrantee each binds itself, its successors, executors, assigns and administrators to the other party to this agreement and to the successors, executors, assigns and administrators of such other party in respect to all covenants of this agreement. The Subgrantee shall not assign, sublet, or transfer interest and obligations in this agreement without written consent of the Department - Page 7 of 10 1197 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT G13. Ownership of Documents Upon completion or termination of this agreement, all documents prepared by the Subgrantee or furnished to the Subgrantee by the Department shall be delivered to and become the property of the Department. All sketches, photographs, calculations, and other data prepared under this agreement shall be made available, upon request, to the Department without restriction or limitation of their farther use. G14. Resources The Subgrantee warrants that it presently has adequate qualified personnel in its employment to performance the work required under this agreement, or will be able to obtain such personnel from sources other than the Department. Unless otherwise specified, the Subgrantee shall furnish all equipment, materials, and supplies required to perform the work authorized herein. All employees of the Subgrantee shall have such knowledge and experience as will enable them to perform the duties assigned to them. Any employee of the Subgrantee who, in the opinion of the Department, is incompetent, or whose conduct becomes detrimental to the work, shall immediately be removed from association with the pro]ect- G15. Property Management The Subgrantee shall establish and administer a system to oontrol, protect, preserve, use, maintain, and dispose of any property furnished to it by the Department or purchased pursuant to this agreement m accordance with its own party management procedures, provided that the procedures are not in conflict with the Department's property management procedures or property management standards, as appropriate, in: 49 CFR 18, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Loral Governments," or, • OMB Circular A-110, "Uniform Requirements for Grants to Universities, Hospitals, and Other Nonprofit Organizations." G16. Procurement Standards The Subgrantee shall maintain procurement standards which meet or exceed the requirements, as appropriate, of • 49 CFR 18, "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments," or, • OMB Circular A-110, "Uniform Requirements for Grants to Universities, Hospitals, and Other Nonprofit Organizations." G17. Insurance When directed by the Department, the Subgrantee, if other than a State agency, shall provide or shall require its subcontractors to secure a policy of insurance in the maximum statutory limits for tort liability, naming the Department as an additional insured under its terms. When so directed, the Subgrantee shall provide or shall require its subcontractor to furnish proof of insurance on TxDOT Form 20.102 (12/91) to the Department, and shall maintain the insurance during the grant period established in Article 1. GIB. Equal Employment Opportunity The Subgrantee agrees to comply with Executive Order 11246 entitled "Equal Employment Opportunity" as amended by Executive Order 11375 and as supplemented in Department of Labor Regulations (41 CFR 60). Page 8 of 10 1197 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT G19. Nondiscrimination During the performance of this agreement, the Subgrantee, its assigns and successors in interest, agrees as follows: I. Compliance with Rlations: The Subgrantee shall comply with the regulations relative to nondiscrimination in federally assisted programs of the U.S. Department of Transportation, Title 49, Code of Federal Regulations, Part 21 and Title 23 , Code of Federal Regulations, Part 710.405(b), as they may be amended from time to time (hominafter referred to as the Regulations), which are herein incorporated by reference and made a part of this agreement. 2. Nondiscrimination: The Subgrantee, with regard to the work performed by it during the agreement, shall not discriminate on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and leases of equipment. The Subgrantee shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 and Part 710.405(b) of the Regulations, including employment practices when the agreement covers a program set forth in Appendix B of the Regulations. 3. Solicitations for Subcoutr pcts, Including Procurement of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the Subgrantee for work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Subgrantee of the Subgrantee's obligations under this agreement and the Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin. 4. Formation and Reports: The Subgrantee shall provide all information and reports required by the Regulations, or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information and its facilities as may be determined by the Department or the U.S. Department of Transportation to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of the Subgrantee is in the exclusive possession of another who fails or refuses to furnish this information, the Subgrantee shall so certify to the Department or the U.S. Department of Transportation as appropriate, and shall set forth what efforts it has made to obtain the information. 