HomeMy WebLinkAboutStaff Report 4068
City of Palo Alto (ID # 4068)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 9/16/2013
City of Palo Alto Page 1
Summary Title: Extend the term of Rail Shuttle Bus Administration
Title: Approval of Amendment No. 20 to Contract No. S0114750 With The
Peninsula Corridor Joint Powers Board for Rail Shuttle Bus Administration to
Extend the Term for Six Months and Add $26,684 for a Total Not To Exceed
Amount of $2,903,928
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 six months through December 31,
2013 and adding $26,684 to cover the City’s Embarcadero shuttle operating costs during the
period July 1, 2013 through December 31, 2013. This will increase the cumulative contract
expenditure limit since 1999 to $2,903,928.
Background
The City and JPB entered into the Rail Shuttle Bus Administration agreement in 1999 for the
provision of the Palo Alto Shuttle Program through the JPB Caltrain shuttle bus program. The
agreement allows the Palo Alto to extend the term of the program upon mutual consent. There
have been nineteen 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 currently subsidized 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 that expires in February 2014. The City continues to contract with the JPB for
the Embarcadero Shuttle.
City of Palo Alto Page 2
Discussion
The twentieth amendment to the agreement, in letter format (Attachment A) dated August 19,
2013, provides for continued shuttle services for the Palo Alto shuttle program from July 1,
2013, through December 31, 2013.
In previous years, this agreement was extended to cover funding periods in one-year
increments. However, this year JPB staff is in the process of updating the original Rail Shuttle
Bus Service Administration Agreement from 1999. The new updated agreement will be
provided to the City in the next few months and will cover the period of January 1, 2014
through June 30, 2014. If desired by the City, the new updated agreement could be extended
by formal amendments to cover additional funding periods of up to one year increments.
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 six months.
The cost of the Embarcadero/Baylands commute period shuttle service for six months from July
1, 2013 through December 31, 2013 is estimated to be $106,734. The contract amendment
with the JPB stipulates that the City reimburse the JPB a sum of $26,684, equal to 25 percent of
the cost of the peak period Embarcadero/Baylands commute shuttle.
Resource Impact
Funding included in the 2013/2014 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.
City of Palo Alto Page 3
Attachments:
Attachment A: Caltrain Joint Powers Board Contract Extension Letter Agreement dated
August 19, 2013 (PDF)
August 19,2013
Ms. Ruchika Aggarwal
City of Palo Alto
Transportation Planner
POBox 10250
Palo Alto, Ca 94303
RE: EXTENSION OF BAYLANDSIEMBARCADERO SHUTTLE BUS
ADl.\tIINISTRATION AGREEMENT
Dear Ms. Aggarwal:
Peninsula Corridor Joint Powers Board (bJPB") staff is updating and standardizing the
many old and outdated Rail Shuttle Bus Service Administration Agreements, some of
which go hack almost 20 years. Once this update is complete, the new updated
agreement shall replace the existing agreement that past letter extensions have referenced,
While the update is in progress, we have decided to provide a six month extension of
existing agreements. The new updated agreement shall be provided to you in the next
few months and will cover the period ofJanuary 1,2014 through June 30, 2014. It will
then be extended, if desired by the parties, by formal amendments, to cover additional
funding periods of up to one year increments.
The existing Shuttle Bus Administration Agreement between the City of Palo Alto
(bCity") and the JPS dated March 30, 1998 ("Agreement")terminates on June 30, 2013.
This Letter Agreement extends the term of the Agreement for a SIX MOl'.'TH period
from July I, 2013 through December 31, 2013 ("Extension Period") by mutual consent,
as permitted in the Agreement. All terms of the Agreement remain in full force and
effect, except as expressly revised herein.
The City will be required to pay the JPB $26,684 during the Extension Period,
constituting twenty-five percent (25%) ofthe $106,734 estimated cost of operating
Embarcadero Caltrain Shuttle during the Extension Period.
The Embarcadero service is currently operating at a cost per passenger of
approximately $3.83. The maximum cost per passenger benchmark is $4.00 per
passenger. The additional riders from other entities support continuation of this route.
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PENINSULA CORRIDOR JOINT POWERS BOARD
1250 San Carlos Ave, -P.O. Box 3006 5263414.1
San Carlos, CA 94070-1306 650.508,6269
If the tenus of this Letter Agreement are acceptable to you, please have the Letter
Agreement executed by an individual authorized to enter into such agreements and return
a copy to:
San Mateo County Transit District
1250 San Carlos Avenue
San Carlos, CA 94070
ATTh: Bus Contracts -Shuttles
Alternatively, you may email a scan of the properly executed Letter Agreement and all
other required documentation to shuttles@samtrans.com. Please note that the JPB's
obligation to fund the shuttle during the Extension Period is conditioned upon receipt of
this Letter Agreement no later than September 30, 2013.
If you have questions about the tenus of this Letter Agreement, you may eontact Michael
Stevenson, Associate Operations Contract Administrator -Shuttles, at
stevensonm@samtrans.com, or at (650) 508-7979.
Agreed to and. accepted this day of _____ , 2013.
CITY OF PALO ALTO:
The person signing below represents and warrants that they are authorized by the City to
bind the City of Palo Alto to this Letter Agreement.
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5263414.1