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HomeMy WebLinkAboutResolution - 2009-R0507 - Agreement - TXDOT - Regional Coordination Planning - 11/19/2009Resolution No. 2009—RO507 November 193 2009 Item No. 5.1.3 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Project Grant Agreement No. 510XXF7005, to assist with Regional Coordination Planning, by and between the City of Lubbock and the State of Texas acting through the Texas Department of Transportation (TxDOT), and related documents. Said Project Grant Agreement is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 19th day of November , 2009. TOM MARTIN, MAYOR ATTEST: becca Garza, City ED AS TO CONTENT: Loomis, Assistant City Manager sortation & Public Works APPROVED AS TO FORM: Chad Weaver, Assistant City Attorney vw:ccdocs/RES.Citibus-PGA-TXDOT October 20, 2009 Resolution No. 2009-RO507 Project Grant Agreement # 51OXXF7005 SUBRECIPIENT: City of Lubbock / Citibus Regionally Coordinated Transportation Planning CFA #: 20.515 PROJECT GRANT.AGREEMENT # 51 OXXF7005 STATE PROJECT # REG 1005(51) MASTER GRANT AGREEMENT # 517XXF7054 THE STATE OF TEXAS § THE COUNTY OF TRAVIS § PUBLIC TRANSPORTATION FISCAL YEARS 2010 AND 2011 REGIONALLY COORDINATED TRANSPORTATION PLANNING PROJECT GRANT AGREEMENT THIS PROJECT GRANT AGREEMENT (PGA) is made by and between the State of Texas, acting through the Texas department of Transportation, hereinafter called the "State," and City of Lubbock 1 Citibus, hereinafter called the "Subrecipient." WITNESSETH WHEREAS, 49 U.S.C. §5304, provides that eligible recipients may receive federal funds for public transportation planning; and, WHEREAS, Transportation Code, Chapter 455, authorizes the State to assist the Subrecipient in procuring aid for the purpose of establishing and maintaining public and mass transportation projects and to administer funds appropriated for public transportation under Transportation Code, Chapter 456; and, WHEREAS, the Texas Transportation Commission has approved Minute Order Number 112065 -,and, WHEREAS, the Subrecipient executed a Fiscal Year 2010 Grant Application, Part I (GA Part 1) and Fiscal Year 2009 Grant Application, Part II (GA Part ll) for consideration for state and/or federal grants; and, WHEREAS, a Master Grant Agreement (MGA) between the Subrecipient, and the State has been adopted and states the general terms and conditions for grant projects developed through this PGA. NOW, THEREFORE, in consideration of the premises and of the mutual covenants hereinafter set forth, the State and the Subrecipient hereto agree as follows: City of Lubbock 1 Citibus Page 1 of 19 State Project# REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51 OXXF7005 AGREEMENT ARTICLE 1. GRANT TIME PERIOD This PGA becomes effective when fully executed by both parties or on January 1, 2010, whichever is later. This PGA shall remain in effect until August 31, 2011, unless terminated or otherwise modified in an Amendment. This PGA will not be considered fully executed until both parties have executed a MGA, and the Subrecipient has submitted the GA Part It (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 The Subrecipient shall commence, carry out and complete the public transportation project described in Approved Project Description (Attachment A) and Table of Contents (Attachment D) with all practicable dispatch, in a sound, economical and efficient manner. The Subrecipient shall carryout the public transportation project described in the Attachment A in accordance with all of the documents associated with the MGA, and with all applicable federal and state laws and/or regulations. If applicable, the Subrecipient shall begin competitive procurement procedures by issuing an invitation for bids or a request for proposals no later than sixty (60) days after the effective date of this grant agreement for the purchase of the approved line item(s) referenced in the Master Budget Page (Attachment B), the Approved Payment Schedule (Attachment C), and the Table of Contents (Attachment D). No later than sixty (60) days after the issuance of public notification, the Subrecipient shall publicly open all bids or privately review proposals. The Subrecipient shall enter into a binding agreement with a supplier no later than thirty (30) days after the opening of an acceptable bid or proposal. The Subrecipient shall notify the department in writing when it is necessary to exceed these deadlines. ARTICLE 3. COMPENSATION A. The maximum amount payable under this PGA without modification is $66,153.00 provided that expenditures are made in accordance with the amounts and for the purposes authorized in the Attachments A, B, C, and D. R. The State's reimbursement to the Subrecipient is contingent upon the availability of appropriated funds. The State shall have no liability for any claims submitted by the Subrecipient or its subcontractors, vendors, manufacturers or suppliers if sufficient federal or state funds are not available to pay the Subrecipient's claims. C. To be eligible for reimbursement under the MGA, a cost must be incurred and authorized within the MGA period specified in Article 1, MGA and PGA Grant Time Period. D. The Subrecipient may submit requests for reimbursement to the State no more frequently than monthly and only upon completion of respective deliverables as approved by the Public Transportation Division. The Subrecipient will use invoice statements acceptable to the State. Additional documentation to support any cost incurred during the billing period may be required at the discretion of the State. As a City of Lubbock I Cilibus Page 2 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51 OXXF7005 minimum, each billing must be accompanied by a summary by budget line item which indicates the total amount authorized for each line item, previous expenditures, current period expenditures and the balance remaining in the line item. The original and one copy of the invoice is to be submitted to the following address: Eric L. Gleason Director of Public Transportation Division Texas Department of Transportation to 125E. 11 Street Austin, Texas 78701-2483 E. The State will make payment within thirty (30) days of the receipt of properly prepared requests for reimbursement. F. The Subrecipient will submit a final billing within forty-five (45) days of the completion or termination of the MGA or PGA in accordance with Article 1, Grant Period. G. Because this contract provides for reimbursement of costs that have already been incurred, it is the expectation of the State that all subcontractors and vendors will have been paid before a request for reimbursement is submitted. If for any reason a subcontractor or vendor has not been paid the Subrecipient shall pay that subcontractor and/or vendor for work performed within ten (10) days after the Subrecipient receives payment for the work performed by the subcontractor. Also, any retained monies on a subcontractor's work shall be paid to the subcontractor within ten (10) days after the Subrecipient receives any retainage payment The State shall not be responsible for the debts of the Subrecipient. The requirement of paying contractors and vendors within ten (10) days is also applicable to all sub-tier subcontractors and the above provisions shall be made a part of all subcontracts. Failure to comply with any of the above requirements may cause withholding of payments to the Subrecipient and will be grounds for termination of this grant agreement by the State. H. The above requirements are also applicable to all sub-tier subcontractors and the above provisions shall be made a part of all subcontracts. I. Failure to comply with any of the above requirements may cause withholding of payments to the Subrecipient and will be grounds for termination of this MGA and PCAs by the State. ARTICLE 4. AUDIT REQUIREMENTS Subrecipient audit procedures shall meet or exceed the audit requirements outlined in Title 48, Code Federal Regulations (C.F.R.), Federal Acquisition Regulations (FAR). ARTICLE 5. STANDARDS FOR FINANCIAL ADMINISTRATION The Subrecipient's standards for financial administration must conform with the requirements of 49, Code of Federal Regulations §18.20. City of Lubbock / Citibus Page 3 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51OXXF7005 ARTICLE 6. AMENDMENTS Except as noted in the MGA, changes in the scope, objectives, cost or duration of the project authorized herein shall be enacted by written amendment approved by the parties hereto before additional work may be performed or additional costs incurred. Any amendment so approved must be executed by both parties within the grant period specified in the MGA Article 1, Grant Time Period. ARTICLE 7. SUCCESSORS AND ASSIGNS The Subrecipient binds themselves, their successors, assigns, executors and administrators in respect to all covenants of this agreement. The Subrecipient shall not sign, sublet or transfer their interest in this agreement without the written consent of the State. ARTICLE 8. LEGAL CONSTRUCTION In case any one or more of the provisions contained in this agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision thereof and this agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. ARTICLE 9. PRIOR AGREEMENTS This agreement constitutes the sole and only agreement of the parties hereto and supersedes any prior understandings or written or oral agreements between the parties respecting the public transportation grant specifically authorized and funded under this agreement. ARTICLE 10. INCORPORATION OF PROVISIONS Attachments are attached hereto and incorporated into this contract as if fully set forth herein. ARTICLE 11. SIGNATORY WARRANTY The undersigned signatory for the Subrecipient hereby represents and warrants that he or she is an officer of the organization for which he or she has executed this agreement and that he or she has full and complete authority to enter into this agreement on behalf of the organization. ARTICLE 12. COORDINATION According to Title 43 of the Texas Administrative Code §31.49, the Subrecipient will at all times coordinate the provision of public transportation services with other transportation operators, both public and private, in the area. The Subrecipient will furnish the State copies of any agreement resulting from such coordination. Agreements that authorize the payment of project funds to another entity are subject to the approval requirements described in Article 5, Subcontracts. City of Lubbock 1 Citibus Page 4 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51OXXF7005 ARTICLE 13. REPORTS The Subrecipient shall submit written or electronic reports described progress on the subrecipient's approved workplan. Reports must be delivered to the Texas Department of Transportation, Public Transportation Division on or before: FY 2010 December 15, 2009 March 15, 2010 June 15, 2010 September 15, 2010 FY 2011 December 15, 2010 March 15, 2011 June 15, 2011 September 15, 2011 Progress Reports shall include information on: • Lead Agency name • Reporting period • Changes to Regional Coordination Steering Committee membership; dates of most recent and next scheduled meetings • Progress report on activities during the reporting period • Issues 1 needs for assistance IN TESTIMONY WHEREOF, the parties hereto have caused these presents to be executed in duplicate counterparts. THE STATE OF TEXAS Executed for the Executive Director and approved for the Texas Transportation Commission for the purpose and effect of activating carrying out the orders, establishe les or rk pr rams heretofore approved and auth rized v the x nsportation Commission. By: c L. Gleason Directorpf 1j6 Transportation Division Date: City of Lubbock/Citibus By: A'70'5' Signature of Authorized Officer TOM MARTIN Typed, Printed or Stamped Name Title: MAYOR Date: November 19, 2009 List of Attachments A - Approved Project Description B - Budget C - Payment Schedule D - Updated Regionally Coordinated Transportation Plan Table of Contents City of Lubbock 1 Citibus Page 5 of 19 State Project # REG 1005(51) Federal & State 5304 Planning ATTEST: APPROVED RECIPIENT 441 ebecca arza f City Secretary Date: November 19, 2009 ED AS TO CONTENT: r' Loomis int City Manager Transportation & Public Works APPROVED AS TO FORM: i Chad Weaver Assistant City Attorney Resolution No. 2009-RO507 Project Grant Agreement # 510XXF7005 ATTACHMENT A APPROVED PROJECT DESCRIPTION FISCAL YEAR 2010 Task 1 Promote, educate and inform stakeholders of the regional planning process. Obtain support and buy -in from the stakeholders. Scope Attend local board and community meetings Make presentations regarding the goals of the regional coordination committee Deliverables 1. A report listing meetings attended and the overall effectiveness of the meetings. 2. An agenda and minutes of the stakeholders board meetings. TASK 2 Complete National Transit Institute class on Public Involvement in Transportation Decision Making. Scope Participate in class Deliverables: 1. Certificate of completion and report on how methods learned could enhance the process the public involvement process. TASK 3 Develop a Public Participation Plan for the region Scope Develop a plan to engage all stakeholder groups in the development of the Updated Regionally Coordinated Transportation Plan. Develop public participation materials a. Brochures b. PowerPoint c. Logo d. Surveys e. Website Deliverables: 1. A copy of Public Participation Plan and materials developed to support the plan. 2. Agenda and minutes of the Steering Committee approval of Public Participation Plan and materials that were developed to support of plan. City of Lubbock f Citibus Page 6 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51 OXXF7005 TASK 4 Conduct an inventory of transportation resources in region Scope Gather information regarding transportation resources in the region Contact transportation providers, those offering services through private, non-profit, community-based organizations, health and human services agencies, work force agencies and others. Research all agencies in region that are responsible for transportation planning. Take inventory of vehicles of transit providers in the region to identify. a. Current vehicle inventory b. Vehicles on order c. Projected needs for next 5 years — in effort to standardize vehicles throughout the region Deliverables: 1. A report on the on the transportation resources in region. 2. Agenda and meeting minutes Steering Committees approval of the report. TASK 5 Conduct a comprehensive assessment of unmet needs in the region Scope • Gather geographic information • Develop a data/listing with jobs, medical facilities/providers, and transportation options including projected growth of area. Surveys • Gather demographic information on overall population, age income, persons with disabilities, and other data to indicate need for transportation services. • Program descriptions of all Health & Human services agencies, and other agencies in the region. • Assessment of transportation inefficiencies and service gaps including transportation needs for older adults, children, persons with disabilities, low incomes, limited English proficiency, those served local, state, or federally funded health & human services, and work force agencies and contact others. Deliverables: 1. A report on the unmet needs. 2. Agenda and meeting minutes of Steering Committee approval of the unmet needs report. City of Lubbock / Citibus page i of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51OXXF7005 TASK 6 Conduct and prepare a meeting of the Steering Committee and Sub -committees as contained in the proposal. Scope: • Prepare an agenda. • Conduct meeting. • Provide each Steering Committee member with a clear, written explanation of the purpose and value of this regionally coordinated transportation planning effort and an explanation of members' roles. • Prepare minutes. Deliverables 1. An agenda and sign in sheet of the meetings attended. 2. Minutes of meeting including written explanation of the purpose and value of this regionally coordinated transportation planning effort and an explanation of members' roles. City of Lubbock / Citibus Page 8 of 19 State Project # RPG 1005(54 ) Federal & State 5304 Planning FISCAL YEAR 2011 TASK 1 Refine a detailed work plan for FY2011. Scope Prepare a draft of the refined work plan for FY2011 Project Grant Agreement # 51 OXXF7005 • Present refined draft to the Steering Committee, get their feedback, and incorporate into the final work plan for FY 2011 Deliverables 1. A Refined work plan for FY2011 2. An agenda and minutes of the Steering Committee meeting indicating discussion and approval of refined work plan. Task 2 Develop a Public Participation Plan for the region Scope Revise public participation materials Deliverables: 1. A copy of the revised Public Participation Plan reflecting the changes. 2. Agenda and minutes of the Steering Committee approval of the revised Public Participation Plan TASK 3 Draft of planning for comprehensive services Scope Gather information on the following programs and identify ways that these programs a) are currently integrated, or b) can be better integrated 1. FTA funded programs including JARC, New Freedom, Elderly Individuals with Disabilities, Urban Formula, and Non Urbanized formula programs 2. Health and Human Services programs 3. Workforce programs 4. Other Deliverables 1. Draft report on the planning for comprehensive services including sections on FTA funded programs, Health and Human Services programs, and Workforce programs. 2. Agenda and meeting minutes of the Steering Committee approving report.. City of Lubbock 1 Citibus Page 9 of 19 State Project # REG 1005(51) Federal & State 5304 Planning TASK 4 Streamline parallel planning processes Scope Project Grant Agreement # 510XXF7005 Inventory regional/local planning processes as conducted by (at a minimum): *Lubbock Metropolitan Planning Organization *Public Transportation agencies/providers *Private transportation providers *Workforce agencies *Health and Human Services agencies Develop a comprehensive list and narrative description of various planning process concerning transportation needs and/or services conducted in the planning region including, but not limited to, the above listed agency, Identify requirements of various other funding planning programs and describe how this updated plan satisfies requirements of those programs. Deliverables: 1. Report on Inventory regional/local planning processes. 2. A narrative description of various planning process concerning transportation needs and/or services conducted in the planning region 3. A report identifying requirements of various other funding planning programs. 4. Agenda and meeting minutes of the Steering Committee approving the reports. TASK 5 Staff structure and process to sustain planning and services Scope Assess the lead agency's role in staffing and capacity to carry out regionally coordinated transportation planning activities Assess steering committee member roles; committee membership, structure and how to the committee will operate, including discussion of the use of by-laws or other tools to enhance operations and effectiveness. Assess how the lead agency will routinely and meaningfully engage steering committee members, how the lead agency will regularly reach out to engage other stakeholders including riders, potential riders, and other members of the public Deliverables: 1. A report on the staffing and capacity to carry out regionally coordinated transportation planning activities, 2. A report on the steering committee member roles and the outcome. 3. Agenda and meeting minutes of the Steering Committee minutes approving reports. City of Lubbock / Citibus Page 14 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51OXXF7005 TASK 6 Leveraging resources/sustainability Scope • Identify ways to leverage other resources to sustain regionally coordinated transportation planning activities beyond FY 2012 • Explore options/funding sources that would allow the group to sustain regionally coordinated transportation planning activities beyond FY 2012. These options could include JARC funds or other State and Federal funds as well as local funding sources. Deliverables: 1. Report on Leveraging resources and sustainability 2. Agenda and meeting minutes of the Steering Committee minutes approving report. TASK 7 Develop performance measures to evaluate effectiveness Scope Identify and describe specific, locally -determined ways to determine if plan and courses of action are successful. Deliverables: 1. A report outlining the measures to be used in evaluating effectiveness. 