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HomeMy WebLinkAbout04/21/2009, C7 - APPROVE A CONTRACT WITH RIDERSHIP DEVELOPMENT CONSULTANTS 1 V I } council ���pnl 21,2009 j acEnba Report "umba c:F- CITY OF SAN LUIS OBISPO FROM: Jay D. Walter, Public Works Direct Prepared By: John Webster, Transianager SUBJECT: APPROVE A CONTRACT WITH RIDERSHIP DEVELOPMENT CONSULTANTS RECOMMENDATION 1. Accept $20,000 from a Federal Transit Administration (FTA) Section 5317 New Freedoms Grant program for Expanding Transportation Services in San Luis Obispo. 2. Appropriate $5,000 from the Transit Fund Marketing Account to serve as the "local match" to the federal funds. 3. Authorize the Mayor to execute a twenty-four month contract for consultant services with Ridership Development Consultants of Atascadero, California in an amount not to exceed $25,000. DISCUSSION Background In 2007, the San Luis Obispo Council of Governments (SLOCOG) completed the San Luis Obispo Region Coordinated Human Services-Public Transportation Plan. This plan establishes marketing, education and service goals, and programs to improve access to county public transportation services. As part of this plan, transit operators were encouraged to expand local outreach programs and improve education and training for the public on how to use public transit systems. In 2008 based upon consultation with SLOCOG City staff became aware of a potential additional funding source through a federal grant program that could be used to augment existing transit training and education. Due to a very short window of opportunity (and an unknown level of success) staff very quickly submitted an application to Caltrans to be eligible for this funding. Because the grant funding potential was low and matching amounts were small staff did not return to Council at that time to seek initial approval of the grant submittal or match amounts. In January of this year staff received word that the grant was awarded by Caltrans and Federal Transit Administration(FTA) and the City now can move forward with the outreach program. The grant is from the FTA Section 5317 - New Freedom (NF) Grant Program. The program generally funds discretionary projects that increase education and accessibility to public transportation services. The City's program is intended to educate senior and mobility challenged individuals about the availability of various transit use training materials and educational opportunities. The City's program will address the specific barriers (such as inexperience and understanding) with public transportation by providing actual experiences using public transportation. This "hands-on" training will strengthen the ability of organizations within the (f 7 ,/ i Approve Contract with Ridership Development Consultants Page 2 community that provide services to transit dependent residents to carry on the training once the grant funds are expended. Ridership Development Consultants Earlier this year City staff compiled a list of SLOCOG "approved" senior transit-related consultant contacts. Staff then created an informal request for proposals (RFP) process for professional services to solicit interest from consultants. The City received two responses: one response declined to participate and the other was from Fred Munroe and Ridership Development Consultants of Atascadero (Attachment 1). Staff has evaluated the proposal, interviewed the consultant and has determined that the consultant is very familiar with public transportation and social barriers faced by population of San Luis Obispo. Ridership Development Consultants has recently demonstrated completed similar projects in the county designing training and utilization materials for the San Luis Obispo Regional Rideshare. This material is currently in use county- wide. Staff is confident that Ridership Development Consultants can successfully fulfill the obligations and project scope as contained in the grant contract (Attachment 2). FISCAL IMPACT There is no General Fund impact associated with this contract award. The local match of 25% ($5,000) will be funded from the current Transit Budget-Marketing Services account. The project operating budget will be spread across a two year period($12,500 in each year). Fiscal Impact Summary Expenditures Current Ridership Development Project Costs 25,000 New: FTA Section 5317(Grant Award) $ 20,000 Transit Fund-Marketing(50700.7203) $ 5,000 Total Funding: $ 25,000 ALTERNATIVES Deny the contract agreement. The Council may choose to reject the offer for professional services and instruct staff to seek additional quotes. However, staff is not recommending this alternative as the consultant has been determined to be qualified to implement and fulfill the obligations of the grant contract. ATTACHMENTS 1. Response to RFP letter dated January 28, 2009 2. Proposed contract for professional services G:\Staff-Reports-Agendas-Minutes\_CAR\2009\Transit\RIDERSHIP DEVELOPMENT CONSULTANTS CONTRACT AWARD 04-21- 09\CAR RIDERSHIP DEVELOPMENT CONSULTANT FTA 5317 CONTRACT AWARD 04-21-07-rmal.doc ATTACHMENT#1 Ridership DeveCoyment Consultants Expanding the Utilization of Public Transportation January 28, 2009 John Webster, Transit Manager City of San Luis Obispo 919 Palm St. San Luis Obispo, CA 93401 Dear Mr. Webster: I am pleased to offer the professional services of Ridership Development Consultants for the implementation and fulfillment of your FTA Section 5317 New Freedom grant. As I am sure you are aware; the materials currently being used by SLO Regional Rideshare as part of their senior and new rider training programs where written and designed by us. Many of these materials became part of your grant application. Our professional services are available with the follow schedule of reimbursement: • Services of Principal at $60.00 per hour Mileage reimbursement at $0.45 or the federal rate (whichever is lower) • In-house document reproduction, b/w $0.10 per page, color $0.30 per page • Outside document reproduction and bindery at actual cost • Travel time shall not incur any billable staff hours I look forward to working with you, your staff and your operating contactor, along with the current and future transit riders of San Luis Obispo. Together we can make the utilization of SLO Transit a rewarding experience for all. Thank you for considering our services as part of the fulfillment of this grant. Best Regards; Fred R. Munroe Principal 805.461.4150 • fax: 805.227.2049 • Fred@RidershipDevelopment.com 4150 Del Rio Road • Atascadero CA • 93422 C�-3 �i .�• FT.- `./7 Attachment#2 �IIIII II I I VIII city of san WIS OBI SPO Public Works Department• 919 Palm Street• San Luis Obispo, CA 93401-3218 . AGREEMENT THIS AGREEMENT is made and entered into in the City of San. Luis Obispo on APRIL 21, 2009 by and between the CITY OF SA14 LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and Ridership Development Consultants, hereinafter referred to as Consultant. WITNESSETH WHEREAS, In January 2009 the City Transit Manager requested proposals for consultant services in connection with a pending FTA Section 5317 New Freedom Grant award entitled "Expanding Transportation Options in SLO". WHEREAS, pursuant to said request, Consultant submitted a proposal (attached to this agreement as Exhibit A)that was accepted by City for said services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. Contract Term for On-Call Service Contracts. The services identified in this specification will be used by the City between July 2009 and July 2011. Contract Extension and Cost Increases for On-call Service Contracts. The term of the contract may be extended by mutual consent The effective date of this agreement shall be July 1, 2009. The term of the agreement shall be for twenty-four(24)consecutive months with the option of a month-to-month extension of the contract, if remaining within the budget. 2. Termination. If, during the term of the contract, the City determines that the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform. This notice must give the Consultant a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Consultant has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Consultant to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Consultant's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Consultant as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Consultant shall be based solely on the City's assessment of the value of the worts-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting C 7;;�Z{ AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES-RIDERSHIP DEVELOPMENT CONSULTANTS t Attachment#2 The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting costs. In no event, however, shall the Consultant be entitled to receive in excess of the compensation quoted in its proposal. If, at any time during the term of the contract, the City determines that the project is not feasible due to funding shortages or unforeseen circumstances, the City reserves the right to terminate the contract. Consultant will be paid compensation due and payable to the date of termination. 3. Ability to Perform. The Consultant warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all applicable federal, state, county, city, and special district laws, ordinances, and regulations. 4. Sub-contract Provisions. No portion of the work pertinent to this contract shall be subcontracted without written authorization by the City, except that which is expressly identified in the Consultant's proposal. Any substitution of sub-consultants must be approved in writing by the City. For any sub-contract for services in excess of$500, the subcontract shall contain all provisions of this agreement. 5. Contract Assignment. The.Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. S. Inspection. The Consultant shall furnish City with every reasonable opportunity for City to ascertain that the services of the Consultant are being performed in accordance with the requirements and intentions of this contract All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Consultant of any of its obligations to fulfill its contract requirements. 7. Record Retention and Audit. For the purpose of determining compliance with various laws and regulations as well as performance of the contract, the Consultant and sub-consultants shall maintain all books, documents, papers, accounting records and other evidence pertaining to the performance of the contract, including but not limited to the cost of administering the contract. Materials shall be made available at their respective offices at all reasonable times during the contract period and for three years from the date of final payment under the contract Authorized representatives of the City shall have the option of inspecting and/or auditing all records. For Federally funded projects, access to records shall also include authorized representatives of the State and Federal government. Copies shall be furnished if requested. 8. Conflict of Interest The Consultant shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of this contract, or any ensuing City construction project The Consultant shall also list current clients who may have a financial interest in the outcome of this contract, or any ensuing City construction project which will follow. The Consultant covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Consultant further covenants that, in the performance of this work, no sub-consultant or person having such an interest shall be employed. The Consultant certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Consultant shall at all times be deemed an independent Consultant and not an agent or employee of the City. 9. Rebates, Kickbacks or Other Unlawful Consideration. The Consultant warrants that this contract was not obtained or secured through rebates, kickbacks or other unlawful consideration, either promised or paid to any City employee. For breach or violation of the warranty, the City shall have the right in its discretion; to terminate the contract without liability; to pay only for the value of the work actually performed; to deduct from the contract price; or otherwise recover the full amount of such rebate, kickback or other unlawful consideration. 10. Covenant Against Contingent Fees. The Consultant warrants by execution of this contract that no person or selling agency has been employed, or retained, to solicit or secure this contract upon an agreement or AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES-RIDERSHIP DEVELOPMENT CONSULTANTS age of I- Attachment#2 understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Consultant for the purpose of securing business. For breach or violation of this warranty, the City has the right to annul this contract without liability; pay only for the value of the work actually performed, or in its discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee. 11. Compliance with Laws and Wage Rates. The Consultant shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. This includes compliance with prevailing wage rates and their payment in accordance with California Labor Code. For purposed of this paragraph, "construction" includes work performed during the design and preconstruction phases of construction, including but not limited to, inspection and land surveying work. 12. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Consultant is required to pay. 13. Permits, Licenses and Filing Fees. The Consultant shall procure all permits and licenses, pay all charges and fees, and file all notices as they pertain to the completion of the Consultant's work. The City will pay all application fees for permits required for the completion of the project including building and regulatory permit application fees. Consultant will provide a 10 day notice for the City to issue a check. 14. Safety Provisions. The Consultant shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 15. Public and Employee Safety. Whenever the Consultant's operations create a condition hazardous to the public or.City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 16. Preservation of City Property. The Consultant shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Consultant's operations, it shall be replaced or restored at the Consultant's expense. The facilities shall be replaced or restored to a condition as good as when the Consultant began work. 17. Immigration Act of 1986. The Consultant warrants on behalf of itself and all sub-consultants engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 18. Consultant Non-Discrimination. In the award of subcontracts or in performance of this work, the Consultant agrees that it will not engage in, nor permit such sub-consultants as it may employ, to engage in discrimination in employment of persons on any basis prohibited by State or Federal law. 19. Indemnification for Professional Liability. To the fullest extent permitted by law, the Consultant shall indemnify, protec4 defend and hold harmless the City and any and all of its officials, employees and agents ('Indemnified Parties') from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and cost which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. 20. Non-Exclusive Contract. The City reserves the right to contract for the services listed in this proposal from other consultants during the contract term. 21. Consultant Endorsement. Technical reports, plans and specifications shall be stamped and signed by the Consultant where required. 22. Ownership of Materials. Upon completion of all work under this contract, ownership and title to all reports, documents, plans, specifications, and estimates produced as part of this contract will automatically be vested in AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES-RIDERSHIP DEVELOPMENT CONSULTANTS age 3 or 7 � u � Attachment#2 the city and no further agreement will be necessary to transfer ownership to the City. The Consultant shall fumish the City all necessary copies of data needed to complete the review and approval process. It is understood and agreed that all calculations, drawings and specifications, whether in hard copy or machine readable form, are intended for one-time use in the construction of the project for which this contract has been entered into. The Consultant is not liable for claims, liabilities, or losses arising out of, or connected with the modification, or misuse by the City of the machine-readable information and data provided by the Consultant under this agreement. Further, the Consultant is not liable for claims, liabilities, or losses arising out of, or connected with any use by City of the project documentation on other projects, except such use as may be authorized in writing by the Consultant. 23. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Consultant as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Consultant without the prior written approval of the City. The Consultant shall not issue any news release or public relations item of any nature, whatsoever, regarding work performed or to be performed under this contract without prior review of the contents thereof by the City and receipt of the City's written permission. 24. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Consultant is required to furnish in limited quantities as part of the work or services under these specifications, the Consultant shall provide such additional copies as are requested, and City shall compensate the Consultant for the costs of duplicating of such copies at the Consultant's direct expense. 25. Attendance at Meetings And Hearings. Consultant shall attend as many "working" meetings with staff as necessary in performing workscope tasks. 26. Consultant Invoices. The Consultant shall deliver a monthly invoice to the City, itemized by project work phase or, in the case of on-call contracts, by project title. Invoice must include a breakdown of hours billed and miscellaneous charges and any sub-consultant invoices, similarly broken down, as supporting detail. 27. Payment. For providing services as specified in this Agreement, City will pay and Consultant shall receive therefore compensation in a total sum not to exceed the agree-upon fee. Should the Consultant's designs, drawings or specifications contain errors or deficiencies, the Consultant shall be required to correct them at no increase in cost to the City. For on-call services, the City will pay and the Consultant shall receive compensation as agreed to on a project by project basis. The Consultant shall be reimbursed for hours worked at the hourly rates attached to this agreement. Hourly rates include direct salary costs, employee benefits, overhead and fee. In addition, the Consultant shall be reimbursed for direct costs other than salary and vehicle cost that have been identified and are attached to this agreement. The Consultant's personnel shall be reimbursed for per diem expenses at a rate not to exceed that currently authorized for State employees under State Department of Personnel Administration rules. 28. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment or services provided by the Consultant(Net 30). 