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HomeMy WebLinkAboutResolution - 2009-R0006 - Sec. 5304 Grant Agreement - TXDOT - Regional Coordination Planning - 01_08_2009Resolution No. 2009-R0006 January 8, 2009 Item No. 5.13 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock or his designee BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a revised Section 5304 Grant Agreement with the Texas Department of Transportation to assist with Regional Coordination Planning. Said revised Grant Agreement is attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this 8th day of January , 2009. TOM MARTIN, MAYOR ATTEST: RebF ca Garza, City Secretary OVED AS TO CONTENT: Loomis ant City Manager/Transportation and Public Works r iu 3rant Agrmnt TXDOT. REVISED. Regional Coordination Planning.res l8, 2008 Resolution No. 2009—R0006 Project Grant Agreement # 519XXF7005 SUBRECIPIENT: City of Lubbock / Citibus STATE/LOCAL PUBLIC TRANSPORTATION (Section 5304) GRANT AGREEMENT - FEDERAL PROJECT GRANT AGREEMENT # 519XXF7005 STATE PROJECT # REG 0905(51) SERVICE AREA: BAILEY, LAMB, HALE, FLOYED, MOTLEY, COCHRAN, HOCKLEY, LUBBOCK, CROSBY, DICKENS, KING, YOAKUM, TERRY, LYNN , AND GARZA COUNTIES MASTER GRANT AGREEMENT # 517XXF7054 d D THE STATE OF TEXAS § THE COUNTY OF TRAVIS § r, FISCAL YEAR 2009 REGIONAL COORDINATION PLANNING PROJECT GRANT AGREEMENT THIS PROJECT GRANT AGREEMENT (PGA) is made by and between the State of Texas, acting through the Texas Department of Transportation, hereinafter called the "State," and City of Lubbock / Citibus, hereinafter called the "Subrecipient." WITNESSETH WHEREAS, 49 U.S.C. §5304, provides that eligible recipients may receive federal funds for public transportation planning; and, WHEREAS, Transportation Code, Chapter 455, authorizes the State to assist the Subrecipient in procuring aid for the purpose of establishing and maintaining public and mass transportation projects and to administer funds appropriated for public transportation under Transportation Code, Chapter 456; and, WHEREAS, the Subrecipient submitted an application for federal financial assistance for planning, and the Texas Transportation Commission approved the application by Minute Order Number 111397 and, WHEREAS, the Subrecipient executed a Fiscal Year 2009 Grant Application, Part I (GA Part 1) and Fiscal Year 2008 Grant Application, Part II (GA Part 11) for consideration for new state and/or federal grants to provide transportation services; and, WHEREAS, a Master Grant Agreement (MGA) between the Subrecipient and the State has been adopted and states the general terms and conditions for grant projects developed through this PGA. NOW, THEREFORE, in consideration of the premises and of the mutual covenants hereinafter set forth, the State and the Subrecipient hereto agree as follows: AGREEMENT ARTICLE 1. GRANT TIME PERIOD This PGA becomes effective when fully executed by both parties or on September 1, 2008, whichever is later. This PGA shall remain in effect until August 31, 2009, unless terminated or otherwise modified in an Amendment. This PGA will not be considered fully executed until both parties have executed a MGA, and the Subrecipient has submitted the GA Part I and the GA Part II (federal funds only) to the State. The time period of this PGA cannot be extended past the MGA without exception. Any cost incurred before or after the contract period shall be ineligible for reimbursement. City of Lubbock / Citibus 0905(51) State Project #: REG 0905(51) REG Fed 5304 Planning Page 1 of 4 Rev. 11 /28/07 Project Grant Agreement # 519XXF7005 ARTICLE 2. PROJECT DESCRIPTION The Subrecipient shall commence, carry out and complete the public transportation project described in the attached Attachment A -Approved Project Description and Project Budget (Attachment A), with all practicable dispatch, in a sound, economical and efficient manner. The Subrecipient shall carryout the public transportation project described in the attached Attachment A in accordance with all of the documents associated with the MGA, and with all applicable federal and state laws and/or regulations. If applicable, the Subrecipient shall begin competitive procurement procedures by issuing an invitation for bids or a request for proposals no later than sixty (60) days after the effective date of this grant agreement for the purchase of the approved line item(s) referenced in Attachment A. No later than sixty (60) days after the issuance of public notification, the Subrecipient shall publicly open all bids or privately review proposals. The Subrecipient shall enter into a binding agreement with a supplier no later than thirty (30) days after the opening of an acceptable bid or proposal. The Subrecipient shall notify the department in writing when it is necessary to exceed these deadlines. ARTICLE 3. COMPENSATION The maximum amount payable under this PGA without modification is $60,000.00 provided that expenditures are made in accordance with the amounts and for the purposes authorized in the Attachment A and the Attachment B - Master Budget Page. The original and one copy of the invoice is to be submitted to the following address: Texas Department of Transportation Public Transportation Division Attention: Steve Wright 125 E. 11 th Street Austin, TX 78701-2483 ARTICLE 4. AMENDMENTS Except as noted in the MGA, changes in the scope, objectives, cost or duration of the project authorized herein shall be enacted by written amendment approved by the parties hereto before additional work may be performed or additional costs incurred. Any amendment so approved must be executed by both parties within the grant period specified in the MGA Article 1, Grant Time Period. The Subrecipient is authorized to re -budget without a formal amendment when the proposed revision involves an increase in one category and a corresponding decrease in another, provided however, that any such revision meets all of the following criteria: 1. Does not result in the need for additional funds; and, 2. Does not exceed ten percent of the current total approved budget and the federal or state funding exceeds $100,000; and, 3. Does not involve a transfer of funds from a direct to indirect cost category. ARTICLE 5. SUCCESSORS AND ASSIGNS The Subrecipient binds themselves, their successors, assigns, executors and administrators in respect to all covenants of this agreement. The Subrecipient shall not sign, sublet or transfer their interest in this agreement without the written consent of the State. City of Lubbock 1 Citibus 0905(51) State Project #: REG 0905(51) REG Fed 5304 Planning Page 2 of 4 Rev. 11/28/07 Project Grant Agreement # 519XXF7005 ARTICLE 6. AUDIT REQUIREMENTS A. Subrecipient audit procedures shall meet or exceed the audit requirements outlined in applicable Federal Office of Management and Budget (OMB) publications as follows: OMB CircularA-21, Cost Principles for Educational Institutions OMB Circular A-87, Cost Principles for State and Local Governments OMB Circular A-122, Cost Principles for Nonprofit Organizations OMB Circular A-133, Audits of States, Local Governments and Non -Profit Organizations B. An entity that is subject of an audit or investigation must provide the state auditor with the access to any information the state auditor considers relevant to the investigation or audit. ARTICLE 7. LEGAL CONSTRUCTION In case any one or more of the provisions contained in this agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision thereof and this agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. ARTICLE 8. PRIOR AGREEMENTS This agreement constitutes the sole and only agreement of the parties hereto and supersedes any prior understandings or written or oral agreements between the parties respecting the public transportation grant specifically authorized and funded under this agreement. ARTICLE 9. INCORPORATION OF PROVISIONS Attachments are attached hereto and incorporated into this contract as if fully set forth herein. ARTICLE 10. SIGNATORY WARRANTY The undersigned signatory for the Subrecipient hereby represents and warrants that he or she is an officer of the organization for which he or she has executed this agreement and that he or she has full and complete authority to enter into this agreement on behalf of the organization. IN TESTIMONY WHEREOF, the parties hereto have caused these presents to be executed in duplicate counterparts. THE STATE OF TEXAS Executed for the Executive Director and approved for the Texas Transportation Commission for the purpose and effect of activating a r carrying out the orders, establish.policies r w rk programs heretofore approved and authqizd by t as Transportation Commission. By: gigGleason, PTN Director TexasgDepartment of Transportation Title: Date: CITY OF LUBBOCK / CITIBUS By: �; Signature of Authorized Officer Tom Martin Typed, Printed or Stamped Name Title: Mayor Date: January 8, 2009 List of Attachments A - FY 2009 Application for Funding including Description of Activities and Approved Workplan and Budget Worksheet City of Lubbock / Citibus 0905(51) State Project #: REG 0905(51) REG