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HomeMy WebLinkAbout11-99 RESOLUTION• • ts RESOLUTION NO. 1 1- 9 9 • A RESOLUTION APPROVING AN AGREEMENT WITH JONES TRANSPORTATION SERVICE, INC., FOR THE PROVISION OF TROLLEY OPERATIONS FOR THE PERIOD OF MARCH 1, 1999 THROUGH DECEMBER 31, 1999, WITH FOUR ONE YEAR RENEWAL OPTIONS. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves an agreement with Jones Transportation Service, Inc., for the provision of trolley operations for the period of March 1, 1999 through December 31, 1999, with four 1 -year renewal options; and authorizes the Mayor and City Clerk to execute said agreement. A copy of the agreement is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this Z day of February , 1999. • 1 s4*. iswelce eather Woodruff, City Clerk APPROVEO By. f/� red Hanna, Mayor NAME OF FILE: • L. g- , 1)65 4A/Us/0oX) TATroA/ .56721_ c-) INe figaz6/ CROSS REFERENCE: Date Contents of File Initials 2 -off 9Q ESS. y/- 99 /x/1rLI T 'A" ( EEnkyr) CoVt, Is. Erree fAom iIA,QoiA So4aSi iteEsn1E-kr J/)A/g5 TH,us aer4rrnA/,Co n/0/wy Hzs75Qy 17 /4-99 O 72,t4yerrerzeu. E CTT}/ (o/%Cl4 / 2-0-99 .17AFF Q E V-Le rc3 l0-99 719 112 To S,ccAN ,S' /ail IAl 111117: . 12/29/98. 10:01 FAX 5014428538 • • • AGREEMENT THIS AGREEMENT, entered into as of this day of�4.•errj 199 by and between Jones Transportation Service, Inc., hereinafter refereed to as%I'S" and The City of Fayetteville, Arkansas, hereinafter referred to as "the City". (01 • EXHIBIT A WITNESSETH THAT: JTS and the City will jointly provide transportation service for the City in accordance with guidelines contained herein. 1. TYPE OF SERVICE The service shall be open to members of the general public and shall not be operated exclusively for any one group or organization. 1, ROUTE DEVELOPMENT JTS will assist the City in developing the most time and mileage efficient routing and scheduling for the service 3. VE CLFS & INSURANCE JTS will operate vehicles owned by the City for service provided under this Agreanent. Vehicles will be operated in accordance with routes approved by the City. In no instance will vehicles be operated by the City for services not provided under this Agreement, or outside the State of Arkansas, unless the City shall secure adequate insurance covering such operation and operate under its own authority. JTS's use of said vehicles shall be limited to service provided under this Agreement unless approved by the City. Because it is not immune from tort liability, JTS agrees to maintain the following vehicle insurance coverage on all vehicles operated under this agreement: Liability: $1,000,000.00 combined single limit. Medical: 55,000 00. Uninsured Motorist: 5500,000.00. Underinsured Motorist: 5500,000.00. Comprehensive: Deductible: 525.00. Collision: Deductible: 5500.00. JTS will provide for Surance as specified above on the three (3) City owned vehicles in place at the time of initiation of this contract that are used for the provision of trolley services. During the term of this contract, should the City decide to replace equipment or expand the number of vehicles in service, the City and JTS will conduct an insurance cost review to determine if rate of payment adjustments should be made es defined in Section Nine (9) of this agreement. V !I8IHX3 T1s • • • 4. MAINTENANCE & LICENSING The City shall provide vehicle maintenance at the City Shop. The City will provide fuel, oil and other necessary operating supplies. Licensing and other operating costs will be provided by the City. JTS shall comply with all scheduled maintenance as set by the City and is to notify the City of any maintenance or repair needs on the vehicles. Necessary movement of vehicles shall be coordinated with the City Shop. If necessary and approved by the City, JTS will provide maintenance or repair, and will subsequently bill the City at current rates charged to non -profits. JTS shall not obligate the City to pay any cost pertaining to any aspect of this agreement without prior written authorization. 5. DISPATCH & OPERATIONS Each vehicle will be equipped with proper communication equipment. JTS will do all dispatching and scheduling. The City will use request forms signed by authorized agent for the City or use phone authorization by the City agent and JTS agent for scheduling. JTS will provide spare vehicles to insure uninterrupted service to the City in the event of malfunction of the assigned vehicles. Spare vehicles will match the capacity of regularly assigned vehicles when possible. 