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HomeMy WebLinkAbout9A - Local Laker Link Service CITY COUNCIL AGENDA REPORT 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 MEETING DATE: June 6, 2005 AGENDA #: 9A PREPARED BY: Kelly Meyer, Assistant to the City Manager 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: Historv: Last year, the City changed from dial-a-ride services to a local circulator route during the summer months. The purpose of the circulator was to provide residents a means to get to summer school, work, appointments and various summer activities. Last year, the summer circulator served approximately 1400 riders. Through a contract with Scott County Transit, we provided one bus that operated Monday through Friday from 6:30am to 6pm, stopping repeatedly at 14 different locations throughout the community. Implementing the Local Laker Link circulator was a good way to improve the transit services within the community consistent with the 2030 Vision and Strategic Plan. Current Circumstances: Over the past summer, we learned some things. Some of the feedback we received was that the route was very long and consequently riders often had to be on the bus for nearly an hour. In order to address this issue and improve the services, this year staff is recommending that an additional bus be added, and that the route be split into a "north" loop and a "south" loop. This will shorten the time for riders to reach their destination and allow stops at more locations. In addition, a shuttle service from the High School to ValleyFair would be added for those who work at the theme park, or for those who simply want to visit for the day. The service is summarized below: Dates of Operation: June 13, 2005 - August 26, 2005 Hours of Operation: Monday - Friday (6:30am - 6pm) Bus Stops: More than 25 stops, including Village Market, Sand Point Beach, Hidden Oaks Middle School, Prior Lake High School, SuperTarget, Downtown Prior Lake, and Lakefront Park Fare: $1 each ride for the circulator bus, and $1 each ride for the Shuttle. 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 Park/Watzl's Beach and Sand Point Beach; (4) targeted places of employment; and (5) shopping and dining locations. From previous years we know that a large number of users need service to summer school and to Valley Fair. Therefore, www.cityofpriorlake.com H:\ASSTCM\TRANSIT\CIRCULATORI%<6'rt~E95<2~~4~9B L)Nlic&~~~.~2~~DA REPORT 2005.DOC FISCAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: staff focused on setting route times to meet these two demands as well as to get riders to various drop off and pick up points throughout the city. The service no longer provides connection to Shakopee or MVT A routes in Burnsville. Because Shakopee also realigned its circulator routes, the connection at Southbridge could not be met while still keeping the summer school schedule. As the service grows in its utilization, staff will consider ways to serve these areas in the future. Staff has been working with Scott County Transit, the School District, ValleyFair and various residents to develop a proposed route that will meet 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 improved service into place, and is submitted for City Council consideration. Conclusion: Prior Lake residents rely upon summer transportation services, and staff recommends that the City continue its circulator route service in cooperation with Scott County Transit. The Agreement with Scott County will coincide with the service dates. Scott County will bill the city based on actual costs for wages, fuel, and vehicle maintenance costs, estimated to be $8892 per month. The maximum billing amount will not exceed $9,500 per month or $28,500 for 2005. This is an increase of $2,700 per month and can be attributed to higher fuel costs, and the additional bus and driver that will be needed. Adequate funds have been budgeted in the transit operating budget. (1) Motion to 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. (2) Deny the resolution and provide staff with direction. Alternative NO.1 H:\ASSTcM\TRANSIT\cIRcULATOR ROUTE\LOcAL LAKER LINK CONTRACT AGENDA REPORT 2005.DOC -"-^-,,, -^- "'_____0,'__''"_'' - ---""'1 ,- '" "" ..."" -- - RESOLUTION OS-XX 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 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; and WHEREAS, the Scott County Transportation Division has the capital equipment and expertise to provide the Local Laker Link service. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that: 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 13, 2005 through August 26, 2005 in an amount not to exceed $28,500. 3. Funds for this service shall be directed from the Transit Account. PASSED AND ADOPTED THIS 6TH DAY OF JUNE, 2005. YES NO Haugen Haugen Fleming Fleming Petersen Petersen Zieska Zieska LeMair LeMair City Manager, City of Prior Lake www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 COUNTY OF SCOTT Agreement for transportation services for City of Prior Lake THIS AGREEMENT, is entered into this 2nd day of June, 2005 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, a municipal corporation located at 16200 Eagle Creek Avenue Southeast, 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 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. Scope 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 Valley Fair 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 Valley Fair. The service shall operate from June ~ 2005 to August 26,2005 (inclusive), Monday through Friday. 13J ~ 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 Assistant City Manager 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 some customers to ride on this service without monetary compensation. In these cases, the transportation will be set up in advance by the client themselves or a City representative. This may also be done in the way of a free ride coupon providing the customer acknowledges this at the time the reservations are made and prior to the driver arriving at the pick up location. The City or the County supervisors only will authorize all free rides. 