HomeMy WebLinkAbout11 - CC-11 - OC Transportation Authority- Senior Mobi - 8/2/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: AUGUST 2, 2016 ITEM NUMBER: CC -1 1
SUBJECT: ORANGE COUNTY TRANSPORTATION AUTHORITY - SENIOR MOBILITY PROGRAM
AMENDMENT NO. 1 TO COOPERATIVE AGREEMENT NO. C-1-2471
DATE: JULY 7, 2016
FROM: JUSTIN MARTIN, RECREATION MANAGER
YVETTE E. AGUILAR, SENIOR CENTER PROGRAM ADMINISTRATOR
PRESENTATION BY: JUSTIN MARTIN, 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 Amendment No. 1 to
Cooperative Agreement No. C-1-2471 between the Orange County Transportation Authority and
the City of Costa Mesa for the Senior Mobility Program and authorize the Mayor, City Attorney,
and Recreation Manager to sign the agreement on behalf of the City.
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.-4 p.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 expired on June 30, 2016, but does have an option for
extension through June 30, 2021, which is outlined in the OCTA Amendment to the Cooperative
Agreement.
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.
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, as
well as the staff labor to perform the maintenance of the vehicles, and staff time dedicated to
the direct supervision of the program. 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
In order to ensure continuity of the transportation services offered to the senior community of
Costa Mesa, the OCTA Amendment No. 1 to Cooperative Agreement No. C-1-2471 between
Orange County Transportation Authority and City of Costa Mesa for the Senior Mobility
Program must first be approved, and the Mayor, City Attorney, and Recreation Manager should
be authorized to sign and execute the agreement on behalf of the City.
Amendments to the cooperative agreement include:
■ Senior Mobility Program active date effective July 1, 2016
■ Extension of Senior Mobility Program through June 30, 2021
■ Replacement of Scope of Work with Service Agency Plan
■ Extension of the period for audit and inspection record from four (4) years to five (5) years
■ Change "Drug Free Workplace Act of 1988 from "Exhibit C' to "Exhibit D"
FISCAL REVIEW
Under the current agreement, OCTA grant funding has totaled more than $370,000 for the
Senior Mobility Program since 2012.
Year
OCTA Grant Amount
2012
$72,789
2013
$75,175
2014
$77,035
2015
$81,199
2016 (January -May)
$68,284
Grand Total Between 2012-2015
$374,482
LEGAL REVIEW
The City Attorney has reviewed and approved the agreement.
ALTERNATIVES CONSIDERED
1. City Council could choose to not approve Amendment No. 1 to Cooperative Agreement
No. C-1-2471 between the Orange County Transportation Authority and the City of
Costa Mesa for the Senior Mobility Program, thus discontinuing the transportation
program through the OCTA.
2. City Council could choose to operate the transportation program with the use of City
funds.
3. City Council could choose to not provide a senior transportation program to the senior
population of Costa Mesa.
CONCLUSION
Staff recommends that the City Council approve and adopt Amendment No. 1 to Cooperative
Agreement No. C-1-2471 between the Orange County Transportation Authority and the City of
VA
Costa Mesa for the Senior Mobility Program and authorize the Mayor, City Attorney, and
Recreation Manager to sign the agreement on behalf of the City to ensure that current services
continue to be provided without a lapse in service.
Yvette E. Aguilar
Senior Center Program Administrator
Tamara S. Letourneau
Assistant Chief Executive Officer
Justin Martin
Recreation Manager
Thomas P. Duarte
City Attorney
Attachments:
1. Letter from the OCTA Section Manager, Maintenance Procurement, Kristen Mason
2. Amendment No. 1 to Cooperative Agreement No. C-1-2471 between Orange County
Transportation Authority and City of Costa Mesa for Senior Mobility Program
3. Attachment 1 to Amendment No. 1 to Cooperative Agreement No. C-1-2471
4. Exhibit A: Senior Mobility Program Agency Service Plan
5. Exhibit B: Senior Mobility Program Project U Funding and Policy Guidelines
6. Exhibit C: Senior Mobility Program — Monthly Reporting Form
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m
OCTA
BOARD OF DIRECTORS
Lori Donchak
Chair
Michael Hennessey
Vice Chair
Lisa A. Bartlett
Director
Andrew Do
Director
Steve Jones
Director
Jim Katapodis
Director
Jeffrey Lalloway,
Director
Gary Miller
Director
At Murray
Director
Shawn Nelson
Director
Miguel Pulido
Director
Tim Shaw
Director
Todd Spitzer
Director
Michelle Steel
Director
Tom Tait
Director
Frank Ury
Director
GregoryT Winterbottom
Director
Ryan Chamberlain
Ex -Officio Member
CHIEF EXECUTIVE OFFICE
Darrell Johnson
Chief Executive Officer
Attachment 1
June 16, 2016
City of Costa Mesa
Yvette Aguilar
695 West 19th Street
Cypress, CA 90630
Subject: Amendment No. 1 to Cooperative Agreement No. C-1-2471
Dear Ms. Aguilar:
Enclosed is the original document for the subject agreement for review and
signature.
