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HomeMy WebLinkAboutResolution - 2019-R0312 - Consultant Contract For Transit Service With LMPO - 09/10/2019 Resolution No. 2019-R0312 Item No. 6.20 September 10, 2019 RESOLUTION BE 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 execute for and on behalf of the City of Lubbock, a Consultant Contract for Transit Services between the City of Lubbock and the Lubbock Metropolitan Planning Organization (LMPO) to provide transit services related to the LMPO's Unified Planning Work Program for fiscal year 2019-2020. Said 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 1 nth day of IRentPmhe, 2019. DANIEL M. POPE, MAYOR ATTEST: 5K---- RT Garza, City"S re ry APPROVED AS TO CONTENT: Bill ow rton, Deputy ,ity Manager APPROVED AS TO FORM: Ry 1i rook , •sistant City Attorne y lu:S.MPo-Consultant Comma I'm Transit Services-FY-2019-2020 8.26.19 Resolution No. 2019-RO312 LUBBOCK METROPOLITAN PLANNING ORGANIZATION CONSULTANT CONTRACT FOR TRANSIT SERVICES This Consultant Contract for Transit Services (the"Contract") is made, entered, and executed by and between the Lubbock Metropolitan Planning Organization, the designated Metropolitan Planning Organization of the Lubbock urbanized area (the "MPO"), and the City of Lubbock, a Texas municipal corporation (the"Consultant"), (each a "Party," and collectively, the"Parties"), acting by and through their duly authorized officers or representatives. WITNESSETH WHEREAS, pursuant to provisions of 23 USC 134, the Governor of the State of Texas has designated the MPO to be the single-focus planning organization for the Lubbock urbanized area and has executed an agreement to effectuate the designation; and, WHEREAS, pursuant to the Governor's designation and in compliance with applicable federal, state,and local laws, regulations,and ordinances, the MPO has developed and maintains a current Unified Planning Work Program which outlines work tasks and estimated expenditures; and, WHEREAS, the current Unified Planning Work Program has been approved by the State of Texas, acting by and through the State Department of Highways and Public Transportation, and the U.S. Department of Transportation, acting by and through the Federal Highway Administration; and, WHEREAS, the current Unified Planning Work Program authorizes the MPO to engage a consultant to perform the services described in Subtasks 3.2, 3.3, and 3.4 of the 2019 — 2020 Unified Planning Work Program,and the Consultant has proposed a plan to complete the task, and the MPO has accepted the proposal; and NOW,THEREFORE,in consideration of the promises,mutual covenants,and agreements of the Parties hereto, the MPO and the Consultant do mutually agree as follows: AGREEMENT Article 1. Term This Contract becomes effective when fully executed by the Parties, or on October 1, 2019, whichever occurs later, and shall terminate upon the MPO's final approval of the work completed by the Consultant, or on September 30, 2020, whichever occurs earlier, unless otherwise terminated or modified as hereinafter provided (the"Term"). Article 2. Responsibilities of the Parties The Consultant shall undertake and complete the tasks described in Exhibit A, Scope of Services, and in accordance with all terms and conditions of this Contract(the"Services"). The MPO shall provide assistance as appropriate and as specified in said Exhibit A,including approval of all work. Article 3. Compensation The maximum amount payable under this Contract shall not exceed the amount of Fifty-Three Thousand Seven Hundred Dollars ($53,700.00). The MPO may make partial proportionate Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock-2019 Page 1 payments of the fixed fee based on the amount of work completed by the Consultant. All payments made hereunder will be made on the basis of reimbursement of actual costs incurred,not to exceed the limits authorized in this Article. To be eligible for reimbursement, a cost must be incurred within the Tern and be authorized or not prohibited in Exhibit A. All costs must be supported by source documents which comply with generally accepted accounting practices. Payment of costs incurred is further governed by cost principles outlined in the Federal Acquisition Regulation, Part 31, Subpart 31.2, Contracts with Commercial Organizations. Article 3. Compensation 3.1 Consideration The consideration to be paid for the Services shall be on a per-task-completed basis. This amount shall be invoiced to the MPO monthly as work is performed, or as otherwise agreed to in writing by the Parties. 3.2 Basis for Compensation It is understood by the MPO that in some cases the tasks listed in Exhibit A are a continuing process and that the completion of each task is ongoing. The Consultant may charge the MPO on a recurring basis throughout the year provided that the MPO is furnished by the fifteenth (15t) day of each month a detailed description of the task completed including at a minimum: (1) The number of roan-hours used to perforin the task; (2) Cost per man-hours; (3) Any other cost associated with producing the task; (4) An explanation of how the work produced relates to Consultant's scope of work within the MPO Metropolitan Area Boundary; (5) Completed timesheets of the individuals working on each task that are used to seek reimbursement; and (6) Total amount of reimbursement sought for the tasks. 