HomeMy WebLinkAboutContract 1670-1 Celebrating -16 ?-0-f
2�r.
21865 Copley Drive
years
ky Diamond Bar
CA 91765
Clean Transportation 909.396.3269
Funding from the MSRC
Mobile Source Air Pollution Reduction Review Committee
r
May 13, 2016
'Y Ms. Deanna Pressgrove
City of Cathedral City
68-700 Avenida Lalo Guerrero
Cathedral City, CA 92234
Dear Ms. Pressgrove:
Enclosed is a fully executed AB 2766 Discretionary Fund contract for your records. The contract number is{ ML16006 for the Purchase of Heavy-Duty CNG Vehicle and Implement Bicycle Education. Please include
your contract number on ALL correspondence sent to the MSRC when referencing this project. Please
address all correspondence to:
Rachel B. Valenzuela
South Coast Air Quality Management District/MSRC
21865 Copley Drive
Diamond Bar, CA 91765
(909) 396-3101
rachel ancleantransportationfunding.orq
Included in this letter you will find copies of the MSRC's policies and procedures for progress reporting and
contract modifications, samples of progress reports and invoices you will be submitting during the contract
term, and a copy of the final report format. Please read this information carefully and keep it in your
contract file for future reference.
Progress Reports
Please refer to the Schedule of Deliverables in your contract to determine your reporting frequency.
Progress reports should contain all pertinent information related to contract performance during the
specified period. Informative progress reports are critical as they are used to evaluate the overall
performance under the contract. MSRC staff also uses them as a tool for determining if any MSRC action
needs to be taken due to problems or delays. If for some reason you need to extend the term of your
contract or change the scope of the project, it is very important that you record this in your progress reports
and notify us immediately. Do not change your project/contract without prior approval of the MSRC.
Note: All vehicle purchase and fueling station contracts include the requirement to apply MSRC decals to
MSRC-funded vehicles and/or fueling stations. It is your responsibility to order the appropriate number and
type of decals when your vehicles arrive/stations enter service.
MEMBER ORGANIZATIONS: California Air Resources Board • Los Angeles County Metropolitan Transportation Authority•Orange County
Transportation Authority• Riverside County Transportation Commission San Bernardino Associated Governments South Coast Air Quality
` ;'!fir4 Management District•Southern California Association of Governments• Regional Ridesharing Agency
2
A spreadsheet is used by Contracts staff to track the timely submission of progress reports. This
spreadsheet is submitted to the MSRC-TAC and the MSRC for their review on a monthly basis. Be aware
that failure to provide the required documentation of progress will delay the payment of any invoices that
are submitted on the contract and can result in termination of your contract. You will find the "Policy to
Terminate Contracts Due to Lack of Progress/Response by Contractors" and a sample progress report in
Attachment A. Please refer to the Contract for reporting guidelines.
Project Schedule and Contract Modifications
You must adhere to the project schedule in your contract. Even if your contract will not terminate for some
time, if you will not be able to meet your final deliverable dates, you must request a modification.
Any requests for contract modifications must be submitted to the AB 2766 Contract Administration staff in
writing. Requests must be submitted at least ten days prior to the monthly MSRC-TAC meeting (typically
held on the first Thursday of each month). The procedure for presenting your request to the MSRC for
approval and the processing of subsequent paperwork takes approximately six to eight weeks to complete.
Upon receipt, your request may be presented to a subcommittee for evaluation. The subcommittee will
present its recommendation to the MSRC-TAC, and the TAC will make a recommendation to the MSRC.
The MSRC will grant final approval or disapproval of the request. Any contract changes made without
prior approval of the MSRC will be at the contractor's own risk. If the MSRC does not approve the
change, the contractor will not be reimbursed for any costs incurred as a result of the unapproved
change. The"Policy for Contract Modifications" is included as Attachment B.
Invoicing
Funds are dispersed on a reimbursement basis. Original invoices must be submitted on your
company/agency letterhead. Supporting documentation of individual charges, including equipment,
materials, supplies, subcontractors and other charges, is required for all expenditures. Contractor's failure
to provide receipts shall be grounds for nonpayment of such charges.
If any billed expenses are for Contractor's direct labor, they must be detailed in terms of number of hours
by task, hourly rate, and professional category. Co-funding expenditures are also tracked. You must
document any co-funding expended for the billing period when invoicing for AB 2766 funds. You must also
expend your co-funding in a manner that is proportionate with the reimbursement sought. If you cannot
provide supporting documentation for co-funding you may send a statement certifying that the funds were
spent as stated on the invoice and that proof of this expenditure can be produced if audited. This
statement must be signed by someone who can authorize funding commitments.
For projects that involve the purchase of vehicles, a Letter of Certification should be included. It is also
available in electronic format under the "Contractor Resources" section of the MSRC website at
www.cleantransportationfundina.org/contractor resources.
Promotion
Your contract has an outreach requirement to promote the MSRC's co-funding of this project to the media
and/or community. Please refer to your contract to determine what outreach efforts are necessary.
3
Final Reports
Per the contract, a comprehensive final report shall be provided to the MSRC prior to the end of the
contract term. The final report shall follow the MSRC's Final Report Format and is subject to review and
approval by the MSRC. You are required to submit the final report electronically via the MSRC's website at
www.cleantransportationfundinq.orq, in an Adobe Portable Document Format (PDF) document. Using the
website's on-line submission feature, you will be able to submit your final report, including photographs
required under the contract. The Final Report Format is enclosed with this letter and is also available on
the Clean Transportation Funding website under Contractor Resources.
The on-line Project Summary is a required component of the Final Report. Information you enter into the
Project Summary will be incorporated into the website's Library feature. Website visitors will be able to
access your project and use the information to research, and potentially replicate, projects that have
successfully reduced air pollution from motor vehicles. Please contact MSRC staff for guidance when
submitting the Project Summary.
I hope this letter answers most of your questions. Please feel free to call me at (909) 396-3269 to discuss
any problems or concerns you may have.
Sincerely,
0Q0,r_e/a/A,:,
nthia Ravenstein
MSRC Contracts Administrator
Enclosures: Executed Contract
Policy to Terminate Contracts
Progress Report Template
Policy on Contract Modification
MSRC Final Report Format
AQMD Standard Photo-Release Form
Outreach Materials
;;;;!;,1,744. j Celebrating
2 21865 Copley Drive
5years
Diamond Bar
CA 91765
Clean Transportation 909.396.3269
- Funding from the MSRC
Mobile Source Air Pollution Reduction Review Committee
i .41R�� wt"y;<e..
POLICY ON CONTRACT MODIFICATIONS
SCOPE CHANGES, EXTENSIONS, AND COST REALLOCATIONS
ky 1. Contract extensions or scope changes may be requested on AB 2766 Discretionary Fund
- ° Contracts. Contractors should submit requests in writing, using the Modification Request
Form, to the Contract Administrator's office. Reasons for the request should be well
documented by the Contractor. The Contract Administrator will present the requests to both
the MSRC-TAC and the MSRC for the consideration and approval.
2. Contract extensions and scope changes must be submitted by 9:00 a.m. on the first Monday
of the month to be considered by the MSRC-TAC and MSRC for that month. Requests
received after the first Monday of the month will be considered at the following month's
MSRC-TAC and MSRC meetings. Late extension requests for contracts expiring prior to the
following months MSRC-TAC meeting, must include a discussion of the compelling reasons
for the untimely submission of the request. Such requests will be considered on a case-by-
case basis by the MSRC-TAC.
3. Extension requests and scope changes will be considered by the MSRC-TAC and MSRC on
a case-by-case basis. An option clause shall be included in all contracts that will allow
MSRC staff the ability to extent a contract an additional six months at no cost to the MSRC
or the contractor. All subsequent extensions will be brought to the MSRC for its
consideration.
If a contract extension or scope change is for the contractor's convenience, the MSRC
shall have the discretion to request a downward adjustment in the contract price, an
additional task, and additional report or seek other legal consideration as a condition of
granting the extension or scope change. Situations defined as convenience are problems or
delays caused by internal management or administration, for example, failure to submit
progress reports or final reports in a timely manner, failure to aggressively monitor the
project, and extensions merely to exhaust unexpected funds.
A delay due to problems with the delivery or manufacturing of equipment or vehicles and
circumstances beyond the control of the contractors will not be considered as changes
for the contractor's convenience. Documentation of delays will be required. The MSRC
shall have the discretion to seek legal consideration for extension or requests granted under
these circumstances.
4. Any contract changes made without prior approval of the MSRC will be at the contractor's
own risk. If the MSRC does not approve the change, the contractor will not be reimbursed
for any costs incurred as a result of the unapproved change.
5. The contractor is responsible for properly monitoring the project and should notify the
Contract Administrator immediately if the Contractor feels the project is in jeopardy of falling
behind schedule or problems arise.
ate'
3 q MEMBER ORGANIZATIONS: California Air Resources Board • Los Angeles County Metropolitan Transportation Authority•Orange County
h , Transportation Authority• Riverside County Transportation Commission•San Bernardino Associated Governments•South Coast Air Quality
0,1 Management District•Southern California Association of Governments• Regional Ridesharing Agency
z �
6. Requests for extensions must be received in writing by the Contract Administrator 60 days
prior to the close of the contract. The approval process for contract extensions and scope
changes takes approximately six weeks. If a request is made within 60 days of end date of
the contract, the contract may expire prior to review and approval of the request. If this
situation occurs, the contractor must stop work until the time extension is approved. In the
event the extension is not approved, the contractor must consider the end date of the
contract term and may not bill for work done after this date.
Adopted May 25, 1995
Amended November 18, 1999
2
4 .k Soh 1'4s Y+
Celebrating
rf 2 21865 Copley Drive
.- 5years-
Diamond Bar
CA 91765
Clean Transportation 909.396.3269
Funding from the MSRC
Mobile Source Air Pollution Reduction Review Committee
t`x '1 P
a
Policy to Terminate Contracts Due to Lack of Progress
or Response by Contractors
The intent of this policy is to discourage Contractors from failing to provide documentation of
progress made on AB 2766 Discretionary Fund projects. It is the intent of the MSRC to ensure
,ut
that work is completed pursuant to the work statement set forth in the respective contracts. In
the event that progress is not made without adequate justification by the Contractor and
1 z " subsequent approval by the MSRC, the MSRC may recommend that the contract be terminated
and funds be reallocated to other projects.
";";',.7
MSRC contracts require all contractors to submit progress reports within 15 days of the end of
the reporting period (quarterly or monthly based upon the type of project). Under this policy,
failure to submit progress reports within the allotted time may be considered a material breach
and subject to termination. If the Contractor fails to submit progress reports as required by the
contract, the following shall occur:
If after seven (7) days past the progress report due date, the Contractor fails to submit progress
reports as required by the contract, Contract Staff will notify the Contractor in writing of the
delinquency and request that the progress report be submitted within seven (7) days of the
written notice.
For Monthly Reports: If the CONTRACTOR fails to submit a progress report for the second
consecutive month, the Contracts Administrator shall send a second written notice indicating
that two previous progress reports are due and that they must be submitted within 15 days. If
the CONTRACTOR fails to provide a report for a third consecutive month, the AQMD's
Contracts Manager shall provide written notice to the CONTRACTOR to cure the delinquency
within 15 days of the notice or be subject to termination within 30 days.
For Quarterly Reports: If the CONTRACTOR fails to submit a progress report, the Contracts
Administrator shall send a written notice indicating that the progress report is due and that it
must be submitted within 15 days. If the CONTRACTOR does not respond within the allotted
time, the AQMD's Contracts Manager shall provide written notice to the CONTRACTOR to cure
the delinquency within 15 days of the notice or be subject to termination within 30 days.
Also, if the CONTRACTOR has a history of non-consecutive (three or more occasions)
delinquent progress reports, this may be considered a material breach of the contract and be
grounds for immediate termination of the contract. For example, if progress reports are
submitted in such an inconsistent and sporadic fashion as to indicate a lack of compliance with
this contract provision (e.9•, progress report submitted one month, skipping several months
thereafter).
In addition, if a contract is terminated as a result of this policy, the direct contractor involved will
not be eligible to apply for AB 2766 Discretionary Funds for two program years.
t* MEMBER ORGANIZATIONS: California Air Resources Board• Los Angeles County Metropolitan Transportation Authority•Orange County
Transportation Authority• Riverside County Transportation Commission•San Bernardino Associated Governments•South Coast Air Quality
��ha � Management District•Southern California Association of Governments• Regional Ridesharing Agency
Adopted 3/23/94
Amended 11/18/99
Attachment A
Quarterly (or monthly) Progress Report
For Reporting Period of
Contract No. AB 2766/XXXXX
(Contractor's Name)
Contract Period — March 15, 2001 through June 30, 2005
Task 1 Vehicle Procurement/Design and Engineering
A bus bid specification was prepared detailing vehicle design and performance
parameters, as well as technical quality assurance, and warranty requirements.
Percent Completed this Reporting Period: 0%
Percent Complete 100%
Task 2 Bid Process
An Invitation for Bid (IFB) package was issued to perspective bus manufacturers
of alternative fuel buses. (Contractor) reviewed and evaluated all Requests for
Approval Equals submitted by each bus manufacturer. Bid opening was May 30,
2001.
Percent Completed this Reporting Period: 0%
Percent Complete 100%
Task 3 Pre-Production Meetings
Pre-Production Meetings began in June of 2001, and were completed in August
of 2001. Construction of the prototype bus has begun.
Percent Completed this Reporting Period: 0%
Percent Complete 100%
Task 4 Prototype Bus Production
Contractor has in place an inspection team consisting of one Warranty and
Equipment Mechanic and one Supervisor as required by the production process.
The pre-production prototype bus was completed in October 2001.
Percent Completed this Reporting Period: 0%
Percent Complete 100%
Attachment A
Task 5 Bus Production
Contractor has in place an onsite manufacturing inspection team which monitors
production quality and conformance to bus specifications. Once the production
buses are completed and presented for acceptance, the inspection team will
approve documents to allow for purchase and payment of buses.
Percent Completed this Reporting Period: 25%
Percent Complete 25%
Task 6 Service Preparation
Contractor has established a bus acceptance team to prepare new buses for
service. Each new bus is safety checked, cleaned, and function tested prior to
being placed into revenue service.
Percent Completed this Reporting Period: 13%
Percent Complete 13%
Task 7 Vehicle Performance Evaluation
New buses are assigned to designated service operating divisions for
introduction into Contractors fleet. Performance of vehicles is monitored and
warranty provisions of the contract are administered. This process is on-going
throughout the life of the bus and has no completion date. The following
percentages indicate buses presently in revenue service. While a number of new
buses have been placed in service, any performance evaluation at this point
would be premature. The buses, however, have not exhibited any evidence of
major problems or concerns.
Percent Completed this Reporting Period: 2%
Percent Complete 2%
Issues During Current Reporting Period:
1. Engine performance issues related to stalling have been addressed by the manufacturer.
The result has been a new engine electronic control module (ECM) software release. In
addition, testing is underway on a prototype fuel pressure regulator.
2. Congestion at the fueling site was resolved by the addition and subsequent agreement
for use of a new fueling site adjacent to the central terminal.
2
Attachment A
Work Planned for Next Reporting Period:
1. Operational Evaluation of the in-service fleet will begin.
2. Contractor will continue to work with bus manufacturer and the engine manufacturer to
resolve any performance, reliability, or preventive maintenance issues that may arise.
3. Contractor will also continue to work with the bus manufacturer to resolve various issues
related to the in-service fleet.
4. Engineering staff will continue with the full-time inspection and acceptance process at the
production facility.
For additional information or questions, please contact:
3
Letter of Certification
This letter certifies that (PLEASE TYPE IN YOUR ORGANIZATION) has received the vehicles
that have been partially funded through the above-mentioned AB2766 Discretionary Fund
Contract and those vehicles have been tested and placed into regular service.
Signature Date
Please submit with all invoices for vehicle reimbursement
4
k s � Rl .`4ZAe �rjt .,.
Celebrating
21865 Copley Drive
years• Diamond Bar
CA 91765
Clean Transportation
909.396.3269
Funding from the MSRC
Mobile Source Air Pollution Reduction Review Committee
PROJECT SUMMARY (FINAL REPORT) FORMAT
For Selected AB 2766 Discretionary Fund Contracts
4,
For contracts from Fiscal Year (FY) 2004-05 and earlier Work Programs, the Final Report
must be submitted in both paper copy and electronic Microsoft Word formats. For
Y contracts from FY 2005-06 and later Work Programs, the Final Report only needs to be
submitted electronically. The first two numeric characters of the contract number indicate the
FY Work Program (e.g. contract#ML04999 would be from FY 2003-04).
The paper copy, if required, must be bound in a three (3) ring binder. Each page of the report must
be legible and suitable for photo production. All pages should be of standard size (8 % x 11
� �k g• p p p 9 ( 11).
Photo reduction is not acceptable for tables or figures; these should be presented on consecutive
81/2 x 11 pages with each page containing one portion of the larger chart. Color presentations are
acceptable; printing should be in black. Do not include corporate identification on any page of the
Final Report, except on the title page.
The Project Summary Report should include the following:
Title Page — Include contract number, project title, contractor organization, and date,
and include the statement: "Prepared for the Mobile Source Air Pollution Review
Committee (MSRC) under the AB 2766 Discretionary Fund Work Program."
Acknowledgements — Only this section shall contain acknowledgements of key
personnel and organizations who were associated with the project. The last paragraph
shall be as follows: "This report was submitted in fulfillment of (contract
number) and (project title) by (contractor organization) under the (partial)
sponsorship of the Mobile Source Air Pollution Reduction Review Committee
(MSRC). Work was completed as of(date)".
Disclaimer—The following statement is to appear near the front of the report:
"The statement and conclusions in this report are those of the contractor and not
necessarily those of the Mobile Source Air Pollution Reduction Review
Committee (MSRC) or the South Coast Air Quality Management District
(SCAQMD). The mention of commercial products, their sources or their uses in
connection with material reported herein is not to be construed as either an
actual or implied endorsement of such products."
MEMBER ORGANIZATIONS: California Air Resources Board Los Angeles County Metropolitan Transportation Authority•Orange County
Transportation Authority• Riverside County Transportation Commi4sion•San Bernardino Associated Governments•South Coast Air Quality
4t.,-10:::;;,i, Management District•Southern California Association of Governments• Regional Ridesharing Agency
Summary and Conclusions
1. Scope, purpose and background of the project.
2. Detailed description and analysis of the work performed during the course of the
project that led to the conclusions. Where appropriate, include a discussion of cost
projections and economic analyses. A discussion must be included describing the
emissions benefits derived from this contract. This must include quantitative
benefits not simply a qualitative statement that benefits were achieved.
3. Use clear, concise statements to state recommended future actions and further
study that may be required.
4. To document completed project, a picture or pictures of vehicles and/or
infrastructure showing MSRC logo/decal must be included in the report. This section
shall also include copies of any media/outreach materials and/or news clippings
generated by the project.
Revised 7/2004
Revised 6/16/06
2
[PROJECT PARTNER LETTERHEAD]
[DATE]
Cynthia Ravenstein
Contracts Administrator
MSRC
21865 Copley Drive _
Diamond Bar, CA 91765
Re: MSRC Contract No. [ # ]
Public Outreach Plan
Dear Ms. Ravenstein:
[PROJECT PARTNER] is pleased to submit our proposed Public Outreach Plan to satisfy
the project requirements for the above-referenced contract.
Project Status
[PROVIDE A BRIEF SUMMARY ABOUT THE STATUS OF THE PROJECT]
Public Outreach Plan Components
After reviewing the attached Categories of Ideas for Public Outreach for Local
Governments and evaluating possible outreach activities, [PROJECT PARTNER] will
implement the following public outreach activities:
[List activities that will be undertaken, with explanation of planned implementation,
including timing and potential MSRC involvement.]
[PROJECT PARTNER] will document our outreach activities and provide
documentation in the form of photographs,hard-copies of flyers/public notices/news
releases, etc., and other supporting information with our final project report.
[PROJECT PARNER SIGNATURE and CONTACT INFORMATION]
Categories of Ideas for Public Outreach for Local Governments
This is a menu of sample activities that you can consider to reach out to the community
to make them aware of your agency's clean air project. Other activities that involve
promoting your project to the public also will satisfy the public outreach component of
your contract, so try to be creative with your outreach plans.
r:Materials
Develop written/electronic materials that describe the project and how it will benefit your
local government and your community. Examples of materials can include:
• Mailing notices to residents
• Submitting a notice or a news release to your local news media
• Distributing notices/flyers at Council/Supervisor meetings and/or community
events
• Creating a brochure or flyer to distribute in conjunction with project
• Publishing an article in an agency or city/county newsletter
• Posting information about the project on your city/county's website
• Incorporate a short video or PowerPoint presentation into employee training
materials
Events
Showcase your project at city/county or community events. If your project included the
purchase of an alternative-fuel vehicle, display the vehicle at the event. If your project
involved new infrastructure or something that cannot be easily transported to an event,
take photos of the project and display them at the event. Have a spokesperson on-hand to
talk about your project and to answer questions. Examples of events can include:
• Holding a ground-breaking ceremony/kick-off event
• Holding a grand-opening/ribbon cutting event once your project is completed
• Holding a press conference
• • Participating in community Earth Day events
Partnership Opportunities
Partner with local environmental groups or community organizations to showcase your
project. Look for local organizations and community members that might have a
particular interest in your project because of the work that they do and use this
opportunity to build relationships with them to further your community's interest in
"going green" and improving air quality.
• Use clean air vehicles to support community events such as Clean Air Walks or
5K Runs
• Offer to showcase vehicle at local schools or talk to students about clean air
technologies
Presentations
Look for opportunities to promote your project and to talk about how it will benefit your
community. Designate a spokesperson to attend community events to discuss your project
and to have photographs and other materials on-hand to showcase the project. Examples
of presentations could include:
• Presentation to your city council/board of supervisors
• Presentation at local community meetings (e.g., Rotary, Chamber of Commerce)
• A piece about your project featured on your local government public affairs news
channel
• A video or podcast posted on your city/county's website
Straining a little to pat _ . . . .
ourself on the back?
•
•
y •
•
•
•
Making sure that people in your community are aware of your efforts to provide a clean,
healthy environment is an important element of your clean transportation program. In fact,
promoting your work is so important that we've made it a new requirement of your Clean
Transportation Funding from the MSRC.
Telling residents and businesses about your investment in cleaning the air makes them feel
better about the place where they live and work. Public education inspires people to take
personal actions to improve the environment,and creates support for publicly funded
programs to clean up communities.
Clean Transportation Funding from the MSRC has resources available to help you
promote your project. If you'd like assistance with any of the following outreach efforts,
or would like to discuss other promotional ideas,please contact us.
• Press releases and media outreach
• Promotional materials
• Newsletter/web site articles
• Groundbreaking,ribbon cutting or other program launch celebrations
•
•
•
4111111. 44411410
For su ort with your Clean Transportation
pp Y Funding from the MSRC
promotional efforts, contact Mobile Source Air Pollution Reduction Review Committee
MSRC's Outreach Coordinator, 21865 Copley Dr.
The Better World Group, at Diamond Bar
(818) 563-9111. C.3 91875
Phone: 909,396.2777
Fax: 909.396.3682
www.cleantransportationfunding.org