Please execute the document in blue ink where indicated and return the signed
original to Sue Ding no later than Friday, July 15, 2016.
If you have any questions, please contact Sue Ding at (714) 560-5631 or
sding@octa.net
Sincerely,
Kristen Mason
Section Manager, Maintenance Procurement
Enclosure
Orange County Transportation Authority
550 South Main Street/P.O. Box 14184/California 92863-15841(714)560-OCTA(6282) 4
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Attachment 2
AMENDMENT NO. 1 TO COOPERATIVE AGREEMENT NO. C-1-2471
BETWEEN
ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
CITY OF COSTA MESA
FOR
SENIOR MOBILITY PROGRAM
THIS AMENDMENT NO. 1 is made and entered into this day of , 2016 by and
between the Orange County Transportation Authority, a public corporation of the State of California
(hereinafter referred to as "AUTHORITY"), and the City of Costa Mesa (hereinafter referred to as "CITY").
RECITALS
WHEREAS, by Agreement No. C-1-2471 dated June 27, 2011, AUTHORITY and CITY are
entered into a contract to provide the Senior Mobility Program (SMP) concerning senior transportation
services; and
WHEREAS, AUTHORITY and CITY agree to comply with all relevant elements of Orange County
Local Transportation Authority Ordinance No. 3; and
WHEREAS, AUTHORITY and CITY agree to comply with the M2 Project U SMP Funding and
Policy Guidelines ("Guidelines"); and
WHEREAS, AUTHORITY and CITY agree to extend the term of the Agreement through
June 30, 2021;
NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY that
Amendment No. 1 to Cooperative Agreement No. C-1-2471 is hereby amended in the following
particulars only:
1. Amend ARTICLES 2 and 3: to delete in their entirety and replace with Attachment 1 to
this Amendment.
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AMENDMENT NO. 1 TO
AGREEMENT NO. C-1-2471
2. Amend ARTICLE 4. TERM OF AGREEMENT: Page 5 of 9, line 23 to delete
"June 30, 2016" as the expiration date of the Agreement, and in lieu thereof insert "June 30, 2021."
3. Amend ARTICLE 8. AUDIT AND INSPECTION OF RECORDS: Page 6 of 9, line 25, to
delete "four (4) years" as the period for audit and inspection record, and in lieu thereof insert
"five (5) years".
The balance of said Agreement remains unchanged.
Upon execution by both parties, this Amendment No. 1 to Cooperative Agreement
No. C-1-2471 shall be made effective on July 1, 2016.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to Cooperative
Agreement No. C-1-2471 to be executed on the date first above written.
CITY OF COSTA MESA ORANGE COUNTY TRANSPORTATION AUTHORITY
By
Stephen Mensinger
City Manager
By
Thomas Duarte
City Attorney
By C)",k— &�
KaFlen USfin Martin
creation Manager
By
Darrell Johnson
Chief Executive Officer
APPROVED AS TO FORM:
By
Beth McCormick
General Manager, Transit
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Attachment 3
Attachment 1 to
AMENDMENT NO. 1 TO
AGREEMENT NO. C-1-2471
ARTICLE 2. RESPONSIBILITIES OF AUTHORITY
A. AUTHORITY agrees to provide funds per the following:
1. Services provided under the Senior Mobility Program are available to individuals
60 years of age and older.
2. Funds for the program are identified as one percent (1%) of Renewed
Measure M (M2) net sales tax revenue and will be allocated to all local jurisdictions based upon the
participating entity's respective percentage of the senior population of the entire county.
3. Senior population will be determined by using the most current official
decennial Census information provided by the U.S. Census Bureau.
basis.
