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11 November 5, 1997 Budget & FinanceRIVERSIDE COUNTY TRANSPORTATION O MIiS BUDGET AND FINANCE COMMITTEE (COMMISSIONERS MICHAEL BARRY, WILLIAM KLEINDIENST, JACK VAN HAASTER) 12:30 P.M. WEDNESDAY, NOVEMBER 5, 1997 RIVERSIDE COUNTY TRANSPORTATION COMMISSION 3560 UNIVERSITY AVENUE, SUITE 100 RIVERSIDE, CALIFORNIA 92501 AGENDA 1. CALL TO ORDER. 2. APPROVAL OF MINUTES. 3. PUBLIC COMMENTS. 4. ADDITIONS/REVISIONS. 5. ADMINISTRATIVE ITEMS. 5A. Contract(s) with WRCOG for Accounting and Planning Services. Overview The Commission at the August meeting approved using the Accounting Department to provide accounting services to the Western Riverside Council of Governments. The contract to formalize this arrangement is being drafted by agency's respective staff and legal counsel and will be provided at the meeting. A draft contract for the planning services is also being developed and will be available at the meeting. 5B. Annual Review of Investment Policy. Overview Staff is recommending that the Commission adopt the Investment Policy with no changes as Resolution No 97-14. 5C. Single Signature Authority Report. Overview For the six month period ending September 30, 1997, one contract was executed under single signature authority granted to the Executive Director by the Commission. This contract, for up to $10,000, was executed with Public Financial Management to provide interim investment advisory services to the Commission. There was approximately $40,000 in unused capacity at September 30, 1997. This item is for receive and file. 5D. Investment Report for Quarter Ending September 30, 199i. Overview For review is the quarterly investment report as required by state law and Commission policy. Also included is the County's Investment Report for the month ending September 30, 1997. This item is for receive and file. 000001 r Page 2 Agenda - Budget/Finance Committee November 5, 1997 5E. Monthly Cost and Schedule Reports. Overview Material depicts the current costs and schedule status of contracts reported by routes, commitments, and cooperative agreements executed by the Commission. For each contract and agreement, the report lists the authorized value approved by the Commission, percentage of contract amount expended to date, and the project expenditures by route with status for the month ending September 30, 1997. This item is for receive and file. 6. TRANSIT/RIDESHARE/BICYCLE. 6A. FY 97/98 Mobile Source Air Pollution Reduction Review Committee (MSRC) Student Education Project Award. Overview Under the Mobile Source Air Pollution Reduction Review Committee's (MSRC) FY 97/98 Work Program effort, student education projects were solicited. RCTC and San Bernardino Associated Governments staff submitted a joint proposal to expand RCTC's existing Education on the Road school outreach effort, and develop and implement a sister outreach effort for San Bernardino County. Education of the Road is a service of the Commuter Exchange and provides a mobile field trip experience to 3rd and 4th grade classrooms to educate students about the benefits of ridesharing in relieving congestion and improving air quality. The proposal was approved for funding in October and staff seeks approval to enter into appropriate agreements to implement the project. 7. ADJOURNMENT. MINUTES RIVERSIDE COUNTY TRANSPORTATION COMMISSION 97-10 BUDGET AND FINANCE COMMITTEE October 1, 1997 MINUTES 1. CALL TO ORDER. The meeting of the Budget and Finance Committee was called to order at 1:00 p.m. at the Riverside County Transportation Commission, 3560 University Avenue, Suite 100, Riverside, California 92501 by Commissioner Will Kleindienst. Commissioner Jack van Haaster assumed the chair when he arrived immediately after the meeting was called to order. Members Present Michael Barry Jack van Haaster Will Kleindienst 2. APPROVAL OF MINUTES. M/S/C to approve the minutes of the September 3, 1997 meeting. 3. PUBLIC COMMENTS. There were no public comments. 4. ADDITIONS/REVISIONS. Paul Blackwelder, Deputy Executive Director, stated the need to add "Amendment 2 to Bechtel Agreement RO 9800 to perform PSR for 4 Interchanges on I-10 at CVAG and County of Riverside Request" to the agenda as a latebreaking item. This item arose subsequent to the agenda mailout and required immediate action. M/S/C to add "Amendment 2 to Bechtel Agreement RO 9800 to Perform PSR for 4 Interchanges on 1-10 at CVAG and County of Riverside Request' as a latebreaking item as it arose subsequent to the agenda mailout and requires immediate action. 4A. Amendment 2 to Bechtel Agreement RO 9800 to Perform PSR for 4 Interchanges on 1-10 at CVAG and County of Riverside Request. Paul Blackwelder informed the Committee that the amendment' is for Bechtel staff to perform project study reports for: a) 1-10 Interchange at Indian Avenue; b) 1-10 Interchange at Palm Drive; c) 1-10 Interchange at Date Palm Avenue; and, d) 1-10 Interchange at Ramon Road in the Coachella Valley. M/S/C that the Commission approve Amendment 2 to Contract RO 9800 with Bechtel Infrastructure for an amount not to exceed $600,000. A standard contract amendment will be used subject to RCTC Legal Counsel review and approval. 000003 Page 2 Minutes - Budget/Finance Committee October 1, 1997 5. HIGHWAYS/LOCAL STREETS AND ROADS. 5A. Award of RCTC On -Call Survey and Material Testing Contracts. M/S/C that the Commission award the following two consultant contracts for project work related to the Pigeon Pass Park-n-Ride Lot, Route 91 Soundwalls, and Southside Platform and Pedestrian Overcrossing, using the RCTC standard consultant agreement subject to RCTC Legal Counsel review and approval: 1) Material testing: Ninyo & Moore for a base amount of $119,700 and a contingency amount of $23,940 for a total amount not to exceed $143,640; 2) Surveying services: County of Riverside for a base amount of $109,060 and a contingency amount of $21,812 for a total amount not to exceed $130,872. 5B. Award Construction Contract for Soundwall on SR 91 Between Van Buren and Tyler Alone Diana Street. M/S/C that the Commission award a construction contract to R. Fox for an amount of $814,686 using the agreement subject to the final review of the review team and RCTC Legal Counsel. A 15% contingency amount of $122,202 will be established for this project for a total not to exceed amount of $936,888. 5C. Amendment to FY 1998-2002 Measure 'A' Five -Year Capital Improvement Plan for the County of Riverside. M/S/C that the Commission approve the amendment to the FY 1998-2002 Measure "A" Five -Year Capital Improvement Plan for the County of Riverside as submitted. 6. TRANSIT/RIDESHARE/BICYCLE. 6A. FY98 SunLine Transit Agency Short Range Transit Plan Amendment. M/S/C that the Commission: 1) Approve the amendment to the FY 1998 SunLine Transit Agency Short Range Transit Plan to modify service on Lines 24 and 31 and allocate an additional $64,506 in Local Transportation Funds for this purpose; and, 2) allocate $284,750 in Local Transportation Funds to fund FY 97 operations. 7. ADMINISTRATIVE ITEMS. 7A. Monthly Cost and Schedule Reports. M/S/C that the Commission receive and file. 8. ADJOURNMENT. There being no further business to come before the Budget and Finance Committee, the meeting was adjourned at 1:23 p.m. 00000/1 Respectfully submitted, Nat Kop6Vhave Clerk of the Commission av � AGENDA ITEM #5A RIVERSIDE COUNTY TRANSPORTA TION COMMISSION DATE: November 5, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer SUBJECT: Contract(s) with WRCOG for Accounting and Planning Services The Commission at the August meeting approved using the Accounting Department to provide accounting services to the Western Riverside Council of Governments. Although the transition is already underway, no contract has yet been signed between the two agencies. The contract to formalize this arrangement is being drafted by both agency's respective staff and legal counsel and will be provided at the meeting. At a special meeting in September, the Commission took further action authorizing the Executive Director to contract with WRCOG to assist the Commission with planning activities. A draft contract for the planning services is also being developed and will be available at the meeting. Financial Assessment Project Cost Source of Funds Included in Fiscal Year Budget Included in Program Budget Approved Allocation Budget Adjustment Required Financial Impact Not Applicable To be provided. Year Programmed Year of Allocation Year STAFF RECOMMENDATION: To approve the contract between the Riverside County Transportation Commission and Western Riverside Council of Governments for accounting and planning services. 000005 ATTACHMENT TO B/F AGENDA ITEM #5A AGREEMENT FOR ACCOUNTING SERVICES BETWEEN WESTERN RIVERSIDE COUNCIL OF GOVERNMENTS AND RIVERSIDE COUNTY TRANSPORTATION COMMISSION This Agreement is made and entered into this 1st day of October, 1997 by and between the Western Riverside Council of Governments, hereinafter referred to as "WRCOG," and the RIVERSIDE COUNTY TRANSPORTATION COMMISSION, hereinafter referred to as "CONSULTANT." RECITALS WHEREAS, CONSULTANT is a county transportation commission, employing personnel experienced in financial management and possessing accounting expertise; and WHEREAS, WRCOG desires to engage CONSULTANT to render certain accounting services as set forth herein; and NOW, THEREFORE, in consideration for the promises set forth herein, the receipt and adequacy of which is hereby acknowledged, the parties hereto agree as follows: SECTION I SERVICES OF THE CONSULTANT: TERM 1. General Scope of Services. CONSULTANT shall provide financial management and accounting services to WRCOG. The specific type of service and activites to be provided include the items listed on attached Exhibit A, Scope of Services. 2. The term of this Agreement shall be from October 1, 1997 to June 30, 1998, unless earlier terminated as provided herein. SECTION II RESPONSIBILITIES OF CONSULTANT 1. Control and Payment of Subordinates. WRCOG retains CONSULTANT on an independent contractor basis and CONSULTANT is not an employee of WRCOG. Any additional personnel performing the Services under this Agreement on behalf of CONSULTANT shall at all times be under CONSULTANT's exclusive direction and control. CONSULTANT shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. CONSULTANT shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers' compensation insurance. 2. Conformance to Applicable Requirements. All work prepared by CONSULTANT shall be subject to the approval of WRCOG. 3. Substitution of Key Personnel. CONSULTANT has represented to WRCOG that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, CONSULTANT may substitute other personnel of at least equal competence upon written approval of WRCOG. In the event that WRCOG and CONSULTANT cannot agree as to the substitution of key personnel, WRCOG shall be entitled to terminate this Agreement for cause, pursuant to provisions of Section V of this Agreement. The key personnel for performance of this Agreement is Dean Martin. 4. Coordination of Services. CONSULTANT agrees to work closely with WRCOG staff in the performance of Services and shall be available to WRCOG's staff at all reasonable times. 5. Standard of Care: Licenses. CONSULTANT shall perform the Services under this Agreement in a skillful and competent manner and shall serve and maintain in force any and all licenses, permits or other approvals necessary for it to carry out the services. 6. Insurance. CONSULTANT shall provide his own insurance, such liability, health and workers' compensation 7. Schedule of Services. CONSULTANT shall perform all required services by June 30, 1997. SECTION III FEES AND PAYMENTS 1. Compensation. CONSULTANT shall receive compensation, including reimbursements, for all Services rendered under this Agreement shall not exceed $80,000. 2. Payment of Compensation. CONSULTANT shall submit to WRCOG a statement which indicates work completed and hours of Services rendered by Consultant. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. WRCOG shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon. 3. Reimbursement for Expenses. CONSULTANT shall be reimbursed for any authorized and documented expenses. 4. Extra Work. At any time during the term of this Agreement, WRCOG may request that CONSULTANT perform Extra Work. As used herein, "Extra Work" means any work which is determined by WRCOG to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. CONSULTANT shall not perform, nor be compensated for, Extra Work without written authorization from WRCOG's Executive Director. SECTION IV ACCOUNTING RECORDS CONSULTANT shall maintain complete and accurate records with respect to costs incurred under this Agreement. All such records shall be clearly identifiable. CONSULTANT shall allow a representative of WRCOG during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. CONSULTANT shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. SECTION V GENERAL PROVISIONS 1 . Ownership of Materials/Confidentiality. A. Property of WRCOG. All materials and data. including data on magnetic media, prepared by CONSULTANT under this Agreement shall become the property of WRCOG upon the completion of the term of this Agreement, except that CONSULTANT shall have the right to retain copies of all such documents and data for its records. WRCOG shall not be limited in any way in their use of such data at any time, provided that any such use not within the purposes intended by this Agreement shall be at WRCOG's sole risk and provided that CONSULTANT shall be indemnified against any damages resulting from such use, including the release of this material to third parties for a use not intended by this Agreement. Should CONSULTANT, either during or following termination of this Agreement, desire to use any materials prepared in connection with the Scope of Services, it shall first obtain the written approval of WRCOG. B. Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other materials described in subsection A either created by or provided to CONSULTANT in connection with the performance of this Agreement shall be held confidential by CONSULTANT, to the extent permitted by law. Such materials shall not, without the prior written consent of WRCOG, by used by CONSULTANT for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project without notification to WRCOG. Nothing furnished to CONSULTANT which is otherwise known to CONSULTANT or is generally known, or has become known, to the related industry shall be deemed confidential. CONSULTANT shall not use WRCOG's name or insignia, photographs of the Project, or any publicity pertaining to the Services in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of WRCOG. 4. Attorney's Fees. If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and costs of suits. 5. Indemnification. CONSULTANT shall defend, indemnify and hold WRCOG, its officials, officers, employees and agents free and harmless from any and all liability from loss, damage, or injury to property or persons, including wrongful death, in any manner arising out of or incident to any negligent acts, omissions or willful misconduct of CONSULTANT arising out of or in connection with CONSULTANT's performance of this AGREEMENT, including without limitation the payment of attorneys' fees. Further, CONSULTANT shall defend at its own expense, including attorneys' fees, WRCOG, its officials, officers, employees, and agents in any legal action based upon such negligent acts, omissions or willful misconduct. 6. Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 7. Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Riverside County. 8. Time of Essence. Time is of the essence for each and every provision of this Agreement. 9. WRCOG's Right to Employ Other Consultants. WRCOG reserves right to employ other consultants in connection with this Project. 10. Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties, and shall not be assigned by CONSULTANT without the prior written consent of WRCOG. 11. Prohibited Interests. A. Solicitation. CONSULTANT maintains and warrants that it has not employed nor related any company or person, other than a bona fide employee working solely for CONSULTANT, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for CONSULTANT, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, WRCOG shall have the right to rescind this Agreement without liability. B. Conflict of Interest. For the term of this Agreement, no member, officer or employee of WRCOG, during the term of his or her service with WRCOG, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 12. Equal Opportunity Employment. CONSULTANT represents that it is an equal opportunity employer and it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. CONSULTANT shall also comply with all relevant provisions of WRCOG's Minority Business Enterprise program, Affirmative Action Plan or other related Commission programs or guidelines currently in effect or hereinafter enacted. SECTION VI SUBCONTRACTING 1 . CONSULTANT shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of WRCOG. 2. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. IN WITNESS WHEREOF, the parties hereto have executed the Agreement on the date first hereinabove written. WESTERN RIVERSIDE CONSULTANT COUNCIL OF GOVERNMENTS By: REVIEWED AND APPROVED BY: Bob Buster, RCTC Chair By: Bob Buster, WRCOG Chair RECOMMENDED FOR APPROVAL: RECOMMENDED FOR APPROVAL: By: By: Wes McDaniel, Interim Executive Director Jack Reagan, Executive Director REVIEWED FOR FISCAL IMPACT BY: Dean Martin, Chief Financial Officer APPROVED AS TO FORM: By: Steve DeBaun Best, Best, & Krieger EXHIBIT A SCOPE OF SERVICES Accounting Establish an account structure including a chart of accounts that adequately captures WRCOG activities and expenditures. Devise a fund and department structure Design a project coding structure Design detail GLA numbers and system of classification and summarization Design a cost allocation plan for assigning indirect costs consistent with state and Federal guidelines. Invoice Processing Using American Fundware software package record all incoming invoices Allocate all costs to appropriate contracts and assign GLA numbers Establish tracking system for review and payment of all invoices Design a payment voucher package Set up an operating bank account for processing of checks Issue checks for all approved payment vouchers General Ledger Maintenance Monthly review general ledger reports for accuracy Process routine journal vouchers and correcting entries when needed. Allocate and assign salary/benefit amounts based on cost allocation plan and contractual provisions. Financial Reporting Prepare quarterly revenues and expenditure report Review and issue quarterly revenues and expenditures report Prepare budget variance report for submission to Executive Director and Board. Prepare annual financial report including appropriate footnotes. Investments Establish investment policy modeled after RCTC. Invest all idle cash consistent with the adopted investment policy Budget Monitoring and Control Establish budget control in the general ledger Monitor budget performance on a monthly basis providing reports to department heads. Financial and Compliance Audit Coordinate and supervise completion of annual financial and compliance audit 1. Monitor the development of SCAG strategies protecting WRCOG interests including ensuring no impediments to the fulfillment of Measure A. 2. Attend SCAG meetings relative to development of the RTP with a full report to WRCOG staff relative to items discussed and actions steps contemplated or taken. 3. Ensure that conformity finds can be made on RTP and RTIP without compromising Measure A programs and projects. 4. Interact with SCAQMD on behalf of WRCOG to assure that planned strategies will result in achievement of national ambient aire quality standards. 5. Protect Inland Empire interests related to the impacts of air quality policy on the promotion of economic development including job creation. 6. Work with WRCOG to create a web page using the WRCOG Western Riverside Information Network(WRIN) for local agencies to access Congestion Management Program system traffic data. 7. Prepare agenda items and make presentations to WRCOG board and committees when requested. 8. Perform other planning activities as requested by WRCOG. AGREEMENT FOR CONSULTING SERVICES BETWEEN THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION AND WESTERN RIVERSIDE COUNCIL OF GOVERNMENTS This Agreement is made and entered into this 1st day of October, 1 997 by and between the Riverside County Transportation Commission, hereinafter referred to as "RCTC," and the WESTERN RIVERSIDE COUNCIL OF GOVERNMENTS, hereinafter referred to as "CONSULTANT." RECITALS WHEREAS, CONSULTANT is a JOINT POWERS authority, employing personnel experienced in transportation planning activities and familiar with the plans of RCTC; and WHEREAS, RCTC desires to engage CONSULTANT to render certain consulting services as set forth herein; and NOW, THEREFORE, in consideration for the promises set forth herein, the receipt and adequacy of which is hereby acknowledged, the parties hereto agree as follows: SECTION I SERVICES OF THE CONSULTANT: TERM 1. General Scope of Services. CONSULTANT shall provide professional consulting services to assist RCTC staff with its planning function on an as needed basis. The specific type of service and activites to be provided include, but are not limited to, the items listed on attached Exhibit B, Scope of Services. 2. The term of this Agreement shall be from October 1, 1997 to June 30, 1998, unless earlier terminated as provided herein. SECTION II RESPONSIBILITIES OF CONSULTANT 1. Control and Payment of Subordinates. RCTC retains CONSULTANT on an independent contractor basis and CONSULTANT is not an employee of RCTC. Any additional personnel performing the Services under this Agreement on behalf of CONSULTANT shall at all times be under CONSULTANT's exclusive direction and control. CONSULTANT shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. CONSULTANT shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, and workers' compensation insurance. 2. Conformance to Applicable Requirements. All work prepared by CONSULTANT shall be subject to the approval of RCTC. ., 3. Substitution of Key Personnel. CONSULTANT has represented to RCTC that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, CONSULTANT may substitute other personnel of at least equal competence upon written approval of RCTC. In the event that RCTC and CONSULTANT cannot agree as to the substitution of key personnel, RCTC shall be entitled to terminate this Agreement for cause, pursuant to provisions of Section V of this Agreement. The key personnel for performance of this Agreement is Steve Ruddick, Alan Crouse, and Ruthanne Taylor Berger. 4. Coordination of Services. CONSULTANT agrees to work closely with RCTC staff in the performance of Services and shall be available to RCTC's staff, consultants and other staff at all reasonable times. 5. Standard of Care: Licenses. CONSULTANT shall perform the Services under this Agreement in a skillful and competent manner and shall serve and maintain in force any and all licenses, permits or other approvals necessary for it to carry out the services. 6. Insurance. CONSULTANT shall provide his own insurance, such liability, health and workers' compensation 7. Schedule of Services. CONSULTANT shall perform all required services by June 30, 1997. SECTION III FEES AND PAYMENTS I. Compensation. CONSULTANT shall receive compensation, including reimbursements, for all Services rendered under this Agreement shall not exceed $65,000. 2. Payment of Compensation. CONSULTANT shall submit to RCTC a statement which indicates work completed and hours of Services rendered by Consultant. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. RCTC shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon. 3. Reimbursement for Expenses. CONSULTANT shall be reimbursed for any authorized and documented expenses. 4. Extra Work. At any time during the term of this Agreement, RCTC may request that CONSULTANT perform Extra Work. As used herein, "Extra Work" means any work which is determined by RCTC to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. CONSULTANT shall not perform, nor be compensated for, Extra Work without written authorization from RCTC's Executive Director. SECTION IV ACCOUNTING RECORDS CONSULTANT shall maintain complete and accurate records with respect to costs incurred under this Agreement. All such records shall be clearly identifiable. CONSULTANT shall allow a representative of RCTC during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. CONSULTANT shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. SECTION V GENERAL PROVISIONS 1 . Ownership of Materials/Confidentiality. A. Property of RCTC. All materials and data. including data on magnetic media, prepared by CONSULTANT under this Agreement shall become the property of RCTC upon the completion of the term of this Agreement, except that CONSULTANT shall have the right to retain copies of all such documents and data for its records. RCTC shall not be limited in any way in their use of such data at any time, provided that any such use not within the purposes intended by this Agreement shall be at RCTC's sole risk and provided that CONSULTANT shall be indemnified against any damages resulting from such use, including the release of this material to third parties for a use not intended by this Agreement. Should CONSULTANT, either during or following termination of this Agreement, desire to use any materials prepared in connection with the Scope of Services, it shall first obtain the written approval of RCTC. B. Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other materials described in subsection A either created by or provided to CONSULTANT in connection with the performance of this Agreement shall be held confidential by CONSULTANT, to the extent permitted by law. Such materials shall not, without the prior written consent of RCTC, by used by CONSULTANT for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project without notification to RCTC. Nothing furnished to CONSULTANT which is otherwise known to CONSULTANT or is generally known, or has become known, to the related industry shall be deemed confidential. CONSULTANT shall not use RCTC's name or insignia, photographs of the Project, or any publicity pertaining to the Services in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of RCTC. 4. Attorney's Fees. If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and costs of suits. 5. Indemnification. CONSULTANT shall defend, indemnify and hold RCTC, its officials, officers, employees and agents free and harmless from any and all liability from loss, damage, or injury to property or persons, including wrongful death, in any manner arising out of or incident to any negligent acts, omissions or willful misconduct of CONSULTANT arising out of or in connection with CONSULTANT's performance of this AGREEMENT, including without limitation the payment of attorneys' fees. Further, CONSULTANT shall defend at its own expense, including attorneys' fees, RCTC, its officials, officers, employees, and agents in any legal action based upon such negligent acts, omissions or willful misconduct. 6. Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 7. Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Riverside County. 8. Time of Essence. Time is of the essence for each and every provision of this Agreement. 9. RCTC's Right to Employ Other Consultants. RCTC reserves right to employ other consultants in connection with this Project. 10. Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties, and shall not be assigned by CONSULTANT without the prior written consent of RCTC. 11. Prohibited Interests. A. Solicitation. CONSULTANT maintains and warrants that it has not employed nor related any company or person, other than a bona fide employee working solely for CONSULTANT, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for CONSULTANT, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, RCTC shall have the right to rescind this Agreement without liability. B. Conflict of Interest. For the term of this Agreement, no member, officer or employee of RCTC, during the term of his or her service with RCTC, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 12. Equal Opportunity Employment. CONSULTANT represents that it is an equal opportunity employer and it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. CONSULTANT shall also comply with all relevant provisions of RCTC's Minority Business Enterprise program, Affirmative Action Plan or other related Commission programs or guidelines currently in effect or hereinafter enacted. SECTION VI SUBCONTRACTING 1 . CONSULTANT shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of RCTC. 2. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. IN WITNESS WHEREOF, the parties hereto have executed the Agreement on the date first hereinabove written. RIVERSIDE COUNTY CONSULTANT TRANSPORTATION COMMISSION By: REVIEWED AND APPROVED BY: Interim Executive Director By: Bob Buster, RCTC Chair RECOMMENDED FOR APPROVAL: By: Jack Reagan, Executive Director REVIEWED FOR FISCAL IlVIPACT: By: Dean Martin, Chief Financial Officer EXHIBIT A SCOPE OF SERVICES 1. Monitor the development of SCAG strategies protecting RCTC interests including ensuring no impediments to the fulfillment of Measure A. 2. Attend SCAG meetings relative to development of the RTP with a full report to RCTC staff relative to items discussed and actions steps contemplated or taken. 3. Ensure that conformity finds can be made on RTP and RTIP without compromising Measure A programs and projects. 4. Interact with SCAQMD on behalf of RCTC to assure that planned strategies will result in achievement of national ambient aire quality standards. 5. Protect Inland Empire interests related to the impacts of air quality policy on the promotion of economic development including job creation. Work with RCTC to create a web page using the WRCOG Western Riverside Information Network(WRIN) for local agencies to access Congestion Management Program system traffic data. Prepare agenda items and make presentations to RCTC board and committees when requested. 8. Perform other planning activities as requested by RCTC. AGENDA ITEM #56 RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: November 5, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer SUBJECT: Annual Review of Investment Policy Attached is a copy of Resolution 97-14, the Commission's Investment Policy. Staff is recommending no changes to the policy for the current year. STAFF RECOMMENDATION: That the Commission adopt the Investment Policy with no changes as Resolution No. 97-14. 000006 RESOLUTION NO. 97-14 RESOLUTION OF THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION ESTABLISHING INVESTMENT POLICY FOR COMMISSION FUNDS WHEREAS, the Riverside County Transportation Commission by enacting this resolution intends to provide a set of parameters to guide the Commission and those responsible for Commission investment in the systematic and prudent investment of Commission funds not immediately required for public projects or Commission operations; and WHEREAS, the Commission finds that the policies set forth in this resolution will provide adequate control over the Commission's financial assets and investment strategies, as well as adequate direction to Commission staff in implementing the Commission's investment policy; NOW, THEREFORE, BE IT RESOLVED by the Riverside County Transportation Commission as follows: 1. The primary objective of this investment policy is: a) preservation of the public's funds so that necessary public projects can be managed and constructed; b) assurance of liquidity to meet daily cash flow needs; and, c) obtaining the maximum investment yield consistent with a► and b). 2. Pursuant to the Commission's Administrative Code and prior direction, the Executive Director ("Fiscal Officer") and his designee ("Chief Financial Officer"), are hereby delegated the authority to implement the investment policy set forth herein. 3. Except for those funds necessary to assure maintenance of ongoing Commission operations, Commission investments may include: 000007 United States Treasury Bonds United States Treasury Notes United States Treasury Bills United States Backed Agency Notes Bank Certificates of Deposit (With Collateral) Bankers Acceptances (Banks Must be Rated A or Better) Guaranteed Investment Contracts (With Collateral), If Rated the Greater of A or the Commission's Then Current Senior Debt Rating A -Rated Commercial Paper Repurchase Agreements, But Not Reverse Repurchase Agreements AA -Rated Corporate Bonds AAA -Rated Money Market Mutual Funds Investing in US Treasury Instruments Riverside County Pooled Investment Fund 4. The list of permissible investments in Section 3 is intentionally more limited than those set forth in California Government Code Sections 53601 and 53635. 5. Unless further restricted by State law, all investments hereunder shall be limited to a maximum maturity date of five years from date of purchase. 6. Purchases of securities shall be done either directly by Commission staff, or placed with one of the dealers authorized on the attached list by means of a bidding process. For bond proceeds, any commissions paid must be consistent with Internal Revenue Service arbitrage guidelines. 7. Brokers may be used where deemed appropriate by the Fiscal Officer, or his designee. Fee arrangements for investment of bond proceeds must be consistent with Internal Revenue Service arbitrage guidelines. 8. All transactions involving the sale or purchase of securities shall require that payment be made when the security is delivered (commonly termed "delivery versus payment" or DVP). 9. Securities shall be held in safekeeping by an independent third party custodian. 000008 10. Excluded from this resolution are investments of employee deferred compensation, retirement plan, and Section 401(a) funds. 11. The Fiscal Officer or designee shall report to the Commission quarterly on the status of the Commission investments, and shall suggest such amendments to this resolution as he or she from time to time deems necessary or prudent. Pursuant to Government Code Section 53646, this policy shall be updated and reviewed annually by the Commission. ATTEST: Adopted this 12th day of November, 1997. Bob Buster, Chairman Riverside County Transportation Commission Naty Kopenhaver, Clerk of the Commission 000009 AGENDA ITEM #5C RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: November 5, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer SUBJECT: Single Signature Authority Report For the six month period ending September 30, 1997, one contract was executed under single signature authority granted to the Executive Director by the Commission. The contract was executed with Public Financial Management to interimly provide investment advisory services to the Commission. There was approximately $40,000 in unused capacity at September 30, 1997. Financial Assessment Project Cost Source of Funds Included in Fiscal Year Budget Included in Program Budget Approved Allocation Budget Adjustment Required Financial Impact Not Applicable $10,000 Administration Y N/A N/A N Year Year Programmed Year of Allocation STAFF RECOMMENDATION: That the Commission receive and file. 000010 AGENDA ITEM #5D RIVERSIDE COUNTY TRANSPORTATION COMM/SS/ON DATE: November 5, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer SUBJECT: Investment Report for Quarter Ending September 30, 1997 Attached is the quarterly investment report as required by state law and Commission policy. The County's Investment Report for the month ending September 30, 1997 is also attached for your review. STAFF RECOMMENDATION: That the Commission receive and file. Attachments 00001.1 29-Ocf_97 Projected Statement of Cash Flows 10:40 AM Oct. 1997 thru Mar. 1998 OCT NOV DEC JAN FEB MAR BEGINNING CASH BALANCE 67,273,767 $62,380,655 $57,887,705 $55,570,263 S59,801,341 $58,841,628 CASH RECEIPTS: Sales Tax Revenue Interest Income Other Revenue Total Cash Receipts TOTAL AVAILABLE CASH ASH DISBURSEMENTS: S3,836,800 $5,115,700 S5,158,730 $3,950,000 55,266,600 55,175,500 278,121 245,450 224,550 674,100 234,000 , 30,000 650,000 $278,000 S2,712,000 52,185,522 $1,039,000 $1326,000 $4,764,921 55,639,150 $8,095,280 S6,809,622 56,539,600 56,731,500 S72,038,688 S68,019,805 $65,982,985 $62,379,885 566,340,941 565,573,128 Other Expenditures(includes G & A) 300,000 350,000 350,000 350,000 350,000 Highway Projects $600,000 832,000 545,000 820,000 620,000 FSP & SAFE 120,000 120,000 120,000 Rail Projects 1,078,000 120,000 120,000 846,000 1,135,000 338,000 338,000 Special Transportation Projects 250,000 250,000 250,000 250,000 250,000 Streets & Roads 1,493,283 1,991,030 2,007,778 1,537,340 2,049,761 Transit Projects 450,000 450,000 Regional Arterial (CV) 2,920,280 2,846,600 2,733,392 1,341,651 500,000 Commuter Assistance Projects 150,000 150,000 150,000 150,000 150,000 Property Management $8,000 $8,000 $8,000 $8,000 S8,000 TOTAL CASH DISBURSEMENTS $6,919,563 NET CASH AVAILABLE $7,393,630 $65,119,125 $60,626,175 350,000 523,000 120,000 1,288,000 250,000 2,014,305 500,000 150,000 $17,500 $7,749,170 $4,914,991 S4,835,761 $5,212,805 $58,233,815 $57,464,894 $61,505,181 $60,360,324 Line Advances SO SO Bond Proceeds SO SO $O SO $O SO 000 ,,000 Interest Expense SO SO O $5SO SO Debt Repayment ($2.738.4701 (S2 738 470) (S2 663 552) (S2,663.552) (S2 663 552) $O (52.663.671) NET CASH FROM FINANCING (S2,738,470) (S2,738,470) (S2,663,552) S2,336,448 (S2,663,552) (S2,663,671 ENDING CASH BALANCE S62,380,655 $57,887,705 S55,570,263 $59,801,341 S58,841,628 $57,696,653 0 OCash with County Treasurer: A copy of the Investment Portfolio Report for the County of Riverside Treasury prepared by O Wayne Watts, County Treasurer is attached for review. (Note: Local transportation funds represent the funds held in trust). The County's annualized investment return for the quarter was 5.16%. Bank of America Day to day operating funds of the Commission are held in an interest bearing demand deposit account with Bank of America. Funds are wire transferred from the County as needed, but no less than monthly. First American Treasury Money market account provided by First Trust Bank used to hold funds in transition between the Commission's various bond funds and to accumulate monies for the payment of semi-annual and annual debt service. Interest earnings averaged approximately 5.12% for the quarter. Financial Investors Trust U.S. Treasury Money Market Fund Triple AAA rated(by Standard & Poors and Moody's) money market fund provided by Financial Guarantee Insurance Corporation. The fund invests in short term U.S. guaranteed obligations. The account manager for the Commission funds is Tom Courbat, former Finance Director for the County of Riverside. The rate of interest on the fund varies daily, but the effective 7-day yield for week ending September 26, 1997 was 5.33%. Milestone Treasury Obligation Fund Money market account provided by Milestone Capital which invests in treasury obligations. The fund is rated AAA by both Moody's and Standard & Poors, and is reviewed weekly by both rating agencies. Rate of return for week ending September 30, 1997 was 5.62%. MBIA Investment Agreement: The Commission's debt reserve funds for the 1993 Series A Sales Tax Revenue Bonds are held by MBIA, a AAA rated(by both Standard & Poors and Moodys) bond insurance company. The investment agreement earns 6.87% and matures January 1, 2000, and pays an interest rate of 6.87%. Collateralization and downgrade provisions are consistent with AMBAC. FNMA Medium Term Note: Debt reserve funds for the 1991 Series A bonds have been placed in an agency note backed by the U.S. government. The agency note matures December 8, 1997 and pays interest semi-annually at a rate of 6.45%. za3W0 IBtouguLI PFID Aq pauS!s 9661 `£I JagwanoN uo paidope SE Aagod 1uaw2sanut s‘uoissTwwop gi!An aauu!idwoa IIn3 uT alarm L66I `0£ lagwaidas Suipua lavgnb alp Jo3 apew suoispap luawnsanui Aug puu guawnsanur anog aquo IId aaumdwoj Jo juaEuams Riverside County Transportation Commission Investment Portfolio Report O Period Ending September 30, 1997 a d Q Cash with County Treasurer Bank of America Operating Account $4,394,891.60 Imprest Account $10,328.36 Special Events Account $1,593.12 Operating Pooled Bond Project Funds Reserved Funds Held Fundy Funds Funds For Debt in Trust Total $46,580,360.00 $10,763,795.27 $57,344,155.27 Total Bank of America Operating $4,406,813.08 $4,406,813.08 Milestone Funds $3,300,480.91 $3,300,480.91 First American Treasury $16,917,089.00 $9,152,550.77 $26,069,639.77 U.S. Treas Bills ** $31,497,879.34 $31,497,879.34 MBIA Investment Agreement $13,002,612.00 $13,002,612.00 Federal National Mortgage Association Medium Term Note due 12/8/97 $7,978,717.19 $7,978,717.19 Financial Investors Trust (FIT) $10,573,989.44 $10,573,989.44 preprint/dalagendaeAvstrepep. " $31,497,879.34 has been used to pay off Commercial Paper Notes. $4,406,813.08 $57,154,349.44 $20,217,569.91 $61,631,759.30 $10,763,795.27 $154,174,287.00 OFFICE OF THE TREASURER -TAX COLLECTOR COUNTY OF RIVERSIDE MONTHLY DISCLOSURE REPORT ON INVESTMENT PORTFOLIO September 30, 1997 R. WAYNE WATTS TREASURER -TAX COLLECTOR 0000 . TABLE OF CONTENTS Page 1. Portfolio Composition, Risk Ranking, Market Value 1 2. Structured Notes 2 3. Bank Custodian 2 4. Liquidity Position of Portfolio 2, 3 5. Liquidity Structure of the Portfolio 3 6. Cash Flow Summary for the Next Twelve Months 4 7. Earnings Performance of the Portfolio 5 8. Specific Portfolio Practices Identified 6 9. Appendix 1: Structured Notes in the Portfolio as of September 30, 1997 10. Appendix 2: GAASB Risk Rankings as of, September 30, 1997 11. Appendix 3: Detailed List of Portfolio Holdings as of September 30, 1997 0 0 0 a 1'7 COUNTY OF RIVERSIDE OFFICE OF THE TREASURER -TAX COLLECTOR Disclosure Report on Pooled Fund Investment Portfolio September 30, 1997 Purpose: The following report will be provided monthly by the County Treasurer to the members of the Board of Supervisors, County Executive Officer, County