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HomeMy WebLinkAbout10 - OCTA Senior Mobility Service Plan Approval10-1 NEWPORT BEACH City Council Staff Report COUNCIL STAFF REPORT CITY OF April 26, 2016 Agenda Item No. 10 ABSTRACT: Council approval is requested to approve the Orange County Transit Authority’s (OCTA) Senior Mobility Program (SMP) Cooperative Agreement Service Plan. The current Cooperative Agreement provides funding to the OASIS Senior Center to help offset expenditures of the Senior Transportation Program. OCTA has revised the SMP guidelines and now requires each participating program agency to provide a Council approved Service Plan to OCTA as part of the agreement. RECOMMENDATION: Approve the OCTA Senior Mobility Service Plan to include new guidelines established by the OCTA Board of Directors. FUNDING REQUIREMENTS: There is no fiscal impact related to this item. DISCUSSION: The OCTA Senior Mobility program has been providing funding to the City of Newport Beach transportation program since 2002 through a Cooperative Agreement which currently provides $130,000 annually to the program managed by the Recreation & Senior Services Department. Over 14,000 rides are provided annually by OASIS to a vulnerable population, linking them to critical health and community services that help to manage and improve their wellbeing. Funds from the OCTA grant originate from a 1% Measure M sales tax revenue which is then calculated for each jurisdiction based on the respective percentage of residents over 60 years of age in the City using US Census data. The current Cooperative Agreement Guidelines (Attachment A) were established in 2011 and are due for a five year renewal June, 2016. TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:Laura Detweiler, Recreation & Senior Services Director LDetweiler@newportbeachca.gov - 949-644-3157 PREPARED BY:Celeste Jardine-Haug, Senior Services Manager CHaug@newportbeachca.gov - 949-644-3247 TITLE:Orange County Transportation Authority Senior Mobility Service Plan Approval Orange County Transportation Authority Senior Mobility Service Plan Approval April 26, 2016 Page 2 10-2 In late 2015, audits were conducted on SMP services which resulted in revised SMP guidelines as illustrated in Attachment B. The revisions to the SMP guidelines apply universally to all participating agencies, and while they might have impact on others, the OASIS transportation program is currently operating within these newly establish guidelines and therefore has no impact on its operations. In addition, SMP participants are being required to submit a Service Plan (Attachment C) to OCTA which will be incorporated as an attachment to all SMP Cooperative Agreements. This service plan must be formally approved by the City Council and forwarded to the OCTA Board of Directors for final approval and consideration of a five year extension of the Cooperative Agreement. It is expected that the extension will come forward to City Council for authorization in June 2016. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A – Current Cooperative Agreement Guidelines Attachment B – Revised Policy Guidelines Attachment C – OCTA Senior Mobility Service Plan Measure M2 Project U Senior Mobility Program Guidelines February 2011 Topic Current Program under Transportation Development Act Measure M2 Allocation Method  Number of 65+ residents in a local jurisdiction multiplied by cost per senior  Proportion of 60+ residents in a local jurisdiction (relative to total county senior population) multiplied by available Measure M2 (M2) revenues  Population data source: official decennial census reported by the U.S. Census Bureau Growth Parameters  Cost per senior escalated annually by projected Consumer Price Index  Senior population increased by Center for Demographic Research estimates  Senior population distribution recalculated as new decennial census figures become available from the United States Census Bureau  Dependent on actual sales tax receipts Funding Distribution  Funds distributed at the onset of the fiscal year  Funds distributed bi-monthly based on actual sales tax receipts (similar to distribution to local jurisdictions under the Fair Share program for Local Streets and Roads)  For cities that realize a reduction in Senior Mobility Program (SMP) revenues under M2 guidelines, Transportation Development Act (TDA) Article 4.5 funds will be allocated to cities in an amount no greater than FY2010-11 funding levels, less M2 SMP revenue, for up to three years.  