SPECIAL MEETING OF THE AVALON CITY COUNCIL
TUESDAY, JANUARY 30, 2024 — 5:00 PM
410 AVALON CANYON ROAD
AGENDA
In compliance with the Americans with Disability Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office (310) 510-0220. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35. 102-
35.104 ADA Title II). All public records relating to an agenda item on this agenda are available for the public inspection at the time the records are distributed to all, or a majority of all, members of the City Council. Such records shall be available at City Hall located at 410 Avalon Canyon Rd.
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CALL TO ORDER I PLEDGE OF ALLEGIANCE I INVOCATION I ROLL CALL
ANNOUNCEMENTS I WRITTEN COMMUNICATIONS
CITY MANAGER REPORT I CITY ATTORNEY REPORT
COUNCILMEMBER REPORTS I MAYOR REPORT
ORAL COMMUNICATION
Members of the public may address the City Council at this time. No action will be taken on nonagenda items at this meeting. Speakers should limit comments to two (2) minutes each.
CONSENT CALENDAR
1. Waterside Project Application — Newport Coastal Adventure LLC Newport Coastal Adventure LLC proposes the use of a 48’ Rigid Hull Inflatable to conduct coastal whale and dolphin watching trips in the Avalon area. Newport Coastal Adventure proposes to operate on cruise ship days, up to 4 days a week.
Recommended Action
Make the finding that Newport Coastal Adventure LLC will have a substantial negative impact upon existing mooring, docking, or other anchorage facilities within Avalon Harbor.
GENERAL BUSINESS
2. Transportation Permit Renewals
Upon an audit of all issued Transportation Permits, it was found twenty-nine permits had been issued to organizations with active business licenses but expired transportation permits.
SPECIAL CITY COUNCIL AGENDA
JANUARY 30, 2024
PAGE 2
Recommended Action
Approve the renewal of Transportation Permits for the businesses listed with conditions.
3. Rental Transportation Permit Renewals
Upon an audit of Vehicle Rental Permits, it was found seven permits had been issued to organizations with active business licenses but expired vehicle rental permits.
Recommended Action
Approve the renewal of Rental Transportation Permits for Brown’s Bikes, Catalina E Bikes, Catalina Business Enterprises, Inc., Catalina Island Company, and Island Rentals, Inc. with stated conditions.
4. First Reading of an Ordinance Amending Title 4, Chapter 4, Article 17 Vehicle Registration
City staff have seen an increase in applications and approvals for commercial autoettes, commercial rental autoettes, interior commercial vehicles, and public service/public health and safety vehicles. With the increase of permits, it is recommended to add a requirement to mark permitted vehicles as an added condition.
Recommended ActionIntroduce and waive all future readings of an ordinance amending Title 4, Chapter 4, Article 17 adding the requirement to mark all commercial autoettes, commercial rental autoettes, commercial vehicles, interior commercial vehicles, and public service/public health and safety vehicles with the legal name or fictitious business name of the applicant.
5. Public Transportation Services REP Contract Award
Utilizing a new fleet of zero emission, all electric vehicles, the City’s goal with the new public transportation program is to improve wayfinding, and alleviate congestion and demand for on street parking in Avalon’s “downtown” area. The City’s RFP broadly requested proposers re-design the transit program to better align with the needs and expectations of our community of residents and visitors.
Recommended Action
1. Award a contract to Circuit Transit, Inc. for Public Transportation Services; 2. Authorize the City Manager to negotiate contract terms. The final contract will be brought before the City Council for final consideration and approval.
6. Authorize Professional Services Contract to Assess the Condition of the Avalon Wastewater Treatment Plant
A task on the City’s Wastewater Treatment Plant Capital Improvement List is to evaluate the condition of the plant and complete a list of necessary improvements.
Recommended Action
Authorize the City Manager to negotiate and execute a professional services contract to assess the condition of the Avalon Wastewater Treatment Plant for a not to exceed amount of $80,000.
SPECIAL CITY COUNCIL AGENDA
JANUARY 30, 2024
PAGE 3
ADJOURN
NOTICE OF POSTING
I, Devin Elise Hart, declare that the Special City Council Agenda for Tuesday, January 30, 2024 was posted on Friday, January 26, 2024 on the City’s websitewww.cityofavalon.com/aqendacenter, and at City Hall, 410 Avalon Canyon Road.
Devin Elise Hart, Management Analyst
CITY OF AVALON CITY COUNCIL
MEETING DATE: January 30, 2024 AGENDA ITEM:
________
ORIGINATING DEP: Harbor CITY MANAGER: 1J(
PREPARED BY: Orne Carstarphen, Harbor Master
SUBJECT: Waterside Project Application — Newport Coastal Adventure LLC RECOMMENDED ACTION(S): City Council make the finding that Newport Coastal Adventure LLC will have a substantial negative impact upon existing mooring, docking, or other anchorage facilities within Avalon Harbor. As Harbor Master it is of my opinion that the additionof Newport Coastal Adventure to Avalon Harbor will have a substantial negative impact and increase harbor traffic congestion, and limit available dock space on cruise ship days.
REPORT SUMMARY: The applicant has submitted a Waterside Project Application to offer sightseeing, whale and dolphin watching trips using a 48’ vessel. The applicant is specifically interested in providing sightseeing trips on Cruise ship days.
Newport Coastal Adventure LLC proposes the use of a 48’ Rigid Hull Inflatable to conduct coastal whale and dolphin watching trips in the Avalon area. Newport Coastal Adventure proposes to operate on cruise ship days, up to 4 days a week, from January 1, to December 31, and between the hours of 8:00 a.m. to 8:00 p.m. The vessel will obtain a mooring from Avalon Harbor Patrol as needed.
In my opinion as Avalon Harbor Master, the project will not result in any substantial negativeimpact upon Avalon Harbor, except as noted in subsection (2), below.
Section 10-2.416 of the Municipal Code provides that a waterside permit may only be granted where the City Council is able to make the following affirmative findings:
(1) The project will not result in a substantial alteration of the City’s present or planned waterside uses of the Avalon Harbor;
(2) With regard to transportation and circulation, the project (I) will not generate substantial additional boat trips, including shoreboat trips, or other movement within Avalon Harbor;
In my opinion as Harbor Master the project will generate substantial additional boat trips, or other movement within Avalon Harbor because without mitigation by applicant and without additional dock space available for use on Cruise Ship days, existing permit holders and the public will be negatively impacted.
(ii) Will not have a substantial negative impact upon existing mooring, docking, or other anchorage facilities,’
In my opinion as Harbor Master the project will have substantial negative impact upon docking and other facilities because without mitigation by applicant and without additional dock space available for use on Cruise Ship days, existing permit holders and the public will be negatively impacted.
(iii) Will not have a substantial impact on other modes and systems of transportation;
In my opinion as Harbor Master the project will have substantial impact on other modes and systems of transportation because without mitigation by applicant and without additional dock space available for use on Cruise Ship days, existing permit holders and the public will be negatively impacted.
(iv) Will not result in substantial alterations of present patterns of circulation or movement of people and/or goods;
In my opinion as Harbor Master the project will result in substantial alterations of present patterns of circulation or movement of people and br goods because without mitigation by applicant and without additional dock space available for use on Cruise Ship days, existingpermit holders and the public will be negatively impacted,; (vi) Will not restrict or alter existing coastal access; In my opinion as Harbor Master the project will alter existing coastal access because without mitigation by applicant and without additional dock space available for use on Cruise Ship days, existing permit holders and the public will be negatively impacted. (3) The project will not have a substantial impact upon, and will not result in, a need for new or altered governmental services, including but not limited to fire, police, maintenance of facilities, and harbor department services;
This finding cannot be made because the pleasure Pier floats see heavy usage in the summer months and on cruise ship days, by a mix of charter vessels, dive boats, tour boats, parasailboats, water taxis, and other users including private boats and additional public services will be needed if this use is permitted.
(4) The project will not result in the use of substantial amounts of fuel or other forms of energy or substantially increase the demand upon existing energy or require thedevelopment of new sources of energy; (5) The project will not result in the need for new utility systems or a substantial alteration of existing sources or systems for power, natural gas, communications, water, sewage disposal or solid waste;
(6) The project will not obstruct any scenic vista or view open to the public, and will not result in the creation of an aesthetically offensive site which is open to public view; (7) The project will not result in a substantial negative impact upon the quality and quantity of existing recreational opportunities or result in alterations or restrictions to coastalaccess; (8) The applicant is fit to be entrusted with the privileges of a permit, in that he has not engaged in prior violations of the City’s harbor regulations, including the provisions of thisarticle, has timely paid any harbor-related fees and has not presented checks returned for insufficient funds.
The Municipal Code also provides that the “City Council may deny the permit where the impacts listed in paragraphs (1) through (8) above are cumulatively significant, even though the individual impacts are limited. The City Council may approve a project where mitigation measures eliminating significant impacts are incorporated into the project, and the approval shall be conditioned upon the implementation of such mitigation measures. The failure tocomply and maintain any mitigation measures shall be a basis for suspension or revocation of a waterside permit. Because the findings above cannot be made, Staff recommends the permitbe denied.
GOAL ALIGNMENT: Enhance recreational activities in the Avalon Harbor.
FISCAL IMPACTS: Unknown, potential Harbor Use Fees.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Visitors will be able to use the current operators offering similar services.
FOLLOW UP ACTION: Notify Newport Coastal Adventures [[C of the City Council’s decision.
ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.ATTACHMENTS:
1. Waterside Project Application
2. Waterside Permit Standard List of Conditions
Waterside Permit Application
12/13/2023 9:23 PM (PST)
A P
1’
Waterside Permit Application
Deadline for new application is December 15th of each year Name of Applicant Ryan LawlerEmail Ryan©newportcoastaladventure.cornName of Business/Project Newport Coastal Adventure LLC The service we would like to provide is sightseeing and whale and dolphin watching trips to embark from Avalon, travel offshore and/or visiting the sea lioncolony at the East End. The primary clientele we would focus on serving are those cruise ships passengers looking for a short duration boat trip to see local ocean wildlife. Initially the scope of our operation would likely be limited to thosedays on which a cruise ship is scheduled to call on Avalon.
On the map provided, sketch the project/business activities, showing the proposed locations of all waterborne trafficand activity Physical Avalon Location of
Operation
Project/Business Description
120 Pebbly Beach Rd, Avalon, CA 90704
Submission i D: 3eecbaec-883e-448c-9b3b-89a6cbd3e067 Page 1/5 •‘&,
- _‘%v
9am to 5pm
All Days Potentially, but initial focus on cruise ship daysyear around 1 As many as 4
Type Rigid Hull Inflatable Boat
Schedule 75 minute tours departing every 90 minutes up to 4x per day For scheduled services, including We would like to rent or sublease (potentially from Catalina Flyer) an office at shore boats, where will queuing 120 Pebbly Beach Rd, where guests may be checked in, lined up, and led down be and for what duration? to the boats at the commercial docks in proximity to that location.
How will people be transported to no transportation will be necessary to the embarkation point. the facility?
Number of passengers per trip? 30If the proposed business/activity requires a new structure or modification to harbor facilities or the harbor itself,including the moles and pier, attach the proposed plans.How many employees would be Perhaps none, or perhaps 1 to 2 maximum.
Avalon-based?VHF Channels 01
Phone 949-922.-3429
Hours of OperationDays of Operation
Months of Operation
Number
Trips per day
Submission ID: 3eecbaec-883e-448c-9b3b-89a6cbd3e067 Page 2/5 If a sign will be required. list the size and submit a drawing. Please note that a Sign Permit Application must be obtained from and submitted to the Planningpartment for approval.
Size of sign(s) 2x2’
Please attach all permits and certifications required to legally perform the activity being applied for in this application.
I11Yriir1i1—
Applicant agrees that if this Waterside Permit is granted, he/she will conduct his/her business in accordance with all federal, state, and local laws, including the City’s planning and zoning laws. Applicant also agrees to abide by the terms of this Permit and all rules, regulations, and/or restrictions placed upon it by the City Council. Applicant must follow all regulations regarding the use of City facilities. This Permit may be revoked, suspended, or further conditioned at any time by the City Council for violations of the foregoing, or immediately in the City Manager’sdiscretion if the public’s health, safety or well-being is threatened by the actions or inactions of the Applicant.