3.3 Funding The Parties agree that funds from which payments under this Contract shall be made originate from federal and state grant funds, and are subject to and contingent upon continued funding. In the event said fiulding is discontinued, the MPO shall provide the Consultant with seven (7) days notice thereof, and the Consultant shall immediately discontinue all activities in progress pursuant to this Contract. Article 4. Contract Amendments Significant changes in the terns and conditions of this Contract can be made only by written amendment executed by the Parties prior to the changes being made. Article 5. Additional Work If the Consultant is of the opinion that any work it has been directed to perform is beyond the scope of Services and constitutes additional work, the Consultant shall promptly notify the MPO in writing. In the event that the MPO finds that such work does constitute additional work, the MPO Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 2 shall so advise the Consultant and provide compensation for doing the work on the same basis as the original work or the MPO shall advise the Consultant not to perform the work. If the compensation for the additional work will cause the maximum amount payable to be exceeded, a written amendment will be executed. Any amendment so executed must be approved within the Term. Article 6. Changes in Work When the approved project description requires a completed work product, the MPO will review the work as specified in the approved project description. If the MPO finds it necessary to request changes in previously satisfactorily completed work or parts thereof, the Consultant will make such revisions as requested and directed by the MPO. Such work will be considered as additional work and subject to the requirements established in Article 5. If the MPO finds it necessary to require the Consultant to revise completed work to correct errors appearing therein,the Consultant will make such corrections, and no compensation will be paid for the corrections. Article 7. Inspection of Work The MPO, the State of Texas, and the U.S. Department of Transportation, and any authorized representative thereof, have the right at all reasonable times to inspect or otherwise evaluate the work performed or being performed hereunder and the premises on which it is being performed. If any inspection or evaluation is made on the premises of a subcontractor, the Consultant shall provide and require his subcontractor to provide all reasonable facilities and assistance for the safety and convenience of the inspectors in the performance of their duties. All inspections and evaluations shall be performed in such a manner as will not unduly delay the work. Article 8. Disputes The Parties shall act in good faith to resolve any and all disputes that may arise in connection with this agreement. The Consultant shall be responsible for the settlement of all contractual and administrative issues arising out of procurements entered into in support of contract work. Article 9. Noncollusion The Consultant warrants that it has not employed or retained any company or person, other than a bona fide employee working for it, to solicit or secure this Contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon or resulting from the award or making of this Contract. The Consultant shall also certify that it has not lobbied any federal officer or employee for awarding this contract pursuant to the certification as Appendix B. Article 10. Reporting The Consultant shall submit quarterly performance reports that provide as a minimum: (1) A comparison of actual accomplishments to the goals established for the period; (2) Reasons why established goals were not met, if appropriate; and (3) Other pertinent information including, when appropriate, analysis and explanation of cost overruns or high unit costs. Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 3 The Consultant shall submit a final report within ninety(90)days after completion of the Contract. The Consultant shall promptly advise the MPO in writing of events which have a significant impact upon the contract, including: (1) Problems, delays, or adverse conditions which will materially affect the ability to attain program objectives, prevent the meeting of time schedules and goals, or preclude the attainment of project work units by established time periods. This disclosure shall be accompanied by a statement of the action taken, or contemplated, and any assistance needed to resolve the situation; and (2) Favorable developments or events that enable meeting time schedules and goals sooner than anticipated or producing more work units than originally projected. Article 11. Records The Consultant agrees to maintain all books, documents, papers, accounting records, and other evidence pertaining to costs incurred and work performed hereunder and shall snake such materials available at its office during the Term and for three(3)years from the date of final payment under the Contract. Such materials shall be made available during the specified period for inspection by the authorized representatives of the MPO, the State of Texas, the U.S. Department of Transportation and the Office of the Inspector General, for the purpose of snaking audits, examinations, excerpts, and transcriptions. Article 12. Subcontracts Any subcontract for professional services rendered by individuals or organizations not a part of the Consultant's organization