6. DRIVERS JTS shall provide all Drivers for service operated under this agreement who shall receive special orientation and training to prepare them to educate passengers, in addition to JTS s regular Driver training. Said training shall consist primarily of a set of written materials which shall be memorized by Drivers for repetition to passengers, and a set of guidelines for dress, behavior, and any other items designated by the City or JTS. Adequate scheduling, supervision, and substitute Drivers shall be provided to assure uninterrupted service Drivers used to provide service to the City will: (a) Hold licenses required by federal and state law. (b) Have a satisfactory driving record based on information documented from the Arkansas Department of Motor Vehicles, and continue to demonstrate ability to drive the vehicle to JTS's satisfaction. (c) Successfully complete, and update as needed, training in accordance with JTS's training policy. • (d) Be approved by JTS to drive based on the above criteria. In addition, Drivers will adhere to guidelines provided by the City for dress, behavior, and other performance based items designated by the City. All policies in this area will be communicated to the authorized JTS representative. 7 PROMOTION & PUBLIC AWARENESS JTS will work with the City to develop an on-going program of public awareness to assure that tourists and City residents know of the service and are able to access it. It is understood that JTS shall not pay for any promotion or advertising under this Agreement, other than minor in-house mailing. 8. INCLEMENT WEATHER Either the City or JTS may, in case of inclement weather and/or hazardous road conditions, cancel or modify scheduled transportation service. 9. RATE OF PAYMENT (a) Normal Trolley route - $17.50 per hour. (1) Non profit group rate - same. (b) For supplemental rates - $25.00 per hour for personal or private groups. City to receive $7.50 credit per hour. (c) $29.90 per hour when JTS unit used. City to receive no credit. Rates may be subject to periodic adjustments upon written agreement of both parties, the City and JTS. 10. METHOD OF PAYMENT JTS will bill the City monthly for transit service provided under this Agreement using a format designed to show the hours of services provided to the City. Personal or Private groups will be billed direct. Copies of such billing shall be made available to the City. 11. RECORDS JTS's responsibility for record-keeping, financial and record data computations shall be limited under this Agreement to number of riders, daily trip sheets, and records required by the Arkansas Highway and Transportation Department. Maintenance records shall be maintained by the City and shall be open to inspection by JTS and its agents, including representatives of the Arkansas Highway and • • Transportation Department upon request. 12. REPRESENTATIVES AND NOTICE The representatives of the respective parties who are authonzed to administer this Agreement and to whom formal notices, demands, and communications shall be given are as follows: The representative of JTS shall be: Harold W. Jones, President/Owner Jones Transportation Service, Inc. 1617 Ramsey Avenue Fayetteville, AR 72703 The representative of the City shall be: Fred Hanna, Mayor City of Fayetteville 113 West Mountain Fayetteville, AR 72701 Notice as required by the terms of this agreement shall be effective upon hand delivery, in writing, to the appropriate representative listed above five (5) days after written notice is mailed First Class, U. S. Postage, to said representative. 13. TIME OF PERFORMANCE The initial term of this Agreement shall be from March 1, 1999, until December 31, 1999. After the end of the initial term, the City shall have the option to renew this Agreement for four (4) additional one year terms. Exercise of optional renewals will be by written agreement of both parties, the City of Fayetteville and HS. 14. AGREEMENT AMENDMENTS This Agreement may be modified at any time by a memorandum of understanding with the mutual agreement of both parties. 15. AGREEMENT TERMINATION This Agreement may be terminated by one (1) of the following methods: (a) Either party may terminate this Agreement upon thirty (30) days' written notification, or (b) Both parties, by their mutual consent, may terminate this Agreement immediately. • • • IN WITNESS WHEREOF, this Agreement is signed and made effective by the following: old W. Jones resident Jones Transpo tion Service, Inc. beson Fred Hanna, Mayor City of Fayetteville Date TROLLEY I. 13. 4 • • AGREEMENT THIS AGREEMENT, entered into as of this day of 199_, by and between Jones Transportation Service, Inc , hereinafter referred to as 'ITS" and The City of Fayetteville, Arkansas, hereinafter referred to as "the Cit". WITNESSETH THAT: JTS and the City will jointly provide transportation service for the City in accordance with guidelines contained herein: 1. TYPE OF SERVICE The service shall be open to members of the general public and shall not be operated exclusively for any one group or organization. 2....ROILTEDLIELDIMENT JTS will assist the Qty in developing the most time and mileage efficient routing and scheduling for the service. 3....ITILICLESAINSIRANCE JTS will operate vehicles owned by the City for service provided under this Agreement. Vehicles will be operated in accordance with routes approved by the City. In no instance will vehicles be operated by the City for services not provided under this Agreement, or outside the State of Arkansas, unless the City shall secure adequate insurance covering such operation and operate under its own authority. JTS's use of said vehicles shall be limited to service provided under this Agreement unless approved by the City. Because it is not immune from tort liability, JTS agrees to maimain the following vehicle insurance coverage on all vehicles operated under this agreement: Liability: 51,000,000.00 combined single limit. Medical: 55,000.00. Uninsured Motorist: 5500,000.00. Underinsured Motorist: 5500,000.00. Comprehensive: Deductible: 525.00. Collision: Deductible: 5500.00. JTS will provide for awnance as specified above on the three (3) City owned vehicles in place at the time of initiation of this contract that are used for the provision of trolley services. During the term of this contract, should the City decide to replace equipment or expand the number of vehicles in service, the City and JTS will conduct an insurance cost review to determine if rate of payment adjustments should be made as defined in Section Nine (9) of this agreement. • TROLLEY I. B.5 4. MIAINTENANCE & LICENSING The City shall provide vehicle maintenance at the City Shop. The City will provide fuel, oil and other necessary operating supplies. Licensing and other operating costs will be provided by the City. JTS shall comply with all scheduled maintenance as set by the City and is to notify the City of any maintenance or repair needs on the vehicles. Necessary movement of vehicles shall be coordinated with the City Shop. If necessary and approved by the City, JTS will provide maintenance or repair, and will subsequently bill the City at current rates charged to non -profits. JTS shall not obligate the City to pay any cost pertaining to any aspect of this agreement without prior written authorization. 5. DISPATCH & OPERATIONS Each vehicle will be equipped with proper communication equipment. JTS will do all dispatching and scheduling. The City will use request forms signed by authorized agent for the City or use phone authorization by the City agent and JTS agent for scheduling. JTS will provide spare vehicles to insure uninterrupted service to the City in the event of malfunction of the assigned vehicles. Spare vehicles will match the capacity of regularly assigned vehicles when possible. 6. DRIVERS JTS shall provide all Drivers for service operated under this agreement who shall receive special orientation and training to prepare them to educate passengers, in addition to JTS's regular Driver training. Said training shall consist primarily of a set of written materials which shall be memorized by Drivers for repetition to passengers, and a set of guidelines for dress, behavior, and any other items designated by the City or JTS. Adequate scheduling, supervision, and substitute Drivers shall be provided to assure uninterrupted service. Drivers used to provide service to the City will: (a) Hold licenses required by federal and state law. (b) Have a satisfactory driving record based on information documented from the Arkansas Department of Motor Vehicles, and continue to demonstrate ability to dnve the vehicle to JTS's satisfaction. (c) Successfully complete, and update as needed, training in accordance with JTS's training policy. TROLLEY I. B.6 • • (d) Be approved by JTS to drive based on the above criteria. In addition, Drivers will adhere to guidelines provided by the City for dress, behavior, and other performance based items designated by the City. All policies in this area will be communicated to the authorized JTS representative. 7. PROMOTION & PUBLIC AWARENESS JTS will work with the City to develop an on-going program of public awareness to assure that tourists and City residents know of the service and are able to access it. It is understood that JTS shall not pay for any promotion or advertising under this Agreement, other than minor in-house mailing. 8 INCLEMENT WEATHER Either the City or JTS may, in case of inclement weather and/or hazardous road conditions, cancel or modify scheduled transportation service. 9. RATE OF PAYMENT (a) Normal Trolley route - $17.50 per hour. (1) Non profit group rate - same. (b) For supplemental rates - $25.00 per hour for personal or private groups. City to receive $7.50 credit per hour. (c) $29.90 per hour when JTS unit used. City to receive no credit. Rates may be subject to periodic adjustments upon written agreement of both parties, the City and JTS. 10 METHOD OF PAYMENT JTS will bill the City monthly for transit service provided under this Agreement using a format designed to show the hours of services provided to the City. Personal or Private groups will be billed direct. Copies of such billing shall be made available to the City. 11. RECORDS JTS's responsibility for record-keeping, financial and record data computations shall be limited under this Agreement to number of riders, daily trip sheets, and records required by the Arkansas Highway and Transportation Department. Maintenance records shall be maintained by the City and shall be open to inspection by JTS and its agents, including representatives of the Arkansas Highway and • Transportation Department upon request. • TROLLEY I. B.7 12. REPRESENTATIVES AND NOTICF, The representatives of the respective parties who are authonzed to administer this Agreement and to whom formal notices, demands, and communications shall be given are as follows: The representative of JTS shall be: Harold W. Jones, President/Owner Jones Transportation Service, Inc. 1617 Ramsey Avenue Fayetteville, AR 72703 The representative of the City shall be: Fred Hanna, Mayor City of Fayetteville 113 West Mountain Fayetteville, AR 72701 Notice as required by the terms of this agreement shall be effective upon hand delivery, in writing, to the appropriate representative listed above five (5) days after written notice is mailed First Class, U. S. Postage, to said representative. 13. TIME OF PERFORMANCE The initial term of this Agreement shall be from March 1, 1999, until December 31, 1999. After the end of the initial term, the City shall have the option to renew this Agreement for four (4) additional one year terms. Exercise of optional renewals will be by written agreement of both parties, the City of Fayetteville and JTS. 14. AGREEMENT AMENDMENTS This Agreement may be modified at any time by a memorandum of understanding with the mutual agreement of both parties. 15. AGREEMENT TERMINATION This Agreement may be terminated by one (1) of the following methods: (a) Either party may terminate this Agreement upon thirty (30) days' written notification, or (b) Both parties, by their mutual consent, may terminate this Agreement immediately. TROLLEY I. B.8• • • IN WITNESS WHEREOF, this Agreement is signed and made effective by the following: cold W. Jones resident Jones Transpo •tion Service, Inc. Fred Hanna, Mayor City of Fayetteville Date • JTS • TROLLEY I. B.9 JONES TRANSPORTATION SERVICE, INC. CARS • VANS • MINI -BUSES • TOUR BUSES • LIMOS Cou EI Come To The City Professional Selection Committee: 1 feel that the Proposal that Jones Transportation Service, Inc. is submitting will address the requirements that the City is requesting. 1 feel that it is an honor to try to work with the City of Fayetteville on this project. Having been a resident of Fayetteville for a number of years, 1 am aware that we must work together to facilitate new projects to generate revenue for the City instead of losing out to our neighboring areas. Being on the Chamber of Commerce Transportation Committee and the Tourism Committee, 1 am committed to seeing that tourism will be a booming success for our local businesses. Due to the new highway, the excellent promotion by our Chamber of Commerce and of course the University, along with the City having so many unique things to offer, the Trolley Service can only grow and become more successful I hope that you as the Committee, will give our Proposal careful consideration and determine that we both have the same goals for the City of Fayetteville and be able to work hand in hand to make it successful. Sincerely, arold Jo •; President Jones Tr sportation Service, Inc. 1617 RAMSEV AVENUE • FAYETTEVILLE. ARKANSAS 72703 • (501) 443-6646 • FAX (501) 443-7144 TROLLEY I. B. 10 • • JONES TRANSPORTATION SERVICE, INC. COMPANY HISTORY: Harold Jones started his