HomeMy WebLinkAboutOrange County Transportation Authority (OCTA) - 2016-05-02 Dept ID CS 16-009 Page 1 of 2
Meeting Date 5/2/2016
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CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 5/2/2016
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A Wilson, City Manager
PREPARED BY- Janeen Laudenback, Director of Community Services
SUBJECT: Approve and authorize execution of the Orange County Transportation Authority
(OCTA)Agency Service Plan in order to clarify the type of Senior Mobility
Program (SMP) transportation services provided by the City of Huntington Beach
Statement of Issue
The City of Huntington Beach is required to execute the Orange County Transportation Authority
(OCTA) Agency Service plan in order to clarify the type of Senior Mobility Program (SMP)
transportation services provided by the City of Huntington Beach
Financial Impact Not applicable
Recommended Action
Approve and authorize the Mayor and City Clerk to execute the "Orange County Transportation
Authority (OCTA) Senior Mobility Program Agency Service Plan" to clarify the type of Senior
Mobility Program (SMP) transportation services provided by the City of Huntington Beach
Alternative Action(s) Do not approve the recommended action and direct staff accordingly
Analysis
On June 27, 2011, the City of Huntington Beach entered into a new five-year Cooperative
Agreement (C-1-2475) with OCTA to provide transportation services for seniors (Attachment 1)
This agreement was approved by City Council at the June 20, 2011, meeting and will expire on
June 30, 2016 This agreement will be brought back to City Council under separate cover next
month, however, OCTA requires that agencies adopt a new agency service plan prior to any new
agreements are executed The SMP grant currently provides approximately $225,000 in annual
funding in support of the "Surf City Seniors on the GoI" transportation program
As part of the contract renewal process and as a result of new OCTA requirements, all agencies
receiving Senior Mobility Program grant funding to must complete and approve an Agency Service
Plan (Attachment 2) This must be done prior to the expiration of the current agreement in order to
continue to receive transportation funding
City staff worked with OCTA on the language contained within, and the plan includes specific
language regarding eligible social/recreational transportation trips provided by the City of
Huntington Beach "Surf City Seniors on the GoI" transportation program
As required, the Agency Service Plan was developed in accordance with SMP Guidelines and was
submitted to OCTA for review With the required OCTA review completed, the Service Plan must
xB -229- Item 12. - 1
Dept ID CS 16-009 Page 2 of 2
Meeting Date 5/2/2016
now be formally approved by the City Council, and executed by the Mayor and the City Clerk before
being forwarded to OCTA for approval by their Board Any future modifications to SMP services will
require submittal of a new Agency Service Plan
Environmental Status
Not applicable
Strategic Plan Goal
Improve quality of life
Attachment(s)
1 Five-year Cooperative Agreement (C-1-2475) with OCTA to provide transportation services for
seniors
2 Senior Mobility Program Agency Service Plan
Item 12. - 2 HB -230-
- ATTACHMENT # 1
1 COOPERATIVE AGREEMENT C-1-2475
2 BETWEEN
3 THE ORANGE COUNTY TRANSPORTATION AUTHORITY
4 AND
5 THE CITY OF HUNTINGTON BEACH
6 FOR
7 SENIOR MOBILITY PROGRAM
'rN
8 THIS AGREEMENT is made and entered Into this 2T day of JwnF- , 2011
9 by and between the Orange County Transportation Authority, 550 South Main Street, P O Box 14184,
10 Orange, California 92863-1584, a public corporation of the state of California (hereinafter referred to as
11 "AUTHORITY"), and the City of Huntington Beach, 1718 Orange Avenue, Huntington Beach, California
12 92648 (hereinafter referred to as "CITY") Herein, AUTHORITY and CITY are sometimes individually
13 referred to as the"PARTY" and collectively as the "PARTIES "
14 RECITALS
15 WHEREAS, CITY is desirous of obtaining transportation services for seniors of the City of
16 Huntington Beach, and
17 WHEREAS, AUTHORITY and CITY agree to enter into the Senior Mobility Program (SMP)
18 concerning 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, and
21 WHEREAS, AUTHORITY and CITY agree to comply with all relevant elements of Orange
22 County Local Transportation Authority Ordinance No 3, and
23 WHEREAS, AUTHORITY's Board of Directors approved this Cooperative Agreement on
24 February 14, 2011,
25 NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as
26 follows
Page 1 of 9
L 1Camm1CLERICALIWORDPROCWGREEWG12475 docx HB -23 1- Item 12. - 3
AGREEMENT NO. C-1-2475
1 ARTICLE 1. COMPLETE AGREEMENT
2 A This Agreement, including all exhibits and documents incorporated herein and made
3 applicable by reference, constitutes the complete and exclusive statement of the term(s) and
4 condition(s) of the agreement between AUTHORITY and CITY and it supersedes all prior
5 representations, understandings and communications The invalidity in whole or in part of any term or
6 condition of this Agreement shall not affect the validity of other term(s) or condition(s)
7 B AUTHORITY's failure to insist in any one or more instances upon CITY's performance of
8 any term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment of
9 AUTHORITY's right to such performance or to future performance of such term(s) or condition(s) and
10 CITY's obligation in respect thereto shall continue in full force and effect Changes to any portion of this
11 Agreement shall not be binding upon AUTHORITY except when specifically confirmed in writing by an
12 authorized representative of AUTHORITY by way of a written amendment to this Agreement and Issued
13 in accordance with the provisions of this Agreement
14 ARTICLE 2. RESPONSIBILITIES OF AUTHORITY
15 A AUTHORITY agrees to provide funds per the following guidelines
16 1 Services provided under the Senior Mobility Program are available to Individuals
17 60 years of age and older
18 2 Funds for the program are identified as 1% of Renewed Measure M (M2) net
19 sales tax revenue and will be allocated to all local Jurisdictions based upon the participating entity's
20 respective percentage of the senior population for the entire county
21 3 Senior population will be determined by using the most current official
22 decennial Census information provided by the U S Census Bureau
23 4 All active participants will receive their portion of funding on a bi-monthly
24 basis
25 B In the event that the amount of M2 funding provided for this program is less than the
26 amount allocated for this program in fiscal year (FY) 2010-11 as illustrated in Exhibit B, "Senior Mobility
Page 2 of 9
Item 12. - 4 nm1CLERICALIWORDPROCWGREE-AG12475 docx HB -232-
AGREEMENT NO. C-1-2475
1 Program Allocation,"AUTHORITY will allocate Transportation Development Act(TDA) Article 4 5 funds
2 to CITY in an amount no greater than FY 2010-11 funding levels less M2 SMP revenues for up to three
3 (3) years Disbursement of TDA funds will occur with the last bi-monthly distribution of M2 funds during
4 the fiscal year
5 C Agree that Net Revenues allocated shall be expended or encumbered within three years
6 of receipt AUTHORITY may grant an extension to the three-year limit, but extensions shall not be
7 granted beyond a total of five (5) years from the date of the initial funding allocation
8 D In the event the time limits for use of Net Revenues are not satisfied, then any retained
9 Net Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be
10 returned to AUTHORITY and these Net Revenues and interest earned thereon shall be available for
11 allocation to any project within the same source program at the discretion of AUTHORITY
12 E AUTHORITY may provide, at AUTHORITY's sole discretion, a refurbished surplus
13 paratransit vehicle, at no cost to CITY and no further responsibility to AUTHORITY after vehicle
14 donation CITY may purchase additional vehicle(s) in excess of their vehicle allocation at a cost of Five
15 Thousand Dollars ($5,000) per vehicle, subject to vehicle availability
16 ARTICLE 3. RESPONSIBILITIES OF CITY
17 A CITY agrees that all funds received from AUTHORITY as specified in Article 2A
18 above will be used exclusively for providing accessible senior transportation services that do not
19 duplicate AUTHORITY's services as specified in Exhibit A entitled "Scope of Work"
20 B CITY must satisfy all M2 eligibility criteria in order to receive their formula allocation for
21 this program
22 C CITY agrees that Net Revenues allocated shall be expended or encumbered within
23 three (3) years of receipt AUTHORITY may grant an extension to the three-year limit, but extensions
24 shall not be granted beyond a total of five (5)years from the date of the initial funding allocation
25 D In the event the time limits for use of Net Revenues are not satisfied, any retained Net
26 Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be returned to
Page 3 of 9
L\Camm\CLERICAL\WORDPROCWGREE\AG12475 docx HB -2333- Item 12. - 5
i
AGREEMENT NO. C-1-2475
1 AUTHORITY and these Net Revenues and interest earned thereon shall be available for allocation to
2 any project within the same source program at the discretion of AUTHORITY
3 E CITY agrees to match twenty percent (20%) of the total annual formula allocation
4 Local match may be made up of cash-subsidies, fare revenues, or in-kind contributions
5 F CITY may contract with a third-party service provider to provide senior transportation
6 services provided that
7 1 Contractor Is selected using a competitive procurement process, and
8 2 Wheelchair accessible vehicles are available and used when requested
9 G CITY shall procure and maintain Insurance coverage during the entire term of this
10 Agreement Coverage shall be full coverage or subject to self-Insurance provisions CITY shall
11 provide the following Insurance coverage
12 1 Commercial General Liability, to Include Products/Completed Operations,
13 Independent Contractors', Contractual Liability, and Personal Injury Liability with a minimum limit of
14 $1,000,000 00 per occurrence and $2,000,000 00 general aggregate
15 2 Automobile Liability Insurance to Include owned, hired and non-owned autos with a
16 combined single limit of$1,000,000 00 each accident,
17 3 Workers' Compensation with limits as required by the State of California Including a
18 waiver of subrogation In favor of AUTHORITY, Its officers, directors, employees or
19 agents,
20 4 Employers' Liability with minimum limits of$1,000,000 00, and
21 5 Professional Liability with,minimum limits of$1,000,000 00 per claim
22 H Proof of such coverage, In the form of an Insurance company Issued policy
23 endorsement and a broker-Issued Insurance certificate, must be received by AUTHORITY prior to
24 commencement of any work Proof of Insurance coverage must be received by AUTHORITY within ten
25 (10) calendar days from the effective date of this Agreement with AUTHORITY, Its officers, directors,