Fed 5304 Planning Page 3 of 4 Rev. 11 /28/07 APPROVED RECIPIENT ATTEST: Reb ca Garza City Secretary Date: January 8, 2009 APPROVED AS TO CONTENT: J es Loomis ssistant City Manager Transportation & Public Works APPROVED AS TO FORM: Assistant City Attorney Project Grant Agreement # 519XXF7005 ATTACHMENT A FY 2009 Application for Funding Including Description of Activities and Approved Workplan and Budget Worksheet Subrecipient: City of Lubbock / Citibus Project Grant Agreement #: 519XXF7005 State Project #: REG 0905(51) The subrecipient shall: - Designate a project manager to oversee regional coordination planning activities for the duration of this project period. - Designate a steering committee to provide guidelines on regional transportation coordination activities. The subrecipient shall assure ongoing and meaningful involvement of steering committee members. This committee shall include at a minimum a representative from each of the following: o transit agencies; o health and human service agencies (health and human service agencies include Texas Health and Human Service Commission agencies plus any social service agency that serves clients with transportation needs and receives local, state or federal public funding) o workforce agencies; and o the general public - Implement the approved workplan attached to this Project Grant Agreement. Cite specific goals, objectives or strategies from its regional transportation coordination plan that are supported by all activities conducted during this project year. Identify specific desired outcomes for the attached workplan. Engage health and human service agencies in order to provide more efficient transportation services for people served by health and human service agencies (health and human service agencies include Texas Health and Human Service agencies plus any social service agency that serves clients with transportation needs and receives local, state or federal public funding). - Develop and implement a plan for: o Measuring the outcome of proposed activities; and o Ongoing assessment of the regional coordination planning process - Include as part of the workplan a plan to leverage other resources to support regional coordination planning - Include as part of the workplan a viable way to sustain regional coordination planning activities after this federal and state funding expires in August 2009 City of Lubbock 1 Citibus 0905(51) State Project #: REG 0905(51) REG Fed 5304 Planning Page 4 of 4 Rev, 11/28/07 Regional Coordination Planning Application for Funding FY 2009 Issued: Mareb 31, 2008 Response Due: May 5, 2008 Revised August 21, 2008 Revised December 2, 2008 Texas Department of Transportation Public Transportation Division TABLE OF CONTENTS FormA: Recipient Information................................................................................... 2 Form B: Table of Contents and Checklist..................................................................3 FormC: Contact Information.......................................................................................4 FormD: Staff List.........................................................................................................5 Form E: Regional Coordination Steering Committee................................................6 FormF: Application Narrative.....................................................................................'9 FormG: Budget Narrative..........................................................................................12 Form H: Budget Worksheet.......................................................................................13 FormI: Workplan........................................................................................................14 APPENDIX....................................................................................................................18 1 FORM A: RECIPIENT INFORMATION 1. Legal Name of Agency: City of Lubbock/Citibus 2. Mailing Address Information (include mailing address, street, city, county, state and zip code): PO Box 2000 Lubbock, Texas 79457 3. Payee Identification (PIN) Number (14 digits) 17560005906001 4. Type of Agency 5. Primary Contact for this Proposal ❑ Rural Transit District Name: John L. Wilson ❑ Urban Transit District Phone: 806-712-2001 ❑ Metropolitan Transit Authority Fax: 806-712-2012 X Government Entity Email: jwifson@citibus.com ❑ Other Website: www.citibus.com 6. Financial Officer 7. Authorized Representative Name: Michael Mangum Name: John L. Wilson Phone: 806-712.2005 Title: General Manager Fax: 806-712-2003 Phone: 806-712-2001 E-mail: mmangum@citibus.com Fax: 806-712-2012 Website: www.citibus.com Email: jwilson@citibus.com 8. Counties Served by Project: Bailey, Lamb, Hale, Floyd, Motley, Cochran, Hockley, Lubbock, Crosby, Dickens, King, Yoakum, Terry, Lynn, Garza 9. Services to be Procured Competitively. List all services which you plan to procure competitively. None. 10. Subcontractors (if known at the time of submitting this Continuation Plan). If subcontractors will provide planning services, provide the information below. If there will be more than one subcontractor, provide this information for each (attach additional sheets as needed). Legal Name of Subcontractor: Name of Parent Agency (if different): Physical Address: Mailing Address (if different): Contact person: Title: Phone: Fax: Email Website: Payee Identification (PIN) Number (14 digits): What a of service will this partner or subcontractorprovide? FORM B: TABLE OF CONTENTS AND CHECKLIST Content Included Cover Letter X Form A: Recipient Information X Form B: Table of Contents and Checklist X Form C: Contact Information X Form D: Staff List X Form E: Regional Coordination Steering Committee X Form F: Application Narrative X Form G: Budget Narrative X Form H: Budget Worksheet X Form L• Workplan X APPENDIX (include a copy of your regional coordination plan. Note on the cover of the plan the date of the most recent modification, if any) X FORM C: CONTACT INFORMATION Primary Contact for Regional Coordination Planning Name: Melinda Green Harvey, AICP Title: Director of Planning Agency/Organization: Citibus Mailing Address: PO Box 2000, Lubbock, Texas 79457 Phone: 806-712-2003 Fax: 806-712-2012 Email: mharvey@citibus.com Secondary (Backup) Contact for Regional Coordination Planning Name: John L. Wilson Title: General Manager Agency/Organization: Citibus Mailing Address: PO Box 2000, Lubbock, Texas 79457 Phone: 806-712-2003 Fax: 806-712-2012 Email: jwilson@citibus.com Billing Contact for Regional Coordination Planning Name: Michael Mangum Title: CFO/Assistant General Manager Agency/Organization: Citibus Mailing Address: PO Box 2000, Lubbock, Texas 79457 Phone: 806-712-2005 Fax: 806-712-2012 Email: mmangum@citibus.com 4 I FORM D: STAFF LIST List the job titles of all staff who will work on regional coordination planning activities to be funded under this application and briefly describe the responsibilities of each position. Job Title Duties Director of Planning Oversight of regional coordination program Facility assessments Vehicle specifications Public participation Director of Paratransit Re Tonal technology training program Chief Information Officer Regional technologytrainingro ram i CFO/Assistant General Mana er Financial oversight Director of Finance Financial oversight Paratransit Supervisor Regional technologytrainingprogram Director of Maintenance Vehiclespecifications Director of Marketing Assist with outreach program General Manager Seek necessary funding (All are currently funded and staffed positions at Citibus.) 5 FORM E: REGIONAL COORDINATION STEERING COMMITTEE Membership Roster Brian Baker Richard B. Jones* Transit Supervisor Transportation Coordinator South Plains Community Action West Texas Opportunities Agency Lamesa, Texas Levelland, Texas Kent Beistle Pete Lara Program Director — Centerwide Director, South Plains Association of Transportation/Community Living Governments Area Agency on Aging Lubbock Regional MHMR South Plains Association of Lubbock,Texas Governments Lubbock, Texas Roger Cardenas Aida Martinez Director of Housing/Community Area Information Director Services/Transportation South Plains Association of South Plains Community Action Governments Agency Lubbock,Texas Levelland, Texas Lynn Castle Gloria Merton Public Transportation Coordinator FirstCare Government Program Texas Department of Transportation Outreach Lubbock, Texas FirstCare Lubbock, Texas Maria Castorena Gerald Payton* Supervisor Director of Transportation West Texas Community Workforce Panhandle Transit/Panhandle Lubbock,Texas Community Services Amarillo, Texas Liz Castro Irma Richey Program Specialist Program Manager South Plains Association of WorkSource Governments/Area Association on Lubbock,Texas Aging Lubbock,Texas Claudia Cowley Executive Director Caprock Community Action Agency Crosbyton, Texas Jennifer Plemmons Program Coordinator — Centerwide Transportation Lubbock Regional MHMR Lubbock,Texas Tera Davis Donna Ruland Transportation Planning Technician Human Resources Manager Lubbock Metropolitan