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HomeMy WebLinkAbout5C - Local Laker Link Summer Circulator Service AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO AN AGREEMENT WITH SCOTT COUNTY FOR THE OPERATION OF THE LOCAL LAKER LINK SUMMER CIRCULATOR SERVICE. DISCUSSION: Introduction The purpose of this agenda item is to request City Council approval of an agreement with Scott County Transit Services for the operation of the summer circulator service. The staff recommends approval of this agreement. Historv Over the last several years, the City has progressed from dial-a-ride services to a local circulator route during the summer months. In 2005, we further im- proved the route by adding a second bus that allowed us to split the route into a "north" and "south" loop around the lake. The purpose of the circulator is to provide residents a means to get to summer school, work, appointments and various summer activities. In 2007, the sum- mer circulator served approximately 1,600 riders over two months, largely used by students traveling to Prior Lake High School. Through a contract with Scott County Transit, we provided two buses that operated Monday through Friday from 6:30am to 4pm, stopping repeatedly at 28 different locations throughout the community. We also operated a free shuttle to Valley Fair and the Work- force Center to serve students, workers and the public. Providing the Local Laker Link circulator and shuttle is a good way to provide transit services de- sired by the community and is consistent with the 2030 Vision and Strategic Plan. Current Circumstances We are not proposing any changes to the circulator and shuttle routes for the summer of 2008. A minor route change to accommodate road construction may be necessary. We are proposing a minor change to the service dates for 2008, from June 1 st through August 15th. This is an extension of last year's service, but the dates are consistent with the summer school schedule. The 2008 service is summarized below: I Dates of Operation: I Hours of Operation: Bus Stops: June 1-August 15, 2008 Monday-Friday, 6:30 am to 4:00 pm More than 28 stops, including Village Market, Sand Point Beach, Hidden Oaks Middle School, Prior Lake High www.cityofpriorlake.com Phone~52.447.9Beo ! Fax 952.447.4245 ISSUES: FINANCIAL IM- PACT: ALTERNATIVES: Fares: School, SuperTarget, Downtown Prior Lake, and Lakefront Park $1 each ride for the circulator bus FREE shuttle service Punch cards will also be available. The various bus stops to pickup and drop off riders were established based on a variety of factors including: 1) data from previous years; 2) summer school class schedules at Hidden Oaks Middle School and Prior Lake High School; 3) the location of popular summer destination points such as Lakefront ParklWatzl's Beach and Sand Point Beach; 4) targeted places of employment; and 5) shopping and dining locations. Staff has worked with Scott County Transit, the School District, Valley Fair and various residents to develop the proposed route, which we believe meets the needs of as many riders as possible. Scott County Transit has the capital equipment and expertise to operate the service and therefore, as in previous years, is recommended. The attached agreement outlines the responsibilities of both the City and the County to put the service into place. The service is highly subsidized by the City's transit operating budget. In 2007, we recouped $1,400 in fares to offset the cost of the service, which was $22,482. This is a service the City is able to provide because of the funding the City receives from the Metropolitan Council as an opt-out provider of transit services. This funding is the only revenue source for the transit operating budget. Because the City receives funding specifically for transit (and other than property taxes) to provide the service, past Councils have supported keeping the fare at $1.00 each way in order for the service to remain an af- fordable choice for residents. In 2008, Scott County will bill the City based on actual costs for wages, fuel, and vehicle maintenance costs, estimated to be $12,030.00 per month. The maximum billing amount will not exceed $12,030.00 per month. Adequate funds have been budgeted in the transit operating budget. The Council has the following alternatives: 1) Adopt a resolution authorizing the Mayor and City Manager to enter into an agreement with Scott County for the operation of the Local Laker Link summer circulator service for 2008. 2) Deny the resolution and provide staff with direction. RECOMMENDED A motion and second adopting a resolution authorizing the Mayor and City MOT..ION: (Manager to enter into an agreement with Scott County for the operation of the t:" . Local Laker Link summer circulator service. Revi ed by . I . ,!