HomeMy WebLinkAbout2002-10-07 City Council (3)TO:
City of Palo Alto
C°ty Manager’s Rep rt
HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE:
SUBJECT:
October 7, 2002 CMR:404:02
APPROVAL OF CONTRACT EXTENSION AND INCREASE IN THE
EXPENDITURE LIMIT OF THE RAIL SHUTTLE BUS SERVICE
ADMINISTRATION AGREEMENT WITH THE PENINSULA
CORRIDO.R JOINT :POWERS BOARD FOR THE PALO ALTO
SHUTTLE PROJECT
RECOMMENDATION
Staff reconamends that Council:
(a)Authorize the Mayor 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 December 31, 2002.
(b) Approve an increase of $206,500 in the expenditure limit of the existing Rail Shuttle Bus
agreement (Sl14750) with the JPB to cover the City’s expanded shuttle program
operating costs during the period through December 31, 2002.
BACKGROUND
The Rail Shuttle Bus Service Administration Agreement between the City and JPB provides
that the agencies may extend the term of the agreement upon mutual agreement. Since the
original agreement was executed in 1999, there have been five contract extensions.
The sixth Amendment to the Agreement, in letter format (Attachment A), provides for
continued shuttle services for the Palo Alto shuttle program from July 1, 2002 through
December 31, 2002.
For the last two contract amendments, staff determined that the Mayor was authorized to
execute the amendments without Council action. After the Mayor executed the
amendments, staff requested that Council approve the related increased contract expenditure
limits. In reviewing this sixth amendment, the City Attorney determined that the full
Council should take action on both the amendment and the increase in the contract
expenditure limit. This resulted in a delay until now in bringing this matter forward to the
Council.
CMR:404:02 Page 1 of 2
DISCUSSION
The total cost of the shuttle contract expense for the six-month period ending December 31,
2002 is estimated to be $244,000. Of this amount, approximately $37,500 is subsidized
directly by the JPB, leaving a remaining contract cost of approximately $206,500. Staff is
requesting that Council approve an increase in the existing contract encumbrance by this
amount. This General Fund expense will be reduced by $36,000: Palo Alto Unified School
District (PAUSD) has agreed to fund its share of the Gunn extension for the July-December
period, approximately $!8,000. The city will deduct PAUSD’s costs from the regular
remittances for the Lease and Covenant Not to Develop. Further, approximately $18,000 of
th~ contract expense will be paid from the Parldng Structures CIP budget to offset the cost
of the Downtown Shuttle, for the period from July-September. A separate contract has been
executed with the shuttle operator, Parking Company of America, for the October-
December periodi
RESOURCE IMPACT
Shuttle program funding provided in the 2002-2003 operating budget is sufficient to cover
these costs. No additional resources will be required at this time.
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. Letter Agreement 6
PREPARED BY:
LIKENS
Projects Manager
DEPARTMENT APPROVAL:
CITY MANAGER APPROVAL:
STEVE EMSLIE
Director of Planning and
Community Environment
~-~MIL~-~HARRISON
Assistant City Manager
CMR:404:02 Page 2 of 2
Pe.i.sUla Corrido~
Jo|.t Powers Board
1250 San Carlos Avenue
PO Box 3006
San Carlos, CA 94070-1306
ATTACHMENT A
tel 650.508.6269
fax 650.508.6365
Monday, July 01, 2002
Gail Likens
City of Palo Alto
Transportation Planner
PO Box 10250
Palo Alto, Ca 94303
RE: EXTENSION OF BAYLANDS SHUTTLE BUS ADMINISTRATION AGREEMENT
Dear Ms. Likens:
The existing Shuttle Bus Administration Agreement between City of Palo Alto and the Peninsula Corridor
Joint Powers Board ("JPB") dated 30 th. Dec. 2001 ("Agreement") terminates on Jun 30th.2002. This
Letter Agreement extends the term of the Agreement for six months from July 1, 2002 to December 31,
2002 ("Extension Period") by mutual consent, as permitted in the Agreement.
You will be required to pay the JPB $12,500 during the Extension Period, constituting twenty-five percent
(25%) of the $50,000 estimated cost of operating the Baylands Caltrain Shuttle during the Extension
Period.
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 Richard Cook. The JPB’s obligation to fund the shuttle
during the Extension Period is conditioned upon our receipt of this Letter Agreement.
Since;y,~i,,’~,,
Richard Cook
Bus Contracts Staff
Agreed tO and accepted this __
CITY OF PALO ALTO
day of ,2002.
By:
Its: