Loading...
HomeMy WebLinkAbout1993-12-14 - AGENDA REPORTS - ROUTE 14 VANPOOL- BUSPOOL (2)X11 . t _ko ' CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT: BACKGROUND December 14, 1993 City Manager ROUTE 14 VANPOOL/BUSPOOL DEMONSTRATION PROJECT PHASE lI Public Works For the past two years, Commuter Transportation Services (CTS), with the support of the County of Los Angeles and cities of Lancaster, Palmdale, and Santa Clarita, a targeted campaign to increase ridesharing in the Highway 14 Corridor. This program has been extremely successful and in April 1993 garnered an award from the Association of Commuter Transportation. CTS applied for and received a grant to continue a modified version of the program for two more years. RECOMMENDATION Execute the Memorandum of Understanding with CTS for Phase 11 of the Route 14 Vanpool/Buspool Demonstration Project. Establish revenue account 55-3580 with an appropriation of $5825 for the 1993-94 fiscal year. In addition, appropriate the corresponding amount $5825 in account 55-7030=227. Finally, authorize staff to include revenue/expenditure in the same amount for 1994/95. ATTACHMENTS Memorandum of Understanding routel4 Agenia Re M: OFFICERS AND DIRECTORS CHAIRMAN OF THE BOARD GEORGE L. NICHOLAS Coopers 8 Lybrand VICE CHAIRMAN ALAN G. EPSTEIN Disney Devalo0menl Cori SECRETARY THE HONORABLE JACKIBACHARACH Councilwoman. City 01 Rancho Palos Verdes PRESIDENT AND CHIEF EXECUTIVE OFFICER JIM SIMS Commuter Trarmponatbn Services, Inc. LEW EEOOLLA CaIVeoS--DT9lfict OT MARION C. FAY Law Offices of Marion C. Fay RICHARD FUNESS ManNnB, Selvage 8 Lee STEPHEN J. GIOVANISCI ARCO DAVID D. GRAYSON Asomabile Club of Southern Co4o nie HONORABLE JAN HEIDE Counciiwcman. City of Santa Clarita KIM KARL Marathon Communications. Inc. GLADYS MEADE American Lung Association of California DANA W. REED Reed 8 Daoidson NORMAN E ROSS, JR. Parsons, Brinckerholl Quads 8 Dougles. lrut TOM $070 F.S. Enterprises ANTONIO R. VILLARAIGOSA Untied Teachers Los Angeles JUDITH A. WILSON Los Angeles County Metropolitan Transportation Authority H. JOHN YINGLING Ano arican Broadcasting Company 0 Commuter Transportation Services, Inc. November 23, 1993 Ronald Kilcoyne City of Santa Clarita 25663 Ave. Stanford Santa Clarita, CA 91355 Dear Ron, Enclosed are two copies of the contract .and contract exhibits for the Route 14 Vanpool/Buspool Demonstration Project, Phase II. The contracts need to be signed and returned to Commuter Transportation Services, Inc. (CTS) as soon as possible to be included with the Memorandum of Understanding due to the MTA by December 31, 1993. CTS will countersign both copies and return a completed copy to you. Your prompt attention is greatly appreciated. Please call me if you have any questions or concerns at (213) 365-6873. S' cerely Carol Redfe Regional Manager Attachments 3550 Wilshire Boulevard suite 300 Las Angeles, CA 90010 (213)380-7750 FAX (213) 383-8034 AGREEMENT This Agreement is made and entered into this day of 1993, by and between Commuter Transportation Services, Inc. ("CTS") and the City of Santa Clarita ("City"). WITNESSETH WHEREAS, CTS is a California non-profit corporation organized and operated for the purpose of promoting ridesharing, vanpooling and buspooling; and WHEREAS,: the City is taking actions to reduce traffic congestion and air pollution in the community; NOW THEREFORE, in consideration of the mutual covenants of the parties herein contained, it is agreed as follows: 1. TERM OF AGREEMENT a. This Agreement shall be effective when executed, and shall remain in full force and effect until August 30, 1996. This Agreement may be amended or terminated at any time upon mutual consent of the parties thereto. This Agreement may also be terminated by either party upon thirty (30) days .written notice by the other party. Upon early termination, CTS shall be entitled to compensation for all authorized unreimbursed expenditures incurred prior to termination. b. The City and CTS may mutually elect to amend Exhibit(s) of this Agreement by the City giving CTS sixty (60) days written notice, and thereupon request CTS to continue providing services specified in the amended Exhibit(s) at the cost agreed to by CTS and the City. 2. CTS SERVICES CTS agrees to provide to the City the services described in the attached exhibit(s) and incorporated herein by this reference. 