Midtown Loop & Feeder Grant Certificate of Completion Copyright 2014
City of Dubuque Consent Items # 6.
ITEM TITLE: Midtown Loop & Feeder Grant Certificate of Completion
SUMMARY: City Manager recommending acceptance of the Mid-Town Loop & Feeder
Pilot Route Project as completed.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
❑ Mid-Town Loop& Feeding Pilot Route Certificate of Completion& Final City Manager Memo
Acceptance-MVM memo
❑ Staff Memo Staff Memo
❑ IDOT Certificate Supporting Documentation
❑ Grant Documentation Supporting Documentation
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Mid-Town Loop & Feeding Pilot Route Certificate of Completion and Final
Acceptance of Agreement Work (STP-A-PA27(004)-86-31
DATE: February 23, 2015
Operations Supervisor Jodi Johnson is recommending City Council acceptance of the
Mid-Town Loop & Feeder Pilot route project as completed.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Micliael C. Van Milligen
MCVM:sv
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
Jodi Johnson, Operations Supervisor
THE CITY OF Dubuque
AII11-America CiI.ty
UB E1
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Jodi Johnson, Operations Supervisor
DATE: February 13, 2015
RE: Mid-Town Loop & Feeder Pilot Route Certificate of Completion and Final
Acceptance of Agreement Work (STP-A-PA27(004)-86-31)
INTRODUCTION
The enclosed resolution provides the final acceptance certificate for the Mid-Town
Loop & Feeder Pilot Route (STP-A-PA27(004)-86-31).
BACKGROUND
The Midtown Loop & Feeder project was funded by an Iowa Clean Air Attainment
Program Grant. Funding was awarded to develop a service that provides faster bus
transportation between the downtown and west-end transfers. This added service was
intended to serve as the catalyst for broader system improvements. The routes were
implemented January 6, 2014 and have been the source of The Jule's increased
ridership. Funding from this grant allowed The Jule to increase service area and
decrease travel times allowing the riders to travel farther and in less time than with
previous routes.
DISCUSSION
The two routes funded through ICAAP grant and the corresponding service changes have
been successfully implemented. The final claim for reimbursement was submitted to the
IDOT by Candace Eudaley-Loebach on January 27, 2015 in the amount of$90,345.04.
RECOMMENDATION
I recommend that the City Council accept the Mid-Town Loop & Feeder Pilot route project
as completed.
ACTION TO BE TAKEN
The City Council is requested to adopt the attached Mid-Town Loop & Feeder Pilot Route
Certificate of Completion and Final Acceptance of Agreement Work (STP-A-PA27(004)-
86-31).
cc: Maurice Jones, Economic Development Director
Kelley Deutmeyer, Executive Director of ECIA
2
Form 640003
03-04
Iowa Department of Transportation
CERTIFICATE of COMPLETION and
FINAL ACCEPTANCE of AGREEMENT WORK
RE
MAR 0 9 2W5
OFFICE OF SYSTEMS PLANNING
NNIING
COMPANY: (17 1tI,f%- j F. �
!;(`/ Ai,' L/2 Ut;eCOUNTY/CITY: t tl i � i c e
G 1/ r� 1
ADDRESS: 0I . i' dt=%� �� V PROJECT NO.: Sri) -4" ' ' I (CO4J - - 31
KIND OF WORK: /6(
AGREEMENT DATE: 0/0 /4 FIELD COMPLETION DATE: 9l
This is to certify that the work covered by the above referenced agreement has been completed in accordance with said
agreement and is hereby accepted, subject to final audit of costs.
SIGNATURE: ��.,�L.t.� t ��7 >�
DATE' /r / /S
Projea(Engineer (Res. Cons`tructiork) (Area Engineer) (County) (Pity) (Consultant)
fUr
C Ot. ?J•V,L
*SIGNATURE.