2. Agenda and meeting minutes of the Steering Committee minutes approval of report. TASK 8 Create final update of Regionally Coordinated Transportation Plan Scope Combine all sections of the plan into one document. The final document will include, but will not be limited to all sections as outlined in Attachment D. Deliverable: 1. Final draft of the Regionally Coordinated Transportation Plan 2. Agenda and meeting minutes of the Steering Committee minutes approval of the plan. City of Lubbock f Citibus Page 1 1 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51 OXXF7005 TASK 9 Draft of the Introduction chapter of the Regionally Coordinated Transportation Plan. Scope Introduction chapter to the Regionally Coordinated Transportation Plan will include: *a general description of the background and purpose of the updated plan *the methodology used to update the plan *a description of outreach and public involvement activities. Deliverable: 1. A copy of the Draft Introduction Chapter. 2. Agenda and meeting minutes of Steering Committee minutes approving the Draft. TASK 10 Conduct and prepare for meetings in FY 2011 as outlined in the proposal for the Steering Committee and Sub -committees. Scope: • Prepare an agenda. • Conduct meeting. • Prepare minutes. Deliverables 1. An agenda and sign in sheet of the meeting attended. 2. A report detailing the focus of the meeting. 3. Approval of the report by the Steering Committee. City of Lubbock 1 Citibus Page 1.2 of 19 State Project # REG 1005(51) Federal & State 5304 Planning FISCAL YEAR 2012 TASK 1 Refine a detailed work plan for FY2012. Scope Prepare a draft of the refined work plan for FY2012 Project Grant Agreement # 51OXXF7005 • Present refined draft to the Steering Committee, get their feedback, and incorporate into the final work plan for FY 2012 Deliverables 1. A Refined work plan for FY2012 2. An agenda and minutes of the Steering Committee meeting indicating discussion and approval of refined work plan. TASK 2 Revise Public Participation Plan for FY 2012 for the region to meet the needs identified in the Needs Assessment Report Scope Develop a revised plan to engage all stakeholder groups in the development of the Updated Regionally Coordinated Transportation Plan. Revise public participation materials a. Brochures b. PowerPoint c. Logo d. Surveys e. Website Deliverables: 1. Copy of Revised Public Participation Plan and materials developed to support the plan. 2. Agenda and minutes of the Steering Committee approval of Public Participation Plan and materials that were developed to support of plan. City of Lubbock 1 Citibus Page 13 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51 OXXF7005 TASK 3 Conduct and prepare for meetings in FY 2012 as outlined in the proposal for the Steering Committee and Sub -committees. Scope: • Prepare an agenda. • Conduct meeting. Prepare minutes. Deliverables 1. An agenda and sign in sheet of the meeting attended. 2. A report detailing the focus of the meeting. 3. Agenda and meeting minutes of the Steering Committee meeting approving the activities. TASK 4 Research funding options to support transportation needs of the region by looking at the Coordinated Call and private sources. Scope Identify any new or additional funding opportunities that might be available Deliverable: 1. A report on funding opportunities that were applied for and the outcomes. 2. Agenda and meeting minutes of the Steering Committee meeting approving the funding efforts. City of Lubbock / Citibus Page 14 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51 OXXF7005 ATTACHMENT B UPDATED REGIONALLY COORDINATED TRANSPORTATION PLANNING BUDGET FOR FY 2010 and 2011 City of Lubbock / Citibus Page 15 of 19 State Project # REG 1005(51) Federal & State 5304 Planning FY 2010 FY 2011 Personnel $32,600.00 $22,661.90 Fringe $ 6,700.00 $ 2,170.84 Equipment $ 0.00 $ 0.00 Supplies $ 600.00 $ 420.00 Travel $ 2,000.00 $ 0.00 Contractual $ 0.00 $ 0.00 Indirect $ 0.00 $ 0.00 Other $ 1000.00 $ 0.00 Total $42,900.00 $23,252.74 City of Lubbock / Citibus Page 15 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51OXXF7005 ATTACHMENT C UPDATED REGIONALLY COORDINATED TRANSPORTATION PLANNING PAYMENT SCHEDULE FOR FY 2010 and 2011 This budget and payment schedule is based on receipt of approved deliverables and correct invoices for reimbursable expenses judged to be acceptable by the Public Transportation Division project manager. Fiscal Year 2010 Deliverable Payment Schedule Task 1 Deliverables 1. A report listing meetings attended and the overall effectiveness of the meetings. $ 525.00 2. Agenda and minutes of Stakeholder's Board meetings Task 2 Deliverables 1. Certificate of completion and report. 