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HomeMy WebLinkAboutAGENDA REPORT 2017 1206 CCSA REG ITEM 10D ITEM 10.D. ally"v O r500..' k CALOPOI9Mh Cofir c db.ar�da�aa MOORPARK CITY COUNCIL AGENDA REPORT /1 TO: Honorable City Council FROM: Sean Corrigan, City Engineer/Public Works Director Prepared by: Shaun Kroes, Program Manager DATE: November 17, 2017 (CC Meeting of 12/06/17) SUBJECT: Consider Cooperative Agreement with the Ventura County Transportation Commission for Cost Sharing of Automatic Vehicle Location and Passenger Information System Project BACKGROUND AND DISCUSSION On September 8, 2017, the Ventura County Transportation Commission (VCTC) established an agreement with Syncromatics Corporation (Syncromatics) for a county- wide Automatic Vehicle Location (AVL) and Passenger Information System. The agreement will replace a prior VCTC agreement with Nextbus, which provided AVL services for all transit operators in Ventura County, including Moorpark. The new service will also now include passenger counters, which will provide the individual transit operators with boarding and alighting information. The services detailed above are covered by VCTC's annual allocation of federal and state funding that VCTC takes "off the top" before remaining allocations are distributed to the various transit operators. Through VCTC's negotiated contract with Syncromatics, VCTC has the opportunity to offer transit operators (including Moorpark) the ability to install a new Automatic Voice Annunciator System (AVAS). The AVAS announces bus stops to passengers as the bus travels throughout the route and removes the requirement for the bus driver to physically announce each bus stop. Moorpark City Transit was one of the first transit operators to have an AVAS system on board its buses when it procured buses in 2010; however, it is a different system than Syncromatics and staff has found it to be cumbersome and not user friendly when attempting to do updates. The system was originally included in the piggy- back contract that the City used to procure the buses,-using grant funds. Gold Coast, Simi Valley Transit, and Thousand Oaks Transit are participating in VCTC's AVAS system. Switching to VCTC's AVAS would enable the City to participate in the same system program as other transit agencies in Ventura County and switch maintenance and contract administrative responsibilities from the City to VCTC. 390 Honorable City Council December 6, 2017 Page 2 FISCAL IMPACT The draft cost-sharing Agreement with VCTC is attached. The City's share is $30,300. Staff is proposing to fund 50% ($15,150) with Traffic Systems Management Fund (2001), which was already included in the FY 2017/18 Budget for the purchase of bus routing service/timetable development software. At this time, staff is recommending not moving forward with procurement of the referenced software since VCTC is currently negotiating with Syncromatics to provide the same services to all transit operators in Ventura County at no direct cost to them as part of a regional effort. Staff is proposing to fund the remaining 50% using Section 5307 Federal Funds (5000). The $30,300 covers both hardware installation and support for the first two years of VCTC's five-year agreement with Syncromatics. For the remaining three years, any costs associated with upgrades and support will be covered by VCTC through their federal and state funding programs for regional services (this is funding that is taken "off-the-top" from federal and state allocations before being distributed to remaining agencies, which can vary depending on the particular funding source). STAFF RECOMMENDATION Authorize the City Manager to sign the Agreement with the Ventura County Transportation Commission in an amount not-to-exceed $30,300, subject to final language approval of the City Manager Attachment • 391 COOPERATIVE AGREEMENT BETWEEN VENTURA COUNTY TRANSPORTATION COMMISSION AND CITY OF MOORPARK THIS COOPERATIVE AGREEMENT (Agreement) is entered into between Ventura County Transportation Commission (VCTC) and the City of Moorpark (MOORPARK) regarding the administration of MOORPARK's share of funds to support the Automatic Vehicle Location and Passenger Information System Project(Project). WHEREAS, VCTC has historically provided, and is lead agency in the current procurement, for a county-wide Automatic Vehicle Location and Passenger Information System; and, WHEREAS MOORPARK, in adopting its Fiscal Year 2017/18 budget, has budgeted and programmed thirty thousand three hundred dollars, ($30,300.00) to purchase transit fleet technologies, including Automatic Voice Annunciator System (AVAS) for the MOORPARK fleet; and, WHEREAS, VCTC intends to enter into an Agreement with Syncromatics Corporation (Syncromatics) which will include contract purchase options for integrated technologies, such as AVAS; and, WHEREAS, VCTC intends to issue Project Task Orders which shall direct Syncromatics Corporation as to the options that each transit operator fleet will receive; and, WHEREAS, it is the intention of VCTC to enter into this Agreement with MOORPARK regarding the provision of the funds to the Project. NOW THEREFORE THE PARTIES DO AGREE AS FOLLOWS: 1. Funding Summary: MOORPARK will provide up to thirty thousand three hundred dollars ($30,300.00)for the Project from federal and local sources as summarized in the Attachment to this Agreement. 