Okaloosa County BOCC — October 7, 2014 — reading text

Fort Walton Beach, FL 32548 Subject: Agreement for Operation of Okaloosa County Public Transit System Dear Ms. Lovejoy: The Okaloosa County Board of Commissioners agrees to renew the subject contract, # C03-0927-GM for an additional (5) years. The contract renewal period is 10/112010 to 09/3112015. Option "XV. Expiration of Agreement" of the original agreement, will be exercised allowing for the extension with written approval. Sincerely, • Wayne Harris Chairman CC: Jack Allen, Purchasing Services Manager, Okaloosa County BCC Lani Birchett, Transit Coordinator & Grants Manager, Okaloosa County BCC Courthouse 101 E. James Lee Blvd .• Crestview, FL 32536 (850) 689-5030 • FAX: 689-5059 Courthouse Annex 1250 N. Eglin Pkwy.• Shalimar, FL 32579 (850) 651-7100 Fort Walton Beach, FL 32547 (850) 651-7105· FAX: 651-7142 • 1804 Lewis Turner Blvd Lewis Turner., Suite 100 Packet Pg. 409  EXHIBIT B CONTRACT, LEASE, AGREEMENT CONTROL FORM Date: 4/24/2003 Contract/Lease Control #: C03-0927 -PI8-71 Bid #: NIA Contract/Lease Type: AGREEMENT Award To/Lessee: OCT Lessor: Effective Date: 4115/2003 Term: EXPIRES 9/30/2010 Description of Contract/Lease: OPERATE THE OKALOOSA COUNTY PUBLIC TRANSPORATION SYSTEM Department Manager: GROWTH MANAGEMENT Department Monitor: CHRISTY GODWIN Monitor's Telephone #: 651-7180 Monitor's FAX #: 651-7706 Date Closed: Packet Pg. 410  AGREEMENT FOR OPERATION OF OKALOOSA COUNTY PUBLIC TRANSIT This Agreement is made and entered into this...2ndday of Aug!lst 2005 by and between Okaloosa County, a political subdivision of the State of Florida, the Community Transportation Coordinator and Public Transit Authority, hereinafter referred to as the "County" and Okaloosa County Coordinated Transportation, Inc., a non-profit agency, hereinafter referred to as "OCT" and WHEREAS, this agreement supercedes all others for operation of Okaloosa County Transit; WHEREAS, transportation disadvantaged funds includes any local government, state or federal funds that are for the transportation of transportation disadvantaged; and WHEREAS, public transportation funds includes any local government, state or federal funds that are for the transportation of all persons; and WHEREAS, the County is the designated recipient of all federal and state transportation funds; and WHEREAS, the County is designated as the Coordinated Community Transportation Provider in accordance with Chapter 427, Florida Statutes, which requires one provider to coordinate all transportation services to the transportation disadvantaged in each county; and WHEREAS, the County, as Coordinator, is required, under Rule 41-2.011, EA.C, when cost effective and efficient, to enter into contract with a transportation Agency/Operator to provide transportation services; and WHEREAS, the County, as Coordinator, desires to contract with the Agency/Operator for the provision of transportation services for Okaloosa County, including the transportation disadvantaged; and WHEREAS, the County, as Coordinator, believes it to be in the public interest to provide such transportation services through the Agency/Operator for the residents of the service area who are clients of the Agency/Operator; and WHEREAS, the Agency/Operator will provide the County, as Coordinator, the opportunity to develop a proposal for any new transportation services needed; and WHEREAS, the Agency/Operator, in an effort to coordinate available resources, will make available transportation services to the County; and WHEREAS, this Contract allows for the provisions of transportation services be provided by the Agency/Operator, in accordance with Chapter 427, F.S., Rule 41-2, F.A.C., and the most current Community Transportation Coordinator policies; and WHEREAS, the County has acquired vehicles and equipment for the operation of a public transportation system in and around the urbanized areas of Okaloosa County, Florida, hereinafter referred to as the "System"; and CONTRACT: COUNTY PUBLIC TRANSPORT A nON OPERA nONS CONTRACT NO.: C03-0927-PI8-71 - 1 - OCT EXPIRES: 9/30/2010 Packet Pg. 411 WHEREAS, the County has previously designated the Growth Management Department as the transportation program administrator, including official authorization to represent the County in such matters and to make presentations to the County regarding funding requests and dispersion of those funds; and WHEREAS, the County has publicly advertised for qualified operators to provide transportation services; and WHEREAS, the County wishes to contract with OCT as a qualified management team with supporting assets and knowledge appropriate to the conduct and operation of such a system; and