SPECIAL MEETING - TELECONFERENCE ONLY€¦ · SPECIAL MEETING - TELECONFERENCE ONLY _____ Time:...

_____________________________________________________________ CENTRAL OKLAHOMA TRANSPORTATION AND PARKING AUTHORITY (COTPA)

SPECIAL MEETING - TELECONFERENCE ONLY ______________________________________________________________ Time: 9:00 a.m.

Date: April 03, 2020 Location: TELECONFERENCE TRUSTEES: Chris Kauffman, Chairman Bernard L. Semtner, III, Vice Chairman Brent Bryant James Cooper David Greenwell David Holt Steve Hill, Surrogate Trustee Craig Freeman, City Manager

Laura Johnson, Surrogate Trustee

Teleconference No: 405-534-4946 Conference ID: 407 497 001#

All members will be attending via Teleconference

____________________________________________________________ It is the policy of COTPA to ensure communication with participants and members of the public with disabilities are as effective as communications with others. Anyone with a disability that would like to participate in the meeting but requires an accommodation, modification of policies/procedures, auxiliary aid or service, or an alternate format of the agenda/information provided at the meeting, please contact Iris Newman at 405-297-2484 within 48 hours (not including weekends or holidays) of scheduled meeting. Individuals utilizing TTY/TDD technology for telephone communication should utilize the free “711 Relay Oklahoma” service by dialing 711 to assist you in contacting Ms. Newman. The Authority will consider the choice of auxiliary aid or service requested by the individual with a disability.

PARTICIPANT INSTRUCTIONS

TELECONFERENCE MEETING

The Central Oklahoma Transportation and Parking Authority (COTPA) will provide the first teleconference meeting on April 3, 2020 at 9:00 a.m. The COTPA encourages participation in the public meeting from the residents of Oklahoma City. The City Council Chamber will be closed and the only alternative to participate in the meeting will be by teleconference. Below are instructions on how to listen to the meeting, request to speak on certain agenda items and how to request to speak under Citizens to be Heard.

• To listen to the meeting, call (405) 534-4946. When prompted, enter

Conference ID: 407 497 001# • To sign up to speak on an agenda item or “Citizens to Be Heard,” or ask

questions about the meeting, call (405) 297-2824 or text (405) 479-1615.

Participants who wish to speak on items on the agenda will be placed on mute until the Chairman recognizes the caller to speak. Citizens will be limited to 3 minutes to speak to the Trust. To speak on a certain agenda item, please call 405-297-2824 or text your request to 405-479-1615, please include the agenda item number and the reason you would like to speak (protest, representing applicant, request continuance, i.e.) Please submit your request prior to the beginning of the meeting to avoid receiving your request after your item has been considered. The Secretary will attempt to submit requests received during the meeting to process them to the Chairman. To speak under “Citizens to be Heard” please call (405) 297-2824 or text (405) 479-1615; please list your name, address, phone number and the subject on which you wish to address the Trust. The Chairman will announce at the beginning of the meeting that if connections are lost, the City will attempt to restore communications for a maximum of 15 minutes and if communications cannot be restored, and if communications cannot be restored, the meeting will reconvene at a certain date, time and place. If you are disconnected from the teleconference, please try again before calling (405) 297-2824 or texting (405) 479-1615.

AGENDA CENTRAL OKLAHOMA TRANSPORTATION AND PARKING AUTHORITY DATE: April 03, 2020 TIME: 9:00 a.m. SPECIAL MEETING TELECONFERENCE ONLY

I. CALL TO ORDER

II. ITEMS FROM THE CHAIRMAN

III. CITIZENS TO BE HEARD

IV. APPROVAL OF MINUTES

A. Approval of the Minutes of the COTPA Board Meeting Held on March 6, 2020

V. CONSENT DOCKET

A. Agreement for Professional Services for Public Art Projects with The City of

Oklahoma City to solicit, select and install public art for all Central Oklahoma Transportation and Parking Authority public projects.

B. Audit Contract with Allen, Gibbs & Houlik, L.C., for auditing services for Fiscal Year

2020 Financial Statements, cost of $50,910.

C. Oklahoma City Streetcar Lease and Operations Agreement with The City of Oklahoma City, for lease, operations and maintenance of the Oklahoma City streetcar system, retroactive to April 1, 2020 through March 31, 2021

D. Amendment No. 1 to Professional Services Agreement with Crowe and Dunlevy for

Legal Services, extending term through June 30, 2020.

E. Assignment of Pricing Agreement Between the Central Oklahoma Transportation and Parking Authority and AxleTech International, LLC (COTPA2018008 Parts and Services for Buses) to Meritor Heavy Vehicle Systems, LLC.

VI. ITEMS FOR INDIVIDUAL CONSIDERATION

A. Resolution ratifying the actions of the Administrator in declaring an emergency and

implementing a emergency purchasing policy (Attachment "A") in the procurement of supplies, services, materials, or equipment in response to the Coronavirus (COVID-2019) Pandemic Emergency; and authorizing the Administrator to waive competitive bidding and use informal bidding procedures, and/or open market purchase procedures, and/or emergency purchasing authority, whenever contractors fail to timely provide contracted supplies, services, materials or equipment, or notify the Trust of an inability to provide contracted services, during this emergency; and authorizing the Administrator to adjust service levels, schedules, fares, and re-direct human resources as necessary to respond to the Coronavirus (COVID-2019) Pandemic Emergency.

B. Contract for Professional Services Agreement with Melisa Rousey, Financial Services,

April 3, 2020 through December 31, 2020.

C. Amendment No. 1 to Professional Services Agreement with Dewitt Investments, LLC DBA Elite Protections Services, for streetcar fare inspection and security services,

estimated cost $300,000.

D. Pricing Agreement with Superior Security and Investigations, Inc. (C187017), for security services at various transit locations, cost not to exceed $50,000.

E. Amendment No. 1 to Contract for Engineering Services with HNTB Corporation,

Project No. MC-0619, Phase II Northwest Bust Rapid Transit Project, increase of $1,433,848

F. Change Order No. 3 for Project No. MB-1413, Convention Center Parking Garage; an

increase of $31,696.95.

G. Resolution authorizing the Administrator, or designee, to negotiate the purchase of one parcel of real property within Oklahoma City, Oklahoma County, Oklahoma, for the Central Oklahoma Transportation and Parking Authority’s system, public interest, and benefit, this includes but is not limited to, negotiating a real estate purchase agreement, securing abstract, title company and other related services and authorizing the Administrator, or designee, to approve such a real estate purchase agreement, including an option agreement.

VII. RATIFICATION OF CLAIMS AND PAYROLL

A. Ratification of Payroll and Vendor Claims for the Period March 3 through March 31,

2020 VIII. RECEIVE FINANCIAL REPORTS

A. Receive the COTPA Schedules of Revenues and Expenditures - Budget to Actual For

the Eight Months Ended February 29, 2020 IX. RECEIVE PROGRAM REPORTS

A. Transit System Report

B. Streetcar Report

C. Parking System Report

D. Marketing and Technology Report

E. Oklahoma River Cruises and Spokies Report

X. ITEMS FROM TRUSTEES

XI. ADJOURNMENT

COTPA Agenda Item No. IV.A.

04/03/2020

MINUTES

CENTRAL OKLAHOMA TRANSPORTATION AND PARKING AUTHORITY MEETING

March 06, 2020

(The agenda was filed with the City Clerk of Oklahoma City at 8:04 a.m. March 5, 2020)

TRUSTEES PRESENT: Chis Kauffman, Chairman Bernard L. Semtner, III, Vice Chairman James Cooper Brent Bryant David Greenwell Steve Hill Laura Johnson TRUSTEES ABSENT: Kay Bickham STAFF PRESENT: Jason Ferbrache Tysheeka Holley Chris Bourke Hailey Rawson Dan McKeehan Cory Hubert Jesse Rush Eugene Fritz Jeanne Smith Michael Scroggins Melisa Rousey Suzanne Wickenkamp Lisa Hubbell Iris Newman

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I. CALL TO ORDER

II. ITEMS FROM THE CHAIRMAN

III. CITIZENS TO BE HEARD

IV. APPROVAL OF MINUTES

APPROVED. Moved by Bryant, Seconded by Semtner. AYES: Cooper, Greenwell, Hill, Johnson, Kauffman.

A. Approval of the Minutes of the COTPA Board Meeting Held on February 7, 2020

B. Approval of the Minutes of the Parking Committee Meeting Held on February 3, 2020 V. CONSENT DOCKET

APPROVED. Moved by Cooper, Seconded by Semtner. AYES: Bryant, Greenwell, Hill, Johnson, Kauffman.

A. Approval of Amended Lease Agreement with Scissortail Park Foundation, LLC., Retroactive February 1, 2020 through January 31, 2021, Revenue $64,892.

Chairman Kauffman stated that the retroactive date of this item needs to be changed from February 1, 2020 to March 1, 2020.

Chairman Kauffman requested an individual vote. Approved by Semtner. Seconded by Bryant. AYES: Kauffman, Cooper, Greenwell, Hill and Johnson.

B. Resolution Authorizing Free Rides On Fixed-Route Bus, Zone 1 ADA Paratransit and

Streetcar Service On Specified Days in 2020

Trustee Johnson requested an individual vote and amendment of this item, so that the scheduled free rides only include dates through the end of the current fiscal year, June 30th. Trustee Johnson stated that another item will be brought to the board after the budget's been approved for the next fiscal year.

Approved by Trustee Johnson. Seconded by Bryant. AYES: Kauffman, Semtner, Cooper, Greenwell and Hill.

C. Resolution Authorizing the Assignment of the Pricing Agreement Between the Central

Oklahoma Transportation and Parking Authority and AxleTech International, LLC (COTPA2018008 Parts and Services for Buses) to Meritor Heavy Vehicle Systems, LLC.

Chairman Kauffman announced that this item will be deferred to the next meeting, pending a fully executed contract.

D. Resolution Declaring a Transit Vehicle as Surplus and Authorizing Administrator to

Transfer Vehicle to the City of Norman.

E. Approval of Amendment No. 9 with the Oklahoma City Water Utilities Trust, Central Oklahoma Transportation and Parking Authority and the City of Oklahoma City to Contract for Architectural Services with Frankfurt Short Bruza, PC, Projects WM-0144

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and SM-0222, Remodel of Interior Space, WM-0242, Exterior Improvements, MB-1342, Parking Garage Striping, SM-0159, Storage Space Renovation, and SM-0163, Storage Shell Space Renovation, One North Walker Building, One North Walker Avenue, Fee Increase of $9,536. (OCWUT Funds.) Ward 6.

VI. ITEMS FOR INDIVIDUAL CONSIDERATION

A. Approval of Scope of Work (COTPA RFP2020004) for Market Research and Data

Mining and Authorize the Administrator to Advertise and Release the Request for Proposal at an Estimated Cost of $300,000.

APPROVED. Moved by Johnson, Seconded by Greenwell. AYES: Bryant, Cooper, Hill, Kauffman and Semtner.

B. Approving Amendment No. 2 and Change Order No. 2, Project MC-0564, CNG Fueling Station, 2000 S May Ave, $56,226.13.

APPROVED. Moved by Hill, Seconded by Cooper. AYES: Bryant, Greenwell, Johnson, Kauffman and Semtner.

C. Resolution Approving a $200 One-Time Stipend and a 1.0% Adjustment to the Central Oklahoma Transportation and Parking Authority (COTPA) Management, Administrative and Technical Support Pay Plan for Fiscal Year 2019-2020, and Providing a Retroactive Effective Date of July 1, 2019, Estimated Cost $31,583.

APPROVED. Moved by Bryant, Seconded by Hill. AYES: Cooper, Greenwell, Johnson, Kauffman and Semtner.

D. Approval of Agreement with McAfee & Taft A Professional Corporation, for Labor Legal Services, March 6, 2020 through March 5, 2021, Estimated Cost $60,000.

APPROVED. Moved by Johnson, Seconded by Bryant. AYES: Cooper, Greenwell, Hill, Kauffman and Semtner.

E. Approval of Agreement with Kutak Rock LLP, for Legal Services Pension, March 6, 2020, through March 5, 2021, Estimated Cost $13,000.

APPROVED. Moved by Johnson, Seconded by Cooper. AYES: Bryant, Greenwell, Hill, Kauffman and Semtner.

Administrator Ferbrache explained that the COTPA Pension Plan Committee has already approved awarding the contract to Kutak Rock, LLP.

F. Ratifying and Approving Addendum Nos. 1 and 2; Adopting Resolution Extending

Time to Award Contract and Awarding Contract to C4L LLC, Project MC-0622 Phase 2 Ferry Landing and Terminal Upgrades, $326,888.; Assigning Professional Service Industries, Inc. as Testing Laboratory; and Approving Contract and Bonds.

Moved by Greenwell, Seconded by Bryant. AYES: Cooper, Hill, Johnson, Kauffman and Semtner.

Administrator Ferbrache addressed Trustee Greenwell's inquiry regarding working with hotels and other businesses to create more usage of the River services. Administrator Ferbrache stated he will revisit promotional efforts and look into possible funding by the hotel tax. Oklahoma River Cruises and Spokies Manager Jeanne Smith also addressed Trustee

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Greenwell's inquiry regarding ridership.

G. Adopt Resolution Ratifying the Administrator's Action Executing a Paper Grant

Agreement with the Federal Transit Administration and the Office of the Secretary of Transportation for Funding and Construction of the Northwest Corridor Bus Rapid Transit (BRT) Project Under the 2018 BUILD Discretionary Grant Award program.

ADOPT AND APPROVE RESOLUTION. Moved by Cooper, Seconded by Greenwell. AYES: Bryant, Hill, Johnson, Kauffman and Semtner.

H. Approving Change Order No. 2 for Project No. MB-1413, Convention Center Parking Garage; an Increase of $190,994.39 and 42 days to substantial completion.

APPROVED. Moved by Johnson, Seconded by Greenwell. AYES: Bryant, Cooper, Hill, Kauffman and Semtner.

Parking Operations Manager Cory Hubert explained details of the Change Order.

VII. RATIFICATION OF CLAIMS AND PAYROLL

RATIFIED. Moved by Bryant, Seconded by Hill. AYES: Cooper, Greenwell, Johnson, Kauffman and Semtner.

A. Ratification of Payroll and Vendor Claims for the Period February 4 through February 25, 2020

VIII. RECEIVE FINANCIAL REPORTS

RECEIVED. Moved by Johnson, Seconded by Bryant. AYES: Cooper, Greenwell, Hill, Kauffman and Semtner.

A. Receive the COTPA Schedules of Revenues and Expenditures - Budget to Actual for the Seven Months Ended January 31, 2020

IX. RECEIVE PROGRAM REPORTS

RECEIVED. Moved by Cooper, Seconded by Greenwell. AYES: Bryant, Hill, Johnson, Kauffman and Semtner.

A. Transit System Report

B. Streetcar Report**

Presentation by Streetcar Operations Manager Jesse Rush.

Administrator Ferbrache addressed Trustee Cooper's inquiry regarding safety practices due to the Corona Virus.

C. Parking System Report**

Presentation by Parking Operations Manager Cory Hubert.

D. Marketing and Technology Report**

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Presentation by Public Information and Marketing Manager Michael Scroggins.

E. Oklahoma River Cruises and Spokies Report

X. ITEMS FROM TRUSTEES

Administrator Ferbrache provided a re-cap of the first meeting held with the Regional Transit Authority of Central Oklahoma (RTA) on February 24, 2020. Administrator Ferbrache acknowledged the support from other City departments, including the Accounting Department's support with transitioning the finances over.

Trustee Greenwell asked, with respect to the RTA, if we could address the possibility of a substitute Bus Rapid Transit system to connect the regional community, until we can fund a rail system. Administrator Ferbrache replied that that could be addressed in the Commuter Corridor study. Trustee Greenwell requested that it be addressed in the study.

XI. ADJOURNMENT

Respectfully Submitted,

Jason Ferbrache Administrator

APPROVED by the Trustees and SIGNED by the Chairman of the Central Oklahoma Transportation and Parking Authority this ____ day of ________, 2020.

ATTEST: CENTRAL OKLAHOMA TRANSPORTATION AND PARKING AUTHORITY

___________________________ __________________________________ Secretary Chairman

COTPA Agenda Item No. V.A.

4/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Agreement for Professional Services for Public Art Projects with The City of Oklahoma City to solicit, select and install public art for all Central Oklahoma Transportation and Parking Authority public projects. Background On October 2, 2009, the Trust implemented Section 38-488 of Chapter 38 of the

Oklahoma City Municipal Code, 2010, for the funding and acquisition of public art for new construction or major renovation projects. The agreement allows for the City’s Office of Arts and Cultural Affairs to assist staff with the management of public art selection and installations on all qualified public construction or renovation porjects. The cost for these services are paid for with the 1% for Art Funds allocated to each project.

Source of Funds Parking Reserves Term Effective Date through June 30, 2021 LFR Issue Community Relations and State of Good Repair Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the agreement


AGREEMENT FOR PROFESSIONAL SERVICES FOR PUBLIC ART PROJECTS

NOW ON THIS ________ day of _________, 2020, this Agreement for Professional Consultant Services for Public Art Projects (“Agreement”) is made and entered into by and between the Central Oklahoma Transportation and Parking Authority, a municipal public trust (“Trust”), and The City of Oklahoma City (“City”), a municipal corporation of which the City is a sole beneficiary.

WITNESSETH:

WHEREAS, the Trust plans, constructs, owns and operates passenger transportation systems and downtown parking facilities for the sole benefit of the City; and

WHEREAS, the City’s Office of Arts and Cultural Affairs has specialized knowledge and experience in public art project management including public art announcements, artist selection, contract negotiation, project implementation and working with stakeholders in facilitating public art projects; and

WHEREAS, the Trust values the Professional Consultant Services provided by the City and is entering into this Agreement with The City of Oklahoma City for the utilization and compensation of the services of the Office of Arts and Cultural Affairs to provide Professional Consultant Services for Public Art at Trust facilities eligible for 1% for Art.

NOW, THEREFORE, in consideration of the foregoing, the parties agree to the following Agreement, to wit:

ARTICLE 1. DEFINITIONS

1.1 Professional Consultant Services: The services provided by the staff of the Office of Arts and Cultural Affairs for public art announcement, selection, contract negotiation and project management services, as set forth in the Scope of Services, or as may be defined by the Trust and General Manager.

1.2 Program Manager: The City’s Arts Liaison/Program Planner and/or the designated Public Art Project Manager/Associate Planner assigned to carry out the provisions of this Agreement on behalf of the Trust.

1.3 Trust: Central Oklahoma Transportation and Parking Authority, a public trust, and its Trustees.

1.4 COTPA Administrator: The Director of Public Transportation & Parking who acts as the COTPA Administrator for the Central Oklahoma Transportation and Parking Authority.

1.5 One Percent for Art: The Resolution of the Trust dated October 2, 2009 for the Trust’s implementation of Section 38-488 of Chapter 38 of the Oklahoma City Municipal Code, 2010, for the funding and acquisition of art for new construction or major renovation projects.

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ARTICLE 2. SCOPE OF SERVICES

The Office of Arts and Cultural Affairs’ personnel listed on Exhibit A hereto may perform in conjunction with Trust staff, some or all the following Professional Consultation Services for new or existing public art projects whether related to One Percent for Art or other acquisitions when requested by the COTPA Administrator:

a. Perform research and present to Trust staff and consultants a recommendation on a scope and direction for the Trust’s acquisition of art for COTPA projects;

b. Produce calls to artists agreed to by the COTPA Administrator; c. Coordinate budget development; d. Coordinate timeline development; e. Promote calls to artists upon approval by the Trust; f. Coordinate the art selection process and provide consultation to the

Trust’s selection committees; g. Coordinate contracting with the artist(s); h. Assist as needed with obtaining Trust and Oklahoma City Arts

Commission approvals; i. Project Management including reviews/permitting; and j. Oversight and coordination of installation and display markers.

ARTICLE 3. TERM AND TERMINATION

Upon the approval and execution by all the parties, this Agreement shall be effective and shall remain in effect until June 30, 2021. This Agreement may be terminated for convenience, with or without cause upon thirty (30) days written notice if it is determined by either party to be in the best interest of that party to terminate.

ARTICLE 4. COMPENSATION

The Trust shall compensate the City for Professional Consultant Services rendered by the Planning Department’s Office of Arts and Cultural Affairs for the positions listed in Exhibit A when services are provided directly to the Trust on projects for Central Oklahoma Transportation and Parking Authority. Compensation for said services shall be for direct employee costs determined by the current employee’s hourly rate plus benefit calculation in effect during the period in which services are performed. Compensation shall not include indirect costs, such as overhead or similar administrative fees. The compensation paid shall adjust in accordance with changes adopted by the City’s pay plan for each specified job classification and the associated benefits. The Planning Director or designee shall provide a monthly report detailing the services provided, and specifically identifying Trust projects. On a quarterly basis, an invoice reflecting accrued project costs shall be submitted by the Planning Department to the Trust.

