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HomeMy WebLinkAboutResolution - 2009-R0132 - FTA ARRA Grant Agreement - FTA - 04/09/2009Resolution No. 2009-RO132 April 9, 2009 Item No. 5.30 RESOLUTION 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 ,ected to execute for and on behalf of the City of Lubbock a Federal Transit lministration American Recovery and Reinvestment Act (ARRA) Grant Agreement, d related documents, by and between the City of Lubbock and the Federal Transit lministration, a copy of which Grant Agreement is attached hereto and which shall be read upon the minutes of Council and as spread upon the minutes of this Council shall nstitute and be a part herein as if fully set forth herein in detail. by the City Council this 9th day of April ) 2009. �, fr14;e— TOM MARTIN, MAYOR TTEST: bca Garza, City Secretary VED AS TO CONTENT: Jam fs Loom V Assi tart City Manager/Transportation and Public Works View Print DOT � U.S. Department of Transportation Application Page I of 11 Resolution No, 2009—RO132 FTA Federal Transit Administration Recipient ID: 1993 Recipient Name: CITY OF LUBBOCK Project ID: TX -96-X002-00 Budget Number: 1 - Budget Pending Approval Project Information: ARRA Grant Part 1: Recipient Information Project Number: TX -96-X002-00 Recipient ID: 1993 Recipient Name: CITY OF LUBBOCK Address: P. O. BOX 2000, LUBBOCK, TX 79408 0000 Telephone: (806) 712-2003 Facsimile: (806) 712-2012 Union Information Recipient ID: 1993 Union Name: NONE Address 1: Address 2: City: '000000000 Contact Name: Telephone: O - Facsimile: () 0-0000 E-mail: Website: Part 2: Project Information Project Type: Grant Gross Project Cost: $3„905,453 https:Hftateamweb.fta.dot.gov/teamweb/Applications/ViewPrint/ViewPrintRes.asp?GUID... 3/18/2009 View Print Project Number: TX -96-X002-00 Project Description: ARRA Grant Recipient Type: City FTA Project Mgr: Lynn Hayes/Cheryle Tyson Recipient Contact: Melinda Harvey New/Amendment: None Specified Amend Reason: Initial Application $0 Fed Dom Asst. #: 20507 Sec. of Statute: 53074 State Appl. ID: None Specified Start/End Date: - Recvd. By State: Mar. 13, 2009 EO 12372 Rev: Not Applicable Review Date: None Specified Planning Grant?: NO Program Date (STIP/UPWPIFTA Prm Plan) : Jul. 07, 2008 Program Page: None Specified Application Type: Electronic Yes Supp. Agreement?: No Debt. Delinq. Details: Urbanized Areas UZA ID UZA Name 481350 LUBBOCK, TX. Congressional _Districts State ID District Code District Official 48 19 Randy Nuegebauer Project Details Page 2 of I I Adjustment Amt: $0 Total Eligible Cost: $3,905,453 Total FTA Amt: $3,905,453 Total State Amt: $0 Total Local Amt: $0 Other Federal Amt: $0 Special Cond Amt: $0 Special Condition: None Specified S.C. Tgt. Date: None Specified S.C. Eff. Date: None Specified Est. Oblig Date: None Specified Pre -Award Authority?: Yes Fed. Debt Authority?: No Final Budget?: No Citibus intends to utilize 2009 Economic Recovery Act funds for several needed capital projects: 30' Hybrid Electric Buses Paratransit Vans Parking Lot construction (including security enhancements) Bus Shelters Preventive Maintenance All of these items have been previously programmed into the TIP/STIP or are included in the pending TIP/STIP https://ftateamweb.fta.dot.gov/teamweb/Applications/ViewPrint/ViewPrintRes.asp?GUID... 3/18/2009 View Print Page 3 of 11 amendment. The budget for the parking lot will fund the construction amount that exceeded the amount in a previously -funded grant (TX -04-0020). The construction contract for the parking lot project is $503,510. The parking lot renovation will include closing 8th Street between Buddy Holly and Texas Avenues, restriping, refencing, and adding lighting and security enhancements. No additional property will be obtained; the project will encompass Citibus' existing parking lot, which is surrounded on all four sides by City streets. The street closure will be via the Lubbock City Council, who will pass an ordinance closing the street. CONTINUING CONTROL - STREET CLOSURE: This process will involve the following steps, which are established City of Lubbock procuedures: 1. Application for closure filed with City Right -of -Way department. 2. Investigate status of water, sewer, paving and street light pro rata. 3. Submit preliminary plat to the planning department for street and alley closure. (includes metes and bounds descriptions that incorporate the closed rights of way into a lot.) The plat is reviewed by the Planning Commission. 4. First reading by City Council of ordinace to abandon and close the right of way. 5. Final plat submitted to the planning department. 6. Second reading by City Council to abandon and close the right of way. 7. Final plat, dedication deed, and ordinance closing the right of way are filed for public record in the deed records of the Lubbock County Courthouse. Earmarks No information found. Security No — We will not expend at least 1 % of the 5307 funds in this grant application for security purposes. 3. Other, please describe below. Explanation Spending the I% is not necessary at this time. Part 3: Budget Pro-ject Budget https:llftateamweb.fta.dot.gov/teamweb/Applications/ViewPrintNiewPrintRes.asp?GUID... 3/18/2009 Quantity FTA Amount Tot. Elig. Cost SCOPE 111-00 BUS - ROLLING STOCK 12 $2,661,448.00 $2,661,448.00 ACTIVITY 11.12.03 BUY REPLACEMENT 30 -FT BUS 3 $1,644,228.00 $1,644,228.00 11.12.04 BUY REPLACEMENT X30 FT BUS 9 $1,017,220.00 $1,017,220.00 SCOPE 114-00 BUS: SUPPORT EQUIP AND FACILITIES 0 $150,000.00 $150,000.00 https:llftateamweb.fta.dot.gov/teamweb/Applications/ViewPrintNiewPrintRes.asp?GUID... 3/18/2009 View Print Page 4 of 11 ACTIVITY BUY REPLACEMENT 30 -FT BUS 11.44.05 REHAB/RENOVATE -0 YARDS AND SHOPS $1,644„228.00 $150,000.00 $150,000.00 SCOPE 119-00 TRANSIT ENHANCEMENTS (BUS) 10 $69,803.00 $69,803.00 ACTIVITY 11.92.02 PURCHASE BUS SHELTERS 10 $69,87T7 $69,803.00 SCOPE 117-00 OTHER CAPITAL ITEMS (BUS) 0 $1,024,202.00 $1,024,202.00 ACTIVITY 11.7A.00 PREVENTIVE0 MAINTENANCE $1,024,202.00 $1,024,202.00 Estimated Total Eligible Cost: $3,905,453.00 Federal Share: $3,905,453.00 Local Share: $0.00 OTHER (Scopes and Activities not included in Project Budget Totals) None No Amendment Funding Source information is available for the selected project Alternative Fuel Codes 11.1203 BUY REPLACEMENT 30 -FT BUS Hybrid Electric 11.12.04 BUY REPLACEMENT X30 FT BUS Diesel Fuel Extended Budget Descriptions 11.12.03 BUY REPLACEMENT 30 -FT BUS 1 3 $1,644„228.00 $1,644,228.00 The cost for the 30' hybrid -electric buses, $548,076, is based on Citibus' most recent bus procurement. This price proposal, from Gillig, was dated October 13, 2008. The buses funded with ARRA funds will be purchased through existing options on the October 2008 procurement; there will be no price adjustment. 11.44.05 REHAB/RENOVATE - YARDS AND SHOPS 1 0 $150,000.00 $150,000.00 The low bid for the parking lot was $503,510. Of this amount, $387,744 is funded through TX -04-0020. Citibus https:llftateamweb.fta.dot.gov/teamweb/ApplicationsNiewPlInt/ViewPrintRes.asp?GUlD... 3/18/2009 View Print Page 5 of I I has budgeted $150,000 in this grant to fund the additional $115,766 required and to provide a contigency fund of $34,234. All remaining funds in this line item will be budgeted to preventive maintenance at the conclusion of the parking lot construction project. Milestone Description 11.92.02 PURCHASE BUS SHELTERS 10 $69,803.00 $69,803.00 2. This line item will fund the purchase of ten bus shelters, all of which will be placed in public rights of way. Nov. 11, 2008 Changes since the Prior Budget Unable to find change amount information. Part 4. Milestones 11.12.03 BUY REPLACEMENT 30 -FT BUS 3 $1,644,228 $1,644,228 11.12.04 BUY REPLACEMENT <30 FT BUS 9 $1,017,220 $1,017,220 Milestone Description Est. Comp. Date 1. 1. RFP/IFB OUT FOR BID Jun. 23, 2008 2. CONTRACT AWARDED Nov. 11, 2008 CONTRACT AWARDED These vehicles will be options that we will order from a current procurement that was awarded 1111112008. 3. 3. FIRST VEHICLE DELIVERED Dec. 15, 2010 4. ALL VEHICLES DELIVERED Dec. 15, 2010 5. CONTRACT COMPLETE Dec. 31, 2010 11.12.04 BUY REPLACEMENT <30 FT BUS 9 $1,017,220 $1,017,220 11.44.05 REHAB/RENOVATE - YARDS AND SHOPS 0 $150,000 $150,000 Milestone Description Est. Comp. Date 1. RFP/IFB OUT FOR BID Feb. 17, 2009 Feb. 08, 2009 Vehicles will be ordered from current contract with Houston Galveston Council of Governments; no RFP required. 2. CONTRACT AWARDED Mar. 23, 2009 3. FIRST VEHICLE DELIVERED Aug. 01, 2009 4. ALL VEHICLES DELIVERED Sep. 01, 2009 5. CONTRACT COMPLETE Sep. 30, 2009 11.44.05 REHAB/RENOVATE - YARDS AND SHOPS 0 $150,000 $150,000 https.//ftateamweb.fta.dot.gov/teamweb/ApplicationsNiewPrintNiewPrintRes.asp?GUID.,- 3/1812009 Milestone Description Est. Comp. Date 1. RFPIIFB Issued Feb. 08, 2009 https.//ftateamweb.fta.dot.gov/teamweb/ApplicationsNiewPrintNiewPrintRes.asp?GUID.,- 3/1812009 View Print Page 6 of 11 2. Contract Award Mar. 23, 2009 3. Contract Complete Jun. 30, 2009 11.92.02 PURCHASE BUS SHELTERS 10 $69,803 $69,803 11.7A.00 PREVENTIVE MAINTENANCE 0 $1,024,202 $1,024,202 Milestone Description Est. Comp. Date 1. Contract Awarded Mar. 23, 2009 2. Contract Complete Jun. 30, 2009 11.7A.00 PREVENTIVE MAINTENANCE 0 $1,024,202 $1,024,202 Part 5. Environmental Findings 11100 BUS - ROLLING STOCK 12 $2,661,448 $2,661,448 Finding No. 1 - Class II(c) C17 - Purchase of vehicles The purchase of vehicles by the applicant where the use of these vehicles can be accommodated by existing facilities or by new facilities which themselves are within a CE. 111203 BUY REPLACEMENT 30 -FT BUS 3 $1,644,228 $1,644,228 Finding No. 1 - Class II(c) C17 - Purchase of vehicles The purchase of vehicles by the applicant where the use of these vehicles can be accommodated by existing facilities or by new facilities which themselves are within a CE. 111204 BUY REPLACEMENT <30 FT BUS Finding No. 1, - Class I_I_(c) C17 - Purchase of vehicles 9 $1,017,220 $1,017,220 https:Hftateamweb.fta.dot.gov/teamweb/ApplicationsNiewPrintNiewPn'ntRes.asp?GUID... 3/18/2009 Milestone Description Est. Comp. Date 1. Project Begins Apr. 01, 2009 2. Preventive Maintenance Sep. 30, 2009 Part 5. Environmental Findings 11100 BUS - ROLLING STOCK 12 $2,661,448 $2,661,448 Finding No. 1 - Class II(c) C17 - Purchase