HomeMy WebLinkAbout05 - Acceptance of Cooperative Agreement Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program for the OASIS Transportation ProgramQ �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
November 18, 2025
Agenda Item No. 5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Sean Levin, Recreation and Senior Services Director - 949-644-
3151, slevin@newportbeachca.gov
PREPARED BY: Melissa Gleason, Senior Services Manager - 949-644-3247,
mgleason@newportbeachca.gov
TITLE: Acceptance of Cooperative Agreement C-5-4013 With Orange
County Transportation Authority Enhanced Mobility for Seniors and
Individuals with Disabilities Grant Program for the OASIS
Transportation Program
The Recreation and Senior Services (RSS) Department applied for an Orange County
Transportation Authority (OCTA) Enhanced Mobility for Seniors and Individuals with
Disabilities (EMSD) grant to fund the purchase of replacement vehicles for the OASIS
Senior Center Transportation Program. These funds are made available to meet the
needs of public agency and non-profit transportation programs serving seniors and
individuals with disabilities. OCTA has approved the City's grant application in the amount
of $217,800, which requires City Council authorization and acceptance of the grant terms
and conditions.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
b) Authorize the City Council to accept a $217,800 Orange County Transportation
Authority Enhanced Mobility for Seniors and Individuals with Disabilities grant and sign
and execute the Cooperative Agreement No. C-5-4013 and subsequent related
documents as may be related to the reimbursement of the cost for vehicles for the
OASIS Transportation Program; and
c) Approve Budget Amendment No. 26-026 to record and appropriate $217,800 in grant
revenue from the Orange County Transportation Authority to OASIS Transportation
Grants account 0107033-431455-G2601, and in expenditure appropriations to OASIS
Transportation - Equipment NOC account 0107033-911024-G2601.
DISCUSSION:
The OASIS Senior Center's transportation program provides affordable rideshare
transportation for Newport Beach seniors over the age of 60 who are no longer able to
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Acceptance of Cooperative Agreement C-5-4013 With Orange County Transportation
Authority Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program
for the OASIS Transportation Program
November 18, 2025
Page 2
drive. Transportation is available for medical appointments, shopping, essential errands
and OASIS Senior Center activities. The program averages 400 clients annually and
enables Newport Beach seniors to remain in their own homes for as long as possible and
experience a higher quality of life.
OASIS Senior Center has four full-time drivers and one part-time driver to provide over
11,000 rides each year. The program continues to grow and adds approximately 15 new
clients each month. The program relies on a fleet of six vehicles carrying out services:
three, 12- passenger Ford buses; one, eight -passenger Ford Transit van; one,
four -passenger Ford Transit van; and one, four -passenger Ford SUV. Vehicles are
purchased, serviced and replaced through the City of Newport Beach's Fleet Services
Division.
On June 11, 2024, City Council adopted Resolution No. 2024-40: A Resolution of the
City Council of the City of Newport Beach, California, Authorizing Application for Grant
Funding from the Orange County Enhanced Mobility for Seniors and Individuals with
Disabilities. The Orange County Transit Authority (OCTA) Enhanced Mobility for Seniors
and Individuals with Disabilities (EMSD) grant program administers $8.5 million in local
funds to non-profit organizations and local public agencies for capital or operating
expenses to help meet the needs of seniors and individuals with disabilities. City staff
applied for $285,000 in EMSD grant funds to purchase and replace two Ford Passenger
buses with two eight -passenger Ford Transit vans and a Ford SUV to help meet rideshare
demand.
On July 24, 2025, OCTA awarded the City funding up to $217,800 for the purchase of
vehicles for the OASIS Transportation Program. Pending the City Council's approval of
the grant, two eight -passenger Ford Transit vans may be ordered and purchased to
replace two Ford Passenger buses that have reached the end of their useful life. As stated
in the Cooperative Agreement, the State will reimburse the City up to $217,800 for the
cost of the vehicles once the grant is executed and the vehicles are purchased.
FISCAL IMPACT:
The Budget Amendment appropriates $217,800 in additional grant reimbursement
revenue from OCTA and $217,800 in increased expenditure appropriations. The revenue
will be posted to the OASIS Transportation Grants account in the Recreation and Senior
Services Department, 0107033-431455-G2601, and the purchase will be expensed to the
OASIS Transportation Equipment NOC account in the Recreation and Senior Services
Department, 0107033-911024-G2601.
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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
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Acceptance of Cooperative Agreement C-5-4013 With Orange County Transportation
Authority Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program
for the OASIS Transportation Program
November 18, 2025
Page 3
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 — Cooperative Agreement C-5-4013
Attachment B — OCTA Pre -Award Authority Notification
Attachment C — Budget Amendment No. 26-026
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ATTACHMENT A
1 COOPERATIVE AGREEMENT NO. C-5-4013
2 BETWEEN
3 ORANGE COUNTY TRANSPORTATION AUTHORITY
4 AND
5 CITY OF NEWPORT BEACH
6 THIS COOPERATIVE AGREEMENT, is effective the 1st day of July' 2025, by and between the
7 Orange County Transportation Authority, 550 South Main Street, P.O. Box 14184, Orange, California
8 92863-1584, a public corporation of the State of California (herein referred to as "AUTHORITY"), and the
9 City of Newport Beach, OASIS Senior Center, 801 Narcissus Avenue, Corona del Mar, California 92625
10 (hereinafter referred to as "AGENCY"), each individually known as ("PARTY") and collectively known as
11 ("PARTIES").
12 RECITALS:
13 WHEREAS, the 2024 Enhanced Mobility for Seniors and Individuals with Disabilities (EMSD)
14 Grant Program offers grant opportunities to non-profit organizations and local public agencies to help
15 meet the special transportation needs of seniors and individuals with disabilities; and
16 WHEREAS, the EMSD Grant Program supports Federal Transit Administration's Section 5310
17 (FTA 5310) Program eligible projects by providing local funds, in lieu of federal funds, to eliminate the
18 need for grant recipients to adhere to complex federal requirements and reduce the risk of non-
19 compliance for both the AUTHORITY and its grantees; and
20 WHEREAS, AGENCY is an eligible recipient of EMSD Grant Program funds and was awarded
21 funds in the EMSD Grant Program for capital and/or operating assistance for vehicle replacements in
22 order to enhance the transportation options currently available to seniors and individuals with disabilities;
23 and
24 WHEREAS, on November 25, 2024, AUTHORITY's Board of Directors ("Board") approved
25 funding of up to Two Hundred Seventeen Thousand, Eight Hundred Dollars ($217,800) for purchase of
26 vehicles in accordance with Exhibit A, entitled "Scope of Work", which is attached herein and incorporated
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COOPERATIVE AGREEMENT NO. C-5-4013
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by reference; and
WHEREAS, on November 25, 2024, AUTHORITY's Board authorized entering into this
Cooperative Agreement; and
WHEREAS, AUTHORITY and AGENCY agree to comply with the EMSD Grant Program
Guidelines and any subsequent EMSD Grant Program Guidelines amendments; and
WHEREAS, AGENCY provides transportation options for seniors and/or persons with disabilities
through the EMSD program by providing transportation services beyond what is required by the American
with Disabilities Act (ADA), which includes purchasing vehicles ("PROJECT"); and
WHEREAS, this Cooperative Agreement defines the roles and responsibilities of AUTHORITY
and AGENCY in delivering a transportation program for seniors and individuals with disabilities; and
NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and AGENCY as
follows:
ARTICLE 1. COMPLETE AGREEMENT
A. This Cooperative Agreement, including any attachments incorporated herein and made
applicable by reference, constitutes the complete and exclusive statement of the term(s) and condition(s)
of this Cooperative Agreement between AUTHORITY and AGENCY and it supersedes all prior
representations, understandings, and communications. The invalidity in whole or in part of any term or
condition of this Cooperative Agreement shall not affect the validity of other term(s) and condition(s) of
this Cooperative Agreement. The above referenced Recitals are true and correct and are incorporated
by reference herein.
B. AUTHORITY's failure to insist on any instance(s) of AGENCY's performance of any term(s)
or condition(s) of this Cooperative 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
AGENCY's obligation in respect thereto shall continue in full force and effect. Changes to any portion of
this Cooperative 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
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COOPERATIVE AGREEMENT NO. C-5-4013
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Cooperative Agreement and issued in accordance with the provisions of this Cooperative Agreement.