COTPA Agenda Item No. V.B.

4/03/2020

TO: Chairman and Board of Trustees FROM: Administrator

Audit Contract with Allen, Gibbs & Houlik, L.C., for auditing services for Fiscal Year 2020 Financial Statements, cost of $50,910.

Background The provisions of Title 60 Oklahoma Statutes, Section 180.1 require an annual

audit of COTPA's accounts and financial reports for the fiscal year 2017-2018. The City Council selected Allen, Gibbs & Houlik, L.C. to conduct the annual financial audits for the City of Oklahoma City and all City Trusts. The total cost for COTPA auditing services is $50,910 and includes a report verification of revenue miles required for state funding ($3,566), COTPA financials for all businesses ($31,087) and the COTPA Employee Retirement System audit ($16,257).

Term April 3, 2020 to November 15, 2022 Cost $50,910 LFR Sustainable Growth and Service Development Source of Funds Public Transportation Parking and Oklahoma River Cruises Operating Accounts Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the contract


IN WITNESS WHEREOF, this Audit Contract is executed by the Parties at Oklahoma

City, Oklahoma, this day of ~ 2020.

CENTRAL OKLAHOMA TRANSPORTATION AND PARKING AUTHORITY

CHAIRMAN ATTEST:

Secretary

ALLEN, GIBBS & HOULIK, L.C.

ATTEST:

Secretary/Witness

REVIEWED for form and legality.

COTPA Agenda Item No. V.C.

4/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Oklahoma City Streetcar Lease and Operations Agreement with The City of Oklahoma City, for lease, operations and maintenance of the Oklahoma City streetcar system, retroactive to April 1, 2020 through March 31, 2021 Background EMBARK’s mission is to provide dependable and safe multimodal public

transportation and downtown Oklahoma City parking services to the residents and visitors of the greater Oklahoma City metropolitan area so they can experience friendly, convenient, safe and affordable transit and parking services. Through MAPS 3, the City of Oklahoma City (City) constructed the Streetcar Storage and Maintenance Facility (SMF) located at 406 SW 7th Street, 4.8 track miles of rail, 22 station stops with shelters, the Overhead Contact System (OCS), 6 Traction Power Sub-Stations (TPSS) and seven Brookville Liberty Streetcars. On April 1, 2019 the parties entered into an agreement to lease the City Streetcar System, including the Streetcar Storage and Maintenance Facility (Facility), to the Central Oklahoma Transportation and Parking Authority. COTPA has provided day to day operations and maintenance of the Oklahoma City Streetcar System for the past year, and both parties wish to extend the lease one additional year, through March 31, 2021. The lease also supports COTPA’s efforts to qualify for State of Good Repair 5337 funding to be used to help fund capital maintenance for the system.

Term April 1, 2020 - March 31, 2021 Cost No cost Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the Oklahoma City Streetcar Lease and Operations Agreement


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OKLAHOMA CITY STREETCAR LEASE AND OPERATIONS AGREEMENT

THIS AGREEMENT is entered into on April ___, 2020, by and between The City of Oklahoma City, a municipal corporation (hereinafter referred to as “the City”), and the Central Oklahoma Transit and Parking Authority, a public trust (hereinafter referred to as “COTPA”).

W I T N E S S E T H

WHEREAS, the City constructed a new streetcar system as part of the MAPS 3 Program which is funded by the Oklahoma City Capital Improvements Sales Tax; and

WHEREAS, COTPA is a public trust, created and existing by virtue of the trust indenture

dated February 1, 1966 and amended on September 11, 2003, pursuant to the provisions of Title 60, Section 176 to 180, inclusive, Oklahoma Statutes, as amended, and the Oklahoma Trust Act; and

WHEREAS, COTPA was designated by the City Council of the City as the operator of the

MAPS 3 Streetcar System and it is the intent of the parties that COTPA will provide all maintenance and operation of the Streetcar System; and

WHEREAS, the Streetcar System, including the Streetcar Storage and Maintenance

Facility should be leased to the COTPA to operate and maintain the Streetcar System; and

WHEREAS, COTPA has trained and qualified personnel and the City should contract with COTPA for such operation and maintenance services.

NOW THEREFORE, in consideration of the mutual covenants contained hereinafter the

Parties agree to the following: ARTICLE I. DEFENITIONS 1.1 “City Manager” means the City Manager of the City or such other city official designated by

the City Manager to provide oversight of this Agreement. 1.2 “Facility” or “SMF” shall mean the Streetcar Storage and Maintenance Facility located at 406

SW 7th Street, Oklahoma City, Oklahoma, 73109, legally described in Exhibit A attached hereto.

1.3 “Operator” means the entity providing the day-to-day operation and maintenance of the

Oklahoma City Streetcar pursuant to this agreement or a subcontractor agreement with the COTPA.

1.4 “Parties” means The City of Oklahoma City and the Central Oklahoma Transportation and

Parking Authority (“COTPA”). 1.5 “Streetcar System” means the entire MAPS 3 Streetcar System including but not limited to

rail, streetcars, tools, spare parts, catenary wire and poles, maintenance vehicles, Traction

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Power Substations, stations/stops, training materials, and the SMF. 1.6 “Subcontractor” means a business or entity that COTPA has contracted with to perform

services for or on behalf of the COTPA. 1.7 “Sublease” means a lease and/or license by COTPA of all or any portion of the COTPA’s

leasehold estate in the Facility or Streetcar System. ARTICLE II. LEASE OF THE STREETCAR SYSTEM SECTION 2.1 LEASED PROPERTY For and in consideration of the operation and maintenance of the Streetcar System by COTPA as hereinafter provided, and of the covenants, agreements, provisions, and conditions hereinafter contained on the part of the COTPA to be kept, observed and performed, the City does demise and lease unto the COTPA the Streetcar System, including but not limited to the real property and improvements therein contained located at 406 SW 7th Street, Oklahoma City, Oklahoma, 73109 (“Leased Property”).

SECTION 2.2 TERM The term of this Lease and Operation Agreement shall be retroactive to begin on April 1, 2020 and shall continue for a term of one (1) year, ending on March 31, 2021.

SECTION 2.3 CONSIDERATION

The Parties agree that as consideration for the City’s construction and lease of the Streetcar System COTPA agrees to operate and maintain the Streetcar System as required herein. COTPA agrees and consents to responsibility for properly and adequately funding the efficient start-up, management and operation of Streetcar System, including but not limited to, utility bills, employee salaries, and marketing. COTPA further understands that any financial losses incurred in its performance of this Agreement, are the responsibility of COPTA and not a financial obligation or debt of the City.

In consideration of the COTPA’s agreement to provide all necessary operating capital as well as accept this financial risk position, which the City and COTPA acknowledges shall constitute substantial consideration of which the City is the beneficiary, the City agrees that COTPA is entitled to receive and shall retain all revenues (if any) from realized through the COTPA’s operation of Streetcar System.

SECTION 2.4 PURPOSE AND USE OF THE LEASED PROPERTY The leased property is provided to COTPA for the purpose of enabling COTPA to execute and perform the public functions of the City by providing, operating, and maintaining the Streetcar System and other associated purposes for the residents of and visitor to Oklahoma City. Such execution and performance shall be a positive covenant of this lease.

SECTION 2.5 OWNERSHIP OF ASSETS The City owns all assets, including any additions or modification permitted to be constructed by COTPA and/or Operator. All data related to ridership, including but not limited pass holders is the

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City’s property and may only be used for the purpose of operating the Streetcar System or with the consent of the City Manager.

SECTION 2.6 PROHIBTIONS OF LIENS COTPA shall have no right or authority whatsoever to allow the leased property or any part thereof to be subject to any mechanics’ or materialmen’s or other liens. All persons dealing with COTPA shall take notice of the foregoing and shall look solely to the COTPA for payment of any indebtedness.

ARTICLE III. OPERATIONS SECTION 3.1 BASIC SERVICES COTPA is hereby engaged by the City to provide all-inclusive Streetcar System operations and maintenance services. COTPA shall provide trained and qualified personnel to perform any actions necessary to operate and maintain the Streetcar System, including but not limited to driving the Streetcars. Services shall also include, but is not limited to, the responsibility for preparing detailed procedures, providing all necessary day-to-day streetcar operations functions such as:

- Developing, administering, and documenting all management, operating, and safety programs, procedures, policies, and work rules;

- Managing and conducting streetcar vehicle operations and maintenance; - Dispatch and management; - Hiring and training staff; - Implementing safety programs; - Maintenance of the System including Stations/stop platforms, support facilities, and

systems; - Complying with any federal and state requirements; Support and training for emergency

response; - Administrative and recordkeeping functions; and - Participating in Streetcar vehicle spare part consortiums if needed.

SECTION 3.2 STANDARD OF CARE In providing the services herein, COTPA agrees to perform such services with a reasonable standard of care, skill, diligence and professional competency normally employed by professionals performing the same or similar services. COTPA agrees to require its subcontractors to provide services at the same standard of reasonable care, skill, diligence, and professional competence required by COTPA.

SECTION 3.3 SUBCONTRACTORS COTPA has provided a list of subcontractors COTPA intends to engage to perform services related to this Agreement, attached hereto as Exhibit B. Upon request of the City Manager, COTPA will provide an updated list of subcontractors are engaged to perform work. COTPA shall be responsible for the fees of such subcontractor, the services performed by such subcontractor, and directing and supervising such subcontractor. All subcontractor contracts shall be compliant and generally consistent with the terms of this Agreement.

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SECTION 3.4 UTILITIES COTPA shall obtain any utilities necessary for its use of the Leased Property or required by law. The payment of all utility bills, including but not limited to commercial refuse disposal, shall be an expense and responsibility of COTPA throughout the term of this Lease and any carry over period.

SECTION 3.5 OVERSIGHT 3.5.1 During normal business hours or otherwise upon reasonable notice given to COTPA, the employees of The City of Oklahoma City, and its agents or assigns, may enter the Leased Property for purposes of inspection, testing, or other activities as the City determines necessary or appropriate. If City employees, agents or assigns enter the Leased Property, then they must follow all Track Access and safety requirements.

3.5.2 An authorized representative of the City, including but not limited to the City Auditor, shall have the right to audit COTPA’s and its subcontractor’s books, records, information, materials and data to the extent necessary to adequately permit evaluation and verification of COTPA’s compliance with terms of this Agreement.

SECTION 3.6 SUBLEASES COTPA may sublease the SMF so long as COPTA and any Tenant comply with all contract provisions herein.

SECTION 3.7 SPONSORSHIP PROGRAM

COTPA may develop sponsorship programs for naming rights, advertising, events, or other such benefits related to the Streetcar System. However, the City Manager may at any time review and request changes to such sponsorship programs.

ARTICLE IV. MAINTENANCE

SECTION 4.1 MAINTENANCE AND REPLACEMENTS

COTPA shall be responsible for all maintenance, repair, and replacement of Streetcar System. COTPA shall be responsible for all supplies necessary for the operation and maintenance.

SECTION 4.2 CHANGES OR MODIFICATIONS 4.2.1 COTPA may make general changes or alterations to the Streetcar System, including the SMF. For material changes or alterations, other than emergency repairs, COTPA must obtain written approval from the City Manager before implementing such changes.

4.2.2 COTPA may change the location of any personal property at the SMF demised hereunder so long as it remains at the SMF. COTPA may substitute any Streetcar System personal property or equipment of similar kind or character of not less than equal value at the time of such substitution. No substitute property shall be deemed to comply with the authority herein granted if there shall exist any lien or encumbrance whatsoever upon the title thereof. Title to such substitute property shall vest in the City immediately upon installation and shall be a part of the leased property hereunder, unless specifically authorized in writing by the City Manager.

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4.2.3 In the event that any personal property leased hereunder, under the control of COTPA shall become no longer useful or needed for the purposes of this lease, COTPA shall comply with the City’s surplus property policy.

ARTICLE V. GENERAL TERMS SECTION 5.1 NOTICE All notices and orders given pursuant to this Agreement shall be in writing and may be delivered (a) by personal delivery; (b) by deposit in the U.S. Mail, marked certified or registered mail, return receipt requested, with postage prepaid; (c) by delivery to a reputable national overnight courier service; or (d) facsimile with electronic confirmation, in any case, addressed to the parties at the addresses and facsimile numbers set forth below, or set forth in a notice given by a party in accordance with this Section:

To the City:

Craig Freeman City Manager 200 N. Walker, 2nd Floor Oklahoma City, Oklahoma 73102

with copy to:

Frances Kersey, City Clerk The City of Oklahoma City 200 N. Walker, 2nd Floor Oklahoma City, Oklahoma 73102 Phone: (405) 297-2391 Fax: (405) 297-3121

To COTPA:

Jason Ferbrache Public Transportation and Parking Administrator 2000 S. May Oklahoma City, OK 73108 Phone: (405) 297-1331

SECTION 5.2 TERMINATION This Agreement shall terminate:

a. At the conclusion of the term; or b. In the event there shall be a breach of any covenant, obligation, or condition herein

required to be performed by COTPA and such breach shall continue for ninety (90) days after demand in writing for the performance and/or compliance therewith shall have been given by the City to COTPA.

At the termination of this Agreement, the leased property and all modifications and substitutions therefore shall be delivered to the City, in as good condition as they now are, ordinary wear and

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natural deterioration excepted, and the City shall have the right to repossess the same; thereupon, the interest of the COTPA in and to said property shall ipso facto terminate.

SECTION 5.3 INDEMNITY COTPA hereby agrees to require its contractors and subcontractors to release, defend, indemnify, and save harmless the City, their officers, agents, and employees, from and against any and all loss or damage to property OR injuries to or death of any person or persons, OR any and all claims, damages, suits, costs, expense, liability, actions, or proceedings of any kind or nature whatsoever, to the extent caused by, resulting from, or arising out of the (sub)contractor negligent acts, operations, errors or omissions or use and occupancy of any portion of the Streetcar System or Leased Property.

This section shall survive the expiration of the Agreement, provided, however, COTPA and its (sub)contractors shall not be liable hereunder for any loss solely occasioned by the negligence of the City or its officers, agents, and employees. This Section does not apply to Workers’ Compensation claims by City employees. Each party agrees to give the other party(s) hereto prompt notice, in writing, of any claims, suits, actions or proceedings.

SECTION 5.4 INSURANCE COTPA shall obtain insurance coverage as provided below. COTPA must also require its contractors and subcontractors to maintain at least the same insurance coverage.

All insurance must be from responsible insurance companies which are authorized to do business in the state of Oklahoma. Nothing in this Section shall define or limit the rights of any party to this Agreement under any other provision of this Agreement, including but not limited to any indemnification provision.

A. Additional Insureds: All liability policies shall provide the City as named additional

insureds.

All insurance coverage provided by COTPA’s subcontractor shall be primary to any insurance or self-insurance program carried by the City.

All insurance policies shall include a severability of interest provision wherein claims involving any insured hereunder, interests shall be deemed separate from any and all other interest herein, and coverage shall apply as though each such interest was separately insured.

B. Policy Limits: The insurance coverage and limits required under this Contract are designed

to meet the minimum requirements of the City. Such coverage and limits are not designed as a recommended insurance program.

All policies shall be in the form of an “occurrence” insurance coverage or policy. If any insurance is written in a “claims-made” form, tail coverage shall be provided with a minimum of two-year extension from the expiration of this Contract.

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The minimum aggregate limits of such insurance policies and continuing coverage shall be:

(1) Worker’s Compensation and Employer’s Liability Insurance: worker’s

compensation insurance as prescribed by the laws of the state of Oklahoma.

(2) Commercial General Liability Insurance: commercial general liability insurance coverage sufficient to meet the maximum cumulative liability of all parties to this Contract under the Governmental Tort Claims Act, 51 O.S. § 151 et seq., (GTCA) and any amendment or addition thereto.

(3) Automobile Liability Insurance: comprehensive automobile liability

insurance coverage as to the ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles sufficient to meet the maximum cumulative liability of all parties to this Contract under the Governmental Tort Claims Act, 51 O.S. § 151 et seq., (GTCA) and any amendment or addition thereto.

C. Certificates: The insurance coverage and limits required must be evidenced by properly

executed certificates of insurance on the form furnished by The City or on forms approved by the Oklahoma Insurance Commissioner. The certificate(s) must be signed by the authorized representative of the insurance company(s) shown in the certificate(s).

D. Cancellation. There may be no termination, non-renewal, reduction in coverage, or

modification of such insurance coverage.

E. Duration of Coverage. All insurance coverage required under this Contract shall be maintained in full force and effect for the term of this Agreement.

SECTION 5.5 COMPLIANCE WITH LAW AND REGULATIONS COTPA shall comply with all existing federal, state and local laws, standards, codes, ordinances, administrative regulations, and all amendments and additions thereto, pertaining in any manner to the services provided under the provisions of this Agreement.

SECTION 5.6 ENTIRE CONTRACT This Agreement, including its Exhibits and any documents or certificates incorporated herein by reference, expresses the entire understanding of the City and COTPA concerning this matter. Neither the City nor COTPA has made or shall be bound by any agreement or any representation to the other which is not expressly set forth herein.

SECTION 5.7 ASSIGNMENT COTPA may not assign the Agreement without the prior written consent of the City.

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SECTION 5.8 AMENDMENT This Agreement may be amended as is determined to be necessary including but not limited to, providing for additional services. Such amendment or modification must be a written amendment of subsequent date hereto, approved by the City and COTPA.

SECTION 5.9 SEVERABILITY In the event that any provision, clause, portion or section of this Agreement is unenforceable or invalid for any reason, such unenforceability or invalidity shall not affect the enforceability or validity of the remainder of this Agreement.

SECTION 5.10 EXECUTION IN COUNTERPARTS This Agreement may be simultaneously executed in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument.

SECTION 5.11 PARTIES BOUND This Agreement shall be binding upon and inure to the benefit of all parties and their respective successors and permitted assigns.

SECTION 5.12 EFFECTIVE DATE This Agreement’s effective date shall be retroactive to begin April 1, 2020.

IN WITNESS WHEREOF, the Parties have hereunto set their hands, executing this Agreement.

APPROVED by the Trustees of the Central Oklahoma Transit and Parking Authority this day of April, 2020.

CENTRAL OKLAHOMA TRANSIT

AND PARKING AUTHORITY ATTEST:

Secretary CHAIRMAN

COTPA Agenda Item No. V.D.

4/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Amendment No. 1 to Professional Services Agreement with Crowe and Dunlevy for Legal Services, extending term through June 30, 2020. Background On July 1, 2009, the COTPA Board of Trustees approved an Ageement with Crowe

and Dunlevy for legal services. Currently, Crowe and Dunlevy are providing legal services associated with union negotiations. In order to ensure a continuity in legal services during the negotiations, staff is recommending the term of the contract be extended through June 30, 2020. It is expected the negotiations will be completed by that time.

Term Extending term through June 30, 2020. Source of Funds Transit Operations Account LFR Issue Workforce Development Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the Amendment


AMENDMENT1

PROFESSIONAL SERVICES AGREEMENT

Legal Services - Crowe & Dunlevy

This first amendment ("Amendment") entered into on April 3rd, 2020, (Effective Date) is made

by and between Crowe & Dunlevy, P.C. ("Services Provider"), an Oklahoma corporation, and

Central Oklahoma Transportation and Parking Authority dba EMBARK ("Contracting Entity"), an Oklahoma public trust, (collectively, the "Parties").

Recitals

WHEREAS, Parties entered into the Professional Services Agreement dated July 1, 2009 (the

"Agreement"); and

WHEREAS, Parties agree to extend the term of the contract to June 30, 2020.

NOW THEREFORE, it is mutually agreed by and between the Parties to amend the

Agreement and extend the term of the contract to June 30, 2020.

FURTHERMORE, except as specifically modified or amended by this Amendment No. 1

to Professional Services Agreement, July 1, 2009, all other provisions of the Amendment and Restatement of Professional Services Agreement, July 1, 2009, shall remain in full force and effect.

ADOPTED by the Trustees and signed by the Chairman of the Central Oklahoma Transportation and Parking Authority this __ day of , 2020.

ATTEST: CENTRAL OKLAHOMA TRANSPORTATION AND PARKING AUTHORITY

Secretary Chairman

Reviewed for form and legality.

Crowe & Dunlevy P.C.

:;;(o ~ (-\ .. ,I '7'- By: c·- ~~6;,? (_j__<.,_ ( t1 lO~/- - Authorized Signatory ~-

;L_ ~on~d ~1.- Print Authorized Signatory

COTPA Agenda Item No. V.E.

