HomeMy WebLinkAboutAGENDA REPORT 2016 0615 CCSA REG ITEM 10V ITEM 10.V.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
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MOORPARK CITY COUNCIL A�N: m e024-4-na.( '�
AGENDA REPORT
BY: inn . ACL n a w
TO: The Honorable City Council �f
FROM: Sean Corrigan, City Engineer/Public Works Director 4 ' + `
Prepared By: Shaun Kroes, Program Manager
DATE: June 3, 2016 (CC Meeting of 06/15/16)
SUBJECT: Consider Amendment No. 1 to East County Transit Alliance Fiscal
Agent Agreement for InterCity Americans with Disabilities Act (ADA)
and Senior Dial-A-Ride Services
BACKGROUND
On July 1, 2015, the City Council approved the East County Transit Alliance(ECTA) Fiscal
Agent Agreement for InterCity ADA and Senior Dial-A-Ride(DAR) Services (Agreement).
The Agreement is a cost sharing agreement between the Cities of Moorpark, Simi Valley and
Thousand Oaks, as well as the County of Ventura (collectively, the Agencies), for InterCity
ADA and Senior DAR services, with Thousand Oaks responsible for contracting and
administering the program. Through the Agreement, Moorpark seniors 65 years or older
and Moorpark residents with a valid ADA card can travel to the Cities of Simi Valley,
Thousand Oaks, Camarillo, Westlake Village, and surrounding county unincorporated
areas (such as Home Acres and Oak Park).
The Agreement includes a per-ride fee of$33.43. After discounting a passenger fare of
$5.00, the per-ride fee is$28.43. The ECTA InterCity ADA and Senior DAR service was a
new program (by including the City of Simi Valley and County of Ventura into a joint
intercity program). Consequently, the City of Thousand Oaks' per-ride fee of$33.43 was a
best estimate of the anticipated costs of the program. Unfortunately, actual costs of the
program were higher than expected. Thousand Oaks has returned to the Agencies with a
proposed Amendment No. 1 (attached) to the Agreement, intended to recoup their costs
associated with FY 2015/16 program costs and adjust the FY 2016/17 payment formula.
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Honorable City Council
June 15, 2016
Page 2
DISCUSSION
Amendment No. 1 enables Thousand Oaks to perform a single "true up" invoice for FY
2015/16. The true up cost calculation will be the difference in per-ride costs as expressed
as an average cost of all rides provided for FY 2015/16, less the budgeted per-ride costs,
multiplied by the number of rides billed each agency for FY 2015/16. For example, if at the
end of FY 2015/16, if after deducting all payments provided to Thousand Oaks for trips
provided, Thousand Oaks has a remaining deficit of$40,000;the remaining$40,000 will be
billed to the Agencies (including Thousand Oaks) based on the percentage of rides
provided per Agency.
Beginning in FY 2016/17, Thousand Oaks will no longer bill the Agencies on a fixed per-
ride rate; instead, the actual costs for the program for the respective month will be invoiced
to the Agencies based upon their respective percentage of rides. For example, if in August
2016, program costs are $50,000 and 20% of all rides provided were for Moorpark, then
Moorpark would be invoiced $10,000.00. This type of"payment for actual costs" system
has been in place between the Cities of Moorpark and Thousand Oaks for Moorpark's
maintenance expenses associated with Moorpark City Transit.
Amendment No. 1 also enables Thousand Oaks to invoice the Agencies for extra services
and ancillary expenses associated with the ECTA InterCity ADA and Senior DAR program,
such as brochures and passes.
FISCAL IMPACT
The estimated increase in FY 2015/16 costs for Amendment No. 1 is approximately
$12,000.00. The FY 2015/16 budget of$157,000.00 for InterCity ADA and Senior DAR is
expected to cover the additional cost increase. The Intercity and Senior DAR program is
funded with a combination of Federal Transit Administration and Transportation
Development Act Article 8c funding (both classified in the City's Fund 5000 account).
STAFF RECOMMENDATION
Authorize the Mayor to sign Amendment No. 1 to the Fiscal Agent Agreement subject to
final language approval by the City Manager.
Attachment: Draft ECTA Fiscal Agent Agreement
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Project Name: Fiscal Agent Agreement
FIRST AMENDMENT TO FISCAL AGENT AGREEMENT FOR
INTERCITY DIAL-A-RIDE SERVICES BETWEEN CITY OF THOUSAND OAKS
AND THE PARTICIPATING AGENCIES OF THE EAST COUNTY TRANSIT
ALLIANCE CONSISTING OF THE CITIES OF MOORPARK,
SIMI VALLEY, AND COUNTY OF VENTURA
Contract No. 10953-2015
THIS FIRST AMENDMENT to the Agreement for InterCity Dial-A-Ride
(DAR) services, entered into between CITY OF THOUSAND OAKS, a municipal
corporation, (hereinafter "City") and PARTICIPATING AGENCIES OF THE
EAST COUNTY TRANSIT ALLIANCE, (hereinafter "Agencies"), dated June 9,
2015 (hereinafter "Contract"), and titled: Fiscal Agent Agreement, is made
this
RECITALS
A. Whereas on June 9, 2015, City entered into Contract with Agencies
to provide InterCity DAR services effective July 1, 2015; and
B. Whereas City established a per-ride charge for services using
available information; and
C. Whereas Contract stipulates that City shall recover all costs
associated with providing service to Agencies; and
D. Whereas the cost to provide service has exceeded the established
per-ride charge for Fiscal Year (FY) 2015-16, resulting in a deficit
for City to operate the program; and
E. Whereas certain unanticipated program costs have occurred
beyond those anticipated in Contract; and
F. Whereas Contract does not provide a mechanism for these costs to
be recouped by City from Agencies.
