CITY OF SIMI VALLEY
MEMORANDUM
Marc
h 10, 2025
TO: Cit
y Council
FR
OM: Department of Public Works
SUBJ
ECT: APPROVAL OF THE FIFTH AMENDMENT TO THE FISCAL AGENT
AGREEMENT FOR THE EAST COUNTY TRANSIT ALLIANCE (ECTA)
INTERCITY DIAL-A-RIDE SERVICES
STAFF RECOMMENDATION
It is recommended that the City Council approve the Fifth Amendment (page 4) to the Fiscal Agent Agreement, for the East County Transit Alliance (ECTA) InterCity Dial-A-Ride (DAR) services and the contract extension from July 1, 2025, to June 30, 2027, i ncluding the revised fee schedule.
BACKGROUND AND OVERVIEW
On July 20, 2015, the ECTA, which includes the County of Ventura and the cities of Simi Valley, Moorpark, and Thousand Oaks, entered into an agreement authorizing the City of Thousand Oaks, the Fiscal Agent, to operate InterCity DAR service on behalf of ECTA by utilizing Thousand Oak’s existing contractor, MV Transportation (MV) to provide the service. The current contract with MV expires on June 30, 2025.
The City of Thousand Oaks and ECTA recommend extend ing the service with MV from July 1, 2025 , through June 30, 202 7, and adopting the revised fee schedule to remain competitive with other local operators and attract qualified staff. The Fifth Amendment will also include a revised billing method for Management Fees, which consists of wage and benefit, maintenance and operations costs, and cost allocation expenses, as well as the increase of one -way fares for ADA trips and senior trips from $6.00 to $8.00 per participant effective January 1, 2025, to offset increased operating costs. ECTA’s Management Committee approved the fare increase on September 2024 with an effective date of January 1, 2025. Finally, t he Fifth Amendment will incorporate a four percent Consumer Price Index (CPI) adjustment on top of the base pay for the period from July 1, 2026, to June 30, 2027
FINDINGS AND ALTERNATIVES
The purpose of the Fifth A mendment for InterCity DAR service between the City of Thousand Oaks and other participating agencies of ECTA is to authorize the City of Thousand Oaks to extend the service contract with MV Transportation for two years , TRAN2501.SR.MG
AGENDA ITEM NO.
Consent (8)
TRAN2501.SR.MG
beginning July 1, 2025, t hrough June 30, 2027 , and to adopt the Revised Schedule of Fees and billing method for Management Fees. Over the years, with increasing costs, staying competitive and attracting qualified staff to maintain quality service has been challenging. The Revised Schedule of Fees addresses these increased costs, including a four percent CPI adjustment for the contract period of July 1, 2026, to June 30, 2027, increasing the base rate per revenue hour from $125.67 to $130.70 for MV Transportation. A revenue hour is defined as when a vehicle picks up a passenger until it drops off, excluding deadheading (driving without passengers) and maintenance time.
This CPI increase is based on the latest historical expenditures, with the approval of the ECTA members. Billing will be calculated on a “per -ride” basis, along with proportional costs related to fuel, vehicle leases, and vehicle maintenance.
The estimated M anagement Fee for FY25- 26, which encompasses staff wages and benefits, maintenance , and operational costs at the transit center, is projected to be $93,414.16. The City’s share of this fee is 25%, or $23,353.54. Based on the Revised Schedule of Fees, the increase to the Management Fee, and projected ridership for next year, the City will budget $410,400 for FY 25 -26 to cover the anticipated costs . By comparison, the current FY 24-25 budget is $338,700. The increased cost will be funded by State and Federal Transit funds.
Staf
f recommends that the City Council approve the Fifth Amendment to the Fiscal Agent Agreement for the ECTA InterCity DAR services. This Fifth Amendment includes a contract extension from July 1, 2025, to June 30, 2027, and a revised fee schedule.
The fol
lowing alternatives are available to the City Council:
1. Approve the Fifth Am endment to the Fiscal Agent Agreement for the ECTA InterCity DAR services to extend the contract with MV Transportation beginning July 1, 2025, through June 30, 2027, and adopt the Revised Schedule of Fees and billing method of Management Fees.
2. Provide staff with other direction.
Staf
f recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to
approve the Fifth A mendment to the Fiscal Agent Agreement for the East County Transit Alliance InterCity Dial-A-Ride services.
SUMMARY
The Eas
t County Transit Alliance (ECTA), which includes the County of Ventura and the Cities of Simi Valley, Thousand Oaks, and Moorpark, has developed an InterCity Dial-A- Ride ( DAR) program. The City of Thousand Oaks is responsible for contracting and administering the program through its contractor, MV Transportation. ECTA i s recommending approval of the F ifth Amendment to the Fiscal Agent Agreement for the 2 TRAN2501.SR.MG
provision of the InterCity DAR services to extend two more years, beginning July 1, 2025, through June 30, 202 7, and adopt the Revised Schedule of Fee and billing method of Management Fees to meet the increasing maintenance and operating costs. _________
___________________________
Ronald K. Fuchiwaki
Public Works Director
Prepar
ed by: Tan Koehler, Senior Management Analyst (Transit) INDEX Page
InterCity Dial-A-Ride Fiscal Agent Agreement – Fifth Amendment ................. 4 3 DPW: 940-25\ev\Council\2025\022525\TO Transit Service Agency Agreements Att 7.docx
Project Name: Fiscal Agent Agreement
FIFTH AMENDMENT TO FISCAL AGENT AGREEMENT
FOR INTERCITY DIAL-A-RIDE SERVICES
BETWEEN CITY OF THOUSAND OAKS
AND THE PARTICIPATING AGENCIES OF THE
EAST COUNTY TRANSIT ALLIANCE CONSISTING OF THE
CITIES OF MOORPARK, SIMI VALLEY, AND COUNTY OF VENTURA
Contract No. 10953-2015
This FIFTH AMENDMENT to the Fiscal Agreement for InterCity Dial-A-Ride (DAR) services, entered into between CITY OF THOUSAND OAKS , a municipal corporation, (hereinafter “City”) and PARTICIPATING AGENCIES OF THE EAST COUNTY TRANSIT ALLIANCE ( hereinafter “Agencies”), dated June 9, 2015 (hereinafter “Contract”), and as amended on July 12, 2016, June 19, 2018, June 25, 2019, June 20, 2023, is made and entered into this 25 th day of February 2025
(the “Fiscal Agreement”).
RECITALS
A. On September 13, 2013, the Cities of Camarillo, Moorpark, Simi Valley, and Thousand Oaks, and the County of Ventura, entered into a Memorandum of Understanding for the
Management, Funding and Cost Sharing for the
Implementation of the East County Transit Alliance (“ECTA”), “to guide, enhance and expand regional and local transit services and connections in Ventura County, and surrounding areas” (the “MOU”).
B. On May 27
th of 2014, the City of Thousand Oaks entered into
an agreement with MV Transportation, Inc. to provide the transportation services to fulfill the terms of the MOU.
C. On July 20, 2015, the City of Thousand Oaks entered into an agreement with the Cities of Moorpark, and Simi Valley, and the County of Ventura to serve as ECTA’s fiscal agent (the “Fiscal Agreement”).
D. T he Fiscal Agreement is intended to run concurrently with the City’s contract for Transit Operations Services with MV Transportation, Inc. (“Contractor”), Contract 12072- 2019 (“Base Contract”).
E. The Base Contract was for a four-year period ending June 30, 2023, and permits up to two, two-year extensions.
F. The City and Contractor previously agreed to extend the Base ATTACHMENT #7
4 DPW: 940-25\ev\Council\2025\022525\TO Transit Service Agency Agreements Att 7.docx
Contract by two years to June 30, 2025.
G. As allowed by contract, the City and Contractor have mutually agreed to again extend the Base Contract by an additional two years to June 30, 2027.
H. Exhibit C-2 to the MOU , attached to the Fourth Amendment was mislabeled as C -1 and the parties wish to correct that error.
I. In addition, the parties need to revise the Schedule of Fees (Exhibit B-1 to the MOU) to cover the additional term.
J. City and the Agencies wish to increase the fare for a one-way InterCity trip.
K. City and Agencies wish to make the above referenced amendments to the Contract while keeping all other terms intact.
AGREEMENT TO AMEND
NOW, THEREFORE, the undersigned parties to Contract agree to amend Contract as described below:
Part 1. The City and Agencies agree to extend C ontract 10935-2015 as amended for two years to reflect a new termination date of June 30, 2027.
Part 2. MOU Exhibit B-1, Scope of Services, Section 8, “Fares”, is hereby amended in its entirety to read as follows:
“8. Effective January 1, 2025, one-way fares for ADA trips and Senior trips shall be $8.00 per participant.”
Part 3. The MOU Schedule of Fees attached to the Fourth Amendment and mistakenly labeled as C-1 is hereby corrected to read “Exhibit C-2.”
Part 4. MOU Exhibit C-2, Schedule of Fees, as corrected above, is hereby replaced with a new Exhibit C-3 , Revised Schedule of Fees, attached hereto and incorporated herein by reference.
Part 5. All terms used in Parts 1, 2, 3 and 4 above shall have the meanings ascribed thereto in Contract. Except as amended in Part s 1, 2, 3 and 4 above, all other sections, terms, obligations, duties, clauses, and provisions of Contract as written and previously amended, shall remain the same.
[signatures on the following page]
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IN WITNESS WHEREOF, the parties execute this Fifth Amendment to Contract as of the date set forth above.
CITY OF THOUSAND OAKS
David Newman, Mayor
City of Thousand Oaks
ATTEST:
Laura B. Maguire, City Clerk
APPROVED AS TO ADMINISTRATION:
Andrew P. Powers, City Manager
APPROVED BY DEPARTMENT HEAD:
Clifford G. Finley, Public Works Director
APPROVED AS TO FORM:
Office of the City Attorney
Tracy Friedl, Assistant City Attorney
[signatures continued on the following page]
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CITY OF MOORPARK
Date: ________________________
By: ________________________
Chris Enegren, Mayor
City of Moorpark
APPROVED AS TO ADMINISTRATION:
By: ________________________
Troy Brown, City Manager
ATTEST:
By: ________________________
Ky Spangler, City Clerk
[signatures continued on the following page]
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CITY OF SIMI VALLEY
CITY OF SIMI VALLEY,
A MUNICIPAL CORPORATION
ATTEST:
_________________________ By: _____________________________ Lucy Blanco, City Clerk Dee Dee Cavanaugh, Mayor
City of Simi Valley
APPROVED AS TO FORM:
__________________________
Algeria R. Ford, City Attorney
APPROVED AS TO CONTENT:
__________________________
Samantha C. Argabrite, City Manager
__________________________
Ronald K. Fuchiwaki
Public Works Director
_________________________
Carolyn J. Johnson
Administrative Services Director
[signatures continued on the following page]
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COUNTY OF VENTURA
_____________________________
Janice S. Parvin, Chair
Board of Supervisors
County of Ventura
ATTEST:
____________________________
DR. SEVET JOHNSON
Clerk of the Board of Supervisors
County of Ventura, State of California
By: __________________________
Mia Martinez, Clerk of the Board of
Supervisors
County of Ventura
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EXHIBIT C-3 to the MOU
REVISED SCHEDULE OF FEES
Billing shall be calculated on a “per-ride” basis based on a revenue hour calculation according to National Transportation Database definition of “revenue hour” as exists on July 1, 2019. In addition to revenue hour expenses, City shall bill for proportional costs of fuel, vehicle leases, and vehicle maintenance. Separately, the City shall bill an annual “Management Fee” (see below). Additionally, bonus payments of up to two percent of revenue hour billings may be earned by Contractor for exceptional service. Bonus payment earned by Contractor will be billed by City to County at the rate earned, 0.5 – 2.0 percent, on the same proportional basis as billing, as a separate line item.
Contract Extension Year Three (July 1, 2025 – June 30, 2026):
$125.67 - MV billing rate per revenue hour
Contract Extension Year Four (July 1, 2026 – June 30, 2027):
Year Three rate plus a fixed annual rate increase of four percent.
The number of billed rides shall be determined by taking the total number of rides performed (on a per-person basis, regardless of fare type) for ECTA InterCity Dial- a-Ride services in a month and applying the number of rides to each individual agency’s portion of total rides provided. For “other” rides, which are those rides not assignable to any specific agency, each agency shall share the ride costs equally (quarters). Any applicable grant offsets shall be applied on a per ride basis as billed, until grant funding is exhausted.
Each agency shall pay in the same proportion as rides for vehicle leases, maintenance, and fuel as for revenue hours as a separate charge for each item.
Any applicable grant offsets shall be applied in 12 equal credits, applied on a calendar year basis, until grant funding is exhausted.
Costs for fuel, vehicles leases, and maintenance shall be at “billed” charges by the Contractor and/or the City’s Fleet Division including all usual and customary markups paid by the transit program.
The newly leased vehicle rate table is listed below.
*Vehicle Lease Unit Cost
(monthly)
ECTA Class A $ 1,995.19
City shall charge an annual Management Fee. Management Fee shall consist of wage and benefit charges for staff management and billing, proportional shares of Maintenance and Operations costs at the Transportation Center and Municipal Service Center, and Cost Allocation expenses, billed on a proportional basis by 10 DPW: 940-25\ev\Council\2025\022525\TO Transit Service Agency Agreements Att 7.docx
ridership. Expenses shall be specific to Fund 121, Project 5550 (ECTA), or where applicable in Fund 651, Project 5550 (TOT DAR).
Billing of Management Fees will be done at fiscal year-end, as part of June invoicing. Costs are estimated only and are subject to change. Should the expected year-end costs exceed twenty percent of the estimate below, ECTA Management Committee shall be notified by City as soon as reasonably practical.
Management Fees - FY 25-26 (estimated)
Rate Quantity Unit Total Cost
Assistant Transit Planner (5.0% FTE) $ 61.09 104 Hours $ 6,353.36 Assistant Transit Analyst (5.0% FTE) $ 42.89 104 Hours $ 4,460.56 Accounting Specialist (5.0% FTE) $ 56.28 104 Hours $ 5,853.12 Maintenance & Operations (TOTC)
$163,034.55 11.34% - $18,488.12
Cost Allocation/Insurance (ECTA) $ 56,259 - - $56,259.00 Ancillary Charges (Brochures, etc.) $ 2,000 $ 2,000.00 Staff and Direct Costs $93,414.16
In the event Liquidated Damages are levied for failure to meet required Performance Measures, Agencies shall be entitled to a credit on their next monthly invoice equal to their proportional share the Liquidated Damages levied and collected by the City.
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