Title
Adopt a Resolution to Authorize appropriation of $179,401.32 from Measure B and $142,946.57 from Measure BB Undesignated Fund Balance to the Paratransit Operating Accounts for Fiscal Year 2022-2023 for Amendment #1 with MV Transportation
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
• Race and Equity Initiatives
SUMMARY
Staff requests that City Council appropriate $179,401.32 from Measure B undesignated fund balance to Account 157-36-001-5640 and $142,946.57 from Measure BB Undesignated Fund Balances into Account 154-36-002-5640 to fully fund Amendment #1 with MV Transportation as previously approved by Council on June 7, 2022.
RECOMMENDATIONS
Staff recommends approval of a Resolution authorizing Council 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 Balances into Account 154-36-002-5640 to fully fund Amendment #1 with MV Transportation for Fiscal Year 2022-2023.
BACKGROUND
On June 6, 2022, the City Council reviewed a staff report with a recommendation to approve and authorize the City Manager to execute Amendment #1 to the Non-Professional Services Agreement with MV Transportation, Inc. for $604,582.89 to provide transportation services for the FLEX RIDES Shuttle Paratransit Program. The amendment needs additional funds to cover the full cost of this agreement for Fiscal Year 2022-2023.
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, 449 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. 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 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 the 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 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 recommends an Appropriation of $322,347.89 in Funding from the Special Grant Fund Reserves to the Paratransit Operating Accounts for Fiscal Year 2022-2023 as it permits continuity of an essential service that has undergone several significant changes and upgrades during the Agreement.
The amount of funding for FY2022-2023 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 other stakeholders to monitor shuttle vehicle locations in real time to aid 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 June 6, 2022, by Resolution No. 2022-077, City Council approved Amendment 1 to a Non-Professional Services Agreement with MV Transportation for paratransit services.
• On June 15, 2020, by Resolution No. 2020-254, City Council approved a Non-Professional Services Agreement with MV Transportation for paratransit services
Committee Review and Actions
• None
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
Board/Commission Review and Actions
• November 21, 2019: The Nelson/Nygaard project team presented the Draft Plan and recommendations to the Senior Commission; minutes attached. Seven items of interest/concern were identified by the Senior Commission and this feedback was ultimately incorporated in the Final Expansion Plan.
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.
• 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’s 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 was provided to City Staff in a draft Final Report
Legal Analysis
The consultant has agreed to the terms of the contract. The City Attorney’s Office reviewed this staff report and the resolution.
Financial Impacts
This Grant Funded Paratransit Program will require Council 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 Balances into Account 154-36-002-5640 for Fiscal Year 2022-2023.
Alameda County Transportation Commission (ACTC) allocates grant revenues for this program annually. This action will spend the remaining fund balance of Measure B-which had a sunset date of March, 2022. Measure BB maintains sufficient funding available after this action, if Council approves.
The program will be funded as follows:
• Grant Fund-Meas. B Fund Balance to Account 157-36-001-5640: $179,401.32
• Grant Fund-Meas. BB Fund Balance to Account 154-36-002-5640: $142,946.57
• Fiscal Year 2022-2023 Budget, Account 154-36-002-5640: $282,235.00
• Total $604,582.89
ATTACHMENTS
Attachment A: Resolution for MV Transportation Funding
Attachment B: Amendment No. 1 to the Non-Professional Services Agreement between the City of San Leandro and MV Transportation, Inc.
PREPARED BY: Pedro Naranjo, Human Services Manager, Human Services Department