Auditor - Controller, County Counsel, County Superintendent of Schools, members of the Investment Oversight Committee, and members of the public interested in the information. The report considers three essential areas involving the Treasurer's management of the portfolio; (1) the preservation of investment principal, the cost (i.e., book value) vs. the current market value of the securities in the portfolio, (2) the liquidity position of the portfolio; and (3) the current yield on the portfolio as of the report date. Portfolio: The following is the composition of the portfolio ranked in accordance with the perceived market risk of the securities within the portfolio. Also displayed is the book vs. the current market value of the securities in the portfolio as reported by Fund Services Associates Inc. Risk TYPE COST MARKET 1.0 U. S. Treasury Bills 4,870,451 4,898,036 0.3* 1.0 U. S. Treasury Notes 356,242,842 356,534,655 24.3% 1.1 Federal Agency Securities 418,549,517 422,716,625 28.5% 1.1 Repurchase Agreements (Gout Coll) 118,400,000 118,400,000 8.1* 1.1 Money Market Fund (Gout Coll)5 6,000,000 6,000,000 0.4% 1.1 Collateralized Cert of Deposit 5,000,000 5,000,000 0.3% 1.2 Municipal Notes (Co Teeter Notes) 88,696,507 88,696,507 6.0* 1.2 Commercial Paper (A-1/P-1) 361,422,860 362,350,110 24.7* 1.3 Bankers Acceptances 106,897,566 107,681,889 7.4% 1.4 Medium Term Notes (US Corp) 0 0 0.0% 2.0 Reverse Repurchase Agreements 0 0 0.0* Totals 1,466,079,743 1,472,277,822 100.00% Paper Loss/Gain 6,198,079 0.4% Grand Total 1,466,079,743 Footnotes: Generally, the level of risk takes into account two major components; the default or credit risk and the market risk associated with the security's exposure to changes in short-term interest rates. Risk rankings have been assigned with 1.0 being the lowest level of risk and 2.0 being the highest. U.S. and Federal Agency Securities directly backed by the United States Treasury are considered the safest. Next in order of safety are those Federal Agency securities that have an implied guarantee of the United States Treasury. The third category are those securities that have some form of government collateral backing (i.e., Repurchase Agreements, Money Market Funds, and Collateralized Certificates of Deposit). The fourth are those that have local government collateral backing (i.e., Riverside County's Teeter Notes). The fifth category constitutes an evaluation of the credit worthiness, capitalization, and the time duration of the investment in U. S. Corporate securities. The sixth category reflects the risks associated with the County having loaned securities to a brokerage firm in meeting temporary cash flow needs by way of Reverse -Repurchase Agreements and the fact that the County could be subject to margin calls should the collateral value fall below its loaned market value. Margin calls can affect the liquidity position of the Treasury in its ability to meet future expenditure requirements. 000018 While the above table may denote a current market value loss (i.e., a paper loss)on the portfolio, nonetheless, it is the Treasurer's policy to avoid actual losses in investment principal by holding securities to their maturity. The paper gain for August 31, 1997 was $8,035,439 whereas the reported paper gain for September 30, 1997 is $6,198,079. The liquidity position of the portfolio is such that there is no contemplated need to sell securities prior to their maturity. Structured Notes (aka Derivatives): The table indicates $418,549,517 in Federal Agency Securities. Within this amount are two Federal Home Loan Bank bonds, classified as "derivatives", totaling $15,000,000 that carry an inverse -floating interest rate equation that resets quarterly or semi-annually. Both securities were purchased in October and November, 1993 and mature November loth and December 16, 1998 respectively. The County Treasurer has received the March 28, 1995 Audit Report on Orange County issued by the California State Auditor in which there is an expanded definition as to what constitutes derivatives. Page 18 of this report states that "Derivative securities generally are described as financial instruments whose value is based on, or derived from, some underlying asset, reference rate, or index." The audit report further defined derivatives as being any inverse floater, floating or variable rate security, step-up notes or range notes that have a structured formula in deriving interest income. Accordingly, the County Treasury did hold in the September 30th portfolio the following structured notes, (see Appendix 1). Bank Custodian/Security Lending: As of March 27, 1995, the Bank of New York was hired to be the County's custodial bank for that portion of the portfolio formerly serviced by Swiss Bank. Swiss Bank had served as the County's security clearance agent from July 13, 1994 to December 13, 1994, with the understanding that the County would participate in a security lending agreement as part of our banking relationship. Since The County Treasurer no longer believes this contractual arrangement to be in the best interest of the County, the contract was terminated on December 13, 1994 and the securities switched back to The Bank of New York. The County Treasurer has no intention of again entering into a security lending agreement due to risk, credit -rating concerns, and changes in state law. Liquidity Position: The Treasurer's investment policy guidelines dated December 1, 1996, established the following liquidity target: That 50% of the securities in the portfolio have a maturity less than one year while the remaining 50% of the securities have a maturity of two to three years from the current calendar date. The Treasurer's policy statement has also limited future maturities to a maximum of three years. Should they exist, the following factors can adversely affect the liquidity position of the Treasury in meeting daily expenditure requirements: 1. The Treasury's susceptibility to margin calls on reverse -repurchase agreements. 2. The Treasury serving as a depository for governmental entities outside the County. 3. The Treasury serving as a depository for incorporated cities within the County. 4. The Treasury having leveraged the portfolio by buying securities from taxable tax and revenue anticipation note proceeds intended solely to enhance portfolio yield. None of these factors are present in the Treasurer -Tax Collector's portfolio. The Treasury is not susceptible to margi. calls There are no reverse -repurchase agreements The Treasury does not solicit funds nor act as a depository for other governmental entities outside the County. The Treasury does not act as a depository for the incorporated cities within the County. The County has never entered into a Taxable TRANs note borrowing whereby the portfolio is leveraged Nor does the County Treasurer deposit funds for investment with any other county treasurer. An analysis of the actual cash receipts and expenditures for calendar years 1992, 1993, 1994, 1995 and 1996 indicate that there are sufficient revenues generated from the December and April property tax collections together with monies received monthly from the State and Federal Governments to meet all the expenditure requirements for the calendar year without having to require that securities be sold prior to their maturity. Therefore, it is intended that the property tax receipts and revenues coming from the State and Federal Government be invested in short-term securities with maturities ranging anywhere from 1 to 180 days. Even at its' lowest point, the Treasury has grown in size during each of the past five calendar years. On November 10, 1992 the -2- 000019 securities in the portfolio totaled $911,496,631, on November 16, 1993 the portfolio totaled $966,310,212, on November 21, 1994 the portfolio totaled $973,007,611, on November 22, 1995 the portfolio totaled $1,103,921,221 and on Ocbtober 24, 1996 the portfolio totaled $1,027,999,515. It has been determined that the liquidity position of the 'Treasury is sustainable if the portfolio contains 30 to 50% in short-term securities at all times. The present position of securities maturing within a year is 69.37%. The following schedule together with the "Summary Cash Flow Statement" demonstrates the Treasurer's ability to meet projected cash -flow requirements in the aggregate for the next twelve months. As of September 30, 1997 the liquidity position of the portfolio was: MATURITIES LESS THAN 1 YEAR 1,017,004,507 69.37% MATURITIES 1 TO 2 YEARS 215,315,279 14.69% MATURITIES 2 TO 3 YEARS 145,063,450 9.89% MATURITIES 3 TO 4 YEARS 0 0.00% MATURITIES 4 TO 5 YEARS 88,696,507 6.05% MATURITIES GREATER THAN 5 YEARS 0 0% WEIGHTED AVG MAT (349 DAYS) TOTAL 1,466,079,743 100.00% Footnote: The Treasurer's Investment Guidelines dated December 1, 1996 require that future maturities be limited to a maximum of three years. California law limits maturities within the portfolio to a maximum of five years unless express approval has been granted by the. Board of Supervisors to exceed the five year limitation. The Treasurer purchased the County's Teeter Notes after having secured the approval of the Board of Supervisors (i.e..$88,696,507) -3- 000020 SUMMARY CASH FLOW STATEMENT OCTOBER 1997 THROUGH SEPTMBER 1998 OOCTOBER BEGINNING CHECKING ACCOUNT BAL. I $20.2 OCTOBER ESTIMATED REVENUE $258.8 i PAYMENT OF SCHOOL TRANS ($3.4) OCTOBER ESTIMATED WARRANTS I ($273.8) OCTOBER MATURING INVESTMENTS 1 $398.1 'TOTAL r $399.9 ! $399.9 NOVEMBER ESTIMATED REVENUE $286.41 NOVEMBER ESTIMATED WARRANTS ($310.2) NOVEMBER MATURING INVESTMENTS $187.71 TOTAL $163.9I $563.8 DECEMBER ESTIMATED REVENUE $651.4 ! DECEMBER ESTIMATED WARRANTS 1 ($269.9) DECEMBER MATURING INVESTMENTS 1 $111.91 TOTAL $493.41 $1,057.2 JANUARY ESTIMATED REVENUE $278.91 JANUARY ESTIMATED WARRANTS i ($481.5) JANUARY MATURING INVESTMENTS j $10.01 iTOTAL ($192.6) $864.6 FEBRUARY ESTIMATED REVENUE $299.8 FEBRUARY PLEDGE FOR SCH TRANS ($23.991 FEBRUARY ESTIMATED WARRANTS I ($309.9 FEBRUARY MATURING INVESTMENTS I $34,8 TOTAL $0.8 $865.4 MARCH ESTIMATED REVENUE i $336.8 MARCH ESTIMATED WARRANTS 1 ($287.6 MARCH MATURING INVESTMENTS I $53.1 TOTAL $102.3 $967.7 APRIL ESTIMATED REVENUE 1 $599.91 APRIL ESTIMATED WARRANTS ($370.1� APRIL MATURING INVESTMENTS $11.0 TOTAL $240.81 $1,208.5 MAY ESTIMATED REVENUE ! $231.1 1 MAY PLEDGE FOR SCH TRANS ($26.7) MAY ESTIMATED WARRANTS ($462.3) PAYMENT OF SCHOOL TRANS PLEDGE $0.0 MAY MATURING INVESTMENTS $7.91 TOTAL ($250.0) $958.5 JUNE ESTIMATED REVENUE $287.6 JUNE ESTIMATED WARRANTS ($311.2) JUNE MATURING INVESTMENTS ; $0.0' JUNE PLEDGE FOR SCH TRANS $0.0 PAY BACK OF COUNTY TRANS ! ($209.0) PAY BACK OF SCHOOL TANS ($9.4) TOTAL ($242.0) $716.5 JULY ESTIMATED REVENUE $229.81 JULY ESTIMATED WARRANTS ($313.5) JULY MATURING INVESTMENTS $10.01 97/98 COUNTY TANS ISSUE $0.01 97/98 SCHOOL TANS ISSUE $0.0 1 PAY BACK OF SCHOOL TANS 07-07-98 ($9.5) TOTAL ($83.2) $633.3 AUGUST ESTIMATED REVENUE ! $295.51 AUGUST ESTIMATED WARRANTS ($263.2) AUGUST MATURING INVESTMENTS $10.01 TOTAL ! $42.31 $675.6 SEPTEMBER ESTIMATED REVENUE $225.51 SEPTEMBER ESTIMATED WARRANTS ($269.1 SEPTEMBER MATURING INVESTMENTS 1 $182.61 TOTAL ! $139.01 $814.6 -4- 000021. Earnings Performance of the Portfolio The average weighted yield of the pooled fund portfolio as of the last business day of the month during calendar years 1994, 1995, 1996, and 1997 was: 1994 1995 1996 I 1997 JANUARY 4.02 5.26 5.09 I 5.31 FEBRUARY 4.20 5.28 5.03 5.35 MARCH • 4.42 5.40 5.00 5.47 APRIL 4.35 5.48 5.06 5.44 MAY 4.49 5.47 5.04 5.47 JUNE 4.68 5.35 5.02 5.48 JULY 4.91 5.30 5.15 5.53 AUGUST 4.93 5.26 5.29 5.55 SEPTEMBER 4.95 5.25 5.30 5.58 OCTOBER 5.01 5.23 5.23 NOVEMBER 5.08 5.23 5.23 DECEMBER 5.43 5.24 5.33 AVERAGE YTD: 4.71 5.31 5.15 -5- 000022 Specific Portfolio Practices: Responses to questions pertain to the activities in the portfolio that occurred during the report month. Yes NoQuestions: V/ 1. Did the Treasurer contract or utilize the services of any outside, private investment manager? 2. Did the Treasurer contract or utilize the services of any investment advisor? (Yes to compile various portfolio reports and compliance audit). 3. Are there any investment agreement contracts outstanding affecting the portfolio? 4. Are any securities held in bank custody subject to a bank "Security Lending Agreement"? 5. Are any securities on loan to a brokerage firm as a result of reverse - repurchase agreements made by the Treasurer? 6. Is the Treasury .susceptible to possible margin calls on loaned securities? 7. Did the Treasurer sell any securities prior to maturity in order to meet cash flow needs? 8. Did the Treasurer sell any security at a principal loss? 9. Does the Treasury hold any security that carries an inverse floating interest equation (i.e., a derivative)? 10. Did the Treasurer buy any CMO's (i.e., collateralized mortgage obligation)? 11. Did the Treasurer buy any shares in a mutual bond fund where the underlying value of the securities in the portfolio are subject to daily market value adjustments? 12. Did the Treasurer enter into any "covered call" or "put option contract"? 13. Did the Treasury establish any new account and/or accept deposits from any governmental entity not now a participant of the Treasury investment pool? 14. Has the County entered into any taxable TRANs for the purpose of further enhancing portfolio yield? Under penalty of perjury, I certify that the above information is true and correct as of the report date. eel /15 / R. Wayne Wat s Date Treasurer-T= Collector -6- 000023 %90'1. £OWSW£0L LOS'969'£01. %SO'S MS1969488 /09'969118 %9L1'9 d89£+81Al £0-9L'8 3181,121VA 2131331/A18A1N0 %00'L 966'6LL'VL 000'000'91 1V101 ZZL91316'b 001)00'000V %Mt 210811W£-%8 96-91-£1 '2111d'AN! 81Hd 69062££1£ 06VLL 8rneLOB% 00'000'000'01 %UST 210811W9-%£+1W3AOL 86-01,-1.L III:Id'ANI 81H4 81Z68££L£ £6£LL OV8£L 1210d 31V21 '1Ni 31VQ 3dA1 ON d0 V 3111VA 13N21VW 301VA N008 1N321803 V1f1W210d 1S32131NI A1RIfi1VW 3AI1VA12130 3dAl 33S dIS03 SNV211 L XION3ddV L661. '0£ 2138W31d3S 0110d1210d 3H1 NI S310N 0321111o1RI1S NO1331103 XV1-213iIHSV32113H1 dO 3311i° 3GISH3A121 40 JUN1103 APPENDIX 2 GAASB RISK RANKINGS TREASURER'S POOLED FUND INVESTMENT PORTFOLIO AS OF SEPTEMBER 30,1997 TYPE CATEGORY #1 CATEGORY #2 CATEGORY #3 OFFICE CASH 7,679 REVOLVING FUND 1,431,926 CHECKING ACCOUNTS 68,810,538 U.S. TREASURY BILLS 4,870,451 U.S. TREASURY NOTES 356,242,842 FEDERAL AGENCY SECURITIES 418,549,517 REPURCHASE AGREEMENTS (GOVT COLL) 118,400,000 MONEY MARKET FUND (GOVT COLL) 6,000,000 COLLATERALIZED CERT OF DEPOSIT 5,900,000 r. MUNICIPAL NOTES (CO TEETER NOTES) 88,696,507 COMMERCIAL PAPER (A-1/P-1) 361,422,860 BANKERS ACCEPTANCES 106,897,566 MEDIUM TERM NOTES (US CORP) 0 TOTALS 1,455,087,422 70,242,465 11,000,000 GRAND TOTAL 1,536,329,886 000025 00'L064SOT Sb'b484ZL946T bb'L204T TI'ITL`Z6I b2'2264Zb ti ^22S`Z'26`61 22'2284S4 L9'9904S1646T TT'TTT`ZT 22'2284T8646T 8L' LLS `62 ....' 2 22 `bS6 `6T LL'l.LL`L6 49'91466646T OZ'TZT`ZT 00'OZT`6Z 9L'%9L`6T 60'bLb`L T6' OS9 ` 19 f0'98S`b 00'092`99 n 'TZ04 94' 69'8Lb`6 00' 006 `0'2 1 8Z - 06S ` 9Z YS'SSL`T% 68'215;469 60'261`TL L.T'91,T `8 62'686`L 49'904`84 00'0I2`98 1.53)131NI A3f oov L6'S9S4468490T 26'07840ZS4ST 00' 09L `L.L.S `S T 80'T62481.04L 8L'2US`9ZS 84' 9Z6 `Z:b2 ` b 8L'6824S964b OS' ZZL `6L..2 ` b 86'S99`S99 O'G' Z96 ` T6Z `L Z.Z-.017490649 EZ'ZZS4179846 22' 820 `E28 `S i.Z'140460640. 98'SS'b`C ZO`S b'<' L98 ` b6b 41_'21,24SSb 00'00Z`Sb6`Zf. 33N3003S 3•dA.l A1.Iaf1O3S 1S03 89'0864S0846T Z2'STO`b6T 00'000400040Z 00'000400040 00'000400040Z 00'000400040Z 00'000400040Z 00'000400040Z SZ'SLb4S02460I 90'S8440S64ST 00'000400049T SL'617S466T4L TS"TZ9`Ob% 617' 842 `6SP `b 9Z.'8S240204S 00'000400S4b OT'TS849T242 06' 8VI `289 00'000400S44 00"00040004L 00'000400040T 00'000400049 00'00040004S 8T -zo `OZ1 `S Z6'LS8`bOS 80"Zb1 `S6b 00'00040004: 00'00040004Z OL2S'S 46!9Z/80 OL2S"a' L6/9Z/80 402S'S Z6/9T/60 22617' S L6/S0/60 OS ab'S L6/9Z/60 SZ6b'S L6/LT/60 2Z1.4''S L.6/9I'/60 00ZS' S 46/6Z/ 80 O SZ9' S L6/ SZ/60 OL09'S L6/8T/60 OZ29'S L6/ZT/60 OLLS'S L6/Z0/40 OLL.S'S L6/Z0/40 Oi.bS''S L.6/bZ/60 0089' S L6/9Z/ YO 091,9'S L6/ZO/L0 051,9"S L6/ZO/L0 0694'S L6/0T/90 Obb'S'S L6/S'0/60 09SSy' S L6 /ZZ/80 009L'S 46/6Z/S'0 9Z09'S L.6/TO/L0 STOY'S L6/10/40 OL8S'S L6/9T/90 ILES"S L6/91/Y0 T2BS'S 46/9T/90 °OM'S 46/1:T/L0 dV,d UlTIA 31VU 3SVH0 d0d I3S ISV1 L6/60/0T 0000'0 46/60/0T 0000'0 46/80/0T 0000'0 L6/20/01 0000'0 L6 /ZO/OT 0000'0 46/ZO/OT 0000'0 L6/TO/OT 0000'0 Z6/1.0/0T 0000'0 86/2Z/ 0 0000'0 86/TT/20 0000'0 86/7Z/Z0 0000'0 L.6/6T /Z T 0000'0 L6/6T/ZI 0000'0 L6/81!ZT 0000'0 L6/LT/ZT L6 /S T /Z1 L6/ST/ZI L.6 /SO/ZT L6/ZO/ZI L6/bZ/IT L6/PZ/T I L.6 /8Z/OT /_.6/4Z/ OT /-6/bZ /OT L6/frZ/ OT L.6/bT /OT 46/ '1/ O1: 0000'0 0000'0 0000'0 0000'0 0000'0 0000'0 0000'0 0000'O 0000'O 0000'0 0000'O 0000'0 0000'0 31VU 31Vd A1.I1111.VW 30VA Z6!02/60 CIO SV IN0d3N NOIlISOd I :30l-d S O N I U 1 O H 1 N 3 W i s a n w I 3QIS:J3AId AO AIN000 NV3Q A31NVIS NVONOW U.d3 TOT NV3Q A31NVIS NVLYdOW Gd3 '314i'S00 SN`1V31S UV313 Q.d3 'dNO3 nNIQNnA 'lVIlN3Ufl a QdO ' OO T O.SUVA S113M Q d3 ONI 03ISd3d UdO '00 3ONVNIA 1I0 NONl1:1H0 UdO 11-1IONVNI i 00V37:H3 ISNI A Ud3 INOODSIU - `13•dV•d 1VI3N3WW03 -• adO 1V101a11S NVIIVHNVW 3SVHO V$ V3I`13WV 3O ANVG VG isna1 SU3ANVG V3 ismt SyAANVG VG 0T88I l.:iflal sa3ANVH Vs3 1.511`JL S83 4NVG Va 00VOIH3 1SNIA OT661 NVIIVHNVW 3SVHO 0188T NVIIVHNVW 3SVH3 00V3IHO IS`1I d ANVG 1iVN 00V3IH0 isat.d VOI`13WV A0 ANVG 00VOIH3 ISNIA TOT OOVOIHO IS`lI3 TOT .l.Sfm S`13ANVd V3IdAWV AO ANVG OT06T VOI::AWV AO ANVG OT06T VOILA 3WV _Ill ANVG V>I VG V3 VG Va VG V8 VG V8 VG va Vd .I snat SN3ANV3 V:I 3ONV1d303V S`13: NVG - VG NOI1.dI:13S3:1- 28ZPI ZOL , T 81781,1 9Z8VT 6L8bT 2S8bT 6b80T S6417 T 898bT SS8VT ZP8II T bS9bT 2SS b T S98bT L6SPI ZS9VT TS'9bT LSSbT SZ6V T 98LbT =SIFT 6T9PI tZY4T 99SbT S'9SkT b9SbT 9LYbT GI 33S ONIINOdAd S1.N►103'JV 11V -• 11V=1N0033V OT:OS:b0 L66I-02-60 'r9'T61'006 00'0 00'0 90"%86'T Ti-661`9 04'69649 1T'9V94Z L8' ^'�:: `0z 20' 6LZ' 9 Lg"OZO' TZ V8'966`Z 9T'20L`Ob LL'I9S'9 06-00240T VT-Z 4 WOWS TO'2VO`T ST"VL9'b Vb"6L0`T S6'c `oz Z.a" 66L ` 1 Z TO.6TL`8 16-61^a`b 08'L6`8 00'00.000T 68' 002' SO T 00'0 6L'ZS9`bT OT-T90'Z 49.990' Z T T I' TWZT 10''a `6 _V"TIS'2b 163MAINI OJn:d:13V OS' 6g8' ZZV ` T9'2 28"68Z'8L S6-42241V042 rS'618694048 8'996'42T4T 80-99T121G'8 28-21,21V4OZ 0.9"Z::02T9'1 `iV g28`9T0`T b1"0.99'0T8621 a'9-ZZ641Z64T L12-14Z'8T042 g 1' Z6`PZZ' T • g'''' 96Z' 6 tV'SZ9`0691T 09'0Si''ZI944 T4-192`0SZ. 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NON I3S ISV1 66/ZO/ZT 0091'9 86/SZ/Z0 0G2q'S 46/6T/ZT 00VP'S ANVS 1VNOIIVN SN3ZI1I3 U3l cLBYT SIISOd3U 3WI1 - U31 "1V101a11s S'l'lIt3 Amsv3al -6-n 022 sliI3 A`111svaal 'S'tl 122 S'llIB Aansvaul "5'fl si lI►I A`111sV3`11 's'n - "1IGI iV101 ans IlVlOOSSV OINOW NVO1 1N3Onis IIVI3OSSV OINOW NVO1 IN3U111S IIVI3OSSV OINOW NV01 1.N3 nis NOI1.VI30SSV 0130W NVO1 -itua 11S - VW13 46/Z0/ OT 00247'S 46/10/01 00g6'S 31VU 3IV`J AlI If1.1.VW _ 0VA 46/02/60 3O SV .1d0333 NOIII:SOd 1VlO tans IN3W33NOV 3svH3::ll1d3J 311DM 1N31433>30V 3SVH3811J3`3 NOIldI`13S3U ,42l.LbT ZLL6T TLL6T LLO0T 302PT TUTbT L98YT T68PT -- GI 333 ONI1HO•: AN S1Nl103:1V T1V - llv=1N11033V CZ _ a 01 L n _ 0Vd S 0 N I U 1 O H L N 3 W 1 S :3 A N I 'dU l Su3f n AO .1,1.Nf i0:1 0,-7 f•i1 /A41.-.n..,, 4- AGENDA ITEM #5E RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: November 5, 1997 TO: Budget and Finance Committee FROM: William Hughes, Measure A Project Manager Louis Martin, Project Controls Manager THROUGH: Jack Reagan, Executive Director SUBJECT: Monthly Cost and Schedule Reports The attached material depicts the current costs and schedule status of contracts reported by routes, commitments, and cooperative agreements executed by the Commission. For each contract and agreement, the report lists the authorized value approved by the Commission, percentage of contract amount expended to date, and the project expenditures by route with status for the month ending September 30,1997. Detailed supporting material for all schedules, contracts and cooperative agreements is available from Bechtel staff. STAFF RECOMMENDATION: That the Commission receive and file. Attachments 000033 %9'61 %6'EE %TES %£lss %L'bs %9'LL %9'LL was %Z'96 Y0816 %0'001 %1'66 %CL6 %51'16 %E'Z6 %Z'6t %Z'617 6L8`9Z91,1$ Z6£'LS$ Zb17'6ZZ' l$ L69'9Zb' 1$ 990'b 16'9$ 90Z`£68`1►S S0Z'£66'b$ £;o l abed .......................... 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'OE J89wardeS 1N30/11W0100 NOI1d1210S30 1SNIVOV 31V0-Ol omaNV1Sln0 NV01 .V. 32111SV301 030N3 H1N001 03A0NcIdV 103fOad S321f1110N3dX3 % omaNV1Sln0 1y101 NEM Mr1110N3dX3 1331'021d A81210d32113eane 01331'021d SOV021 V S13321101V30I/AVMHOIH wV.. 321nSV3w 31321 AGENDA ITEM #6A RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: November 5,1997 TO: Budget and Finance Committee FROM: Marilyn Williams, Program Manager THROUGH: Jack Reagan, Executive Director SUBJECT: FY97/98 Mobile Source Air Pollution Reduction Review Committee (MSRC) Student Education Project Award In January 1997 the Mobile Source Air Pollution Reduction Review Committee (MSRC) issued a Program Opportunity Notice (PON) to solicit pre -proposals in several transportation control measure categories including student education projects. Commission staff, in partnership with San Bernardino Associated Governments (SANBAG), submitted a pre -proposal to expand the Commuter Exchanges' Education on the Road outreach to western Riverside County elementary schools and develop a sister Education on the Road project for implementation in San Bernardino County. As a result of receiving 35 pre -proposals, the MSRC issue a Request for Proposals (RFP) in May 1997 for student education projects in four sub -categories, one being "mobile classroom projects". Commission staff refined it's original PON pre -proposal and submitted a formal proposal to the MSRC under their FY97/98 Work Program effort. Ranked number four of 15 formal proposals, the RCTC/SANBAG joint proposal (Exhibit A) was approved for funding by the MSRC Board in August 1997 and the South Coast Air Quality Management District Board in October 1997. As submitted, the project funds 15 additional Education on the Road school site visits in western Riverside County, and the development of an Education on the Road unit for San Bernardino County to be implemented at 15 school sites. Five school districts submitted Letters of Commitment to participate in the project including Moreno Valley Unified, Riverside Unified, Redlands Unified, Upland Unified and San Bernardino County Superintendent of Schools. Approximately 4,200 third and fourth grade students are estimated to participate in the project. The objective of Education on the Road is to educate students in an imaginative and interactive way about the benefits of ridesharing in their lives today and in the future. The mobile transportation field trip allows teaches to supplement their environmental awareness curriculum focusing on transportation and air quality topics. Students learn how they and their families can make a difference through their transportation choices such as carpooling, vanpooling, riding the bus, walking, bicycling, etc. Through a customized take-home Education of the Road newsletter, students can share what they have learned with their parents as a home -end marketing tool that reinforces classroom instruction. 000037 The Education on the Road proposal requested MSRC funding in the amount of $32,870 in support of the total project cost of $66,295. Project co -funding of $33,425 includes $5,000/cash and $4,151 /in -kind contributions from RCTC, $6,000/cash and $3,327/in-kind contributions from SANBAG and $14,947/in-kind contributions from participating school districts. RCTC's $5,000 contribution is proposed to be funded by Measure A as part of RCTC's approved FY97/98 Commuter Assistance Program budget allocated for special project development. Staff further seeks Commission approval to enter into all agreements as may be necessary to fund and implement the MSRC approved Education on the Road project including with the South Coast Air Quality Management District (SCAQMD), SANBAG and RCTC's consultant staff, Inland Transportation Services (ITS). ITS total project costs shall not exceed $32,870 in labor and expenses. Financial Assessment Project Cost $66,295 (net cost to RCTC - $38,870) Source of Funds MSRC, Measure A, SANBAG, School Districts (see text) STAFF RECOMMENDATION: That the Commission: 1) Approve the joint RCTC/SANBAG Education of the Road project as submitted to and approved by the MSRC under its FY97/98 Work Program; 2) authorized the RCTC Chairperson, pursuant to legal counsel review, to enter into all agreements necessary to implement the project including the SCAQMD (on behalf of the MSRC), SANBAG and ITS; 3) direct staff to incorporate the project scope of services in RCTC's FY 97/98 ITS consultant services contract in an amount not to exceed $32,870 in labor and expenses; and, 4) authorize the expenditure of up to $5,000 from Measure A funds approved for special project development under RCTC's FY97/98 Commuter Assistance Program budget. 000038 Ms Mildred Brown Purchasing Manager South Coast Air Quality Management District 21865 E. Copley Drive Diamond Bar, CA 91765 Subject of Proposal: RFP#: Dear Ms. Brown: Student Education Project Education On The Road 9697-50 EXHIBIT "A" Riverside County Transportation Commission and San Bernardino Associated Governments are jointly submitting this proposal to the Mobile Source Air Pollution Reduction Review Committee for a Student Education Project entitled Education On The Road. Marilyn A. Williams of Riverside County Transportation Commission has been designated as the contact person for this project. Please contact her regarding any contractual or technical matters. Her telephone number is (909) 787-7141 and her office fax number is (909) 787-7920. She can be reached at the Riverside County Transportation Commission's offices, located at 3560 University Avenue, Suite 100, Riverside, CA 92501. Please also feel fee to contact me at (909) 884-8276. Letters from both Riverside County Transportation Commission and San Bernardino Associated Governments, signifying our commitment and support to the project and the amount of our co -funding contributions to Education On The Road have been provided as an attachment. On behalf of Riverside County Transportation Commission and San Bernardino Associated Governments, we thank you for your consideration of this proposal. We look forward to this partnership opportunity with the Mobile Source Air Pollution Reduction Review Committee to implement a program which emphasizes the value and importance of trip reduction strategies to enhance the quality of our life today and tomorrow. /71, t2 'Lk F-1:1 Sincerely, Michelle M. Kirkhoff Air Quality/Mobility Program Manager San Bernardino Associated Governments ED BROUGHTT TO YOU BYDTHE RIVERSIDE COUNTY TRANSPORTATION COMMISSION'S COMMUTER ASSISTANCE PROGRAM 000039 PROPOSAL SUMMARY SHEET Proposal Contact Person: Marilyn A. Williams Proposing Company: Riverside County Transportation Commission San Bernardino Associated Govenunents Proposer's Address: Riverside County Transportation Commission 3560 University Avenue, Suite 100 Riverside, CA 92501 San Bernardino Associated Governments 472 N. Arrowhead Avenue San Bernardino, CA 92401 Proposer's Phone and FAX: Riverside County Transportation Commission Telephone (909) 787-7141 Facsimile (909) 787-7920 San Bernardino Associated Governments Telephone (909) 884-8276 Facsimile (909) 885-4407 AB 2766 Discretionary Funding Request: $32,870.00 Amount of Total Co -Funding: Cash $11,000.00 In-ICind $22.425.29 TOTAL $33,425.29 Names of Co-Funders and Amount Co -Funded: Cash Riverside County Transportation Commission $ 5,000.00 San Bernardino Associated Govenunents $ 6.000.00 TOTAL $11,000.00 In Kind San Bernardino Associated Govenunents $ 3,326.70 Riverside County Transportation Commission $ 4,151.39 School Districts Contribution $14.947.20 TOTAL $22,425.29 In the space below, please provide a brief project overview: Riverside County Transportation Commission (ROTC) and San Bernardino Associated Governments (SANBAG) propose to partner together for this proposal for the total project cost of $66,295.29 to implement a student education project called Education On The Road in San Bernardino County and to expand implementation in western Riverside County for a total of 30 schools in the Inland Empire. Education On The Road is a project which has been a year in the making. Initially developed by RCTC for the elementary school student population in western Riverside County, the program imaginatively presents solutions to our regional air quality and traffic congestion problems. Our agency discovered this RFP opportunity as a result of notification through the existing AB 2766 mailing list. 000040 1 SECTION TABLE OF CONTENTS PAGE Project Scope 3 Description of Education On The Road 3 Objectives 3 Goals 4 Participants 4 Benefits 5 Statement of Work 10 Schedule of Deliverables 12 Project Reporting 14 Program Schedule 15 Project Organization 16 Conflict of Interest 16 Project Cost 17 Co-Funding/Revenue Schedule and Rate Schedule and Hours Per Phase 18 Certificate of Insurance 19 Business Management Questionnaire 19 DVBE/MBE/WBE STATUS 19 ATTACHMENTS Letters of Commitment Riverside County Transportation Commission San Bernardino Associated Governments Letters of Commitment Moreno Valley Unified School District Riverside Unified School District Redlands Unified School District San Bernardino County Superintendent of Schools Upland Unified School District Marketing Materials Education On The Road Brochure Education On The Road Bookmark Parent -Student Take Home Newsletter Transportation Bar Graph Transportation Word Search Coloring Activity Sheet Curriculum Kit Project Organization Chart Statement of Qualifications Marilyn A. Williams Michelle M. Kirkhoff William C. McCaughey Barbara A.Bray DVBE/MBE/WBE Policies/Goals Student Submissions from Education On The Road Essays Artwork 2 0 004. PROJECT SCOPE Description of Education On The Road Riverside County Transportation Commission (RCTC) and San Bernardino Associated Governments (SANBAG) propose to partner together for this proposal in the total project cost of $66,295.29 to implement a student education project called Education On The Road in San Bernardino County and to expand implementation in western Riverside County for a total of 30 school site visits in the Inland Empire. Education On The Road is a project which has been a year in the making. Initially developed by RCTC for the elementary school student population in western Riverside County, the program imaginatively presents solutions to our regional air quality and traffic congestion problems by introducing the concept of ridesharing. This proposal is designed to expand school site visits in western Riverside County and utilize the strides made by RCM with the Education On The Road Program to develop and implement a similar program for San Bernardino County students as a SANBAG Commuter Assistance Program. Pending the success of a San Bernardino County Education On The Road, San Bernardino Associated Governments may seek to incorporate the program as a continuing component of its Commuter Assistance Program. Riverside County Transportation Commission and San Bernardino Associated Governments recognize that Mobile Source Air Pollution Reduction Review Committee (MSRC)/AB 2766 funding of this proposal would make possible an excellent test of the Education On The Road project for San Bernardino County, an opportunity which otherwise would not be available. Objectives The objective of the Education On The Road presentation is to impart information about ridesharing to students in an entertaining and informative format so that they can recognize modes they are already using in their everyday lives, i.e. school bus, walking, bicycling, vanpooling to a daycare center and carpooling with the family. Also, the students can use the information from the Education On The Road presentation to make a choice to rideshare for their own future. Students make the realization that ridesharing has positive benefits and can even eradicate some of the negative effects of commuters who drive alone. The Education On the Road program takes full advantage of the fact that students want to be environmentally responsible and are motivated to incorporate their academic instruction into their everyday lives. As transportation is such an integral part of all of our lives, Education On The Road educates students about ways they can make an immediate and long term impact on their environment. The second objective of the Education On The Road presentation is to inspire the students to encourage their parents to rideshare whenever possible. Finally, presenting the Education On The Road program to segments of the teaching faculty will ensure the opportunity of distributing information about ridesharing incentives who will want to model positive behavior for their students. Teachers who begin new ridesharing arrangements could be eligible for the RCTC Advantage Rideshare/SANBAG Option Rideshare benefit of the three-month $2 a day incentive or CLUB RIDE, which provides ongoing benefits to ridesharers who reside in western Riverside County. 000042 3 Goals The goal of this Education On The Road presentation is to visit 30 schools in the Inland Empire. The Education On The Road presentation is designed to deliver a maximum learning experience by using a classroom by classroom approach to maintain an intimate atmosphere. Education On The Road is proposed to reach 15 schools in both western Riverside County and San Bernardino County for a total of 30 school visits with a minimum of four classes per school at an estimate of 35 students per class. As a result of this proposed goal, it is projected that a minimum of 4,200 students in the Inland Empire will benefit from the Education On The Road experience. Participants Co -Funding Participants Riverside County Transportation Commission and San Bernardino Associated Governments are jointly submitting this proposal with in -kind donations and cash funding to augment a successful application to the Mobile Source Air Pollution Reduction Review Committee. School District Participants The four school districts will be considered as participants in this project and each school will be donating a combined total in -kind hours of faculty time of 480 hours. The school districts will conduct curriculum activities prior to the Commuter Exchange visit, attend the presentation, conduct additional curriculum activities after the Commuter Exchange visit and complete an evaluation of the presentation. Other than their in -kind contribution of faculty time, there will be no charge to the school districts to participate in Education On The Road. Education On The Road Primary Participants This Education On The Road presentation is designed for elementary school students, grades third and fourth. The advantage of targeting these grades is that this age group has some experience with transportation and is starting to take an active role in arranging their own transportation for their social activities. Education On The Road seeks to educate students about the collective participation of commuters in increasing traffic congestion and contributing to poor air quality and encourages them to think about alternatives to driving alone. Targeting the Education On The Road presentation to this age group also delivers the message of ridesharing before they reach middle school where peer pressure is greater, and teaching influences might be lessened. The Education On The Road presentation is focused on third and fourth grade levels as they are old enough to understand the idea that ridesharing is a positive and valuable behavior and they are also young enough that their enthusiasm may cause them to consider ridesharing for themselves in the future. According to Jean Piaget, a Swiss developmental psychologist who has had a profound impact on modern education psychology, the moral development of children in the third and fourth grades is centered between "good" or "bad" and this is the age when they are most receptive to positive messages about the larger world in which they are beginning to interact. Piaget's theory, recounted in Educational Psychology by Robert R.-Reilly and Ernest L. Lewis (Macmillan Publishing Company, New York, 1983), states that children in the fifth grade and beyond are influenced more by what their peers may think and say even more than the rules that have been set out for them by parents, school and society. This theory may cause fifth graders and older students to somewhat discount public service "messages" whereas third and fourth graders are at the age where the Education On The Road message will be strongly embraced. 4 00004,3 Education On The Road Secondary Participants Another advantage to the Education On The Road presentation is that students will have the opportunity to discuss with their parents the information they learned about ridesharing and may be able to persuade them to Rdeshare, citing positive examples of other parents who Rdeshare to work. Plus, parents will receive information about the three-month $2 a day incentive available to new ridesharers. Additionally, the faculty will receive information about ridesharing modes, commute options and the incentive programs to encourage their commitment to ridesharing as a positive role model to their students. Benefits Joint Partnership of _ _ Riverside County Transportation Commission and San Bernardino Associated Governments In 1993, the San Bernardino Associated Governments replicated the Riverside County Transportation Commission's Advantage Rideshare project for San Bernardino Associated Governments, renaming it Option Rideshare. Through a partnership with RCTC, SANBAG was able to take a successful project and implement it in San Bernardino County just a few months into the project year. In 1996, SANBAG and RCTC were honored for the success of their partnership by the Environmental Protection Agency with its Way To Go! award, one of only eight awards given nationwide. RCTC and SANBAG also developed the Inland Empire Clean Fuels Corridor featuring electric. charging stations and natural gas sites for consumers who purchase alternative fueled vehicles. RCTC and SANBAG have also initiated work on three projects funded by Senate Bill 836 to reduce traffic congestion and improve air quality in the Inland Empire, entitled Extended Employer Services Outreach Program, I-10 Commute Reduction Program and the State Route 60 Corridor Campaign. With this AB 2766 proposal, RCTC and SANBAG seek to promote understanding of the transportation issues of the Inland together, take responsibility to resolve these issues. Joint Partnership of Riverside County Transportation and San Bernardino Associated Governments with Local School Districts Several school districts in both western Riverside County and indicated that they are interested in participating in Education On Riverside County Moreno Valley Unified School District Riverside Unified School District continue their partnership to Empire region and in working Commission San Bernardino County have The Road, including: San Bernardino County Redlands Unified School District (Redlands, Mentone and Highland) San Bernardino County Superintendent of Schools (all of San Bernardino County) Upland Unified School District The partnership opportunities proposed in this application will include the participation of individual schools whose students attend the Education On The Road presentation. Teachers receive an extensive Curriculum Kit to implement in their classrooms prior to the Education On The Road visit to more fully prepare their students for the visit. Activities center around 5 000.044 supplemental reading materials, videos or music selections, essays, science experiments and the opportunity to interact with air quality, transportation and transit officials by sending in requests for information. Teachers can also conduct follow-up activities to reinforce the messages learned from the Education On The Road experience. Additionally, teachers will always have the opportunity to evaluate each presentation to further refine the program content and delivery. Teachers and administrators are strongly encouraged to incorporate the Education On The Road subject matter into their regular curriculum. While there is health, science and environmental course work for each of the grades, the Education On The Road presentation provides very specific information on ridesharing, such as the terms used in ridesharing, up to the minute information on alternative fueled vehicles, information on regional air quality and traffic congestion issues, trends in ridesharing and a description of the incentives available to ridesharers and to the community who derive benefit from these ridesharers. Emissions While the Education On The Road program does not result in immediate emission reductions as no trip reduction strategies are implemented as a result of the proposal, the benefits are to be considered more long term, both on the level of the student and on the secondary level of the teacher and the parents of the students. Education On The Road encourages students to persuade their parents to rideshare and reinforcement is provided to the parents via the Education On The Road parent -student take home newsletter which provides information about the established RCM Advantage Rideshare/SANBAG Option Rideshare, incentive projects which provide a three-month $2 day incentive for new ridesharers and CLUB RIDE for continuing ridesharers. Public Awareness It is always important for taxpayers to understand how they help to fund community improvement projects from the federal level down to the local level. The Education On The Road presentation creates a unique opportunity to showcase the efforts made by the MSRC, South Coast Air Quality Management District, Riverside County Transportation Commission and San Bernardino Associated Governments to resolve poor air quality and traffic congestion. By educating the children about the programs that are available from alternative fueled vehicles, to the name of the local transit system, to Metrolink to cash payouts for ridesharing, much of this information is imparted to parents and to the faculty and helps to develop an understanding and increase support for the agencies that are instrumental in providing the programs. As part of Riverside County Transportation Commission's regular calendar of events, the Commuter Exchange is scheduled to go to various rideshare fairs at employer sites and public events in the community, such as the Riverside Orange Blossom Festival. Students in attendance at these events who have experienced Education On The Road at their school are motivated to bring their parents onboard and show them the various ridesharing exhibits. The opportunity is then available to give the parents fast -hand information about ridesharing and interest them in various commuting modes. Innovative Service Approach The Education On The Road presentation is a traveling field trip which was developed for elementary level grade students. Education On The Road is an innovative, educational way to promote ridesharing to students by educating them about the choices that are available to them and to impress upon them the reasons why ridesharing is important today and to their future. Instead of just providing worksheet materials to a classroom, the Education On The Road 000045 presentation makes full use of a 40-foot motor home called the Commuter Exchange which comes right to each school and is usually parked on the school playground. Students are impressed by the size and look of the vehicle which is decorated on the outside with giant decals of a bicycle rider, wallcers and carpoolers and the slogan "Rideshare for Clean Air, Less Traffic". The Education On The Road experience lasts approximately 45 minutes and the typical Classroom Plan/Curriculum is outlined in the following paragraphs. All of the students are invited to sit in front of the Commuter Exchange vehicle as they arrive so that the transportation specialist can thank them for coming, explain the objective of making the presentation to them and explain the procedure for all of the activities in which they are going to participate. Classes are divided into groups of two and they wear color coordinated name tags which are provided to the teacher beforehand. As the groups are of an intimate size and each student is identified by name on their name tag, this allows the transportation specialist to call on them by name to encourage active participation. Students are told about some of the different transportation programs available to the community, including call boxes, Metrolink, high occupancy vehicle lanes and the Commuter Exchange. The students are asked to think about some of the problems that a surplus of cars on our highways can cause and they always answer "air pollution" and "traffic". The point is made that the problem gets worse when people driving cars are driving alone and that they should double up or use modes which do not cause air pollution. The students then learn that ridesharing is a term which covers many different modes familiar to them and that they rideshare every day to school. Students are asked if any of their parents rideshare to work and are asked to provide examples. Then the class is divided into half and one group remains behind to work on the giant Transportation Bar Graph, giant Transportation Word Search and small size Coloring Activity Sheets with the teacher or teacher's assistant. A student from the group which goes onboard the Commuter Exchange is selected to pick out one photo from a group of photos of adults and children which are posted on a wall. Then a life-size model of that grouping of adults or children is placed inside the real car mounted on the wall. The students usually select the group of children first who are placed in the back seat and then a student is requested to pick a group of adults who are placed in the front seat. The group is asked how many people are now sitting in the carpool and how many cars they were able to eliminate by traveling together. Then the children's grouping is removed to add another adult grouping and the students can see that when adults travel together in a vehicle, it reduces cars on the road and reduces air pollution too, because the carpoolers have not had to start an automobile engine. There is also a classic bicycle located on the interior of the Commuter Exchange and students are asked to name some good reasons to ride a bicycle to work. The students invariably answer "Bikes don't cause pollution", "Bikes give you exercise", "Bikes don't take up much room", "Bikes don't cost as much as cars", and "Bikes are fun". That portion of the presentation ends with a true example of a Riverside woman who rides her bike to work and for her vacation, decided to ride her bike from Los Angeles to San Francisco, a distance of 800 miles. The students are very impressed that the woman is identified as being in her late fifties and impresses upon them that bikes are not just for kids, but are an excellent, way to participate in ridesharing, regardless of an individual's age. 000048 7 A .colorful floor to ceiling mural depicts all the various forms of ridesharing including light rail, commuter rail, school buses, transit buses, walking, bicycles, skateboards, roller blades, carpools and vanpools. There is also an area where a van is filling up with compressed natural gas and an electric car is being recharged which leads to a discussion about alternative fuels and what is currently available on the market. Students are asked to name all the different types of ridesharing. Then students are asked to think about how they would complete a trip if they disembarked from a train or a bus and their destination was located some distance away. The students respond that a commuter could take a bus, walk, ride a bicycle or get a ride from a carpool and the students are told that linking trips together like this is common with ridesharers and that it is called multimodal transportation. Students are given examples of linked trips and are asked to identify how many different types of modes were used in various multimodal trips. The presentation closes with a request made to the students to submit essays or artwork on the theme of ridesharing and an envelope is provided for the submission. Each student receives a purple and yellow bookmark which has a picture of the Commuter Exchange vehicle and kids on one side and a poem about ridesharing on the reverse side. Exhibits/Displays/Presentation Materials Transportation Bar Graph Students graph the way in which they each arrived at school on the poster -sized Transportation Bar Graph and have a polaroid picture taken of their group to affix on the Bar Graph. The bottom section of the graph lists the teacher's name, the school, the temperature of the day and the climate of the day for a discussion of how temperature affects air quality and finally, students are asked "How did most students get to school today?" to complete the Bar Graph. Completed, the Bar Graph represents a scientific record of the Education On The Road visit to the class and the poster is given to the students to take it back to their classroom Some groups chart their transportation modes in matching colors or patterns and some reproduce the graph in a circle graph when they return to the classroom. Transportation Word Search Classes also have the opportunity to find 17 transportation related words on another poster sized Transportation Word Search. Students especially enjoy this activity and it serves to familiarize them with some ridesharing terms they may never have heard before, such as "multimodal" or "commuter". Activity Coloring Sheet Each student is given an Activity Coloring Sheet to complete which features the interior floor to ceiling ridesharing mural in four "small size"different versions and also includes a puzzle containing a message about ridesharing. Students borrow clipboards and are able to complete the Activity Coloring Sheets while they wait for their turn to go inside the Commuter Exchange. Ridesharing Bookmark A gift bookmark is provided to each child to emphasize the value of reading and ridesharing. r, Take Home Parent -Student Newsletter A four page newsletter with photographs and strong graphics is distributed to each student to take home to their parents. The newsletter is customized with the teacher's name and the school's name as part of the front page headline. One page is devoted to the students with a road maze graphic, and a list of books to read. Articles discuss how to take the train or bus 8 000047 and information is included about the three-month $2 a day incentive for new ridesharers and the CLUB RIDE incentive for continuing ridesharers. The newsletter serves as a home -end marketing piece to parents through the inclusion of information about commute incentives available through RCTC and SANBAG's Commuter Assistance Programs and lists transportation related contact telephone numbers. Not only are the students exposed to some of the regional transportation issues and the impacts to air quality and traffic congestion, the students have the opportunity to pass on their knowledge to their parents, hopefully encouraging the parents to sample ridesharing today. The power of children increasing home recycling served as a model for the Education On The Road school unit. Education On The Road Brochure A two color brochure in yellow and purple with photographs of children and the Commuter Exchange explains the objectives of the Education On The Road program and is used to market the program to principals and teachers. Curriculum Kit An extensive curriculum kit will be produced for the use of the teachers in their classrooms with multimedium activities to be conducted prior to or after the Commuter Exchange visit which will supplement and reinforce the message about ridesharing. Marketing/Publicity/Outreach Marketing to Schools Each school in the target area would receive the Education On The Road brochure and a cover letter inviting them to make a reservation for the Commuter Exchange visit. Each school will also be personally contacted via telephone to book an appointment for the Education On The Road presentation. When a school district has a staff development day at the beginning of the school year, it is planned to make a presentation about the Education On The Road program to elementary grade teachers to solicit their interest in booking an appointment for their school. It will be preferable to coordinate the booking of a minimum of four classes at one time per school to ensure time efficiency of labor. Schools who book appointments will be requested to supply the teachers' names, grade level and a time schedule for their Education On The Road presentation. A confirmation letter will be mailed to the contact at each school with Curriculum Kits for the teachers with a formal schedule. Publicity to Community A press release will be prepared announcing the particulars of the Education On The Road project to be distributed to media in both western Riverside County and San Bernardino County. A follow up press release will be prepared to announce the results of the number of schools and students participating in the Education On The Road program and will be distributed to media in both western Riverside County and San Bernardino County. Outreach to Faculty A program evaluation will be developed to be distributed to teachers who attend the presentations to solicit their comments regarding program content and delivery of the subject matter. 000048 9 STATEMENT OF WORK PHASE 1: DEVELOP MARKETING MATERIALS Task 1 - Marketing Materials Development Contractor shall set up meeting with project co-funders and design agency to discuss changes to marketing materials, production timelines and delivery dates. Technical Milestone: Production Timeline/Price Quotation for Marketing Materials Task 2 - Prepare Confirmation Correspondence Contractor shall work with schools at which Education On The Road appointments have been booked to obtain teacher names and time schedules for Commuter Exchange visit to prepare confirmation letter, name tag supply and Curriculum Kit packet for those schools. Contractor shall prepare thank you letters to each class participating in Education On The Road. Contractor shall prepare letters to each teacher participating in Education On The Road with instructions about Parent -Student Take Home Newsletter. Technical Milestone: Confirmation Letter, Thank You Letter to Class and Instruction Letter to Teacher for each participating school. Task 3 - Maintain Participation Log Contractor shall develop a spreadsheet log to track visits to various schools in western Riverside and San Bernardino county schools to compile a comprehensive record of participation. Technical Milestone: Spreadsheet Tracking Log of Education On The Road Visits PHASE 2: DEVELOP DATABASE OF SAN BERNARDINO COUNTY SCHOOLS Task 1 - Compile School Lists Contractor shall research school site, address, telephone number, facsimile number, principal name and school schedule for school districts in Redlands and San Bernardino school districts. Technical Milestone: List of school sites for San Bernardino County Task 2 - Develop Computerized Database for San Bernardino County Contractor shall enter all of the school information derived from Task 1 into a computerized database program to obtain mailing labels, telephone lists and an inventory of each school for the participating school districts in San Bernardino County. Information is already available for Riverside County. Technical Milestone: Database for San Bernardino County schools PHASE 3: CONDUCT OUTREACH Task 1 - Development of Advance Correspondence Contractor shall prepare cover letters to be sent with the Education On The Road brochures to school sites in western Riverside County and San Bernardino County schools. Technical Milestone: Direct Mail Piece Task 2 - Personal Contact for School Sites Contractor shall contact each school site's administrator or assembly contact by telephone to obtain bookings for Education On The Road until goal of 30 visits is met. Technical Milestone: Personal Notification of Education On The Road program particulars to school administrators 10 0000 Task 3 - School District Staff Development Presentation Contractor shall request that presentation regarding Education On The Road be made to teachers attending Staff Development Days in participating school districts. Technical Milestone: Personal Presentation to Teachers regarding Education On The Road Task 4 - Present Education On The Road to 30 schools Contractor shall present Education On The Road to 30 elementary schools in western Riverside County and San Bernardino County schools. Technical Milestone: 30 Education On The Road visits Task 5 - Administer Evaluation Contractor shall administezprogram evaluation to teachers participating in Education On The Road regarding presentation content, delivery and marketing materials. Technical Milestone: Tabulated Evaluation Task 6 - Initial Press Release Contractor shall prepare press release to announce program particulars for general distribution to media in western Riverside County and San Bernardino County. Technical Milestone: Public Service Announcement Task 7 - Final Press Release Contractor shall prepare final press release to announce program results for general distribution to media in western Riverside County and San Bernardino County. Technical Milestone: Public Service Announcement PHASE 4: REPORTING Task 1 - Monthly Reports and Interim Progress Report Contractor shall, on a monthly basis, prepare a description of activities completed, percentage of task completed and an accounting of expenditures to be submitted to the MSRC. Technical Milestone: 18 Monthly Reports Task 2 - Interim Progress Report Contractor shall prepare a description of activities completed, percentage of task completed and an accounting of expenditures to be submitted to the MSRC midway through the project. Technical Milestone: Interim Progress Report PHASE 5: EVALUATE PROJECT Task 1 - Final Report Contractor shall prepare final report to MSRC to include program results, program evaluation, program procedures and samples of marketing materials. Deliverable: Final Report 000050 11 SCHEDULE OF DELIVERABLES PHASE 1: DEVELOP MARKETING MATERIALS Task 1 Month 1 to Month 3 Marketing Materials Development Deliverable: Production Timeline/Price Quotation for Marketing Materials Task 2 Month 1 to Month 2 Prepare Confirmation Correspondence Deliverable: Confirmation Letter, Thank You Letter to Class and Instruction Letter to Teacher for each participating school. Task 3 Month 3 to Month 18 Maintain Participation Log Deliverable: Spreadsheet Tracking Log of Education On The Road Visits PHASE 2: DEVELOP DATABASE OF SAN BERNARDINO COUNTY SCHOOLS Task 1 Month 2 to Month 3 Compile School Lists Deliverable: List of school sites for San Bernardino County Task 2 Month 2 to Month 3 Develop Computerized Database Deliverable: Database for San Bernardino County schools PHASE 3: CONDUCT OUTREACH Task 1 Month 2 to Month 3 Development of Advance Correspondence Deliverable: Direct Mail Piece Task 2 Month 3 to Month 5 Personal Contact for School Sites Deliverable: Personal Notification of Education On The Road program particulars to school administrators Task 3 Month 3 to Month 5 School District Staff Development Presentation Deliverable: Personal Presentation to Teachers regarding Education On The Road Task 4 Month 3 to Month 18 Present Education On The Road to 30 schools Deliverable: 30 Education On The Road visits Task 5 Month 3 to Month 18 Administer Evaluation Deliverable: Tabulated Evaluation 12 000051` Task 6 Month 4 Initial Press Release Deliverable: Public Service Announcement Task 7 Month 16 Final Press Release Deliverable: Public Service Announcement PHASE 4: REPORTING Task 1 Month 1 to Month 18 Monthly Reports and Interim Progress Report Deliverable: 18 Monthly Reports Task 2 Month 8 to Month 9 Interim Progress Report Deliverable: Interim Progress Report PHASE 5: EVALUATE PROJECT Task 1 Month 16 to Month 18 Final Report Deliverable: Final Report 13 000052 PROJECT REPORTING Monitoring The Riverside County Transportation Commission's Commuter Assistance Program Manager will retain oversight for this Education On The Road program. Tracking logs will be maintained for each Education On The Road visit and copies of all correspondence for each school will be maintained. Records for each school will be separately maintained by the Commuter Assistance Representative and an administrative assistant. The Program Manager will also track expenses to the project and will forward information regarding budget funds expended and remaining for the preparation of the Monthly Progress Reports. Monthly Progress Reports Monthly Progress Reports will be submitted to the MSRC in an approved format which includes a listing of each task, an estimate of percentage completed for each of the listed tasks, a description of the activities performed, an accounting of any issues and their resolution, achievement of technical milestones, preliminary findings, recommendations for completion of the project, copies of invoices and a cost sheet which depicts the amount of the budget expended and remaining for labor and direct costs. Final Report At the conclusion of the project, a final report will be prepared for review by the MSRC which will include an executive summary and a detailed discussion of the results and conclusions of Education On The Road. Samples of all marketing materials developed through Education On The Road will be provided in the Final Report. Reports to Co-Funders On a bi-monthly basis, Riverside County Transportation Commission and San Bernardino Associated Governments will be furnished with a report which summarizes each visit made by the Commuter Exchange, including Education On The Road visits. Additional information includes description of administrative activities, outreach activities and vehicle maintenance. Copies of these reports are maintained in the Commuter Assistance Program and in the offices of the funding agencies of Riverside County Transportation Commission and San Bernardino Associated Governments. 14 000053 PROGRAM SCHEDULE TASK DESCRIPTION Prepare Confirmation Correspondence Marketing Materials Development Compile School Lists Develop Computerized Database Development of Advance Correspondence Materials Initial Press Release Personal Contact for School Sites School District Presentation TECHNICAL MILESTONE Confirmation Letter, Thank You Letter to Class and Instruction Letter to Teacher for each participating school Production Timeline/Price Quotation for 9/98 Marketing Materials List of school sites for San Bernardino 9/98 County Database for San Bernardino County 9/98 schools Direct Mail Piece Public Service Announcement END DATE 8/ 98 9/98 10/98 Personal Notification of Education On 11/98 The Road project particulars to school administrators Staff Development Personal Presentation to Teachers 11/98 regarding Education On The Road Final Press Release Interim Progress Report Final Report Present Education On The Road Administer Evaluation Monthly Reports Maintain Participation Log 000054 Public Service Announcement Interim Progress Report Final Report 30 Education On The Road visits Tabulated Evaluation 18 Monthly Reports Spreadsheet Tracking Log of Education On The Road Visits 15 10/99 3/99 12/99 12/99 12/99 12/99 12/99 PROJECT ORGANIZATION Riverside County Transportation Commission will serve as the project lead to coordinate the activities of the Education On The Road team which will include San Bernardino Associated Governments and their contractor, Inland Transportation Services (ITS). Riverside County Transportation Commission has designated Ms. Marilyn Williams as the staff person responsible for Education On The Road and San Bernardino Associated Governments has designated Ms. Michelle Kirkhoff to participate in this project on their behalf. Inland Transportation Services is a regionally recognized transportation demand management (TDM) consulting firm with extensive experience in the development, marketing and implementation of TDM programs and strategies. Inland Transportation Services has been TDM consultant staff to Riverside County Transportation Commission for the past five years and TDM consultant staff to San Bernardino Associated Governments for the past four years. Mr. William McCaughey will serve as Program Manager and will oversee all subcontractor work to ensure an effective flow of communication, maintain the project schedule and budget to confirm client satisfaction with each task of the project. Ms. Barbara Bray will serve as the Commuter Assistance Representative to the project and will be responsible for the specific tasks associated with Education On The Road, such as making presentations and conducting outreach to the participating schools. A statement of qualifications for each of the persons identified above is provided as an attachment. An organizational chart is also provided as an attachment. Both Riverside County Transportation Commission and San Bernardino Associated Governments are legal entities capable of entering into contracts within the State of California. CONFLICT OF INTEREST Both Riverside County Transportation Commission and San Bernardino Associated Governments certify that no conflict of interest exists regarding any other agencies who may perform work on behalf of the MSRC. 16 A PROJECT COST 1 Labor Category Program Manager Commuter Assistance Rep Administrative Assistant RCTC Professional Staff SANBAG Professional Staff Teacher Contribution Subtotal Labor LABOR EXPENSES Telephone Mileage Subtotal Expenses DIRECT COSTS Gasoline Marketing Materials Brochure Bookmark Bar Graph/Word Search Coloring Activity Sheet Curriculum Kit Customized Newsletter Photocopy Service Postage Subtotal Direct Costs OTHER (In -Kind) Vehicle Depreciation Subtotal Other (In -Kind) TOTAL PROJECT COST Funding Source AB 2766 AB 2766 AB 2766 RCTC In -Kind SANBAG In -Kind School Districts In -Kind RCTC-SANBAG Direct & AB 2766 AB 2766 Mark. Dev. $1,087.50 $1,900.00 $397.50 $1,256.25 $554.45 $0.00 $5,195.70 $120.00 $20.00 $140.00 RCTC/SANBAG Direct $0.00 RCTC/SANBAG Direct $9,000.00 $3,400.00 $1,400.00 $2,000.00 $700.00 $500.00 $1,000.00 AB 2766 AB' 2766 RCTC In -Kind $0.00 $0.00 $9,000.00 $0.00 $0.00 Database $1,087.50 $570.00 $397.50 $167.50 $221.78 $0.00 $2,444.28 $120.00 $0.00 $120.00 $0.00 $0.00 Outreach $1,087.50 $11,875.00 $397.50 $335.00 $443.56 $14,947.20 $29,085.76 $120.00 $154.00 $274.00 $621.00 $0.00 $0.00 $2,000.00 $200.00 $2,000.00 $200.00 $4,621.00 $0.00 $1,638.89 $0.00 $1,638.89 $14,335.70 $2,764.28 $35,619.65 Reporting $1,087.50 $4,180.00 $397.50 $335.00 $443.56 $0.00 $6,443.56 $120.00 $0.00 $120.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Evaluation $1,087.50 $3,325.00 $397.50 $418.75 $1,663.35 $0.00 $6,892.10 $120.00 $0.00 $120.00 $0.00 $0.00 TOTAL Amount $5,437.50 $21,850.00 $1,987.50/ $2,512.50 $3,326.70 $14,947.20 $50,061:40 $600.00 $174.00 $774.00 $621.00 $9,000.00 n $0.00 $2,000.00 $0.00 $2,200.00 $0.00 $13,821.00 $0.00 $1,638.89 $0.00 $1,638.89 $6,563.56 $7,012.10 $66,295.29 .-, CO-FUNDING/REVENUE SCHEDULE AB 2766 RCTC Co -Funding $32,870.00 $5,000.00 $32,870.00 $5,000.00 CO -FUNDING CASH IN -KIND CONTRIBUTION TOTAL CO -FUNDING AB 2766 TOTAL'ROJECT COST $11,000.00 17% $22,425.29 34% $33,425.29 $32,870.00 51% 49% PROJECT COST $66,295.29 100 % RATE SCHEDULE AND HOURS PER PHASE LABOR Phase 1 Phase 2 Labor Category Rate Market. Database Program Manager $72.50 15 15 Commuter Assistance Rep $47.50 40 12 Administrative Assistant $26.50 15 15 RCTC Professional Staff $83.75 15 2 SANBAG Professional Staff $110.89 5 2 School Districts Participation $31.14 Total 9 0 4 6 RCTC SANBAG In -Kind Co -Funding $2,512.50 $6,000.00 $1,638.89 $4,151.39 $6,000.00 Phase 3 Outreach 15 250 15 4 4 480 768 SANBAG School District' In -Kind In -Kind $3,326.70 $14,947.20 $3,326.70 Phase 4 Phase 5 Reporting Evaluation 15 88 15 4 4 126 $14,947.20 TOTAL Hours Amount 15 75 $5,437.50 70 460 $21,850.00 15 75 $1,987.50 5 30 $2,512.50 15 30 $3,326.70 480 $14,947.20 120 $50,061.40 Billing Riverside County Transportation Commission will submit invoices to the South Coast Air Quality Management District for reimbursement as part of their monthly reporting. Riverside County Transportation Commission and San Bernardino Associated Governments will be responsible for providing the reimbursements/payments to contractors and for materials and services provided on behalf of the Education On The Road project. . 4 CERTIFICATE OF INSURANCE Upon notification of award, Riverside County Transportation Commission will provide a certificate of insurance naming the South Coast Air Quality Management District as an additional insured within forty-five (45) days. Riverside County Transportation Commission has general liability coverage through Hartford Insurance and excess liability coverage through Chubb Insurance. Upon notification of award, San Bernardino Associated Governments will provide a certificate of insurance naming the South Coast Air Quality Management District as an additional insured within forty-five (45) days. San Bernardino Associated Governments has general liability coverage through American Home Assurance and excess liability coverage through Westchester. BUSINESS MANAGEMENT QUESTIONNAIRE As per conversation with Nancy Covey of the South Coast Air Quality Management District, this questionnaire is not a requirement for this application. DVBE/MBE/WBE STATUS Both Riverside County Transportation Commission and San Bernardino Associated Governments comply with all federal, state and local regulations and participate in increasing the level of participation of disadvantaged businesses, women -owned businesses and disabled veterans businesses in contracting activities. San Bernardino Associated Governments has established and met their agency goal of a 20% participation rate. A copy of their policy is provided as an attachment. Riverside County Transportation Commission has established and met their agency goal of a 18.5% participation rate. A copy of their policy is provided as an attachment. 00 59- 19