HomeMy WebLinkAboutStaff Report 343-05,'e ,
City of Palo Alto
City Manager's Repor
TO:
FROM:
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE: AUGUST 1,2005 CMR:343:05
SUBJECT: PALO ALTO SHUTTLE PROGRAM-APPROVAL OF CONTRACT
EXTENSION NO. 10 AND INCREASE IN THE EXPENDITURE LIMIT OF
THE RAIL SHUTTLE BUS SERVICE ADMINISTRATION AGREEMENT
WITH THE PENINSULA CORRIDOR JOINT POWERS BOARD
RECOMMENDATION
Staff recommends that Council:
1) Authorize the City Manager to execute the attached amendment to the Rail Shuttle Bus
Administration Agreement with the Peninsula Corridor Joint Powers Board (JPB), extending the
term of the agreement through June 30, 2006.
2) Approve an increase of $374,200 in the expenditure limit of the existing Rail Shuttle Bus
Agreement (SOl14750) with the JPB to cover the City's shuttle program operating costs during
the period July 1, 2005 through June 30,2006.
BACKGROUND
In 1999, the City and JPB entered into the Rail Shuttle Bus Service Administration agreement for
the provision of shuttle bus services in Palo Alto, as part of the JPB shuttle bus program. The
agreement provides that the agencies may extend the term of the agreement upon mutual consent.
There have been nine contract extensions since the original agreement was executed.
DISCUSSION
The tenth amendment to the agreement, in letter format (Attachment A) dated 6/22/05, provides for
continued shuttle services for the Palo Alto shuttle program from July 1, 2005 through June 30,
2006. Due to the late receipt of this letter agreement, staff was not able to agendize this item for
Council approval prior to the end of the fiscal year. The JPB has continued to provide uninterrupted
shuttle service during the interim until the contract extension is approved by the City.
The contract with the JPB stipulates that the City reimburse the JPB for 25 percent of the cost of the
peak period Embarcadero shuttles and 100 percent for the remainder of the shuttle program contract
costs. The City's total contract expense to continue the current shuttle program service level for the
twelve-month period ending June 30, 2005 is estimated to be $374,200. ~n order to cover the full
CMR:343:05 Page 1 of2
additional contract expense through June 30, 2005, staff is requesting that the Council approve an
increase of $374,200 in the contract expenditure limit for the contract with the Caltrain Joint Powers
Board.
This General Fund expense will be reduced by approximately $36,000, the Palo Alto Unified
School District's share of the cost of shuttle extension to Gunn High School, for the fiscal year. In
addition, the Council has authorized staff to initiate a shuttle donation campaign targeted at the
users and beneficiaries of the shuttle services to raised private contributions to offset a small portion
of shuttle operating costs.
RESOURCE IMPACT
Funding provided in the 2005-2006 operating budget for the Palo Alto shuttle is sufficient to cover
, these costs. No additional resources will be required at this time. The extension of this agreement
with the JPB will not prevent staff from implementing additional shuttle operational efficiency
improvements dl.lring the course of the year as needed.
POLICY IMPLICATIONS
This request is consistent with existing Council, direction to continue and expand the Palo Alto
shuttle project.
ENVIRONMENTAL REVIEW
On August 2, 1999, the City Council approved a Negative Declaration finding the shuttle project
would not result in any significant environmental impact.
ATTACHMENTS
A. Caltrain Joint Powers Board Contract Extension Letter Agreement dated 6/22/05
PREPARED BY: _____ """"-Au~/~A,l ~.Qg~. ~~=_=_=~ __ _
G1JYiE LIKENS
DEPARTMENTAPPROVAL: __ ~~~~~ __________ ~~ ______ _
Director of Planning and
C mmunity Environment
CITY MANAGER APPROV AL: __ --I-=::::....!...Il.d-~~~~_--===--_
CMR:343:05
EMILY HARRISON
Assistant City Manager
Page 2 of2
\
Cal,
June 22, 2005
Gail Likens
City of Palo Alto
Transportation Planner
PO Box 10250
Palo Alto, Ca. 94303
Attachment A
RE: EXTENSION OF BAYLANDS/EMBARCADERO SHUTTLE BUS
ADMINISTRATION AGREEMENT
Dear Ms. Likens:
BOARD OF DIRECTORS 2005
MICHAEL D. NEVIN, CHAIR
KEN YEAGER, VICE CHAIR
MICHAEL T. BURNS
JOSE CISNEROS
DON GAGE
JIM HARTNETT
ARTHUR L. LLOYD
JOHN McLEMORE
SOPHIE MAXWELL
MICHAEL J. SCANLON
EXECUTIVE DIRECTOR
The existing Shuttle Bus Administration Agreement between the City of Palo Alto and
the Peninsula Corridor Joint Powers Board ("JPB") dated March 30, 1998 ("Agreement")
terminates on June 30, 2005. This Letter Agreement extends the term of the Agreement
for a one year period only from July 1, 2005 through June 30, 2006 ("Extension Period")
by mutual consent, as permitted in the Agreement.
You will be required to pay the JPB $35,614 during the Extension Period, constituting
twenty-five percent (25%) of the $142,453 estimated cost of operating the
BaylandslEmbarcadero Cal train Shuttle during the Extension Period. Payments for your
midday program will continue to be billed directly to Palo Alto as before.
The Agreement, when extended, will remain in effect during the Extension Period in all
respects except as expressly revised in this letter.
If the terms of this Letter Agreement are acceptable to you, please sign below, keep a
copy of this letter for your files, and return the original letter to me. The JPB's obligation
to fund the shuttle during the Extension Period is conditioned upon our receipt ofthis
Letter Agreement no later than August 30, 2005.
PENINSULA CORRIDOR JOINT POWERS BOARD
1250 San Carlos Ave. -P.O. Box 3006
San Carlos, CA 94070-1306 (650)508-6269
If you have questions about what these changes mean to your program, you can contact
me at leep@samtrans.com, or at (650) 508-6433.
Sincerely,
Paul Lee
Contract Administrator
Agreed to and accepted this __ day of ,2005.
City of Palo Alto By:
Name: ________________________ ___
Its: