HomeMy WebLinkAboutContract 40651-A1 NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS
AMERICAN RECOVERY AND REINVESTMENT ACT:
North Central Texas Alternative Fuel and Advanced Technology Investments
Program Implementation
cATY SECRETARY _
CONTRACT NO. 0 --��
AMENDMENT COVER SHEET
TYPE OF AMENDMENT: Reimbursable Activities for American Recovery and Reinvestment Act:
North Central Texas Alternative Fuel and Advanced Technology
Investments
PROJECT NUMBER: ARRA-DOE-04
AGREEMENT PERIOD: Execution Date through January 29, 2012
ORIGINAL AGREEMENT AMOUNT: $35,147.00
AMENDED AGREEMENT AMOUNT: $138,147.00
NCTCOG Contacts
North Central Texas Council of Governments Project Manager:
616 Six Flags Drive, Suite 200 Carrie Reese
Centerpoint II Program Manager
Arlington, Texas 76011 817-608-2353
creese(anctcog.org
Staff Contact:
Lori Clark
Senior Transportation Planner
817-695-9232
Iclark(a_nctcog.org
Agreement Administrator:
Anne-Marie Stowe
Grants Coordinator
817-695-9145
astowe(@nctcog.org
Performing Party Agreement Coordinator
City of Fort Worth Karen L. Montgomery
OFFICIAL RECORD Assistant City Manager
1000 Throckmorton
CITY SECRETARY Fort Worth, TX 76102
FT. WORTtH, TX
AMENDMENT#1
THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS
AMERICAN RECOVERY AND REINVESTMENT ACT
NORTH CENTRAL TEXAS ALTERNATIVE FUEL AND ADVANCED TECHNOLOGY
INVESTMENTS
THIS AMENDMENT is entered by and between the North Central Texas Council of Governments
(NCTCOG) and the City of Fort Worth (PERFORMING PARTY). The NCTCOG enters into this
Amendment with the PERFORMING PARTY pursuant to and as authorized by the U.S. Department of
Energy (DOE)for the administration of American Recovery and Reinvestment Act (ARRA): through
the North Central Texas Alternative Fuel and Advanced Technology Investments project.
The NCTCOG and the PERFORMING PARTY, in consideration of the mutual covenants hereinafter
set forth, agree as follows:
• Article 3.1 shall be replaced in its entirety with the following:
3.1. The NCTCOG will reimburse PERFORMING PARTY's eligible costs of
implementing Task(s) as outlined in the SCOPE under the conditions in this Agreement not to
exceed the maximum amount of one hundred thirty-eight thousand, one hundred forty
seven and 001100 dollars ($138,147.00). Eligible costs incurred by the PERFORMING
PARTY that are not reimbursed through payment of the maximum funding award shall be
recorded as local match contribution to the project by the NCTCOG.
• Appendix A, Scope of Services, shall be revised to add activity numbers #2-3; addition of two
(2) heavy-duty diesel hybrid-electric vehicles.
Appendix A, Scope of Services, shall be replaced with Appendix A, Scope of Service Revision
1.
All other provisions of the original Agreement remain in full force and effect. OFFICIAL RECORD
CITY SECRETARY
IN WITNESS HEREOF, the parties,{have executed this Amendment in duplicate or in n
Tarrant County, Texas the day of 20 _ p gT. WAKTFi, YX
PERFORMING PARTY NORTH CENTRAL TEXAS COUNCIL OF
OV NMENTS
Signature �/ /�j ichael Eastland
Ex cutive Director
Karen L . Montgomery
Printed Name }'
Assistant City Manager AtteStedby:
o.
Title ;
Marty Hendrix, ity Secretary
'ROVFD AS TO, FORM ND
LEGALITY-Contract Author a ioii
IT NE -1 --:)-',n 1,
AMERICAN RECOVERY AND REINVESTMENT ACT:
North Central Texas Alternative Fuel and Advanced Technology Investments
APPENDIX A
SCOPE OF SERVICE
REVISION 1
CITY OF FORT WORTH
The City of Fort Worth will upgrade one (1) private access refueling facility to provide
ethanol (E85) and will purchase two (2) heavy-duty diesel hybrid-electric trucks with power
take-off(PTO)functionality.
The project has been assigned the following Project Number, and each activity has been
assigned an Activity Number, both of which shall be used when tracking and reporting to
NCTCOG.
Project Number: ARRA-DOE-04
The Scope of Service (Scope) contains information on the activities to be conducted and the
expenses that will be reimbursed under the Agreement. All grant-funded scope activities must
be in service by January 29, 2012. Grant funding is applicable to approved equipment, supply,
and administrative costs directly related to the incremental costs of vehicle purchases,
conversion kit purchase and installation, and/or refueling/recharging infrastructure
implementation. Pursuant to the cost share commitments identified by the City of Fort Worth
upon application for grant funds, total grant funding reimbursed cannot exceed 29.7 percent
(29.7%)of the actual costs of project implementation.
The minimum number of each activity type to be accomplished with the grant award is outlined
in the "Approved Application Summary", along with a maximum award amount and committed
cost share. If actual expenses are lower than expected and the full award amount is not fully
utilized, the City of Fort Worth may request approval from the North Central Texas Council of
Governments (NCTCOG) to use the balance of grant funds in a manner consistent with all
requirements of this Agreement and Scope, including cost share requirements. If this situation
arises, the City of Fort Worth will notify the NCTCOG Staff Contact and request approval as
quickly as possible to ensure timely implementation.
TASK 1 — Purchase and Installation of Approved Vehicles and/or Conversion Kits
All new vehicles, engines, and conversion systems must be certified or approved by the US
Environmental Protection Agency (EPA) and/or California Air Resources Board (CARE) and
meet applicable Federal Motor Vehicle Safety Standards (FMVSS).
Revision 1 (December 16, 2010)
ADoroved Aoolication Summa —Vehicles
Activity- pro Minimum Average Annual Annual Maximum
Number Mileage Hours PTO Expense Award Committed
Number, Description of Units (per vehicle) Operation Category Amount Cost Share
Purchase
International
2 4300 Diesel 1 9,700 1080 Equipment $51,500.00 $140,500.00
Hybrid-Electric
Vehicle
Purchase
International
3 4300 Diesel 1 11,000 864 Equipment $51,500.00 $135,000.00
Hybrid-Electric
Vehicle
TOTAL i 1 1 $103,000.00 $275,500.00
TASK 2—Implementation of Fueiina Infrastructure
The City of Fort Worth will construct and/or expand fueling infrastructure to provide alternative
fuel as outlined in the Approved Application Summary. The City of Fort Worth will ensure that
all applicable federal, State, and local laws and regulations are followed related to the
construction and/or use of alternative refueling infrastructure, including National Environmental
Policy Act (NEPA) requirements and/or other necessary environmental reviews. In addition, the
City of Fort Worth will adhere to all special provisions of the American Recovery and
Reinvestment Act, including required use of American iron, steel, and manufactured goods and
wage requirements (Sections 1605 and 1606 of the ARRA), as identified in the Agreement.
A roved ADolication Summa — Fue no Infrastructure
Average
.: Fuel ' - Maximum.
Activity "Oct, Project Number of Annual- Expense Committed
Number bescription Location TypeM, Dispensers Gallons; Category Awant Cost Sham Provided Dis used Amount
Upgrade 1013
Private Cherry
1 Access St., Fort E85 1 14,500 Equipment $35,147.00 $51,107.00
Refueling Worth,
Facility TX
TOTAL $35,147.00 $51,107.00
TASK 3—Operation
The City of Fort Worth will own and operate the grant-funded infrastructure and vehicles for a
minimum of a five-year Activity Life for each funded activity. The City of Fort Worth will display
the American Recovery and Reinvestment Act (ARRA) and/or US Department of Energy (DOE)
Clean Cities logo at all funded fueling infrastructure facilities in a manner clearly visible to the
public for the duration of the approved Activity Life. The required US DOE Clean Cities signage
will be supplied by the NCTCOG. In addition, the City of Fort Worth shall apply appropriate
Revision 1 (December 16, 2010)
signage to fueling infrastructure including all required federal, State, and local fuel dispensing
information including, but not limited to fuel contents, safety precautions, etc.
