HomeMy WebLinkAbout22 - Senior Mobility Program with OCTACOMMUNITY SERVICES DEPARTMENT Agenda Item No.22
March 26, 2002
Arts li Cultural - Library - Recreation - Seniors
To: Mayor ft Members of City Council
From: Celeste Jardine -Haug, Senior Services Manager
LaDonna Kienitz, Community Services Director /City Librarian
Re: Approval of Agreement with the Orange County Transit Authority; Acceptance of Grant Funds
for the Program; and Authorize Increased Staffing
RECOMMENDATION
1. Approve the attached Agreement with Orange County Transit Authority (OCTA) for the Senior
Mobility Program, effective May 2002 for a period of five years.
2. Accept from OCTA the amount of $10,777, the proportional amount for 2 months of the FY
2001/02 allocation of $64,663.
3. Effective May 2002, authorize increasing the current part-time Senior Recreation Coordinator
position to a full -time position.
BACKGROUND
The OCTA has identified the need to address senior transportation within the entire County. The City
also has a need to expand senior transportation to respond to the annexed Newport Coast area and to
serve the unmet needs of the current transportation program
OCTA now offers a new program called Senior Mobility with significant funding that will increase
the ability for all cities of the County to provide more senior transportation. For Newport Beach,
funding for FY 2001/02 is $64,663; and increases to $111,163 in FY 2011/12.
After evaluating potential methods to increase and improve transportation services in Newport
Beach, staff recommends that the current service be increased with funding from OCTA, directly
operated by the Senior Services staff.
This program, if approved, by the City Council, would provide for increased Senior Coordinator
hours, beginning May 1, 2002, and for a van driver, beginning July 2002.
This program would increase the fleet of three vehicles for senior transportation to a total of four.
The current fleet includes:
• Two 10- passenger vehicles, owned, maintained and dispatched by the City; the Friends of
OASIS hire and pay the drivers, and are supervised by the Senior Services Manager.
• One 18- passenger van, contracted for and paid by a Hoag Hospital Community Partnership
grant, but managed by the Senior Services Manager.
The fourth new vehicle could be purchased with funds already within the ceiling for the FY 2002/03
Senior Services Division budget, submitted to the City Manager for review. This budget includes
$30,000 for expanding the senior transportation program to the newly annexed Newport Coast area,
through a contract service within an outside agency. After notification of the availability of the
OCTA grant funding, and additional review of all options, staff recommends that the expanded City-
wide program be funded with these OCTA funds.
Thus, the funds in the amount of $30,000, in the proposed FY 2002/03 budget, could be made
available for the purchase of a new City owned 9- passenger van. Cost is estimated at $29,000
This new program would increase the ability to serve more people, provide the capability of
accessing the newly annexed areas, and create more flexibility in service delivery.
Approval of Agreement with the Orange County Transit Authority; Acceptance of Grant Funds for the
Program; and Authorize Increased Staffing
Page 2
PERSONNEL
Additional staff time at the Senior Recreation Coordinator level for coordination will also be
required of the new expanding senior transportation program and contract administration.
To maximize the use of staff and to optimize the City's position, staff recommends that the current
24 -hour a week Senior Services Coordinator position be expanded by 16 hours and add to that
position the duties of transportation coordination, making it full -time. The additional costs for
staffing the full -time position benefits are eligible for payment by the OCTA grant funds. It is
recommended that this new position be effective May 1, of this fiscal year.
As indicated above, the new fourth vehicle will require that a new driver be hired in FY 2002/03,
be a City employee, paid for by the OCTA grant funds.
The duties added to the current part-time position, reclassifying it as a full-time Senior Recreation
Coordinator, to respond to the transportation components, will include:
Develop and maintain a comprehensive transportation system
Develop guidelines and policies
Monitor transportation statistics, billing and payments
Keep accurate records and complete reports as required by OCTA
Contract administration
Oversee scheduling
Provide customer service
Develop a comprehensive training program and monitor re- certification of drivers
Develop publicity
Thus, the acceptance of funding and implementation of this program will result in 2 additional full -
time staff members in FY 2002/03, paid for, all or in part, by OCTA grant funds
FISCAL IMPACT
OCTA has allocated $64,663 to Newport Beach for the first year (FY 2001/02) of the grant. The
actual proportional grant for May and June 2002 is $10,777. Progressive annual increments will
increase the grant to $111,163 for FY 2012. The ten -year OCTA projections are attached.
The grant funds will cover the increased cost for the Senior Recreation Coordinator and the
associated benefits; the cost of the driver, gas, vehicle maintenance, and other associated
transportation costs. It will not cover the City's vehicle replacement charge of $4,560 which must
be borne by the City.
Proposed budget expenditures for FY 2002/03 are:
$22,538
Coordinator — additional salary and benefits cost
34,881
Driver, salary and benefits
1,000
Painting logo on vehicle
2,635
Publicity, Nextel phones, etc.
4,500
Fuel costs
3.000
Annual maintenance
$68,554
TOTAL
Approval of Agreement with the Orange County Transit Authority; Acceptance of Grant Funds for the
Program; and Authorize Increased Staffing
Page 3
TIMELINE
FY 2001/02
May - June 2002 Reclassify Recreation Coordinator position from 24 -hours per week to full time
Plan and advertise expanded program
Prepare specifications for van purchase
FY 2002/03
July 2002 Purchase van
Hire Van Driver
Begin incorporation of expanded program
Attachments 1. Cooperative Agreement, OCTA and City of Newport Beach
2. Proposed Annual Grants
11 -rfaah m It I
Note: version 1- Incorporated with AAA funds
COOPERATIVE AGREEMENT C -2 -
BETWEEN
THE ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
THE CITY OF NEWPORT BEACH
FOR A PILOT PROGRAM REGARDING SENIOR TRANSPORTATION
THIS AGREEMENT is made and entered into this day of , 2002 by and
between the Orange County Transportation Authority, a public corporation of the State of California
(hereinafter referred to as "AUTHORITY") and the City of Newport Beach (hereinafter referred to as
"CITY").
RECITALS
WHEREAS, AUTHORITY has been retained by the Area Agency on Aging (AAA) to provide
countywide transportation of seniors to nutrition sites funded by AAA; and
WHEREAS, CITY is desirous of obtaining transportation services for seniors of the City of
Newport Beach; and
WHEREAS, AUTHORITY and CITYjointly wish to expand the senior transportation services
available by looking at alternative methods of providing transportation services to the seniors; and
WHEREAS, AUTHORITY and CITY agree to enter into the senior mobility program concerning
senior transportation services; and
WHEREAS, this Cooperative Agreement defines the roles and responsibilities of AUTHORITY
and CITY in executing a senior mobility program for senior transportation;
follows:
NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as
ARTICLE 1-. COMPLETE AGREEMENT— - - --
A. This Agreement, including all exhibits and documents incorporated herein and made
applicable by reference, constitutes the complete and exclusive statement of the term(s) and
condition(s) of the agreement between AUTHORITY and CITY and it supersedes all prior
representations, understandings and communications. The invalidity in whole or in part of any term or
condition of this Agreement shall not affect the validity of other term(s) or condition(s).
B. AUTHORITY's failure to insist in any one or more instances upon CITYs performance of
any term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment of
AUTHORITY's right to such performance or to future performance of such term(s) or condition(s) and
L'. CAMMICLERICA ORDPROCIAGRENC11967
Page 1 of 5
r
AGREEMENT NO. C -2-
CITY's obligation in respect thereto shall continue in full force and effect. Changes to any portion of
this Agreement shall not be binding upon AUTHORITY except when specifically confirmed in writing by
an authorized representative of AUTHORITY by way of a written amendment to this Agreement and
issued in accordance with the provisions of this Agreement.
ARTICLE 2. RESPONSIBILITIES OF THE AUTHORITY:
A. AUTHORITY agrees to provide funds annually in the amount specified in the attached
Exhibit B, "Projected Funding Levels" through 2011 for the senior mobility program using funds
obtained from the Older Americans Act as allocated by Orange County's AAA, and Article 4.5 of the
State of California Transportation Development Act.
B. The funding levels are determined each year based on changes in senior population.
Annual allocations will be calculated using actual growth in senior population and the Consumer Price
Index (CPI).
C. AUTHORITY will pay to CITY the AUTHORITY's annual contribution for the first fiscal
year within thirty (30) days of receipt of a request to draw down Senior Mobility Program funds or the
start of service, whichever is later. Subsequent annual contributions will be paid to the CITY by July
30"' of the following year.
D. All unused or unmatched AUTHORITY funds shall be deducted from the following fiscal
year allocations.
areas:
E. AUTHORITY will administer and coordinate the pilot program with the AAA.
F. AUTHORITY will provide technical assistance to CITY, if requested, in the following
1) Vehicle donations; and
2) Periodic workshops on a variety of topics
G. AUTHORITY will establish a network of local operators who will meet on a regular basis.
ARTICLE 3.- - RESPONSIBILITIES OF-CITY:
A. CITY agrees that all funds received from AUTHORITY as specified in Article 2A above
will be used exclusively for providing accessible senior transportation services that do not duplicate
AUTHORITY's services as specified in Exhibit A entitled "Scope of Work."