2,10©.00 Task 3 Deliverables 1. A copy of Public Participation Plan and materials developed 1,300.00 2. Agenda and minutes of Steering Committee meetin Task 4 Deliverables 1.A report on the inventory of the transportation resources 7,525.00 2. Agenda and minutes of Steering Committee meeting. Task 5 Deliverables 1. Report on unmet needs of the regions 21,600.00 2. Agenda and minutes of Steering Committee meeting- Task 6 Deliverables 1. Anagenda and sign -in sheets of the meetings attended 9,850.00 2. Minutes of meeting including written explanation of the purpose and value of this regionally coordinated transportation planning effort and an explanation of members' roles. Total $42,900.00 City of Lubbock 1 Citibus Page 16 of 19 State Project # REG 1005(51 ) Federal & State 5304 Planning Project Grant Agreement # 51OXXF7005 Fiscal Year 2011 Deliverable Payment Schedule Task 1 Deliverables 1. Refined work plan $1,042.32 2. An agenda and meeting minutes of the Steering Committee approval of the workplan Task 2 Deliverables 1 Cou of the revised public participation plan 775.48 2. An agenda and meeting minutes of the Steering Committee approval of public participation plan. Task 3 Deliverables 1. Graft report on the planning for comprehensive services. 3,059.86 2. An agenda and meeting minutes of the Steering Committee approval of the report Task 4 Dellverables 1. Report on inventory on regional/local planning processes 2,567.22 2. A narrative description of various planning process conceming transportation needs and/or services conducted in the region. 3. A report identifying requirements of various other funding planning programs. 4. An agenda and meeting minutes of the Steering Committee approval of reports. Task 5 Deliverables 1. A report on the staffing and capacity to carry out regionally coordinated transportation planning activities 4,860.96 2. A report on the steering committee member roles and the outcomes 3. An agenda and meeting minutes of the Steering Committee approval of the re orts Task 6 Deliverables 1. Report on leveraging resources and sustainability 373.16 2. An agenda and meeting minutes of the Steering Committee approval of the report. Task 7 Deliverables 1. A report outlining the measures to be used in evaluating effectiveness 463.92 2. An agenda and meeting minutes of the Steering Committee approval of the report Task 8 Deliverables 1. Final of the Updated Regionally Coordinated Transportation Plan 611.92 2. An agenda and meeting minutes of the Steering Committee approval of report Task 9 Deliverables 1. A report on the reception of plan by the public and stakeholders 1,242.32 2. An agenda and meeting minutes of the Steering Committee approval of the report Task 10 Deliverables 1. Anagenda and sign in sheets of the meetings attended 2. A report detailing the focus of the meeting 10,255.84 2. An agenda and meeting minutes of the Steering Committee approval of the report Total $23,253.00 City of Lubbock 1 Citibus Page 17 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Resolution No. 2009-80507 Project Grant Agreement # 51 OXXF7005 ATTACHMENT D UPDATED REGIONALLY COORDINATED TRANSPORTATION PLAN TABLE OF CONTENTS EXECUTIVE SUMMARY I. INTRODUCTION This section shall include a general description of the background and purpose of this updated plan and the methodology used to update it including a description of outreach and public involvement activities. Il. TRANSPORTATION RESOURCES IN THE REGION This section shall include a list and narrative description of: Transportation providers derived from a current, comprehensive inventory of providers including those offering public fixed route and demand -response services, and those offering services through private, non- profit, community-based organizations, health and human services agencies, work force agencies, and others. Between June and August 2009, the Public Transportation Division, under contract with the Texas Transportation Institute (TTI), will update the 2006 provider inventory. TTI will obtain information directly from recipients of funding from the Federal Transit Administration (FTA). Lead agencies shall survey non -FTA recipients for inclusion in the inventory. All agencies responsible for transportation planning in the region. III. COMPREHENSIVE ASSESSMENT OF THE PUBLIC'S UNMET TRANSPORTATION NEEDS AND INEFFICIENCIES IN THE DELIVERY OF TRANSPORTATION SERVICES This section shall be based on a current, comprehensive regional needs assessment and include a narrative description with supporting data explaining the region's unmet needs and inefficiencies based on findings from this needs assessment. This section shall include: • Geographic data • Demographic data on overall population, age, race, income, persons with disabilities, persons with limited English proficiency, and other data to indicate need for transportation services. • A list and narrative description of all health and human services agencies and programs, and work force agencies, and contact information derived from a current, comprehensive inventory of such agencies. • Assessment of transportation inefficiencies and service gaps including