Title
Resolution to Authorize the City Manager to Execute Amendment No. 1 to the Non-Professional Services Agreement between the City of San Leandro and MV Transportation, Inc. for $604,582.89 to Provide Transportation Services for the FLEX RIDES Shuttle Paratransit Program
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends City Council approve and authorize the City Manager to execute Amendment No. 1 the Non-Professional Services Agreement with MV Transportation, Inc. in the amount of $604,582.89 to provide transportation services for the FLEX RIDES Shuttle Paratransit Program, effective July 1, 2022 to June 30, 2023.
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, 431 people have active annual memberships for the 2021-2022 fiscal year. Funding for this program is received through the Alameda County voter-approved Measures B and BB. Alameda County ceased collection of Measure B funds March 31, 2022; however, the City currently has reserve Measure B funds remaining to be expended.
The goal of the FLEX RIDES Shuttle Program is to deliver quality paratransit shuttle services to San Leandro residents, including being on-time, providing proper customer service, appropriate vehicle maintenance, and making changes as needed to improve service to riders. Senior Services staff accepts ongoing feedback from current riders regarding the satisfaction of MV’s service, as well as accepts feedback from focus groups and written surveys. Staff also communicates with MV staff regularly to ensure proper service.
The FLEX RIDES Paratransit Expansion Plan completed by consultant Nelson Nygaard in February 2020 included several significant findings regarding the decline of the FLEX Shuttle ridership. Staff reviewed the findings and recommendations for the Expansion Plan and contracted with consultant Nelson Nygaard to assist in implementation of service changes during FYs 2020-2021 and 2021-2022.
The original Non-Professional Services Agreement incorporated the following assumptions:
• Replacement of two 2008 model year vehicles with 2021 model year vehicles and repurposing two 2012-2013 model year vehicles to increase fleet to four vehicles total
• Rebranding fleet vehicles with updated service logo
• Reconfiguring service days/hours from Monday - Friday, 9:00am - 5:00pm to Mondays, Tuesdays and Thursdays, 8:30 a.m. - 5:30 p.m.
• Implementation of dual bi-directional loops to reduce trip times.
• Updating routes to incorporate destinations most frequently requested by stakeholders
Implementation of the FLEX RIDES Paratransit Expansion was initially scheduled for October 2020. However, the pandemic significantly impacted this timeline, resulting in significant delays for delivery of new vehicles. Implementation of initial service and route changes began in July 2021, new vehicles were put into service September 2021, and subsequent route changes and program monitoring efforts including extensive customer surveys were completed March 2022. FLEX RIDES membership for FY 2021-2022 increased by 91% from FY 2020-2021. Due to the cyclical nature of pandemic surges monthly ridership figures have fluctuated, making it difficult to fully assess the overall impact of service changes. FLEX RIDES survey participants had a positive response to the service changes.
Analysis
Staff recommend a one-year extension to the existing Non-Professional Service Agreement in the amount of $604,582.89 as it permits continuity of an essential service that has undergone several significant changes and upgrades during the initial Agreement.
The amount of funding for FY 2022-2023 additionally provides for the installation and implementation of TripShot, a Computer-Aided Dispatch / Automatic Vehicle Location (CAD/AVL) application that will provide significant improvements to staff’s ability to monitor on-time performance and ridership. This will result in less staff time spent on monitoring and facilitate more accurate data analysis. TripShot will also improve passenger service, as it allows riders and/or their loved ones to monitor shuttle vehicle locations in real time and provides them with trip planning capabilities.
Current Agency Policies
Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride.
Previous Actions
• On November 19, 2018, by Resolution Number No. 2018-132, City Council approved an NPSA with MV Transportation for paratransit services.
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 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 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.
Fiscal Impacts
The total contract cost of Amendment 1 is $604,582.89 and will be funded with available Measure B and Measure BB funds from account 157-36-001-5640 and 154-36-002-5640. The total cost for FY 2022-2023 is estimated at $604,582.89.
Budget Authority
Staff requests appropriation of funds from Alameda County Transportation Commission Measure B Reserve and Measure BB funding and also requests authorization for the City Manager to approve unspent Alameda County Transportation Commission Measure B Reserve and Measure BB funding to future fiscal years’ budgets.
The Alameda County Transportation Commission’s Timely Use of Funds Policy encourages Measure B/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.
This contract will be funded as follows:
Account No. Source Fiscal Year Amount
157-36-001-5640 Measure B FY 2022-23 $192,813.99
154-36-002-5640 Measure BB FY 2022-23 $411,768.90
TOTAL $604,582.89
Attachments
• A - Resolution
• B - Amendment No. 1 to the NPSA with MV Transportation, Inc
• C - MV Transportation - NPSA
PREPARED BY: Kirsten “Kurry” Foley, Acting Director, Human Services