HomeMy WebLinkAboutORANGE COUNTY TRANSPORTATION AUTHORITY - OCTA - 2002-06-17 �d,�-A)6e-
t W.s
Council/Agency Meeting Held:
Deferred/Continued to:
App ve ❑ Conditionally Approved ❑ Denied City erk' Signa e
Council Meeting Date: 5/7/2007 Department ID Number: CS07-014
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS , ;
SUBMITTED BY: PENELOPE CULBRETH-GRAFT, DPA, CITY ADMINISTRATOR.;
PREPARED BY: JIM B. ENGLE, DIRECTOR, COMMUNITY SERVIC
SUBJECT: APPROVE OCTA AMENDMENT NO. 1 TO COOPERA IVE
AGREEMENT NO. C-2-0656 BETWEEN ORANGE COUNTY
TRANSPORTATION AUTHORITY AND CITY OF HUNTINGTON
BEACH FOR SENIOR MOBILITY PROGRAM
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments)
Statement of Issue: The Orange County Transit Authority (OCTA) is requesting the City of
Huntington Beach approve Amendment No. 1 to Cooperative Agreement No. C-2-0656
between the OCTA and City of Huntington Beach for Senior Mobility Program dated June 26,
2002. Acceptance of OCTA Amendment No. 1 will extend the Cooperative Agreement to
June 30, 2011.
Funding Source: FY 07-08 Orange County Transportation Authority, county funds of
$147,499, plus 20% match of city funds ($36,875) subsidized by the Huntington Beach
Council On Aging through a Hoag Hospital Grant. Matching funds are identified in the
Donation Fund, Senior Transportation -Account#10345502.52000.
Recommended Actions: Motion to:
1. Approve and authorize the Mayor and City Clerk to execute Amendment No. 1 to
Cooperative Agreement No. C-2-0656 between the OCTA and City of Huntington Beach
to extend the term of the agreement to January 30, 2011; and
2. Authorize the appropriation of OCTA/County Senior Mobility grant funds on an annual
basis through June 30, 2011.
Alternative Action: Do not approve Amendment No. 1 to Cooperative Agreement No. C-2-
0656 between the OCTA and City of Huntington Beach, thereby eliminating 80 percent
funding to the Senior Mobility Program.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 5/7/2007 DEPARTMENT ID NUMBER: CS07-014
Analysis: The OCTA and City of Huntington Beach entered into a cooperative agreement
whereby through funding by OCTA, the city would provide accessible senior transportation
services that do not duplicate OCTA services. The Senior Mobility Program Cooperative
Agreement was approved by City Council at its June 17, 2002 meeting. Under the program,
the OCTA provides 80 percent of the total operating costs of the Senior Mobility Program, as
well as technical assistance to enable participating cities to offer local transportation services.
In addition to the funds, the Cooperative Agreement provided donation of two OCTA retired,
paratransit buses for use in the Senior Mobility Program at no cost to the city. Under the
cooperative agreement, 20 percent of the total operating costs of the Senior Mobility Program
are funded by the Huntington Beach Council On Aging with a transportation grant from Hoag
Hospital. The term of the Cooperative Agreement is in full force and effect through June
2007. The OCTA has offered to extend the agreement through June 30, 2011 through
Amendment No. 1 (Attachment No. 1).
Funds are awarded to the city based on an annual July — June fiscal year. For the grant
period of July 1, 2007 — June 30, 2008, the program costs are estimated at $184,374, with
the OCTA county grant totaling $147,499 which includes monies from the County Office on
Aging. The city's 20% match requirement totals $36,875 and is provided by the Huntington
Beach Council on Aging through an annual grant from Hoag Hospital. The remaining
projected funding levels through 2011 are shown below and are included as Exhibit B of
Attachment No. 2.
July 2008 — June 2009: $195,690 (OCTA/ county share, $156,552-1 city share, $39,138)
July 2009 — June 2010: $207,546 (OCTA/county share, $166,037; city share, $41,509)
July 2010 — June 2011: $222,149 (OCTA/county share, $177,719; city share, $44,430)
Strategic Plan Goal: Approving the amendment to the city's Cooperative Agreement with
OCTA will meet Strategic Plan Goal City Services C-2 - Provide quality public services with
the highest professional standards to meet community expectations and needs, assuring that
the city is sufficiently staffed and equipped overall. The amendment will extend the term of
the Senior Mobility Program Cooperative Agreement which provides the majority of funds as
well as two buses for the city's senior transportation program, providing seniors with safe and
convenient transport to appointments, marketing, etc.
Environmental Status: N/A
Attachment(s):
City Clerk's
Page Number No. Description
1. Amendment No. 1 to Cooperative Agreement No. C-2-0656
2. Cooperative Aqreement No._C-2-0656 with Exhibits A and B`
-2- 4/23/2007 1:54 PM
ATTACHMENT #1
1 AMENDMENT NO. 1 TO
2 COOPERATIVE AGREEMENT NO. C-2-0656
3 BETWEEN
4 ORANGE COUNTY TRANSPORTATION AUTHORITY
5 AND
6 THE CITY OF HUNTINGTON BEACH
7 FOR SENIOR MOBILITY PROGRAM
-nl
8 THIS AMENDMENT NO. 1 is made and entered into this day of Maul
9 2007 by and between the Orange County Transportation Authority ("AUTHORITY"), and the City of
10 Huntington Beach ("CITY").
11 WITNESSETH:
12 WHEREAS, by Agreement No. C-2-0656 dated June 26, 2002, AUTHORITY and CITY entered
13 into a cooperative agreement to participate in a senior mobility program for senior transportation; and
14 WHEREAS, AUTHORITY desires and CITY agrees to exercise the option to extend the term of
15 the Agreement and to continue funding as specified in Exhibit B, entitled "Projected Funding Levels" as
16 set forth in the Agreement;
17 NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY that
18 Agreement No. C-2-0656 is hereby amended in the following particulars only:
19 1. Amend ARTICLE 4. TERM OF AGREEMENT, Page 4 of 6, line 8, to delete "June 2007"
20 in its entirety and in lieu thereof insert "June 30, 2011."
21 2. Amend the Agreement in the following places to delete "Area Agency on Aging (AAA)" and
22 in lieu thereof insert"Office on Aging (OoA)":
23 a. Page 1 of 6, line 11
24 b. Page 1 of 6, line 12
25 C. Page 2 of 6, line 12
26 d. Page 2 of 6, line 23
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AMENDMENT NO. 1 TO
AGREEMENT NO. C-2-0656
1 3. Amend ARTICLE 5. NOTICES, Page 4 of 6, to delete in its entirety lines 14 through 21 and
2 in lieu thereof insert the following:
3 To CITY: To AUTHORITY:
4 Community Services Department Orange County Transportation Authority
5 2000 Main Street 550 South Main Street
6 P.O. Box 190 P.O. Box 14184
7 Huntington Beach, California 92648 Orange, California 92863-1584
8 ATTENTION: Janeen Laudenback, ATTENTION: Pia Veesapen,
9 Superintendent of Recreation and Human Services Procurement Administrator
10 (714) 536-5496 Fax: (714) 374-1654 (714) 560-5619, email: pveesapencDocta.net
11 �
12
13
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15
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AMENDMENT NO. 1 TO
AGREEMENT NO. C-2-0656
1 The balance of said Agreement remains unchanged.
2 Upon execution by both parties, this Amendment No. 1 shall be made effective July 1, 2007.
3 IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to
4 Agreement No. C-2-0656 to be executed on the date first written above.
5 CITY OF HUNTINGTON EACH ORANGE COUNTY TRANSPORT�rTION AUTHORITY
6 By By l .
7 Gil Coerper Arthur T. Leahy
Mayor Chief Executive Officer
8
9 APPROVED AS TO FORM: APPRO =TOORM:
10 By
11 ennifer McGrath r 10-)-' Kennard R. Smart, Jr.
City Attorney General Counsel
12
ATTEST: APPR VED:
13
By By
14
fnFlynn John D. yrd
15 Gener anag
16 3 ,Date Ct 07
17
18
INITIATED AND APPROVED:
19 -
By
20
J /ngle
21 D r of Community Services
22
REVIEWED AND APPROVED:
23
By �� � �_112S
24 L,
Penny ulbreth-Graft
25 City Administrator
26
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ATTACHMENT #2
I
4
f�
I I COOPERATIVE AGREEMENT C-2-0656
2 .1 BETWEEN
3 �
THE ORANGE COUNTY TRANSPORTATION AUTHORITY
4 1' AND
s f THE CITY OF HUNTINGTON BEACH
�f FOR SENIOR MOBILITY PROGRAM
7 ` THIS AGREEMENT is made and entered into this_,Q�day of , 2002 by and between
9 the Orange County Transportation Authority, a public corporation of the State of California (hereinafter
1II
9 I! referred to as 'AUTHORITY") and the City of Huntington Beach (hereinafter referred to as 'CITY').
101 RECITALS
11 WHEREAS, AUTHORITY has been retained by the Area Agency on Aging (AAA)to provide
12 countywide transportation of seniors to nutrition sites funded by AAA; and
13 I� WHEREAS, CITY is desirous of obtaining transportation services for seniors of the City of
14 Huntington Beach, and
11 (f WHEREAS, AUTHORITY and CITY jointly wish to expand the senior transportation services
16 (� available by looking at alternative methods of providing transportation services to the seniors; and
1
17 II WHEREAS, AUTHORITY and CITY agree to enter into the senior mobility program concerning
18 � senior transportation services; and
19 I WHEREAS, this Cooperative Agreement defines the roles and responsibilities of AUTHORITY
20 i and CITY in executing a senior mobility program for senior transportation,
21 I NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as follows:
22
ARTICLE 1. COMPLETE AGREEMENT
23 1 A: This Agreement, including all exhibits and documents incorporated herein and made
24 applicable by reference, constitutes the complete and exclusive statement of the term(s) and condition(s)
2S I� of the agreement between AUTHORITY and CITY and it supersedes all prior representations,
l
26 understaridings and communications The invalidity ,n whole or in part of any term or condition of this
L CAMLVCLEMICMAIXWOPROC/AGAEEICt1967
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� • • AGREEMENT NO. C-2-0656
I Agreement shall not affect the validity of other terms) or condition(s).
2 B. AUTHORITY's failure to insist in any one or more instances upon CITY's performance of
3 any term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment of
I
4 I AUTHORITY's right to such performance or to future performance of such term(s) or condition(s) and
S l CITY's obligation in respect thereto shall continue in full force and effect. Changes to any portion of this
6 1 Agreement shall not be binding upon AUTHORITY except when specifically confirmed in writing by an
7 ' authorized representative of AUTHORITY by way of a written amendment to this Agreement and issued
8 i in accordance with the provisions of this Agreement.
9 ARTICLE 2. RESPONSIBILITIES OF THE AUTHORITY:
to
A AUTHORITY agrees to provide funds annually in the amount specified in the attached
I1 I Exhibit B, "Projected Funding Levels" through 2011 for the senior mobility program using funds obtained
12 from the Older Americans Act as allocated by Orange County's AAA, and Article 4.5 of the State of
13 I California Transportation Development Act.
14 I B. The funding levels are determined each year based on changes In senior population
IS I Annual allocations will be calculated using actual growth in senior population and the Consumer Price Index
16 I (CPI)
17 I C. AUTHORITY will pay to CITY the AUTHORITY's annual contribution for the first fiscal
18 year within thirty (30) days of receipt of a request to draw down Senior Mobility Program funds or the
19 start of service,whichever is later Subsequent annual contributions will be paid to the CITY by July 30"'
20 of the following year.
21 D. All unused or unmatched AUTHORITY funds shall be deducted from the following fiscal
22 I year allocations.
23 , E. AUTHORITY will administer and coordinate the pilot program with the AAA.
24 F. AUTHORITY will provide technical assistance to CITY, if requested, in the following areas.
u I 1)Vehicle donations; and
26 !1 2) Periodic workshops on a variety of topics
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• AGREEMENT NO. C-2-0656
t I G AUTHORITY will establish a network of local operators who will meet on a regular basis.
2 ARTICLE 3. RESPONSIBILITIES OF CITY:
3 A CITY agrees that all funds received from AUTHORITY as specified in Article 2A above will
4 be used exclusively for providing accessible senior transportation services that do not duplicate
S AUTHORITY's services as specified in Exhibit A entitled "Scope of Work"
61
B. CITY agrees to a twenty percent.(20%) match of funds provided by AUTHORITY Local
i
7 match may be made up of cash-subsidies, fare revenues, or in-kind contributions _
s I C. CITY may contract with a third party service provider to provide senior transportation
9 services provided that•
10 I 1. Contractor is selected using a competitive procurementprocess; and
till 2. Wheelchair accessible vehicles are available and used when requested.
I:
124 E CITY shall procure and maintain insurance coverage during the entire term of this
13 I Agreement Coverage shall be full coverage or subject to self-insurance provisions. CITY shall provide
14 1 the following insurance coverage
u 1. Commercial General Liability, to include Products/Completed Operations, Independent
16 Contractors', Contractual Liability, and Personal Injury Liability with a minimum of$1,000,000 of coverage.
17 2 Automobile Liability Insurance with Prima Bodily Injury with a minimum of 1 000 000
I tY Primary Y 1 rY $
IS �
I. combined single limits;
191 3. Workers' Compensation with limits as required by the State of Califomia;
20 4. Employers' Liability with limits of a minimum of$100,000: and
21 5. Proof of such coverage, in the form of an insurance company issued policy
22 endorsement and a broker issued insurance certificate or certificate of self insurance, must be received
23 I by AUTHORITY prior to commencement of any work. Proof of insurance coverage must be received by
24 AUTHORITY within seven (7) calendar days from the date of execution of the Agreement. AUTHORITY
25 I must be named as an additional insured on the certificate and endorsement CITY shall include on the
26 ; face of the certificate of self insurance the Agreement Number C-2-0656 and, the Procurement
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�C/,M,4rClER+C/ulwORO►ROUwOR£E/�02o»DOC
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�� • AGREEMENT NO. C-2-0656
1 I Administrator's Name, Rebecca Potter.
2 I F. CITY agrees to provide AUTHORITY with monthly summary reports of the CITY's senior
3 mobility program. CITY shall submit monthly summary report within twenty (20) calendar days as
i
4 i specified in Exhibit C "Senior Mobility Monthly Report," included in this Agreement, which is incorporated
5 into and made part of this Agreement
6 ARTICLE 4. TERM OF AGREEMENT:
a This Agreement shall commence upon execution by both parties, and shall continue in full force
a '
and effect and shall extend through June 2007 as mutually agreed to by both parties. The AUTHORITY
9 retains the option to extend this agreement through June 30, 2011.
10 I ARTICLE 5, NOTICES
11 All Notices pertaining to this Agreement and any communications from the parties may be made
12 by delivery of said notices in person or by depositing said notices in the U.S. Mail, registered or certified
13 , mail, return receipt requested, postage prepaid and addressed as follows.
14 'I To CITY: To AUTHORITY
15 Community Services Department Orange County Transportation Authority
16 2000 Main Street 550 S. Main Street
11 P O. Box 190 P.O. Box 14184
19 Huntington Beach, CA 92648 Orange, CA 92863-1584
19 i ATTENTION Mr. Bill Fowler ATTENTION. Rebecca Potter, C.P.M ,
20 it Superintendent of Recreation and Human Services Senior Procurement Administrator
21 ; (714) 536-5496 Fax. (714) 374-1654 (714) 560-5619 Fax- (714) 560-5792
22 ARTICLE 6. FEDERAL, STATE AND LOCeAL LAWS:
23 AUTHORITY and CITY agree that in performance of their obligations under this Agreement, they
24 I shall comply with all applicable federal, California State and local laws, statutes and ordinances and all
25 I lawful orders, rules and regulations promulgated thereunder
26 11
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14 AGREEMENT NO. C-2-0656
ARTICLE 7. ORDER OF PRECEDENCE
2 : Conflicting provisions hereof, if any, shall prevail in the following descending order of precedence.
I
3 , (1)the provisions of this Agreement, including all exhibits, (2)AUTHORITY's staff report dated September 6,
4 . 2001: (3) all other documents, ,f any. cited herein or incorporated by reference.
s I ARTICLE 6. AUDIT.AND INSPECTION OF RECORDS
6 ` City shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's accounting'
11
1 books, records,.payroll documents and facilities as AUTHORITY deems necessary. CITY shall maintain
I such books, records, data and documents in accordance with generally accepted accounting principles and
9 I shall clearly identify and make such items readily accessible to such parties during CITY's performance
10 hereunder and for a period of five (5) years from the date of final payment by CITY. AUTHORITY's right to
11 I audit books and records directly related to this Agreement shall also extend to all first tier subcontractors
12 I ARTICLE 9. TERMINATION
13 I A AUTHORITY or CITY may, for its own convenience, terminate this Agreement at any time
14 I In whole or in part by giving the other party written notice thereof of not less than ninety (90) days in
1s �advance of the specified date of termination.
16 . B 1f Agreement is terminated prior to July 1" of any year within the term, the CITY shall
I
17 1 return funds on a prorated basis for that annual allocation.