WHEREAS, OCT is capable of providing public transportation management services and supporting assets; and NOW THEREFORE, in consideration of the foregoing mutual recitals, covenants, promises, representations and agreements herein, the parties hereto do agree that the County hereby contracts with OCT, and OCT hereby agrees, to manage and operate the System upon the tenns and conditions hereinafter set forth: I. DUTIES OF THE COUNTY: A. Assign task orders to this agreement for local government, state and federally funded transportation services. Task orders shall detail the services agreed upon, funding amount, allowable and reasonable cost reimbursement, and method of payment for services rendered. Reimbursement rates shall not increase in excess of 25.5% annually (CPI) without written consent of the County. B. Provide certain funding of the transit system, as hereinafter set forth. C. Recognize OCT as described in Chapter 427, FS., and Rule 41-2, FA.C. D. Insure that entities with transportation disadvantaged funds will purchase transportation- disadvantaged services through the coordinated system. F. At a minimum, annually monitor OCT for insurance, safety and reporting requirements, pursuant to Chapter 427, FS., and Rule 41-2, FA.C. G. Annually review all contracts, subcontracts and coordination contracts for confonnance with the requirements of this Agreement. H. Hold public hearings and grant final approval of public transit routes, marketing, fare, rate and schedule changes. I. Lease vehicles and office facilities and provide equipment, purchased with Florida Department of Transportation (FDOT) and Federal Transit Administration (FTA) grant funds, to OCT for the operation of the System; - 2 - Packet Pg. 412  J. Administer all public transportation grant programs, including, but not limited to: 1. Development of Project Lists 2. Development and Submission of Funding Proposals and Applications 3. Submission of Purchase Requests 4. Preparation of Financial and Program Reports 5. Update of the Transit Development Plan and Transportation Development Service Plan 6. Submission of the Annual Operating Report, National Transit Database, Drug and Alcohol and TEAM Reports in cooperation with OCT 7. Submission of quarterly Safety and Security Reports in cooperation with OCT. II. DUTIES OF OCT: A. Coordinate available resources and make available transportation services to the County. Such services shall be provided in accordance with Attachment I. B. Contract with service agencies, as authorized by the County, as coordinator, to provide transportation services on behalf of the County. C. Maintain a Medicaid provider number and submit and receive requests for payments. D. Provide executive and administrative management of the system; including hiring, paying, supervising, assigning, and discharging all personnel necessary to the proper functioning of the System, including but not limited to drivers, mechanics, clerical, and maintenance personnel. E. Analyze and manage financial and administrative matters pertaining to the operation of the System; and to provide clerical, statistical and bookkeeping support. F. Receive and pay reasonable invoices on behalf of the County for all contract operators. G. Operate the System to provide public transportation services; including but not limited to the conduct of driver training and testing; provision of recommendations for route modifications; building and vehicle maintenance; and all other duties designated from time to time by the County and constituting a function of public transportation service. H. Work cooperatively with the Growth Management Department and forward all requested reports, financial and operating data, updates and corrections, including but not limited to: 1. Submission to the County an annual audit prepared by a certified public accountant. (The County may require OCT to file annually a financial statement prepared by a certified public accountant, showing in detail the gross annual receipts and expenditures covering OCT's operations during the preceding fiscal year. Necessary costs incurred for preparation of such statements shall be deemed to be operating expenses, as defined herein.). 2. Submission of monthly expenditure and revenue reports to the Growth - 3 - Packet Pg. 413  Management Department. 3. Annual submission to the Growth Management Department, internal measures detailing operational data in the service area. I. Comply with all applicable Federal Certifications and Assurances, 49 U.S.c. 5323, contained herein and attached at Exhibit E. J. By October 1 of each year, submit an itemized budget to the Department of Growth Management. K. Retain all financial