shall not be executed without prior authorization and approval of the subcontract by the MPO. Subcontracts in excess of twenty-five thousand dollars ($25,000) shall contain all required provisions of this Contract. Article 13. Termination Either Party to this Agreement may terminate this Contract in part or in whole at any time before the date of completion whenever it is determined that the other Party has failed to comply with the conditions of the Contract. The terminating Party shall give written notice to the other Party at least seven (7) days prior to the effective date of termination and specify the effective date of termination and the reason for termination. If the Parties agree that the continuation of the Contract in whole or in part would not produce beneficial results commensurate with the further expenditure of funds, the Parties shall agree upon the termination conditions, including the effective date and, in the case of partial terminations,the portion to be terminated. Upon termination of this Contract, whether for cause or at the convenience of the Parties, all finished or unfinished documents, data, studies, surveys, reports, maps, drawings, models, photographs, etc., prepared by the Consultant shall, at the option of the MPO, be delivered to the MPO with no restriction on future use. The MPO shall compensate the Consultant for those eligible expenses incurred during the Term which are directly attributable to the completed portion of the Services, provided that the completed portion of the Services has been in a manner satisfactory and acceptable to the MPO. The Consultant shall not incur new obligations for the terminated portion after the effective date of termination. Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 4 Article 14. Remedies Violation or breach of this Contract by either Party shall be grounds for termination of the Contract. This Contract shall not be considered as specifying the exclusive remedy for any default, but all remedies existing at law and in equity may be availed of by either party and shall be cumulative. Article 15. Compliance With Laws The Consultant shall comply with all Federal, State, and local laws, statutes, ordinances,rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any matter affecting the performance of this Contract, including, without limitation, workers' compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When required, the Consultant shall furnish the MPO with satisfactory proof of its compliance therewith. Article 16. Successors and Assigns The MPO and the Consultant each binds itself, its successors, executors, assigns, and administrators to the other Party to this Contract and to the successors, executors, assigns, and administrators of such other Party in respect to all covenants of this Contract.The Parties shall not assign,sublet, or transfer any interest in this Contract without the written consent of both Parties. Article 17. Ownership of Documents Upon completion or termination of this Contract, all documents prepared by the Consultant or furnished to the Consultant by the MPO shall be delivered to and become the property of the MPO. All sketches,photographs, calculations, and other data prepared under this Contract shall be made available, upon request, to the MPO without restriction or limitation of further use. Article 18. Signatory Warranty The undersigned signatory for the Consultant hereby represents and warrants that signatory is an officer of the organization for which the signatory has executed this Contract and that the signatory has full and complete authority to enter into this Contract. Article 19. Consultant Resources The Consultant warrants that it presently has adequate qualified personnel in its employment for perfonnance of the Services. Unless otherwise specified, the Consultant shall furnish all equipment, materials, and supplies required to perform the Services. All employees of the Consultant shall have such knowledge and experience as will enable them to perform the duties assigned to them. Article 20. Equal Employment Opportunity The Consultant agrees to comply with Executive Order 11246 entitled "Equal Employment Opportunity"as amended by Executive Order 11375 and as supplemented in Department of Labor Regulations (41 CFR 60). Article 21. Nondiscrimination During the performance of this contract,the Consultant,its assigns and successors in interest, agree as follows: Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 5 (1) Compliance with Regulations:The Consultant shall comply with the following regulations relative to nondiscrimination in federally-assisted programs of the U.S. Department of Transportation as they may be amended from time to time (hereinafter referred to as the Regulations),which are herein incorporated by reference and made a part of this Contract. A. Title VI of the Civil Rights Act of 1964, as amended(42 U.S. C. 2004d-1)and 49 CFR part 21; B. 49 U.S.C. 5332, prohibiting discrimination on the basis of race, color, creed, national origin, sex, or age in employment or business opportunity; C. Section 110(b) of the SAFETEA-LU (Pub. L. 109-59) and 49 CFR part 26 regarding the involvement of disadvantaged business enterprises in USDOT funded projects; D. 23 CFR part 230, regarding the implementation of an equal employment opportunity program on Federal and Federal-aid highway construction contracts; E. The provisions of the Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq.) and 49 CFR parts 27,37, and 38; F. the Older Americans Act, as amended (42 U.S.C. 6101), prohibiting discrimination on the basis of age in programs or activities receiving Federal financial assistance; G. Section 324 of title 23 U.S.C. regarding the prohibition of discrimination based on gender; and H. Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) and 49 CFR part 27 regarding discrimination against individuals with disabilities. (2) Nondiscrimination: The Consultant, with regard to the work performed by it during the Contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Consultant shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 and Part 710.405(b) of the Regulations, including employment practices when the contract covers a program set forth in Appendix B of the Regulations. (3) Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by the Consultant for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Consultant of the Consultant's obligations under this Contract and the Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin. (4) Information and Reports:The Consultant shall provide all information and reports required by the Regulations, or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the State Department of Highways and Public Transportation or the U.S. Department of Transportation to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of the Consultant is in the exclusive possession of another who fails or refuses to furnish this information, the Consultant shall so certify to the State Department of Highways and Public Transportation Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock-2019 Page or the U.S. Department of Transportation as appropriate, and shall set forth what efforts it has made to obtain the information. (5) Sanctions for Noncompliance: In the event of the Consultant's noncompliance with the nondiscrimination provisions of this Contract, the State Department of Highways and Public Transportation shall impose such sanctions as it or the U.S. Department of Transportation may determine to be appropriate, including but not limited to: A. withholding of payments to the Consultant under the Contract until the Consultant complies, or B. cancellation, termination, or suspension of the Contract in whole or in part. (6) Incorporation of Provisions: The Consultant shall include the provisions of paragraphs 1 through 6 in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Regulations or directives issued pursuant thereto. The Consultant shall take such action with respect to any subcontract or procurement as the MPO may direct as a means of enforcing such provisions including sanctions for noncompliance; provided,however,that in the event a Consultant becomes involved in,or is threatened with litigation with a subcontractor or supplier as a result of such direction, the Consultant may request the MPO to enter into such litigation to protect the interests of the MPO; in addition, the Consultant may request the United States to enter into such litigation to protect the interests of the United States. Article 22. Minority Business Enterprises It is the policy of the U.S. Department of Transportation that Minority Business Enterprises as defined in 49 CFR 23, Subpart A, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. Consequently the Minority Business Enterprise requirements of 49 CFR 23, exclusive of Subpart D, apply to this Contract as follows: (1) The Consultant agrees to insure that Minority Business Enterprises as defined in 49 CFR 23, Subpart A, have the maximum opportunity in the performance of contracts and subcontracts financed in whole or in part with Federal funds. In this regard, the Consultant shall take all necessary and reasonable steps in accordance with 49 CFR 23, exclusive of Subpart D, to insure that Minority Business Enterprises have the maximum opportunity to compete for and perform contracts; and (2) The Consultant and any subcontractor shall not discriminate on the basis of race, color, national origin,or sex in the award and performance of contracts funded in whole or in part with Federal fiends. These requirements shall be physically included in any subcontract. Failure to carry out the requirements set forth above shall constitute a breach of Contract and, after the notification of the MPO, may result in termination of the Contract by the MPO or other such remedy as the MPO deems appropriate. Article 23. Delinquent Tax Certification Pursuant to Article 2.45 of the Business Corporation Act,Texas Civil Statutes,which prohibits the State from awarding a contract to a corporation that is delinquent in paying taxes under Chapter Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 7 Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 8 SIGNATURES IN WITNESS WHEREOF, the Parties hereby execute this Contract by their duly authorized representatives on this I oth day of September , 2019• FOR MPO: FOR CONSULTANT: Jeff gortationlPolicy 'r Daniel M. Pope Tr n Committee Mayor, City of Lubbock ATTEST: ATTEST: Tammy Walker, M O Secretary Be y Garza, City Secret ry -) AS TO CONTENT: AS TO CONTENT: H. Davi Jones, Billerton, Transportation Planning Director Dep y City Manages AS TO FORM: Ry Br oke, Assist/t City Attorney Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page it J EXHIBIT A: Scope of Services Transit Services The following items shall be