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HomeMy WebLinkAbout25B - AGMT - SENIOR MOBILITY PROG• 1 6 CITY COUNCIL MEETING DATE: JULY 5, 2016 TITLE: AGREEMENT AMENDMENT WITH ORANGE COUNTY TRANSPORTATION AUTHORITY FOR THE SENIOR MOBILITY PROGRAM (STRATEGIC PLAN NO. 5,413) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 13` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with Orange County Transportation Authority for the Senior Mobility Program to extend the expiration date from June 30, 2016 to June 30, 2021 and to modify the scope, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Orange County Transportation Authority (OCTA) developed the Senior Mobility Program for the purpose of improving transportation services for seniors in the region. Under this amendment, the Parks, Recreation and Community Services Agency will provide transportation services for Santa Ana residents 60 years of age and older. The program will assist participants with accessing programs, services and activities to enhance their quality of life. On May 3, 2016 the City Council approved the Senior Mobility Program- Agency Service Plan, which is now incorporated into the agreement amendment. As specified in the Service Plan, the following transportation categories will be included as eligible: senior centers, nutrition, personal care, shopping and social /recreational activities. The initial term of the agreement was for five years and was set to expire on June 30, 2016. The agreement is subject to extension for another five year period, through June 30, 2021, at the discretion of OCTA. The proposed amended agreement includes the new term expiration date of June 30, 2021 (Exhibit 1). STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #4 (Support neighborhood vitality and livability), Strategy B (Improve neighborhood quality by locating or providing access to complementary services and public 25B -1 Agreement Amendment with Orange County Transportation Authority For the Senior Mobility Program July 5, 2016 Page 2 facilities, including access to healthy food options (community gardens, farmers' markets, corner markets, etc.) in neighborhoods). FISCAL IMPACT The City will continue to review information received from Orange County Transportation Authority with regards to expected revenues and budget future years accordingly as part of the City's budgetary process. Gerardo Mouet Executive Director Parks, Recreation and Community Services Agency EXHIBIT: 1. Agreement Amendment APPROVED AS TO FUNDS AND ACCOUNT: 'iS� . "tee`, Francisco Gutierrez l Executive Director Finance and Management Services Agency 25B -2 1 2 3 4 6 6 7 8 9 10 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 AMENDMENT NO. 1 TO COOPERATIVE AGREEMENT NO. C -1 -2486 BETWEEN ORANGE COUNTY TRANSPORTATION AUTHORITY AND CITY OF SANTA ANA FOR SENIOR MOBILITY PROGRAM THIS AMENDMENT NO.1 is made and entered into this day of , 2016 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 Santa Ana (hereinafter referred to as "CITY "). WHEREAS, by Agreement No, C -1 -2486 dated June 9, 2011, AUTHORITY and CITY are entered into a contract to provide the Senior Mobility Program (Si concerning senior transportation services; and WHEREAS, AUTHORITY and CITY agree to comply with all relevant elements of Orange County Local Transportation Authority Ordinance No, 3; and WHEREAS, AUTHORITY and CITY agree to comply with the M2 Project U SMP Funding and Policy Guidelines ( "Guidelines "); and WHEREAS, AUTHORITY and CITY agree to extend the term of the Agreement through June 30, 2021; NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY that Amendment No 1 to Cooperative Agreement No. C -1 -2486 is hereby amended in the following particulars only 1. Amend ARTICLES 2 and 3: to delete in their entirety and replace with Attachment 1 to this Amendment. EXHIBIT 1 2 513e of 3 AMENDMENT NO. 1 TO AGREEMENT NO. C -1 -2486 1 2. Amend ARTICLE _4. TERM OF AGREEMENT, Page 5 of 9, line 23 to delete 2 "June 30, 2016" as the expiration date of the Agreement, and in lieu thereof insert "June 30, 2021." 3 3. Amend ARTICLE 8. AUDIT AND INSPECTION OF RECOR ®S: Page 6 of 9, line 25, to 4 delete "four (4) years" as the period for audit and inspection record, and in lieu thereof insert 5 "five (5) years ". 6 4, Amend ARTICLE 11. CONFLICT OF INTEREST: Page 7 of 9, line 23, to delete 7 "ARTICLE 11" and in lieu thereof insert "ARTICLE 12 ". 8 5. Amend ARTICLE 12. CODE OF CONDUCT Page 8 of 9, line 6, to delete "ARTICLE 12" 9 and in lieu thereof insert "ARTICLE 13 ". 10 Amen fCLE I 2- _F MAJEURE -Page 8 ofTO -line 1'I —to delete "ARTICLE 13' and 11 in lieu thereof insert "ARTICLE 14 ", 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 1 25 26 EXHIBIT 1 Page 2 of 3 25B -4 1 2 3 4 5 6 7 8 9 10 11 12 k i 13 14 15 16 17 18 19 20 21 22 23 v� 24 25 26 AMENDMENT NO. 1 TO AGREEMENT NO, C- 1.2486 The balance of said Agreement remains unchanged, Upon execution by both parties, this Amendment No. 1 to Cooperative Agreement No. C -1 -2486 shall be made effective on July 1, 2016. IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to Cooperative Agreement No. C -1 -2486 to be executed on the date first above written. CITY OF SANTA ANA ORANGE COUNTY TRANSPORTATION AUTHORITY By David Cavazos City Manager By Marie D. Huizar Clerk of the Council BY %, 4n L ion M. Funk Assistant City Attorney RECOMMENDED FOR APPROVAL -------------------- GERARDO MOUET, Executive Director, PRCSA By Darrell Johnson Chief Executive Officer APPROVED AS TO FORM: By r Ja s M. DOniCt eneral Counsel APPROVED: By Beth McCormick General Manager, Transit EXHIBIT 1 25t`e6af 3 1 2 3 4 5 6 7 8 9 11 12 13 14 15 16 17 18 19 20 2.1 22 23 24 25 26 Attachment 1 to AMENDMENT NO. 1 TO AGREEMENT NO. C- 1.2486 ARTICLE 2. RESPONSIBILITIES OF AUTHORITY A. AUTHORITY agrees to provide funds per the following: 1. Services provided under the Senior Mobility Program are available to individuals 60 years of age and older. 2. Funds for the program are identified as one percent (1 %) of Renewed Measure M (M2) net sales tax revenue and will be allocated to all local jurisdictions based upon the participating entity's respective percentage of the senior population of the entire county, 3. Senior population will be determined by using the most current official decennial Census information provided by the U.S, Census Bureau, basis. 6. AUTHORITY agrees that Net Revenues allocated shall be expended within three years of receipt. AUTHORITY may grant an extension to the three -year limit, but extensions shall not be granted beyond a total of five (5) years from the date of the initial funding allocation. C. In the event the time limits for use of Net Revenues are not satisfied, then any retained Net Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be returned to AUTHORITY and these Net Revenues and interest earned thereon shall be available for allocation to any project within the same source program at the discretion of AUTHORITY. D. AUTHORITY may provide, at AUTHORITY's sole discretion, a refurbished surplus paratransit vehicle, at no cost to CITY and no further responsibility to AUTHORITY after vehicle donation. CITY may purchase additional vehicle(s) in excess of their vehicle allocation, based on availability, at a cost equivalent to the refurbishment costs incurred by AUTHORITY. ARTICLE 3. RESPONSISILIMES OF CITY A, CITY agrees that all funds received from AUTHORITY as specified in Article 2.A. above will be used exclusively for providing accessible senior transportation services as specified in Exhibit A entitled "Senior Mobility Program Service Plan." EXHIBIT 1 + aril— I 0 Attachment 1 to AMENDMENT NO. 1 AGREEMENT NO, C -1 -2486 1 B. CITY will ensure the Service Plan is adopted by their governing board in accordance 2 with Section 7.0 of the SMP Funding and Policy Guidelines. 3 C. CITY must satisfy all M2 eligibility criteria as specified in Orange County Transportation 4 Authority Ordinance No. 3 Requirements for Eligible Jurisdictions in order to receive their formula 5 allocation for this program. 6 D. CITY agrees to comply with all provisions of the SMP Guidelines inoluded as Exhibit B. 7 E. CITY agrees that Net Revenues allocated shall be expended within three (3) years of 8 receipt. AUTHORITY may grant an extension to the three -year limit, but extensions shall not be 9 granted beyond a total of five (5) years from the date of the Initial funding allocation. 1 -0 -- F In- th-e- event- thrtima- limits- for - use -of -Net Revenues- are_notsatisfied,_any-retained -Net 11 Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be returned to 12 AUTHORITY and these Net Revenues and interest earned thereon shall be available for allocation to 13 any project within the same source program at the discretion of AUTHORITY. 14 G, CITY agrees to match a minimum of twenty percent (20 %) of the total annual program 15 expenditures, Local match may be made up of cash - subsidies, fare revenues, donations, or in -kind 16 contributions, such as salaries and benefits for the CITY employees who perform work on the 17 program. 18 H. CITY may contract with a third -party service provider to provide senior transportation 19 services provided that: 20 1. Contractor is selected using a competitive procurement process; and 21 2. Wheelchair accessible vehicles are available and used when requested. 22 I. CITY shall procure and maintain insurance coverage during the entire term of this 23 Agreement, Coverage shall be full coverage or subject to self - insurance provisions. CITY shall 24 provide the following insurance coverage: 25 ! 26 1 EXHIBIT 1 2 056L•7of 4 1 2 3 4 5 6 7 8 9 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Attachment 1 to AMENDMENT NO, 1 AGREEMENT NO. C -1 -2486 1. Commercial General Liability, to include Products /Completed Operations, Independent Contractors', Contractual Liability, and Personal Injury Liability with a minimum limit of $1,000,000,00 per occurrence and $2,000,000,00 general aggregate, 2. Automobile Liability Insurance to include owned, hired and non -owned autos with a combined single limit of $1,000,000,00 each accident; 3. Workers' Compensation with limits as required by the State of California including a waiver of subrogation in favor of AUTHORITY, its officers, directors, employees or agents; 4. Employers' Liability with minimum limits of $1,000,000,00; and J. Proof of such coverage, In the form of an insurance company issued policy commencement of any work. Proof of insurance coverage must be received by AUTHORITY within ten (10) calendar days from the effective date of this Agreement with AUTHORITY, its officers, directors, employees and agents designated as additional insured on the general and automobile liability. Such Insurance shall be primary and non - contributive to any insurance or self- insurance maintained by AUTHORITY. K. CITY shall include on the face of the Certificate of Insurance the Cooperative Agreement Number C -1 -2486; and, the Senior Contract Administrator's Name, Sue Ding. L. CITY agrees to provide AUTHORITY with monthly summary reports of CITY's Senior Mobility Program, CITY shall submit monthly summary report by the end of the following month as specified in Exhibit C "Senior Mobility Program Monthly Reporting Form," included in this Agreement, which Is incorporated into and made part of this Agreement, M, CITY shall adopt an annual Expenditure Report to account for Net Revenues and funds expended by the Eligible Jurisdiction, which satisfy the Maintenance of Effort requirements. The Expenditure Report shall be submitted by the end of six (6) months following the end of the jurisdiction's fiscal year and Include the following: EXHIBIT 1 Attachment 1 to AMENDMENT NO. 1 AGREEMENT NO. C- 1.2486 1 1. All Net Revenue fund balances and interest earned. 2 2. Expenditures identified by type (i.e. capital, operations, administration, etc.) and 3 program or project. 4 N, In the event CITY obtains a retired AUTHORITY vehicle for SMP services, CITY 5 agrees to transfer vehicle title and registration within fourteen (14) calendar days from taking 6 possession of the vehicle. CITY also agrees to provide documentation to AUTHORITY confirming 7 transfer of vehicle title and registration from AUTHORITY to CITY within thirty (30) calendar days 8 from taking possession of the vehicle. 9 / 11 / 12 / 13 / 14 / 15 / 16 / 17 / 18 / 19 / 20 / 21 / 22 / 23 / 24 ! 25 / 26 ! EXHIBIT 1 2 56e9of 4 EXHIBIT A s' 111501mvine 1 •'f -' i.. EXHIBIT 1 25B -10 Senior Mobility Program TCTA Agency Service Plan 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 OCTA, 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 Santa Ana Program Contact Juan L. Lara Phone Number 714 -571 -4259 Service Description: 1. Program goals and objectives: Date April 7, 2016 Email ilara@santa-ana.org Provide transportation services to Santa Ana residents 60 years of age and older. Assist participants with accessing programs, services and activities that enhance a 2. Indicate how SMP service will be operated: (Please check all that apply) 7 Directly Operated ® Contract Service Provider F1Volunteers Subsidized Taxi Program ® Other (Please describe) EXHIBIT 1 25B -11 3. Eligible trips provided under the Senior Mobility Program are limited to the following categories. Please indicate the categories of service to be provided by your program: (check all that apply) ® Senior Center Nutrition Medical ® Personal Care ® Shopping ® Social /Recreational (please list locations) Orange County Museums, Parks, Beaches, Llbraries,Theaters and County Fairs. 4 —SMT- Guide1ines res ricts trips�ici of range Coun o me ical -trips within approximately 10 miles of the Orange County border. Do you intend to provide medical trips outside of Orange County? 