Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 3 to the Non-Professional Services Agreement between the City of San Leandro and MV Transportation, Inc. for an additional $1,226,654.52 (for a new not to exceed amount of $2,755,959.99), to Provide Transportation Services for the FLEX RIDES Shuttle Paratransit Program and to Authorize Appropriation of $1,226,654.52 in Grant Funding from accounts 157-36-001-5640 and 154-36-002-5640 for Fiscal Year 2023-2024 and Fiscal Year 2024-2025
Staffreport
SUMMARY
Staff recommends that the City Council adopt a resolution to approve and authorize the City Manager to execute Amendment No. 3 to the existing Non-Professional Services Agreement with MV Transportation, Inc. to continue the FLEX RIDES Shuttle Paratransit Program, effective October 1, 2023 to June 30, 2025
RECOMMENDATIONS
• Approve and authorize the City Manager to execute an Amendment No. 3 to the existing $1,529,305.47 Non-Professional Services Agreement with MV Transportation, Inc. for an additional $1,226,654.52, for a total not to exceed of $2,755,959.99; and
• Authorize the use of additional funds of $1,226,654.52 from Funds 157-36-001-5640 and 154-36-002-5640 for the above agreement.
BACKGROUND
The City of San Leandro has utilized MV Transportation, Inc. (MV) to provide shuttle services for the FLEX RIDES Shuttle Paratransit program since 2003. MV currently provides four shuttles and drivers to operate the program consisting of bi-directional North and South Routes within San Leandro. Aside from City holidays, the shuttle service currently runs regular service hours from 8:30 a.m. to 5:30 p.m., Mondays, Tuesdays and Thursdays. The FLEX Shuttle program is open to San Leandro residents who are 50 years and older or at least 18 years old, disabled, and East Bay Paratransit certified. Currently, 580 people have active annual memberships for the 2022-2023 fiscal year. Funding for this program is received through the Alameda County voter-approved Measures B and BB.
Analysis
The goal of the FLEX RIDES Shuttle Program is to deliver quality paratransit shuttle services to San Leandro residents, including adherence to an on-time schedule, providing proper customer service, appropriate vehicle maintenance, and making changes as needed to improve service. Human Services Department staff accepts ongoing feedback from current riders regarding their satisfaction with MV’s service, and from focus groups and written surveys. Staff also communicates with MV staff regularly to ensure proper service.
Previous Actions
• On June 15, 2020, by Resolution Number No. 2020-070, City Council approved an NPSA with MV Transportation for paratransit services.
• On June 6, 2022, by Resolution No. 2022-077, the City Council approved a resolution to authorize the City Manager to execute amendment No. 1 to extend the services period from July 1, 2022 to June 30, 2023.
• On November 7,2022, by Resolution Number No. 2022-194, the City Council authorized the appropriation of $179,401.32 from Measure B undesignated fund balance to account 157-36-001-5640 and $142,946.57 from Measure BB undesignated fund balance into account 154-36-002-5640 to fully fund amendment #1 to the MV Transportation contract for Fiscal Year 2022-2023.
• On August 7, 2023, the City and MV Transportation executed amendment No. 2 to extend the term from July 1, 2020 to September 30, 2022. All other terms remained in full force and effect (including no changes to the budget).
Applicable General Plan Policies
• Policy T-4.3 Shuttle Buses. Continue existing shuttle services and ensure they remain as a viable alternative to driving. Shuttles should connect the City's BART stations with major employment centers, residential areas, schools, shopping, health, and other activity centers.
• Policy T-4.4 Coordination of Shuttle Services. Promote the consolidation of private shuttle services to provide more efficient and comprehensive service between the City’s employment centers and major public transit facilities, and to make the expansion of such service more viable. Where shuttle service is provided, it should supplement rather than compete with conventional public transit service.
Summary of Public Outreach Efforts
• FY 2017-2018: The City contracted with Nelson/Nygaard, a transportation study firm, to evaluate the existing routes and transportation needs for the City’s senior and disabled population. During this period the consultants conducted ride-alongs, in-person outreach, community surveys and service provider interviews. Community input surveys were obtained from San Leandro’s senior population with support from International Contact and the Alice and Associates Advice, Access and Advocacy organization.