Failure to pay use fees shall also be a violation of the terms of this Permit. Any decision made by the City Council regarding this Permit is final and conclusive. Decisions of the City Manager may be appealed to the City Council if the City is notified within 10 days of the City Manager’s decision, but the City’s Manager’s decision shall remain in effect until the next regular meeting of the City Council at which an appeal may be heard.
Applicant Name Ryan Lawler
Business/Activity Name Newport Coastal Adventure LLC
Date 12/13/2023
Application Presented at the City 01/01/2024
Council Meeting on
Standard List of Conditions Relating to Waterside Project Applications
1. Section 1-6.01 Public Liability Insurance
Sec. 1-6.01 Public Liability Insurance. Applicants for permits or franchises and parties to leases and contracts with the City of Avalon may be required by the Avalon Municipal Code or the City Manager to maintain a policy of public liability insurance.Such policy shall:
(a) Contain broad form commercial general liability insurance, or in the case of marine operations, the substantial equivalent, with respect to the Premises, as applicable and the permittee, franchisee. contractor or lessees’ activities with a combinedsingle limit of not less than $1,000,000 per occurrence and aggregate. Such insurance shall .be produced by an insurerauthorized to do business in California with a then current Best’s Insurance Guide Rating of not less than A-Vll. , shall namethe City of Avalon, its officers, agents and employees as additional insureds, and shall contain a provision that prohibits cancellation, modification or; and
(b) Name the City as additional insured and contain a waiver of subrogation against the named insured or respective officers. employees, agents; and
(c) Provide that it may not be canceled without at least thirty (30) days prior written notice to the City: and(d) Provide primary and not excess coverage Insurance coverage shall be subject to the approval of the City.
The applicant shall provide evidence of such insurance coverage by providing the City with a copy of the policy and/or a copyof a fully explanatory certificate of insurance, as determined by the City.
2. Section 10-2.402 Use of Harbor Related Facilities: Use Fees Submission ID: 3eecbaec-883e-448c-9b3b-89a6cbd3e067 Page 3/5 Wharfage, dockage, landing and use fees for the use of or impact upon any harbor or harbor-related facility owned or controlled by the City of Avalon shall be as follows:
(a) Except as otherwise specifically provided in this article, for all boats, ships, vessels, airplanes or other transportation facilities carrying passengers for hire or charter, whether operating under the authority of the California Public UtilitiesCommission or not, which land, discharge, load, or embark passengers on, to, or from such City harbor facilities Two Dollarsand Fifty Cents ($2.50) per passenger so landed, discharged, loaded or embarked. Commencing on March 1,2019, and ending on February 28, 2021, the fee shall be increased as follows:
(1) Three ($3.00) Dollars for each passenger so landed, discharged, loaded, or embarked.(c) For businesses engaged in the operation of excursion boats using such facilities for landing, discharging, loading or embarking passengers on, to, or frorri such facilities, seven (7%) percent of the gross receipts of such business derived fromsuch use. For the purpose of this section, “excursion boats” shall mean vessels operating from points in the City andreturningthereto for sightseeing scenic tours or as pleasure cruises, and carrying passengers for hire, hut not providing facilities for overnight stays.
(d) For businesses engaged in the operation of “shore boats,” as defined herein, and using such facilities for landing, discharging, loading or embarking passengers on, to, or from such facilities, seven (7%) percent of the gross receipts of such business derived from such use, excepting therefrom receipts for transportation of passengers to and from “cruise ships,” as defineri in subsection (b)herein, oras otherwise provided in an applicable franchise agreement issued pursuant to Section 10-2.410. For the purpose of this section, “shore boats” shall mean vessels carrying passengers or freight for hire to and from boats moored within or without City waters to the shore in Avalon, between such boats in City waters or between points on the shore in Avalon.(e) Operators of fishing tournaments whose participants use City harbor facilities during the course of such tournaments shallcomply with the provisions of Title 3, Chapter 3 regarding admissions taxes as applied to entry fees charged for participationin such tournament.(f) For all other businesses not otherwise expressly provided for in this Section 10-2.402 carrying passengers for hire by vessel Irorn points in the City and returning thereto, or from one point in the City to another point therein, or engaged in the renting, leasing. or chartering of boats, paddle boards, rafts, or other floating watercraft for hire and using City harbor facilities. or whose patrons regulaily use such facilities for launching, landing, hoarding, unloading, embarking or disembarking, docking,or other similar uses, or whose business activities involve the use of such facilities, seven (7%) percent of the gross receiptsderived from such use. (g) The fees for the use of such facilities by those not falling within the classifications set forth in subsections (a) through (d) of this section shall be determined initially by a schedule adopted by the Council or shall be incorporated into the flat rental ofany contract, permit, lease, franchise or other agreement entered into for use of the facilities.3. Section 10-2.410 Permits; Franchises to Conduct Businessa. All businesses operating in the harbor, except those enumerated in paragraph (b) of this section, shall maintain a shore base of operations or an office in Santa Catalina Island. Such office shall have a business telephone, which is covered twenty four (24) hours a day. An answering service or mechanical means of answering may be used provided messages are checked no less than three (3) times per day.
4. In addition to the provisions of Section 10-2.402, all businesses operating within the harbor, except those operating pursuant to a franchise issued by the City shall:(ii.) In the case of waterside permit holders other than cross-channel carriers, pay to the City a non-refundable use fee deposit of One Thousand ($1000.00) Dollars, payable in two (2) installments of Five Hundred ($500.00) Dollars each, the first installment on the inception of operations within the Avalon Harbor and the second on August 1. The use fee deposit may be applied against use fees due andowing under Section 10-2.402 at such time that the permittee has made timely payment of use fees for thirteen (13) consecutive months.(iii.) In all cases where the business operates seven (7) or more months during any twelve (12) month period, pay to the City use fees under Section 10-2.402 no fewer than seven (7) months of any twelve (12) month period, and in no event less than the sum of twenty five ($25.00) Dollars per month for each month the business is operating and reports sales receipts. (iv.) In all cases where the business operates fewer than seven (7) months dudng any twelve (12) month period, pay to the City a use fee of Two Hundred ($200.00) Dollars for each month the business is closed or does not report any sales receipts.
Submission ID: 3eecbaec-883e-448c-9b3b-89a6cbd3e067 Page 4/5
6. All vessels over sixteen (16) feet in length operated for hire or used to conduct work in the harbor shall be equipped with a marine radio which shall be monitored at all times that the vessel is in operation.
7. All businesses operating in the harbor shall maintain all equipment, materials, facilities, machinery and vessels utilized in the operation of the licensed business in a good working condition, and such businesses shall only employ workers who are qualified to conduct the duties appropriate to the licensed business.
4. Resolution 96-36 Mandatory Activation Dates for Waterside PermitsSection 4. All newly permitted businesses must have proof of insurance, other required permits and/or leases, and all required deposits in place prior to commencing business operations in Avalon Harbor. All new permits issued before January 31 willexpire on April 1 of the year of issuance unless the business is operating as of that date. All new permits issued after January31 will expire sixty (60) days after issuance unless the business is operating as of that time. The Harbor Master shall havethe authority to grant one extension of thirty (30) days of the time within which a business must be operating, upon showing a good cause.
Submission ID: 3eecbaec-883e-448c-9b3b-89a6cbd3e067 Page 5/5 Standard List of Conditions Relating to Waterside Project Applications
1. Section 1-6.01 Public Liability Insurance
Applicants for permits or franchises and parties to leases and contracts with the City of Avalon may be required by the Avalon Municipal Code or the City Manager to maintain a policy of public liability insurance. Such policy shall:
(a) Contain broad form commercial general liability insurance, or in the case of marine operations, the substantial equivalent, with respect to the Premises, as applicable and the permittee, franchisee, contractor or lessees’ activities with a combined single limit of not less than $1,000,000 per occurrence and aggregate. Such insurance shall be produced by an insurer authorized to do business in California with a then current Best’s Insurance Guide Rating of not less than A-Vll. , shall name the City of Avalon, its officers, agents and employees as additional insured, and shall contain a provision that prohibits cancellation, modification or; and
(b) Name the City as additional insured and contain a waiver of subrogation against the named insured or respective officers, employees, agents; and (c) Provide that it may not be canceled without at least thirty (30) days prior written notice to the City; and
(d) Provide primary and not excess coverage Insurance coverage shall be subject to the approval of the City.
The applicant shall provide evidence of such insurance coverage by providing the City with a copy of the policy and/or a copy of a fully explanatory certificate of insurance, as determined by the City.
2. Section 10-2.402 Use of Harbor Related Facilities: Use Fees Wharfage, dockage, landing and use fees for the use of or impact upon any harbor or harborrelated facility owned or controlled by the City of Avalon shall be as follows:
(a) Except as otherwise specifically provided in this article, for all boats, ships, vessels, airplanes or other transportation facilities carrying passengers for hire or charter, whether operating under the authority of the California Public Utilities Commission or not, which land, discharge, load, or embark passengers on, to, or from such City harbor facilities Two Dollars Fifty Cents ($2.50) for each passenger so landed, discharged, loaded or embarked. Commencing on March 1, 2019, and ending on February 28, 2021, the fee shall be increased as follows:
(1) $3 for each passenger so landed, discharged, loaded, or embarked (b) Except as otherwise provided in paragraph (6) below, for all cruise ships, the fee as laid out in subsection (a) above, which fee shall be levied upon one hundred (100%) percent of the manifest passengers, excluding persons employed upon the vessel. As used in this section ‘cruise ship” means a vessel which lists Avalon as a port-of-call and which anchors so as to permit passengers to disembark and to return to the same vessel. Commencing on July 1, 2017, the fee shall be increased as follows:
(1) Three ($3.00) Dollars for each passenger so landed, discharged, loaded or embarked between July 1, 2017 and June 30, 2018;
(2) Three Dollars and Fifty ($3.50) Cents for each passenger so landed, discharged, loaded, or embarked between July 1, 2018, and June 30, 2019;
(3) Four ($4.00) Dollars for each passenger so landed, discharged, loaded, or embarked between July 1,2019 and June 30, 2020;
(4) Four Dollars and Fifty ($4.50) Cents for each passenger so landed, discharged, loaded, or embarked between July 1, 2020 and June 30,2021; (5) Five ($5.00) Dollars for each passenger so landed, discharged, loaded, or embarked on or after July 1, 2021; and
(6) In consideration for a cruise line deploying a second ship to Catalina for fifty (50) or more calls per year, the City of Avalon will pay to the cruise line an annual marketing incentive equal to fifty (50%) percent of the wharfage fees collected for the second ship, payable quarterly, in arrears.
(c) For businesses engaged in the operation of excursion boats using such facilities for landing, discharging, loading or embarking passengers on, to, or from suchfacilities, seven (7%) percent of the gross receipts of such business derived from such use. For the purpose of this section, “excursion boats” shall mean vessels operating from points in the City and returning thereto for sightseeing scenic tours or as pleasure cruises and carrying passengers for hire, but not providing facilities for overnight stays. (d) For businesses engaged in the operation of “shore boats,” as defined herein, and using such facilities for landing, discharging, loading or embarking passengers on, to, or from such facilities, seven (7%) percent of the gross receipts of such business derived from such use, excepting therefrom receipts for transportation of passengers to and from “cruiseships,” as defined in subsection (b) herein, or as otherwise provided in an applicable franchiseagreement issued pursuant to Section 10-2.410. For the purpose of this section, “shore boats”shall mean vessels carrying passengers or freight for hire to and from boats moored within or without City waters to the shore in Avalon, between such boats in City waters or between points on the shore in Avalon.
(e) Operators of fishing tournaments whose participants use City harbor facilities during the course of such tournaments shall comply with the provisions of Title 3, Chapter 3 regarding admissions taxes as applied to entry fees charged for participation in such tournament.
(f) For all other businesses not otherwise expressly provided for in this Section 10-
2.402 carrying passengers for hire by vessel from points in the City and returning thereto, or from one point in the City to another point therein, or engaged in the renting, leasing, or chartering of boats, paddle boards, rafts, or other floating watercraft for hire and using City harbor facilities, or whose patrons regularly use such facilities for launching, landing, boarding, unloading, embarking or disembarking, docking, or other similar uses, or whose business activities involve the use of such facilities, seven (7%) percent of the gross receipts derived from such use.
(g) The fees for the use of such facilities by those not falling within the classifications set forth in subsections (a) through (d) of this section shall be determined initially by a schedule adopted by the Council or shall be incorporated into the flat rental of any contract, permit, lease, franchise or other agreement entered into for use of the facilities.
3. Section 10-2.410 Permits; Franchises to Conduct Business (3) All businesses operating in the harbor, except those enumerated in paragraph (b) of this section, shall maintain a shore base of operations or an office in Santa Catalina Island.Such office shall have a business telephone, which is covered twenty four (24) hours a day.
An answering service or mechanical means of answering may be used provided messages are checked no less than three (3) times per day.
(4) In addition to the provisions of Section 10-2.402, all businesses operating within the harbor, except those operating pursuant to a franchise issued by the City shall:
(ii.) In the case of waterside permit holders other than cross-channel carriers, pay to the City a non-refundable use fee deposit of One Thousand ($1000.00) Dollars, payablein two (2) installments of Five Hundred ($500.00) Dollars each, the first installment on the inception of operations within the Avalon Harbor and the second on August 1. The use fee deposit may be applied against use fees due and owing under Section 10-2.402 at such time that the permittee has made timely payment of use fees for thirteen (13) consecutive months. (iii.) In all cases where the business operates seven (7) or more months during any twelve (12) month period, pay to the City use fees under Section 10-2.402 no fewer thanseven (7) months of any twelve (12) month period, and in no event less than the sum of twenty five ($25.00) Dollars per month for each month the business is operating and reports sales receipts.
(iv.) In all cases where the business operates fewer than seven (7) months during any twelve (12) month period, pay to the City a use fee of Two Hundred ($200.00) Dollars for each month the business is closed or does not report any sales receipts. (5) The charges authorized by paragraph (4) of this section shall be in addition to any payments pursuant to the provisions of any lease agreement. (6) All vessels over sixteen (16) feet in length operated for hire or used to conduct work in the harbor shall be equipped with a marine radio which shall be monitored at all timesthat the vessel is in operation. (7) All businesses operating in the harbor shall maintain all equipment, materials, facilities, machinery and vessels utilized in the operation of the licensed business in a goodworking condition, and such businesses shall only employ workers who are qualified to conduct the duties appropriate to the licensed business.
4. Resolution 96-36 Mandator’ Activation Dates for Waterside Permits Section 4. All newly permitted businesses must have proof of insurance, other requiredpermits and/or leases, and all required deposits in place prior to commencing business operations in Avalon Harbor. All new permits issued before January 31 will expire on April 1 of the year of issuance unless the business is operating as of that date. All new permits issued after January 31 will expire sixty (60) days after issuance unless the business is operating asof that time. The Harbor Master shall have the authority to grant one extension of thirty (30) days of the time within which a business must be operating, upon showing a good cause.
CITY OF AVALON CITY COUNCIL
MEETING DATE: January 30, 2024 AGENDA ITEM: __________ ORIGINATING DEP: Administration CITY MANAGER: __________ PREPARED BY: Jocelyn Francis, Assistant City Manager SUBJECT: Transportation Permit RenewalsRECOMMENDED ACTION(S): Approve the renewal of Transportation Permits for thebusinesses listed below with conditions.REPORT SUMMARY: According to Avalon Municipal Code (AMC) §5-14.04, initial Transportation Permits are valid for a period of three years and may be renewed for subsequent three-year periods.
Upon an audit of all issued Transportation Permits, it was found twenty-nine permits had been issued to organizations with active business licenses but expired transportation permits. On 11/17/2023, City staff mailed out renewal notices to all identified businesses, requiring the completion of a new application and permit fee by 12/31/2023. A total of fifteen business responded with complete applications. Additional notices were sent out to those with no response.
No. of Capacity Business Service Description Type Vehicles Each Hotel Guest Transport Aurora Hotel Golf Cart 1 4 7:00 am — 10:00 pm Customer/Bike Toyota Bike Catalina Transport 1 4 Highlander 8:30 am — 4:00 pmCustomer/Bicycle Brown’s Bikes Transport Golf Cart 1 4
8:00 am — 5:00 pm
Toyota Tours 1 7 Catalina Backcountry and Shuttle in Sequoia Interior Inc. 6:OOam—12:OOam Toyota 1 4 Tacoma Hotel Guest Transport Toyota 2 7 7:00 am — 9:00 pm Sienna Catalina Canyon Inn Winter
7:00 am - 11:00 pm Golf Cart 1 2Summer
Customer/Bike Rental Catalina E- Bikes EZGO 1 4 10:00am — 5:00pm
Catalina Hotel Venture Hotel Guest Transport Golf Carts 2 4 (dba Seaport Village) 8:00 am
— 10:00 pm
Catalina Island Co. Hotel Guest Transport Van 1 7 (dba Inn at Mt. Ada) 24/7 Hummer 7 14FLX Bus 1 33
Catalina Island Co. Tours in Avalon and Mini Bus 1 26
(dba Island Island Interior Chevy Van 1 13Expeditions) 9:00am — 5:00pm BYD Bus 3 19
Bird Bus 1 26Blue Bird 1 33
Toyota
6 9 Tundra Catalina Island Tours and Shuttle in Jeep Conservancy Avalon and Interior2 7 Catalina 7:00 am
— 6:00 pm Wrangler Ford Transit
2 12 Van
Taxi, Shuttle, Tours,
& Toyota 4- Catalina
2 5 Deliveries in Avalon Runner Transportation and Interior Jeep Services Inc. (dba 3 7 7:00 am — 9:00 pm Wrangler Catalina Taxi
& Tours) Tours in Avalon Toyota 14 8 9:00 am
— 9:00 pm Sienna
Events International Tours in Avalon (dba Catalina Island Yamaha 3 5 9:00 am — 5:00 pm Golf Cart Tours)
Island Enterprises Tours in Avalon and Econoline (dba Catalina Interior 1 10 Van Adventure Tours) 9:00 am — 5:00 pm
Transport to/from
Island Express Heliport to Town and Toyota 1 8 Helicopter LLC Airport in the Sky. Sienna 7:OOam—6:OOpm
Zane Grey Pueblo Hotel Guest Transport Golf Cart 1 6 Hotel 8:00 am — 10:00 pm
If approved by the City Council, the applicant must additionally meet the following conditions before
a permit may be issued:
• Agree to limit transportation hours as listed above.• Maintain an active City of Avalon business license.• Maintain current City of Avalon Vehicle permit(s).• Provide proof of insurance per the Avalon Municipal Code.
Renewals to be evaluated by the Vehicle Clerk to ensure compliance every three years per the Avalon Municipal Code.
Those who have not responded (and are still operating) will be charged a late fee and return to Council for approval. Those that continue to operate without a TransportationPermit and no response, will be subject to administrative citations and revocation of vehicle permits.
FISCAL IMPACTS: None.
GOAL ALIGNMENT: Improved Business Process
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The rentalcompanies above will have expired Transportation Permits.
FOLLOW UP ACTION: Notify applicants and issue approved transportation permits.
Continue to follow-up with non-compliant businesses still in operation.
ADVERTISING, NOTICE AND PUBLIC CONTACT: The item was properly listed on the posted agenda pursuant to the Brown Act.
ATTACHMENTS:
. None.
CITY OF AVALON CITY COUNCIL
MEETING DATE: January 30, 2024 AGENDA ITEM: __________ ORIGINATING DEP: Administration CITY MANAGER: At PREPARED BY: Jocelyn Francis, Assistant City Manager
SUBJECT: Rental Transportation Permit Renewals
RECOMMENDED ACTION(S): Approve the renewal of Rental Transportation Permits for Brown’s Bikes, Catalina E-Bikes, Catalina Business Enterprises, Inc., Catalina Island Company, and Island Rentals, Inc. with stated conditions.
REPORT SUMMARY: According to Avalon Municipal Code (AMC) §5-11.14, initial Vehicle Rental Permits are valid for a period of one year and require annual renewal through City Council approval.
Upon an audit of Vehicle Rental Permits, it was found seven permits had been issued to organizations with active business licenses but expired vehicle rental permits. On 11/17/2023, City staff mailed out renewal notices to all identified businesses, requiring the completion of a new application and permit fee by 12/31/2023.
No. of Capacity Business Service Description Type Vehicles Each 25 E-Bikes 1 20*
Mtn Bikes 40 1
Bicycle Rentals Beach Brown’s Bikes 40 1 8:00am — 5:00pm Cruisers Tandem 12 2 Bikes
Kids Bikes 10 1
E-Bike Rentals Catalina E- Bikes E-Bikes 20 1 10:00am — 5:00pm Rental Golf Carts Golf Carts 9:00 am — 4:00 pm +85 Active 97** 4-6 Catalina Business Winter Enterprises Inc. Permits 8:00am -6:00 pm +12 Back-Up Summer Catalina Island Co. Hotel Guest Rentals Golf Carts 7 2 (dba Inn at Mt. Ada) 24/7 Rental Golf Carts Golf Carts
Island Rentals Inc. 9:00am — 1 hour +30 Active 31 5
before dusk +1 Back-Up
*per City Council Resolution, No. 21-07 a maximum number (70) electric bicycle permits are allowed to be issued and the current transportation permit requests comply with this established number. Leyva’s Electric Bike Rental has a current transportation permit withan approved (30) electric bicycle rentals. Brown’s Bikes expired permit approved (20) in 2012, therefore it is recommended to approve (20) — as opposed to the application which states (25) electric bicycle rentals to ensure compliance with the approved resolution.**per City Vehicle Hearing files, Catalina Business Enterprises Inc. is approved for useof (85) permits and are issued (85) permits. Catalina Business Enterprises, Inc. has an additional (12) back-up carts utilized temporarily for when permitted carts are in repair.
If approved by the City Council, City Council makes affirmative findings based on the previous year: (a) The applicant has presented facts demonstrating a need for the proposed rental or leasing business in the City for residents and visitors, or for a hotel in the City, facts demonstrating why the hotel or its transient occupants need such autoettes; (b) In view of the size and nature of the streets of the City and the character of the City itself, the proposed business or provision of autoette(s) to hotel transient occupants willnot have a deleterious impact on the public health, safety and welfare. (c) The vehicles/autoettes associated with the business or hotel will not have a deleterious impact on traffic or parking congestion, traffic safety, noise and air pollution. (d) The proposed business or provision of autoette(s) to hotel transient occupants will be conducted in amanner which will not be detrimental to the public health, safety and welfare.
If approved by the City Council, the applicants must additionally meet the following conditions before a permit may be issued:
• Agree to limit transportation hours as listed above.
• Maintain an active City of Avalon business license.
• Maintain current City of Avalon Vehicle permit(s).
• Provide proof of insurance per the Avalon Municipal Code.• Comply with Resolution No. 2 1-07 for electric bicycle rental stipulations.
Renewals to be re-evaluated by City Council to ensure compliance annually in compliance with the Avalon Municipal Code.
FISCAL IMPACTS: None.
GOAL ALIGNMENT: Improved Business Process
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The rental companies above will have expired Rental Transportation Permits.
FOLLOW UP ACTION: Notify applicants and issue approved permits with conditions.
ADVERTISING, NOTICE AND PUBLIC CONTACT: The item was properly listed on the posted agenda pursuant to the Brown Act.
ATTACHMENTS:
. None.
CITY OF AVALON CITY COUNCIL
MEETING DATE: January 30, 2024 AGENDA ITEM: __________ ORIGINATING DEP: Administration CITY MANAGER: _________ PREPARED BY: Jocelyn Francis, Assistant City Manager SUBJECT: First Reading of an Ordinance Amending Title 4, Chapter 4, Article 17 Vehicle Registration
RECOMMENDED ACTION(S): Introduce and waive all future readings of an ordinance amending Title 4, Chapter 4, Article 17 adding the requirement to mark all commercial autoettes, commercial rental autoettes, commercial vehicles, interior commercial vehicles, and public service/public health and safety vehicles with the legal name or fictitious business name of the applicant.
