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Home My WebLink AboutDoc 583 - Amend Transit Funding Agrmt - ODOT; f f Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of November 24, 2014 DATE: November 12,2014 FROM: Judith Ure Administrative Services 541-330-4627 TITLE OF AGENDA ITEM: Approval of document #2014-583, Amendment to Agreement #29513 with ODOT for 2013-15 transit funding. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: Each biennium, Deschutes County receives an allocation from the Oregon Department of Transportation's (ODOT) Special Transportation Formula (STF) Grant and Special Transportation Operating (STO) programs to support transit services for the elderly and disabled. These funds are distributed by the County to local service providers through a competitive grant process. Applications are reviewed by the County's STF Advisory Committee (STF AC) which then formulates a recommendation for consideration by the Board of County Commissioners. The Board approved these recommendations and the subsequent agreement with ODOT in October 2013. During the 2014 session, the Oregon Legislature authorized an additional $317,503 in STF and STO funding for Deschutes County to be paid during the 2013-15 biennium. The STFAC provided recommendations for disbursing this additional revenue in June 2014 and the Board of Commissioners approved the recommendations in July 2014. The attached Amendment to Agreement #29513 (#2014 046) changes the terms of the original agreement accordingly. FISCAL IMPLICATIONS: Although the grant revenue from ODOT outlined in the original agreement is included in the County's fiscal year 2014-15 budget, the new funding, totaling $317,503, will require an increase to the approved FY 2014-15 appropriation for Fund 150. That request will be made at a later date. RECOMMENDATION & ACTION REQUESTED: Approve and authorize Chair's signature on document #2014-583, Amendment to Agreement #29513 with ODOT for 2013-15 transit funds. ATTENDANCE: Judith Ure, Management Analyst DISTRIBUTION OF DOCUMENTS: Return two copies of signed documents to Judith Ure. 1 DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form electronically to the Board Secretary.) Please complete all sections above the Official Review line. Date: IOctober 31,20141 Department: !Administrative Services Contractor Contact: Roni Bramleij Type of Document: Amendment to Grant Agreement Goods and/or Services: 2013-2015 STF and STO Grant Funds. Background & History: See attached. Agreement Starting Date: puly 1, 20131 Ending Date: pune 30, 20151 Annual Value or Total Payment: @317,503 new I $859,398 totall Contractor/Supplier/Consultant Name: ,-=O-=-re=..:oz.;;~::.....=.J="'::':';;"';;;"::"::"~--=-:"--=--:""::-:-:-:':~~~~:-::", D Insurance Certificate Receiied (CieCk box) Insurance Expiration Date: Check all that apply: D RFP, Solicitation or Bid Process D Informal quotes «$150K) D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? ~ Yes D No If No, has budget amendment been submitted? DYes D No Is this a Grant Agreement providing revenue to the County? ~ Yes No Special conditions attached to this grant: None. Deadlines for reporting to the grantor: IQuarterly.1 If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a grant-funded position so that this will be noted in the offer letter: D Yes No Contact information for the person responsible for grant compliance: Name: Joni Bramlett, Regional Transit Coordinator Phone #: 1541-388-32361 11112/2014 I Departmental Contact and Title: pudith Urij Phone #: 1541-330-46271 Department Director Approval: ___________ Signature Date Distribution of Document: Return signed originals to Judith Ure. Official Review: County Signature Required (check one)Xsocc o Department Director (if <$25K) o Administrator (if >$25K but <$150K; if >$150K, BOee Order No. _____ Legal Review ~yyV Date 1/./12--/Y Document Number 2014-583 I 11112/2014 l Background & History: Each biennium, Deschutes County receives an allocation from the Oregon Department of Transportation's (ODOT) Special Transportation Formula (STF) Grant Program for the purpose of supporting transportation services for the elderly and disabled. In recent years, ODOT has also made funds available through the Special Transportation Operating (STO) Program for the same purpose. These funds are then distributed by the County to local service providers through a competitive grant process. Applications are reviewed by the County's STF Advisory Committee which then formulates a recommendation for consideration by the Board of County Commissioners. The Board approved the recommendation for $541,895 in STF and STO funding to be received during the 2013-15 biennium on October 21, 2013. During the 2014 session, the Oregon Legislature authorized an additional $317,503 in STF and STO funding for Deschutes County to be paid during the 2013-15 biennium. The attached amendment to agreement #29513 (#2014-046) outlines the conditions and requirements for receiving and expending these funds. -=' REVIEWED raov - Misc. Contracts and Agreements Agreement No. 29513 LEGAL COU S L Version 1 Operating STATE AMENDMENT NUMBER 1 ODOT GRANT AGREEMENT NO. 29513 DESCHUTES COUNTY The State of Oregon, acting by and through its Department of Transportation, hereinafter referred to as State, and Deschutes County, hereinafter referred to as Recipient, entered into an agreement on February 18, 2014. Said Agreement is to secure financial assistance to complete the activities described in Exhibit A. It has now been determined by State and Recipient that the agreement referenced above, although remaining in full force and effect, shall be amended to add funds. Page 1, Agreement, Paragraph 3, which reads: Project Cost; Grant Funds. State shall provide Recipient Grant Funds in an amount not to exceed $541,895.00. Recipient acknowledges and agrees that State may change the amount of Grant Funds available under this Agreement, based on availability of funds and other factors as determined by State, upon notification to Recipient in accordance with Section l1.g of this agreement. State and Recipient agree that in no event shall the amount State provides to Recipient be less than the Minimum Allocation determined as provided in OAR 732-010-0010. Shall be deleted in its entirety and replaced with the following: Project Cost; Grant Funds. State shall provide Recipient Grant Funds in an amount not to exceed $859,398.00. Recipient acknowledges and agrees that State may change the amount of Grant Funds available under this Agreement, based on availability of funds and other factors as determined by State, upon notification to Recipient in accordance with Section l1.g of this agreement. State and Recipient agree that in no event shall the amount State provides to ReCipient be less than the Minimum Allocation determined as provided in OAR 732-010-0010. Exhibit A shall be deleted in its entirety and replaced with the attached Revised Exhibit A. All references to "Exhibit A" shall hereinafter be referred to as "Revised Exhibit A." Exhibit B shall be deleted in its entirety and replaced with the attached Revised Exhibit B. All references to "Exhibit B" shall hereinafter be referred to as "Revised Exhibit B." Page 1 of 7 DC -2 0 1 4 Deschutes County/State of Oregon Agreement No. 29513 This Amendment may be executed in several counterparts (facsimile or otherwise) all of which when taken together shall constitute one agreement binding on all Parties, notWithstanding that all Parties are not signatories to the same counterpart. Each copy of this Amendment so executed shall constitute an original. THE PARTIES, by execution of this Agreement, hereby acknowledge that their signing representatives have read this Agreement, understand it, and agree to be bound by its terms and conditions. SIGNATURE PAGE TO FOLLOW I i I I I I \ I i Page 2 of7 ________________________ _ Deschutes County/State of Oregon Agreement No. 29513 Deschutes County, by and through its By (Legally designated representative) Name_____________________________ (printed) Date ---------------------------- By Name_____________________________ (printed) Date _____________________________ APPROVED AS TO LEGAL SUFFICIENCY (If required in local process) By Recipient's Legal Counsel Date ~i1_"-,--1,,_,_I'11-------- Recipient Contact: JudIth Ure PO Box 6005 Bendt OR 97708 1 (541) 330-4627 judlthu@deschutes.org State Contact: Joni Bramlett 555 13th st. NE, Ste. 3 Salem, OR 97301-4179 1 (541) 388-6185 Joni.D.BRAMLETT@odot.state.or.us State of Oregon, by and through its Department of TransportatIon By H. A. (Hal) Gard Rail and Publlc Transit Division Administrator Date __________________________ APPROVAL RECOMMENDED~ By Date ~Ofk~_ 'tk;-~'I By Date APPROVED AS TO LEGAL SUFFICENCY (For funding over $150,000) By Assistant Attorney General Name Keith Kutler by email (printed) Date August 25,2014 Page 3 of7 Deschutes County/State of Oregon Agreement No. 29513 Revised Exhibit A Project Description and Budget Project Description/Statement of Work Project Title: Deschutes County STF Formula and STO Funds 13-1S 13-15 STF Formula and STO Funds Item #1: ODeratina Total Grant Amount Local Match $491 611.00 $491611.00 $0.00 Item #2: ODeratina $181 743.00 $181 743.00 $0.00 Item #3: ODeratina $121 666.00 $121 666.00 $0.00 Item #4: Capital $14094.00 $14094.00 $0.00 Item #1: ODeratina Total Grant Amount Local Match $50284.00 $50284.00 $0.00 Sub Total $859398.00 $859398.00 $0.00 Grand Total $859,398.00 $859,398.00 $0.00 Match Tvpe(s) Match Type(s) • STF FORMULA (STFF): 1. PROJECT DESCRIPTION ProvIde financIal support for special transportation services benefiting seniors and individuals with disabilities in Deschutes County. Funding may be used for the following purposes: maintenance of existing transportation programs; expansion of existing transportation programs; creation of new programs and services; planning for, and development of, access to transportation; capital purchases; and as matching funds for state and federal programs also providing transportation and services to seniors and individuals with disabilities. 