4/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Assignment of Pricing Agreement Between the Central Oklahoma Transportation and Parking Authority and AxleTech International, LLC (COTPA2018008 Parts and Services for Buses) to Meritor Heavy Vehicle Systems, LLC. Background On July 7, 2017, (Item No. VI.I.) the Board of Trustees approved an open market

resolution with AxleTech International, LLC for the purchase of related bus OEM parts and services not available on bus parts contract COTPA2018008 Parts and Service for Buses, for the purchase of bus replacement parts expiring on June 30,2022. On January 10, 2020, (Item No. V.E.) the Board of Trustees approved a change to the open market resolution for the purchase of related bus OEM parts and services not available on bus parts contract COTPA2018008, estimated cost of $400,000 annually. On January 17, 2020, COTPA was notified that a corporate affiliate of Meritor Heavy Vehicle Systems, LLC had purchased AxleTech International, LLC on July 29, 2019. Staff requests assignment of all terms and conditions previously in effect in the approved Price Agreement (COTPA2018008 Parts and Services for Buses) with AxleTech International, LLC to Meritor Heavy Vehicle Systems, LLC ("MHVS").

Term February 7, 2020 through June 30, 2022 Source of Funds Transit Operating Account/FTA Formula Grants LFR Issue State of Good Repair Estimated Cost $400,000 Annually Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the Assignment of the Pricing Agreement.


COTPA Agenda Item No. VI.A

04/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Resolution ratifying the actions of the Administrator in declaring an emergency and implementing a emergency purchasing policy (Attachment “A”) in the procurement of supplies, services, materials, or equipment in response to the Coronavirus (COVID-2019) Pandemic Emergency; and authorizing the Administrator to waive competitive bidding and use informal bidding procedures, and/or open market purchase procedures, and/or emergency purchasing authority, whenever contractors fail to timely provide contracted supplies, services, materials or equipment, or notify the Trust of an inability to provide contracted services, during this emergency; and authorizing the Administrator to adjust service levels, schedules, fares, and re-direct human resources as necessary to respond to the Coronavirus (COVID-2019) Pandemic Emergency. Background On March 15, 2020, the Governor of the State of Oklahoma, and the Mayor of The

City of Oklahoma City, declared a State of Emergency due to an immediate public health threat associated with the Coronavirus (COVID-2019) Pandemic Emergency. In response to the declarations, the Administrator declared an emergency and implemented an emergency purchasing policy (Attachment “A”), in order to provide continued services. Public Transit has been identified by the Department of Homeland Security as critical infrastructure. It is in the best interest of public health, safety and welfare to provide dependable public transportation services to the patrons that rely on EMBARK for transportation to work, grocery stores, and medical facilities. To ensure the delivery of services, COTPA needs timely and dependable access to the necessary services, supplies, materials and equipment. The Emergency Purchasing Policy will assist with this endeavor. In addition, this resolution authorizes the Administrator to address non-responsibe contractors and the inability of providing contracted supplies, services, materials or equipment. The administrator will also have the authority to modify service levels, schedules, fares, and re-direct human resources, as necessary, to respond to the Coronavirus (COVID-2019) Pandemic Emergency.

Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Adopt the resolution


RESOLUTION

RESOLUTION OF THE CENTRAL OKLAHOMA TRANSPORTATION

AND PARKING AUTHORITY RATIFYING THE ACTIONS OF THE

ADMINISTRATOR IN DECLARING AN EMERGENCY AND

ESTABLISHING AN EMERGENCY PURCHASING POLICY TO

PROCURE SUPPLIES, SERVICES, MATERIALS, OR EQUIPMENT IN

RESPONSE TO THE CORONAVIRUS (COVID-2019) PANDEMIC

EMERGENCY; AND AUTHORIZING THE ADMINISTRATOR TO

WAIVE COMPETITIVE BIDDING AND USE INFORMAL BIDDING

PROCEDURES, AND/OR OPEN MARKET PURCHASE

PROCEDURES, AND/OR EMERGENCY PURCHASING AUTHORITY,

WHENEVER CONTRACTORS FAIL TO TIMELY PROVIDE

CONTRACTED SUPPLIES, SERVICES, MATERIALS OR

EQUIPMENT, OR NOTIFY THE TRUST OF AN INABILITY TO

PROVIDE CONTRACTED SERVICES, DURING THIS EMERGENCY;

AND FURTHER AUTHORIZE THE ADMINISTRATOR TO ADJUST

SERVICE LEVELS, SCHEDULES, FARES, AND RE-DIRECT HUMAN

RESOURCES AS NECESSARY TO RESPOND TO THE

CORONAVIRUS (COVID-2019) PANDEMIC EMERGENCY.

WHEREAS, on March 15, 2020, the Governor of the State of Oklahoma, and the Mayor of The

City of Oklahoma City, declared a State of Emergency due to an immediate public health threat

associated with the Coronavirus (COVID-2019) Pandemic Emergency; and

WHEREAS, in response to the declarations, the Administrator declared an emergency and

implemented an emergency purchasing policy (Attachment “A”); and

WHEREAS, it is in the best interest of public health, safety and welfare to provide dependable

public transportation services to the patrons that rely on EMBARK; and

WHEREAS, to ensure the delivery of services, COTPA needs timely and dependable access to

the necessary services, supplies, services, materials and equipment; and

WHEREAS, COTPA authorizes the Administrator to waive competitive bidding and use informal

bidding procedures, and/or open market purchase procedures, and/or emergency purchasing authority,

whenever contractors fail to timely provide contracted supplies, services, materials or equipment, or notify

the Trust of an inability to provide contracted services, during this emergency; and

COTPA Agenda Item No. VI.B

04/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Contract for Professional Services Agreement with Melisa Rousey, Financial Services, April 3, 2020 through December 31, 2020. Background Recently, Melisa Rousey, Financial Services Manager that serves COTPA retired. In

order to maintain continuity of operations for financial services of the Trust, staff is recommending the Trust enter into a professional services consultant agreement with Melisa Rousey. Such agreements have been approved by the Trust in the past with other key division head and executive level positions. The consultant will provide additional financial services related to managing Federal and State grant funds, NTD reporting, operating and capital project budgets, banking and investment matters, and internal processes and procedures. In addition to these services, the consultant will provide assistance with writing, editing, and/or reviewing reports, policies, procedures and other financial documents. The consultant will provide technical assistance in finalizing and implementing the Fiscal Year 2021 Budget and Fiscal Year 2020 year-end reconciliation. The agreement is retroactive to March 28, 2020, through the end of the calendar year. Tasks will be assigned by the Administrator, and a Notice to Proceed will be issued for each task.

Estimated Cost $10,000

Term April 3, 2020 through December 31, 2020. LFR Workforce Development Source of Funds Transit Operation Account Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the agreement


COTPA Agenda Item No. VI.C

04/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Amendment No. 1 to Professional Services Agreement with Dewitt Investments, LLC DBA Elite Protections Services, for streetcar fare inspection and security services, estimated cost $300,000. Background On October 4, 2019, COTPA entered into a Professional Service Agreement with

Elite protection Services for streetcar fare inspection and secrurity services for COTPA facilities. In advertently, a scrivenor's error on the contract had a cost not to exceed $50,000, limiting the use of the contract. Staff anticipates the current state of emergency will require an increase in security services at various COTPA facilities. Amendment No. 1 to the contract will remove the scrivenor's error and increase the contract capacity to an estimated cost of $300,000, to allow staff to acquire additional services if necessary. Staff recommends approval of Amendment No. 1 to the Professional Services Agreement for streetcar fare inspection and security services.

Source of Funds Streetcar Operations LFR Issue Security, Community Relations Estimated Cost $300,000. Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the amendment


AMENDMENT1

PROFESSIONAL SERVICES AGREEMENT

DEWITT INVESTMENTS LLC

This first amendment ("Amendment") dated April 3rd, 2020, the effective date of this Amendment, is made by

and between Dewitt Investments LLC DBA Elite Protection Services ("Services Provider"), an Oklahoma corporation,

and Central Oklahoma Transportation and Parking Authority ("Contracting Entity"), an Oklahoma public trust,

( collectively, the "Parties").

Recitals

WHEREAS, Parties entered into the Professional Services Agreement dated October 4, 2019 (the

"Agreement"); and

WHEREAS, Parties agree to remove the "total contract cost is not to exceed $50,000" from the contract.

NOW THEREFORE, it is mutually agreed by and between the Parties to amend the Agreement as follows:

Terms and Conditions

Section 3 of the Agreement is hereby modified as follows:

3. Compensation (a) CONTRACTING ENTITY shall pay SERVICES PROVIDER the compensation after completion of services or products as specified. (b) The CONTRACTING ENTITY and SERVICES PROVIDER acknowledge that the compensation to be paid SERVICES PROVIDER pursuant to this Agreement has been established at an amount reasonable for the availability and services of SERVICES PROVIDER and SERVICES PROVIDER'S Project Team.

FURTHERMORE, except as modified and amended herein, all other terms and provisions of the Professional Service

Agreement remain in full force and effect and are binding on the Parties. In the event of any conflict between the

provisions of this Amendment No. 1 and the provisions of the Professional Service Agreement, the provisions in this

Amendment No. 1 will control.

Central Oklahoma Transportation and Parking Authority

ATTEST: (Seal)

Secretary Chairman

By:

David Dewitt CEO

COTPA Agenda Item No. VI.D

04/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Pricing Agreement with Superior Security and Investigations, Inc. (C187017), for security services at various transit locations, cost not to exceed $50,000. Background COTPA currently has a contract with Dewitt Investments, DBA Elite Protection

Services (Item No. VI.C.). The current contract is limited to certain facilities and does not provide the flexibility to procure security services at alternative sites or facilities. Due to the current state of emergency, staff is anticipating the possible need for security services at alternative sites and/or security services in general.

The Oklahoma City Water Utilities Trust (OCWUT), has an existing pricing agreement for security services. Staff is recommending COTPA approve the pricing agreement with Superior Security and Investigations, Inc. to provide additional security services at various transit locations, if necessary.

Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the Pricing Agreement


PRICING AGREEMENT

THIS PRICING AGREEMENT/CONTRACT is made and entered into this __ day of , 2020 (Effective Date), by and between Superior Security and Investigations, Inc. ---

(Contractor) and the Central Oklahoma Transportation and Parking Authority dba EMBARK (Contracting Entity).

WITNESSETH

WHEREAS, the Oklahoma City Water Utilities Trust entered into a Pricing Agreement with Superior Security and Investigations, Inc on October 10, 2017; and

WHEREAS, due to the coronavirus/COVID-19 impacts, the Central Oklahoma Transportation and Parking Authority, as a participating Public Trust of the City of Oklahoma City, is a Contracting Entity and will be adding additional locations for security services.

NOW, THEREFORE, that in consideration of the covenants, agreements and representations as hereinafter set forth, it is mutually agreed by the parties that the same terms and conditions of the Pricing Agreement, October 10, 2017 (C 189017), which is attached and incorporated by reference at Attachment "A", are in full force an effect between the Contractor and the Contracting Entity.

The Certificate of Insurance evidencing the required insurance for this Pricing Agreement is attached and incorporated by reference at Attachment "B".

The Pricing Agreement's Schedule of Fees' pricing for Additional Locations (Group 6) at either the regular rate of $25/hour/guard, or when applicable the overtime rate of $37.50/hour/guard, will be applicable to the Contracting Entities' Additional Locations due to the coronavirus/COVJD-19 impacts.

WITNESS the hands of the parties hereto


ATTEST:

SECRETARY CHAIRMAN

REVIEWED for form and legality by

Contractor

Superior Security & Investigations of Shawnee,

Inc.

Name of Corporation or Firm

ATTEST:

Notary

(SEAL)

Title

Louis A Maltos President

Print the Above Name and Title

Louis A. Maltos _______________ , of lawful age, being first duly sworn, on oath says that he/she is the

agent authorized to submit the above contract to Contracting Entity. Affiant further states that they have not paid, given or donated or agreed to pay, give, or donate to any officer or employee of Contracting Entity, and money or other thing of value, either directly or indirectly, in the procuring of this contract.

~;7i:~,~-

COTPA Agenda Item No. VI.E

04/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Amendment No. 1 to Contract for Engineering Services with HNTB Corporation, Project No. MC-0619, Phase II Northwest Bust Rapid Transit Project, increase of $1,433,848 Background On April 23, 2019, COTPA, using the City of Oklahoma City's procedures for

professional services and consultant selection issued a solicitation notice to seek engineering services for Project No. MC-0619, the Northwest Multimodal Corridor Bus Rapid Transit (BRT). On June 7, 2019, the COTPA authorized staff to negotiate a contract with the successful proposer, HNTB Corporation (HNTB). The COTPA awarded the contract on August 2, 2019, and authorized the issuance of a notice to proceed for Task 1A, the initial engineering phase (15% engineering) completed in early 2020. Staff has been working with the Public Works Department to amend the Contract for Engineering Services to proceed with Task 1B. The following tasks have been added to the HNTB scope of work. • Task 1B: Preliminary Design Report (30% Design) • Task 2: Final Plans and Specification (60%, 95%, 100% Design) • Task 3: Bidding Support • Task 4: Engineering During Construction • Task 5: As-Builts Original Contract Amount $ 408,299.32 Amendment No 1 Amount $1,433,848.00 Total Contract Amount $1,842,147.32 Staff recommends approval of the amendment to complete the engineering services needed to bid and construct the Northwest BRT.

Term 4/3/2020 - 10/1/2025 Source of Funds Maximum of 55% Federal; balance from Transit Reserves Estimated Cost $1,433,848.00 Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve Amendment No. 1


Engineering Services Contract Page 1

AMENDMENT NO. 1 TO CONTRACT FOR ENGINEERING SERVICES

This amendment is made and entered into this ____ day of _______________________,

2020, by and between the Central Oklahoma Transportation and Parking Authority, herein called

Trust, and HNTB Corporation, herein called Engineer.

WITNESSETH:

WHEREAS, the Trust and the Engineer entered into an agreement on August 8, 2019 as follows: Project No. MC-0619 Phase II

Northwest Bus Rapid Transit (BRT) Project; and

WHEREAS, this project provides for the Engineer’s assessment for the Northwest BRT

project, including a final alignment, pedestrian grade separated crossings, traffic analysis, evaluation

of Classen bike lanes, stakeholder outreach, project prioritization workshop, project management,

and survey necessary to conform to Federal Transit Administration standards for a BRT project

funded under the 2018 federal BUILD Grant; and

WHEREAS, subsequent to the execution of the contract as previously amended, it was

determined to direct the Engineer to provide a preliminary report, final plans and specifications,

bidding, construction administration, and as-built services for this project; and

WHEREAS, the amendment also incorporates Federal Contract Clauses Materials &

Supplies into the contract; and

WHEREAS, the original contract must be amended to incorporate the Engineer’s increased

scope of work related to these services and associated fees; and

WHEREAS, the total compensation to be paid to the Engineer for this Contract and

Amendment shall be as follows:

For the original contract:

Not to exceed $408,299.32 for engineering services

For Amendment No. 1:

Not to exceed $1,433,848 for engineering services

Total Amended Contract:

Not to exceed $1,842,147.32 for all services (an increase of $1,433,848); and

WHEREAS, both parties agree to amend said contract.


NOW, THEREFORE, the parties agree as follows:

I. Amend Paragraph 2. Basic Services, subparagraphs 2.B., 2.C., 2.D., and 2.E. by removing the words “(by possible future amendment)” from the respective subparagraph and paragraph headers.

II. Amend Paragraph 2. Basic Services. to read as follows: Basic Services. The Engineer is hereby engaged and employed by the Trust to perform in

accordance with good engineering practices and in the best interest of the Trust in accordance with the professional standard of care all of the work as set out herein (including Amendment No. 1 work related to preparation of preliminary report, final plans and specifications, bidding, construction administration, and as-built services for this project); including Exhibit A, and including but not limited to the following:

III. Amend Paragraph 5. Compensation. to read as follows:

Compensation. The aggregate total compensation for all engineering services under this Contract shall not exceed a total fee of $1,842,147.32 (an increase of $1,433,848), which includes: for Basic Services an amount not to exceed $1,828,163.32 (an increase of $1,433,848), and for reimbursable expenses an amount not to exceed $13,984, both of which are specifically set forth in Exhibit B, attached hereto and incorporated herein.

IV. Amend Paragraph 17. Work Orders. By addition and modification of the following:

Work Orders. The Engineer shall proceed with the provision of work and/or services for this Contract upon receipt of work orders from the Administrator. The Engineer shall complete and submit the Preliminary Report Services - Task 1B within two hundred fifty (250) calendar days of date of written work order from the Administrator, shall complete and submit the Final Plan Services - Task 2 within three hundred eighty (380) calendar days calendar days of date of written work order from the Administrator.

V. Amend EXHIBIT A – SCOPE OF WORK by addition of the following “Exhibit A-Scope

of Work (added by Amendment No. 1)”:

Exhibit A-Scope of Work

The Consultant will advance the concepts evaluated in Task 1A to preliminary and final design plans and specifications and procurement and construction support. The project will consist of the construction of up to thirty-two (32) stop locations and up to three (3) alternate stop locations for a bus rapid transit (BRT) system along the final alignment selected in Task 1 A (Corridor) as shown in Attachment 1. Up to two (2) of these stop locations could be park-and-ride. Stops will include a large station and standard station at various locations.


The Northwest BRT project also includes assisting in procurement of new vehicles, technology, pedestrian crossings and guideway improvements. It will also include possible modifications of existing utilities and drainage facilities as needed. EMBARK will manage the project in partnership with the City of Oklahoma City (City). The Federal Transit Administration (FTA) is the lead Federal agency. The Consultant includes a partnership between HNTB and HALFF Associates. HNTB is the prime consultant. The scope of work is organized by the following tasks:

• Task 1B: Preliminary Design Report (30% Design) • Task 2: Final Plans and Specifications (60%, 95%, & 100% Design) • Task 3: Bidding Support • Task 4: Engineering During Construction • Task 5: As-Builts

TASK 1B PRELIMINARY DESIGN REPORT (30% DESIGN) The purpose of this task is to prepare a preliminary design report for the Northwest BRT. The preliminary design report will build on Task 1A and advance the recommended concepts identified at the project prioritization workshop to 30% design. The duration of Task 1B will be 250 days after Notice to Proceed (NTP). This task will include the following:

• Public Involvement • Branding Support • Stations • Stop Locations • Survey • Grade Separated Pedestrian Crossings • Guideway Improvements • Classen Bike Lane Coordination • Operating Plan • Vehicle Coordination • Technology • Preliminary Cost Estimate • Preliminary Design Report • Project Management

1B.1 PUBLIC INVOLVEMENT The Consultant will assist EMBARK and the City to engage stakeholders and the public to solicit feedback on the look and feel of the stations and improvements prior to the Final Design phase. The Consultant will work with EMBARK and City engagement staff to meet with stakeholders and property owners along the alignment, informing them of potential operations and construction impacts.


1B.1.1 Stakeholder Engagement The Consultant will assist the City and EMBARK in the preparation and conduct of stakeholder engagement with the following: Central Oklahoma Transit and Parking Authority (COTPA) Board of Trustees: The Consultant will provide up to one (1) briefing to the COTPA Board of Trustees during preliminary design. The meeting will be to present the Preliminary Design Report for board consideration and approval. BRT Stakeholder Working Group: The BRT Stakeholder Working Group will be a selected by the EMBARK and the City to provide direction to the branding process. The Consultant will organize and facilitate up to two (2) BRT Branding Stakeholder Working Group meetings. The COTPA Board of Trustees will approve the final name and logo. Stakeholder Meetings: The Consultant will support EMBARK and City engagement staff to meet with property owners, business owners, community leaders and other stakeholders. In the Preliminary Design phase, the Consultant will support up to fourteen (14) stakeholder meetings. This will include meetings with only 14 property/business owners identified by EMBARK and the city. 1B.1.2 Public Meetings The Consultant will support EMBARK and City staff to organize and facilitate up to two (2) public meetings during the preliminary design phase to solicit feedback on preliminary station concepts and guideway and pedestrian improvements and to present the branding recommendations. All public meetings will be organized and conducted by the EMBARK and City staff. The Consultant will provide graphic materials, documents and summary reports. The Consultant will be a presenter, if required, at public meetings and will participate in question and answer periods. 1B.1.3 Meeting Logistics For each meeting, the Consultant will coordinate with EMBARK and City engagement staff regarding date, time, location, and agenda. EMBARK or the City will make the necessary facility arrangements. For all briefings, updates, and presentations, the Consultant will be responsible for developing meeting notices, agendas, meeting materials, exhibits and slide presentations. The City and EMBARK representatives will be responsible for distribution of meeting notices and invitations. 1B.1.4 Meeting Materials Content for meetings: The Consultant will develop graphical and written document content for stakeholder engagement meetings in both hard copy and digital form including; technical memorandums, photos, graphics, schedules, agendas, and meeting summaries. Content for the public: EMBARK or the City may use content or copies of graphics and documents developed for stakeholder engagement in other media communications to the public. Deliverables:

• Meeting Summaries: The Consultant will prepare draft meeting summaries, which will be distributed within one (1) calendar week of each meeting.