3. PAYMENT FOR SERVICE a. The City agrees to pay CTS not more than $11,650.00 for performance of the services described in the attached exhibit(s). 4. METHOD OF PAYMENT City shall pay CTS 50% of the contract amount at the start of the first year of the program, with the remaining 50% due at the start of the second year of the program. See.attached exhibit(s). Agreement CTS Page 2 5. DEFAULT The failure of a party to fully keep and perform each of its obligations hereunder, which failure As not remedied within thirty (30) days following notice thereof, shall constitute a default. Upon the occurrence of an event of default, the non -defaulting party shall have the right, without limiting any other remedies provided by law or in equity, to terminate this Agreement at any time thereafter, effective immediately, during the continuance of such default by giving notice of termination to the defaulting party. 6. HOLD HARMLESS a. The City shall indemnify and hold CTS harmless from and against any and all claims arising from any breach or default in the performance of any obligation on the City's part to be performed under this Agreement, or arising from any negligence of the City or of any of the City's employees, agents, or contractors, and from all costs, attorney fees, expenses and liabilities incurred in.the defense of any such claim or any action or proceeding brought thereon. b. CTS shall indemnify and hold the City harmless from and against any and all claims arising from any breach or default in the performance of any obligation on CTS part to be performed under this Agreement, or arising from any negligence of CTS or any of CTS' employees, agents, or contractors, and from all costs, attorney fees, expenses and liabilities incurred in the defense of any such claim or any action or proceeding brought thereon. 7. EVIDENCE OF ADEQUATE INSURANCE CTS must maintain comprehensive general liabiility and property damage insurance covering all operations of CTS, its agents and employees, including but not limited to premises and automobile, with minimum coverage of $1,000,000combined single limit. Evidence of such coverage, in the form of a certificate of insurance and policy endorsements which name the City, its officers, employees and agents as additional insureds shall be submitted to the City prior to the effective date of this Agreement. Said policy or policies shall provide for 30 days written notice to the City of cancellation or material change. CTS shall carry workers' compensation insurance in the statutory amount and employers' liability coverage. Evidence of such insurance is to be Agreement CTS Page 3 furnished to the City prior to the effective date of this Agreement. 8. DATA AND INFORMATION - CONFIDENTIALITY 9. All financial, statistical, personal, technical or other data and information relating to CTS operations, which are designated confidential by CTS and made available for inspection by the City in order to carry out this Agreement, will be protected by the City from unauthorized use and disclosure through the obversance of any lawful procedure. If CTS submits any document to the City which CTS deems confidential but which is not exempt from the Public Records Act, the City shall return such document to CTS. No alteration, amendments, or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto, and no oral understanding or agreement not incorporated herein shall be binding on any of the parties. This Agreement shall be executed by duly authorized officers of the parties named herein. Work shall commence no later than 60 days after notification by the City to CTS that funding is secured. Agreement CTS Page 4 CITY OF SANTA CLARITA By: _ Mayor Dated ATTEST: City Clerk APPROVED TO FORM: City Attorney , COMMUTER TRANSPORTATION SERVICES, INC. By: Signature Title Dated' EXHIBIT A FY 1993-94 Multi -Year Call for Projects - Memorandum of Understanding (MOU) PROJECT BUDGET - SOURCES OF FUNDS SOURCES OF FUNDS MTA Programmed Funds: Proposition C 5% Proposition C 10% Proposition C 25% Proposition C 40% Grantee Funding Commitment: CTS in kind Contributions. City of Palmdale County of Los Angeles Pub Wks City of Lancaster City of Santa Clarita TOTAL PROJECT BUDGET LOTUS v2.3 File Name: EXHITA FY 1993-94 FY 1994-95:, FY 199576 FY :1996-9. 77.00% $100,000.00. $99,000.00 $13,000.00 5.00% $11,650.00 4.50% $11,650.00 4.50% $11,650.00 4.50% $11,650.00 $258,600.001100.00% 4.50% $6,500.00 $6,500.00 $5,825.00 $5,825.00 $5,825.00 $5,825.00 $5,825.00 $5,825.00 $5,825.00 $129,800.00 $5,825.00 $128 800.00 TOTAL :". BUDGET <'BUDGET % OF 77.00% $13,000.00 5.00% $11,650.00 4.50% $11,650.00 4.50% $11,650.00 4.50% $11,650.00 $258,600.001100.00% 4.50% FY 1993-94 Multi -Year Call For Projects Memorandum Of Understanding (MOU) EXHIBIT B PROPOSITION C PROJECT CASH FLOW PLAN AGENCY NAME: CTS, inc PROJECT NAME: FUNDING SOURCES: PROPOSITION C OTHER LOCAL FUNDS (incl. ISTEA, etc.) TOTAL FUNDING - REVISED 11-18-93 11 Route 14 Vanpool/Buspool Demo Project Phase II $ $199,000.00 $59,600.00 $ $258,600.00 PROJECTED MONTHLY PROPOSITION C CASH FLOW REQUIREMENTS• FY 93-94 Month: s FY 94-95 Month: 2 December $5,825.00 December $5,825.00 Other income $118,125.00 $117,125.00 Fiscal Year Total $129,800.00 $128,800.00 (1) (2) CASH FLOW REQUIREMENTS FOR FIRST TWO FISCAL YEARS (1)+(2) $258,600.00 CASH FLOW REQUIREMENTS PROGRAMMED FOR FUTURE YEARS (3) 0 TOTAL PROPOSITION C GRANT AMOUNT (1)+(2)+(3) $ $258,600.00' Note: Although the MTA Board action of June 30, 1993 may have programmed funds on a multi-year basis, funds are approved for the FY 1993-94 only. MTA Board action will be required annually to approve funds for each subsequent fiscal year.prior to those funds being allocated to the grantee. FY 1993-94 Multi Year Call for Projects Memorandum of Understanding (MOU) EXHIBIT C Scope of Services Route 14 Vanpool/Buspool Demonstration Project Phaseii Scope of Program The Route 14 Demonstration Project Phase II is a program designed for the commuters of the Antelope Valley, Santa Clarita Valley and surrounding unincorporated areas, who vanpool/buspool into the destination points of the Northeast San Fernando Valley (Sylmar, San Fernando, North Hollywood, Studio City, Universal City, Van Nuys, Sherman Oaks, Burbank, Glendale, Pasadena) and the Hollywood/Century City corridors(Hollywood, West Hollywood, Beverly Hills , Westwood, Santa Monica, Culver City, Century City) As an incentive to try a vanpool/buspool the commuter will receive a rebate of the specified amount for which they qualify . This project is administered by Commuter Transportation services (CTS) and will report the progress of the project to the Los Angeles County Metropolitan Transportation Authority (MTA) and the cities of Lancaster, Palmdale, Santa Clarita and the County of Los Angeles Department Public Works. The Program Components The.three components of the program consist of: Rider Rebate- one time $125.00 rebate to qualified commuters Childcare Bonus- one time $100.00 bonus to working parents with children in licensed day care and after school programs who qualify for the rider rebate. Emergency Ride Home -a ride home for the program participants in case of a medical emergency (rental car). The Objectives of Program Objectives for the Route 14 Vanpool/Buspool Demonstration Project Phase II are: * Relieve congestion along the route 14 corridor * Serve the Antelope and Santa Clarita Valley Commuters * Further assess transferability of this project idea. * Test the feasibility of developing a public.. -private partnership to sustain the project over time. * Design a guidebook that shows how to develop and facilitate similar projects. Program Costs Following is the.cost projected to place 1000 commuters into vanpool/buspools over a two year period. * Rider Rebates $125,000.00 * Child Care Bonus $ 30,000.00 * Emergency, Ride Home $ 30,000.00 * Marketing materials $ 25,000.00 * Informational meeting's $ 3,000.00 * Develop Tracking program $ 6,000.00. * PC Hardware/software $ 2,500.00 * Travel expense $ 1,500.00 * Check processing fee $ 10,000.00 * Guidebook $ 12,000.00 * Program Administration $ 13,000.00 in kind mrvim pagez Total $ 258,600.00 Cost of the program is funded through the Cities of Lancaster, Palmdale, Santa Clarita, the county of Los Angeles Public Works and a grant from the ISTEA/Prop c Funds. The cost breakdown per jurisdiction is as follows: ISTEA/Prop c Funds $199,000.00 City of Lancaster $ 11,650.00 City of Palmdale $ 11,650.00 City of Santa Clarita $ 11,650.00 Los Angeles County $ 111'650.00 The schedule of payment will be 50%( $100,000.00) due the first year before the start of program, (This payment is needed to offset the