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HomeMy WebLinkAboutResolution - 2023-R0457 - FY2021 Section 5339a Grant with FTA - 09/26/2023Resolution No. 2023-R0457 Item No. 5.3.1 September 26, 2023 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Chief Financial Officer of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a FY 2021 Section 5339(a) Grant, Project ID TX-2023-096-00, with the Federal Transit Administration for the purchase of replacement ADA paratransit buses, and all related documents. Said grant 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 on September 26, 2023 APPROVED AS TO CONTENT: � � D7.r-e�. /Y� Bill Ho rton, Deputy Ci anager City Attorney ccdocs IURES.Citibus- Sec.5339 Grant Proj TX-2023-096-00 September 14, 2023 Resolution No. 2023-RO457 DOT U.S. Department of Transportation Federal Award Identification Number (FAIN) Temporary Application Number Award Name Award Status Award Budget Number FTA Federal Transit Administration Award TX-2023-096-00 1993-2022-2 Lubbock-Citibus FY 2021 Section 5339(a) Grant for Replacement Vehicles Obligated / Ready for Execution 0 Period of Performance Start Date 8/23/2023 Original Period of Performance End Date 10/31/2024 Current Period of Performance End Date 10/31/2024 Revision #: 0 Budget Period Start Date 8/23/2023 Budget Period End Date 10/31/2024 Part 1: Recipient Information Name: LUBBOCK, CITY OF Recipient ID Recipient OST Type Recipient Alias UEI DUNS 1993 City CITY OF LUBBOCK 058213893 Location Type Address City State Zip Headquarters 1314 AVENUE K LUBBOCK TX 79401 Physical Address 1314 AVENUE K LUBBOCK TX 79401 Mailing Address P.O. BOX 2000 LUBBOCK TX 79457 Union Information Union Name NONE Address 1 Address 2 City State Zipcode 00000 Contact Name Telephone Fax 00000 E-mail Website Part 2: Award Information Title: Lubbock-Citibus FY 2021 Section 5339(a) Grant for Replacement Vehicles FAIN Award Status Award Application Cost Date Last Updated From Type Center Created Date TEAM? TX-2023- Obligated / Ready Grant Region 6 1/28/2022 1/28/2022 No 096-00 for Execution Award Executive Summary This application is to request FY21 Section 5339 funds apportioned to the Lubbock, TX LIZA in the amount of $373,789 to purchase five replacement ADA paratransit vehicles that will replace vehicles that have met or exceeded their original expected useful life. Local match requirements will be satisfied with Transportation Development Credits (TDCs) in the amount of $56,069. Pre -award authority is being used in case the grant goes through before the planned contract execution dates. Fiscal Year - 2021 FY 2021 - $373,789 Total - $373,789 (5) VIN numbers of the buses that are to be replaced. The expected useful life of these Arboc vehicles when purchased was 7-years, 150,000 miles. VIN NUMBER/ MODEL/ MAKE/ YEAR/ MILEAGE 1GB6GUBG4G1310071 Arboc Chevrolet 2016 228,295 1GB6GUBG9G1337430 Arboc Chevrolet 2016 191,143 1 GB6GUBG3G1 340498 Arboc Chevrolet 2016 210,010 1GB6GUBG7G1337216 Arboc Chevrolet 2016 183,352 1GB6GUBG9G1310700 Arboc Chevrolet 2016 260,411 The (5) buses being purchased, New England Frontrunner ADA Vans, have a 5 year, 150,000-mile useful life. The buses meet all ADA requirements and are reimbursed at 85/15. Frequency of Milestone Progress Reports (MPR) Annual Frequency of Federal Financial Reports (FFR) Annual Does this application include funds for research and/or development activities? This award does not include research and development activities. Pre -Award Authority This award is using Pre -Award Authority. Does this application include suballocation funds? Recipient organization is the Designated Recipient and can apply for and receive these apportioned funds. Will this Grant be using Lapsing Funds? No, this Grant does not use Lapsing Funds. Will indirect costs be applied to this application? This award does not include an indirect cost rate. Indirect Rate Details: N/A Requires E.O. 12372 Review No, this application does not require E.O. 12372 Review. Delinquent Federal Debt No, my organization does not have delinquent federal debt. Award Description Purpose The FY 2021 Section 5339(a) Bus and Bus Facilities Grant in the amount of $373,789 in federal funds matched with Transportation Development Credits (TDC's) in the amount of 56,069 from TXDOT. This grant request is within the acceptable limits of the fleet ratio. The funds will be used to purchase new vans. Activities to be performed: The funds will be used to purchase five (5) Frontrunner by New England Wheels ADA Vans from the Oklahoma Office of Management & Enterprise Services Statewide Contract Type O. Expected outcomes: Replacing older buses that are past their useful life. We expect this will relieve backlog as well as cost in our maintenance department with the disposal of older buses. Replacement fleet of (5) ADA compliant cutaway buses that have exceeded their useful life that will provide service in the Lubbock service area and increase safety and reliability of service. Intended beneficiaries: Seniors, individuals with disabilities and passengers that are needing transportation outside of our fixed - route hours. Subrecipient Activities: N/A Award Point of Contact Information First Name Last Name Title E-mail Address Phone Accountant/Planning (806) 775- Rebecca Rodriguez Analyst rebeccarodriguez@citibus.com 3443 8067753443 Rosalyn Brown Financial Analyst rosalyn.brown@dot.gov (817)-978 0555 marc.oliphant@dot.gov Community Planner Award Budget Control Totals Funding Source Section of Statute CFDA Number Amount 5339 — Buses and Bus Facilities Formula 5339-1 20526 $373,789 Local $0 Local/In-Kind $0 State $0 State/In-Kind $0 Other Federal $0 Transportation Development Credit $56,069 Adjustment $0 Total Eligible Cost $373,789 Award Budget Project Number FTA Budget Item Amount Non- Total FTA Eligible Quantity Amount Amount 111- TX-2023-096- 00 BUS - ROLLING STOCK $373,789.00 $0.00 $373,789.00 5 01-00 (111- A1) TX-2023-096- BUY 11.12.04 REPLACEMENT $373,789.00 $0.00 $373,789.00 5 01-00 <30 FT BUS Discretionary Allocations This application does not contain discretionary allocations. Sources of Federal Financial Assistance PO Project Scope Scope Scope UZA Area Account Amendment Cumulative Number Number Name Number Suffix Code Name Class FPC Description Amount Amount Code TX-34-0 TX-2023- BUS - R 111-00 ( 4813 Lubbo 2021.25.3 Bus Form - F 096-01-0 OLLING Al 00 $373,789 $373,789 178 0 STOCK 111) 50 ck, TX 4.BF.2 ormula Alloc Part 3: Project Information Project Title: Purchase of (5) New England Frontrunner Paratransit Vans Project Number Temporary Project Number Date Created Start Date End Date TX-2023-096-01-00 1993-2022-2-P 1 1 /28/2022 7/31 /2023 1 /31 /2024 Project Description 01/18/2022-NB The FY 2021 Section 5339(a) Bus and Bus Facilities Grant in the amount of $373,789 in federal funds matched with Transportation Development Credits (TDC's) in the amount of 56,069 from TXDOT. This grant request is within the acceptable limits of the fleet ratio. The funds will be used to purchase new vans. The funds will be used to purchase five (5) Frontrunner by New England Wheels ADA Vans from the Oklahoma Office of Management & Enterprise Services Statewide Contract Type O. Project Benefits 01/28/2022-NB Replacing older buses that are past their useful life. We expect this will relieve backlog as well as cost in our maintenance department with the disposal of older buses. Replacement fleet of 5) ADA compliant cutaway buses that have exceeded their useful life that will provide service in the Lubbock service area and increase safety and reliability of service Additional Information (5) VIN numbers of the buses that are to be replaced. The expected useful life of these Arboc vehicles when purchased was 7-years, 150,000 miles. VIN NUMBER/ MODEL/ MAKE/ YEAR/ MILEAGE 1 GB6GUBG4G1 310071 Arboc