1s , ARTICLE 10. INDEMNIFICATION
19 A CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
I
20 I employees and agents from and against any and all claims (including attorney's fees and reasonable
21 4 expenses for litigation or settlement)for any loss or damages, bodily injuries, including death, damage to
22 ' it f i CITY,or loss of use of property caused by the negligent acts, omissions, or w I ul misconduct by C , its
231 I agents, subcontractors or suppliers in connection with or ansm out of the
officers, directors, employees. age pp 9
24 performance of this Cooperative Agreement .
2S i B. CITY shall maintain adequate levels of Insurance, or self-insurance to assure full
26 �i indemnification of AUTHORITY.
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I41 • AGREEMENT NO. C-2-0656
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1
ARTICLE 11. FORCE MAJEURE
2 �I
Either party shall be excused from performing its obligations under this Agreement during the
31 time and extent that it is prevented from performing by a cause beyond its control, including, but not
a limited to- any incidence of fire, flood; acts of God; commandeering of material products.:plants or
5* facilities by the federal state or local government; national fuel shortage; or a material act of omission by
6 the other party; when satisfactory evidence of such cause is presented to the-other,party; and'-provided
further that such nonperformance is unforeseeable, beyond the control and is,not due to:the fault or
g it negligence.of the party not performing.
9 �•
lUpon execution by both parties this Agreement shall be made effective on-February T.2002
to I IN WITNESS THEREOF, the parties hereto have caused this Agreement No. C-2-0148 to be
11 I� executed on.the date first written above.
12 I CITY=O"EA CH ORANGE COUNTY TRANSPORTATION AUTHORITY
13 �l (W N ��'
By By 1.
1a l4 Arthur T. Leahy
Mayor Chief Executive Officer
is APPRO ED AS TO FORM:
16 �r.�
By v By
17 Hutton �� ti Kennard Sma , Jr.
yr Cit -Attorney �` T" ` General Counsel
18 I ATTE �'• ���
19 I II
B
20 ` City Clerk
21 I TNI•f AND PROVED:
r.
22 By -
23l Director of Community Services
all
2 (REVIEWED AND APPROVED:
25 113Y
261 City Administrator
I
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AAEMENT NO. C-2-0656
EXHIBIT A
Scope of Work
Senior Mobility Program
1. The City of Huntington Beach (City)will utilize funding provided by OCTA and its
local match to provide the following services
• Transportation for residents 55 years of age and older to medical
appointments, grocery shopping, senior center classes/nutrition site, special
events, the adult day center, and life-supporting medical trips, such as
dialysis, and chemotherapy
• The City will provide approximately 1,200 one-way trips monthly using two 22-
passenger buses, five vans and one sedan.
• The hours of service are 8:00 a.m. to 5:00 p.m.
• The days of service are Monday through Friday, and occasional weekends.
2. The City will follow competitive procurement practices in selection of vendors for
ail services which it does not provide using its own workforce. Any RFP for
services will specify the use of vehicles meeting ADA accessibility standards.
3 The City wishes to obtain two retirement eligible OCTA ACCESS vehicles which
will be donated by OCTA
4. The City will perform, or ensure that a contracted vendor performs, maintenance
of all vehicles used in the Senior Mobility program, including, at a minimum.
• Daily Pre-Trip Inspections that meets or exceeds the guidelines provided in
the attached Pre-Trip Inspection Checklist(Attachment 1)
• Scheduled preventive maintenance that meets or exceeds the guidelines
provided in the attached PM Checklist, including the maintenance of all
accessibility features of the vehicles. (Attachment 2)
The City will maintain maintenance records for each vehicle for 5 years and will
cooperate fully in annual Motor coach carrier terminal inspections conducted by
the California Highway patrol
5. The City will ensure that its operators, or its contracted vendor's operators, are
property licensed and trained to proficiency to perform their 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.
6. The City will submit a monthly report to OCTA's Community Transportation
Services which includes, at a minimum, a monthly and fiscal year-to-date
summary of service and expenditures as illustrated in Exhibit C.
7. The City will participate in OCTA marketing and outreach efforts to encourage
use of fixed-route transit service by older adults.
Page 1 of 2
• ASEMENT NO. C-2-0656
EXHIBIT A
8. The City will note OCTA sponsorship in any promotional material for service
funded under this agreement and will display the OCTA Senior Wheels program
logo on vehicles used in this program (excluding taxis).
9 The City will ensure that it maintains adequate oversight and control over all
aspects of service that are provided by a contracted vendor.
10. The City will participate in the annual National Transit Data Base reporting
process.
Page 2 of 2
PROJECTED FUNDING LEVELS AGREEMENT NO.C-2-0&%
EXHIBIT B
SENIOR MOBILITY PROGRAM
Huntington Beach
Current
Allocation 02 03 04 05 06 07 08 09 10 11 Total
OCTA Contribution-Operating $21,759 $ 90,279 S 96,498 $102.943 S 109,799 $117,553 $125,765 $134,402 $143.455 $152,940 $164.622 $1,238,258
City Contribution-Operating $ 8.714 $ 25,844 $ 27,399 $ 29,010 $ 30,724 $ 32.663 $ 34,716 $ 36,875 $ 39,138 $ 41,509 $ 44,430 $ 342.308
County Contribution-OAA $ 13,097 S 13.097 $ 13,097 S 13,097 $ 13.097 S 13.097 $ 13.097 $ 13.097 $ 13,097 S 13.097 $ 13.097 S 130.970
Total Operating Costs $43,570 $129.220 $136.994 $145,050 $153.620 $163,313 $173,578 $184.374 $195.690 $207.546 $222.149 $1.711,534
1r Vehw es Provided 2 2 2 3 3 3 3 3 3 3
OCTA Contribution-Returbxstung S 6.000 $ - $ - S 9,000 S - $ - $ 9,000 $ - $ - S 9.000 $ 33,000
Total Cost $135.220 $136,994 $145.050 $162.620 $163,313 $173.578 $193.374 $195.690 $207.546 $231,149 $1,744,534
• Increase in OCTA Allocation for
Opera"Costs S 68.520 $ 74,739 S 81,184 S 88.040 $ 95.794 $104.006 $112.643 $121.696 $131.181 $142.863 $1,020,666
%Increase in OCTA Allocation for
Operating Costs 315% 343% 373% 405% 440•/. 478% 518% 559% 603% 657% 469%
Senior Population 20,874 21.483 22.092 22.70t 23,387 24,073 24,759 25.445 26,131 27,084
I
j, je CITY OF HUNTINGTON BEA C
2000 MAIN STREET CALIFORN, \ 1. ,,,18
OFFICE OF THE CITY CLERK
JOAN L. FLYNN
CITY CLERK
May 9, 2007
Pia Veesapen, Procurement Administrator
Orange County Transportation Authority
550 South Main
P. O. Box 14184
Orange, CA 92863-1584
Dear Pia:
Enclosed please find the original of Amendment No. 1 to Cooperative Agreement No.
C-2-0656 between Orange County Transportation Authority and the City of Huntington
Beach for the Senior Mobility Program.
Upon execution by the commission, please return a complete copy to:
Joan L. Flynn
City Clerk
2000 Main Street
Huntington Beach CA 92648
Your attention to this matter is greatly appreciated.
Sincerely,
toanL. Flynn, CMC
City Clerk
JF: pe
Enclosure: Agreement
G:tolkxcup:a-rmtltr
(Telephone: 714-536.5227)
RCA ROUTING SHEET
INITIATING DEPARTMENT: COMMUNITY SERVICES
SUBJECT: OCTA-AMENDMENT NO. 1 TO COOPERATIVE
AGREEMENT NO. C-2-0656
COUNCIL MEETING DATE: May 7, 2009
:RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable
Resolution (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable
Tract Map, Location Map and/or other Exhibits Attached ❑
Not Applicable
Contract/Agreement (w/exhibits if applicable) Attached
(Signed in full by the City Attorney) Not Applicable ❑
Attached
Third Party Agreements, etc. ❑
Subleases, Not Applicable
(Approved as to form by City Attorney)
Certificates of Insurance (Approved by the CityAttomey) Attached
Not Applicable
Fiscal Impact Statement (Unbudgeted, over$5,000) Attached
Not Applicable
j Bonds (If applicable) Attached
Not Applicable
Staff Report (If applicable) Attached El
Not Applicable
Commission, Board or Committee Report (If applicable) Attached
Not Applicable
Findings/Conditions for Approval and/or Denial Attached
'jI I Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED RETURNED FORWARDED
Administrative Staff
Deputy City Administrator Initial
City Administrator Initial
City Clerk
EXPLANATION FOR RETURN OF ITEM:
Only)(Below Sp6ce For City Clerk's Use
RCA Author: M.Loadsman for Janeen Laudenback
OCTA
BOARD OFDIRECTORS May 17, 2007
Carolyn V.Cavecche
Chairman
cnrh Norby
Vice-Chairman
Ms. Joan L. Flynn
JerryAmante City Clerk
Director City of Huntington Beach
Patricia Bates 2000 Main Street
Director Huntington Beach, CA 92648
Art Brown
Director
Peter Buffa SUBJECT: AMENDMENT NO. 1 TO AGREEMENT NO. C-2-0666
Director
Bill Campbell
Director
Dear Ms. Flynn:
Richard Dixon
Director
Glaab
PaulG. Enclosed for your records is a copy of the above-referenced subject. If you have any
Director
Cathy Green questions, please feel free to call me at (714) 560-5618.
Director
Allan Mansoor Sincerely,
I
Director
John Moorlach
Director
' Janet Nguyen
Director Cathy Foreman
Curt Pringle purchasing Assistant
Director
Contracts Administration and Materials Management
Miguel Pulido
Director
Mark Rosen
Director Enclosure
Gregory Winterbottom
Director
Cindy Ouon
Governor's
Ex-OHicio Member
CHIEF EXECUTIVE OFFICE
Arthur Leahy
Chief Executive Officer
4'IN510.1�ryph
` Am rr
Nntnber1
3�i'sY a'
Orange County Transportation Authority
l 550 South Main Street/R0.Box 14184/Orange/California 92863-1584/(714)560-OCTA(6282)
� I
OCTA
.,
BOARD OF DIRECTORS N
July 11, 2002 �
Todd Spitzer
Chairman
Tim Keenan
Vice-Chairman Community Services Department �`-= _;
Arthur C.Brown Attn: Mr. Bill Fowler
Director 2000 Main Street C)
Shirley McCracken P.O. Box 190 D
Director Huntington Beach, Ca 92648
Miguel A.Pulido
Director
James W. cttoorr va
Director SUBJECT: COOPERATIVE AGREEMENT NO. C-2-0656
D
Charles V.Smith
Director
Michael Ward Dear Mr. Fowler:
Director
Thomas W.Wilson Enclosed please find one original of the above referenced subject for your
Director
records.
Gregory T.Winterbottom
Director
Should you have any contractual related questions, please feel free to contact
Susan Withrow Director Rebecca Potter at (714) 560-5619, or by e-mail at rpotter@octa.net.
Denis R.Bilodeau
Alternate
Cynthia P.Coad Slnc rely,
Alternate
Bev Perry
Alternate
CindyOuon Denise L. Kadlec
Governor's
Ex-OfcioMember Office Specialist
Contract Administration and Materials Management
Enclosure(s)
1
Orange County Transportation Authority
550 South Main Street/P.O.Box 14184/Orange/California 92863-1584/(714)560-OCTA(6282)
t
e ,
y
ryryIII i
I:
1 I COOPERATIVE AGREEMENT C-2-0656
2
BETWEEN
3I
THE ORANGE COUNTY TRANSPORTATION AUTHORITY
4 II AND
5 I THE CITY OF HUNTINGTON BEACH
6 II FOR SENIOR MOBILITY PROGRAM
i
7 I THIS AGREEMENT is made and entered into this �day of , 2002 by and between
g I the Orange County Transportation Authority, a public corporation of the State of California (hereinafter
� 4 referred to as "AUTHORITY") and the City of Huntington Beach (hereinafter referred to as "CITY").
101 RECITALS
It II WHEREAS, AUTHORITY has been retained by the Area Agency on Aging (AAA) to provide
12 , countywide transportation of seniors to nutrition sites funded by AAA; and
13 WHEREAS, CITY is desirous of obtaining transportation services for seniors of the City of
14 I� Huntington Beach; and
1511 WHEREAS AUTHORITY and CITY jointly wish to expand the senior transportation services
} y � p
!6 II available b looking at alternative methods of providing transportation services to the seniors-, and
Y 9 p 9 P ,
17 II WHEREAS, AUTHORITY and CITY agree to enter into the senior mobility program concerning
18 I senior transportation services; and
19 WHEREAS, this Cooperative Agreement defines the roles and responsibilities of AUTHORITY
20 and CITY in executing a senior mobility program for senior transportation;
21 NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as follows:
22
ARTICLE 1. COMPLETE AGREEMENT
23 I A: This Agreement, including all exhibits and documents incorporated herein and made
2; I applicable by reference, constitutes the complete and exclusive statement of the term(s) and condition(s)
2511 of the agreement between AUTHORITY and CITY and it supersedes all prior representations,
I
26 j1 understaridings and communications. The invalidity in whole or in part of any term or condition of this
i !. CAMWCLERICALWORDPROC/A(,REErClIM7
i Page 1 of 6
til
• AGREEMENT NO. C-2-0656
1 Agreement shall not affect the validity of other term(s) or condition(s)-
2 ' B. AUTHORITY's failure to insist in any one or more instances upon CITY's performance of
3 any term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment of
I
4 I AUTHORITY's right to such performance or to future performance of such term(s) or condition(s) and
5 I CITY's obligation in respect thereto shall continue in full force and effect. Changes to any portion of this
6 I Agreement shall not be binding upon AUTHORITY except when specifically confirmed in writing by an
7 authorized representative of AUTHORITY by way of a written amendment to this Agreement and issued
s i in accordance with the provisions of this Agreement.
9 ARTICLE 2. RESPONSIBILITIES OF THE AUTHORITY:
10 .� A AUTHORITY agrees to provide funds annually in the amount specified in the attached
11 Exhibit B, "Projected Funding Levels" through 2011 for the senior mobility program using funds obtained
12 from the Older Americans Act as allocated by Orange County's AAA, and Article 4.5 of the State of
13 California Transportation Development Act.
14 B. The funding levels are determined each year based on changes in senior population-
's Annual allocations will be calculated using actual growth in senior population and the Consumer Price Index
16 I (CPI)
17 C. AUTHORITY will pay to CITY the AUTHORITY's annual contribution for the first fiscal
I'
18 year within thirty (30) days of receipt of a request to draw down Senior Mobility Program funds or the
19 start of service, whichever is later_ Subsequent annual contributions will be paid to the CITY by July 30t"
20 of the following year.
21 D. All unused or unmatched AUTHORITY funds shall be deducted from the following fiscal
22 4 year allocations.
23 E_ AUTHORITY will administer and coordinate the pilot program with the AAA.
24 II F. AUTHORITY will provide technical assistance to CITY, if requested, in the following areas:
25 1) Vehicle donations; and
1I
26 �i 2) Periodic workshops on a variety of topics
fI Page 2 of 6
I4I L CAKWICLERiCALAVOROPROCrAGREE)AG20148DOC
I I
AGREEMENT NO. C-2-0656
1 G_ AUTHORITY will establish a network of local operators who will meet on a regular basis.
2 y ARTICLE 3. RESPONSIBILITIES Of CITY:
I
3 A- CITY agrees that all funds received from AUTHORITY as specified in Article 2A above will
4 be used exclusively for providing accessible senior transportation services that do not duplicate
5 AUTHORITY's services as specified in Exhibit A entitled "Scope of Work-"
I
6. B. CITY agrees to a twenty percent.(20%) match of funds provided by AUTHORITY- Local
i
7 match may be made up of cash-subsidies, fare revenues, or in-kind contributions
g I C. CITY may contract with a third party service provider to provide senior transportation
g services provided that*
I
10 1. Contractor is selected using a competitive procurement process; and
11 I 2. Wheelchair accessible vehicles are available and used when requested.
12 , E- CITY shall procure and maintain insurance coverage during the entire term of this
13
Agreement- Coverage shall be full coverage or subject to self-insurance provisions. CITY shall provide
14 I� the following insurance coverage-
15 1. Commercial General Liability, to include Products/Completed Operations, Independent
16 ' Contractors', Contractual Liability, and Personal Injury Liability with a minimum of$1,000,000 of coverage.
17 i
2_ Automobile Liability Insurance with Primary Bodily Injury with a minimum of $1,000,000
1s y
combined single limits;
191 3. Workers' Compensation with Limits as required by the State of California;
20 4. Employers' Liability with limits of a minimum of$100,000-, and
21I 5. Proof of such coverage, in the form of an insurance company issued policy
22 endorsement and a broker issued insurance certificate or certificate of self insurance, must be received
t
23 by AUTHORITY prior to commencement of any work. Proof of insurance coverage must be received by
24 AUTHORITY within seven (7) calendar days from the date of execution of the Agreement. AUTHORITY
zs mu named n additional insured on the certificate and endorsement CITY shall include on the
must beas a add ca
26 �; face of the certificate of self insurance the Agreement Number C-2-0656; and, the Procurement
1 Page 3 of 6
li L f-A%"JGLERICALNYOROPROVAGREE)AG2014B W C
II
i
AGREEMENT NO. C-2-0656
1 Administrator's Name, Rebecca Potter.
2 i F. CITY agrees to provide AUTHORITY with monthly summary reports of the CITY's senior
3 mobility program. CITY shall submit monthly summary report within twenty (20) calendar days as
i
a i specified in Exhibit C "Senior Mobility Monthly Report," included in this Agreement, which is incorporated
,5 into and made part of this Agreement-
6 ARTICLE 4. TERM OF AGREEMENT:
7 This Agreement shall commence upon execution by both parties, and shall continue in full:force
R �
and effect and shall extend through June 2007 as mutually agreed to by both parties. The AUTHORITY
9 retains the option to extend this agreement through June 30, 2011.
