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HomeMy WebLinkAboutR-2000-114 A&A Motorcoach, Inc. Contract Extension (Transit Fixed-Route #3)A RESOLUTION RESOLUTION NO. R 2000 - 114 authorizing and directing the City Manager of the City of Yakima to extend an agreement with A & A Motorcoach, Inc. where by said entity shall operate City of Yakima Transit Division Fixed -Route #3 for a period of three additional months ending midnight December 31, 2000. WHEREAS, the City of Yakima desires to further engage the existing private contractor A & A Motorcoach Inc., to operate Transit Division Fixed -Route #3 for a period of three additional months ending midnight December 31, 2000 and, WHEREAS, the City Council Transit Committee has reviewed therecommendation for an agreement extension; and WHEREAS, the City, Council Transit Committee recommends that the City extend the agreement on the basis of their review; and WHEREAS, The City Council deems it in the best interest of the City of Yakima to extend the agreement with A & A Motorcoach to operate Transit Division Fixed -Route #3 in accordance with the terms and conditions of the original agreement for a period of three additional months ending midnight December 31, 2000; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized and directed to extend the agreement with A & A Motorcoach, Inc., whereby the entity shall operate City of Yakima Transit Division Fixed -Route #3 three additional months ending midnight December 31, 2000. ADOPTED BY THE CITY COUNCIL this 5th day of September 2000. ATTEST: ting City Clerk 2000 Agreement Between The City of Yakima and A & A Motorcoach,Inc. This Addenda is made and entered into this ?-" day of c5EPTewitie.X, 2000 by and between the City of Yakima. and A & A Motorcoach, Inc. a private transportation company. In consideration for services provided the citizens of Yakima by A & A Motorcoach by the Fixed -Route #3 Transportation Provider Agreement Between the City of Yakima and A & A Motorcoach, Inc., (City Contract Number 99-93) is hereby amended as follows: 4. Term of Agreement This Agreement shall become affective upon full and complete execution by the City and the Contractor and shall terminate at midnight on December 31, 2000, unless terminated earlier by either party in accordance with Section 33 of the Agreement. The City shall pay A & A Motorcoach an amount not to exceed $36,000 for Fixed - Route . #3 transportation services extending from October 1 through midnight December 31, 2000. In all other respects the Agreement between the City of Yakima and A & A Motorcoach Inc., (City Contract Number 99-93) shall remain in full force and effect. City of Yakima By: Dick Zaisity Manager Date: City Contract Resolution No ATT ST: No. 2000-74 . R -20W- 1 4; (7.V- City ClAqF City Contract Number: ‘'c .a Rte 3 Extension Agreement A & A Motorcoach, Inc Its:B Date: 9/f/0"a • • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting Of 9/5/00 ITEM TITLE: A. A Resolution authorizing the City Manager to execute an Extension to an Existing Agreement with A & A Motor Coach to Operate Fixed -Route #3 Through December 31, 2000 B. An Ordinance amending the 2000 Budget in the Transit Operating Fund for the Fixed Route #3 contract extension. SUBMITTED BY: Chris Waarvick, Director of Public Works John A. Haddix, Acting Transit Manager Cindy Epperson, Accounting Manager CONTACT PERSON/TELEPHONE: John A. Haddix/575-6005 SUMMARY EXPLANATION: The Staff recommends to the full City Council that the existing service contract with A & A Motorcoach be extended to the end of the year (through December 31, 2000). The contract extension requires an appropriation of $36,000 to the Transit Operating Fund. Mr. Ammerman of A & A Motorcoach was contacted by telephone and is receptive to our proposal. The Council Transit Committee agreed to this contract extension at their August 29, 2000 meeting. The uncertain future of Yakima Transit's due to Initiative 745 makes any discussion over whether or not the City should maintain a single bus route private or public served by a small or large bus somewhat meaningless. There will be ample time to decide the fate of Fixed -Route #3 after the November election. (Continued) Resolution: X Ordinance: X Other (Specify): Contract Modification: X Mail to: A & A Motorcoach PO 9364 Yakima, WA 98909-0364 Phone: 575-3676 Funding Source: Transit Operating Fund APPROVED FOR SUBMITTAL: \\ \‘. — `-- l City Manager STAFF RECOMMENDATION: A: Adopt Resolution B: Read Ordinance by title only at the September 5, 2000 meeting. Pass Ordinance after second reading at the September 19, 2000 meeting. "I COUNCIL TRANSIT COMMITTEE RECOMMENDATION: Council approval for an extension with A & A Motorcoach to provide Fixed -Route #3 until December 31, 2000. COUNCIL ACTION: Background Last August the Council approved an agreement torovi Fixed - Route de Fix�.,d Route #3 service with A & A Motorcoach. The agreement stipulated that it was to be a one-year demonstration project. The Contractor began providing bus service on October 4, 1999. The existing contract is set to expire at Midnight, September 30, 2000. Further, upon the completion of a one-year demonstration project, the Council was to decide whether or not to continue or end the contracted service. The Council is to make its determination by evaluating at least three criteria: the cost, the service, and public acceptance. Although Staff is recommending a three-month contract extension, a preliminary staff overview of iIthe past year using the three criteria prescribed is provided to the Council at this time for informational purposes. In regard td the cost of service, A & A Motorcoach is charging for 12 3/4 hours of daily work, five days a week. There is no Saturday service provided. The hourly rate charged for service is $44.50. This equals a daily charge of $567.37 and a weekly charge of $2,836.87. The weekly charge multiplied by 52 weeks equals an annual sum of $147,517.50. This annualsum is slightly higher than the lump -sum bid amount of $141,731.20. In fairness to A & A Motorcoach, the written lump -sum bid was based on estimated hours of service and not actual hours of service. The Contract allows for adjustment once hours are actually determined. Accordingly, Staff is not holding A & A Motorcoach to their original annual lump -sum bid. J In regard to f service, observations are that while the provision of service by the private operator is generally good, there are certain areas that need more attention. Initially, the private sector bus drivers seem to lack training on how a public transit system works (i.e., the importance of maintaining scheduled time points, transfers, . customer service information, providing information to transit dispatch on difficulties when encountered in the field, etc.). The private sector drivers eventually do pick up on the process but only after having many conversations with City bus operators. It appears the Contractor is relying heavily on his drivers to learn the transit system while on the job (OJT). This has led to some difficulties at times in providing quality service to our customers. In regard to public acceptance of Route #3, the evidence provided by the comments received and the ridership numbers collected reflect that the contracted small bus service has not been without concerns and complaints from the riding public. In the beginning, there were complaints abut the small size of the bus and about people being left at the curb because the small bus was overcrowded during certain times of the day. In an attempt to solve theproblem h of leaving people at the curb, Staff asked A & A Motorcoach to"[ provide a cost estimate of providing additional service on an "as needed" basis. Admittedly, it is difficult at best to predict when such needs for additional service might arise. Never the less, A & A Motorcoach res —3nded to our request for additional service by a November FAX. A & A Motorcoach said .`.at they could not provide "overload" service on extremely short notice. They said that if chey could be given a 2 -hour advance notice they could schedule a large bus. (Continued) 2 • • Their fee for this "additional" service would be $150 per hour. A & A Motorcoach suggested that since Yakima Transit normally has a driver standing by that Yakima Transit's response time in such cases would be much faster than theirs. Since the overload problem has never been fully addressed, the customers riding Route #3 have found their own solutions to the capacity challenge. Their solutions appear to be that they have either 1) stopped taking a bus altogether or 2) moved over to other bus routes that they are more comfortable with. As an example, Route #4 which has a large bus assigned to it runs opposite of Route #3 and many riders have chosen to cross the street and take Route #4. Also, because Route #7 has a large bus assigned to it and it covers approximately the same area of the City as Routes #3 and #4, riders are taking Route #7 instead of Route #3. Our collected ridership figures for the above mentioned routes seem to bear this out (see attached ridership data). The data and observations seem to confirm many previous studies showing that people are extremely flexible when it comes to making transportation choices. They will apply their preference to ride or not to ride and/or adapt their travel plans according to the quality and level of service provided. Last, as a condition of the contract A & A Motorcoach is required to meet certain obligations (see attached May 19, 2000 Memo). The Contractor has been cooperative in furnishing all the information when requested. Route #3 statistics are reported daily and the bus vault box is removed on a schedule as though the City was still operating the route. Contracted Transit Service Six Month Ridership Comparison by Month Jan Feb Mar 1999 2000 1999 2000 1999 . 2000 Route #3 5,226 4,384 4,802 4,786 5,772 5,465 Route #4 6,627 7,002 6,676 7,874 7,801 8,702 Apr 1999 2000 May June 1999 2000 1999 2000 Route #3 5,323 4,270 4,905 4,842 5,476 4,571 Route #4 7,058 7,488 •7,360 7,963 7,487 7,139 Jan -June Total Ridership Comparision 1999 2000 Difference Route #3 31,504 28,318 --3,186 10% Loss Route #4 43,009 46,168 3,159 7% Gain Ridership loss on Route #3 almost equals Ridership gain on Route #4 In addition to the direct relationship between Route #3 and Route # 4 there has been a significant increase in Route #7 ridership. Route #7 covers some of the same northwestern portion of the city. Jan -June Ridership 1999 2000 Difference Route #7 69,756 88,766 19,010 27% Gain Rte 3 & 4 Ridership Comparison •w MEMO Date: Friday, May 19, 2000 To: Chris Waarvick, Director of Public Works From: John A. Haddix, Acting Transit Manager Subject: Ammerman Contract Obligations 5. Payment. The City agrees to pay the Contractor for compensation for transit services provided under this Agreement on a bimonthly basis. Accordingly, the Contractor shall provide an invoice on the 15th day of each month for all transit services provided to the City during the first half of the respective month; the Contractor shall provide the City another invoice on the last day of each month for all transit services provided to the City during the second half of the respective month. Additionally the Contractor shall also provide the City with a monthly financial statement on or by the 10th day of each month with regard to financial status of the Contractor during 'the preceding month. The City shall pay the Contractor within fifteen (15) calendar days of receipt of an approved invoice. Charges disputed by the City shall be separated from the invoice and the undisputed portion shall be paid. 7. Training. All vehicle operators employed by the Contractor and/or its subcontractors and utilized to provide transportation services under this Agreement must, as a minimum, possess and maintain the following: • A valid Washington State Driver's License, • A valid Commercial Driver's License/Endorsement, • A Cardio -Pulmonary Resuscitation (CPR) Card; and; • A Basic First Aid Card. All vehicle operators must receive: • Training in passenger handling techniques, • Sensitivity in dealing with elderly and handicapped persons, and; • Vehicle and personal safety training on an ongoing basis. Ammerman DZ Obligations These and other suitable forms of training must be documented and all subsequent employee -training records kept current for the life of this Agreement. 8. Drug and Alcohol Testing. The Contractor must comply with all applicable provisions of 49 CFR Part 40 and all other applicable federal regulations pertaining to the testing of employees in safety sensitive positions for use of controlled substances and alcohol. The Contractor must either participate in the City's testing program at cost or establish its own testing program that complies with all applicable federal regulations. 9. Data Collection and Reporting. The Contractor must collect and report both financial and non-financial operating data in accordance with established procedures, or as modified from time to time, by the City. The Contractor, at a minimum, must be able to track, produce, and deliver monthly and annual operating statistics in a computer file format compatible with that of the City. All required records must be kept current for the term of this Agreement and furnished on demand, at no extra charge to the City. 10. Maintenance and Access to Financial Records. The Contractor must maintain fiscal records pertaining to the transportation services provided under this Agreement in accordance with generally accepted accounting principles that are consistent with the methods of financial reporting used by the City. The Contractor shall make all records pertaining to transportation services provided under this Agreement available for examination, inspection, and copying to federal, state, and/or local authorized personnel during the term of this Agreement and for a period of three (3) years following the termination of this Agreement. In the event that such examination or inspection reveals any discrepancy in such financial records, the Contractor shall provide the examining/inspecting agency and the City with an appropriate written clarification and/or perform a satisfactory financial correction within fifteen- (15) calendar days of notification of the discrepancy. 2 American Motorists Insurance Company KemPeR. Bond Number : 3SM 959 256 00 Continuation Certificate for Bonds which Definitely Expire IN CONSIDERATION of the sum of Seven Hundred Fifty and No/100ths Dollars, ($750.00) the Undersigned company hereby continues in force its Contract Perfomance Bond number 3SM 959 256 00 in the amount of Seventy Five Thousand and No/100ths DOLLARS ($75,000.00) on behalf of A & A Motorcoach, Inc. and in favor of City of Yakima, WA, as Obligee, for the period beginning at 12:01 a.m. of the 1st day of Janiiarv, 2001 standard time at the address of the Obligee above given, and ending at 12:01 a.m. of the 30th day of June, 2001 standard time at the said address, subject to all covenants and conditions as set forth and expressed in said bond heretofore issued, effective on the 30th day of September, 1999. This Continuation Certificate is executed upon the express condition that the Undersigned company's liability under said bond and under this and all Continuation Certificates issued in connection therewith shall not be cumulative and shall not in any event exceed the amount of said bond as hereinbefore set forth. Current editions of forms will be substituted at each renewal date for the earlier editions if revised during the previous policy term, and if the company extends or renews the policy designated in the certificate. SIGNED, SEALED, DATED. January 10, 2001 Bv. A&A otorcoach, Inc. (Principal) Bv• merican Motorists Insurance Company (Surety) tt rney In Fact q1-93 g -47q- DIRECT 47q - DIRECT CORRESPONDENCE TO : LOU JONES & ASSOCIATES, PO BOX 41375, 7470 N. FIGUEROA ST., LOS ANGELES, CA 90041 PHONE (323) 257-8291 • FAX (323) 256-7218 Continuation Certificate - 11-02-98.dot