• Public Comments: The Consultant will prepare a summary report categorizing any public comments received, summarizing the impact of each category on the project, and providing a recommended course of action for each comment category.

1B.2 BRT BRANDING SUPPORT The Consultant will coordinate with the branding consultant selected by EMBARK. This will include up to two (2) coordination meetings to brainstorm and discuss branding ideas, names, logos, and color schemes. The Consultant will provide plan view layouts of the stations for the branding consultant to use for developing renderings of the brand options. 1B.3 STATIONS The Consultant will develop station preliminary design concepts based on the brand elements approved in Task 1B.2. The preliminary design concepts will identify shelter types, marker architecture and station amenities. Station amenities will include level boarding platforms, ADA-compliant ramps, handrails, shelters, markers, real time information signs (RTIS), ticket vending machines (TVMs), benches, bike racks, sidewalk connections to the nearest intersection, crosswalks, pedestrian signals (where applicable) and grade separated pedestrian crossings (where applicable). Additional improvements may include: station platform lighting, concrete treatments and retaining walls. Park-and-ride locations will include the same station program and amenities in addition to signage, striping and access improvements. 1B.3.1 Shelter and Marker Design Concepts The Northwest BRT will include custom designed markers and off-the-shelf shelters similar to the OKC Streetcar. The Consultant will develop requirements for the station shelters and preliminary concepts for the markers. The Consultant will prepare plan view and elevation renderings of shelter canopies, custom marker options, and support structures. Two station sizes are to be developed for the project:

• Large: Stations with large shelters at key locations • Standard: Stations with standard shelters (similar size to standard OKC streetcar) at

remaining locations

The Consultant will develop up to three (3) custom marker concepts and three (3) off the shelf shelter options. Each option will incorporate the branding. Once the preferred marker and shelter are selected, the Consultant will develop up to three (3) typical station renderings for each station type (Large and Standard). The Consultant will develop a typical program for potential park-and-ride locations. This program will be applied to specific sites in Task 2. 1B.3.2 Station Design Requirements The Consultant will establish station design guidelines and criteria including:

• Document shelter requirements based on input from EMBARK staff. • Set required lighting levels at station locations and surrounding areas • Establish family of amenities to be used at all stations, including but not limited to, RTIS,

TVMs, lighting components, benches, bike racks, trash receptacles, etc.


1B.3.3 Station Platform The Consultant will prepare one (1) prototypical station platform layout for each approved station. Layouts will include the preliminary location of the shelter, marker, bench, bike rack, TVM, handrails, sidewalks, level boarding curb, and ADA ramps. 1B.3.4 Downtown Transit Center The Consultant will coordinate with EMBARK to determine the BRT vehicle circulation and station considerations within the Downtown Transit Center. During the preliminary design phase, the Consultant will develop up to three (3) concepts for circulation and station-area options for the BRT. Designs, modifications, architectural elements, or changes to the existing station layout, finish, or configuration are not part of this scope of work for the preliminary design phase. 1B.3.5 Mechanical, Electrical, Lighting and Communications The Consultant will develop concepts for preliminary electrical conduit run layouts for the preferred station concepts. Up to one (1) consultation meeting with the City, EMBARK staff and law enforcement will be conducted to identify security infrastructure required. The Consultant will identify how to connect each station to existing power and will develop station lighting options for each prototype. The preferred lighting option is to be selected by the City and EMBARK. Deliverables:

• Up to 3 concept renderings for each station size • One station platform layout for each approved station size • Up to 3 circulation concepts for the downtown transit center • One preliminary electrical conduit layout for station lighting

1B.4 STOP LOCATIONS The Consultant will perform a site analysis for each of the thirty-two (32) proposed stops and three (3) alternate stops to establish the location of the stop based on existing conditions and constraints building on the work completed in the prior phases of the project (Project Definition, NEPA and Task 1B). 1B.4.1 Traffic Signal Inventory The Consultant will conduct an inventory of existing traffic signal equipment and pedestrian crossings along the corridor. The inventory will determine mast arm heights, pole clearances from the curb, assessment of pedestrian crossing equipment and capability of existing signal equipment to be modified for BRT transit signal prioritization. The inventory will provide a cost estimate for any upgrades or modifications to signalization and lighting that may be required to accommodate the BRT and to provide BRT traffic signal prioritization. 1B.4.2 As-Builts The City will provide the Consultant with any as-built roadway, drainage, water, or sewer plans both existing and proposed along the corridor. 1B.4.3 Private Utilities Investigation The Consultant will have the surveyor call and survey utility locates. The Consultant will meet with the City’s utility coordinator to review the surveyed utilities for confirmation near the proposed stop


locations. All work associated with the design, and construction for relocation of private utility company facilities are to be performed by the utility companies or the City and are not included in this scope of work. 1B.4.4 Flood Plain and Stream Research The Consultant will research the proximity of FEMA Flood Plains and USGE Regulated Streams in the vicinity of the proposed stop locations. Modification or updating FEMA Flood Plains is not included in this scope of work. Preparation of a 404 Permit for the Corps of Consultants is not included in this scope of work. This work is limited to one station location identified in the Northwest BRT Categorical Exclusion. 1B.4.5 Bus Pull-offs The Consultant will begin preliminary design for bus pull-offs for up to 8 stations along Northwest Expressway. The preliminary design will include plan sheets showing the bus pull-off plan view layout, preliminary drainage updates, station layout and identify any utility or right-of-way impacts. 1B.4.6 Geotechnical The scope of the geotechnical work in this phase includes direction of the scope for geotechnical field investigation to be performed through the City’s on-call contract. The Engineer shall perform oversight of geotechnical field investigation services which include:

• Determine the location of proposed soil borings for retaining wall design in accordance with the City’s or (if not available) ODOT’s standards.

• Direct the number, type, and locations of associated soil testing and laboratory testing to be performed by the On-Call consultant.

On-Call services to be performed by the geotechnical provider include: • Performance of soil borings and field testing at the locations determined by HNTB. • Preliminary scope estimates borings shall extend a minimum of 35 feet below the footing

elevation or 5 feet into the bedrock. One boring is recommended for each wall if walls are 100 feet or less in length; otherwise one (1) boring every 200 feet shall be drilled for the wall. The Engineer shall provide a boring layout for the City’s review and comment.

• On-call consultant shall coordinate utility clearances, traffic control, and site access and/or permitting as needed to access proposed boring locations.

• Field classification of subsurface materials in accordance with the Unified Soil Classification System.

• Laboratory testing as directed by HNTB. • All geotechnical work should be performed in accordance with the latest version of the

City’s Geotechnical Manual. • All testing shall be performed in accordance with the latest version of the City’s

Geotechnical manual. American Society for Testing Materials (ASTM) test procedures can be used in the absence of the City’s procedures.

• Preparation of boring logs with the latest edition of the City’s Geotechnical Manual and its procedures and design guidelines.

• Submitting a geotechnical data report to HNTB and the City with final boring logs and laboratory results after the completion of field work and laboratory testing.


Following receipt of the geotechnical data report. HNTB is to develop preliminary foundation recommendations. Acquiring this information early on will provide foundation information that can be used when considering alternatives and moving forward with the preliminary design and plans for the preferred type of retaining wall and associated foundation. The Engineer shall determine the type of retaining wall based on geometry, site constraints, wall alignment, location, cost, stability, and constructability. The Engineer shall perform retaining wall analyses which will include the computation of the factor of safety for bearing capacity, global stability, overturning and sliding. In addition, the Engineer shall include allowable bearing pressure, friction factor, settlement analysis and lateral earth pressures for the retaining walls as necessary. 1B.4.7 Preliminary Structural Retaining Wall Design Structural staff will provide structural support to the roadway engineer during development of wall profiles and coordinate with the geotechnical engineer during the evaluation of retaining wall types. It is assumed that a site visit will be performed to evaluate existing conditions. Deliverables:

• Topo file of existing surveyed utilities for coordination with the City • Floodplain permit (if applicable) • 30% plans for bus pull-off design

1B.5 SURVEY Survey elevations will be referenced to the City of Oklahoma City survey monuments utilizing Oklahoma State Plane Coordinate System, North Zone, NAD 83, NAVD88. Topographic survey will be performed in accordance with the Instruction Manual for Topographic and Planimetric Mapping as adopted by the Oklahoma State Board of Licensure of Professional Engineers and Land Surveyors. Topographic survey will be collected utilizing mobile based LiDAR and conventional surveying methods. Mobile LiDAR: Station Locations: Halff will utilize the Mobile LiDAR along the entire BRT preferred route, but will only classify points, create a topographic surface and extract features within the proposed station locations, bus pull-out locations and intersections nearest to the proposed stations (See Attachment 1). Classen Corridor: Halff will classify points, create a topographic surface and extract features within the rights-of-way of Classen Boulevard from NW 10th Street to the intersection of Classen Boulevard and Northwest Expressway. Feature extraction for the above two items will include (detailed list shown below in ‘Deliverables’): Vegetation, Bridges, Utilities, Site Features, Pavement, Drainage and Underground Utility Marks (as marked by Okie 811 Call Services), within the rights-of-way along the BRT corridor at the proposed station locations, the nearest intersections to the station locations, the proposed bus pull-out locations, Classen Boulevard from NW 10th Street to the intersection of Northwest Expressway and intersecting streets along the Classen Corridor approximately 50-foot past the intersection with Classen Boulevard right-of-way or length required to asses ADA infrastructure. Halff will extract the


nearest building faces and/or building overhangs along the Classen Corridor and station locations and bus-pull outs within 50-foot of the right-of-way. Additional survey feature extraction areas can be requested with a separate scope and fee on a time and materials basis. Drainage and Utility Survey: Halff will supplement the Mobile LiDAR with conventional survey to include obstructed utilities, drainage features and obstructed areas. Halff will notify 811 call services and log replies along the preliminary alignment, log service provider calls, and survey 811 marks. Halff will acquire inlet and manhole flow lines, pipe size and direction, no effort to clear silted manholes or inlets are included in the scope of services. Halff will coordinate and provide traffic control along the preliminary alignment for any personal working within the rights-of-way. Right-of-Way Exhibits and Survey Base file: Halff will create up to 14 right-of-way boundary exhibits along the corridor with legal descriptions. Halff will create a final survey base file with control, right-of-way boundary, topographic surface, visible utilities, drainage features and pavement features. Additional Right-of-Way Boundary Survey: Halff will research the current subdivision/deed adjacent to the station locations and the rightsof- way of arterial and intersection roads at station locations. Halff will create a sketch of rightsof- way and subdivision/deeds at each station location. Halff will locate and verify survey monuments adjacent to station locations. Halff will review record and field verified locations to analyze rights-of- way boundary adjacent to the station locations. Boundary Survey will comply with the Minimum Standards for Land Surveying as adopted by the Oklahoma State Board of Licensure for Professional Engineers and Land Surveyors. Additional Survey Areas Include: OKC Parks (Lake Hefner) Northwest Expressway (63rd Street thru Meridian Ave) 63rd Street (Meridian Avenue thru Shawnee Avenue) Independence Ave (north of Northwest Expressway) I-44 Northwest Expressway Intersection Hudson Avenue NW10th Street Intersection Hudson Avenue NW4th-NW5th Street Intersection Robinson/Robert S. Kerr Avenue Intersection Deliverables: Survey files will be delivered in Microstation Inroads. Distances shall be ground distances, not grid distances, all deliverables will be submitted in surface with a project scale factor, and in grid. Topographic Survey will include a DTM with minor contours at 1-foot intervals and major contours at 5-foot intervals and site planimetrics along the BRT route at the proposed station locations, bus pull-out locations, intersections nearest to the proposed stations and the Classen Corridor from NW


10th Street to the intersection with Northwest Expressway. The following features within the limits described above to be extracted are listed below:

• Vegetation-top of bank, general break lines and natural ground (where bare earth is visible), trees, tree lines, general above ground landscaped areas.

• Bridges-All visible bridge features. • Building-Building faces, overhangs and awnings if visible. • Utilities-Light poles, power poles, guywires, overhead facilities (direction & clearances), fire

hydrants, pedestals, traffic signals, traffic lights, traffic signal box, pedestrian signals and miscellaneous above ground utilities and structures.

• Site features-Traffic signs, mailboxes, fences, walls, rails (hand and guard), parking meters, larger signs.

• Pavement-Edge of Road (including pavement types), curb & gutter, drives, pavement markings, parking striping, sidewalks and ramps (ADA) including location of above ground utilities existing on or serving the surveyed site.

• Drainage-Drainage features (top of rim, flowlines, pipe size and directions of flow for all sanitary

• and storm manholes in the area surveyed). • Utilities-All 811 markings, all obstructed utilities (water meters, manholes, misc. valves etc.)

at the proposed station locations within the rights-of-way. • 3D Point cloud (.laz/.las) Point clouds outside of areas mentioned above will not be tied to

survey control. • Right-of-Way documents will include up to 14 8.5”x11” size exhibits with legal descriptions

at the approved parcel locations. • Additional Boundary Survey will include right-of-way boundary survey within the areas

identified for additional survey to include easements, ordinances and deeds to be shown within the boundary survey and referenced to existing utilities found on site, where applicable.

This proposal does not include the additional right-of-way boundary survey between May Avenue and Villa Avenue and does not include any additional research and or boundary survey for the intersection of Independence Avenue and NW 56th Street. This proposal does not include uncovering or field tying underground utilities. 1B.6 GRADE SEPARATED PEDESTRIAN CROSSINGS The Consultant will evaluate the existing right-of-way in the two (2) locations for proposed grade separated pedestrian crossings from the BUILD grant. Using the same project schedule as the BRT stations, the Consultant will layout any right-of-way takings required to construct the grade separated pedestrian crossings for the future. No design of the grade separated crossings is included within this scope. 1B.7 GUIDEWAY IMPROVEMENTS The Consultant will design a bus-only phase at the intersection of Classen Boulevard and Northwest Expressway. The bus will utilize the existing outside lane with newly design signing and striping indicating it as a bus-only lane. The Consultant will plan signal modifications and additional


signalization indicating a bus-only phase. New signal timing will be created to account for the bus-only phase. The exact configuration of the turn will be determined in this phase. Deliverables:

• One signal plan • One intersection improvement plan • One signal timing

1B.8 CLASSEN BIKE LANE DESIGN The Consultant will complete preliminary design a buffered bike lane from 10th Street to 16th Street along Classen Boulevard in the existing outside lane both northbound and southbound. Classen will be restriped as 2- 11’ lanes with a buffered bike lane in the remaining pavement. The design will include signing and striping design for dropping the existing outside lane northbound and southbound and bike lane signing and striping. The Consultant will not design any bike lane turning improvements at the intersections of 10th, 13th, and 16th Street. The Consultant will coordinate with other design projects from Sheridan to 10th Street and 16th Street north onto Western. Assumptions:

• No widening of Classen required • No drainage evaluation/changes/improvements/design • No walls/structural design needed • No special signals for bike lanes at intersections

North of 16th Street along Classen, the Consultant will evaluate the ability to provide a future bike lane behind the NW BRT station. The Consultant will evaluate the existing right-of-way and identify locations of any right-of-way takings required to allow for a future bike lane. No design of a bike lane North of 16th Street is included within this scope. Deliverables:

• Preliminary striping and signing layout for bike lane 10th to 16th Streets • Preliminary right-of-way takings for future bike lane behind BRT stations North of 16th

Street 1B.9 OPERATING PLAN The Consultant will assist EMBARK in revising the Northwest BRT operating plan based on the Preliminary Design stations locations and design, guideway recommendations and TSP considerations.

• The Consultant will review the BUILD Grant operating plan and revise as necessary. • A revised and updated operating plan will be produced covering route alignment, stop

locations, layovers, transit priority measures, service plan (headways, service span, etc.), and units of operation (buses, revenue hours and miles).

Deliverables:

• Revised Northwest BRT operating plan technical memorandum with refined schedule, service span and vehicle requirements.


1B.10 VEHICLE COORDINATION The Consultant will assist EMBARK in developing requirements and evaluation criteria for the BRT vehicles based on the station platform design and latest vehicle technologies. The Consultant will provide the City and EMBARK with an outline of recommended procurement criteria, a suggested procedure and a recommended schedule for initiating the procurement process with adequate time for delivery of the vehicles. The schedule will include time for vehicle inspection and testing prior to the scheduled system opening date. Deliverables:

• Vehicle procurement criteria, procedure and schedule technical memorandum.

1B.11 TECHNOLOGY The Consultant will evaluate and provide recommendations to the City and EMBARK for BRT related technologies for the RTIS, fare collection and transit signal priority (TSP). 1B.11.1 Communications The Consultant will develop a draft high-level communications strategy for dynamic message signs at stations and real-time information feeds using a requirements-based system engineering approach. The Consultant will obtain information from EMBARK about its planned AVL system and will coordinate the development of system functional requirements and incorporate them into the strategy. The implementation strategy will account for current infrastructure, integration with smartphone apps or other media for delivering similar information, current vendor offerings, EMBARK preferences, and existing systems in use by EMBARK. The implementation strategy will include an analysis of operational and maintenance requirements, and a comparison of technical alternatives. Deliverables:

• Communications technical memo with the preferred requirements/specifications for RTIS and related communications equipment (modems/networks switches, sensors, etc.).

1B.11.2 Fare Collection EMBARK will use off board fare collection and a TVM at each station similar to the OKC Streetcar. The Consultant will confirm the selected TVM and requirements with EMBARK and will include these initial assumptions for required electrical layout preliminary design. Deliverables:

• TVM technical memo with the preferred requirements/specifications.

1B.11.3 Transit Signal Priority (TSP) The Consultant will develop a draft high-level concept of operations for TSP that includes the Corridor and BRT vehicles. The Consultant will prepare an inventory of existing controller equipment at intersections along the BRT Corridor. The Consultant will provide conceptual-level cost estimates for traffic signal controller upgrades, communications, and TSP roadside equipment. In coordination with work conducted in for Communications (above) the Consultant will provide recommendations on communications technology needed by signal controllers to receive TSP requests from BRT vehicles.


The Consultant will develop high-level functional requirements for equipment in coordination with EMBARK and City of Oklahoma City Traffic. There are three primary deliverables including the Systems Engineering Management Plan (SEMP), High-Level Concept of Operations (ConOps) and High-Level Requirements and Verification Plan will be prepared.

• Systems Engineering Management Plan (SEMP). The Systems Engineering Management Plan will be developed to detail the technical tasks and systems engineering processes that must be followed to plan, implement and deploy BRT in Oklahoma City. The SEMP will identify necessary system engineering deliverables and the responsibility to produce those products. The SEMP will identify the responsible agencies and document the expected management responsibilities throughout the course of the project. Procurement options will be documented at a high-level.

• High-Level Concept of Operations (ConOps). A Concept of Operations will be developed that documents system inventory relative to the BRT project and defines systems needs and expectations from a stakeholder perspective. Roles and responsibilities, operational scenarios, staffing and maintenance needs will be explored and documented.

• High-Level Requirements and Verification Plan. A high-level requirements document and draft verification plan will be developed identifying requirements that must be met for successful BRT deployment and implementation. The draft verification plan will provide traceability from the requirements to the procedures necessary to complete future acceptance testing. The responsibility of agencies/stakeholders during the deployment and testing period will also be documented.

The Consultant will conduct up to three Transit Signal Priority Strategy Team Meetings with EMBARK and Public Works staff to guide the development of the TSP strategy. At the first meeting, the Consultant will review vehicle-to-roadside communications technology options and work with stakeholders to develop preliminary requirements based on identified system needs. At the second meeting, the Consultant will facilitate a discussion of options for the overall TSP strategy. At the third meeting, the draft implementation strategy will be presented for review and comment. The Consultant will work with the City to identify signal controller upgrade requirements. Deliverables:

• SEMP; • High-Level ConOps; and • High-level requirements and verification plan.

1.B.12 PRELIMINARY COST ESTIMATE The Consultant will develop preliminary design cost estimates for capital costs delivered in a modified Standard Cost Category (SCC) format. Project cost components, consistent with the level of design, will be identified and quantified for each segment. Unit costs will be developed for each of the cost components based on industry standards, the Consultant’s past project experience, comparable recent bid tabs, and other project-specific factors. These cost components will be assembled in a spreadsheet, selective unit costs will be applied, and the quantities will be summed into the major cost categories.