0 Yes (F) No if yes, please list the trip purpose and destinations: (e.,g., medical trips to the VA Hospital In Long Beach) 5, Fare structure, Not Applicable 6. Number �ofvehicles; I3 7. Projected annual ridership: 2 ©O 8. Source (s) of 20 percent match funding: City General Fund .II 25B -12 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 minimum: 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. jurlsd,iction /Agency will ensure that its operators, or its contracted vendor's operators, are properly licensed and trained to proficiency to perform duties safely, and to a manner which treats its riders with respect and dignity. Disability awareness and passenger assistance will be 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 /1�gericywill submit a monthly report to OCTA's Community Transportation Services Department as illustrated in Attachment 3. &, jurisdiction /Agency will participate in QCTA marketing and outreach efforts to encourage use of fixed route transit service by older adults. 7, jurisdiction /Agen.cy will note QCTA sponsorship In anypromotional material for service funded under this agreernen t and will display an DCTA Senior Mobility Program logo on vehicles used in this program (cxcludirrg WKl9). 8. lurisdictic n /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 d tt 1. Name: Gerardo Mouet Title: Gerardo Mouet QCTA REPRESENTATIVE Name: .Beth McCormick Title: General Manager, Transit IA3i I C MI 25B -13 Senior Mobility Program Project U Funding and Policy Guidelines March 2016 1.0 Overview The Measure M2 (M2) Project U- Senior Mobility Program (SMP) provides funding to support local, community -based transportation service for seniors. Originally established in 2001 using limited state funding for bus operations, M2 Project U SMP funding was established to continue and expand the existing program. A formula funding allocation was established for all Orange County local jurisdictions based upon their senior population. One percent of M2 net revenue is used to fund the program and local jurisdictions must provide a minimum 20 percent local match of the total annual program expenditures. The Orange County Transportation Authority (OCTA) Board of Directors approved these guidelines on March 28, 2016. The purpose is to provide structure and definitions_ fQr_ -all _ eligibe -M2- jurisdictions_reeeiving SMP funding— O-GTTA -shall enforce the provisions spelled out in these guidelines, 2.0 Objectives • To provide for local, community -based senior transportation services. • To allow local jurisdictions to develop and implement senior transportation services to serve their community. • To provide transit options for seniors which complement rather than duplicate OCTA fixed route and ACCESS paratransit service. 3.0 Eligibility Requirements Participation in the SMP is contingent upon maintaining M2 eligibility. Local jurisdictions must be eligible to receive M2 funding, established on an annual basis as specified in the M2 Ordinance Requirements for Eligible Jurisdictions, to receive the formula allocation for this program.' Adherence to strict funding guidelines is required. Local jurisdictions are required to submit a Service Plan as described in Section 7.0 and must enter into a cooperative funding agreement with OCTA that defines the conditions of use of SMP funds prior to receiving their SMP funding allocation. I Orange County Transportation Authority Ordinance No. 3, Attachment B, Section III 5: \TEMP \Sue D \Agencies \5MP - Att3chment B.docx EXHIBIT 1 11 p a g e 25B -14 4.0 Funding Allocation Method & Distribution Funding for the program is identified as one percent of M2 net sales tax revenue and will be allocated to eligible local jurisdictions based upon the participating jurisdiction's percentage of the senior population of the county, Senior population is determined by using the most current official decennial Census information provided by the U.S. Census Bureau. Funding allocations are based on actual sales tax receipts. Funding will be distributed on a bi- monthly basis. SMP funds must be expended within three years of receipt. OCTA may grant a two -year extension beyond the three -year expenditure limitation; however, an extension may not exceed five years from the date of the initial funding allocation. Jurisdictions requesting an extension beyond the three -year limitation must submit a justification letter for review and approval by OCTA at least 90 days prior to the end of the third fiscal year. In the event the time limits for use of SMP funds are not sa is ve , ac�l ny retaon SMP funds that were allocated to an eligible jurisdiction, including interest, shall be returned to OCTA. 5.0 Match Requirements Participating jurisdictions must