TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Cathi Johnson, Community Services Director
DATE: June 12, 2024
SUBJECT: APPROVAL OF AGREEMENT AMENDMENT NUMBER 3
WITH THE CITY OF PASADENA FOR DIAL-A-RIDE
SERVICES THROUGH JUNE 30, 2027
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Fiscally Responsible and Transparent City Government
BACKGROUND
Dial-A-Ride is a shared, curb-to-curb transportation service for seniors (60 years or older) and for persons with a physician-certified disability that prevents the use of regular public transit. To use this service, residents must apply for a membership; once approved, residents schedule rides over the phone. Users typically use Dial-a-Ride to get to doctor’s appointments, personal hygiene appointments, and grocery stores.
The City contracts with the City of Pasadena to offer this service to residents at no cost. The City of Pasadena also offers this service for residents who live in Pasadena, Altadena, and the other unincorporated Los Angeles County areas in the nearby area (ex. Chapman Woods, Kinneloa area, and the unincorporated area of the City of San Gabriel).
The City’s current contract with the City of Pasadena for Dial-A-Ride services is set to expire on June 30, 2024.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
DISCUSSION
Under the current contract terms, the City of Pasadena charges the City of San Marino operating and administrative costs on a quarterly basis.
Operating costs are comprised of the following:
1. Total passenger fare box revenue at $0.75 per ride
2. Total cost per trip at $8.65
Administrative costs are calculated to be $135 per month, but if the number of trip requests exceed 50 in a given month, the administrative costs will be calculated as 35% of the operating cost.
Staff reached out to the City of Pasadena to begin negotiating a contract extension, as the City plans to continue offering this service to the community.
The City of Pasadena is proposing no fee increases to the existing contract terms. The amendment reflects a three-year extension to the previouslyextended agreement. If approved, the agreement would expire June 30, 2027 and may be renewed annually by mutual agreement between the City of Pasadena and the City of San Marino.
FISCAL IMPACT & PROCUREMENT REVIEW
The City of San Marino funds the Dial-A-Ride program with 100% Proposition A funds received from the Metropolitan Transportation Authority (MTA). There is no fiscal impact to the General Fund. The FY 2024-25 adopted budget includes $10,500 in Account No. 207-11-4208-1330, Bus Transportation DialA-Ride. The table below shows historical costs for the program, which have never exceeded $10,500 even when usage was at its peak pre-COVID-19 pandemic. Thus, staff believes the budget is sufficient and no budget appropriation is needed at this time.
Fiscal Year Cost Number of Trips
FY 2022-23 $10,378.67 854
FY 2021-22 $5,936.63 459
FY 2020-21 $4,761.70 376
FY 2019-20 $9,732.38 781
FY 2018-19 $10,208.63 838
Note: each year, staff communicates to MTA how much is expected to be spent funding this program, but the budget can be revised throughout the year based on actual or estimated actual spending before the end of the fiscal year.
In other words, even if use of this program suddenly increased, there would be no impact on the General Fund.
This contract extension does not require procurement review.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council approve Amendment number 3 to extend the term of the agreement with the City of Pasadena for Dial-A-Ride services through June 30, 2027, and authorize the City Manager to execute the Amendment on behalf of the City. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Amendment number 3 to extend the term of the agreement with the City of Pasadena for Dial-A-Ride services through June 30, 2027, and authorize the City Manager to execute the Amendment on behalf of the City.”
ATTACHMENTS
1. Proposed Agreement No. 22,640-3 (Third Amendment to Agreement No. 22,640, as amended)
2. Agreement No. 22,640-2 (Second Amendment to Agreement No. 22,640, as amended)
3. Agreement No. 22,640-1 (Amendment to Agreement No. 22,640, as amended)
4. Agreement No. 22,640