transportation needs of older adults, children, persons with disabilities, low incomes, limited English proficiency, those served by local-, state-, or federally funded health and human services agencies, and work force agencies, and others. • A description of the research methodology, findings, and recommendations of a current, comprehensive regional needs assessment, as well as research instruments. IV. PLANNING FOR COMPREHENSIVE SERVICES This section shall describe how this updated plan integrates services of various programs including: • FTA -funded programs including Job Access Reverse Commute, New Freedom, Elderly Individuals and Individuals with Disabilities, Urban Formula, and Non -Urbanized formula programs • Health and human services programs • Work force programs • Other City of Lubbock 1 Citibus Page 18 of 19 State Project # REG 1005(51) Federal & State 5304 Planning Project Grant Agreement # 51 OXXF7005 V. EFFORTS TO STREAMLINE PARALLEL PLANNING PROCESSES This section shall identify parallel planning processes occurring in the region and describe how regionally coordinated transportation planning activities will align or integrate with other transportation planning processes and activities in the region. This section shall include a: • Comprehensive list and narrative description of various planning processes concerning transportation needs and/or services conducted in the planning region such as those led by metropolitan planning organizations, other transportation agencies, work force agencies, health and human services agencies, and others. • Description of how this updated plan satisfies requirements of various other funded programs. VI. STAFF STRUCTURE AND PROCESS TO SUSTAIN PLANNING AND SERVICES This section shall describe the organizational structure, infrastructure, and process to sustain regionally coordinated transportation planning activities in the region, including: • The lead agency's role and staffing capacity to carry out regional transportation planning activities; • Steering committee member roles; committee membership, structure, and how the committee will operate, including discussion of the use of by-laws or other tools to enhance operations and effectiveness; • How the lead agency will routinely and meaningfully engage steering committee members; how the lead agency will regularly reach out to engage other stakeholders including riders, potential riders, and other members of the public; • How the lead agency and steering committee will regularly update this regionally coordinated transportation plan. VII. VISION, MISSION, GOALS, AND OBJECTIVES This section shall include vision and mission statements of the steering committee as well as clearly articulated goal(s) and measurable, time-limited objectives to address identified needs and transportation service gaps. Lead agencies shall determine the vision and mission statements, goals and objectives using a deliberative process actively involving the steering committee and other stakeholders including riders and potential riders. The Public Transportation Division encourages use of a skilled, neutral facilitator to aid this discussion and process. Lead agencies and steering committees shall prioritize objectives (identifying those that are short- or long-term) and address implementation based on time, resources, and feasibility. VIII. LEVERAGING RESOURCES/ SUSTAINABILITY This section shall describe how the region will leverage other resources to sustain regionally coordinated transportation planning activities beyond FY 2012. IX. PERFORMANCE MEASURES TO EVALUATE EFFECTIVENESS This section shall list and describe specific, locally -determined a) process and outcome measures to evaluate this updated plan, and b) performance measures for assessing progress towards achieving the locally -defined goal(s) and objectives. City of Lubbock / Cilibus Page 19 of 19 State Project # REG 1005(51) Federal & State 5304 Planning CITY OF LUBBOCK AGENDA ITEM SUMMARY II. CONSENT AGENDA ITEM #/SUBJECT: # Consider a resolution authorizing the Mayor to execute a revised Section 5304 Grant, Contract No. 510XXF7005, with the Texas Department of Transportation (TxDOT), to assist with Regional Coordination Planning. (Citibus) BACKGROUND DISCUSSION: TxDOT has allocated $66,153 of public transportation funds to the City of Lubbock to be used for regionally coordinated transportation planning in the South Plains Region. Citibus is the lead agency for the South Plains Region Recipients of the funds will not be required to provide a local match for these funds. The funds will be used to update the regionally coordinated transportation plan. The State has mandated that all regionally coordinated transportation plans roust by updated by the end of fiscal year 2011. FISCAL IMPACT: No local match will be required for these funds. Acceptance of this grant will result in no additional cost to the City of Lubbock. SUMMARY%RECOMMENDATION: Citibus recommends the approval of the revised Section 5304 Grant, Contract No. 510XXF7005, with the Texas Department of Transportation (TxDOT).