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HomeMy WebLinkAbout5F - Local Laker Link Summer Circulator Service MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street SE Prior Lake. MN 55372 CITY COUNCIL AGENDA REPORT MAY 17, 2010 5F JANE KANSIER, BUILDING AND TRANSPORTATION SERVICES DIRECTOR 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 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 Local Laker Link summer circulator service. The staff recommends approval of this agreement, which is similar to last year's, with the exception of dates, and cost estimations. 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 improved 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 Local Laker Link service is to provide residents a means to get to summer school, work, appointments and various summer activities, In 2009, the summer circulator served 1,416 riders over two months, largely used by students traveling to summer school at Prior Lake High School and the middle schools. 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 Valleyfair and the Workforce Center to serve students, workers and the public. Providing the Local Laker Link circulator and shuttle is a good way to provide transit services desired by the community and is consistent with the 2030 Vision and Strategic Plan, Current Circumstances Our ridership in the last two years has convinced us the Local Laker Link circulator route is used almost exclusively by students attending summer school. In spite of our efforts to attract other riders, especially senior citizens, ridership drops dramatically once summer school ends. Rather than run nearly empty buses for a month, this summer, we will only run the circulator for the summer school session (from June 1 ih to July 16th). The hours of operation for that period will be basically the same as it has been since 2006. These are summarized below: R:\Council\2010 Agenda Reports\05 17 10\2010 locallaker link agenda report.doc Hours of Operation: Bus Stops: Fares: 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 School, SuperTarget, Downtown Prior Lake, and Lakefront Park $1 each ride for the circulator bus FREE shuttle service Punch cards will also be available, In 2009, the number of riders on the free shuttle service, which runs from Lakefront Park to Valleyfair, the Scott County Workforce Development Center and the Southbridge shopping development, remained fairly consistent throughout June, July and August. We transported about 200 total riders in those 3 months. This year, we will continue to run the shuttle through the summer; however, we will monitor our rider numbers very closely, If ridership falls off dramatically, we have the flexibility to choose to discontinue the service. The schedule for the shuttle is: I Departs Lakefront Park: Stops: I Returns to Lakefront Park: 3 times/day (8:45, 11 :33 and 2:07) Valleyfair, Scott County Workforce Center, South bridge Best Buy 3 times/day (9:52, 12:50 and 3:08) 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. This year, the City will be obtaining three small buses from the Metropolitan Council to use for the service. Scott County Transit has the 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, ISSUES: The service is highly subsidized by the City's transit operating budget. In 2009, we recouped $1,208 in fares to offset the cost of the service, which was $28,630, 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 affordable choice for residents. FINANCIAL IMPACT: This year, Scott County will charge the City a flat hourly rate of $32.00 per hour for all service hours. This rate includes drivers, administrative and phone support, dispatch services, insurance, and fuel. Because fuel prices can fluctuate so much in the course of the summer, we will also be charged a fuel surcharge. This charge will only be activated if the total costs of fuel exceed $3.50 per gallon. The change to an hourly rate versus a direct cost makes accounting simpler. Based on the hours of service in 2009, we do not expect the costs to increase over 2009, Due to the reduced circulator service, costs will most likely decrease this year. Adequate funds have been budgeted in the transit operating budget. R:\Council\2010 Agenda Reports\05 17 10\2010 locallaker link agenda report.doc 2 ALTERNATIVES: 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 and shuttle service for 2010. 2) Deny the resolution and provide staff with direction. RECOMMENDED A motion and second adopting a resolution authorizing the Mayor and City MOTION: Manager to enter into an agreement with Scott County for the operation of the Local Laker Link summer circulator and shuttle service, (e'iewe1 b? L L -~ y Frank V 1ty Manager R:\Council\2010 Agenda Reports\05 17 10\2010 locallaker link agenda report.doc 3 ~ o~ PRJo~ i~~ u I:!'J ~ 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 1 a-xxx 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. 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 June 1, 2010 through August 31, 2010, 3, Funds for this service shall be directed from the Transit operating budget as follows: o Transit Services Account # 603-49804-437 PASSED AND ADOPTED THIS 17TH DAY OF MAY, 2010, YES NO I Myser I Erickson I Hedber!l I Keeney I Millar Myser Erickson Hedber!l Keeney Millar Frank Boyles, City Manager R:\Council\2010 Agenda Reportsl05 17 10\2010 locallaker link resolution.docR:ICouncil\2010 Agenda Reports\05 1710\2010 locallaker link resolution.doc COUNTY OF SCOTT Agreement for Transportation Services (City of Prior Lake) THIS AGREEMENT, is entered into this 1 day of June, 2010 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 SE, 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, the "circulator bus" transportation service is a fixed route service for Prior Lake residents and their guests that will take riders anywhere on the fixed route and the "shuttle" is a free service within the City of Prior Lake shuttles individuals between Southbridge, 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 reservation 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 services shall operate from June 1, 2010 to August 31, 2010 (inclusive), Monday through Friday. 2.3.4 The City 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 be responsible for insuring the vehicles, and the dispatchers and the driver(s) are considered County employees. 2.3,5 The County will provide the necessary training to the dispatcher and driver positions assigned to this project. 2.3.6 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 Manager 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. 2.4 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 as well as provide fare cards etc. 2.5 The City will allow customers to ride on the shuttle service without monetary compensation. 3. TERM OF AGREEMENT This Agreement shall be effective June 1, 2010, and shall remain in effect until August 31,2010, 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 June 1, 2010, within ten (10) 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 I multiple city; cash I transfer I pass). In addition, the County shall provide origin-designation information for all rides completed, and daily vehicle hours and mileage. Within thirty (30) days from the receipt of such report in a form acceptable to the City, City shall pay to the County $32.00 per hour for every service hour provided minus the amount of cash fares collected, per month, for the months of June, July, and August, 2010. Additional incidental expenses incurred by the project will be invoiced at the end of the Agreement. This contract is based on fuel expenses not to exceed $3.50 per gallon of fuel. Any fuel cost over and above $3.50 per gallon will be billed at direct cost above $3.50 per gallon. See Exhibit A for a list of the fares to be collected on behalf of the City. 5. AUTHORIZED AGENTS The parties hereby appoint the following authorized agents for the purpose of administration of this Agreement: Troy Beam, Scott County Smartlink Scott County Public Works 828 1st Avenue E Shakopee, Minnesota 55379 (952) 496-8277 Jane Kansier, Bldg. & Transportation Services City of Prior Lake 4646 Dakota Street SE 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) 496-8062 6. COUNTY AND STATE AUDIT Billing: Gary Bruggenthies Scott County Public Works 600 Country Trail East Jordan, MN 55352 (952) 496-8335 Pursuant to Minn. Stat. Section 16C.05, Subd. 5, 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 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 or authority to aggregate the liability provisions that protect the CITY and County pursuant to 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 parties will be in the appropriate federal court within the State of Minnesota. If any provision of this Agreement is held invalid, illegal or unenforceable, by a court of competent jurisdiction, the remaining provisions shall be enforceable and valid upon the parties, unless such non-enforceability, illegaility or invalidity will cause this Agreement to fail its purposes.. 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. EQUAL EMPLOYMENT AND AMERICANS WITH DISABILITIES 12.1 In connection with the work under this Agreement, the City agrees to comply with the applicable provisions of state and federal equal employment opportunity and nondiscrimination statutes and regulations. In addition, upon entering into this Agreement, the City certifies that it has been made fully aware of Scott County's Equal Employment Opportunity and Americans with Disabilities Act Policy, attached hereto and incorporated herein as Exhibit "C" through both oral and written communications, that it supports this policy and that it will conduct its own employment practices, for purposes of this Agreement, in accordance therewith. Failure on the part of the City to conduct its own employment practices in accordance with County Policy may result in the withholding of all or part of regular payments by the County due under this Agreement unless or until City complies with the County Policy, and/or suspension or termination of this Agreement. 12.2 In connection with the work under this Agreement, the County agrees to comply with the applicable provisions of state and federal equal employment opportunity and nondiscrimination statutes and regulations. In addition, upon entering into this Agreement, the County certifies that it has been made fully aware of the City's Equal Employment Opportunity and Americans with Disabilities Act Policy, that it supports this policy and that it will conduct its own employment practices, for purposes of this Agreement, in accordance therewith. Failure on the part of the County to conduct its own employment practices in accordance with City Policy may result in the withholding of all or part of regular payments by the City due under this Agreement unless or until County complies with the City Policy, and/or suspension or termination of this Agreement. 13. WAIVER One or more waivers by either party of any provision, term, condition or covenant of this Agreement shall not be construed by the other party as a waiver of a subsequent breach of the same provision, term, condition or covenant by the other party. 14. 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: Barbara Marschall, Chair of the Board DATE: ATTEST: Gary L. Shelton, County Administrator APPROVED AS TO FORM AND EXECUTIION: Pat Cilberto Scott County Attorney DATE: CITY OF PRIOR LAKE BY: Mike Myser, Mayor BY: Frank Boyles, City Manager DATE: Approved as to Form and Execution Suesan Lea Pace City Attorney DATE: W:\WORD\AGRMT\Transit\Prior Lake Transportation Services_2010.doc EXHIBIT A 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 B 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. c;;:;~~ Gary L;Shelton - Scott County Administrator -- I-S"doIO Date :Jj~~JuIt /-.5';)0/0 Date Barbara K. Marschall Chair, Board of Commissioners