Format: The estimate will be delivered in Microsoft Excel spreadsheets. The spreadsheet will be organized into three levels. The first level will list the main SCC items and the second level will contain the SCC sub-categories and finally, a third level will expand the sub-categories into units of work to provide a level of detail more appropriate for unit pricing. The estimate can roll these levels up into a cost summary using the SCC format for reporting purposes. Unit costs: Unit costs will be developed from selected historical data, including final engineering estimates, completed project bid tabs, standard estimating manuals, and standard estimating practices. In many cases, due to the lack of detailed engineering at this stage in the process, allowances will be established based on the engineer’s experience. This allowance will serve as a “place-holder” until further analysis and design can provide for more accurate and quantifiable units of work. Deliverables:

• Capital cost estimate for the BRT project including stations, guideway improvements, and technology elements in SCC format

• Basis of Estimate report • Opinion of Capital Cost report summarizing the estimate development and key assumptions

1B.13 PRELIMINARY DESIGN REPORT The Consultant will prepare preliminary design report for review, comment, revision and approval by the City and EMBARK. The preliminary design report will include the following:

• Executive Summary • Overview of the Project • Report on the Public Involvement Process • Report and Exhibits on the Branding Process • Report and Exhibits on the Station Concept Designs • Report and Exhibits on the Stop Locations • Revised Operating Plan • Vehicle recommendations • Report on Technology • Estimate of Probable Construction Cost • Proposed Implementation Plan and Schedule • 30% Preliminary Design Plans

o 200 scale plan sheets for each station, bus-pull offs o Guideway improvements (TBD) o Pedestrian grade separated crossings (TBD)

• Attachments and Appendices

Deliverables: • The Consultant will furnish five (5) bound copies of the preliminary design report and

preliminary plans. • One (1) flash memory drive which contains a PDF file of the “Draft” report for review by the

EMBARK and the City.


1B.13.1 Plan-In-Hand Review The Consultant will meet with the EMBARK and the City to review the preliminary design report comments. The meeting will include on-site field observations of each stop location. Deliverables:

• The Consultant will prepare and submit a meeting report and updated preliminary design report within 14 days of the meeting.

1B.14 PROJECT MANAGEMENT The Consultant will be responsible for the management of the preliminary design effort described in this scope of services. This coordination includes project meetings, supporting project management and development tools, as well as communications with relevant entities and individuals (via phone, correspondence or e-mail). 1B.14.1 Preliminary Design Kickoff The Consultant will meet with EMBARK and the City to review and discuss the work plan, schedule, public involvement, meetings and communication protocols. This will be held within two (2) weeks of receiving the Notice-to-Proceed. The public and stakeholder engagement approach, BRT Branding, and overall technical work will be addressed in the kick-off meeting. 1B.14.2 Coordination Meetings The Consultant will attend coordination meetings with EMBARK, City and other parties for general project discussion, information dissemination and coordination. During the preliminary design phase, meetings will be held monthly (up to 8 meetings). Additional coordination meetings may be held for specific design related items as necessary. 1B.14.3 Schedule The Consultant will prepare and maintain a schedule tracking the timely completion of all major milestones and activities using the baseline schedule developed in Task 1A. The Consultant will provide a monthly schedule update. As the project progresses, any schedule changes or proposed recovery actions required will be coordinated with the EMBARK and the City and addressed on monthly invoices. 1B.14.4 Quality The Consultant will update the Quality Assurance/Quality Control (QA/QC) Plan for the preliminary design phase. This plan will focus on the Consultant’s deliverables and will identify QA/QC Task Managers for the major components of the project, along with anticipated milestones for QA reviews. The updated plan will include subconsultant QA/QC activities. 1B.14.5 Plan and Document Management The Consultant will establish document management systems for maintaining both internal documents (Consultant administrative and working files) and external documents (files to be shared with the client and partnership team) as well as preliminary plan sheets and sections.


1B.14.6 FTA Coordination The Consultant will support EMBARK’s coordination activities with FTA to confirm the final work meets the BUILD Grant requirements. 1B.14.7 FTA Regional 6/Project Management Oversight Consultant (PMOC) Reviews The Consultant will assist the EMBARK with FTA Region 6/Project Management Oversight Consultant (PMOC) reviews in Preliminary Design. It is assumed that these reviews will include monthly project updates to FTA (one-page project updates summary based on coordination meetings) and quarterly updates which will include an expanded project summary (two to three pages) and scope, schedule and budget updates. 1B.14.8 Safety and Security Certification Plan (SSCP) The Consultant will assist EMBARK staff with the Safety and Security Certification Plan (SSCP) for the Northwest BRT project in accordance with FTA guidelines for the preliminary design phase. The SSCP will apply to the preliminary design concepts including the stations, pedestrian infrastructure and guideway improvements. TASK 2: FINAL PLANS AND SPECIFICATIONS (60%, 95%, & 100% DESIGN) This task will include the preparation of final plans, contract documents and specifications for station and branding improvements at the thirty-two (32) stop locations and three (3) alternate locations. The alternate locations could be included in the design package as an add alternate. Final design plans and specifications will be in accordance with the City’s standards, specifications, and the approved preliminary design report and will be submitted within 380 calendar days after the preliminary design report approval. The final design will include the following:

• Station Design • Grade Separated Pedestrian Crossings • Guideway Improvements • Classen Bike Lane Coordination • Downtown Transit Center • Lighting • Communications Systems • Landscaping • Permitting • Stop Design • Traffic Signal Modifications • Final Plans and Specifications • Project Management

2.1 STATION DESIGN The Consultant will coordinate with STAPLEGUN to incorporate branding elements into final plans and specifications. Station design will include plans, details and specifications for the following:

• Incorporate benches/seating, bike racks, and handrails into station site plans, and include necessary details.

• Prepare specifications for EMBARK and the City preferred options for site furniture.


• Develop typical station platform layouts to include the location of furniture, TVM and communication conduits, pedestrian elements such as handrails and bike racks.

• Develop final detailed typical elevations and section details including the locations of the RTIS, lighting, and communication infrastructure.

• Develop requirements and specifications for the shelter canopy. This will include materials and finishes. Shade studies, renderings, modeling, and community presentations are not part of this scope.

• Develop final architectural plans and specifications for the station marker.

2.1.1 Stations Foundations and Structural Design Prototypical station sizes, structural design and details for the stations will be included in the final design package. Structural design for the canopy and superstructure will be included, and details provided for supports, connections, and frame elements. Special structural designs and options due to varying subsurface conditions (soils, utilities), or unique positioning of the site (building proximity, etc.) are included in this scope. Foundations will be designed to support the station superstructure elements. 2.1.2 Station MEP and Communications Final plans for the electrical conduit run layouts will be provided, and load and wiring requirements will be shown and located to service lighting, TVM, and variable message signage (internal to platform). Plan locations and specifications for lighting fixtures will be finalized. Typical communications locations, conduit, and loading will be identified on the plans for the inclusion of other necessary communications equipment. The Consultant will provide requirements for hardware and specific electronics, including RTIS, TVMs, and other station technologies. Plans for each station will be developed to identify and layout the necessary off-platform connections to electric and communication equipment cabinets. This will be a maximum of two (2) sheets per site. No wireless network interfaces with EMBARK systems are included in this scope. Off project site improvements or designs for communication systems, pole mounts, wi-fi, and interfaces, or modifications at EMBARK facilities are not included in this contract. 2.2 GRADE SEPARATED PEDESTRIAN CROSSINGS The Consultant will finalize the right-of-way takings in the two (2) locations for proposed grade separated pedestrian crossings from the BUILD grant. No design of the grade separated crossings is included within this scope. 2.3 GUIDEWAY IMPROVEMENTS The Consultant will finalize the design of a bus-only phase at the intersection of Classen Boulevard and Northwest Expressway. A signal modification plan will be developed. The bus will utilize the existing outside lane with newly design signing and striping indicating it as a bus-only lane. The Consultant will design signal modifications and additional signalization indicating a bus-only phase. Recommendations for length of the bus only phase will be developed. No signal timing will be developed.


Deliverables: • Signal Plans • Signing and Striping Plans • Intersection Improvement Plans

2.4 CLASSEN BIKE LANE DESIGN The Consultant will finalize the design of a buffered bike lane from 10th Street to 16th Street along Classen Boulevard in the existing outside lane both northbound and southbound. Classen will be restriped as 2- 11’ lanes with a buffered bike lane in the remaining pavement. The final design will include signing and striping design for dropping the existing outside lane northbound and southbound and bike lane signing and striping. The Consultant will not design any bike lane turning improvements at the intersections of 10th, 13th, and 16th Street. The Consultant will coordinate with other design projects from Sheridan to 10th Street and 16th Street north onto Western. Assumptions:

• No widening of Classen required • No drainage evaluation/changes/improvements/design • No walls/structural design needed • No special signals for bike lanes at intersections

North of 16th Street along Classen, the Consultant will finalize the right-of-way takings for a future bike lane behind the NW BRT station. No design of a bike lane North of 16th Street is included within this scope. Deliverables:

• Final striping and signing plans for bike lane 10th to 16th Streets • Final traffic control plans for bike lane construction from 10th to 16th Streets • Final right-of-way takings for future bike lane taking behind BRT stations North of 16th

Street 2.5 DOWNTOWN TRANSIT CENTER The Consultant will provide final design plans for up to two BRT (2) station platforms with shelter, marker and amenities at the Downtown Transit Center. This scope will include minor access improvements for ingress and egress of the BRT vehicle. Transit center architecture, station layouts, or modifications are not part of this scope, and (if necessary) will be additional services. 2.6 LIGHTING Lighting of the station will be incorporated into the station design and may vary depending on the location of existing street lights. The Consultant will develop requirements for lighting on the shelter and marker in their specifications. Additional lighting for the station platform will be designed and specified as necessary. Electrical plans for each station will be developed including power service for the station, electrical cabinet and service runs for all lighting and other electrical devices. The Consultant will develop final stamped plans for the design of the electrical service to the stations. The design of new street lights is not included in this scope of work. Additional lighting of the pedestrian crossings at up to 2 locations will be designed with final stamped plans and specification.


2.7 COMMUNICATIONS SYSTEMS The Consultant will finalize the required communication schematics needed to complete the final plans and specifications. The Consultant will finalize the general notes for inclusion in the final design package. Final plans and configuration for a cellular based communications network to stations and signals for support of deployed technologies will be included. Interconnect to a fiber-optic backbone is not part of this scope. 2.8 PERMITTING The Consultant will be responsible to comply with all local, state, and federal building codes. The designer will be responsible to submit 60%, 95% and 100% plan sets to the City of Oklahoma City Public Works Department for review and approval during final design phase. The designer will be responsible to obtain approval from the City before the construction documents are submitted for bid advertisement. The designer will not be responsible for permits. The pulling of the permits will be responsibility of the building contractor. The City will be responsible for reviewing grading and drainage permit requirements. 2.9 STOP DESIGN The Consultant will prepare final design plans, construction documents and specifications for thirty-two (32) BRT stop locations and three (3) alternate locations. 2.9.1 Site Plans Stop design will include plans, details and specifications for the following:

• Finalize site layouts and configuration of civil elements to include platform, curbing, transitions, and ADA compliant pedestrian elements, for level-boarding platform height.

• Final station site grading plans (with flow directions). • Preparation of one (1) ODOT special specification for the level boarding curb. • Design exceptions will be completed as an amendment to this contract. • Plan view detail sheet for each stop including the station footprint, elevations of critical

points and drainage flow arrows. One plan per stop is assumed at a 1” = 10’ scale. • Three (3) typical sections will be developed for each station typology showing elevations,

offsets, and widths. • Striping and signing plans for up to two (2) park-and-ride locations. This scope does not

include access improvement design for park-and-ride locations along the existing route. Additional design or exhibits required for the water trust property land development design is not included with this scope.

• Final erosion control plans and details for each stop location at 1” = 40’ scale. • Temporary traffic control and pedestrian control plans will be completed for each stop

location at 1” = 40’ scale. • Signing and striping plans will be prepared for each stop location and bus pull-off at 1” = 20’

scale.


2.9.2 Final Structural Retaining Wall Design Structural staff will review the geotechnical report recommendations and assist in selection of the final retaining wall type. The scope has been created assuming a Mechanically Stabilized Earth (MSE) retaining wall type. If another wall type is selected, scope will be revised. Final retaining wall design services for MSE walls will include:

• Coordinate with other design disciplines (geotech, roadway, drainage). Assume the wall profiles will be developed by another discipline.

• Provide details for each retaining wall, including a Plan View, Wall Elevation, Typical Section, and other miscellaneous details. The scope assumes 5 retaining walls will be detailed, and that a single MSE wall type will be used at all locations.

• Develop MSE Wall General Notes and design requirements. • Perform quantity calculations and estimate construction cost. • Perform Senior Technical Review

2.9.2 Shelter and Marker Requirements and Specifications

• Shelter requirements (assumes off-the shelf shelter) • Custom marker concept requirements and specifications

2.9.3 Technology Specifications

• RTIS specifications • TVM specifications • Transit signal priority specifications

2.9.4 ADA Compliance and Requirements The Consultant will design stops to comply with Americans with Disabilities Act (ADA) requirements including pedestrian access to BRT vehicles, accessible paths within the stop locations and accessible paths between joined pairs of stop locations.

• Sidewalk designs and curb heights will be designed to accommodate access to BRT vehicles in accordance with ADA requirements.

• An accessible path will be provided between joined pairs of stops including design and details for off-stop sidewalk improvements and street cross walks.

• Design waiver preparation, if any, are not part of this scope. • Sidewalk and ADA design will be included on the final plans for the roadway modification

and station details.

2.10 TRAFFIC SIGNAL MODIFICATIONS The Consultant will provide designs, plans, special provisions and specifications for modifications to traffic signals and/or signal controls near, or adjacent to, the thirty-nine (39) stop locations for prioritization of the BRT through intersections based on the inventory and recommendations of the Preliminary Design Report. Signal modifications will conform to standard details and specifications of the City. 2.11 FINAL COST ESTIMATE The Consultant will develop final design cost estimates for capital costs and will provide in SCC format for FTA reporting purposes and a Final Engineers Estimate to align the EMBARK and the City’s bid form.


Deliverables: • Final capital cost estimate in SCC format • Final Engineer’s estimate to align with the bid forms

2.12 MILESTONE REVIEW SUBMITTALS The Consultant will submit pre-mylar plans, design project checklists, and engineer capital cost estimates to EMBARK and the City for review at 60% complete and 95% complete. Deliverables:

• Five (5) – half-size copies of pre-mylar plans, three (3) full size pre-mylar sets and one flash memory drive or one CD which contains the pre-mylar design plans, design project checklists, estimates and review responses to previous plan submittals in PDF format and other documents to the City for review at 60% complete and 95% complete.

2.13 FINAL PLANS AND SPECIFICATIONS SUBMITTAL The Consultant will submit final design plans and specifications, design project checklists, and engineer capital cost estimates to EMBARK and the City. Deliverables:

• Thirty (30) – half-size copies and one flash memory drive of the final design plans and final engineering cost estimate.

2.14 PUBLIC INVOLVEMENT The Consultant will assist EMBARK and the City to engage stakeholders and the public during the final design phase. These meetings will be informational and will be focused on providing project updates to the public and stakeholders in advance of construction. 2.14.1 Stakeholder Engagement The Consultant will assist the City and EMBARK in the preparation and conduct of stakeholder engagement with the following: Central Oklahoma Transit and Parking Authority (COTPA) Board of Trustees: The Consultant will provide up to one (1) briefing to the COTPA Board of Trustees during the final design phase. The meeting will be a presentation of the final design plans prior to issuing bidding documents. Stakeholder Meetings: The Consultant will support EMBARK and City engagement staff to meet with property owners, business owners, community leaders and other stakeholders. In the final design phase, the Consultant will support up to sixteen (16) stakeholder meetings. This will include one meeting with approximately half of the property/business owner at identified stations locations with a focus on properties that need additional coordination due to property or utility considerations and up to six (6) other stakeholders. 2.14.2 Public Meetings The Consultant will support EMBARK and City staff to organize and facilitate up to one (1) public meeting during final design to provide a project update. All public meetings will be organized and conducted by the City and EMBARK staff.


Deliverables:

• Meeting Summaries: The Consultant will prepare draft meeting summaries, which will be distributed within one (1) calendar week of each meeting.

• Public Comments: The Consultant will prepare a summary report categorizing any public comments received, summarizing the impact of each category on the project, and providing a recommended course of action for each comment category.

2.15 PROJECT MANAGEMENT The Consultant will be responsible for the management of the final design effort described in this scope of services. This coordination includes project meetings, supporting project management and development tools, as well as communications with relevant entities and individuals (via phone, correspondence or e-mail). 2.15.1 Final Design Kickoff The Consultant will meet with EMBARK and the City to review and discuss the work plan, schedule, public involvement, meetings and communication protocols. Online meeting software may be utilized for those unable to be physically present at the meeting. 2.15.2 Coordination Meetings The Consultant will attend coordination meetings with EMBARK, City and other parties for general project discussion, information dissemination and coordination. During the final design phase, meetings will be held monthly. Additional coordination meetings may be held for specific design related items as necessary. 2.15.3 Schedule The Consultant will maintain a schedule tracking the timely completion of all major milestones and activities using the baseline schedule developed in Task 1A & 1B. The Consultant will provide a monthly schedule update. As the project progresses, any schedule changes or proposed recovery actions required will be coordinated with the EMBARK and the City and addressed on monthly invoices. 2.15.4 Quality The Consultant will update the Quality Assurance/Quality Control (QA/QC) Plan for the final design phase. This plan will focus on the Consultant’s deliverables and will identify QA/QC Task Managers for the major components of the project, along with anticipated milestones for QA reviews. 2.15.5 Plan and Document Management The Consultant will establish document management systems for maintaining both internal documents (Consultant administrative and working files) and external documents (files to be shared with the client and partnership team) as well as final plan sheets and sections. 2.15.6 FTA Coordination The Consultant will support EMBARK’s coordination activities with FTA to confirm the final work meets the BUILD Grant requirements.


2.15.7 FTA/PMOC Reviews The Consultant will assist the EMBARK with FTA/PMOC reviews in the final design phase. It is assumed that these reviews will include monthly project updates to FTA (one-page project updates summary based on coordination meetings) and quarterly updates which will include an expanded project summary (two to three pages) and scope, schedule and budget updates. This will also include support for up to one (1) annual report. This support will include the revised schedule, project costs (capital cost estimates) and scope (improvements identified in the final design plans). 2.15.8 Safety and Security Certification Plan (SSCP) The Consultant will assist EMBARK staff with the SSCP during the final design phase. The SSCP will apply to the project final design plans and specifications. TASK 3: BIDDING SUPPORT The Consultant will assist the City and EMBARK in the review of commercial and technical documents prepared by EMBARK for the procurement of BRT branded vehicles and communications. The duration of Task 3 will be 270 days. 3.1 ADVERTISING The Consultant will aid EMBARK and the City in advertising the construction project. The Consultant will furnish an amount of documents no greater than five (5) full size and twenty (20) – half-size copies of plans and 20 copies of bound bid books and one copy of an unbound bid book and one CD which contains the proposal and the full size and half-size sets of the signed drawings in PDF format. 3.2 PRE-BID MEETING The Consultant will attend the Pre-Bid conference(s), prepare addenda, and furnish the Consultant’s estimate in a format acceptable to the City. 3.3 BID PERIOD QUESTIONS The Consultant will prepare addenda clarifying issues, respond to contractor questions, and update the bid forms if needed during the bidding period. 3.4 PROJECT MANAGEMENT The Consultant will be responsible for the management of the procurement support described in this scope of services. This coordination includes project meetings, supporting project management and development tools, as well as communications with relevant entities and individuals (via phone, correspondence or e-mail). 3.4.1 Coordination Meetings The Consultant will attend coordination meetings with EMBARK, City and other parties for general project discussion, information dissemination and coordination. During the procurement phase, the Consultant will attend up to three (3) coordination meetings. 3.4.2 Schedule The Consultant will maintain/track the project schedule tracking through the phase.


3.4.3 FTA Coordination The Consultant will support EMBARK’s coordination activities with FTA to confirm the procurement process follows the BUILD Grant requirements. 3.4.4 FTA/PMOC Reviews The Consultant will assist the EMBARK with FTA Region 6/PMOC reviews in the procurement and bidding phases. Task 4: ENGINEERING DURING CONSTRUCTION The Consultant will assist the City and EMBARK with technical support during construction. The duration of Task 4 will be 550 days. The Consultant will assist the City and EMBARK with final inspection of the BRT communications and station construction. 4.1 PRE-CONSTRUCTION MEETING The Consultant will assist the City by attending the pre-construction meeting and answering questions as needed. 4.2 CONTRACTOR MATERIAL SUBMITTALS The Consultant will review and approve, or take other appropriate action on, detailed construction drawings, shop drawings (up to 40), material submittals and erection drawings submitted by contractors. Such checking will be only for conformance with the design concept of the project and compliance with the information given in the contract documents. 4.3 GENERAL CONSTRUCTION ISSUES The Consultant will assist the City and EMBARK with questions and issues during construction related to the construction of the stops and stations. The Consultant will respond in writing to Requests for Information (RFI), contractor requested field change or change orders, and will prepare supplemental information to clarify drawings and specifications. The Consultant will prepare and issue drawing revisions as appropriate in support of these written responses. The Consultant agrees to provide these services for a period of time estimated to equal the time necessary for construction of the project. The consultant will respond to up to 25 RFIs for stations. Structural staff will review design calculations and construction drawings from the MSE wall manufacturer and address up to 5 RFIs related to the retaining walls. 4.4 CONSTRUCTION CONTRACT ADMINISTRATION The Consultant will assist the City and EMBARK with the review and recommendation for approval of contractor requests for payment, contractor change order requests and the contractor’s final pay request. The Consultant agrees to provide these services for a period of time estimated to equal the time necessary for construction of the project. 4.5 FINAL INSPECTION The Consultant will attend the final inspection meeting to address issues related to the stations, pedestrian infrastructure and guideway improvements included in the bid package.


4.6 PROJECT MANAGEMENT The Consultant will be responsible for management of construction support. This coordination includes project meetings, supporting project management and development tools, as well as communications with relevant entities and individuals (via phone, correspondence or e-mail). 4.6.1 Coordination Meetings The Consultant will attend coordination meetings with EMBARK, City and other parties for general project discussion, information dissemination and coordination. For Construction support, these meetings will be held monthly. Additional coordination meetings may be held for specific design related items as necessary. 4.6.2 Schedule The Consultant will maintain a schedule tracking of the construction period. The Consultant will provide a monthly schedule update. As the project progresses, any schedule changes or proposed recovery actions required will be coordinated with the EMBARK and the City and addressed on monthly invoices. 4.6.3 FTA Coordination The Consultant will support EMBARK’s coordination activities with FTA during construction to ensure the work meets the BUILD Grant requirements. 4.6.4 FTA/PMOC Reviews The Consultant will assist the EMBARK with FTA Region 6/PMOC reviews during the construction phase. It is assumed that these reviews will include monthly, quarterly and annual updates. This support will include the helping EMBARK and the City in tracking the construction schedule and project costs. TASK 5: RECORD DRAWINGS The Consultant will prepare a set of drawings, showing the changes made during the construction process based on marked-up prints, drawings and other data furnished by the Contractor. Information regarding changes made during the construction process as described in the previous sentence will be provided under the terms of the Construction Contract Documents. The Consultant will submit the record drawings as a PDF on a flash memory drive or other acceptable media in the format which the project was designed, (i.e. AutoCAD or MicroStation). RESPONSIBILITIES OF EMBARK OR THE CITY: To furnish, as required by the work, and not at expense to the Consultant:

• Records, reports, studies, existing and/or proposed plans, drawings, and other data available in the files of the City, which may be useful in the project.

• Standard drawings, general notes and standard specifications. • As-built (record) plans for streets, water lines, sewer lines and storm sewer lines.

ASSUMPTIONS/EXCLUSIONS: The following items are not included in this scope of work:

• No special drainage structure design. • No landscaping design is included.


• Franchise utility design services. • ADA/ODLR Design waiver preparation. • All hardware and specific electronics for the AVL system, TVMs, CCTVs, and variable

message signs are not included in the design, drawings or specifications of this contract. This exclusion does not apply to the “Next Bus” system which is included in the project.

• Off project site improvements or designs for communication systems, pole mounts, Wi- Fi, and interfaces, or modifications at EMBARK facilities.

• Geotechnical investigation will be performed through the City’s On-Call contract and will be performed as needed for this project.

• Evaluation or implementation of other technologies not specifically referenced herein. Schedule:

• Task 1B: 250 days • Task 2: 380 days • Task 3: 270 days • Task 4: 550 days


ATTACHMENT 1


VI. Amend EXHIBIT B – COMPENSATION to read as follows:

EXHIBIT B

COMPENSATION PROJECT NO. MC-0619 PHASE II

NORTHWEST BUS RAPID TRANSIT (BRT) PROJECT Under the terms of this Contract, the Engineer agrees to perform the work and services described in this Contract. The Trust agrees, in accordance with the limitations and conditions set forth in the Contract, to pay an amount not to exceed $1,842,147.32 ( an increase of $1,433,848) which includes: for Basic Services an amount not to exceed $1,828,163.32 (an increase of $1,433,848), and for Reimbursable Expenses, an amount not to exceed $13,984, both of which are specifically set forth in this Exhibit B. B.I. Basic Work and Services Compensation for basic services may not exceed $1,828,163.32 (an increase of $1,433,848), and in no event may the Engineer receive compensation in excess of the amount listed for each task for performance of its basic services. The Engineer may receive up to the following amounts of the not to exceed amounts for services rendered upon the completion of the following tasks. Partial payments of the not to exceed amounts for each task may be invoiced for incremental work completed. Not to exceed amounts below are accumulative for successive tasks. Task 1A-1 an amount not to exceed: $5,539.04 Completion and submittal of the Final

Alignment and approval by City Engineer and/or EMBARK Administrator.

Task 1A-2 an amount not to exceed: $26,292.36 Completion and submittal of the Proposed

Pedestrian Grade Separated Crossings. Task 1A-3 an amount not to exceed: $107,787.36 Completion and submittal of the Traffic

Analysis. Task 1A-4 an amount not to exceed: $52,217.12 Completion and submittal of the Classen Bike

Lane Evaluation. Task 1A-5 an amount not to exceed: $9,984.64 Stakeholder Outreach.


Task 1A-6 an amount not to exceed: $20,975.72 Conduct Project Prioritization Workshop. Task 1A-7 an amount not to exceed: $38,819.08 Project Management: General Management,

Coordination Meetings, Quality Assurance/Quality Control, and FTA Coordination.

Task 1A-8 an amount not to exceed: $132,700 Completion and submittal of the Control Survey

and Right-of-Way Boundary Survey for the project.

Total cost for Task 1A Assessment Services:

$394,315.32. Task 1B an amount not to exceed: $619,924 (an increase of $619,924) Completion and recommendation by the

Administrator for approval by the Trust of the Preliminary Report for the project.

Task 2 an additional amount not to exceed: $636,522 (an increase of $636,522) Completion and acceptance by the Trust of the

final plans and specifications for the project. Task 3 an additional amount not to exceed: $19,740 (an increase of $19,740) Award of the construction contract to the

successful Bidder. Task 4 an additional amount not to exceed: $138,558 (an increase of $138,558) Upon completion and final acceptance by the

Trust of the completed project. Said amount is to be paid proportionately to the level of completion of project construction. The proportionate amount is to be consistent with the Construction Contractor’s percentage of completion.

Task 5 an additional amount not to exceed: $19,104 (an increase of $19,104) Upon satisfactory completion and acceptance of

the as-built drawings.


B.II. Reimbursable Expenses The Trust agrees to pay reimbursable expenses in an amount not to exceed $13,984. Reimbursable expenses are in addition to the compensation for professional services and include actual expenditures made by Engineer in the interest of the project, with the prior approval of the Administrator of the Trust and include the following:

1. Expenses for travel, car rental, lodging, per diem - $5,984

2. Miovision (Traffic Counts) (16 intersections) - $8,000 Reimbursable expenses are limited to the actual cost for expenditures and shall not include any anticipated profits, overhead expenses, salaries and/or such other costs.

COTPA Agenda Item No. VI.F

04/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Change Order No. 3 for Project No. MB-1413, Convention Center Parking Garage; an increase of $31,696.95. Background On July 6, 2018, the COTPA approved a contract with TAP/The Architecture

Partnership, P.C., D/B/A TAP Architecture for architectural, civil, structural, mechanical and electrical design services for the design and construction of a new parking garage to support the new MAPS Convention Center, Omni Hotel and Scissortail Park. Bids for this project were received on July 24, 2019. Manhattan Construction Company was awarded the contract on August 2, 2019, Base Bid with Add Alternates 1 and 3, in the amount of $23,581,030.89. The proposed project provides for design and construction of a six level, 1,100 space garage with an option to expand to 1,400 spaces in the future. The garage will be located at 15 SW 4th St., directly east of the Omni Convention Center Hotel. The construction will also include office space for contracted management of the off-street parking system. Change Order No. 1 was approved by the Trust on February 7, 2020. Change Order No. 1 resulted in an increase of $126,471.40, an increase of 0.5%. Amendment No. 1 was approved on February 7, 2020, resulting in an increase of $55,142. Changer Order No. 2 was approved by the Trust on March 6, 2020. Change Order No. 2 resulted in an increase of $190,994.39, an increase of 0.8%, and extended the substantial completion date to November 2, 2020. Change Order No. 3 provides for changes to the storm sewer connection and FDC locations per existing lines, adds CMU walls in the elevator machine room and changes in the countertop design in the parking operations office. Change Order No. 3 results in an increase of $31,696.95, an increase of 0.1%. Change Order No. 3 does not impact the completion date of the project. Change Orders 1, 2 & 3 results in an increase of $349,162.34, an increase 1.4% of the original contract sum. Construction began in October 2019, with a final completion date in December 2020. Original Contract $23,581,030.89 Change Order No. 1 $126,471.40 (an increase of 0.5%) Change Order No. 2 $190,994.39 (an increase of 0.8%) Change Order No. 3 $31,696.95 (an increase of 0.1%) Amendment No. 1 $55,142.00 Revised Contract Amount $23,985,335.63

Cost $31,696.95 Source of Funds Parking Capital Reserves and 2019 Series Bonds LFR Issue Sustainable Growth, Service Development and Community Relations Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the change order


415 N Broadway

Oklahoma City

Oklahoma 73102

V. 405.232.8787

F. 405.232.8810

March 13, 2020

Chairman and COTPA Trust

2000 South May Ave. Oklahoma

City, Oklahoma 73109

RE:

I.

II.

Change Order No. 003

Project No: MB-1413 / Convention Center Parking Garage

Background:

The Convention Center Parking Garage is located between S. Broadway Ave. and EK

Gaylord Blvd. and north of SW 4th Street. The 1,100 -parking space facility will have the

ability to expand vertically to a capacity of 1,400 spaces. The facility owned and

managed by COTPA will provide parking for multiple high demand amenities located

within two city blocks of this location. The garage will be located next to, and serve,

the City’s new Convention Center, Omni Hotel, Scissortail Park and the future Mixed-

Use development being planned directly north of the garage.

Scope and Justification:

Item No 01: AR016 Elevator Machine Room Clarification

Purpose: Providing CMU walls for the elevator machine room.

Justification: The clarification was for the walls in the elevator machine room to be CMU block walls, with an applied bond filler and topcoat sealer.

Item No 02 AR022 (revision 1) Fire Hydrant Changes and Added Water Meter

Purpose: Moving the FDC and fire hydrant to new locations due to foundation

interference and modification to the existing/new water meter.

Justification: The FDC was in conflict with the poured in place footings and foundations

at column C/1, elevator core and the ramp retaining walls. The solution

was to shift the FDC north to the island between valet and public

entrances on the west side of the building. Per code, the fire hydrant has

to be within 100' of the FDC, thus moving the fire hydrant to a new

location as well. Along with this scope was the existing water meter was

damaged during demolition and a new water meter had to be installed.

Refer to revised sheet Cl.12 for revised documentation of scope of work.

Page I

Item No 03 AR023 Office 104 Countertop Bracket Spacing at Storefront

Purpose: Millwork manufacturer would not warranty the countertop due to

spanning more than 36 inches.

Justification: The millwork detail was revised to provide plywood backing behind the

counters and to allow the metal brackets to be installed every 36" per the

requirement from the manufacturer.

Ill.

IV.

Cost Estimate:

Item No 01 AR016 Elev. Machine Room

Item No 02 AR022rl Fire Hydrant / Water Meter

Item No 03 AR023 Office 104 Countertop

Total for Change Order No 002

Summary of Costs:

TOTAL

$14,389.95

$16,428.00

$ 879.00

$31,696.95

Original Contract Sum: $23,581,030.89

Change Order No 01 $ 126,471.40

Amendment No 01 $ 55,142.00


Contract Sum to Date: $23,953,638.68


Revised Contract Sum: $23,985,335.63

{0.5%)

{0.8%)

(0.1%)

Change Order No 003 will result in an increase of $31,696.95 or 0.1% of the original

contract price. When Change Order No 003 is added to the original contract price, the

new contract price is $23,985,335.63.

V. Time of Completion

The time of completion for MB-1413 will be increased by (O) days. The date of

Substantial Completion as of Change Order No. 003 therefor is 11/02/2020.

Page 2

COTPA Agenda Item No. VI.G

04/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Resolution authorizing the Administrator, or designee, to negotiate the purchase of one parcel of real property within Oklahoma City, Oklahoma County, Oklahoma, for the Central Oklahoma Transportation and Parking Authority’s system, public interest, and benefit, this includes but is not limited to, negotiating a real estate purchase agreement, securing abstract, title company and other related services and authorizing the Administrator, or designee, to approve such a real estate purchase agreement, including an option agreement. Background From time to time, the Central Oklahoma Transportation and Parking Authority

(COTPA) has the need to acquire real property. COTPA has historically purchased real property based on the fair market value of the real property. Staff has identified a parcel that would benefit the long range goals of COTPA. Staff has completed an in-house analysis on the parcel and has found it meets current dealings of similarly situated real property in the vicinity.

Based on this analysis the Administrator, or designee, seeks authorization to negotiate for the property and present final purchase terms to the board for consideration.

Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Approve the Resolution


RESOLUTION

RESOLUTION OF THE CENTRAL OKLAHOMA

TRANSPORTATION AND PARKING AUTHORITY

AUTHORIZING THE ADMINISTRATOR, OR DESIGN EE,

TO PURCHASE ONE PARCEL OF REAL PROPERTY

WITHIN OKLAHOMA CITY, OKLAHOMA COUNTY,

OKLAHOMA, FOR THE CENTRAL OKLAHOMA

TRANSPORTATION AND PARKING AUTHORITY'S

SYSTEM, PUBLIC INTEREST AND BENEFIT, THIS

INCLUDES BUT IS NOT LIMITED TO, NEGOTIATING A

REAL ESTATE PURCHASE AGREEMENT, SECURING

ABSTRACT,TITLE COMPANY AND OTHER RELATED

SERVICES AND AUTHORIZING THE ADMINISTRATOR,

OR DESIGNEE TO APPROVE SUCH A REAL ESTATE

PURCHASE AGREEMENT, INCLUDING AN OPTION

AGREEMENT ..

WHEREAS, The Central Oklahoma Transportation and Parking Authority

("COTPA") operates the City of Oklahoma City public transportation; and

WHEREAS, COTPA has historically purchased real property based on the

fair market value of the real property; and

WHEREAS, staff has completed an in-house analysis and based upon the

current dealings of similarly situated real property; and

WHEREAS, based on this analysis the Administrator, or designee, seek

authorization to negotiate a real estate purchase agreement; and, to secure the

services of an abstract, title company, and other related services; and

WHEREAS, staff will bring final terms to the Board for approval and upon

closing, authorize the Chairman, or designee, and the Administrator, or designee, to

represent COTPA and execute any and all documents or take such other action as is

necessary to purchase this real property.

NOW, THEREFORE, BE IT RESOLVED by the Trustees of the Central

Oklahoma Transportation and Parking Authority that they do hereby authorize the

Administrator, or designee, to purchase one parcel of real property within Oklahoma

City, Oklahoma County, Oklahoma, for the Central Oklahoma Transportation and

Parking Authority's system, public interest, and benefit, this includes but is not limited

to, negotiating a real estate purchase agreement, securing abstract, title company, and

other related services, and authorizing the Administrator, or designee, to approve such

real estate purchase agreement, including an option agreement.

ADOPTED by the Trustees and signed by the Chairman of the Central Oklahoma

Transportation and Parking Authority this 3rd day of April 2020.

ATTEST: CENTRAL OKLAHOMA

TRANSPORTATION AND PARKING

AUTHORITY

Secretary Chairman

Reviewed for form and legality.

COTPA Agenda Item No. VII. A.

4/03/2020

TO: Chairman and Board of Trustees FROM: Administrator Ratification of Payroll and Vendor Claims for the Period March 3 through March 31, 2020 Background The attached payroll and vendor claims for the public transportation and parking

systems represent normal operating or capital expenditures. Parking had a total outlay of $1,152,779 for the period with major expenditures of: $ 469,596.75 Oklahoma City Urban Renewal Authority (OGE service center site demo and site preparation) 22,357.96 Professional Service Industries (testing laboratory – Convention Center parking garage) 212,827.36 Republic Parking System LLC (January 2020 operating and management fees and FY2020 first quarter incentive) 117,432.64 Restek Inc (public parking garage signs) 35,000.00 RHECO Downtown, LLC (Thunder home game parking- February 2020) 24,866.82 TAP-The Architecture Partnership, PC (Convention Center parking garage) 87,068.00 Wetherbee Electric Inc. (Skidata equipment and hardware) Transit had a total outlay of $3,798,682 for the period with major expenditures of: $2,262,488.66 Payroll for the period 253,196.50 City of Edmond (operating cost July – September 2019) 77,576.87 HNTB Corporation (Northwest Bus Rapid Transit project) 110,500.60 Penley Oil Company (fuel) 27,817.93 Staplegun Design Inc (FY2020 marketing and development and public relations) 194,040.00 Total Manufacturing Company Inc (21-Tolar model signature Orion advertising shelters, map case mounts, logo benches, receptacles, lighting, and solar bracket kits) 15,498.00 Transit Security (February security – various vendors attached) Spokies had a total outlay of $31,154 for the period with major expenditures of: $ 30,533.19 Bicycle Transit Systems Inc (operations and maintenance costs and monthly management fee)

Streetcar had a total outlay of $224,263 for the period with major expenditures of: 19,540.00 Streetcar Security (February security – various vendors attached) The River Transit System had a total outlay of $98,285 for the period with major expenditures of: $ 80,021.57 HMS Ferries, Inc (March 2020 operating costs and management fee, 2019 additional amount for operations, and time and material for Discovery haul out)

Review Public Transportation and Parking Department and Municipal Counselor’s Office Recommendation: Ratify payroll and vendor claims.


Transit Security

Sherrica Buckingham - Transit Center Security 240.00


Joseph Busch - Transit Center Security 240.00

D. N. Watts, Inc. - Transit Center Security 320.00

Melvin Davis - Transit Center Security 320.00


Braden Downs - Transit Center Security 38.00

Craig Files - Transit Center Security 320.00


Elizabeth Herman - Transit Center Security 320.00

Don Holland - Transit Center Security 240.00

Erick Huff - Transit Center Security 320.00

Mayday Security Service - Transit Center Security 380.00

Michael Roof Security - Transit Center Security 240.00


Carmen Mustari - Transit Center Security 380.00


Jeff Owen - Transit Center Security 280.00

Clifton Taylor - Transit Center Security 360.00


Arnold Upshaw - Transit Center Security 280.00


Rey Vasquez - Transit Center Security 320.00







Randall Chapman - Transit Center Security 380.00



D.N. Watts Inc. - Transit Center Security 320.00






Bryant Holloway - Transit Center Security 240.00

Erik Howell - Transit Center Security 360.00

Erick Huff - Transit Center Security 320.00




Transit Security







Eric Wooten - Transit Center Security 320.00

15,498.00

Streetcar Security

Justin Adams - Streetcar Security 320.00


Jacob Brewer - Streetcar Security 240.00


Sherrica Buckingham - Streetcar Security 240.00


Joseph Busch - Streetcar Security 240.00

Braden Downs - Streetcar Security 240.00

Alonzo Fields - Streetcar Security 240.00

Matthew Guy - Streetcar Security 320.00

Don Holland - Streetcar Security 240.00

Erick Huff - Streetcar Security 240.00


Vanessa Hurd - Streetcar Security 120.00

Ericka Jacson - Streetcar Security 240.00

Kimberly Kimmel - Streetcar Security 480.00


Mayday Security Services - Streetcar Security 120.00


Brandon McDonald - Streetcar Security 240.00

Brandon McDonald - Streetcar Security 240.00

Michael Roof Security - Streetcar Security 240.00



Carmen Mustari - Streetcar Security 240.00

Carmen Mustari - Streetcar Security 480.00

Larry Ron Northcutt - Streetcar Security 240.00 Jeff Owen - Streetcar Security 240.00 Lawrence Robinson - Streetcar Security 320.00 Lawrence Robinson - Streetcar Security 240.00 Lawrence Robinson - Streetcar Security 320.00 Arnold Upshaw - Streetcar Security 280.00 Rey Vasquez - Streetcar Security 240.00 Rey Vasquez - Streetcar Security 240.00 Terri Ybarra - Streetcar Security 240.00









Randall Chapman - Streetcar Security 480.00

Streetcar Security





Jeff Flaggert - Streetcar Security 240.00

Jeff Flaggert - Streetcar Security 320.00

Don Holland - Streetcar Security 240.00

Bryant Holloway - Streetcar Security 240.00

Bryant Holloway - Streetcar Security 240.00





Robert Juby - Streetcar Security 240.00









Lawrence Robinson - Streetcar Security 240.00



Arnold Upshaw - Streetcar Security 320.00



19,540.00

the City of Oklahoma City

David Greenwell

Kay BickhamBrent Bryant

Central Oklahoma Transportation and Parking

Authority Board of Trustees

Bernard L. Semtner, III, Vice ChairmanChris Kauffman, Chairman

Laura L. Papas, ControllerPrepared by The Oklahoma City Finance Department, Accounting Services Division

Schedules of Revenues and Expenditures - Budget to Actual

For the Eight Months Ended February 29, 2020

CENTRAL OKLAHOMA

PARKING AUTHORITYTRANSPORTATION AND

A Discrete Component Unit of

Craig Freeman, City Manager

James CooperMayor David Holt

Craig Freeman

Management

Jason Ferbrache, Department Director

Combined Authority Operations

Transportation Operations

Embark Norman Operations

Parking Operations

River Cruises Operations

Spokies Operations

Streetcar Operations

Notes to the Schedules of Revenues and Expenditures - Budget to Actual 8

3

7

6


TABLE OF CONTENTSFor the Eight Months Ended February 29, 2020

PAGE

SCHEDULES OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL

Letter of Transmittal

Schedules of Revenues and Expenditures - Budget to Actual

5

2

4

1

ii

i

TO:

FROM:

DATE:

SUBJECT:

EMBARK Norman Operation's year-to-date revenues and expenditures resulted in a net loss of $141,905. Actualrevenues of $878,344 were equal to budgeted revenues, while actual expenditures of $1,020,249 were less than budgetedexpenditures by $109,751. Total expenditures reported a positive variance in personal services and other services andfees, offset by negative variances in intrafund transfers and supplies.

The schedules presented on the following pages are schedules of revenues and expenditures - budget to actual, for theAuthority. This report includes the operations of transportation, EMBARK Norman, parking, river cruises, spokies andstreetcars, but does not include capital outlay, special projects, grants management and related financing activities.

Central Oklahoma Transportation and Parking AuthorityBoard of Trustees

Accounting Services Division

March 30, 2020

Central Oklahoma Transportation and Parking Authority (Authority) Budget to Actual Schedules for the Eight Months Ended February 29, 2020

Parking Operation's year-to-date revenues and expenditures resulted in net income of $1,244,750. Actual revenues of$3,845,182 were less than budgeted revenues by $178,346, while actual expenditures of $2,600,432 were less thanbudgeted expenditures by $1,176,376. Total revenues reported a negative variance to budget in monthly contracts, events,and leases, offset by positive variances in transient, interest, and other revenue. Total expenditures reported a positivevariance to budget in transfer to capital, other service and fees, debt service transfer, parking garage operations, andsupplies, offset by a negative variance in payments to City of Oklahoma City Parking fund.

The difference between the actual revenues and expenditures to the budget is the variance. Positive variances indicatefavorable conditions, whereas negative variances indicate unfavorable conditions.

The combined Authority Operation's year-to-date revenues and expenditures resulted in net loss of $1,664,458 after Cityof Oklahoma City (City) General Fund subsidies. Actual revenues of $25,324,692 were less than budgeted revenues by$4,579,141 while actual expenditures of $26,989,150 were less than budgeted expenditures by $2,001,635.

Transportation Operation's year-to-date revenues and expenditures resulted in a net loss of $3,469,136 after the CityGeneral Fund subsidy. Actual revenues of $16,014,674 were less than budgeted revenues by $4,288,949, while actualexpenditures of $19,483,810 were less than budgeted expenditures by $819,813. Total revenues reported a negativevariance to budget in Federal grants, farebox, area wide aging agency, advertising, and state government subsidy, offset bypositive variances in miscellaneous, other agencies participation, fare media sales, other passenger revenue, andEMBARK plus. Total expenditures reported positive variances to budget in personal services, supplies, other services andfees, and fuel.

River Cruises Operation's year-to-date revenues and expenditures resulted in net income of $266,846, after the Citysubsidy. Actual revenues of $877,896 were less than budgeted revenues by $6,910, while actual expenditures of $611,050were less than budgeted expenditures by $20,840. Total revenues reported negative variances to budget in charters,concessions, and specialty cruises, offset by positive variances in general fares, payments from transportation grants, andinterest. Total expenditures reported a positive variance to budget in ferry contract operations, other services and fees, andsupplies.

MEMORANDUMTHE CITY OF

OKLAHOMA CITY

MEMORANDUMTHE CITY OF

OKLAHOMA CITY

ii

Prepared by: Reviewed By:

Timothy J. Shank, MBA Janice L. Slaughter, MAccMunicipal Accountant II Accounting Manager

Approved for issuance:

Laura L. PapasController

The schedules are for internal use only and are unaudited. The schedules are prepared by the City Finance Department,Accounting Services Division. The undersigned are prepared to answer any questions you may have pertaining to theschedules. Any questions regarding the budget should be directed to the appropriate department.

The schedules are prepared using the modified cash/budgetary basis of accounting, which includes cash transactions andshort-term receivables and payables. The Authority's management prepared the total year budget which was approved byCity Council and approved and adopted by the Authority’s Trustees. The year to date budget was provided by the PublicTransportation and Parking Department. The accompanying notes to the schedules are an integral part of the presentationand should be read to gain a clear understanding of the schedules.

Spokies Operation's year-to-date revenues and expenditures resulted in net income of $27,642, after the City subsidy.Actual revenues of $138,510 were less than budgeted revenues by $15,430, while actual expenditures of $110,868 weremore than budgeted expenditures by $11,464. Total revenues reported a negative variance to budget in bike share. Totalexpenditures reported a negative variance to budget in spokies operations, offset by a positive variance in services andfees.

Streetcar Operation's year-to-date revenues and expenditures resulted in net income of $407,345 after the City subsidy.Actual revenues of $3,570,086 were less than budgeted revenues by $89,506, while actual expenditures of $3,162,741were more than budgeted expenditures by $113,681. Total revenues reported a negative variance to budget in streetcarfares, offset by positive variances in advertising and other revenue. Total expenditures reported a positive variance tobudget in streetcar operations, offset by negative variances to budget in services and fees, supplies, and personal services.

iii

SCHEDULE OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL CENTRAL OKLAHOMACOMBINED AUTHORITY OPERATIONS TRANSPORTATION ANDFor the Eight Months Ended February 29, 2020 PARKING AUTHORITY(unaudited)

Actual

Revised (1) Revised Revenues/

Budget Budget Expenditures

Total Year Year to Date Year to Date Variance

REVENUES

Transportation ------------------------------------------------------ $30,508,484 $20,303,623 $16,014,674 ($4,288,949)

Parking--------------------------------------------------------------- 5,880,124 4,023,528 3,845,182 (178,346)

River cruises--------------------------------------------------------- 939,021 884,806 877,896 (6,910)

Streetcar-------------------------------------------------------------- 5,462,077 3,659,592 3,570,086 (89,506)

Spokies--------------------------------------------------------------- 226,846 153,940 138,510 (15,430)

Embark Norman----------------------------------------------------- 3,646,940 878,344 878,344 -

Total revenues-------------------------------------------------- $46,663,492 $29,903,833 $25,324,692 ($4,579,141)

EXPENDITURES

Transportation ------------------------------------------------------ 30,508,484 20,303,623 19,483,810 819,813

Parking--------------------------------------------------------------- 5,880,124 3,776,808 2,600,432 1,176,376

River cruises--------------------------------------------------------- 939,021 631,890 611,050 20,840

Streetcar-------------------------------------------------------------- 5,462,077 3,049,060 3,162,741 (113,681)

Spokies--------------------------------------------------------------- 226,846 99,404 110,868 (11,464)

Embark Norman----------------------------------------------------- 3,646,940 1,130,000 1,020,249 109,751

Total expenditures-------------------------------------------- 46,663,492 28,990,785 26,989,150 2,001,635

Operating income (loss) ------------------------------------------ $ - $913,048 (1,664,458) ($2,577,506)

FUND BALANCE

Fund balance, beginning----------------------------------------------------------------------------------------------- 8,609,507

Fund balance, ending--------------------------------------------------------------------------------------------- $6,945,049

(1) The revised budget is a result of amendments approved by the Board of Trustees in December 2019.

93.1

(182.3)

97.6

100.0

90.3

96.0

68.9

96.7

111.5

103.7

99.2

90.0

84.7

78.9%

Actual as a

Percent of

Year to Date

Budget

95.6

See accompanying notes to the schedules of revenues and expenditures - budget to actual

1

SCHEDULE OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL CENTRAL OKLAHOMATRANSPORTATION OPERATIONS (1) TRANSPORTATION ANDFor the Eight Months Ended February 29, 2020 PARKING AUTHORITY(unaudited)

Actual Actual as a

Original Original Revenues/ Percent of

Budget Budget Expenditures Year to Date

Total Year Year to Date Year to Date Variance Budget

REVENUES

Farebox------------------------------------------------------------------ $1,515,000 $995,587 $928,714 ($66,873)

Fare media sales------------------------------------------------------- 960,000 629,413 649,517 20,104

EMBARK plus--------------------------------------------------------- 198,743 130,037 132,834 2,797

Share-A-Fare----------------------------------------------------------- 75,000 - - -

Other passenger revenue---------------------------------------------- 66,824 61,331 70,491 9,160

Miscellaneous---------------------------------------------------------- 262,596 175,064 323,353 148,289

Federal grants---------------------------------------------------------- 7,667,314 3,591,000 1,116,623 (2,474,377)

State government subsidy-------------------------------------------- 1,065,060 355,020 354,841 (179)

Area Wide Aging Agency-------------------------------------------- 294,274 196,184 163,117 (33,067)

Advertising------------------------------------------------------------- 285,000 190,000 166,664 (23,336)

City of Oklahoma City General Fund subsidy--------------------- 17,786,030 11,864,000 11,864,000 -

Other agencies participation------------------------------------------ 316,930 219,631 244,520 24,889

Prior year fund balance 15,713 1,896,356 - (1,896,356)

Total revenue----------------------------------------------------- 30,508,484 20,303,623 16,014,674 (4,288,949)

0 0 0

EXPENDITURES

Personal services------------------------------------------------------- 18,066,897 12,198,086 11,732,769 465,317

Other services and fees----------------------------------------------- 5,244,966 3,240,816 3,137,793 103,023

Payments to City of Oklahoma City Transportation Fund------- 2,948,067 1,965,376 1,965,376 -

Supplies----------------------------------------------------------------- 2,524,194 1,682,800 1,526,592 156,208

Fuel---------------------------------------------------------------------- 1,523,455 1,015,640 920,375 95,265

Intrafund transfers----------------------------------------------------- 200,905 200,905 200,905 -

Total expenditures----------------------------------------------- 30,508,484 20,303,623 19,483,810 819,813

0 0 0

Operating loss -------------------------------------------------------- $ - $ - (3,469,136) ($3,469,136)

FUND BALANCE

Fund balance, beginning------------------------------------------------------------------------------------------- 4,715,797

Fund balance, ending----------------------------------------------------------------------------------------- $1,246,661

(1)

100.0

103.2

102.2

N/A

78.9

100.0

111.3

114.9

99.9

90.7

96.0

90.6

100.0

Grants, Santa Fe Station, and capital activities are not part of the operating budget and therefore not included in this presentation.

93.3%

96.2

96.8

184.7

31.1

83.1

87.7

0.0


2

SCHEDULE OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL CENTRAL OKLAHOMAEMBARK NORMAN TRANSPORTATION ANDFor the Eight Months Ended February 29, 2020 PARKING AUTHORITY(unaudited)

Actual Actual as a

Revised (1) Revised Revenues/ Percent of

Budget Budget Expenditures Year to Date


REVENUES

Reimbursement from Norman for operating expenses----------- $3,406,298 $799,767 $799,767 $ -

Administrative charge revenue-------------------------------------- 240,642 78,577 78,577 -

Total revenue----------------------------------------------------- 3,646,940 878,344 878,344 -

0 0 0

EXPENDITURES

Personal services------------------------------------------------------ 2,093,625 1,020,000 897,199 122,801

Other services and fees----------------------------------------------- 1,312,673 110,000 24,671 85,329

Supplies----------------------------------------------------------------- - - 19,802 (19,802)

Intrafund transfers----------------------------------------------------- 240,642 - 78,577 (78,577)

Total expenditures---------------------------------------------- 3,646,940 1,130,000 1,020,249 109,751

0 0 0

Operating loss -------------------------------------------------------- $ - ($251,656) (141,905) $109,751

FUND BALANCE

Fund balance, beginning------------------------------------------------------------------------------------------- -

Fund balance, ending---------------------------------------------------------------------------------------- ($141,905)


88.0

22.4

N/A

N/A

90.3

100.0

100.0

100.0%


3

SCHEDULE OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL CENTRAL OKLAHOMAPARKING OPERATIONS (1) TRANSPORTATION ANDFor the Eight Months Ended February 29, 2020 PARKING AUTHORITY(unaudited)

Actual

Revised (2) Revised Revenues/


Total Year Year to Date Year to Date Variance

REVENUES

Monthly contracts---------------------------------------------- $2,724,418 $1,816,283 $1,624,662 ($191,621) 89.4%

Transient--------------------------------------------------------- 736,634 475,938 550,891 74,953 115.7

Events------------------------------------------------------------ 2,015,748 1,462,427 1,387,804 (74,623) 94.9

Interest----------------------------------------------------------- 220,000 146,664 184,476 37,812 125.8

Leases------------------------------------------------------------ 183,324 122,216 96,339 (25,877) 78.8

Other revenue--------------------------------------------------- - - 1,010 1,010

Total revenues--------------------------------------------- 5,880,124 4,023,528 3,845,182 (178,346) 95.6

0 0 0

EXPENDITURES

Parking garage operations------------------------------------- 2,285,982 1,329,623 1,184,922 144,701 89.1

Other services and fees---------------------------------------- 1,234,132 819,608 537,796 281,812 65.6

Supplies---------------------------------------------------------- 46,500 46,500 6,303 40,197 13.6

Debt service transfer------------------------------------------- 846,477 586,719 571,411 15,308 97.4

Payments to City of Oklahoma City Parking Fund-------- 430,940 200,000 300,000 (100,000) 150.0

Transfer to Capital 1,036,093 794,358 - 794,358 0.0

Total expenditures---------------------------------------- 5,880,124 3,776,808 2,600,432 1,176,376 68.9

0 0 0

Operating Income -------------------------------------------- $ - $246,720 1,244,750 $998,030 504.5

FUND BALANCE

Fund balance, beginning------------------------------------------------------------------------------------- 3,656,978

Fund balance, ending----------------------------------------------------------------------------------- $4,901,728

(1)


Capital and debt activities are not part of the operating budget and therefore not included in this presentation.

Actual as a

Percent of

Year to Date

Budget

N/A


4

SCHEDULE OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL CENTRAL OKLAHOMARIVER CRUISES OPERATIONS (1) TRANSPORTATION ANDFor the Eight Months Ended February 29, 2020 PARKING AUTHORITY(unaudited)

Actual

Original Original Revenues/



REVENUES

General fares-------------------------------------------------------------------- $13,999 $10,399 $13,694 $3,295

Specialty cruises---------------------------------------------------------------- 50,000 30,655 29,400 (1,255)

Charters-------------------------------------------------------------------------- 45,000 28,900 19,302 (9,598)

Concessions--------------------------------------------------------------------- 29,600 25,030 23,168 (1,862)

Interest--------------------------------------------------------------------------- 1,800 1,200 1,996 796

Payment from Transportation Grants---------------------------------------- 20,000 10,000 11,714 1,714

City of Oklahoma City General Fund subsidy------------------------------ 753,622 753,622 753,622 -

Payment from Oklahoma City Riverfront Redevelopment Authority--- 25,000 25,000 25,000 -

Total revenues------------------------------------------------------------- 939,021 884,806 $877,896 (6,910)

0 0 0

EXPENDITURES

Ferry contract operations------------------------------------------------------ 797,062 531,376 521,745 9,631

Payments to City of Oklahoma City Transportation Fund---------------- 60,186 60,186 60,186 -

Other services and fees--------------------------------------------------------- 63,922 30,328 24,359 5,969

Supplies-------------------------------------------------------------------------- 17,851 10,000 4,760 5,240

Total expenditures-------------------------------------------------------- 939,021 631,890 611,050 20,840

0 0 0

Operating income------------------------------------------------------------- $ - $252,916 266,846 $13,930

FUND BALANCE

Fund balance, beginning---------------------------------------------------------------------------------------------------- 187,054

Fund balance, ending----------------------------------------------------------------------------------------------------- $453,900

(1)

99.2

98.2

100.0

105.5

80.3

47.6

Actual as a

Percent of

Year to Date

95.9

66.8

131.7%

96.7

100.0

92.6

166.3

117.1

100.0

Capital activities are not part of the operating budget and therefore not included in this presentation.


5

SCHEDULE OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL CENTRAL OKLAHOMASPOKIES OPERATIONS (1) TRANSPORTATION ANDFor the Eight Months Ended February 29, 2020 PARKING AUTHORITY(unaudited)

Actual




REVENUES

Bike share---------------------------------------------------------------- $49,787 $26,881 $11,451 ($15,430)

Bike share sponsorship------------------------------------------------- 50,000 - - -

City of Oklahoma City General Fund subsidy---------------------- 127,059 127,059 127,059 -

Total revenues----------------------------------------------------- 226,846 153,940 138,510 (15,430)

0 0 0

EXPENDITURES

Services and fees-------------------------------------------------------- 20,657 14,235 9,420 4,815

Spokies operations ----------------------------------------------------- 146,000 85,169 101,448 (16,279)

Payment to City of Oklahoma City Transportation Fund--------- 60,189 - - -

Total expenditures------------------------------------------------ 226,846 99,404 110,868 (11,464)

0 0 0

Operating income------------------------------------------------------ $ - $54,536 27,642 ($26,894)

FUND BALANCE

Fund balance, beginning-------------------------------------------------------------------------------------- 28,047

Fund balance, ending-------------------------------------------------------------------------------------- $55,689

N/A

90.0

66.2

119.1

Actual as a

Percent of

Year to Date

N/A

100.0

42.6%

111.5

50.7

(1) Capital activities are not part of the operating budget and therefore not included in this presentation.


6

SCHEDULE OF REVENUES AND EXPENDITURES - BUDGET TO ACTUAL CENTRAL OKLAHOMASTREETCAR OPERATIONS (1) TRANSPORTATION ANDFor the Eight Months Ended February 29, 2020 PARKING AUTHORITY(unaudited)

Actual




REVENUES

Streetcar fares---------------------------------------------------------- $327,280 $218,000 $106,594 ($111,406)

City of Oklahoma City General Fund subsidy-------------------- 4,459,497 3,193,592 3,193,592 -

Payments from MAPS 3 Sales Tax--------------------------------- 300,000 - - -

Advertising------------------------------------------------------------- 375,300 248,000 269,700 21,700

- - 200 200

Total revenues--------------------------------------------------- 5,462,077 3,659,592 3,570,086 (89,506)

0 0 0

EXPENDITURES

Personal services------------------------------------------------------ 43,973 29,600 54,957 (25,357)

Services and fees------------------------------------------------------ 1,131,409 750,720 829,794 (79,074)

Streetcar operations -------------------------------------------------- 3,544,672 2,067,724 2,009,482 58,242

Supplies----------------------------------------------------------------- 475,000 23,000 90,492 (67,492)

Payments to City of Oklahoma City Transportation Fund------ 267,023 178,016 178,016 -

Total expenditures---------------------------------------------- 5,462,077 3,049,060 3,162,741 (113,681)

0 0 0

Operating income---------------------------------------------------- $ - $610,532 407,345 ($203,187)

FUND BALANCE

Fund balance, beginning-------------------------------------------------------------------------------------- 21,631

Fund balance, ending-------------------------------------------------------------------------------------- $428,976

97.2

103.7

66.7

100.0

393.4

97.6

(1) Capital activities are not part of the operating budget and therefore not included in this presentation.