4. All active participants will receive their portion of funding on a bi-monthly
B. AUTHORITY agrees that Net Revenues allocated shall be expended within three years
of receipt. AUTHORITY may grant an extension to the three-year limit, but extensions shall not be
granted beyond a total of five (5) years from the date of the initial funding allocation.
C. In the event the time limits for use of Net Revenues are not satisfied, then any retained
Net Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be
returned to AUTHORITY and these Net Revenues and interest earned thereon shall be available for
allocation to any project within the same source program at the discretion of AUTHORITY.
D. AUTHORITY may provide, at AUTHORITY's sole discretion, a refurbished surplus
paratransit vehicle, at no cost to CITY and no further responsibility to AUTHORITY after vehicle
donation. CITY may purchase additional vehicle(s) in excess of their vehicle allocation, based on
availability, at a cost equivalent to the refurbishment costs incurred by AUTHORITY.
ARTICLE 3. RESPONSIBILITIES OF CITY
A. CITY agrees that all funds received from AUTHORITY as specified in Article 2.A.
above will be used exclusively for providing accessible senior transportation services as specified in
Exhibit A entitled "Senior Mobility Program Service Plan."
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Attachment 1 to
AMENDMENT NO. 1
AGREEMENT NO. C-1-2471
B. CITY will ensure the Service Plan is adopted by their governing board in accordance
with Section 7.0 of the SMP Funding and Policy Guidelines.
C. CITY must satisfy all M2 eligibility criteria as specified in Orange County Transportation
Authority Ordinance No. 3 Requirements for Eligible Jurisdictions in order to receive their formula
allocation for this program.
D. CITY agrees to comply with all provisions of the SMP Guidelines included as Exhibit B.
E. CITY agrees that Net Revenues allocated shall be expended within three (3) years of
receipt. AUTHORITY may grant an extension to the three-year limit, but extensions shall not be
granted beyond a total of five (5) years from the date of the initial funding allocation.
F. In the event the time limits for use of Net Revenues are not satisfied, any retained Net
Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be returned to
AUTHORITY and these Net Revenues and interest earned thereon shall be available for allocation to
any project within the same source program at the discretion of AUTHORITY.
G. CITY agrees to match a minimum of twenty percent (20%) of the total annual program
expenditures. Local match may be made up of cash -subsidies, fare revenues, donations, or in-kind
contributions, such as salaries and benefits for the CITY employees who perform work on the
program.
H. CITY may contract with a third -party service provider to provide senior transportation
services provided that:
1. Contractor is selected using a competitive procurement process; and
2. Wheelchair accessible vehicles are available and used when requested.
I. CITY shall procure and maintain insurance coverage during the entire term of this
Agreement. Coverage shall be full coverage or subject to self-insurance provisions. CITY shall
provide the following insurance coverage:
/
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Attachment 1 to
AMENDMENT NO. 1
AGREEMENT NO. C-1-2471
1. Commercial General Liability, to include Products/Completed Operations,
Independent Contractors', Contractual Liability, and Personal Injury Liability with a minimum limit of
$1,000,000.00 per occurrence and $2,000,000.00 general aggregate.
2. Automobile Liability Insurance to include owned, hired and non -owned autos with a
combined single limit of $1,000,000.00 each accident;
3. Workers' Compensation with limits as required by the State of Califomia including a
waiver of subrogation in favor of AUTHORITY, its officers, directors, employees or agents;
4. Employers' Liability with minimum limits of $1,000,000.00; and
J. Proof of such coverage, in the form of an insurance company issued policy
endorsement and a broker -issued insurance certificate, must be received by AUTHORITY prior to
commencement of any work. Proof of insurance coverage must be received by AUTHORITY within ten
(10) calendar days from the effective date of this Agreement with AUTHORITY, its officers, directors,
employees and agents designated as additional insured on the general and automobile liability. Such
insurance shall be primary and non -contributive to any insurance or self-insurance maintained by
AUTHORITY.
K. CITY shall include on the face of the Certificate of Insurance the Cooperative Agreement
Number C-1-2471; and, the Senior Contract Administrator's Name, Sue Ding.
L. CITY agrees to provide AUTHORITY with monthly summary reports of CITY's Senior
Mobility Program. CITY shall submit monthly summary report by the end of the following month as
specified in Exhibit C "Senior Mobility Program Monthly Reporting Form," included in this
Agreement, which is incorporated into and made part of this Agreement.
M. CITY shall adopt an annual Expenditure Report to account for Net Revenues and
funds expended by the Eligible Jurisdiction, which satisfy the Maintenance of Effort requirements.
The Expenditure Report shall be submitted by the end of six (6) months following the end of the
jurisdiction's fiscal year and include the following:
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Attachment 1 to
AMENDMENT NO. 1
AGREEMENT NO. C-1-2471
1 1. All Net Revenue fund balances and interest earned.
2 2. Expenditures identified by type (i.e. capital, operations, administration, etc.) and
3 program or project.
4 N. In the event CITY obtains a retired AUTHORITY vehicle for SMP services, CITY
5 agrees to transfer vehicle title and registration within fourteen (14) calendar days from taking
6 possession of the vehicle. CITY also agrees to provide documentation to AUTHORITY confirming
7 transfer of vehicle title and registration from AUTHORITY to CITY within thirty (30) calendar days
8 from taking possession of the vehicle.
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Senior Mobility Program
Agency Service Plan
Agency: City of Costa Mesa
M421
Attachment 4
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MSenior 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.
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2, Indicate how SMP service will be operated: (Please check all that apply)
= Directly -Operated
57/Contract Service Provider
= Volunteers
oSubsidized Taxi Program
= Other (Please Describe)
.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.
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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?
0 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 20 percent match funding:
General fund/maintenance services.
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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.
5. 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
(Iml i i �L G vj(tM Q1Uf�"l/
Name: Yvette E. Aguilar Name: Beth McCormick
Title: Senior Center Program Administrator Title: General Manager, Transit
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EXHIBIT B
Attachment 5
Senior Mobility Program
Project U Funding and Policy Guidelines
March 2016
1.0 Overview
The Measure M2 (M2) Project U — Senior Mobility Program (SMP) provides funding
to support local, community-based transportation service for seniors. Originally
established in 2001 using limited state funding for bus operations, M2 Project U
SMP funding was established to continue and expand the existing program.
A formula funding allocation was established for all Orange County local
jurisdictions based upon their senior population. One percent of M2 net revenue
is used to fund the program and local jurisdictions must provide a minimum 20
percent local match of the total annual program expenditures.
The Orange County Transportation Authority (OCTA) Board of Directors approved
these guidelines on March 28, 2016. The purpose is to provide structure and
definitions for all eligible M2 jurisdictions receiving SMP funding. OCTA shall
enforce the provisions spelled out in these guidelines.
2.0 Objectives
• To provide for local, community-based senior transportation services.
• To allow local jurisdictions to develop and implement senior transportation
services to serve their community.
• To provide transit options for seniors which complement rather than duplicate
OCTA fixed route and ACCESS paratransit service.
3.0 Eligibility Requirements
Participation in the SMP is contingent upon maintaining M2 eligibility. Local
jurisdictions must be eligible to receive M2 funding, established on an annual basis
as specified in the M2 Ordinance Requirements for Eligible Jurisdictions, to receive
the formula allocation for this program.' Adherence to strict funding guidelines is
required.
Local jurisdictions are required to submit a Service Plan as described in Section
7.0 and must enter into a cooperative funding agreement with OCTA that defines
the conditions of use of SMP funds prior to receiving their SMP funding allocation.
' Orange County Transportation Authority Ordinance No. 3, Attachment B, Section III
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S:\TEMP\Sue 0\Supplemental\SMP-Attachment B.docx age
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EXHIBIT B
4.0 Funding Allocation Method & Distribution
Funding for the program is identified as one percent of M2 net sales tax revenue
and will be allocated to eligible local jurisdictions based upon the participating
jurisdiction's percentage of the senior population of the county. Senior population
is determined by using the most current official decennial Census information
provided by the U.S. Census Bureau.
Funding allocations are based on actual sales tax receipts. Funding will be
distributed on a bi-monthly basis. SMP funds must be expended within three years
of receipt.
OCTA may grant a two-year extension beyond the three-year expenditure
limitation; however, an extension may not exceed five years from the date of the
initial funding allocation. Jurisdictions requesting an extension beyond the
three-year limitation must submit a justification letter for review and approval by
OCTA at least 90 days prior to the end of the third fiscal year.
In the event the time limits for use of SMP funds are not satisfied, any retained
SMP funds that were allocated to an eligible jurisdiction, including interest, shall
be returned to OCTA.