~~ - Frank BOYleU M inager Motion By: Second By: WHEREAS, The City Council recognizes the need for providing additional transit service during the summer months; and WHEREAS, The City Council supports efforts to implement improved services that meet an identified community need; and WHEREAS, The Local Laker Link summer circulator service is consistent with the goals of the City's 2030 Vision and Strategic Plan in promoting community identity and the small town feel of Prior Lake, as well as improving the community's transit options; and WHEREAS, The Scott County Transportation Division has the capital equipment and expertise to provide the Local Laker Link service. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Mayor and City Manager are hereby authorized to enter into an Agreement with Scott County for transit services for the period of May 24, 2008 through August 15, 2008. 3. Funds for this service shall be directed from the Transit operating budget. PASSED AND ADOPTED THIS 5TH DAY OF MAY, 2008. YES NO Haugen HedberQ Erickson LeMair Millar Haugen Hedberl} Erickson LeMair Millar Frank Boyles, City Manager www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 COUNTY OF SCOTT Agreement for Transportation Services (City of Prior Lake) THIS AGREEMENT, is entered into this 24th day of May, 2008 by and between the County of Scott, Minnesota, through the Transit Department of the Public Works Division, Government Center 300, 200 Fourth Avenue West, Shakopee, Minnesota 55379-1220, (hereinafter referred to as the "County,") and the City of Prior Lake, Minnesota, a municipal corporation located at 4646 Dakota Street, Prior Lake, Minnesota, 55372 (hereinafter referred to as "City"). NOW THEREFORE, in consideration of the mutual undertakings and agreement contained herein, the County and City hereby agree as follows: 1. Puroose of Aareement: The County, through the Scott County Public Works Division, has the facilities and personnel available to provide transit services through the operation of circulator and shuttle bus service to specified individuals; and the City desires to make use of the transit services available from the Scott County Public Works Division to provide circulator and shuttle bus service during the peak season between June and August. 2. Scooe of Services: 2.1 The County shall provide circulator and shuttle bus transportation services to qualified individuals who reside within the City. 2.2 For the purposes of this agreement, circulator bus transportation services is a fixed route service for Prior Lake residents and their guests that will take riders anywhere on the fixed route or shuttle services within the City of Prior Lake and to South bridge, the Work Force Center, and Valley Fair, all located in Shakopee Minnesota. 2.3 Presently the County provides Dial-a-Ride service to County and City residents. During the period between June and August ridership historically has increased. This Agreement sets out the terms, conditions and consideration under which Scott County will add additional capacity to its present services during said peak period. 2.3.1 The County shall operate reservations and dispatching services within the normal parameters of its existing operation and shall provide additional services for Prior Lake residents and their guests during the June through August peak period. 2.3.2 Dispatchers shall inform customers of available services and assist them by giving them information of routes and schedules. 2.3.3 The County shall provide transportation services consisting of three buses operating two circulators and one shuttle to South bridge, Valley Fair and the Work Force Center. The contract for the service shall be from May 24, 2008 to August 15, 2008 and the services themselves will operate from June 1 2008 through August 15, 2008 (inclusive), Monday through Friday. 2.4 The County will designate three vehicles dedicated to providing both circulator and shuttle services for the City. The dedicated vehicles will be safe, reliable and cost-efficient. The County will also be responsible for insuring the vehicle, and the driver(s) are considered County employees. 2.4.1 The County will provide the necessary training to the reservation and driver positions assigned to this project. 2.4.2 The receptionist position will handle customer service issues and will be the direct contact for the City for this purpose. Any serious issues will be directed to the Transportation Supervisor of Scott County Transit and the Building and Transportation Services Director for the City. All intake procedures will be written, assigned and managed by both a City representative, a Scott County representative, and the person chosen for the temporary receptionist position. 