B. CITY agrees to a twenty percent (20 %) match of funds provided by AUTHORITY. Local
match may be made up of cash - subsidies, fare revenues, or in -kind contributions.
C. CITY may contract with a third party service provider to provide senior transportation
services provided that:
1. Contractor is selected using a competitive procurement process; and
Page 2of5
L CAMMI/ REBECCA IWORKING!AGREEMENTSINO.IDRAFT SMP
AGREEMENT NO. C -2-
2. Wheelchair accessible vehicles are available and used when requested.
E. CITY shall procure and maintain insurance coverage during the entire term of this
Agreement. Coverage shall be full coverage or subject to self- insurance provisions. CITY shall provide
the following insurance coverage:
1. Commercial General Liability, to include Products /Completed Operations, Independent
Contractors', Contractual Liability, and Personal Injury Liability with a minimum of $1,000,000 of coverage.
2. Automobile Liability Insurance with Primary Bodily Injury with a mimic of $1,000,000
combined single limits;
3. Workers' Compensation with limits as required by the State of California;
4. Employers' Liability with limits of a minimum of $100,000; and
5. Proof of such coverage, in the form of an insurance company issued policy
endorsement and a broker issued insurance certificate, must be received by AUTHORITY prior to
commencement of any work. Proof of insurance coverage must be received by AUTHORITY within
seven (7) calendar days from the date of execution of the Agreement. AUTHORITY must be named as
an additional insured on the certificate and endorsement. CITY shall include on the face of the
Certificate of Insurance the Agreement Number C-2 -_; and, the Procurement Administrator's
Name, Rebecca Potter.
F. CITY agrees to provide AUTHORITY with monthly summary reports of the CITY's senior
mobility program. CITY shall submit monthly summary report within twenty (20) calendar days as
specified in Exhibit C "Senior Mobility Monthly Report," included in this Agreement, which is
incorporated into and made part of this Agreement.
ARTICLE 4. TERM OF AGREEMENT:
This Agreement shall commence upon execution by both parties, and shall continue in full force
and effect and shall extend through June 2007 as mutually agreed to by both parties. The
AUTHORITI' retains the option-to-extend this- agreement -through June 30;201 -1: -
ARTICLE 5. NOTICES
All Notices pertaining to this Agreement and any communications from the parties may be made
by delivery of said notices in person or by depositing said notices in the U.S. Mail, registered or certified
mail, return receipt requested, postage prepaid and addressed as follows:
TO CITY
TO AUTHORITY:
Page 3of5
L CAMM/I REBECCAM 'OWINGIAGREEMENTSMO.IDRAFT SMP
S
AGREEMENT NO. C -2-
Orange County Transportation Authority
550 S. Main Street
P.O. Box 14184
Orange, CA 92863 -1584
ATTENTION: ATTENTION: Rebecca Potter, C.P.M.,
Senior Procurement Administrator
L� (714/560 -5619)
ARTICLE 6. FEDERAL, STATE AND LOCAL LAWS:
AUTHORITY and CITY agree that in performance of their obligations under this Agreement,
they shall comply with all applicable federal, California State and local laws, statutes and ordinances
and all lawful orders, rules and regulations promulgated thereunder.
ARTICLE 7. ORDER OF PRECEDENCE
Conflicting provisions hereof, if any, shall prevail in the following descending order of precedence:
(1) the provisions of this Agreement, including all exhibits; (2) AUTHORITY's staff report dated September
6, 2001; (3) all other documents, if any, cited herein or incorporated by reference.
ARTICLE 8. AUDIT AND INSPECTION OF RECORDS
City shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's accounting
books, records, payroll documents and facilities as AUTHORITY deems necessary. CITY shall maintain
such books, records, data and. documents in accordance with generally accepted accounting principles
and shall clearly identify and make such items readily accessible to such parties during CITY's
performance hereunder and for a period of five (5) years from the date of final payment by CITY.
AUTHORITY's right to audit books and records directly related to this Agreement shall also extend to all
first -tier subcontractors.
ARTICLE 9. TERMINATION
-- "- "- "- - "- - -A— AUTHORITY- or " CITY ma-Trt6r-Ity- awrrconvenience, terminate this Agreement-at-any
time in whole or in part by giving the other party written notice thereof of not less than ninety (90) days
in advance of the specified date of termination.
B. If Agreement is terminated prior to July 1" of any year within the term, the CITY shall
return funds on a prorated basis for that annual allocation.
ARTICLE 10. INDEMNIFICATION
A. CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
employees and agents from and against any and all claims (including attorney's fees and reasonable
expenses for litigation or settlement) for any loss or damages, bodily injuries, including death, damage
Page 4 of 5
L: CAMM// REgECCANJORKING /AGREEMENTS/N0.'IDRAFT SMP
AGREEMENT NO. C -2-
to or loss of use of property caused by the negligent acts, omissions, or willful misconduct by CITY, its
officers, directors, employees, agents, subcontractors or suppliers in connection with or arising out of
the performance of this Cooperative Agreement.
B. CITY shall maintain adequate levels of Insurance, or self - insurance to assure full
indemnification of AUTHORITY.
ARTICLE 11. FORCE MAJEURE
Either party shall be excused from performing its obligations under this Agreement during the
time and extent that it is prevented from performing by a cause beyond its control, including, but not
limited to: any incidence of fire, flood; acts of God; commandeering of material products, plants or
facilities by the federal state or local government; national fuel shortage; or a material act of omission
by the other party; when satisfactory evidence of such cause is presented to the other party, and
provided further that such nonperformance is unforeseeable, beyond the control and is not due to the
fault or negligence of the parry not performing.
IN WITNESS THEREOF, the parties hereto have caused this Agreement No. C -2 -_ to be
executed on the date first written above.
CITY ORANGE COUNTY TRANSPORTATION AUTHORITY
APPROVED AS TO FORM:
By
Arthur T. Leahy
Chief Executive Officer
APPROVED AS TO FORM:
L CAMM// REBEC --NWORKING /AGREEMENIVNO.IDRAFT SMP
Kennard R. Smart, Jr.
Legal Counsel
Page 5 of 5
7
Draft Scope of Work — OCTA SMP
Task
Exhibit A
OCTA Senior Mobility Program
Draft Scope of Work — City of Newport Beach
The City of Newport Beach (City) will utilize funding provided by OCTA and its
local match to provide the following services:
The City of Newport Beach will be using City funds to purchase a vehicle and will
hire a new driver. This new van will increase our fleet to 4 vehicles. The service
will be used to transport seniors to medical appointments, grocery shopping,
banking, to the Center, and other errands. The program will be geared to seniors
60 and older who are unable to drive or use the "big" bus system and must be
residents of Newport Beach.
The service will be available Monday — Friday from 8:30am to 4:OOpm and will be
available by reservation only. The cost for the service is $2.00 per one -way trip.
2. In the event that the City decides to utilize outside contractors for service, they
will follow competitive procurement practices in selection of vendors for all
services which it does not provide using its own workforce. Any RFP for
services will specify the use of vehicles meeting ADA accessibility standards.
3. The City does not wish to utilize the retired OCTA ACCESS vehicles.
4. The City will perform maintenance of all vehicles used in the Senior Mobility
program, including, at a minimum:
• Daily Pre -Trip Inspections that meets or exceeds the guidelines provided in
the attached Pre -Trip Inspection Checklist (Attachment 1)
•. Scheduled preventive maintenance will be performed according to the
specifications for the vehicle which will meet or exceed the guidelines as
prescribed by City Maintenance personnel. (Attachment 2)
The City will maintain maintenance records for each vehicle for 5 years.
5. The City will ensure that its operators, or its contracted vendor's operators, are
properly licensed and trained to proficiency to perform their duties safely, and in
a manner which treats its riders with respect and dignity. Disability awareness
and passenger assistance will be included in this training.
6. The City will submit a monthly report to OCTA's Community Transportation
Services which includes, at a minimum, a monthly and fiscal year -to -date
summary of service and expenditures as illustrated in Exhibit C.
Prepared by Transit Access — 12/7/01
L
Draft Scope of Work — OCTA SMP
The City will participate in OCTA marketing and outreach efforts to encourage
use of fixed -route transit service by older adults.
8. The City will note OCTA sponsorship in any promotional material for service
funded under this agreement and will display the OCTA Senior Wheels program
logo on vehicles use in this program (excluding taxis).
9. In the event that the City uses a contractor for this service, the City will ensure
that it maintains adequate oversight and control over all aspects of service that
are provided by a contracted vendor.
Prepared by Transit Access — 12/7/01
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Exhibit C
FA Senior Mobility Transportation Project
Monthly Reporting Form
OCTA
Service for the month of:
Program Name:
City:
Contact Person:
Contact Phone:
Trip category
Number of
passengers
Vehicle service
hours
Vehicle service
miles
Nutrition Trips
Medical Trips
Shopping Trips
Other Trips (Please
specify trip a below")
Totals
OCTA monthly contribution amount:
City monthly contribution amount:
Total operating cost for month:
Source City contributions
Comments:
S
Please complete the information requested in this form and fax the completed form to OCTA, Attention
CTS Department at (714) 560.5914 by the 15th day of the month following the reporting month.
Please contact the Transportation Analyst at (714) 560 -5425 V you have any questions or require
assistance with the completion of this form.