5. Sanctions for Noncompliance: In the event of the Subgrantee's noncompliance with the nondiscrimination provisions of this agreement, the Department shall impose such sanctions as it or the U.S. Department of Transportation may determine to be appropriate, including but not limited to: withholding of payments to the Subgrantee under the agreement until the Subgrantee complies, and/or • cancellation, termination, or suspension of the agreement in whole or in part G. Incorvoration of Provisions: The Subgrantee shall include the provisions of paragraphs 1 through 5 in every subcontract, including procurement of materials and leases of equipment, unless exempt by the Regulations or directives issued pursuant thereto. The Subgrantee shall take such action with respect to any subcontract or procurement as the Department may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that in the event a Subgrantee becomes involved in, or is threatened with litigation with a subcontractor or supplier as a result of such direction, the Subgrantee may request the Department to enter into such litigation to protect the interests of the Department; in addition, the Subgrantee may request the United States to enter into such litigation to protect the interests of the United States. G20. Minority Business Enterprise It is the policy of the U.S. Department of Transportation that Minority Business Enterprises as defined in 49 CFR 23, Subpart A, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. Consequently the Minority Business Enterprise requirements of 49 CFR 23, exclusive of Subpart D, apply to this agreement as follows: • The Subgrantee agrees to insure that Minority Business Enterprises as defined in 49 CFR 23, Subpart A, have the maximum opportunity in the performance of contracts and subcontracts financed in whole or in part with Federal funds. In this regard, the Subgrantee shall take all necessary and reasonable steps in accordance with 49 CFR 23, exclusive of Subpart D, to insure that Minority Business Enterprises have the maximum opportunity to compete for and perform contracts. Page 9 of 10 1/97 TEXAS TRAFFIC SAFETY PROGRAM GRANT AGREEMENT • The Subgrantee and any subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of contracts funded in whole or in part with Federal funds. These requirements shall be physically included in any subcontract. Failure to carry out the requirements set forth above shall constitute a breach of this agreement and, after the noon of the Department, may result in termination of the agreement by the Department or other such remedy as the Department deems appropriate. G21. Debarment/Suspension The Subgrantee is prohibited from making any award or permitting any award at any tier to any party which is debarred or suspended or otherwise excluded from or ineligible for participation in federal assistance programs under Executive Order 12549, Debarment and Suspension. The Subgrantee shall require any party to a subcontract or purchase order awarded under this agreement to certify its eligibility to receive federal grant funds, and, when requested by the Department, to furnish a copy of the certification. G22. Signatory warranty The signatory for the Subgrantee hereby represents and warrants that she/he is an officer of the organization for which she/he has exec tted this agreement and that she/he has full and complete authority to enter into this agreement an behalf of the organization. At the time the signatory for the Subgmntee signs the grant ate, or within thirty days, he/she will sign a letter designating signature authority by position title for grant -related documents other than the grant agreement or grant agreement amendments. These other grant -related documents will include, but not be limited to, the following: cost assumption plan, application for project extension, administrative evaluation report, requests for reimbursement (RFR), and routine correspondence. G23. Assurances and Certification The Subgrantee attests that the assurances included in Attachment C of this agreement and the certification included in Attachment D of this agreement are accurate and current. G24. Intellectual Property intellectual property consists of copyrights, patents, and any other form of intellectual property rights covering any data bases, software, inventions, training manuals, systems design, or other proprietary information in any form or medium Copyrights: TxDOT, the [other party to the contract], and the federal government reserve a royalty -free, noneaclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for government purposes: • the copyright in any works developed under this agreement or under a subgrant or contract under this agreement; and, • any rights of copyright to which the [other party to the contract], its subgrantee, or contractor purchases ownership of with financial assistance hereunder. Patents: Rights to inventions made under this agreement shall be determined in accordance with 37 CFR 401. The standard patent rights clause at 37 CFR §401.14 as modified below is hereby incorporated by reference: • the terms "to be performed by a small business firm or domestic nonprofit organization' shall be deleted from paragraph (g)(1) or the clause; • Paragraphs (g)(2) and (g)(3) of the clause shall be deleted; and Paragraph (1) of the clause entitled "Communications," shall read as follows: • (1) Communications. All notifications required by this clause shall be submitted to TxDOT. Page 10 of 10 1197 APPROVED PROJECT DESCRIPTION SPEED SELECTIVE TRAFFIC ENFORCEMENT PROGRAM (SPEED STEP) City of Lubbock (Name of Subgrantee) L AUTHORIZATION: ATTACHMENT A This grant implements Task B, Sub -Task 1, of 98-01-01 of the FY98 Highway Safety Plan. U. PROBLEM STATEMENT: According to Department of Public Safety data, speeding continues to be a major contributor to traffic crashes and resulting injuries and fatalities, not only on our State's highways, but on all types of roadways within our cities and counties as well. The Subgrantee has the opportunity through this Speed STEP to focus enforcement efforts on those streets and roadways that have a high number of speed -related crashes and/or experience at least 50% noncompliance with the posted speed limits. The 1994 Save City/Save County Ranking for Speeding, as described in the annual Highway Safety Plan, ranks Texas cities and counties with respect to the severity of the problem. The Subgrantee is on that list with a Weighted Ranking Number of N/A (Optional: ranking information is not required). This is the 1 st year the Subgrantee has received federal 402 funds for Speed STEP. III. OBJECTIVES: A. To reduce the number of speed crashes by 10 % from the baseline year (12 months: October 1996_ through September 30 1997) total number of 880 speed crashes to 800 speed crashes by September 30, 1998. B. To increase the percentage of vehicles in compliance with the speed limit by 50 percentage points by September 30, 1998. C. To increase the total number of speed citations by at least 50 % from the baseline year (12 months: October 1 1996� through September 30 1997 ) total number of 9,861 speed citations to _14,791 speed citations by September 30, 1998. Nothing in this agreement shall be interpreted as a requirement, formal or informal, that a police officer issue a specified or predetermined number of citations in pursuance of the Subgrantee's obligations hereunder. SPEED.7/97 Page 1 of 5 IV. RESPONSIBILITIES OF THE SLIBGRANTEE: A. Carry out the objectives of this grant by implementing the Action Plan in this attachment. B. All newly developed public information and education (PI&E) materials must be submitted to the Department's Traffic Operations Division, Traffic Safety Section (TRF-TS), for written approval prior to final production.. Reproduction of National Ifighway Traffic Safety Administration or other federal government endorsed material already approved is permissible without Department approval. Prior to the development of any materials, the Subgrantee will contact the Department regarding the procedures for producing, distributing, maintaining, and reporting on the use of PI&E materials. C. An Administrative Evaluation summarizing all activities and accomplishments will be submitted on Department approved forms no later than 45 days after the grant ending date. D, Attend meetings according to the following: 1. The Subgrantee will arrange for meetings with the Department as indicated in the Action Plan to present status of activities, discuss problems and schedule for the following quarter's work. 2. The project coordinator or other qualified person will be available to represent the Subgrantee at meetings requested by the Department. E. For out of state travel expenses to be reimbursable, the Subgrantee must have obtained the approval of the Department prior to the beginning of the trip. A copy of the documentation of that approval must accompany the Request for Reimbursement. Grant approval does not satisfy this requirement. F. Maintain verification that wages or salaries for which reimbursement is requested is for work exclusively related to this project. G. In addition to STEP enforcement activities, maintain the agency's total non - STEP speed enforcement citations at no less than the level attained prior to grant approval. H. Ensure that the enforcement hours worked under the grant are for STEP activities. Ensure that each officer working on the STEP project will complete an officer's daily report form. At