C. AGENCY's failure to insist on any instance(s) of AUTHORITY's performance of any term(s)
or condition(s) of this Cooperative Agreement shall not be construed as a waiver or relinquishment of
AGENCY's right to such performance or to future performance of such term(s) or condition(s), and
AUTHORITY's obligation in respect thereto shall continue in full force and effect. Changes to any portion
of this Cooperative Agreement shall not be binding upon AGENCY except when specifically confirmed in
writing by an authorized representative of AGENCY by way of a written amendment to this Cooperative
Agreement and issued in accordance with the provisions of this Cooperative Agreement.
ARTICLE 2. SCOPE OF AGREEMENT
This Cooperative Agreement specifies the roles and responsibilities of PARTIES as they pertain
to the subjects and projects addressed herein. PARTIES shall cooperate and coordinate with the other
in all activities covered by this Cooperative Agreement and any other supplemental agreements that may
be required to facilitate purposes thereof.
ARTICLE 3. RESPONSIBILITIES OF AUTHORITY
A. AUTHORITY agrees to provide ninety percent (90%) of eligible project costs in an amount
not to exceed Two Hundred Seventeen Thousand. Eight Hundred Dollars ($217,800) ("Funding
Amount"), or any subsequent amendments to funding approved by AUTHORITY's Board, for purchase
of vehicles and in accordance with Exhibit A.
B. AUTHORITY shall process payment to AGENCY within sixty (60) calendar days of receipt of
an acceptable invoice and complete reimbursement package from AGENCY, which includes verification
of payment to vendor or operational expense and confirmation of a minimum ten percent (10%) match
estimated to be Twenty -Four Thousand, Two Hundred Dollars ($24,200) for vehicles.
C. AUTHORITY staff may review project amendment requests including scope change requests,
and funding change requests consistent with the EMSD Grant Program Guidelines at its discretion.
ARTICLE 4. RESPONSIBILITIES OF AGENCY
A. AGENCY agrees that all funds received from AUTHORITY as specified in Article 3A above
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shall be used exclusively for providing PROJECT as set forth in Exhibit A.
B. AGENCY shall provide a ten percent (10%) match of allowable vehicle costs and shall support
unallowable costs at one hundred percent (100%). Local match may be made up of cash -subsidies, fare
revenues, or local contributions. Soft match or in -kind services are not eligible sources of match.
C. AGENCY shall adhere to the Timely -Use of Funds section and provisions in accordance with
Exhibit B, entitled "2024 Enhanced Mobility for Seniors and Disabled Grant Program Guidelines, Call for
Projects," which is attached herein and incorporated by reference.
D. AGENCY shall show that they will start service based on the schedule provided and by
June 30 of the requested programmed fiscal year (FY) for PROJECT and adhere to Exhibit A.
E. AGENCY agrees that any cost overruns shall be the responsibility of AGENCY.
F. AGENCY, if applicable, may contract with a third -party service provider to provide
transportation services provided that:
1. Contractor is selected using a competitive procurement process; and
2. Wheelchair accessible vehicles are available, used when requested, and response
times for wheelchair accessible service is comparable to ambulatory service.
G. AGENCY shall comply with all provisions of the EMSD Grant Program Guidelines included
as Exhibit B.
H. AGENCY, as defined in Exhibit A, shall expend all funds within the period of performance
specified on Exhibit A to be eligible for reimbursement for Project or by a subsequently extended deadline
approved by AUTHORITY's Board.
I. AGENCY may request a one (1)-time extension not exceeding a total of twelve (12) months
per project grant.
J. AGENCY may request scope changes which are considered on a case -by -case basis and
are not guaranteed. If a scope change is requested, AGENCY shall provide an explanation and
justification for the scope change and any other information requested by AUTHORITY. Scope change
and extension requests shall be submitted with reasonable notice to allow for adequate review prior to
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the expiration of this Cooperative Agreement.
K. AGENCY shall receive notification or a response from AUTHORITY before implementing the
change. Major scope changes may require approval by AUTHORITY's Board.
L. AGENCY shall adhere to the provisions outlined in the Extension Requests, Scope Changes
and Cost Savings section of Exhibit B at all times. In the event of a reduction in the scope of PROJECT
or cost savings, AGENCY shall ensure compliance with these provisions as part of its adjustments.
M. AGENCY shall provide AUTHORITY with quarterly reports of AGENCY's PROJECT.
AGENCY shall submit quarterly summary reports thirty (30) days after the end of each quarter, as follows:
1. Quarter 1 (January -March) on April 30
2. Quarter 2 (April -June) on July 30
3. Quarter 3 (July -September) on October 30
4. Quarter 4 (October -December) on January 30
N. AGENCY shall provide AUTHORITY with annual reports of AGENCY's compliance with State
and Federal requirements. AGENCY shall submit annual reports thirty (30) days after the end of each
year as follows:
1. Close of each year (January -December) on January 30.
O. Once PROJECT is complete, AGENCY shall submit a final report package no later than ninety
(90) days after final payment from AUTHORITY. The final report package shall consist of a final report
and a closeout form. The final quarterly report, due thirty (30) days after the end of each quarter, the final
annual report, due thirty (30) days after the end of each year, and the final monthly invoice must also all
be submitted to ensure proper closeout.
P. AGENCY shall submit an invoice(s) to AUTHORITY within ninety (90) days of the start of their
period of performance as defined in Exhibit A, less required match and is required to adhere to the
Invoices and Reimbursements section and provisions in accordance with Exhibit B for PROJECT.
Invoices shall be submitted in duplicate to AUTHORITY's Accounts Payable Department at
vendorinvoices(a�octa.net. Each invoice shall include the following information:
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1. Cooperative Agreement No. C-5-4013;
2. Specify which payment is being requested;
3. Any other information as agreed or requested by AUTHORITY to substantiate the
validity of an invoice.
Q. AGENCY agrees capital purchases (vehicle and equipment) must be used for their entire
useful life and/or through termination of the service and maintained accordingly. If termination occurs prior
to the completion of the capital item's useful life and/or grant term, AGENY shall repay AUTHORITY the
same percentage of the sale price [or estimated value of the asset(s)] based on straight line depreciation
of the asset(s) consistent with the EMSD percentage of initial purchase. Useful life shall be based on
AUTHORITY's policy for service life, where applicable, as specified in Exhibit A.
R. Agency agrees that vehicle(s) purchased or leased with EMSD Grant Program funding shall
have AUTHORITY (the Orange County Transportation Authority [OCTA]) listed as lienholder on procured
vehicle(s). AGENCY shall comply with the following ownership, title and disposition requirements:
1. Vehicle titles shall be held in the name of AGENCY with the lienholder listed as
AUTHORITY;
2. AGENCY shall not transfer or dispose of the vehicle(s) without prior written approval
from AUTHORITY, and
3. In the event of vehicle disposal, AGENCY shall follow the FTA regulations governing
vehicle disposition, including repaying AUTHORITY its proportional share of the
remaining value of the vehicle.
S. AGENCY shall maintain appropriate insurance coverage during the entire term of this
Cooperative Agreement. Coverage shall be full coverage and not subject to self-insurance provisions.
AGENCY shall provide the following insurance coverage:
1. Commercial General Liability, to include Products/Completed Operations,
Independent Contractors', Contractual Liability, and Personal Injury Liability, and
Property Damage with a minimum limit of $1,000,000 per occurrence and $2,000,000
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general aggregate;
2. Automobile Liability Insurance to include owned, hired and non -owned autos with a
combined single limit of $1,000,000 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; and
T. Proof of such coverage, in the form of a certificate of insurance and an insurance policy
blanket additional insured endorsement, with AUTHORITY, its officers, directors, employees, and agents
designated as additional insureds as required by contract. Both documents must be received by
AUTHORITY prior to commencement of any work. Proof of insurance coverage must be received within
ten (10) calendar days from the effective date of this Agreement and prior to commencement of any work.
The insurance shall be primary and non -contributive to any insurance or self-insurance maintained or
mandated by AUTHORITY. Furthermore, AUTHORITY reserves the right to request certified copies or
review all related insurance policies in response to a related loss.
U. AGENCY shall include on the face of the Certificate of Insurance the Cooperative
Agreement No. C-5-4013; and, the Associate Contract Administrator's Name, Rhea Aninzo.
V. AGENCY shall also include in each subcontract the stipulation that AGENCY's third -party
provider shall maintain insurance coverage in the amounts required from AGENCY as provided in this
Agreement.
W. AGENCY will work with the vendor and ensure the submittal to AUTHORITY of the required
W-9 form and tax related documents required to establish a vendor account.
X. AGENCY shall be required to immediately notify AUTHORITY of any modifications or
cancellation of any required insurance policies.
Y. AGENCY agrees that all subcontractors performing safety -sensitive tasks are subject to the
same regulations and before entering into this Cooperative Agreement. AGENCY and its subcontractors
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shall comply with an applicable substance abuse program following the applicable regulations of the Drug
Free Workplace Act of 1988 and the California Drug -Free Workplace Act of 1990.
Z. AGENCY shall revise and amend any plan(s) adopted by AGENCY accordingly as the
applicable rules and regulations are periodically revised and amended.
AA. AGENCY shall ensure that its operators and/or contracted vendor's operators are properly
licensed and trained to proficiently perform duties safely and effectively and in a manner which treats
riders with respect and dignity.
BB. AGENCY shall ensure that all drivers complete an initial driver training program. This program
may be sourced from an established training provider or another agency with a compliant program. The
training program must include specific course content or subject matter, and the number of hours of
training to be provided. Training shall include, but is not limited to:
1. Disability awareness;
2. Passenger assistance; and
3. Mobility device familiarization and securement practices.
CC. AGENCY shall perform or ensure that a contracted vendor performs regular and routine
maintenance of all awarded vehicles and/or equipment including:
1. Daily pre trip inspections;
2. Scheduled preventative maintenance that meets or exceeds the vehicle
manufacturer's standards;
3. Maintaining maintenance records for each vehicle and/or equipment for a minimum of
five (5) years;
4. Cooperation in annual motor crash carrier terminal inspections conducted by the
California Highway Patrol (CHP), if required;
ARTICLE 5. DELEGATED AUTHORITY
The actions required to be taken by AGENCY in the implementation of this Cooperative Agreement are
delegated to its AGENCY, or designee, and the actions required to be taken by AUTHORITY in the
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implementation of this Cooperative Agreement are delegated to AUTHORITY's Chief Executive Officer
or designee.
ARTICLE 6. MAXIMUM OBLIGATION
Notwithstanding any provisions of this Cooperative Agreement to the contrary, AUTHORITY and
AGENCY mutually agree that AUTHORITY's maximum cumulative payment obligation hereunder shall
be Two Hundred Seventeen Thousand, Eight Hundred Dollars ($217,800), unless agreed to by both
PARTIES and amended by way of written amendment.
ARTICLE 7. AUDIT AND INSPECTION
AUTHORITY and AGENCY shall maintain a complete set of records in accordance with generally
accepted accounting principles. Upon reasonable notice, AGENCY shall permit the authorized
representatives of AUTHORITY to inspect and audit all work, materials, payroll, books, accounts, and
other data and records of AGENCY for a period of four (4) years after final payment, or until any on -going
audit is completed. For purposes of audit, the date of completion of this Cooperative Agreement shall be
the date of AGENCY's payment of AUTHORITY's final billing (so noted on the invoice) under this
Cooperative Agreement. AUTHORITY shall have the right to reproduce any such books, records, and
accounts. The above provision with respect to audits shall extend to and/or be included in contracts with
AGENCY's contractor.
ARTICLE 8. INDEMNIFICATION
A. To the fullest extent permitted by law, AGENCY shall defend (at AGENCY's sole cost and
expense with legal counsel reasonably acceptable to AUTHORITY), indemnify, protect, and hold
harmless AUTHORITY, its officers, directors, employees, and agents (collectively the "Indemnified
Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs,
judgments, arbitration awards, settlements, damages, demands, orders, penalties, and expenses
including legal costs and attorney fees (collectively "Claims"), including but not limited to Claims arising
from injuries to or death of persons (AGENCY's employees included), for damage to property, including
property owned by AUTHORITY, or from any violation of any federal, state, or local law or ordinance, by
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the negligent acts, omissions or willful misconduct of AGENCY, its officers, directors, employees or
agents in connection with or arising out of the performance of this Cooperative Agreement.
B. To the fullest extent permitted by law, AUTHORITY shall defend (at AUTHORITY's sole cost
and expense with legal counsel reasonably acceptable to AGENCY), indemnify, protect, and hold
harmless AGENCY, its officers, directors, employees, and agents (collectively the "Indemnified Parties"),
from and against any and all liabilities, actions, suits, claims, demands, losses, costs, judgments,
arbitration awards, settlements, damages, demands, orders, penalties, and expenses including legal
costs and attorney fees (collectively "Claims"), including but not limited to Claims arising from injuries to
or death of persons (AUTHORITY's employees included), for damage to property, including property
owned by AGENCY, or from any violation of any federal, state, or local law or ordinance, by the negligent
acts, omissions or willful misconduct of AUTHORITY, its officers, directors, employees or agents in
connection with or arising out of the performance of this Cooperative Agreement.
C. The indemnification and defense obligations of this Cooperative Agreement shall survive its
expiration or termination.
ARTICLE 9. ADDITIONAL PROVISIONS
A. Term of Agreement: This Cooperative Agreement shall be effective on July 1, 2025, and shall
be in full force and effect through final acceptance of PROJECT or June 30, 2027, whichever is later.
B. Termination: In the event either PARTY defaults in the performance of their obligations under
this Cooperative Agreement or breaches any of the provisions of this Cooperative Agreement, the non -
defaulting PARTY shall have the option to terminate this Cooperative Agreement upon thirty (30) days'
prior written notice to the other PARTY .
C. Termination for Convenience: Either PARTY may terminate this Cooperative Agreement for
its convenience by providing thirty (30) days' prior written notice of its intent to terminate for convenience
to the other PARTY.
D. Vehicle Removal for Non -Compliance: In circumstances where vehicles obtained with
awarded EMSD Grant Program funds under this Cooperative Agreement have been placed into service
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but are not being utilized in accordance with the appropriately approved scope, AUTHORITY reserves
the right to remove such vehicles from AGENCY's premises.
E. AUTHORITY and AGENCY shall comply with all applicable federal, state, and local laws,
statues, ordinances and regulations of any governmental authority having jurisdiction over PROJECT.
F. Legal Authority: AUTHORITY and AGENCY hereto consent that they are authorized to
execute this Cooperative Agreement on behalf of said PARTIES and that, by so executing this
Cooperative Agreement, the PARTIES hereto are formally bound to the provisions of this Cooperative
Agreement.
G. Severability: If any term, provision, covenant or condition of this Cooperative Agreement is
held to be invalid, void or otherwise unenforceable, to any extent, by any court of competent jurisdiction,
the remainder of this Cooperative Agreement shall not be affected thereby, and each term, provision,
covenant or condition of this Cooperative Agreement shall be valid and enforceable to the fullest extent
permitted by law.
H. Counterparts of Agreement: This Cooperative Agreement may be executed and delivered in
any number of counterparts, each of which, when executed and delivered shall be deemed an original
and all of which together shall constitute the same agreement. Facsimile signatures will be permitted.
I. Force Maieure: Either PARTY shall be excused from performing its obligations under this
Cooperative Agreement during the time and to the extent that it is prevented from performing by an
unforeseeable 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 or 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.
J. Assignment: Neither this Agreement, nor any of the PARTIES' rights, obligations, duties, or
authority hereunder may be assigned in whole or in part by either PARTY without the prior written consent
of the other PARTY in its sole and absolute discretion. Any such attempt of assignment shall be deemed
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COOPERATIVE AGREEMENT NO. C-5-4013
1 void and of no force and effect. Consent to one (1) assignment shall not be deemed consent to any
2 subsequent assignment, nor the waiver of any right to consent to such subsequent assignment.
3 K. Governing Law: The laws of the State of California and applicable local and federal laws,
4 regulations and guidelines shall govern this Cooperative Agreement.
5 L. Litigation fees: Should litigation arise out of this Cooperative Agreement for the performance
6 thereof, the court shall award costs and expenses, including attorney's fees, to the prevailing PARTY.
