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Home My WebLink AboutPR 19972: TRANSIT GRANT CONTRACT WITH TXDOT City of , 1 ort rthu ^ Texas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: November 7, 2017 To: The Honorable Mayor and City Council Through: Brian McDougal, City Manager From: Adam Saunders, Interim Director RE: P.R.NO. 199972 Transit Grant Contract with TXDOT Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to execute a grant agreement with the Texas Department of Transportation for Port Arthur Transit operating funds in the amount of$306,050.00. Background: Each year the city of Port Arthur is allocated funding from the Public Transportation Fund for operation expenditures for the Port Arthur Transit System. Budget Impact: FISCAL EFFECT Recommendation: It is recommended that City Council approve the City Manager to execute a Grant Agreement with the Texas Department of Public Safety, as discussed and/or outline above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.NO 19972 10/31/17 CN RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A GRANT AGREEMENT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION FOR FISCAL YEAR 2018 FOR PORT ARTHUR TRANSIT SYSTEM OPERATING FUND ASSISTANCE. WHEREAS, the Texas Department of Transportation has allocated $306,050 to the City of Port Arthur for financial assistance for the operation of the Port Arthur Transit System for the Fiscal Year 2018 as delineated in the Project Grant Agreement (attached as Exhibit"A"); and, WHEREAS,all funds received by City of Port Arthur Transit provider through this grant from Texas Department of Transportation will be used for regular transit operation expenditures. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized to execute the Project Grant Agreement with the Texas Department of Transportation for financial assistance for operation of Port Arthur Transit System, in substantially the same form as Exhibit"A". THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this day of December, A.D. 2017 at a meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: ; COUNCILMEMBERS: ; NOES: . P.R.19972 10/31/17 CN Mayor ATTEST: City Secretary VAP ROVED AS TO FORM: City Att. ey 0 APPROVED FOR ADMINISTRATION: City Manager Director of Transit APPROVED/AS O AVAILABILTY OF FUNDS: Direct of Fina c /?I'' (PIA/ Purchasing Manager P.R.19972 10/31/17 CN EXHIBIT A PGA: PUBLIC TRANSPORTATION-URBAN STATE FUNDS SUBRECIPIENT: Port Arthur, City of FAIN: N/A CFDA#: TXDOT PROJECT#: URB 1802(20) PROJECT ID#: 51309022018 MASTER GRANT AGREEMENT#: NOT RESEARCH AND DEVELOPMENT URBANIZED AREA: Port Arthur STATE OF TEXAS § COUNTY OF TRAVIS § FISCAL YEAR 2018 PROJECT GRANT AGREEMENT THIS PROJECT GRANT AGREEMENT (PGA) is made by and between the State of Texas, acting through the Texas Department of Transportation, called the "State" and Port Arthur, City of, called the "Subrecipient". WITNESSETH WHEREAS, Texas Transportation Code Chapter 455 authorizes the State to assist the Subrecipient in procuring aid for the purpose of establishing and maintaining public and mass transportation projects and to administer funds appropriated for public transportation under Transportation Code Chapter 456; and WHEREAS, the Governor of the State of Texas has designated the Texas Department of Transportation to provide state funds for public transportation purposes; and WHEREAS, the Subrecipient submitted a Fiscal Year 2018 Grant Application (if applicable) for state financial assistance, and the Texas Transportation Commission approved the application by Minute Order Number(s) 115011; and, WHEREAS, the Subrecipient must execute a Grant Application (if applicable) and Fiscal Year Certifications and Assurances each fiscal year grant period for consideration for new state and federal grants; and WHEREAS, a Master Grant Agreement (MGA) between the Subrecipient and the State has been adopted and states the general terms and conditions for grant projects developed through this PGA; NOW THEREFORE,the State and Subrecipient agree as follows: AGREEMENT Port Arthur, City of Project ID#:51309022018 State Funds Page 1 of 5 Revised 08/26/2013 ARTICLE 1. GRANT TIME PERIOD This PGA becomes effective when fully executed by both parties or on 09/01/2017, whichever is later. This PGA shall remain in effect until 08/31/2018, unless terminated or otherwise modified in an Amendment. This PGA will not be considered fully executed until both parties have executed a MGA, and the Subrecipient has submitted the Grant Application (if applicable) and Certification and Assurances to the State. The time period of this PGA cannot be extended past the MGA, without exception. Any cost incurred before or after the contract period shall be ineligible for reimbursement. ARTICLE 2. PROJECT DESCRIPTION A. The Subrecipient shall complete the public transportation project described in the Grant Application, the Attachment A-Approved Project Description, and the Attachment B - Project Budget. Attachments A and B are attached to and made a part of this agreement. The Subrecipient shall complete the project in accordance with all of the documents associated with the MGA and with all applicable federal and state laws and regulations. B. If applicable, the Subrecipient shall begin competitive procurement procedures by issuing an invitation for bids or a request for proposals no later than sixty (60) days after the effective date of this grant agreement for the purchase of the approved line items referenced in Attachment A. No later than sixty (60) days after the issuance of public notification, the Subrecipient shall publicly open all bids or privately review proposals. The Subrecipient shall enter into a binding agreement with a supplier no later than thirty (30) days after the opening of an acceptable bid or proposal. The Subrecipient shall notify the department in writing when it is necessary to exceed these deadlines. ARTICLE 3. COMPENSATION The maximum amount payable under this PGA without modification is $306,050 and 0 Transportation Development Credits, provided that expenditures are made in accordance with the amounts and for the purposes authorized in the Grant Application, the Attachment A, and the Attachment B. Invoices are to be submitted electronically through the eGrants system. ARTICLE 4.AMENDMENTS Except as noted in the MGA, changes in the scope, objectives, cost, or duration of the project authorized in this agreement shall be enacted by written amendment approved by the parties before additional work may be performed or additional costs incurred. Any amendment must be executed by both parties within the grant period specified in Article 1, Grant Time Period. ARTICLE 5. INCORPORATION OF MGA PROVISIONS This PGA incorporates all of the governing provisions of the MGA in effect on the date of final execution of this PGA, unless an exception has been made in this agreement. ARTICLE 6. SIGNATORY WARRANTY Each signatory warrants that the signatory has necessary authority to execute this agreement on behalf of the entity represented. ARTICLE 7.ACCESS TO INFORMATION The Subrecipient is required to make any information created or exchanged with the state pursuant to this contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in•a format that is accessible by the public at no additional charge to the state. Port Arthur, City of Project ID#:51309022018 State Funds Page 2 of 5 Revised 08/26/2013 THIS AGREEMENT IS EXECUTED by the State and the Subrecipient in duplicate. THE SUBRECIPIENT Ronald McElhose Signature City Manager General Manager Title 09/11/2017 Date THE STATE OF TEXAS Anthony Cochran Signature Public Transportation Coordinator Title 09/11/2017 Date List of Attachments A—Approved Project Description B—Project Budget Port Arthur, City of Project ID#:51309022018 State Funds Page 3 of 5 Revised 08/26/2013 ATTACHMENT A APPROVED PROJECT DESCRIPTION As presented in the City of Port Arthur's FY18 Grant Application, the City will provide public transportation within the urban transit district service area. The City will provide fixed route public transportation with ADA complementary paratransit service within the urbanized area of Port Arthur. Transit provider shall comply with Article 12: Project Records and Reports of the Master Grant Agreement requiring procurement and project milestones/ quarterly progress reports. Within 30 days of PGA execution, the subrecipient will provide the TxDOT Public Transportation Coordinator with a project milestone plan that delineates fund expenditures throughout the contract period. Per Texas Administrative Code (TAC) 31.47, Audit and Project Close-Out Standards: The subrecipient shall make every reasonable effort to complete all project activities and request appropriate reimbursements within the time period specified in the project agreement and TAC 9.136, Suspension or Termination for Cause: On termination of a subgrant, the unexpended and unobligated funds awarded to the subgrantee immediately revert to the department (TxDOT). Port Arthur, City of Project ID#:51309022018 State Funds Page 4 of 5 Revised 08/26/2013 MOP CO o 3t g o CD C _� m 5' 0 O co n o a' o co 0 o � m a CD C • o _. y 0 o 0 n O 0 0 E» Efl y Ca.) w — 0 CD C) rn rn 0 o H 0 01 ~ 7:1 > CU m w w 3 3 C) C') cn OD 0) c - 2 0 0 0 7 o• CO m cn o o' " C rTi Z Z 3 rri W o • r • o o m E» 0 • 3 N f) y ? 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