REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Chris Slama, Interim Director of Community Services
Subject:
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Approve and authorize execution of Cooperative Agreement No. C-8-1882 for the Orange County Enhanced Mobility for Seniors and Disabled (EMSD) Grant Program between the Orange County Transportation Authority (OCTA) and City of Huntington Beach, accept grant award and authorize expenditure and appropriation of funds
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Statement of Issue:
The Community Services Department is requesting approval of Cooperative Agreement No. C-8-1882 for the Orange County Enhanced Mobility for Seniors and Disabled (EMSD) Grant Program between the Orange County Transportation Authority (OCTA) and City of Huntington Beach. This grant will allow the City to purchase three replacement buses and related transportation software associated with transporting elderly and physically challenged persons ages 60 years and over.
Financial Impact:
The total OCTA grant award amount is not to exceed $253,000. Based on existing quotes obtained from the purchase of three vehicles and transportation software, the City is responsible for $61,502 which includes $42,502 for the buses and $19,000 for the new transportation software. Sufficient funds are available in Senior Transportation account 10345502 to cover the $61,502. An appropriation of $50,000 is requested in order to cover the reimbursable portion of the transportation software.
Recommended Action:
recommendation
A) Approve and authorize the Mayor to execute “Cooperative Agreement No. C-8-1882 Between the Orange County Transportation Authority and City of Huntington Beach” for a term of October 1, 2018, through September 30, 2020; and,
B) Accept the grant award and approve the expenditure of funds for three buses and transportation software as referenced in Cooperative Agreement No. C-8-1882; and,
C) Authorize the appropriation of $50,000 into account 10345502.63230 to be reimbursed through Cooperative Agreement No. C-8-1882.
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Alternative Action(s):
Do not approve Cooperative Agreement No. C-8-1882 with the Orange County Transportation Authority and direct staff accordingly.
Analysis:
The “Surf City Seniors on the Go!” senior transportation program is a donation-based program that provides curb-to-curb transportation services for Huntington Beach seniors ages 60 years and over. There is a need for Community Services to replace vehicles and other equipment in order to meet the increasing demand to transport senior citizens to and from their residences to locations within the community. The “Surf City Seniors on the Go!” Program transports seniors to medical appointments, shopping centers, social services, and the senior center.
Funds are needed to replace three vehicles nearing the end of their functional life and to upgrade transportation software to increase service and efficiency. The vehicles being purchased through this grant include one small bus (8 accessible seats and 1 wheelchair) and two medium buses (11 accessible seats and 2 wheelchairs). The software will help eliminate the need for costly GPS tracking and push-to-talk radios, while increasing service and routing efficiency.
Under Cooperative Agreement No. C-8-1882, OCTA agrees to award EMSD grant funds in an amount not to exceed $253,000 to fund the purchase of the three replacement vehicles and transportation software. Based on OCTA grant guidelines, a maximum of $203,000 (80%) may be used for vehicle purchases and $50,000 may be used to purchase the software. The City is responsible for a 20% match, plus any remaining balance in excess of the maximum funding available through the EMSD Grant.
Per the existing quotes, estimated vehicle costs total $212,512. Of this amount, OCTA will pay 80% or $170,010 and the City will pay 20% or $45,502.
In addition, estimated transportation software costs total $69,000. Of this amount, OCTA will pay $50,000 (the difference between $253,000 and the maximum allowed amount of $203,000 for the vehicles) and the City will pay 20% or $13,800, plus the residual balance of $5,200.
Environmental Status:
Not applicable.
Strategic Plan Goal:
Enhance and maintain high quality City services
Attachment(s):
1) “Cooperative Agreement No. C-8-1882 Between the Orange County Transportation Authority and City of Huntington Beach” for a term of October 1, 2018, through September 30, 2020