REPORT SUMMARY: City staff have seen an increase in applications and approvals for commercial autoettes, commercial rental autoettes, interior commercial vehicles, and public service/public health and safety vehicles.
Permit Classification 2010 2020 2024
Commercial Autoette 106 138 168Commercial Rental Autoette 70 66 125 Interior Commercial Vehicle 75 84 129
Commercial Vehicle (full-size) 229 209 169
Public Service/Public Health & Safety 106 1 16 1 19
The vehicle hearing officer determines the validity of each application ensuring each applicant has a current City business license, is necessary to the proper functioning of the commercial enterprise, has no other vehicle, autoette or other source of transportation that can reasonably satisfy its transportation requirements, the commercial enterprise is a significant source of income, meets overnight off street requirements, and requires applicants to return after one year to provide documentation proving business validity.
With the increase of permits, it is recommended to add a requirement to mark permittedvehicles as an added condition with the commercial enterprise’s legal name or fictitious business name in minimum 1” lettering. The Vehicle Clerk will ensure vehicles are in compliance upon annual renewal and Code Enforcement during patrols.
FISCAL IMPACTS: None.
GOAL ALIGNMENT: Improved Business Process
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: None.
FOLLOW UP ACTION: Return to Council for
a second reading.
ADVERTISING, NOTICE AND PUBLIC CONTACT: The item was properly listed on the posted agenda pursuant to the Brown Act.
ATTACHMENTS:
. Ordinance
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF AVALON AMENDING
TITLE 4, CHAPTER 4, ARTICLE 17
OF THE AVALON MUNICIPAL CODE
ADDING VEHICLE MARKING REQUIREMENTS
WHEREAS, the number of commercial autoette permits, commercial rental autoette permits, interior commercial vehicle permits, and public service/public health and safety vehicle issued has seen a notable increase in the last five years; and, WHEREAS, Avalon Municipal Code Title 4, Chapter 4, Article 17 currently dictates the registration of vehicles; and,
WHEREAS, the Council has determined there is a need to better condition the use of commercial and public service vehicles; and,
WHEREAS, the City wishes to now amend its Municipal Code to ensure the continued appropriate use of permitted vehicles.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF AVALON DOES ORDAIN AS FOLLOWS:
Section 1. The recitals set forth above are hereby adopted as the findings of the City Council in connection with the adoption of this Ordinance.
Section 2. Avalon Municipal Code § 4-4.1716 is amended to read as follows (new language is underlined, removed language is struck):
4-4.1716 Vehicle Markings.
All vehicles issued commercial autoette permits, commercial vehicle permits, interior commercial vehicle permits, and public service/public health and safety vehicle permits shall be clearly marked with the legal name or fictitious business name, as stated on the vehicle permit application. The markings shall be clearly visible utilizing minimum one inch (1”) lettering.
Section 3. Severability. If any section, subsection, subdivision, sentence, clause, or phrase of this Ordinance, or any part thereof is for any reason held to be unconstitutional, void, or invalid, such decisions shall not affect the validity of the remaining portion of this Ordinance or any part thereof. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause, or phrase thereof, irrespective of the fact that any one or more section, subsection, subdivision, paragraph, sentence, clause, or phrase be declared unconstitutional, void, or invalid.
Section 4. CEQA Exemptions. The City Council finds that adoption of this Ordinance is not a project subject to the California Environmental Quality Act (CEQA”) pursuant toSection 15378 (the activity will not result in a direct or reasonably foreseeable indirect 65059.00000\41 755375.1
physical change in the environment) of the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. Additionally, this Ordinance is exempt under CEQA pursuant to Guidelines Section 15061(b)(3) (there exists no possibility that the activity will have a significant adverse effect on the environment) because this Ordinance will not cause a change in any of the physical conditions within the area affected by the Ordinance. None of the exceptions to the exemptions found in State CEQA Guidelines section 15300.2 apply. Staff is hereby directed to prepare, executeand file with the Los Angeles County Clerk a CEQA Notice of Exemption within five (5) working days of the adoption of this Ordinance.
Section 5. Certification. The City Clerk of the City of Avalon shall certify the passage and adoption of this Ordinance and shall cause the same, or a summary thereof, to be published and/or posted in the manner required by law.
Section 6. Effective Date. This Ordinance shall become effective thirty days from itsadoption.
INTRODUCED at a special meeting of the City Council of the City of Avalon on the 30th day of January 2024, by the following vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of Avalon on this day of February 2024, by the following vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
Ann H. Marshall, Mayor
ATTEST:
Gabrielle Morones, Deputy City Clerk
APPROVED AS TO FORM:
Scott Campbell
Best Best & Krieger, LLP
65059.00000\4 I 755375.!
CITY OF AVALON CITY COUNCIL
MEETING DATE: January 30, 2024 AGENDA ITEM: 5
ORIGINATING DEP: Administration CITY MANAGER: LZI&
PREPARED BY: Devin Hart, Management Analyst
David Maistros, City Manager
SUBJECT: Public Transportation Services RFP Contract Award RECOMMENDED ACTION(S): 1. Award a contract to Circuit Transit, Inc. for Public Transportation Services 2. Authorize the City Manager to negotiate contract terms. The final contract will be brought before the City Council for final consideration and approval.
REPORT SUMMARY: On October 17, 2023, City Council authorized staff to solicit a request for proposals from qualified bidders to develop, implement and operate a new Public Transportation System for the City of Avalon.
Utilizing a new fleet of zero emission, all electric vehicles, the City’s goal with the new public transportation program is to improve wayfinding, and alleviate congestion and demand for on street parking in Avalon’s “downtown” area. The City’s RFP broadly requested proposers re design the transit program to better align with the needs and expectations of our community of residents and visitors.
The REP was circulated on November 3, 2023. Four potential proposers attended a nonmandatory pre-proposal meeting held on November 21, 2023. On December 8, 2023, thedeadline for submittals was extended from January 5, 2024 to January 24, 2024 at 2 p.m. Four proposals were received by the stated deadline, including proposals (listed alphabetically) from Catalina Transportation Services Inc., Circuit Transit, Inc., Tidewater Transit, LLC, and Transportation Concepts.
Due to the broad nature of the RFP, the proposed offerings of each vendor varies. As many of the proposals contain proprietary information, or confidential financial data, a summary of each proposal is outlined below.
Vendor Base Additional Proposed Offerings
Contract Service
Sum Fees
Catalina $650,000, $55/hr. Fixed Route — 7 a.m. to 5 p.m.
Transportation plus all admin - Free for residents, $2 for general public Services Inc. fare $95/hr. - Follows current established route revenue mechanic - Prioritized runs for hospital and school staff collected Dial A Ride — 7 a.m. until last boat
for
- $2 for qualified riders
services Point to Point — 7 a.m. until last boat
- Revitalizes taxi voucher program
- Available to qualifying residents only at $3
per_ride
Circuit Transit, $583,000- $47/hr. Point to Point — 7 a.m. until last boat Inc. $740,000 - $2 per ride
depending - Additional fee for rides to tourist-centricon service locations such as Hamilton Cove or the hours and Wrigley Botanical Gardens
s ha red
revenue
offset.
Tidewater $650,000- $55.92/hr. Fixed RouteTransit, LLC $710,000 - Freeforall passengers depending - Seasonal route tbdon service - Seasonal timeframe tbd hours and Point-to-Point & Dial a Ride
shared - Free rides for all passengers
revenue - Operations to mirror boat schedule
offset. - Seasonal timeframe tbd
Transportation $649,000- $29.5/hr. Fixed Route
Concepts $703,000 +$32,485 - Free rides for all passengers over three monthly - Operates from 10 a.m. —4 p.m.
years. fixed Point-to-Point & Dial a Ride
- Free rides for all passengers
- Operates from 7 am. to 8 p.m. daily
After review of the proposals, Staff recommends the City Council award a contract to CircuitTransit, Inc. (Circuit) to develop, implement and operate a new public transportation system in Avalon. Additionally, Staff recommends the City Council authorizes the City Manager to negotiate contract terms and finalize the scope of services. A final contract will be brought back to City Council for review and approval at the February 20, 2024 City Council meeting.
Operating transit services in more than 40 markets across the U.S., Circuit is one of the largestoperators of shared, on-demand, EV shuttle services in the country. Circuit has a large, skilledstaff that will assist the City in marketing the new services as well as a proven advertising model that may additionally offset some operations costs. With similar transit programs in Long Beach, Huntington Beach, Oceanside, and San Diego, Circuit has a relatively local pool of resources to pull from to help ease the transition between service models and operators.
The contract with the current transportation services operator ends on March 31, 2024. Circuit staff anticipate an implementation timeline of approximately 90 days.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City will not havea contract with a vendor to provide public transportation.
FOLLOW UP ACTION: Implementation of City Council direction.
FISCAL IMPACTS: Undetermined.
ADVERTISING, NOTICE AND PUBLIC CONTACT: This item was properly listed on the posted agenda pursuant to the Brown Act.
ATTACHMENTS: Excerpts of Circuit Transit Proposal.
Request for Proposal
for
Public Transportation Services
Prepared for:City of Av&on
City Clerk’s Office,
P.O. Box 707,
Avalon,CA 90704
CIRCUIT
Prepared by: Circuit Transit Inc.
Daniel Kramer, Director of Business Development, West
da nieI(ridecircuit.com I 562-252-6680
Isabella Downes, Transportation Development and Procurement Specialist isabella.downes©ridecircuit.com I 734-478-4732
Date: January 24, 2024
CIRCUIT
Executive Summary
Circuit Transit Inc. I ridecircuit.com
January 24th, 2024
City of Avalon
Attn: Devin Hart, Management Analyst
City Clerk’s Office,
410 Avalon Canyon Road,
P.O. Box 707,
Avalon,CA 90704
Re: City of Avalon Request for Proposals, Public Transportation System City of Ava Ion Selection Committee:
This submission is in response to the Request for Proposals (RFP) for the PublicTransportation System for the seaport City of Avalon. Thank you for the opportunity to partner with the City of Avalon in supporting the enhancement of the existing transit system by helping to design a complimentary sustainable, reliable mico-transit program that will achieve the City’s goals of further aligning with visitor and residenttransportation needs and expectations, improve wayfinding, alleviate congestion and reduce demand for parking in the City’s downtown area. This response will demonstrate Circuit has the proven experience and capabilities to deliver a world class service that will not only serve the needs of seasonal visitors, but also have residents of Avalon driving their personal vehicles less because Circuit is providing a dependable alternativetransportation option to the community.
Circuit is the largest and most experienced operator of shared, on-demand, last-mile EVshuttle services in the US with over 13 years of experience. With successful operations in40+ markets across Southern California, Texas, New York, New Jersey, Washington D.C.and South Florida, Circuit provides both national and local experience. In Southern California, Circuit operates in Long Beach, San Diego, Oceanside, Huntington Beach,Chula Vista, Carlsbad, Culver City, Santa Monica, National City, Oceanside, Pacific Beachand Palm Desert. With over 480 employees and 220+ vehicles, Circuit has the team, resources, and knowledge to optimize mobility for The City of Avalon.
Over the past decade, Circuit has engaged with stakeholders and businesses acrossSouthern California and is familiar with California coastal communities and their transportation needs. We have years of operational experience and data that can be used to build a service that achieves the program’s goals and improves the City’sunderstanding of the movement of residents and visitors.
There are a variety of providers in our industry; local businesses that run smaller operations, bigger national operators with traditional solutions, and transit-techcompanies that are solely focused on software. At Circuit we don’t take shortcuts. Westrive to combine the benefits of these different types of companies -we care about city of Ava Ion RFP for Public Transportation System
Page2of89 a/
CIRCUIT
operations and drivers, we work with nationally recognized experts, and we’ve built proven technologies specifically for these types of on-demand services.
Distinguishing Factors:
Unmatched Knowledge and Experience:
• Our national experience and expert team provide the scale and expertise necessary for a best-in-class service.
• Local knowledge derived from our experience in Southern California ensures a program tailored specifically for the City of Avalon.
Fare-Based Program Expertise:
• Proven experience implementing fare-based programs in various markets.• Developed fare collection technologies used by cities nationwide to offset service costs and maximize efficiencies.
• Option to include fare options tailored to the City’s preferences.
Dedicated Service Team and Experienced Drivers:
• Dedicated Project Manager, Partner Success Manager, Area Operations Manager, and on-site Operations Manager for efficient contract and service operations oversight.
• Drivers undergo level 2 background checks and possess prior knowledge in the market with our “Local-First” hiring strategy
Our comprehensive approach integrates these factors to not only meet the City’s requirements but to exceed expectations in delivering a sustainable, high performing, and impactful mobility solution for the residents and visitors of the City of Avalon.
The company’s officers and project leads are as follows:
Daniel Kramer Logan McLeodEmail: daniel©ridecircuit.com Email: logan.mcleod©ridecircuit.com Tel: 562-252-6680 Tel: 561-846-2236
Address: 12130 Millennium Dr Address: 12130 Millennium Dr Los Angeles, CA 90094 Los Angeles, CA 90094
Daniel and Logan have the authority to negotiate and contractually obligate the company. Daniel will be the primary point of contact for this program and can becontacted for further clarification. If selected, we are committed to working with the City to provide a turnkey on-demand service designed to meet the needs outlined in this P F P.
Circuit appreciates your review of our submission and welcomes any questions that you may have.
Si nce rely,
Daniel Kramer,Director of Business Development, West I Circuit Transit Inc.
City of Avalon RFP for Public Transportation System
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CIRCUIT
Table of Contents
Executive Summary 2
1. Identification of Proposer 6
1.1 Company Information- CONFIDENTIAL 6
2. Staffing Resources 8
2.1 Firm Staffing and Key Personnel 8
2.2 Circuit Points of Contacts for the City 8
2.3 Circuit for City of Avalon Team Organization 9
2.4 Circuit Team Biographies 92.5 Circuit Team Resumes 11
25.1 Mark lannon, Partnerships Manager 112.5.2 Daniel Kramer, Project Manager 12
2.5.3 Nick Justicz, Southern California Operations Manager 132.5.4 Austin Kamps, California Fleet Manager 14
2.5.5 Anthony Fernandez, Head of Operations 15
2.5.6 Logan McLeod, Vice President of Business Development 16
2.5.7 Anita Chen, General Counsel 17
2.6 Subcontractors 18
3. Fiscal Stability 18
4. Experience and Technical Competence 19
4.1 Circuit’s Experience 19
4.2 Circuit Staff Experience for The City of Avalon 214.3 References 21
4.4 Circuit’s Local Knowledge 22
5. Project Experience 23
5.1 Project Specific Experience 23
5.1.1 Free Ride Everywhere Downtown (FRED)I San Diego, CA 23
5.1.2 Huntington Beach, CA 245.1.3 Long Beach, CA 25
5.2 Adverse Contracting Activities 25
6. Technical Capabilities 25
6.1 Technology (CONFIDENTIAL) 26
6.1.1 User Interface 286.1.2 Ways that Riders can Request a Ride 296.1.3 Driver App Capabilities 31
6.1.3.1 Driver Manual Passenger Counting and Verification Process 31
6.1.4 Reporting Capabilities 32
6.1.4.1 Monthly, Quarterly and Annual Reporting 336.1.4.3 Partnership Managers 33
7. Proposed Method to Accomplish the Work 35
CtyofAvaIon RFP for Public Transportation System
Page4of89
CIRCUIT
7.1 Service Method, Approach and Service Areas 35
7.2 Hours of Operation 39
7.3 Customer Service Capabilities 39
7.4 Vehicle Maintenance Capabilities 417.5 Driver Capabilities 41
7.5.1 Driver Qualifications and Screening 42
7.5.2 Training 43
7.6 Circuit’s Marketing Capabilities 45
7.6.1 Naming and Branding of Service 46
7.7 Advertising Capabilities 477.8 Fare Revenue Capabilities 48
8. Fee Proposal 499. Insurance 51
10. Litigation 5211. Other Information 52
11.1 Ensured On-Time Delivery and On Budget 52
11.1.1 Pre-Launch Project Schedule 52
11.5.3.2 Post Launch and Lifecycle 54
11.2 Community Involvement 5411.3 Circuit’s Involvement With the City 5611.4 Conflicts of Interest 56
12. Certification of Proposal 57
13. Appendix 58
13.1 Case Studies 58
13.1.1 San Diego CA (FRED) 5813.1.1 New Rochelle, NY 6313.1.3 Hollywood, FL 64
13.2 Circuit’s Sample Data Report 70
13.2.1 City of Fort Lauderdale Data Report, April 2023 70
13.3 Letters of Support 76
13.3.1 Long Beach, CA 7613.3.2 Huntington Beach, CA 7713.3.3 Oceanside, CA 7813.3.4 Inglewood, CA 79
13.4 Call Center Data Reports (Confidential) 8013.5 Financial Documents (CONFIDENTIAL) 83
13.5.1 Circuit Consolidated Profit and Loss Statement 83
13.5.2 Consolidated Balance Sheet Statement Sept 2023 85
13.6 Signed Addendums 86
City of Avalon PFP for Public Transportation System
CIRCUIT
2. Staffing Resources2.1 Firm Staffing and Key PersonnelAdditional staffing lead time is roughly two weeks for hiring and proper in-car and classroom training. Circuit currently has 180+ employees in Southern California that are available to fill in any gaps or decrease lead time while we hire local staff.
Our Staffing Plan for the City of Avalon includes a dedicated Project Manager- Daniel Kramer, Partner Success Manager- Mark lannon, Area Operations Manager - Nick Justicz, and Fleet Operations Manager -Austin Kamps for efficient contract and service operations oversight. Additionally, we would hire roughly 8 - 12 drivers, all of which would be hired on the Island if possible.2.2 Circuit Points of Contacts for the City • Mark lannon, Partner Success Manager - Mark will work directly with the City of Avalon to ensure Circuit is exceeding the expectations of the servicecontract through constant communication and data analysis that lead toaction and improvement. He will be the City’s main point of contact and assist with any requests or needs, including data pulls, special events, marketing needs, and rider surveying, etc.
• Daniel Kramer, Director of Business Development (West) - Daniel will be the main point of contact for the City through contract execution, ensuring aseamless transition to Mark lannon. • Nick Justicz, Southern California Operations Manager- Nick will oversee all operations for the service upon award, with a team of local managers reporting to him.
City of Avalon RFP for Public Transportation System .‘-.
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Stafl
2.4 Circuit Team Biographies
Circuit aims to empower the City of Avalon to make every ride possible, a large partof that being the provision of high-quality support for the City’s staff. To guide this mission and how we approach our proposed partnership with the City of Avalon, wehave built a comprehensive and fully responsive team to support this effort.
City of Avalon RFP for Public Transportation System
CIRCUIT
2.3 Circuit for City of Avalon Team Organization
Please see below for a chart outline the at large Circuit support team, including our operations, partner and corporate support teams.
CIRCUIT
f
Partner Success
Mark lannon
Partner Success M-u
Jacqueline Plein
.4ir
Program Manager
ShIft Manager(s)
Logan McLeod
VP 3S.cs: 1.vecpnicfl
CIRCUIT
Circuit Key Team Support Members
• Daniel Kramer, Director of Business Development (West) - Daniel has been an integral part in launching service in West Coast markets, as well as assisting in managing operations across the country and focusing on national quality control since joining Circuit in 2017. Daniel has over 6 years of experience inon-demand microtransit using electric fleets. Daniel received his BA inCommunication and a minor in Business Administration from The Universityof Arizona. After graduating in 2014, Daniel worked in commercial real estate before joining Circuit in 2017. Daniel received a certificate of completion for Sustainable Business Strategy with the Harvard Business School Online in 2019. Daniel has the proven ability to identify opportunities, manage execution teams across multiple workstreams, and navigate ambiguity to go from zeroto one under tight deadlines. • Mark lannon, Partner Success Manager -Located in San Diego, Mark works directly with existing clients within the region to ensure Circuit is exceeding the expectations of the service contract through constant communication and data analysis that lead to action and improvement. He has a Master’s degree in Organizational Management and 12+ years of Operations Leadership in the transportation and automotive spaces. He has extensive experience delivering creative and innovative solutions that maintain customer loyalty by fostering long-term relationships with clients.
• Austin Kamps, Fleet Manager (West) -Austin is an experienced operations professional with over 10 years of experience. He currently serves as a Fleet Manager optimizing fleet operations, logistics, and driving efficiency. He previously worked within the Operations team at Lyft, where he played a keyrole in launching and expanding the LAX scooter and bike share markets in Santa Monica and LA. His career also includes roles at Ofo US and Zipcar where he built his background in strategic planning and fleet management. • Nick Justicz, Southern California Operations - Nick has over 10 years of experience in business operations with the majority of that time focused onscaling field operations at VC-backed high-growth startups. Nick managesoperations across Southern California markets, optimizing the service to maximize ridership and efficiency. Nick previously led nationwide growth initiatives at Heal (a platform for on-demand doctors), Getaround (a carsharingmarketplace), and Metropolis (a computer vision powered parking operator).
City of Avalon RFPfor Public Transportation System
CIRCUIT
4. Experience and Technical Competence4.1 Circuit’s ExperienceCircuit’s comprehensive approach is based on our 13 year track record ofsuccessfully enhancing community mobility options that make an environmental and economic impact in the 40 cities we are currently serving today. From management, training and operations, our proprietary Rider App, reporting, Circuit’s turnkey full suite of services are best in class and offer the highest levels of quality forthis type of operation. Circuit maintains rigorous quality controls across all of its operations. Along with a dedicated employee operations staff and driverambassadors, Circuit’s national team is readily available to handle vehicleenhancements, customer service excellence, service performance reporting anddata analytics, and grant writing. The dedicated team and quality of service is what sets Circuit apart from other operators and will continue to offer the highest level ofservice for the City of Avalon Community. Circuit, with its subsidiaries including Eco Cab LLC and South Florida Free Ride LLC, have operated fully electric on-demand microtransit programs since 2011 with completing over 8 Million rides to date.
Our corporate team has extensive experience in planning, designing, implementing, reporting, and maintaining on-demand microtransit programs and has operatedprograms similar in size, community centric nature and scope to this REP. Our high customer satisfaction ratings and high demand are a testament to the superbcustomer service provided by our driver ambassadors and management. Circuit’s team has been recognized for its efforts as an innovative neighborhood electricvehicle solution. The team has been featured in The NY Times, Business Insider, Forbes, Fox News, ABC, NBC and a number of other publications. Circuit was accepted and completed the URBAN-X Accelerator program where it received an investment from BMW/Mini and access to international mobility experts. Circuit has also completed the Los Angeles Cleantech lncubator(LACI), Civstart, Leading Citiesand AWS Smart Cities Accelerators. The team recently closed a Series A capital raise, welcoming a strong group of new investors. Circuit’s team has been asked to speak/participate at events like CoMotion Miami, LA CoMotion, Association forCommuter Transportation International Conference, Safe Streets Summit, Electrify Expo, LACI’s Transportation Electrification Summit, SmartCities NY, 20-20 Cities, CivicLab, and the UCLA Arrowhead Conference on Transportation. city of Ava Ion RIP for Public Transportation System -
Pagel9of89
CIRCUIT
ThU, 8kIN4h ________ URBAN-X
1000 AbNZO .
We craft services for all use of all riders and our diverse team of experienced transportation experts and urban planners provide a level of detail rarely found bytransportation operators. The planning stages involve thinking deeply about how the service can meet the needs of all customers. We have the policies, procedures, and hiring and training standards in place to launch new markets and operate with a consistently high level of service, with specific attention to customer service. In ourexperience operating throughout, we know that extreme weather events such as hurricanes, winter storm elements and flooding can be a seasonal occurrence. Wehave experience dealing with these issues and have an emergency plan in place.
Circuit’s technology allows our team to be agile in its approach to addressing anydisruptions or changes to service levels.“Last Mile, People First” Circuit provides all electric solutions that help move people in small areas and bridge gaps between riders and existing transit hubs. Circuit’s goal is to reduce congestion and its harmful effects on the environment and our quality oflife. We do this by getting people out of their cars for short trips, encouraging visitors to park once, and by making connections to existing mass transit hubs. Circuit workswith innovative cities, private developers and forward-thinking to offer electric shuttles that make mobility easier, smarter, safer, more affordable, and fun.
Circuit prides ourselves in closing first / last mile gaps and providing an enjoyableand safe rider experience. This encourages riders to avoid using single occupancy vehicles or private rideshare services that add congestion and pollution. Specifically, Circuit has been the most successful in:
1. Connecting riders with local destinations including local businesses, resta urants, nightlife, transit, and parking
2. Encouraging ridership and ridership on other forms of transit3. Forming public private partnerships (PPPs) with cities, developers, entertainment and sports complexes, and local agencies to craft services for hyper-localized coverage areas
4. Building local, trained, W2 and background-checked teams that maintain a level of quality control and understanding of the area creating an enjoyable customer experience.
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4.2 Circuit Staff Experience for The City of Avalon
• Daniel Kramer, Director of Business Development (West) - Daniel has been responsible for launching all of Circuit’s West Coast programs. Typically the first point of contact when a City is interested in Circuit’s services, Daniel hadthe opportunity to meet with, on several occasions, representatives from the City of Avalon (Bob Greenlaw), W-Trans (Barry Bergman) and RRM (Brian Hannegan) providing his expertise on zero-emission microtransit services. • Mark lannon, Partner Success Manager -Located in San Diego, Mark works directly with existing clients within the SoCal region to ensure Circuit isexceeding the expectations of the service contract through constant communication and data analysis that lead to action and improvement.
Among the partners that Mark currently works with are the City of Long Beach, City of Huntington Beach, City of Oceanside, City of Carlsbad, City of San Diego, City of Chula Vista and City of National City. • Nick Justicz, Southern California Operations - During Nick’s time at Circuit, he has overseen all West Coast day-to-day operations, including over 12programs with over 180 drivers. • Austin Kamps, Fleet Manager (West) -Austin optimizes fleet operations, logistics, and driving efficiency at Circuit. With a fleet of over 80 vehicles in hisregion, he is intimately familiar with the identical vehicles to be used in Avalon.
4.3 References
Circuit Transit References
Client & Address Contact Description of ProgramCity of San Diego Krystal Ayala In 2016, Civic San Diego and the 1 Civic Ctr Wy, San Program Manager, Curb & Downtown San Diego Partnership Diego, CA 92101 Parking selected Circuit to operate the FRED (Free Ride Everywhere Downtown) Circulator. The program has Department of received national attention, Sustainability & Mobility community support, and extended funding. In its first year of operation,
(619) 236-7079 Circuit served over 140,000 riders,
maintained wait times below 6.5
kayaIa(äsandiego.gov minutes, created over 35 new jobs, City of Avalon RFPfor Public Transportation System
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and saved 96.3 metric tons of C02emissions.
Term: Oct 2016 - Present
City of Long Beach Eric Lopez In 2021, the City of Long Beach411 W Ocean BIvd, Long Public Works Director selected Circuit to operate their Beach, CA 90802 (562) 570-6555 microtransit service across two Eric.Lopezlonobeach.aov zones (Downtown and Belmont Shore) using a fleet of eight (8) all-electric GEM vehicles.
Term: Oct 2021 -Present
City of Oceanside Michelle Geller In 2021, Circuit was selected by the 300 North Coast Hwy, Economic Development City of Oceanside and Visit Oceanside, CA 92054 Manager Oceanside to operate an on-demand, all electric microtransit (760) 435-3351 pilot for 6 months throughout mQeller(ioceansideca.orQ downtown. The program saw immediate success averaging nearly
8,000 trips per month with a sub 10
minute wait time.
Since then, Circuit has been
awarded a multi-year contract to
continue operations with plans forexpansion.
Term: July 2021 -Present
4.4 Circuit’s Local Knowledge
Daniel Kramer has a deep and personal connection to the Avalon community, rooted in both his geographical proximity and his lifelong affinity for this picturesque destination. Living nearby in Long Beach, he has the privilege of frequenting Avalon and has been doing so since his upbringing starting with his visits as part of BoyScouts.
Having spent a significant amount of time in Avalon, he has cultivated an intimate understanding of the community dynamics, its unique charm, and the diversepreferences of residents and visitors alike. This firsthand experience allows him to appreciate the distinct features that make Avalon special, from the enchanting hikes to the vibrant culinary scene and the inviting Descanso Beach Club. cityofAvalon RFP for PublicTransportation System
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As someone who continues to travel to Avalon regularly, his knowledge extends beyond the surface level, encompassing the nuances that contribute to the community’s identity. This personal connection underscores his commitment to aligning any proposed transit program with the genuine needs and expectations of Ava Ion’s residents and visitors.
5. Project Experience
5.1 Project Specific Experience
5.1.1 Free Ride Everywhere Downtown (FRED)I San Diego, CA Partner(s): City of San Diego, San Diego Metropolitan Transit System (MTS)Dates: 2016-ongoing Service Hours: Monday through Thursday from 7am
to 9pm, Friday from 7am to 10pm, Saturday from
8am to 10pm, Sunday from 9am to 9pm
Fleet: The program includes a fleet of up to (12)
twelve Neighborhood Electric Vehicles (N EV)
Contract Dollar Value: $9.6 million
Summary: Since 2016, the City of San Diego has
partnered up with Circuit to provide a 100% electricmicrotransit solution for residents and visitors inDowntown San Diego. The City of San Diego, theDowntown Partnership, and Civic San Diego commissioned the Downtown Circulator Shuttle Strategic Implementation Plan to “enhance the growth and development of Downtown, help reduce the demand for parking, and provide more choices for travel within Downtown.” Circuit was selected through a competitive RFP process to operate this program. WhatCircuit offered was different but proven: an all-electric fleet with an ADA accessible option, a revenue share from third party advertising, and fare-free rides.Results: FRED has provided more than 1.4 million rides, created jobs, won awards, and improved the quality of life for the residents, workers, and visitors of the area. The success of FRED led the San Diego Association of Governments (SANDAG) to select Circuit as the preferred operator of similar services in the San Diego region as part of their Flexible Fleetsprogram.
Staff Members Involved: Daniel Kramer, Logan McLeod, Mark lannonContact: Krystal Ayala, Program Manager, Curb & Parking -Department of Sustainability & Mobility, City of San Diego
1 Civic Ctr Wy, San Diego, CA 92101
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kava lasa ndieoo.oov I (619) 844-4267
5.1.2 Huntington Beach, CA
Partner(s): City of Huntington BeachDates: 2016-ongoing Service Hours: Monday through Thursday from 12pm to 9pm, Friday and Saturday from lOam to 10pm, Saturday from 8am to 10pm, Sunday from 9am to 9pm Fleet: The program had included a fleet of (4-5) four to five Neighborhood Electric Vehicles (NEV). The program will be increasing to 7 NEVs in 2024 Contract Dollar Value: $1.9 millionSummary: Since June 2021, the City of Huntington Beach and Visit Huntington Beach have partnered
with Circuit to provide a 100% electric micro-transit
solution for residents and visitors. The Huntington
Beach -Circuit partnership has created a more
sustainable, efficient, and greener city. The service
runs seven days a week and helps riders get toHuntington Beach’s favorite destinations, includingMain St., Huntington Beach Pier, Pacific City, and local hotels.
Results: We have provided more than 200
thousand rides with a user rating of 4.96 out of 5. It
is a staple for the local community and often promoted to tourists through the hotels and other travel destinations. With a wait time under 7 minutes, riders can take the reliable form of transportation and leave their cars at home, freeing up parking and congestion in the city.
Its success has led to a two year extension in 2024 with an addition of three more vehicles.
Staff Members Involved: Daniel Kramer, Logan McLeod, Mark lannonContact: Chau L. Vu, Deputy Director of Public Works, City of Huntington Beach, 2000 Main Street Huntington Beach, CA 92648Chau.vucösurfcity-hb.org I 714.374.5345 City of Avalon PFP for Public Transportation System
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5.1.3 Long Beach, CA
Partner(s): City of Long Beach
Dates: 2022-ongoing
Service Hours: Thursday and Friday from 4pm to 10pm, Saturday from 12pm to 10pm, Sunday from 12pm to 6pm
Fleet: The program includes a fleet of up to (8) eight Neighborhood Electric Vehicles (NEV) between two service zones (Belmont Shore and Downtown Long Beach) including an ADA option
Contract Value: $2.5 millionSummary: Since 2022, the City of Long Beach has partnered up with Circuit to provide a 100% electric microtransit solution with an ADA accessible option forresidents and visitors in both Downtown Long Beach and Belmont Shore.
Results: Circuit has provided more than 55 thousand rides while creating jobs within both communities.
Staff Members Involved: Daniel Kramer, Logan McLeod, Mark lannonContact: Pica rdo Light, Transportation Planner, City of Long Beach 562.570.6367
Ricardo.Light©longbeach.gov I loncibeach.ciov/pw
5.2 Adverse Contracting Activities
None of these items apply to Circuit Transit Inc.
6. Technical CapabilitiesThe following section is deemed confidential by Circuit based on the fact this is a proprietary product and intellectual property Images highlighted in green are confidential as well.
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7. Proposed Method to Accomplish theWork
7.1 Service Method, Approach and Service Areas
Circuit is very excited to share our proposed plan with the tourist-oriented City of Avalon, this plan is designed to fit the on-demand transit needs of the City within Santa Catalina Island, and provide seamless transition. We understand this service aims to service the roughly 1 million visitors and 3,500 residents of the City of Avalon.We would like to note that this plan is completely tailorable to fit the Cities’determined needs and budget. Circuit plans to leverage our operational excellence and knowledge of operating 100% electric fleets to deploy a state of the art service meant to continue to provide expanded and improved transit access to visitors,residents and the workforce of the City of Avalon. Additionally, Circuit proposes to implement a $2 per person fare per ride. Based on our research and experience ofimplementing fares, we conclude that riders would understand the need of a small fare to ensure long term sustainability of the program. Furthermore, we believe thatthere would be justification for higher fares for trips to tourist centric locations such as Wrigley Botanical Garden in Zone 1. Please see section 73.2 Fore Revenue Capabilities, to learn more about our ability to capture fares- both similar and dynamic.
Using the combination of our turn-key model, and the Cities fleet of five (5) EV GEM Vehicles, one (1) Ford E-Transit Van, and one (1) ADA Ford E-Transit Electric Van, Circuit intends to support the City of Avalon’s transportation goals, by efficiently moving residents and visitors to and from the citywide areas via a point to point service.
Our proposed service plan leverages our Circuit Zones Routing Optimization Technology to optimize for operating efficiencies by establishing vehicle priorities and other rules throughout different daily service periods to adjust for fluctuating ridership demands during peak and off-peak times. To learn more about our Zones Routing Optimization please see section 71 Service Method and Approach A Seasoned Operator’s Perspective
City of Avalon RIP for Public Transportation System
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As a seasoned transportation operator with a large existing footprint in Southern California with services nearby in Long Beach and Huntington Beach; our approachconsiders our experience over the years to be prepared for seasonal ridershipchanges and be able to flex up and down vehicle capacity in order to managechanging ridership demands throughout the year. While we expect the visitors ridership to stay fairly consistent, now that the City of Avalon is looking to enhance this service for the residential community; the City will want a provider who understands the seasonality of the Island of Santa Catalina area and be prepared to scale up and down according to the capacity needs in order to optimize for lower ETA wait-times and provide cost savings back during times when it does not make sense to run at full capacity. We anticipate an uptick in regular residential use of thisservice 30-60 days post launch based on our proposed marketing service visibility. To learn more about Circuit’s Marketing Efforts, please visit section 7.5 Marketing Capabilities.
Leveraging Existing Resources
With our existing driver and vehicle resources nearby in numerous services throughout Southern California, including as mentioned Long Beach and Huntington Beach, Circuit will be able to easily scale up services based on monthly, weekly, daily, and hourly fluctuations in demand in order to achieve the maximum level of service. These existing services, Circuit personnel, and vehicle resources allowus to meet any service needs of the City of Avalon Transportation Service, expected or unforeseen, based on Circuit’s ability to quickly react with the necessary resources.
