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HomeMy WebLinkAboutResolution - 2005-R0348 - Contract - TTU - Campus Bus Service - 07/28/2005Resolution No. 2005-RO348 July 28, 2005 Item 19 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Contract for campus bus service, by and between the City of Lubbock and Texas Tech University, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 28th day c ATTEST: �_) ki, Rebe ca Garza, City Secretary APPROVED AS TO CONTENT: Craig Farme Managing Director of Planning & Transportation APPROVED AS TO FORM: Knight, gs/ccdocs/res-Contract-Texas Tech University -campus bus sery July 18, 2005 Resolution No. 2005-R0348 N4 J9182 AGREEMENT This Agreement, effective as of September 1, 2005, (the "Effective Date"), is by and between CITY TRANSIT MANAGEMENT COMPANY, INC, (hereinafter referred to as the "Company"), TEXAS TECH UNIVERSITY at Lubbock, Texas (hereinafter referred to as the "University"), and the CITY OF LUBBOCK, TEXAS, a Home Rule Municipal Corporation (hereinafter referred to as the "City"). WITNESSETH; WHEREAS, the parties hereto are aware of the traffic and parking challenges on the campus of the University as it relates to the expanding campus, enrollment growth, and the increasing number of commuting students, staff, and faculty of the University; and WHEREAS, the above named parties are desirous of relieving some of the traffic congestion and expediting transit between areas in and immediately adjacent to said University campus; and WHEREAS, City executed a management contract with McDonald Transit Associates, Inc., dated September 4, 2003, in which the City is obligated to provide capital assets reasonably required for the operation of the public transportation system of the City, and McDonald Transit Associates, Inc. agreed to provide management and advisory services for the system and to maintain the Company to employ the individuals necessary to operate the system; and WHEREAS, the Agreement embodies the intention and resolution of the above named parties: NOW, THEREFORE WITNESSETH THIS AGREEMENT: I. Term It is agreed and understood by and between the parties hereto that a University bus service utilizing up to thirty-six (36) buses will be provided by the Company during the period beginning September 1, 2005, and terminating on August 31, 2006, provided; however, that either the Company or the University may terminate said bus service upon thirty (30) days' written notice delivered to the other party by registered mail. II. Bus Operations With respect to bus operations, Company and University agree that the following conditions shall apply: A. Company will furnish buses having a seating capacity (manufacturer's rating) of not less than 33 with driver -operated front and side doors. The Company will provide the necessary personnel to service the route or routes designated by the University during the period specified in the preceding Paragraph I of this Agreement. The number of buses and the operating periods will be subject to continuous review, and the University will advise Company with regard to its needs and with respect to any changes in the number of buses and/or operating periods; subject to equipment availability, said changes will be instituted by Company within five (5) days after receipt of written notice from University. Initial service, commencing on September 1, 2005, shall be on a schedule provided by the University prior to that date. B. In the event that it develops during any portion of the period first specified in Paragraph I hereinabove, that a change in or extension of route, removal of a route, or addition of a new route is necessary or desirable, Company shall make such changes or extensions of a route or routes, shall remove a route, or shall add a new route upon University's request. The changes to be made by Company, therefore, shall be upon the basis, and shall be subject to the conditions and limitations, as are set forth in Subparagraph E of this Paragraph hereinbelow. Also, in the event it develops during said period that an additional bus or buses are required in order to meet the demand for said bus service during any operating period or periods, Company, if it is able to provide same, at the University's written request, shall provide such additional bus or buses for said service during said operating period or periods upon the same basis, as is set forth hereinabove. University shall have the right to terminate any such changes, extensions, or new routes upon five (5) days' written notice to the Company. 