10 I ARTICLE 5. NOTICES
11 -All Notices pertaining to this Agreement and any communications from the parties may be made
12 : by delivery of said notices in person or by depositing said notices in the U.S. Mail, registered or certified
13 I mail, return receipt requested, postage prepaid and addressed as follows:
to ' To CITY: To AUTHORITY:
13 I, Community Services Department Orange County Transportation Authority
16 12000 Main Street 550 S. Main Street
17IP0. Box 190 PO. Box14184
19 Huntington Beach, CA 92648 Orange, CA 92863-1584
19 ATTENTION: Mr. Bill Fowler ATTENTION: Rebecca Potter, C.P.M.,
20 II Superintendent of Recreation and Human Services Senior Procurement Administrator
21 ; (714) 536-5496 Fax: (714) 374-1654 (714) 560-5619 Fax: (714) 560-5792
22 ARTICLE 6. FEDERAL, STATE AND LOCAL LAWS:
23 AUTHORITY and CITY agree that in performance of their obligations under this Agreement, they
24 I shall comply with all applicable federal, California State and local laws, statutes and ordinances and all
f
25 I lawful orders, rules and regulations promulgated thereunder
26 11
I
Page 4 of 6
L CAMMICLE RICALAVOROPROCIAGREEIAG20148 DOC
�I
i
�I * AGREEMENT NO. C-2-0656
1 ARTICLE 7. ORDER OF PRECEDENCE
2 : Conflicting provisions hereof, if any, shall prevail in the following descending order of precedence:
i
3 : (1)the provisions of this Agreement, including all exhibits; (2) AUTHORITY's staff report dated September 6,
4 2001: (3) all other documents, if any, cited herein or incorporated by reference-
5 7 ARTICLE 8. AUDIT.AND INSPECTION OF RECORDS
6 City shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's.accounting-
, ..
7 I books, records,.payroll documents and facilities as AUTHORITY deems necessary. CITY shall maintain
8 such books, records, data and documents in accordance with generally accepted accounting,principles and
9 shall clearly identify and make such items readily accessible to such parties during CITY's performance
10 hereunder and for a period of five (5) years from the date of final payment by CITY. AUTHORITY's right to
11 I audit books and records directly related to this Agreement shall also extend to all first tier subcontractors
-
12 ARTICLE 9. TERMINATION
13 I� A_ AUTHORITY or CITY may, for its own convenience, terminate this Agreement at any time
14 in whole or in part by giving the other party written notice thereof of not less than ninety (90) days in
1s I advance of the specified date of termination-
16 II B- If Agreement is terminated prior to July 151 of any year within the term, the CITY shall
17 return funds on a prorated basis for that annual allocation.
18 I ARTICLE 10. INDEMNIFICATION
19 A- CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
i
20 employees and agents from and against any and all claims (including attorney's fees and reasonable
21 4 expenses for litigation or settlement) for any loss or damages, bodily injuries, including death, damage to
I
22 I or loss of use of property caused by the negligent acts, omissions, or willful misconduct by CITY, its
23 I
officers, directors, employees, agents, subcontractors or suppliers in connection with or ansmg out of the
24 I performance of this Cooperative Agreement .
25 B. CITY shall maintain adequate levels of Insurance, or self-insurance to assure full
26 ��indemnification of AUTHORITY.
II L CAMW/CLERiCAUWORDPROC/AGREEIAG201480<X Page 5 of 6
I
(17
AGREEMENT NO. C-2-0656
1 ARTICLE 11. FORCE MAJEURE
2 Either party shall be excused from performing its obligations under this Agreement during the
3 time-and extent that it is prevented from performing by a cause beyond its control, including, but not
4 limited to: any incidence of fire, flood; acts.of God; commandeering of material products,-..-plants or
5 facilities by the federal state or local government;-national fuel shortage; or a'material.act`df omission by.
6 the.other'.party;,wheh satisfactory evidence of such cause is presented.to'the other:partyj�and.provided
7 further that such ,nonperformance.is unforeseeable, beyond the control and',is'.fnot,due .to:the fault.or:
s negligence of.the party.not performing.--
9 Upon execution by both parties this Agreement shall be made effective on February 4 1002.
to IN WITNESS THEREOF; the parties hereto have caused this Agreement,N62 C-2-0148 to be
11 executed on.the.date first written above. ..• ... . ...
12 'CITY OX HUNTINGTO EACH ORANGE COUNTY TRANSPORTATION'AUTHORITY
13 BY By 0N1, %dvr��
14 Arthur T. Leahy
Mayor Chief Executive Officer
15 APPRO ED AS TO FORM:
16
By ��'� v By : . .
17 Hutton ,� ti Kennard . Sma , Jr.
City Attorney General Counsel
18 ATTE
19 B
20 City Clerk'6.
21 INIT D AND PROVED:
22 B /
Y
23 Director of Community Services
24 REVIEWED AND APPROVED:
25 BY oec 2 �•
26 City Administrator
Page 6of6
L:CAMM//CLERICALANORDPROC/AGREE/AG20M.DOC
ASEMENT NO. C-2-0656
EXHIBIT A
Scope of Work
Senior Mobility Program
1. The City of Huntington Beach (City) will utilize funding provided by OCTA and its
local match to provide the following services-
• Transportation for residents 55 years of age and older to medical
appointments, grocery shopping, senior center classes/nutrition site, special
events, the adult day center, and life-supporting medical trips, such as- -
dialysis, and chemotherapy
• The City will provide approximately 1,200 one-way trips monthly using two 22-
passenger buses, five vans and one sedan.
• The hours of service are 8.00 a.m. to 5-00 p.m.
• The days of service are Monday through Friday, and occasional weekends.
2. The City will follow competitive procurement practices in selection of vendors for
all services which it does not provide using its own workforce. Any RFP for
services will specify the use of vehicles meeting ADA accessibility standards.
3_ The City wishes to obtain two retirement eligible OCTA ACCESS vehicles which
will be donated by OCTA
4. The City will perform, or ensure that a contracted vendor performs, maintenance
of all vehicles used in the Senior Mobility program, including, at a minimum-.
• Daily Pre-Trip Inspections that meets or exceeds the guidelines provided in
the attached Pre-Trip Inspection Checklist (Attachment 1)
• Scheduled preventive maintenance that meets or exceeds the guidelines
provided in the attached PM Checklist, including the maintenance of all
accessibility features of the vehicles. (Attachment 2)
The City will maintain maintenance records for each vehicle for 5 years and will
cooperate fully in annual Motor coach carrier terminal inspections conducted by
the California Highway patrol
5. The City will ensure that its operators, or its contracted vendor's operators, are
properly licensed and trained to proficiency to perform their 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.
6. The City will submit a monthly report to OCTA's Community Transportation
Services which includes, at a minimum, a monthly and fiscal year-to-date
summary of service and expenditures as illustrated in Exhibit C.
7. The City will participate in OCTA marketing and outreach efforts to encourage
use of fixed-route transit service by older adults.
Page 1 of 2
AAEMENT NO. C-2-0656
EXHIBIT A
8. The City will note OCTA sponsorship in any promotional material for service
funded under this agreement and will display the OCTA Senior Wheels program
logo on vehicles used in this program (excluding taxis).
9- The City will ensure that it maintains adequate oversight and control over all
aspects of service that are provided by a contracted vendor.
10. The City will participate in the annual National Transit Data Base reporting
process.
Page 2 of 2
0 • AGREEMENT NO. C-2-0656
Pre-Operation inspection & Defect Report tsULlY UAMAUt. ATTACHMENT 1
Circle a-d oesc'-be any oarnace to a bus cr!ziag,a.-
ot f,courea' ant::v+o side v ews
Bus.-Van No. Date
Feces;Rey..4a-ars ware:hat no rrotcr .e:.a1e carry+,g Pa5se.o9e.5.'o•r..•e ? r n
sY.sa be irven un,ess Me driver %as oete.". elac Ma;.7>e :okw rig Gars anC
access-"s are in gcoc'wcf�rg cr-cer E3cn anve,is rev::-'red to s c. b•a
wren rexrt Cafy 3r each coat!.C'rWen. i
1st Drivw:
Miles Finish' m.*s Sta,: N.xs E:ap-,w
No De.ecis O Deret:s_ O Signature. _
2nd Ort"r. C•escripbon
Mfrs Fexsh. Miles Stu:. Mks E!Psedp { lJ
No Detects. R Detects-0 S�'*atsre C
I'd Ortver
M:krs Firesh: Mdes Star M:Ies Elapsed'
No De!ecls 0 De!ects-3 Sigrature *'� �escr:pion
PREOPERATIONS INSPECTIONS F
Inocate,rr:th or(ri met each Kern has been checked
AWPM AM/PM
Tves;uq N;Rs fvrneeis d rims; __ Emergency Fe!sec ors ��
... . y
Tu-n Signal Swrtclvlior^. I pescrsFt,on
;� An System __ Fvst 44 Kit
_+� �igrtsRefec!ors Radio
Mlieeklw-r Ults !- Dnvera Seat.`Ben
-r Wheeler=Lilt Cover __ Door Intenwic -
-_-_ M:rors - WIC Tie Down Straps
VVrKtshiesd VV%rgers.Mrashers _ Mar"LiR Bar
`i- Fve Eejngusrw __ Conduct Walk Around
_r_ Steerun hiecnarm-n __ PutunV3rmces'Sernce
Brag OPERATOR(S):
DEFECTS' l"care wW:an(j)delect:w eems 0". (Explain In D#W0
affAm sfrA M CNOLKE NAPORTANT' `'tell exped,.e repairs by provstling necessary
_Brakr Fi iid Leaks _L,qi•..On _Not Enyarvwater Leaks in`otmation r"arding de!ects' Please Print
_SoltlHsrd BrakeS Not Appaec _Low 0160i1 Leaks
Pug to LJR _Light On: _Starts Hard
0-9911g Brakes ADpead. No Power/Eng Ck. LVN
_S—kirc Sus slapped -C-Ix ces -
Er+r3erxy Smite _Ligtx Not On -Idk's R24tvV0xs:ion
Oew..1,;1- Brakes Appied. -_Ean aw.Vwu um Leaks
�l;M Bus Moving _Fue+LaakV,PG; as
E.."xddeo Oh ew- _OH r RANSrwrSS�9+r+
C%A -Too CokVH(g _Wont Go:rcc Gear
S- ottx'Cord _Defroster Detect _SI•ps Gm-+.-s"urrnes
..Ll k' RRl Vc LR LAO ,Vemutatvn cS"Yerst _EAc ssrre gloss
Locsr 1u'.is"Lugs _Fumes Leases
- F REPAIRS MADE:
_Otte-aepGm _Ori+e-�� T Drne Luis voiv,on
�n EMM8W 125 Dog Rear- End 4oLw - - —
Lmenor lowsp ws S TLFFarrvC
Ederior SIM ttaro Srncs
_t oration' a lrioperatiw -Shimmy
_Leaks Air _Excessne Pray
o+ 3E C EAMLINE'SS -Exoessrre PLry -Other-cotar.
Iruenor Oew-b*
-EY.enot -e^!ry^InCY ReieiSlf _GlnerH:OrISLsr:['r
_Ftor W++ r _Turn SK,� l4s"trs
Wgxkpvv -%V21 Nd Fold OLr _Horn;
Seat cvz-on Ma Not LevvevRaise _ Fare Sc:
NO Rextraet 00wv15P _snsLRrrrierxs Gauges
Lift V'J I Not Fdd Int3 _=uel.Cd A rnp meter
Bus ALL ITEMS COMPLETED -BUS SERVICED AND RELEASED:
Seas _Hands-s _Modesty PSneis
Super„scr's S:c-•ame !Dale
OSenior Mobility P.M. Check List AGREEMENT NO. C-2-0656
ATTACHMENT 2
Date Bus# TERMINAL workorder# Current Mileage
Last inspection miles
A_ Employee must check off all boxes!Note all discrepancies on reverse side Miles between
B. Check files and open workorders
S S
C- Interior Y g E_ Under hood Y
1 Entry door operation and seals i Check for visible leakage
2 Temperature and oil warning devices 2 Engine oil level
3 Neutral safety system 3 Transmission fluid level and condition
4 Horn,gauges and dash lights 4 Brake fluid
5 Heater,defroster and fan - 5 Power steering fluid
6 Windshield wipers and washer, 6 Check all belts
7 Indicator lights 7 Component and accessory mounting
8 Throttle operation 8 Check all hoses and routing
9 Steenng free play In 9 Coolant level and protection cif _ ph
10 Applied and unapplied brake test for vacum loss 10 Pressure test cooling system
11 Inlenor lights 11 Water pump and fan dutch play
12 Windshield and window glass condition 12 Air filter condition-check restriction gauge
13 Window mechanism and seals 13 Check exhaust system
14 Seat condition 14 Battery fluid level and mounting
15 Intenor body,floor and stantions 15 Clean battery and connections
16 Fire extinguisher date and bracket 116 jDrain fuevwater separator
17 Road warning devices
18 First aid kits 8
19 Emergency exits operation,warning devices and signs F. Under Bus x g
20 Interior clean 1 Kingpin and wheel beanng play
21 18ack up alarm 2 Tire wear,condition and matching
3 Leakage at backing plates and wheel seals
4 Steering box,mounting,leakage,looseness and leaks
5 Front shocks and mounting
6 Front spnngs,bushings
7 Engine leaks• lines,fitters,hoses and engine mounts
8 Starter and connections
8 9 Exhaust system and mounting
D. Exterior Y 10 Transmission mounted parking brake
1 All exterior lights and signals 11 Transmission leaks
2 Mirror condition and mounting 12 Output shaft play
3 Record body damage 13 Drrveshaft guard.U joints and retarder
4 Bumper bolts 14 Body hold downs and insulators
5 Paint lettering and appearance 15 Winng along frame
6 Emergency exits 16 Differential leaks,fluid level
7 Axle flange and lug nuts,oil hubs 17 Pinion play
8 Tire side wall condition,cracked wheels,valve stem 18 Breather vent
Valve stem cap, alignment of rear duels 19 Rear shocks and mounting
9 Tread depth 20 Rear spnngs,bushings and U bolts
LF RF LRO 21 Leakage at backing plates and wheel seals
LRI RRO RRI 22 Fuel tank straps and lines
10 Tire inflation-Record and inflate 23 Tad pipe hangers
LF RF LRO 24 Lube entire chassis
LRI RRO RRI 25 Check drag link,tie rods and idler arms
O*Senior Mobility P.M. Check List AGREEMENT NO. C-2-0656
ATTACHMENT 2
CL
D- Brakes x w D. Lift Inspection s
F31 Visible and audible leaks 1 Check m for proper operations
2 Check all lines along chassis 2 inspect for stress,cracks,mounting and alignment
Check brake booster and hoses 3 Check pins
Hydraulic lines 4 Check the complete hydraulic system
5 Check micro switches and electrical wiring
ARemove wheels and check the following items 6 Check all system covers and warning signs
15 Pads and rotors 7 Check safety barner
6 Check pins and caliber's - 8 Lube complete lift
9 Check wheelchair securements, proper amount and opera
10 Lift door warning device
11 Lift cover in place
H. Roadtest
1, Note repairs needed
Signature of Inspecting Mechanic Signature of Supervisor
6,000 miles- Inspectionloil change
30,000 Transmission service
60,000 Differential service
PROJECTED FUNDING LEVELS AGREEMENT NO C-2-0656
EXHIBIT B
SENIOR MOBILITY PROGRAM
Huntington Beach
Current
Allocation 02 03 04 05 06 07 08 09 10 11 Total
OCTA Contribution-Operating $ 21,759 $ 90,279 $ 96,498 $102,943 $109,799 $117.553 $125,765 $134.402 $143.455 $152,940 $164.622 $1.238.256
City Contribution-Operating $ 8,714 $ 25,844 $ 27,399 $ 29,010 $ 30,724 $ 32,663 $ 34,716 $ 36,875 $ 39138 $ 41,509 $ 44,430 $ 342,308
County Contribution-OAA $ 13,097 $ 13,097 $ 13,097 5 13,097 $ 13,097 $ 13,097 $ 13,097 $ 13,097 $ 13,097 $ 13,097 $ 13,097 $ 130.970
Total Operating Costs $ 43,570 $129.220 $136,994 $145.050 $153,620 $163,313 $173,578 $184.374 $195.690 $207.546 $222.149 $1,711,534
#Vehicles Provided 2 2 2 3 3 3 3 3 3 3
OCTA Contribution -Refurbishing $ 6,000 $ - $ - $ 9,000 $ $ - $ 9,000 $ - $ - $ 9,000 $ 33,000
Total Cost $135,220 $136.994 $145,050 $162.620 $163,313 $173,578 $193.374 $195,690 $207,546 $231,149 $1.744.534
Increase in OCTA Allocation for
Operating Costs $ 68,520 $ 74,739 $ 81,184 $ 88,040 $ 95,794 $104,OW $112,643 $121,696 $131.181 $142,863 $1,020,666
%Increase in OCTA Allocation for
Operating Costs 315% 343% 373% 405% 440% 478% 518% 559% 603% 657% 469%
Senior Population 20,874 21,483 22,092 22,701 23,387 24,073 24,759 25,445 26,131 27,084
_ AGREEMENT NO. C-0656
. • EXHIBIT C
Senior Mobility Transportation Project
Monthly Reporting Form
OCTA
Service for the month of:
Program Name:
City: _..
