HomeMy WebLinkAboutDoc 175 - Amend ODOT Agrmt - Transit FundingI ~
J Deschutes County Board of Commissionersj 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 March 25, 2015
DATE: March 18,2015
FROM: Judith Ure Administrative Services
TITLE OF AGENDA ITEM: Approval of document #2015-175, 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) and Special Transportation Operating
(STO) Grant Programs for the purpose of supporting transportation services for the elderly and
disabled. 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 original 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. That allocation was formalized
in Amendment #1 to Agreement #29513 (2014-046) dated December 5, 2014.
ODOT has since allocated an additional $60,866 in Special Transportation Funds to Deschutes County.
Amendment #2 to Agreement #29513 (#2015-175) outlines the conditions and requirements for
receiving and expending these additional funds. Although the $60,866 will be received by Deschutes
County during the current biennium, it will be carried over, combined with the next STF allocation, and
distributed to local service providers during the 2015-17 biennium.
FISCAL IMPLICATIONS:
The new funding, totaling $60,866, will require an increase to the approved FY 2014-15 appropriation
for Fund 150. That request will be made at a later date. The funds will not be expended until FY 2015
16 and will be reflected in that year's budget.
RECOMMENDATION & ACTION REQUESTED:
Approve and authorize Chair's signature on document #2015-175, Amendment #2 to Agreement
#29513 with ODOT for 2013-15 transit funds.
ATTENDANCE: Judith Ure, Management Analyst
DISTRIBUTION OF DOCUMENTS:
Return one original signed document to' Judith Ure.
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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: IMarch 18, 201 § Department: ~dministrative Service~
Contractor/Supplier/Consultant Name: Ore
Contractor Contact: poni Bramleij
Type of Document: Amendment #2 to Grant Agreement
Goods and/or Services: 2013-2015 STF and STO Grant Funds.
Background & History: See attached.
Agreement Starting Date: IUpon Execution! Ending Date: pune 30, 2015
Annual Value or Total Payment: ~60,866 new I $920,264 total
D Insurance Certificate Receiied (cleck 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? DYes [gI No
If No, has budget amendment been submitted? DYes [gI No
Is this a Grant Agreement providing revenue to the County? [gI Yes D 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: DYes D No
Contact information for the person responsible for grant compliance:
Name: Joni Bramlett, Regional Transit Coordinator
Phone #: 1541-388-32361
3118/2015
Departmental Contact and Title: pudith Ur~ 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):~OCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, BOee Order No. _____
Legal Review ~YY1/ Date 3-\ Cf-IS
Document Number 2015-175
3118/2015
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. That allocation was
formalized in Amendment #1 to Agreement #29513 (2014-046) dated December 5, 2014.
ODOT subsequently allocated an additional $60,866 in Special Transportation Funds to Deschutes
County. Amendment #2 to Agreement #29513 (#2015-175) outlines the conditions and
requirements for receiving and expending these additional funds. Although the $60,866 will be
received by Deschutes County during the current biennium, it will be carried over, combined with
the next STF allocation, and distributed to local service providers during the 2015-17 biennium.
v'VV
REVIEWED
Misc. Contracts and Agreements
Agreement No. 29513
Version 2
Operating STATE
AMENDMENT NUMBER 2
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, and Amendment 1 (one) on December 5, 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 and revise the
statement of work.
Page 1, Agreement, Paragraph 3, which reads:
3. 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.
Shall be deleted in its entirety and replaced with the following:
3. Project Cost; Grant Funds. State shall provide Recipient Grant Funds in an amount not to
exceed $920,264.00. 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 S shall be deleted in its entirety and replaced with the attached Revised Exhibit
S. All references to "Exhibit S" shall hereinafter be referred to as "Revised Exhibit S.II
DC -20 .. Page 1 of7
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
Page 2 of7
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Deschutes County/State of Oregon
Agreement No. 29513
Deschutes County, by and through its
By
(Legally designated representative)
Name
(printed)
Date ________________
By
(printed)
Date ________________
APPROVED AS TO LEGAL SUFFICIENCY
(If required in local process)
By O&WV
Recipient's Legal Counsel
Date ___?J~lt1.L..f-L~_f__
Recipient Contact:
Judith Ure
PO Box 6005
Bend, OR 97708
1 (541) 330-4627
judithu@deschutes.org
State Contact:
Joni Bramlett
555 13th Street NE
Salem, OR 97301-4179
1 (541) 388-6185
Jon!. D.BRAMLETT@odot.state.or.us
State of Oregon, by and through its
Department of Transportation
By
H. A. (Hal) Gard
Rail and Public Transit Division Administrator
Date _______________
APPROVAL RECOMMENDED
By
Date --------------
APPROVED AS TO LEGAL SUFFICIENCY
(For funding over $150(000)
By
Assistant Attorney General
Name--------------
(printed)
Date _______________
Page 30f?
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 13-15
13-15 STF Formula and STO Funds
Item #1: Operating
Total Grant Amount Local Match
$491,611.00 $491 611.00 $0.00
Item #2: Operating
$181 743.001 $181 743.00 $0.00
Item #3: Operating
$121,666.00 $121 666.00 $0.00
Item #4: Capital
$14I 094.00 $14094.00 $0.00
Item #5: Operating
$60,866.00 $60866.00 $0.00
Item #1: Operating
Match Type(s)
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Total Grant Amount Local Match Match Type(s);
$50284.00 $50284.00 $0.00
Sub Total $920264.00 $920264.00 $0.00
Grand Total $920,264.00 $920,264.00 $0.00
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• 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
SUB RECIPIENT: Cascades East Transit: Urban Services
Operating: $82,924
Page 4 of7
Deschutes County/State of Oregon
Agreement No. 29513
SUBRECIPIENT: Opportunity Foundation of Central Oregon
Operating: $19,490
SUBRECIPIENT: Abilitree
Operating: $9,518
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 A AND B 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: Abilitree
Operating increase: $44,880
TOTAL Supplemental Funding $317,503
STF SUPPLEMENTAL C BUDGET UPON AMENDMENT, THROUGH JUNE 30, 2015
In December 2014, the State of Oregon Legislature allocated additional general funds to the
STF program. The STF agency will distribute funds at its discretion to the approved
subrecipients and projects.
SUBRECIPIENT: Deschutes County
AMOUNT: $60,866
3. PROJECT ACCOUNTING and SPENDING PLAN
STF Agency will receive and disburse STF moneys from a separate governmental fund. Any
Page 5 of7
Deschutes County/State of Oregon
Agreement No. 29513
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.
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
SUBRECIPIENT: Cascades East Transit: Urban Services
Operating: $17,102
SUBRECIPIENT: Opportunity Foundation of Central Oregon
Operating: $4,020
SUB RECIPIENT: Abilitree
Operating: $1,964
•
Page 6 of 7
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 (OM B) Circular A-133.
This Agreement is financed by the funding source indicated below:
State Program I,State Funding Agency
ORS 391.800 through Oregon Department of
ORS 390.830 and OAR • Transportation
Chapter 732, Divisions 5, i 355 Capitol St. N.E.
10, and 30 Salem OR 97301-3871
Administered By
Public Transit Division
555 13th Street NE
Salem OR 97301-4179
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, Total State Funding I
$920,264.00 I
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