TASK 4— Public Awareness, Marketing, and Traininq
The City of Fort Worth will promote awareness of grant-funded activities among peer
organizations as well as the general public. The City of Fort Worth will make good faith efforts
to pursue opportunities to promote the project and educate the community about the benefits of
alternative fuels and advanced technologies, including press releases, presentations at
professional organization events, and education to citizens through city publications or websites.
All public awareness, marketing, and training activities will be clearly documented and reported
to NCTCOG. The City of Fort Worth agrees to provide to the NCTCOG copies of any
materials developed, including, but not limited to, press releases, brochures, training manuals,
etc.
TASK 4—Reimbursement and Reporting
The City of Fort Worth will complete all reporting and reimbursement requirements as set forth in
the Agreement and Scope. Speck reporting requirements and their frequencies are detailed
below.
Request for Reimbursement
With each Request for Reimbursement, the City of Fort Worth must submit
documentation proving payment and/or expenses, such as invoices, cancelled checks, or
labor reports. In addition, a completed Activity Information Form(s), included as Appendix
B, must be submitted, as applicable, for each activity for which reimbursement is
requested. The final Request for Reimbursement is due to NCTCOG no later than
January 29, 2012.
Comprehensive ARRA Reporting
Comprehensive ARRA Reporting must be submitted by the fifth day of each month
following each quarter of the project period. The report shall be submitted to the
Agreement Administrator as identified on the front of the Agreement, using the template
provided in Appendix C.
Quarterly Usage Report
A Quarterly Usage Report must be submitted by the 15"'day of each month following each
quarter of the project period, for the duration of the approved Activity Life. Required
reporting will include the following information for each activity:
• For Vehicle Activities
• Actual Mileage for the Quarterly Reporting Period
• Actual Cumulative Mileage
• Actual Gallons Fuel Consumed for the Quarterly Reporting Period
• Actual Cumulative Gallons Fuel Consumed
• Percent of Time Operating in Dallas-Fort Worth Ozone Nonattainment Area
for the Quarterly Reporting Period
• Operational Issues or Changes (if any, such as significant maintenance
Revision 1 (December 16, 2010)
' y
concerns, repair needs, etc.)
For Infrastructure Activities
• Actual Gallons Dispensed for the Quarterly Reporting Period
• Actual Cumulative Gallons Dispensed
• Average Price of Alternative Fuel Over Quarterly Reporting Period
• Operational Changes (if any, such as significant maintenance/repair needs,
temporary closings, etc.)
Quarterly usage reporting will be completed online through the NCTCOG website
(www.nctcomorg). A usemame and password will be provided prior to the end of the first
reporting period.
Certified Payroll Reports
Weekly Certified Payroll Reports must be submitted by 5 p.m. on the Friday of the week
following the reporting period for any week in which applicable work is performed. The
required weekly payroll reporting form is provided in Appendix D and shall also be
completed for Contractors. Reports with original signatures must be submitted by to the
Agreement Administrator. Scanned or faxed copies are not acceptable.
Schedule
Tssk Date
Certified Payroll Weekly Certified Payroll Reports must be submitted by 5 p.m. on
Records the Friday of the week following the reporting period for any
week in which applicable work is performed.
Due by the fifth day of each month following the quarter of
project activity, for the duration of the Agreement period:
Comprehensive • January 5 for activity from October 1 —December 31,
ARRA Reporting • April 5 for activity from January 1 —March 31,
• July 5 for activity from April 1 —June 30, and
• October 5 for activity from July 1 —September 30
Due by the 15th day of each month following the quarter of
project activity, for the duration of Activity Life:
Quarterly Usage • January 15 for activity from October 1 —December 31,
Reporting • April 15 for activity from January 1 — March 31,
• July 15 for activity from April 1 —June 30, and
• October 15 for activity from July 1 —September 30
Project Completion January 29, 2012
Deadline
Final Request for January 29, 2012
Reimbursement
Written Certification of Required at end of Activity Life or upon transfer of ownership
Disposition for all grant-funded vehicles and equipment
Revision 1 (December 16, 2010)
M&C - Council Agenda 7/26/20118:57:05 AM
City of Fort Worth, Texas kM ",,eA.1
Mayor and Council Communication
COUNCIL ACTION: Approved on 7/19/2011 - Ordinance No. 19777
DATE: Tuesday, July 19, 2011 REFERENCE NO.: **C-25022
LOG NAME: 212009NCTCOG_DOE(AMENDMENTI)
SUBJECT:
Authorize the Amendment of a Fiscal Year 2009 American Recovery and Reinvestment Act Grant Fund
with the North Central Texas Council of Governments, Contract No. 40651 in the Amount of $103,000.00
for the Purpose of Purchasing Two Heavy-Duty Diesel Hybrid Electric Vehicles and Adopt Appropriation
Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to amend a Fiscal Year 2009 American Recovery and Reinvestment Act
Grant Fund with the North Central Texas Council of Governments for the reimbursement of the
incremental difference of the purchase of two Heavy Duty Hybrid Electric Trucks in the amount of
$103,000.00; and
2. Authorize the transfer of $298,163.03 from the General Fund to the Grant Capital Projects Fund for the
required match for the grant.
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Grant Capital Projects Fund in the amount of $401,163.03.
DISCUSSION:
The Dallas/Fort Worth Metropolitan Area is categorized as a non-attainment area for ozone. As such, the
Clean Air Act Amendments of 1990 require the area to show control strategies that will reduce emissions.
On June 22, 2010, the City Council authorized the City Manager to apply for, accept and execute a grant
from the North Central Texas Council of Governments (NCTCOG), M&C C-24282, for the reimbursement
of the purchase and installation of an alternative fuel management system in the amount of $35,147.00,
Contract No. 40651.
On December 29, 2010, the NCTCOG authorized an amendment to that contract to include the
reimbursement of the incremental difference in the purchase of two heavy-duty diesel hybrid electric
vehicles. This amendment revised Appendix A, Scope of Service and increased the budget amount to
$138,147.00 for a total increase of $103,000.00.
Two similar hybrid trucks were placed into the City's fleet during 2010. The purchase of these two
additional replacement vehicles is in support of the Council's Strategic Goal of Improving mobility and air
quality.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations,
award of the grant and adoption of the attached appropriation ordinance, funds will be available in the
current capital budget, as appropriated, of the Grant Capital Projects Fund.
Page 1 of 2
M&C - Council Agenda 7/26/2011 8:57:05 AM
FUND CENTERS:
TO Fund/AccountMenters FROM Fund/Account/Centers
3) GR74 451409 021203442000 $103,000.00 2) GG01 538070 0809040 $148,413.03
3) GR74 472001 021203442000 $298,163.03 2) GG01 538070 0204004 $149,750.00
3) GR74 541360 021203442010 $401,163.03
CERTIFICATIONS:
Submitted for City Manager's Office by: Karen Montgomery (6222)
Originating Department Head: Wayne Corum (5118)
Additional Information Contact: Wayne Corum (5118)
ATTACHMENTS
1. 21 2009NCTCOG DOE AMENDMENT1 A01 j.doc (Public)
2. Appendix A.12d (Public)
3. GG01 54.pdf (CFW Internal)
4. Updated recommendation - Don Walker.msa (CFW internal)
Page 2 of 2
M&r - Council Agenda 7/26/20119:00:04 AM
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 6/22/2010 - Ord. No. 19194-06-2010
DATE: Tuesday, June 22, 2010 REFERENCE NO.: **C-24282
LOG NAME: 212009NCTCOG DOE
SUBJECT:
Authorize the Application for, Acceptance and Execution of a Fiscal Year 2009 American Recovery and
Reinvestment Act Grant Fund with the North Central Texas Council of Governments in the Amount of
$35,147.00 for the Purpose of Installing an Alternative Fuel Management System and Adopt Appropriation
Ordinance
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to apply for, accept and execute, if awarded, a grant from the North Central
Texas Council of Governments for the reimbursement of the purchase and installation of an alternative
fuel management system in the amount of$35,147.00;
2. Authorize the transfer of $35,147.00 from the Equipment Services Fund to the Grant Capital Projects
Fund for the 50 percent required match for the grant; and
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations of
$70,294.00 in the Grant Capital Projects Fund.
DISCUSSION:
The Dallas/Fort Worth Metropolitan Area is categorized as a non-attainment area for ozone. As such, the
Clean Air Act Amendments of 1990 require the area to show control strategies that will reduce emissions.
On April 4, 2006, the City Council adopted the Clean Fleet Vehicle Resolution (Resolution No. 3334-04-
2006) that outlined the acquisition, operation and maintenance standards for the City of Fort Worth's fleet.
When the Federal Government initiated the American Recovery and Reinvestment Act (ARRA) Program,
the Department of Energy Clean Cities Petroleum Reduction Technologies grant was created. In May
2009, the Equipment Services Department (ESD) submitted a request for a call for projects under the
Department of Energy Clean Cities Petroleum Reduction Technologies grant through the North Central
Texas Council of Governments.
In June 2001, the City of Fort Worth purchased its first E85 capable (Flex Fuel) vehicle. Currently, the City
has approximately 450 Flex Fuel vehicles in service. At the time of the call for projects, there were
approximately 285 vehicles in service.
The estimated cost associated with purchasing the alternative fuel management system and up-fitting
approximately 285 vehicles is $86,254.00. Funding for the up-fitting of these vehicles is included with the
adoption of the Fiscal Year 2010 budget. Based on the ARRA Program guidelines, the City is eligible to be
reimbursed for up to 50 percent of the total project cost. The estimated cost for this project is $70,294.00
for the equipment and City supplied labor to install the equipment on the vehicles is $15,960.00. The grant
will include equipment only. The labor portion is already budgeted in and will be paid from Fund P161. This
project is designed to only allow specific vehicles to receive the alternative fuel (E85) and prevent
dispensing to vehicles that are not designed to operate on this fuel. If E85 is operated in a vehicle not
designed for it, serious damage may result to the vehicle's fuel system and engine.
Page 1 of 2
M&C - Council Agenda 7/26/20119:00:04 AM
Y
The price of E85 fuel is approximately$.40 per gallon cheaper at today's cost compared to unleaded
gasoline. In addition to being less expensive, it is a cleaner burning fuel and reduces the dependency on
foreign oil.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations,
award of the grant and adoption of the attached appropriation ordinance, funds will be available in the
current capital budget, as appropriated, of the Grant Capital Projects Fund.
FUND CENTERS:
TO Fund/Account/Centers FROM Fund/Account/Centers
3)) GR74 451409 021203448000 $35,147.00 2)) P161 538070 0212070 $35,147.00
2 & 3)) GR74 472061 021203448000 $35,147.00
3)) GR74 541320 021203448010 $70,297.00
CERTIFICATIONS:
Submitted for City Manager's Office by: Karen Montgomery (6222)
Originating Department Head: Wayne Corum (5118)
Additional Information Contact: Wayne Corum (5118)
ATTACHMENTS
1. 212009NCTCOGDOE AO REVISED (2,).doc (Public)
2. Available funds Fuel System Upgrade.doc (CFW Internal)
Page 2 of 2