6 Page 1 of C. Buses shall stop to receive or discharge the passengers entitled to use, and using, bus service at such points as shall be agreed upon from time to time during said periods, between Company and University, and University will identify the points at which stops will be made by said buses. The Company will provide acceptable markers. D. Company will exercise due diligence to adhere to the time schedules hereinabove referred to, but minor deviations therefrom due to variations in traffic, weather, or load conditions shall not be deemed to be a default hereunder. E. All revenues received by the Company pursuant to the Agreement shall be and remain from the time of the Company's receipt thereof the property of the City, and the treatment of such revenues, including the banking thereof, and the accounting therefore, shall be as directed by a representative chosen by the City Manager of the City. Company shall not collect fares from its passengers, but shall charge University for providing said on -campus bus service as follows: During the period from September 1, 2005, and August 31, 2006: A minimum for 33,715.29 hours of service at a base rate of $41.00 per hour, for a total for $1,382,327. Hours are calculated based on the published 2005-2006 school calendar. Such charges shall be adjusted each month to reflect any change above or below the monthly average of the actual price paid per gallon of fuel in that month by Company on a base figure of $1.80 per gallon. The adjustments shall be based on fuel consumption of 2.5 gallons per hour of operations per vehicle and shall be accomplished according to the following formula: Adjusted Hourly Rate per Vehicle = Base Rate + (2.5 x Fuel Cost Above $1.80 per Gallon) OR Adjusted Hourly Rate per Vehicle = Base Rate - (2.5 x Fuel Cost Below $1.80 per Gallon) F. All revenues received by the Company pursuant to the Agreement shall be and remain from the time of the Company's receipt thereof the property of the City, and the treatment of such revenues, including the banking thereof, and the accounting therefore, shall be as directed by a representative chosen by the City Manager of the City. Company shall not collect fares from its passengers, but shall charge University for providing said off -campus bus service as follows: During the period from September 1, 2005, and August 31, 2006: A minimum for 18,112.10 hours of service at a base rate of $41.00 per hour, for a total for $742,596.10. Hours are calculated based on the published 2005-2006 school calendar. Such charges shall be adjusted each month to reflect any change above or below the monthly average of the actual price paid per gallon of fuel in that month by Company on a base figure of $1.80 per gallon. The adjustments shall be based on fuel consumption of 2.5 gallons per hour of operations per vehicle and shall be accomplished according to the following formula: Adjusted Hourly Rate per Vehicle = Base Rate + (2.5 x Fuel Cost Above $1.80 per Gallon) OR Adjusted Hourly Rate per Vehicle = Base Rate - (2.5 x Fuel Cost Below $1.80 per Gallon) Company shall submit an invoice at the end of each month showing the amount due for service provided. Contemporaneously therewith, Company will present University with a billing at the close of operations Page 2 of on the last day of each month. Such bill is to be paid as promptly as possible in usual course of University business and in accordance with State law. The Company will provide an income and expense statement at the end of the contract period. $2,125,000 + $0 = $2,125,000 Service Cost Estimated Estimated Fuel Cost Total Cost Adjustment G. Funds from the Student Transportation Fee will enable Texas Tech Students to ride the fixed routes when they show a current Texas Tech Student Identification Card. M. Service Orders Company shall furnish service orders, if equipment is available, for the transportation within fifty (50) miles of the City limits of such special groups as may be designated by University. Company will charge University for providing said service orders the sum of $75.00 for the first hour of service and $60.00 for the second and third hour of service for each bus used in said service. Any service orders exceeding three hours will be billed $45.00 per hour/per bus after the first three hours. This is in accordance with Federal Regulation 49 CFR Part 604 that states transit agencies must recover the fully allocated costs of the service provided. The above mentioned rates are the same rates that are charged to the general public. There will be no minimum hours of service required on service orders. Billing periods and reports of operation shall be submitted in accordance with the provisions of Subparagraph F of Paragraph II hereinabove. IV. Publicity The University will undertake and conduct a program designed to publicize the existence of said bus service and to acquaint its staff members and students with the availability of the same during the period in which it is provided in accordance with and under the Agreement. The Company will provide appropriate timetables for the convenience of students. The Company will also provide students with pocket -,sized campus maps and place an advertisement in The Daily Toreador at the beginning of the Fall Semester. The Company will obtain the Student Government Association's approval of any advertisements before placing them in the buses used on campus. The Company will provide lease space for two vinyl wrap bus advertisements to the University at no charge. The University will be responsible for the production cost of the vinyl. The vinyl wraps will be designed by the University with final approval by the Company. The Company will provide space for in -bus signage for student organizations that are advertising a non - revenue generating event at no fee to the University. V. Service Provided Company will provide and use at all times, buses that are in good and safe mechanical condition, and are also in reasonably clean condition, and will also provide competent and duly licensed drivers by whom said buses shall be driven, and Company will assume full and complete responsibility for the condition of said buses and the qualifications and competence of its drivers at all times, and University assumes no obligations whatsoever for either of the same. VI. Independent Contractor Relationship f0 Page 3 of In providing and furnishing said bus service during the term hereof, Company shall act solely in the capacity of and as an independent contractor, and not as an agent or employee of the University, and University shall have no control over Company's operations in connection with providing said service except as hereinabove provided and University shall have no control or supervision whatsoever over the drivers of the buses used in said service who shall be employed by Company. Said drivers shall not constitute agents or employees of University, and shall be subject solely to Company's supervision and control. VII. Insurance and Risk A. It is recognized by the parties hereto that Company and the City of Lubbock, Texas, have entered into an Agreement for the purpose of Company providing transportation services in and around the City of Lubbock, Texas, including the University. That under said Agreement, the Company carries and keeps in force an insurance policy insuring both City and Company against liability for personal injury or property damages arising out of the operation of said bus services and that the services provided herein are also conducted pursuant to the Agreement between the City of Lubbock and Company. At all times during which Company shall provide the bus services mentioned herein and upon the above and foregoing terms and conditions, University shall be protected under Company's insurance coverage against liability and personal injuries or personal damages arising out of the operation of said bus service to the extent of at least $300,000 for personal injury to any one person, $500,000 for each occurrence, and $300,000 for property damages sustained in any accident or occurrence arising out of the operation of said bus service and the University shall be furnished a certificate of Company's insurer showing coverage to be at least in the sums just stated. Said insurance policy shall name and include "The Board of Regents of Texas Tech University" and "Texas Tech University" as named insured. Said policy or policies shall, upon request, be subject to the examination and approval of the University. B. Company, as named insured, assumes, to the extent of the insurance coverage maintained, the risk of service operation and University shall not be liable for damage to any and all buses or other Company property used in the bus service operation regardless of the cause thereof. To the extent of the proceeds of such insurance, the University shall be reimbursed for any damage or injury to University property arising out of or resulting from the said bus service operation except that no such reimbursement shall be made for (1) damage to pavement by normal operation of buses, or (2) any damage or injury caused by acts or omissions over which Company, its employees, or agents had no control. VIII Maintenance Company agrees to maintain and operate said bus service and the buses used in providing the same in a safe, efficient and lawful manner, and in so doing, shall comply with all applicable statutes, municipal ordinances, and traffic rules and regulations promulgated by the University. IL Miscellaneous A. It is further agreed that this Agreement is made solely for the benefit of the University, the Company, and the City, and no one else, whether a staff member or student of University, or otherwise, and that no action or defense may be founded upon this Agreement except by the parties signatory hereto. B. In no event shall the Company be deemed to be in default of any provision of this Agreement for failure to perform where such failure is due solely to strikes, walkouts, civil insurrections or disorders, acts of God, or for any other cause or causes wholly beyond the control of the Company. In such eventuality, the University may, upon twelve (12) hours' notice to the Company, request the temporary suspension of bus service until the resumption of normal class schedules, in which event the Company will not furnish buses or be paid for services until the resumption of services. The University shall, in such cases, notify the Company twelve (12) hours in advance of the time service is to be resumed. X. 61 Page 4 of Dispute Resolution A. The dispute resolution process provided for in the Texas Government Cade, Chapter 2250 shall be used by the University and the Company in an attempt to resolve any unresolved claim for breach of contract arising under this Agreement and made by the Company. Page 5 of EXECUTED, as of the Effective Date hereof TEXAS TECH UNIVERSITY Dr. J Whitrnore, President Date: F -c24, -05-- Dr. Michael Shonrock, Vice President for Student Affairs Date- f Dr. Tom Anderes Senior Vice President for Achmmstion d Rance Date:? 