HomeMy WebLinkAboutAgenda Report - September 17, 2003 E-07qLATY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Authorize Advertisement for Transportation Services for the Sandhill Crane Festival
and Authorize Use of Buses Should No Alternate Provider Be Willing to Perf..6rm the
Service
MEETING DATE: September 17, 2003
PREPARED BY: Public Works Director
RECOMMENQED ACTION: That City Council authorize advertisement for transportation services for
the Sandhill Crane Festival and authorize the use of buses should no
alternate provider be willing to perforin the service.
BACKGROUND INFORMATION: At its March 5, 2003, meeting, the City Council adopted policies and
procedures for the use of transit services outside regular
operations. Included in the adopted policy (enclosed) was specific
language identifying the procedure for utilizing the City's transit
services for public service events, including the Sandhill Crane Festival which is sponsored annually by
the Chamber of Commerce in November.
The policy also calls for the City's Transportation Manager to advertise in the local newspapers, with the
cost to be born by the applicant, to determine if any other operator is willing and/or able to perform the
service. At the conclusion of the advertisement period (which shall be 2 weeks), should no alternate
provider be willing to provide the service, the City's transit service may provide those services at the fully
allocated rate. The current fully allocated rate (contract cost plus maintenance, etc.) is $40 an hour per
bus.
FUNDING-, Funding for the advertisement shall be incurred by the applicant,
49 Ld
Richard C. , Prima
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Public Works Director
Prepared by Tiffani M. Fink, Transportation Manager
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Enclosure
APPROVED:
C(-Sandhill Crane,doc
H. Dixon' Flynn
09/05103
CITY oF LODI
PUBLIC WORKS DEPARTMENT
POLICIES
AND
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TRANSIT -1 I Use of Transit Services Outside of Regular Operations 1 03/06/03
LNTRODUCTIO
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The following policy regarding special transit services by the City of Lodi (under agreement with
our operator) applies to all service which falls outside the scope of regularly operated Tr Onsit
service regardless of whether that service is categorized as Dial -A -Ride Service or Fixed -Route
Service (Grapeline), For example, a group of people may reserve a Dial -A -bide bus and travel
within our service area during normal operating hours, pay regular fares and not be considered
:.special" service.
Users of the City of Lodi's transit system shall be encouraged to utilize regularly offered
services to address their transportation needs. Federal Transit Administration (FTA):and
Transportation Development Act (TGA) rules and regulations restrict the use of vehiles for
any outside service.
11. The City of Lodi shall limit the use of transit vehicles to City -related functions assuming that
the following conditions are met, except as provided in Section 111.
A. The request for special service must not interfere with regularly scheduled service to
the public or compete unfairly with private operators where private operators are willing
and able to provide this service JDA requirements).
13. Cost for Transit services incurred by functions with direct City Council/staff participation
shall be monitored and evaluated yearly. Examples of these activities include:
• Council/commissionistaff tours of City facilities
• Participation in public parades (Parade of Lights, Grape Festival, etc.)
• Local tours for education programs, such as Leadership Lodi, in which City staff
are participating
These costs shall be evaluated against expenses incurred by the City General.. Fund for
Transit (rent of office space, secretarial work). Should the costs of performing.. "special"
transit services for City sponsored events exceed the expenses incurred by the City
General Fund for Transit, the difference shall be paid to the Transit fund. Transit
services for either City and/or non-profit events with City Councillstaff participation
shall be limited as outlined in Paragraph C.
C, Transit services shall be available to City of Lodi departments at direct cost (operators'
hourly rate), not to exceed a total of $10,000 or 40 specials a year (TDA). All other
requests shall be subject to paying for the full cost of service,
111. For public service events specifically approved by the City Council (Sandhill Crane Fipstival,
etc,.), the City of Lodi's Transportation Manager shall advertise in the local newspapam (with
cost to be born by the applicant) to determine if any other operator is willing and/or able to
USE OF TRANSIT SERVICES OUTSIDE OF REGULAR OPERATIONS TRANSIT — I
perform the service. If no such provider exists, the City of Lodi's transit. service may be utillzed at
the fully -allocated rate,
WILM
The City of Lodi's Transportation Manager upon receipt of a request for service, in conjunction
with the transit operator, shall determine that the policy requirements are met. Upon that
determination the fallowing general procedures apply.
1, All applications for special services shall be submitted to either the Transportation
Manager or transit operator no less than four weeks prior to an event, (Applications
shall be made available at City Hall and the Transit Office.) This shall allow for the
proper arrangements to be made to accommodate the service, Applications for
special events per Section I I I of the Policy require eight weeks notice to allow for
Council agenda scheduling,
2. The transit apecator shall attempt to utilize existing service to the extent possible to
meet the requested needs of applicants. All requests which are eligible under the
standard daily operations of Dial-A-Ride/Grapeline service shall be operated as''such.
3. Applications which do not meet the conditions of the policy shall be returned within
three working days to the applicant to allow for alternative transportation
arrangements to be made.
4, A deposit of $25 shall be required at the time the reservation is confirmed.
5, Applicant shall contact the transit operator three days before event to re -confirm
details submitted in applications or to cancel the service request. Any modifications
must be made at least 24 hours in advance, however, any cancellation after three
days prior to the scheduled service shall forfeit their deposit.
6. Payment is due in full at the time of service. City of Lodi departments will be billed
according to City billing practices.
7, Payment for services shall be charged according to the applicable published rates,
P. In January of each year, all applicants for special service per Section 11 B, C of the
Policy will be invited to submit their requests for the upcoming year. At that time, they
will be assigned to the yearly schedule not to exceed 40 specials or $10,000 a year.
Requests for services shall be apportioned first to City -sponsored events with the
remaining requests allocated equitably among the applicants. This will allow for
agencies who have events scheduled for later in the year to apply for reduced rate
service instead of allowing for a first come, first serve basis. The Transportation
Manager will notify the applicants once the 40 specials/$10,000 of service have been
allocated for the year.
9, The Transportation Manager shall maintain a list of private providers within the City of
Lodi, the City of Stockton, North San Joaquin County and the City of Galt who a.re to
be contacted and shall advertise to update the list as required by Federal and State
re ulations.
Richard C, ima, Jr.
Public Works Director Approved by City Council 3/5/03
Resolution No. 2003-37
PpVanl
04/04103