TDA disbursements will be sent to applicable cities at the same time as the last bi-monthly distribution of M2 funds for the fiscal year. ATTACHMENT A 10-3 Measure M2 Project U Senior Mobility Program Guidelines February 2011 Topic Current Program under Transportation Development Act Measure M2 Unallocated Funds  Partial distribution to community centers and ACCESS service  Distributed to other M2 Project U programs and/or ACCESS service Non-Profit/Community Center Participants Funding  Funded via TDA sales tax  Continue to fund via TDA sales tax in an amount commensurate with fluctuation of TDA sales tax receipts Office on Aging Nutrition Program  County Older Americans Act funding passed through to eligible participants by OCTA as part of SMP allocation  County to distribute Older Americans Act funding separately as part of senior nutrition program Local Match  20 percent local match  80 percent Orange County Transportation Authority (OCTA) (and Office on Aging for cities receiving nutrition program funding)  20 percent local match  80 percent OCTA Reporting Requirements  Monthly reports with trip data by type of trip and monthly funding disbursements  Annual audits  Monthly reports with trip data by type of trip and funding disbursements  Annual audits Eligible Customers  Minimum age of 60+  City/organization may establish additional customer eligibility criteria  All seniors age 60+ 10-4 1 0 - 5 A T T A C H M E N T B S e n i o r M o b i l i t y P r o g r a m P r o j e c t U F u n d i n g a n d P o l i c y G u i d e l i n e s M a r c h 2 0 1 6 1 . 0 O v e r v i e w T h e M e a s u r e M 2 ( M 2 ) P r o j e c t U - S e n i o r M o b i l i t y P r o g r a m ( S M P ) p r o v i d e s f u n d i n g t o s u p p o r t l o c a l , c o m m u n i t y - b a s e d t r a n s p o r t a t i o n s e r v i c e f o r s e n i o r s . O r i g i n a l l y e s t a b l i s h e d i n 2 0 0 1 u s i n g l i m i t e d s t a t e f u n d i n g f o r b u s o p e r a t i o n s , M 2 P r o j e c t U S M P f u n d i n g w a s e s t a b l i s h e d t o c o n t i n u e a n d e x p a n d t h e e x i s t i n g p r o g r a m . A f o r m u l a f u n d i n g a l l o c a t i o n w a s e s t a b l i s h e d f o r a l l O r a n g e C o u n t y l o c a l j u r i s d i c t i o n s b a s e d u p o n t h e i r s e n i o r p o p u l a t i o n . O n e p e r c e n t o f M 2 n e t r e v e n u e i s u s e d t o f u n d t h e p r o g r a m a n d l o c a l j u r i s d i c t i o n s m u s t p r o v i d e a m i n i m u m 2 0 p e r c e n t l o c a l m a t c h o f t h e t o t a l a n n u a l p r o g r a m e x p e n d i t u r e s . T h e O C T A B o a r d o f D i r e c t o r s a p p r o v e d t h e s e g u i d e l i n e s o n ( D a t e ) . T h e p u r p o s e i s t o p r o v i d e s t r u c t u r e a n d d e f i n i t i o n s f o r a l l e l i g i b l e M 2 j u r i s d i c t i o n s r e c e i v i n g S M P f u n d i n g . O C T A s h a l l e n f o r c e t h e p r o v i s i o n s s p e l l e d o u t i n t h e s e g u i d e l i n e s . 2 . 0 O b j e c t i v e s • T o p r o v i d e f o r l o c a l , c o m m u n i t y - b a s e d s e n i o r t r a n s p o r t a t i o n s e r v i c e s . • T o a l l o w l o c a l j u r i s d i c t i o n s t o d e v e l o p a n d i m p l e m e n t s e n i o r t r a n s p o r t a t i o n s e r v i c e s t o s e r v e t h e i r c o m m u n i t y . • T o p r o v i d e t r a n s i t o p t i o n s f o r s e n i o r s w h i c h c o m p l e m e n t r a t h e r t h a n d u p l i c a t e O C T A f i x e d r o u t e a n d A C C E S S p a r a t r a n s i t s e r v i c e . 3 . 0 E l i g i b i l i t y R e q u i r e m e n t s P a r t i c i p a t i o n i n t h e S M P i s c o n t i n g e n t u p o n m a i n t a i n i n g M 2 e l i g i b i l i t y . L o c a l j u r i s d i c t i o n s m u s t b e e l i g i b l e t o r e c e i v e M 2 f u n d i n g , e s t a b l i s h e d o n a n a n n u a l b a s i s a s s p e c i f i e d i n t h e M 2 O r d i n a n c e R e q u i r e m e n t s f o r E l i g i b l e J u r i s d i c t i o n s , t o r e c e i v e t h e f o r m u l a a l l o c a t i o n f o r t h i s p r o g r a m . 1 A d h e r e n c e t o s t r i c t f u n d i n g g u i d e l i n e s i s r e q u i r e d . L o c a l j u r i s d i c t i o n s a r e r e q u i r e d t o s u b m i t a S e r v i c e P l a n a s d e s c r i b e d i n S e c t i o n 7 . 0 a n d m u s t e n t e r i n t o a c o o p e r a t i v e f u n d i n g a g r e e m e n t w i t h O C T A t h a t d e f i n e s t h e c o n d i t i o n s o f u s e o f S M P f u n d s p r i o r t o r e c e i v i n g t h e i r S M P f u n d i n g a l l o c a t i o n . 1 O r a n g e C o u n t y T r a n s p o r t a t i o n A u t h o r i t y O r d i n a n c e N o . 3 , A t t a c h m e n t B , S e c t i o n I l l l i P a g e P : \ O C T A \ O P E R A T N S \ C T S \ P r o g r a m s \ M e a s u r e M 2 \ S M P - S e n i o r M o b i l i t y P r o g r ~ m \ G e p e r a l l n f o r m a t l o n \ S M P G u l d e l l n e s . d o c x 1 0 - 6 4 . 