5.0 Match Requirements
Participating jurisdictions must provide a minimum 20 percent local match of the
total annual program expenditures. Match funding may be made up of cash
subsidies, fare revenues, donations, or in-kind contributions such as salaries and
benefits for the jurisdiction's employees who perform work on the program.
Jurisdictions may also be required to submit supporting documentation to
substantiate local match expenditures. Jurisdictions are not required to contribute
the minimum match requirement on a monthly basis; however, the minimum 20
percent match requirement must be met by the end of each fiscal year, defined as
June 30.
Jurisdictions not satisfying the annual 20 percent match shall be subject to
withholding of funds from future bi-monthly allocations equal to the difference
between the amount of Measure M funds actually spent and the amount of
Measure M funds actually matched.
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EXHIBIT B
Example:
Total Program Expenditures $100,000
Total M2 Funding Allocation $ 80,000
20% Required Match $ 20,000
Actual Reported Match $ 15,000
Withholding Calculation:
Total M2 Funds Spent $ 80,000
M2 Funding Eligibility Based on Actual Reported Match - 60,000
Withholding from Future Allocation(s) $ 20,000
Service Guidelines
Services provided under the SMP are available to individuals 60 years of age and
older. Jurisdictions have discretion in the types of trips provided within Orange
County, such as trips to/from senior centers, medical appointments, shopping,
personal care, and social/recreational activities. Jurisdictions should use discretion
when providing trips for social/recreational activities when developing their Service
Plan to ensure prudent and appropriate use of taxpayer funds. SMP trips outside
Orange County are restricted to medical trips only within approximately 10 miles
of the Orange County border.
Jurisdictions also have discretion in how the service is operated. Senior
transportation services may be operated using employees, volunteers, or the
jurisdiction may contract with a third -party service contractor. Contractors must be
selected using a competitive procurement process and the jurisdiction must ensure
the contractor is in compliance with program guidelines and provisions included in
the cooperative funding agreement.
Jurisdictions whose program offers subsidized taxi service for seniors must ensure
trips provided with SMP funding are consistent with the trip types as specified in
these guidelines.
Wheelchair accessible vehicles must be available for SMP service.
Jurisdictions will perform, or ensure that a contractor performs, maintenance of all
vehicles used in the Senior Mobility Program. Jurisdictions will ensure that its
operators, or its contracted operators, are properly licensed and trained to
proficiency to perform duties safely, and in a manner which treats its riders with
respect and dignity.
Jurisdictions may receive retired OCTA ACCESS paratransit vehicle(s) to support
their senior transportation program. Additional retired ACCESS vehicles may be
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EXHIBIT B
purchased, based on availability, for a cost equivalent to the refurbishment costs
incurred by OCTA.
7.0 Service Plan Adoption
Participating jurisdictions shall submit to OCTA a SMP Service Plan which defines
program services (Exhibit A). The Service Plan must be submitted using a
template provided by OCTA and must be adopted by the jurisdiction's governing
body and approved by the OCTA Board of Directors. Any deviation from the
adopted SMP Service Plan must be submitted to OCTA in advance for review and
approval and will require an amendment to the cooperative funding agreement
prior to implementing a change in program services.
8.0 Eligible Expenses
Participating jurisdictions shall ensure M2 funds are used for eligible direct
program -related expenses which may include contract service providers, staff
time, vehicle maintenance, fuel, insurance, vehicle acquisition, program supplies
and materials, marketing materials, and community outreach. Jurisdictions shall
ensure all costs are program -related and are fair and reasonable. Administrative
costs up to 10 percent are allowed and considered eligible program expenses. All
program expenses are subject to audit.
No M2 funding shall be used by a jurisdiction for other than transportation purposes
authorized in the M2 Ordinance.
9.0 Program Revenue
Participating jurisdictions must maintain adequate controls for collecting and
reporting program revenue, including donations, fees, and cash fares. Program
revenue must be used to support the transportation service and may be used as
part of the jurisdiction's 20 percent local match requirement.
