Okaloosa County BOCC — 2013 meeting #1139 (date undetermined) — FCTD Update 6-12-13 — reading text

Department of Legal Affairs may provide legal assistance to subcontractors or vendors in proceedings brought against contractors under the provisions of this section. 22.00 Modification: This Agreement may not be changed or modified unless authorized in writing by the Commission. Trip & Equipment Grant Agreement 2013/2014 Form Rev. May 24, 2013 Page 20 of 28 FM/JOB No(s). 43202718401/43202818401 CONTRACT NO. AGREEMENT DATE IN WITNESS WHEREOF, the parties hereto have caused these presents be executed, the day and year first above written. GRANTEE: OKALOOSA COUNTY BOARD OF COMMISSION FOR THE TRANSPORTATION COUNTY COMMISSIONERS DISADVANTAGED BY: BY: DON R AMUNDS TITLE: CHAIRMAN TITLE: Executive Director (Commission Designee) Trip & Equipment Grant Agreement 2013/2014 Form Rev. May 24, 2013 Page 21 of 28 FM/JOB No(s). 43202718401/43202818401 CONTRACT NO. AGREEMENT DATE EXHIBIT "A" PROJECT DESCRIPTION AND RESPONSIBILITIES TRIP/EQUIPMENT This exhibit forms an integral part of that Grant Agreement, between the State of Florida, Commission for the Transportation Disadvantaged and Okaloosa County Board of County Commissioners, 1804 Lewis Turner Boulevard, Suite 206, Fort Walton, Florida 32547. PROJECT LOCATION: Okaloosa County (ies) PROJECT DESCRIPTION: To purchase passenger trips and/or capital equipment so that transportation can be provided to the non-sponsored transportation disadvantaged in accordance with Chapter 427, Florida Statutes, Rule 41-2, Florida Administrative Code, the most current Commission policies and the Program Manual for the Trip & Equipment Grant for non-sponsored trips and/or capital equipment as revised on May 24, 2013. Services shall be provided and equipment, including vehicles, will be utilized through a coordinated transportation system which has a Memorandum of Agreement in effect, as set forth in Chapter 427, Florida Statutes and Rule 41-2, Florida Administrative Code. Trips shall be purchased at the fares indicated in Exhibit B, Page 2 of 2 attached to and made a part of this agreement. Capital equipment will consist of: None SPECIAL CONSIDERATIONS BY GRANTEE: 1. All project equipment or vehicles shall meet or exceed the applicable criteria set forth in the latest Florida Department of Transportation's Guidelines for Acquiring Vehicles or criteria set forth by any other federal, state, or local government agency. SPECIAL CONSIDERATIONS BY COMMISSION: Not applicable Trip & Equipment Grant Agreement 2013/2014 Form Rev. May 24, 2013 Page 22 of 28 FM/JOB No(s). 43202718401/43202818401 CONTRACT NO. AGREEMENT DATE EXHIBIT "B" PROJECT BUDGET AND DISBURSEMENT SCHEDULE This exhibit forms an integral part of that certain Grant Agreement between the Florida Commission for the Transportation Disadvantaged and Okaloosa County Board of County Commissioners, 1804 Lewis Turner Boulevard, Suite 206, Fort Walton, Florida 32547. I. PROJECT COST: Estimated Project Cost shall conform to those eligible Costs as indicated by Chapter 427, Florida Statutes, Rule 41-2, Florida Administrative Code, the most current Commission policies and the Program Manual for the Trip & Equipment Grant for non-sponsored trips and/or capital equipment as revised on May 24, 2013. Trips shall be purchased at the fares indicated in Exhibit B, Page 2 of 2 attached to and made a part of this agreement. Grantee shall invoice on a monthly basis actual costs that may be above or below (+/-) the amount of the monthly allocation disbursement schedule reflected on Exhibit “B”. At times, this may result in “underbilling” or “overbilling”. Any excess (underbilled) funds may be recaptured on a monthly invoice that does not exceed the cumulative total of funds disbursed to date with supporting documentation. No excess funds remaining on the grant at the end of the grant period will be reimbursed to the Grantee. Any overpayment of TD funds must be repaid to the Commission