26 employees and agents designated as additional Insured on the general and automobile liability Such
Page 4 of 9
Item 12. - 6 nm\CLERICAL\WORDPROC\AGREE\AG12475 docx HB -234-
AGREEMENT NO. C-1-2475
1 Insurance shall be primary and non-contributive to any Insurance or self-Insurance maintained by
2 AUTHORITY
3 1 CITY shall Include on the face of the Certificate of Insurance the Cooperative Agreement
4 Number C-1-2475, and, the Senior Contract Administrator's Name, PIa Veesapen
5 J CITY agrees to provide AUTHORITY with monthly summary reports of CITY's Senior
6 Mobility Program CITY shall submit monthly summary report within fifteen (15) calendar days as
7 specified in Exhibit C "Senior Mobility Program Monthly Reporting Form," Included in this
8 Agreement, which is Incorporated Into and made part of this Agreement
9 K CITY shall adopt an annual Expenditure Report to account for Net Revenues and
10 funds expended by the Eligible Jurisdiction, which satisfy the Maintenance of Effort requirements
11 The Expenditure Report shall be submitted by the end of six (6) months following the end of the
12 jurisdiction's fiscal year and include the following
13 1 All Net Revenue fund balances and interest earned
14 2 Expenditures identified by type (i a capital, operations, administration, etc) and
15 program or project
16 L In the event CITY obtains a retired AUTHORITY vehicle for Senior Mobility Program
17 services, CITY agrees to transfer vehicle title and registration within fourteen (14) calendar days
18 from taking possession of the vehicle CITY also agrees to provide documentation to AUTHORITY
19 confirming transfer of vehicle title and registration from AUTHORITY to CITY within thirty (30)
20 calendar days from taking possession of the vehicle
21 ARTICLE 4. TERM OF AGREEMENT
22 This Agreement shall Commence on July 1, 2011 and shall continue in full force and effect
23 through June 30, 2016, unless earlier terminated or extended as provided in this Agreement
24 AUTHORTITY, at its sole discretion, retains the right to extend this Agreement through June 30, 2021
25 /
26 /
Page 5of9
L\Camm\CLERICAL\WORDPROC\AGREE\AG12475 docx HB -23 S- Item 12. -
AGREEMENT NO. C-1-2475
1 ARTICLE 5. NOTICES
2 All Notices pertaining to this Agreement and any communications from the PARTIES may be
3 made by delivery of said notices in person or by depositing said notices in the U S Mall, registered
4 or certified mall, return receipt requested, postage prepaid and addressed as follows
5 To CITY To AUTHORITY
6 City of Huntington Beach Orange County Transportation Authority
7 1718 Orange Avenue 550 South Main Street
8 P O Box 14184
9 Huntington Beach, California 92648 Orange, California 92863-1584
10 ATTENTION Randy Pesquiera ATTENTION Pia Veesapen
11 (714) 536- 5543 (714) 560-5619
12 ARTICLE 6. FEDERAL, STATE AND LOCAL LAWS
13 AUTHORITY and CITY agree that in performance of their obligations under this Agreement,
14 they shall comply with all applicable federal, California state and local laws, statutes and ordinances
15 and all lawful orders, rules and regulations promulgated thereunder
16 ARTICLE 7. ORDER OF PRECEDENCE
17 Conflicting provisions hereof, if any, shall prevail in the following descending order of
18 precedence (1) the provisions of this Agreement, including all exhibits, (2) all other documents, if any,
19 cited herein or incorporated by reference
20 ARTICLE 8. AUDIT AND INSPECTION OF RECORDS
21 CITY shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's
22 accounting books, records, payroll documents and facilities as AUTHORITY deems necessary CITY
23 shall maintain such books, records, data and documents in accordance with generally accepted
24 accounting principles and shall clearly identify and make such items readily accessible to such parties
25 during CITY's performance hereunder and for a period of four (4) years from the date of final payment
26 by CITY AUTHORITY's right to audit books and records directly related to this Agreement shall also
Page 6 of 9
Item 12. - 8 rm\CLERICAL\WORDPROC\AGREE\AG12475docx HB -236-
AGREEMENT NO. C-1-2475
1 extend to all first-tier subcontractors CITY shall permit any of the foregoing parties to reproduce
2 documents by any means whatsoever or to copy excerpts and transcriptions as reasonably necessary
3 ARTICLE 9. TERMINATION
4 AUTHORITY or CITY may, for Its own convenience, terminate this Agreement at any time in
5 whole or in part by giving the other PARTY written notice thereof of not less than ninety (90) days in
6 advance of the specified date of termination
7 ARTICLE 10. INDEMNIFICATION
8 A CITY shall Indemnify, defend and hold harmless AUTHORITY, Its officers, directors,
9 employees and agents from and against any and all claims (Including attorney's fees and
10 reasonable expenses for litigation or settlement) for any loss or damages, bodily injuries, including
11 death, damage to or loss of use of property caused by the negligent acts, omissions, or willful
12 misconduct by CITY, its officers, directors, employees, agents, subcontractors or suppliers in
13 connection with or arising out of the performance of this Cooperative Agreement
14 B CITY shall maintain adequate levels of Insurance, or self-insurance to assure full
15 indemnification of AUTHORITY
16 ARTICLE 11. ALCOHOL AND DRUG POLICY
17 A CITY agrees to establish and implement an alcohol and drug program that complies with
18 41 U S C sections 701-707, (the Drug Free Workplace Act of 1988), which is attached to this
19 Agreement as Exhibit D CITY agrees to produce any documentation necessary to establish its
20 compliance with sections 701-707
21 B Failure to comply with this Article may result in nonpayment or termination of this
22 Agreement
23 ARTICLE 11. CONFLICT OF INTEREST
24 CITY agrees to avoid organizational conflicts of interest An organizational conflict of interest
25 means that due to other activities, relationships or contracts, CITY is unable, or potentially unable to
26 render impartial assistance or advice to AUTHORITY, CITY's objectivity in performing the work
Page 7 of 9
L\Camm\CLERICAL\W0RDPR0CWGREEWG12475 dxx 1413 -23 7- Item 12. - 9
AGREEMENT NO. C-1-2475
1 Identified in the Scope of Work is or might be otherwise Impaired, or CITY has an unfair competitive
2 advantage CITY is obligated to fully disclose to AUTHORITY in writing Conflict of Interest Issues as
3 soon as they are known to CITY All disclosures must be submitted in writing to AUTHORITY
4 pursuant to the Article 5 Notices provision herein This disclosure requirement is for the entire term
5 of this Agreement
6 ARTICLE 12. CODE OF CONDUCT
7 CITY agrees to comply with the AUTHORITY's Code of Conduct as it relates to Third-Party
8 contracts, which is hereby referenced and by this reference is incorporated herein CITY agrees to
9 include these requirements in all of its subcontracts
10 ARTICLE 13. FORCE MAJEURE
11 Either PARTY shall be excused from performing its obligations under this Agreement during
12 the time and extent that it is prevented from performing by a cause beyond its control, including, but
13 not limited to any incidence of fire, flood, acts of God, commandeering of material products, plants
14 or facilities by the federal state or local government, national fuel shortage, or a material act of
15 omission by the other PARTY, when satisfactory evidence of such cause is presented to the other
16 PARTY, and provided further that such nonperformance is unforeseeable, beyond the control and is
17 not due to the fault or negligence of the PARTY not performing
18 /
19 /
20 /
21 /
22 /
23 /
24 /
25 /
26 /
Page 8 of 9
Item 12. - 10 111CLERICAL\WORDPROCwGREBAG12475 docx HB -238-
AGREEMENT NO. C-1-2475
1 Upon execution by both PARTIES, this Cooperative Agreement shall be made effective on
2 July 1, 2011.
3 IN WITNESS WHEREOF, the PARTIES hereto have caused this Cooperative Agreement No.
4 C-1-247 to be exe on the date first above written
5 Cl F GTON BEACH ORANGE C U TY TRA PORTATION AUTHORITY
6 By By
Car io Will Kempton
7 ayor Chief Executive Officer
8
9 ATTE T APPRO D AS TO FORM
10 gY BY
11 Jo Flynn Kennard R Smart,Jr.
Clerk General Counsel
12
13 APPROVED AS TO FORM APP D
i
14 *;Attomey
By
15er cGrath Beth McCormick
General Manager, Transit
16
17
18
19
20
21
22
23
24
25
26
Page 9 of 9
L 1Camm1CLERICALIW0RDPR0CIAGWSAG12475 d=
xB -239- Item 12. - 11
AGREEMENT NO. C-1-2475
EXHIBIT A
Scope of Work
Senior Mobility Program
1 The City of Huntington Beach (City) shall utilize funding provided by the Orange
County Transportation Authority (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 shall provide approximately 3000 monthly one-way trips using
two 27 passenger buses, two 21 passenger buses, four fill-size vans, four
mini-vans, and two sedans
• The hours of service are 8 00 a m. to 5 00 p m
• The days of service are Monday through Friday, and occasionally
weekends
2 The City shall follow competitive procurement practices in selection of vendors
for all services, which it does not provide using its own workforce Any Request
for Proposals (RFP) for services shall specify the use of vehicles meeting ADA
accessibility standards
3 The City may opt to obtain a vehicle(s) during the course of the contract
Additional vehicles may be purchased from OCTA for $5,000 each The cost of
any additional vehicles will be deducted from the next fiscal year allocation City
must register the vehicle and maintain title for at least one year after transfer of
title from OCTA
4 The City shall perform, or ensure that a contracted vendor performs,
maintenance of all vehicles used in the Senior Mobility Program, including, at a
minimum
• Daily Pre-Operation Inspections that meet or exceed the guidelines
provided in the attached Pre-Operation Inspection & Defect Report
(Attachment 1)
• Scheduled preventive maintenance that meets or exceeds the guidelines
provided in the attached Senior Mobility P M Checklist, including the
maintenance of all accessibility features of the vehicles (Attachment 2)
5 The City shall maintain maintenance records for each vehicle for 5 years and
shall cooperate fully in annual Motor coach carrier terminal inspections
conducted by the California Highway patrol
6. The City shall ensure that its operators, or its contracted vendor's operators, are
properly licensed and trained to proficiency to perform their duties safely, and in
Page 1 of 2
Item 12. - 12 HB -240-
AGREEMENT NO. C-1-2475
EXHIBIT A
a manner which treats its riders with respect and dignity Disability awareness
and passenger assistance will be included in this training
7 The City shall 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
8 The City shall participate in OCTA marketing and outreach efforts to encourage
use of fixed route transit service by older adults
9 The City shall note OCTA sponsorship in any promotional material for service
funded under this agreement and shall display the OCTA Senior Wheels program
logo on vehicles used in this program (excluding taxis)
10 The City shall ensure that it maintains adequate oversight and control over all
aspects of service that are provided by a contracted vendor.
