HomeMy WebLinkAbout02/18/2014 05F Yakima Transit Related Advertising Services Agreement with the City of Union Gap re: MOU Amending Contract 90-08BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting of: 2/18/2014
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ITEM TITLE:
SUBMITTED BY:
SUMMARY EXPLANATION:
Resolution authorizing execution of a Memorandum of
Understanding to an existing Purchasing Agreement between
the City of Yakima and the City of Union Gap regarding
transit advertising.
Scott Schafer, Public Works Director, 576-6411
Ken Mehin, Transit Manager, 576-6415
Yakima Transit currently produces a bus book, advertises transit services, and provides GIS
information on the location of Yakima Transit's vehicles. The City of Union Gap provides similar
services under an agreement with their transit provider. The City of Union Gap desires to
outsource that service to the City of Yakima in an effort to be more efficient and eliminate the
duplication of unnecessary publications and provide more information to their transit
passengers. Yakima Transit, in an effort to better inform passengers of connecting services,
desires to provide the requested services. A copy of the proposed Agreement is attached for
reference.
Resolution: X
Other (Specify):
Contract: X
Start Date: Date executed by the last party
to sign
Item Budgeted: NA
Funding Source/Fiscal
Impact:
Strategic Priority:
Insurance Required? No
Mail to: Dennis Henne, Public Works Director; City of Union Gap;
102 W. Ahtanum Road; Union Gap, Washington 98903
Phone: 509-225-3524
Ordinance:
Contract Term: Until terminated by
either party
End Date: Until terminated by either party
Amount:
City of Union Gap
Partnership Development
APPROVED FOR
SUBMITTAL:
RECOMMENDATION:
City Manager
Adopt the Resolution authorizing the City Manager to enter into an Agreement for transit -related
advertising services with the City of Union Gap.
ATTACHMENTS:
Description Upload Date
Resolution 2/10/2014
MOU 2/10/2014
Type
Resollution
Contract
A RESOLUTION
RESOLUTION NO. R -2014 -
authorizing the City Manager to execute an Agreement between the
City of Union Gap and City of Yakima Transit for Transit related
advertising services.
WHEREAS, the City of Yakima (City) owns and operates a public transportation
service in accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City of Union Gap owns and operates a public transportation
service in accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City desires to provide advertising, GIS, and bus book related
transit services to the City of Union Gap in order to provide more information to
passengers who use both our systems; and
WHEREAS, both cities desire to coordinate services furthering efforts by the
federal and state governments to coordinate transit services; and
WHEREAS, this Agreement will further expand an existing Purchasing Agreement
that Union Gap has executed with the City of Yakima, therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute an Agreement amending a
current Purchasing Agreement, a copy of the Agreement with is attached hereto and by
reference made a part hereof, now, therefore,
ADOPTED BY THE CITY COUNCIL this 18th day of February, 2014.
ATTEST: Micah Cawley, Mayor
Sonya Claar Tee, City Clerk
MEMORANDUM OF UNDERSTANDING
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT
By and Between
CITY OF YAKIMA, YAKIMA TRANSIT
And
CITY OF UNION GAP
THIS MEMORANDUM OF UNDERSTANDING is executed pursuant to the Intergovernmental
Cooperative Purchasing Agreement approved February 13, 1990, by and between the CITY OF
YAKIMA, for the use and benefit of Yakima Transit, and the CITY OF UNION GAP, for the uses
and purposes set forth herein and below.
I. Recitals
A. YAKIMA TRANSIT is a division of the City of Yakima, a municipal corporation of the State of
Washington, with City Hall located at 129 North 2nd Street, Yakima, WA 98901.
B. Pursuant to the provisions of RCW § 39.33.050, the City of Yakima, a municipal corporation
of the state of Washington, has developed and operates a public mass transportation system
through Yakima Transit, and has the authority to contract with any other municipal corporation
or political subdivision of the state for public mass transportation services.
C. The CITY OF UNION GAP, hereafter called "Union Gap," is a municipal corporation of the
State of Washington with City Hall located at 102 W. Ahtanum Road, Union Gap, Washington
98903.
C. Union Gap and the City of Yakima have previously entered into an Intergovernmental
Cooperative Purchasing Agreement ("Interlocal Agreement") approved by City of Yakima
Resolution No. D-5695 on February 13, 1990, pursuant to the authority of RCW Chapter 39.34,
for the cooperative purchase and provision of public services.
D. The parties desire to enter into this Memorandum of Understanding providing for
dissemination of information regarding mass transportation services under the authority and
within the scope of such Interlocal Agreement.
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MOU - YAKIMA TRANSIT - UNION GAP TRANSIT
11. Memorandum of Understanding
1. Scope of Services. The scope of services shall include the following:
(a) Union Gap Bus Routes — Bus Book. Yakima Transit will include transit information
regarding Union Gap's fixed -route bus routes in Yakima Transit's Bus Book. Yakima
Transit will cooperate with Union Gap to develop associated artwork and layout of such
information. Yakima Transit reserves the right to approve or modify such artwork,
graphic representations and copy layout, and retains sole control over all content placed
within Yakima Transit's Bus Book and advertising placed on Yakima Transit vehicles.
Yakima Transit will provide Union Gap with sufficient advance notice of the date of
issuance of any new edition of the Bus Book to provide Union Gap a reasonable
opportunity to provide updated information regarding Union Gap's fixed -route transit
services, and to notify Yakima Transit of the number of copies of the Bus Book edition
needed by Union Gap. The City of Yakima shall retain all copyrights and ownership of
Bus Book materials.
(b) Transit Media Coverage. Yakima Transit will include Union Gap Transit in Yakima
Transit's media announcements and mass transit informational publications concerning
transit services offered to the public. Yakima Transit reserves the right to approve, deny,
modify and edit such announcements, publications and the content thereof to meet
Yakima Transit's applicable standards, and to publish and issue such publications in
accordance with its determined schedules.
(c) Yakima Transit Web Site and GIS Screen. Yakima Transit will include information
and designation of Union Gap fixed -route bus service on Yakima Transit's website and
GIS screen, or provide a link on Yakima Transit's website to Union Gap's designated
transit webpage. Yakima Transit and Union Gap will cooperate to update such
information as necessary or appropriate. Yakima Transit and Union Gap will also
cooperate to incorporate information and data regarding Union Gap's fixed -route bus
service in any applicable "trip plan" database maintained by the City of Yakima to allow
customers to include fixed -route service in Union Gap when using "trip plan" software
and applications. Yakima Transit reserves the sole right to control all content of its
website and GIS screen.
(d) Phone Calls Regarding Union Gap Service. Yakima Transit will modify its phone tree
telephone answering service to include telephone calls regarding Union Gap bus
service. Phone calls received regarding Union Gap bus service will thereupon be
forwarded to the person or department in Union Gap designated by Union Gap to
receive and respond to such telephone inquiries.
2. Compensation. Compensation for such services shall be as follows:
(a) Union Gap Bus Routes — Bus Book. Union Gap will reimburse Yakima Transit for the
costs of production and publication of each edition of the Bus Book issued during the
term of this agreement attributed to the production and publication of information
pertaining to Union Gap's transit services included within each edition of the Bus Book.
The amount of reimbursement shall be calculated by determining the number of pages
of the Bus Book edition dedicated to information regarding Union Gap transit services as
compared to the total number of pages in such Bus Book edition. The resulting
percentage of pages attributed to Union Gap transit information shall constitute the
percentage of total production and publication costs to be reimbursed by Union Gap to
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MOU - YAKIMA TRANSIT - UNION GAP TRANSIT
Yakima Transit. By way of example, if the total number of pages of the Bus Book edition
is 12 pages, with 3 pages advertising Union Gap transit services, Union Gap's
percentage of reimbursement of costs would be 3/12 or 1/4 of the total costs of production
and publication.
Yakima Transit will provide Union Gap with the requested number of copies of each
edition of the Bus Book. No additional charge will be assessed for these copies as the
reimbursement described above includes publication costs.
The above methodology to determine the amount of reimbursement shall be considered
the standard methodology. In the event any proposed publication of any edition of the
Bus Book exceeds the average number of copies per edition over the previous two
years, and such increase is attributed to increased number of copies needed by Yakima
Transit, but not by Union Gap, the parties shall use the standard methodology based on
the average number of copies per edition over the previous two years to determine the
rate of reimbursement by Union Gap. Estimated costs are shown in Appendix A.
(b) Transit Media Coverage. The parties will cooperate on a case-by-case basis to
determine compensation or reimbursement of expenses. If the parties cannot agree, the
cost of such media coverage and/or advertisement shall be shared at the ratio of 1/11,
with Yakima Transit responsible for ten (10) parts of the whole cost and Union Gap
responsible for one (1) part of the whole cost.
(c) Yakima Transit Website and GIS Screen. Yakima Transit and Union Gap do
anticipate some costs for Union Gap, arising out of inclusion of Union Gap's transit
service information in Yakima Transit's website and GIS screen, See Appendix A. In the
event Yakima Transit anticipates expenditure of funds identified as directly resulting from
inclusion or incorporation of information or data regarding Union Gap's transit service in
Yakima Transit's website or GIS screen, or to enable Yakima Transit's "trip plan"
database to include Union Gap's transit service data, Yakima Transit will notify Union
Gap prior to expenditure. The parties will thereupon determine the amount of
reimbursement payable by Union Gap to Yakima Transit for such service if such service
is implemented. Union Gap reserves the right to decline such service.
(d) Phone Calls Regarding Union Gap Service. Union Gap will reimburse Yakima Transit
the cost of any telephone service charges incurred by Yakima Transit attributed to
provision of a phone tree answering service directing telephone calls to Union Gap for
response.
3. Payment of Reimbursement. Billing and payment of reimbursements authorized by this
agreement shall be processed in accordance with the payment procedures of the parties.
4. Administration. This Memorandum of Understanding shall be jointly administered by Yakima
Transit and Union Gap. The administrators for each party shall be the following named officers
of each agency, together with their designees:
Yakima Transit
Ken Mehin, Transit Manager
Yakima Transit, City of Yakima
2301 Fruitvale Boulevard
Yakima, Washington 98902
(Or successor)
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Union Gap
Dennis Henne, Public Works Director
City of Union Gap
102 W. Ahtanum Road
Union Gap, Washington 98903
(Or successor)
MOU - YAKIMA TRANSIT - UNION GAP TRANSIT
5. Dispute Resolution. In the event of any dispute arising under the terms of this Memorandum
of Understanding, the designated administrators for each party will meet as necessary and
appropriate in order to resolve such dispute. If such dispute is not resolved, the parties may
seek mediation of the dispute by any mediator mutually acceptable to the parties. Each party
shall be responsible for their own costs and attorney's fees incurred in preparation for and
during the mediation, and shall each be responsible to pay one-half of the mediator's fee.
6. Term and Termination. This Memorandum of Understanding shall continue in effect until
terminated by either party as set forth below. Either party may terminate this Memorandum of
Understanding upon written Notice of Termination delivered to the other party at least thirty (30)
days prior to the effective date of termination.
7. Effect of Termination. Upon the effective date of termination, all obligations of each party
under this Memorandum of Understanding shall terminate, EXCEPT that the obligation to pay
reimbursement incurred pursuant to Section 2 above shall continue for any work performed
and/or production/publication authorized prior to the effective date of termination.
8. Acquisition and Disposal of Property. The parties do not intend to acquire any real property,
or any interest therein, pursuant to this Memorandum of Understanding. Personal property and
intellectual property and/or property rights may be acquired. The parties agree and understand
that any intellectual property or copyrights acquired pursuant to this Memorandum of
Understanding shall remain the exclusive right of the City of Yakima. Upon termination of this
Memorandum of Understanding, any personal property or real property acquired, or proceeds
from the sale thereof, shall be disbursed to the parties in proportion to the cost contributed by
each party for the acquisition of such property.
9. Entire Agreement — Amendments. This Memorandum of Understanding contains the entire
agreement of the parties regarding the items set forth herein. This Memorandum of
Understanding may be amended or supplemented only in writing signed by both parties.
10. Effective Date. This Memorandum of Understanding shall be effective upon the date
executed by the last party to sign below.
CITY OF YAKIMA CITY OF UNION GAP
Tony O'Rourke, City Manager
Date Executed:
ATTEST: ATTEST:
Rodney Otterness, City Manager
Date Executed:
Sonya Claar Tee, City Clerk City Clerk
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MOU - YAKIMA TRANSIT - UNION GAP TRANSIT
Appendix A
BUS BOOK, ADVERTISING, GIS & OTHER TRANSIT -RELATED EXPENSES
Bus Book - Yakima Transit prints the bus book four times annually (once per season). This
includes an estimated 500 bus books per printing for distribution in Union Gap. It estimated that
Union Gap will utilize four total pages in the bus book for Transit operation information (bus
route & scheduling). A 40 -page bus book printed at 25,000 copies costs on average $7,347.35.
Union Gap's estimated bus book expenses would be $7,347.35 / 11 + $667.94 X 4 editions =
$2,671.77 annually. Costs for the Bus Book also vary based on the quantity ordered for each
edition. These charges are just for the printing costs. There is an additional $30 per hour to
setup the route in the bus book and for changes going forward. Estimated bus book setup is
around $360.
By adding Union Gap into Yakima Transit's bus book, Yakima Transit will receive phone calls
related to Union Gap's Transit service. Yakima Transit intends to forward those calls to a
number designated by Union Gap. It is hard to determine what the call volume will be.
Transit Advertising - Yakima Transit's estimated advertising on radio, TV and print is $50,000
for 2014. The estimated cost to include Union Gap's transit information in Yakima Transit's
advertising is estimated based on a per route share basis of 1/11 (or 9.09%) of cost =
$4,545.46. In an effort to encourage ridership in 2014, Yakima Transit is planning to expand
their advertising program beyond the $50,000 that was initially budgeted. Union Gap may
choose to participate or not participate in expanded advertising efforts and associated costs
would be passed on accordingly.
Total Estimate 2014:
Bus Book $2,671.77
Advertising $4,545.46
$7,217.23
GIS & Related It Services - To add Union Gap's Bus route to iBus, the estimated cost will be
$600 (8 hours at $75 per hour). This is the schedule only. Route changes/updates are charged
at $75 per hour.
To show real-time bus location (bus positioning only), Union Gap would be required to install
modems and pay for a monthly cellular service (approx. $40 per vehicle per month). City of
Yakima maintenance and data charges (separate from cellular services) for GIS real-time
services are $157 per year per modem. Yakima Transit has older modems available at $200ea.
The modems mentioned above would be good only for showing the location of the bus on the
system. A more expensive modem is required for on -board WiFi for mobile computing or bus
announcements.
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MOU - YAKIMA TRANSIT - UNION GAP TRANSIT