provide a minimum 20 percent local match of the total annual program expenditures. Match funding may be made up of cash subsidies, fare revenues, donations, or in -kind contributions such as salaries and benefits for the jurisdiction's employees who perform work on the program. Jurisdictions may also be required to submit supporting documentation to substantiate local match expenditures. Jurisdictions are not required to contribute the minimum match requirement on a monthly basis; however, the minimum 20 percent match requirement must be met by the end of each fiscal year, defined as June 30. Jurisdictions not satisfying the annual 20 percent match shall be subject to withholding of funds from future bi- monthly allocations equal to the difference between the amount of Measure M funds actually spent and the amount of Measure M funds actually matched. 5: \TEMP \Sue D \Abencies \SMP - Attachment B.docx EXHIBIT 1 2l Page 25B -15 r Example: Total Program Expenditures $100,000 Total M2 Funding Allocation $ 80,000 20% Required Match $ 20,000 Actual Reported Match $ 15,000 Withholding Calculation: Total M2 Funds Spent $ 80,000 M2 Funding Eligibility Based on Actual Reported Match 60,000 Withholding from Future Allocation(s) $ 20,000 Services provided under the SMP are available to individuals 60 years of age and older. Jurisdictions have discretion in the types of trips provided within Orange County, such as trips to /from senior centers, medical appointments, shopping, personal care, and social /recreational activities. Jurisdictions should use discretion when providing trips for social /recreational activities when developing their Service Plan to ensure prudent and appropriate use of taxpayer funds. SMP trips outside Orange County are restricted to medical trips only within approximately 10 miles of the Orange County border. Jurisdictions also have discretion in how the service is operated. Senior transportation services may be operated using employees, volunteers, or the jurisdiction may contract with a third -party service contractor. Contractors must be selected using a competitive procurement process and the jurisdiction must ensure the contractor is in compliance with program guidelines and provisions included in the cooperative funding agreement. Jurisdictions whose program offers subsidized taxi service for seniors must ensure trips provided with SMP funding are consistent with the trip types as specified in these guidelines. Wheelchair accessible vehicles must be available for SMP service. Jurisdictions will perform, or ensure that a contractor performs, maintenance of all vehicles used in the Senior Mobility Program. Jurisdictions will ensure that its operators, or its contracted operators, are properly licensed and trained to proficiency to perform duties safely, and in a manner which treats its riders with respect and dignity. Jurisdictions may receive retired OCTA ACCESS paratransit vehicle(s) to support their senior transportation program. Additional retired ACCESS vehicles may be 5: \TEMP \Sue 0 \Agencies \SMP - Attachment e.docx EXHIBIT 1 31 Page 25B -16 r�:7:rt�ri purchased, based on availability, for a cost equivalent to the refurbishment costs incurred by OCTA, 7.0 Service Plan Adoption Participating jurisdictions shall submit to OCTA a SMP Service Plan which defines program services (Exhibit A). The Service Plan must be submitted using a template provided by OCTA and must be adopted by the jurisdiction's governing body and approved by the OCTA Board of Directors. Any deviation from the adopted SMP Service Plan must be submitted to OCTA in advance for review and approval and will require an amendment to the cooperative funding agreement prior to implementing a change in program services, 8.0 Eligible Expenses Participating jurisdictions shall ensure M2 funds are used for eligible direct program- related expenses which may include contract service providers, staff time, vehicle maintenance, fuel, insurance, vehicle acquisition, program supplies and materials, marketing materials, and community outreach. Jurisdictions shall ensure all costs are program- related and are fair and reasonable. Administrative costs up to 10 percent are allowed and considered eligible program expenses. All program expenses are subject to audit. No M2 funding shall be used by a jurisdiction for other than transportation purposes authorized in the M2 Ordinance. 9.0 Program Revenue Participating jurisdictions must maintain adequate controls for collecting and reporting program revenue, including donations, fees, and cash fares. Program revenue must be used to support the transportation service and may be used as part of the jurisdiction's 20 percent local match requirement. 