11 The City shall participate in the annual National Transit Database (N T D )
reporting process if needed
Page 2 of 2
HB -24 1- Item 12. - 13
Attachment 1 t5UUY DAMAUt_
Pre- Operation Inspection & Defect Report
Circle and describe any damage to a o.ls on d.aq,a'r,
of frontlrear and two side views
Bus/Van No Date-
Federal Regulations state that no motor vetxde canyrrrg passengers tot tare ( Descr.ption
shad be drwen unress the tmver has deterrrrned that fie fotlowmg pans and
accessories are in good wodvrig order Each driver is regwvd to subrw a
signed written report daily for each coach driven
!st Driver
Milers Fresh Miles Start. Mies Elapsed
No Detects O Defects O Signature
Desorption
AW Drfwr:
Mlles Finish Miles Start Miles Elapsed
No Defects O Defects O Sig olure
3rd Driver
Miles Faust, Miles Start Wiles Elapsed
No Defects O Defects C Signature Description
PREOPERATIONS INSPECTIONS
trnLcate with an(l)that each Rem has been checked
AMIPM AM/PM
_I TeeslLug Nuts(vowels 8 rate) _l_ Emergency Reflectors
_ Mow-Guard i_ Tum S�nal SwstctvHom ..., Description
_i_ Air System _I_ First Aid IQ
_i Lights/Reflectors !_ Radio
W MPektov Lilts _/_ Drivers SeaVBeR
—_—_ Wheelchair Lift Cover _ Door Interlock
WIC Tie Down Straps
WvKWveld Wiperslwasners _l_ Manual LM Bar
_, Fire EAvwjuts+er Conduct Walk Around Steenrg Mechanism _I_
Parkwgffiraice
Brakes OPERATOR(S)
D`FECTS Indicate with an(x)defective Remy only (Explain in Detain IMPORTANT' Help expedite repairs by providing necessary
_Brake Fiord Leaks _Liglt On _Hart Eng+neM/ater Leaks
information regarding oefects' Please pnnt
_Solt/Hard Brakes Nor Applied _Low Od/Oil Les1a
_Pu8 to UR _Light On _Starta Hard
_Dragging Brakes Applied _No Power/Eng CIL LQN
_Smoking Bus Slapped _Smokes
_Emergency Brake _LVM Not On _Ides RoughVibrabon
_Odor-mom Brakes Applied _Eidaust Vacuum Leaks
TRESWRI= Bus Moving _Fuel Leaks/LPG/Gas
Flat AC 6 NF.a —Over-e2ptw
Embeddeo Obled _Off rPANS tsstory
_C14A _Too ColdMot _Wont Go tMo Gear
SmootlVC-ord _Defroster Defeo.' _SIgWGtmdslLurches
_tf RF RW PRO LRi LRC _Ventilation(BWweri) _EXCeSsive Nome
Loose Mrswng Lugs _Fumes _Leaks REPAIRS MADE
_00wr-ei� _Omer•exo m _Drive Une Vibration
Lxrs ENtRANCZjEX1r ORS/ —Rear End Norse
_hVengr w7NOOINIS SMMNG
Exterior _slow _Hardl B+rids
Location _Inoperative _Shdnrny
_Leaks Air _Excessive Play
kEfH'LE iw'EANLIP&rSS —Excessive Play —Over-avlain
_Other'COW ELECIRM
—I —Emergency Releases Generator/Starter
Extew
_Floor WHEMCNAIR t lF7 _TtJ n Sgr►alSlFtashers
_yy _Will Not Fold Out _HornHo
Sea!Condition _Will Not Lower/Raise _Fare Box
_No Resaact DvAWp _Instrvmenta'Gauges
_Lit Will Not Fold Into —Fuel Oil Amp Meter
Bus ALL ITEMS COMPLETED -BUS SERVICED AND RELEASED-
?ADO _Seats _Handiatts _Modesty Panels
Supervisor s S,g.atL,-_ Date
Item 12. - 14 ^ xB -242-
Attachment 2 Inspection
Senior Mobili!X P.M. Check List
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
C Interior Y E Under hood x 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 Horn,gauges and dash lights 4 Brake fluid
5 Heater,defroster and fan 5 Power steering fluid
6 lwindshield wipers and washer 6 lCheck all belts
7 1 Indicator lights 7 Component and accessory mounting
8 Throttle operation 8 Check all hoses and routing
9 Steering free play In 9 Coolant level and protection c/f ph
10 Applied and unapplied brake test for vacum loss 10 Pressure test cooling system
11 Interior lights 11 Water pump and fan clutch play
12 Windshield and window glass condition 1 12 jAir filter condition-check restriction gauge
13 lWindow mechanism and seals 13 Check exhaust system
14 Seat condition 14 Battery fluid level and mounting
15 Interior body,floor and stantions 15 iClean battery and connections
16 Fire extinguisher date and bracket 16 Drain fuel/water separator
17 Road warning devices
18 First aid kits
19 1 Emergency exits operation,warning devices and signs F Under Bus x $
20 lintenor clean 1 JlKingpin and wheel bearing play
21 jBack up alarm 2 ITire 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 springs,bushings
7 Engine leaks,lines,filters,hoses and engine mounts
8 Starter and connections
g 9 Exhaust system and mounting
D Exterior Je0 d 10 Transmission mounted parking brake
1 JAII exterior lights and signals 11 Transmission leaks
2 Mirror condition and mounting 12 Output shaft play
3 Record body damage 13 1 Driveshaft guard,U joints and retarder
4 Bumper bolts 14 Body hold downs and insulators
5 Paint lettering and appearance 15 Wiring 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 springs,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 Tail pipe hangers
LF RF LRO 24 Lube entire chassis
LRI RRO RRI 25 Check drag link,tie rods and idler arms
HB -243- Item 12. - 15
Attachment 2 Inspection
Senior Mobility P.M. Check List
Cr cr
D Brakes x $ D Lift Inspection Y d
1 Visible and audible leaks 1 ICheck lift for proper operations
2 Check all Imes 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%innng
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 caliber's 8 lLube complete lift
9 Check wheelchair securements,proper amount and operation
10 Lift door warning device
11 Lift cover in place
H Roadtest
I. Note repairs needed
Signature of Inspecting Mechanic Signature of Supervisor
6,000 miles- inspection/oil change
30,000 Transmission service
60,000 Differential service
Item 12. - 16 HB -244-
AGREEMENT NO. C-1-2475
EXHIBIT B
Senior Mobility Program Allocation
OC'i'A FY 2010-11 Transportation Development Act Article 4 5 Funds
0 0
o o
Anaheim $ 194,204
Brea $ 37,766
Buena Park $ 49,457
Costa Mesa $ 83,053
Garden Grove $ 183,225
Huntington Beach $ 164,622
Irvine $ 93,151
La Habra $ 52,413
Laguna Hills $ 34,226
Laguna Niguel $ 46,533
Laguna Woods $ 128,998
Lake Forest $ 45,677
Newport Beach $ 111,163
Placentia $ 38,104
Rancho Santa Margarita $ 14,403
San Clemente $ 50,698
Santa Ana $ 167,850
Seal Beach $ 69,114
Westminster $ 66,902
Yorba Linda $ 40,913
Total (Current Participants)_ $ 1,672,472
us -245- Item 12. - 17
AGREEMENT NO. C-1-2475
EXHIBIT C
Senior!Mobility Program Monthly Reporting Form
Monthly Reporting E-Form
®C`IPA _
-
^LP�.Y� '�-.r�= '=�s��F5s:1 a:.:�x�w t•:-a.>� `n 5W at.;,..,ksi "s=;�1'O Tr�1;11�n�Ca`m�"atii�`ri�:: 3�`a:.,i s ,.� c, T.. �,-
Service for the MonthNears of.
Program Name.
City or Organization:
Contact Person:
Contact Number:
Trip Category One-Way Vehicle Service Vehicle Service
Passenger Trip Hours Miles
Nutrition Trips
Medical trips
Shopping trips
Other trips
(Please specify trip type below")
Totals 0 0 0
�, •4r��:m'S4,�` t�"^3iy4.w�-n.{_%.Gx]r�LiHY��+�4 ,.Yzrx� -3 ,,;t;v� umma �'�.`i�:�� a�'�ffii3i*.,..b�77�'w...�• �; �r lrc 1.
:4�'tY"�`=r � a. _^'3i_r^"ca:; t.`;n= `.� �-1.a,r�. �37•:Y�:-�'S���'�.f��'�I.—rr j=.��;.� y�,��
OCTA Monthly Contribution Amount
City Monthly Contribution Amount
Total Operation Cost for Month
Source of City Contributions
"Please specify other trip types being provided to seniors in this space
Please provide the requested Information end submit the completed form to OCTA
Attention Jessica Deakyne/Communny Transportation Coordinator by email to ideekyne@octa net or by FAX to(714)56D-5927
-By the tsth day of the month following the reporting month
Please contact Jessica Deakyne at(714)660-6802 if you have any questions or require assistance with the completion of this form
Comments
/18/08) Page 1 of 1
Item 12. - 18 HB -246-
AGREEMENT NO. C-1-2475
EXHIBIT D
National Drug-Free
Workplace Affiance
DRUG-FREE WORKPLACE ACT OF 1988
THE FEDERAL LAW
This law, enacted November 1988, with subsequent modification in 1994 by the
Federal Acquisition Streamlining Act, (raising the contractor amount from
$25,000 to $100,000), requires compliance by all organizations contracting with
any U S Federal agency in the amount of $100,000 or more that does not
involve the acquisition of commercial goods via a procurement contract or
purchase order, and is performed in whole in the United States. It also requires
that all organizations receiving federal grants, regardless of amount granted,
maintain a drug-free workplace in compliance with the Drug-Free Workplace Act
of 1988. The Law further requires that all individual contractors and grant
recipients, regardless of dollar amount/value of the contract or grant, comply with
the Law.
Certification that this requirement is being met must be done in the following
manner
By publishing a statement informing all covered employees that the unlawful
manufacture, distribution, dispensing, possession, or use of a controlled
substance is prohibited in the covered workplace, and what actions will be taken
against employees in the event of violations of such statement
By providing ALL covered employees with a copy of the above-described
statement, including the information that as a condition of employment on the
Federal contract or grant, the employee must abide by the terms and conditions
of the policy statement.
For Federal contractors this encompasses employees involved in the
performance of the contract For Federal grantees all employees must come
under this requirement as the act includes all "direct charge" employees (those
whose services are directly & explicitly paid for by grant funds), and "indirect
charge" employees (members of grantee's organization who perform support or
overhead functions related to the grant and for which the Federal Govemment
pays its share of expenses under the grant program)
Among "indirect charge" employees, those whose impact or involvement is
insignificant to the performance of the grant are exempted from coverage Any
other person, who is on the grantee's payroll and works in any activity under the
grant, even if not paid from grant funds, is also considered to be an employee
Page 1 of 2
Revised 03/03/2010
xB -247- Item 12. - 19
AGREEMENT NO. C-1-2475
EXHIBIT D
Temporary personnel and consultants who are on the grantee's payroll are
covered. Similar workers, who are not on the grantee's payroll, but on the payroll
of contractors working for the grantee, are not covered even if physical place of
employment is in the grantee's workplace
By establishing a continuing, drug-free awareness program to inform employees
of the dangers of drug abuse; the company's drug-free workplace policy; the
penalties for drug abuse violations occurring in the workplace, the availability of
any drug counseling, rehabilitation, and/or employee assistance plans offered
through the employer
By requiring each employee directly involved in the work of the contract or grant
to notify the employer of any criminal drug statute conviction for a violation
occurring in the workplace not less than five (5) calendar days after such
conviction
By notifying the Federal agency with which the employer has the contract or
grant of any such conviction within ten (10) days after being notified by an
employee or any other person with knowledge of a conviction
By requiring the imposition of sanctions or remedial measures, including
termination, for an employee convicted of a drug abuse violation in the
workplace These sanctions may be participation in a drug rehabilitation program
if so stated in the company policy.
By continuing to make a "good-faith" effort to comply with all of the requirements
as set forth in the Drug-Free Workplace Act
All employers covered by the law are subject to suspension of payments,
termination of the contract or grant, suspension or debarment if the head of the
contracting or granting organization determines that the employer has made any
type of false certification to the contracting or grant office, has not fulfilled the
requirements of the law, or has excessive drug violation convictions in the
workplace Penalties may also be imposed upon those employing a number of `
individuals convicted of criminal drug offenses as this demonstrates a lack of
good faith effort to provide a drug-free workplace. The contract or grant officer
may determine the number on a case-by-case basis. Employers who are
debarred are ineligible for other Federal contracts or grants for up to five (5)
years. Compliance may be audited by the Federal agency administering the
contract or grant
The Drug-free Workplace Act does not require employers to establish an
employee assistance program (EAP) or to implement drug testing as a part
of the program.
Source: Federal Registers April 11, 1988& May 25, 1990& the Federal Acquisition Streamlining
Act of 1994(FASA).
Page 2 of 2
Revised 03/03/2010
Item 12. - 20 HB -248-
VN
OO cu1%
AFFILIATEDAGENCIES July 11, 2011
Orange County
Transit District
Local Transportation Ms Joan Flynn
Authority City Clerk
Service
wayE Emergencies
for
es City of Huntington Beach
Freeway Emergencies
Consolidated Transportation 2000 Main Street, 2nd. Floor
Service Agency Huntington Beach, CA 92648
Congestion Management
Agency
Service Authority for SUBJECT: AGREEMENT NO. C-1-2475
Abandoned Vehicles
Dear Ms. Flynn
Enclosed for your records is a copy of the above-referenced subject. If you have any
questions, please call me at (714) 560-5618.
Sincerely,
Cathy Foreman
Office Specialist
Contracts Administration and Materials Management
Enclosure
Oranae Countv Transportation Authority
550 South Main Street/P 0 E HB -249-Inge/California 9280-1584/(714)560-OCTA(628,Item 12. - 21
VN
OO cull
July 22, 2011
Ms. Joan Flynn
City Clerk
City of Huntington Beach
2000 Main Street, 2' . Floor
Huntington Beach, CA 92648
SUBJECT. INSURANCE REQUIREMENTS FOR AGREEMENT NO. C-1-2475
Dear Ms. Flynn-
This letter is to request updated insurance certificate(s) in accordance with Article 3 of
Agreement No C-1-2475 Please forward a copy of your updated insurance
certificate(s) for General Liability and Professional Liability; Automobile, and
Workers' Compensation insurances.
Please have the certificate(s) to me by August 4, 2011. The certificate(s) may be sent
via fax or e-mail, and a hard copy sent by mail. My fax number is: (714) 560-5792
My e-mail address is: cforeman(c)_octa net, and my mailing address is 600 South
Main Street, Fourth Floor, Orange, CA 92868
Sincerely,
L'
Cathy Foreman
Office Specialist
Contracts Administration and Materials Management
nrnnna rnunty Transportation Authority
Item 12. - 22 550 South Main Street/P 0 E HB -250-inge/Catitomia 92863-1584/(714)560-OCTA(6282)
Esparza, Patty
From: Laudenback, Janeen
Sent: Monday, August 22, 20119 03 AM
To: Esparza, Patty
Subject: RE City of HB and OCTA
HI Patty—Looks like we are all set with the OCTA Insurances
c5;x�YMW41 �
Janeen Laudenback
Community Services Department)City of Huntington Beach
Office:714.536.5496
ilaudenback@surfcity-hb.org
From: Cathy Foreman [mailto.cforeman@octa.net]
Seat: Monday, August 22, 2011 8.17 AM
To: Laudenback, Janeen
Subject: RE: City of HB and OCTA
Yes—it came and has been entered and filed Thank-you for following-up
Thanks again for your help,
Cathy
From: Laudenback, Janeen [mailto:JLaudenback@surfcity-hb org]
Sent: Sunday, August 21, 2011 2:49 PM
To: Cathy Foreman
Cc: Pesqueira, Randy
Subject: City of HB and OCTA
Hello Cathy—I am following up to confirm that you received the Self Insurance Certificate and workers comp certificate
from the City of HB Please let me know if there is anything else you need from us'
Respectfully,
G7�'veeieiw �,ass�ra
Janeen Laudenback
Community Services Department)City of Huntington Beach
Office:714.536.5496
jlaudenback@surfctty_-hb org
The information in this e-mail and any attachments are for the sole use of the intended recipient and may contain privileged and confidential information If you are
not the intended recipient any use disclosure copying or distribution of this message or attachment is strictly prohibited If you believe that you have received this
e-mail in error,please contact the sender immediately and delete the e-mail and all of its attachments
1
HB -251- Item 12. - 23
Council/Agency Meeting Held
Deferred/Continued to
XAppr ved 0 Conditionally Approved 0 Denied i CbDrVs Sigrifire
_T
Council Meeting Date June 20, 2011 Department ID Number CS 11-012
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A Wilson, City Manager
PREPARED BY: Paul Emery, Deputy City Manager/Interim Community Services
Director
SUBJECT: Approve and authorize execution of a Cooperative Agreement with the
Orange County Transportation Authority (OCTA)for the Senior
Mobility Program, and, authorize appropriation of grant funds
Statement of Issue: The Orange County Transportation Authority (Authority) 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
Financial Impact: The Orange County Transportation Authority will provide Renewed
Measure M funds to the City of Huntington Beach for senior transportation The dollar
amount will be determined based on Huntington Beach's respective percentage of the Senior
Population for the entire county The fiscal year 2010/11 grant amount totaled $164,622 The
City of Huntington Beach will provide a twenty percent in-kind match of total grant In-kind
match is funded in the current budget, Donations, Senior Transportation Program, Account
#10345502
Recommended Action: Motion to
A) Acrrove and authorize the Mayor and City Clerk to execute the "Cooperative Agreement
No C-1-2475 Between the Orange County Transportation Authority and the City of
Huntington Beach for Senior Mobility Program" (exhibit A); and,
B) Authorize the appropriation of OCTA Senior Mobility grant funds on an annual basis
through the term of Agreement No C-1-2475 (exhibit B)
Alternative Action(s):
Do not approve the Cooperative Agreement No C-1-2475 with the Orange County
Transportation Authority for Senior Mobility Program and direct staff to reduce transportation
service levels accordingly
I i B -269- Item 12. - 1
Item 12. - 24 HB -252-
REQUEST FOR COUNCIL ACTION
MEETING DATE: 6/20/2011 DEPARTMENT ID NUMBER: CS 11-012
Analysis: In 1998, OCTA initiated a pilot Senior Mobility Program (SMP) which provided
transit subsidies and Older Americans Act funding to allow cities to develop a locally
designed and operated senior transportation programs to meet local needs Huntington
Beach was one of six cities that participated in the pilot project which was very successful
In 2001, the OCTA Board approved a ten-year, $28 million Senior Mobility Program which
provided senior transportation funding to the City of Huntington Beach through June 30,
2011 This program was created to address the growing number of older adults in Orange
County The "Surf City Seniors on the Gol" senior transportation program provides curb to
curb transportation services for Huntington Beach Seniors. Presently, OCTA provides an
eighty percent match for operating costs, as well as vehicles and technical assistance to
enable Huntington Beach to offer local transportation services for seniors. The twenty
percent match is provided by the City of Huntington Beach through rider contributions and
private donations
The City is now eligible for additional SMP funding to continue the transportation program
currently provided The current "Surf City Seniors on the Go"' transportation program
transports seniors to doctor's offices, shopping centers, social services, and the seniors'
center providing approximately 3000 trips per month to city seniors Execution of the new
cooperative agreement will allow the current level of service to continue Agreement will
commence on July 1, 2011, and continue through June 30, 2016, with a five year extension
through June 30, 2021
Environmental Status: N/A
Strategic Plan Goal: Maintain and Enhance Public Safety — by providing non-emergency
medical/other transportation for older adults
Attachment(s):
P
Cooperative Agreement No C-1-2475
Item 12. - 2 11B -270-
HB -2531- Item 12. - 25
ATTACHMENT # 1
Item 12. - 26 Hip -254-
1 COOPERATIVE AGREEMENT C-1-2475
2 BETWEEN
3 THE ORANGE COUNTY TRANSPORTATION AUTHORITY
4 AND
5 THE CITY OF HUNTINGTON BEACH
6 FOR
7 SENIOR MOBILITY PROGRAM
8 THIS AGREEMENT is made and entered into this day of , 2011
9 by and between the Orange County Transportation Authority, 550 South Main Street, P O Box 14184,
10 Orange, California 92863-1584, a public corporation of the state of California (hereinafter referred to as
i
11 "AUTHORITY"), and the City of Huntington Beach, 1718 Orange Avenue, Huntington Beach, California
12 92648 (hereinafter referred to as "CITY") Herein, AUTHORITY and CITY are sometimes individually
13 referred to as the"PARTY" and collectively as the "PARTIES
14 RECITALS
15 WHEREAS, CITY is desirous of obtaining transportation services for seniors of the City of
16 Huntington Beach, and
17 WHEREAS, AUTHORITY and CITY agree to enter into the Senior Mobility Program (SMP)
18 concerning 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, and
21 WHEREAS, AUTHORITY and CITY agree to comply with all relevant elements of Orange
22 County Local Transportation Authority Ordinance No 3, and
23 WHEREAS, AUTHORITY's Board of Directors approved this Cooperative Agreement on
24 February 14, 2011,
25 NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as
26 follows
Page 1 of 9
L\Camm\CLERICAL\WORDPROCWGREEWG12475 docx HB -255- Item 12. - 2
AGREEMENT NO. C-1-2475
1 ARTICLE 1. COMPLETE AGREEMENT
2 A This Agreement, including all exhibits and documents incorporated herein and made
3 applicable by reference, constitutes the complete and exclusive statement of the term(s) and
4 condition(s) of the agreement between AUTHORITY and CITY and it supersedes all prior
5 representations, understandings and communications The invalidity in whole or in part of any term or
6 condition of this Agreement shall not affect the validity of other term(s) or condition(s)
7 B AUTHORITY's failure to insist in any one or more instances upon CITY's performance of
8 any term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment of
9 AUTHORITY's right to such performance or to future performance of such term(s) or condition(s) and
10 CITY's obligation in respect thereto shall continue in full force and effect Changes to any portion of this
11 Agreement shall not be binding upon AUTHORITY except when specifically confirmed in writing by an
12 authorized representative of AUTHORITY by way of a written amendment to this Agreement and issued
13 In accordance with the provisions of this Agreement
14 ARTICLE 2. RESPONSIBILITIES OF AUTHORITY
15 A AUTHORITY agrees to provide funds per the following guidelines
16 1 Services provided under the Senior Mobility Program are available to individuals
17 60 years of age and older
18 2 Funds for the program are identified as 1% of Renewed Measure M (M2) net
19 sales tax revenue and will be allocated to all local jurisdictions based upon the participating entity's
20 respective percentage of the senior population for the entire county
21 3 Senior population will be determined by using the most current official
22 decennial Census information provided by the U S Census Bureau
23 4 All active participants will receive their portion of funding on a bi-monthly
24 basis
25 B In the event that the amount of M2 funding provided for this program is less than the
26 amount allocated for this program in fiscal year(FY) 2010-11 as illustrated in Exhibit B, "Senior Mobility
Page 2 of 9
Item 12. - 28 m\CLERICAL\WORDPROC\AGREE\AG12475 doc?HB -256-
AGREEMENT NO. C-1-2475
1 Program Allocation," AUTHORITY will allocate Transportation Development Act (TDA)Article 4 5 funds
2 to CITY in an amount no greater than FY 2010-11 funding levels less M2 SMP revenues for up to three
3 (3) years Disbursement of TDA funds will occur with the last bi-monthly distribution of M2 funds during
4 the fiscal year
5 C Agree that Net Revenues allocated shall be expended or encumbered within three years
6 of receipt AUTHORITY may grant an extension to the three-year limit, but extensions shall not be
7 granted beyond a total of five (5)years from the date of the initial funding allocation
8 D In the event the time limits for use of Net Revenues are not satisfied, then any retained
9 Net Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be
10 returned to AUTHORITY and these Net Revenues and interest earned thereon shall be available for
11 allocation to any project within the same source program at the discretion of AUTHORITY
12 E AUTHORITY may provide, at AUTHORITY's sole discretion, a refurbished surplus
13 paratransit vehicle, at no cost to CITY and no further responsibility to AUTHORITY after vehicle
14 donation CITY may purchase additional vehicle(s) in excess of their vehicle allocation at a cost of Five
15 Thousand Dollars ($5,000) per vehicle, subject to vehicle availability
16 ARTICLE 3. RESPONSIBILITIES OF CITY
17 A CITY agrees that all funds received from AUTHORITY as specified in Article 2A
18 above will be used exclusively for providing accessible senior transportation services that do not
19 duplicate AUTHORITY's services as specified in Exhibit A entitled "Scope of Work."
20 B CITY must satisfy all M2 eligibility criteria in order to receive their formula allocation for
21 this program
22 C CITY agrees that Net Revenues allocated shall be expended or encumbered within
23 three (3) years of receipt AUTHORITY may grant an extension to the three-year limit, but extensions
24 shall not be granted beyond a total of five (5) years from the date of the initial funding allocation
25 D In the event the time limits for use of Net Revenues are not satisfied, any retained Net
26 Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be returned to
Page 3 of 9
L Kamm\CLERICAL\WORDPROCIHGREE\AG12475 dory HB -25 7- Item 12. - 29
AGREEMENT NO. C-1-2475
1 AUTHORITY and these Net Revenues and interest earned thereon shall be available for allocation to
2 any project within the same source program at the discretion of AUTHORITY
3 E CITY agrees to match twenty percent (20%) of the total annual formula allocation
4 Local match may be made up of cash-subsidies, fare revenues, or In-kind contributions
5 F CITY may contract with a third-party service provider to provide senior transportation
6 services provided that
7 1 Contractor Is selected using a competitive procurement process, and
8 2 Wheelchair accessible vehicles are available and used when requested
9 G CITY shall procure and maintain Insurance coverage during the entire term of this
10 Agreement. Coverage shall be full coverage or subject to self-Insurance provisions CITY shall
11 provide the following Insurance coverage
12 1 Commercial General Liability, to Include Products/Completed Operations,
13 Independent Contractors', Contractual Liability, and Personal Injury Liability with a minimum limit of
14 $1,000,000.00 per occurrence and$2,000,000.00 general aggregate
15 2 Automobile Liability Insurance to Include owned, hired and non-owned autos with a
16 combined single limit of$1,000,000 00 each accident,
17 3 Workers' Compensation with limits as required by the State of California Including a
18 waiver of subrogation In favor of AUTHORITY, Its officers, directors, employees or
19 agents,
20 4 Employers' Liability with minimum limits of$1,000,000 00, and
21 5 Professional Liability with minimum limits of$1,000,000 00 per claim
22 H Proof of such coverage, In the form of an Insurance company Issued policy
23 endorsement and a broker-issued insurance certificate, must be received by AUTHORITY prior to
24 commencement of any work Proof of Insurance coverage must be received by AUTHORITY within ten
25 (10) calendar days from the effective date of this Agreement with AUTHORITY, Its officers, directors,
26 employees and agents designated as additional insured on the general and automobile liability Such
Page 4 of 9
Item 12. - 30 m\CLERICAL\WOROPROCWGREEWG12475 doca HB -258-
AGREEMENT NO. C-1-2475
1 Insurance shall be primary and non-contributive to any Insurance or self-Insurance maintained by
2 AUTHORITY
3 1 CITY shall Include on the face of the Certificate of Insurance the Cooperative Agreement
4 Number C-1-2475, and, the Senior Contract Administrator's Name, Pia Veesapen
5 J CITY agrees to provide AUTHORITY with monthly summary reports of CITY's Senior
6 Mobility Program CITY shall submit monthly summary report within fifteen (15) calendar days as
7 specified in Exhibit C "Senior Mobility Program Monthly Reporting Form," included in this
8 Agreement, which is incorporated into and made part of this Agreement
9 K. CITY shall adopt an annual Expenditure Report to account for Net Revenues and
10 funds expended by the Eligible Jurisdiction, which satisfy the Maintenance of Effort requirements
11 The Expenditure Report shall be submitted by the end of six (6) months following the end of the
12 jurisdiction's fiscal year and include the following
13 1 All Net Revenue fund balances and interest earned
14 2 Expenditures identified by type (i a capital, operations, administration, etc) and
