HomeMy WebLinkAboutAgenda Report - October 4, 1995 (74)CITY OF LODi
COUNCIL COMMUNICATION
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AGENDA TITLE: Amendment of Transit Professional Services Agreement -
James E. Brown & Associates (not to exceed $17,290)
MEETING DATE: October 4, 1995
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That City Council approve the attached amendment to the
Transit Professional Services Agreement and authorize James E. Brown
& Associates to proceed with work.
BACKGROUND_ INFORMATION: The City of Lodi's GrapeLine fixed -route transit system has
operated for ten months. Ridership has exceeded expectations.
Latest data show GrapeLine handles an average of 480
passengers per day. Overall Dial -A -Ride ridership has actually
declined. This is to be expected given its $1.00 fare, versus $.25 for a senior citizen on the GrapeLine.
However, wheelchair usage on Dial -A -Ride is increasing. Although both systems are available to
anyone regardless of age or ability, Dial -A -Ride is acquiring a greater identity as a seniors/wheelchair-
oriented service.
As the Assistant City Manager previously indicated to City Council, part of the rationale for the City
operating GrapeLine initially was to " work out the bugs" before transferring the system to a contractor.
One of the problems revealed during this period is Route 2 ridership. Route 2 operates primarily in
East Lodi and has almost 50% greater usage than any of the other three routes (which have roughly
equivalent usage). Route 2 experiences difficulty collecting all these passengers and staying on its
half-hour schedule.
Refinements are necessary to make the system even more effective and useful to the citizens of Lodi.
James E. Brown & Associates, with public and City Council input, designed the original GrapeLine route
layout. This firm now proposes to provide the following services:
1) Preparation of a Request for Proposals (RFP) document and process for the
City of Lodi's Transit Services;
2) Preparation of an on -board survey and boarding and alighting count on the City's
transit system; and
3) Evaluation of the current fixed routes and schedules and development of
recommendations of any modifications or changes that may improve the system.
APPROVED:
THOMAS A. E RSON recycled paper
City Manager
TRNSAMND.DOC '9126/85
Amendment of Transit Professional Services Agreement - James E. Brown & Associates
(not to exceed $17,290)
October 4, 1995
Page 2
All three tasks are important, although Mr. Brown will make preparation of the RFP highest priority. This
RFP must be carefully structured; completion is expected by the end of February. A contractor to
operate Dial -A -Ride and GrapeLine should be on-line before the close of this fiscal year. Staff will work
persistently to make this happen as soon as possible.
It should be noted that on Exhibit A, Task 2, of the Agreement, the cost of hiring surveyors is estimated
to be $1,000.00. GrapeLine drivers can be trained to do this work, at no additional cost. In effect, the
not -to -exceed cost of the James E. Brown Agreement becomes $16,290.00. It is requested that
Council appropriate $17,500.00 for the performance of all three tasks. This will leave $1,210.00 to be
used for such items as placing ads for public workshops, contingencies, etc.
FUNDING: Federal Transit Administration Section 9 (80%) and Local Transit Fund (20%) moneys are
available for planning purposes.
rr
Jif Jack L. Ronsko
Public Works Director
Prepared by Kirk J. Evans, Administrative Assistant to the City Manager
J LR/KJE/Im
Attachment
cc: James E. Brown & Associates
Accounting Manager w/Special Allocation
TRNSAMND.DOC 9/27/95
AMENDMENT TO JAMES E. BROWN AND ASSOCIATES
CONSULTING SERVICES AGREEMENT
FOR TRANSIT PLANNING AND MANAGEMENT CONSULTIN(; SERVICES
"Additional Consulting Service No. 1"
This Amendment has been entered as per Section 3 of James E. Brown and Associates Consulting Services
Agreement, dated May 13, 1994.
A. Additional Services Required:
1) Preparation of a Request for Proposals document and process for the City of Lodi's Transit
Services.
2) Preparation of an on -board survey and boarding and alighting count on the City's transit
system, and
3) Evaluation of the current fixed routes and schedules and development of recommendations of
any modifications or changes that may improve the system.
B. Additional Compensation for Services:
The Consultant will conduct the majority of the work on this project using a combination of James E. Brown,
with the assistance of James E. Emerson, an associate who has worked on the Lodi Project. This project will
be conducted on a time and expense basis at an hourly rate of $65.00 an hour. The estimated costs and scope
of services are outlined in Exhibit A. Both parties recognize that the costs estimated in Exhibit A are
preliminary, and based on the consultant's current understanding of the City's goals. The actual cost of the
project will be affected by the City's requirements and the input the Consultant and City receives from the
bidder/contractor community on Task 1 and the Lodi rider/potential rider community on Task 3. Total cost of
additional services provided under this contract amendment shall not exceed, and city shall not be obligated to
pay, any amount over $17,290.00 for services provided under this contract amendment.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement.
CITY OF LODI, a municipal
corporation
DIXON FLYNN
City Manager
Dated:
Attest:
JENNIFER M. PERRIN
City Clerk
JAMES E. BROWN AND ASSOCIATES
JAMES E. BROWN
Dated:
Approved as to form:
JOHN M. E+WtWERKE
Deputy City Attorney
E=BIT A
SCOPE OF SERVICES AND ESTIMATED COSTS
Scope of Services:
Task 1: Request for Proposals Process:
1. Initial meetings, develop scope of work and alternatives 8 Hours
2. Prepare request for proposal documents 20 Hours
3. Pre-bid conference 8 Hours
4. Response to pre-bid conference and amendments 8 Hours
5. Review proposals, check references, prepare recommendations 16 Hours
6. Interviews 8 Hours
7. Contract negotiations/ Start-up 8 Hours
Total Estimated Hours RFP Project 76 Hours
1. Initial Meeting, develop final on -board survey and boarding and alighting
count forms and survey/ count process schedule 10 Hours
2. Administer survey/ count project 30 Hours
3. Conduct survey and count (1)
4. Data processing and reporting (2)
5. Prepare reports and recommendations 12 Hours
Total Estimated Hours for Survey/Count 52 Hours
(1) For this project we believe that the drivers can hand out and collect the on -board survey
forms (on one set of days) and fill out the boarding and alighting count forms (on another set of
days). The cost of hiring surveyors is estimated to be $1,000.00.
(2) There are several options for data entry processing of the survey and count data, the city may
perform this processing with city staff or may have such services provided under this contract.
The costs of data processing is estimated to be $750.00.
Task 3: Evaluation of Fixed Route System:
1. Review ridership data, boarding and alighting count data and information
from on -board surveys and boarding and alighting count forms, review
comments received from the community, meet with drivers and dispatchers 14 Hours
2
2. Participate in public workshops and council meetings to gather citizen input
on current system and proposed changes to current system
3. Prepare service change recommendations, including revised routes and
schedules
4. Prepare draft and final reports and recommendations, review with city
council
Total Estimated Cost Fixed Route Evaluation and Revisions
Total Estimated Costs:
Professional Services 76 Hours @ $65.00/hour
Expenses
Professional Services 52 Hours @ $65.00/hour
Surveyors (Possible expenses if drivers to not conduct surveys)
Data Processing
Expenses
Task 3. Evaluation of Fixed Route System
Professional Services
Expenses
20 Hours
30 Hours
KR`• -
88 Hours
$ 4,940
500
$ 5,440
$ 3,380
1,000
750
500
$ 5,630
88 Hours @ $65.00/hour $ 5,720
Sd0
$ 6,220
NOT TO EXCEED TOTAL ESTIMATED COST:
91
CITY COUNCIL
STEPHEN J. MANN, Mayor
DAVID P. WARNER
Mayor Pro Tempore
RAY G. DAVENPORT
PHILLIP A. PENNINO
CITY OF LODI
CITY HALL, 221 WEST PINE STREET
P.O. BOX 3006
JACK A. SIECLOCK LODI, CALIFORNIA 95241-1910
(209) 333-6706
FAX (209) 333-6842
September 28, 1995
James E. Brown and Associates
2163 Cottage Way
Sacramento, CA 95825
SUBJECT: Amendment of Transit Professional Services Agreement -
James E. Brown & Associates (not to exceed $17,290)
H. DIXON FLYNN
City Manager
JENNIFER M. PERRIN
City Clerk
Enclosed is a copy of background information on an item on the City Council
agenda of Wednesday, October 4, 1995, at 7 p.m. The meeting will be held in the
City Council Chamber, Carnegie Forum, 305 West Pine Street.
This item is on the regular calendar for Council discussion. You are welcome to attend.
If you wish to write to the City Council, please address your letter to City Council, City of
Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the mail.
Or, you may hand -deliver the letter to the City Clerk at 305 West Pine Street.
If you wish to address the Council at the Council meeting, be sure to fill out a speakers
card (available at the Carnegie Forum immediately prior to the start of the meeting) and
give it to the City Clerk. If you have any questions about communicating with the
Council, please contact Jennifer Perrin, City Clerk, at (209) 333-6702.
If you have any questions about the item itself, please call Kirk Evans at (209) 333-6800,
extension 590.
Jack L. Ronsko
Public Works Director
JLRAm
Enclosure
cc: City Clerk
City Attorney