Contact Person:
Contact Phone:
Number of Vehicle service Vehicle service'
Trip category assen ers hours miles
Nutrition Trips
Medical Trips
Shopping Trips
Other Trips (Please
spec specffy inp type below—)
Totals
Total operating cost for month:
Comments:
Please complete the information requested in this form and fax the completed form to OCTA, Attention CTS
Transportation Analyst at(714) 660-5914 by the 1Vh day of the month following the reporting month.
Please contact the Transportation Analyst at(714) 560-5425 if you have any questions or require assistance with
the completion of this form
"Please specify other trip types being provided to seniors in this space
L_ICamm\REBECCAX1 WorkinglZenior Mobility AgreementsrOonthly Reporting Form-Senior Mobility doc
ftern 16.
BOARD COMMITTEE TRANSMITTAL
OCTA
October 11, 2001
To: Members of the Board of Directors
From: Clerk of the Board
Subject: Senior Mobility Program
Committee Referrals
Transit Planning and Operations Committee September 6, 2001
Present: Keenan, Spitzer, Ward, Winterbottom
Vote: Unanimous to defer action until September 20. Director Spitzer
requests that staff obtain clarifying information regarding the
possible use of Measure H Tobacco Settlement Funds for senior
non-emergency medical transportation.
Transit Planning and Operations Committee September 20, 2001
Present: Brown, Keenan, Spitzer, Ward, Winterbottont
Vote: Unanimous
Committee Recommendations
A. Direct staff to create, implement and support the Senior Mobility Program
as outlined in the staff report.
B. Authorize the Chief Executive Officer to enter into up to five-year
renewable cooperative agreements with local jurisdictions that voluntarily
choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5,
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
Orange County Transportation Authority
550 South Main Street/P.O.Box 14184/Orange/California 92863-1584/(714)560-OCTA(6282)
Senior Mobility Program _ Page 2
D. Adopt the Findings Pertaining to the Filing of Article 4.5 Local
Transportation Fund Claims for Community Transit Services as shown in
Attachment D.
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransit vehicles.
I
f
I OCTA
September 6, 2001
To: Members of the Transit Planning and Operations Committee
v
From: Arthur T. Leah Chief Executive Officer
Subject: Senior Mobility Program
Overview
A new program to provide vehicles and allocate transit operating funds on an
ongoing basis to all Orange County cities and the County of Orange for the
purposes of providing local transportation services to seniors is proposed for
adoption by the Board of Directors.
Recommendations
A. Direct staff to create, implement and support the Senior Mobility
Program as outlined in the staff report.
B. Authorize the Chief Executive Officer to enter into up to five-year
renewable cooperative agreements with local jurisdictions that
voluntarily choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5,
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
D. Adopt the Findings Pertaining to the Filing of Article 4.5 Local
Transportation Fund Claims for Community Transit Services as shown
in Attachment D.
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransit vehicles.
Background
OCTA and its predecessor agencies have for many years provided
transportation services to seniors. In the 1970's and 80's, this included demand
responsive Dial-A-Ride services operated by the Orange County Transit
District (OCTD), and specialized social service and disabled transportation
services provided by the non-profit Consolidated Transportation Services
Agency (CTSA). Beginning in 1990 with the passage of the federal Americans
Orange County Transportation Authority
550 South Main Street/P.O. Box 14184/Orange/California 92663-1584/(714)560-OCTA(6282)
I
Senior Mobility Program Page 2
with Disabilities Act, transportation services for persons with disabilities began
to take priority for available resources. By 1995, Dial-A-Ride and CTSA
services were transitioned into ACCESS service and focused primarily on
meeting strict federal requirements for transportation of persons with
disabilities. OCTA has continued to operate some services exclusively for
seniors, including transportation to congregate meal programs in partnership
with the County Area Agency on Aging (AAA) and service for Adult Day Care
and Adult Day Health Care programs. However, since the implementation of
the ADA, there has been continued interest among seniors and senior
advocates in securing more public transportation service exclusively for
seniors.
One response to this interest was OCTA's establishment in 1998 of the Senior
Pilot Program, which permits local jurisdictions to directly receive operating
funds and vehicles for provision of congregate meal transportation and other
senior transportation services in lieu of the service provided by OCTA. The
results of this program have been reported on several earlier occasions to the
Board of Directors. To date, six cities have voluntarily tried this program. All
have reported the ability to offer more services with a greater degree of
customer satisfaction. The lessons learned from the Senior Pilot Program have
been used to develop the more comprehensive Senior Mobility Program
proposal.
In June 2000, OCTA adopted the findings and recommendations of a
comprehensive Senior Transportation Analysis that looked at senior
transportation needs and issues over the next twenty years. A key finding of
this study, shown in Attachment B, is the anticipated rapid growth over the next
five to ten years in the number of older seniors, many of whom will not be able
to drive and will need to find transportation alternatives. The study report
provided a broad range of recommendations to help meet senior mobility
needs. Key among these was identifying new funding sources and establishing
new local transportation services for seniors. The Senior Mobility Program
proposal is aimed at these recommendations.
In preparing this program proposal, OCTA staff has met face-to-face with staff
from all of the cities in Orange County (with the exception of Aliso Viejo and
Laguna Beach), and with the County Area Agency on Aging and Health Care
Agency to get feedback and make refinements. In addition, a letter regarding
the proposal and a copy of this Board report has been sent to all city managers
to provide information and solicit any feedback or comments they may have.
Senior Mobility Program Page 3
Discussion
With the Senior Mobility Program, OCTA will provide transit vehicles and
operating funds to cities and the County of Orange to enable them to establish
local transportation service for seniors. These local services will complement
OCTA's regional bus and ACCESS paratransit services. Participation in the
program by cities and the County is entirely voluntary. Local jurisdictions will
have broad discretion in how the resources can be used and how local senior
transportation services can be provided. Services can be operated by the local
jurisdiction, they can be contracted, or resources can be provided directly to
users through a bus or taxi subsidy or voucher. Operations can include a local
fixed-route, demand responsive, feeder or subscription service, as long as
what is offered does not duplicate OCTA's existing bus service. Service can be
confined to the local community or offered to destinations in other areas. Cities
may also operate joint programs on a sub regional basis. Trip purposes and
program eligibility requirements can be tailored to local needs.
WHAT OCTA PROVIDES
OCTA will provide vehicles, operating funds and technical assistance to enable
participating local jurisdictions to offer local senior transportation services.
Each participating jurisdiction will receive the following:
1. An annual grant of transit operating funds according to a formula based on
each jurisdiction's share of Orange County's population 65 years of age and
older (Attachment C). The formula is based on U.S. Census Bureau,
Census 2000 numbers adjusted annually by the Center for Demographic
Research at California State University, Fullerton. For jurisdictions that have
been participants in the County Area Agency on Aging (AAA)/OCTA
congregate meal transportation program and are receiving federal Older
Americans Act (OAA) funding, these funds will be "passed through" to the
local jurisdiction for the Senior Mobility Program as part of the OCTA
formula allocation of operating funds (Attachment C).
2. An annual increase in the allocation of operating funds based on two
factors: a) the change in the Consumer Price Index (CPI) as defined by the
May 2000 Chapman University forecast; and b) the growth in senior
population, age 65 and older, as defined by the Center for Demographic
Research.'
' For some cities the annual allocation of operating funds will exceed their population
fair share, based on prior participation in the existing County Area Agency on Aging
(AAA)/OCTA congregate meal transportation program. These "overfunded" cities will
receive an annual funding increase based solely on the increase in senior population
(no CPI adjustment) until such time as their annual allocation is in line with the
population fair share amount.
Senior Mobility Program Page 4
3. Refurbished surplus 17-passenger lift-equipped paratransit vehicles
provided at no cost to the local jurisdiction. These will be OCTA ACCESS
vehicles that have been used for 5 years and/or 150,000 miles.
Refurbishment will include paint, tires, and safety and mechanical
inspection/repair. The number of vehicles each jurisdiction receives will be
proportional to its share of operating funds. Local jurisdictions can receive
additional vehicles for the cost of refurbishment (estimated at $3000 per
vehicle). Vehicles will be the property of the local jurisdiction
4. For every vehicle received, a replacement vehicle will be provided by OCTA
every three years at no cost to the local jurisdiction.
5. OCTA will maintain a small contingency vehicle fleet that can be used as
short-term backup should a local jurisdiction unexpectedly have an
inoperative vehicle that would prevent operation of service.
6. Technical assistance with service design and startup. OCTA staff and
consultants will provide assistance with service design, contracting and
contract oversight. Typically this support will be provided through
workshops and organized training sessions.
7. Ongoing training support. OCTA staff will convene periodic training and
information-sharing workshops for the benefit of staff of local jurisdictions
that have responsibility for implementation and operation of local senior
transportation services.
WHAT LOCAL JURISDICTIONS MUST DO
Participation in the Senior Mobility Program will be voluntary on the part of local
jurisdictions. They may enroll in the program by sending a written request to
OCTA and by entering into an up to five-year renewable cooperative
agreement. To be a participant, each local jurisdiction must do the following:
1. Agree to provide senior transportation services that do not duplicate OCTA
services. Services can be contracted or provided by the local jurisdiction.
Also, a "user-side" subsidy may be provided directly to seniors to offset the
costs of existing transit or cab services. Minimum age for a senior eligible to
use the services is sixty (60). However a local jurisdiction may establish its
own age and eligibility criteria within this minimum standard.
2. Agree to match the operating funds provided by OCTA on an 80 percent
OCTA to 20 percent local basis. The local match may be made up of cash
subsidies, fare revenue, or in-kind services. The match required will grow
as the OCTA funding level grows each year.
' 3. Jurisdictions receiving Older Americans Act funding from the County/AAA
must maintain existing transportation to congregate meal programs. This is
a "pass-through" requirement of the County/AAA.
4. Use a competitive procurement process if services are contracted, and use
disabled-accessible vehicles for operations.
Senior Mobility Program Page 5
5. Provide basic system operating data to OCTA. This will include number of
passengers, vehicle service hours and miles, and monthly operating costs.
6. Provide information for annual fiscal audits and triennial performance audits
required of Local Transportation Fund (LTF) recipients.
PROGRAM BENEFITS
The Senior Mobility Program, if fully implemented, will provide up to
approximately $28 million in senior transportation services over the next 10
years. Based on experience with the Senior Pilot Program and discussions with
managers of senior service programs, the following benefits could be
anticipated:
• Expanded Services for Seniors — OCTA's funding commitment to senior-
only transportation services would increase by more than two-hundred
percent over the next 10 years. Local senior transportation services could
be provided in all Orange County jurisdictions. Services are available in
only a limited number today. Built-in growth in funding would allow
programs to expand with the increase in senior population.
• Greater Equity and Certainty — Currently senior transportation services
are provided in only seventeen local jurisdictions, and the allocation is
historical, not formula based. The Senior Mobility Program makes
resources available equitably to all jurisdictions over the long term. No
i jurisdiction would lose any existing funding, and all would benefit from
annual growth to match increases in senior population.
• Local Contol — Experience with the Senior Pilot Program has shown the
benefits of local control. Participating jurisdictions have been able to tailor
transportation services specifically to the needs of the community.
Depending upon the area, examples include provision of shopping trips,
medical trips and local demand-responsive services, in addition to senior
center trips.
• Customer Satisfaction — User surveys conducted for the OCTA Senior
Transportation Analysis showed that local senior transportation services
consistently have the highest levels of customer satisfaction. Experience
with the pilot program bears this out. Services can be tailored and adjusted
on-site to meet changing customer needs and conditions.
• Lower Cost for Service — Under the pilot program, local jurisdictions have
been able to provide more service for a lower cost. Average per vehicle
hour costs for the pilots average approximately $ 35.00 as compared to
OCTA's average unburdened paratransit service hour cost of $ 42.00 ($55
fully burdened). The difference can be attributed to local versus countywide
coverage, and grouping opportunities and scheduling flexibilities not
applicable to most of OCTA's paratransit services.
Senior Mobility Program Page 6
• Augmentation of OCTA Fixed-Route and ACCESS Services — Addition
of local services for seniors who need transportation only within their
community provides another option that is complementary to OCTA's
regional bus and ADA service. These services have existed since the mid-
1980's in Los Angeles County, funded by the Proposition A 1/2 cent sales
tax, and have worked successfully to augment regional bus,rail and ADA
paratransit service there.
FUNDING AND FISCAL IMPACT
Total OCTA costs, including operating funds, vehicles and support for the
Senior Mobility Program for the next ten years are estimated to be just under
$19 million (Attachment A). These funds will be provided from OCTA's primary
source of transit operating funds, the Local Transportation Fund (LTF).
Specifically, funds will be allocated under Article 4.5, which permits funding to
be provided to local jurisdictions for community transit services with minimal
impact on OCTA's ability to meet LTF performance criteria for its fixed-route
transit operations. No federal funds will be used by OCTA for this program.
The program funding level was established based on OCTA's ability to sustain
support and provide annual growth over the long term. Sufficient funds have
been budgeted in FY 2001-02 to begin implementation, and both mid and long-
term projections have been done to confirm sustainability for the next ten to
twenty years. It was assumed for this analysis that the LTF program is
preserved, at least in its current form, by the California legislature. For
purposes of forecasting actual program costs, it was assumed that not all local
jurisdictions would enter the program until the third year. However, as a
practical matter, it may take longer before all jurisdictions join, and some may
never do so. Nevertheless, for purposes of determining sustainability, full
participation was evaluated. In addition, analysis of the paratransit vehicle fleet
replacement schedule was done to confirm sufficient availability of surplus
vehicles to support the program.
IMPLEMENTATION SCHEDULE
If the Board approves the program, actual funding and vehicle allocations can
begin early in calendar year 2002. This allows sufficient time for local
jurisdictions to prepare for service implementation and to process cooperative
agreements between cities and the OCTA. Initially, it is expected that as many
as sixteen cities would be participants. This includes cities that are already part
of the Senior Pilot Program, cities preparing to enter the Pilot Program, and
cities that already have some type of local senior transportation program in
operation as follows:
t
Senior Mobility Program Page 7
Current Pilot Program Prospective Pilot Locally Operated
Cities Program Cities Services
Brea Buena Park Costa Mesa
La Habra Westminster Irvine
Laguna Niguel San Juan Capistrano Laguna Woods
Huntington Beach CountyNietnamese Center La Palma
San Clemente Newport Beach
Tustin Santa Ana
ROLE OF THE COUNTY
It is assumed that County funding for the Senior Mobility Program will be
limited to a pass through of existing federal Older Americans Act (OAA) funds
for senior congregate meal transportation services in those eligible jurisdictions
that choose to participate. This amount would be $361,225 per year at full
participation. This assumption is based on input from County staff and
historical experience with OAA funding which has been static for many years. If
increased federal OAA authorization and appropriations are made, or other
funds become available to the County for senior services, this assumption
could be revisited.
Staff has had preliminary discussions with the County regarding use of a
portion of Measure H Tobacco Settlement Funds for senior non-emergency
medical transportation. The County is evaluating various options for
expenditure of these funds, including integration with the Senior Mobility
Program. If that option were to be pursued, additional funds could be provided
to local jurisdictions that agree to apply them specifically to non-emergency
senior medical trips.
OTHER ISSUES
Although the Senior Mobility Program proposal is comprehensive, there are a
few exceptions and other issues that should be noted. These are as follows:
• Laguna Beach - Laguna Beach is not included in the funding allocation
for this program. Laguna Beach is the only city in Orange County that
receives its own municipal allocation of LTF funds that can be used for
transit services within the city. Currently these funds are used for a local
transit service, shuttles for the Festival of Arts and a taxi subsidy
program. Laguna Beach does not use all of the funds it currently has
available, so it can implement local senior services using its own
allocation and does not need OCTA's LTF funds for this purpose.
Laguna Beach would be eligible for vehicles through OCTA's surplus
vehicle donation program and for technical assistance and support if it
started senior service.
i
Senior Mobility Program Page 8
k Ethnic Programs - Currently there are two congregate meal
i transportation programs that serve ethnic communities and whose
operation is not associated with a local jurisdiction — the Vietnamese
Community Center of Orange County (VCOC) and the Southern
California Indian Center. For purposes of Senior Mobility Program
planning, funding and vehicle allocations for these sites have been
included with that for the county unincorporated area. As private non-
profits, these centers, if they choose to participate in the Senior Mobility
Program, cannot receive the LTF funds directly. The funds must be
provided to a city or the County. The VCOC is interested in participating,
and the city of Santa Ana has agreed to act as the pass through agency
for the program. If and when the Indian Center chooses to participate, a
similar arrangement would need to be made.
• Unincorporated Areas - Funds have been programmed in the Senior
Mobility Program for the County unincorporated area. Currently seniors
in some unincorporated areas attend senior congregate meal programs
and receive transportation services from neighboring cities. Under the
Senior Mobility Program, this practice could continue and be expanded
to other unincorporated areas where seniors desire service. However,
arrangements would need to be made between the County and the
affected cities to transfer the program funding, matching funds and
vehicles for any transportation services provided. Also, if new
I incorporations occur, funding allocations would be shifted from the
unincorporated area to the new jurisdiction(s).
Summary
A new Senior Mobility Program to provide resources to cities and the County
for the provision of local transportation services for seniors is proposed. If
approved, the program could result in as much as $28 million in senior
transportation services in Orange County over the next ten years.
Attachments
A. Aggregate Cost
B. Senior Demographics
C. Individual Jurisdiction Cost
D. Findings Pertaining to Filing of Article 4.5 Local Transportation Fund
Claims for Community Transit Services
P
i
Senior Mobility Program Page 9
Prepared by: Approved by:
l�J
Monte Ward Steve Wyl
Manager of Special Projects Assistant CEO
(714) 560-5582 (714) 560-5482
i
1
Orange County Transportation Authority
Senior Mobility Program
Aggregate Cost
Fiscal Years 2002-11
OCTA Cost 02 03 04 05 06 07 08 09 10 11 Total
Operating $1,345,146 $1,430,791 $1.519.863 $1,613,898 $1.720,209 $1,834,189 $1.954,827 $2.081.434 $2.213,880 S2,378,889 S18.093,126
Vehicle Refurbishment 141.000 3,000 6.000 147.000 15,000 9.000 147,000 15,000 24.000 150.000 657.000
Contingency Fleet 15.000 15,000 18,000 18,000 18.000 18,000 18,000 18,000 21.000 21,000 180,000
OCTA Total 1.501.146 1,448,791 1,543.863 1,778.898 1,753,209 1.861.189 2.119,827 2,114,434 2.258,880 2,549,889 18,930,126
City/County Cost I i
City Operating 426,593 448,003 470.270 493,780 520.358 548.856 579.013 610.666 643.774 685.029 5.426.342
County Operating-OAA 361.225 361.225 361.225 361,225 361.225 361.225 361,225 361.225 361,225 361,225 3.612.250
Total City/County Cost 787.818 809.228 831,495 855.005 881.583 910,081 940.238 971.891 1.004,999 1,046.254 9.038,592
Total Cost
Total Program Cost $2,288.964 $2,258,019 $2.375,358 $2,633.903 $2.634.792 $2,771,270 $3,060.065 $3.086,325 $3,263.879 $3.596.143 $27,968,718
n
2
Z
D
Senior Demographics
A
. ... . ..: . .. . ...
O.C. Population Growth - Percent Change Over Time
30
25
bn 20
15
U
10
5
0
2000 2005 2010 2015 2020
D
C7
2
-•- Under 65 -o- 65-74 -A- 75-84 -x- 85+ m
Z
I
Orange County Transportation Authority
Senior Mobility Program
Individual Jurisdiction Cost
Fiscal Years 2002-11
City 02 03 04 05 06 07 08 09 10 11 Total
Ahso Viejo $ 11,877 $ 9,412 $ 9.967 $ 13,557 $ 11,222 $ 11,926 $ 15,667 $ 13,443 $ 14.257 $ 18,256 $ 129,584
Anaheim 185.014 186.606 197,582 218.259 222.467 239,453 260.163 266,582 285,738 314,630 2.376.494
Brea 54.165 52.662 54,159 58.655 57,344 59,032 63,720 62,409 64,097 69,432 595,675
Buena Park 58.159 56.766 58,373 62,980 61.793 64.498 71.510 72,715 80,122 85,547 672.463
Costa Mesa 63,370 64,004 67,771 74,779 79,311 81,111 89,159 94,450 96,994 106,816 817,765
County 165.662 162.910 172,492 194,688 194,221 206,433 231,278 232,742 249.840 276,206 2,086.472
Cypress 35.073 34,001 36.000 41.126 40,530 43,075 48.753 48,559 51,499 58.119 436,735
Dana Point 33.644 31,846 33.721 38.717 37,974 40.364 45.878 45,513 48.275 54,674 410,606
Fountain Valley 43,993 43,458 46,012 51,730 51,807 55,066 61,494 62,087 65.851 73,482 554,980
Fullerton 99,835 99.479 105,327 117.549 118,587 126,039 139.877 142,093 153.701 167,305 1,269,792
Garden Grove 214,313 211,309 217,306 232,302 233.059 236.816 252.572 253,329 257.074 275,442 2,383,522
Huntington Beach 135.220 136.994 145,050 162,620 163,313 173.578 193,374 195,690 207,546 231,149 1.744.534
Irvine 70,724 71,797 79,018 83,508 85,592 93,975 99.636 102,571 111,789 119,439 918.049
La Habra 74.102 73,174 78.246 80,318 79.653 84,988 87,323 86,658 91.993 95.233 831,688
La Palma 13,357 10,981 11.628 15,316 13,093 13,916 17,782 15,689 16,640 20,807 149,209
Laguna Hills 27.898 26.394 27,944 32,593 31,459 33,435 38,513 37.692 39.975 45,783 341,686
Laguna Niguel 39,121 38,293 40.543 45,937 45,648 48,519 54,539 54,704 58,020 65,099 490,423
Laguna Woods 99.798 99.441 105.288 117.508 118,545 125,996 139.833 142,047 153,654 167.248 1,269,358
Lake Forest 36,212 35.213 37,287 42,493 41,982 44.618 50,391 50,297 53,342 60,096 451,931
Los Alamitos 27.515 25.233 25,951 29,669 27.481 28.294 32,106 29.919 30.732 34.856 291,756
Mission Viejo 69.653 70,662 74,816 85,236 84.237 89,533 101.102 100,940 107.057 120.585 903,821
Newport Beach 86.829 85.692 90.731 102,093 102.155 108,575 121,328 122,405 129,820 144.954 1,094,582
Orange 128,575 126,156 129,737 139,317 137.345 141,372 151,399 149,426 156,454 165,043 1.424,824
Placentia 30.702 29,372 31.102 35.942 35,020 37.221 42,535 41,960 44.502 50.630 378,986
Rancho Santa Margarita 13,456 11,083 11,733 15.424 13,219 14,060 17,946 15,874 16,830 21.004 150,629
San Clemente 45,950 45,531 48,205 54,051 54.272 57,684 64,272 65,032 68,973 76.828 580,798
San Juan Capistrano 32.027 30,775 32,586 37,512 36,689 38,994 44,419 43,960 46,623 52,902 396,487
Santa Ana 128.045 129.386 136,993 151.087 157.242 163.938 180.134 187,823 196.021 215.813 1,646,482
Seal Beach 62,614 63,201 66,918 73.872 78,347 80.087 88,071 93.296 95.771 105,512 807,689
Stanton 27,515 25.231 26,427 30,989 29,755 31.625 36,592 35,654 37,814 43,478 325,080
Tustin 41,406 39,528 40,649 44,771 43,035 44.300 48,565 47,844 50,745 57,315 458,158
Villa Park 8.844 6,198 6,566 9.957 7,395 7.859 11,348 8,860 9,396 13.056 89,479
Westminster 76.545 78,691 77,837 82.983 85,403 86.930 95,340 101,010 103,952 114,263 902,954 D
Yorba Linda 32.751 31,540 33,393 38,365 37,597 39,960 45,446 45.052 47,782 54.141 406,027
Conlin a -Fleet Cost 1 15,0001 15,000 18,000 18,000 18,000 18,000 '18,000 18,000 21,000 21,000 180,000
Total $2.288.964 1 $2.258.019 $2,375,358 $2.633.903 1 $2.634,792 $2,771.270 $3.060,065 1 $3,086.325 $3,263.879 $3,596,143 $27,968,718 D
n
'County portion includes funding for the So Cal Indian Center and the Vietnamese Center
m
z
Aliso Viejo
Current
Allocation 02 03 04 05 06 07 08 09 10 11 Total
OCTA Contribution-Operating $ - $ 7.102 $ 7.530 $ 7,974 $ 8,446 $ 8,978 $ 9,541 $ 10.134 $ 10,754 $ 11,406 $ 12.205 $ 94,070
City Contribution-Operating $ - $ 1,775 $ 1,882 $ 1,993 $ 2.111 $ 2,244 $ 2.385 $ 2,533 $ 2,689 $ 2.851 $ 3,051 $ 23.514
County Contribution-OAA $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -
Total Operating Costs $ - $ 8,877 $ 9,412 $ 9,967 $ 10,557 $ 11.222 $ 11.926 $ 12,667 $ 13,443 $ 14,257 $ 15,256 $117,584
#Vehicles Provided 1 1 1 1 1 1 1 1 1 1
OCTA Contribution-Refurbishing $ 3.000 $ - $ - $ 3,000 $ - $ - $ 3,000 $ - $ - $ 3,000 $ 12,000
Total Cost $ 11,877 $ 9.412 $ 9.967 $ 13,557 $ 11,222 $ 11,926 $ 15.667 $ 13,443 $ 14.257 $ 18,256 $129,584
Increase in OCTA Allocation for
Operating Costs $ 7.102 $ 7,530 $ 7,974 $ 8,446 $ 8.978 $ 9,541 $ 10,134 $ 10.754 $ 11.406 $ 12,205 $ 94.070
%Increase in OCTA Allocation for
Operating Costs NIA N/A NIA N/A N/A N/A N/A N/A N/A N/A N/A
Senior Population 1 1 1,434 1 1,476 1 1.518 1 1.560 1 1,607 1 1,654 1 1.701 1 1.748 1 1,795 1 1,860
i
I
FO.'-fl
CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
Z'CONNIE BROCKWAY
CCITY_CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
DATE: June 21, 2002
TO_ Orange County Transportation Authority ATTENTION: Rebecca Potter
Name - - -
550 South Main — P.O. Box 14184 DEPARTMENT: Sr. Procure. Admin.
street
Orange, CA 92863-1584 REGARDING: Agreement_No.
City,state,zip _
C-2-0656
See Attached Action Agenda Item E-7 Date of Approval 6/17/02
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
Remarks:
Please return executed copy of
agreement to the above address, attn: Jeffrey
Connie Brockway Hughes, Deputy City Cleric. Thank you.
City Clerk
Attachments: Action Agenda Page x Agreement 2x Bonds Insurance
RCA Deed Other
CC: R. Hagan Com Serv. x
Name Deparunrnt RCA Agreement Insurance Other
B. Fowler Com Serv. x
Name Department RCA Agretmcnt Insurance Other
Name Department RCA AVeetr nl Insurance Other
Name Department RCA Agreement Lastttance Other
Dame Department RCA LnsurarLCe
(Telephone 714-53"227)
0
CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
COMMUNITY SERVICES DEPARTMENT
(714)536-W6
June 19, 2002
Beth McCormick
Section Manager 11
Orange County Transportation Authority
550 South Main Street
P.O. Box 14184
Orange, CA 92863-1584
RE: Vehicle Transfer Request for Senior Mobility Program (SMP)
Dear Ms. McCormick:
The City of Huntington Beach requests the transfer of 2 retired paratransit buses for use
in the Senior Mobility Program, as described in Agreement C-2-0656 between
Huntington Beach and OCTA.
The buses will be used to provide much needed transportation services for older adults
residing in our city. As indicated in the attached City Council action of June 17, 2002
approving the SMP, the Huntington Beach City Council supports the implementation of
the Senior Mobility Program and this request for vehicle transfer.
Please contact Bill Fowler at (714) 536-5496 to coordinate the vehicle title transfer.
;Sinc JA.. .
Ron Hagan
Director
RH:BF:dwb
c: Bill Fowler, Superintendent, Recreation & Human Services
Rebecca Potter, Orange County Transportation Authority
Enclosure
7 d,rN.:k ? ,1:rr c:r•,n Rc,r,,:rr„rr ,:
p -M. AbW Of-%SIN
ml
Council/Agency Meeting Held:
Deferred/Continued to:
proved 1 ❑Conditi ally Ap roved ❑ Denied .DAP.Ci y CIer s13ignature
Council Meeting Date: June 17, 2002 Department ID Number: CS02-022
CITY OF HUNTINGTON BEACH
REQUEST FOR ACTION
C= z
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL —`
SUBMITTED BY: RAY SILVER, CITY ADMINISTRATORa4 9
CO CD
PREPARED BY: RON HAGAN, DIRECTOR, COMMUNITY SERVICE >
CG
SUBJECT: APPROVE COOPERATIVE AGREEMENT WITH THE ORANGE
COUNTY TRANSPORTATION AUTHORITY FOR SENIOR-J
MOBILITY PROGRAM
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: The Orange' County Transportation Authority (OCTA) and the city
desire to enter into a cooperative agreement whereby through funding provided by OCTA, the
city will provide accessible senior transportation services that do not duplicate OCTA services.
Funding Source: Orange County Transportation Authority ($109,595), plus 20% in-kind
match of $27,399 funded in the current budget, General Fund, Senior Outreach Program,
Account#10045502.51100
Recommended Action: Motion to:
1. Approve the Cooperative Agreement between the Orange County Transportation Authority
and the city for Senior Mobility Program, and authorize the Mayor and City Clerk to
execute same; and
2. Direct staff to establish a new fund entitled, "Senior Mobility Program Fund," and approve
the expenditure of those funds to provide senior transportation services upon receipt from
OCTA.
Alternative Action(s): Do not approve the Cooperative Agreement with the Orange County
Transportation Authority for Senior Mobility Program.
Analysis: In 1998, OCTA initiated a pilot Senior Mobility Program, which provided transit
subsidies and Older',Americans Act funding to allow cities to develop a locally designed and
operated senior transportation program to meet local needs. Huntington Beach was one of
six cities that participated in the pilot project. The pilot program had very positive results, and
the seniors in Huntington Beach have been very pleased with the current transportation
services.
02-022 senior mobility program — 6/7/2002 9:17 AM
REQUEST FOR ACTION •
MEETING DATE: June 17, 2002 DEPARTMENT ID NUMBER: CS02-022
At its October 11, 2001 meeting, the OCTA Board approved a ten-year, $28 million Senior
Mobility Program. This program was created in response to a June 2000 study, which found
that in the next five to ten years, the number of older seniors in Orange County would
increase dramatically. Many of these individuals will be unable to drive and will need to find
transportation alternatives. The city is being asked to enter into a five-year, renewable,
cooperative agreement with OCTA (Attachment 1).
Under the program, OCTA will provide 80 percent of the total operating costs, as well as
technical assistance to enable participating cities to offer local transportation services. In
addition to the funds, the Cooperative Agreement provides for the donation of two OCTA
retired, paratransit buses for use in the Senior Mobility Program at no cost to the city.
Annual operating funds will be awarded through a formula grant from OCTA based on senior
population and the change in the Consumer Price Index. If Huntington Beach chooses to
participate, the city must agree to match operating funds provided by OCTA at 20 percent
over the life of the agreement (Exhibit B of Attachment 1). For the period July 1, 2002 to
June 30, 2003, the OCTA funding amount, which includes monies from the County Office on
Aging, will be approximately $109,595 with a 20 percent match of $27,399 for total operating
costs of $136,994. This match amount is easily covered through in-kind services already
provided as part of the city's Senior Outreach transportation program.
Other contract obligations require the city to a) use a competitive procurement process if
services are contracted, b) use vehicles that are disabled-accessible, and c) provide
operating information to OCTA on an annual basis.
Environmental Status: Not applicable
Attachment(s)•
City Clerk's
Page Number No. Description
1 Cooperative Agreement with OCTA for Senior Mobility Program
RCA Author BF:cr
G-1RCA102-022 senior mobility program_doc -2- 6/7/2002 9:18 AM
ATTACHMENT # 1
OCTA
BOARD Or DIRECTORS May 23, 2002
Todd Sp:rzer
Cha:rma:r
7:r+Keenan.
V.re-C!'3+r.MWn Mr- Bill Fowler,
Altha,C Brow,: Community Services Department
D.reaor City of Huntington Beach
S"+r!ey?AcCrarken 2000 Main Street
or"`"°r Huntington Beach, CA 92648
M,!,uer A Po''do
Dear Mr. Fowler:
Jw,es vi 5,:Va
D:rec!or
Attached are two originals of Agreement No. C-2-0656. Please execute and
Onxies V Siwh
D,r�.-!or return the signed originals to:
nrc!raP,�vara
Rebecca Potter, C.P.M.
Senior Procurement Administrator
Deecr°r 550 South Main
Gregory T tarn!ermmvr P.Q. Box 14184
Orange, CA 92863-1584
Urer`o` Please sign the Amendment using-blue ink. Do not date the first page of the
Der+S ll-CI,;We,—,u documents- it will be dated once the Amendment has been fully executed.
Auer^are
cy,nmw n ca-po Please process the Amendment through City's appropriate procedures as
A;,erna;e quickly as possible, however, return the documents to the undersigned not later
Re"perry than June 24, 2001.
Arrer-a!B
C,.„o.,;,w- If you have any questions, please contact me at (714) 560-5619. Thanks for
Govpmr(x_S your prompt attention in this matter.
1=xOn.,^o MemArr
S' rel
Rebecca Potter, C.P.M.
Senior Procurement Administrator
Contracts Administration and Materials Management
Enclosures
SENT BY: COURIER SERVICE
Or,-inge County Transportation Authority
550 Sou!h Main S!rvet,P 0 &)x 14184,Orargt''Caldorrna 92863-T584/(7f 4)560-OCTA(6282)
i
1 COOPERATIVE AGREEMENT C-2-0656
2 BETWEEN
3 THE ORANGE COUNTY TRANSPORTATION AUTHORITY
4 AND
5 l THE CITY OF HUNTINGTON BEACH
6 FOR SENIOR MOBILITY PROGRAM
8 � THIS AGREEMENT is made and entered into this day of 2002 by and between
i the Orange County Transport ation Authority, a public corporation of the State of California (hereinafter
9 referred to as "AUTHORITY") and the City of Huntington Beach (hereinafter referred to as "CITY")_
10 RECITALS
11 WHEREAS, AUTHORITY has been retained by the Area Agency on Aging (AAA) to provide
12 countywide transportation of seniors to nutrition sites funded by AAA; and
13 WHEREAS, CITY is desirous of obtaining transportation services for seniors of the City of
14 Huntington Beach', and
15 WHEREAS, AUTHORITY and CITY jointly wish to expand the senior transportation services
16 available by looking at alternative methods of providing transportation services to the seniors; and
17 WHEREAS, AUTHORITY and CITY agree to enter into the senior mobility program concerning
18 senior transportation services; and
19 WHEREAS, this Cooperative Agreement defines the roles and responsibilities of AUTHORITY
20 and CITY in executing a senior mobility program for senior transportation;
21 NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as follows:
22 ARTICLE 1. COMPLETE AGREEMENT
Z3 A. This Agreement, including all exhibits and documents incorporated herein and made
24 applicable by reference, constitutes the complete and exclusive statement of the term(s) and condition(s)
25 I of the agreement between AUTHORITY and CITY and it supersedes all prior representations,
26 understandings and communications. The invalidity in whole or in part of any term or condition of this
I L CAMWCLERiCAUWOFWPAOC1wGREE1C11967
4 Page 1 of 6
AGREEMENT NO. C-2-0656
1 Agreement shall not affect the validity of other term(s) or condition(s).
2 B_ AUTHORITY's failure to insist in any one or more instances upon CITY's performance of
3 any term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment of
4 AUTHORITY's right to such performance or to future performance of such term(s) or condition(s) and
5 CITY's obligation in respect thereto shall continue in full force and effect. Changes to any portion of this
6 Agreement shall not be binding upon AUTHORITY except when specifically confirmed in writing by an
7 authorized representative of AUTHORITY by way of a written amendment to this Agreement and issued
8 in accordance with the provisions of this Agreement_
9 ARTICLE 2. RESPONSIBILITIES OF THE AUTHORITY:
10 A. AUTHORITY agrees to provide funds annually in the amount specified in the attached
11 Exhibit B, "Projected Funding Levels" through 2011 for the senior mobility program using funds obtained
12 from the Older Americans Act as allocated by Orange County's AAA, and Article 4.5 of the State of
13 California Transportation Development Act.
14 B. The funding levels are determined each year based on changes in senior population.
15 Annual allocations will be calculated using actual growth in senior population and the Consumer Price Index
16 (CPI).
17 C. AUTHORITY will pay to CITY the AUTHORITY's annual contribution for the first fiscal
18 year within thirty (30) days of receipt of a request to draw down Senior Mobility Program funds or the
19 start of service, whichever is later Subsequent annual contributions will be paid to the CITY by July 30'"
20 of the following year.
21 D. All unused or unmatched AUTHORITY funds shall be deducted from the following fiscal
22 year allocations.
23 E. AUTHORITY will administer and coordinate the pilot program with the AAA.
24 F. AUTHORITY will provide technical assistance to CITY, if requested, in the following areas:
25 1) Vehicle donations; and
26 2) Periodic workshops on a variety of topics
Page 2 of 6
L CAK"ICLERiCALNVOROPROCIAGREFJAG20148 DOC
AGREEMENT NO. C-2-0656
1 G. AUTHORITY will establish a network of local operators who will meet on a regular basis.
2 ARTICLE 3. RESPONSIBILITIES OF CITY:
3 A. CITY agrees that all funds received from AUTHORITY as specified in Article 2A above will
4 be used exclusively for providing accessible senior transportation services that do not duplicate
s AUTHORITY's services as specified in Exhibit A entitled."Scope of Work_"
6 . B. . CITY agrees to a twenty percent (20%) match of funds provided by AUTHORITY. Local
7 match may be made up of cash-subsidies, fare revenues, or in-kind contributions.
8 C. CITY may contract with a third party service provider to provide senior transportation
9 services provided that:
10 1. Contractor is selected using a competitive procurement process; and
11 2_ Wheelchair accessible vehicles are available and used when requested.
12 E. CITY shall procure and maintain insurance coverage during the entire term of this
13 Agreement. Coverage shall be full coverage or subject to self-insurance provisions- CITY shall provide
14 the following insurance coverage:
is 1. Commercial General Liability, to include Products/Completed Operations, Independent
16 Contractors', Contractual Liability, and Personal Injury Liability with a minimum of$1,000,000 of coverage.
17 2. Automobile Liability Insurance with Primary Bodily Injury with a minimum of $1,000,000
1s combined single limits;
19 3. Workers' Compensation with limits as required by the State of California;
20 4. Employers' Liability with limits of a minimum of$100,000; and
21 5. Proof of such coverage, in the form of an insurance company issued policy
22 endorsement and a broker issued insurance certificate or certificate of self insurance, must be received
23 by AUTHORITY prior to commencement of any work. Proof of insurance coverage must be received by
24 AUTHORITY within seven (7) calendar days from the date of execution of the Agreement. AUTHORITY
25 must be named as an additional insured on the certificate and endorsement. CITY shall include on the
26 face of the certificate of self insurance the Agreement Number C-2-0656; and, the Procurement
Page 3 of 6
L CAK%'ICLERiCALMIOROPROGAGREElAG20748 DOC
i •
AGREEMENT NO. C-2-0656
1 Administrator's Name, Rebecca Potter.
2 F. CITY agrees to provide AUTHORITY with monthly summary reports of the CITY's senior
3 mobility program. CITY shall submit monthly summary report within twenty (20) calendar days as
4 specified in Exhibit C "Senior Mobility Monthly Report," included in this Agreement, which is incorporated
$ I into and made part of this Agreement-
6 ARTICLE 4. TERM OF AGREEMENT:
This Agreement shall commence upon execution by both parties, and shall continue in full force
8 and effect and shall extend through June 2007 as mutually agreed to by both parties. The AUTHORITY
9 retains the option to extend this agreement through June 30, 2011.
10 ARTICLE 5. NOTICES
11 All Notices pertaining to this Agreement and any communications from the parties may be made
12 by delivery of said notices in person or by depositing said notices in the U.S. Mail, registered or certified
13 mail, return receipt requested, postage prepaid and addressed as follows:
14 To CITY: To AUTHORITY:
15 Community Services Department Orange County Transportation Authority
16 2000 Main Street 550 S. Main Street
11 P.O. Box 190 P.O. Box 14184
18 Huntington Beach, CA 92648 Orange, CA 92863-1584
19 ATTENTION: Mr. Bill Fowler ATTENTION: Rebecca Potter, C.P.M.,
20 Superintendent of Recreation and Human Services Senior Procurement Administrator
21 (714) 536-5496 Fax: (714) 374-1654 (714) 560-5619 Fax: (714) 560-5792
22 ARTICLE 6. FEDERAL, STATE AND LOCAL LAWS:
23 AUTHORITY and CITY agree that in performance of their obligations under this Agreement, they
23 shall comply with all applicable federal, California State and local laws, statutes and ordinances and all
25 . lawful orders, rules and regulations promulgated thereunder.
26
Page 4 of 6
L CAWAIICLERIGALMlOROPROCIAGREEJAG201IS DOC
AGREEMENT NO. C-2-0656
C
I
1 ARTICLE 7. ORDER OF PRECEDENCE
2 Conflicting provisions hereof, if any, shall prevail in the following descending order of precedence.-
3
(1)the provisions of this Agreement, including all exhibits; (2)AUTHORITY's staff report dated September 6,
4 2001; (3) all other documents, if any, cited herein or incorporated rporated by reference.
5 ARTICLE 8. AUDIT AND INSPECTION OF RECORDS
6 City shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's accounting
7 books, records, payroll documents and facilities as AUTHORITY deems necessary- CITY shall maintain
8 such books, records, data and documents in accordance with generally accepted accounting principles and
9 shall clearly identify and make such items readily accessible to such parties during CITY's performance
10 hereunder and for a period of five (5) years from the date of final payment by CITY. AUTHORITY's right to
11 audit gooks and records directly related to this Agreement shall also extend to all first-tier subcontractors.
12 ARTICLE 9. TERMINATION
I
13 A. AUTHORITY or CITY may, for its own convenience, terminate this Agreement at any time
I
14 in whole or in part by giving the other party written notice thereof of not less than ninety (90) days in
1s advance of the specified date of termination.
16 B. If Agreement is terminated prior to July 1" of any year within the term, the CITY shall
17 return funds on a prorated basis for that annual allocation_
is ARTICLE 10. INDEMNIFICATION
19 A. CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
20 employees and agents from and against any and all claims (including attorney's fees and reasonable
21 expenses for litigation or settlement) for any loss or damages, bodily injuries, including death, damage to
22 or loss of use of property caused by the negligent acts, omissions, or willful misconduct by CITY, its
23 officers, directors, employees, agents, subcontractors or suppliers in connection with or arising out of the
24 performance of this Cooperative Agreement .
25 B. CITY shall maintain adequate levels of Insurance, or self-insurance to assure full
26 I indemnification of AUTHORITY.
Page 5 of 6
L CAMWICLERW-ALMOROPROGAGREE)AG20148 DOC
AGREEMENT NO. C-2-0656
1 ARTICLE 11. FORCE MAJEURE
2 Either party shall be excused from performing its obligations under this Agreement during the
E
3 time and extent that it is prevented from performing by a cause beyond its control, including, but not
4 limited W any incidence of fire, flood-, acts of God-, commandeering of material products, plants or
5 facilities by the federal state or local government; national fuel shortage-, or a material act of omission by
6 the other party-, when satisfactory evidence of such cause is presented to the other party, and provided
7 further that such nonperformance is unforeseeable, beyond the control and is not due to the fault or
8 negligence of the party not performing.
9 Upon execution by both parties this Agreement shall be made effective on February 1, 2002.
10 IN WITNESS THEREOF, the parties hereto have caused this Agreement No. C-2-0148 to be
11 executed on the date first written above.
12 CITYf F HUNTIN TON BEACH ORANGE COUNTY TRANSPORTATION AUTHORITY
13 By By
14 Arthur T. Leahy
Mayor Chief Executive Officer
APPROVED AS TO FORM:
r
16 By By cL.
17 10.9- Gr�' 1 Hutton �� y4 °y Kennard Smart, Jr.
19 Cg Attorney General unsel
18
19 ATTEST•
20 B
21 City Clerk i0614`
22 INITI AND PROVED:
23 B y
24 irector of Community Services
25 REVIEWED AND APPROVED:
26 By
City Administrator
Page 6 of 6
L CAMWICLERICALNVOROPROCJAGREFJAG20148 DOC
AtEEMENT NO. C-2-0656
EXHIBIT A
Scope of Work
Senior Mobility Program
1. The City of Huntingtctn Beach (City) will utilize funding provided by OCTA and its
local match to provide the following services:
• Transportation for residents 55 years of age and older to medical
appointments, grocery shopping, senior center classes/nutrition site, special
events, the adult day center, and life-supporting medical trips, such as
dialysis, and chemotherapy.
• The City will provide approximately 1,200 one-way trips monthly using two 22-
passenger buses, five vans and one sedan.
• The hours of service are 8:00 a.m. to 5:00 p.m.
• The days of service are Monday through Friday, and occasional weekends.
2. The City will follow competitive procurement practices in selection of vendors for
all services which it does not provide using its own workforce. Any REP for
services will specify the use of vehicles meeting ADA accessibility standards.
8. The City wishes to obtain two retirement eligible OCTA ACCESS vehicles which
will be donated by OCTA
4. The City will perform, or ensure that a contracted vendor performs, maintenance
of all vehicles used in the Senior Mobility program, including, at a minimum:
• Daily Pre-Trip Inspections that meets or exceeds the guidelines provided in
the attached Pre-Trip Inspection Checklist (Attachment 1)
• Scheduled preventive maintenance that meets or exceeds the guidelines
provided in the attached PM Checklist, including the maintenance of all
accessibility features of the vehicles. (Attachment 2)
The City will maintain maintenance records for each vehicle for 5 years and will
cooperate fully in annual Motor coach carrier terminal inspections conducted by
the California Highway patrol
5. The City will ensure that its operators, or its contracted vendor's operators, are
properly licensed and trained to proficiency to perform their 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.
6. The City will submit a monthly report to OCTA's Community Transportation
Services which includes, at a minimum, a monthly and fiscal year-to-date
summary of service and expenditures as illustrated in Exhibit C.
7. The City will participate in OCTA marketing and outreach efforts to encourage
use of fixed-route transit service by older adults.
Page 1 of 2
AEEMENT NO. C-2-0656
EXHIBIT A
8. The City will note OCTA sponsorship in any promotional material for service
funded under this agreement and will display the OCTA Senior Wheels program
logo on vehicles used in this program (excluding taxis).
9. The City will ensure that it maintains adequate oversight and control over all
aspects of service that are provided by a contracted vendor.
10. The City will participate in the annual National Transit Data Base reporting
process.
Page 2 of 2
AGREEMENT NO. C-2-0656
Pre-Operation Inspection & Defect Report CUUY UC.Iv:ACSt:
ATTACHMENT 1
Circle and deS_nbe any damage to a bus on diagrarn
or tronL'rear and two side views
BusNan No. Dale:
Fec4'i Regora9ors sra'e Lea'no r-,orcr va:+de carryamg passengers for tLre
s.".aj be drVen urlass the CrrH?.,As -m as aereaea true,me:0&^wMg parts and (]eSCr a1iCn
accessenes era in good wcrk:ry crder Each dAver is reeuv+ed to s:rCrX a
saved%% em report Cary rbr eacn coacr,C^ran G FJ
fst Driver:
m s Form: b'Jes Sta; h!jes EMPSM
No Defects. ❑ DerevA.❑ sc}na.:e:
2md Driver. Description
W s Fu ish: Miles Star', Miles Elapsed
No Defects ❑ Defecm❑ Sigrwt re-_ 0
3.d Driver
V,,Ies Fetish Miles Star Was Etapsed
No Defects ❑ Detects-❑ Sisnahxe Desengtion
PREOPERATIONS INSPECTIONS
Ocica:e with an(l)Olaf eaU'tem has Deer,checked
AWPht AM PM
_! Taes'Lu9 Figs(ve e E inns) _! Enwgency Redactors
_1 Motor ward _1_ Ttan Signal SwdcNmoen r' Descnp:non-
i Air System Frs:Aid Kit
N UWwRefoic-ors tf Radio L�
—!_ Wt*ek iQw Lets �r Orders SeWBaT �
^r W*eiU%i7 Un Cover _^r_ Door Intff=k "---
-1 mrors r WiC Tie Dorm Sir"
�l— Wrdstw C WLperV washers _f_ Marwat Le Bar
J_ F7e Extin unyw _!_ Conduct Wak Art w4
,r_ Steering Metharl�n _r_ Pa-1ci —rakevsennct
Brakes
DEFECTS- Indcate wim ar.(jrj de/ec:ve terns onry: (Exptabi in D*WV OPERATOR
t4tPOR7A[v"f! Help expedite repairsr$b by providing necessary
inrcrmahon r ard+n defects' Please print
Sienna Fwrid Leaks _LisP+t ONL _Hd Engi+eJlNater Leaks eb 9 p
_ScrMa.z Brakes Not Appied `Lai 0604 Leaks
Pis to LR _t.r,P9 On: Starts Hid
_DraWN EnAes Appeec: —No PcivmfEng Ck W.1
Snwlan PAM Stopped _Sr.Vkft
Err 9ency Brake _Lgft Not on kSes RCA;PLJV rs:ion
_CCW-MOM Srakas A jkd. _—Ew%zuxt.Vacuum Leaks
�M Sus movsrg _Fuei Lea1mAPGJGas.
_FW i t rrEAne/G —Ottw-opkari.