of vehicles The purchase of vehicles by the applicant where the use of these vehicles can be accommodated by existing facilities or by new facilities which themselves are within a CE. 111203 BUY REPLACEMENT 30 -FT BUS 3 $1,644,228 $1,644,228 Finding No. 1 - Class II(c) C17 - Purchase of vehicles The purchase of vehicles by the applicant where the use of these vehicles can be accommodated by existing facilities or by new facilities which themselves are within a CE. 111204 BUY REPLACEMENT <30 FT BUS Finding No. 1, - Class I_I_(c) C17 - Purchase of vehicles 9 $1,017,220 $1,017,220 https:Hftateamweb.fta.dot.gov/teamweb/ApplicationsNiewPrintNiewPn'ntRes.asp?GUID... 3/18/2009 View Print Page 7 of 11 The purchase of vehicles by the applicant where the use of these vehicles can be accommodated by existing facilities or by new facilities which themselves are within a CE. 11400 BUS: SUPPORT EQUIP AND 0 $150,000 $150,000 FACILITIES Finding -No. 1 - Class II c . C08 - Install Shelters, fencing, & Amenities Installation of fencing, signs, pavement markings, small passenger shelters, traffic signals, and railroad warning devices where no substantial land acquisition or traffic disruption will occur. 114405 REHAB/RENOVATE - YARDS AND 0 $1501000 $150,000 SHOPS Finding No. 1 - Class II(c) C08 - Install Shelters, fencing, & Amenities Installation of fencing, signs, pavement markings, small passenger shelters, traffic signals, and railroad warning devices where no substantial land acquisition or traffic disruption will occur. 11900 TRANSIT ENHANCEMENTS (BUS) 10 $69,803 $69,803 Finding No. 1 - Class II(c) C08 - Install Shelters, fencing, & Amenities Installation of fencing, signs, pavement markings, small passenger shelters, traffic signals, and railroad warning devices where no substantial land acquisition or traffic disruption will occur. 119202 PURCHASE BUS SHELTERS 10 $69,803 $69,803 Finding No. 1 - Class II(c� C08 - Install Shelters, fencing, & Amenities Installation of fencing, signs, pavement markings, small passenger shelters, traffic signals, and railroad warning devices where no substantial land acquisition or traffic disruption will occur. 11700 OTHER CAPITAL ITEMS (BUS) 0 $1,024,202 $1,024,202 https:llftateamweb.fta.dot.gov/teamweb/Applications/ViewPrint/ViewPrintRes.asp?GUID... 3/1812009 View Pent Finding No. 1 - Class II(c) Page 8 of 1 l C16 - Program Admin. & Operating Assistance Program administration, technical assistance activities, and operating assistance to transit authorities to continue existing service or increase service to meet routine changes in demand. 117A00 PREVENTIVE MAINTENANCE 0 $1,024,202 $1,024,202 Finding No. 1 - Class_ 11_(c_) C16 - Program Admin. & Operating Assistance Program administration, technical assistance activities, and operating assistance to transit authorities to continue existing service or increase service to meet routine changes in demand. Part 6: Fleet Status Fixed Route Paratransit Before Change After I. Active Fleet A. Peak Requirement 55 0 55 B. Spares 9 0 9 C. Total (A+B) 64 0 64 D. Spare Ratio (BIA) 16.36% 0.00% 16.36% II. Inactive Fleet A. Other 0 0 0 B. Pending Disposal 0 0 0 C. Total (A+B) 0 0 0 . r11-1— Total (I.0 and ILC) 64 0 64 Paratransit https://ftateamweb.fta.clot.gov/teamweb/Applications/ViewPrintNiewPrintRes.asp?GUID... 3/18/2009 Before Change After I. Active Fleet A. Peak Requirement 28 0 28 B. Spares 0 0 0 C. Total (A+B) 28 0 28 D. Spare Ratio (B/A) 0.00% 0.00% 0.00% II. Inactive Fleet A. Other 01 0 0 https://ftateamweb.fta.clot.gov/teamweb/Applications/ViewPrintNiewPrintRes.asp?GUID... 3/18/2009 View Print Inventory of vehicles to be replaced is attached. Part 7. FTA Comments General Review Page 9 of 1 1 Comment Title: B. Pending Disposal 0 0 0 Mar. 12, 2009 C. Total (A+B) 0 0 0 Illi. Total (I.0 and II.C) 28 0 28 Inventory of vehicles to be replaced is attached. Part 7. FTA Comments General Review Page 9 of 1 1 Comment Title: Engineering Review Comment By: Gail Lyssy Date Created: Mar. 12, 2009 Date Updated: None Specified Ref Section: Unknown Comment: 30` hybrid electric buses: In a previous grant, these buses were $490,000 each. Please provide justification for the increase (shown as $553,557 each in this grant application). Paving of parking lot - Description indicates total construction cost is $503,510, funded through TX -04-0020 and this application. Grant TX -04-0020 includes $436,200 and this grant includes $150,000 for this project, which totals $586,200. Please provide justification for the difference ($503,510 vs $586,200). Bus shelters - Please provide the number of shelters funded through this ALI and indicate whether they will all be located within public right-of-way. Comment Title: New Comment Comment By: William Jones Date Created: Feb. 19, 2009 Date Updated: None Specified Ref Section: Unknown Comment: I have reviewed the CivilRights requirements and concur with this portion of the project application Comment Title: Engineering Review #2 Comment By: Cheryle Tyson Date Created: Mar. 13, 2009 Date Updated: None Specified Ref Section: Unknown Comment: Citibus provided the information requested by Gail. Engineering review of this grant is complete. Comments to DOL Comment Title: I New Comment https:Hftateamweb.fta.dot.gov/teamweb/ApplicationsNiewPn*ntfViewPrintRes.asp?GUID... 3/1812009 View Print Page 10 of 11 Comment By: Lynn Hayes Date Created: Feb. 24, 2009 Date Updated: None Specified Ref Section: Unknown Comment: Based on the time deadlines in the December 7, 1995, DOL guidelines pleae advise us of the USC. SEc.5333(b) terms and conditions for inclusion in the grant contract. Person to notify at FTA: Lynn Hayes Phone 817 978-0565 Email Lynn.hayes@dot.gov Grantee Contact: Melinda Harvey Phone: 806-712-2003 Email: mharvey@citibus.com Part 8: Results of Reviews The reviewer did not find any errors Part 9: Agreement UNITED STATES OF AMERICA DEPARTMENT OF TRANSPORTATION FEDERAL TRANSIT ADMINISTRATION GRANT AGREEMENT (FTA G-15, October 1, 2008) On the date the authorized U.S. Department of Transportation, Federal Transit Administration (FTA) official's electronic signature is entered for this Grant Agreement, FTA has Awarded Federal assistance in support of the Project described below. Upon Execution of this Grant Agreement by the Grantee named below, the Grantee affirms this FTA Award, and enters into this Grant Agreement with FTA. The following documents are incorporated by reference and made part of this Grant Agreement: (1) "Federal Transit Administration Master Agreement," FTA MA(15), October 1, 2008, http://www.fta.dot.gov/documents/1 5-Master.pdf (2) The Certifications and Assurances applicable to the Project that the Grantee has selected and provided to FTA, and (3) Any Award notification containing special conditions or requirements, if issued. FTA OR THE FEDERAL GOVERNMENT MAY WITHDRAW ITS OBLIGATION