"Please specify other trip types being provided to seniors in this space
HAOCTA Project\SMP Monthly Report - Exhibit CA=
Attachment I z
Pre-Operation Inspection & Defect Report 1AWY DAMAUL!
dtde and describe any damage to a bus on dfagrakfn
Wronl/rear orrdtm side views
Btm/Van No. Date:
r,odgw Repwaffous saft Ihe no Motor "hkk Cany-1v Pae&r*vvrs ft, File Description:
xW be dfWW onlaw tw "W has deW"nbwcf " ft kftv4V Parts Wd
accessories m in good working order. Ewb &;Yw is mq:imd to submisk a
sb7odwrAWn ropcd d* foripach Coseh dfiveft fl
Miles Fra*: — Miles Start —
Ndoefeas: 0 De' roft: 0 Strohm:
anewmr
MksFmmh:— Mlles SbWt,—
Hatidects: C1 Defects: D Signeare:
$rd DrAw.
K%&sFh1sh:— Mies Stmt Wiese
No tiefacts: D Defects: 0 StInahze:
PREEOPEFATIONS, MSPECTIONS
In Y.O. as N thse ea:h item has been dmzkod.
AMOPM
AMFFM
-L- r-s;Lw Nos Noweb a mm) -Z-
Emergency Rdlezt=
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-j-
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Radio
whwjch& LAS
WVer's seavBek-
Wheelctm tA Covar -L-
Door traertock
Kerrons
I
Wr- Tie Dorm Strom
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Mwww unaer.
F" EAM17-nstter
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Steering mec�
Brakes
DEEP.== ladoule win w (4 efoloebw derrd onty (Explaw In DarM
owms
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Brakes NO: APCvd Lbw'OWM Leaks
Pit ho LIR
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Starts Hard
1112mov
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w Powerr=v. ck Light
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sns*ft
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Ernteparwy Releases
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Turn
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Fare BOX
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seats
Hanwaft
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Description:
QQDes=pliorr.
OPERATOR(S):
IMPORT AN M,- help expedite repairs by pmvidihS necessary
infamnation regarding defects! Please pft.
REPAIRS MADE.
ALL ITEMS COMPLETED - BUS SERVICED AND RELEASED:
Supervisw's Signature Date
/0
Attachment 2
Senior Mobility P.M. Check List
Inspection
Date
Bus#
TERMINAL
workorder#
Current Mileage
Last Inspection miles
A. Employee must check off all boxes/ Note all discrepancies on reverse side
Imiles between
B. Check files and open workorders
�Il • ' -
9
r 9 E. Under hood
1 1
Entry door operation and seals
' 2
Temperature and oil warning devices
i 3
Neutral safety system
4
Hom, au es and dash lights
5
Heater, defroster and fan
6
Windshield wipers and washer
7
Indicator lights
8
Throttle operation
I 9
Steering free play In. -
;10
Applied and unapplied brake test for vacum loss
111
Interior lights
;12
Windshield and window glass condition
'; 13
Window mechanism and seals
`14
Seat condition
15
Interior body, floor and stantions
16
Fire extinguisher date and bracket
.17
Road warning devices
:18
First aid kits
19
Emergency exits operation, warning devices and signs
:20
Interior clean
21 1
Back up alarm
YQr
1
All exterior lights and signals
2
Mirror condition and mounting
3
Record body damage
4
Bumper bolts
5 -
PdInfTe$eiin' a3a -eaah6b -- -
5
Emergency exits
7
Axle flange and lug nuts, oil hubs
8
Tire side wall condition, cracked wheels, valve stem
9
Valve stem cap, alignment of rear duels
9
Tread depth
11
LF RF LRO
12
LRI RRO RRI
10
Tire inflation: Record and inflate
14
LF RF LRO
15
LRI RRO RRI
Y
1
Check for visible leakage
2
Engine oil level
_L
3
Transmission fluid level and condition
4
Brake fluid
5
Power steering fluid
6
Check all belts
7
Component and accesso mounting
B
1 Check all hoses and routing
9
Coolant level and protection cif ph
_L
10
Pressure test cooling system
11
Water pump and fan dutch play
12
Air filter condition - check restriction gauge
13
Check exhausts stem
14
Battery fluid level and mounting
15
Clean battery and connections
16
Drain fuel /water separator
0—f
Y w
1
Kin in and wheel bearing play
2
Tire wear, condition and matching
3
Leakage at backing plates and wheel seals
4
Steering box, mounting. leakage, looseness and leaks
5
Front shocks and mounting
6
Frontsprings, bushin s
En ine leaks, lines, filters, hoses and engine mounts
_L
8
Starter and connections
9
Exhausts stem and mounting
10
Transmission mounted parking brake
11
Transmission leaks
12
Output shah play
13
Driveshaft guard, U joints and retarder
14
Body hold downs and insulators
15 -
WMA5 Monti ff3 -9
16
Differential leaks, fluid level
17
Pinion play
18
Breather vent
19
Rear shocks and mounting
20
Rearsprings. bushin s and U bolts
21 1
Leakage at backing plates and wheel seals
22
Fuel tank straps and lines
23
Tail pipe hangers
24
Lube entire chassis
25
Check drag link. tie rods and idler amts
Senior Mobility P.M. Check List
Q
d
>u
lines
and caliber's
Roadtest
Note repairs needed
Signature of Inspecting Mechanic
6,000 miles- inspectionloil change
30,000 Transmission service
60,000 Differential service
Inspection
v
xd
f
Check lift for proper o eralions
2
Inspect for stress, cracks, mounting and alignment
3
Check ins
4
Check the complete hydraulic system
5
Check micro switches and electrical wiring
6
Check all system covers and warning signs
7
Check safety banier
8
Lube complete lift
g
Check wheelchair securements, proper amountando ration
10
Lift door warning device
11_
Lift cover in lace
Signature of Supervisor
m
OCTA
BOARD COMMITTEE TRANSMITTAL
October 11, 2001
To: Members of the Board of Directors
From: Clerk of the Board
Subject. - Senior Mobility Program
Committee Referrals
Transit Planning and Operations Committee September 6, 2001
Present: Keenan, Spitzer, Ward, Winterbottom
Vote: Unanimous to defer action until September 20. Director Spitzer
requests that staff obtain clarifying information regarding the
possible use of Measure H Tobacco Settlement Funds for senior
non - emergency medical transportation.
Transit Planning and Operations Committee September 20, 2001
Present: Brown, Keenan, Spitzer, Ward, Winterbottorn.
Vote: Unanimous
Committee Recommendations
A. Direct staff to create, implement and support the Senior Mobility Program
. as outlined in the staff report.
-B-. Authorize- the Chief Executive Officer to enter into up to five-year
renewable cooperative agreements with local jurisdictions that voluntarily
choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5,
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
Orange County Transportation Authority
550 South Main Street /P.O. Box 14164 10range /CB6lomia 92663.1564 1(714)560- OCTA(6262)
13
.Senior Mobility Program•
Page 2
D. Adopt the Findings Pertaining to the Filing of Article 4.5 Local
Transportation Fund Claims for Community Transit Services as shown in
Attachment D.
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransit vehicles.
H
m
OCTA
September 6, 2001
To: Members of the Transit Planning and Operations Committee
V
From: Arthur T. Leahy, Chief Executive Officer
Subject: Senior.Mobility Program
Overview
A new program to provide vehicles and allocate transit operating funds on an
ongoing basis to all Orange County cities and the County of Orange for the
purposes of providing local transportation services to seniors is proposed for
adoption by the Board of Directors.
Recommendations
A. Direct staff to create, implement and support the Senior Mobility
Program as outlined in the staff report.
B. Authorize the Chief Executive Officer to enter into up to five -year
renewable cooperative agreements with local jurisdictions that
voluntarily choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5,
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
D. Adopt the Findings Pertaining to the Filing of Article 4'.5 Local
Transportation Fund Claims for Community Transit Services as shown
in Attachmint 'D.
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransil vehicles.
Background
OCTA and its predecessor agencies have for many years provided
transportation services to seniors. In the 1970's and 80's, this included demand
responsive Dial -A -Ride services operated by the Orange County Transit
District (OCTD), and specialized social service and disabled transportation
services provided by the non - profit Consolidated Transportation Services
Agency (CTSA). Beginning in 1990 with the passage of the federal Americans
Orange County Transportation Authority
550 South Main Streef 1P.0. Box 14184 / Orange /California 92663 -1564 / (714) 560 -OC7 A (6262)
�S
Senior Mobility Program
Page 2
with Disabilities Act, transportation services for persons with disabilities began
to take priority for available resources. By 1995, Dial -A -Ride and CTSA
services were transitioned into ACCESS service and focused primarily on
meeting strict federal requirements for transportation of persons with
disabilities. OCTA has continued to operate some services exclusively for
seniors, including transportation to congregate meal programs in partnership
with the County Area Agency.on Aging (AAA) and service for Adult Day Care
and Adult Day Health Care programs. However, since the implementation of
the ADA, there has been continued interest among seniors and senior
advocates in securing more public transportation service exclusively for
seniors.
One response to this interest was OCTA's establishment in 1998 of the Senior
Pilot Program, which permits local jurisdictions to directly receive operating
funds and vehicles for provision of congregate meal transportation and other
senior transportation services in lieu of the service provided by OCTA. The
results of this program have been reported on several earlier occasions to the
Board of Directors. To date, six cities have voluntarily tried this program. All
have reported the ability to offer more services with a greater degree of
customer satisfaction. The lessons learned from the Senior Pilot Program have
been used to develop the more comprehensive Senior Mobility Program
proposal.
In June 2000, OCTA adopted the. findings and recommendations of a
comprehensive Senior Transportation Analysis that looked at senior
transportation needs and issues over the next twenty years. A key finding of
this study, shown in Attachment B, is the anticipated rapid growth over the next
five to ten years in the number of older seniors, many of whom will not be able
to drive and will need to find transportation alternatives. The study report
provided a broad range of recommendations to help meet senior mobility
needs. Key among these was identifying new funding sources and establishing
new local transportation ' services_ for seniors. The Senior Mobility Program
proposal is aimed at these recommendations:
In preparing this program proposal, OCTA staff has met face -to -face with staff
from all of the cities in Orange. County (with the exception of Aliso Viejo and
Laguna Beach), and with the County Area Agency on Aging and Health Care
Agency to get feedback and make refinements. In addition, a letter regarding
the proposal and a copy of this Board report has been sent to all city managers
to provide information and solicit any feedback or comments they may have.
lb
Senior Mobility Program
Discussion
Page 3
With the Senior Mobility Program, OCTA will provide transit vehicles and
operating funds to cities and the County of Orange to enable them to establish
local transportation service for seniors. These local services will complement
OCTA's regional bus and ACCESS paratransit services. Participation in the
program by cities and the County is entirely voluntary. Local jurisdictions will
have broad discretion in how the resources can be used and how local senior
transportation services can be provided. Services can be operated by the local
jurisdiction, they can be contracted, or resources can be provided directly to
users through a bus or taxi subsidy or voucher. Operations can include a local
fixed- route, demand responsive, feeder or subscription service, as long as
what is offered does not duplicate OCTA's existing bus service. Service can be
confined to the local community or offered to destinations in other areas. Cities
may also operate joint programs on a sub regional basis. Trip purposes and'
program eligibility requirements can be tailored to local needs.
WHAT OCTA PROVIDES
OCTA will provide vehicles, operating funds and technical assistance to enable
participating local jurisdictions to offer local senior transportation services.
Each participating jurisdiction will receive the following:
1. An annual grant of transit operating funds according to a formula based on
each jurisdiction's share of Orange County's population 65 years of age and
older (Attachment C). The formula is based on U.S. Census Bureau,
Census 2000 numbers adjusted annually by the Center for Demographic
Research at California State University, Fullerton. For jurisdictions that have
been participants in the County Area Agency on Aging (AAA) /OCTA
congregate meal transportation program and are receiving federal Older
Americans Act (OAA) funding, these funds will be "passed through" to the
local jurisdiction for the Senior Mobility Program as part of the OCTA
—_ formula allocation of operating funds.fAttachment,C).__
2. An annual increase in the allocation of operating funds based on two
factors: a) the change in the Consumer Price Index (CPI) as defined by the
May 2000 Chapman University forecast; and b) the growth in senior
population, age 65 and older, as defined by the Center for Demographic
Research.'
' For some cities the annual allocation of operating funds will exceed their population
fair share, based on prior participation in the existing County Area Agency on Aging
(AAA) /OCTA congregate meal transportation program. These "overfunded" cities will
receive an annual funding increase based solely on the increase in senior population
(no CPI adjustment) until such time as their annual allocation is in line with the
population fair share amount.
/]
Senior Mobility Program
Page 4
3. Refurbished surplus 17- passenger lift- equipped paratransit vehicles
provided at no cost to the local jurisdiction. These will be OCTA ACCESS
vehicles that have been used for 5 years and /or 150,000 miles.
Refurbishment will include paint, tires, and safety and mechanical
inspection /repair. The number of vehicles each jurisdiction receives will be
proportional to its share of operating funds. Local jurisdictions can receive
additional vehicles for the cost of refurbishment (estimated at $3000 per
vehicle). Vehicles will be the property of the local jurisdiction
4. For every vehicle received, a replacement vehicle will be provided by OCTA
every three years at no cost to the local jurisdiction.
5. OCTA will maintain a small contingency vehicle fleet that can be used as
short-term backup should a local jurisdiction unexpectedly have an
inoperative vehicle that would prevent operation of service.
6. Technical assistance with service design and startup. OCTA staff and
consultants will provide assistance with service design, contracting and
contract oversight. Typically this support will be provided through
workshops and organized training sessions.
7. Ongoing training support. OCTA staff will convene periodic training and
information- sharing workshops for the benefit of staff of local jurisdictions
that have responsibility for implementation and operation of local senior
transportation services.
WHAT LOCAL JURISDICTIONS MUST DO
Participation in the Senior Mobility Program will be voluntary on the part of local
jurisdictions. They may. enroll in the program by sending a written request to
OCTA and by entering into an up to five -year renewable cooperative
agreement. To be a participant, each local jurisdiction must do the following:
2.
3.
ki
Agree to provide senior transportation services that do not duplicate OCTA
services. Services can be contracted or provided by the local jurisdiction.
Also, a "user -side" subsidy may be provided directly to seniors to offset the
costs of existing transit or cab services. Minimum. age for a senior eligible to
-use the services is sixty (60). However-a local jurisdiction may establish its
own age and eligibility criteria within this minimum standard.
Agree to match the operating funds provided by OCTA on an 80 percent
OCTA to 20 percent local basis. The local match may be made up of cash
subsidies, fare revenue, or in -kind services. The match required will grow
as the OCTA funding level grows each year.
Jurisdictions receiving Older Americans Act funding from the County /AAA
must maintain existing transportation to congregate meal programs. This is
a "pass- through" requirement of the County /AAA.
Use a competitive procurement process if services are contracted, and use
disabled - accessible vehicles for operations.
Ii
Senior Mobility Program
Page 5
5. Provide basic system operating data to OCTA. This will include number of
passengers, vehicle service hours and miles, and monthly operating costs.
6. Provide information for annual fiscal audits and triennial performance audits
required of Local Transportation Fund (LTF) recipients.
PROGRAM BENEFITS
The Senior Mobility Program, . if fully implemented, will provide up to
approximately $28 million in senior transportation services over the next 10
years. Based on experience with the Senior Pilot Program and discussions with
managers of senior service programs, the following benefits could be
anticipated:
• Expanded Services for Seniors — OCTA's funding commitment to senior -
only transportation services would increase by more than two- hundred
percent over the next 10 years. Local senior transportation services could
be provided in all Orange County jurisdictions. Services are available in
only a limited number today. Built -in growth in funding would allow
programs to expand with the increase in senior population.
• Greater Equity and Certainty — Currently senior transportation services
are provided in only seventeen local jurisdictions, and the allocation is
historical, not formula based. The Senior Mobility Program makes
resources available equitably to all jurisdictions over the long term. No
jurisdiction would lose any existing funding, and all would .benefit from
annual growth to match increases in senior population.
• Local Contol — Experience with the Senior Pilot Program has shown the
benefits of local control. Participating jurisdictions have been able to tailor
transportation services specifically to the needs of the community.
Depending upon the area, examples include provision of shopping trips, .
medical trips and local demand - responsive services, in addition to senior
center trips.
• Customer Satisfaction — User surveys conducted for the OCTA Senior
Transportation Analysis showed that local senior transportation services
consistently have the highest levels of customer satisfaction. Experience
with the pilot program bears this out. Services can be tailored and adjusted
on -site to meet changing customer needs and conditions.
• Lower Cost for Service — Under the pilot program, local jurisdictions have
been able to provide more. service for a lower cost. Average per vehicle
hour costs for the pilots average approximately $ 35.00 as compared to
OCTKs. average unburdened. paratransit service hour cost of $ 42.00 ($55
fully burdened). The difference can be attributed to local versus countywide
coverage, and grouping opportunities and scheduling flexibilities not
applicable to most of OCTA's paratransit services.
If
Senior Mobility Program
Page 6
Augmentation of OCTA Fixed -Route and ACCESS Services — Addition
of local services for seniors who need transportation only within their
community provides another option that is complementary to OCTA's
regional bus and ADA service. These services have existed since the mid -
1980's in Los Angeles County, funded by the Proposition A 112 cent sales
tax, and have worked successfully to augment regional bus,rail and ADA
paratransit service there.
FUNDING AND FISCAL IMPACT
Total OCTA costs; including operating funds, vehicles and support for the
Senior Mobility Program for the next ten years are estimated to be just under
$19 million (Attachment A). These funds will be provided from OCTA's primary
source of transit operating funds, the Local Transportation Fund (LTF).
Specifically, funds will be allocated under Article 4.5, which permits funding to
be provided to local jurisdictions for community transit services with minimal
impact on OCTA's ability to meet LTF performance criteria for its fixed -route
transit operations. No federal funds will be used by OCTA for this program.
The program funding level was established based on OCTA's ability to sustain
support and provide annual growth over the long term. Sufficient funds have
been budgeted in FY 2001 -02 to begin implementation, and both mid and long-
term projections have been done to confirm sustainability for the next ten to
twenty years. It was assumed for this analysis that the LTF program is
preserved, at least in its current form, by the California legislature. For
purposes of forecasting actual program costs, it was assumed that not all local
jurisdictions would enter the program until the third year. However, as a
practical matter, it may take longer before all jurisdictions join, and some may
never do so. Nevertheless, for purposes of determining sustainability, full
participation was evaluated. In addition, analysis of the paratransit vehicle fleet
replacement schedule was done to confirm sufficient availability of surplus
vehicles to support the program. '
IMPLEMENTATION SCHEDULE
If the Board approves the program, actual funding and vehicle allocations can
begin early in calendar year 2002. This allows sufficient time for local
jurisdictions to prepare for service implementation and to process cooperative
agreements between cities and the OCTA: Initially, it is expected that as many
as sixieen cities would be participants. This includes cities that are already part
of the Senior Pilot Program, cities preparing to enter the Pilot Program, and
cities that already have some type of local senior transportation program in
operation as follows:
Senior Mobility Program
Current Pilot Program
Cities
Brea
La Habra
Laguna Niguel
Huntington Beach
San Clemente
Tustin
Prospective Pilot
Program Cities
Buena Park
Westminster
San Juan Capistrano
CountyNietnamese Center
Locally Operated
Services
Costa Mesa
Irvine
Laguna Woods
La Palma
Newport Beach
Santa Ana
Page 7
ROLE OF THE COUNTY
It is assumed that County funding for the Senior Mobility Program will be
limited to a pass through of existing federal Older Americans Act (OAA) funds
for senior congregate meal transportation services in those eligible jurisdictions
that choose to participate. This amount would be $361,225 per year at full
participation. This assumption is based on input from County staff and
historical experience with OAA funding which has been static for many years. If
increased federal OAA authorization and appropriations are made, or other
funds become available to the County for senior services, this assumption
could be revisited.
Staff has had preliminary discussions with the County regarding use of a
portion of Measure H Tobacco Settlement Funds for senior non - emergency
medical transportation. The County is evaluating various options for
expenditure of these funds, including integration with the Senior Mobility
Program. If that option were to be pursued, additional funds could be provided
to local jurisdictions that agree to apply them specifically to non - emergency
senior medical trips.
OTHERISSUES
Although the Senior Mobility Program proposal is comprehensive, there are a
few exceptions and other issues that should be noted. These are as follows:
• Laguna Beach : Laguna Beach is not included in the funding allocation
for this program. Laguna Beach is the only city in Orange County that
receives its own municipal allocation of LTF funds that can be used for
transit services within the city. Currently these funds are used for a local .
transit service, shuttles for the Festival of Arts and a taxi subsidy
program. Laguna Beach does not use all of the funds it currently has
available, so it can implement local senior services using its own
allocation and does not need OCTA's LTF funds for this purpose.
Laguna Beach would be eligible for vehicles through OCTA's surplus
vehicle donation program and for technical assistance and support if it
started senior service.
91
Senior Mobility Program
Page 8
• Ethnic Programs - Currently there are two congregate meal
transportation programs that serve ethnic communities and whose
operation is not associated with a local jurisdiction — the Vietnamese
Community Center of Orange County (VCOC) and the Southern
California Indian Center. For purposes of Senior Mobility Program
planning, funding and vehicle allocations for these sites have been
included with that for the county unincorporated area. As private non-
profits, these centers, if they choose to participate in the Senior Mobility
Program, cannot receive the LTF funds directly. The funds must be
provided to a city or the County. The VCOC is interested in participating,
and the city of Santa Ana has agreed to act as the pass through agency
for the program. If and when the Indian Center chooses to participate, a
similar arrangement would need to be made.
• Unincorporated Areas - Funds have been programmed in the Senior
Mobility Program for the County unincorporated area. Currently seniors
in some unincorporated areas attend senior congregate meal programs
and receive transportation services from neighboring cities. Under the
Senior Mobility. Program, this practice could continue and be expanded
to other unincorporated areas where seniors desire service. However,
arrangements would need to be made between the County and the
affected cities to transfer the program funding, matching funds and
vehicles for any transportation services provided. Also, if new
incorporations occur, funding allocations would be shifted from the
unincorporated area to the new jurisdiction (s).
Summary
A new Senior Mobility Program to provide resources to cities and the County
for the provision of local transportation services for seniors is proposed. If
approved, the program could result in as much as $28 million in senior
transportation services in Orange County over the next ten years.
Attachments
A. Aggregate Cost
B. Senior Demographics
C. Individual Jurisdiction Cost
D. Findings Pertaining to Filing of Article 4.5 Local Transportation Fund
Claims for Community Transit Services
OW
Senior Mobility Program
Prepared by: Approved by:
Monte Ward Steve Wyl
Manager of Special Projects Assistant CEO
(714) 560 -5582 (714) 560 -5482
Page 9
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OCTA
BOARD COMMITTEE TRANSMITTAL
October 11, 2001
To: Members of the Board of Directors
From: Clerk of the Board
Subject: Senior Mobility Program
Committee referrals
Transit Planning and Operations Committee September 6, 2001
Present: Keenan, Spitzer, Ward, Winterbottom
Vote: Unanimous to defer action until September 20. Director Spitzer
requests that staff obtain clarifying information regarding the
possible use of Measure H Tobacco Settlement Funds for senior
non - emergency medical transportation.
Transit Planning and Operations Committee September 20, 2001
Present: Brown, Keenan, Spitzer, Ward, Winterbottom
Vote: Unanimous
Committee recommendations
A. Direct staff to create, implement and support the Senior Mobility Program
. as outlined in the staff report.
B: Authonze -the -Chief - Executive Officer to enter into up to five =year
renewable cooperative agreements with local jurisdictions that voluntarily
choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5,
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
Orange County Transportation Authority
550 South Main Street /P.O. Box 14184 /Orange /CelNornia 92863 -1584 1(714) 560 -OCTA (6282)
91
.Senior Mobility Program
Page 2 -
D. Adopt the Findings Pertaining to the Filing of Article 4.5 Local
Transportation Fund Claims for Community Transit Services as shown in
Attachment D.
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransit vehicles.
DI
OCTA
September 6, 2001
To: Members of the Transit Planning
V
From: Arthur T. Leahy, Chief Executive
Subject. Senior Mobility Program
Overview
and Operations Committee
Officer
A new program to provide vehicles and allocate transit operating funds on an
ongoing basis to all Orange County cities and the County of Orange for the
purposes of providing local transportation services to seniors is proposed for
adoption by the Board of Directors.
Recommendations
A. Direct staff to create, implement and support the Senior Mobility
Program as outlined in the staff report.
B. Authorize the Chief Executive Officer to enter into up to five -year
renewable cooperative agreements with local jurisdictions that
voluntarily choose to participate in the Senior Mobility Program.
C. Establish Board policy to provide funding to support the Senior Mobility
Program exclusively through the Local Transportation Fund, Article 4.5,
and to annually allocate sufficient amounts, based on participation, to
support the Program as shown in Attachment A.
D. Adopt the Findings Pertaining to the Filing of Article 4.5 Local
Transportation Fund Claims for Community Transit Services as shown
in AttactTment D. -------------
E. Establish that local jurisdictions participating in the Senior Mobility
Program have priority for receipt of surplus paratransit vehicles.
Background
OCTA and its predecessor agencies have for many years provided
transportation services to seniors. In the 1970's and 80's, this included demand
responsive Dial -A -Ride services operated by the Orange County Transit
District (OCTD), and specialized social service and disabled transportation
services provided by the non - profit Consolidated Transportation Services
Agency (CTSA). Beginning in 1990 with the passage of the federal Americans
Orange County Transportation Authority
550 South Main Street /P. O. Box 14184 /Orange /California 52863.1584 /(714) 560 -OCTA (6282)
(Ai
Senior Mobility Program Page 2
with Disabilities Act, transportation services for persons with disabilities began
to take priority for available resources. By 1995, Dial -A -Ride and CTSA
services were transitioned into ACCESS service and focused primarily on
meeting strict federal requirements for transportation of persons with
disabilities. OCTA has continued to operate some services exclusively for
seniors, including transportation to congregate meal programs in partnership
with the County Area Agency.on Aging (AAA) and service for Adult Day Care
and Adult Day Health Care programs. However, since the implementation of
the ADA, there has been continued interest among seniors and senior
advocates in securing more public transportation service exclusively for
seniors.
One response to this interest was OCTA's establishment in 1998 of the Senior
Pilot Program, which permits local jurisdictions to directly receive operating
funds and vehicles for provision of congregate meal transportation and other
senior transportation services in lieu of the service provided by OCTA. The
results of this program have been reported on several earlier occasions to the
Board of Directors. To date, six cities have voluntarily tried this program. All
have reported the ability to offer more services with a greater degree of
customer satisfaction. The lessons learned from the Senior Pilot Program have
been used to develop the more comprehensive Senior Mobility Program
proposal.
In June 2000, OCTA adopted the. findings and recommendations of a
comprehensive Senior Transportation Analysis that looked at senior
transportation needs and issues over the next twenty years. A key finding of
this study, shown in Attachment B, is the anticipated rapid growth over the next
five to ten years in the number of older seniors, many of whom will not be able
to drive and will need to find transportation alternatives. The study report
provided a broad range of recommendations to help meet senior mobility
needs. Key among these was identifying new funding sources and establishing
new local transportation services for seniors. The S_ enio_ r Mobility Program
proposal is aimed at these recommendations.