cost of development of marketing materials, programing, computer. equipment, informational meetings to start project and have funds available to pay the projected rebate requests) and ($99 ,000) the start of the second year of program. If any funds are required to be transferred, adjustments.will be made to the rider rebate budget, and all unused funds will be returned to funders -with 77% to be returned to MTA and each city funder will recieve a 4.5% of unused funds. Marketine Successful marketing of this program, will involve.reaching the commuter at the home end as well as the work end. pagc 3 Work end CTS will target work cities in the Northeast San Fernando Valley and Hollywood/Century City corridor, and provide staff to promote the program through the following activities. * Conduct workshops for the employers and TMA's to explain the program. The Account Executive and -Commuter Services Representative can market the program through area Network meetings, TMA membership meetings and Chamber of Commerce sponsored workshops. * Prepare and distribute marketing materials to publicize the program at the -work end. * Identify corridor residents at their respective worksites for promotion of the program. The Employee Transportation Coordinators of the areas.companies can target the appropriate employee population to market the program. Home End * Identification of vanpool prospects in the CTS's data base who commute into, out of and through'the corridor. * Distribution of information through local realtors, local chambers and the local cable TV station. * Distribution of information at local community activities; such as Fall Festival, Pioneer Days etc. Paged Schedules and Timelines The following tasks will be preformed by CTS: 1. CTS will develop the policies and procedures of the program using the same eligibility criteria, and requirements that were practiced in the original Route 14 Demonstration Project.(November 1,1993 -December 1,1993) 2. CTS will develop theme, logo identification and design of marketing.and promotional pieces to administer the program. (November 18,1993- December 30,1993) 3. CTS will arrange for the development of the software necessary to monitor and track the program in the format requested by MTA.( November 21,1993 -December 30, 1993) 4. Launch marketing campaign. CTS market program through home end and work end events as outlined under marketing. (March 1,1994 -on going) Program will be grandfathered back to January 1, 1994. 5. CTS will have a draft copy of the guide book for the review of MTA.(June 1994) Completion date Sept 1994. 6. CTS will.compile and track all transactions regarding the Rider Rebate, Child Care Bonus and the Emergency Ride Home. Monthly reports provided. (By the 10th of each month.) 7. CTS will track all phone or mail inquires related to the program. (on going) v+Ee 5 8. CTS will continue to administer the program as it did in original project. We will request funds from Cities, County and MTA. CTS will cut the checks to the qualified participants, by ascertaining proof of ridership and verifying the validity of the child care facility receipts.(on going) 9. Final report July 1996. ConclusioIl At the conclusion of the two-year Route 14 Vanpool/Buspool Demonstration Project Phase II the cities in North Los Angeles County, and the Dept. of Public Works are encouraged to sustain the vanpool/buspool program without additional matching funds. A partnership could be.formed between the cities of the origin and the destination cities to develop a commuter incentive program for their communities. Valle 6 FY 1993-94 Multi -Year Call For Projects Memorandum of Understanding (MOU) special Grant Conditions EXHIBIT D The schedule of payment will be 500( $5,825.00) due the first year before the start of program, (This payment is needed to offset the cost of development of marketing materials, programing, computer equipment, informational meetings to start project and have funds available to pay the projected rebate requests) and ($5,825.00) the start of the second year of program. If any funds are required to be transferred, adjustments will be made to the rider rebate budget, and all unused funds will be returned to funders with 77% to be returned to MTA.and each city funder will recieve a 4.5% of unused funds. Unused funds will be returned by August 1996.