10.0 Reporting
Participating jurisdictions are required to submit monthly reports using a reporting
template provided by OCTA (Exhibit B). Required monthly reporting data may
include, but is not limited to, the following:
o Number of Trips by Category
o Vehicle Service Hours
o Vehicle Service Miles
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EXHIBIT B
o Program Cost Detail by Expense Category and % of Total Operating Cost
o Fares, Fees and Other Operating Revenue
o Jurisdiction Total Contribution & Source
o Jurisdiction Share as % of Total Operating Cost
o Cumulative Jurisdiction Share to Date
o OCTA Contribution
o OCTA Contribution as % of Total Operating Cost
o Cumulative Contribution Received from OCTA
o Total Monthly Program Operating Cost
o Cumulative Total Program Operating Cost
Jurisdictions shall also be required to maintain supporting documentation to
substantiate reporting data. Supporting documentation may include, but is not
limited to, actual receipts, contractor invoices, trip sheets, payroll, timesheets, fuel
logs, and maintenance records/receipts.
Reports are due by the last day of the following month. A preliminary report may
be submitted; however, submission of a final report is required within 15 days of
the last day of the following month. Failure to meet the established reporting
deadline for two months at any time during the fiscal year may result in future
withholding of funding and/or other sanctions to be determined.
11.0 Audits & Inspection of Records
M2 funding is subject to audit. Jurisdictions shall maintain program documentation
and records for a period of no less than five years. Program documents and
records, including but not limited to payroll, trip sheets, invoices, vehicle
maintenance, fuel, and other program -related expenses, shall be available for
review by OCTA SMP administrators, auditors, and authorized agents upon
request. Jurisdictions must follow established accounting requirements and
applicable laws regarding the use of public funds. Failure to submit to an audit in
a timely manner may result in withholding or loss of future funding. Failure to
comply with the approved Service Plan will require remediation which may include
repayment, reduction in overall allocation, and/or other sanctions to be determined
by the OCTA Board of Directors.
Audits shall be conducted by the OCTA Internal Audit Department, or other
authorized agent, as determined by OCTA.
OCTA's failure to insist in any one or more instances of a jurisdiction's performance
of the provisions set forth in these guidelines shall not be construed as a waiver or
relinquishment of the jurisdiction's obligation to comply with these guidelines.
Moreover, only the OCTA Board of Directors shall have the authority to alter and/or
waive any requirements/obligations set forth in these guidelines.
5:\TEMP\Sue D\Supplemental\SMP-Attachment B.dou
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20
Senior Mobility Program
ocrA Monthly Reporting Form
Attachment 6
EMS rC
Program Information
One -Way Trips
Service Hours
Service Miles
Jul 2016
FYTD
Jul 2016
Service for the- Month of: July
Program Name:
Participating Agency:
Agency Contact:
Contact Number:
Jul 2016
FYTD
Year of:
2016
-
-------------
-
$ -
Trip Detail
- - -
_
-
-
Total
OCTA Contribution
Agency Contribution
Program Revenue
$ -
$ -
$ -
0.0%
0.0%
0.0%
$ -
$ -
0.0%
0.0%
0.0%
Cost Summary
Source(s) of Agency Contributions:
Agency hereby certifies that this report is a true, complete and correct statement of
program revenue, costs and operating data.
Trip Category
One -Way Trips
Service Hours
Service Miles
Jul 2016
FYTD
Jul 2016
FYTD
Jul 2016
FYTD
Senior Center
Medical
Shopping
Personal Care
Social/Recreational
-
-
-
-------------
-
$ -
--
- -
- - -
_
-
-
Total
OCTA Contribution
Agency Contribution
Program Revenue
$ -
$ -
$ -
0.0%
0.0%
0.0%
$ -
$ -
0.0%
0.0%
0.0%
Cost Category
Jul 2016
FYTD
Cost
Asa %
Cost
As a%
Service Contract
Drivers /Operators /Dispatchers
Vehicle Maintenance /Fuel /Insurance
Marketing Outreach
Administration
$ -
$ -
$ -
0.0%
0.0%
0.0%
0.0%
0.0%
$ -
$ -
$ -
$ -
$ -
0.0%
0.0%
0.0%
0.0%
0.0%
$ -
Total
$ -
_
$ _
OCTA Contribution
Agency Contribution
Program Revenue
$ -
$ -
$ -
0.0%
0.0%
0.0%
$ -
$ -
0.0%
0.0%
0.0%
Please send this report by email to CTSPROGRAMS@OCTA.NET or by fax to 714560-5927.
If there are any questions, please contact JOANNE JACOBSEN by email at JJACOBSEN@OCTA.NET
or JP GONZALEZ by email at JGONZALEZI @OCTA.NET.
21