Other Revenue---------------------------------------------------------

110.5

Actual as a

Percent of

Year to Date

100.0

185.7

108.8

48.9%

N/A

N/A


7

NOTES TO THE SCHEDULES OF REVENUES CENTRAL OKLAHOMAAND EXPENDITURES - BUDGET TO ACTUAL TRANSPORTATION AND

PARKING AUTHORITY

Authority funds are generally used for operating expenditures related to Transportation, Parking, River cruises, Spokies andStreetcar activities. These funds are the legal funds through which the Authority’s employees are compensated. Authorityemployees are generally bus operators, mechanics, and certain administrative and clerical staff. Employee salaries andbenefits, certain maintenance and contractual items, certain supplies, administrative and internal services and chargebacksfrom the City of Oklahoma City (City), and certain capital expenditures are paid by the Authority’s funds. Authority fundsalso account for long-term leasing, financing, and other necessary business activities not budgeted within the City funds.Separate Authority funds account for transportation, parking, and river cruises activities.

The schedules of revenues and expenditures - budget to actual are prepared on a modified cash/budgetary basis ofaccounting. Under this basis, revenues are recorded when collected, or if billed, when billed, and expenditures are recordedwhen claims are processed for payment rather than when paid.

(unaudited)

II. MODIFIED CASH BASIS OF ACCOUNTING

This presentation excludes activity relating to capital outlay, special projects, grants management and the related financingactivities for the Transportation, Parking, River Cruises, Spokies and Streetcar operations. Transportation excludes grants,shelters, Santa Fe Station operations, and capital related revenues and expenditures. Parking excludes capital and debtservice related revenues and expenditures. River Cruises excludes capital related revenues and expenditures. Spokiesexcludes capital related revenues and expenditures. Streetcar excludes capital related revenues and expenditures. Financingof capital outlay for these operations primarily comes from Federal Transit Administration (FTA) grants and City subsidies.

The fiscal year 2020 annual budget for the Authority funds has been approved and adopted by the Authority’s Chairman andTrustees. In December of 2019, revised budgets were approved by the City Council for Parking, and EMBARK Normanoperations.

Authority funds for the Transportation and Parking operations are blended to make up the original budget as reported on theschedules of revenues and expenditures - budget to actual. The schedules report revenue and expenditure activity for theTransportation, Parking, River Cruises, Spokies and Streetcar operating budgets. Revenues are budgeted in the year thatcash is expected to be received and expenditures are budgeted in the year claims are expected to be paid.

The original year to date budget was prepared by the Authority's management and, essentially, is a percentage of the totalyear original budget based on the amount of time elapsed. However, when the timing of an event is known, the original yearto date budget shows the resulting revenues and expenditures in the month they would likely be reported for that event.

The original total and year to date budgets do not include capital outlay, special projects, grants management and relatedfinancing activities. It is strictly a budget of their operations.

February 29, 2020

I. DEPARTMENT ORGANIZATION

III. ORIGINAL TOTAL YEAR AND ORIGINAL YEAR TO DATE BUDGET

The Central Oklahoma Transportation and Parking Authority (Authority) includes the Transportation, Parking and RiverCruises Divisions operating funds. The Spokies, Streetcar, and EMBARK Norman operations are included in theTransportation Division.

8

NOTES TO THE SCHEDULES OF REVENUES CENTRAL OKLAHOMAAND EXPENDITURES - BUDGET TO ACTUAL TRANSPORTATION AND

PARKING AUTHORITY(unaudited)February 29, 2020

On June 20, 2013, the Authority issued $22,000,000 Parking System Revenue Bonds, Series 2013 (Taxable), dated June 1,2013, and maturing in calendar years 2014 through 2038. The proceeds from the sale of Series 2013 bonds transferred tothe construction account, together with certain other available funds, was used to finance the construction of certain parkingfacilities in downtown Oklahoma City. On September 9, 2019, the Authority placed $20,237,772 of the proceeds from thesale of the Santa Fe Garage in an irrevocable escrow account to officially defease the outstanding maturities of these bonds.

Actual revenues and expenditures do not include capital outlay, grants management and related financing activities for theTransportation, Parking and River Cruises Divisions since their operating budgets do not include that activity. Actualrevenues and expenditures for Transportation, Parking and River Cruises only include operating activity.

The actual revenues and expenditures are for the eight months ended February 29, 2020 and include activity related to allAuthority funds. Encumbrances are not included in the expenditures. Fund balance carryover from prior year is included inthe actual revenues only if a carryover of funds was budgeted, actual year to date operating revenues fail to cover operatingexpenditures, payments, transfers, and intrafund transfers, and only for the amount of the revenue shortfall. Actual fundbalance carryover is limited to the total amount budgeted even if the actual year to date operating revenues, after operatingexpenditures, payments, transfers, and intrafund transfers, shows a deficit greater than the budgeted fund carryover amount.

On October 8, 2019, the Authority issued $13,805,000 Parking System Revenue Bonds, Series 2019 (Taxable), datedOctober 1, 2019, and maturing in calendar years 2020 through 2044. Proceeds of $13,805,000 from the sale of the bondswere used to fund the construction account in the amount of $13,588,297 and to pay issue costs. The proceeds from the saleof the Series 2019 bonds transferred to the construction account, together with certain other available funds, will be used tofinance the construction of a new parking garage near the new MAPS3 Oklahoma City Convention Center.

VIII. DEBT SERVICE

VII. ACTUAL AS A PERCENT OF YEAR TO DATE BUDGET

The percent of year to date budget is the proportion, expressed as a percentage, that the actual year to date amount is to theoriginal year to date budget amount by line item.

V. PAYMENTS AND TRANSFERS

Intrafund transfers include transfers to grants management for the local share of FTA grants and transfers from operationsfor payments of debt service and capital outlay.

The difference between the actual year to date revenues and expenditures and the year to date original budget for those lineitems is the variance. Positive revenue variances indicate year to date actual revenues exceed year to date budget.Conversely, negative revenue variances designate year to date actual revenues are less than year to date budget. Positiveexpenditure variances indicate year to date actual expenditures are less than the year to date budget. Negative expenditurevariances designate year to date actual expenditures exceed the year to date budget. Positive variances indicate favorableconditions, whereas negative variances indicate unfavorable conditions.

VI. VARIANCE

Intrafund Transfers

Payments and transfers between funds within the Authority have been eliminated on the schedules. Transportation servicesbenefit the citizens of Oklahoma City and surrounding municipalities. The City subsidizes these operations up to an amountdetermined and budgeted in advance. This subsidy is reported as payments from the City General Fund subsidy.

IV. ACTUAL REVENUES AND EXPENDITURES

9

FUND BALANCE ENDING

ADJUSTMENTS FOR NON-CASH ITEMSAccounts receivableReceivable from CityDue from other fundsDue from the Federal GovernmentAccounts payableWages and benefits payableDue to other fundsPayable to the City

Operating balance, ending

ACTIVITIES NOT REPORTEDSheltersGrants Santa Fe Station Capital Convention Center Garage

Total activities not reported

Ending cash and investments balance

Fund 521Non-Pooled Cash

Rest Non-Pooled Cash (1270XXXX)

Non-Pooled Investments

Rest NP Curr Investments P&I

Rest NC Rsv Not Funded with Bonds

Check Figures rounding(1) - -

0

13,146,738 636,670 31,224,267

12,427,197 298,878 20,183,006

326,604

719,541 337,792 1,700,784

9,013,873

Fund 520 Fund 522

$12,638,884 $636,670 $31,224,267 $132,902 $527,566

10,602,271 169,411 25,586,236 66,599 - -

($152,615)

- - 20,022,659 - - -

610,491 - - - -8,194,034 169,411 5,563,577 66,599 -

- -

271,000 - - - -1,526,746 - - - -

- -

2,036,613 467,259 5,638,031 66,303 527,566(152,615)

59,753 - - - -21,173 - 100,000 - 78,016

158,194$ -

289,773 13,359 642,812 10,614 15,259671,678 - - - 5,415$72,767

$338

(139,370) - - - - - - - - -

(78,577) -

(113,055) - (6,509) - (100) - - - - -

($163,432) -

This report is for management only:

CASH AND INVESTMENT BALANCES

Transit River Parking Spokies Streetcar$1,246,661 $453,900 $4,901,728 $55,689 $428,976

EMBARK Norman($141,905)

TRANSIT SYSTEM REPORT February 2020

Purpose The Transit System Report provides a summary of both internal indicators and

performance measures that are used to evaluate the performance of the EMBARK transportation system. The internal indicators are used primarily by staff to compare performance to previous periods whereas, the performance measures having specific targets, are more outcome based and are included in EMBARK’s strategic business plan to help demonstrate accomplishments given the resources that are provided. The internal indicators and performance measures included in this report address ridership, dependability, safety and align with EMBARK’s mission statement to: “…provide dependable multimodal public transportation services to the citizens and visitors of the greater Oklahoma City metropolitan area so they can experience friendly, convenient, safe and affordable transit services.”

Ridership Fixed and Express Routes: The average daily ridership (M-F) for local and commuter

route service for the Oklahoma City transit system in February 2020 was 9,796 an increase of 2.15% from February 2019, which was 9,590. The ridership totals include (M-F) the Circ of 60 passengers per day. The average daily Saturday ridership for local route service was 4,940 an increase of 13.64% from February 2019, which was 4,347. The average daily Sunday ridership for local route services was 3,080 an increase of 14.8% from February 2019, which was 2,683. The Circ average Saturday ridership, included in Saturday totals, was 78 and 71 for Sunday. Monday through Friday ridership, as measured by passengers per revenue hour, was 15.73 in February 2020 compared to 15.38 in February 2019. The total year-to-date ridership for local and commuter routes Monday through Sunday was 2,056,103 passengers compared to 1,914,683 in February 2019, an increase of 8.15%. The cumulative annual total for all types of services on all days is 2,402,109 passengers compared to 2,112,102 in February 2019.


Fixed-Route Night Service: Total evening ridership for Routes 5, 11, 13, 22, 23 and the Circ in February 2020, was 7,969 compared to 7,565 the previous year. The result is an average nightly passenger count of 398 passengers compared to 378 in February 2019, a 5.29% increase in average passengers per night. Weeknight ridership, as measured by passengers per revenue hour, was 7.96 in February 2020 compared to 7.57 in February 2019.


Mobility Management: Ridership for the elderly and people with disabilities, EMBARK Well, STEP (senior shopping trips), Congregate Meal, Share-A-Fare, medical trips and other services was 294 passengers per day in February 2020, compared to 352 in February 2019. This passenger count is 16.56% lower than February 2019.

EMBARK Plus: Total EMBARK Plus ridership in February 2020, was 4,604 compared to 4,269 the previous year. The result is an average daily passenger count of 164 passengers compared to 152 in February 2019, a 7.85% increase in average passengers per day.


Streetcar: Total ridership for the streetcar in March 2020 (March 1st – 29th), was 12,769. The result is an average daily passenger count of 440 passengers. Ridership, as measured by passengers per revenue hour, was 6.5.

Dependability On-Time Performance: One of the key performance measures in the strategic

business plan is on-time performance. This measure is an indicator of the dependability of the transit system. For February 2020, the percentage of bus departures that fell within acceptable limits was 68.28% which is a 6.26% decrease from February 2019, which was 72.84%.


Road Calls: The number of miles driven between mechanical road calls is another indicator of dependable service. The distance between road calls during February 2020, was 53,740 miles compared to 77,041 miles in February 2019. The new twelve-month average is 41,529 miles.

Safety Preventable Accidents: This standard is the number of revenue miles between

preventable accidents. In February 2020, there were five preventable accidents. One of them were low-dollar accidents. There were three non-preventable accidents. Our 12-month preventable accident rolling average is 63,229 miles. In February 2019, the 12-month preventable accident rolling average was 91,016 miles. The number of miles between all accidents for EMBARK during the past 12 months is 36,489.

TRANSIT SYSTEM REPORT February 2020 Summary of Services Table: February 2020 The table below provides daily averages for the number of passengers carried by many of the services provided by EMBARK. The year-to-date (YTD) figures are cumulative, based on the year beginning on February 1, 2019. Family of Services Details: February 2020

* - Estimated numbers ** - through February ADP: (Average Number of Daily Passengers) FY YTD: (Fiscal Year, Year-to-Date Cumulative Passenger Count Estimate) Performance Measures Included in Leading for Results (LFR) Strategic Business Plan

SERVICE ADP Feb.20’

FY2020 YTD

FY2019 YTD

SERVICE ADP Feb.20’

FY2020 YTD

FY2019 YTD

OKC Fixed-Routes (M-F) 9,796 1,710,476 1,687,257 Meal Sites 59 11,518 13,979

Circ (M-F)

60 14,226 11,937 Shopping 41 7,916 7,004

Night Service (M-F) 398 73,247 68,371 Senior Companion

- 0 320

OKC Fixed-Routes (Sat) 4,940 164,222 145,616 Interim 3 304 1,613

Circ (Sat) 78 2,255 1,899 Medical 24 4,773 4,443

OKC Fixed-Routes (Sun) 3,080 101,462 13,439 DLC 18 4,959 3,733

Circ (Sun) 62 1,924 208 EMBARK Well 4 712 -

EMBARK Plus OKC(M-Sun) 164 38,652 35,351 CDBG 181 37,592 57,451

Streetcar** 440 257,415 176,085

Cumulative for All Services

2,419,944 2,112,102

MEASURE FY 2020

YTD FY 2020 Targets

# of passengers per service hour 16.02 15.95

# of passengers trips provided 2,056,103 3,038,038

% of on-time bus arrivals 66% 75%

# of miles driven between road calls 70,217 67,000

# of vehicle preventable accidents per 100,000 miles 3.02 3.04

# of passenger claims per 100,000 service miles 9 15

OKC Streetcar Update April 3, 2020

1

• OKC Streetcar continues to update the Public Transportation Agency Safety Plan (PTASP) with ODOT’s

comments.

• OKC Streetcar attended the first ODOT quarterly meeting of 2020

• OKC Streetcar / EMBARK implemented its Continuity of Operations Plan (COOP) in response to the COVID-19 Pandemic

• OKC Streetcar established new procedures in response to the COVID-19 Pandemic. Including.

o Scheduling operators lunch breaks to prevent more than two operators in the break room at one time.

o Limiting the number of staff inside a non-revenue support vehicle to no more than 1 whenever possible

o Limiting the number of staff inside the Operations Control Center to no more than 2 whenever possible

o Implemented procedures following the Center for Disease Control (CDC) distancing guidelines

• OKC Streetcar increased the frequency of cleaning from once a day to twice a day in response to the COVID-

19 Pandemic including all of the touch points.

• OKC Streetcar implemented a reduced service schedule on March 19, 2020 in response to correspond with recent changes in downtown activity.

o MON: 6 AM – 10 PM o TUE: 6 AM – 10 PM o WED: 6 AM – 10 PM o THU: 6 AM – 10 PM o THU: 6 AM – 10 PM o FRI: 6 AM – 10 PM o SAT: 7 AM – 10 PM o SUN: 7 AM – 10 PM


2


3

Feb-19 Feb-20 Difference Prior Month

Spaces Available 3,095 3,095 - 3,095

Monthly Spaces Sold 2,260 2,121 (139) 2,144

Spaces Vacant 835 974 139 951

Vacancy Rate 26.98% 31.47% 4.49% 0

Total Operating Revenue 420,853$ 329,448$ (91,405)$ 337,783$

GARAGE MONTHLY MONTHLY OCCUPANCY

ACTUAL SPACES SPACES BY

FACILITY SPACES AVAILABLE SOLD GARAGE

Century Center 779 445 467 105%

Cox Center 994 600 319 53%

Sheridan-Walker 1,041 1,300 954 73%

Arts District 801 750 381 51%

TOTALS 3,615 3,095 2,121 69%

CENTRAL OKLAHOMA TRANSPORTATION & PARKING AUTHORITY

OFF-STREET PARKING STATISTICS - February 2020

FEBRUARY FACILITY STATISTICS

50%

55%

60%

65%

70%

75%

80%

85%

90%

95%

100%

Percentage of Occupancy

MONTHLY PARKING Feb-19 Feb-20 Difference Prior Month

Monthly Revenue 233,917$ 176,269$ (57,648)$ 218,793$

TRANSIENT PARKING Feb-19 Feb-20 Difference Prior Month

Tickets Issued 11,595 10,014 (1,581) 9,868

Transient Revenue 67,647$ 60,802$ (6,844)$ 52,043$

EVENT PARKING Feb-19 Feb-20 Difference Prior Month

Tickets Issued (Pay at Entry) 11,959 9,758 (2,201) 5,994

Event Revenue 122,320$ 93,961$ (28,359)$ 70,068$

Number of Events 48 43 (5) 33

Number of Estimated Attendees * 197,242 199,920 2,678 171,425

* As reported by Event Organizers

PARKING REVENUES Feb-19 Feb-20 +/- Prior Month

Total 420,853$ 329,448$ (91,405)$ 337,783$

TENANT LEASE Feb-20 Leased Sq. Ft.

Available Sq.

Ft. Comments

Arts District Garage 14,053.30 13,556 -

Santa Fe Station 7,270.00 4,000 -

Total 21,323.30 17,556 -

Credit (Issued) -$

Marketing and Technology Update Marketing Initiatives Implemented and Managed Social Media for EMBARK’s Family of Services Updated and Managed Websites for EMBARK’s Family of Services Executed Marketing for EMBARK’s Family of Services Developed Blog Content for EMBARK’s Family of Services

Public Information Initiatives

Administered Open Records RequestsProduced News Releases for EMBARK’s Family of Services Published EMBARK Monthly eNewsletter

Technology Projects

Provided Helpdesk and Technology Support to EMBARK’s Family of Services Implemented new technology innovations for Norman timekeeping Developing new technology innovations for OKC timekeeping Leading IT Systems Analysis with Four Nines Technology

1

Update April 3

Social Media

Updated and Managed Websites for EMBARK’s

Blog Content for EMBARK’s

Managed Advertising and Sponsorship ProgramUpdating Bus Stop Information Publishing Love the Loop Partner Videos Developing Spots for Cox/Thunder AdvertisingDeveloping Park and Ride TVM WrapsDeveloping Mobile Parking App CampaignDeveloping Parking OKC In-Garage MessagingDeveloping new website for EMBARK’s family of Services

Administered Open Records Requests Produced News Releases for EMBARK’s

Published EMBARK Monthly eNewsletter

Published Onboard Service NoticesConducted/Facilitated News Media Interviews with: > Oklahoman, FOX 25, KFOR, 803 AM, NEWS 9, KOCO

Helpdesk and Technology Support to

Implemented new technology innovations for

Developing new technology innovations for OKC

Leading IT Systems Analysis with Four Nines

Update and Maintain Transit Management Systems Supporting Real-Time Display & Messaging Efforts for Pylons & WebsiteDeveloping Real-time Streetcar MapLeading IT Systems Analysis with Four Nines Technology

April 3, 2020

Managed Advertising and Sponsorship Program Updating Bus Stop Information Signage

Love the Loop Partner Videos for Cox/Thunder Advertising and Ride TVM Wraps

Developing Mobile Parking App Campaign Garage Messaging

Developing new website for EMBARK’s family of

Notices Conducted/Facilitated News Media Interviews with:

KFOR, 803 AM,

Update and Maintain Transit Management

Time Display & Messaging Website

time Streetcar Map Leading IT Systems Analysis with Four Nines

Oklahoma River Cruises and Spokies Bike Share Report April 3, 2020

Haul Out Refurbishment of the Devon Discovery is proceeding as planned. The vessel has received electrical and mechanical systems overhauls. Inspection by a licensed Marine Surveyor will conclude the haul out. A final report will be available once that is completed. Vessels are hauled out for refurbishment every three years on a rotating schedule. Construction Projects Construction of Stockyards Landing is proceeding. Completion of the landing is scheduled for the first week in July. The Meridian Landing pavilion construction will begin soon. Staff has met with the Chickasaw Nation regarding a grant application to fund a landing at the First Americans Museum (FAM), formerly called the American Indian Cultural Center and Museum (AICCM). The grant application was submitted in late March for review by FTA with potential award anticipated in late Summer.

System Expansion

BCycle will be bringing e-bikes to Oklahoma City in late May or early June for evaluation as potential expansion of the station-based Spokies bike share system. The bikes are class one e-bikes, meaning the electric motor only operates while the rider is pedaling and have a maximum speed of twenty miles per hour. This qualifies the bikes for operation on select trails in Oklahoma City. Staff anticipates a rise in ridership with this new feature.

Ridership

Ridership was up 27% in February 2020 compared to February 2019. Staff attributes the increase to fair weather, renewed interest in the program, and the decline in ridership of competing modes.

Oklahoma River Cruises and Spokies Bike Share Report April 3, 2020

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