2. Method of Payment: Within thirty(30) days of the execution of this Agreement, MOORPARK shall transfer to VCTC the funds programmed for the Project, consisting of thirty thousand three hundred dollars ($30,300.00). 3. Project Scope: The scope of the Project funded under this Agreement shall be to deploy the Syncromatics option for Automatic Voice Annunciator System (AVAS), which shall be integrated into the Automatic Vehicle Location and Real-time Passenger Information System procured by VCTC. This includes system design, installation, and testing, staff training, and annual licensing and warranty support for years one and two. VCTC shall be responsible for any costs associated with the AVAS for the remaining years of the Syncromatics Agreement. 4. Federal Grant Administration: VCTC shall ensure compliance with all Federal requirements. 5. Amendments to the Agreement: The provisions of this Agreement may be amended upon written acceptance and ratification of any such amendment by both VCTC and MOORPARK. 392 Cooperative Agreement for Automatic Vehicle Location and Passenger Information System Option(s) 6. Termination: This Fund Exchange Agreement will terminate upon final reconciliation of expenses for the Project. 7. Indemnification: VCTC shall protect, defend, indemnify, and hold harmless MOORPARK, its officers, agents, servants, and employees, from any and all liability arising out of, caused by any act or omission of VCTC or its officers, agents, servants, and employees as a result of any act or omission by VCTC in its performance pursuant to this Agreement. MOORPARK shall protect, defend, indemnify, and hold harmless VCTC, its officers, agents, servants, and employees, from any and all liability arising out of, caused by any act or omission of MOORPARK or its officers, agents, servants, and employees as a result of any act or omission by MOORPARK in its performance pursuant to this Agreement. The obligations of VCTC and MOORPARK in these indemnity provisions survive the expiration or earlier termination of this Agreement. 8. Insurance: With respect to performance of work under this Agreement and any Project Agreement entered into by VCTC as an element of Project Implementation, VCTC shall maintain and shall ensure that its contractors maintain insurance as described below: Workers' Compensation Insurance—VCTC's contractors shall maintain, during the life of the Project, Workers' Compensation Insurance for any contractor or subcontractor employees employed at the sites of the Project. In case any class of employees engaged in work under this Agreement at the site of the Project is not protected under any Workers' Compensation law, VCTC shall provide or shall cause each contractor and subcontractor to provide, adequate insurance for the protection of employees not otherwise protected. VCTC hereby agrees to indemnify MOORPARK for any damage resulting to it from failure of any VCTC contractor or subcontractor to take out or maintain such insurance. Public Liability and Property Damage Insurance—VCTC shall secure and maintain during the life of this Agreement such public liability and property damage insurance and shall name MOORPARK, their elective and appointive boards, commissions, officers, agents, and employees as additional insureds in regard to any claims for damages for personal injury, including death, as well as for claims for property damage which may arise from VCTC's or any contractors or subcontractors operations hereunder, whether such operations be by VCTC or any contractor or subcontractor, or by anyone directly or indirectly employed by either VCTC or any contractor or subcontractor, and the amounts of such insurance shall be as follows: (1) Public Liability Insurance: In an amount not less than $1,000,000 for injuries, including, but not limited to death, to any one person and, subject to the same limit for each person, in an amount not less than $2,000,000 on account of any one occurrence: (2) Property Damage Insurance: In an amount of not less than $500,000 for damage to the property of each person on account of any one occurrence. // // • // // // 393 Cooperative Agreement for Automatic Vehicle Location and Passenger Information System Option(s) VENTURA COUNTY TRANSPORTATION CITY OF MOORPARK COMMISSION Darren M. Kettle, Executive Director Steven Kueny, City Manager Approved as to Form Steven T. Mattas, General Counsel 394 Cooperative Agreement for Automatic Vehicle Location and Passenger Information System Option(s) ATTACHMENT FUNDING SUMMARY MOORPARK SHARE FOR VCTC AUTOMATIC VEHICLE LOCATION AND PASSENGER INFORMATION SYSTEM OPTIONAL TECHNOLOGY: AUTOMATIC VOICE ANNUNCIATOR SYSTEM Fund Source Amount Comments TSM $15,150 $15,150 used as local match for Section 5307 funds. Section 5307 $15,150 See above regarding match. TOTAL $30,300 395