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HomeMy WebLinkAboutResolution - 2009-R0319 - Contract - TXDOT - Sec. 5304 Planning Grant - 08_13_2009Resolutiou No. 2009—RO319 August 13, 2009 Item No. 5.7 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, Contract No. 51905177331 for Section 5304 planning grant to be used to retain the services of a consultant to perform a facility feasibility study, by and between the City of Lubbock and the Texas Department of Transportation, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 13th ATTEST: Reb cca Garza, City Secretary ED AS TO CONTENT: Assistant City Manager and Public Works APPROVED AS TO FORM: Chad Weaver, Assistant City Attorney day of August , 2009. Z--)� TOM MARTIN, MAYOR vw/ccdocs/Chad/Resolutions/RES.Citibus-TxDOT Planning Grant July 29, 2009 Resolution No. 2009—RO319 Project Grant Agreement # ((STATE—PROJECT_NO>> SUBRECIPtENT: City of Lubbock (Citibus) STATE/LOCAL PUBLIC TRANSPORTATION (Section 5307) GRANT AGREEMENT — FEDERAL CFDA #: 20515 PROJECT GRANT AGREEMENT #51905F7331 STATE PROJECT #PLN 0901 (05) 17 SERVICE AREA: LUBBOCK, TEXAS MASTER GRANT AGREEMENT # 517XXF7054 THE STATE OF TEXAS § THE COUNTY OF TRAVIS § FISCAL YEAR 2009 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, Texas, 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 111810; and, WHEREAS, the Subrecipient executed a Fiscal Year 2009 Grant Application, Part I (GA Part 1) and 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. This PGA shall remain in effect until August 31, 2010, 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. ARTICLE 2. PROJECT DESCRIPTION City of Lubbock (Citibus) State Project #: PLN 0901 (05) 17 Fed 5304 Planning Page 1 of 8 Rev. 10/15/2008 Project Grant Agreement # (<STATE_PROJECT_NO» 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 items) 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 $56,000.00, 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: Lynn Castle Texas Department of Transportation 135 Slaton Road Lubbock, Texas 79404-5201 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. 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 City of Lubbock (0tibus) State Project #: PLN 0901 (05) 17 Fed 5304 Planning Page 2 of 8 Rev. 10/1512008 Project Grant Agreement # «STATE_PR0JECT_N0u 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 and/or carrying out the orders, established policies or work programs heretofore approved and authorized by the Texas Transportat' n Commission. By: Lynn Cas e Lubboc blic Transportation Coordinator Title Date: - D q List of Attachments A - Approved Project Description B - Budget CITY OF LUBBOCK, TEXAS By: 1 .ice Signature of Authorized Officer TOM MARTIN Typed, Printed or Stamped Name Title: Mayor Date: August 13, 2009 City of Lubbock (Citibus) State Project #: PLN 0901 (05) 17 Fed 5304 Planning Page 3 of 8 Rev. 10/15/2008 APPROVED RECIPIENT ATTEST: Rebec4 Garza City Secretary Date: August 13, 2009 AP ROVED AS TO CONTENT: J es Loomis Assistant City Manager Transportation & Public Works APPROVED AS TO FOu M: Chad Weaver Assistant City Attorney Resolution No, 2009—RO319 Project Grant Agreement # «STATE_PROJECT_NQ» ATTACHMENT A APPROVED PROJECT DESCRIPTION Subrecipient: City of Lubbock, Texas (Citibus) Project Grant Agreement #: 51905F7331 State Project #: PLN0901 (05) 17 Federal $56,000.00 Local $14,000, Total $70.000.00 The subrecipient (Citibus) intends to retain the services of a consultant to perform a facility assessment/feasibility study with the long term result being the completion of a major facility expansion and renovation project. The following outline shows the consultant services for this project: Task 1 — Program Confirmation. Review and evaluate the functional requirements for input into the design process. 1.1 Programming Questionnaire Development/Preliminary Data Collection — a tailored and comprehensive survey instrument to be used with all stakeholders; will also include a vehicle inventory that includes type, dimensions, weights, quantities, and operating characteristics of all fleets that may utilize the completed facility. 1.2 Kick-off Meeting and Site Tours — the kickoff meeting and tours of the existing facility and proposed sites for facility expansion. The consultant will identify ways in which each stakeholder may participate most effectively in the process. 1.3 Existing Operations Assessment the consultant will perform an assessment of maintenance and operations at the existing facility to evaluate current procedures and concerns as well as the requirements for a new facility. 1.4 Identify and interview Key Staff— specific information to be gathered and discussed will include.- 0 Current staffing plans Vehicle/equipment maintenance needs • Purchasing procedures and techniques • Site and building security requirements • Staff support space needs, including locker and shower areas, break rooms, vending rooms, etc. • Dispatch requirements • Training needs • Current and project administrative staffing levels • Frequency of vendors and visitors to administration and other areas • Conference room needs • Number and size of various workstations • Parking requirements for revenue vehicles, employee vehicles, delivery vehicles, visitor vehicles 1.5 Inventory Existing Facilities — determine how much space the existing facility is currently utilizing 1.6 Analyze Growth Data — the consultant will make space projections for a renovated/expanded facility based upon this data for maintenance, staging, vehicle City of Lubbock (Citibus) State Project #: PLN 0901 (05)17 Fed 5304 Planning Page 4 of 8 Rev. 10/15/2008 Project Grant Agreement # ((STATE -PROJECT -NO)) storage, servicing, operations, administration, workflow, office interactions, dispatching, operators' lounge, and other issues. 