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Home My WebLink AboutC24080A Sunline Shopper HopperCITY OF PALM DESERT STAFF REPORT REQUEST: APPROVAL OF ACTIONS RELATED TO CONTRACT NO. C-24080A WITH SUNLINE TRANSIT AUTHORITY FOR ROUTES 51 A & B, THE SHOPPER HOPPER ROUTES SUBMITTED BY: RUTH ANN MOORE, ECONOMIC DEVELOPMENT MANAGER CONTRACTOR: SUNLINE TRANSIT AUTHORITY 32-505 HARRY OLIVER TRAIL THOUSAND PALMS, CA 92276-3501 DATE: JANUARY 25, 2007 CONTENTS: CONTRACT NO. C-24080A RIDERSHIP NUMBERS Recommendation: By Minute Motion: 1) Authorize the Mayor to award Contract No. C-24080A for six months in the amount not -to -exceed $148,000 for vehicle operation, preventative maintenance, and fuel; 2) Authorize the Finance Director to set aside the amount of $14,800 as 10% contingency (use of contingency requires additional action) for this work; 3) Approve the additional expense not -to -exceed $3,000 to cover the adjustment to the Red Route by 30 minutes for the previous six months; and 4) Approve the additional expense not -to -exceed $3,000 to cover miscellaneous repairs to the vehicles over the next six months. Executive Summary: With approval by the City Council, the vehicles will run the east -west route (Blue Route) including the four largest hotels in Indian Wells, and the north -south route (Red Route) which includes the Marriott hotels and timeshares, COD Street Fair, and The Living Desert. The program will continue to run seven days per week from January 1, 2007 through May 31, 2007, and five days per week for the month of June 2007. G.\BusC1hRuth Ann Moore \W PDOCS\stfrpts\Shopper Hopper Contract 06-07a wpd Staff Report Shopper Hopper Contract January 25, 2007 Page 2 Discussion: This is the third year that includes ridership to the hotels in both Palm Desert and Indian Well, and the program saw a 13% increase in ridership during 2006 over the previous year. The service has been well received by both the hotel concierge personnel and their customers. The contract for fiscal year 2005-2006 was extended for six months in order for SunLine to finish the adjustments to the routes, and the attached contract will now run from January 1, 2007 through June 30, 2007. During this contract extension, it was necessary to increase the operation of the Red Route from 8.5 hours per day to nine hours. SunLine is calculating this addition which the City will be billed in a one-time payment for the previous six months that will not exceed $3,000. Because the vehicles are over four years old, incidental repairs have begun to occur. Staff is requesting funding in the amount of $3,000, which will only be spent if repairs are needed. Funds for the Shopper Hopper program will be appropriated during the mid -year adjustment in the General Fund Account No. 110-4416-414.3681. Staff requests approval of the above recommendations. Moore Economic Development Manager Approval: McCarthy, ACevelopment Carlos L. 0 eg City Manager Paul S. Gibson, Finance Director r-ITY COUNCILjACTION: APPROVED '��// DENIED RECEIVED OTHER -f1r AYESIT �•� %1. h. a►ZJ NOES: ABSENT : k 6 , ABSTAIN: AWL VERIFIED BY: if 1 )riginal on File ith City Clerk's Offire G:\BusCtr\Ruth Ann Moore\W PDOCS\stfrpts\Shopper Hopper Contract 06-07a.wpd Contract No. C-24080A AGREEMENT FOR SERVICES TO OPERATE PALM DESERT SHOPPER HOPPER January 1, 2007 through June 30, 2007 This agreement is entered into between the Ciry of Palm Desert (City) and SunLine Transit Agency (SunLine), for the operation of the Palm Desert Shopper Hopper, in fixed route public transit service within the City of Palm Desert. This agreement shall cover the period beginning on January 1, 2007 and ending on June 30, 2007. 1. BACKGROUND: City desires that SunLine operate the Palm Desert Shopper Hopper along fixed routes as designated by the City of Palm Desert during this time period. 2. VEHICLE OPERATION: Vehicles are owned by the City. Vehicles shall be in revenue service according to schedules agreed to between the City and SunLine as reflected on Exhibit A. Changes to this schedule may be made by mutual agreement. (See Exhibit A attached.) The City retains the right to increase, decrease, or, with 30 days notice, to suspend or cancel the service for any period at any time. SunLine shall provide a uniformed motor coach operator to operate each vehicle for all hours of vehicle operation within the scope of this agreement. SunLine shall also provide dispatching and street supervision for all fixed route vehicle operation of the Palm Desert Shopper Hopper service. 3. MAINTENANCE: SunLine shall perform all routine preventative maintenance (PM's) on the vehicles per rrlanufacturer's recommendations. This will be done on a regular basis and contained within SunLine's regular fleet maintenance program. The regular PM's will include labor, fluids, and filters as required. SunLine will also perform routine safety inspections every 14 days during the term of this agreement. The fees for this routine maintenance are listed in Exhibit A. All routine maintenance costs are included in this Agreement. If other than routine repairs become necessary, SunLine will meet with the City for approval of such expenses. 4. FEES AND PAYMENT a} Operation of the Shopper Hopper Service: $40.32 per vehicle hour for the cost of operating the Shopper Hopper service. Vehicle hours include revenue service, "dead head" hours, and any layover time requiring a vehicle to be in operation. (Exhibit A lists the current schedule of hours.) Contract No. C-24080A b) Maintenance of the vehicles: $.36 per mile, per vehicle. SunLine will perform all required Safety Inspections of the vehicles and all "PM's" (preventive maintenance servicing requirements) as required by the vehicle manufacturer. These vehicles will also be washed and have their interiors cleaned on a daily basis. All of these services will be billed on a monthly basis as a single Maintenance cost, per vehicle. (Exhibit A lists the current schedule of hours.) Fuel cost will be billed to the City. Current CNG costs are $1.49 per gasoline gallon equivalent (GGE). Any increase or decrease will be passed along to the City. c) Insurance/Indemnity: SunLine will provide Workman's Compensation coverage for its employees in the performance of this agreement. The City owns the vehicles and will provide customary property damage insurance coverage as it sees fit. SunLine shall not be liable for damage to vehicles arising out of the performance of this agreement. SunLine shall indemnify and hold harmless the City from all third-party claims arising out of its performance of this agreement. Accordingly, a Certificate of Liability Coverage naming the City shall be issued with liability limits of$1,000,000 and a $0 (zero) limit for Self-Insured Retention. d) Payments: SunLine shall invoice City by the 15`� of each month for the preceding month's fees. Terms of the invoices shall be net 30. 5. OTHER SunLine shall publish and distribute the route schedules and route maps in rider materials furnished to the public. SunLine staff is available to assist the City in efforts to promote ridership. SunLine Transit Agency CITY OF PALM DESERT C. Mikel Oglesby Richard S. Kelly General Manager Mayor Date: Date: Attest: Attest: Dennis Gilman Rachelle D. Klassen Clerk of the Board City Clerk Approved as to form: Dave Erwin, City Attorney h:u\s\contracts\Pdshtle 10.doc EXHIBIT A Schedule for Operating Palm Desert Shopper Hopper January 1, 2007 through June 30, 2007 VEHICLE OPERATION Blue Route Vehicle Jan 1 st through May 31 st Mon. - Sun. Jun. 1 st through Jun. 30th Wed.-Sun. $40.32 x 8.5 hours x 173 days $59,290.56 Red Route Vehicle Jan 1 st through May 31 st Mon. - Sun. Jun. 1 st through Jun. 30th Wed.-Sun. $40.32 x 9.0 hours x 173 days $62,778.24 Totat Vehicle Operation $122,068.80 VEHICLE MAINTENANCE Blue Route Vehicle 7,691.580 0.36 x 123.5 miles per day x 173 days Red Route Vehicle 8,396.568 0.36 x 141.6 miles per day x 122 weekdays 0.36 x 118.6 miles per day x 51 weekends Fuel costs 44,689.30 miles / 7 mpg x 1.49 per gallon 9,512.437 TOTAL VEHICLE MAINTENANCE 25,600.585 TOTAL OPERATIONS & MAINTENANCE $147,669.38 *Fuel cost of $1.49 per GGE is current cost, but could change. If fuel cost changes, SunLine will bill actual cost (either increases or decreased) as they occur. ,n si2oo� (� M � � I �p o0 c� O 1� ++ N � c'� N � (D �fi ch � � � � � �� O � � C� M Q O �A � � � � � N �t 1� N ti L Z I� N � 0p Z � N I� O � � � � r� r� N r� L � M CD N (� 0 � � � ti � (D 11� M N V� (�D N d�' �f�7 �G O O N �-- � L1� I� M Q � tN N CNO p SZS Q N a � Mo� � _ � � (D M CNO � � � W M � � � r� ao � v � ' r� co o � ' � � W a o� � N � a r� r� oo cc O g �n �nrnv_ _ � � � � SLS L � W � �o o� � o� a o ch � aoo a � Q I� 00 M �-- O e,N,'' .- � � N y 6lBL a 0 0 N M � 11') O N N c7 I� a � � � tim = N N � � � � N � W O N N � 0 O N � O � �- (D c7 00 � N N � � � �9 � W a a a00ovo �i p � �n � v_ ao 2 .= c�i � � ZVL � G.' W a � eh ept �! tD _ � N N N N g �Ff o S� S � � N M N N �— � � � O N � � � SHOPPER HOPPER RIDERSHIP(2003-20061 Year J F M A M J J A S O N D Total 2003 1,588 2,100 2,123 1,738 1,539 773 887 991 689 937 1,472 1,649 16,286 2004 2,142 2,622 2,121 1,819 1,575 685 663 525 546 567 1,224 1,044 15,533 2005 1,401 1,392 1,735 1,385 982 1,344 389 295 425 622 1,797 1,538 13,305 2006 1,856 1,809 1,870 2,109 1,467 1,045 625 627 583 767 1,082 1,439 15,279 SHOPPER HOPPER RIDERSHIP (2003-2006) 3,000 2,500 � 2,000 � � o� � 1,500 � � 1,000 500 � � J F M A M J J A S 0 N D 1/16/2007