In preparing this program proposal, OCTA staff has met face=to -face with staff
from all of the cities in Orange County (with the exception of Aliso Viejo and
Laguna Beach), and with the County Area Agency on Aging and Health Care
Agency to get feedback and make refinements. In addition, a letter regarding
the proposal and a copy of this Board report has been sent to all city managers
to provide information and solicit any feedback or comments they may have.
`�o
Senior Mobility Program Page 3
Discussion
With the Senior Mobility Program, OCTA will provide transit vehicles and
operating funds to cities and the County of Orange to enable them to establish
local transportation service for seniors. These local services will complement
OCTA's regional bus and ACCESS paratransit services. Participation in the
program by cities and the County is entirely voluntary. Local jurisdictions will
have broad discretion in how the resources can be used and how local senior
transportation services can be provided. Services can be operated by the local
jurisdiction, they can be contracted, or resources can be provided directly to
users through a bus or taxi subsidy or voucher. Operations can include a local
fixed- route, demand responsive, feeder or subscription service, as long as
what is offered does not duplicate OCTA's existing bus service. Service can be
confined to the local community or offered to destinations in other areas. Cities
may also operate joint programs on a sub regional basis. Trip purposes and
program eligibility requirements can be tailored to local needs.
WHAT OCTA PROVIDES
OCTA will provide vehicles, operating funds and technical assistance to enable
participating local jurisdictions to offer local senior transportation services.
Each participating jurisdiction will receive the following:
1. An annual grant of transit operating funds according to a formula based on
each jurisdiction's share of Orange County's population 65 years of age and
older (Attachment C). The formula is based on U.S. Census Bureau,
Census 2000 numbers adjusted annually by the Center for Demographic
Research at California State University, Fullerton. For jurisdictions that have
been participants in the County Area Agency on Aging (AAA)/OCTA
congregate meal transportation program and are receiving federal Older
Americans Act (OAA) funding, these funds will be "passed through" to the
local jurisdiction for the Senior Mobility Program as part of the OCTA
formula allocation -of- operating. funds�Attachment C).
2. An annual increase in the allocation of operating funds based on two
factors: a) the change in the Consumer Price Index (CPI) as defined by the
May 2000 Chapman University forecast; and b) the growth in senior
population, age 65 and older, as defined by the Center for Demographic
Research.'
' For some cities the annual allocation of operating funds will exceed their population
fair share, based on prior participation in the existing County Area Agency on Aging
(AAA) /OCTA congregate meal transportation program. These "overfunded" cities will
receive an annual funding increase based solely on the increase in senior population
(no CPI adjustment) until such time as their annual allocation is in line with the
population fair share amount.
3l
Senior Mobility Program
Page 4
3. Refurbished surplus 17- passenger lift- equipped paratransit vehicles
provided at no cost to the local jurisdiction. These will be OCTA ACCESS
vehicles that have been used for 5 years and /or 150,000 miles.
Refurbishment will include paint, tires, and safety and mechanical
inspection /repair. The number of vehicles each jurisdiction receives will be
proportional to its share of operating funds. Local jurisdictions can receive
additional vehicles for the cost of refurbishment (estimated at $3000 per
vehicle). Vehicles will be the property of the local jurisdiction
4. For every vehicle received, a replacement vehicle will be provided by OCTA
every three years at no cost to the local jurisdiction.
5. OCTA will maintain a small contingency vehicle fleet that can be used as
short-term backup should a local jurisdiction unexpectedly have an
inoperative vehicle that would prevent operation of service.
6. Technical assistance with service design and startup. OCTA staff and
consultants will provide assistance with service design, contracting and
contract oversight. Typically this support will be provided through
workshops and organized training sessions.
7. Ongoing training support. OCTA staff will convene periodic training and
information- sharing workshops for the benefit of staff of local jurisdictions
that have responsibility for implementation and operation of local senior
transportation services.
WHAT LOCAL JURISDICTIONS MUST DO
Participation in the Senior Mobility Program will be voluntary on the part of local
jurisdictions. They may. enroll in the program by sending a written request to
OCTA and by entering into an up to five -year renewable cooperative
agreement. To be a participant, each local jurisdiction must do the following:
1. Agree to provide senior transportation services that do not duplicate OCTA
services. Services can be contracted or provided by the local jurisdiction.
Also, a "user- side" subsidy may be provided directly to seniors to offset the
costs of existing transit or cab services. Minimum age for a senior eligible to
U-96 the services is sixty (60). However local jurisdiction may establish its
own age and eligibility criteria within this minimum standard.
2. Agree to match the operating funds provided by OCTA on an 80 percent
OCTA to 20 percent local basis. The local match may be made up of cash
subsidies, fare revenue, or in -kind services. The match required will grow
as the OCTA funding level grows each year.
3. Jurisdictions receiving Older Americans Act funding from the County /AAA
must maintain existing transportation to congregate meal programs. This is
a "pass- through" requirement of the County /AAA.
4. Use a competitive procurement process if services are contracted, and use
disabled - accessible vehicles for operations.
Senior Mobility Program Page 5
5. Provide basic system operating data to OCTA. This will include number of
passengers, vehicle service hours and miles, and monthly operating costs.
6. Provide information for annual fiscal audits and triennial performance audits
required of Local Transportation Fund (LTF) recipients.
PROGRAM BENEFITS
The Senior Mobility Program, . if fully implemented, will provide up to
approximately $28 million in senior transportation services over the next 10
years. Based on experience with the Senior Pilot Program and discussions with
managers of senior service programs, the following benefits could be
anticipated:
• Expanded Services for Seniors — OCTA's funding commitment to senior -
only transportation services would increase by more than two- hundred
percent over the next 10 years. Local senior transportation services could
be provided in all Orange County jurisdictions. Services are available in
only a limited number today. Built -in growth in funding would allow
programs to expand with the increase in senior population.
• Greater Equity and Certainty — Currently senior transportation services
are provided in only seventeen local jurisdictions, and the allocation is
historical, not formula based. The Senior Mobility Program makes
resources available equitably to all jurisdictions over the long term. No
jurisdiction would lose any existing funding, and all would .benefit from
annual growth to match increases in senior population.
• Local Contol — Experience with the Senior Pilot Program has shown the
benefits of local control. Participating jurisdictions have been able to tailor
transportation services specifically to the needs of the community.
Depending upon the area, examples include provision of shopping trips, .
medical trips and local demand - responsive services, in addition to senior
centertrips.
• Customer Satisfaction — User surveys conducted for the OCTA Senior
Transportation Analysis showed-that local senior transportation services
consistently have the highest levels of customer satisfaction. Experience
with the pilot program bears this out. Services can be tailored and adjusted
on -site to meet changing customer needs and conditions.
• Lower Cost for Service — Under the pilot program, local jurisdictions have
been able to provide more service for a lower cost. Average per vehicle
hour costs for the pilots average approximately $ 35.00 as compared to
OCTA's average unburdened paratransit service hour cost of $ 42.00 ($55
fully burdened). The difference can be attributed to local versus countywide
coverage, and grouping opportunities and scheduling flexibilities not
applicable to most of OCTA's paratransit services.
33
Senior Mobility Program
Page 6
Augmentation of OCTA Fixed -Route and ACCESS Services — Addition
of local services for seniors who need transportation only within their
community provides another option that is complementary to OCTA's
regional bus and ADA service. These services have existed since the mid -
1980's in Los Angeles County, funded by the Proposition A 1/2 cent sales
tax, and have worked successfully to augment regional bus,rail and ADA
paratransit service there.
FUNDING AND FISCAL IMPACT
Total OCTA costs; including operating funds, vehicles and support for the
Senior Mobility Program for the next ten years are estimated to be just under
$19 million (Attachment A). These funds will be provided from OCTA's primary
source of transit operating funds, the Local Transportation Fund (LTF).
Specifically, funds will be allocated under Article 4.5, which permits funding to
be provided to local jurisdictions for community transit services with minimal
impact on OCTA's ability to meet LTF performance criteria for its fixed -route
transit operations. No federal funds will be used by OCTA for this program.
The program funding level was established based on OCTA's ability to sustain
support and provide annual growth over the long term. Sufficient funds have
been budgeted in FY 2001 -02 to begin implementation, and both mid and long-
term projections have been done to confirm sustainability for the next ten to
twenty years. It was assumed for this analysis that the LTF program is
preserved, at least in its current form, by the California legislature. For
purposes of forecasting actual program costs, it was assumed that not all local
jurisdictions would enter the program until the third year. However, as a
practical matter, it may take longer before all jurisdictions join, and some may
never do so. Nevertheless, for purposes of determining sustainability, full
participation was evaluated. In addition, analysis of the paratransit vehicle fleet
replacement schedule was done to confirm sufficient availability of surplus
vehicles to support the program.
IMPLEMENTATION SCHEDULE
If the Board approves the program, actual funding and vehicle allocations can
begin early in calendar year 2002. This allows sufficient time for local
jurisdictions to prepare for service implementation and to process cooperative
agreements between cities and the OCTA: Initially, it is expected that as many
as sixteen cities would be participants. This includes cities that, are already part
of the Senior Pilot Program, cities preparing to enter the Pilot Program, and
cities that already have some type of local senior transportation program in
operation as follows:
10
Senior Mobility Program
Current Pilot Program
Cities
Brea
La Habra
Laguna Niguel
Huntington Beach
San Clemente
Tustin
Prospective Pilot
Program Cities
Buena Park
Westminster
San Juan Capistrano
CountyNietnamese Center
Locally Operated
Services
Costa Mesa
Irvine
Laguna Woods
La Palma
Newport Beach
Santa Ana
Page 7
ROLE OF THE COUNTY
It is assumed that County funding for the Senior Mobility Program will be
limited to a pass through of existing federal Older Americans Act (OAA) funds
for senior congregate meal transportation services in those eligible jurisdictions
that choose to participate. This amount would be $361,225 per year at full
participation. This assumption is based on input from County staff and
historical experience with OAA funding which has been static for many years. If
increased federal OAA authorization and appropriations are made, or other
funds become available to the County for senior services, this assumption
could be revisited.
Staff has had preliminary discussions with the County regarding use of a
portion of Measure H Tobacco Settlement Funds for senior non- emergency
medical transportation. The County is evaluating various options for
expenditure of these funds, including integration with the Senior Mobility
Program. If that option were to be pursued, additional funds could be provided
to local jurisdictions that agree to apply them specifically to non - emergency
senior medical trips.
OTHERISSUES
Although the Senior Mobility Program proposal is comprehensive, there are a
few exceptions and other issues that should be noted. These are as follows:
• Laguna Beach - Laguna Beach is not included in the funding allocation
for this program. Laguna Beach is the only city. in Orange County that
receives its own municipal allocation of LTF funds that can be used for
transit services within the city. Currently these funds are used for a local
transit service, shuttles for the Festival of Arts and a taxi subsidy
program. Laguna Beach does not use all of the funds it currently has
available, so it can implement local senior services using its own
allocation and does not need OCTA's LTF funds for this purpose.
Laguna Beach would be eligible for vehicles through OCTA's surplus
vehicle donation program and for technical assistance and support if it
started senior service.
�3�
Senior Mobility Program
Page 8
• Ethnic Programs - Currently there are two congregate meal
transportation programs that serve ethnic communities and whose
operation is not associated with a local jurisdiction — the Vietnamese
Community Center of Orange County (VCOC) and the Southern
California Indian Center. For purposes of Senior Mobility Program
planning, funding and vehicle allocations for these sites have been
included with that for the county unincorporated area. As private non-
profits, these centers, if they choose to participate in the Senior Mobility
Program, cannot receive the LTF funds directly. The funds must be
provided to a city or the County. The VCOC is interested in participating,
and the city of Santa Ana has agreed to act as the pass through agency
for the program. If and when the Indian Center chooses to participate, a
similar arrangement would need to be made.
• Unincorporated Areas - Funds have been programmed in the Senior
Mobility Program for the County unincorporated area. Currently seniors
in some unincorporated areas attend senior congregate meal programs
and receive transportation services from neighboring cities. Under the
Senior Mobility. Program, this practice could continue and be expanded
to other unincorporated areas where seniors desire service. However,
arrangements would need to be made between the County and the
affected cities to transfer the program funding, matching funds and
vehicles for any transportation services provided. Also, if new
incorporations occur, funding allocations would be shifted from the
unincorporated area to the new jurisdiction (s).
Summary
A new Senior Mobility Program to provide resources to cities and the County
for the provision of local transportation services for seniors is proposed. If
approved, the program could result in as much as $28 million in senior
transportation services in Orange County over the next ten years.
Affachmenfs
A. Aggregate Cost
B. Senior Demographics
C. Individual Jurisdiction Cost
D. Findings Pertaining to Filing of Article 4.5 Local Transportation Fund
Claims for Community Transit Services
SL
Senior Mobility Program
Prepared by:
Approved by:
Monte Ward Steve Wyl
Manager of Special Projects Assistant CEO
(714) 560 -5582 (714) 560 -5482
Page 9
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COOPERATIVE AGREEMENT C -2 -
BETWEEN
THE ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
THE CITY OF NEWPORT BEACH
FOR A PILOT PROGRAM REGARDING SENIOR TRANSPORTATION
THIS AGREEMENT is made and entered into this day of , 2002 by and
between the Orange County Transportation Authority, a public corporation of the State of California
(hereinafter referred to as "AUTHORITY") and the City of Newport Beach (hereinafter referred to as
"CITY").
RECITALS
WHEREAS, AUTHORITY has been retained by the Area Agency on Aging (AAA) to provide
countywide transportation of seniors to nutrition sites funded by AAA; and
WHEREAS, CITY is desirous of obtaining transportation services for seniors of the City of
Newport Beach; and
WHEREAS, AUTHORITY and CITY jointly wish to expand the senior transportation services
available by looking at alternative methods of providing transportation services to the seniors; and
WHEREAS, AUTHORITY and CITY agree to enter into the senior mobility program concerning
senior transportation services; and
WHEREAS, this Cooperative Agreement defines the roles and responsibilities of AUTHORITY
and CITY in executing a senior mobility program for senior transportation;
NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as
follows:
ARTICLE-i. COMPLETE AGREEMENT
A. This Agreement, including all exhibits and documents incorporated herein and made
applicable by reference, constitutes the complete and exclusive statement of the term(s) and
condition(s) of the agreement between AUTHORITY and CITY and it supersedes all prior
representations, understandings and communications. The invalidity in whole or in part of any term or
condition of this Agreement shall not affect the validity of other term(s) or condition(s).
B. AUTHORITY's failure to insist in any one or more instances upon CITY's performance of
any term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment of
AUTHORITY's right to such performance or to future performance of such term(s) or condition(s) and
L: CAMMICLERIC. ORDPROGAGREUC11961
Page 1 of 5 ,
AGREEMENT NO. C -2-
CITY's obligation in respect thereto shall continue in full force and effect. Changes to any portion of
this Agreement shall not be binding upon AUTHORITY except when specifically confirmed in writing by
an authorized representative of AUTHORITY by way of a written amendment to this Agreement and
issued in accordance with the provisions of this Agreement.
ARTICLE 2. RESPONSIBILITIES OF THE AUTHORITY:
A. AUTHORITY agrees to provide funds annually in the amount specified in the attached
Exhibit B, "Projected Funding Levels" through 2011 for the senior mobility program using funds
obtained from the Older Americans Act as allocated by Orange County's AAA, and Article 4.5 of the
State of California Transportation Development Act.
B. The funding levels are determined each year based on changes in senior population.
Annual allocations will be calculated using actual growth in senior population and the Consumer Price
Index (CPI).
C. AUTHORITY will pay to CITY the AUTHORITY's annual contribution for the first fiscal
year within thirty (30) days of receipt of a request to draw down Senior Mobility Program funds or the
start of service, whichever is later. Subsequent annual contributions will be paid to the CITY by July
30"' of the following year.
D. All unused or unmatched AUTHORITY funds shall be deducted from the following fiscal
year allocations.
'�?t E. AUTHORITY will administer and coordinate the pilot program with the AAA.
areas:
F. AUTHORITY will provide technical assistance to CITY, if requested, in the following
1) Vehicle donations; and
2) Periodic workshops on a variety of topics
G. AUTHORITY will establish a network of local operators who will meet on a regular basis.
ARTICLE 3. RESPONSIBILITIES OF CITY:
A. CITY agrees that all funds received from AUTHORITY as specified in Article 2A above
will be used exclusively for providing acce senior transportation services that do not duplicate
AUTHORITY's services as specified ' Exhibit hibit A led "Scope of Work."
-
B. CITY agrees to a twenty per cent (20 %) match of funds provided by AUTHORITY. Local
match may be made up of cash- subsidies, fare revenues, or in -kind contributions.
C. CITY may contract with a third party service provider to provide senior transportation
services provided that:
1. Contractor is selected using a competitive procurement process; and
Page 2 of 5
L: CAMMI/ REBECCAWORKING IAGREEMENTSINO.10RAR SMP
_1
AGREEMENT NO. C -2-
2. Wheelchair accessible vehicles are available and used when requested.
E. CITY shall procure and maintain insurance coverage during the entire term of this
Agreement. Coverage shall be full coverage or subject to self - insurance provisions. CITY shall provide
the following insurance coverage:
1. Commercial General Liability, to include Products/Completed Operations, Independent
Contractors', Contractual Liability, and Personal Injury Liability with a minimum of $1,000,000 of coverage.
2. Automobile Liability Insurance with Primary Bodily Injury with a mimic of $1,000,000
combined single limits;
3. Workers' Compensation with limits as required by the State of California;
4. Employers' Liability with limits of a minimum of $100,000; and
5. Proof of such coverage, in the form of an insurance company issued policy
endorsement and a broker issued insurance certificate, must be received by AUTHORITY prior to
commencement of any work. Proof of insurance coverage must be received by AUTHORITY within
seven (7) calendar days from the date of execution of the Agreement. AUTHORITY must be named as
an additional insured on the certificate and endorsement. CITY shall include on the face of the
Certificate of Insurance the Agreement Number C-2 -_; and, the Procurement Administrator's
Name, Rebecca Potter.
F. CITY agrees to provide AUTHORITY with monthly summary reports of the CITY's senior
mobility program. CITY shall submit monthly summary report within twenty (20) calendar days as
specified i Exhibi� t Cjenior Mobility Monthly Report," included in this Agreement, which is
lncorporate� made part of this Agreement.
ARTICLE 4. TERM OF AGREEMENT:
This Agreement shall commence upon execution by both parties, and shall continue in full force
and effect and shall extend through June 2007 as mutually agreed to by both parties. The
AUTHORITY retains the option to extend this agieemenf throw June 30, 20 11
ARTICLE 5. NOTICES
All Notices pertaining to this Agreement and any communications from the parties may be made
by delivery of said notices in person or by depositing said notices in the U.S. Mail, registered or certified
mail, return receipt requested, postage prepaid and addressed as follows:
TO CITY
TO AUTHORITY:
Page 3 of 5
L' CAMM/ BEBECCAANDRKING /AGREEMENTSMO.iDRAFT SMP
ys
R
r
I_rli��ii[�Ii;l9
AGREEMENT NO. C -2-
Orange County Transportation Authority
550 S. Main Street
P.O. Box 14184
Orange, CA 92863 -1584
ATTENTION: Rebecca Potter, C.P.M.,
Senior Procurement Administrator
( 1 (7141560 -5619)
ARTICLE 6. FEDERAL, STATE AND LOCAL LAWS:
AUTHORITY and CITY agree that in performance of their obligations under this Agreement,
they shall comply with all applicable federal, California State and local laws, statutes and ordinances
and all lawful orders, rules and regulations promulgated thereunder.
ARTICLE 7. ORDER OF PRECEDENCE
Conflicting provisions hereof, if any, shall prevail in the following descending order of precedence:
(1) the provisions of this Agreement, including all exhibits; (2) AUTHORITY's staff report dated September
6, 2001; (3) all other documents, if any, cited herein or incorporated by reference.
ARTICLE 8. AUDIT AND INSPECTION OF RECORDS
City shall provide AUTHORITY, or other agents of AUTHORITY, such access to CITY's accounting
books, records, payroll documents and facilities as AUTHORITY deems necessary. CITY shall maintain
such books, records, data and documents in accordance with generally accepted accounting principles
and shall clearly identify and make such items readily accessible to such parties during CITY's
performance hereunder and for a period of five (5) years from the date of final payment by CITY.
AUTHORITY's right to audit books and records directly related to this Agreement shall also extend to all
first -tier subcontractors.
ARTICLE 9. TERMINATION
--A. --- AUTHORITY or CITY may, - for- its--own convenience, terminate this Agreement at any
time in whole or in part by giving the other party written notice thereof of not less than ninety (90) days
in advance of the specified date of termination.
B. If Agreement is terminated prior to July I" of any year within the term, the CITY shall
return funds on a prorated basis for that annual allocation.
ARTICLE 10. INDEMNIFICATION
A. CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
employees and agents from and against any and all claims (including attorney's fees and reasonable
expenses for litigation or settlement) for any loss or damages, bodily injuries, including death, damage
L: CAMM/ /REBECCANJORKING /AGREEMENTS /NO.IDRAFf SMP Page 4 of 5
4`}
AGREEMENT NO. C -2-
to or loss of use of property caused by the negligent acts, omissions, or willful misconduct by CITY, its
officers, directors, employees, agents, subcontractors or suppliers in connection with or arising out of
the performance of this Cooperative Agreement.
B. CITY shall maintain adequate levels of Insurance, or self - insurance to assure full
indemnification of AUTHORITY.
ARTICLE 11. FORCE MAJEURE
Either party shall be excused from performing its obligations under this Agreement during the
time and extent that it is prevented from performing by a cause beyond its control, including, but not
limited to: any incidence of fire, flood; acts of God; commandeering of material products, plants or
facilities by the federal state or local government; national fuel shortage; or a material act of omission
by the other party; when satisfactory evidence of such cause is presented to the other party, and
provided further that such nonperformance is unforeseeable, beyond the control and is not due to the
fault or negligence of the party not performing.
IN WITNESS THEREOF, the parties hereto have caused this Agreement No. C -2 -_ to be
executed on the date first written above.
CITY ORANGE COUNTY TRANSPORTATION AUTHORITY
Arthur T. Leahy
Chief Executive Officer
APPROVED AS TO FORM: APPROVED AS TO FORM:
L:
DRAFT SMP
By
Kennard R. Smart, Jr.
Legal Counsel
Page 5 of 5
Senior Mobility Transportation Project
Monthly Reporting Form
OCTA
Service for the month of:
Program Name:
City:
Contact Person:
Contact Phone:
Trip category
Number of
passengers
Vehicle service
hours
Vehicle service
miles
Nutrition Trips
Medical Trips
Shopping Trips
Other Trips (Please
specify trip a below ")
Totals
OCTA monthly contribution amount:
City monthly contribution amount:
Total operating cost for month:
Source City contributions
Comments:
\!
Please complete the information requested in this form and fax the completed form to OCTA, Attention
CTS Department at (714) 560 -5914 by the 15th day of the month following the reporting month.
Please contact the Transportation Analyst at (714) 560 -5425 if you have any questions or require
assistance with the completion of this form.
"Please specify other trip types being provided to seniors in this space
C:\wINDOVV&TEMPISMP Monthly Report . Exhibit C.doc
Senior Mobility P.M. Check List Inspection
Date
Bus#
TERMINAL
workorder#
lCurrent Mileage
Last inspection miles El
A. Employee must check off all boxest Note all discrepancies on reverse side
Miles between
B. Check files and open workorders
C. Interior
E
x . ° E. UndffJ ood
1
Entry door operation and seats
2
Temperature and oil warning devices
3
Neutral safety system
4
Hom, gauges and dash lights
5
Heater, defroster and fan
6
Windshield wipers and washer
7
Indicator lights
8
lThrottle operation
9
Steering free pla In.
10
Applied and una plied brake test for vacum loss
11
Interior lights
12
Windshield and window glass condition
13
Window mechanism and seals
,14
Seat condition
,5
Interior body, floor and stantions
`16
1 Fire extinguisher date and bracket
17
Road warning devices
18
First aid kits
t 19
Emergency exits operation, warning devices and signs
20
interior clean
121 1
Back up alarm
e`
'1
All exterior lights and si nals
.2
Mirror condition and mounting
3
Record body dame e
4
Bumper bolts
5 -
Paint lettering and-appearanoe
6
Emergency exits
7
Axle flange and iug nuts, oil hubs
8
Tire side wall condition, cracked wheels, valve stem
9
Valve stem cap, alignment of rear duels
9
Tread depth
11
LF RF LRO
12
LRI RRO RRI
10
Tire inflation: Record and inflate
14
LF RF LRO
15
LRI RRO RRI
1
lCheck for visible leakage
2
Engine oil level
_L
3
Transmission fluid level and condition
4
Brake fluid
5
Power steering fluid
6
Check all belts
7
Component and accessory mounting
8
Check all hoses and routing
9
lCoolant level and protection o/f ph
10
Pressure test cooling system
11
Water pump and fan dutch play
12
Air filter condition - check restriction gauge
13
Check exhausts stem
14
Battery fluid level and mounting
15
Clean battery and connections
16
Drain fuel/water separator
d
Y �
1
Kingpin and wheel b afing play
2
Tire wear, condition and matching
Leakage at backing plates and wheel seals
_L
4
Steering box, mounting leakage looseness and leaks
5
Front shocks and mounting
6
Front s rings, bushings
7
En dine leaks, lines, filters, hoses and engine mounts
8
Starter and connections
9
I Exhaust system and mountin
10
ITransmission mounted parking brake
11
Transmission leaks
12
Output shaft play
13
Driveshaft guard, U joints and retarder
14
Body hold downs and insulators
15
Wring along frame
16
Differential leaks, fluid level
17
Pinion play
18
Breather vent
19
Rear shocks and mounting
20
Rear s rings, bushings and U bolts
21
Leakage at backing plates and wheel seals
22
Fuel tank straps and lines
23
Tail pipe hangers
24
Lube entire chassis
25 1
Check drag link. tie rods and idler arms
4�
Senior Mobility P.M. Check List
Q
d
a
Brakes Y P)
Visible and audible leaks
Check all lines alon2 chassis
Check brake booster and hoses
Hydraulic lines
Remove wheels and check the following Items
Pads and rotors
Check pins and caliber's
Roadtest
Note repairs needed
Signature of Inspecting Mechanic
6,000 miles- inspectionfoil change
30,000 Transmission service
60,000 Differential service
5:111111111 in i a MUMMA
Inspection
d
a
1
Check lift for proper operations
2
Inspect for stress, cracks, mounting and alignment
3
Check ins
4
Check the complete hydraulic system
5
Check micro switches and electrical wiring
6
1 Check all system covers and warning signs
7
Check safety barrier
B
Lube complete lift
9
Check wheelchair seourements, proper amount and o eration
10
Lift door warning device
11
Lift cover in place
Signature of Supervisor
�2
Mar 18 02 08:54a Oasis Senior Ctr 949 6407364 p•2
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