Planning O'Hair Shutters Organization Lubbock, Texas Lubbock, Texas Edward Esparza* Steve Sexton General Manager Vice President EZ Rider Sexton Enterprises Odessa, Texas Lubbock,Texas Yvonne Evans Serena Stevenson Fiscal Assistant Director of Paratransit WorkSource Citibus Lubbock, Texas Lubbock,Texas Melinda Green Harvey Alex Torres Director of Planning Marketing Manager Citibus West Texas Community Workforce Lubbock,Texas Lubbock,Texas Chris Harwood Cindy Willis Facilities Management Director Director Lubbock Regional MHMR Adult Day Activity Center Lubbock,Texas Lubbock, Texas Matt Jacobs John Wilson Chief Information Officer General Manager Citibus Citibus Lubbock,Texas Lubbock, Texas David Jones Lonnie Winterrowd Director Transportation Coordinator Lubbock Metropolitan Planning Caprock Community Action Agency Organization Crosbyton, Texas Lubbock,Texas * Participant from adjacent region 7 Our group will continue to seek additional participation from throughout the region, and we are particularly interested in identifying members of the general public who are interested in participating. Proposed Meeting Dates Steering Committee Subcommittee(s)** Community Outreach September 12, 2008* • October 10, 2008 • November 14, 2008 • December 12, 2008 • January 9, 2009 + • February 13, 2009 March 3, 2009 • April 10, 2009 • iVlay 8, 2009 • • June 12, 2009 July 10, 2009 • August 14, 2009 • * Dates may vary ** As needed, determined by the steering committee FORM F: APPLICATION NARRATIVE Project Manager Melinda Green Harvey, Director of Planning, will serve as the Project Manager. She has been employed at Citibus for eight years. Her job responsibilities at Citibus include federal and state grants management, regional coordination initiatives, procurement, public participation, and long- and short-range planning. Additionally, she serves on the Advisory Committee for the Lubbock Metropolitan Planning Organization. As the regional coordination project manager, she will be responsible for making sure the identified tasks remain on target and on schedule. She will attend all coordination meetings in Lubbock, will be available to attend meetings in adjoining regions, and will attend all TxDOT-required training programs. On a national level, as a licensed planner, she will attend annual national and state planning conferences in order to broaden her scope of knowledge of regional planning across the country. During FY2009, it is her intention to encourage members of the steering to take a more active role in the regional efforts. To this end, she has already formed two subcommittees that will have specific tasks (and deadlines) during the year. All of the tasks performed by the subcommittees will include presentations to the regional group; some of the projects will also include approval by the group. She will also be in attendance at all workshops, training, and conferences that are offered by the Public Transportation Division. To the extent feasible, representatives of regional partners in the planning process will also be in attendance. Information from all training will be shared with all members of the regional group. Team Members The team members have been identified by name, title, and agency affiliation on Form E. The information below summarizes the participation by agency: 4a A 7 `m c EC c °' — }, V .O = Q 0o 0 a R a go M m a` H 0. a' a. E a A 0 m .0 a L =cn 3 .N =A 0 o O a 7 M una Citibus • • • • South Plains Community Action Agency Caprock Community Action _ Agency E Texas Department of Transportation Lubbock Metropolitan Planning Organization WorkSource • • Lubbock Regional MHMR • . • + • West Texas Community Workforce • • West Texas Opportunities • + South Plains Association of Governments/Area Association • • on Aging Panhandle Transit • • Texas Department of Health and Human Services + Sexton Enterprises • • Private Employers • • EZ Rider • • Lubbock Adult Day Activity Center • Lubbock Economic Development Alliance LIFE/Run Center + • • General Public • Marian Moss Enterprises • _ • REGIONAL COORDINATION STEERING COMMITTEE The members of the regional committee will be expected to attend the quarterly meetings; agencies that are not active participants will receive additional encouragement to attend. In our region, most of the groups are already familiar with each other, which has been a great assistance to us during this process. We believe that the addition of steering committees will enhance the buy -in to the process and will encourage the development of more innovative ideas and creative