7 M. Notices: Any notices, requests, or demands made between PARTIES pursuant to this
8 Cooperative Agreement are to be directed as follows:
9 To AGENCY: To AUTHORITY:
10 City of Newport Beach Orange County Transportation Authority
11 OASIS Senior Center 550 South Main Street
12 801 Narcissus Avenue P.O. Box 14184
13 Corona del Mar, CA 92625 Orange, CA 92863-1584
14 Attention: Susie DiGiovanna Attention: Rhea Aninzo
15 Social Services Supervisor Associate Contract Administrator
16 Tel: (949) 718-1825 Tel: (714) 560-5650
17 Email: Email: raninzo .octa.net
18 sdigiovanna(a-)newportbeachca.gov
19 With a copy that shall not constitute Notice to:
20 Cc: Martin Browne
21 Senior Community Transportation
22 Coordinator
23 Tel: (714) 560-5431
24 Email: mbrowne(o-)octa.net
25 Vic Mireles
26 Transportation Funding Analyst
Last Rev: 09/05/2024
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COOPERATIVE AGREEMENT NO. C-5-4013
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Tel: (714) 560-5025
Email: vmireles(c-)octa.net
Last Rev: 09/05/2024
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COOPERATIVE AGREEMENT NO. C-5-4013
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a",
IN WITNESS WHEREOF, the PARTIES hereto have caused this Cooperative
Agreement No. C-5-4013 to be executed on the date first written above.
CITY OF NEWPORT BEACH ORANGE COUNTY TRANSPORTATION AUTHORITY
By:
By:
Joe Stapleton
Darrell E. Johnson
Mayor
Chief Executive Officer
APPROVED
AS TO FORM:
By:
James M. Donich
General Counsel
APPROVED:
APPROVED AS TO FORM:
By:
CITY ATTORNEY'S OFFICE
Date:_ �J� /2�
Jennifer L. Bergener
Deputy Chief Executive Officer
By: 1
A j n C. Harp, City Attorney
By:
\\.s .tip
,Ak
Johnny Dunning, Jr.
Chief Operating Officer
M
Rose Casey
Executive Director, Planning
Last Rev: 09/05/2024
WE
Page 14 of 14
5-11
SCOPE OF WORK
City of Newport Beach
Program Overview
COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT A
The City of Newport Beach's OASIS Transportation Program provides affordable ride -share services to
Newport Beach residents aged sixty (60) and older who can no longer drive, offering a lifeline for seniors
to access essential services and maintain independence. The program accommodates individuals with
mobility aids such as walkers, wheelchairs, and scooters, as well as those with physical and cognitive
limitations. It ensures seniors can attend medical appointments, shop for groceries, participate in senior
center classes, and run other essential errands within Newport Beach, Corona del Mar, Newport Coast,
and limited areas of Costa Mesa and Irvine. The program emphasizes community outreach and the
integration of technology to optimize transportation access, particularly for disadvantaged seniors.
Project Components & Required Match
Project Component
Required
Match
Grant
Total Project
Match*
Percentage
Component
Cost
Two (2) Ford Transit vans with
$24,200
10%
$217,800
$242,000
wheelchair lifts
*Required match is based on Board approved guidelines. Agency is responsible for any related cost
increases which may increase required match above the 10% or 20% minimum requirement.
Project Schedules
Project Component
Start Date
End Date
Two (2) Ford Transit vans with
wheelchair lifts
July 1, 2025
June 30, 2027
Performance Measures
1. Emphasize the enhancement of mobility for seniors through supportive, supplemental services,
and improved connectivity.
2. Advocate for the integration of technology to optimize transportation options.
3. Stress the importance of community outreach, particularly towards disadvantaged communities.
Deliverables
1. Fully comply with scope of work and the Enhanced Mobility for Seniors and Disabled grant
program guidelines, including any amendments approved by the Orange County Transportation
Authority (OCTA), and in compliance with all applicable grant regulations.
2. Submit all required quarterly and final reports, invoices, certifications, and participate in audits as
detailed in this Agreement and as requested by OCTA.
Page 1 of 2
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COOPERATIVE AGREEMENT NO. C-5-4013
Useful life
EXHIBIT A
Project Component Useful Life
Two (2) Ford Transit vans with wheelchair lifts 137,363-139,669 miles
Page 2 of 2
5-19
t
SAW
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COOPERATIVE AGREEMENT NO. C-54013
EXHIBIT B
OCTA
2024
Enhanced Mobility
for Seniors and Disabled
Grant Program Guidelines
Call for Projects
ORANGE COUNTY TRANSPORTATION AUTHORITY
5-
COOPERATIVE AGREEMENT NO. C-54013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Table of Contents
PurposeAnd Authority.........................................................................................................................................................1
ProgramGoals..................................................................................................................................................................1
Background..........................................................................................................................................................................1
2024 Call...............................................................................................................................................................................1
ProgramSchedule................................................................................................................................................................2
EligibleApplicants................................................................................................................................................................
2
PublicHearing for Public Agencies...................................................................................................................................
2
Coordination....................................................................................................................................................................
2
FundingPriorities.............................................................................................................................................................2
Eligible Project Categories and Availability of Funds.......................................................................................................2
CapitalProjects................................................................................................................................................................3
OperatingProjects...........................................................................................................................................................4
Award Limitations and Matching Fund Requirements........................................................................................................4
IndirectCosts.......................................................................................................................................................................5
ContingencyCosts............................................................................................................................................................5
EvaluationCriteria................................................................................................................................................................5
CapitalEvaluation Criteria...............................................................................................................................................5
OperatingEvaluation Criteria..........................................................................................................................................6
AccountabilityEvaluation................................................................................................................................................7
Provisionsof Use Criteria.....................................................................................................................................................7
Timely -Use of Funds.............................................................................................................................................................7
Extension Requests, Scope Changes and Cost Savings........................................................................................................8
CostIncreases..................................................................................................................................................................
8
Invoicesand Reimbursements.............................................................................................................................................8
Reporting..........................................................................................................................................................................
9
InsuranceRequirements..................................................................................................................................................9
Additional Program Requirements................................................................................................................................10
Required Drug and Alcohol Programs and Related Reporting...................................................................................10
Required Driver Training for Vehicles........................................................................................................................
it
Required Maintenance for Vehicles and Equipment.................................................................................................11
Useful Life Requirements for Capital Projects...........................................................................................................11
SubmittalRequirements....................................................................................................................................................12
OCTAContacts...................................................................................................................................................................12
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COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Purpose And Authority
The Orange County Enhanced Mobility for Seniors and Individuals with Disabilities (EMSD) Grant Program call for projects
(call) is intended to enhance the mobility of seniors and individuals with disabilities by providing local transportation
funding to meet the transportation needs of seniors and individuals with disabilities where public transportation services
may not appropriately meet their needs. The EMSD Grant Program offers grant opportunities to non-profit organizations
(non -profits) and local public agencies to help meet these needs.
Program Goals
The EMSD Program is intended to meet the transportation needs of older adults and people with disabilities when
transportation services provided are unavailable, insufficient, or inappropriate to meet these needs. The goals of the
Program are to:
• Improve the mobility for seniors and individuals with disabilities in Orange County.
• Support local agencies and non -profits providing service within their communities.
• Supplement services provided through the OCTA Senior Mobility Program, OC ACCESS, and OC Bus fixed -route
service.
• Provide seamless service through improved first- and last -mile connections.
• Incorporate and encourage technology -based solutions to improve mobility options.
• Promote non-profit and public agency outreach to senior and disabled patrons with an emphasis in reaching
disadvantaged, underrepresented, and/or diverse communities to ensure services will meet their needs.
• Prioritize funding for agencies that:
o Collaborate through partnerships to create efficiencies and lower operating costs for service, and/or
o Increase vehicle revenue hours beyond the minimum ten hours per week.
Background
Prior to 2014, the Federal Transit Administration Section 5310 (FTA 5310) Program was jointly administered by the Orange
County Transportation Authority (OCTA) and the California Department of Transportation (Caltrans). In 2016, OCTA
assumed the role of designated recipient for the FTA 5310 Program in Orange County to ensure funds are used effectively,
efficiently, and consistently with federal requirements.
Since 2018, the Orange County EMSD Grant Program replaced the FTA 5310 by providing local funding support in lieu of
federal funding, which allows grantees to streamline project implementation and reduce the risk of non-compliance with
federal requirements. Due to the long-standing success of the Section 5310 grant program, all beneficial elements of that
program have been retained.
As the regional transportation planning agency for Orange County, OCTA is responsible for conducting a call for projects
and distributing EMSD funds to selected projects consistent with the priority strategies identified in the current Orange
County Human Services Transportation Coordination Plan' (Coordinated Plan). In addition, OCTA has taken on the
responsibility of developing and administering funding agreements and providing oversight monitoring of EMSD grantees
throughout the useful life of the grant -funded projects.
2024 Call
The 2024 EMSD call will make up to $8.5 million in local funds available for eligible and high scoring projects. Funding
availability is based on the FTA 5310 apportionment to OCTA and is subject to change. All projects proposed and
' 2020 Coordinated Plan is available at: http://www.octa.net/pdf/HumanServicesTransportation.i)df - applicable to this call.
2024 Coordinated Plan information landing page is available at: https://www.orangecountychstp.com/ - currently under development.
1
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COOPERATIVE AGREEMENT NO. C-54013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
considered for funding are required to be included in the Coordinated Plan. Under FTA guidelines, the Coordinated Plan
is required to be updated every four years. This call will award projects consistent with the 2020 Coordinated Plan, as its
2024 update is still under development.
Program Schedule
EMSD Schedule (Subject to Change)
April 17, 2024
EMSD Program Workshop (Virtual)
May 28, 2024
Call for Applications Opens
June 3-June 7, 2024
Application Office Hours
June 27, 2024
Application Due Date by 4pm
June — August 2024
Application Reviews and Scoring
September 2024
OCTA Board of Directors (Board) consideration of EMSD funding recommendations
September 2024
Awarded Applicant Office Hours
Eligible Applicants
Eligible applicants include:
• Private non-profit organizations providing transit services for older adults and people with disabilities, and
• Public agencies where private non -profits are not readily available to provide the proposed service for these
individuals (see Public Hearing for Public Agency section of these Guidelines).
Public Hearing for Public Agencies
Public agency applicants will be required to hold a public hearing to establish coordination with non -profits and ensure
services are not being duplicated. This will verify that the nominating public agencies' projects are not overlapping in scope
and, where applicable, services can be better coordinated. Nominating public agencies, including Orange County
(County) cities and the County, are to schedule public hearings, and notify relevant non -profits as soon as possible to
proceed with the application process. Documentation of a public hearing being held will be required as part of the
application package.
Coordination
Inter -agency coordination is highly recommended. OCTA encourages agencies to work in partnership with other agencies
to better offer well-rounded and coordinated services or use of vehicles and/or equipment. The EMSD Program
emphasizes the importance of coordinated planning. Priority will be given to nominations that successfully show inter-
agency coordination and demonstrate partnership(s).
Funding Priorities
1. Capital
2. Operating (Existing Services Only and Mobility Management)
Eligible Project Categories and Availability of Funds
Funds will be available for two categories and distributed to organizations and agencies serving Orange County based on
the funding priorities above.
Project Category
Funding availability
Capital
$4.7 million (minimum) or 55% minimum of awarded
funds
Operating (Mobility Management and Operating Assistance)
$3.8 million (maximum) or no greater than 45% of
awarded funds
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COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Consistent with FTA 5310 requirements, at least 55% of funds must be used for "traditional" capital projects. That is, those
public transportation Capital projects planned, designed, and carried out to meet the specific needs of seniors and
individuals with disabilities when public transportation is insufficient, unavailable, or inappropriate.
As a result, the Operatine projects category is limited to a total target of $3.8 million award maximum, and the funding
that goes to operations cannot be greater than 45% of the total available funding.
Capital Projects
Project Types
Eligible Activities
Vehicle and Equipment
Vehicle leases or purchases
Acquisition:
Small Capital Purchases:
Purchases under $10,000 for computer hardware and equipment if the hardware and
equipment are tied to an operating need and do not meet the minimum requirements of
a capital project. Justification for how the hardware and equipment is directly tied into
the function of an operation will be required in the applications narrative.
Capital projects will consist of vehicle leases or purchases. This includes buses and vans with the purpose of transporting
seniors and individuals with disabilities. Vehicles may be either new or used (in good condition). Vehicles may be
replacements for those currently in operation that have met or exceeded their useful life or vehicles to allow expansion
of service. For a project to be categorized as replacement vehicles, the vehicles to be replaced must be in active service
during the applicant's normal days and hours of operation. Unless an acceptable justification is provided, the vehicle
should have met a minimum useful life or will meet the useful life at the point the replacement vehicle is put into service.
Each vehicle acquired (both purchased and leased) must be Americans with Disabilities Act (ADA) accessible and provide
a minimum of 10 hours of service per week, where service is provided by the awarded applicant or in coordination with
other agencies. Zero -emission vehicles (ZEV) and zero -emission buses (ZEB) are encouraged; however, the purchase or
installation of ZEV charging equipment is not an eligible expense of the EMSD program.
CalACT Purchasing Cooperative
Agencies may acquire vehicles through the California Association for Coordinated Transportation (CalACT) Purchasing
Cooperative; however, this is not a requirement of the EMSD program. Agencies that plan to acquire vehicles through
CalACT must notify OCTA of their intent as part of the application.
For more information, please visit https://calact.org/ or contact Dan Mundy at dan@calact.org or 916-920-8018 (Office)
Vehicle Acquisition Cost -Effectiveness Requirements
The purchase of used vehicles will be allowed when the proposed used vehicle is determined to be more cost-effective
than the purchase of new vehicles and meets the additional used vehicle provisions noted below. Applicants who opt to
request funding for the purchase of used vehicles, must provide a cost -benefit analysis as part of the project application
clearly indicating that the purchase of used vehicles is more cost-effective compared to the purchase of new vehicles.
The leasing of vehicles will be allowed when it is determined to be more cost-effective than purchasing vehicles. Applicants
who opt to request funding for leasing must provide a cost -benefit analysis as part of the project application clearly
indicating that leasing is more cost-effective compared to purchasing. A draft lease agreement must be included as part
of the application, and a final lease agreement shall be provided to OCTA upon agreement execution.
Cost-effectiveness methodology will be at the discretion of each applicant agency and should be prepared in good faith.
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COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Additional Used Vehicle Provisions
Used vehicle purchases will be allowed so long as they meet the following criteria:
• Vehicles are less than three years old (based on model year),
• Vehicles have less than 65,000 miles,
• Vehicles are under warranty,
• Applicants provide proof that multiple vendors were contacted for comparable prices,
• A mechanical inspection must occur prior to purchase, and
• Vehicles must be fully ADA compliant or will be modified to be ADA compliant — including ramps, tie downs, and
other safety features.
Additional Leased Vehicle Provisions (under warranty and inspected prior to purchase)
• Vehicles are less than three years old (based on model year),
• Vehicles have less than 65,000 miles,
• Applicants provide proof that multiple vendors were contacted for comparable prices,
• Vehicles must be fully ADA compliant or will be modified to be ADA compliant — including ramps, tie downs, and
other safety features.
Equipment Purchases
The Capital projects category may also include the purchase of service -related equipment such as wheelchair lifts, ramps,
and securement devices as well as computer hardware (i.e., computers, keyboards, mouses, dispatching devices and
software, etc.). ZEV charging equipment is not an eligible equipment purchase.
Applicants must submit at least one equipment quote consistent with the application, detailing key characteristics.
Multiple quotes are preferred. These will serve as an Independent Cost Estimate (ICE), and the lowest quote provided will
determine the grant amount.
Operating Projects
Operating projects will consist of mobility management and operating assistance.
Project Types
Eligible Activities
Mobility Management:
Coordinating Transportation Services, Traveler/Client Call Centers, Driver/Travel Training',
and/or Coordinating/Dispatching Communications System
Operating Assistance:
Labor (Staffing) Expenses, Materials (Fuel, Office Supplies), Continuation of Services,
Contracted Services, and/or First and Last -Mile Trips
Award Limitations and Matching Fund Requirements
Applicants may submit applications for either one or both categories. However, the total funding request per applicant
may not exceed $1.5 million (does not include local match), as noted in the application and project type table below.
For the purposes of the EMSD Program, match refers to any non-EMSD funding contribution committed and provided by
the lead agency to support a share of the total project expenses. Projects will be required to provide a cash match
consistent with the table below.
Please note that matching requirements were temporarily reduced as part of the 2021 EMSD Program to allow applicants
to restore service and support recovery from the coronavirus (COVID-19) pandemic. This reduction is remaining in place
as part of the 2024 EMSD Program to allow continued recovery and to address ongoing supply chain issues.
