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HomeMy WebLinkAboutAgenda Report - April 2, 2008 E-12AGENDA ITEM F.&*I*L CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute an Amendment to the Transit Operations Contract with MV Public Transportation, Inc., Extending the Contract through August 3, 2008 and Additional Amendments, as Necessary, for Two Additional Months MEETING DATE: April 2,2008 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt a resolution authorizing the City Managerto execute the attached amendment to the Transit Operations Contract with MV Public Transportation, Inc. (MV), extending the contract through August 3, 2008 and any additional amendments necessary for an additional two months. BACKGROUND INFORMATION: At its March 5 City Council meeting, the Council approved advertising for a Request for Proposals (RFP) for transit operations. At Council's direction, the RFP was amended to extend the proposal period to 45 days. This extension of the proposal submittal date pushed the dates to review and interview into May and to submit to Council a recommended Contractor for the next Operations contract into late May or early June. This limits the amount of available time to implement potential change in contractors by July 1, 2008. In light of this, staff is recommending an extension of the current contract until August 3 to allow sufficient time for start-up activities (such as hiring), should a change in contractor be made. The August 3 date was chosen because it is more convenient to change out the operation on a weekend due to the shortened operational day. The effective date of the new contract would be August 4, 2008 and would be changed in the RFP to reflect the delayed start. Staff has contacted MV, the current contractor, regarding the extension. MV has notified the City that they are willing to extend the contract until August 3 and will honorthe current FY 07/08 pricing for the duration of the term. The FY 07/08 pricing is as follows: 07/08 Dial -A -Ride Fixed Fee per Month: $24,596.00 07/08 Dial -A -Ride Cost per Vehicle Service Hour: $21.43 07/08 Fixed Route Fixed Fee per Month: $20,497.00 07/08 Fixed Route Cost per Vehicle Service Hour: $21.43 The actual cost to the City will depend on the number of hours operated between July 1 and August 3 The Fixed Fee amounts will apply in full for July and will be prorated for the month of August. FISCAL IMPACT: The cost of operations has been included in the budget for the transit system. Failure to award the extension would result in a tighter timeline for the RFP currently out for proposals and would result in coordination and APPROVED: 4� 1_1 Blair "Vity Manager KAWMTRANSITICMV Contract Ddend.doc 312612008 Adopt Resolution Authorizing City Manager to Execute an Amendment to the Transit Operations Contract with MV Public Transportation, Inc., Extending the Contract through August 3, 2008 April 2, 2008 Page 2 process timeline difficulties in ensuring the service would go uninterrupted July 1. FUNDING AVAILABLE: Transit operations are paid for utilizing Transportation DevelopmentAct funds, Federal Transit Administration Section 5307 funds, Measure K transit operations funds, and fare revenue. Funding is allocated in the annual budget process. No additional funding is required at this time. Budget Manager RichardPrima. Jr. Public Works Director Prepared by Tiffani M. Fink, Transportation Manager RCP/TMF/pmf Attachment cc: Finance Director Transportation Manager KAWPITRANSMCMV Contract E Xtend,doc 0312612008 CITY OF LODI CONTRACT AMENDMENT WITH MV PUBLIC TRANSPORTATION, INC., FOR EXTENSION OF CONTRACT SERVICES UNTIL AUGUST 3,2008 CONTRACTAMENDMENT #5 24 South Sacramento Street CITY OF LODI, CALIFORNIA THIS CONTRACT AMENDMENT #5 is made by and between the CITY OF LODI, State of California, herein referred to as the "City," and MV PUBLIC TRANSPORTATION, INC., herein referred to as the "Contractor." WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other, as follows: The new contract termination date shall be August 3, 2008. All rates charged during the contract extension period from July 1, 2008 to August 3, 2008 shall be in accordance with the previously approved contract rates for Fiscal Year 07/08. 2. All other terms and conditions of the Contract shall remain unchanged and in full force and effect through and including the New Date of Termination as set forth above, including but not limited to the billing rates set forth on page 17 of the Contract under the provision entitled PAYMENTS TO CONTRACTOR: Basic Consideration. IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year and date written below. MV Public Transportation, Inc. Title (CORPORATE SEAL) CITY OF LODI, a municipal corporation By: Blair King City Manager Date: Attest: Randi Johl City Clerk Approved as to Form: D. Stephen Schwabauer Cit At7 MV Amendment #5.DOC 1 03120108 RESOLUTION NO. 2008-52 A RESOLUTIONOF THE LODI CITY COUNCIL APPROVING AN AMENDMENT TO THE CONTRACTWITH MV PUBLIC TRANSPORTATION, INC., AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT EXTENDINGTHE CONTRACT, AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE ADDITIONAL AMENDMENTS AS NECESSARYTO EXTEND THE CONTRACT FOR AN ADDITIONAL TWO MONTHS WHEREAS, on May 21, 2003, the City of Lodi entered into an agreement with MV Public Transportation, Inc.; and WHEREAS, the contract with MV Public Transportation, Inc., will expire on June 30, 2008; and WHEREAS, a Requestfor Proposals has been issued for Transit Operations; and WHEREAS, staff recommends extending the current contract through August 3, 2008, to allow sufficient time for start-up activities should a change in contractor be made. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the Amendment to the Contractwith MV Public Transportation, Inc., for transit operations; and BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the Amendment extending the contract through August 3, 2008, on behalf of the City of Lodi; and BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute additional amendments as necessary to extend the Contract an additional two months, if necessary to assure a smooth transition. Dated: April 2, 2008 hereby certify that Resolution No. 2008-52 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 2, 2008, by the following vote: AYES: COUNCIL MEMBERS— Hansen, Hitchcock, Johnson, Katzakian, and Mayor Mounce NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS — None NNIFE M. PERRIN Deputy City Clerk 2008-52