upon project completion. Non-sponsored Trips $ 517,348.00 FM# 43202718401 Voluntary Dollar 43.00 FM# 43202818401 TOTAL $517,391.00 II. SOURCE OF FUNDS: Commission for the Transportation Disadvantaged State Funds (no more than 90%) $465,613.00 Local Cash Funds $51,735.00 Voluntary Dollar Contributions $39.00 Monetary Value of In-Kind Match $4.00 Total Project Cost 17,391. III. DISBURSEMENT SCHEDULE OF COMMISSION (State) FUNDS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May = Jun FY_13/14 38,841 38,801 38,801 38,801 38,801 38,801 38,801 38,801 38,801 38,801 38,801 38,801 Trip & Equipment Grant Agreement 2013/2014 Form Rev. May 24, 2013 Page 23 of 28 TRANSPORTATION DISADVANTAGED TRUST FUND SERVICE RATES EXHIBIT B PAGE 2 OF 2 COMMUNITY TRANSPORTATION COORDINATOR:_Okaloosa County Board of County Commissioners EFFECTIVE DATE: July 1, 2013. TYRE gp trea TO BE Geeconsu tine or Trip) cost - uN Ambulatory Passenger Mile 1.40 Wheelchair Trip (Pick Up) 5.00 Wheelchair Passenger Mile 1.68 Stretcher Trip (Pick Up) 25.00 Stretcher Passenger Mile 4.50 Trip & Equipment Grant Agreement 2013/2014 Form Rev. May 24, 2013 Page 24 of 28 FM/JOB No(s). 43202718401/43202818401 CONTRACT NO. AGREEMENT DATE EXHIBIT "C" TRIP/EQUIPMENT This exhibit forms an integral part of that certain Grant Agreement between the Florida Commission for the Transportation Disadvantaged and Okaloosa County Board of County Commissioners, 1804 Lewis Turner Boulevard, Suite 206, Fort Walton, Florida 32547. THE GRANTEE SHALL RETAIN AND/OR SUBMIT THE FOLLOWING REQUIRED DOCUMENTS AND CERTIFICATIONS: DOCUMENTS: Submit invoices for goods and services, with detailed supporting documentation, in detail sufficient for a proper pre-audit and post-audit thereof. Retain, and upon request, submit drivers’ manifests, with supporting detailed documentation, in detail sufficient for a proper pre-audit and post-audit thereof. CERTIFICATIONS: Certification of Equivalent Service in accordance with the Commission's policy on the acquisition of vehicles as it pertains to the Americans with Disabilities Act, as amended. Said certification shall accompany any reimbursement request for vehicles and shall use the Commission approved format. THIRD PARTY CONTRACTS: The Grantee must certify to all third party contracts pursuant to Section 12.10 except that written approval is hereby granted for: 1. Contracts furnishing contractual services or commodities from a valid State or inter- governmental contract including the Memorandum of Agreement and Transportation Disadvantaged Service Plan as set forth in Section 287.042(2), Florida Statutes. 2. Contracts furnishing contractual services or commodities for an amount less than Category II as set forth in Section 287.017(2), Florida Statutes ($35,000). 3: Contracts for consultant services for an amount less than Category I as set forth in Section 287.017(1), Florida Statutes ($20,000). Trip & Equipment Grant Agreement 2013/2014 Form Rev. May 24, 2013 Page 25 of 28 FM/JOB No(s). 43202718401/43202818401 CONTRACT NO. AGREEMENT DATE EXHIBIT “D” STATE AGENCY: FLORIDA DEPARTMENT OF TRANSPORTATION / FLORIDA COMMISSION FOR THE TRANSPORTATION DISADVANTAGED CSFA #: 55.001 TITLE: FLORIDA COMMISSION FOR THE TRANSPORTATION DISADVANTAGED (COMMISSION) TRIP AND EQUIPMENT GRANT PROGRAM TOTAL STATE FUNDING AMOUNT: $465,652.00 COMPLIANCE REQUIREMENTS: ALLOWED ACTIVITIES: Trip An eligible non-sponsored trip is one that originates or ends in the Community Transportation Coordinator's service area. The Commission funds for non-sponsored trips shall be expended through a Community Transportation Coordinator, which is operating under a current Memorandum of Agreement (MOA), and will be expended at the fare structure contained in the approved Transportation Disadvantaged Service Plan for the particular type or mode of service. Lack of an executed MOA and approved Transportation Disadvantaged Service Plan will prevent the expenditure of any of these non- sponsored trip/equipment