District (Construction) (Maintenance) (Local Systems) Engineer
DATE:
Year
Year
Approved and work accepted by the Board of Supervisors/City Council of Dl.c 1::) -
this L -N day of r
Year
SIGNATURE:
rtc/9
Chairman/Mayor
Acknowledge completion of project in accordance with referenced agreement by the Iowa Department of Transportation
this /ril day of Al /t( G/ 26) /
Year
SIGNATURE:
Iowa Department of Transportation
OFFICE Of SYS
*On Local State Assisted
Projects District does
NOT certify but
acknowledges
completion of project.
DO NOT WRITE IN THIS BOX. CENTRAL OFFICE USE ONLY.
(Check or Initial Appropriate Box)
0 Office of Audits
0 Copies to District
❑ Copy to Company
❑ Original to Files
CLAIM FOR REIMBURSEMENT OF FEDERAL PROJECT COSTS
Claim Number: 7
Local Public Sponsor:
City: Dubuque
(TAP, TE, FRT, ICAAP, NSB, Earmark)
Check for Final Reimbursement Date: 01/27/15 lowa DOT Project Number: STP-A-PA27(004)-86 31
Agreement Number.,2012-ICAAP 09
ity of Dubuque/DMATS
Project Name: Midtown Loop& Feeder Pilot'Route Year 1 Operating Asistance
County: `Dubuque
1 Maximum federal -aid payable per the Iowa DOT project agreement:
2 Maximum in-kind contribution authorized (if applicable):
3 Local Contribution (if applicable):
4 Total project cost:
$557,000.00
$139,250.00
$696,250.00
Preliminary Engineering (PE) (if Federally authorized)
5 Total dollar amount of PE costs paid:
Construction Engineering (CE) (if Federally authorized)
6 Total dollar amount of CE costs paid:
Right of Way Acquisition (ROW) (if Federally authorized)
7 Total dollar amount of ROW costs paid:
Construction (CONST) (if Federally authorized)
8 Total dollar amount of CONST costs paid:
Local Forces (LF - In -House Services or Local Agency Forces Work) (if Federally authorized)
9 Total dollar amount of LF costs paid:
Utility Relocation (UR) (if Federally authorized)
10 Total dollar amount of UR costs paid:
Railroad (RR) (if Federally authorized)
11 Total dollar amount of RR costs paid:
Non -Construction Project Costs (Non -Const) (if applicable, see Instructions for examples) (if Federally authorized)
12 Total dollar amount of Non -Const costs paid: $112;931.30.
$642,985.62
In -Kind (Third -Party Contribution) (if Federally authorized)
13 Total dollar amount of in-kind contribution claimed:
14 Total dollar amount eligible for reimbursement
15 Federal reimbursement rate per the Iowa DOT project agreement:
Dollar amount eligible for reimbursement (line 14 multiplied by line 15); or the
16 maximum federal -aid payable per the Iowa DOT project agreement; or total eligible
costs (line 14 minus line 13) if in-kind is applicable - whichever is less:
17 Dollar amount reimbursed by the Iowa DOT prior to this claim:
Less 5% Iowa DOT Withholding of Federal -Aid portion of CONSTRUCTION cost
18 until final field audit is completed (5% of the product of line 8 Cumulative Amount [Bj
multiplied by line 15) OR 5% of maximum federal funds, whichever is less:
19 Dollar amount due this payment/final payment (line 16 minus line 17 and minus line 18):
$642,985.62
80.00%
In-kind <= 20%
$514,388.50
In-kind > 20%
$514,388.50
5% Constr
Fed Aid $
$0.00
5% of Fed Aid $
$27,850.00
$514,388.50
$424,043.46
$0.00
$90,345.04
I hereby certify that all eligible project activities for which reimbursement is requested have been paid in full and completed in compliance with the project plans,
specifications, the project agreement, the laws of the State of Iowa and the ordinances of the CITY/COUNTY or Local Public Sponsor.
City of Dubuque/DMATS
Local Public Sponsor
I certify that the items claimed for payment are proper and true and that no part of this claim has been paid by the Iowa DOT.