0 F u n d i n g A l l o c a t i o n M e t h o d & D i s t r i b u t i o n F u n d i n g f o r t h e p r o g r a m i s i d e n t i f i e d a s o n e p e r c e n t o f M 2 n e t s a l e s t a x r e v e n u e a n d w i l l b e a l l o c a t e d t o e l i g i b l e l o c a l j u r i s d i c t i o n s b a s e d u p o n t h e p a r t i c i p a t i n g j u r i s d i c t i o n ' s p e r c e n t a g e o f t h e s e n i o r p o p u l a t i o n o f t h e c o u n t y . S e n i o r p o p u l a t i o n i s d e t e r m i n e d b y u s i n g t h e m o s t c u r r e n t o f f i c i a l d e c e n n i a l C e n s u s i n f o r m a t i o n p r o v i d e d b y t h e U . S . C e n s u s B u r e a u . F u n d i n g a l l o c a t i o n s a r e b a s e d o n a c t u a l s a l e s t a x r e c e i p t s . F u n d i n g w i l l b e d i s t r i b u t e d o n a b i - m o n t h l y b a s i s . S M P f u n d s m u s t b e e x p e n d e d w i t h i n t h r e e y e a r s o f r e c e i p t . O C T A m a y g r a n t a t w o - y e a r e x t e n s i o n b e y o n d t h e t h r e e - y e a r e x p e n d i t u r e l i m i t a t i o n ; h o w e v e r , a n e x t e n s i o n m a y n o t e x c e e d f i v e y e a r s f r o m t h e d a t e o f t h e i n i t i a l f u n d i n g a l l o c a t i o n . J u r i s d i c t i o n s r e q u e s t i n g a n e x t e n s i o n b e y o n d t h e t h r e e - y e a r l i m i t a t i o n m u s t s u b m i t a j u s t i f i c a t i o n l e t t e r f o r r e v i e w a n d a p p r o v a l b y O C T A a t l e a s t 9 0 d a y s p r i o r t o t h e e n d o f t h e t h i r d f i s c a l y e a r . I n t h e e v e n t t h e t i m e l i m i t s f o r u s e o f S M P f u n d s a r e n o t s a t i s f i e d , a n y r e t a i n e d S M P f u n d s t h a t w e r e a l l o c a t e d t o a n e l i g i b l e j u r i s d i c t i o n , i n c l u d i n g i n t e r e s t , s h a l l b e r e t u r n e d t o O C T A . 5 . 0 M a t c h R e q u i r e m e n t s P a r t i c i p a t i n g j u r i s d i c t i o n s m u s t p r o v i d e a m i n i m u m 2 0 p e r c e n t l o c a l m a t c h o f t h e t o t a l a n n u a l p r o g r a m e x p e n d i t u r e s . M a t c h f u n d i n g m a y b e m a d e u p o f c a s h s u b s i d i e s , f a r e r e v e n u e s , d o n a t i o n s , o r i n - k i n d c o n t r i b u t i o n s s u c h a s s a l a r i e s a n d b e n e f i t s f o r t h e j u r i s d i c t i o n ' s e m p l o y e e s w h o p e r f o r m w o r k o n t h e p r o g r a m . J u r i s d i c t i o n s m a y a l s o b e r e q u i r e d t o s u b m i t s u p p o r t i n g d o c u m e n t a t i o n t o s u b s t a n t i a t e l o c a l m a t c h e x p e n d i t u r e s . J u r i s d i c t i o n s a r e n o t r e q u i r e d t o c o n t r i b u t e t h e m i n i m u m m a t c h r e q u i r e m e n t o n a m o n t h l y b a s i s ; h o w e v e r , t h e m i n i m u m 2 0 p e r c e n t m a t c h r e q u i r e m e n t m u s t b e m e t b y t h e e n d o f e a c h f i s c a l y e a r , d e f i n e d a s J u n e 3 0 . J u r i s d i c t i o n s n o t s a t i s f y i n g t h e a n n u a l 2 0 p e r c e n t m a t c h s h a l l b e s u b j e c t t o w i t h h o l d i n g o f f u n d s f r o m f u t u r e b i - m o n t h l y a l l o c a t i o n s e q u a l t o t h e d i f f e r e n c e b e t w e e n t h e a m o u n t o f M e a s u r e M f u n d s a c t u a l l y s p e n t a n d t h e a m o u n t o f M e a s u r e M f u n d s a c t u a l l y m a t c h e d . 2 1 P a g e P : \ O C T A \ O P E R A T N S \ C f S \ P r o g r a m s \ M e a s u r e M 2 \ S M P - S e n i o r M o b i l i t y P r o g r a m \ G e n e r a l l n f o r m a t l o n \ S M P G u l d e l l n e s . d o c x 1 0 - 7 E x a m p l e : T o t a l P r o g r a m E x p e n d i t u r e s T o t a l M 2 F u n d i n g A l l o c a t i o n 2 0 % R e q u i r e d M a t c h A c t u a l R e p o r t e d M a t c h W i t h h o l d i n g C a l c u l a t i o n : T o t a l M 2 F u n d s S p e n t M 2 F u n d i n g E l i g i b i l i t y B a s e d o n A c t u a l R e p o r t e d M a t c h W i t h h o l d i n g f r o m F u t u r e A l l o c a t i o n ( s ) 6 . 0 S e r v i c e G u i d e l i n e s $ 1 0 0 , 0 0 0 $ 8 0 , 0 0 0 $ 2 0 , 0 0 0 $ 1 5 , 0 0 0 $ 8 0 , 0 0 0 - $ 6 0 , 0 0 0 $ 2 0 , 0 0 0 S e r v i c e s p r o v i d e d u n d e r t h e S M P a r e a v a i l a b l e t o i n d i v i d u a l s 6 0 y e a r s o f a g e a n d o l d e r . J u r i s d i c t i o n s h a v e d i s c r e t i o n i n t h e t y p e s o f t r i p s p r o v i d e d w i t h i n O r a n g e C o u n t y , s u c h a s t r i p s t o / f r o m s e n i o r c e n t e r s , m e d i c a l a p p o i n t m e n t s , s h o p p i n g , p e r s o n a l c a r e , a n d s o c i a l / r e c r e a t i o n a l a c t i v i t i e s . J u r i s d i c t i o n s s h o u l d u s e d i s c r e t i o n w h e n p r o v i d i n g t r i p s f o r s o c i a l / r e c r e a t i o n a l a c t i v i t i e s w h e n d e v e l o p i n g t h e i r S e r v i c e P l a n t o e n s u r e p r u d e n t a n d a p p r o p r i a t e u s e o f t a x p a y e r f u n d s . S M P t r i p s o u t s i d e O r a n g e C o u n t y a r e r e s t r i c t e d t o m e d i c a l t r i p s o n l y w i t h i n a p p r o x i m a t e l y 1 0 m i l e s o f t h e O r a n g e C o u n t y b o r d e r . J u r i s d i c t i o n s a l s o h a v e d i s c r e t i o n i n h o w t h e s e r v i c e i s o p e r a t e d . S e n i o r t r a n s p o r t a t i o n s e r v i c e s m a y b e o p e r a t e d u s i n g e m p l o y e e s , v o l u n t e e r s , o r t h e j u r i s d i c t i o n m a y c o n t r a c t w i t h a t h i r d - p a r t y s e r v i c e c o n t r a c t o r . C o n t r a c t o r s m u s t b e s e l e c t e d u s i n g a c o m p e t i t i v e p r o c u r e m e n t p r o c e s s a n d t h e j u r i s d i c t i o n m u s t e n s u r e t h e c o n t r a c t o r i s i n c o m p l i a n c e w i t h p r o g r a m g u i d e l i n e s a n d p r o v i s i o n s i n c l u d e d i n t h e c o o p e r a t i v e f u n d i n g a g r e e m e n t . J u r i s d i c t i o n s w h o s e p r o g r a m o f f e r s s u b s i d i z e d t a x i s e r v i c e f o r s e n i o r s m u s t e n s u r e t r i p s p r o v i d e d w i t h S M P f u n d i n g a r e c o n s i s t e n t w i t h t h e t r i p t y p e s a s s p e c i f i e d i n t h e s e g u i d e l i n e s . W h e e l c h a i r a c c e s s i b l e v e h i c l e s m u s t b e a v a i l a b l e f o r S M P s e r v i c e . J u r i s d i c t i o n s w i l l p e r f o r m , o r e n s u r e t h a t a c o n t r a c t o r p e r f o r m s , m a i n t e n a n c e o f a l l v e h i c l e s u s e d i n t h e S e n i o r M o b i l i t y P r o g r a m . J u r i s d i c t i o n s w i l l e n s u r e t h a t i t s o p e r a t o r s , o r i t s c o n t r a c t e d o p e r a t o r s , a r e p r o p e r l y l i c e n s e d a n d t r a i n e d t o p r o f i c i e n c y t o p e r f o r m d u t i e s s a f e l y , a n d i n a m a n n e r w h i c h t r e a t s i t s r i d e r s w i t h r e s p e c t a n d d i g n i t y . J u r i s d i c t i o n s m a y r e c e i v e r e t i r e d O C T A A C C E S S p a r a t r a n s i t v e h i c l e ( s ) t o s u p p o r t t h e i r s e n i o r t r a n s p o r t a t i o n p r o g r a m . A d d i t i o n a l r e t i r e d A C C E S S v e h i c l e s m a y b e 3 I P a g e P : \ O C T A \ O P E R A T N S \ C T S \ P r o g r a n l s \ M e a s u r e M 2 \ S M P - S e n i o r M o b i l i t y P r o g r a m \ G e n e r a l l n f o r m a t l o n \ S M P G u l d e l l n e s . d o c x 1 0 - 8 p u r c h a s e d , b a s e d o n a v a i l a b i l i t y , f o r a c o s t e q u i v a l e n t t o t h e r e f u r b i s h m e n t c o s t s i n c u r r e d b y O C T A . 7 . 0 S e r v i c e P l a n A d o p t i o n P a r t i c i p a t i n g j u r i s d i c t i o n s s h a l l s u b m i t t o O C T A a S M P S e r v i c e P l a n w h i c h d e f i n e s p r o g r a m s e r v i c e s ( E x h i b i t A ) . T h e S e r v i c e P l a n m u s t b e s u b m i t t e d u s i n g a t e m p l a t e p r o v i d e d b y O C T A a n d m u s t b e a d o p t e d b y t h e j u r i s d i c t i o n ' s g o v e r n i n g b o d y a n d a p p r o v e d b y t h e O C T A B o a r d o f D i r e c t o r s . A n y d e v i a t i o n f r o m t h e a d o p t e d S M P S e r v i c e P l a n m u s t b e s u b m i t t e d t o O C T A i n a d v a n c e f o r r e v i e w a n d a p p r o v a l a n d w i l l r e q u i r e a n a m e n d m e n t t o t h e c o o p e r a t i v e f u n d i n g a g r e e m e n t p r i o r t o i m p l e m e n t i n g a c h a n g e i n p r o g r a m s e r v i c e s . 8 . 0 E l i g i b l e E x p e n s e s P a r t i c i p a t i n g j u r i s d i c t i o n s s h a l l e n s u r e M 2 f u n d s a r e u s e d f o r e l i g i b l e d i r e c t p r o g r a m - r e l a t e d e x p e n s e s w h i c h m a y i n c l u d e c o n t r a c t s e r v i c e p r o v i d e r s , s t a f f t i m e , v e h i c l e m a i n t e n a n c e , f u e l , i n s u r a n c e , v e h i c l e a c q u i s i t i o n , p r o g r a m s u p p l i e s a n d m a t e r i a l s , m a r k e t i n g m a t e r i a l s , a n d c o m m u n i t y o u t r e a c h . J u r i s d i c t i o n s s h a l l e n s u r e a l l c o s t s a r e p r o g r a m - r e l a t e d a n d a r e f a i r a n d r e a s o n a b l e . A d m i n i s t r a t i v e c o s t s u p t o 1 0 p e r c e n t a r e a l l o w e d a n d c o n s i d e r e d e l i g i b l e p r o g r a m e x p e n s e s . A l l p r o g r a m e x p e n s e s a r e s u b j e c t t o a u d i t . N o M 2 f u n d i n g s h a l l b e u s e d b y a j u r i s d i c t i o n f o r o t h e r t h a n t r a n s p o r t a t i o n p u r p o s e s a u t h o r i z e d i n t h e M 2 O r d i n a n c e . 9 . 0 P r o g r a m R e v e n u e P a r t i c i p a t i n g j u r i s d i c t i o n s m u s t m a i n t a i n a d e q u a t e c o n t r o l s f o r c o l l e c t i n g a n d r e p o r t i n g p r o g r a m r e v e n u e , i n c l u d i n g d o n a t i o n s , f e e s , a n d c a s h f a r e s . P r o g r a m r e v e n u e m u s t b e u s e d t o s u p p o r t t h e t r a n s p o r t a t i o n s e r v i c e a n d m a y b e u s e d a s p a r t o f t h e j u r i s d i c t i o n ' s 2 0 p e r c e n t l o c a l m a t c h r e q u i r e m e n t . 1 0 . 0 R e p o r t i n g P a r t i c i p a t i n g j u r i s d i c t i o n s a r e r e q u i r e d t o s u b m i t m o n t h l y r e p o r t s u s i n g a r e p o r t i n g t e m p l a t e p r o v i d e d b y O C T A ( E x h i b i t B ) . R e q u i r e d m o n t h l y r e p o r t i n g d a t a m a y i n c l u d e , b u t i s n o t l i m i t e d t o , t h e f o l l o w i n g : o N u m b e r o f T r i p s b y C a t e g o r y o V e h i c l e S e r v i c e H o u r s o V e h i c l e S e r v i c e M i l e s 4 1 P a g e P • \ O C T A \ O P E R A T N S \ C T S \ P r o g r a i " J s \ M e a s u r e M 2 \ S M P S e n i o r M o b i l i t y P r o g r a m \ G e n e r a l l n f o r m a t l o n \ S M P G u l d e l l n e s . d o c x 1 0 - 9 o P r o g r a m C o s t D e t a i l b y E x p e n s e C a t e g o r y a n d % o f T o t a l O p e r a t i n g C o s t o F a r e s , F e e s a n d O t h e r O p e r a t i n g R e v e n u e o J u r i s d i c t i o n T o t a l C o n t r i b u t i o n & S o u r c e o J u r i s d i c t i o n S h a r e a s % o f T o t a l O p e r a t i n g C o s t o C u m u l a t i v e J u r i s d i c t i o n S h a r e t o D a t e o O C T A C o n t r i b u t i o n o O C T A C o n t r i b u t i o n a s % o f T o t a l O p e r a t i n g C o s t o C u m u l a t i v e C o n t r i b u t i o n R e c e i v e d f r o m O C T A o T o t a l M o n t h l y P r o g r a m O p e r a t i n g C o s t o C u m u l a t i v e T o t a l P r o g r a m O p e r a t i n g C o s t J u r i s d i c t i o n s s h a l l a l s o b e r e q u i r e d t o m a i n t a i n s u p p o r t i n g d o c u m e n t a t i o n t o s u b s t a n t i a t e r e p o r t i n g d a t a . S u p p o r t i n g d o c u m e n t a t i o n m a y i n c l u d e , b u t i s n o t l i m i t e d t o , a c t u a l r e c e i p t s , c o n t r a c t o r i n v o i c e s , t r i p s h e e t s , p a y r o l l , t i m e s h e e t s , f u e l l o g s , a n d m a i n t e n a n c e r e c o r d s / r e c e i p t s . R e p o r t s a r e d u e b y t h e l a s t d a y o f t h e f o l l o w i n g m o n t h . A p r e l i m i n a r y r e p o r t m a y b e s u b m i t t e d ; h o w e v e r , s u b m i s s i o n o f a f i n a l r e p o r t i s r e q u i r e d w i t h i n 1 5 d a y s o f t h e l a s t d a y o f t h e f o l l o w i n g m o n t h . F a i l u r e t o m e e t t h e e s t a b l i s h e d r e p o r t i n g d e a d l i n e f o r t w o m o n t h s a t a n y t i m e d u r i n g t h e f i s c a l y e a r m a y r e s u l t i n f u t u r e w i t h h o l d i n g o f f u n d i n g a n d / o r o t h e r s a n c t i o n s t o b e d e t e r m i n e d . 1 1 . 0 A u d i t s & I n s p e c t i o n o f R e c o r d s M 2 f u n d i n g i s s u b j e c t t o a u d i t . J u r i s d i c t i o n s s h a l l m a i n t a i n p r o g r a m d o c u m e n t a t i o n a n d r e c o r d s f o r a p e r i o d o f n o l e s s t h a n f i v e y e a r s . P r o g r a m d o c u m e n t s a n d r e c o r d s , i n c l u d i n g b u t n o t l i m i t e d t o p a y r o l l , t r i p s h e e t s , i n v o i c e s , v e h i c l e m a i n t e n a n c e , f u e l , a n d o t h e r p r o g r a m - r e l a t e d e x p e n s e s , s h a l l b e a v a i l a b l e f o r r e v i e w b y O C T A S M P a d m i n i s t r a t o r s , a u d i t o r s , a n d a u t h o r i z e d a g e n t s u p o n r e q u e s t . J u r i s d i c t i o n s m u s t f o l l o w e s t a b l i s h e d a c c o u n t i n g r e q u i r e m e n t s a n d a p p l i c a b l e l a w s r e g a r d i n g t h e u s e o f p u b l i c f u n d s . F a i l u r e t o s u b m i t t o a n a u d i t i n a t i m e l y m a n n e r m a y r e s u l t i n w i t h h o l d i n g o r l o s s o f f u t u r e f u n d i n g . F a i l u r e t o c o m p l y w i t h t h e a p p r o v e d S e r v i c e P l a n w i l l r e q u i r e r e m e d i a t i o n w h i c h m a y i n c l u d e r e p a y m e n t , r e d u c t i o n i n o v e r a l l a l l o c a t i o n , a n d / o r o t h e r s a n c t i o n s t o b e d e t e r m i n e d b y t h e O C T A B o a r d o f D i r e c t o r s . A u d i t s s h a l l b e c o n d u c t e d b y t h e O C T A I n t e r n a l A u d i t D e p a r t m e n t , o r o t h e r a u t h o r i z e d a g e n t , a s d e t e r m i n e d b y O C T A . O C T A ' s f a i l u r e t o i n s i s t i n a n y o n e o r m o r e i n s t a n c e s o f a j u r i s d i c t i o n ' s p e r f o r m a n c e o f t h e p r o v i s i o n s s e t f o r t h i n t h e s e g u i d e l i n e s s h a l l n o t b e c o n s t r u e d a s a w a i v e r o r r e l i n q u i s h m e n t o f t h e j u r i s d i c t i o n ' s o b l i g a t i o n t o c o m p l y w i t h t h e s e g u i d e l i n e s . M o r e o v e r , o n l y t h e O C T A B o a r d o f D i r e c t o r s s h a l l h a v e t h e a u t h o r i t y t o a l t e r a n d / o r w a i v e a n y r e q u i r e m e n t s / o b l i g a t i o n s s e t f o r t h i n t h e s e g u i d e l i n e s . S [ P a g e P : \ O C T I \ \ O P E R A T N S \ C T S \ P r o g r a m s \ M e a ! t u r e M 2 \ S M P · S e n i o r M o b i l i t y P r o g r a m \ G e n e r a l l n f o r m a t l o n \ S M P G u l d e l i n e s . d o o c 1 0 - 1 0 m S e n i o r M o b i l i t y P r o g r a m O C T A E x h i b i t A J u r i s d i c t i o n s a n d a g e n c i e s p a r t i c i p a t i n g i n t h e O r a n g e C o u n t y T r a n s p o r t a t i o n A u t h o r i t y ( O C T A } S e n i o r M o b i l i t y P r o g r a m ( S M P } m u s t c o m p l e t e t h e f o l l o w i n g S e r v i c e P l a n i n o r d e r t o r e c e i v e S M P f u n d i n g . T h e S e r v i c e P l a n m u s t b e d e v e l o p e d I n a c c o r d a n c e w i t h S M P G u i d e l i n e s a n d s u b m i t t e d t o O C T A f o r r e v i e w . U p o n r e v i e w b y O C T A , t h e S e r v i c e P l a n m u s t b e f o r m a l l y a d o p t e d b y t h e a g e n c y ' s g o v e r n i n g b o d y a n d a p p r o v e d b y t h e O C T A B o a r d o f D i r e c t o r s . A n y m o d i f i c a t i o n s t o S M P s e r v i c e s w i l l r e q u i r e s u b m i t t a l o f a n e w S e r v i c e P l a n . S E N I O R M O B I L I T Y P R O G R A M S E R V I C E P L A N A g e n c y _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a t e _ _ _ _ _ _ P r o g r a m C o n t a c t _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ P h o n e N u m b e r _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ E m a i l . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ S e r v i c e D e s c r i p t i o n : 1 . P r o g r a m g o a l s a n d o b j e c t i v e s : 2 . I n d i c a t e h o w S M P s e r v i c e w i l l b e o p e r a t e d : ( P l e a s e c h e c k a l l t h a t a p p l y ) 0 D i r e c t l y O p e r a t e d 0 C o n t r a c t S e r v i c e P r o v i d e r 0 V o l u n t e e r s 0 S u b s i d i z e d T a x i P r o g r a m 0 O t h e r ( P l e a s e d e s c r i b e ) 3 . E l i g i b l e t r i p s p r o v i d e d u n d e r t h e S e n i o r M o b i l i t y P r o g r a m a r e l i m i t e d t o t h e f o l l o w i n g c a t e g o r i e s . P l e a s e i n d i c a t e t h e c a t e g o r i e s o f s e r v i c e t o b e p r o v i d e d b y y o u r p r o g r a m : { c h e c k a l l t h a t a p p l y ) 0 S e n i o r C e n t e r 0 N u t r i t i o n r : l M e d i c a l 0 P e r s o n a l C a r e 0 S h o p p i n g r J S o c i a l / R e c r e a t i o n a l ( p l e a s e s p e C i f y d e s t i n a t i o n s ) P : \ O C T A \ O P E R / I T N S \ C T S \ P r o g r a m s \ M e a s u r e M 2 \ S M P - S e n i o r M o b i l i t y P r o g f i l m \ G I ! n c u a l l n f o r m a t i o n \ S M P S e r v i c e P l a n T e m p l a t e - t e x t o n l y . d o c ~ 1 0 - 1 1 E x h i b i t A 4 . S M P G u i d e l i n e s r e s t r i c t t r i p s o u t s i d e o f O r a n g e C o u n t y t o m e d i c a l o n l y w i t h i n a p p r o x i m a t e l y 1 0 m i l e s o f t h e O r a n g e C o u n t y b o r d e r . D o y o u i n t e n d t o p r o v i d e t r i p s o u t s i d e o f O r a n g e C o u n t y ? Y e s N o I f y e s , p l e a s e l i s t p r o p o s e d d e s t i n a t i o n s : ( e x . - m e d i c a l t r i p s t o V A H o s p i t a l i n L o n g B e a c h ) 1 . 2 . 3 . 5 . F a r e s t r u c t u r e : 6 . N u m b e r o f v e h i c l e s : 7 . P r o j e c t e d a n n u a l r i d e r s h i p : 8 . S o u r c e ( s ) o f 2 0 p e r c e n t m a t c h f u n d i n g : P r o g r a m R e q u i r e m e n t s : 1 . J u r i s d i c t i o n / A g e n c y s h a l l f o l l o w c o m p e t i t i v e p r o c u r e m e n t p r a c t i c e s i n s e l e c t i o n o f v e n d o r s f o r a l l s e r v i c e s w h i c h i t d o e s n o t p r o v i d e u s i n g i t s o w n w o r k f o r c e . A n y R e q u e s t f o r P r o p o s a l s ( R F P ) f o r s e r v i c e s s h a l l s p e c i f y t h e u s e o f v e h i c l e s m e e t i n g A m e r i c a n s w i t h D i s a b i l i t i e s A c t ( A D A ) a c c e s s i b i l i t y s t a n d a r d s . 2 . J u r i s d i c t i o n / A g e n c y w i l l p e r f o r m , o r e n s u r e t h a t a c o n t r a c t e d v e n d o r p e r f o r m s , m a i n t e n a n c e o f a l l v e h i c l e s u s e d I n t h e S e n i o r M o b i l i t y p r o g r a m , i n c l u d i n g , a t a m i n i m u m : a ) D a i l y P r e - T r i p I n s p e c t i o n s t h a t m e e t o r e x c e e d t h e g u i d e l i n e s p r o v i d e d i n t h e a t t a c h e d P r e - T r i p I n s p e c t i o n C h e c k l i s t ( A t t a c h m e n t 2 ) b ) S c h e d u l e d p r e v e n t a t i v e m a i n t e n a n c e t h a t m e e t s o r e x c e e d s t h e g u i d e l i n e s p r o v i d e d i n t h e a t t a c h e d P M C h e c k l i s t , i n c l u d i n g t h e m a i n t e n a n c e o f a l l a c c e s s i b i l i t y f e a t u r e s o f t h e v e h i c l e s . c ) M a i n t a i n m a i n t e n a n c e r e c o r d s f o r e a c h v e h i c l e f o r f i v e ( 5 ) y e a r s a n d , i f r e q u i r e d , c o o p e r a t e f u l l y i n a n n u a l m o t o r c o a c h c a r r i e r t e r m i n a l i n s p e c t i o n s c o n d u c t e d b y t h e C a l i f o r n i a H i g h w a y P a t r o l . 3 . J u r i s d i c t i o n / A g e n c y w i l l e n s u r e t h a t i t s o p e r a t o r s , o r i t s c o n t r a c t e d v e n d o r ' s o p e r a t o r s , a r e p r o p e r l y l i c e n s e d a n d t r a i n e d t o p r o f i c i e n c y t o p e r f o r m d u t i e s s a f e t y , a n d i n a m a n n e r w h i c h t r e a t s i t s r i d e r s w i t h r e s p e c t a n d d i g n i t y . D i s a b i l i t y a w a r e n e s s a n d p a s s e n g e r a s s i s t a n c e w i l l b e i n c l u d e d i n t h i s t r a i n i n g . P : \ O C i A \ O P E R A T N S \ C T S \ P r o s r a m s \ M e a s u r e M 2 \ S M P - S e n i o r M o b i l i t Y P r o s r a m \ G e n e r a l l n f o r m a t l o n \ S M P S e r v i c e P l a n r e m p l a t e · t e x t o n l y . d o c x 1 0 - 1 2 E x h i b i t A 4 . J u r i s d i c t i o n / A g e n c y w i l l e s t a b l i s h a n d i m p l e m e n t a n a l c o h o l a n d d r u g p r o g r a m t h a t c o m p l i e s w i t h 4 1 U . S . C . s e c t i o n s 7 0 1 - 7 0 7 , ( t h e D r u g F r e e W o r k p l a c e A c t o f 1 9 8 8 ) , a n d w i l l p r o d u c e a n y d o c u m e n t a t i o n n e c e s s a r y t o e s t a b l i s h i t s c o m p l i a n c e w i t h s e c t i o n s 7 0 1 - 7 0 7 . 5 . J u r i s d i c t i o n / A g e n c y w i l l s u b m i t a m o n t h l y r e p o r t t o O C T A ' s C o m m u n i t y T r a n s p o r t a t i o n S e r v i c e s D e p a r t m e n t a s i l l u s t r a t e d i n A t t a c h m e n t 3 . 6 . J u r i s d i c t i o n / A g e n c y w i l l p a r t i c i p a t e i n O C T A m a r k e t i n g a n d o u t r e a c h e f f o r t s t o e n c o u r a g e u s e o f f i x e d r o u t e t r a n s i t s e r v i c e b y o l d e r a d u l t s . 7 . J u r i s d i c t i o n / A g e n c y w i l l n o t e O C T A s p o n s o r s h i p i n a n y p r o m o t i o n a l m a t e r i a l f o r s e r v i c e f u n d e d u n d e r t h i s a g r e e m e n t a n d w i l l d i s p l a y a n O C T A S e n i o r M o b i l i t y P r o g r a m l o g o o n v e h i c l e s u s e d i n t h i s p r o g r a m ( e x c l u d i n g t a x i s ) . 8 . J u r i s d i c t i o n / A g e n c y w i l l e n s u r e t h a t i t m a i n t a i n s a d e q u a t e o v e r s i g h t a n d c o n t r o l o v e r a l l a s p e c t s o f s e r v i c e s t h a t a r e p r o v i d e d b y a c o n t r a c t e d v e n d o r . I N W I T N E S S W H E R E O F , _ _ ( A g e n c y N a m e ) _ _ _ _ _ _ _ _ _ h a s f o r m a l l y a d o p t e d t h e S e n l o r M o b i l i t y P r o g r a m S e r v i c e P l a n a s w r i t t e n a b o v e . A G E N C Y : ( S i g n a t u r e ) N a m e T i t l e O C T A : ( S i g n a t u r e ) N a m e T i t l e P : \ O C T A \ O P E R A T N S \ C T S \ P r o g r a m s \ M e a s u r e M 2 \ S M P - S e n i o r M o b i l i t y P r o g r a m \ G e n e r a l l n f o r m a t l o n \ S M P S e r v i c e P l a n T e m p l a t e • t e x t o n l y . d o c x 1 0 - 1 3 m O C T A S e n i o r M o b i l i t y P r o g r a m M o n t h l y R e p o r t i n g F o r m E x h i b i t B P r o g r a m I n f o r m a t i o n S e r v i c e f o r t h e - M o n t h o f : J u l y Y e a r o f : 2 0 1 6 P r o g r a m N a m e : P a r t i c i p a t i n g A g e n c y : A g e n c y C o n t a c t : C o n t a c t N u m b e r : t i l p O . . P O n e - W a y T r i p s S e r v i c e H o u r s S e r v i c e M i l e s T r i p C a t e g o r y J u l 2 0 1 6 F Y T D J u l 2 0 1 6 F Y T D J u l 2 0 1 6 S e n i o r C e n t e r - - - - - M e d i c a l - - - - - S h o p p i n g - - - - - P e r s o n a l C a r e . - - - . S o c i a l I R e c r e a t i o n a l . - - - - T o t a l - . . - - C o s t S u m m a r y J u l 2 0 1 6 F Y T D C o s t c a t e g o r y C o s t A s a % C o s t S e r v i c e C o n t r a c t $ - 0 . 0 % $ . D r i v e r s I O p e r a t o r s I D i s p a t c h e r s $ - 0 . 0 % $ - V e h i c l e M a i n t e n a n c e I F u e l / I n s u r a n c e $ - 0 . 0 % $ . M a r k e t i n g O u t r e a c h $ . 0 . 0 % $ - A d m i n i s t r a t i o n $ - 0 . 0 % $ - T o t a l s - - $ - O C T A C o n t r i b u t i o n $ - 0 . 0 % $ . A g e n c y C o n t r i b u t i o n $ - 0 . 0 % $ . P r o g r a m R e v e n u e $ - 0 . 0 % $ - S o u r c e ( s ) o f A g e n c y C o n t r i b u t i o n s : I A d d i t i o n a l C o m m e n t s : I I T H I S R E P O R T I S D U E B Y T H E L A S T D A Y O F T H E M O N T H F O L L O W I N G T H E R E P O R T I N G M O N T H ! P l e a s e s e n d t h i s r e p o r t b y e m a i l t o C T S P R O G R A M S @ O C T A . N E T o r b y f a x t o 7 1 4 - 5 6 0 - S 9 2 7 . I f t h e r e a r e a n y q u e s t i o n s , p l e a s e c o n t a c t J O A N N E J A C O B S E N b y e m a i l a t J J A C O B S E N @ O C T A . N E T o r J P G O N Z A L E Z b y e m a i l a t J G O N Z A L E Z l @ O C T A . N E T . F V T D - - - - - - = . . A s a % 0 . 0 % 0 . 0 % 0 . 0 % 0 . 0 % 0 . 0 % - 0 . 0 % 0 . 0 % 0 . 0 % 10-14 Senior Mobility Program Agency Service Plan ATTACHMENT C Jurisdictions and agencies participating in the Orange County Transportation Authority (OCTA) Senior Mobility Program (SMP) must complete the following Service Plan in order to receive SMP funding. The Service Plan must be developed in accordance with SMP Guidelines, included as Attachment 1, and submitted to OCTA for review. Upon review from OCT A, the Service Plan must be formally adopted by the agency's council or governing body and approved by the OCTA Board of Directors. Any modifications to SMP services will require submittal of a new Service Plan. Participant Information: Agency City of Newport Beach Date 4-6-16 Program Contact Susie DiGiovanna Phone 949-718-1825 Email sdigiovanna@newportbeachca.gov Service Description: 1. Program goals and objectives: The goal of the OASIS transportation program is to provide transportation for city residents who are over 60 and unable to drive. Transportation is provided to medical appointments and other essential services within city lim its. The primary program objective is to enable senior residents of Newport Beach to "Age in place" and remain in their own homes , even when they have re ti red from driving. Th is typi cally includes those who are unable to drive due to a myriad of health issues. Many have had strokes or other vascular problems that requ ire extensive and prolonged re habilitation services . Some have vision problems and are unable to see. Some have extre me problems walking due to joint diseases and ba lance issues , while others are battling cancer and need to receive treatment and test ing. Some of our clients have stopped driving because t hey can no longer safely navigate a car due to cognitive issues such as Alzheimer's Disease , Parkinson's , Diabetes and other proble ms. Our program provides transportation to essential med ical treatment as well as to pu rc hase food , medication and other life-giving essentials. Additionally , our program objective is to transport clients to the OASIS Senior Center where they can receive a hot lunch and social services as well as attend recreationa l, health and wellness classes and educational lectures. Participation in these programs helps to prevent disease, isolation and depression . Through our transportat ion services, we are able to link a vulnerable populatio n to critical health and community services that help to manage and improve their health and wellbeing. 10-15 2. Indicate how SMP service will be operated: (Please check all that apply) [lJ Directly-Operated D Subsidized Taxi Program D Contract Service Provider D Other (Please Describe) D Volunteers 3 . Eligible trips provided under the SMP are limited to the following categories. Please indicate the categories of service to be provided by your program: (Please check all that apply) [lJ Senior Center [lJ Personal Care [lJ Nutrition [lJ Shopping [lJ Medical [lJ Social j Recreation (Please Describe) Church , YMCA, Restaurant, Gym, 10-16 4. SMP Guidelines restricts trips outside of Orange County to medical trips within approximately 10 miles of the Orange County border. Do you intend to provide medical trips outside of Orange County? Q Yes @No If yes, please list the trip purpose and destinations: (e .g ., medical trips to the VA Hospital in Long Beach) 5. Fare structure: Rides are $1 .50 each way to the senior center and $3 .00 each way to all other locations within Newport Beach for essential errands. 6. Number of vehicles : 16 7. Projected annual ridership: l1s.ooo I 8. Source( s) of 20 percent match funding: City of Newport Beach , Hoag Hospital, Friends of OASIS 10-17 Program Requirements: 1. Jurisdiction/ Agency shall follow competitive procurement practices in selection of vendors for all services which it does not provide using its own work force. Any Request for Proposals (RFP) for services shall specify the use of vehicles meeting Americans with Disabilities Act (ADA) accessibility standards. 2. Jurisdiction/ Agency will perform, or ensure that a contracted vendor performs, maintenance of all vehicles used in the Senior Mobility program, including, at a minim um: a) Daily Pre-Trip Inspections that meet or exceed the guidelines provided in the attached Pre-Trip Inspection Checklist (Attachment 2) b) Scheduled preventative maintenance that meets or exceeds the guidelines provided in the attached PM Checklist, including the maintenance of all accessibility features of the vehicles. c) Maintain maintenance records for each vehicle for five (5) years and, if required, cooperate fully in annual motor coach carrier terminal inspections conducted by the California Highway Patrol. 3. Jurisdiction/ Agency will ensure that its operators, or its contracted vendor's operators, are properly licensed and trained to proficiency to perform 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. 4. Jurisdiction/ Agency will establish and implement an alcohol and drug program that complies with 41 U.S .C. sections 701-707, (the Drug Free Workplace Act of 1988), and will produce any documentation necessary to establish its compliance with sections 701-707. 5. Jurisdiction/ Agency will submit a monthly report to OCT A's Community Transportation Services Department as illustrated in Attachment 3. 6. Jurisdiction/ Agency will participate in OCTA marketing and outreach efforts to encourage use of fixed route transit service by older adults. 7. Jurisdiction/ Agency will note OCTA sponsorship in any promotional material for service funded under this agreement and will display an OCTA Senior Mobility Program logo on vehicles used in this program (excluding taxis). 8. Jurisdiction/ Agency will ensure that it maintains adequate oversight and control over all aspects of services that are provided by a contracted vendor. IN WITNESS WHEREOF, has formally adopted the Senior Mobility Program Scope of Work as written above. AGENCY REPRESENTATIVE OCTA REPRESENTATIVE L______ll L____ ---------' Name: Name: Title: Title: