TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:June 20, 2023
SUBJECT: Transit Service Agreements
RECOMMENDATION:
1. Approve Second Amendment to Moorpark Dial-a-Ride Contract (No. 12082- 2019), First Amendment to Moorpark Fixed Route Maintenance Contract (No. 12083-2019), and Second Amendment to Moorpark Fixed Route Operations Contract (No. 12084-2019) extending contracts through June 30, 2025.
2. Approve First Amendment to Westlake Village Dial-a-Ride Contract (No. 12103- 2019) extending contract through June 30, 2025.
3. Approve First Amendment to Kanan Shuttle Contract (No. 12085-2019) and First Amendment to County Dial-a-Ride Contract (No. 12086-2019) extending contracts through June 30, 2025.
4. Approve Fourth Amendment to East County Transit Alliance Fiscal Agent Contract (No. 10953-2015).
5. Approve First Amendment, two-year extension of Contract (No. 12224-2019) with City of Agoura Hills for Dial-a-Ride services through June 30, 2025.
6. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
No Additional Funding Requested. Minimal staff time to prepare report, amendments, included in the Adopted FY 2022-23 Transit Fund Budget. Services performed for other agencies under contract, reimbursed at full-cost recovery, no City subsidy.
Transit Service Agreements
June 20, 2023
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4 BACKGROUND:
Thousand Oaks Transit (TOT), established in 1981, provides fixed route bus service, Senior Dial-A-Ride (DAR), and Americans with Disabilities Act (ADA) paratransit services to residents of Thousand Oaks. In addition, TOT provides contracted transit services to the Cities of Moorpark, Westlake Village, Agoura Hills, County of Ventura, including Oak Park and select unincorporated areas, and the East County Transit Alliance’s (ECTA) InterCity DAR service.
The current contract operator for transit services is MV Transportation, Inc. (MV), which has been the City’s operator of public transit services for the past 19 years.
In 2019, based on a competitive procurement process, MV was awarded a five- year contract through June 30, 2023, to provide transit services and leased vehicles for TOT and for the five public agencies that contract with the City to provide public transit services. Provisions in the contract allow the City to exercise up to two, two-year extension options. Each agency with which the City contracts to provide transit services, with the exception of ECTA, has an agreement that ties the term of their agreement with the City to the term of the City’s agreement with MV.
Within the time period of the current contracts, most operations have remained the same. The exception is the contract with the City of Agoura Hills. Agoura Hills no longer operates charter bus services through the contract and does not maintain a separate vehicle fleet or separate phone line and reservations number. Due to the impacts of the COVID pandemic, it was no longer fiscally sustainable to operate as a separate service and for the past three years, as contract permitted and by mutual agreement, the service has been operated using the same TOT resources as the other agencies under contract. Therefore, a more extensive contract amendment (Second) is required, and will be presented separately to City Council for approval in a meeting in July or August, terms retroactive to July 1, 2023. At this time, only the time extension of the contract is included in the First Amendment, in letter form, as requested by City of Agoura Hills since the original contract uses their template, not the City’s.
DISCUSSION/ANALYSIS:
Since 2011, the City has operated transit services under contract on behalf of other smaller agencies and in adjacent unincorporated areas. The arrangements are mutually beneficial as the contracting agencies receive better levels of service, City residents are able to travel to other areas conveniently without the need to transfer, and overhead expenses are shared. Contractor productivity is improved through better utilization of vehicles and staff and the City benefits from the collection of management fees which in some cases can be applied to the farebox shortfall, reducing General Fund support.
Transit Service Agreements
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4 Each agency under contract was notified in August 2022 that the City would pursue a two-year extension option with MV and has been regularly informed of progress in negotiations. Each agency had the option to seek other operators but chose to remain with the City and each agency has agreed to the higher rates for service that was approved with the Third Amendment to the MV contract.
After review of current operations for the City of Agoura Hills, due to extensive changes in how the service is currently being operated, a more extensive amendment of that contract is required beyond modification of term and billing rates. Staff at both agencies need additional time to prepare a document and have counsel’s review before returning to City Council for approval of a Second Amendment to the Agreement.
The ECTA Management Committee met on May 24, 2023 and unanimously approved recommending the amended Fiscal Agent Agreement to their respective governing bodies.
Staff recommends City Council approve the contract amendments and a contract amendment contract extension letter (Attachments Nos. 1 through 8) as outlined in this report.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Mike Houser, Transit Program Manager
Attachments:
Attachment #1 – Second Amendment Moorpark Dial-a-Ride
Attachment #2 – First Amendment Moorpark Fixed Route Maintenance Attachment #3 – Second Amendment Moorpark Fixed Route Operations Attachment #4 – First Amendment Westlake Village Dial-a-Ride Attachment #5 – First Amendment Kanan Shuttle
Attachment #6 – First Amendment County Dial-a-Ride
Attachment #7 – Fourth Amendment ECTA Fiscal Agent Agreement Attachment #8 – First Amendment Contract Extension Letter with Agoura Hills for Dial-a-Ride Services
DPW 940-25\mh\ev\Council\2023\062023\Agency Amendments and Agreements for Transit Services staff report.docx