' Travel training is one-on-one individualized training that gives people with seniors and individuals with disabilities the skills required
to travel safely on fixed -route public transportation.
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COOPERATIVE AGREEMENT NO. C-54013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Application and Project Type
Minimum
Maximum Grant
Minimum Match
Grant Request
Request
Requirement
Capital: Vehicle purchases, leases, and limited
$100,000
$1,000,000
o
10%
supporting equipment
Capital: Standalone Capital Equipment Purchases
$10,000
$99,000
10%
Operating: Operating Assistance
$100,000
$1,000,000
20%
Operating: Mobility Management
$50,000
$300,000
10%
Indirect Costs
The program will allow for no greater than 10% of requested funds to contribute to indirect costs. This will be applicable
to the operating category only. Applicants should factor in this limit when structuring their proposed project budgets,
demonstrating a clear understanding of how the grant funds will be effectively utilized for both direct and indirect costs.
Examples of indirect costs that could be considered include:
• General administrative and overhead costs. • Staff salaries (for capital applications).
• Office supplies. • Technical assistance and planning activities.
• Development of specifications for vehicles • Any other costs deemed necessary for the administration,
and equipment. planning, or technical assistance purposes of the project.
Contingency Costs
Contingency is allowed for unforeseen circumstances, such as cost increases or project delays, amounting to 5-10% of the
total requested funds in proposed project budgets. This allocation ensures adaptability to changing conditions while
minimizing disruptions to project implementation.
Evaluation Criteria
Applications will be considered for funding based on the evaluation criteria and point distribution shown in this section.
Capital and Operating projects will be scored differently with the criteria detailed in their respective tables. The criteria
align with federal and state goals for the Section 5310 program and are the basis for reviewing and selecting applications.
All projects are required to be included in the 2020 Coordinated Plan.
Capital Evaluation Criteria
Capital Projects I Maximum
Points
A. Goals and Objectives — Project is consistent with overall EMSD Program goals and objectives
and meets all program requirements of providing transportation related activities and/or 6
services beyond those required by the ADA.
B. Ability of Applicant — Evidence of the applicant's experience providing existing transportation
service or social services for elderly or disabled individuals. Scored questions will also include 10
points for agency programs/plans including driver/travel training, dispatching, California
Highway Patrol Inspections.
'See complete examples of eligible operating activities and vehicle types on Capital Projects.
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COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
C. Coordination Planning — Assessment of available services that (1) meet the needs of seniors and
disabled individuals and (2) identify gaps in service or equipment needs. Scored questions will
ask how the applicant provides strategies, activities, and projects to identify these gaps and
6
achieve efficiencies in service. Discuss the coordination planning your agency conducts with
other agencies.
D. Outreach and Feedback —Assessment of how the applicant has conducted outreach with senior
and disabled clients to ensure their needs are being met and adjustments to service are made
5
accordingly.
E. Transportation Service — Evaluation will be based on project type - replacement, expansion
vehicles, and/or equipment. Replacement and expansion vehicles will receive ratings based on
mileage, service hours per week, and number of people served. Equipment will be scored based
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on number of vehicles within the fleet which are coordinated and service efficiency
enhancement with the new equipment.
F. Emergency Planning and Preparedness — Evaluation is based on standards for emergency
planning and preparedness, extent to which emergency plans and drill activities are provided,
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and whether applicant is included in County Office of Emergency Services (OES) response plan.
Additional Considerations to Application Scores
a. Accountability Measure— Consideration of applicants past project delivery performance will
-5
be evaluated. 5 points may be deducted.
Total Points
50
Operating Evaluation Criteria
Operating Projects
Maximum
Points
A. Goals and Objectives — Project is consistent with overall EMSD Program goals and objectives
and meets all program requirements of providing transportation related activities and/or
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services beyond those required by the ADA.
B. Project Implementation — Extent to which applicant provides a well-defined and detailed
operations plan with defined routes, schedules, current/project ridership, key personnel, and
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marketing strategies with supporting documentation for carrying out the project.
C. Program Performance Indicators — Extent to which applicant provides clear, measurable, and
outcome -based performance measures and indicators, which show a logical, reasonable, and
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quantifiable methodology to track the effectiveness of the project.
D. Coordination, Outreach, and Sustainability — Extent to which applicant identifies
communications and outreach plans and goals to target populations that benefit from EMSD
program. Evaluation also based on applicant's efforts and accomplishments in coordination with
11
other transportation and/or social services in the project area and extent to which applicant
identifies plans to sustain a new, expansion, or continuation program beyond the two-year
funding cycle.
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COOPERATIVE AGREEMENT NO. C-6 4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
E. Emergency Planning and Preparedness — Extent to which applicant identifies standards for
emergency planning and preparedness and provides emergency plans and drill activities, and
4
whether applicant is included in County Office of Emergency Services (OES) response plan.
Additional Considerations to Application Scores
b. Accountability Measure— Consideration of applicants past project delivery performance will
be evaluated. 5 points may be deducted.
-5
Total Points
50
Accountability Evaluation
The 2024 EMSD call will evaluate applicants on past project delivery performance. Up to five points may be deducted from
the overall project score for applicants with a history of poor past project delivery performance including in contract
execution, timing of expenditures and invoicing, and overall program understanding. This evaluation will ensure
continuation of responsible delivery of EMSD-funded projects.
Provisions of Use Criteria
• Upon approval by OCTA's Board, awarded applicants will be notified and will be required to enter into an
agreement with OCTA to start the project and receive funding. The agreement will remain in effect throughout
the project's service period or the equipment's useful life.
• For vehicle request, grantees are responsible for the proper use, operating costs, and maintenance of all vehicles
and project equipment, and must be prepared to comply with all applicable regulations and requirements.
• Applicants are responsible for management, oversight, and control over the operations of contracted service and
purchased equipment. Appropriate documentation must also be maintained and provided upon request during
the project term and through the useful life of the asset or through the service period.
• For non-profit applicants, non-profit status must be documented as "active."
• Public agencies are required to complete a public hearing prior to the application deadline to verify that they
would not be nominating overlapping services or providing services where a non-profit could. More information
on this can be viewed in the Public Hearing for Public Agency section.
Timely -Use of Funds
Funding will be made available for FY2024-25, FY2025-26, and FY2026-27. All reimbursable work should be completed
within the timeframe outlined in the executed agreement.
For Capital projects, applicants will be required to award a contract or execute a purchase order by June 30 of the
programmed FY. Applicants would then have 24 months from the award or purchase to receive and/or install the
equipment. The contract award or purchase date will serve as the start of the 24-month performance period. The
expenditure deadline will also start at the contract award or purchase and all eligible awarded funds must be expended
by the end of the 24-month period. Extensions of up to one additional expenditure year (12 months) will be considered
on a case -by -case basis with a formal letter indicating reasons for the extension.
For Operating projects, awarded applicants will be required to show evidence that they have entered into a cooperative
or service agreement, as applicable to the funded project, and must start service based on the schedule provided and by
June 30 of the programmed FY. For existing operating agreements, applicants may request funds to continue service. The
date of the OCTA/Agency cooperative or service agreement or start of the continuation of service using the grant funds
will begin the 24-month period of performance.
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COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Funding for projects that have not (1) started within the FY programmed and (2) have not invoiced within 60 days of
the end of the FY, may be forfeited and projects will be subject to OCTA approval for any delays. Extensions of up to
one additional year (12 months) will be approved on a case -by -case basis. Requests should be made through a letter
indicating reasons for the delay and how funds will begin invoicing by June of the extended FY.
Extension Requests, Scope Changes and Cost Savings
Scope changes and extension requests are considered on a case -by -case basis and requests must be submitted via email
to OCTA EMSD email at OCTAEMSD@octa.net. Typically, to consider a scope change for approval by staff, OCTA expects
the project benefits to be the same as what was provided in the original application. If the project does not deliver the
same benefits, the project request will either be denied or presented to the OCTA Board for consideration. Applicants
must provide an explanation and justification for the change and include documentation for how project benefits will be
impacted and how they compare to the benefits proposed in the original application. Please note that project extensions
are not guaranteed, and OCTA encourages awarded applicants to initiate and complete projects within the original period
of performance of the grant.
OCTA will complete a thorough evaluation of the scope change and/or extension request and the potential impact to the
project(s) benefits prior to making a recommendation. Major scope changes which significantly impact the benefits may
require approval by the OCTA Board of Directors. If the applicant reduces the scope of an approved project a reduction in
EMSD funds must be applied proportionally to maintain the approved local match percentage.
Cost Savings.
Reduced costs associated with a scope reduction will not be considered cost savings. Savings at project completion will
either remain with OCTA or be returned to OCTA, if already paid out to the agency.
Cost Increases
The EMSD Program will not cover project cost increases for awarded projects. Applicants commit to cover any cost
increases beyond awarded funds and match requirements.
Invoices and Reimbursements
Costs incurred prior to the start of the executed agreement will not be reimbursable unless requested by exception.
The EMSD Program requires that payments to the agency occur on a reimbursement basis, with exceptions for vehicle
purchases noted below. Therefore, the lead agency must incur and pay for project costs prior to invoicing OCTA for
reimbursement. The lead agency will be required to provide proper documentation with their invoices to validate that the
expenditure was properly incurred. For applicants purchasing vehicles, they will be allowed to invoice up to 65% of the
purchase order amount covered by OCTA upon receipt of a verifiable purchase order. The remaining 35% will be paid upon
delivery and acceptance of the vehicle(s), consistent with the total project cost and considering the required match.
Subsequently, the payments will be distributed to the lead agency, which then utilizes these funds to settle project costs,
including payments to vendors for vehicle purchases.
Applicants may begin invoicing from the date their contract agreements with OCTA are executed. Reimbursements will be
dispersed upon review and approval of a complete expense report, performance report, and consistency with
the cooperative agreement requirements and specifications. Invoices for capital must be submitted no later than 30
days after the end of the month in which the expenditure occurred, with the exception for vehicle purchases. For
operating projects, invoicing will be required at minimum on a quarterly basis consistent with the quarterly reporting
schedule provided.
Applicants are expected to submit a final report form and closeout form within 90 days of project completion.
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COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Project Type
Reimbursement Process
Capital: Vehicles and Equipment
Vehicles: OCTA will pay up to 65% of the award amount (OCTA's
share) of the cost up front, based on verifiable purchase order less
the required match. The remaining 35% will be paid upon applicant's
delivery and acceptance of the vehicle.
Any funding not initially paid out from the grant will be disbursed
consistent with the total project cost and considering the required
match, following confirmation of receipt of the vehicle and/
or equipment. Applicants must submit an invoice no later than 30
days after the end of the month following vehicle acceptance.
Equipment: Applicants incur the expense and request reimbursement
from OCTA once the equipment has been delivered and accepted at
the agency.
Operating: Operating Assistance, Mobility
Applicants submit invoices to OCTA on a quarterly basis, less required
Management, Driver/Travel Training, and/or
match. (See quarterly reporting due dates below)
first and last -mile connections.
If awarded, successful applicants will enter into a cooperative agreement with OCTA specifying grant requirements.
Reporting
Awarded applicants will be required to submit a quarterly report to allow OCTA to monitor progress on the project and
ensure that the project will be completed within the period of performance of the grant. Quarterly reporting forms will
be available on the EMSD website. Awarded applicants should start submitting quarterly reports to OCTA once cooperative
agreements are executed. Monthly data, see quarterly report templates, is to be submitted on a quarterly basis, in
accordance with the reporting schedule below:
Performance Period
Quarterly Report Due Date
Quarter 1: January -March
April 301n
Quarter 2: April -June
July 30tn
Quarter 3: July -September
October 30tn
Quarter 4: October -December
January 301n
The final invoice for vehicles must be submitted 30 days following the end of the month in which the expenditure
occurred. The final invoice for operating must be submitted 30 days following the end of the quarter in which the
expenditure occurred. Once the project is complete; the applicant is expected to submit a final report form and closeout
from 90 days following issuance of final payment. Final report and closeout templates will be available on the EMSD
website following the project award.
Insurance Requirements
The following insurance is required, subject to change at the time of award:
• Commercial general liability (includes products/completed operations, independent contractors, contractual
liability, personal injury liability, property damage) minimum limit $1,000,000 per occurrence, $2,000,000 general
aggregate.
• Automobile liability insurance to include owned, hired, and non -owned autos combined single limit of $1,000,000.
• Workers' compensation with limits as required by the State of California including a waiver of subrogation in favor
of OCTA, its officers, directors, employees, or agents.
• Employers' liability with minimum limits of $1,000,000.
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COOPERATIVE AGREEMENT NO. C-5-4013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Proof of coverage, including certificates and endorsements, will be required as part of the Cooperative Agreements if
selected for funding. OCTA will reserve the right to request policy reviews in response to any loss.
Additional Program Requirements
The following State and Federal requirements are required as part of the cooperative agreement and are subject to change
at the time of the award. It is important to note that documentation of meeting these requirements could be reviewed,
inspected and/or audited, in addition to the required reports that are to be submitted to OCTA by the OCTA Project
Implementation contact at the discretion of said contact during theirvisits to your agency's operating site(s). The following
requirements do not need to be included in the reports in their entirety so long as they can be verified in person and the
required reporting forms are completed accurately.
Required Drug and Alcohol Programs and Related Reporting
If awarded, applicants will be required to comply with the requirements of the Drug -Free Workplace Act of 1988, the
California Drug -Free Workplace Act of 1990, and the U.S. Department of Transportation (USDOT) drug testing regulations.
Applicants and their subcontractors performing safety -sensitive tasks are subject to the same regulations. Before finalizing
any agreements, selected applicants must establish and enforce a substance abuse program in accordance with state and
federal rules, with ongoing revisions to ensure compliance.
OCTA recognizes that some agencies may have existing Drug and Alcohol Programs in place. For example, tests used to
comply with Federal Motor Carrier Safety Administration (FMCSA) requirements may also be used to comply with EMSD
program requirements provided that they cover the same time period required.
Awarded applicants also agree to periodic reviews of the drug and alcohol testing program by OCTA and/or a designated
representative. These reviews will encompass a thorough examination of program -related forms, documents, and
procedures employed by the awarded applicant and its service agents, including the Collection Site, Drug Testing
Laboratory, Medical Review Officer, Substance Abuse Professional, and Consortium/Third Party Administrator (if
applicable). Any identified program deficiencies or findings must be promptly rectified. Corrective actions should be
documented for review by authority staff or designated representatives.
Documentation supporting compliance with the aforementioned regulations must be provided to authorized
representatives of USDOT or its operating administrations, the State of California oversight agency, or to OCTA and/or
their designated representative to inspect the facilities and records associated with the implementation of the drug and
alcohol testing program.
The awarded applicant is responsible for submitting an annual Drug and Alcohol Testing Report to OCTA using the current
Drug and Alcohol Testing Management Information System (MIS) Data Collection Form published by the FTA. The
annual reports are due no later than the 30" of the month following the close of each year. Forms can be
found here: https://www.transportation.gov/odapc/Part40/Appendix-J.
• Close of each year (January — December) — on or by January 30*th of the following year
Additionally on an annual basis, no later January 301h of each year following the close of the previous calendar year
for review, applicants are required to:
• Submit to OCTA all required drug and alcohol testing data using the appropriate FTA prescribed forms; and
• Provide certifications for all Service Agents (Includes, but not limited to: The Collection Site for Urine Specimen
Collectors, Breath Alcohol Technicians, Screening Test Technicians, Oral Fluid Collectors, Medical Review Officers,
and Substance Abuse Professionals)
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COOPERATIVE AGREEMENT NO. C-54013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
It is recommended that the individual(s) responsible for monitoring the applicant agencies Drug and Alcohol Program
attend the Transportation Safety Institute's (TSIs) courses on:
1. Substance Abuse Management and Program Compliance (FT00465)
2. Reasonable Suspicion and Post -Accident Testing Determination Seminar (FT00566)
These courses are to be completed within one year or as soon as practical after initiating your program and included as
part of the annual report (due January 301h). If your agency already has a Program in place and individuals who manage
the Program, have previously completed trainings, please include applicable documentation as part of your annual
report.
Given the courses are only offered once a year in June for 2024
(see: https://www.transportation.gov/sites/dot.gov/files/2024-02/TSIFY-24TransitTrainingSchedulev.9_012424.pdf for
course schedule), course signup confirmations for the following year will be accepted as proof of intent to complete the
courses at a later date. If your agency chooses to proceed with this option, you must be able to show proof of
completion for the following years report. More information on the TSI, their courses, and instructions for how to sign
up for and attending courses can be viewed in further detail here: https://www.transportation.gov/tsi/transit-safety-
and-security.
An awarded applicant's failure to comply with these requirements may result in nonpayment or termination of any
entered agreements.
Required Driver Training for Vehicles
Applicants 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.
It is required that the individual(s) responsible for operating vehicles for the applicant agency complete the
Passenger Assistance, Safety and Sensitivity (PASS) Basic Online course offered by the Community Transportation
Association of America (CTAA). More information on the course and instructions to complete the industry standard
training is available here: https:Hctaa.org/pass/.
This course is to be completed within one year or as soon as practical after initiating your program and included as part
of the annual report (due January 30th). If your operators have already completed the training, please include
applicable documentation as part of your annual report. If your agency participates in another applicable and industry
acceptable driver -related training, include this to satisfy this requirement.
Required Maintenance for Vehicles and Equipment
Agency will perform, or ensure that a contracted vendor performs maintenance of all awarded vehicles including:
• Maintaining maintenance records for each vehicle for five (5) years; and
• If required, cooperation in annual motor coach carrier terminal inspections conducted by the California Highway
Patrol (CHP).
Useful Life Requirements for Capital Projects
If capital purchases (vehicles, equipment, software, etc.) are purchased with EMSD funds, it is expected that these items
will be used for their entire useful life and/or through termination of the service (see timely use of funds). If termination
occurs prior to the completion of the capital item's useful life and/or grant term, the applicant shall repay OCTA the same
percentage of the sale price [or estimated value of the asset(s)] based on straight line depreciation of the asset(s)
consistent with the EMSD percentage of initial purchase. Useful life shall be documented in project agreements.
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COOPERATIVE AGREEMENT NO. C-54013
EXHIBIT B
2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program Guidelines
Submittal Requirements
A completed application will contain the following documents:
• Completed capital and/or operating application with corresponding attachments;
o Application templates are available on the programs webpage, applications must be submitted following
these templates or will not be considered;
• Non -profits must provide verification of non-profit status as "active".
• Local cities or county agencies must submit documentation of public hearing(s);
• Resolution from governing body or similar confirming match commitment and legal authority to submit;
• Benefit -cost analyses for vehicle acquisitions if applicable;
• Any other required documents, such as documentation of reduced service (if applicable), copy of your agencies
most recent financial statement or single audit if applicable and have previously received federal funding, vehicle
photos, etc. (refer to application for required documents).
Incomplete applications will not be considered for funding, so please ensure that all submittals contain all the required
documentation. Important documents regarding the 2024 EMSD Program are available on the EMSD website.
Applicants to the 2024 EMSD Program will not be required to submit hard copy applications to OCTA. Electronic project
applications for the 2024 EMSD call must be received by OCTA no later than 5pm June 27, 2024, via a SharePoint location,
please email Denise Sifford at dsiffordl@octa.net or Vic Mireles at vmireles@octa.net for specific SharePoint file access.
Late applications will not be accepted or considered, so please ensure that you have uploaded all required documentation
ahead of the application deadline. It is recommended to upload documents at least 48 hours ahead of the submittal
deadline to allow for time for troubleshooting if needed.
Information on how to submit electronic project applications will be posted prior to the call on the OCTA EMSD website4.
Applicants to the 2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program will not be required
to submit hard copy applications to OCTA. Hard copies of applications will not be accepted.
OCTA Contacts
EMSD Program Managers
Primary
Vic Mireles
Transportation Funding Analyst
Email: vmireles@octa.net
(714) 560-5025
Alternate:
Louis Zhao
State and Federal Programming Manager
Email: Izhao@octa.net
(714) 560-5494
Secondary
Brandon Lesser
Associate Transportation Funding Analyst
Email: blesser@octa.net
(714) 560-5076
Project Implementation
Martin Browne
Senior Community Transportation Coordinator
Email: mbrowne@octa.net
(714) 560-5431
4 htt s://www.octa.net/programs-protects/programs/funding-programs/call-for-protects/emsd-grant-program/
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ATTACHMENT B
July 24, 2025
Ms. Susie DiGiovanna
Social Services Supervisor
City of Newport Beach
801 Narcissus Ave
Corona del Mar, CA 92625
Subject: Pre -Award Authority Notification — 2024 Enhanced Mobility for
Seniors and Individuals with Disabilities Grant Program Call
for Projects
Dear Susie DiGiovanna,
Thank you for your continued partnership with the Orange County Transportation
Authority (OCTA) and your participation in the 2024 Enhanced Mobility for
Seniors and Individuals with Disabilities (EMSD) Grant Program. On
November 25, 2024, the OCTA Board of Directors (Board) approved the City of
Newport Beach's funding request for the following project:
Project Name: Vehicle Replacements
Award Type: Capital -Vehicle
Award Amount: $217,800
To support your agency and ensure timely delivery of your project, OCTA is
providing pre -award authority for the City of Newport Beach to begin incurring
eligible costs after the OCTA Board approval date of November 25, 2024, or the
actual date EMSD-eligible project activities begin, whichever is later.
Under this pre -award authority, activities and associated costs are eligible for
reimbursement only once the cooperative agreement is fully executed. Please
note that reimbursement cannot occur until both OCTA and the City of Newport
Beach have signed the agreement.
Please note the following important conditions of this pre -award authority:
• This pre -award authority allows the City of Newport Beach to begin project
work and incur eligible costs on or after the OCTA Board award date or
the date activities begin, whichever is later.
• Reimbursement will not be provided for any costs incurred until the
cooperative agreement is fully executed by both OCTA and the City of
Newport Beach.
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• Pre -award costs are incurred at the agency's own risk. If for any reason
the agreement is not executed, or the final terms are not accepted, OCTA
is under no obligation to reimburse any associated costs.
• All costs must be allowable under the EMSD Program Guidelines and
consistent with the project scope submitted to OCTA.
• The 24-month period of performance for the project will still begin from the
backfilled start date specified in the final cooperative agreement.
This letter confirms the cooperative agreement is progressing toward final
execution. OCTA staff will continue to work closely with our contracts department
to finalize agreement execution and will notify you immediately once your
agreement is ready for the agency's signature.
We appreciate your patience and commitment to serving the mobility needs of
older adults and individuals with disabilities in Orange County. If you have any
questions or require clarification regarding this pre -award authority, please do not
hesitate to contact Vic Mireles, at (714) 560-5025 or vmireles(a)_octa.net.
Sincerely,
Rose Casey
Executive Director, Planning
RC:vm
cc: Melissa Gleason, City of Newport Beach
Adriann Cardoso, OCTA
Louis Zhao, OCTA
Martin Browne, OCTA
Vic Mireles, OCTA
Rhea Aninzo, OCTA
Brandon Lesser, OCTA
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4 �EWPgRr ATTACHMENT C
yNewport u
Cit of Beach F
BUDGET AMENDMENT
2025-26 BA#• 26-026
Department: Recreation & Sr Services
ONETIME: ❑ Yes ❑ No
Requestor: Matt Chong
Approvals
❑ CITY MANAGER'S APPROVAL ONLY
City Clerk: /�y� Date
El COUNCIL APPROVAL REQUIRED Finance Director: aw 6S'.fj6t�I n Date qI Lt I Z5 (
Budget Manager: / Date �;716 1 ' ✓
:epting grant funds from OCTA reimbursing the City for the purchase of anew transit van for OASIS Senior Center El from existing budget appropriations
nsportation. Related to the 2024 Enhanced Mobility for Seniors and Individuals with Disabilities Grant Program. from additional estimated revenues
❑ from unappropriated fund balance
Fund # Org Object Project Description Increase or (Decrease) $
010 0107033 431455 G2601 OASIS TRANSPORTATION - OTHER GOVT GRANTS 217,800.00
Subtotall S 217.800.00
EXPENDITURES
Fund # Org Object Project Description Increase or (Decrease) $
010 0107033 911024 G2601 OASIS TRANSPORTATION - EQUIPMENT N.O.C. 217,800.00
Subtotal 5217,800.00
Fund # Object Description Increase or (Decrease) $
010 300000 GENERAL FUND - FUND BALANCE CONTROL
Subtotal $
No Change In Fund Balance
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