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HomeMy WebLinkAbout5E - Dial-a-Ride ""INNE SO't ~ MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT May 5, 2003 5E Susan Walsh, Assistant City Manager CONSIDER APPROVAL OF A RESOLUTION APPROVING THE AGREEMENT BETWEEN SCOTT COUNTY AND THE CITY OF PRIOR LAKE FOR DIAL-A- RIDE SERVICE. History: For the past three years, Scott County Transportation in cooperation with the City has provided Dial-a-Ride services during the summer months for Prior Lake residents. The additional service during this peak period of time has proven to be a valuable service to our residents. Ridership for the 2001 summer season was 1,635, and 1 ,262 ride~s during the 2002 summer months. The fewer number of riders in 2002 was contributed to the school district shortening the summer vacation period because the construction of the new high school. Current Circumstances: Attached for City Council consideration is an Agreement between Scott County and the City of Prior Lake for Dial-a-Ride services. This year's agreement is nearly identical to the 2002 agreement approved by the City Council except for the service dates, which are June 2 - August 29, and the maximum billing amount changed from $5406 to $6000. This amount was changed to cover an increase in service hours. During this period of time, Scott County Transportation will have buses designated to transport Prior Lake residents to and from their home, workplace, summer school or for other business. Dial-a-Ride service is provided on a pre- reservation basis to destinations within Scott County and to the Burnsville Center area on a limited basis. A high number of riders are youth who need ot get to popular destinations. Attached is a flyer we will distribute to Hidden Oaks Middle school students. The fare for transportation within Prior Lake is $1.00 per trip and $1.50 for trips outside the City. Conclusion: Prior Lake residents rely upon this summer transportation service. and staff recommends that the City continue this cooperative service with Scott County Transportation. FISCAL IMPACT: The City will be billed on a monthly basis for actual costs related to the service, and the monthly costs will not exceed $6000. Dial-a-Ride fares are deducted from the costs incurred. Adequate funds have been budgeted in the transit operating budget. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 I Ph. (952) 447-4230 I Fax (952) 447-4245 I :\COU NCI L \AGNRPTS\2003\DIAL-A-RI DE. DQN;EQUAl OPPORTUNITY EMPLOYER ISSUES: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: The policy question is whether the Council wishes to continue to offer Dial-a-Ride services to the community. The cost per rider is approximately $10, but it offers an additional transit opportunity to youth and seniors at a cost, which is included in our transit budget and management plan. This effort documents an effective partnership between the City and County. (1) Motion to adopt a resolution approving an agreement between Scott County and the City of Prior Lake for Dial-a-Ride Services and to authorize the Mayor and City Manager to execute said agreement. (2) Deny and provide staff with direction. j II i Frank I :\COUNCIL \AGNRPTS\2003\DIAL-A-RI DE.DOC or RESOLUTION 03- A RESOLUTION APPROVING THE AGREEMENT BETWEEN SCOTT COUNTY AND THE CITY OF PRIOR LAKE FOR DIAL-A-RIDE SERVICES Motion By: Second By: WHEREAS, the City Council recognizes the need for providing additional Dial-a-Ride services during the summer months; and WHEREAS, the staff has made arrangements for summer Dial-a-Ride service with Scott County Transportation Division; and WHEREAS, the City Council approves entering an agreement with Scott County to provide this 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 Agreement with Scott County for Dial-a-Ride Services for the period of June 2, 2002 through August 29,2003 is hereby approved. 3. $18,000 is hereby allocated from the Transit Account. 4. The Mayor and City Manager are authorized to execute this Agreement. PASSED AND ADOPTED THIS 5thh DAY OF MAY, 2003. YES NO Haugen Haugen Blomberg Blomberg leMair leMair Petersen Petersen Zieska Zieska City Manager, City of Prior Lake 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER , r ,I COUNTY OF SCOTT Agreement for Dial a Ride Services for City of Prior lake ! f f I' I i ,t ,!' 020831 THIS AGREEMENT, is entered into this _ day of , 2003 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 promises contained herein, the County and City hereby agree as follows: 1. Purpose of AQreement: The County, through the Scott County Public Works Division, has the facilities and personnel available to provide transit services through the operation of Dial-a-Ride 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 dial-a-ride service during the peak season between June and August. 2. Scope of Services: 2.1 The County shall provide Dial-a-Ride transportation services to qualified individuals who reside within the City. 2.2 For the purposes of this Agreement, Dial-a-Ride transportation services is a shared-ride curb-to- curb transit service for Prior Lake residents and their guests that will take riders anywhere in Prior Lake as well as to the Burnsville Center area and major destinations in Shakopee. 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 accommodate same-day requests to the extent possible and shall negotiate pickup/drop-off times and locations with callers as needed to enable a ride to be scheduled. 2.3.3 The County shall provide transportation services consisting of a single bus operating Dial-a-Ride service. The service shall operate from June 2, 2003 to August 29, 2003 (inclusive), Monday through Friday. 2.4 The County will designate a vehicle dedicated to providing dial-a-ride services for the City. The dedicated vehicle 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.For promotional and marketing purposes, the City may issue "free ride passes" to new customers. 3. TERM OF AGREEMENT This Agreement shall be effective June 2, 2003, and shall remain in effect until August 29, 2003, 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 2, 2003, 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! multiple city; cash! transfer! pass! free ride 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 for actual costs directly related to this service estimated at $5663.00. However, in no event the monthly amount billed to the City is not to exceed six thousand dollars ($6000.00) 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) 496-8276 Susan Walsh, Assistant City Manager City of Prior Lake 16200 Eagle Creek Ave SE Prior Lake, MN 55372 952-447-9802 2 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 6. COUNTY AND STATE AUDIT Billing: Gary Bruggenthies Scott County Public Works and Land 600 Country Trail East Jordan, MN 55352 - 9339 (952) 496-8335 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 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. ... 3 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: Jon Ulrich, 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: APPROVED AS TO FORM AND EXECUTION: Suesan Lea Pace, Prior Lake City Attorney Date: 4 ESTIMATED MONTHLY EXPENSES MONTHLY COSTS Reservations 25 hours per week at $14.00/hour Drivers 2 part time drivers at $12.85 per hour, 50 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 5 Attachment A $ 1,400.00 $ 2,570.00 $ 50.00 $ 39.00 $ 450.00 $ 85.00 $ 350.00 $ 255.00 Total $ 464.00 $ 5663.00 Attachment B ! ,I , t f , FARES $1.50 Fare {Prior lake to the Burnsville transit station, Shakopee, Savage, Burnsville Center and return $1.00 Fare (local Only within Prior lake) i " Free Coupons ( To any of the above mentioned locations) Transfers will be accepted, documented and the information will be relayed to City for their own billing practices. 6