CVAG/Video Outreach 97VIDEO CONFERENCING
MEMORANDUM OF UNDERSTANDING (MOU)
This Memorandum of Understanding is made and entered into on the //Aay of
by and between the Coachella Valley Association of Governments referred to a:
the City of La Quinta referred to as "AGENCY".
S� ( 1997,
"CV G", and
CVAG is performing an Advanced Transportation Research Study titled "Vi eo-Outreach".
Funding for this regional demonstration project is from the Surface Transportation Program (STP)
and Local Transportation Fund (LTF).
The regional demonstration project will provide data for assumptions and behavioral changes
necessary to increase the reductions of trips on Southern California's roadways for the Southern
California Association of Governments (SCAG) as follows:
Build, maintain, and grow a demonstration knowledge base documenting CV G's experience
on logical government linkage to mobility -enhancing changes in the location of activities and
facilities, and in the movement of information via video conferencing.
Analyze and screen video conferencing applications to determine those with eatest potential
for expanded future mobility enhancement in the Coachella Valley and other regions of
Southern California.
Establish with SCAG measurement data on travel impacts of video conferencing applications.
Track and evaluate travel impacts. This analysis will determine the net effect on mobility, air
quality, and energy consumption as a result of this demonstration.
Provide findings on trip volume impacts of this demonstration project for S AG in order to
modify the transportation models that support the formulation of the Regional
Transportation Plan, the Regional Transportation Improvement Plan, and the Air
Quality Management Plan. The VIDEO -OUTREACH project can be one of the
contributing factors in accelerating the deployment of other communicatio strategies, as
well as video conferencing. 7
1. ROLES AND RESPONSIBILITIES
CVAG
1.1 CVAG shall contract with CONSULTANT for the purchase, install ition, and initial
training of specified video conferencing equipment. In order to maximize video
conference unit usage, CVAG will provide for up to four internal jack locations for
mobility. CONSULTANT shall perform all necessary and specific functions as set
forth by CVAG, define the costs, and schedule to bring agency " n-line" for the
regional demonstration project.
1.2 CVAG shall work with SCAG to develop data collection an� measurement
requirements.
1.3 CVAG shall provide data collection forms to AGENCY, collect co�pleted forms at
the end of each month of the 24 month demonstration project.
1.4 CVAG shall analyze usage and prepare technical reports for SCA in accordance
with the agreed upon requirements.
1.5 CVAG shall at the end of the regional demonstration project:
A. Perform a cost/benefit analysis in accordance with SCAG requirements.
B. Perform net present value analysis in accordance with SCAG requirements.
C. Perform analysis of the benefits of warranty/maintenance se ice versus "on -
site" capability.
1.6 CVAG will provide 1 "small group" conference unit to each jurisdiction.
1.7 CVAG will reallocate any "small group" unit from any jurisdiction filing to continue
participation for the 24 month regional demonstration project.
1.8 CVAG will provide 5 large group systems for the purpose of meeting SCAG's
outreach requirements on transportation efforts. In the Coachella Valley this outreach
program will be focused toward the elderly and disabled.
1.9 CVAG will reallocate any large group system from jurisdictions failih to implement
the spirit and intent of the outreach efforts or usage expectations.
1.10 CVAG will participate with AGENCY and College of the Desert to develop a
follow-on training program to meet the on -going needs of AGEN
1.11 CVAG will retain ownership of demonstration video confe encing project
equipment throughout period of performance of the demonstration. Upon
completion of the regional demonstration project, CVAG will take acton to reallocate
or relinquish video conferencing equipment in accordance with fed al requirements
and notify CONSULTANT the "as of date" for reallocation or re ' quishment.
1.12 CVAG will participate with SCAG in the development and appr val of the final
report demonstrating the effectiveness of video conferencing in behavioral changes
as a viable alternative to single occupant vehicle travel for the purpose of conducting
local government business.
AGENCY
1.13 AGENCY shall provide all operating and support cost during project
1.14 AGENCY agrees that priority usage of equipment shall bet a conduct of
AGENCY or CVAG business. All other uses are secondary and mav, be pre-empted
for the purposes of the regional demonstration project.
1.15 AGENCY will identify a demonstration project point of contact (POC) for the
jurisdiction to interface with CONSULTANT or CVAG staff on vidt o conferencing
activities.
1.16 AGENCY will keep track of allocated video conferencing unit usag in accordance
with the SCAG/CVAG data collection form.
1.17 AGENCY will participate with CVAG and College of the Desert in
follow-on training program.
1.18 AGENCY will maintain equipment in accordance with
requirements.
1.19 AGENCY must locate regional demonstration project video
in a government facility.
