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12 December 3, 1997 Budget & Finance04091'7 RIVERS/DE COUNTY TRANSPORTATION COMMISSION BUDGET AND FINANCE COMMITTEE (COMMISSIONERS MICHAEL BARRY, . WILLIAM KLEINDIENST, JACK VAN HAASTER) 12:30 P.M. WEDNESDAY, DECEMBER 3, 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. Riverside County Request for RCTC Support for Genera/ Plan, Transportation and Circulation Element Update. • Overview The Board of Supervisors will be considering an agenda item to request assistant from RCTC in the proposed update of the Riverside County General Plan. It is expected that the County would provide some funding to RCTC for this work. This is submitted as a "place holder", since our agenda is to be mailed prior to the Board of Supervisors taking action on the proposal. If that proposal is approved by the Supervisors, a more complete agenda item will be prepared for consideration by RCTC. 5B. Approval of Resolution 97-15, Reducing the Authorized Amount of Outstanding Commercial Paper Notes. Overview Staff is recommending that the Commission adopt Resolution 97-15, Reducing the Authorized Amount of Outstanding Commercial Paper Notes. 5C. CPTC Audit. Overview Staff will present the final report and results of the audit at the Commission meeting. This item is for receive and file. 5D. CVAG Overall Work Plan for 1997/98. Overview Staff is recommending that the Commission approve the 1997/98 Overall Work Plan for the Coachella Valley Association of Governments and authorize release of the allocated amount of $1 19,000. 000000 Page 2 Agenda - Budget/Finance Committee December 3, 1997 5E. LTF Funding Disbursement Policy. Overview Staff is recommending that the Commission revise the LTF Disbursement Policy to allow for ninety percent of the approved allocation to be paid as two payments in the first month with the remaining amount paid in equal installments over ten months. The final ten percent would be in the month of June. All of the above subject to availability of funds. 5F. Quarterly Financial and Cost & Schedule Reports. Overview Presented are Combining Statements of Revenues and Expenditures and Changes in Fund Balances (Unaudited) and the Highway and rail projects quarterly budget report for the Quarter Ending September 30, 1997. Also, presented is the cost and schedule status of the Measure A Contracts. The contracts are segregated by Measure A Plan category and includes Highway, Rail and other Plans and Programs. The cost information includes Commission authorized funds to date, contractual commitments to date, current monthly • expenditures, and total expenditures to date. The cost and schedule reports are through the month ending October 31, 1997 prepared by Bechtel Civil, Inc. This item is for receive and file. 6. TRANSIT/RIDESHARE/BICYCLE. 6A. Los Angeles County Metropolitan Transportation Authority Request for Rideshare Incentive Project Support Services. Overview Under SB836, the Los Angeles County Metropolitan Transportation Authority (LACMTA) received funding to implement a S2/day rideshare incentive project commuter club patterned after the Commission's Advantage Rideshare and Club Ride. LACMTA has requested that the Commission provide staff support services in the development and implementation of their project. Staff seeks Commission approval to develop a scope of work proposal and enter into a memorandum of understanding with LACMTA. 6B. Contract for a Programmer to Maintain RCTC's Various Data Base Programs. Overview Staff is recommending that the Commission award a contract to Digital Advantage to perform data base programming for an amount not to exceed $20,000 using the attached short form consultant agreement and the hourly rates identified in their cost proposal subject to RCTC Legal Counsel review and approval. 00000 Page 3 Agenda - Budget/Finance Committee December 3, 1997 7. RAIL. 7A. Authorization to Seek TEA Grant for Rehabilitation of Santa Fe Depot at Riverside. Overview Staff is recommending that the Commission authorize staff to apply for $500,000 TEA funds and approve a local match of $60,000 local rail capital funds, for the restoration and rehabilitation of the Santa Fe Depot at Riverside. 8. ADJOURNMENT. • 000002 MINUTES RIVERSIDE COUNTY TRANSPORTA TION COMMISSION 97-11 BUDGET AND FINANCE COMMITTEE November 5, 1997 MINUTES 1. CALL TO ORDER. Chairperson Jack van Haaster called the meeting of the Budget and Finance Committee to order at 12:35 p.m. at the Riverside County Transportation Commission, 3560 University Avenue, Suite 100, Riverside, California 92501. Members Present Michael Barry Jack van Haaster 2. APPROVAL OF MINUTES. M/S/C to approve the minutes of the October 1, 1997 meeting. 3. PUBLIC COMMENTS. There were no public comments. 4. ADDITIONS/REVISIONS. There were no additions/revisions. 5. ADMINISTRATIVE ITEMS. 5A. Contract(s) with WRCOG for Accounting and Planning Services. M/S/C (BARRYNAN HAASTER) that the Commission approve the contract between the Riverside County Transportation Commission and Western Riverside Council of Governments for accounting and planning services. 5B. Annual Review of Investment Policy. M/S/C (BARRYNAN HAASTER) that the Commission adopt the Investment Policy with no changes as Resolution No. 97-14. 5C. Single Signature Authority Report. M/S/C (BARRYNAN HAASTER) that the Commission receive and file. 5D. Investment Report for Quarter Ending September 30,1997. M/S/C (BARRYNAN HAASTER) that the Commission receive and file. 000003 Page 2 Minutes - Budget/Finance Committee November 5, 1997 5E. Monthly Cost and Schedule Reports. Chairperson van Haaster requested that all closed projects be put in a subtitle and placed near the end of the Measure "A" Highway/Rail Projects Report. M/S/C (BARRYNAN HAASTER) that the Commission receive and file. 6. TRANSIT/RIDESHARE/BICYCLE. 6A. FY 97/98 Mobile Source Air Pollution Reduction Review Committee (MSRC) Student Education Project Award. M/S/C (BARRYNAN HAASTER) 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) authorize 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 FY 97/98 Commuter Assistance Program budget. 7. ADJOURNMENT. There being no further business to come before the Budget and Finance Committee, the meeting was adjourned at 12:55 p.m. spectfully submitted, t1 ayK Cle o 000004 nhav e Commission AGENDA ITEM #5A • • RIVERSIDE COUNTY TRANSPORTATION COMMISSION DATE: December 3, 1997 TO: Budget and Finance Committee FROM: Jack Reagan, Executive Director SUBJECT: Riverside County Request for RCTC Support for General Plan, Transportation and Circulation Element Update The Board of Supervisors will be considering an agenda item to request assistant from RCTC in the proposed update of the Riverside County General Plan. It is expected that the County would provide some funding to RCTC for this work. This is submitted as a "place holder", since our agenda is to be mailed prior to the Board of Supervisors taking action on the proposal. If that proposal is approved by the Supervisors, a more complete agenda item will be prepared for consideration by RCTC. 000005 • 22 a o_ c m E .E o; o CC m m, E v X a W COUNTY OF RIVERSIDE, STAT! Or. CALIPO•INVRNIA FROM: Transportation and Land suBMITTAL DATE: November 19, 1997 Management Agency SUBJECT: Update of Riverside County's General Plan RECOMMENDED MOTION: That the Board authorize the County Planning Director to develop and distribute an RFP and recommend to the Board a firm or firms to provide Contract Planning Services to include: • Completion of the Community Plans for all unincorporated areas of the County. • Updates as necessary to existing Community Plans. • Updating of the Hazards and Resources Element. ' • Revisions to other Elements of the General plan to achieve consistency with the Community Plans and to make the document more user friendly. Further, that the Board authorize the County to .enter into an agreement with the Riverside County Transportation Commission (RCTC) to conduct the study for the corridor and major arterial portion of the Transportation Element of the General Plan update. Further, that the Board direct the TLMA Director and Executive Office to evaluate and recommend funding alternatives for the General Plan update once the likely range of costs has been identified through the RFP process. (Continued) FINANCIAL DATA: CURRENT YEAR COST NET COUNTY COST SOURCE OF FUNDS: $ N/A $ N/A N/A 'Richard Lashbo k Agency Director ANNUAL COST 4 N/A IN CURRENT YEAR BUDGET: BUDGET ADJUSTMENT: YES/ NO/ FOR FY: YES/ NO/ C.E.O. RECOMMENDATION: County Executive Officer Signature Pnv. Agn. ref. 3.4 of 10.07-87 FORM 11 (Rev. 8/98) Dist. All AGENDA NO. /i-Q5—q? 000006 Form 11 — Update of Riverside County's General Plan Page 2 November 19, 1997 BACKGROUND; The County General Plan, adopted in 1984, has guided the development of the unincorporated County area during the high growth period of the 1980's and the relatively slower growth period of the 1990's. Based on this experience, we have recognized the strengths and weaknesses of the structure of our General Plan. Unlike most General Plans in California, the Riverside County General Plan is not structured around a General Plan Zoning Map and instead relies on a series of development standards to determine if a specific project is "consistent" with the General Plan. While providing significant flexibility and discretion in shaping land development in Riverside County, it has resulted in a lack of certainty on the part of land owners, developers, and environmentalists as to where development would and would not occur and what type of development is appropriate for a given area. The development of Community Plans was anticipated as the mechanism for adding a greater level of detail to the General Plan. Over the past several years 11 Community Plans have been completed. Significant areas of the County however are not covered by community plans, and some existing Community Plans are in need of updating. Meanwhile, the General Plan continues to reflect the development standards approach to evaluating new development proposals. Both the public and County staff have found the complexity of the County's General Plan to be time consuming to work with and have expressed the desire for a more user. friendly document. Recently the Board of Supervisors and the County Planning Commission met to discuss the settlement agreement to a legal challenge that dates back to the original adoption of the County General Plan. Out of this discussion came a general consensus that in addition to resolving the outstanding litigation, it was time to move forward on a significant update or rewrite of the County's General Plan. This Form 11 offers one approach to proceeding with an update to the General Plan. The recommendation stops short of recommending a complete rewrite of the General Plan based on staff's belief that an incremental approach that builds on the Community Planning work that has been completed and that lessens the potential for another protracted legal challenge to set aside the General Plan is in the best interest of the County and its citizens. The County is seeing the first signs of a sustainable upturn in .development activity and resulting economic growth in this decade. While improving the County's General Plan could help promote the economic rebound, the threat of a legal challenge that significantly constrained development even for a short period of time could cause development interests to look elsewhere. Cities within Riverside County and adjoining Counties have significant amounts of undeveloped land and offer alternatives to development opportunities in the unincorporated areas of Riverside County. FORM 11 IRay. Me 000007 Form 11 — Update of Riverside County's General Plan Page 3 November 19, 1997 The protection of the County's valuable habitat, open space, scenic and agricultural resources can also benefit from the greater certainty that a "mapped" General Plan can offer. Logical growth patterns and recognition of the likely development potential or lack thereof can avoid the waste of resources, both public and private, that go into reviewing misplaced development proposals. Furthermore, future expectations can be shaped and investment decisions made with greater certainty if areas unsuitable for development are defined well in advance of development pressure in a given area. For some areas of Riverside County this time has passed and significant controversy will likely result from placing lines on a map; however, the longer we delay, the more difficult the decisions will be and the highar the landowners expectations of what uses are appropriate on his property. Current transportation planning will also greatly affect development and land use patterns in the County. It will be critical that the General Plan update reflect the results of the corridor study that is currently being undertaken for this region with the Riverside County Transportation . Commission (RCTC) as the logical lead agency in this endeavor. It would be in the best interest of the County to coordinate with RCTC and reach an agreement with this agency for it to provide the corridor and major arterial portion of the transportation element of the General Plan update. The County Planning Department's staff has been greatly reduced over the course of the decade and is insufficient to undertake a significant update to the General Plan. Even if it were feasible to hire permanent County staff sufficient to accomplish the update, it is questionable if that would be Wise given the limited term of the project. We all concur that accomplishing the update in the shortest time possible is desirable. By utilizing private consultants and public agencies overseen by County staff, we hope to mass a team capable of completing the update within two to three years dependent on the time required for the public hearings and final decision by the Board. Significant controversy can delay the process almost indefinitely. Achieving consensus by allowing full public input and consultation with all parties throughout the process is critical to avoiding delays through the hearing process and avoiding costly litigation after adoption. By proceeding through the RFP process, we will get more accurate estimates of costs, time lines and County resource requirements. Funding will be phased over the term of the project. However, a commitment for the funding will be essential to proceeding with the award of a 'contract. We believe that the RFP can be developed, distributed and responses evaluated in 90 to 120 days. This would place award of the contract in the spring of 1998 prior to the deliberations on the 1998/99 budget. As an alternative, the process could be delayed to coincide with the adoption of the 1998/99 Budget in July of 1998. FORM 11 (Rev. 8/96) 000008 AGENDA ITEM #5B • RIVERSIDE COUNTY TRANSPORTATION COMMISSION DATE: December 3, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer SUBJECT: Approval of Resolution 97-15, Reducing the Authorized Amount of Outstanding Commercial Paper Notes The Commission took action on May 14, 1997, to reduce the Letter of Credit with the Industrial Bank of Japan in support of the commercial paper program from $76,875,000 to $51,500,000. The bank has requested that this action be taken confirmed by way of a resolution. The attached resolution accomplishes that purpose. STAFF RECOMMENDATION: That the Commission adopt Resolution No. 97-15, Reducing the Authorized Amount of Outstanding Commercial Paper Notes. 