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HomeMy WebLinkAboutAGENDA REPORT 1999 0707 CC REG ITEM 11HCity of Moorpark AGENDA REPORT I 1�-I ,55 1�0 rrEM 11= CITY OF MOORPARK, CALIFORNIA City Council Meeting of �/ ]I C e1 ACTION: 1�21_2 1 _11 411:'rI TO: The Honorable City Council l FROM: John Brand, Senior Management Analyst`. , DATE: June 24, 1999 (CC meeting of July 7, 1999) SUBJECT: Consider Approval of VISTA -East Cooperative Agreement Background VISTA -East is one of four VISTA (Ventura Intercity Service Transit Authority) transit services which began in July 1994. It is administered through a Cooperative Agreement (Exhibit A) among the east county Cities - Simi Valley, Thousand Oaks, and Moorpark, and VCTC, the Ventura County Transportation Commission. The VISTA -East Agreement provides for commuter express bus service between the east county cities (Moorpark, Simi Valley, Thousand Oaks). The service has gone through several changes since its start. There have been changes in the frequency of service, number and size of vehicles. Last year the service was affected by the contract operator's difficulties with schedule adherence and vehicle maintenance. With this Agreement, a new contractor will be providing the service. Coach USA /Antelope Valley Bus was the successful respondent to a VCTC RFP for all of the VISTA route services. This same contractor operates and maintains the Moorpark City Bus service. During its first three years of existence, VISTA -East operated as a demonstration project and was funded primarily (80 percent) from a CMAQ (Congestion Mitigation /Air Quality) federal grant. The participating cities contributed a 20 percent match based on population shares. Beginning in fiscal year 1997/98, with the demonstration period over, and all of the City's share to operate 0004`91'4 VISTA99 CC Meeting of July 7, 1999 Page 2 Development Act) revenue. Annually, the VISTA -East service is funded to the maximum extent practical with federal §5307 funds as approved by the VCTC and the Federal Transit Administration (FTA). Federal funds pay for approximately 490 of the total cost. Fares equal 13% and the remaining 38% is apportioned among the three cities. The total annual cost to operate the service for FY 1999/00 is estimated to be $260,295. The federal share is $127,440, and anticipated revenues (including $10,000 from Moorpark College) are $34,517. This leaves $98,338 to be funded by the cities. Moorpark's proposed share is $12,366. VISTA -East Anticipated Costs Total Contract Costs $ 260,295 Federal Share <127,440> Fare Revenue <34,517> Total Local Costs $ 98,338 On April 21, and June 2, the VISTA -East Committee, comprised of elected officials from the cities of Moorpark (Councilmember Evans), Simi Valley, and Thousand Oaks, met to discuss the VISTA East service. The agenda for the meeting included cost sharing arrangements, consideration of service levels, the VISTA -East Cooperative Agreement, and the results of the RFP selection process. Varieties of formulas were discussed. The committee agreed to a compromise cost - sharing formula largely based on population. The cities of Moorpark and Simi Valley are contributing an additional $1,000. The arrangement was a compromise to the city of Thousand Oaks' position to base the formula on ridership residency (where riders live). That formula significantly favored Thousand Oaks and would have saved them approximately $16,000, and cost the cities of Moorpark and Simi Valley additional dollars. As recommended, Moorpark's share is $12,366 or 12.57% of the local cost. Exhibit B illustrates the various funding scenarios the Committee considered. Traditionally, Moorpark College has been the busiest stop by a wide margin. According to this year's survey information, the College's predominance is slightly diminished, as ridership for other purposes increases. However, the survey was small and the M:UBRAND\M\MOORPARK \CITY COUNCIL \CC AGENDA STAFF REPORTS \VISTA99.DOC 000475 VISTA99 CC Meeting of July 7, 1999 Page 3 committee was not in complete agreement regarding its reliability. The preponderance of riders to Moorpark College reside in Simi Valley and Thousand Oaks. Each cost - sharing formula favors one city or another, hence the compromise formula for FY 1999/00. The FY 1999/00 Budget adopted by the City Council includes the expenditure of TDA funds to cover the City's share of VISTA -East. Saturday service was discussed again this year. Saturday service does not appear viable because of the lack of identified demand for Saturday service on VISTA -East; and because efforts need to be focused on building ridership for existing weekday service before expanding days, the committee decided. Recommendation Staff recommends that the Council approve the Cooperative Agreement among the cities of Moorpark, Simi Valley, Thousand Oaks, and VCTC for Ventura Intercity Service Transit Authority (VISTA) -East for FY 1999/00, subject to final language approval by the City Manager and City Attorney, and authorize the Mayor to sign the Agreement on behalf of the City. Attachments: Exhibit A Exhibit B M:\JBRAND \M\MOORPARK \CITY COUNCIL \CC AGENDA STAFF REPORTS \VISTA99.DOC 000476 Exhibit A COOPERATIVE AGREEMENT FY 1999/2000, FY 2000 /2001, FY 2001/2002 VENTURA INTERCITY SERVICE TRANSIT AUTHORITY (VISTA) EAST This Agreement is.made and enteied into by and among the CITY OF MOORPARK (Moorpark), the CITY OF SIMI VALLEY (Simi Valley), the CITY OF THOUSAND OAKS (Thousand Oaks) and the Ventura County Transportation Commission (VCTC). Moorpark, Simi Valley and Thousand Oaks are collectively referred to herein from time to time as the "AGENCIES." Section 1: Purpose The purpose of this Agreement is for the AGENCIES to cooperatively provide transit service within the service area outlined in Attachment A, and for VCTC to contract for and administer such service. Section 2: Name The name of the service to be provided pursuant to this Agreement shall be VENTLTRA INTERCITY SERVICE TRANSIT AUTHORITY (VISTA) -EAST. Section 3: Funding The service is to be funded to the maximum extent practicable with federal Section 5307 (49 U.S.C.) funds (formerly Section 9) as approved by the VCTC and the Federal Transit Administration (FTA). For FY 1999/2000, the required local match shall be paid by the AGENCIES as stated below. The local match shares for FY 2000/2001 and FY 2001/2002 will be determined by the cities each year as an addendum to this Agreement. City of Moorpark 12.57% S12,366.00 City of Simi Valley 43.54% 542,816.00 City of Thousand Oaks 43.89% 543,156.00 Section 4: Administration VCTC will act as the administrator of the VISTA -EAST Service. The responsibilities of VCTC with respect to the administration of the VISTA -EAST Service are as follows: • Grant Funding: As Designated Recipient and Grantee, prepare, submit, obtain approval for federal Section 5307 funding. • National Transit Database Data Collection: FTA requires that transit operators collect and report on ridership, operating data and other system characteristics. This data is used by FTA in allocating federal Section 5307 funds. This data will be collected either by the Automated Passenger Counters (APC) component of the Smartcard system, or by VCTC providing part - time personnel to ride on the buses in the FTA - prescribed manner, collecting and processing the data and submitting the information to FTA for review. • FTA Quarterly Reports: VCTC, as the Designated Recipient, is responsible fog submitting quarterly financial reports to FTA. VCTC shall also prepare quarterly project status reports VISTA East Cooperative Agreement - FY 1999/2000 Page I 0004'-,('7 describing the activities which occurred during the preceding quarter, all financial transactions which occurred, including farebox and other revenue (passport, tokens, donations), all expenditures and the type of funds used, staff hours expended on activities, and projected activities for the following quarter. • On_ erating Costs: Fare revenues, including monthly pass receipts and any passenger contributions collected from specific establishments being served will be used to defray operating costs. Fare revenues will be compared to actual ridership counts on vehicles to assure accurate ridership assessment. • Payments to the Contractor: VCTC is responsible for processing monthly payments to the transit contractor. This involves reviewing the contractor's bills for accuracy and electronic draw down of federal funds and payment to the contractor. • Farebox/Local Share/Pass Sales/Deposits/Reporting: VCTC is responsible for collecting the local shares from the AGENCIES, collecting farebox revenues from the transit contractor and depositing the funds into a revenue account. • Bus Schedules: VCTC is responsible for coordinating schedules for VISTA routes. Schedules must be updated as route and fare changes occur. Schedules may also be changed for special conditions, events and holidays. VCTC is responsible to notify the Dial -A -Route Center of any changes as well as print and distribute new schedules countywide. • Community AdvertisinQ/Public Awareness: VCTC is responsible for providing public outreach for VISTA with community agencies, organizations and schools about service available during the year. VCTC, in cooperation with the AGENCIES, will develop and produce promotional materials and media buys for print, radio and TV, within adopted budgetary constraints. • Contractor Relations: VCTC will maintain an awareness of the contractor's staff, equipment, maintenance practices and safety training to assess the service and route. VCTC will monitor contractor performance to ensure the requirements of the contract such as hours of service, days of operation, etc., are met. VCTC will obtain certificates of insurance. VCTC will inform the contractor of special programs VISTA offers such as the VISTA token. VCTC will handle all contractor complaints. • Customer Relations: VCTC will respond to customer comments and complaints in a timely manner. VCTC will develop, conduct and tabulate at least one on -board survey. • On -Board Survev(s): VCTC will conduct an annual on -board passenger survey, in a manner approved by the AGENCIES. VCTC will conduct an additional on -board survey, if so requested by the AGENCIES. • Accounting: VCTC will monitor and reconcile funds in the bank accounts and prepare monthly financial statements. VCTC will reconcile receipts from the contractor-, token and VISTA East Cooperative Agreement - FY 1999/2000 Pa-r-2 ®O R `0riS pass sales. VCTC will electronically draw down federal funds to combine with the correct local match to pay bills. • Audits: VCTC will have the VISTA service accounting records audited by an independent CPA firm as part of the VCTC annual fiscal audit. • RFP /Contract Preparation: VCTC will prepare an RFP to solicit the transit contractor and negotiate the contract. Selection of the transit contractor, and the final terms of the contract shall be subject to the approval of the AGENCIES, as provided in Section 8. • Meetings of the AGENCIES: VCTC is responsible for preparing agendas and agenda items for meetings of the AGENCIES as needed. Section 5: Term The term of this Agreement shall be for three years beginning July 1, 1999 and ending on June 30, 2001. The Agreement may be extended by mutual consent of all parties. Section 6: Evaluation of Service VCTC will provide the AGENCIES with quarterly reports about operations, as shown on Attachment B. Section 7: Meetings Meetings of the AGENCIES and VCTC shall be held in accordance with the "Brown Act" at least once each fiscal year. All decisions on service shall be made jointly by the AGENCIES with each of the AGENCIES having one vote and majority vote ruling. Each of the AGENCIES shall designate one elected official as a voting member by whatever local procedure is preferred. Each of the AGENCIES shall also designate one alternate voting member which may be a staff member. Each of the AGENCIES shall also appoint one staff person to serve on the VISTA Technical Advisory Committee JAC). Meetings of the TAC shall be in accordance with the "Brown Act," as needed. Section 8: Contract Arrangements VCTC, as the Designated Recipient, will sign and monitor the contract, after approval thereof by the AGENCIES. Each of the AGENCIES (individually when referred to herein as the "Indemnifying Party ") shall indemnify, protect, defend and hold each of the other AGENCIES and VCTC, their officers, employees and agents harmless from all liability, claims or damages arising out of, caused by, or resulting from, the Indemnifying Party's negligence in performing its obligations pursuant to this Agreement. VCTC shall indemnify, protect, defend and hold each of the AGENCIES and its officers, employees and agents harmless from all liability, claims or damages arising out of, caused by, or resulting from VCTC's negligence in performing its obligations pursuant to this Agreement. 0004-4(19 VISTA East Cooperative Agreement - FY 1999/2000 Page 3 Any contract for operation of a VISTA route pursuant to this Agreement shall provide that the contractor indemnify, protect, defend and hold harmless VCTC, its officers and employees from all liability, claims or damages arising out of, caused by, or resulting from, the contractor's performance of its obligations pursuant to this Agreement and such contract. VCTC shall require the contractor to indemnify and hold harmless each of the AGENCIES, their officers, agents and employees from all liability, costs, damages or expenses, including attorney's fees, arising out of or incurred in connection with the performance of the contract services, and the contract will require the contractor, at the contractor's cost, expense and risk, to defend any and all resulting actions, suits, or other legal proceedings brought or instituted against any or all of the AGENCIES arising out of the contract services, and to pay and satisfy any resulting judgments, and shall provide to each of the AGENCIES insurance policies covering the contractor's activities, including general liability and automobile liability with policy limits of not less than $2 million combined single limit for general coverage and $10 million combined single limit for automobile liability coverage. Contractor's insurance shall be with an insurer admitted by the State of California and rated B +VII or better in Best's Insurance Guide. Each such policy shall be endorsed to include each of the AGENCIES as an additional insured. Each of the AGENCIES shall receive a separate endorsement page naming that AGENCY as an additional insured. Section 9: Beneficiaries of Agreement This Agreement is for the sole benefit of the parties hereto and no individual, organization, group, firm, or other entity shall have any claim for benefits hereunder. Section 10: Changes to Agreement Any changes to this Agreement must be approved by the governing board or the governing board designee for each of the AGENCIES participating in this Agreement. Section 11: Counterparts This Agreement may be executed in one or more counterparts, each of which shall be deemed an original and will become effective and binding upon the parties at such time as all the signatories hereto have signed a counterpart of this Agreement. All counterparts so