6S REVIEWED FOR FORM TEXAS TECH UNIVERSITY % r. �/ r/! "en a I • WMV7 i .. .r CITY TRANSIT MANAGEMENT CO., INC. John L. Wilson, Vice President M�WVD AND AGREED TO K yor ATTEST: Reb ca Garza, City Secretary APPRO AS TO C LATENT: Craig F er anaging Director of Planning APPROVED AS TO FORM: M. Knight, As ' t Ci Attorney 6p -1k Page 6 of Jul 25 05 03:30p CITIBUS (806)767-2387 p.2 INDEMNIFICATION UNDER CONTRACT This endorsement forms a part of the Declarations to which attached, effective on the inception date of the coverage unless otherwise stated herein, and clarifies such coverage as is afforded by the provisions of the coverage shown below: Z GENERAL LIABILITY Z AUTOMOBILE LIABILITY ❑ LAW ENFORCEMENT LIABILITY ❑ AIRPORT (GENERAL LIABILITY HAZARDS) PREMISES LIABILITY Entity Name :Lubbock-Citibus Entity fD :0458 Effective Date :1011/04 It is agreed that coverage is provided for the liability assumed. by the Fund Member to indemnify the person or organization named below under a contract between :such person or organization and the Fund Member, but such coverage shall not exceed the limits of coverage set forth in the Declarations. -- Person or Organization :Texas Tech University, Board of Regents Address : PO Box 4610 City, State & Zip Code :Lubbock, TX 79414 Description As respects to the City of Lubbock — Citibus' Bus Operations TEXAS MUNICIPAL LEAGUE INTERGOVERNMENTAL RISK POOL 7af /0 Eu l 7 Regular City Council Meeting July 28, 2005 There is no fiscal impact on the General Fund involved with this project or amendment. The source for these funds is a pass through grant from the Texas Department of Housing and Community Affairs. Funding became available after the release of additional funds for the Comprehensive Energy Assistance Program by the State of Texas. If the project goes over budget, there will be no impact on State funds, Federal funds, or the City's General Fund. The Community Development Service Board and staff recommended approval of this amendment. The next item considered was Item 21. (19.) Resolution No. 2005-RO348 authorizing the Mayor to execute a contract with Texas Tech University for campus bus service (Citibus). This item was moved from consent agenda to regular agenda and considered following Item 17. The contract with Texas Tech University (TTU) for transit services is for a one-year period beginning September 1, 2005 and ending on August 31, 2006. The contract cost will be $41 per bus per hour. This will include a fuel cost adjustment above or below $1.80 per gallon. The price per hour covers full cost recovery for the City. The current contract cost is $39.22 per bus per hour with a fuel cost adjustment above or below $1.30. Citibus has had a contract with TTU since 1968, with the fuel cost adjustment being added to the contract in 1981. In accordance with the TTU contract, Citibus does not collect fares from its passengers. The TTU Board of Regents will consider approval of the contract at their August meeting and requests that City Council execute the contract first. FISCAL IMPACT: The Federal Transit Administration reimburses any funds spent on maintenance at 80% since the Texas Tech University service is on a breakeven option. The additional funds are used to pay for system expenses which otherwise would have to be paid by the City. Citibus anticipates receiving $2,125,000 from TTU in FY 2006. The approval of this contract will result in no additional cost to the City. Citibus recommended approval of the TTU contract. Motion was made by Council Member Gilbreath, seconded by Mayor Pro Tem Martin to pass Resolution No. 2005-80348 by amending the Assistant City Manager for Development to the City Manager of the City of Lubbock. Motion carried; 7 Yeas, 0 Nays. 22 TO: Craig Farmer, Managing Director of Planning & Transportation FROM: John L. Wilson, General Manager DATE: July 15, 2005 SUBJECT: Agenda Comments for City Council Meeting on July 28, 2004 CITY OF LUBBOCK AGENDA ITEM SUMMARY II. CONSENT AGENDA ITEWSUBJECT: # Consider a resolution authorizing the Mayor to execute a contract with Texas Tech University for campus bus service. BACKGROUND DISCUSSION: The contract with Texas Tech University (TTU) for transit services is for a one- year period beginning September 1, 2005 and ending on August 31, 2006. Contract cost will be $41.00 per bus per hour. This will include a fuel cost adjustment above or below $1.80 per gallon. The price per hour covers full cost recovery for the City of Lubbock. The current contract cost is $39.22 per bus per hour with a fuel cost adjustment above or below $1.30. Citibus has had a contract with TTU since 1968, with the fuel cost adjustment being added to the contract in 1981. In accordance with the TTU contract, Citibus does not collect fares from its passengers. The TTU Board of Regents will consider approval of the contract at their August meeting. The TTU Board of Regents requests that the City Council execute the contract first. FISCAL IMPACT: Any funds spent on maintenance are reimbursed by the Federal Transit Administration at 80% since the Texas Tech University service is on a breakeven option. The additional funds are used to pay for system expenses which otherwise would have to be paid by the City. Citibus anticipates receiving $2,125,000 from TTU in FY 2006. The approval of this contract will result in no additional cost to the City of Lubbock. SUMMARY/RECOMMENDATION: Cgtibus recommends the approval of the TTU contract.