funds unless otherwise approved in writing by the Commission or their designee. [Program Manual for Trip & Equipment Grants, Rule 41-2.014, Florida Administrative Code]. Equipment Capital Equipment is any equipment used to maintain or provide improved or expanded transportation services to the transportation disadvantaged and is exclusively utilized by the Community Transportation Coordinator. Eligible capital equipment includes but is not limited to: small medium buses, cutaway vans (van body on truck chassis), etc.; station wagons or vans; wheelchair lifts, ramps, and restraints; two-way radios and communications equipment (T DD-Telecommunications Device for the Deaf), cell phones, excluding annual service contracts; computer hardware/software; . support equipment, other than items specifically identified in this section, above $500 per piece; e vehicle procurement, testing, inspection acceptance, and vehicle rehabilitation when the rehabilitation extends the life of the vehicle one year beyond the original expectancy; and . initial installation or set-up costs of any of the above items. Trip & Equipment Grant Agreement 2013/2014 Form Rev. May 24, 2013 Page 26 of 28 EQUIPMENT/REAL PROPERTY MANAGE T: All vehicles purchased with Transportation Disadvantaged Funds shall be titled to the recipient agency with a lien to the Florida Commission for the Transportation Disadvantaged. Equipment purchased with this grant shall be for exclusive use by the Community Transportation Coordinator and shall not be leased or assigned for operational responsibility to third parties, unless approved in writing by the Commission. The Commission shall retain a majority of the interest in all capital equipment until the useful life of such equipment has been consumed. At that time, the grantee may dispose of such equipment with the written permission of the Commission in accordance with the Commission's Capital Equipment Procedures. [Program Manual for Trip & Equipment Grants]. In accordance with the Americans with Disabilities Act, all vehicles purchased through this grant, which are to be utilized on a fixed route/fixed schedule service, must be lift equipped. Recipients who intend to utilize project vehicles for demand response services shall assure their demand response service offered to individuals with disabilities, including individuals who use wheelchairs, is equivalent to the level and quality of service offered to individuals without disabilities. [Program manual for the Trip & Equipment Grants]. The Community Transportation Coordinator may allocate up to 25 percent of the total project budget for capital expenditures excluding voluntary dollar contributions. Each vehicle or other capital equipment purchase must be covered for liability insurance. The Commission must be made an additional insured for liability policies. [Program Manual for Trip & Equipment Grants, Rule 41- 2.014(2)(a), Florida Administrative Code]. MATCHING: The trip/equipment grant program requires a local match. In defining local match, Rule 41-2.014(3), Florida Administrative Code, requires that eligible grant recipients must provide at least 10 percent of the total project cost as the local share. Examples of cash generated from local sources include local appropriations, dedicated tax revenues, private donations, net income generated from advertising and concessions, contract revenues, and farebox revenues. No federal or state revenues are acceptable as local generated cash. [Program Manual for Trip & Equipment Grants]. A 10 percent match is required for the money from the voluntary dollar contribution generated from the annual vehicle registration forms and must be in-kind match. Examples of in-kind match include non-cash donations, volunteered services, and salaries and fringe benefits. The value of each of these must be documented, reasonable and necessary for the arrangement or provision of transportation disadvantaged services. Service provided with State or Federal