Make Check Payable to:
Local Public Sponsor
(Sign in Ink)
City of Dubuque
Director of Transit Operations
1/27/2015
Date
Mailing Address:
2401 Central Ave, Dubuque, IA 52001
Title
Return/mail signed original to: Iowa Department of Transportation, Office of Systems Planning, 800 Lincoln Way, Ames, Iowa 50010
Cumulative Non -
Eligible Cost of
Eligible Amount This
Cumulative Eligible
Approved Work IN]
(if applicable)
Claim [AI
Amount [Bj
Preliminary Engineering (PE) (if Federally authorized)
5 Total dollar amount of PE costs paid:
Construction Engineering (CE) (if Federally authorized)
6 Total dollar amount of CE costs paid:
Right of Way Acquisition (ROW) (if Federally authorized)
7 Total dollar amount of ROW costs paid:
Construction (CONST) (if Federally authorized)
8 Total dollar amount of CONST costs paid:
Local Forces (LF - In -House Services or Local Agency Forces Work) (if Federally authorized)
9 Total dollar amount of LF costs paid:
Utility Relocation (UR) (if Federally authorized)
10 Total dollar amount of UR costs paid:
Railroad (RR) (if Federally authorized)
11 Total dollar amount of RR costs paid:
Non -Construction Project Costs (Non -Const) (if applicable, see Instructions for examples) (if Federally authorized)
12 Total dollar amount of Non -Const costs paid: $112;931.30.
$642,985.62
In -Kind (Third -Party Contribution) (if Federally authorized)
13 Total dollar amount of in-kind contribution claimed:
14 Total dollar amount eligible for reimbursement
15 Federal reimbursement rate per the Iowa DOT project agreement:
Dollar amount eligible for reimbursement (line 14 multiplied by line 15); or the
16 maximum federal -aid payable per the Iowa DOT project agreement; or total eligible
costs (line 14 minus line 13) if in-kind is applicable - whichever is less:
17 Dollar amount reimbursed by the Iowa DOT prior to this claim:
Less 5% Iowa DOT Withholding of Federal -Aid portion of CONSTRUCTION cost
18 until final field audit is completed (5% of the product of line 8 Cumulative Amount [Bj
multiplied by line 15) OR 5% of maximum federal funds, whichever is less:
19 Dollar amount due this payment/final payment (line 16 minus line 17 and minus line 18):
$642,985.62
80.00%
In-kind <= 20%
$514,388.50
In-kind > 20%
$514,388.50
5% Constr
Fed Aid $
$0.00
5% of Fed Aid $
$27,850.00
$514,388.50
$424,043.46
$0.00
$90,345.04
I hereby certify that all eligible project activities for which reimbursement is requested have been paid in full and completed in compliance with the project plans,
specifications, the project agreement, the laws of the State of Iowa and the ordinances of the CITY/COUNTY or Local Public Sponsor.
City of Dubuque/DMATS
Local Public Sponsor
I certify that the items claimed for payment are proper and true and that no part of this claim has been paid by the Iowa DOT.
Make Check Payable to:
Local Public Sponsor
(Sign in Ink)
City of Dubuque
Director of Transit Operations
1/27/2015
Date
Mailing Address:
2401 Central Ave, Dubuque, IA 52001
Title
Return/mail signed original to: Iowa Department of Transportation, Office of Systems Planning, 800 Lincoln Way, Ames, Iowa 50010
Iowa Department of Transportation
Form 240007 Attachment(12-13)
Scope of Work and Budget (Non-Construction) Work Plan Project Costs
Please fill in shaded areas as appropriate. Complete this form with budget information if there is an approved Scope of Work and Budget.
Date: 01/27/15 Reimbursement Request Number: 7 Attachment Iowa DOT Project Number: STP-A-PA27(004)-86-31 Project Name: Midtown Loop& Feeder Pilot Route Year 1 Operating Asistance
Authorized/Approved Work Plan Items
Local Contribution "Cash Contribution"is
Required- (additional actual cash given to the
Work Maximum Federal-Aid Maximum In-Kind amount needed to project bya third party.
Plan Total Budget for Payable Per the Iowa Contributions reach budget Cash Contribution
Item# Work Plan Item - Description Work Plan Item DOT Project Agreement Approved amount) Received (if applicable)
1 Task 1: Express (Feeder) Route Fixed Route Staffing and Operations $186,262.92 $149,010.34 $37,252.58
2 Task 2: Grey Route (Loop) Fixed Route Staffing and Operations $251 ,435.62 $201 ,148.50 $50,287.12
3 Task 3: Extended Hours Fixed Route Staffing and Operations $52,227.85 $41 ,782.28 $10,445.57
4 Task 4: Outreach Activities and Materials $66,575.95 $53,260.76 $13,315.19
5
6
7
8
9
10
Totals $556,502.34 $445,201.87 $0.00 $111,300.47 $0.00
Please enter the approved work plan items with a brief description, the Work Plan Item Budget, the Federal Funds approved, In-Kind contribution approved, the Local contribution needed
and the cash contribution approved for each work plan item.
Claimed Costs Per Work Plan Item Comparing Claimed Cost Amount to Date to the Approved/Authorized Amount, using the lesser amount
Actual Total Dollar Total Dollar Amount
ZTotalr Amount of Cumulative Actual Cumulative of Cumulative
Work e Eligible Costs Paid-To- Work Dollar Amount of Eligible Costs Paid
Plan Date, Including This Plan Eligible Costs Paid To To-Date (held to
Item# Work Plan Item - Description Claim Item# Work Plan Item - Description Date Maximum Budget)
1 Task 1: Express (Feeder) Route Fixed Route Staffing and Operations 0 56,261 .60 1 Task 1: Express (Feeder) Route Fixed Route Staffing and Operations $56,261 .60 $56,261 .60 _ _ _ _ _ _ _
2 ITask 2: Grey Route (Loop) Fixed Route Staffing and Operations $37,640.83 $37,640.83 I 2 rask 2: Grey Route (Loop) Fixed Route Staffing and Operations $37,640.83 $37,640.83 For the Amount Eligible I
3 Task 3: Extended Hours Fixed Route Staffing and Operations $11 ,074.83 $11 ,074.83 1 3 rask 3: Extended Hours Fixed Route Staffing and Operations $11 ,074.83 $11 ,074.83 This Claim Line 12[A] on
Task 4: Outreach Activities and Materials Please fill in the Claim Form, please take
4 $7,954.04 $7,954.04 1 4 rask 4: Outreach Activities and Materials $7,954.04 $7,954.04 the current Total Dollar
5 0 amounts as
appropriate for 5 0 1 $0.00 $0.00 Amount of Cumulative
6 0 each work plan 1 6 0 $0.00 $0.00 Eligible Costs minus the
last request Total Dollar
0
7 item. 1 7 0 $0.00 $0.00 Amount of Cumulative I
$ 0 $ 0
9 1 0.00 0.00 Eligible Costs Amount.
0 9 0 I
$0.001 $0.00 Enter the amount on Claim
10 0 _ _ _ _ _� 10 0 $0.00 $0.00 Form Line 12[A].
Work Plan Item-Description will automatically fill in. Totals $112,931.30 $112,931.30 Work Plan Item-Description will automatically fill in. Totals $112,931.30 $112,931.30'Use the last column
lamount on Line 12[B] I
In-Kind Contributions (If Applicable) Per Work Plan Item Comparing In-Kind Contributions Amount to Date to the Approved/Authorized Amount, using the lesser amount
Actual Cumulative Cumulative Eligible
Actual Eligible In- Eligible In-Kind In-Kind Contribution
Work Kind Contribution Contribution Performed Work Actual Cumulative In- Performed
Plan Performed, This To-Date, Including This Plan Kind Contribution To-Date (held to
Item# Work Plan Item - Description Claim Claim Item# Work Plan Item - Description Performed To Date Maximum Approved)
1 Task 1: Express (Feeder) Route Fixed Route Staffing and Operations I 1 iress (Feeder) Route Fixed Route Staffing and OperaL $0.00 $0.00
2 ITask 2: Grey Route (Loop) Fixed Route Staffing and Operations 1 2 1 ask 2: Grey Route (Loop) Fixed Route Staffing and Operations $0.00 $0.00 For the Amount Eligible
3 Task 3: Extended Hours Fixed Route Staffing and Operations 3 rask 3: Extended Hours Fixed Route Staffing and Operations $0.00 $0.00 This Claim Line 13[A] on
4 Task 4: Outreach Activities and Materials Please fill in4 task 4: Outreach Activities and Materials the Claim Form, please take,
5 0 amounts as 5 0 $0.00 $0.00 the current Cumulative I
appropriate for I Eligible In-Kind
6 0 each work plan 6 0 $0.00 $0.00 Contribution amount minus
7 0 item. I 7 0 $0.00 $0.00 last request Cumulative
$ 0 1 $ 0 $0.00 $0.00 Eligible Amount(Line 13[B]
g 0 I g 0 $0.00 $0.00 last claim). Enter the
amount on Claim Form Line,
10 10 1 10 10 $0.001 $0.00 13[A]. I
Work Plan Item-Description will automatically fill in. Totals $0.00 $0.00 Work Plan Item-Description will automatically fill in. Totals $0.00 $0.001 Use the last column
amount on Line 13[B]
If other in-kind contributions other than work plan items are approved, please add the dollar values together for Line 13[A]and 13[B].
Cash Contribution Provided (If Applicable) per Work Plan Item
Actual Cumulative Cash
Work Actual Cash Contribution "Cash Contribution"is actual cash given
Plan Contribution, This To-Date, Including This to the project by a third party.
Item# Work Plan Item - Description Claim (if applicable) Claim (if applicable)
1 Task 1: Express (Feeder) Route Fixed Route Staffing and Operations This area is not to enter the value of the 20%match requirement.
2 Task 2: Grey Route (Loop) Fixed Route Staffing and Operations This area is for actual cash donations from third parties.
3 Task 3: Extended Hours Fixed Route Staffing and Operations
4 Task 4: Outreach Activities and Materials There is not a place for this amount on the claim form.
5 0 This amount will be taken into consideration if the
6 0 "Cash Contribution" is more than the 20% required.
7 0
$ 0
g 10
10 10
Work Plan Item-Description will automatically fill in. Totals $0.00 $0.00
Iowa Department of Transportation
Form 240007 Attachment(12-13)
Scope of Work and Budget (Non-Construction) Work Plan Deliverables
Claim Number: 7 Attachment Date: 01/27/15 Project Number: STP-A-PA27(004)-86-31
Local Public Sponsor: City of Dubuque/DMATS Agreement Number: 2012-ICAAP-09
Include this form if there is an approved Scope of Work and Budget(based on the Scope of Work approved).
Please fill in shaded areas, adding or deleting tasks and deliverables as appropriate for your overall project. Please make sure all tasks and deliverable
numbers are included on each claim submittal, even if work was not completed.
Please make sure the text wraps in the cell and you expand the height of the row to show all text.