executed shall constitute one Agreement binding all the parties hereto. Section 12: Notices or Notification Any notice required to be given in writing under this-Agreement, or other notifications, shall be given to the parties at the following addresses: MOORPARK City Manager City of Moorpark 799 Moorpark Ave Moorpark, CA 9' )021 3 - VISTA East Cooperative Agreement - FY 1999/2000 Pie 4 600480 SIMI VALLEY City Manager City of Simi Valley 2929 Tapo Canyon Road Simi Valley, CA 93063 THOUSAND OAKS Public Works Director City of Thousand Oaks 2100 Thousand Oaks Boulevard Thousand Oaks, CA 91362 VENTURA COUNTY TRANSPORTATION COMMISSION Executive Director Ventura County Transportation Commission 950 County Square Drive - Suite 207 Ventura, CA 93003 In witness whereof, the parties hereto have executed this Agreement on the dates stated below. CITY OF MOORPARK CITY OF SIMI VALLEY APPROVED AS TO FORMM Date City Attorney Date APPROVED AS TO FORM City Attorney Date Date VISTA East Cooperative Agreement - FY 1999/2000 Page 5 000481 CITY OF THOUSAND OAKS Date VENTURA COUNTY TRANSPORTATION COMMISSION Uzz Date mau reen,'vi sta,lcoops /eas t2000. wpd VISTA East Cooperative Agreement - FY 1999/2000 APPROVED AS TO FORM City Attorney APPROVED AS TO FORM Counsel i_ Date Date Page 6 000482 Attachment A ROUTE AND SERVICE DESCRIPTION The following is a general description of the VISTA -EAST Service, and may be revised and/or adjusted during the fiscal year by agreement of the AGENCIES. The VISTA -EAST Service is an intercity, fixed route express bus service in eastern Ventura County with connections to adjacent Los Angeles County. The route will include stops at Westlake Boulevard/Townsgate Road, the Janss Mall, the Oaks Mall, the Hwy 23 Park and Ride Lot and the Thousand Oaks Library in Thousand Oaks; the Country Club Rd./Wood Ranch, and Madera Road/Los Angeles Avenue in Simi Valley; Moorpark College and the Moorpark Metrolink Station in Moorpark. Service will operate between approximately 7 am and 6 pm weekdays. In the morning and evening peak hours, buses will have approximately 60 minute headways. In the off -peak hours, the headways will be approximately 120 minutes. The peak hours will be a maximum of three hours in-the morning and three hours in the afternoon. The schedule will be arranged to provide timed transfers with local and intercounty transit providers such as the Simi Valley Transit (in particular, to access the Simi Metrolink Station); Thousand Oaks Transit, the VISTA HWY 101 service, Moorpark Transit, and Los Angeles MTA in Westlake, as feasible. VISTA -EAST one -way passenger fares are: S1 for adults between 21 and 61 years of age; 75 cents for youth aged 6 to 20 years; and 50 cents for seniors aged 62 years and older and persons with disabilities. Children 5 years and under ride free if accompanied by fare paying adult. The SmartCard Passport fares are: adults $40; youth $30; seniors and persons with disabilities S20. The cash debit feature is sold in S10 increments. Purchased monthly, this passport is valid for unlimited trips on all Ventura County fixed -route public bus systems. For an additional 50 cents per trip, holders of the base pass may use the Dial -A- Rides, except on systems where this offer is not valid. VISTA East Cooperative Agreement - FY 1999/2000 150048 Attachment B PERFORMANCE REPORTING On a quarterly basis, VCTC wifl calculate and provide operating statistics and performance indicators for Weekday service, for monthly, quarterly and total year -to date periods, to include: • Farebox Revenues • Farebox Recovery Ratio* • Contractor Operating Costs • Administration Costs • Total Adjusted Operating Costs • Passengers • Total Cost per Passenger • Vehicle Service Hours • Total Operating Cost per Vehicle Service Hour • Passengers per Vehicle Service Hour • Total Hours • Vehicle Service Miles • Passengers per Vehicle Service Mile • Total Miles * Farebox Recovery Ratios shown will be the adjusted ratio so that all transit systems may be compared equally. For all VISTA contract services, this means that operating costs equal the sum of operating and maintenance costs contained in each contract, or, conversely, contract costs minus all capital costs. VISTA East Cooperative Agreement - FY 1999/2000 Page 8 000484 VISTA East Route Estimated Costs FY99 /00 Contract Cost Operating Costs Fare Revenue Capital % Capital Cost Federal 80% AVB $260,295 $100,994 $34,517 61.20% $159,301 $127,440 Cost $260,295 (Federal Share) $127,440 (Fare Revenue) $34,517 Total Local Cost $98,338 Local Costs Distributed by 1999 Population Cost Simi Valley $41,816 42.52% Moorpark $11,366 11.56% Thousand Oaks $45,156 45.92% Total $98,338 100.00% Local Costs Distributed by 1999 Survey Boardings Cost % $52,021 52.90% $17,406 17.70% $28,911 29.40% $98,338 100.00% Notes - 1. Total of 20.1 hours a day for 259 weekdays for a total of 5,205.9 hours @ $50 /hr O Printed: 5/24/99 Prepared: 5124199 Rev 3 Ln, H,\XLDOCS%[VISTACST.XLS]East -costs Exhibit B Local Costs Distributed by 50% Population - 50% Boardings Cost % $46,918 47.71% $14,386 14.63% $37,034 37.66% $98,338 100.00% I