Chevrolet 2016 228,295 1 G136GUBG9G1337430 Arboc Chevrolet 2016 191,143 1GB6GUBG3G1340498 Arboc Chevrolet 2016 210,010 1G66GUBG7G1337216 Arboc Chevrolet 2016 183,352 1G66GUBG9G1310700 Arboc Chevrolet 2016 260,411 The buses being purchased, New England Frontrunner ADA Vans, have a 5 year, 150,000-mile useful life. The buses meet all ADA requirements and are reimbursed at 85/15. Location Description New buses will be in service throughout our service area, the City of Lubbock. All operating expenses will be from operations in the -City of Lubbock. Project Location (Urbanized Areas) JZA Code Area Name t81350 Lubbock, TX Congressional District Information State District Representative Texas 19 Jodey Arrington Program Plan Information STIP/TIP Date: 3/22/2021 Description: FY 21-24 TxDOT STIP UPWP Date: N/A Description: N/A Long Range Plan Date: N/A Description: N/A Project Control Totals Funding Source Section of Statute CFDA Number Amount 5339 — Buses and Bus Facilities Formula 5339-1 20526 $373,789 Local $0 Local/In-Kind $0 State $0 State/In-Kind $0 Other Federal $0 Transportation Development Credit $56,069 Adjustment $0 Total Eligible Cost $373,789 Project Budget Project FTA Non- Total Number Budget Item Amount FTA Eligible Quantity Amount Amount fX-2023-096- 111- BUS - ROLLING STOCK $373,789.00 $0.00 $373,789.00 5 )1-00 00 (111- A1) TX-2023-096- BUY 01-00 11.12.04 REPLACEMENT $373,789.00 $0.00 $373,789.00 5 <30 FT BUS Project Budget Activity Line Items Budget Activity Line Item: 11.12.04 - BUY REPLACEMENT <30 FT BUS Scope Name / Code Line Item Line Item Name Activity Quantity BUS - ROLLING BUY REPLACEMENT < BUY REPLACEMENTS - STOCK (111-00) 11.12.04 30 FT BUS CAPITAL BUS 5 Extended Budget Description (5) VIN numbers of the buses that are to be replaced. The expected useful life of these Arboc vehicles those being replaced) when purchased was 7-years, 150,000 miles. VIN NUMBER/ MODEL/ MAKE/ YEAR/ MILEAGE 1GB6GUBG4G1310071 Arboc Chevrolet 2016 228,295 1 GB6GUBG9G1 337430 Arboc Chevrolet 2016 191,143 1G66GUBG3G1340498 Arboc Chevrolet 2016 210,010 1 GB6GUBG7G1 337216 Arboc Chevrolet 2016 183,352 1G66GUBG9G1310700 Arboc Chevrolet 2016 260,411 The (5) buses being purchased, New England Frontrunner ADA Vans, have a 5 year, 150,000-mile useful life. The buses meet all ADA requirements and are reimbursed at 85/15. Will 3rd Party contractors be used to fulfill this activity line item? Yes, 3rd Party Contractors will be used for this line item. Propulsion Fuel Type Vehicle Condition Vehicle Size (ft.) N/A Gasoline New >23' Funding Source Section of Statute CFDA Number Amount 5339 — Buses and Bus Facilities Formula 5339-1 20526 $373,789 Local $0 Local/In-Kind $0 State $0 State/In-Kind $0 Other Federal $0 Transportation Development Credit $56,069 Adjustment $0 Total Eligible Cost $373,789 Milestone Name Est. Completion Description Date RFP/IFB Issue Date 7/31/2023 FRP/IFB Issue Date Contract Award Date 8/15/2023 Contract Award Date Initial Delivery Date 12/1/2023 Initial Delivery Date Final Delivery Date 12/31/2023 Final Delivery Date Contract Completion 1/31/2024 Contract Completion Date Date Project Environmental Findings Finding: Class II(c) - Categorical Exclusions (C-List) Class Level Description Class II(c) consists of projects that do not have a significant environmental impact on the human or natural environment and are therefore categorically excluded from the requirement to prepare an environmental assessment or an environmental impact statement. FTA requires a sufficient project description to support a CE determination. The project may require additional documentation to comply with other environmental laws. Categorical Exclusion Description Type 07: Acquisition, installation, rehabilitation, replacement, and maintenance of vehicles or equipment, within or accommodated by existing facilities, that does not result in a change in functional use of the facilities, such as: equipment to be located within existing facilities and with no substantial off -site impacts; and vehicles, including buses, rail cars, trolley cars, ferry boats and people movers that can be accommodated by existing facilities or by new facilities that qualify for a categorical exclusion. Date Description Date Class Ilc CE Approved Scope Name I Line Item Line Item Name Quantity FTA Total Eligible Code Number Amount Cost BUS - ROLLING 11.12.04 BUY REPLACEMENT 5 $373,789.00 $373,789.00 STOCK (111-00) <30 FT BUS Part 4: Fleet Details Fleet Type: Other Fleet Comments 18 Total Support Vehicles: 8 - Staff support Vehicles 7 - Supervisor Vehicles 3 - Maintenance Shop Trucks Current Value I. Active Fleet A. Peak Requirement 18 B. Spares 0 C. Total (A+B) 18 D. Spare Ratio (B/A) 0% Il. Inactive Fleet A. Other 0 B. Pending Disposal 0 C. Total (A+B) 0 III. Total (I.0 and II.C) 18 Fleet Type: Fixed Route Fleet Comments This grant request is within the acceptable limits of the fleet ration which is shown in the Fleet Details of the Recipient ID section. Citibus' fleet currently consists of the following: Type Quantity Year Make/Model Bus 11 2000 Nova Bus LFS Bus 18 2001 Nova Bus LFS Bus 4 2004 Gillig Low -Floor Bus 10 2005 Gillig Low -Floor Bus 7 2006 Gillig Low -Floor Bus 6 2009 Gillig Hybrid -Electric Bus 2 2011 Gillig Hybrid -Electric Bus 4 2013 Gillig Hybrid -Electric Bus 4 2017 Gillig Low -Floor Bus 4 2018 Gillig Low -Floor Bus 6 2019 Gillig Low -Floor Bus 2 2019 Proterra Catalyst E2 Trolley 2 2000 Chance Trolley Current Value I. Active Fleet A. Peak Requirement 67 B. Spares 8 C. Total (A+B) 75 D. Spare Ratio (B/A) 11.94% II. Inactive Fleet A. Other 0 B. Pending Disposal 10 C. Total (A+B) 10 III. Total (I.0 and II.C) 85 Fleet Type: Paratransit Fleet Comments This grant request is within the acceptable limits of the fleet ration which is shown in the Fleet Details of the Recipient ID section. Citibus' paratransit fleet current consists of the following: Type Quantity Year Make/Mode Van 14 2016 Chevy Arboc Van 8 2020 Dodge Promaster Van 10 2020 New England Wheels Front Runner Van 2 2021 Dodge Promaster Current Value I. Active Fleet A. Peak Requirement 23 B. Spares 11 C. Total (A+B) 34 D. Spare Ratio (B/A) 47.83% II. Inactive Fleet A. Other 0 B. Pending Disposal 4 C. Total (A+B) 4 III. Total (I.0 and II.C) 38 Part 5: FTA Review Comments Application Review Comments Comment By Marisa Appleton Comment Application Details Type Date 7/3/2023 Please recall 49 CFR Part 26.49(a) states 'If you are an FTA recipient, you must require in your DBE program that each transit vehicle manufacturer, as a condition of being authorized to bid or propose on FTA-assisted transit vehicle procurements, certify that it has complied with Comment the requirements of this section.' FTA's current list of eligible TVMs can be found at https://www.transit.dot.gov/regulations-and-guidance/civil-rights-ada/eligible-transit- vehicle-m anufacturers Please recall 49 CFR Part 26.49(a)(4) states 'FTA recipients are required to submit within 30 days of making an award, the name of the successful bidder, and the total dollar value of the contract in the manner prescribed in the grant agreement.' The Transit Vehicle Award Reporting Form can be found on FTA's website. Comment By Troy Thomas Comment Application Details Type Date 7/21/2023 • Recipient must not acquire telecommunications and video surveillance equipment for rolling stock from: Huawei Technologies Company; ZTE Corporation; Hytera Communications Corporation; Hangzhou Hikvision Digital Technology Company; or Dahua Technology Company. This prohibition includes rolling stock telecommunications and video surveillance equipment, commercial items and micro -purchases in accordance with Section 889 of the 2019 National Defense Authorization Act. • Recipients must not procure rolling stock from certain transit vehicle manufacturers. Refer to 49 U.S.C. Section 5323(u) of federal public transportation law, which limits the use of FTA funds, and in some circumstances local funds, to procure rolling stock from certain transit vehicle manufacturers. Refer to hftps://www.transit.dot.gov/funding/ procurement/frequently-asked-questions-regarding-section-7613-national-defense for additional guidance. • 49 CFR Part 26.49(a) states 'If you are an FTA recipient, you must require in your DBE program that each transit vehicle manufacturer, as a condition of being authorized to bid or propose on FTA-assisted transit vehicle procurements, certify that it has complied with the requirements of this section.' FTA's current list of eligible TVMs can be found at https://www.transit.dot.gov/regulations-and-guidance/civil-rights-ada/eligible- transit-veh icle-manufacturers. Comment • 49 CFR Part 26.49(a)(4) states 'FTA recipients are required to submit within 30 days of making an award, the name of the successful bidder, and the total dollar value of the contract in the manner prescribed in the grant agreement.' The Transit Vehicle Award Reporting Forms can be found on FTA's website at hops://www.surveymonkey.com/r/ vehicleawardreportsurvey. Please take a screenshot of the completed report before submission and retain locally to demonstrate compliance with this requirement during oversight activities such as Triennial Review and/or State Management Reviews. • Recipient must comply with the statutory requirements in FTA Circular 4220.1 F, 3rd Party Contracting Guidance, as they apply to acquiring rolling stock including 49 CFR Part 661, Buy America Requirements, 49 CFR 663, Pre -Award and Post -Delivery Audits, accessibility, minimum service life, spare ratios, air pollution and fuel economy, bus testing, in -state dealers, basis for contract award and five-year limitation. • Recipient must comply with the Recipient's procurement policies and procedures as they apply to FTA-funded projects. • The information provided above is intended as technical assistance and applies only to the project as described. Should the project scope change or new information on the project be provided, FTA may require a re-evaluation of the project information as it relates to federal compliance and require additional information. This confirmation is not an express or implied promise of project compliance with federal requirements. Part 6: Agreement UNITED STATES OF AMERICA DEPARTMENT OF TRANSPORTATION FEDERAL TRANSIT ADMINISTRATION GRANT AGREEMENT (FTA G-30) On the date the authorized U.S. Department of Transportation, Federal Transit Administration (FTA) official signs this Grant Agreement, FTA has obligated and awarded federal assistance as provided below. Upon execution of this Grant Agreement by the Recipient named below, the Recipient affirms this FTA Award, enters into this Grant Agreement with FTA, and binds its compliance with the terms of this Grant Agreement. The following documents are incorporated by reference and made part of this Grant Agreement: (1) "Federal Transit Administration Master Agreement," FTA MA(30), http://www.transit.dot.gov, (2) The Certifications and Assurances applicable to the FTA Award that the Recipient has selected and provided to FTA, and (3) Any Award notification containing special conditions or requirements, if issued. WHEN THE TERM "FTA AWARD" OR "AWARD" IS USED, EITHER IN THIS GRANT AGREEMENT OR THE APPLICABLE MASTER AGREEMENT, "AWARD" ALSO INCLUDES ALL TERMS AND CONDITIONS SET FORTH IN THIS GRANT AGREEMENT. FTA OR THE FEDERAL GOVERNMENT MAY WITHDRAW ITS OBLIGATION TO PROVIDE FEDERAL ASSISTANCE IF THE RECIPIENT DOES NOT EXECUTE THIS GRANT AGREEMENT WITHIN 90 DAYS FOLLOWING FTA's AWARD DATE SET FORTH HEREIN. FTA AWARD Federal Transit Administration (FTA) hereby awards a Federal Grant as follows: Recipient Information Recipient Name: LUBBOCK, CITY OF Recipient ID: 1993 UEI: DUNS: 058213893 Award Information Federal Award Identification Number: TX-2023-096-00 Award Name: Lubbock-Citibus FY 2021 Section 5339(a) Grant for Replacement Vehicles Award Start Date: 8/23/2023 Original Award End Date: 10/31/2024 Current Award End Date: 10/31/2024 Award Executive Summary: This application is to request FY21Section 5339 funds apportioned to the Lubbock, TX LIZA in the amount of $373,789 to purchase five replacement ADA paratransit vehicles that will replace vehicles that have met or exceeded their original expected useful life. Local match requirements will be satisfied with Transportation Development Credits (TDCs) in the amount of $56,069. Pre -award authority is being used in case the grant goes through before the planned contract execution dates. Fiscal Year - 2021 FY 2021 - $373,789 Total - $373,789 (5) VIN numbers of the buses that are to be replaced. The expected useful life of these Arboc vehicles when purchased was 7-years, 150,000 miles. VIN NUMBER/ MODEL/ MAKE/ YEAR/ MILEAGE 1GB6GUBG4G1310071 Arboc Chevrolet 2016 228,295 1 GB6GUBG9G1 337430 Arboc Chevrolet 2016 191,143 1 GB6GUBG3G 1340498 Arboc Chevrolet 2016 210,010 1 GB6GUBG7G1 337216 Arboc Chevrolet 2016 183,352 1GB6GUBG9G1310700 Arboc Chevrolet 2016 260,411 The (5) buses being purchased, New England Frontrunner ADA Vans, have a 5 year, 150,000-mile useful life. The buses meet all ADA requirements and are reimbursed at 85/15. Research and Development: This award does not include research and development activities. Indirect Costs: This award does not include an indirect cost rate. Suballocation Funds: Recipient organization is the Designated Recipient and can apply for and receive these apportioned funds. Pre -Award Authority: This award is using Pre -Award Authority. Award Budget Total Award Budget: $373,789.00 Amount of Federal Assistance Obligated for This FTA Action (in U.S. Dollars): $373,789.00 Amount of Non -Federal Funds Committed to This FTA Action (in U.S. Dollars): $0.00 Total FTA Amount Awarded and Obligated (in U.S. Dollars): $373,789.00 Total Non -Federal Funds Committed to the Overall Award (in U.S. Dollars): $0.00 Award Budget Control Totals The Budaet includes the individual Proiect Budaets (Scopes and Activitv Line Items) or as attached Funding Source Section of Statute CFDA Number Amount 5339 — Buses and Bus Facilities Formula 5339-1 20526 $373,789 Local $0 Local/In-Kind $0 State $0 State/In-Kind $0 Other Federal $0 Transportation Development Credit $56,069 Adjustment $0 Total Eligible Cost $373,789 (The Transportation Development Credits are not added to the amount of the Total Award Budget.) U.S. Department of Labor Certification of Public Transportation Employee Protective Arrangements: DOL Decision: DOL Concurs - Certified DOL Review Date: 8/23/2023 DOL Certification Date: 8/23/2023 Special Conditions There are no special conditions. FINDINGS AND DETERMINATIONS By signing this Award on behalf of FTA, I am making all the determinations and findings required by federal law and regulations before this Award may be made. FTA AWARD OF THE GRANT AGREEMENT Awarded By: Gail Lyssy Regional Administrator FEDERAL TRANSIT ADMINISTRATION U.S. DEPARTMENT OF TRANSPORTATION Contact Info: gail.lyssy@dot.gov Award Date: 8/23/2023 EXECUTION OF THE GRANT AGREEMENT Upon full execution of this Grant Agreement by the Recipient, the Effective Date will be the date FTA or the Federal Government awarded Federal assistance for this Grant Agreement. By executing this Grant Agreement, the Recipient intends to enter into a legally binding agreement in which the Recipient: (1) Affirms this FTA Award, (2) Adopts and ratifies all of the following information it has submitted to FTA: (a) Statements, (b) Representations, (c) Warranties, (d) Covenants, and (e) Materials, (3) Consents to comply with the requirements of this FTA Award, and (4) Agrees to all terms and conditions set forth in this Grant Agreement. Executed By: LUBBOCK, CITY OF