included in the scope of services to be rendered by the Consultant pursuant to this Contract (the "Project"). It is understood and agreed that unless this Contract is extended by Parties, mutually and in writing, no activity or compensation therefore shall be made after September 30, 2020, and that the Project shall be completed in full before said date except as otherwise provided for in this Scope of Services. The stated purpose of the Project is to produce new reports based on the collection of new data or update existing reports to satisfy "maintenance of eligibility" standards as required by federal agencies. Named reports include but are not limited to the following: 1. Technical Study Report(annually); 2. National Transit Database reporting and related data collection and analysis (monthly/annually); 3. Grant application preparation (as required); 4. Federal Financial Status reports (monthly); 5. Federal Milestone Status Reports (quarterly); 6. DBE program preparation and reports (annually); and 7. Safety and Security Plan update(annually). Contingent upon funding and staff availability,this year's projects could also include the following requisite documents to support Citibus planning and compliance efforts: Passenger Marketing Survey—survey would seek passenger feedback on topics such as trip purpose,travel times,methods of payment,the cost of fares/passes, and utilization of Citibus services, as well as age, race, incorne, home language, and educational level. This information would be used for route planning and consideration of service changes, as requested by Title VI program. The Project would be completed with available staff resources. At the conclusion of this Scope of Services, the Consultant will be able to continue to provide the technology to support long and short range planning activities including data collection and analysis, federal reporting, and demographic analysis. All subtasks set out in this Scope of Services shall be complete on or before September- 30, 2020 unless extended by the Technical Advisory Committee and approved in the following year's Unified Planning Work Program. This task and all associated sub-tasks are annual ongoing elements. Construction and/or performance progress shall be reported monthly to the Technical Advisory Committee by the Project Manager. Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 12 The Consultant will be responsible for any and all research, investigation, and data recovery necessary to perform the described services. The Consultant will be responsible for any and all data interpretation, compilation and entry necessary to complete this project. The Consultant will be responsible for any survey necessary to perform the data collection, all coordination among the stakeholders, and any mobilization necessary to implement the services to be provided. Collected data will be used by the Lubbock Metropolitan Planning Organization(LMPO)to update the Travel Demand Model, Metropolitan Transportation Plan, and the Transportation Improvement Program as required by law and policies of the various stakeholders. APPROVED: H. David Jones, Bill H erton, Transportation Planning Director De y City Manager Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 13 APPENDIX A:DEBARMENT CERTIFICATION (Negotiated Contracts) (1) City of Lubbock,as the CONSULTANT,certifies to the best of its knowledge and belief,that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any federal department or agency; (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public* transaction or contract under a public transaction; violation of federal or state antitrust statutes or conlnaisslon of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a govenunental entity* with comnmsslon of any of the offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three-year period preceding this application/proposal had one or more public transactions* terminated for cause or default. (2) Where the CONSULTANT is unable to certify to any of the statements in this certification, such CONSULTANT shall attach an explanation to this certification. *Federal, State, or local Daniel M. Pope,Mayor September 10, 2019 Date Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 14 APPENDIX B: CERTIFICATION FOR CONTRACTS,GRANTS, LOANS AND COOPERATIVE AGREEMENTS The undersigned certifies to the best of his or her knowledge and belief,that: (1) No federal appropriated funds have been paid or will be paid by or on behalf of the undersigned,to any person for influencing or attempting to influence an officer or employee of any federal agency,a Member of Congress,an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract,the making of any federal grant,the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan,or cooperative agreement. (2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan,or cooperative agreement,the undersigned shall complete and submit Standard Form -LLL,"Disclosure Form to Report Lobbying,"in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements)and that all Consultants shall certify and disclosure accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, and U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than$10,000 and not more than$100,000 for each such failure. Daniel M. Pope,Mayor September 10, 2014 Date Consultant Contract for Transit Services—Lubbock Metropolitan Planning Organization&City of Lubbock—2019 Page 15