solutions. We will continue to seek additional participation to fill vacancies left by attrition, and will seek new participation from health and human service agencies and members of the general public. STRATEGIC DIRECTION Based on the needs and weaknesses identified in our original coorndination plan, our region has identified the following areas to concentrate on during FY2009: Consolidate maintenance and ourchasina functions across the region • Objective — Complete assessment of maintenance and administration facilities in the region • Objective — Develop vehicle specifications for regional vehicle replacement program U • Activities - complete facility assessments and recommendations; seek approval of proposed vehicle specifications • 'Participants - all public providers; agencies as appropriate and necessary • Measurment - Development of consolidated arrangements • Citibus, subcommittee share responsibility Provide more efficient provision of services and standardization of documentation through the use of technology • Objective - Assess levels of proficiency throughout the region • Objective - Develop training customized to individual locations and/or employers • Activities - assessment of proficiencies, development and testing of training program/materials, approval from regional group, implementation • Measurement - Number of employees trained • Citibus has responsibility Allow members of the general public additional opportunities to participate in the regional planning process • Objective - Ensure that proposed programs/facilities/trainingletc. will in fact help meet the established transportation needs in the region • Activities - Develop region -wide public participation plan, seek approval of plan by the regional committee, conduct quarterly public outreach programs; established as a demonstration program for duration of funding year • Measurement - Number of participants • Citibus and subcommittee share responsibility Seek additional funding to meet the demonstrated needs in the region: this will not include lobbying efforts • Objective - To meet the established needs in the region, while at the same time preparing for increased need for public transportation services • Activities - Continue efforts to seek funding in three areas: urban and rural operations; vehicle replacement and fleet expansion; consolidated regional maintenance facility • Measurement - Amount of additional funds awarded • Citibus has responsibility Seek additional participation of HHS agencies • Objective - To continue to locate agencies with need and interest in participating • Activities - Hold meetings as necessary to get new participants involved in the process; assign new members of the group to subcommittees • Measurement - The number of additional agencies who participate • Citibus ahs responsibility In all cases, the regional group will encourage all committee members - including HHSC representatives -to participate in process at all stages of the documented 11 projects. Specific documents to be produced and timelines for each task are shown in Form I. Effectiveness will be measured against the information presented in Form I. The makeup of the regional group is expected to change almost continually; this is not seen as a deficiency, but as a way to keep fresh ideas in front of the group and to keep newly -identified agencies and individuals active in the process. When TxDOT no longer provides funding to support these planning activities, Citibus will fund the program through its general planning budget. 12 FORM G: BUDGET NARRATIVE Briefly describe budget plans including how the respondent agency will leverage other resources to support this proposal. In addition, describe how the respondent agency will sustain regional transportation coordination planning activities once this grant funding expires at the end of August 2009 (limit to one page). Citibus currently receives planning funds from other sources, including the Federal Transit Administration and the Lubbock Metropolitan Planning Organization. These additional funds from TxDOT will enable us to expand our regional planning efforts. Once these funds have been expended, Citibus intends to continue in its role as lead agency for the region, and will use the other sources of planning funds to support necessary planning activities. Citibus, acting as the Lead Agency, will continue to seek funding for the purchase of a regional bus fleet to replace the aging vehicles currently in service. One of the tasks in this year's workplan, to develop regional