Work Completed this billing period: Total Percent
of Deliverable
Complete
Task 1: Fixed Route Staffing and Operations - Feeder Service 100.0%
Deliverable 1 Operate Fixed Route Feeder Service (year 1)
Task 2: Fixed Route Staffing and Operations - Loop Service 100.0%
Deliverable 1 Operate Fixed Route Loop Service
Task 3: Fixed Route Extended Hours 100.0%
Deliverable 1 Operate routes connected to the Loop and/or Feeder additional 15-30 minutes each to provide connetcions to and from
the Loop and Feeder Service (year 1)
Task 4: Outreach Activities 100.0%
Deliverable 1 Restructure existing routes to provide shorter trip times and connections to Loop and Feeder Services
Deliverable 2 Create maps, brochures, flyers and schedule materials for Feeder, Loop and other impacted
Update website with new route information
Draft press releases, Twitter and Facebook posts announcing service changes
Deliverable 3 Conduct outreach to local human service providers, community groups, and businesses on the new route structure and
new routes
Deliverable 4 Design and produce web, print and other advertising and marketing materials
Place ads in local publications
3
Midtown ICAAP GRANT OPERATING COSTS SUMMARY
FFY 15
October-December 2014 Elderly Disabled Revenue Revenue Fringe, Other
Ridership Ridership Ridership Miles Hours Hourly Rate Direct Direct Cost Total Expense
Task 1: Fixed Route Operations
Feeder- Express
Bus Operator (Full-Time) 67 611 17833 878.42 $19.87 $10.13 $0.00 $26,352.60
Fuel (3.39/gallon; 3.Ompg) 13042 $14,737.46 $14,737.46
Maintenance (0.77/mile) $10,042.34 $10,042.34
Share of Overhead (7.28%) $12,930.69
Task 1 Subtotal: $64,063.09
Passenger Fares $7,801.49
Task 1 Subtotal(fares subtracted): $56,261.60
asK Z: Fixed KOute Operations
Loop- Grey Line
Bus Operator (Part-Time) 63 575 10539 856.2 $19.87 $3.29 $0.00 $19,829.59
Fuel (3.39/gallon; 3.5mpg) 8213 $7,954.88 $7,954.88
Maintenance (0.77/mile) $6,324.01 $6,324.01
Share of Overhead (4.58%) $8,142.91
Task 2 Subtotal: $42,251.38
Passenger Fares $4,610.55
Task 2 Subtotal(fares subtracted): $37,640.83
Task 3: Fixed Route Operations
Extended Hours (2.5)
Bus Operator (Part-Time) 29 269 3950 201.88 $19.87 $3.29 $0.00 $4,675.54
Fuel (3.39/gallon; 3.5mpg) 2977 $2,883.44 $2,883.44
Maintenance (0.77/mile) $2,292.29 $2,292.29
Share of Overhead (1.7%) $2,951.59
Task 3 Subtotal: $12,802.86
Passenger Fares $1,728.03
Task 3 Subtotal(fares subtracted): $11,074.83
Task 4: Outreach Activities
Staff Time Cost Allocation Attached $5,492.04
Materials Invoices and Samples Attached $2,462.00
Task 4 Subtotal: $7,954.04
Total Operating Cost (100%) $112,931.31
Operating Reimbursement Request (80%) $90,345.05
October-December 2014
Overhead Share by Route
Total Revenue Share of Share of
Route Route Revenue Miles Miles Rev Miles Total Overhead Overhead
Fixed Route 97,140 179,270 54.19% $ 177,740 $ 96,311
Paratransit 57,898 179,270 32.30% $ 177,740 $ 57,404
ICAAP Grant- Feeder 13,042 1 179,270 1 7.28% $ 177,740 1 $ 12,931
ICAAP Grant- Loop 8,213 179,270 4.58% $ 177,740 $ 8,143
ICAAP Grant- Extended Hours 2,977 179,270 1.7% $ 177,740 $ 2,952
ICAAP GRANT MARKETING MATERIALS SUMMARY(Payments&Samples Attached)
FFY1S Q1
SOURCE ITEM QUANTITY RATE TOTAL 80%
A Golden View- October Ad 1 180 180.00 144.00
B Golden View- November Ad 1 180 180.00 144.00
C Golden View- December Ad 1 180 180.00 144.00
D TH Media- October Ad in Neighbors Magazine 1 200 200.00 160.00
E TH Media- November Ad in Neighbors Magazine 1 200 200.00 160.00
F ITH Media- December Ad in Neighbors Magazine 1 200 200.00 160.00
G Community Incorporated-October 3651NK Magazine 2 149.5 299.00 239.20
H Community Incorporated-November 3651NK Magazine 2 149.5 299.00 239.20
1 Community Incorporated-December 3651NK Magazine 2 149.5 299.00 239.20
J Julien's Journal - November Ad 1 425 425.00 340.00
TOTAL I 1 1 2,462.001 1,969.60