3. TERM OF AGREEMENT k3Vy' This Agreement shall be effective June"&. 2005, and shall remain in effect until August 26,2005, 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: 13Jv For the Agreement year starting June ~ 2005, 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 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 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 $8892.00. However, in no event the monthly amount billed to the City is not to exceed nine thousand five hundred dollars minus the amount of cash fares collected, per month, for the months of June, July, and August. Additional incidental expenses incurred by the project will be invoiced at the end of the agreement. See Attachment 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) 496-827_1 Kelly Meyer, Assistant City Manager City of Prior Lake 16200 Eagle Creek Ave SE Prior Lake, MN 55372 952-447-9802 For other purposes County's agents are: Program: Lezlie Vermillion Scott County Public Works and Land Government Center 300 200 Fourth Avenue West Shakopee, Minnesota 55379-1220 (952) 496-8277 Billing: Gary Bruggenthies Scott County Public Works and Land 600 Country Trail East Jordan, MN 55352 - 9339 (952) 496-8335 6. COUNTY AND STATE AUDIT Pursuant to Minn. Stat. Section 16C.05, Subd. 5 (1998), 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. ",-"".. "---,,--,,----~._. '---'--1....._---,.----"" IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending to be bound thereby. SCOTT COUNTY By: Robert Vogel, Chair of the board Date: Attest: David J. Unmacht, County Administrator APPROVED AS TO FORM AND EXECUTION: Pat Ciliberto, Scott County Attorney Date: CITY OF PRIOR LAKE By: Jack Haugen, Mayor By: Frank Boyles, City Manager Date: , --, ._--"'-,-""~.. " "".-" ."'~--"----.---._'-_._-"----'--'--". ESTIMATED MONTHLY EXPENSES MONTHLY COSTS Reservations 25 hours per week at $14.00/hour Drivers 4 part time drivers at $12.85 per hour, 85 hours per week Phones Line Cell Insurance Worker's Compensation Insurance (3 employees at $150.00 each) Vehicle Insurance Vehicle Vehicle Maintenance Fuel Dispatchers/Reports/Scheduling, etc. Part time Dispatcher at $14.50 per hour, 8 hours per week ---"'-.-----~~,~^^^-,,-,---_._,-.-,,-,. ^^"--'~-i"-"-'--"'--"--"- Attachment A $ 1 ,400.00 $ 4369.00 $ 50.00 $ 39.00 $ 750.00 $ 170.00 $ 700.00 $ 475.00 $ 475.00 $ 464.00 Total $ 8892.00 , ._-"",~ ^^"""-^"--""'-'--_.__._'-----~ Attachment B FARES $1.00 Fare (all Circulator Services) $1.00 Fare (ValleyFare Shuttle Services) Free Coupons and Punch Cards (through the City of Prior Lake) .-~~,---" -~---'-.---T'.- ...--.--.--,,--, -_.....""'-,_.-.._-~_.'-,,,'--_. "".". '. w w O~ a.. a.. l- I- 1-- 0 0 :::> :::> w~ l- I- 0 0 ....J~ (f) (f) 0:: 0:: I-W I I I I ......-1 ...... 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"0 ~ 0..-1 CI)::J"-c"O o 0 C ~ 'C "- Ct$ ~ .2 a.. 1i5 - .... 0.. c: ~ .s:::. -J - .- Ct$ g ~ == en -I \,u Q ~ c: -ci3 I.U en 0 CJ) :X:CD';j~E ,.... en Ct$ 0 .- "-J:JU 0 CI)(O.QIa.. FRANKLY SPEAKING Release Date: Wednesday, June 1 New and improved circulator service begins summer season June 13 All aboard! The Local Laker Link rolls again! Yes, our circulator transit service, which enjoyed a very successful launch last summer, is about to begin its second year. Buses will roll from Monday, June 13 through Friday, Aug. 19. Here's why you, as a resident, should care: With gas prices hovering around $2 per gallon and our schedules seemingly busier than ever, you absolutely will not find a better bargain than the Local Laker Link. Each circulator bus ride is just $1. Here's how it works. So you and some close friends jump on the boat some fine day or evening. After By Frank Boyles, awhile, you decide you want to eat at one of our fine downtown establishments. City Manager Just moor your boat at the Watzl's Beach boat slips and take a stroll over to the pavilion. A Local Laker Link schedule is posted on the kiosk (by the amphitheater) and you can take the bus downtown. After dinner, you can walk back to the park, or if you like the scenic route, jump back on Local Laker Link for a leisurely ride back. If that's the case, ask the merchant for a free ride card on us! We are proud of the changes we have made from year one to year two to better accommodate our riders. First and foremost, we have added a second bus this year and doubled the number of stops. In 2005, Local Laker Link buses will make nine stops each weekday at 26 locations - up from 13 last year. Careful planning went into the selection of those sites, with the goal being to enhance our residents' connectivity to the beautiful natural and manmade amenities of Prior Lake and the surrounding area. Some of the most popular stops include Lakefront Park, Sand Point Beach, Prior Lake High School, Hidden Oaks Middle School, Super Target, and, for the first time ever, our revitalized downtown area. This is one way we can link downtown, Lakefront Park and Prior Lake. But that's not all. In year one, Valleyfair was one of our riders' most popular destinations. But to get there, riders took our bus to the South bridge development, where they then boarded a Shakopee transit bus to take them the rest of the way to Valleyfair. In 2005, thanks to our strong partnership with Scott County and its transit officials, we've eliminated the transfer. As a result, riders can board a shuttle bus at Prior Lake High School and be taken directly to Valleyfair. Five trips to and from this popular summertime destination will be made daily, with each ride to and from costing $1. All of the bus stops and arrival times appear in an ad published in this edition of the Prior Lake American. I encourage you to check it out and to consider the merits of the Local Laker Link when planning your trips around the city this summer. For a schedule and route map for Local Laker Link, contact Assistant to the City Manager Kelly Meyer at (952) 447-9802, or visit www.cityofpriorlake.com.