TO PROVIDE FEDERAL ASSISTANCE IF THE GRANTEE DOES NOT EXECUTE THIS GRANT AGREEMENT WITHIN 90 DAYS FOLLOWING THE DATE OF THIS FTA AWARD SET FORTH HEREIN. FTA AWARD FTA hereby awards a Federal grant as follows: Project No: TX -96-X002-00 Grantee: CITY OF LUBBOCK Citation of Statute(s) Authorizing Project: 49 USC 5307 - Urbanized Area Formula - Economic Recovery https:Hftateamweb.fta.dot.gov/teamweb/ApplicationsNiewPrintNiewPrintRes.asp'?GUID... 3/18/2009 View Print Page 1 1 of 1 i Estimated Total Eligible Cost (in U.S. Dollars. $3,905,453 Maximum FTA Amount Awarded [Including All Amendments] (in U.S. Dollars): $3,905,453 Amount of This FTA Award (in_ U.S. Dollars): $3,905,453 Maximum Percentage(s) of FTA Participation: Percentages of Federal participation are based on amounts included in the Approved Project Budget, modified as set forth in the text following the Project Description. U.S. Department of Labor Certification of Public Transportation_Employee ProtectiveArrangements_ Original Project Certification Date: 3/16/2009 Project Description: ARRA Grant The Project Description includes information describing the Project within the Project Application submitted to FTA, and the Approved Project Budget, modified by any additional statements displayed in this Grant Agreement, and, to the extent FTA concurs, statements in other documents including Attachments entered into TEAM -Web. https://ftateamweb. fta.dot. gov/teamweb/ApplicationsNiewPfint/ViewPrintRes.asp?GUIDr... 3/18/2009 CITY OF LUBBOCK AGENDA ITEM SUMMARY II. CONSENT AGENDA ITEM #/SUBJECT: # Consider a resolution authorizing the Citibus General Manager to execute a Federal Transit Administration American Recovery and Reinvestment Act (ARRA) Grant, #TX-96-Xo02-00. (Citibus) BACKGROUND DISCUSSION: The Federal Transit Administration has allocated $3,905,453 to The City of Lubbock/Citibus as part of the American Recovery and Reinvestment Act (ARRA) grant, 4TX-96-X002-00. The funds will be used for replacement 30' hybrid electric buses, replacement paratransit vehicles, preventative maintenance, bus shelters, and partial funding for the bus yard expansion. Citibus had pre -award authority on this grant and procurement has begun on most of these items. There is a "use it or lose it" provision in the ARRA that states systems have 180 days to obligate 50% of funds or they will be redistributed to recipients who have successfully obligated their apportionment; remaining unobligated portions will be redistributed within 1 year to recipients who have successfully obligated their apportionment. All economic recovery stimulus funds must be spent by September 30, 2010. ARRA funds can only be used for capital items, and cannot be used for operating expenses. Federal Transit Administration regulations require that all grants must be applied for and executed electronically. Therefore, Citibus would like to request that the Mayor allow Mr. John Wilson, Citibus General Manager, to execute this grant, once approved by City Council. FISCAL IMPACT: ARRA funds can be used at 100% allocation, meaning there is no local match required, and therefore there no additional funds needed from the City of Lubbock. SUMMARY/RECOMMENDATION: The Transportation Advisory Board and Citibus recommends the approval of a resolution authorizing the Citibus General Manager to execute the Federal Transit Administration American Recovery and Reinvestment Act Grant, #TX -96-X002-00.