2. PROJECT DELIVERABLES, TASKS and SCHEDULE STF Agency will distribute funds to the following approved subrecipients and projects. STF Agency retains authority over costs and allocations of STF dollars accepted and may shift STF dollars between the subrecipients and projects identified in this Exhibit A as the STF Agency deems necessary. An amendment to this Agreement will be required if there are additional subrecipients or projects. STF FORMULA SUBRECIPIENT BUDGET JULY 1,2013 THROUGH JUNE 30,2014 SUBRECIPIENT: Deschutes County Administration: $2,000 SUBRECIPIENT: Cascades East Transit: Rural Services Operating: $131,874 SUBRECIPIENT: Cascades East Transit: Urban Services Operating: $82,924 SUBRECIPIENT: Opportunity Foundation of Central Oregon Operating: $19,490 SUBRECIPIENT: Abilitree Operating: $9,518 Page 4 of7 Deschutes County/State of Oregon Agreement No. 29513 SUBRECIPIENT BUDGET JULY 1,2014 THROUGH JUNE 30,2015 SUBRECIPIENT: Deschutes County Administration: $2,000 SUBRECIPIENT: Cascades East Transit: Rural Services Operating: $131,873 SUBRECIPIENT: Cascades East Transit: Urban Services Operating: $82,924 SUBRECIPIENT: Opportunity Foundation of Central Oregon Operating: $19,490 SUBRECIPIENT: Abilitree Operating: $9,518 STF SUPPLEMENTAL BUDGET UPON AMENDMENT THROUGH JUNE 30, 2015 The 2013 Special session of the Oregon Legislature allocated additional funds to the STF program. The STF agency will distribute funds to the following approved subrecipients and projects: SUBRECIPIENT: Central Oregon Intergovernmental Council -Rural Operations increase services as follows: Redmond: $121,038 La Pine: $40,346 Sisters: $16,138 Volunteers, various rural locations: $18,943 SUBRECIPIENT: Central Oregon Intergovernmental Council -Urban Operations increase Demand Response, Bend: $19,774 Capital: Vehicle Match, Demand Response, Bend: $14,094 SUBRECIPIENT: Opportunity Foundation of Central Oregon Operating increase: $42,290 SUBRECIPIENT: AbiJitree Operating increase: $44,880 TOTAL Supplemental Funding $317,503 3. PROJECT ACCOUNTING and SPENDING PLAN STF Agency will receive and disburse STF moneys from a separate governmental fund. Any money realized as a result of interest accrued will be added to the moneys and will be reported to State. See distribution above for estimated spending plan. 4. SPECIAL TRANSPORTATATION OPERATING (STO): The STF Agency will distribute STO funds (availability of funds is contingent on budget action by the State of Oregon Legislature) to the following approved subrecipients and projects. The STF Agency retains authority over costs and allocations of STF dollars accepted and may shift STF dollars between subrecipients and projects identified in this Exhibit A as the STF Agency deems necessary. An amendment to this Agreement will be required if there are additional subrecipients or projects. Page 5 of7 Deschutes County/State of Oregon Agreement No. 29513 The uses of funds of Special Transportation Operating funds are limited to operating expense defined by OAR 732-005-0010(19): "Operating Expense" means the costs associated with the provision of transportation services. Operating Expense does not include expenses associated with procuring or leasing capital equipment. Common Operating Expenses include, and are not limited to: personnel, insurance, utilities, vehicle and facility maintenance, professional and technical services, security, fuel and tires, purchased transportation services, personnel training, communication and technology maintenance, marketing/public information, and planning integral to the provision of transit services. STF OPERATIONS -SUBRECIPIENT BUDGET JULY 1,2013 THROUGH JUNE 30, 2015 SUBRECIPIENT: Cascades East Transit: Rural Services Operating: $27,198 SUB RECIPIENT: Cascades East Transit: Urban Services Operating: $17,102 SUBRECIPIENT: Opportunity Foundation of Central Oregon Operating: $4,020 SUBRECIPIENT: Abilitree Operating: $1,964 • Page 6 of7 Deschutes County/State of Oregon Agreement No. 29513 Revised Exhibit B Financial Information The information below will assist auditors to prepare a report in compliance with the requirements of the Office of Management and Budget (OMB) Circular A-133. This Agreement is financed by the funding source indicated below: State Program ORS 391.800 through ORS 390.830 and OAR Chapter 732, Divisions 5, 10 and 30 State Funding Agency Oregon Department of Transportation 355 Capitol St. N.E. Salem OR 97301-3871 Total State Funding $859,398.00 Administered By Public Transit Division 555 13th St. NE, Ste. 3 Salem OR 97301-4179 Page 7 of7 J t