specifications for buses, will be vital as we move forward to seek the funding. We feel that operating a regional fleet of one or two bus designs will greatly increase overall efficiencies in service provision, parts inventories, and training for operators and mechanics. We also intend to make available our vehicle specifications to adjacent regions and are willing to share our procurement, through the use of purchase options, with these regions. Including adjacent regions in a vehicle replacement program should reap two benefits. Including options in the original procurement can have a beneficial effect on the bid price for the vehicles. Additionally, using the results of the facility assessments that will be conducted on this workplan, Citibus will seek funds to move forward with the project. 13 FORM H: BUDGET WORKSHEET DESCRIPTION UNITS RATE COST Personnel (list all personnel to be reimbursed with planning funds) Director of Planning 390 hours $24.81 $9,675.90 Director of Paratransit 315 hours $22.73 $7,159.95 Chief Information Officer 115 hours $31.27 $3,596.05 Director of Finance 90 hours $23.77 $2,139.30 Paratransit Supervisor 200 hours $16.10 $3,220.00 Director of Maintenance 40 hours $25.67 $1,026.80 Paratransit Scheduler 100 hours $12.50 $1,250.00 Director of Marketing 25 hours $23.19 $347.85 General Manager 10% of $18,120.00 management contract Total personnel $46 535.85 Fringe Director of Planning 390 hours $7.74 $3,018.60 Director of Paratransit 315 hours $6.19 $1,949.85 Chief Information Officer 115 hours $8.57 $985.55 Director of Finance 90 hours $7.46 $671.40 Paratransit Supervisor 200 hours $5.33 $1,066.00 Director of Maintenance 40 hours $5.35 $214.00 Paratransit Scheduler 100 hours $5.20 $520.00 Director of Marketing 25 hours $7.49 $112.35 Total fringe Supplies Paper and miscellaneous Total supplies Travel 1 trip to Austin for 4 persons Airfare Lodging Meals Technology Training 12 trips to Matador 12 trips to Plainview 12 trips to Crosbyton 4 trips to Levelland 4 trips to Denver City Total Travel TOTAL $8,537.75 $196.50 $196.50 4 persons $200 each $800.00 2 nights x 4 persons $85/day $680.00 3 days x 4 persons $361day $432.00 180 miles round trip $0.505 $1,090.80 120 miles round trip $0.505 $727.20 90 miles round trip $0.505 $545.40 65 miles round trip $0.505 $131.30 160 miles round trip $0.505 $323.20 $4,729.90 $60,000.00 14 Rm l "wig Workplan Sentember 2008 — August 2009 GOAL: Consolidate maintenance and purchasfng functions across the region. objective 1: Complete assessment of maintenance and administration facilities in the region. Measurement / Milestone Responsible Person, Agency Completion Date -Activity Activity 1: Conduct assessment of Citibus' current Completion of assessment Melinda Harvey 10/31/2008 maintenance and administration facility Citibus Activity 2: Working with subcommittee, conduct Completion of assessment Melinda Harvey 1/31/2009 assessment of current maintenance and Citibus administration facilities at rural locations Activity 3: Prepare report outlining results of all Presentation of report to Melinda Harvey 3/31/2009 facility assessments and Lubbock Public Transit Citibus recommendations for future Advisory Board, boards at renovation/construction, etc. rural providers (as required), and the regional coordination group Activity 3: Seek funding for recommended facility or Funding is awarded Melinda Harvey Ongoing facilities; this will not involve lobbying Citibus efforts 15 Objective z: Develop vehiclespecifications for regional vehicle replacement pro ram. Activity Measurement / Milestone Responsible Person, Agency Completion Date Activity l: Working with rural providers and TxDOT Completion of specifications; Melinda Harvey 6/30/2009 officials, develop standardized vehicle adoption by regional Pat Peters for future purchases coordination group Citibus -specifications GOAL: Provide more efficient service delive through enhanced technologies. objective 1: Assess levels of proficiencles across the region AWAY Measurement / Milestone Responsible Person Agency-_ Completion Date Activity 1: Citibus IT staff will meet with rural Completion of assessments Serena Stevenson 11/30/2008 providers to assess technological Matt Jacobs proficiencies Citibus Objective 1: Develop training, customized to individual locations and/or em to ees. Activity Measurement / Milestone Responsible Person, Agency Completion Date Activity 1: Citibus IT staff, and other pertinent staff, Completion of training Serena Stevenson 1/31/2009 will develop training as deemed necessary