15 program or project
16 L In the event CITY obtains a retired AUTHORITY vehicle for Senior Mobility Program
17 services, CITY agrees to transfer vehicle title and registration within fourteen (14) calendar days
18 from taking possession of the vehicle CITY also agrees to provide documentation to AUTHORITY
19 confirming transfer of vehicle title and registration from AUTHORITY to CITY within thirty (30)
20 calendar days from taking possession of the vehicle
21 ARTICLE 4. TERM OF AGREEMENT
22 This Agreement shall commence on July 1, 2011 and shall continue in full force and effect
23 through June 30, 2016, unless earlier terminated or extended as provided in this Agreement
24 AUTHORTITY, at its sole discretion, retains the nght to extend this Agreement through June 30, 2021
25
26
Page 5 of 9
L\Camm\CLERICAL\WORDPROCIAGREE1AG12475 doa HB -259- Item 12. - 31
AGREEMENT NO. C-1-2475
1 ARTICLE 5. NOTICES
2 All Notices pertaining to this Agreement and any communications from the PARTIES may be
3 made by delivery of said notices in person or by depositing said notices in the U S Mail, registered
4 or certified mail, return receipt requested, postage prepaid and addressed as follows
5 To CITY To AUTHORITY-
6 City of Huntington Beach Orange County Transportation Authority
7 1718 Orange Avenue 550 South Main Street
8 P O Box 14184
9 Huntington Beach, California 92648 Orange, California 92863-1584
10 ATTENTION Randy Pesquiera ATTENTION Pia Veesapen
11 (714) 536 -5543 (714) 560- 5619
12 ARTICLE 6. FEDERAL, STATE AND LOCAL LAWS
13 AUTHORITY and CITY agree that in performance of their obligations under this Agreement,
14 they shall comply with all applicable federal, California state and local laws, statutes and ordinances
15 and all lawful orders, rules and regulations promulgated thereunder
16 ARTICLE 7. ORDER OF PRECEDENCE
17 Conflicting provisions hereof, if any, shall prevail in the following descending order of
18 precedence (1) the provisions of this Agreement, including all exhibits, (2) all other documents, if any,
19 cited herein or incorporated by reference
20 ARTICLE 8. AUDIT AND INSPECTION OF RECORDS
21 CITY shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's
22 accounting books, records, payroll documents and facilities as AUTHORITY deems necessary CITY
23 shall maintain such books, records, data and documents in accordance with generally accepted
24 accounting principles and shall clearly identify and make such items readily accessible to such parties
25 during CITY's performance hereunder and for a period of four (4) years from the date of final payment
26 by CITY AUTHORITY's right to audit books and records directly related to this Agreement shall also
Page 6 of 9
Item 12. - 32m1CLERICALIWORDPROCu1GREEWG12475d=HB -260-
AGREEMENT NO. C-1-2475
1 extend to all first-tier subcontractors CITY shall permit any of the foregoing parties to reproduce
2 documents by any means whatsoever or to copy excerpts and transcriptions as reasonably necessary
3 ARTICLE 9. TERMINATION ,
4 AUTHORITY or CITY may, for its own convenience, terminate this Agreement at any time in
5 whole or in part by giving the other PARTY written notice thereof of not less than ninety (90) days in
6 advance of the specified date of termination
7 ARTICLE 10. INDEMNIFICATION
8 A CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
9 employees and agents from and against any and all claims (including attorney's fees and
10 reasonable expenses for litigation or settlement) for any loss or damages, bodily injuries, including
11 death, damage to or loss of use of property caused by the negligent acts, omissions, or willful
12 misconduct by CITY, its officers, directors, employees, agents, subcontractors or suppliers in
13 connection with or ansing out of the performance of this Cooperative Agreement
14 B CITY shall maintain adequate levels of Insurance, or self-insurance to assure full
15 indemnification of AUTHORITY
16 ARTICLE 11. ALCOHOL AND DRUG POLICY
17 A CITY agrees to establish and implement an alcohol and drug program that complies with
18 41 U S C sections 701-707, (the Drug Free Workplace Act of 1988), which is attached to this
19 Agreement as Exhibit D CITY agrees to produce any documentation necessary to establish its
20 compliance with sections 701-707
21 B Failure to comply with this Article may result in nonpayment or termination of this
22 Agreement
23 ARTICLE 11. CONFLICT OF INTEREST
24 CITY agrees to avoid organizational conflicts of interest An organizational conflict of interest
25 means that due to other activities, relationships or contracts, CITY is unable, or potentially unable to
26 render impartial assistance or advice to AUTHORITY, CITY's objectivity in performing the work
Page 7 of 9
L\Camm\CLERICAL\wORDPROC\AGREE1AG12475 doc)HB -261- Item 12. - 3 3
AGREEMENT NO. C-1-2475
1 Identified in the Scope of Work is or might be otherwise Impaired, or CITY has an unfair competitive
2 advantage CITY is obligated to fully disclose to AUTHORITY in writing Conflict of Interest Issues as
3 soon as they are known to CITY All disclosures must be submitted in writing to AUTHORITY
4 pursuant to the Article 5 Notices provision herein This disclosure requirement is for the entire term
5 of this Agreement
6 ARTICLE 12. CODE OF CONDUCT
7 CITY agrees to comply with the AUTHORITY's Code of Conduct as it relates to Third-Party
8 contracts, which is hereby referenced and by this reference is incorporated herein CITY agrees to
9 include these requirements in all of its subcontracts
10 ARTICLE 13. FORCE MAJEURE
11 Either PARTY shall be excused from performing its obligations under this Agreement during
12 the time and extent that it is prevented from performing by a cause beyond its control, including, but
13 not limited to any incidence of fire, flood, acts of God, commandeering of material products, plants
14 or facilities by the federal state or local government, national fuel shortage, or a material act of
15 omission by the other PARTY, when satisfactory evidence of such cause is presented to the other
16 PARTY, and provided further that such nonperformance is unforeseeable, beyond the control and is
17 not due to the fault or negligence of the PARTY not performing
18 /
19 /
20 /
21 /
22 /
23 1
24 /
25 /
26 !
Page 8 of 9
Item 12. - 34'm1CLERICALIWORDPROCwGREEwG12475 doc HB -262-
AGREEMENT NO. C-1-2476
1 Upon execution by both PARTIES, this Cooperative Agreement shall be made effective on
2 July 1, 2011
3 IN WITNESS WHEREOF, the PARTIES hereto have caused this Cooperative Agreement No
4 C-1-247 to be exe on the date first above written
5 CI F I GTON BEACH ORANGE COUNTY TRANSPORTATION AUTHORITY
6 By By
Car io Will Kempton
7 ayor Chief Executive Officer
8 f
9 ATTE T APPROVED AS TO FORM
10 y By
Jo Flynn Kennard R Smart, Jr
11 Clerk General Counsel
12
13 APPROVED AS TO FORM APPROVED
14 *nnif—e-r
By
15 cGrath Beth McCormick
Attorney General Manager, Transit
16
17
18
19
20
21
22
23
24
25
26
Page 9 of 9
L 1Camm\CLERICAUW0RDPR0CWGREE\AG12475 docx
HB -263- Item 12. - 35
AGREEMENT NO. C-1-2475
EXHIBIT A
Scope of Work
Senior Mobility Program
1. The City of Huntington Beach (City) shall utilize funding provided by the Orange
County Transportation Authority (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 shall provide approximately 3000 monthly one-way trips using
two 27 passenger buses, two 21 passenger buses, four fill-size vans, four
mini-vans, and two sedans
• The hours of service are 8.00 a m to 5*00 p.m
• The days of service are Monday through Friday, and occasionally
weekends
2 The City shall follow competitive procurement practices in selection of vendors
for all services, which it does not provide using its own workforce. Any Request
for Proposals (RFP) for services shall specify the use of vehicles meeting ADA
accessibility standards
3 The City may opt to obtain a vehicle(s) during the course of the contract
Additional vehicles may be purchased from OCTA for$5,000 each The cost of
any additional vehicles will be deducted from the next fiscal year allocation City
must register the vehicle and maintain title for at least one year after transfer of
title from OCTA
4 The City shall perform, or ensure that a contracted vendor performs,
maintenance of all vehicles used in the Senior Mobility Program, including, at a
minimum
• Daily Pre-Operation Inspections that meet or exceed the guidelines
provided in the attached Pre-Operation Inspection & Defect Report
(Attachment 1).
• Scheduled preventive maintenance that meets or exceeds the guidelines
provided in the attached Senior Mobility P.M Checklist, including the
maintenance of all accessibility features of the vehicles (Attachment 2)
5 The City shall maintain maintenance records for each vehicle for 5 years and
shall cooperate fully in annual Motor coach carrier terminal inspections
conducted by the California Highway patrol
6 The City shall ensure that its operators, or its contracted vendor's operators, are
properly licensed and trained to proficiency to perform their duties safely, and in
Page 1 of 2
Item 12. - 36 HB -264-
AGREEMENT NO. C-1-2475
EXHIBIT A
a manner which treats its riders with respect and dignity. Disability awareness
and passenger assistance will be included in this training.
7 The City shall 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.
8 The City shall participate in OCTA marketing and outreach efforts to encourage
use of fixed route transit service by older adults
9 The City shall note OCTA sponsorship in any promotional material for service
funded under this agreement and shall display the OCTA Senior Wheels program
logo on vehicles used in this program (excluding taxis)
10 The City shall ensure that it maintains adequate oversight and control over all
aspects of service that are provided by a contracted vendor
11 The City shall participate in the annual National Transit Database (N T D )
reporting process if needed
Page 2 of 2
HB -265- Item 12. - 37
Attachment 1 t5QVY DAMA(St
Pre- Operation Inspection & Defect Report
Circle and describe any aamage;o a bus on diag•am
of fronVrear and two side views
BusNllan No Date-
Federai Regutahons stare briar no motor vehide carrying passengers for hire Desc•tpt,on
shag be dnven tins the dn"t has determinedthat the folovang pegs and
0110
accessories are ingood wedung order Each driver is regtamd to submit a
s/gned wrkten report dairy tot each coach driven O O
tst DTtver-
Kies Funsh Miles Start Mdes Elapsed
No Defects o Defects o Signature
2ad Driver- Descnption
Mica Frrush Miles Start Mules Elapsed
No Detects O Defects O Signature O
?rd Drrver
Mies Fevsh Mies Start Miles Elapsed
No Defects 0 Defects O Signature Description
PREOPERATIONS INSPECTIONS
indicate wiM an(x)VW each item has been checked
AM1PM AWPM
_/_ Tres/Lug Nuts(wneets ti rims) _/— Emergency Reflectors
J— Motor-Guard _!_ Tun Signal SwflehJHom ---a
Description
—,_ Air System _t_ Fust Ad RA
_,_ Lghts/Ref ectom —!— Radio
Wheeichau Lifts —/ Drivers SeaLsett �
Wheetctw Lit Cover _t_ Door Interlock U >.
Mirrors _!_ WiC Tie Down Straps
Windshield WPersNWasters t Man,mt LM Bar
—I— Fire E)bvy esher _t_ Conduct Walk Around
_r_ Steenng Mechanism —! ParkinpBrakesService
—
Brakes OPERATOR(S)
DEFECTS tndcate wtth an(x)detectrve items orgy (Explain to Detatq
IMPORTANT' Help exptyt7rte repairs by providing necessary
Brake Ftud Leaks _Log"On Hot ErVinoWater Leaks information regarding defects' Please pnnt
_son/Hard Brakes Not Appaed _Low OW09 Leaks
_PiA to LIR _LpM On _Starts Hard
_Dragging Brakes Applied _No Power/Eng Ck,L.gM
_Smolwv Bus Stopped _Smokes
_Emergency Bake —LqN Not On _kilos Roul;NVjnbratron
_Other-expLan Brakes Appied _E)hetrst Vacuum Leaks
TlRESAYH S Bus Moving _Fuel Leaks/LPG/Gas
Flat A(C t HEA nnG —Otrw. , g" I
Embedded Object _On TRANSA47SWON
_Cut _Too Cold/Hot _Won't Go Wo Gear
_SrwoWCord _Defroster Detect _Slips/GrrKWLurcnes
_,F W RPJ RRO LR -R^, _Venda tion(810vrer3) _Excessive Norse
_Loose Missing Lugs _Fumes _Leaks REPAIRS MADE
_Otter-eplaer _Other.og7Fan _Drive Line V on
,JGMS ENTRANCEJEX/T pOpitS/ —Rear End Norse
irltenor KrtNDOtVS STEERW-G
Exterior _Sknw _Hard/Binds
_Location _InoperW— —Sh—,yr
_Leaks Av _E=.esssw Play
,,fAYCLECLJFANLa ss —Excessive Play _Othet-oplain
Interior —tabor-eq:ian
—_Enaerwr —Emergency Rye _Generator/Starter
Floor OWMCtfAM Lkz7 Turn Signals/Flashers
W41(ky4a _Wig Not Fold Out Horn
Seat ContiP.eori _Will Not Law /Raise _Fare Box
_No Resbavt DowAVUp _instrumenisGauges
_Lilt Will Nat Fold Into —Fuel Oct Amp bier
Bvs ALL ITEMS COMPLETED -BUS SERVICED AND RELEASED
UM —seats _Harwrads _Mooesy Panes
Ssperv-so-s S:^ai,. E: Dare
Item 12. - 38 ! HB -266-
Attachment 2 Inspection
Senior Mobili!X P.M. Check LiSt
Date Bus# TERMINAL workorder# I 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
C Interior Y g E Under hood
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 Horn,gauges and dash lights 4 Brake fluid
5 Heater, defroster and fan 5 Power steering fluid
6 lWindshield wipers and washer 6 lCheck all belts
7 Indicator lights 7 Component and accessory mounting
8 Throttle operation 8 Check all hoses and routing
9 Steering free play In 9 Coolant level and protection c/f oh
10 Applied and unapplied brake test for vacum loss 10 Pressure test cooling system
11 Interior lights 11 Water pump and fan clutch play
12 lWindshield and window glass condition 12 jAir 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 battery and connections
16 Fire extinguisher date and bracket 16 Drain fueltwater separator
17 Road warning devices
18 First aid kits
d
19 Emergency exits operation,warning devices and signs F Under Bus Y m
20 Interior clean 1 lKingpin and wheel bearing play
21 Back 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 springs,bushings
7 jEngine leaks,Imes,filters,hoses and engine mounts
8 1 Starter and connections
9 9 Exhaust system and mounting
D Exterior x m 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 Dnveshaft guard,U)oints and retarder
4 Bumper bolts 14 jBody hold downs and insulators
5 Paint lettering and appearance 15 lWinng along frame
6 lEmergency exits 16 1131fferential leaks fluid level
7 jAxle flange and lug nuts oil hubs 17 jPinion 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 springs 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 lTire 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
HB -267- Item 12. - 39
Attachment 2 Inspection
Senior Mobility P.M. Check List
_ mCr Cr
D Brakes Y d D Left Inspection Joe g
1 Visible and audible leaks 1 1 Check lift for proper operations
2 Check all lines along chassis 2 Inspect for stress,cracks,mounting and alignment
3 1 Check brake booster and hoses 3 Check pins
4 Hydraulic lines 4 Check the complete hydraulic system
5 Check micro switches and electrical vwnng
Remove wheels and check the following items 1 6 lCheck all system covers and warning signs
5 Pads and rotors 7 Check safety barrier
6 Check pins and caliber's 8 Lube complete lift
9 Check wheelchair securements,proper amount and operation
10 Lit door warning device
11 1 Lift cover in place
H. Roadtest
1. Note repairs needed
Signature of Inspecting Mechanic Signature of Supervisor
6,000 miles-inspection/oil change
30,000 Transmission service
60,000 Differential service
Item 12. - 40 Hs -268-
AGREEMENT NO. C-1-2475
EXHIBIT B
Senior Mobility Program Allocation
®C7"A FY 2010-11 Transportation Development Act Article 4 5 Funds
o �
0 o 0 0
Anaheim $ 194,204
Brea $ 37,766
Buena Park $ 49,457
Costa Mesa $ 83,053
Garden Grove $ 183,225
Huntington Beach $ 164,622
Irvine $ 93,151
La Habra $ 52,413
Laguna Hills $ 34,226
Laguna Niguel $ 46,533
Laguna Woods $ 128,998
Lake Forest $ 45,677
Newport Beach $ 111,163
Placentia $ 38,104
Rancho Santa Margarita $ 14,403
San Clemente $ 50,698
Santa Ana $ 167,850
Seal Beach $ 69,114
Westminster $ 66,902
Yorba Linda $ 40,913
Total (Current Participants) $ 1,672,472
xB -269- Item 12. - 41
Ex" HIBIT #C
}1B -289_ Item 12. - 21
Item 12. - 42 HB _270_
AGREEMENT NO. C-1-2475
EXHIBIT C
Senior Mobility Program Monthly Reporting Form
Monthly Reporting E-Form
OCTA
Service for the MonthNears of-
Program Name:
City or Organization
Contact Person:
Contact Number:
Trip Category One-Way Vehicle Service Vehicle Service
Passenger Trip Hours IFMites
Nutrition Trips
Medical tnps
Shopping trips
Other trips
(Please specify trip type below")
Totals: TO 0 0
OCTA Monthly Contribution Amount
City Monthly Contribution Amount
Total Operation Cost for Month
Source of City Contributions
"Please specify other trip types being provided to seniors in this space
1
Please provide the renpss-ed mfoaraton and submit Me completed loan to OCTA
Attention Jesum Deakyne)Commundy Transportation Coordinator byemadto oeakyne@ocfanet or by FAX to(714)560,%27
'—ey the Ism day of the month following the reponmg month—
Please contact Jessica Deakyne at(714)560-SM if you have any questions or require assistance with the completion of this form
Comments•
TR-8O-0e6 doc(09 lW8) Page 1 of 1
Item 12. - 22 ►) -�yn-
HB -2 7 1- Item 12. - 43
t
F
E,'XO' " H I wool I T #D
11B -291- Item 12. - 23
Item 12. - 44 xs -272-
AGREEMENT NO. C4-2475
EXHIBIT D
ation Drug-Free
Workplace Affiance
DRUG-FREE WORKPLACE ACT OF 1988
THE FEDERAL LAW
This law, enacted November 1988, with subsequent modification in 1994 by the
Federal Acquisition Streamlining Act, (raising the contractor amount from
$25,000 to $100,000), requires compliance by all organizations contracting with
any U. S. Federal agency in the amount of $100,000 or more that does not
involve the acquisition of commercial goods via a procurement contract or
purchase order, and is perfomned in whole in the United States. It also requires
that all organizations receiving federal grants, regardless of amount granted,
maintain a drug-free workplace in compliance with the Drug-Free Workplace Act
of 1988. The Law further requires that all individual contractors and grant
recipients, regardless of dollar amount/value of the contract or grant, comply with
the Law.
Certification that this requirement is being met must be done in the following
manner:
By publishing a statement informing all covered employees that the unlawful
manufacture, distribution, dispensing, possession, or use of a controlled
substance is prohibited in the covered workplace, and what actions will be taken
against employees in the event of violations of such statement.
By providing ALL covered employees with a copy of the above-described
statement, including the information that as a condition of employment on the
Federal contract or grant, the employee must abide by the terms and conditions
of the policy statement.
For Federal contractors this encompasses employees involved in the
performance of the contract. For Federal grantees all employees must come
under this requirement as the act includes all "direct charge" employees (those
whose services are directly & explicitly paid for by grant funds), and "Indirect
charge" employees (members of grantee's organization who perform support or
overhead functions related to the grant and for which the Federal Government
pays its share of expenses under the grant program)
Among "indirect charge" employees, those whose impact or involvement is
insignificant to the performance of the grant are exempted from coverage. Any
other person, who is on the grantee's payroll and works in any activity under the
grant, even if not paid from grant funds, is also considered to be an employee
Page 1 of 2
Revised 03/0W010
Item 12. - 24 F E; _70%
HB _2733_ Item 12. - 45
AGREEMENT NO. C-1-2475
EXHIBIT D
Temporary personnel and consultants who are on the grantee's payroll are
covered. Similar workers, who are not on the grantee's payroll, but on the payroll
of contractors working for the grantee, are not covered even if physical place of
employment is in the grantee's workplace.
By establishing a continuing, drug-free awareness program to inform employees
of the dangers of drug abuse; the company's drug-free workplace policy; the
penalties for drug abuse violations occurring in the workplace; the availability of
any drug counseling, rehabilitation, and/or employee assistance plans offered
through the employer.
By requiring each employee directly involved in the work of the contract or grant
to notify the employer of any criminal drug statute conviction for a violation
occurring in the workplace not less than five (5) calendar days after such
conviction.
By notifying the Federal agency with which the employer has the contract or
grant of any such conviction within ten (10) days after being notified by an
employee or any other person with knowledge of a conviction.
By requiring the imposition of sanctions or remedial measures, including
termination, for an employee convicted of a drug abuse violation in the
workplace. These sanctions may be participation in a drug rehabilitation program
if so stated in the company policy.
By continuing to make a "good-faith" effort to comply with all of the requirements
as set forth in the Drug-Free Workplace Act.
All employers covered by the law are subject to suspension of payments,
termination of the contract or grant, suspension or debarment if the head of the
contracting or granting organization determines that the employer has made any
type of false certification to the contracting or grant office, has not fulfilled the
requirements of the law, or has excessive drug violation convictions in the
workplace. Penalties may also be imposed upon those employing a number of
individuals convicted of criminal drug offenses as this demonstrates a lack of
good faith effort to provide a drug-free workplace- The contract or grant officer
may determine the number on a case-by-case basis Employers who are
debarred are ineligible for other Federal contracts or grants for up to five (5)
years. Compliance may be audited by the Federal agency administering the
contract or grant.
The Drug-free Workplace Act does not require employers to establish an
employee assistance program (E4P) or to implement drug testing as a part
of the program.
Source.Federal Registers Apnl 11, 1988&May 25, 1990&the Federal AcquwsItGon Streamlining
Act of 1994(FASA)
Page 2 of 2
Reused 03/03/2010
IIB -293- Item 12. - 25
Item 12. - 46 HB -274-
su t►ty INSURANCE AND INDEMNIFICATION WAIVER
1lunmgt n Beach.
MODIFICATION REQUEST
1 Requested by Community Services Department
2 Date May 31, 2011
3 Name of contra ctor/perm►ttee Orange County Transportation Authority (Authority)
4 Description of work to be performed Senior Mobility Program (SMP) for City of HB Senior
Transportation
5 Value and length of contract June 30 2016 - Authority has right to extend through 2021
6 Waiver/modification request Liability/Automobile/Workers Compensation
7 Reason for request and why it should be granted Agreement provides a valuable service
to the Huntington Beach Senior Community through continued funding for the ongoing
o ion o Senior Mobility Program Per this agreement, Authority provides program
/funding only, d requires that continued operation of the program will be the Cit 's
e
8 Identify the risks to the City in approving this waiver/modification City will continue to
assume all risk of liability for the Senior Mobility Program
J �
Departmeof Head Signature ate
APPROVALS
Approvals must be obtained in the order listed on this for Two approvals are required
for a request to be granted Approval from the City Adr
1,A4istrator's Office is only required if
Risk Management and the City At ey's Offic
1. Ri "Management
Approved ❑ Denied
Z:X A 4 lZ'_71XI
Signature ate
2. City Attorney's Office
proved ❑ Den4j
i
Signature Date
3. City Administrator's Office
❑ Approved ❑ Denied
Signature Date
If approved, the completed waiver/modification request is to be submitted to the
City Attorney's Office along with the contract for approval Once the contract-has been approved,
this form is to be filed with the Risk Management Division of Human Resources
HB -275- Item 12. - 47
Insurance Waiver form 5/31/2011 2 , , .,
City of Huntington Beach
2000 Main Street ♦ Huntington Beach, CA 92648
, o
(714) 536-5227 ♦ www.huntingtonbeachca.gov
Office of the City Clerk
` Joan L. Flynn, City Clerk
June 23, 2011
Orange County Transportation Authority
Attn Pia Veesapen
P O Box 14184
550 South Main Street
Orange, CA 92863-1584
Dear Ms Veesapen
Enclosed please find the original "Cooperative Agreement C-1-2475 Between the
Orange County Transportation Authority and The City of Huntington Beach For Senior
(Mobility Program "
Upon execution, please a copy to
Joan Flynn
City Clerk
2000 Main Street— 2"d Floor
Huntington Beach CA 92648
Your attention to this matter is greatly appreciated
Sincerely,
jig
Joan L Flynn, CIVIC
City Clerk
JF:pe
Enclosure Agreement
G followup.agrmtltr
Sister Cities Anjo,Japan ♦ Wartakere, New Zealand
1
Item 12. - 48 xB -276-
AT
TACHMIENT 2
Senior Mobility Program
OCTA Agency Service Plan
jurisdictions and agencies participating in the Orange County Transportation Authority
:(OCTA)Senior Mobility Program CSMP) must complete the following Service Plan in order to
receive SMP funding. The Service Plan must be developed in accordance with SMP
Guidelines,included as Attachment 1,and submitted to OCTA for review. Upon review from
OCTA,the Service Plan must be formally adopted by the agency's council or governing body
and approved by the OCTA Board of Directors. Any modifications to SMP services will
require submittal of a new-Service Plan.
Participant Information:
Agency Surf City Seniors on the Go Date 3129/16
Program Contact Brandi Kelly-Contreras
Phone Number 714-374-1518 Email bkelly@surfcity-hb.org
Service Description:
1. Program goals and objectives:
Our goals are to provide the bestposstble service to bur senior community.While maintaining their
independence and allowing them the freedom to travel throughout their community.With services
that meet the needs of our senior community and helps foster respect,dignity and quality of rife.
2. Indicate how SMP service will be operated: (Please check all that apply)
Directly Operated
Contract Service Provider
0 volunteers
Subsidized Taxi Program
Other(Please describe)
3. Eligible trips provided under the Senior Mobility Program are limited to the following
categories. Please indicate the categories of service to be provided by your program;
(check all that apply)
® Senior Center
Nutrition
Medical
Personal Care
0 Shopping
Social/Recreational(please.list locations)
OC Fair, focal senior centers for activities, Alzheimees Family Services Center,
Bowers Museum, and Orange County Zoo.
4. SMP Guidelines restricts trips outside of Orange County to medical trips within
approximately 10 miles of the Orange County border. Do you intend to provide
medical trips outside of Orange County? O yes @ No
If yes,please.list the trip purpose and destinations: (eg.,medical trips to the VA Hospital
in Long Beach)
5. Fare structure:
Free-donations accepted
b. Number of vehicles:
17
7. Projected annual ridership:
32,000
8. Source(s) of 20 percent match funding:
[Hoag Hospital
2
Program Requirements:
1. Jurisdiction/Agency shall follow competitive procurement practices in selection of vendors for
all services which it does not provide using.its.own workforce. Any Request for Proposals(RFP)
for services shall specify the use of vehicles meeting Americans with Disabilities Act (ADA)
accessibility standards.
2. Jurisdiction/Agency will perform,.or ensure that a contracted vendor performs,maintenance of
all vehicles used in the Senior Mobility program,including,at a minimum:
a) Daily Pre-Trip Inspections that meet or exceed the guidelines provided in the attached
Pre-Trip Inspection Checklist(Attachment2)
b) Scheduled preventative maintenance that meets or exceeds the guidelines provided in
the attached PM Checklist, including the maintenance of all accessibility features of the
vehicles.
c) Maintain maintenance records for each vehicle for five (5) years and, if required,
cooperate fully in annual inotor coach carrier terminal inspections conducted by the
California Highway Patrol.
3. jurisdiction/Agency will ensure that its operators, or its contracted vendor's operators, are
properly licensed and trained to proficiency to perform duties safely, and in a manner which
treats its riders with respect and dignity.Disability awareness and passenger assistance will be
included in this training.
4. Jurisdiction/Agency will establish and implement.an alcohol and drug program that complies
with 41 U.S.C.sections 701-707, (the Drug Free Workplace Act of 1988), and will produce any
documentation necessary to establish its compliance with sections 701-707.
S. Jurisdiction/Agency will submit a monthly report to OCTA's Community Transportation Services
Department as illustrated in Attachment 3.
6. Jurisdiction/Agency will participate in OCTA marketing and outreach efforts to encourage use of
fixed route transit service by older adults.
7. Jurisdiction/Agency will note OCTA sponsorship in anypromotional material for service funded
under this agreement and will display an OCTASenior Mobility Program logo on vehicles used in
this program(excluding taxis).
8. Jurisdiction/Agency will ensure that it maintains adequate oversight and control over all aspects
of services that are provided by a contracted vendor.
IN WITNESS WHEREOF,has formally adopted the Senior Mobility Program Scope of Work
as written above.
AGENCY REPRPqENTATIVE OCTA REPRESENTATIVE
O�W)w �✓�
Name: Jim Katapodis Name: Beth McCormick
Title: Mayor Title: General Manager, Transit
APPROVED AS TO FORM
Signature
Joan Flynn
City Clerk 3
Michael Gates, Clty Attorney
City of Huntington Beach
' 2000 Main Street ♦ Huntington Beach, CA 92648
(714) 536-5227 ♦ www.huntingtonbeachca.gov
�FB 17 1909 A� �
Office of the City Clerk
Joan L. Flynn, City Clerk
May 4, 2016
Orange County Transportation Authority
Attn Joanne Jacobsen
P O Box 14184
Orange, CA 92863-1584
Dear Ms Jacobsen
Enclosed is one original of"Senior Mobility Program, Agency Service Plan"
Upon complete execution, please return a copy to us Please mail the document to
Joan L Flynn
City Clerk
2000 Main Street
Huntington Beach CA 92648
Your attention to this matter is greatly appreciated
Sincerely,
Joan L Flynn, CMC
City Clerk
JF pe
Enclosure
Sister Cities Anjo,Japan ♦ Wartakere, New Zealand