• March 2019: A series of three public meetings were conducted in multiple languages to present draft recommendations to solicit responses from stakeholders.
• September 3, 2019: Nelson/Nygaard project team and City staff presented the Draft Plan and recommendations to the City Council.
• November 21, 2019: The Nelson/Nygaard project team presented the Draft Plan and recommendations to the City of San Leandro Senior Commission.
• February 2020: City staff received the San Leandro FLEX Shuttle Expansion Plan Final Report from Nelson/Nygaard.
• FY 2020-2021 and 2021-2022: Nelson/Nygaard conducted Long Form written and Short Form telephone surveys in multiple languages to compile FLEX RIDES members’ feedback about the FLEX RIDES Shuttle Service Expansion Plan Implementation. The data collection was completed March 2022 and has been provided to City Staff in a draft Final Report.
Legal Analysis
The City Attorney reviewed the documents and agreements and approved them as to form.
Fiscal Impacts
Staff requests appropriation of funds from Alameda County Transportation Commission Measure B and BB funding.
The Alameda County Transportation Commission’s Timely Use of Funds Policy encourages Measure BB/Vehicle Registration Fee recipients to expend voter-approved transportation dollars expeditiously on transportation improvements and operations that the public can use and benefit from immediately. It also states that fund recipients shall not carry a fiscal year ending fund balance greater than 40 percent of the Direct Local Distribution revenue received for that same fiscal year for four consecutive fiscal years, by funding program. Non-compliance with this policy may invoke rescission penalties per the Use it or Lose It Policy. The delay in implementation of the Expansion Plan has left the City with a significant reserve fund balance, part of which will be applied to this contract.
The total compensation for this agreement shall not exceed $2,755,959.99. The costs for fiscal years 2024 and 2025 are summarized below:
|
|
|
Annual Cost |
|
Hourly Fee $92.40 - Year 1 |
Annual Hours 5,400 |
$498,960.00 |
|
Hourly fee $95.17 - Year 2 |
Annual Hours 5,400 |
$513,918.00 |
|
Monthly Fixed Vehicle Fee - Year 1 |
$6,704.86 |
$80,458.32 |
|
Monthly Fixed Vehicle Fee - Year 2 |
$7,040.10 |
$84,481.20 |
|
Total Shuttle Service Operations |
Not to Exceed |
$1,177,817.52 |
Annual Hours - calculated as nine hours per day, three days per week, fifty weeks a year and served by four vehicles. Fixed Vehicle Fee - Monthly depreciation on two 2021 model vehicles. TripShot for Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL) and Passenger Facing Technology FY 2024 - 2025.
|
Tablet Management - Years 1 and 2 (4 tablets) |
$153.48 |
|
TripShot Premium Service - Years 1 and 2 (4 tablets) |
$1,800.00 |
|
Total Monthly TripShot charges - Years 1 and 2 |
$1,953.48 |
|
Total Annual TripShot charges - Year 1$23,441.76 |
|
|
Total Annual TripShot charges - Year 2 |
$23,441.76 |
|
Total TripShot charges Not to Exceed |
$46,883.52 |
Staff recommends City Council approve an additional $1,226,654.52 from the following grant-funded accounts to cover the cost of the twenty-one-month extension:
• Grant Fund-Meas. B Fund Balance to Account 157-36-001-5640 $178,744.08
• Grant Fund-Meas. BB Fund Balance to Account 154-36-002-5640 $155,460.24
• Grant Fund-Meas. BB Funding FY24 and FY25 to Account 154-36-002-5640 $892.450.20
Total $1,226,654.52
Attachments
• Attachment A: Resolution for MV Transportation, Inc. Amendment No.3
• Attachment B: Original CSA Between the City and MV Transportation, Inc.
• Attachment C: Amendment No. 1 to the NPSA with MV Transportation, Inc.
• Attachment D: Amendment No. 2 to the NPSA with MV Transportation, Inc.
PREPARED BY: Pedro Naranjo, Human Services Manager and Jessica Lobedan, Human Services Director