AGREEMENT TO AMEND
NOW, THEREFORE, the undersigned parties to Contract agree to amend
Contract as described below:
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Part 1. Exhibit C-1, "Schedule of Fees," is hereby deleted and replaced in
its entirety as follows:
Fiscal Agent shall bill Agencies on a per-ride basis for year one of the
Agreement. Beginning on August 1, 2015, and ending June 30, 2016, this cost
shall be $33.43 per ride, including an administrative overhead charge of $4.41
per ride. Agencies shall receive credit for all fares collected in year one and all
subsequent years of this Agreement.
The InterCity service is a new service. The per-ride cost calculated for year one
has attempted to identify all costs including administrative overhead, with the
exception of ancillary expenses. Fiscal Agent may return to Agencies requesting
an adjustment in the per-ride charge, and must provide supporting
documentation. Fiscal Agent shall submit a single "true up" invoice for year one
to each Agency, no later than 7/31/16. The cost calculation for the true up invoice
shall be the difference in per-ride costs as expressed at an average cost of all
rides provided for year one, less the budgeted per-ride costs, multiplied by the
number of rides billed each agency for year one.
Fiscal Agent shall calculate a program budget for each subsequent year. Fiscal ,
Agent shall notify Agencies in writing no later than March 1 in the current FY of
the estimated program budget for the following FY, beginning July 1, so that
Agencies may budget for the program. The program budget shall include all
costs to provide service including fees, charges, administrative overhead, and
ancillary expenses.
Each Agency shall be responsible for determining its respective program budget,
to be approved by its governing body, based on the program budget adopted by
the Management Committee.
Each participating Agency shall be billed actual expenses on a monthly basis for
the preceding month's service, and billed a percentage of the total expense equal
to that Agency's use of the service relative to the whole (including equal share of
"other rides"), calculated to the third decimal point and rounded to the whole
dollar. Administrative overhead included in the monthly actual expense
calculation shall be equal to 1/12`h of the administrative overhead budget as
identified in the budget adopted by the Management Committee in accordance
with the above.
Fiscal Agent shall not incur, and will not be entitled to seek reimbursement for,
service costs that exceed the approved Management Committee budget, or
individual agency budget, for the CONNECT InterCity program unless approved
in writing by Fiscal Agent and agency. Fiscal Agent shall notify each participating
agency of total program expenditures, no later than 20 days after the conclusion
of the prior month's service. Each agency shall be responsible for monitoring
their respective costs and shall notify Fiscal Agent within 10 days of any need to
curtail or suspend service for budgetary reasons. Expenses related to "other"
rides shall be excluded from curtailment by any one agency unless a majority of
agencies agree.
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Program expenses shall include, but are not limited to; contractor charges (no
additional overhead mark-up), overhead as approved by Management
Committee, and fuel (at cost plus $0.20 per gallon mark-up). Fiscal Agent shall
be entitled to compensation for the use of its vehicles to provide service as
deemed necessary to meet program requirements. Compensation for use of
vehicles shall not exceed a cost that is equal to the proportional share of Fiscal
Agent's total cost for fuel and maintenance, where the proportional share is
calculated as ECTA use, divided by total use, for those vehicles used in ECTA
service in any given month. For example, if the total mileage for vehicles used in
ECTA service in any given month is 20,000 miles, and 2,000 miles were used in
ECTA service, the proportional use is ten percent. If the cost of fuel and
maintenance of said vehicles was $5,000 for the month, the ECTA proportional
share cost would be $500 ($5,000 x 10%).
The annual budget shall be recalculated each year in accordance with the above.
Extra services and ancillary expenses shall be defined and billed at a rate
mutually agreeable to Agencies and Fiscal Agent. Mutually agreeable is defined
as approved by a majority vote of the Management Committee at an agendized
meeting. Extra services and ancillary expense billing shall be approved in writing,
and Fiscal Agent shall provide documentation for all extra charges. For year one,
upon approval by Management Committee, extra services and ancillary
expenses shall be billed to each Agency in equal amounts, not to exceed $8,000
in the aggregate total ($2,000 per agency) for year one. In subsequent years,
extra services and ancillary expenses shall be included as part of the budgeted
administrative overhead. All special expenses exceeding this threshold must be
approved by the Management Committee and respective Agency's governing
body before the Agency submits expenditures for reimbursement.
Part 2. All terms used in Parts 1 above shall have the meanings ascribed
thereto in Contract. Except as amended in Part 1 above, all other sections,
terms, obligations, duties, clauses and provisions of Contract shall remain the
same.
IN WITNESS WHEREOF, the parties execute this First Amendment to
Contract as of the date set forth above.
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CITY OF MOORPARK
Date:
By:
Janice S. Parvin, Mayor
APPROVED AS TO ADMINISTRATION
By:
Steven Kueny, City Manager
ATTEST
By:
Maureen Benson, City Clerk
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