HomeMy WebLinkAbout13 - CC-13 - OCTA Senior Mobility Program Agency Serv - 4/19/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: APRIL 19, 2016 ITEM NUMBER: CC -13
SUBJECT: OCTA SENIOR MOBILITY PROGRAM AGENCY SERVICE PLAN
DATE: APRIL 1, 2016
FROM: JUSTIN MARTIN, INTERIM RECREATION MANAGER
YVETTE E. AGUILAR, SENIOR CENTER PROGRAM ADMINISTRATOR
PRESENTATION BY: JUSTIN MARTIN, INTERIM RECREATION MANAGER
FOR FURTHER INFORMATION CONTACT: YVETTE E. AGUILAR, SENIOR CENTER PROGRAM
ADMINISTRATOR
(714) 327-7540
RECOMMENDATION
Staff recommends that the City Council approve and adopt the OCTA Senior Mobility Program
Agency Service Plan.
BACKGROUND
Measure M, Orange County's half -cent transportation sales tax, was first approved in 1990 for a
twenty year period. After experiencing twenty years of success and progress, voters renewed the
sales tax for another thirty years resulting in Measure M2. Measure M2 includes funding for three
programs, one of which is known as Project U, the senior and disabled transportation fare
stabilization program. As part of Project U, one percent of net revenues from this tax support
local community transportation services through the Orange County Transportation Authority
(OCTA) Senior Mobility Program (SMP).
In the City of Costa Mesa, SMP grant funding is currently allocated to provide contracted driver
services for the senior para -transit program. This program allows for the transport of Costa
Mesa seniors, age 60 and older, to and from the Costa Mesa Senior Center for various reasons
free of charge. Transportation is also provided for participation in: recreational activities; a
congregate meal program; personal shopping trips; and other routinely scheduled
appointments. The program is housed at the Costa Mesa Senior Center and operates Monday
through Friday from 8 a.m.-4p.m. Seniors wishing to utilize the service do so by calling the
program's telephone line to schedule pick-up and delivery to locations within the City. The
current SMP Agreement with the OCTA is set to expire on June 30, 2016, but does have an
option for extension through June 30, 2021.
The City currently contracts with Western Transit Systems to provide driver services for the Senior
Mobility Program. The driver is an employee of Western Transit Systems, which has been
providing driver services to the City for the program since 2011. A new agreement for driver
services will be brought to City Council for action prior to the expiration of the current
agreement.
The OCTA SMP grant funding allocation requires a 20% match from the City, either by direct
financial support or through indirect cost. The City's funding match for this grant is allocated to
fuel and maintenance expenses associated with the para -transit vehicle and back-up vehicle.
The City currently utilizes two (2) donated para -transit vehicles to operate their program. One
vehicle is used as the primary vehicle (donated by the OCTA in 2015) and the other is used as
a reserve vehicle (older donated bus retained by the City). The Agreement provides for the
OCTA to donate one used, para -transit vehicle to the City for its use.
ANALYSIS
The City's existing agreement will expire June 30, 2016. The proposed SMP Agency Service
Plan will replace the current Scope of Work and must be approved prior to bringing the request
to extend the current Agreement between the City and OCTA.
Highlighted SMP Agency Plan changes include:
■ Trips outside Orange County are limited to medical trips only within 10 miles of the county
border
■ The monthly reporting template has been revised and will require additional trip and
expenditure details
Currently, the City's SMP is in compliance with these regulations and staff will continue to
ensure that all of the set forth standards are met.
FISCAL REVIEW
Under the current agreement, OCTA grand funding has totaled more than $300,000 for the
Senior Mobility Program.
Year
OCTA Grant Amount
2012
$72,789
2013
$75,175
2014
$77,035
2015
$81,199
Grand Total Between 2012-2015
$306,189
LEGAL REVIEW
No legal review is required for this item.
ALTERNATIVES CONSIDERED
City Council could choose to not accept the Service Agency Plan, which would affect the receipt
of grant funds. The City could then choose to operate the transportation program with the use
of City funds, or not provide a senior transportation program to the senior population of Costa
Mesa.
CONCLUSION
Staff recommends that the City Council approve and adopt the OCTA Senior Mobility Program
Agency Service Plan to continue receiving grant funding for the SMP upon renewal of the
agreement.
Justin Martin
Interim Recreation Manager
Attachments:
1. Senior Mobility Program Agency Service Plan
Tamara S. Letourneau
Assistant Chief Executive Officer
1►
Attachment 1
niSenior Mobility Program
OCTA Agency Service Plan
Jurisdictions and agencies participating in the Orange County Transportation Authority
(OCTA) Senior Mobility Program (SMP) must complete the following Service Plan in order to
receive SMP funding. The Service Plan must be developed in accordance with SMP
Guidelines, included as Attachment 1, and submitted to OCTA for review. Upon review from
OCTA, the Service Plan must be formally adopted by the agency's council or governing body
and approved by the OCTA Board of Directors. Any modifications to SMP services will
require submittal of a new Service Plan.
Participant Information:
Agency City of Costa Mesa
Program Contact Yvette E. Aguilar
Email yvette.aguilar@costsamesaca.gov
Service Description:
1
Date March 28, 2016
Phone (714) 327-7540
Program goals and objectives:
The City of Costa Mesa will utilize funding provided by OCTA, Measure M2 Funds,
and it's local match to provide transportation services to Costa Mesa residents, age
60 and older, to and from their home and the Costa Mesa Senior Center, and
during the day for various errands, from various locations in Costa Mesa.
2. Indicate how SMP service will be operated: (Please check all that apply)
Directly -Operated Subsidized Taxi Program
Contract Service Provider Other (Please Describe)
Volunteers
3. Eligible trips provided under the SMP are limited to the following categories. Please
indicate the categories of service to be provided by your program: (Please check all
that apply)
Senior Center Personal Care
Nutrition Shopping
Medical Social / Recreation (Please Describe)
Costa Mesa City Hall, Neighborhood Community Center, Downtown
Aquatics/Recreation Center, Balearic Community Center, and the library.
4. SMP Guidelines restricts trips outside of Orange County to medical trips within
approximately 10 miles of the Orange County border. Do you intend to provide medical
trips outside of Orange County?
Yes O No
If yes, please list the trip purpose and destinations: (e.g., medical trips to the VA Hospital
in Long Beach)
S. Fare structure:
$0 - No charge for service.
6. Number of vehicles:
1
7. Projected annual ridership:
4,500 trips/year
Source(s) of LU percent match tun
General fund/maintenance services.
Program Requirements:
1. Jurisdiction/Agency shall follow competitive procurement practices in selection of vendors for
all services which it does not provide using its own work force. Any Request for Proposals (RFP)
for services shall specify the use of vehicles meeting Americans with Disabilities Act (ADA)
accessibility standards.
2. Jurisdiction/Agency will perform, or ensure that a contracted vendor performs, maintenance of
all vehicles used in the Senior Mobility program, including, at a minimum:
a) Daily Pre -Trip Inspections that meet or exceed the guidelines provided in the attached
Pre -Trip Inspection Checklist (Attachment 2)
b) Scheduled preventative maintenance that meets or exceeds the guidelines provided in
the attached PM Checklist, including the maintenance of all accessibility features of the
vehicles.
c) Maintain maintenance records for each vehicle for five (5) years and, if required,
cooperate fully in annual motor coach carrier terminal inspections conducted by the
California Highway Patrol.
3. Jurisdiction/Agency will ensure that its operators, or its contracted vendor's operators, are
properly licensed and trained to proficiency to perform duties safely, and in a manner which
treats its riders with respect and dignity. Disability awareness and passenger assistance will be
included in this training.
4. Jurisdiction/Agency will establish and implement an alcohol and drug program that complies
with 41 U.S.C. sections 701-707, (the Drug Free Workplace Act of 1988), and will produce any
documentation necessary to establish its compliance with sections 701-707.
S. Jurisdiction/Agency will submit a monthly report to OCTA's Community Transportation Services
Department as illustrated in Attachment 3.
6. Jurisdiction/Agency will participate in OCTA marketing and outreach efforts to encourage use of
fixed route transit service by older adults.
7. Jurisdiction/Agency will note OCTA sponsorship in any promotional material for service funded
under this agreement and will display an OCTA Senior Mobility Program logo on vehicles used in
this program (excluding taxis).
8. Jurisdiction/Agency will ensure that it maintains adequate oversight and control over all aspects
of services that are provided by a contracted vendor.
IN WITNESS WHEREOF, has formally adopted the Senior Mobility Program Scope of Work
as written above.
AGENCY REPRESENTATIVE OCTA REPRESENTATIVE
Name: Yvette E. Aguilar Name:
Title: Senior Center Program Administrator Title: