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Home My WebLink AboutAGENDA REPORT 2001 0620 CC REG ITEM 11CITEM I / • G" ci j CGLn6(e '�Iv M'T of re-t.0 - Moorpark City Cou_ AGENDA REPORT BY. TO: The Honorable City Council FROM: John Brand, Senior Management Analyst DATE: June 11, 2001 (CC meeting of June 20, 2001) SUBJECT: Consider Approval of Ventura Intercity Service Transit Authority (VISTA) -East Cooperative Agreement, and Cost Allocations. BACKGROUND The Ventura Intercity Service Transit Authority (VISTA) transit services began in July 1994 to provide fixed route bus services between cities in Ventura County. Each route is administered through a Cooperative Agreement (Exhibit B) among the participating jurisdictions. The VISTA -East Agreement provides for commuter express bus service between the east county cities (Moorpark, Simi Valley, and Thousand Oaks) and is renewed annually. The VISTA routes are administered for the member jurisdictions by VCTC, the Ventura County Transportation Commission. VISTA has five routes: VISTA 101 Thousand Oaks to Ventura CSUCI Camarillo and Oxnard to Cal State University Channel Islands Conejo Connection Thousand Oaks to Warner Center VISTA 126 Fillmore to Ventura VISTA -East Moorpark to Simi Valley and Thousand Oaks The five VISTA routes operate Monday through Saturday except the Conejo Connection. The VISTA -East service has gone through several changes since its start. There have been changes in the frequency of service, and number and size of vehicles. Last year, VISTA -East service expanded by starting one hour earlier and running for one hour later Monday 3)OiT9 VISTA East Agreement 2001.doc CC Meeting of June 20, 2001 Page 2 through Friday, and Saturday service was introduced. VISTA -East operates Monday through Friday between 6:00 a.m. and 7:24 p.m. The operation of the service uses two buses, one - starting from the south end of the route at Westlake and Townsgate in Thousand Oaks, and the other bus starts from the north end of the route, at Moorpark Station. It takes one hour to go from one end of the route to the other, two hours for a round trip. As the buses pass each other going up and down the route, it provides a frequency of one bus per hour at each stop. Saturday service uses only one bus, providing service every two hours, between 6:55 a.m. and 6:10 p.m. As the Council may recall, transit operators must meet a certain farebox ratio in order to receive Transportation Development Act (TDA) funding from the lk4� state sales tax. VISTA -East has had to meet a farebox ratio equal to 20% of its operating expenses. If the 20% is attained from the fare box revenue, the remaining 80% may be eligible for TDA or other state or federal subsidy. The 20% ratio may be adjusted downward for Saturday and off -peak service, as long as the overall service doesn't dip below the 20 %. Currently, the VISTA -East route has a farebox ratio of 21 %. The VISTA -East Committee met on March 15. The VISTA -East Committee, comprised of elected officials from the cities of Moorpark (Councilmember Mikos), Simi Valley, and Thousand Oaks, meets each year to discuss the VISTA East service. The agenda for the meeting included cost sharing arrangements, consideration of service levels, and the VISTA -East Cooperative Agreement. The Committee reviewed testimony received in the Unmet Needs hearing process, and VISTA passenger surveys. The Committee reviewed Saturday service and found that the Saturday average is 47 riders per day. The service has a farebox ratio of 12.39 %, meaning passenger fares pay for 12.39% of the operating cost (less capital and administration.) The remaining 88% is subsidized by Transportation Development Act (TDA) funds and federal grants. The 12.39% farebox exceeds the Year 1 goal of a 5% farebox ratio. The goals are 8% in Year 2 and 16% in Year 3. Overall, VISTA -East is expected to exceed a 20% farebox ratio this year. The three cities agreed to share costs based on population. Moorpark's population is 11.56% and its share of VISTA -East expense C `0G� �0 M:VBRAND\MIMOORPARK \CITY COUNCIUCC AGENDA STAFF REPORTS\2001\VISTA EAST AGREEMENT 2001.DOC VISTA East Agreement 2001.doc CC Meeting of June 20, 2001 Page 3 will be $16,122 out of the total of $142,800. Moorpark residents comprised 280 of the ridership. In previous years it has been 170. Monitoring of boardings and alighting at Moorpark Station confirm that there is a substantial increase in VISTA ridership from Moorpark. A survey by Moorpark staff suggested that the increase of Moorpark ridership may have been overstated by including "other" jurisdictions in with Moorpark. As long as population is used for cost distribution, errors in the survey results are not of paramount concern. The total annual cost to operate the expanded service for FY 2001/2002 is estimated to be $340,517. The federal share is $166,717, and anticipated revenues (including $10,000 from Moorpark College) are $31,000. This leaves $142,800 to be funded by the cities. Moorpark's proposed share is $16,122. VISTA -East Anticipated Costs Total Contract Costs $ 340,517 Federal Share <166,717> Fare Revenue <31,000> Total Local City Costs $ 142,800 The FY 2001/2002 Budget proposal submitted to the City Council includes the expenditure of TDA and Traffic System Management funds to cover the City's share of VISTA -East service. STAFF RECOMMENDATION Approve the VISTA -East Cooperative Agreement for FY 2001/2002, subject to final language approval by the City Manager, and authorize the Mayor to sign the Agrement. Exhibit A Estimated Costs and Local Share Exhibit B Cooperative Agreement Attachment A Route and Service Description Attachment B Performance Reporting 0'_;x.81. M:\JBRAND \M\MOORPARK \CITY COUNCIUCC AGENDA STAFF REPORTS\2001 \VISTA EAST AGREEMENT 2001.DOC VISTA Estimated Costs & Local Share FY 2000/2001 EAST 101 Conejo 126/DAR's TOTAL Contract Cost $340,517 $396,071 $1,435,021 2,171,609 Operating Costs $132,121 $153,676 $487,903 $773,700 Fare Revenue $31,000 $48,096 $157,000 $236,096 Capital Cost $208,396 $242,395 $947,119 $1,397,910 Federal 80% $166,717 $193,916 $757,695 $1,118,328 Cost $340,517 $396,071 $1,435,021 $2,171,609 (Federal Share) ($166,717) ($193,916) ($757,695) ($1,118,328) (Fare Revenue) ($31,000) ($48,096) ($157,000) ($236,096 Total Local Cost $142,800 $154,059 $520,326 $817,185 Simi Valley $61,247 42.89% $61,247 Moorpark $16,122 11.29% $16,122 Thousand Oaks $65,431 45.82% $30,812 20.00% $96,243 Camarillo $48,837 31.70% $48,837 Oxnard $24,341 15.80% $24,341 San Buenaventura $42,366 27.50% $11,230 $53,596 Ventura County $7,703 5.00% $173,442 $181,145 Santa Paula $173,442 $173,442 Fillmore $162,212 $162,212 Total $142,800 100% $154,059 $520,326 0% 817,185 Printed: 6/1101 Prepared: H: \XLOOCS\[vlstaoost0102xls]Total Vista P H t� H H im EXHIBIT B COOPERATIVE AGREEMENT FY 2001/02 VENTURA INTERCITY SERVICE TRANSIT AUTHORITY (VISTA) EAST This Agreement is made and entered 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 VENTURA 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 2001 /2002, the required local match shall be paid by the AGENCIES as stated below. 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 FY 2001/2002 Funding Share City of Moorpark 11.29% $16,122 City of Simi Valley 42.89% $ 61,247 City of Thousand Oaks 45.82 $ 65,431 Total 100.00% $142,800 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 Cooperative Agreement FY 2001/02 page 2 Ventura Intercity Service Transit Authority (VISTA) East 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 for submitting quarterly financial reports to FTA. VCTC shall also prepare quarterly project status reports 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. • Operating 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 Advertising(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 X0184 Cooperative Agreement FY 2001/02 Ventura Intercity Service Transit Authority (VISTA) East page 3 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 Survey(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 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 when the approved contract expires or is terminated. 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 S. • Meetings of the AGENCIES: VCTC is responsible for preparing agendas and agenda items for meetings of the AGENCIES as needed. Section S: Term The term of this Agreement shall be for one year beginning July 1, 2001 and ending on June 30, 2002. 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 090i85 Cooperative Agreement FY 2001102 page 4 Ventura Intercity Service Transit Authority (VISTA) East also appoint one staff person to serve on the VISTA Technical Advisory Committee (TAC). Meetings of the TAC shall be held 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. 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. C 91 1803 Cooperative Agreement FY 2001/02 page 5 Ventura Intercity Service Transit Authority (VISTA) East 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 93021 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. 9oiFl? Cooperative Agreement FY 2001/02 page 6 Ventura Intercity Service Transit Authority (VISTA) East CITY OF MOORPARK Liz CITY OF SIMI VALLEY LOW CITY OF THOUSAND OAKS LOW VENTURA COUNTY TRANSPORTATION COMMISSION Date Date Date Date Cooperative Agreement FY 2001/02 page 7 Ventura Intercity Service Transit Authority (VISTA) East 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. Once the Thousand Oaks Transit Center in the vicinity of Rancho Road opens, the schedule will be adjusted to make that facility the major hub for Thousand Oaks, and service to the Oaks and Janss Marketplace may be deleted or restricted. Service will operate between approximately 6 am and 7 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 demonstration Saturday service will operate between approximately 7 am and 6 PM. The buses will run on approximately 60 minute headways. In the off -peak hours, the headways will be approximately 120 minutes. The peak hours will be defined in the final schedule, but it will be a minimum of three hours in the morning and three hours in the afternoon. The ongoing 3 -year demonstration of Saturday Service will be continued in FY 2001 -2002, with eight round -trips per day. The effectiveness of the service to continue meeting the performance criteria will be evaluated again as part of the FY 2002- 2003 VISTA EAST Cooperative Agreement approval. The schedule will be arranged to provide timed transfers with local and intercounty transit providers such as the Simi Valley Transit (which provides connecting access to 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: $1 for adults between 21 and 61 years of age; $1 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. Cooperative Agreement FY 2001/02 page 8 Ventura Intercity Service Transit Authority (VISTA) East The SmartCard Passport fares are: adults $40; youth $40; seniors and persons with disabilities $20. The cash debit feature is sold beginning in August 2001. 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. Cooperative Agreement FY 2001/02 page 9 Ventura Intercity Service Transit Authority (VISTA) East Attachment B PERFORMANCE REPORTING On a quarterly basis, VCTC will 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. Continuation of Saturday service will be based on the farebox recovery ratio for Saturday service, only. At the end of the first year, if the farebox is less than 5 %, the service will be discontinued. The service will be evaluated at the end of the first six months for revision and/or continuation. Should the Saturday farebox return fall below the adopted criteria and the committee recommends discontinuing the service, the following procedures will be implemented: • Each of the AGENCIES shall consider removing the service by formal action of the respective governing board. e 0111 - Cooperative Agreement FY 2001/02 page 10 Ventura Intercity Service Transit Authority (VISTA) East From the time that the AGENCIES agree to discontinue the service, VCTC will provide passengers with a 30 -60 day notice period, as appropriate, prior to discontinuing service. )019