1.20 AGENCY receiving large group video conferencing system must
accordance with the American with Disabilities Act reauirem
1.21 AGENCY must maximize usage of large group video conferencing
it available for evening meetings.
1.22 AGENCY agrees that CVAG will maintain ownership of
demonstration equipment through the demonstration period.
determined at the end of the demonstration period in accc
requirements.
2.0 INDEMNIFICATION
This MOU is for regional demonstration video conferencing project purl
nothing herein shall be construed so as to constitute CVAG as a party to the
support, scheduling, warranty or maintenance of equipment or to make it as a
venturer with AGENCY as to any project AGENCY may enter into outside o.
limitations of the demonstration project. AGENCY shall assume the defens
and hold harmless CVAG, its officers, employees, and each of them, from
of
equipment
the unit in
and make
conferencing
sition will be
with federal
►oses only and
operation and
)artner or joint
'the scope and
of, indemnify
and against all
3.0
4.0
5.0
actions, damages, claims, losses and expenses of every type and descriptio to which they
may be subjected or put, by reason of, or resulting from, the actions or 'ctions of the
AGENCY taken in the performance of the MOU or any agreement ntered into by
AGENCY with reference to the demonstration project.
CVAG shall assume the defense of, indemnify and hold harmless the AGEN Y, its officers,
employees, and agents, and each of them, from and against all actions, damages, claims, losses
and expenses of every type and descriptions to which they may be subjected or put, by reason
of, or resulting from, the actions of CVAG taken in the performance of the MOU.
CONFLICT OF INTEREST
For the term of this MOU (Demonstration Project Period of Performani
officer or employee of the AGENCY or CVAG, during the term of his/her
AGENCY or CVAG, as the case may be, shall have any direct interest in this
any present or anticipated material benefit arising therefrom.
BOOKS AND RECORDS
AGENCY and CVAG shall maintain complete, accurate, and clearly identifiab
respect to costs incurred for the project or under this agreement. CVAG shall
for examination by the STATE, FHWA, or other authorized agents, officers or
and all ledgers and books of account, invoices, vouchers, canceled checks, an,
or documents evidencing or related to expenditures and disbursements p
agreement.
CONFLICTING PROVISIONS
In the event that provisions of any attached appendices or exhibits conflict
the provisions set forth in this MOU, the language, terms and conditions
MOU shall control the actions and obligations of the parties (AGENCY and
interpretation of the parties' understanding concerning the performance of
6.0 CONTRACT AMENDMENT
In the event that the parties determine that the provisions of this agreement sl
the parties may execute a contract amendment to add any provision to this
or amend any provision of this MOU. All such contract amendments must 1
a written instrument signed by the original signatories to this MOU, or th,
designees.
no member,
rice with the
U. or obtain
records with
ake available
mp►oyees any
other records
rsuant to this
any way with
stained in this
(AG) and the
: services.
old be altered,
DU, or delete
h the form of
successors or
7.0
M
M
ATTORNEY' S FEES
If either party commences an action against the other party arising out of qr in connection
with this MOU, the prevailing party in such litigation shall be entitled to h ve and recover
from the losing party reasonable attorney's fees and costs of suit.
COMPLIANCE WITH LAWS RULES AND REGULATIONS
All services performed pursuant to this MOU shall be performed in ai
compliance with all applicable Federal, State or Local statutes, rules and
NOTIFICATION
All notices hereunder and communications with respect to the MOU shall
the mailing thereof by registered or certified mail, return receipt reque
prepaid to the persons named below:
If CVAG:
William L. Clapper
Director of Transportation
Coachella Valley Association of Governments
73-710 Fred Waring Drive, Suite 200
Palm Desert, CA 92260
If to Agency:
Tom Genovese, City Manager
City of La Quinta
78-495 Calle Tampico
La Quinta, CA 92253
By: wL km�m
David Berry, Chairman
Coachella Valley Association of Governments
Date:
By:
Patricia A. Larson
Executive Director
Date:
Glenda Holt, May(
City of La Quinta
Date: 1- /_ —
rB1W14, 4/
Tom Genovese, C
City of La Quinta
Date: 9 - / — 1
and full
effective upon
i, and postage
Manager
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PROJECT
VIDEO -OUTREACH
WHAT DOES A JURISDICTION/AGENCY NEED TO DO?
IDENTIFY A CONTACT PERSON WITH TELEPHONE NUMBER
2. IDENTIFY THE SPECIFIC ROOM LOCATION FOR THE EQUIPTO BE
INSTALLED.
SIGN THE VIDEO CONFERENCING MEMORANDUM OF UND TANDING
(MOU) WHICH OUTLINES THE JURISDICTION/AGENCY AND CVtkG ROLES
AND RESPONSIBILITIES.