000009 • • RESOLUTION NO. 97- A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION, REDUCING THE AUTHORIZED AMOUNT OF OUTSTANDING COMMERCIAL PAPER NOTES Adopted , 1997 WHEREAS, the Commission is party to a Letter of Credit and Reimbursement Agreement dated as of August 1, 1993 (the "Agreement"); WHEREAS, pursuant to the Agreement, the Commission issued its Sales Tax Revenue Commercial Paper Notes (the "Commercial Paper Notes") to finance certain transportation projects in the County of Riverside as described in Ordinance No. 93-013 (the "Ordinance"); WHEREAS, pursuant to Section 2.01 of the Ordinance, the Revolving Note is authorized to be issued in a principal amount not to exceed Seventy -Six Million Eight Hundred Seventy -Five Thousand Dollars ($76,875,000) at any one time outstanding for the purpose of evidencing Advances to retire Commercial Paper Notes; and WHEREAS, the Commission desires to reduce the authorized principal amount of the Revolving Note. LA1768932.V1 11/2U97 £0'd 000010 ZH1 dl l Sa3AW 2 n13W , 0 TZ : Si L66T-bZ-nON NOW, THEREFORE BE IT RESOLVED that the Board of Commissioners of the Riverside County Transportation Commission finds, determines and declares as follows: SECTION 1. Section 2.01 of the Ordinance is hereby amended by deleting the following sentence: "The Revolving Note shall be and is hereby authorized to be issued in a principal amount not to exceed Seventy -Six Million Eight Hundred Seventy -Five Thousand Dollars ($76,875,000) at any one time outstanding for the purpose of evidencing Advances to retire Commercial Paper Notes."; and replacing such sentence with the following sentence: "The Revolving Note shall be and is hereby authorized to be issued in a principal amount not to exceed Fifty -One Million Five Hundred Thousand Dollars ($51,500,000) at any one time outstanding for the purpose of evidencing Advances to retire Commercial Paper Notes." SECTION 2. The Executive Director of the Commission or the Chief Financial Officer, if so designated by the Executive Director, is, hereby authorized and directed to amend the Agreement by decreasing the authorized principal amount of the Revolving Note. LA1-76$932.V: 2 11/21/97 • 000011 b0'd Zd'1 dTl SN3AW 2 AN3f113W .0 22 : S1 2,661-b2-fON • • SECTION 3. The Executive Director of the Commission or the Chief Financial Officer, if so designated by the Executive Director, is, hereby authorized and directed to take such actions and to execute such documents and certificates as may be. necessary to effectuate the purposes of this resolution. passage. This resolution shall take effect immediately upon its APPROVED AND ADOPTED this th day of , 1997. Chairperson Riverside County Transportation Commission Jack Reagan, Executive Director Riverside County Transportation Commission Attested to: Clerk of the Commission LA1768932,V1 3 11/21/97 S0•d 000012 ad-1 dT1 S.443) W 2 )N3n13W , 0 M : St L66i-to-nON AGENDA ITEM #5C • • RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: December 3, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer SUBJECT: CPTC Audit Staff will present the final report and results of the audit at the Commission meeting. STAFF RECOMMENDATION: That the Commission receive and file. 000013 AGENDA ITEM #5D . RIVERSIDE COUNTY TRANSPORTATION COMM/SS/ON DATE: December 3, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer SUBJECT: CVAG Overall Work Plan for 1997/98 The Transportation Development Act of 1972 allowed California counties to levy a one quarter cent tax on all retail sales for the purpose of producing a revenue stream to fund transportation needs. A component of that tax provided a small amount of funding for transportation planning studies and activities. The County of Riverside is specifically allowed to take three percent (3%) of the Local Transportation Funds (LTF) and expend that annually for planning purposes. The law further requires that half of the three percent be spent on planning studies within the Western Riverside County and the Coachella Valley areas. For any agency to receive any share of these planning funds, the Commission has historically required submittal of an expenditure plan. This expenditure plan or overall work plan must document how the funds will be expended on transportation planning studies and related activities. The Coachella Valley Association of Governments has submitted an outline of its overall work plan for 1997/98. Staff has reviewed the outline and finds the listed activities to be consistent with transportation planning activities. Staff recommends that the Commission accept the outlined overall work plan and allocate $119,000 to CVAG to fund the plan. Financial Assessment Project Cost $119,000 Source of Funds LTF Planning Funds : Included in Fiscal Year Budget Y Year Included in Program Budget Year Programmed Approved Allocation Year of Allocation Budget Adjustment Required N 000014 Financial Assessment Financial Impact Not Applicable STAFF RECOMMENDATION: That the Commission approve the 1997/98 Overall Work Plan for the Coachella Valley Association of Governments and authorize release of the allocated amount of $119,000. • CCCC15 u• CVAG • Cathedral City •Indian Wells • Indio V �� O aim Desert ▪ Coachella •Palm Springs • Desert Hot Springs • La Cy o of.•Rancho Mirage • County Riverside COACHELLA VALLEY ASSOCIATION of 'GOVERNMENTS November 3, 1997 Mr. Dean Martin Chief Financial Officer Riverside County Transportation Commission 3560 University Avenue, Suite 100 Riverside, CA 92501 Re: CVAG 1997/98 LTF Work Plan Dear Dean: The following provides an overview of CVAG's 1997/98 LTF Work plan. CVAG has been allocated $119,000 which are projected to support any of the following planning activity areas: (1) Update the Coachella Valley Area Transportation Study (CVATS) Model including: • A validated model base year. Update 1990 base year to 1996 base year. • A validated "2010" network and data base. • Develop and validate a "2020" regional model based on updated projections for "2020" land use and socio-economic data, plus for inclusion into SCAG's RTP process. • Develop a detailed "2020" transportation model that includes all jurisdictions and considers public transit and rail modes of transportation. • Update CVATS origin and destination software modules for results of the 1995 Coachella Valley Origin and Destination Study (2) Update and maintain Geographic Information Systems (GIS) requirements to implement and administer the Coachella Valley Regional Arterial Program including: • Updates to the CVATS Model. • Data requirements of transportation projects of sub -regional significance and other sub -regional planning studies. • Update the GIS data sets. • Develop the land use projections for "2020" utilizing the updated existing and future (general plan) land use coverages. • Correct the SCAG Regional Project Access street network address coverage for the entire CVAG area. • TUMF/GIS land -use update interface. 0016 73-710 Fred Waring Drive, Suite 200 • Palm Desert, CA 92260 • [760) 346-1127 • FAX [760) 340-5949 COACHELLA VALLEY ASSOCIATION of GOVERNMENTS (3) The CVAG Regional Arterial Program including: • Develop special CVAG Transportation Capital Improvement Project reports, as required by RCTC for SCAG for RTIP, RTP, STIP, and their amendments. • Planning activities towards completion of required inputs to the RTIP, RTP, STIP, and their amendments. (4) Complete special transportation project studies of sub -regional significance, as required. If you or other staff have any questions regarding the application of LTF funds, please contact CVAG at (760) 346-1127. Sincerely, COACHEi •j •A VALLEY ASSOCIATION OF GOVERNMENTS Patricia A. Larson Executive Director • 000017 AGENDA ITEM #5E RIVERSIDE COUNTY TRANSPORTATION COMMISSION DATE:. December 3, 1997 TO: Budget and Finance Committee FROM: Dean Martin, Chief Financial Officer Cathy Bechtel, Program Manager II SUBJECT: LTF Funding Disbursement Policy Local transportation funding allocated to claimants for transit are disbursed on a monthly basis upon receipt of a claim. Those funds are disbursed monthly because the revenues are received monthly from the State Board of Equalization. Since allocated amounts are based on staff estimate of revenues, only ninety percent of the allocation is disbursed divided into eleven equal payments. The remaining ten percent is provided in June after staff has determined that sufficient revenues have been received (i.e., that staff projections have been met or exceeded by actual receipts). The Commission also took action, based on the recommendations of auditors, to hold capital funds in reserves until such time as the jurisdiction demonstrated actual purchase of the capital equipment either with a purchase order or an invoice. This was to prevent accumulation and use of funds prior to the actual need for those funds and to ensure they were not used for other purposes. These policies have been in place for nearly two years, and it now appears that they may be causing cash flow difficulties for the Sunline Transit Agency since over seventy-five percent of their funding stream is derived from TDA revenue sources. To alleviate this, staff is recommending that we revise our disbursement policy for operating assistance. Our recommendation is that two twelfths of the ninety percent be provided in the first month, with the remainder of the ninety percent disbursed over the next ten months. The final ten percent would still be disbursed in the month of June. Both the front loaded double payment and the final June payment would be contingent upon availability of sufficient revenues. Although, only Sunline appears to be experiencing relatively severe cash flow problems, this policy is being recommended for application to all transit operators. Financial Assessment Project Cost $28,031,528 Source of Funds Included in Fiscal Year Budget Local Transportation Funds N Year 000018 Financial Assessment Included in Program Budget Year Programmed Approved Allocation Y Year of Allocation Budget Adjustment Required N Financial Impact Not Applicable STAFF RECOMMENDATION: That the Commission revise the LTF Disbursement Policy to allow for ninety percent of the approved allocation to be paid as two payments in the first month with the remaining amount paid in equal installments over ten months. The final ten percent would be in the month of June. All of the above subject to availability of funds. 000019 AGENDA ITEM #5F • • • RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: December 3, 1997 TO: Budget and Finance Committee FROM: W. Dean Martin, Chief Financial Officer Louie Martin, Project Controls Manager THROUGH: Jack Reagan, Executive Director SUBJECT: Quarterly Financial and Cost & Schedule Reports Attached are Combining Statements of Revenues and Expenditures and Changes in Fund Balances (Unaudited) and the Highway and rail projects quarterly budget report for the Quarter Ending September 30, 1997. Also, attached is the cost and schedule status of the Measure A Contracts. The contracts are segregated by Measure A Plan category and includes Highway, Rail and other Plans and Programs. The cost information includes Commission authorized funds to date, contractual commitments to date, current monthly expenditures, and total expenditures to date. The cost and schedule reports are through the month ending October 31, 1997 prepared by Bechtel Civil, Inc. Detailed supporting material for all contracts and Cooperative Agreements is available from Bechtel staff. Staff will be available at the meetings to answer any questions. STAFF RECOMMENDATION: That the Commission receive and file Attachments 000020 Description REVENUES Sales Tax Revenues Measure A Other Sales Tax Revenues Fed State Local & Other Govern Interest Income Other Revenues TOTAL REVENUES , 87,330,662.00 16,341,108.04 70,989553.96 EXPENDITURES 19.00 ADMINISTRATION Salaries & Benefits .00 119,056.17 7,559 General Legal Services 5353 ,559.00 418,502.83 22.00 Prof Services (Excludes Legal) 15,273.31 88,298.69 15.00 Office Lease 652,345.00 382,608.43 269,736.57 59.00 General Admin Expenses 208,830.00 61,452.00 147,378.00 29.00 657,080.00 75,166.17 581,913.83 11.00 Riverside County Transportation Commission BUDGET VERSUS ACTUALS(1ST OTR) For Period Ending: 09/30/97 11/25/97 REMAINING PERCENT BUDGET ACTUALS BALANCE UTILIZATION 59,541,000.00 5,471,794.00 12,612,244.00 2.,479,193.00 7,226,431.00 14,642,206.71 1,197,000.00 57,487.15 132,881.67 311,532.51 44,898,793.29 4,274,794.00 12,554,756.85 2,346,311.33 6,914,898.49 TOTAL ADMINISTRATION 0 2,159,386.00 653,556.8 1,505,829.92 PROGRAMS/PROJECTS 30.00 Salaries & Benefits 6 25 1,0,93.00 250,077.24 General Legal Services 25,9.00 775,858.76 24.00 Prof Services (Excludes Legal) 99,007.56 280,920.44 26.00 General Projects 551,750.00 38,767.41 512,982.59 7.00 Highway Engineering 1,284,900.00 200,951.00 1,083,949.00 16.00 Highway Construction 1,400,000.00 102,090.32 1,297,909.68 7.00 Highways ROW 7,639,055.00 2,040,313.41 5,598,741.59 27.00 Special Studies 91,000.00 553,059.74 (462,059.74) 608.00 Rail Engineering 443,220.00 83,470.09 359,749.91 19.00 Rail Construction 1,048,268.00 141,540.86 906,727.14 14.00 Rail ROW 8,747,766.00 189,000.00 8,558,766.00 2.00 SCRRA Capital Contribution 0.00 260,123.80 (260,123.80) 0.00 Commuter Assistance 1,214,900.00 0.00 1,214,900.00 0.00 Regional Arterial 1,494,180.00 111,351.94 1,382,828.06 7.00 Streets & Roads 13,586,772.00 6,095,731.76 7,491,040.24 22,888,615.00 5,671,003.92 17,217,611.08 45.00 Special Maintenance on\Transit 7,579,952.00 876,451.00 6,703,501.00 12.00 Project Maintenance 854,048.00 143,641.25 12.00 Project Operations 710,406.75 17.00 Project Towing 1,028,454.00 37,499.28 990,954.72 4.00 STA Distributions 582,580.00 90,575.94 492,004.06 1,816,183.00 16.00 0.00 1,816,183.00 0.00 TOTAL PROGRAMS/PROJECTS 73,657,507.00 16,984,656.52 56,672,850.48 23.00 25.00 22.00 0.00 5.00 4.00 TOTAL EXPENDITURES 76,196,508.00 17,747,259.22 58,449,248.78 Other financing Sources(Uses) 23.00 lntergovern Distribution 300,000.00 94,000.00 206,000.00 31.00 Capital Outlay 79,615.00 15,046.62 64,568.38 19.00 000021 OTRAF Description Riverside County Transportation Commission BUDGET VERSUS ACTUALS(1ST GTR) For Period Ending: 09/30/97 11/25/97 REMAINING PERCENT BUDGET ACTUALS BALANCE UTILIZATION Operating Transfers In 57,161,350.00 61,989,133.55 (4,827,783.55) 108.00 Operating Transfers Out 76,161,625.00 51,429,514.73 24,732,110.27 68.00 Debt Service Issuance Costs 729,211.00 729,211.10 (0.10) 100.00 Total Other Financing Sources Uses Excess(Deficiency)of Revenues And Other Financing Sources Over(Under)Expenditures And Other Financing Uses FUND BALANCE JULY 1, 1997 FUND BALANCE SEPTEMBER 30,1997 19,729,486.00 (9,830,407.72) (8,595,332.00) 8,424,256.54 68,059,607.00 132,105,297.83 59,464,275.00 140,529,554.37 29,559,893.72 (50.00) (17,019,588.54) (98.00) (64,045,690.83) 194.00 (81,065,279.37) 236.00 aTRAF M)000 U*652'172'21 1,6159'591 95'762'275 96'791'099'9 00'0 OZ15h'6£1,'2 96'70f'£B8'(sasn)saornos BUIoUeuli ray30 9 OZ'L99'Llf 6f'70£'8L0'l 00'0 29'970'51 00'0 S38n110N3dX3 1V101 00'0 00'0 00'0 00'0 05'690'£ 2l'LL6'tl Aellnp Ie3lde0 00'000'76 00"0 00'0 00'0 00'0 00'0 00'0 00'0 00'000'76 25'959'786'91 16158'591 85'h6Z'2h5 86'781'099'9 00"0 uol3nglr;stp urano6ra3u1 OZ'157'6fl'Z 96'hOf'£89'9 19'290'762 82105'622 5103f064/SWtl110011d 1tl101 00'0 00'0 00'0 00'0 00'0 76'525'06 00'0 00'0 00'0 00'0 00'0 00'0 82'667'Lf 00'0 00'0 00'0 00'0 00'0 /6'525'06 suol3nglr3sla tlls 00'0 00'0 00'0 00'0 00'0 00'0 6ulnol 3oeford SZ'lh9'£hL 00'0 Oh'fL8 00'0 00'0 ZL't08'22 95'269'7L suol;eradp ;oaford 00'LSh'9L8 00'0 00'0 00'0 00'0 00'0 10'710'201 78'£69'5£ 00157'929'S 00'0 00'0 00'000'59f 00'157'115 00'0 aoueualuleW oeford 00'0 00'0 00'0 £6'756'615'1 66'970'151'h 00'0 00 0 llsuerl�uollrodsuerl leloadS 92'1f2'560'9 00'0 00'0 91'1f1'560'9 00'0 00'0 speoa q s3aar3S hb'l5f'ltl 00'0 00'0 00'0 00'0 00'0 00'0 00'0 00'0 pp p 00 0 00'0 86'572'111 6f'65 lelrairy leuol6aa 00'0 00'0 00'0 00'0 00'0 LS 97 aouelslssy ralnuao3 09'£Z1'092 00'0 00'0 00'0 00'0 00 0 00'0 uolinglr3uo0 1e31de0 tlaaOS 00'000'681 00'0 00'0 00'0 00'0 OB'fZl'09Z 00'0 00'0 98'075'1h1 00'0 00•0 00 0 00'0 00"000'68L 00'0 00•0 MOa Ilea 60'0Lh'£9 00'0 00'0 00'0 00'0 99'075'171 00'0 uotAmAlsu00 Ilea 00'0 00'0 00'0 00'0 8B'7Z5'L 00 0 BulraaulBu3 Iles 72'650'£55 (18'£01'79) 58'989'75 2£'SZO'267 pp p 15'59Z'L£ OL'6L9'8£ salPn3S )eloadS t7'ft£'Oh0'2 91'f00'972 7L'02£'bOh 51'765'02 00'0 8£'677'OL 00'0 00'0 2f'060'201 h5'256'f 00'0 L2'967'h5Z L9'668'650't 00'0 00.0 M011 sAeMy6tN 00'L56'002 75'2 6l 217'22 00'0 00'0 00'0 65'52L'OZ 00'0 uollonr;suo0 AeNNOIN 00'156'00 00•0 00'0 00'0 00'0 00'0 00 0 6ulraaul8u Ae 6t 00'0 00't56'002 00'0 00'0 3 M4 H 95'100'66 00'0 00'0 00 0 00'0 52'12f'9 ££'££8'S s;oaford )erauap 00'0 5L'ff8'l 00'0 00'0 82'020'99 00.0 £B'2l9'9Z (1e6a1 sapnl3x3) Sa3lnraS lord 72'220'052 00'0 00'0 00'0 00'0 £5'f01'62 saolnras 1eBal leraua0 00'0 B2'Z56'78 1L'L57'0£ 5r/99'M 90'955'£59 00'0 sal;aua8 q salreleS 00'0 00'0 00'0 00'0 00'0 S133f0ad/SWYa00ad 60'OfL'OZ 66'SZB'Z£9 21'991'51 00'0 NOI1tlN1SININOY 1Y101 00'0 00'0 00'0 00'257'l9 00'0 00'0 00'0 00'0 00'0 16'560'5 9Z'0L0'OL sasuadx up spy 00'0 00'0 00'0 00'0 2t'L89'f 99'792'25 3 WPtl leraua0 Lf'£LZ'SL 00'0 00'0 00'0 00'0 00'0 00'0 anal aolii0 00'0 00'0 00'0 00'0 f9'61L'7 o8'898'LL£ (le6al sapnlox3) saolnras ord 21'950'614 00'0 00'0 00'0 eAeuag LL'Zf9 7l't79'7L ; 00'0 00'0 00'0 saolnra e8a 00'0 92'565'9 t6'097'Z1L S 1 1 1peles sll;aua8 q salreles £0'901'1.7£'91 O£'£h5'h9 15'06'68 27'£ZL'Z6 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09'999'Z6I'Z 6S'S£9'08'h L661'0£ 11381431d3S 33NV1V8 ONni tl'Z£0'SOl'2£t j00'269'1£S'll SS'9LettletZ 9h'99h'S9L'££ ZS'ShL'9h0'2 2£'h80'69S'S£ 6618LS'961'0Z 9£'LIC Ih£'Z 1,6'9£0'h65'1 L66I 't Ainr 30NV1V8 ONni £5'9SZ'hn'9 (t9'90£'120 8£'959'149'9I (9S 19h'L95'9) 00'0 (2h'9S9'h21) (£1'60t'££S'I) (9L'091'8h1) 89'96L'Lh2 sasn 6uloueuli Aa410 puy sarnzlpuadx3(Aapun)AsA0 saoJnos 6uloueuli Aa430 PuV sanuanay io(Aoual0100)ssaox3 (ZL'LOh'Of9'6) 00'0 (97'Lh0'hn 'Ll) 00'0 00'0 £0'Ll9'6L6't OL'Z28'£l£'S 00'0 00'0 Ot'tl2'6ZL 00'0 Ol'tte62L 00'0 00'0 00'0 00'0 00'0 00'0 it ttS'62h'1S 00'0 00'000'000'h, 00'0 00'0 £0'LL8'6L6'1, OL'228'£t£'S 00'SL9'S£1 00'0 SS'££1'696'19 00'0 SS'952'158'19 00'0 00'0 00'0 00'0 00'SL8'S£l 00'0 111101 N3dVd N011011y1SN00 NOIDNISN00 30NV1SISSV A1NnO3 A1NnO3 3iVS/dSi mini ONINI8NO3 1V13N3NNO3 A1NnO3 OVA3 11SNVy1 N113151/3 10131S3M 1Vy3N39 A1NnO3 NN31S3M Ny31S3M 31V1S L6/S2/I L AMA L6/52/1I L6/0£/60 :13u1pu3 papad poi y10 1Sy1i nui ONni AS sunny uolssmA03 uolze4JodsueJl Azuno3 aplsJaAly sasn sa»nos 6upueuli Aa410 Mal szso3 aouenssl aovoas zga0 Ann saaisueJl 6ulzeJad0 ul spa;sued 6ulzeiad0 u014d1Josa0 • • STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES -GENERAL, SPECIAL REVENUE, AND CAPITAL PROJECTS FUNDS BUDGET VARIANCE EXPLANATIONS FOR THREE MONTHS ENDING SEPTEMBER 30,1997 REVENUE Federal. Local. State. & Other Government This category covers revenue sources that are on a reimbursement basis(i.e., not billable until the expenditure is incurred). Most of the reimbursements are state rail bonds set aside for construction and engineering costs for the southside platform. Minimal expenditures have been incurred as construction has been delayed approximately two months. Amounts incurred to date have been billed in the second quarter. Other Other revenue includes reimbursement from the Coachella Valley for TUMF participation in debt service for the 93 bonds which will be billed to CVAG no later than May 97. Santa Fe will contribute $1,482,000 toward track construction for the southside platform. That amount is shown as revenues since it was originally anticipated that the Commission would be reimbursed for these costs. However, Santa Fe will now directly bill Union Pacific for the work performed. This amount will be eliminated in the mid year budget along with a corresponding amount of expenditures. SAFE fees are paid by the state two months in arrears. STA revenues, budgeted at $1.9, are paid quarterly three months in arrears by the state. Interest Income The County of Riverside pays interest quarterly, subsequent to the end of the quarter. The interest earnings on bond funds are primarily paid semi-annually. EXPENDITURES Professional Services The variance is due to audit fees, most of which are paid in the first half of the year when audit field work occurs at the Commission and its funding recipients. Highway engineering 000025 The Commission has not yet been billed by the City of Riverside for Phase II engineering • on the Van Buren interchange as the project has experienced timing delays. Also included is $450,000 for the Ethanac alignment, which has since been eliminated. lAn adjustment will be made at mid year. Highway ROW Property acquisitions for Route 79 that were expected to have been paid in 1997, did not actually occur until 1998. The budget amount will be revised at mid year. Rail construction It was expected that the southside platform work would have started, but work has just commenced. Mobilization is scheduled for the first week in December. Rail ROW Atco Rubber right of way acquisition for the southside platform was expected in 1997, but did not occur until 1998. Regional Arterial The 1997 actuals came in considerably under budget due to a number of project timing delays. The budget for 1998 will be adjusted upward at mid year. General Note: The first quarter of the year is primarily directed toward completing end of the year activities. Most vendors do not even began to bill us for current year activities until the month of September. Therefore, first half of the year numbers typically are considerably under budget. 