program Matt Jacobs Citibus Activity 2: Test training program and materials; Training program is deemed Serena Stevenson 2/28/2009 update as needed ready to implement Matt Jacobs Citibus Activity 3: Begin regional training program Training is underway Serena Stevenson Training Melvin Williams begins Matt Jacobs March 2009; Citibus I is ongoing GOAL: Allow members of the general public additional opportunities to participate in the regional planning .process 16 Objective: Ensure that ,proposed programslfacilitiesltrainingletc. will in fact help meet the established transportation needs in the region. Measurement / Milestone Responsible Person, Agency Completion Date -Activity Activity 1: Working with subcommittee, formulate Plan is presented to and Melinda Harvey 12/30/2008 public participation plan approved by the regional Citibus coordination group Activity 2: Conduct various outreach activities Completion of activities Melinda Harvey 8/31/2009 throughout the region Citibus GOAL: Gkuge the scordomic impact of transportation in the region. objective: Develop raphic representation of where the jobs, and the workers, are. Measurement / Milestone Responsible Person Agency Completion Date -Activity Activity 1: Map significant employment locations in Presentation to the regional Melinda Harvey 9/30/2007 the region coordination group Citibus Activity 2: Meet with employers and economic Completion of meetings Melinda Harvey 9/30/2007 development entities; discuss the Citibus transportation needs of employees Activity 3: Develop transportation plans that will assist in getting workers to jobs Development of plans Melinda Harvey—�913012007 Citibus 17 GOAL: Seek additional funding to meet the demonstrated needs in the region; this will not include any lobbying efforts. Objective: To meet the established needs in the region, while at the same time preparing for increased need for public transportation services. Activity Measurement / Milestone Responsible Person, Agency Completion Date Activity 1: Seek additional ways to fund urban and Additional funding made John Wilson Ongoing rural operations available Citibus Activity 2: Seek funding for vehicle replacement and Additional funding made John Wilson Ongoing fleet expansion available Citibus Activity 3: Seek funding for consolidated regional Additional funding made John Wilson Ongoing maintenance facili available Citibus HIM objective: To continue to locate agencies with need and interest in participatin Activity Measurement / Milestone Responsible Person Agency Completion Date Activity 1: Follow up with agencies that participated Increased agency Melinda Harvey Ongoing in the June Forum artici ation Citibus Activity 2: Hold meetings as necessary to get new Increased agency Melinda Harvey Ongoing participants involved in the process; participation Citibus assign new members of the group to subcommittees 18 The South Plains Regional Coordination plan, which was amended in July 2007, is included as a PDF file on the disc that is submitted with this grant application. 19 CITY OF LUBBOCK AGENDA ITEM SUMMARY II. CONSENT AGENDA ITEM #/SUBJECT: # Consider a resolution authorizing the Mayor to execute a revised Section 5304 Grant, Contract No. 519XXF7005, with the Texas Department of Transportation (TxDOT), to assist with Regional Coordination Planning. (Citibus) BACKGROUND DISCUSSION: TxDOT has allocated $60,000 of public transportation funds to the City of Lubbock to be used for continuation funding for the Regional Coordination Plan. Recipients of the funds will not be required to provide a local match for these funds. This item was originally approved by the City Council on September 25, 2008. After City Council approval the grant was sent to the Texas Department of Transportation (TxDOT) in Austin for signatures. TxDOT informed Citibus that they had some concerns with the wording in the Project Grant Application. They asked Citibus to: • take out a reference to seeking an earmark to fund a project, • change an item in the line item budget that referenced the position of "Marketing and Legislative Affairs" to say "Marketing", and • add a statement that funds would not be used for lobbying any place that the stated Citibus planned to "seek funding". FISCAL IMPACT: No local match will be required for these funds. Acceptance of this grant will result in no additional cost to the City of Lubbock. SUMMARY/RECOMMENDATION: Citibus recommends the approval of the revised Section 5304 Grant, Contract No. 519XXF7005, with the Texas Department of Transportation (TxDOT).