1.7 Prepare Confirmed Space Needs Program — space allocation projections will be prepared for: • Interior spaces (offices, shops, maintenance, material storage, equipments storage, bus parking, etc.) • Exterior spaces (employee parking, visitor parking, material storage) Total site area requirements The deliverable for Task 1 will be a Preliminary Criteria Report. Task 2 — Site Master Plan and Conceptual Building Design. The Site Master Plan and Conceptual Building Design Task ensure the functional, proximity and circulation relationships are appropriately addressed. This task includes site and building planning„ master planning, phasing planning, estimates, and budgeting. 2.1 Alternative Site Master Plans and Building Conceptual Plans — identify potential site plan alternatives to meet the requirements established previously, and begin to develop conceptual level building plans for each structure. A 5 day design charrette will be the focus of this portion of the project. 2.2 Site — identify the best possible operational circulation patterns for vehicles, materials, and personnel that will provide the most efficient, cost effective, and safest operations. This step will address the site requirements of administration, operations, and maintenance facilities. 2.3 Facilities - establish functional area relationships within department and between workstations. 2.4 Design Criteria— establish functional requirements for building systems including architectural, structural, mechanical, electrical, and plumbing, such as: • Establish clearance requirements throughout the project • Functional areas and equipment to be included on an emergency power generating system • Lighting levels and type of lighting for all exterior areas • Lighting levels and type of lighting for all interior areas, including administration and maintenance • Ventilation requirements for each functional area, including repair bays, maintenance shops, welding, battery, steam clean areas, etc. 2.5 Sustainable Design — identify the sustainable design approach that is most appropriate for the project, including a determination if LEED certifications is desired. 2.6 Security Plan/Analysis — an analysis that relies on active and passive security systems to provide protection for the facilities and personnel, including perimeter fencing, gates, and camera locations. 2.7 Estimating and Budgeting — cost estimates for each element required by the site master plan. Deliverables for Task 2 include: Preliminary Engineering Documents o Selected Site Master Plan o Vehicle Circulation Routes On and Offsite o Conceptual Building Floor Plans o Preliminary Phasing Plan o Vehicular Parking and Staging Plans o Landscape Plan o Initial Security Plan City of Lubbock (Citibus) State Project #: PLN 0901 (05) 17 Fed 5304 Planning Page 5 of 8 Rev. 10/15/2008 Project Grant Agreement # «STATE_PROJECT_NO>> • Preliminary Building Code Analysis • Sustainable Design Recommendations • Preliminary Project Schedule • Preliminary Project Cost Estimate • Update Design Criteria Report City of Lubbock (Citibus) State Project #: PLN 0901 (05) 17 Fed 5304 Planning Page 6 of 8 Rev. 10/15/2008 „ n tD [G�A Sv C1] CD V O_ OD IA. Cepttaf Costs AU Code, Prooram 0--iMlnn M k-- TMA WE fees 11 34 217 57G.GOG rJ0 CtlpilHf Subtotal S7g,OOf1.G0 B. Adminletrative Costs DaaCApllan Total 1 Personrel 2 Fhnge Benefits 3 Office supplies 4 Postage i£ Drintng 5 Office equipment 6 Telephone 7 Insuranw 8 Marketing 9 Travel -in -area 10 Trawelouiarea 11 Space cosh 12 Utihhes 13 Short term debt 14 Audt 15 Miscellaneous Professicnat 16 Miscellaneous Cost 17 Miscellaneaus Direct Cast 18 19 20 AdMInietraHve Sidttofaf C. Operating Caste DesCrl n TC"f 1 Personnef 2 Fnnge Senerits 3 Fualrpil 4 Maintenanrei'repairs 5 VeMCle Insurance 6 VeNcle Slo age 7 SpacellMlT;t+es 8 uGensmg 9 Drve,Tralr,Ang 10 subcontracts 11 Miscellaneous 12 3 14 15 16 17 Line Item Budget TDC'e Fuer D 0 2 m CU O C 0 Q a M to O CD Or � p co O fri N I � -10 O C m t,,s n r Z 0 Project Grant Agreement ## (<STATE_PROJECT_NO» s u c m E 3 E o w . L �w� LL C # E . V�J x � � v 0 $ 'S o. City of Lubbock (Citibus) State Project #: PLN 0901 (05) 17 Fed 5304 Planning Page 8 of 8 Rev. 10/15/2008 CITY OF LUBBOCK AGENDA ITEM SUMMARY II. CONSENT AGENDA ITEM #/SUBJECT: # Consider a resolution authorizing the Mayor to execute Contract No. 51905177331 with the Texas Department of Transportation (TxDOT) for planning assistance. (Citibus) BACKGROUND DISCUSSION: TxDOT is allocating a Section 5304 planning grant in the amount of $56,000 to the City of Lubbock. The funds will be used to retain the services of a consultant to perform a facility assessment/feasibility study with the long term result being the completion of a major facility expansion and renovation of the administration/maintenance facility. The $56,000, as well as local share of $14,000, is included in the Citibus budget for FY 2010 that has been previously submitted to the City Council. The contract is effective when fully executed by both parties, and shall remain in effect until August 31, 2010. FISCAL IMPACT: Acceptance of this grant will result in no additional cost to the City of Lubbock, The $56,000, as well as local share of $14,000, is included in the Citibus budget for FY 2010 that has been previously submitted to the City Council. SUMMARY/RECOMMENDATION: Citibus recommends the approval of Contract No. 51905F7331.