10.0 Reporting Participating jurisdictions are required to submit monthly reports using a reporting template provided by OCTA (Exhibit B). Required monthly reporting data may include, but is not limited to, the following: • Number of Trips by Category • Vehicle Service Hours • Vehicle Service Miles 5: \TEMP \5ue D \A9enc1e5\5MF - Attachment B.clocx EXHIBIT 1 _4..I P a g.e 25B -17 • Program Cost Detail by Expense Category and % of Total Operating Cost • Fares, Fees and Other Operating Revenue o Jurisdiction Total Contribution & Source • Jurisdiction Share as % of Total Operating Cost • Cumulative Jurisdiction Share to Date • OCTA Contribution • OCTA Contribution as % of Total Operating Cost o Cumulative Contribution Received from OCTA • Total Monthly Program Operating Cost • Cumulative Total Program Operating Cost Jurisdictions shall also be required to maintain supporting documentation to substantiate reporting data. Supporting documentation may include, but is not limited to, actual receipts, contractor invoices, trip sheets, payroll, timesheets, fuel logs, and maintenance records /receipts, Reports are due by the last day of the following month. A preliminary report may be submitted; however, submission of a final report is required within 15 days of the last day of the following month. Failure to meet the established reporting deadline for two months at any time during the fiscal year may result in future withholding of funding and /or other sanctions to be determined. 11.0 .Audits & inspection of Records M2 funding is subject to audit. Jurisdictions shall maintain program documentation and records for a period of no less than five years. Program documents and records, including but not limited to payroll, trip sheets, invoices, vehicle maintenance, fuel, and other program- related expenses, shall be available for review by OCTA SMP administrators, auditors, and authorized agents upon request. Jurisdictions must follow established accounting requirements and applicable laws regarding the use of public funds. Failure to submit to an audit in a timely manner may result in withholding or loss of future funding. Failure to comply with the approved Service Plan will require remediation which may include repayment, reduction in overall allocation, and /or other sanctions to be determined by the OCTA Board of Directors. Audits shall be conducted by the OCTA Internal Audit Department, or other authorized agent, as determined by OCTA. OCTA's failure to insist in any one or more instances of a jurisdiction's performance of the provisions set forth in these guidelines shall not be construed as a waiver or relinquishment of the jurisdiction's obligation to comply with these guidelines. Moreover, only the OCTA Board of Directors shall have the authority to alter and /or waive any requirements /obligations set forth in these guidelines. 5; \T[MP \Sue D\Agencles \SMP- Attachment B.docx EXHIBIT 1 5lPage 25B -18 MSenior Mobility Program EXHIBITC OCTA Monthly Reporting Form Service for the - Month of: July Program Name: Participating Agency: Agency Contact: Contact Number: Year of: 2016 - - One- WayTrips ,Service Hours :,Service Miles Trip Category Jul 2016 ':FYTD jut 2016 FYTD 'Jul 2016 FyTD' Senior Center - Medical - .. -- — — — ..._...-- --- --- Shcpping _ Personal Care Social/ Recreational 7otaf OCTA Contribution _ Agency Contribution Program Revenue Source(s} of Agency Contributions: Agency hereby certifies that this report is a true, complete and correct statement of program revenue, casts and operating data. Please send this report by email to CTSPROGRAMS @OCTA.NET or by fax to 714 -566 -5427. If there are any questions, please Contact JOANNE JACOBSEN by email atJJACOBSEN @OCTA.NET or JP GONZALEZ by email at JGONZALEZI @OCTA.NET. EXHIBIT 1 2513-19 ' 'Jul 2016 - Cost Category Eost ' - Asa % Cost ', As a 46" Service Contract $ - 0.0% $ - OA% Drivers / Operators / Dispatchers S 0.0% $ - 0.0% — ---- -- -_.. _ce /F. --..-- Vehicle Maintenance /Fuel /Insurance $ __ - - - - -- - - - -- — .0% 0.0% - $ - -- 0.0% Marketing Outreach OCTA Contribution _ Agency Contribution Program Revenue Source(s} of Agency Contributions: Agency hereby certifies that this report is a true, complete and correct statement of program revenue, casts and operating data. Please send this report by email to CTSPROGRAMS @OCTA.NET or by fax to 714 -566 -5427. If there are any questions, please Contact JOANNE JACOBSEN by email atJJACOBSEN @OCTA.NET or JP GONZALEZ by email at JGONZALEZI @OCTA.NET. EXHIBIT 1 2513-19 25B -20