HomeMy WebLinkAboutStaff Report 2885
City of Palo Alto (ID # 2885)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 9/4/2012
Summary Title: Extend the term of Rail Shuttle Bus Administration
Title: Approval of Amendment No. 19 to the Contract with the Peninsula
Corridor Joint Powers Board for Rail Shuttle Bus Administration to Extend the
Term for One Year and Add $51,980 for a Total Not To Exceed Amount of
$2,877,244
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Staff recommends that Council 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 for one year through June 30, 2013
and adding $51,980 to cover the City’s Embarcadero shuttle operating costs during the period
July 1, 2012 through June 30, 2013. This will increase the cumulative contract expenditure limit
to $2,877,244.
Background
In 1999, the City and JPB entered into the Rail Shuttle Bus Administration agreement for the
provision of shuttle bus services for the Palo Alto shuttle program, through the JPB Caltrain
shuttle bus program. The agreement provides that the agencies may extend the term of the
agreement upon mutual consent. There have been eighteen contract extensions since the
original agreement was executed.
The original JPB agreement contained terms and conditions for two distinct services: (1) the
basic Embarcadero/Baylands Caltrain commuter peak period shuttle route, which is part of the
Caltrain commuter shuttle program and subsidized up to 75% by the JPB, and (2) expanded
shuttle routes, including the Crosstown shuttle and special school commute service, funded
exclusively by City of Palo Alto. In January 2011, the City Council approved a three year contract
with MV Transportation to provide service for expanded shuttle routes, including the
Crosstown shuttle. However, City continues to contract with the JPB for the Embarcadero
Shuttle, which is a part of the Caltrain peak hour commuter shuttle program and is subsidized
heavily by the JPB.
Discussion
The nineteenth amendment to the agreement, in letter format (Attachment A) dated July 17,
2012, provides for continued shuttle services for the Palo Alto shuttle program from July 1,
2012, through June 30, 2013.
Staff is requesting that the Council approve the attached amendment to the Rail Shuttle Bus
Administration Agreement (S0114750) to provide continuing operation of the Caltrain
Embarcadero/Baylands shuttle program for the next year.
The cost of the Embarcadero/Baylands commute period shuttle service for this fiscal year is
estimated to be $207,922. The contract amendment with the JPB stipulates that the City
reimburse the JPB a sum of $51,980, equal to 25 percent of the annual cost of the peak period
Embarcadero/Baylands commute shuttle.
Resource Impact
Funding included in the 2012/2013 operating budget for the Palo Alto Shuttle program is
sufficient to cover the service and operating costs for the Embarcadero Shuttle. No additional
resources will be required at this time. The extension of this agreement with the JPB will not
impact the contract with MV Transportation that provides service for the Crosstown shuttle.
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:
Attachment A: Caltrain Joint Powers Board Contract Extension Letter Agreement dated
July 17, 2012 (PDF)
Prepared By: Ruchika Aggarwal,
Department Head: Curtis Williams, Director
City Manager Approval: ____________________________________
James Keene, City Manager
July 17,2012
Ms. Ruchika Aggarwal
City of Palo Alto
Transportation Planner
PO Box 10250
Palo Alto, Ca 94303
RE: EXTENSION OF BA YLANDSIEMBARCADERO SHUTTLE BUS
ADMINISTRATION AGREEMENT
Dear Ms. Aggarwal:
The existing Shuttle Bus Administration Agreement between the City of Palo Alto
("City") and the Peninsula Corridor Joint Powers Board ("JPB") dated March 30, 1998
("Agreement") terminates on June 30, 2012. This Letter Agreement extends the ternl of
the Agreement for a one year period only from July 1,2012 through June 30, 2013
("Extension Period") by mutual consent, as permitted in the Agreement.
The City will be required to pay the JPB $51,980 during the Extension Period,
constituting twenty-five percent (25%) of the $207,922 estimated cost of operating the
Baylands/Embarcadero Caltrain Shuttle during the Extension Period.
The Baylands/Embarcadero service is currently operating at a cost per passenger of
approximately $3.47. The maximum cost per passenger benchmark is $4.00 per
passenger. The additional riders from other firms support continuation of this route.
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 of this Letter Agreement no later than August 30, 2012.
PENINSULA CORRIDOR JOINT POWERS BOARD
1250 San Carlos Ave. -P.O. Box 3006
San Carlos, CA 94070-1306 650.508.6269
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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
Manager, Bus Contracts
Agreed to and accepted this _ day of _____ , 2012.
City of Palo Alto By: _________ _
Name:
Its:
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