Additionally, Our priority is to retain drivers of existing programs- upon award wewould love to connect with existing drivers in an effort to keep them as a part of theteam. Local and existing drivers have the best knowledge of the service areas, and we really value that knowledge and expertise. Once we have completed outreach to the existing driver network, we will then go through our normal process of hiring local but new drivers of the service. To learn more about our drivers please visit section 75 Driver Capabilities.
Proposed Service Zone
Based on our local research and analysis, we have developed a proposal to operate a mobile app based on-demand, electric shuttle service for the City of Avalon. Based on the coverage area, and the desire for low wait times, Circuit proposes to use our proprietary Zones product for the Ava Ion Public Transportation program.
City of Avalon RFP for Public Transportation System
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Circuit Zones Product - Helping to Meet Demand
Using Circuit’s newest feature, the Avalon service location could be broken up into smaller segments, or zones. We propose three (3) zones, as indicated in the City ofAvalon Boundary Map:
1. Wrigley Botanical Garden
2. Pebbly Beach City
City of Avalon PFP for Public Transportation System
3. Hamilton Cove
Map of Avolon service location as it would appear to passengers
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These zones would not be visible to Avalon Riders but can be used for multiple management purposes, including: gathering more accurate data, creating smarter vehicle routing, and setting pricing for rides.
By using the Circuit Zone Product, each vehicle can be specifically assigned to sections of the service area with different levels of exclusivity. For example, we could operate three vehicles at a time with different policies:
Vehicle 1 -Assigned to receive requests from all zones (ADA Van)Vehicle 2 -Assigned to receive requests from only downtown Avalon (GEMs)Vehicle 3 -Assigned to receive requests from the zones around Wrigley Botanical Garden or Hamilton Cove (Ford eTransit)
Assigning vehicles in this way could help meet the ride demand across the service location. Instead of three vehicles pulled in all directions throughout the day, each vehicle has a specific purpose and can be automatically called on to help when another vehicle or zone is busy.
Even better, vehicle assignments are never permanent, zone settings are easy to change based on the new demand patterns and findings from ride data. Forexample, the service data shows it’s best to assign two vehicles to rides from East toCity of Avalon R1P for Public Transportation System Map of three proposed zones that make up the Avalon service location
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West or one vehicle should be assigned to receive rides between Upper and LowerWrigley. We can manage these priorities and vehicle assignments with Circuit Zones to improve the overall service experience and performance.
We can track ridership by zone, and allocate vehicles based on ridership statistics and travel patterns.
7.2 Hours of Operation
As indicated and desired by the City in the PFP, our service will operate Mondaythrough Sunday. Our team believes that it would be most beneficial to build a schedule similar to one mirroring the island’s ferry arrivals and departure schedule.
So while our service days will consistently run 7 days a week, the hours of operation may change seasonally based on tourism and the ferry schedule. Currently, Catalina Express has a schedule published through the end of March, with the first arrival into Ava Ion occurring at 7am and last departure occurring at 8:30pm. We look forward toworking with the City of Avalon to determine the best hours of operation for the service.7.3 Customer Service CapabilitiesCustomer Service One of Circuit’s core values is customer experience. Circuit focuses on hiring driversand operational staff that exhibit excellent customer relations skills and valueexperience in customer service. We include customer relations as a part of our training program, which includes updates to policies related to safety and responding to rider concerns. As mentioned, we hire locally and prefer drivers that are familiar with the local community to act as an ambassador as well as a driver. Our hiring plan includes offering to retain current drivers of the service as they are already embedded ambassadors of the community and familiar geographically with the service area. We are committed to excellent customer experience and long term success, and our customer service team makes a point to reply to all reviews in the app stores.Circuit currently maintains a large local Southern California staff of managers, shift supervisors, and driver ambassadors in its operating locations, which are all trained in customer service. Circuit also has a regional manager in place, who managesoperational functions such as permitting, maintenance, vehicle procurement, vehicleand driver insurance onboarding, hiring and training across multiple locations tocity of Avalon RFP for Public Transportation System
CIRCUIT
maintain a consistent level of quality and operating efficiency. They are also integral to preparing for and launching new operational locations as well as coordinating new app feature launches. Our local operating and management staff are available during operating hours, which vary by location and are determined in cooperation with local partners.
Training for employees involved in customer service include on-the-job training using pre-existing SOPs and quick reference guides for template responses to a highmajority of common questions. This covers training with guidance specific to phone, ride request app, and email inquiries as well as those that might take place in-person. These employees have direct supervisors to reach out to for approval on sensitive topics to ensure compliance. Training is a multistep process that begins with shadowing another employee, hands-on training with supervision, and continued ongoing training.
We have a multifaceted customer inquiry, and contact system, which our staff are trained to use and keep accurate logs. Operational staff are also involved in our local community outreach efforts, including representing the company at localcommunity events. All staff are trained to respond to customer needs and handleany complaints in a timely and courteous manner.
Riders can submit feedback within the mobile application and through the website, email and by phone. Circuit’s national corporate team monitors these as well as social media accounts and app store
feedback/ratings. The national team will direct
users to a local manager if and when needed. We
also conduct regular rider surveys to analyze and
improve our service offerings.
Our team continually works to make its technology
and information about its services accessible
broadly to the local communities it operates in. As
mentioned in Section 6 Technology, our mobile
app is available in English and Spanish. We have
bilingual drivers in many of our markets and can
include hiring preferences for additional language
capabilities. We have also created marketing
materials in both English and Spanish. Circuit’s
website and location pages include accessibility features, and our operations staff are trained in providing equivalent service and any additional assistance needed for riders with mobility impairments and disabilities. Our local teams can also assist City of Avalon PFP for Public Transportation System
CIRCUIT
riders in downloading the app, providing information about the service and the community, and responding to questions.
7.4 Vehicle Maintenance Capabilities
Our in-house mobile service maintenance technicians are able to quickly respond to needs, and also adapt vehicles for the market. Vehicles are regularly maintainedusing rigorous checklists created in conjunction with the vehicle manufacturer.
Typically, vehicles are inspected every
4,000-5,000 miles and the condition of
filters, brakes, etc. are tracked and
replaced accordingly. Additionally, data is
shared about the cars’ performance inorder to forecast future maintenance needs. As it does with ridership, Circuit
takes a proactive approach to planningfuture needs.
Each vehicle within our fleet has a unique
ID. Our operations team tracks vehicle
characteristics and status through fleet
management software and communicates this status to Regional Management and other corporate team members through shared documents and project management software. These characteristics and status include driver vehicle check forms, maintenance records, assigned operating location or special event, mileage, as well as general information such as color, make, model, year, features.
Drivers check vehicles before and after each shift and fill out a vehicle check form.
They perform cleaning duties of both inside and outside of the vehicles before, during, and after their shift. Any issues are noted and reported to local managers, who coordinate maintenance and repairs. We have trained and certified maintenance staff in each operating region, and would train a local maintenance team to manage regular and ongoing maintenance for local operations, with manufacturer certification for the vehicles in use.
7.5 Driver Capabilities
All of Circuit’s qualified W-2, local, screened and background-checked DriverAmbassadors are a critical part of Circuit’s proposed approach to this project. Circuit has a robust hiring and training program backed by standard operating procedures, driver manuals, and emergency and health & safety plans designed to provide highCity of Avalon PFP for Public Transportation System Page4lof89
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quality customer service through a fun and convenient on-demand service.Circuit prefers to hire local W-2 Driver Ambassadors from within the proposed
service area who have local knowledge and
experience. We focus on hiring drivers with
high degrees of customer service andprofessionalism as well as local knowledge of the community, as our drivers are
ambassadors for the local community. This
model reduces greenhouse gas emissions bykeeping workers local and supports the local community by providing jobs.
7.5.1 Driver Qualifications and Screening
Circuit seeks specific driver qualities that ensure safety, professionalism, a focus oncustomer service, and knowledge of the City. Circuit employees are more than drivers; they are ambassadors to the local community. All Circuit driver ambassadors must be at least 21 years of age, have an active driver’s license for at least 3 years, andmust have a clean driving record with no accidents or tickets. All Circuit driver ambassadors must be cleared to drive by our insurance carrier through Motor Vehicle Record and/or Background Checks. For this program, we would implementthe required background check and provide any needed documentation to the City.
Circuit will always commit to a local hiring preference in all markets. Our 1st goal in hiring for the City of Avalon Public Transportation Program, if selected, isto retain asmany existing drivers as possible. One of the many benefits of hiring locals includes ensuring staff are familiar with the location and can serve as a knowledgeableambassador. For example, 74% of existing Hollywood Sun Shuttle drivers are Hollywood, FL residents. As we have done in Hollywood, FL and other markets, along with posting job openings on popular platforms such as Indeed, we can work with local workforce development and job placement centers to source qua’ified local candidates as is needed by the service or to support any future expansions.
Circuit currently has multilingual driver ambassadors in the South Florida region,and is able to include bilingual/multilingual driver ambassadors as a local preference for hiring. Driver retention is a factor that the company is proud of- there are happyteams, and advancement opportunities in every market of service. This is the result of the diverse work environment that Circuit creates, the camaraderie amongemployees, the ability to grow, and the enjoyable, safe and fair management.City of Avalon PFP for Public Transportation System Page42of89
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7.5.2 Training
Driver Training Program
Circuit employs and trains its operational personnel, including driver ambassadors using its successful developed personnel policies to create a hiring and safety program specific to the unique operation. The process includes hiring,background checks, drug tests, alcohol screenings, initial training, continued training and performance evaluations. We can quickly add drivers and vehicles toour national custom auto insurance policy. When the manager is comfortable with a candidate and decides to extend a job offer, they will be introduced to our staff training/development tools &programs.
Circuit has a training program in place for new operationalstaff which covers safe and efficient operation of electric vehicles, cleaning and safety processes, and customer
service. Circuit has a corporate operations team thatdevelops and maintains operational policies and procedures including over 180 pages of Operations
Manager and Driver Ambassador training guides and
supports SOPS. They hire and train new managers and coordinate hiring and training for new drivers. As noted, Circuit has a Regional Manager in place for the Southern California region, Nick Justicz. Drivers receive initial in-person training,are observed on ride-alongs, receive ongoing on-the-job training, and are updated on any new operational policies or procedures. Training is conducted by local managers and supervisors. Additionally, drivers are expected to wear a Circuit uniform and name tag.
Our teams have consistently met requirements from transit authorities and police/sheriff’s departments, in all of our markets, for vehicle inspections and driver training and testing. We would institute our vehicle cleaning program to maintain the appearance and cleanliness of the vehicles along with the safety and health ofthe passengers and drivers.The management team has access to our proprietary management dashboard to view operations in real-time and regularly monitors the drivers’ performance. Circuitwill offer these tools and data reports to the project team at the City, to maintain quality control, transparency and monitoring for future improvements. Additionally,Circuit uses a scheduling software to keep the team connected, manage shifts, andenable local management to efficiently manage the local team. city of Avalon PFP for Public Transportation System
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Our training program specifically covers:
• Safe operation of an electric vehicle • Customer service and passenger• Efficient operation of an EV, maximizing relations battery efficiency • ADA regulations and operations
• Advanced cleaning procedures • Use of the Driver Mobile App• Safety guidelines and policies • Communications policies• COVID19 advanced safety and cleaning • Emergency procedures and plan policies and procedures • Accident reporting/procedures Circuit also provides ongoing training / retraining and conducts performanceevaluations. Our teams have consistently met requirements from transit authoritiesand police/sheriff’s departments, including California, New York, Florida, and Texas, for vehicle inspections and driver training and testing. Along with the initial training program, monthly and quarterly management ride-alongs specifically focus on customer experience.
