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HomeMy WebLinkAbout10B Local Laker Link Summer Circulator Service4646 Dakota Street SE Prior Lake. MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: JUNE 6, 2011 AGENDA #: 10B PREPARED BY: JANE KANSIER, BUILDING AND TRANSPORTATION SERVICES DIRECTOR PRESENTED BY: JANE KANSIER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO AN AGREEMENT WITH SMART LINK TRANSIT SERVICES 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 agree- ment with SmartLink Transit Services (formerly known as Scott County Transit Services) for the operation of the Local Laker Link summer circulator service. The staff recommends approval of this agreement. History 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 added 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. 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. The number of riders peaked 2 in 2008 at 2,168. Since then, numbers have been declining, 2.WO as seen in the chart. In 2010, I the Local Laker Link carried a 1 total of 1,288 riders. Most of 1.MO those rides were provided to summer school students. 500 August •Jury •June Current Circumstances Providing the Local Laker Link circulator and shuttle is a good way to provide tran- sit services desired by the community and is consistent with the 2030 Vision and Strategic Plan. However, in the last few years, rider numbers have declined sig- nificantly. While we have attempted to market the service to populations outside of summer school, we have not been successful. zoos 2009 2010 This year, staff worked with SmartLink Transit staff to restructure the service. Our goal is to continue to provide summer school service, but at the same time target additional transit users. This year, the summer service will operate as a modified, or fixed, dial -a -ride service. We have identified nine (9) neighborhood parks as central pick -up locations. The parks were chosen based on rider trends in the last two summers. These are the areas where most students seemed to catch the bus. We have also distributed across the City. The nine parks are: • Green Oaks Park • Knob Hill Park • Carriage Hills Park • Wilds Park • Northwood Park • Sunset Hills Park • Willows Park • Woodridge Park • Wilderness Ponds Park The buses will pick riders up at the parks and take them to the middle schools and the high school. Return trips from the schools will be made at 11:30 and 2:00, as needed. This route is very similar to previous years, but with fewer stops. What's new this year is a "shopping" schedule. At 9:30 AM on Monday through Friday, one of the buses will make pick -ups at Keystone, Club Prior, Lakefront Plaza and Prior Manor, and will take riders to Village Market. At 10:45, the bus will take riders to the original pick -up location. Our goal is to provide senior resi- dents with an opportunity to visit the grocery store any day of the week. In the afternoon, the bus will be devoted to a shopping trip to one of three loca- tions: the Southbridge shopping area in Shakopee (Wal -Mart, Sam's Club), Tar - get/Cub /Rainbow in Savage, and Burnsville Center. We intend to use the same central pick -up locations (Keystone, Lakefront Plaza, Club Prior and Prior Manor). Shoppers will have from 2 -3 hours to shop. Our goal is to provide senior residents and other residents with transit to the major shopping centers in the area. We will visit the three locations at least once a week. The final change in this service will be the availability of a Local Laker Link bus for local dial -a -ride service. We have the ability to use to transport Prior Lake resi- dents in need of dial -a -ride service. In order to accommodate the change in service structure, the Metropolitan Council has transferred the lease of two 20- passenger buses to the City of Prior Lake. The City will store these buses at the Maintenance Center, and the buses will be available to use for other events outside of the summer months. The City is re- sponsible for maintenance and fuel; at the same time, we will continue to contract with Scott County for drivers and dispatch services. 2 Conclusion As noted earlier, the Local Laker Link service is consistent with the 2030 Vision and Strategic Plan. By restructuring the service, staff is hoping to attract more riders. ISSUES: Staff has worked with SmartLink Transit and the School District to develop the proposed route, which we hope will meet the needs of as many riders as possible. This year, the City has obtained two 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. We will be able to use these buses for our recreations programs, senior citizen trips and tours of the community by city council and advisory committees. FINANCIAL The service is highly subsidized by the City's transit operating budget. In 2010, we IMPACT: recouped $1,131 in fares to offset the cost of the service, which was $14,672. This is a service the City is able to provide because of the funding the City rece- ives from the Metropolitan Council as an opt -out provider of transit services. This funding is the only revenue source for the transit operating budget. In the past, the City has further subsidized the service by keeping the fare at $1.00 per ride. However, the regional fare for this type of service is $2.25 per ride. Since our service is modeled after the County's transit service, it is important to be consistent in the fares we charge. Therefore, staff is recommending the fares be increased to $2.25 per ride this year. This is consistent with both the re- gional fares and SmartLink Transit fares, and still remains an affordable choice. This year, Scott County will charge the City a flat hourly rate of $42.00 per hour for all service hours. This rate includes drivers, administrative and phone support, dispatch services, and insurance. The change to an hourly rate versus a direct cost makes accounting simpler. Our costs may increase over the cost of the 2010 service because we will be operating for longer hours. However, based on the hours of service in 2009, we do not expect the costs to increase significantly over 2009 ($28,000). Adequate funds have been budgeted in the transit operating budget. ALTERNATIVES: 1. Adopt a resolution authorizing the Mayor and City Manager to enter into an agreement with SmartLink Transit Services (Scott County) for the operation of the Local Laker Link summer circulator and shuttle service for 2011. 