2.5 The City will provide and distribute the necessary brochures, advertising, and promotional material for the service. The information distributed will include but will not be limited to: pricing, hours of service, phone numbers, scheduling information, service expectations, customer service expectations, coupon redemption, transfer information, fare card information etc. 2.6 The City will allow customers to ride on the shuttle service without monetary compensation. 3. TERM OF AGREEMENT This Agreement shall be effective May 24, 2008, and shall remain in effect until August 15, 2008, or until all obligations set forth in this Agreement have been satisfactorily fulfilled or unless earlier terminated by either party, with or without cause, upon fourteen (14) days' written notice to City or the authorized agent of the County. 4. CONSIDERATION AND TERMS OF PAYMENT Consideration for all services performed by County pursuant to this Agreement shall be paid by City as follows: For the Agreement year starting May 24, 2008, within ten days following the conclusion of each month, the County shall report to the City the following information: total rides scheduled, rides denied, rides canceled after scheduling, rides "no-showed" by customer, rides missed by the County, and rides completed. For rides completed, the report shall show fares collected by fare category (single / multiple city; cash / transfer / pass). In addition, the County shall provide origin-designation information for all rides completed, and daily vehicle hours and mileage. Within thirty days from the receipt of such report in a form acceptable to the City, City shall pay to the County for actual costs directly related to this service estimated at $12.030.00. However, in no event the monthly amount billed to the City is not to exceed $12,030.00 minus the amount of cash fares collected, per month, for the months of June and July. Additional incidental expenses incurred by the project will be invoiced at the end of the agreement. See Exhibit A for a breakdown of estimated monthly expenses. 5. AUTHORIZED AGENTS The parties hereby appoint the following authorized agents for the purpose of administration of this Agreement: Troy Beam, Scott County Transit Scott County Public Works Government Center 300 200 Fourth Avenue West Shakopee, Minnesota 55379-1220 (952) 496-8277 Jane Kansier, Building and Transportation Services Director City of Prior Lake 4646 Dakota Street Prior Lake, MN 55372 952-447-9812 For other purposes County's agents are: Program: Lezlie Vermillion Scott County Public Works 600 Country Trail East Jordan, MN 55352 (952) 496-8346 Billing: Gary Bruggenthies Scott County Public Works 600 Country Trail East Jordan, MN 55352 (952) 496-8335 6. COUNTY AND STATE AUDIT Pursuant to Minn. Stat. Section 16C.05, Subd. 5 (2004), the books, records, documents, and accounting procedures and practices of the County and City pursuant to this Agreement shall be subject to examination by the County, City and the State Auditor. Complete and accurate records of the work performed pursuant to this Agreement shall be kept by the County and City for a minimum of six (6) years following termination of this agreement for such auditing purposes. The retention period shall be automatically extended during the course of any administrative or judicial action involving the County of Scott or the City of Prior Lake regarding matters to which the records are relevant. The retention period shall be automatically extended until the administrative or judicial action is finally completed or until the authorized agent of the County and City notifies each party in writing that the records need no longer be kept. 7. INDEMNITY The County and City mutually agree to defend, indemnify, and hold harmless each other and their respective officers, board members, and employees for claims of any kind (including attorney fees and costs) that may arise in connection with the performance of this subsidy agreement, except for the portion of a claim that is caused by the negligence or intentional conduct of the other party. Nothing herein shall be construed as a waiver of the provisions of Minnesota Statutes Chapter 466. 8. DATA PRACTICES The City and County agree to abide by the provisions of the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as amended, and Minn. Rules promulgated pursuant to Ch. 13. 9. CONTROLLING LAW The laws of the State of Minnesota shall govern all questions and interpretations concerning the validity and construction of this agreement and the legal relations between the herein parties and performance under it. The appropriate venue and jurisdiction for any litigation hereunder will be those courts located with the County of Scott, State of Minnesota. Litigation, however, in the federal courts involving the herein parties will be in the appropriate federal court within the State of Minnesota. If any provision of this contract is held invalid, illegal or unenforceable, the remaining provisions will not be affected. 10. SUCCESSORS AND ASSIGNS This agreement shall not be assignable without prior written consent of the City. 11. CHANGES The parties agree that no change or modification to this Agreement, or any attachments hereto, shall have any force or effect unless the change is reduced to writing, dated, and made part of this Agreement. The execution of the change shall be authorized and signed in the same manner as for this Agreement. 12. SEVERABILITY In the event any provision of this agreement shall be held invalid and unenforceable, the remaining provisions shall be valid and binding upon the parties unless such invalidity or non-enforceability would cause the agreement to fail its purpose. One or more waivers by either party of any provision, term, condition or covenant shall not be construed by the other party as a waiver of a subsequent breach of the same by the other party. 13. ENTIRE AGREEMENT It is understood and agreed that the entire agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the County and City relating to the subject matter hereof. IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending to be bound thereby. SCOTT COUNTY BY: Robert J. Vogel, Chair of the Board DATE: ATTEST: David J. Unmacht, County Administrator APPROVED AS TO FORM AND EXECUTIION: Pat Cilberto Scott County Attorney DATE: CITY OF PRIOR LAKE BY: Jack Haugen, Mayor BY: Frank Boyles, City Manager DATE: EXHIBIT A ESTIMATED MONTHLY EXPENSES MONTHLY COSTS Drivers 6 part time drivers at $14.85 per hour, 139 hours per week Reservations Phones Line Insurance Worker's Compensation Insurance (6 employees at $125.00 each) Vehicle Insurance Vehicle Maintenance Fuel Dispatchers/Reports/Scheduling, etc. Part time Dispatcher at $14.50 per hour, 8 hours per week TOTAL $ 8,257.00 $ 1,400.00 $ 89.00 $ 750.00 $ 170.00 $ 150.00 $ 750.00 $ 464.00 $12,030.00 EXHIBIT B FARES $1.00 Fare (all Circulator Services) Free Shuttle Services (Transfers) Transfers will be accepted, documented, and the information will be relayed to City for their own billing practices. EXHIBIT C POLICY STATEMENT It is the policy of Scott County Government to provide Equal Opportunity to all employees and applicants for employment in accordance with all applicable Equal Employment Opportunity laws, directives, and regulations of Federal, State, and local governing bodies or agencies thereof, including Minnesota Statutes, Chapter 363. Scott County will not engage in any employment practices which discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, martial status, sexual orientation, or status with regard to public assistance. Such employment practices include, but are not limited to, the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, selection, layoff, disciplinary action, termination, rates of payor other forms of compensation, and selection for training, including apprenticeship. Further, Scott County fully supports incorporation of nondiscrimination rules and regulations into contracts and will commit the necessary time and resources to achieve the goals of Equal Employment Opportunity. Any employee of the County who does not comply with the Equal Employment Opportunity Policies and Procedures set forth in this Statement and Plan will be subject to disciplinary action. Any subcontractor of the County not complying with all applicable Equal Employment Opportunity laws, directives, and regulations of Federal, State, and local governing bodies or agencies thereof, including Minnesota Statutes, Chapter 363, will be subject to appropriate contractual sanctions. Scott County has designated the Employee Relations Director as the manager of the Equal Opportunity Program. These responsibilities will include monitoring all Equal Employment Opportunity activities and reporting the effectiveness of this program, as required by Federal, State, and local agencies. The Scott County Administrator will receive and review reports on the progress of the program. If any employee or applicant for employment believes he or she has been discriminated against, please contact the Scott County Employee Relations Director, Scott County Employee Relations, Government Center Room 201, 200 Fourth Avenue West, Shakopee, Minnesota 55379-1220, or call (952) 496-8103. AJiI~ iaSld /~/macht Scott County Administrator 1 /~l2005 Date \~~ Ffc)bert Vo~ - Chair, Board of Commissioners 1/3/2005 Date