Additional staffing lead time is roughly two weeks for hiring and proper in-car and classroom training. Circuit currently has 180+ employees in the region that areavailable to fill in any gaps or decrease lead time while we hire local staff.Circuit conducts regular management and staff performance reviews on a weekly,quarterly and annual basis. During these sessions, we encourage the staff to also share their evaluation of the program and ways to improve service. As mentionedwe hire locally -our staff are part of the community they are serving. Their input and expertise is valuable, and we encourage this feedback loop. Managers also conduct monthly ride-alongs with drivers, providing an additional touchpoint for evaluation, feedback, and training.The management team has access to our proprietary management dashboard toview operations in real-time and regularly monitors the drivers’ performance. Circuitwill offer these tools and data reports to the project team at the City, to maintain quality control, transparency and monitoring for future improvements. Additionally,Circuit uses scheduling software to keep the team connected, manage shifts, andenable local management to efficiently manage the local team.Samsara Al Dash CamerasCircuit installs Samsara Al bi-directional dash cameras in our fleets of vehicles.
These cameras use computer vision to analyze the road and driver behavior in real-time—making it possible to detect distracted driving and even warn drivers of an impending collision, helping prevent accidents before they happen. Any incidents of distracted driving or harsh braking events trigger an alert to city of Avalon PEP for Public Transportation System
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“watchers” of specific vehicles. This group includes direct Local Management, Regional and Corporate Management.
Circuit Management staff can view real time video and still views of the interiorand forward facing exterior view of the entire fleet at any given moment. For any incidents the footage can be viewed and saved to determine fault of any accident.
7.6 Circuit’s Marketing Capabilities
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Circuit’s experienced in-house marketing team has developed numerous marketing initiatives to drive ridership, public engagement, and publicity for the service. Circuit will work with the City of Ava Ion to coordinate a consistent message and branding ofthe existing service, and to ensure promotional materials meet City requirements and expectations. We are happy to work with the City for any new and unique branding for the service, including inclusion of the City’s logo on promotional andmarketing materials.
We will develop a local marketing strategy to raise awareness of the City & Circuit partnership using a ribbon cutting event, local press, social media, driver/ambassadormarketing, digital retargeting and printed assets. For our past service launches, wehave organized a launch event and ribbon cutting.
As part of Circuit’s turnkey offering, our in-house marketing team will advertise the Service throughout its contract. This includes tapping into our established networkof riders, transit and advertising partners. Circuit’s team will work with the City toCity of Avalon RlP for Public Transportation System
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Samsara A/Dash Cam dashboard with both views, saved footage and trip details including trip route, duration and pick-up and drop-offlocations, with our Hollywood, FL service as an example
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design an appropriate marketing program, including but not limited to organic and paid social media, press releases, email marketing, and printed collateral. We offer flexibility on design, allowing each of our services to have unique messaging.
7.6.1 Naming and Branding of Service
Circuit looks forward to working with the City to determine a branding strategy for the service, this can be similar to what currently exists or tailored to how the City seesfit. Below, please find initial sample mock up images of local branding including name and logo of the City, in addition to the Circuit name and logo on our Sedan and Ford E-Transit vehicles.
As part of our turnkey model,
© Circuit will manage all
wrapping of the vehicles. In
the event of an advertising
sponsor or other partnership,
vehicles will incorporate that
creative but retain all relevant
logos. Additionally, the
determined branding and
logo will also be present on
the driver ambassador
uniforms, any social media, email marketing, flyers, informational cards and anything other printed and digital collateral distributed to the community.
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San Diego Mayor Todd Gloria @ Pacific Beach Ribbon Cutting and Huntington Beach Ribbon Cutting event.
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7.7 Advertising Capabilities
Advertising Capabilities
As previously mentioned, Circuit is able to offer third party advertising as an additional revenue option. Circuit believes that through its advertisement revenue model additional cost savings will be realized by the City on top of what is illustratedin the Cost Proposal section below. Circuit has a successful history of planning, selling, and executing advertising campaigns for a variety of local and national advertisers throughout all of our markets that opt for this cost savings feature. The brand has a clean track record and is recognized as a reputable transportation company as well as a dependable media vendor. Advertising options include exterior vehicle wraps, interior digital displays, email/social campaigns, and product sampling.
Circuit’s in-house ad-sales team has 45+ years of combined experience designing, planning, selling and executing transit media campaigns. In addition to our National Advertising partners we can bring on to the service, this advertising program can also help to promote local businesses within the City of Ava Ion.We see advertising as a way to reduce costs and provide a fun and engaging experience for the riders. We have found that brand sponsors improve the riderexperience and the methods Circuit uses to advertise on behalf of its advertisers canalso be used to market its services to future riders. Circuit has found that our parameters around appropriate ads align well with those of our partners, and the City would continue to have final say on what advertisements are allowed and what would not be permitted. Any advertiser and specific content would be submitted for City approval. Some examples of past campaigns are included in the images below:
City of Avalon P1P for Public Transportation System
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7.8 Fare Revenue Capabilities
Based on the information given in the RFP, a cost savings measure that Circuit recommends that the City further explores is to utilize adding a fare to the service.
Circuit has experience operating fare-based services throughout many of our services. Please read below for some insight into why Circuit believes fares can help to optimize service, and Circuit encourages the City to utilize this option.
In 2021, Circuit implemented a low-cost fare into the Hollywood Sun Shuttle program, in Hollywood, Florida. The $0 service moved to $1 and Circuit saw the total ridership continue to grow, despite the increase. Upon further investigation, Circuit learned that the lack of impact on demand caused by the fare was largely due to thelarge increase in TNC (Transportation Network Company) prices in the area. In this example, the average TNC fare was over 4X higher, for rides starting and ending in the area. Furthermore, the team found that fares had an impact in reducing cancellations from riders and therefore led to a more efficient system that moved more riders. This fare model has worked well and Circuit has regularly reported on these fares and used them to reduce the cost of the service to the City of Hollywood.
Circuit’s technology includes capability to charge fares on a flat fee basis as well asdynamic pricing, discount codes, and group rates. We have tested and proven technology, policies, and programs for offering fare-based programs. Our mobile app can accept payment via debit, credit, and prepaid cards. The application has theability to charge a fee for service and has security in place to store encrypted creditcard information via a third party integration with Stripe. Circuit can also “sell” promotional or access codes to local businesses so that they can prepay fares for employees and or customers.city of Avalon RFP for Public Transportation System Page48of89
8. Fee Proposal
CIRCUIT
Circuit is the most experienced operator when it comes to electric vehicles, specifically Waev GEm e6 vehicles as well as Ford eTransit vans. Based on the anticipated 25 mile range of the GEM vehicles as mentioned in Addendum #2, it is unlikely that all five GEMs can be in service during a 14 hour day.In the event that the agreed-upon schedule and pricing does not utilize the existing fleet in its entirety, Circuit would be open to purchasing any unused vehicles from the City of Avalon to use in our many nearby programs.
Outlined below are varying options for programs, and the corresponding pricing.Option 1:
Service Hours Monday - Sunday 7am - 8:30pm Clarifications/Notes GEM Hours per Day 3 © 8 hours each
Non-ADA Van Hours Per Day 14 hours
ADA Van kept on standby in
ADA Van Hours Per Day 0 theeventanADArequestis
received.
Vehicle Revenue Hours 38 daily, 266 weekly
Monthly Cost $53,991
Annual Cost $647,896
. Projected but not Potential Advertising Revenue ($30,00) guaranteed.
Projected but not
guaranteed. Assumes a $1
rider fare, circuit can offer
dynamic faring using our
Potential Fare Revenue ($33,351) Zones Product if the city is interested in different rider
fare amounts based onvarying pick-up/drop-off
locations.
Potential Net Annual Cost $583,945
Note: Pricing does not include vehicle wraps as the City has mentioned that details of the new services such asnames and branding of the service are still being finalized and are therefore subject to change.’ Option 2:
Service Hours Monday -Sunday 7am - 8:30pm
City of Avalon RFP for Public Transportation System
CIRCUIT
GEM Hours per Day 3 © 8 hours each
Non-ADA Van Hours per Day 6 hours
Accommodates ADA and ADA Van Hours per Day 14 hours non-ADA requests.
Total Vehicle Revenue Hours 44 daily, 310 weekly
Monthly Cost $61,697
This option considers both
vans in service to
accommodate additional
rider demand/capacity
Annual Cost $740,366 needs during peak times. Versus Option 1 where Circuit proposes keeping the
ADA Van on standby forwhen those applicable ride
types are requested.
Potential Advertising Revenue ($36,000) Projected but not guaranteed.
Projected but not
guaranteed. Assumes a $1
rider fare. Circuit can offer
dynamic faring using our
Potential Fare Revenue ($41,000) Zones Product if the City is interested in different rider
fare amounts based onvarying pick-up/drop-off
locations.
Potential Net Annual Cost $663,329
Note: Pricing does not include vehicle wraps as the City has mentioned that details of the new services such asnames and branding of the service are still being finalized and are therefore subject to change.’ The above pricing is based on factors including: alignment with Catalina Express schedule which is still TBD after March, City of Avalon’s desire for a lump sumestimate, and anticipated range of electric vehicles in relation to desired operating hours.
Circuit looks forward to discussing these options as well as other options with theCity of Avalon including different cost structures such as fixed and variable rates toallow flexible pricing throughout the year.
City of Avalon RFP for Public Transportation System
CITY OF AVALON CITY COUNCIL
MEETING DATE: January 30, 2024 AGENDA ITEM: _______ ORIGINATING DEP: Public Works CITY MANAGER: _______ PREPARED BY: Robert Green law, CIP Project Manager SUBJECT: Authorize Professional Services Contract to Assess the Condition of the Avalon Wastewater Treatment Plant
RECOMMENDED ACTION(S): Authorize the City Manager to negotiate and execute a professional services contract to assess the condition of the Avalon Wastewater Treatment Plant for a not to exceed amount of $80,000.
REPORT SUMMARY: One of the current tasks on the City’s Wastewater Treatment Plant Capital Improvement List is to evaluate the condition of the plant and complete a list of necessary improvements. The plant has had several major renovations over the years. These occur on aregular basis with normal and major maintenance activities. The plant is past fifty years in age for many of its components. It is subjected to a harsh environment due to its location adjacent to the ocean and also from the high salinity of the waste stream due to the use of saltwater in Avalon’s toilets. This harsh environment significantly effects the expected useful life of its components and therefore the plant requires more extensive maintenance.
As an alternative to the saltwater system, staff previously studied the conversion of the saltwater system to recycled water which could be used for other uses in addition to the replacement of toilet water. The recycled water alternative appears very promising as the City already has a dual water distribution system to each parcel. A major portion of the initial cost on a recycled water system is the installation of a second distribution system known as “purple pipe” within the built environment which is impactful to the existing infrastructure such as roadways.
Upon submitting a draft plan to the California Division of Drinking Water it appeared that there was not a clear path forward with the simple conversion of the existing system to recycled water.
There would likely need to be major revisions of the existing system to satisfy the current requirements as there were no other dual piped systems in California for residential homes. Yet, City staff were told that direct potable reuse was on the horizon and to wait for that to develop.So the study was put on hold. Staff recently received information that direct potable reuse will be allowed soon.
So there is a renewed interest to evaluate the plant for its renovation, replacement and/or theability to reuse the water that is now being sent to the ocean. In addition the conversion to one water system or an improved water system appears more possible.
This evaluation is the first step is the process of further studying the alternatives. Grants and low interest infrastructure loans are available to design and build the facilities. The applications for such funding will be based on the assessment to start.
PERC, the City’s current contract WV’JTP Plant operator has drafted a proposal in the range of $68,000 for an initial cost range for the effort. Staff requests authorization for City Manager tonegotiate a professional services contract for the effort in accordance with City’s procurement policies for a not to exceed amount of $80,000.GOAL ALIGNMENT: City infrastructure. Reduction of high-risk facilities. Water supply.
FISCAL IMPACTS: Total expenditure is not to exceed $80,000 towards “Major Sewer Projects”, CIP project 205012, (account 10850-6521).
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The condition of the plant will be uncertain and the information to apply for future infrastructure funding will be lacking.
FOLLOW UP ACTION: Solicit and negotiate a professional services contract in accordance with the City’s procurement policies...
ADVERTISING, NOTICE AND PUBLIC CONTACT: This item was properly listed on the posted agenda pursuant to the Brown Act.
ATTACHMENTS: None