29. Resolution of Disputes. Any dispute, other than audit, concerning a question of fact arising under this contract that is not disposed of by agreement shall be decided by a committee consisting of the City's Project Manager and the City Director of Public Works, who may consider written or verbal information submitted by the Consultant Not later than thirty days after completion of all deliverables necessary to complete the plans, specifications and estimate, the Consultant may request review by the City Council of unresolved claims or disputes, other than audit, in accordance with Chapter 1.20 Appeals Procedure of the Municipal Code. C-7- 7 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES-RIDERSHIP DEVELOPMENT CONSULTANTS age o Attachment#2 An dispute n Any p eco taming a question of fact arising under an audit of this contract that is not disposed of by agreement, shall be reviewed by the City's Chief Fiscal Officer. Not later than 30 days after issuance of the final audit report, the Consultant may request a review by the City's Chief Fiscal Officer of unresolved audit issues. The request for review must be submitted in writing. 30. .Agreement Parties. City: John Webster Consultant: Fred Munroe City of San Luis Obispo 4150 Del Rio Road 919 Palm Street Atascadero, CA 93422 San Luis Obispo, CA 93401 All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as shown above. 31. Amendments. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Engineer. 32. Working Out of Scope. If, at any time during the project, the consultant is directed to do work by persons other than the City Project Manager and the Consultant believes that the work is outside of the scope of the original contract, the Consultant shall inform the Project Manager immediately. If the Project Manager and Consultant both agree that the work is outside of the project scope and is necessary to the successful completion of the project, then a fee will be established for such work based on Consultant's hourly billing rates or a lump sum price agreed upon between the City and the Consultant. Any extra work performed by Consultant without prior written approval from the City Project Manager shall be at Consultant's own expense. 33. Complete Agreement. This written agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement, the said specification and incorporated documents. 34. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo,CA 93401 Contractor Ridership Development Consultants 4150 Del Rio Road Atascadero,CA 93422 AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES-RIDERSHIP DEVELOPMENT CONSULTANTS Page 5 of 7 v O IF __J Attachment#2 Authority to Execute Agreement. Both City and Consultant do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO: CONSULTANT: David F. Romero, Mayor By :Fred Munroe APPROVED AS TO FORM: Jonathan Lowell, City Attorney AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES-RIDERSHIP DEVELOPMENT CONSULTANTS age 6 of T— (Q) Attachment#2 Section F INSURANCE REQUIREMENTS: Consultant Services The Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees or sub-consultants. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). Minimum Limits of Insurance. Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $500,000 per accident for bodily injury and property damage. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance.Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30)days prior written notice by certified mail, return receipt requested, has been given to the City. The Consultant agrees to notify the City in the event that the policy is suspended, voided or reduced in coverage or limits. A minimum of 30 days prior written notice by certified mail, return receipt requested, will be provided. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage: Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES-RIDERSHIP DEVELOPMENT CONSULTANTS age 7 of 7 ATTA.CPMEW?T 7 U�� 75 ' Lf7 EXHIBIT A I. CONTRACTOR'S SCOPE OF WORK A. Contractor will review, with City staff, all materials currently used or available locally and regionally in programs designed or implemented to serve the project's target population; B. Contractor will identify and confer with community stakeholders interested in and willing to: 1. Define the needs of the target population; 2. Define the resources of the community available to serve these needs; 3. Select and evaluate the services that can be most effectively included in this project; 4. Develop a pool of interested community members and volunteers willing to participate as trainers, facilitators and peer resources 5. Create a legacy program to continue the objectives of this project after the life span of this grant. C. Contractor will,. with City staff, review all segments of the local fixed route transit system to identify areas currently being effectively utilized and areas being underutilized by this project's target population; D. Contractor will develop information and training materials tailored to needs of the target population, the City and the goals of the project; E. With input from the City and community stakeholders, Contractor is directly responsible for the project's promotion and training programs along with development of volunteer and peer resources to further carry out the shepherding of the target population in the quest to assist them in both utilizing fixed route services within the City and integrating them into fuller participation in society; F. The Contractor will submit all printed materials created for the project for review as both draft and final documents to the City for review and approval before integrating any printed materials into the community programs used to carry out the project; G. Contractor will issue at least two (2) un-bound hard copies of all final materials. Contractor will issue a full set of electronic versions: in the original production format (MSWord 2007) as well as the PDF format. II. The City will be solely responsible for other on-going tasks: 1) Assess progress made by Contractor; 2) Interface with Fixed Route Transit operator to assess the overall program effectiveness and performance toward the project's goals; 3) Make available City controlled facilities for meetings, workshops and training sessions with stakeholders, volunteers, peer resources and the target population;4) Present project findings to any councils, committees or commissions; and 4)Write and produce the incremental and final project reports for submittal to Caltrans.