2. Deny the resolution and provide staff with direction. RECOMMENDED A motion and second adopting a resolution authorizing the Mayor and City Man - MOTION: ager to enter into an agreement with Scott County for the operation of the Local Laker Link summer circulator and shuttle service. O� PR t ti U 4646 Dakota Street SE ` s0 Prior Lake, MN 55372 RESOLUTION 11 -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 Transit Department of the Community Services Division has the 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, 2011 through May 31, 2012 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 6T" DAY OF JUNE 2011. YES NO M ser M ser Erickson Erickson Hedberg Hedber Keeney Keene Soukup Souku Frank Boyles, City Manager CADocuments and Settingslcgreeffly DocumenWSharePoint Draftsllocal_laker link_resolution.doc COUNTY OF SCOTT Agreement for Transportation Services (City of Prior Lake) THIS AGREEMENT, is entered into this 6` day of June, 2011 by and between the County of Scott, a political subdivision of the State of Minnesota, through the Transit Department of the Community Services 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. Purpose of Agreement The County, through the Scott County Community Services Division, has the facilities and personnel available to assist the City in providing transit services through the operation of circulator and shuttle bus service to specified individuals ( "Project "); and the City desires to make use of the transit services available from the Scott County Community Services Division to provide assistance in the form of drivers and dispatch services. 2. Scope of Services 2.1 The City shall provide two buses for the purpose of local service. The dedicated vehicles will be safe, reliable and cost - efficient. 2.1.1 The City is responsible for maintenance and storage of the vehicles, and all fuel for the operation of the vehicles. 2.1.2 The City will be responsible for providing liability insurance to cover the vehicles while on City property. 2.2 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, and fare card information as well as providing fare cards etc. 2.3 The County shall provide qualified drivers to operate the City vehicles. 2.3.1 The County will provide the necessary training to the driver positions assigned to this project. 2.4 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. 2.4.1 Dispatchers shall inform customers of available services and assist them by giving them information regarding routes and schedules. 2.4.2 The County will provide the necessary training to the dispatcher positions assigned to this project. 2.4.3 The dispatcher 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. 2.5 The County will continue to provide insurance for the vehicles subject to section 2.1.2 above and the drivers. The dispatchers and the driver(s) are considered County employees. 3. 4. TERM OF AGREEMENT This Agreement shall be effective June 1", 2011, and shall remain in effect until May 31, 2012 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 sixty (60) days' written notice to the authorized agent of the City or of the County. CONSIDERATION AND TERMS OF PAYMENT Consideration for all services performed by County pursuant to this Agreement shall be paid by City as follows: 4.1 For the Agreement year starting June 1, 2011, within twenty (20) days following the conclusion of each month, the County shall report to the City the following information: 4.1.1 Total rides scheduled, rides denied, rides canceled after scheduling, rides "no- showed" by customer, rides missed by the County, and rides completed. 4.1.2 For rides completed, the report shall show fares collected by fare category (single / multiple city; cash / transfer / pass). 4.1.3 In addition, the County shall provide origin- designation information for all rides completed, and daily vehicle hours and mileage. 4.2 Within thirty (30) days from the receipt of such report in a form acceptable to the City, the City shall pay to the County Forty -two and no /100 Dollars ($42.00) per hour for every service hour provided minus the amount of cash fares collected. Additional incidental expenses incurred by the project will be invoiced at the end of the Agreement See Exhibit A for a list of the fares to be collected on behalf of the City. AUTHORIZED AGENTS The parties hereby appoint the following authorized agents for the purpose of administration of this Agreement: Troy Beam, Scott County Smartlink Jane Kansier, Bldg. & Transportation Services Scott County Community Services City of Prior Lake 828 1 St Avenue E 4646 Dakota Street SE Shakopee, MN 55379 Prior Lake, MN 55372 (952) 496 -8277 (952) -447 -9812 For other purposes County's authorized agents are: Program: Billing: Lezlie Vermillion Gary Bruggenthies Scott County Community Services Scott County Community Services 200 Fourth Avenue West 600 Country Trail East Shakopee, MN 55379 Jordan, MN 55352 (952) 496 -8062 (952) 496 -8335 6. COUNTY AND STATE AUDIT 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 County and City agree 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 parties certify that they have been made fully aware of each other's Equal Employment Opportunity and Americans with Disabilities Act Policies, attached hereto and incorporated herein that they support these policies and that each will conduct its own employment practices, for purposes of this Agreement, in accordance therewith. Failure on the part of either party to conduct its own employment practices in accordance with the referenced policies may result in the withholding of all or part of regular payments by the other party due under this Agreement unless or until the offending party complies with the aforesaid 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 This Agreement is subject to two (2) exhibits: Exhibit A "Fares" and Exhibit B "Policy Statement of Scott County Pertaining to Equal Opportunity;" which exhibits are incorporated by reference herein and made part of this 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: Tom Wolf, 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: BY: Mike Myser, Mayor Frank Boyles, City Manager DATE: EXHIBIT A FARES 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 pay or 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. I v t rar Date Thomas J. Wolf Date Scott County Administrator Chair, Board of Commissioners