_Ember.. W Ott Ore TV_AmSAnS1*W
_Cat —_Too Coid,'HOt Wcnl Go tnm Gear
_Srwah Cord Defroster tend —StiWcr AftLtxcAes
t! ff RR:APQ 012 LAC —_Vee—i3 on(31c�fters) _Excessive Noise
Loose M'asaV Lugs _Frurnes Leaks
_Olga-� _ouw-cplan —Drive Lrw Vdx=cn REPAIRS MADE:
EM2stANCeVnT00QRS( —Rear End Noise
_Wencr W.Picows
IseeW- Satin _Hardnnds
tJocatiorn_ —inoperative _SN"Wny
_Leaks Air _Excessrve Play
kl` -.CLF.CLtAAr'_NVE3S —`xcessrvePtaT —ODW-oplar
_Irteror —Otrw- ' '
`EXc>or —Erwpeney Releases _Genenton5�r er
Ficor WN-.,%gmmkv _Tun S+rs:VFhshers
V;rdo-1 _V!Z Not Fed 00, Morn
Seat Cor6:w. _V0 Not Lc%w,Rame _Fire Box
No Re-—art Daar:11P _u smT.v,sGauq"
_L,'Vrml Not F04 Into _Fuel.W.Amp Meter
ALL ITEN!S COMPLETED-BUS SERVICED AND RELEASED:
Sers —K"rVS _Modeky Panels
S;:�erv-s*rs Sicnature Dare
• Senior Mobility P.M. Check List 0 AGREEMENT NO. C-2-0656
ATTACHMENT 2
Date Bus# TERMINAL workorder# Current Mileage
Last inspection miles
A. Employee must check off all boxes/Note all discrepancies on reverse side Miles between
B. Check files and open workorders
g 3t
C. Interior s E- Under hood g
1 Entry door operation and seals 1 Check for visible leakage
2 Temperature and oil warning devices 2 Engine oil level
3 Neutral safety system 3 Transmission fluid level and condition
4 Hom,gauges and dash lights 4 Brake rhu:d
5 Heater,defroster and fan 5 Power steering fluid
6 Windshield wipers and washer 6 Check all belts
7 Indicator lights 7 Component and accessory mounting
8 Throttle operation 8 Check a'I hoses and routing
9 Steering free play In_ 9 Coolant level and protection Cf( �yh
10 Applied and unapplied brake test for vacum foss 10 Pressure test cooling system
11 Interior lights 11 Water pump and fan clutch play
12 Windshield and window glass condition 12 Air filter condition.check restriction gauge
13 Window mechanism and seals 13 Check exhaust system
14 Seat condition 14 Battery fluid level and mounting
15 Interior body,floor and stantions 15 Clean barery ana connections
16 Fire extinguisher date and bracket 116 1 Drain fueVwater separator
17 Road warning devices
18 First aid kits
19 Emergency exits operation,warning devices and signs F. Under Bus x
20 Interior clean 1 Kingpin and wheel bearing play
21 jBack up alarm 2 Tire wear,condition and matching
3 Leakage at backing plates and wheel seals
4 Steering box,mounting,leakage.looseness and leaks
5 Front shocks and mounting
6 lFront springs,bushings
7 Engine leaks,lines,filters,hoses and engine mounts
8 Starter and connections
9 Exhaust system and mounting
D. Exterior x S 10 Transmission mounted parking brake
1 All exterior lights and signals 11 Transmission leaks
2 Mirror condition and mounting 12 Output shaft play
3 Record body damage 13 Driveshe"guard,U joints and retarder
4 Bumper bolts 14 Body ho'd downs and insulators
5 Paint lettering and appearance 15 Wiring along frame
6 Emergency exits 16 Differential leaks,fluid level
7 Axle flange and rug nuts,oil hubs 1 17 jPinion play
8 Tire side wall condition,cracked wheels,valve stem 18 Breather vent
Valve stem cap,alignment of rear duels 19 Rear shccks and mounting
9 Tread depth 20 Rear sp ngs,bushings and U bolls
LF RF LRO 21 Leakage at backing plates and wheel seals
LRI RRO RRI 22 Fuel tank straps and lines
10 Tire inflation_Record and inflate 23 Tail pipe hangers
LF RF LRO 24 Lube entire chassis
LRI RRO RRI 25 Check drag link.tie rods and idler arms
• Senior Mobility P.M. Check List* AGREEMENT NO. C-2-0656
ATTACHMENT 2
D. Brakes Y W D. Lift Inspection Y d
1 Visible and audible leaks 1 Check lift for proper operations
2 Check all lines along chassis 2 Inspect for stress,cracks,mounting and alignment
3 Check brake booster and hoses 3 Check pins
4 Hydraulic lines 4 Check the complete hydraulic system
5 Check micro switches and electrical wiring
Remove wheels and check the following Items 6 Check all system covers and warning signs
5 Pads and rotors 7 Check safety barrier
6 Check pins and calibers 8 Lube complete lift
9 Check wheelchair securements,proper amount and opera
10 Lift door warning device
11 Lift cover in place
H. Roadtest
f. Note repairs needed
Signature of Inspecting Mechanic Signature of Supervisor
6,000 miles-inspection/oil change
30,000 Transmission service
60,000 Differential service
PROJECTED FUNDING LEVELS AGREEMENT NO. C-2-0656
EXHIBIT B
SENIOR MOBILJTY PROGRAM
Huntington Beach
Current
Allocation 02 03 04 05 06 07 08 09 t0 11 Total
OCTA Contribution-Operating $21,759 $ 90,279 $ 96,498 $102,943 $109.799 $117,553 $125,765 $134,402 $143,455 $152,940 $164,622 $1.238,256
City Contribution-Operating $ 8,714 $ 25,844 $ 27,399 $ 29,010 $ 30,724 $ 32,663 $ 34,716 $ 36,875 $ 39.136 $ 41,509 $ 44,430 $ 342,308
County Contribution-OAA $ 13.097 $ 13.097 $ 13,097 $ 13,097 $ 13,097 $ 13,097 $ 13.097 $ 13,097 $ 13,097 $ 13,097 $ 13.097 $ 130.970
Total Operating Costs $43,570 $129,220 $136,994 $145,050 $153,620 $163,313 $173.578 $184,374 $195,690 $207.546 $222,149 $1,711,534
#Vehictes Provided 2 2 2 3 3 3 3 3 3 3
OCTA Contribution-Refurbishing $ 6,000 $ - $ - $ 9,000 $ - $ - $ 9,000 $ - $ - $ 9,000 $ 33,000
Total Cost $135,220 $136,994 $145,050 $162,620 $163,313 $173,578 $193,374 $195.690 $207.546 $231,149 $1,744,534
• Increase in OCTA Allocation for
Operating Costs $ 68,520 $ 74,739 $ 81,184 $ 88,040 $ 95,794 $104,006 $112,643 $12 t,696 $131.181 $142.863 $1,020,666
%Increase in OCTA Allocation for
Operating Costs 315% 343% 373% 405% 440% 478% 518% 559% 603% 657% 469%
Senior Population 20,874 21.483 22.092 22.701 23,387 24.073 24,759 25.445 26,131 27.084
I
AGREEMENT NO. C-0656
EXHIBIT C
Senior Mobility Transportation Project
Monthly Reporting Form
OCTA
Service for the month of:
Program Name:
City:
Contact Person:
Contact Phone:
Number of Vehicle service Vehicle service
Trip category assen ers hours miles
Nutrition Trips
Medical Trips
Shopping Trips
Other Trips (Tease
s e trip below-'
Totals
Total operating cost for month:
Comments:
Please complete the information requested in this form and fax the completed form to OCTA,Attention CTS
Transportation Analyst at(714) 560-6914 by the 15`h day of the month following the reporting month.
Please contact the Transportation Analyst at(714) 560-5425 if you have any questions or require assistance with
the completion of this form.
"*Please specify other trip types being provided to seniors in this space
L►Camm1REBECCAII Working%Senior Mobility AgreementstWonthly Reporting Form-Senior Mobility_.doc
• llemAr
BOARD COMMITTEE TRANSMITTAL
OCTA
October 11, 2001
To: Members of the Board of Directors
From: Clerk of the Board
Subject: Senior Mobility Program
Committee Referrals
Transit PlanningOperations i September 6, 2001
Present: Keenan, Spitzer, Ward, Winterbottom
Vote: Unanimous to defer action until September 20. - Director Spitzer
requests that staff obtain clarifying information regarding the
possible use of Measure H Tobacco Settlement Funds for senior
non-emergency medical transportation.
Transit_Planning and Qpc[ations Committee September 20, 2001
Present: Brown, Keenan, Spitzer, Ward, Winterbottom
Vote: Unanimous
Committee Recommendations
A. Direct staff to create, implement and support the Senior Mobility Program
as outlined in the staff report.
B. Authorize the Chief Executive Officer to enter into up to five-year
renewable cooperative agreements with local jurisdictions that voluntarily
choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5,
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
orange County Transportation Authority
550 South Main SUBet/P.O.Bor 14184/Orange/Cerrfomie 92863-1584/(714)568.00TA(6282)
Senior Mobility Program _ Page 2
a
1
D. Adopt the Findings Pertaining to the Filing of Article 4.5 Local
Transportation Fund Claims for Community Transit Services as shown in
Attachment D.
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransit vehicles.
4
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September&, 2001
To: Members of the Transit Planning and Operations Committee
v
From: Arthur T. Leahy` Chief Executive Officer
Subject: Senior Mobility Program
Overview
A new program to provide vehicles and allocate transit operating funds on an
ongoing basis to all Orange County cities and the County of Orange for the
purposes of providing local transportation services to seniors is proposed for
adoption by the Board of Directors.
Recommendations
A. Direct staff to create, implement and support the Senior Mobility
Program as outlined in the staff report.
B. Authorize the Chief Executive Officer to enter into up to five-year
renewable cooperative agreements with local jurisdictions that
voluntarily choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5.
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
D. Adopt the Findings Pertaining to the Filing of Article 4.5 Local
Transportation Fund Claims for Community Transit Services as shown
in Attachment D.
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransit vehicles.
Background
OCTA and its predecessor agencies have for many years provided
transportation services to seniors. In the 1 9y0's and 80's,-this included demand
responsive Dial-A-Ride services operated by the Orange County Transit
District (OCTD), and specialized social service and disabled transportation
services provided by the non-profit Consolidated Transportation Services
Agency (CTSA). Beginning in 1990 with the passage of the federal Americans
Orange County Transportation Authority
550 South Main Street/F.O.Box 14184/Orange/California 92863-1584/(714)560.00TA(6282)
Senior Mobility Program Page 2
with Disabilities Act, transportation services for persons with disabilities began
to take priority for available resources. By 1995, Dial-A-Ride and CTSA
services were transitioned into ACCESS service and focused primarily on
meeting strict federal requirements for transportation of persons with
. disabilities. OCTA has continued to operate some services exclusively for
seniors, including transportation to congregate meal programs in partnership
with the County Area Agency on Aging (AAA) and service for Adult Day Care
and Adult Day Health Care programs. However, since the implementation of
the ADA, there has been continued interest among seniors and senior
advocates in securing more public transportation service exclusively for
seniors.
One response to this interest was OCTA's establishment in 1998 of the Senior
Pilot Program, which permits local jurisdictions to directly receive operating
funds and vehicles for provision of congregate meal transportation and other
senior transportation services in lieu of the service provided by OCTA. The
results of this program have been reported on several earlier occasions to the }
7 Board of Directors. To date, six cities have voluntarily tried this program. All
have reported the ability to offer more services with a greater degree of l
customer satisfaction. The lessons learned from the Senior Pilot Program have
been used to develop the more comprehensive Senior Mobility Program
proposal.
In June 2000, OCTA adopted the findings and recommendations of a
comprehensive Senior Transportation Analysis that looked at senior
transportation needs and issues over the next twenty years. A key finding of
this study, shown in Attachment B, is the anticipated rapid growth over the next
five to ten years in the number of older seniors, many of whom will not be able
to drive and will need to find transportation alternatives. The study report
provided a broad range of recommendations to help meet senior mobility
needs. Key among these was identifying new funding sources and establishing
new local transportation services for seniors. The Senior Mobility Program
proposal is aimed at these recommendations.
in preparing this program proposal, OCTA staff has met face-to-face with staff
from all of the cities in Orange County (with the exception of Aliso Viejo and
Laguna Beach), and with the County Area Agency on Aging and Health Care
Agency to get feedback and make refinements. in addition, a letter regarding
the proposal and a copy of this Board report has been sent to all city managers
` to provide information and solicit any feedback or comments they may have.
i
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Senior Mobility Program Page 3
Discussion
With the Senior Mobility Program, OCTA will provide transit vehicles and
operating funds to cities and the County of Orange to enable them to establish
local transportation service for seniors. These local services will complement
OCTA's regional bus and ACCESS paratransit services. Participation in the
program by cities and the County is entirely voluntary. Local jurisdictions will
have broad discretion in how the resources can be used and how local senior
transportation services can be provided. Services can be operated by the local
jurisdiction, they can be contracted, or resources can be provided directly to
users through a bus or taxi subsidy or voucher. Operations can include a local
fixed-route, demand responsive, feeder or subscription service, as long as
what is offered does not duplicate OCTA's existing bus service. Service can be
confined to the local community or offered to destinations in other areas. Cities
may also operate joint programs on a sub regional basis. Trip purposes and
program eligibility requirements can be tailored to local needs.
WHAT OCTA PROVIDES
OCTA will provide vehicles, operating funds and technical assistance to enable
participating local jurisdictions to offer local senior transportation services.
Each participating jurisdiction will receive the following:
1. An annual grant of transit operating funds according to a formula based on
each jurisdiction's share of Orange County's population 65 years of age and
older (Attachment C). The formula is based on U.S. Census Bureau,
Census 2000 numbers adjusted annually by the Center for Demographic
Research at California State University, Fullerton. For jurisdictions that have
been participants in the County Area Agency on Aging (AAA)IOCTA
congregate meal transportation program and are receiving federal Older
Americans Act (OAA) funding, these funds will be "passed through" to the
local jurisdiction for the Senior Mobility Program as part of the OCTA
formula allocation of operating funds (Attachment C).
2. An annual increase in the allocation of operating funds based on two
factors: a) the change in the Consumer Price index (CPI) as defined by the
May 2000 Chapman University forecast; and b) the growth in senior
population,'age 65 and older, as defined by the Center for Demographic
Research.'
t For some cities the annual allocation of operating funds will exceed their population
fair share, based on prior participation In the existing County Area Agency on Aging
(AAA)IOCTA congregate meal transportation program. These"overfunded" cities will
receive an annual funding increase based solely on the increase in senior population
(no CPl adjustment) until such time as their annual allocation is in line with the
population fair share amount.
} Senior Mobility Program Page 4
3. Refurbished surplus 1 7-passenger lift-equipped paratransit vehicles
provided at no cost to the local jurisdiction. These will be OCTA ACCESS
vehicles that have been used for 5 years and/or 150,000 miles.
Refurbishment will include paint, tires, and safety and mechanical
inspection/repair. The number of vehicles each jurisdiction receives will be
proportional to its share of operating funds. Local jurisdictions can receive
additional vehicles for the cost of refurbishment (estimated at $3000 per
vehicle). Vehicles will be the property of the local jurisdiction
4. For every vehicle received, a replacement vehicle will be provided by OCTA
every three years at no cost to the local jurisdiction.
F 5. OCTA will maintain a small contingency vehicle fleet that can be used as i
short-term backup should a local jurisdiction unexpectedly have an t
inoperative vehicle that would prevent operation of service.
6. Technical assistance with service design and startup. OCTA staff and
consultants will provide assistance with service design, contracting and
contract oversight. Typically this support will be provided through
f workshops and organized training sessions.
7. Ongoing training support. OCTA staff will convene periodic training and
information-sharing workshops for the benefit of staff of local jurisdictions
that have responsibility for implementation and operation of local senior
transportation services.
WHAT LOCAL JURISDICTIONS MUST DO
Participation in the Senior Mobility Program will be voluntary on the part of local
jurisdictions. They may enroll in the program by sending a written request to
OCTA and by entering into an up to five-year renewable cooperative
I agreement. To be a participant, each local jurisdiction must do the following:
I. Agree to provide senior transportation services that do not duplicate OCTA
services. Services can be contracted or provided by the local jurisdiction.
Also, a "user-side" subsidy may be provided directly to seniors to offset the
costs of existing transit or cab services. Minimum age for a senior eligible to
use the services is sixty (60). However a local jurisdiction may establish its
own age and eligibility criteria within this minimum standard.
2. Agree to match the operating funds provided by OCTA on an 80 percent
OCTA to 20 percent local basis. The local match may be made up of cash
subsidies, fare revenue, or in-kind services. The match required will grow
as the OCTA funding level grows each year.
3. Jurisdictions receiving Older Americans Act funding from the CountyJAAA
must maintain existing transportation to congregate meal programs. This is
a "pass-through" requirement of the County/AAA.
, 4. Use a competitive procurement process if services are contracted, and use
disabled-accessible vehicles for operations.
Senior Mobility Program Page 5
5. Provide basic system operating data to OCTA. This will include number of
passengers, vehicle service hours and miles, and monthly operating costs.
fi. Provide information for annual fiscal audits and triennial performance audits
required of Local Transportation Fund (LTF) recipients.
PROGRAM BENEFITS
The Senior Mobility Program, if fully implemented, will provide up to
approximately $28 million in senior transportation services over the next 10
years. Based on experience with the Senior Pilot Program and discussions with
managers of senior service programs, the following benefits could be
anticipated:
• Expanded Services for Seniors — OCTA's funding commitment to senior-
only transportation services would increase by more than two-hundred
percent over the next 10 years. Local senior transportation services could
be provided in all Orange County jurisdictions. Services are available in
only a limited number today. Built-in growth in funding would allow
programs to expand with the increase in senior population. '
• Greater Equity and Certainty — Currently senior transportation services
are provided in only seventeen local jurisdictions, and the allocation is
historical, not formula based. The Senior Mobility Program makes
resources available equitably to all jurisdictions over the long term. No
jurisdiction would lose any existing funding, and all would benefit from
annual growth to match increases in senior population.
• Local Contol — Experience with the Senior Pilot Program has shown the
benefits of local control. Participating jurisdictions have been able to tailor
transportation services specifically to the needs of the community.
Depending upon the area, examples include provision of shopping trips,
medical trips and local demand-responsive services, in addition to senior
center trips.
• Customer Satisfaction -- User surveys conducted for the OCTA Senior
Transportation Analysis showed that local senior transportation services
consistently have the highest levels of customer satisfaction. Experience
with the pilot program bears this out. Services can be tailored and adjusted
on-site to meet changing customer needs and conditions.
• Lower Cost for Service — Under the pilot program, local jurisdictions have
been able to provide more service for a lower cost. Average per vehicle
hour costs for the pilots average approximately $ 35.00 as compared to
OCTA's average unburdened paratransit service hour cost of $ 42.00 ($55
fully burdened). The difference can be attributed to local versus countywide
coverage, and grouping opportunities and scheduling flexibilities not
applicable to most of OCTA's paratransit services.
Senior Mobility Program page B
• Augmentation of OCTA Fixed-Route and ACCESS Services — Addition
of local services for seniors who need transportation only within their
j community provides another option that is complementary to OCTA's
regional bus and ADA service. These services have existed since the mid-
1980's in Los Angeles County, funded by the Proposition A 1/2 cent sales
tax, and have worked successfully to augment regional bus,rail and ADA
paratransit service there.
FUNDING AND FISCAL IMPACT
Total OCTA costs, including operating funds, vehicles and support for the
Senior Mobility Program for the next ten years are estimated to be just under
$19 million (Attachment A). These funds will be provided from OCTA's primary
source of transit operating funds, the Local Transportation Fund (LTF).
Specifically, funds will be allocated under Article 4.5. which permits funding to
" . be provided to local jurisdictions for community transit services with minimal
impact on OCTA's ability to meet LTF performance criteria for its fixed-route
transit operations. No federal funds will be used by OCTA for this program.
t
The program funding level was established based on OCTA's ability to sustain
support and provide annual growth over the long term. Sufficient funds have
been budgeted in FY 2001-02 to begin implementation, and both mid and long- i
term projections have been done to confirm sustainability for the next ten to
twenty years. It was assumed for this analysis that the LTF program is i
preserved, at least in its current form, by the California legislature. For
purposes of forecasting actual program costs, it was assumed that not all local
jurisdictions would enter the program until the third year. However, as a
j practical matter, it may take longer before all jurisdictions join, and some may
never do so. Nevertheless, for purposes of determining sustainability, full
r participation was evaluated. In addition, analysis of the paratransit vehicle fleet
replacement schedule was done to confirm sufficient availability of surplus
` . vehicles to support the program.
IMPLEMENTATION SCHEDULE
If the Board approves the program, actual funding and vehicle allocations can
begin early in calendar year 2002. This allows sufficient time for local
jurisdictions to prepare for service implementation and to process cooperative
agreements between cities and the OCTA. Initially, it is expected that as many
as sixteen cities would be participants. This includes cities that are already part
of the Senior Pilot Program, cities preparing to enter the Pilot Program, and
cities that already have some type of local senior transportation program in
operation as follows:
Senior Mobility Program Page 7
Current Pilot Program Prospective Pilot Locally Operated
Cities Program Cities Services
Brea Buena Park Costa Mesa
La Habra Westminster Irvine
Laguna Niguel San Juan Capistrano Laguna Woods
Huntington Beach CountyNietnamese Center La Palma
San Clemente Newport Beach
Tustin Santa Ana
ROLE OF THE COUNTY
It is assumed that County funding for the Senior Mobility Program will be
limited to a pass through of existing federal Older Americans Act (OAA) funds
for senior congregate meal transportation services in those eligible jurisdictions
that choose to participate. This amount would be $361,225 per year at full
participation. This assumption is based on input from County staff and
historical experience with OAA funding which has been static for many years. If
increased federal OAA authorization and appropriations are made, or other
funds become available to the County for senior services, this assumption
could be revisited.
Staff has had preliminary discussions with the County regarding use of a
portion of Measure H Tobacco Settlement Funds for senior non-emergency
medical transportation. The County is evaluating various options for
expenditure of these funds, including integration with the Senior Mobility
Program. If that option were to be pursued, additional funds could be provided
to local jurisdictions that agree to apply them specifically to non-emergency
senior medical trips.
OTHER ISSUES
Although the Senior Mobility Program proposal is comprehensive, there are a
few exceptions and other issues that should be noted. These are as follows:
• Laguna Beach - Laguna Beach is not included in the funding allocation
for this program. Laguna Beach is the only city in Orange County that
receives its own municipal allocation of LTF funds that can be used for
transit services within the city. Currently these funds are used for a local
transit service, shuttles for the Festival of Arts and a taxi subsidy
program. Laguna Beach does not use all of the funds it currently has
available, so it can implement local senior services using its own
allocation and does not need OCTA's LTF funds for this purpose.
Laguna Beach would be eligible for vehicles through OCTA's surplus
vehicle donation program and for technical assistance and support if it
started senior service.
i
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Senior Mobility Program Page 8 '
i
• Ethnic Programs - Currently there are two congregate meal
transportation programs that serve ethnic communities and whose
operation is not associated with a local jurisdiction -- the Vietnamese
Community Center of Orange County (VCOC) and the Southern
California Indian Center. For purposes of Senior Mobility Program
planning, funding and vehicle allocations for these sites have been
included with that for the county unincorporated area. As private non-
profits, these centers, if they choose to participate in the Senior Mobility
Program, cannot receive the LTF funds directly. The funds must be
provided to a city or the County. The VCOC is interested in participating,
and the city of Santa Ana has agreed to act as the pass through agency
for the program. If and when the Indian Center chooses to participate, a
similar arrangement would need to be made. '
• Unincorporated Areas - Funds have been programmed in the Senior
Mobility Program for the County unincorporated area. Currently seniors
in some unincorporated areas attend senior congregate meal programs
and receive transportation services from neighboring cities. Under the
Senior Mobility Program, this practice could continue and be expanded
to other unincorporated areas where seniors desire service. However,
arrangements would need to be made between the County and the !
affected cities to transfer the program funding, matching funds and
vehicles for any transportation services provided. Also, if new
incorporations occur, funding allocations would be shifted from the
unincorporated area to the new jurisdiction(s).
r Summary
. A new Senior Mobility Program to provide resources to cities and the County
for the provision of local transportation services for seniors is proposed. If
approved, the program could result in as much as $28 million in senior
transportation services in Orange County over the next ten years.
Attachments
A. Aggregate Cost
B. Senior Demographics
C. Individual Jurisdiction Cost
D. Findings Pertaining to Filing of Article 4.5 Local Transportation Fund
Claims for Community Transit Services
Senior Mobility Program Page 9
Prepared by: Approved by:
Monte Ward Steve Wyl
Manager of Special Projects Assistant CEO
(714) 560-5582 (714) 560-5482
Orange County Transportation Authority
Senior Mobility Program
Aggregate Cost
Fiscal Years 2002-11
OCTA Cost 02 03 04 05 06 07 08 09 10 11 Total
Operating $1.345.146 $1.430.791 $1.519.863 $1.613,898 $1,120.209 $1,834,189 $1.954,8271 $2,081,434 $2.213.880 $2.378.889 $18,093.126
Vehicle RefuNshment 141.000 3,000 6,000 147,DOD 15,000 9,000 147.000 15,000 24,000 150,000 657,000
Conlingency Fleet 15,000 15,000 18,000 18,000 18,000 18,000 18,000 18,0D0 21,000 21,000 180,000
OCTA Total 1.501,146 1,448,791 1,543,863 1,778,898 1,753,209 1.861.189 2,119.827 2,114.434 2,258,880 2,549,889 18,930.126
City/County Eost
City Operating 426.593 448.003 470,270 493.780 520.358 546.856 579,013 610.666 643.774 685,029 5,426,342
Coun eratin -OAA 361.225 361,225 361.225 361,225 361.225 361.225 361.225 361.225 361.225 361.225 3.612,250
Total CitylCounly Cost 787.818 809,228 831.495 855.005 881.583 910.081 940.238 971.891 t,004,999 1.046,254 9,038.592
Total Cost
Total Program Cost $2.288.964 S2,258,019 $2.375.358 $2.633,903 $2.634.792 S2,771,270 $3.060,065 $3.086.325 S3,253,879 $3.596.143 $27,968,7t8
r'
i
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.I
■
Senior Demographics
k:Y6'z'6bPC.0u"5+•'S•••sr.?.,�:-';...+.�. . ; ••... c.r,"...: ... , ::,, u. :..�: :�.iav,irr'•,t•s^'t•9>::a:.xR:':F:Yfh'Yr!:4fW'a!�61oR�7:f?R1'J;)A7
O.C. Population Growth - Percent Change 'Over Time
30
25
20
`� 15
V
10
/100
0
2000 2005 2010 2015 2020
n
-+-- Under 65 -o— 65-74 �-- 75-84 --x- 85+ rn
. Z
Orange County Transportation Authority
Senior Mobility Program
Individual Jurisdiction Cost
Fiscal Years 2002-11
City 02 03 04 05 06 07 08 09 10 11 Total
Ahso Viejo $ 11,877 $ 9,412 $ 9,967 $ 13,557 $ 11,222 $ 11,926 $ 15,667 $ 13,443 $ 14,257 $ 18,256 $ 129,584
Anaheim 185,014 186.606 197,582 218.259 222,467 239,453 260.163 266.582 285.738 314.630 2,376.494
Brea 54,165 52,662 54,159 58,655 57,344 59,032 63,720 62,409 64,097 69,432 595,675
Buena Park 58,159 56,766 58,373 62,980 61.793 64,498 71,510 72,715 80.122 85.547 672,463
Costa Mesa 63,370 64,004 67,771 74,779 79,311 81,111 89,159 94,450 96,994 106.816 817,765
County 165.662 162.910 172.492 194.688 194,221 206.433 231.278 232.742 249,840 276.206 2,086,472
Cypress 35,073 34,001 36,000 41,126 40,530 43,075 48,753 48,559 51,499 58,119 436,735
Dana Point 33.644 31.846 33,721 38,717 37,974 40,364 45,878 45,513 48,275 54,674 410.606
Fountain Valley 43,993 43,458 46,012 51,730 51,807 55,066 61,494 62,087 65,851 73,482 554,980
Fullerton 99,835 99,479 105.327 117.549 118,587 126.039 139,877 142,093 153.701 167.305 1,269,792
Garden Grove 214.313 211,309 217.306 232,302 233,059 236,816 252,572 253.329 257,074 275.442 2.383,522
Huntington Beach 135.220 136.994 145.050 162,620 163.313 173.578 193,374 195,690 207.546 231.149 1,744.534
Irvine 70,724 71,797 79,018 83,508 85,592 93,975 99,636 102,571 111,789 119,439 918,049
La Habra 74,102 73,174 78,246 80.318 79,653 84,988 87,323 86.658 91,993 95,233 831,688
La Palma 13,357 10,981 11,628 15,316 13,093 13,916 17,782 15,689 16,640 20,807 149,209
Laguna Hills 27,898 26,394 27,944 32,593 31,459 33,435 38,513 37,692 39.975 45,783 341,686
Laguna Niguel 39,121 38,293 40,543 45,937 45,648 48,519 54,539 54,704 58,020 65,099 490.423
Laguna Woods 99,798 99,441 105,288 117.508 118,545 125.996 139,833 142.047 153.654 167,248 1,269.358
Lake Forest 36,212 35,213 37,287 42,493 41,982 44,618 50,391 50,297 53,342 60.096 451,931
Los Alamitos 27,515 25,233 25.951 29.669 27,481 28,294 32,106 29,919 30.732 34,856 291,756
Mission Viejo 69,653 70,662 74,816 85,236 84,237 89,533 101,102 100,940 107.057 120,585 903.821
Newport Beach 86,829 85,692 90,731 102.093 102.155 108.575 121,328 122.405 129.820 144.954 1.094.582
Orange 128,575 126,156 129.737 139,317 137,345 141,372 151,399 149,426 156,454 165,043 1,424,824
Placentia 30,702 29,372 31,102 35,942 35,020 37,221 42,535 41,960 44,502 50.630 378.986
Rancho Santa Margarita 13,456 11,083 11,733 15,424 13,219 14,060 17,946 15,874 16,830 21,004 150,629
San Clemente 45,950 45,531 48,205 54,051 54,272 57,684 64,272 65,032 68.973 76,828 580.798
San Juan Capistrano 32,027 30,775 32,586 37,512 36,689 38,994 44,419 43,960 46,623 52,902 396,487
Santa Ana 128.045 129,386 136.993 151.087 157,242 163,938 180.134 187,823 196.021 215.813 1.646.482
Seal Beach 62,614 63,201 66,918 73.672 78,347 80,087 88,071 93,296 95,771 105.512 807.689
Stanton 27,515 25.231 26.427 30,989 29,755 31,625 36,592 35,654 37,814 43,478 325,080
Tustin 41,406 39,528 40,649 44,771 43,035 44,300 48,565 47,844 50,745 57,315 458,158
Villa Park 8,844 6,198 6,566 9,957 7,395 7,859 11,348 8,860 9,396 13,056 89,479
Westminster 76,545 78,691 77,837 82,983 85,403 86,930 95,340 101,010 103,952 114,263 902,954 D
Yorba Linda 32,751 31,540 33,393 38,365 37,597 39,960 45,446 45,052 47,782 54,141 406,027
lContiniginqViiiet Cost 15.0001 15,0001 18,0001 18,000 18,000 18,000 "18.0001 18,0001 21,000 21,000 180,000
Total $2.288,964 1 S2,258,019 1 $2,375,358 1 $2.633.903 1 $2.634,792 1 $2.771.270 $3,060,065 1 S3,086,325 1 $3,263,879 $3,596.143 1 $27,968,718
'County portion includes funding for the So.Cal Indian Center and the Vietnamese Center
M
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Aliso Viejo
Current
Allocation 02 03 04 05 06 07 08 09 10 11 Total
OCTA Contribution-Operating $ - $ 7,102 $ 7,530 $ 7,974 $ 8,446 $ 8,978 $ 9,541 $ 10,134 $ 10,754 $ 11,406 $ 12,205 $ 94,070
City Contribution-Operating $ - $ 1,775 $ 1,882 $ 1,993 $ 2,111 $ 2,244 $ 2,385 $ 2,533 $ 2,689 $ 2,851 $ 3,051 $ 23,514
County Contribution-OAA $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -
Total Operating Costs $ - $ 8,877 $ 9,412 $ 9,967 $ 10,557 $ 11,222 $ 11,926 $ 12,667 $ 13,443 $ 14,257 $ 15,256 $117,584
#Vehicles Provided 1 1 1 1 1 1 1 1 1 1
OCTA Contribution-Refurbishing $ 3,000 $ - $ - $ 3,000 $ - $ - $ 3,000 $ - $ - $ 3,000 $ 12,000
Total Cost $ 11,877 $ 9,412 $ 9,967 $ 13,557 $ 11,222 $ 11,926 $ 15,667 $ 13,443 $ 14,257 $ 18,256 $129,584
Increase in OCTA Allocation for
Operating Costs $ 7,102 $ 7,530 $ 7,974 $ 8,446 $ 8,978 $ 9,541 $ 10,134 $ 10,754 $ 11,406 $ 12,205 $ 94,070
%Increase in OCTA Allocation for
Operating Costs N/A NIA N/A N/A N/A N/A N/A N/A N/A N/A N/A
Senior Population L 1,434 1,476 1,518 1,560 1,607 1 1,654 1 1,701 1 1,748 1 1,795 1 1,860
I
RCA ROUTING SHEET
INITIATING DEPARTMENT: COMMUNITY SERVICES
SUBJECT: APPROVE AGREEMENT WITH OC TRANSPORTATION
AUTHORITY FOR SENIOR MOBILITY PROGRAM FUNDS
COUNCIL MEETING DATE: June 17, 2002
RCA ATTACHMENTS STATUS
Ordinance (w/exhibits & legislative draft if applicable Not Applicable
Resolution wlexhibits & legislative draft if applicable) Not Applicable
Tract Map, Location Map and/or other Exhibits Not Applicable
Contract/Agreement (wlexhibits if applicable)
Si ned in full b the Cit Attome Attached
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attome Not Applicable
Certificates of Insurance A proved by the City Attorney) Not Applicable
Financial Impact Statement (Unbud et, over$5,000) Not Applicable
Bonds If applicable) Not Applicable
Staff Report If applicable) _ --" Not Applicable
Commission, Board or Committee Report If applicable Not Applicable
Find in s/Conditions for Approval and/or Denial Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED RETURNED FORWARDED
Administrative Staff
Assistant City Administrator Initial
City Administrator Initial
City Clerk
EXPLANATION FOR RETURN OF ITEM:
(Below Space For City Clerk's Use Only)
RCA Author: BF:cr