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NOLLV0011V 1SNIVOW 31V0-01 S3a(1110N3dX3 030N3 H1NOIN 'H1f1V 1SNIVOV S1N3N111NNN00 03Zw of -Lint/ N Ildli 103r ud S321f1110N3dX3 % aOd 32111110N3dX3 03111N NO0 % lVa(110Va1N00 NOISSIN1W00 03fO 31n021 A81210d32113O0n8 8103f0Hd AVMHOIH -V.. MUM/MN 31321 RCTC MEASURE "A" HIGHWAY/LOCAL STREETS & ROADS PROJECTS BUDGET REPORT BY PROJECT EXPENDITURE FOR TOTAL OUTSTANDING % EXPENDITURES PROJECT APPROVED MONTH ENDED MEASURE "A" LOAN OUTSTANDING TO -DATE AGAINST DESCRIPTION COMMITMENT October 31,1997 ADVANCES BALANCE COMMITMENT APPROVED COMMIT. CITY OF MURRIETA Loan Agreement I-15/1-215 (1) "' Interchange improvements (R09334) (Loan Agreement is Terminated) SUBTOTAL MURRIETA'LOAN CITY OF CANYON LAKE Final Design and Construction of Railroad Canyon Rd Improvements (R09422) SUBTOTAL CANYON LAKE LOAN CITY OF CORONA Smith, Maple & Lincoln Interchanges & (1) Storm drainage structure SUBTOTAL CITY OF CORONA CITY OF PERRIS Local streets & road improvements CITY OF SAN JACINTO Local streets & road improvements CITY OF TEMECULA Local streets & road improvements TOTALS $17,000,000 $17,000,000 $1,600,000 $1,000,000 $5,212,623 ..................... 3S,11R,623 $1,900,000 $1,300,000 $5,000,000 32.012.623 $0 $0 S1,377,000 31,377,000'. $1,600,000 .......................... $t,600,00 $5,212,623 $6,212,628 $1,900,000 $1,300,000 $5,000,000 ...................... 316,389,623 30 $0 $1,522,106 81,11nme $4,551,519 ..................... 84,661;615 $1,900,000 $1,300,000 $5,000,000 ........................... 314 •273 825 $D $0 $0 8.1 % 100.0% 100.09E 100.0% ................ 100.096 100.0% 100.0% 100.0% 51.2%, NOTE: (1) Loan against interchange improvement programs. All values are for total Project/Contract and not related to fiscal year budgets. **" Total advances of $1.377M represents the total Measure "A" previous advances under this agreement. This amt. was paid in full by City of Murrieta November 1995. Status Mo. Ending 10/31/97 Page 3 of 3 • AGENDA ITEM #6A • • • . RIVERSIDE- COUNTY TRANSPORTATION COMM/SS/ON DATE: December 3, 1997 TO: Budget and Finance Committee FROM: Marilyn Williams, Program Manager THROUGH: Jack Reagan, Executive Director SUBJECT: Los Angeles County Metropolitan Transportation Authority Request for Rideshare Incentive Project Support Services As the Commission is aware, the Regional Transportation Agencies Coalition (RTAC), pursuant to its SB836 responsibilities, awarded funding to the Commission to implement three voluntary rideshare projects for employers having less than 250 employees. Those projects have been developed and implemented under the theme, "Keys to the Future". Employer marketing efforts began in August, 1997. The RTAC also award funding to the Los Angeles County Metropolitan Transportation Authority (LACMTA) to implement a $2/day rideshare incentive project and commuter club in three targeted areas. The LACMTA proposal was directly patterned after the Commission's Advantage Rideshare project because it produces quantifiable and verifiable vehicle trips reduced, an important requirement of SB836, as well as Club Ride. In a change from their Call for Projects approach, transportation demand management (TDM) staff at LACMTA have decided to assume direct responsibility for the implementation of their SB836 funded project. Based on the Commission's experience and performance in the development and implementation of incentive projects, LACMTA staff contracted the Commission to determine what support and services, if any, we might be able to provide them. To date, Commission staff has meet several times with LACMTA to overview our incentive project experiences; provided Advantage Rideshare and Club Ride administrative, marketing and tracking materials; and demonstrated the Commuter Assistance Program computer tracking system. In a letter dated November 17, 1997 (Exhibit A), LACMTA defines four general areas of assistance they would like RCTC and its consultant staff to provide. They are requesting that the Commission prepare a scope of work and budget for the defined work areas. Because it is LACMTA's intention to implement their project at the same level of documentation as RCTC, they are also asking to acquire, at no cost, a copy of our software tracking program. RCTC staff is recommending that the most current version, including source code be provided with the stipulations that they agree to: 1) not distribute the software program to any other entity without prior written permission from RCTC, and, 2) assume full responsibility for customizing the software 000031 program for use in their project. Once the software program is given to LACMTA, RCTC will not hold any responsibility for the accuracy of the data and reports produced by LACMTA. To formalize the relationship, LACMTA proposes that the two agencies enter into a memorandum of understanding. Staff is seeking Commission authorization to prepare a scope of services and budget in response to the LACMTA request. The work would be performed by the Commission's TDM consultant, Inland Transportation Services, at rates approved pursuant to the Commission's adopted FY97/98 budget. Due to the fast track that LACMTA has now set for itself in developing and implementing their project by February 1998, staff further seeks Commission approval to enter into a memorandum of understanding, yet to be developed, with LACMTA based on Legal Counsel review. Financial Assessment Project Cost Contract service cost under development Source of Funds LACMTA STAFF RECOMMENDATION: That the Commission: 1) direct staff to prepare and submit a scope of work and cost proposal in response to the LACMTA November 17, 1997 letter for rideshare incentive project services; 2) authorize the Commission Chairman, pursuant to Legal Counsel review, to enter into a memorandum of understanding with LACMTA; 3) approve the addition of the scope of work to the Commission's FY97/98 contract with Inland Transportation Services; and, 4) approve the provision of the Commuter Assistance Program's software tracking program, at no cost, to LACMTA based on the stipulations defined in the body of this staff report. • 000032 E%HIIBIT "A" 039158 • METRO Los Angeles County Metropolitan Transportation Authority 818 West Seventh Street Suite Soo Los Angeles. CA 9oo17 213.972.6000 Mailing Address: P.O. Box 194 Los Angeles, CA 90053 November 17, 1997 Marilyn Williams, Program Manager Riverside County Transportation Commission 3560 University Avenue, Suite 100 Riverside, California 92501 SUBJECT: SB836 Voluntary Ridesharing Project Dear Ms. Williams: As you know, MTA is developing a voluntary ridesharing program modeled after Riverside County Transportation Commission's (RCTC) voluntary incentive rideshare programs. As discussed with Cosette Stark at the September 4, 1997 meeting, we would h7ce RCTC's assistance in developing a similar program in Los Angeles County. MTA Staff needs assistance in the following areas: • Work with MTA Staff in developing policies and procedures for Los Angeles County based on the RCTC's draft manual for the voluntary rideshare program. The RCTC draft manual must be revised to reflect the needs of Los Angeles County. • Train MTA TDM Staff on RCTC's Tracking System which will be donated to the MTA for this project. MTA Staff will need instructions on how to set up RCTC's Tracking system. • Train contract sales account executives on how to sign up potential employers to the voluntary rideshare program based on policies's and procederes. • Provide technical and logistical support for unforeseeable questions that MTA Staff might encounter when the project is implemented. MTA Staff needs a scope of work for these services and project budget reflecting hour and cost for these services. This information is necessary for the implementation of a memorandum of understanding between the MTA and RCTC. If you have any question regarding the scope of work and project budget, please contact me at James Rojas (213) 922-2451. Thank You. Sincerely, Nc-eQ amen Rojas Project Manager 11tTDMR.S111/17/979:20 AM 000033 AGENDA ITEM #6B RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE:. December 3, 1997 TO: Budget and Finance Committee FROM: Marilyn Williams, Program Manager Bill Hughes, Bechtel Project Manager THROUGH: Paul Blackwelder, Deputy Executive Director SUBJECT: Contract for a Programmer to Maintain RCTC's Various Data Base RCTC currently has several data base programs that contain information to support various areas of responsibility. RCTC currently has data base applications supporting property licenses, document control, rideshare tracking, and other miscellaneous programs. The previous programmer responsible for the majority of the above programs is currently unable to continue providing support to the Commission Staff. At the September Commission meeting, the Commission directed Staff to move forward with a selection process that would identify an individual or firm that can continue maintenance and creation of RCTC databases on an as needed basis. The RFP was advertised from October 17, 1997 to November 10, 1997. Proposals were received at 5:00 P.M. on November 10, 1997 from three firms. The firms were Talon Computer Associates, Digital Advantage, and Images Software. A selection panel was formed and composed of Marilyn Williams (RCTC), Tanya Love (RCTC Advantage Rideshare), Roy Finch (Jaguar Micro Systems), and Bill Hughes (Bechtel). All three firms were interviewed on November 19, 1997. The .panel ranked the firms as follows: 1. Talon Computer Associates 2. Digital Advantage 3. Images Software The hourly rate requested by Talon Computer Associates is $85. Both the second and third ranked firms were at $50/hour for basic programming costs. For comparison purposes, the hourly rate that RCTC paid the previous data base programmer was only $45/hour. The two top ranked firms were each judged to be more than capable of providing the necessary services. After the ranking process was complete, Marilyn Williams and Bill Hughes called the top ranked firm to discuss pricing. Talon was not willing to reduce their hourly rate or provide any form of tiered pricing to help reduce their effective hourly rate. The 70% difference in hourly rate between the first and second ranked firms was deemed too great a difference to ignore and Staff is therefore recommending that the RCTC database programming contract be awarded to Digital Advantage. The hourly rates 000034 (Exhibit A) requested by Digital for various classes of services to be provided is attached for your review. The selected firm will be required to provide the following scope of services on an on - call basis: A. Provide a trained data base programmer that will act as a single point of contact for coordination of the various assigned tasks associated with maintenance of existing RCTC data base applications and the creation of new data base applications as directed by RCTC Staff. B. Creating or updating Foxpro code (or equivalent), menus and reports for the rideshare incentive tracking program, rail parcel tracking program, fixed asset tracking program, document tracking program and other database applications requested by RCTC Staff. C. Installation and update of the data base programs as requested by RCTC Staff. D. Training of RCTC Staff on the use of the programs. E. Maintaining and delivering of an up-to-date version of all programming materials and documentation, including source code, to RCTC at intervals or times requested by RCTC Staff. F. Provide telephone and site support as required. The standard short form consultant agreement, attached as Exhibit B, will be utilized for this contract. Staff is recommending that an initial budget of $20,000 be established for this contract to perform the above scope of services on an as needed basis. Financial Assessment Project Cost $20,000 Source of Funds Measure "A" ?:;vt{t}S:l3 i:4in':}::::1 :•:•.r•:: v:•}:•'r::•• v .:•::}}}:. •... ... n•.•. •}::} :.} ... F...v::. .. :• ::::.•:::::. .:ftl:}.. v}}YN .vwnvv; � '�::•: v.. v.: ; x:.v..:v,.}t}....:: i.: •: t: n:::: x::::::......::....:: ..: ........ :••. �}... . v\vv.•k:.t:t:}}iitr3't'+t•:•:Si::'ri:::3i}� ?{ it:::it::::T:•:::::•::::ii:..v.. •:v<:3},3,•v}:t•:•: t3.`4::: 3: }.....? :: }.v.:: . .... .... ..y.•: ...... .:.. }. r.... :r...... .t. :1i. •::::1.•: .:w:::::.. .... ... •vv...:.... .... .v: v: •: .. .......r ..........................M. ...:. ........n. U....v ...:.. n.. ....... ....43 }.:... .v..... Y.....v.... •�tiv4v :...:::2...: • :: . •. .t:. OWN .. A,..:.:....�. ....... r......::: .v v.,r.:t.^.}Y }i::.'•}:•}••}:.x t \•}:•}:•.r•}:::::::1;:} :•::. �::: ....:• n:. }: }:•:. �.;•:..t<.......::::..:::.}:;;� •}:•} }}}}:•}:.}•:::.:,•..: ..x : .'rrw:;; .:t r..rtii:3::?:•:i -v v:. :3•. x..... r.. Sn:w.v::. • ..'� .. :.\v. ..•.......v........................}Fi...::...... \vet• :........:::::::::::;'.....:•}:•}}:•}}tii;i}::'rvv:: t:. x::':.': �'•: i:.:.•.• Included in Fiscal Year Budget Y Year Included in Program Budget Y Year Programmed Approved Allocation Year of Allocation Budget Adjustment Required N Financial Impact Not Applicable STAFF RECOMMENDATION: That the Commission award a contract to Digital Advantage to perform data base programming for an amount not to exceed $20,000 using the attached short form consultant agreement and the hourly rates identified in their cost proposal subject to RCTC Legal Counsel review and approval. • • 000035 1 1 1 1 I 1• 1 I I 0 E%flIBIT "A" COST PROPOSAL Task Hourly Rates Programming: Microsoft Access Microsoft Fox Pro SQL (Structured Query Language) Visual Basic Visual C++ $ 50 $ 50 $ 60 $ 70 $ 90 Technical Support: Phone Help $ 40 On Site Support $ 50 Installation $ 50 Training $ 60 Administrative Meetings: First Hour Each Additional Hour Travel Expenses: No Cost S 75 $ 0.30 per mile Rates are good from now through the calendar year 1998 during normal business hours 9am-5pm. Discounts are available for prepaid blocks of hours of 100 or more. After hours/emergency support have an additional 510 an hour charge. PAYMENT SCHEDULE Unless prepayment options have been exercised, invoices will be created weekly for work completed. No invoice will be generated if work was not necessary during the previous time period. All invoices are due upon receipt. 9 C00030 Illy:// w W w.rl:ll:.Org/TQII_1lW.Lllu nupwwww.rctc.ogysmt_agr.ntm ffiIBIT "B" • • ATTACHMENT 1 AGREEMENT FOR CONSULTING SERVICES [MODEL] This Agreement is made and entered into this day of , 199_ by and between the Riverside County Transportation Commission, hereinafter referred to as "RCTC," and , hereinafter referred to as "CONSULTANT." RECITALS WHEREAS, CONSULTANT is a professional consultant, experienced in providing services to public clients 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 and advice on various issues affecting the decisions of RCTC regarding and on other programs and matters affecting RCTC, hereinafter referred to as "Services." The Services are described in Exhibit "A." 2. The term of this Agreement shall be from terminated as provided herein. to , unless earlier 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. 1 of 7 00 11� /'97 09:50:44 napes www.rca:.orw ann_agr.ntm fitip://www.retc.orgisnu_agr.n_un 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 are as follows: 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 obtain and shall require its subconsultants to obtain insurance of the types and in the amounts described below and satisfactory to RCTC. A. Commercial General Liability Insurance. CONSULTANT shall maintain occurrence version commercial general liability insurance or equivalent form with a combined single limit of not less than $1,000,000 per occurrence. If such insurance contains a general aggregate limit, it shall apply separately to this Agreement or be no less than two times the occurrence limit. Such insurance shall: 1) Name RCTC, its officials, officers, employees and agents as insureds with respect to performance of Services. Such insured status shall contain no special limitations on the scope of its protection to the above -listed insureds. 2) Be primary with respect to any insurance or self insurance programs covering RCTC, its officials, officers, employees, agents, and consultants. 3) Contain standard separation of insureds provisions. B. Business Automobile Liability Insurance. CONSULTANT shall maintain business automobile liability insurance or equivalent form with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Workers' Compensation Insurance. CONSULTANT shall maintain workers' compensation insurance with statutory limits and employers' liability insurance with limits of not less than $1,000,000 per accident at any times during the term of this Agreement during which CONSULTANT may retain employees. D. Certificates/Insurer Rating/Cancellation Notice. 1) CONSULTANT shall, prior to commencement of the Services, furnish to RCTC properly executed certificates of insurance, and certified copies of endorsements, and policies if requested by RCTC, which shall clearly evidence all insurance required in this Section. CONSULTANT shall not allow such insurance to be canceled or allowed to expire except on 30 days' prior to written notice to RCTC. 2) CONSULTANT shall maintain such insurance from the time the Services commence until the Services • • • 2of7 000038 11/21/97 09:50:45 littp://www.rac.orgismi_agragm 6ttpJiwww.rctc.orgisml_agr.him • • • are completed, except as may be otherwise required by this Section. 3) CONSULTANT shall place insurance with insurers licensed to do business in California. 4) CONSULTANT shall replace certificates, policies and endorsements for any insurance expiring prior to completion of the Services. 7. Schedule of Services. CONSULTANT shall perform the Services in accordance with the Schedule of Services set forth in Exhibit "B," attached hereto. In order to facilitate CONSULTANT's conformance with the Schedule, RCTC shall respond to CONSULTANT's submittals in a timely manner. Upon request of RCTC, CONSULTANT shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. SECTION IlI FEES AND PAYMENTS 1. Compensation. CONSULTANT shall receive compensation, including reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto. The total compensation shall not exceed ($j without written approval of RCTC's Executive Director. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. 2. Payment of Compensation. CONSULTANT shall submit to RCTC a monthly 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 not be reimbursed for any expenses unless authorized in writing by RCTC. 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 00f)039 3of7 11/21/97 09:50:45 nnp:iiwww.rctc.org/swu agr.nim littp://www.retc.orgisinl_agr,htm GENERAL PROVISIONS 1. Termination of Agreement. A. RCTC may, by written notice to CONSULTANT, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to CONSULTANT of such termination, and specifying the effective date thereof at least seven (7) days before the effective date of such termination. Upon termination, CONSULTANT shall be compensated only for those services which have been adequately rendered to RCTC, and CONSULTANT shall be entitled to no further compensation. CONSULTANT may not terminate this Agreement except for cause. B. In the event this Agreement is terminated in whole or in part as provided in paragraph A of this section, RCTC may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. C. If this Agreement is terminated as provided in paragraph A of this section, RCTC may require CONSULTANT to provide all finished or unfinished documents, data, programming source code, reports, etc., prepared by CONSULTANT in connection with the performance of Services under this Agreement. 2. Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose: CONSULTANT: [Address] RCTC: Riverside County Transportation Commission 3560 University Avenue, Suite 100 Riverside, California 92501 Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. 3. 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 this Project, 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 000040 • • 4of7 1121/97 09:50:45 Map:/iwww.rctc.orgiaml_agr.htm http://www.rctc.orgismi_agr.htm • • • Agreement shall be held confidential by CONSULTANT. 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. 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 or the Project 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 retained 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. 5of7 090041 11/21/97 09:50:45 aupriwwwa w.orgisuo_agr.aw, hnpwwww.rac.orgi sml_agrinm 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: By: S.R. "Al" Lopez, Chairman (Title) REVIEWED AND RECOMMENDED By: FOR APPROVAL: (Title) By:_ Jack Reagan, Executive Director REVIEWED FOR FISCAL IMPACT: By: Dean Martin, Controller • • • 6of7 000042 11R1/97 09:50:45 • • APPROVED AS TO FORM: By:_ Best, Best & Krieger Counsel to the Riverside County Transportation Commission EXHIBIT "A" SCOPE OF SERVICES [Insert] EXHIBIT "B" SCHEDULE OF SERVICES [INSERT] EXHIBIT "C" CONSULTANT COMPENSATION [Insert] 00004? 7of7 11/21/97 09:50:45 AGENDA ITEM #7A • • • RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: December 3, 1997 TO: Budget and Finance Committee FROM: Susan Cornelison, Rail Program Manager THROUGH: Paul Blackwelder, Deputy Executive Director SUBJECT:. Authorization to Seek TEA Grant for Rehabilitation of Santa Fe The federal Transportation Enhancements Activities (TEA) grant program has been administered by the state for the duration of ISTEA. Ten percent of Surface Transportation Program funds coming to California must be spent on eligible enhancement projects. Among eligible categories is Rehabilitation or Restoration of Historic Transportation Facilities; this category requires a 12% local match. RCTC's purchase of the historic Santa Fe depot at Riverside should be finalized with close of escrow sometime this month. Costs for structural and other rehabilitative work have been estimated at $560,000. With ISTEA now extended by Congress for a period of six months, staff is seeking the Commission's permission to apply for $500,000 TEA funds to be matched by $60,000 in local rail capital funds. Financial Assessment Project Cost $560,000 Source of Funds $500,000 TEA, $60,000 local rail capital (STA) 'r :;:;.. k: • • Included in Fiscal Year Budget N Year Included in Program Budget Planned Capital Program N Y Year Programmed (Layover Facility, stage II project) Approved Allocation N Year of Allocation Budget Adjustment Required * Only if possible to expend this fiscal year. Financial Impact Not Applicable STAFF RECOMMENDATION: That the Commission authorize staff to apply for $500,000 TEA funds and approve a local match of $60,000 local rail capital funds, for the restoration and rehabilitation of the Santa Fe Depot at Riverside. :V) A