a minimum, the form should include: name, date, badge number, type grant worked, grant site number, mileage (including starting and ending mileage), hours worked, type citation/arrest, officer and supervisor signatures. SPEED.7/97 Page 2 of 5 Ensure that no officer above the rank of Lieutenant (or equivalent title) will be reimbursed for enforcement duty. K. Support grant enforcement efforts with public information and education. Enforcement salaries being claimed for PI&E activities must be included in the budget. L. Officers assigned to Speed STEP should be trained in the use of radar or laser speed measurement devices. M. Subgrantees with a Traffic Division will utilize traffic personnel for this grant unless such personnel are unavailable for assignment. N. Prior to conducting Speed enforcement, the Subgrantee must select and survey enforcement sites that comply with existing state mandated speed limits in accordance with the Texas Transportation Code, Section 545.352. O. Conduct speed zone surveys to determine appropriate STEP sites. Surveys may be conducted prior to the beginning of the grant and a completed Operational Plan can be included and approved as a part of this attachment. If the Operational Plan is included in the grant, written documentation must be submitted with the grant to support the sites selected. Those departments choosing to conduct the speed zone surveys during the first month of the grant must submit a completed Operational Plan with supporting documentation within the first thirty (30) days of the grant. If the Subgrantee selects the option of submitting the Plan within the first 30 days, no enforcement activity, with the exception of the surveys, may take place prior to receiving written Department approval of the Operational Plan. P. Ensure that salaries for employees reimbursed under this grant will in no way supplant (i.e., replace state or local expenditures with the use of federal grant funds) Subgrantee wages for activities which are already supported by local or state funds. V. RESPONSIBILITIES OF THE DEPARTMENT: A. Monitor the Subgrantee's compliance with performance obligations and fiscal requirements of this grant. B. Provide program management, technical assistance, and attend meetings as appropriate. C. Reimburse the Subgrantee for all eligible costs as defined in Attachment B, Approved Project Budget. Requests for Reimbursement will be processed up to the maximum amount payable as indicated on the cover page of the agreement. SPEED.7/97 Page 3 of 5 D. Perform an administrative review of the project at the close of the grant period to include a review of adherence to budget, Action Plan and attainment of objectives. E. Ensure that speed zone surveys are conducted to determine noncompliance at STEP sites. VL PERFORMANCE INDICATORS: The following performance indicators, when applicable, shall be included in each Performance Report or Annex Report, and summarized in the Administrative Evaluation: A. Number of Speed STEP citations. B. Subgrantee total arrests or citations (including STEP) for each of the following. DWI Speed Over Limit Safety Belt Child Restraint C. Number of STEP enforcement hours worked. D. Number of Speed citations per enforcement hour. E. Maintenance of non -STEP Speed citation activity (see IV. G). F. Number of speed related crashes. G. Number of presentations conducted in support of this grant. H. Number of persons attending presentations. I. Number of media exposures (i.e., news releases and interviews). Number of community events in which STEP officers participated (i.e., health or safety fairs, booths). K. Number of public information and education materials produced. L. Number of public information and education materials distributed (by item)- M. Post survey to determine percent of vehicles exceeding posted speed limits at STEP sites (only required to be reported in the Administrative Evaluation). SPEED.7/97 Page 4 of 5 VII. OPERATIONAL PLAN: STEP SITE SITE DESCRIPTION (INCLUDE SPEED SURVEY START OF END OF NUMBER APPRO30MATE LENGTH IN MILES RESULTS (NON- SHIFT SHIFT & SPEED LIMITS) COMPLIANCE)* AY/TMIE AY/TIME Indiana Ave. Established as 7 days weekly 34th St. to 50th St. enforcement site 0730 1130 through current 1500 1900 1 Safe & Sober may flex I hour each way Loop 289, N. University to West 4th St. See Site 1 3 miles 2 Loop 289, West 4th St_ to U.S. 62-82, See Site 1 3 miles 3 Loop 289, U.S. 62-82 to I-27 See Site 1 5 miles 4 I-27, South Loop 289 to North City See Site 1 Limits. 10 miles 5 53 designated school zones. These Complaints are 07:15 - 08:10 3:15 - 4:00 reduced speed zones protect K-6 age generated daily a.m. p.m. children city wide from public and M - F M - F 6 school administrators At large enforcement areas consisting Using high accident See Site 1 of highway, arterial and residential data generated by roadways. Traser 7 This is eonsistant with note below. NOTE: Subgrantee may work additional STEP enforcement hours on holidays or special events not covered under shifts identified above. However, additional hours must be reported in the Project Performance Report which covers the time period for which the additional hours were worked. Note: If an officer makes a STEP -related arrest during the shift, but does not complete the arrest before the shift is scheduled to end, the officer can continue working under the grant to complete that arrest *Survey data must be submitted with the Operational Flan SPEED.7/97 Page 5 of__5 ATTACHMENT B APPROVED PRPJECT BUDGET SPEED STEP = OF LUBBOCK (Name of Subgrantee) (Round figures to nearest S) Local/ Federal State Funds Funds TOTAL BUDGET CATEGORY I - LABOR COSTS: (100) Salaries Hourly wage rates are estimated for budget purposes only. Reimburseanents will be based on actual costs per employee in accordance with Subgrantee's payroll policy and salary rate. A. ENFORCEMENT (overtime) I. Officers: 2.896 hours S , 36,388 S 36,388 S 72,776 @ 25.13 per hour = S 72,776.48 2. Sergeants: hours N/A per hours = S 3. Lieutenants: hours N/A per hours = S B. STAFF AND SUPERVISORY SUPPORT (not to exceed 10% of total grant amount.) 1. Project Director (overtime): $ 797 S 797 S 1.594 52 hours @ 30.66 per hour = S 1,594.32 2. Clerk/data entry S 87 S 87 S 174 (X overtone or , regular time; type an ")" m the appropriate blank) 12 hours @ 14.58 per hour = S 174.96 C. OTHER SALARIES S S S N/A Please identity( Type, # hours, rate, etc.) D. PI & E ACTIVITIES (overtime) S S S N/A (not to exceed 100/6 of (100) Salaries.) hours @ per how = $ 1. TOTAL (100) SALARIES S 37,272 S 37.272 S _ 74,544_ SPEED.7/97 Page 1 of 3 Local Federal State Funds Funds Total (200) Fria a Benefits 1. Clerk/dam entry (regular time) $ $ $ N/A 2. Rate: (if not included in hourly rate) 3. Other Salaries: TOTAL (200) FRINGE BENEFITS $ $ $ N/A (300) Travel and Per Diem Reimbursements will be based in accordance with Subgran tee's travel policy not to exceed state rates. 1. Mileage (Documentation of rate is prior to reimbursement.) $ S $ N/A 2. Other in -state transportation costs (airfare, car rental, etc.) 3. Out-of-state transportation coats (airfare, car rental, etc.) 200 200 400 4. Per Diem 50 SO 100 TOTAL (300) TRAVEL & PER DIEM TOTAL LABOR COSTS Budget Category II - Other District Costs: (400) (specify MWquantitY) (500) Supplies Postage, printing & office supplies, etc.) (700) Other Miseellaneous (tfy) A. SUBGRANTEE VEHICLE MILEAGE rates used only for budget estimate. Reimbursement will be made according to the approved Subgrantee's average cost per mile to operate patrol vehicles, not to exceed the state rates of $0.28/mile documentation of cost per mile is required prior to reimbursement. 17,700 miles .28 per mile $ 250 $ 250 $ 500 $ 37.522 $ 37.522 $ 75.044 $ N/A $ $ N/A $ N/A_ $ $ N/A S 2,478 $ 2,478 $ 4.956 SPEED.7/97 Page 2 of 3 For match Only: miles @ per mile: S —N/A_ S $ N/A (amount above approved state rate) B. REGISTRATION FEES S S S N/A (training, workshops, etc.) C. PUBLIC INFORMATION AND $ $ $ N/A EDUCATION MATERIALS (up to 5 % of grant amount) 1. Educational items = S (example: brochures, bumper stickers, posters, flyers) 2. Promotional items = $ (example: key chains, magnets, pencils, lam, mom) TOTAL (700) OTHER MISCELLANEOUS $ 2.478 $ 2,478 S 4,956 TOTAL OTHER DIRECT COSTS S 2,478 $ 2,478 $ 4,956 SUMMARY: TOTAL LABOR COSTS TOTAL OTHER DIRECT COSTS GRAND TOTAL $ 37,522 $ 37,522 S 75,044 S 2,478 $ 2,478 S 4.956 S 40,000 S 40,000 S 80,000 Fund Sources: Federal Funds( 50 %) Local Funds( 50 %) S_ 40,000 + S 40,000 = TOTAL $ 80,000 SPEED.7/97 Page 3 of 3 2" STANDARD ASSURANCES Attachment C The Subgrantee hereby assures and certifies that it will comply with the regulations, policies, guidelines, and requirements, including 49 CFR 18 and OMB Circular A-87, or OMB Circulars A-110 and A-21, or OMB Circulars A-110 and A-122, as they relate to the application, acceptance, and use of federal or state funds for this project. Also, the Subgrantee assures and certifies to the grant that: 1. it possesses legal authority to apply for the grant; that a resolution, motion, or similar action has been duly adopted or passed as an official act to the applicant's governing body, authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the applicant to act in connection with the application and to provide such additional information as may be required. 2. It will comply with Tide VI of the Civil Rights Act of 1964 (Public Law 88-352) and in accordance with Title VI of that Act, no parson in the United States shall, on the grounds of race, color, or national origin be excluded fi-om participation in, be denied benefits of, or be otherwise subjected to discrimination under any program or activity for which the applicant receives federal financial assistance and will irrinwdiately take any measures necessary to effectuate this agreement. 3. It will comply with Title VI of Civil Rights Act of 1964 (42 US 2000d) prohibiting employment discrimination where (1) the primary purpose of a grant is to provide employment or (2) discriminatory employment practices will result in unequal treatment of persons who are or should be benefiting from the grant -sided activity. 4. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (PL 91-646) which provides for fair and equitable treatment of persons displaced as a result of federal and federally assisted programs. 5. It will comply with the provisions of the Hatch Act which limit the political activity of employees. 6. It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act, as they apply to hospital and educational institution employees of State and local governments. 7. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties. 8. It will give the sponsoring agency the access to and the right to examine all records, books, papers, or documents related to the grant. 9. It will comply with all requirements imposed by the sponsoring agency concerning special requirements of law, program requirements, and other administrative requirements. PdeeIo 2 SWedod T1d)OT form 1651 Fm AEOachffWA C owtkw ed 10. It will insure that the facilities under its ownership, lease, supervision which shall be utilized in the accomplishnx nt of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that it will notify the federal grantor agency of the receipt of any communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consWerati m for listing by the EPA. 11. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973, Pi. 93-234, 87 Stat. 975, approved December 31, 1976. Section 102(a) requires, on and after March 2, 1975, the purchase of flood insurance in communities where such insurance is available as a condition for the receipt of any federal financial assistance for construction or acquisition purposes for use m any area that has been identified by the Secretary of the Department of Housing and Urban Development as an area having special flood hazards. The phrase "federal financial assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy, disaster assistance loan or grant, or any form of direct or indirect federal assistance 12. It will assist the grantor agency in its compliance with Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the Archeological and Historic Preservation Act of 1966 (16 USC 469a-1 et sea,) by (a) consulting with the State Historic Preservation Officer to conduct the investigation., as necessary, to identify properties listed in or eligible for inclusion in the National Register of Historic Places that are subject to adverse effects (see 36 CFR 800.8) by the activity, and notifying the federal grantor agency of the existence of any such properties, and by (b) complying with all requirements established by the federal grantor agency to avoid or mitigate adverse effects upon such properties. 13. It will comply with Chapter 573 of the Texas Government Code by insuring that no officer, employee, or member of the applicant's governing body of the applicants grant shall vote or confirm the employment of any person related with in the second degree of affinity or third degree by consanguinity to any member of the governing body or to any other officer employee authorized to employ or supervise such person. This prohibition shall not prohibit the employment of a person described in Section 573.062 of the Texas Government Code. It will insure that all information collected, assembled, or maintained by the applicant relative to this project shall be available to the public during normal business hours in compliance with Chapter 552 of the Texas Government Code, unless otherwise expressly provided by law. It will comply with Chapter 551 of the Texas Government Code, which requires all regular, special, or called meetings of governmental bodies to be open to the public, except as otherwise provided by law or specifically permitted in the Texas Constitution. E2 e 2 o 2 ACTION PLAN OBJECTIVE: To reduce the number of speed crashes and increase the percentage of vehicles in compliance with the speed limit_ TASK: To fulfill administrative and general grant requirements. KEY: P = planned activity C = completed activity R = revised ACTIVITY RESPONSIBLE OC NO DE JA FE MR AP MY JN JL AU I SE I OC NO 1. Grant delivery meeting held. Department P 2. Requests for Reimbursement submitted. Subgrantee P P P P 3. Performance and Annex Reports submitted. Subgrantee P P P P P P P P P P P P 4. Grant progress review meeting. Subgrantee dt Department P P P 5. Conduct on -site monitoring visit. Department P 6. Submit Cost Assumption Plan. Subgrantee P 7. Administrative Evaluation submitted Subgrantee P 8. Conduct speed surveys and submit with Opentional Plan ifapplicable). Subgrantee P 9. Conduct post speed surveys. Subgrantee P 10. Submit letter regarding signature authority, Subgrantee P I I. Submit operational cost per vehicle mile if a licable . Subgrantee P FT] SPEED.7/97 (1, Y-r Want) Page I of