HomeMy WebLinkAboutResolution - 2012-R0097 - Sec. 5304 Grant - TXDOT - Regional Coordination Planning - 03_06_2012Resolution No. 2012-RO097
March 6, 2012
Item No. 5.1.1
RESOLUTION
IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
Kecute for and on behalf of the City of Lubbock, a Section 5304 Grant Contract No.
1205F7118 to assist with Regional Coordination Planning, by and between the City of
ubbock and the Texas Department of Transportation, and related documents. Said
ontract is attached hereto and incorporated in this resolution as if fully set forth herein
nd shall be included in the minutes of the City Council.
by the City Council on March 6, 2012
TOM MARTIN, MAYOR
ATTEST:
Garza, City Secretary
OVED AS TO CONTENT:
nun'toevelopment Director
AS TO FORM:
Weaver, Assistant City Attorney
/:ccdocs/RES,Citibus-Sec. 5304 Grant
bruary 6, 2012
Resolution No. 2012-R0097
PGA: SECTION 5304 FEDERAL- PLANNING
TRANSIT PROVIDER: City of Lubbock / Citibus
FTA GRANT #: TX-80-0019
CFDA #: 20.515
TXDOT PROJECT #: REG 1201 (05) 19
PROJECT GRANT AGREEMENT #: 51205F7118
MASTER GRANT AGREEMENT #: 512XXF7081
FEDERAL TRANSIT ADMINISTRATION
NOT RESEARCH AND DEVELOPMENT
STATE OF TEXAS §
COUNTY OF TRAVIS §
Project Grant Agreement #1 51205F7118
FEDERAL PLANNING
FISCAL YEAR FY 2012
PROJECT GRANT AGREEMENT
THIS PROJECT GRANT AGREEMENT (PGA) is made by and between the State of Texas,
acting through the Texas Department of Transportation, called the "State," and City of
Lubbock / Citibus, called the "Transit Provider."
WITNESSETH
WHEREAS, 49 United States Code Section 5304, Planning, provides that eligible recipients
may receive federal funds for public transportation planning; and
WHEREAS, Texas Transportation Code Chapter 455 authorizes the State to assist the
Transit Provider in procuring aid for the purpose of establishing and maintaining public and
mass transportation projects and to administer funds appropriated for public transportation
under Texas Transportation Code Chapter 456; and
WHEREAS, the U.S. Secretary of Transportation approved the State's request for funding;
and
WHEREAS, the Governor of the State of Texas has designated Texas Department of
Transportation to receive federal funds under the Section 5304 grant program; and
WHEREAS, the Transit Provider submitted a Fiscal Year FY 2012 Grant Application, Part I
(GA Part 1) (if applicable) for state financial assistance, and the Texas Transportation
Commission approved the application by Minute Order Number 112746; and
WHEREAS, the Transit Provider must execute a GA Part I (if applicable) and a Fiscal Year
Grant Application, Part II (GA Part 11) each fiscal year grant period for consideration for new
state and federal grants; and
WHEREAS, a Master Grant Agreement (MGA) between the Transit Provider and the State
has been adopted and states the general terms and conditions for grant projects developed
through this PGA;
City of Lubbock / Citibus
State Project #REG 1201 (05) 19
Page 1 of 8
Project Grant Agreement # 51205F71 18
NOW THEREFORE, the State and the Transit Provider agree as follows:
AGREEMENT
ARTICLE 1. GRANT TIME PERIOD
This PGA becomes effective when fully executed by both parties or on January 20, 2012,
whichever is later. This PGA shall remain in effect until August 31, 2012, 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 Transit Provider has submitted the GA Part I (if
applicable) and the GA Part 11 (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
A. The Transit Provider shall complete the public transportation project described in the GA
Part I, the Attachment A - Approved Project Description, and the Attachment B — Project
Budget. Attachments A and B are attached to and made a part of this agreement. The
Transit Provider shall complete the project in accordance with all of the documents
associated with the MGA and with all applicable federal and state laws and regulations.
B. If applicable, the Transit Provider 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 Transit Provider shall publicly open all bids or privately review proposals.
The Transit Provider 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 Transit Provider
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 $33,847.00 provided
that expenditures are made in accordance with the amounts and for the purposes authorized
in the GA Part I, the Attachment A, and the Attachment B.
The original and one copy of the invoice are to be submitted to the following address:
Texas Department of Transportation
Attn: Mr. Lynn Castle
Public Transportation Coordinator
135 Slaton Hwy.
Lubbock, TX 79404
ARTICLE 4. AMENDMENTS
Except as noted in the MGA, changes in the scope, objectives, cost, or duration of the
project authorized in this agreement shall be enacted by written amendment approved by the
parties before additional work may be performed or additional costs incurred. Any
City of Lubbock 1 Citibus State Project #REG 1201 (05) 19
Page 2of8
Project Grant Agreement # 51205F7118
amendment must be executed by both parties within the grant period specified in Article 1,
Grant Time Period.
ARTICLE 5. INCORPORATION OF MGA PROVISIONS
This PGA incorporates all of the governing provisions of the MGA in effect on the date of final
execution of this PGA, unless an exception has been made in this agreement.
ARTICLE 6. SIGNATORY WARRANTY
Each signatory warrants that the signatory has necessary authority to execute this agreement
on behalf of the entity represented.
THIS AGREEMENT IS EXECUTED by the State and the Transit Provider in duplicate.
THE TRANSIT PROVIDER
Signature
TOM MARTIN
Typed, Printed, or Stamped Name
Mayor
Title
Ma
Date
THE STATE OF
t? z -
S
Lynn Castle
Public Transportation Coordinator
Date
List of Attachments
A - Approved Project Description
B - Project Budget
C - Estimated Cost/Payment Schedule
City of Lubbock / Citibus
State Project #REG 1201 (05) 19
Page 3 of 8
APPROVED
RECIPIENT
ATTEST:
0k.-U,-.0 -.4. . - S
Rebe a Garza
City Se retary
Date: March 6, 2012
APPROVED AS TO CONTENT:
Bill H erton
Co unity Developmen irector
APPRO&VED AS TO FORM:
Chad Weaver
Assistant City Attorney
Resolution No. 2012—R0097
Project Grant Agreement # 51205F7118
ATTACHMENT A
APPROVED PROJECT DESCRIPTION
FY 2012
Each deliverable shall include agendas and minutes (or summary notes) of Stakeholder Steering Committee
meetings documenting the committee's discussion of respective deliverables. All deliverables shall be approved
by the Public Transportation Division prior to reimbursement.
TASK 1
Refine a detailed work plan for FY 2012
Scope:
Prepare a draft of a refined work plan for FY 2012
Present draft to the Steering Committee for input
Finalize FY 2012 work plan
Deliverables:
1. A refined work plan for FY 2012
2. Agenda & minutes of steering meeting documenting discussion & approval of final FY 2012 work plan
TASK 2
Develop promotional and market -specific outreach materials to be shared with passenger survey
respondents (as described below under Task 4) in an effort to promote utilization of health and
human service resources within the South Plains Region
Scope:
• Design bus passes and other materials to be used as incentives to participate in the passenger
feedback survey as described below under Task 4
• Coordinate with transportation providers, health and human services agencies and others as appropriate
• Develop and assess draft materials
• Finalize materials
Deliverables
1. Bus passes and other materials to be used as incentives to participate in the passenger feedback
TASK 3
Conduct research on funding options to support transportation needs of people in Planning Region 2 by
looking at the Coordinated Call and private sources
Scope:
• Identify any new or existing funding opportunities available through various and diverse sources
including but not limited to the Texas Department of Transportation's coordinated call, other sources of
public funding, as well as private funding sources
• Conduct this research as part of an inclusive process engaging the regional steering committee and
other relevant stakeholders
• Determine funding opportunities to pursue
• Present a draft report to the regional steering committee for input
• Finalize report and present to the regional steering committee for discussion and approval
Deliverables
1. A report including a list of identified funding sources & opportunities as well as a description of funding
pursued during FY 2012 and the outcomes of these funding applications
City of Lubbock 1 Citibus
State Project #REG 1201 (05) 19
Page 4 of 8
Project Grant Agreement # 51 205F71 18
2. Agenda & minutes (or summary notes) of steering committee meeting(s) documenting discussion &
approval of this report
TASK A
Plan, conduct & analyze passenger feedback surveys for riders of all public transportation providers in
Planning Region 2 and summarize for future coordination/service efforts
Scope:
• Plan & design this research as part of an inclusive process engaging the regional steering
committee, transportation providers in Planning Region 2, members of the public/riders & other
relevant stakeholders
• Prepare & design draft questionnaires (or other survey instruments) as part of a passenger feedback
survey on trip purpose, travel times, payment methods, fare costs and overall utilization of rural and
urban transportation services. Surveys will also seek information on age, race, income, home
language, persons with Limited English Proficiency (LEP), educational level and other information as
needed to fulfill Title VI obligations
• Plan & design questionnaires in both English and Spanish
• Present draft questionnaire and proposed methodology and timeline for stakeholder input
• Finalize questionnaires (or other research instruments) and methodology
• Distribute & collect questionnaires (or other research instruments)
• Analyze data gained from this survey
• Prepare a report on the methodology/process used to conduct and analyze these surveys & include
observations & recommendations.
• Present a draft report to the regional transportation steering committee for input
• Finalize report & present to the regional transportation steering committee for discussion & approval
Deliverables
1. A final report with a description of the methodology used to conduct and analyze these surveys,
observations, and recommendations based on data retrieved; include completed questionnaires (or
other survey instruments used to conduct research)
2. Agendas and minutes of steering committee meetings documenting discussion & approval of
questionnaires, methodology & report
TASK 5
Conduct research on effective methods for connecting individuals in rural communities to Greyhound's
transportation and freight services
Scope:
• Identify new or existing methods of connectivity between Greyhound's services and the 15-county South
Plains region
• Identify transportation barriers and constraints preventing connectivity
• Prepare and present a draft report on potential methods of connectivity between Greyhound and rural
communities to the regional transportation steering committee for input
• Finalize report & present to the regional transportation steering committee for discussion & approval
Deliverables
1. A final report on potential methods of connectivity between Greyhound and rural communities
2. An agenda and minutes of stakeholder meeting approving this report
City of Lubbock / Citibus
State Project #REG 1201 (05) 19
Page 5of8
Project Grant Agreement # 5120SF71 18
TASK 6
Plan and conduct regularly scheduled stakeholder steering committee meetings and refine Regional
Transportation Plan
Scope:
• Prepare agendas
• Conduct meetings
• Prepare minutes
• Consolidate Plan content into one document
• Plan submittal
• Finalize consolidated plan & present to the reg#onal transportation steering committee for discussion &
approval
Deliverables
1. Agendas and sign -in sheets of all conducted meetings.
2. A report detailing the discussion and focus of the meetings (i.e. minutes).
3. Final draft of the Regional Transportation Plan, as approved by the regional steering committee
City of Lubbock 1 Ctibus
State Project #REG 1201 (05) 19
Page 6 of 8
Resolution No. 2012—R0097
Project Grant Agreement # 51205F7118
ATTACHMENT B
BUDGET WORKSHEET
FISCAL YEAR 2012
DESCRIPTION
UNITS
RATE
COST
Personnel
Compliance and Procurement Officer
$9,603.36
General Manager
$11,738.21
Marketing & Sales Coordinator
$2,281.86
Administrative Assistant
$2,520.21
Total Personnel
$26143.64
Fringe
Compliance and Procurement Officer
$1,951.68
Marketing & Sales Coordinator
$902.16
Administrative Assistant
$900.90
Total Fria a
S3 754.74
E ui went
Tat7sI E ui emit
.00
Supplies
Paper
20 Reams
$3.40
$68.00
Pencils
6 doz
$1.99
$11.94
Clipboards
15
$5.29
$79.35
Printing
6,000
$0.12
$720.00
Other su lies as needed
$1,120.71
`ll'u es
$ZU00 00
Travel
10 round trips to Levelland (20 trips total)
10 x 63.83
miles=638.3
miles
638.3 miles
$ 0.555
$354.26
1 overnight trip to Austin for 4 persons
Mileage or airfare
$ 737.60
Lodging
1 night x 4
$108.00 per
$432.00
persons
night
Per Diem
2 days x 4
$53.25 per day
$426.00
persons + 8
days
Total Travel
$ i 949.86
Contractual
Total Contrachtal
$0.00
Indirect
Total Jadired
Wo
TOTAL.
$3347.aa
City of Lubbock 1 Citibus
State Project #REG 1201 (05) 19
Page 7 of 8
Resolution No. 2012—R0097
Project Grant Agreement # 51205F7118
ATTACHMENT C
PROJECTED COST / PAYMENT SCHEDULE
FISCAL YEAR 2012
This estimated payment schedule is for planning purposes and guidance. Reimbursement shall be based
on actual costs which may be more or less than estimated costs. Reimbursement shall be based on
receipt of approved deliverables and correct invoices for reimbursable expenses judged to be acceptable by the
Public Transportation Division coordinator assigned to this particular grant
Tasks and Deliverables
Projected Cost
/ Payment
Task 1 Deliverables — Detailed Work Ian for FY 2012
1. A refined work plan for FY 2012
2. Agenda & minutes of steering meeting documenting discussion & approval of
$1,519.70
final FY 2012 work plan
Task 2 Deliverables — Develop promotional and market -specific outreach materials to be
shared with passenger survey respondents (as described below under Task 4) in an effort to
promote utilization of health and human service resources within the South Plains Region
1. Bus passes and other materials to be used as incentives to participate in the
$3,272.25
passenger feedback
Task 3 Deliverables — Conduct research on funding options to support transportation needs of
people in Planning Region 2 by looking at the Coordinated Call and private sources
1. A report including a list of identified funding sources & opportunities as well
as a description of funding pursued during FY 2012 and the outcomes of
these funding applications
$4,093.40
2. Agenda & minutes (or summary notes) of steering committee meeting(s)
documenting discussion & approval of this report
Task 4 Deliverables — Plan, conduct & analyze passenger feedback surveys for riders of all public
transportation providers in Planning Region 2 and summarize for future coordination/service
efforts
t . A final report with a description of the methodology used to conduct and
analyze these surveys, observations, and recommendations based on data
retrieved; include completed questionnaires (or other survey instruments
$13,085.26
used to conduct research)
2. Agendas and minutes of steering committee meetings documenting
discussion & approval of questionnaires, methodology & report
Task 5 Deliverables — Conduct research on effective methods for connecting individuals In rural
communities to Greyhound's transportation and freight services
1. Final report on potential methods of connectivity between Greyhound & rural
communities
$4,361.15
2. Anagenda & minutes of stakeholder meeting approving this report
Task 6 Deliverables — Plan and conduct regularly scheduled stakeholder steering committee
meetings and refine Regional Transportation Plan
1. Agendas and sign -in sheets of all conducted meetings
2. A report detailing the discussion and focus of the meetings (i.e. minutes)
$7,679.65
3. Final ire final Transportation Plan as approved by steering committee
Total
$33,847.00
City of Lubbock / Citibus
State Project #REG 1201 (05) 19
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