Administrative
Report
H.10., File # 23-5792 Meeting Date: 5/16/2023
To: MAYOR AND CITY COUNCIL
From: CAMERON HARDING, COMMUNITY SERVICES DIRECTOR
TITLE
APPROVE AN AMENDMENT TO THE AGREEMENT WITH PARKING CONCEPTS, INC. DBA TRANSPORTATION CONCEPTS FOR A TWO-YEAR TERM THROUGH JUNE 30, 2025, AND A FISCAL YEAR 2023-24 AMOUNT OF $3,233,392.46, FOR THE OPERATIONS AND
MAINTENANCE OF THE BEACH CITIES TRANSIT AND WAVE DIAL-A-RIDE SYSTEM
EXECUTIVE SUMMARY
On May 5, 2020, the City Council approved an Agreement with Parking Concepts, Inc. d/b/a Transportation Concepts (Transportation Concepts) as the contract operator of the Beach Cities Transit system (BCT) for a three-year base term commencing on July 1, 2020, through June 30, 2023 (Base Period), with one two-year option. Staff recommends the City Council approve the proposed first amendment to the Agreement that extends the Agreement from July 1, 2023 through June 30, 2025, and increases the hourly revenue service rate and monthly fixed cost fee for FY 2023-24, based on the December 2022 Consumer Price Index (CPI) of 4.9%. The annual operating cost for the proposed FY 2023-24 is estimated at $3,233,392.46, for a new contract amount not to exceed $12,128,019.64, excluding Special Transportation Service costs.
BCT services are funded by dedicated transportation restricted funds and receive no support from the General Fund.
BACKGROUND
The BCT system includes the WAVE senior/disabled dial-a-ride service, fixed route lines 102 and 109, the dispatch and scheduling functions, maintenance of the BCT fleet (20 vehicles) along with management, oversight and data and fiscal reporting of BCT operations and vehicle maintenance.
On November 5, 2019, the City Council approved the request for proposals (RFP) for BCT and WAVE transportation services and authorized staff to issue the RFP on November 7, 2019. After final review of the proposals and the completion of applicant interviews, the City Council, on May 5, 2020, approved a Management Agreement with Transportation Concepts as the BCT system contract operator, for the term July 1, 2020 through June 30, 2023.
Transportation Concepts operates the administrative and dispatch functions of the City’s public transportation system and performs vehicle maintenance at the City’s maintenance facility located at 1519 Kingsdale Avenue, south of the new Redondo Beach Transit Center. They also perform driver training and related duties at the City Hall transit offices.
H.10., File # 23-5792 Meeting Date: 5/16/2023
The initial term of the Transportation Concepts agreement expires on June 30, 2023. The Agreement includes an option for a two-year extension. Based on the terms of the Agreement, the Revenue Service Hourly rate, the Fixed Overhead Costs and the Non-Driving Services Hourly rate, shall be increased by the annual CPI for the first-year of the option period. The annual CPI in December 2022 rate was 4.9%.
Transportation Concepts has consistently met the needs of the City and have maintained system best practices, particularly in the area of customer service. The management, maintenance and operational BCT fixed route and WAVE dial-a-ride services operate smoothly and are meeting the needs of the ridership, and any operational issues that arise are typical to local transit systems.
City staff has a positive and proactive working relationship with the Transportation Concepts Project Management team. Their management team is responsive to City staff and addresses customer related issues, operational and driver issues in a timely manner. Transportation Concepts has partnered with the City by providing professional assistance with transit bus procurement and maintenance. Transportation Concepts has been a very good partner and assists with overcoming any identified service issues. During the first contract period the team:
· Modified multiple temporary BCT service schedules during the COVID-19 pandemic due to school closures, the CA “Stay at Home” order and the reinstatement of BCT services back to normal service
· COVID-19 safety protection protocols such as sanitizing buses and the bus maintenance facility, cleaning bus benches, proactively installed driver barriers and hand sanitizers and distributing face masks on the transit vehicles to protect drivers and riders boarding BCT buses
· Transitioning the BCT 102 new time schedule changes, adding a stop at the new Redondo Beach Transit Center
· Adjusted and updated Real-Time schedules for COVID-19 related to service modification and restoration
· Adjusted and updated the Line 102 Real Time schedule incorporating the new Transit Center stop
· Bus procurement and equipment needs for the WAVE and fixed route buses purchased by the City staff during the last three years
· Bus stop signage replacement and maintenance
· Federal Transit Administration Transit Asset Management (TAM) Plan management and Public Transit Agency Safety Plan (PTASP) development and management · Rider Alerts for BCT webpage and Twitter
· Participating in various Zero Emission Bus working groups to assist the City with meeting future California Air Resource Board transit vehicle regulations · Metro TAP card Mobile Validators installation and TAP ridership and revenue reconciliation Transportation Concepts also provides special transit services for various transportation-related programming, including Senior and Family Services day trips, Recreation youth camp activities and public works related services.
Their continuing successful management of the vehicle maintenance program and Drug & Alcohol
H.10., File # 23-5792 Meeting Date: 5/16/2023
Their continuing successful management of the vehicle maintenance program and Drug & Alcohol Program for the Transportation Concepts safety sensitive employees (drivers, road supervisors, dispatchers and mechanics) resulted in zero findings during the FY 2019 and 2023 Federal Transit Administration’s evaluations of the program’s compliance with Federal Regulations.
BCT and WAVE Operations and Maintenance Costs
The contract’s payment structure is based on a two-tier fee structure that separates costs between the contractor’s fixed overhead costs and the costs that are directly related to operations. Separating the fixed overhead costs from the direct variable vehicle revenue service hour costs provides a better picture of the actual direct costs of the transit operations, as well as improves the City’s ability to evaluate costs with comparative transit agencies.
The fixed overhead costs include, but are not limited to, the following elements: All salaries and wages and associated fringe-benefits other than those related to vehicle operators; overhead costs; uniforms; physicals and drug/alcohol tests; office furnishings, equipment and supplies; maintenance equipment and shop tools; vehicle insurance; oil and lubricants; mobile and base radios and radio licenses; vehicle maintenance and repairs; radio maintenance; report reproduction and management fees.
The Revenue Vehicle Service Hourly rate includes direct costs related to the wages and benefits of vehicle operators, maintenance parts and supplies, outside repairs, overhead and related profit or fees. The Out-of-Contract Non-Driving Services Hourly rate include driver wages, driver workers’ compensation, driver health insurance, other driver fringe benefits and fixed hourly rate.
COORDINATION
The amendment to the Management Agreement has been approved as to form by the City Attorney’s Office.
FISCAL IMPACT
The City’s transportation services are funded by dedicated transportation funding from the Municipal Transit Operator Formula Allocation Procedure (FAP), Local Return Proposition A funds, BCT fares and bus pass sales revenues. The BCT/WAVE fare and bus pass sales revenues for FY 2023-24 are estimated at $150,000. The estimated cost for the operations and maintenance of the Beach Cities Transit system for the FY 2023-24 first year option period is $3,223,392.46. The cost does not include Out-of-Contract service amounts to be used over the course of the contract on an as needed basis. The services are funded by dedicated transportation or other transit division funding. No General Fund monies are used to support the City’s public transportation systems.
FY 2023-24 Funding FY 2023-24 Expenditures
Transit Fund $3,233,392.46 Transportation Concepts $3,233,392.46 Total $3,233,392.46 Total $3,233,392.46
APPROVED BY:
Mike Witzansky, City Manager
H.10., File # 23-5792 Meeting Date: 5/16/2023
ATTACHMENTS
· Agmt - First Amendment to the Agreement with Parking Concepts, Inc. d/b/a Transportation Concepts (Transportation Concepts)
· Insurance - Parking Concepts, Inc. d/b/a Transportation Concepts (Transportation Concepts) · Agmt - Beach Cities Transit Management Agreement, May 5, 2020 · Map - BCT Lines 102 & 109 System Map
· WAVE Senior/Disabled Dial-A-Ride Information