transportation service with Hatfield Limousine in 1991 providing "off premise" transportation service from the Fayetteville Airport to serve the people and businesses in the Northwest Arkansas Region. In 1992 Jones Transportation Service, Inc. was established with Harold Jones as the Owner and CEO. "JTS" has been in operation for over seven years and has expanded its business to include town car sedans, limousines, vans, 14-26 passenger mini buses and 47 passenger motorcoaches.We provide service for hundreds of customers regularly and add additional ones daily. Our business is by private charter or reservation. We have established a good reputation for professional courteous service to our individual customers and the businesses we serve. Our motto is "We do ft ally" Our Drivers must be over the age of 27, certified with a P or CDL on their current drivers licenses and approved by our Insurance Company who does a complete background check on each driver. They also go through an orientation provided by Mr. Jones and are evaluated every few months. Mr. Jones is very active in community affairs and serves on both the Transportation Committee and the Tourism Committee of the Fayetteville • • TROLLEY I. 13. I 1 Chamber of Commerce. He presently serves as Commander of the Fayetteville American Legion Post 27, serves on the National Cemetery Board and has the honor of being selected to serve on several American Legion National Committees. He is also a member of the Am Vets of America and The Elks Club of Springdale. He has a subsidiary business, Jones Tours and has personally conducted tour groups in Northwest Arkansas and all over the country to include three trips to Washington D.C. for people of Northwest Arkansas. Harold is very civic minded and concerned with the growth and the future of Fayetteville and Northwest Arkansas. He is looking forward to working with the Mayor and The City of Fayetteville and assisting them in any way possible to assure that the "Trolley Operation" is successful. TROLLEY I. B. 12 • • 2. COMPANY PERSONNEL• Sue Russell has been with the company since its inception and works with Mr. Jones as his Administrative Assistant and Office Manager. She is responsible for scheduling, dispatching the drivers and communicating with the customers to make sure that the day to day operation runs smoothly. She is responsible for the bookkeeping and works closely with the Accountant, Kenneth Ball, to assure that the business is conducted in a professional manner. Sue has an extensive background in administration having worked as her late husband's legal assistant and office manager for nine years in his law office and for his other business ventures. She has an Associate Degree as a Medical Assistant and has worked in the medical field for physicians, clinics and hospitals as an administratior. Sue is currently pursuing a degree in medical Social Work at the University of Arkansas (in her spare time 1) References are avilable upon request. • • TROLLEY I. B. 13 INSURANCE COVERAGE: Jones Transportation Service, Inc. will carry vehicle insurance on all vehicles operating under this contract. Minimum coverage will be provided as such: $1,000,000 for a combined single limit $1,000.000 medical $50.000 uninsured motorist Comprehensive with a $500 deductible( to be paid by JTS if needed) and Collision with a $500 deductible(to be paid by JTS if needed JTS's coverage meets or exceeds the specifications outlined in no. 3 of the ' Responses and Scope of Services." 4. Refer to Company History for a general description of the contractor's previous experience in the trolley/shuttle delivery business. *See attachment A for list of customers. BILLING: 5 The city will be billed for the previous month's trolley services by the 15th day of the following month. The monthly bill will also include trip activity as outlined below. All requests for trolley service will be made through JTS for reservation and billing purposes. The office phone number is available 24 hours a day and the number is: (501) 443-6646. ACTIVITY REPORTS* 6. JTS will provide a trip activity report within 15 days following the end of each month reporting history for the previous month. For the regular trolley route the following information will include: daily hours of operation, total monthly hours of operation, daily miles driven, total monthly miles driven, daily trips by passengers, and total monthly passenger trips. In addition, a schedule will be included which provides information on supplemental routes This information will include the date of the special route, the group/person scheduling the special route, whether a City trolley or contract vehicle was utilized, the total passenger trips on the special route, the total time for the route, and the cost for the special route. All information on this schedule will be aggregated. TROLLEY 1. B. 14 SPECIAL RATES: 7. If the City is requests a special route, the City will be billed for the route. If a special route is requested by a third party, the third party will be directly billed by JTS. JTS will be responsible for the collection of fees from third parties. FEES: 8. JTS will clearly outline the proposed fee structure for providing trolley operation services. At a minimum the fees should list a proposed hourly fee for the following service types: (a) Normal trolley driver route services using a vehicle provided by the City. All fees for this service will be due JTS. (b) Normal trolley driver route services using a vehicle provided by JTS. All fees for this service will he due JTS. The Fee schedule is as follows: 1. $17.50 per hour for: Non Profit Group Rate 2. $25.00 per hour for: Personal or Private Group Rate 3. $29.9() per hour when JTS unit is used (c) For supplemental route services using a vehicle provided by the City for a City or non-profit organization. For example, if the city( for a City Planning Conunission Tour of an agenda site) or the Chamber of Commerce booked the trolley, the City would encourage a lower rate than that charged to for-profit organizations or individuals. All fees for this service will be due to JTS. (d) For supplemental route services using a vehicle provided by the City for use by a person or organization other than a governmental or non-profit entity, the City will expect to receive a credit of at least $7.50 per hour for this service to recoup overhead and maintenance expenses relating to the trolley. This credit will be reflected on the City's monthly bill. (e) For supplemental route services using a vehicle provided by JTS, fees for this service will be due JTS. • • TROLLEY LB.15 The City will provide one fully equipped traditional style trolley ( 24 passenger, operates on diesel fuel and has a public address system installed with both internal and external speakers) and two reconditioned mini -buses that were painted to resemble traditional trolleys. BACK-UP BUSES: JTS has the ability to provide `back-up" mini -buses, shuttles/trolleys that will be available if the Citys trolley fleet is either over booked or undergoing maintenance. It is expected that a City Trolley/mini-bus will be used on all routes unless one is not available. We have four(4) mini buses that are 86's and 88's. They have all been refurbished and re -conditioned and are serviced on a regular 3,000 miles basis or sooner as may be deemed necessary. ROUTE DEVELOPMENT• JTS will agree to assist the City, from time to time, in route development. The purpose will he to make adjustments that would enhance the usage of the trolley while maintaining time and route boundary constraints. JTS will not be expected to pay for any publicity or promotional costs relating to the trolley program DRIVER SERVICES• JTS will have a pool of drivers available to assist in operating both the normal daily route and supplemental route. These drivers will be familiar with downtown Fayetteville and will undergo a special orientation and training period (conducted by JTS) to prepare them to educate passengers about downtown Fayetteville and to answer location and directional type questions. The drivers will also adhere to guidelines provided by the City for dress, behavior, and any other items designated by the City that are performed while on duty. Drivers will have valid drivers licenses that are required by federal and state law to operate a trolley or shuttle bus, have a satisfactory driving record based on documentation from the Arkansas Department of Motor Vehicles and JTS's insurance company and will have demonstrated their ability to drive the City's or JTS's vehicles. TROLLEY I. B. 16 VEHICLE MAINTENANCE: The City will provide vehicle maintenance at least every 3,000 miles or as needed In addition, the City will ensure that the vehicles are licensed annually. The City will also provide fuel for the trolley(s) which will be available at the City's fueling sites If a vehicle owned by JTS is used on a trolley run, the hourly rate will reflect the full cost recovery including fuel charges. ( This price is reflected in the fees as discussed earlier in this proposal). JTS will equip each vehicle provided by the City and those that may be periodically used by JTS with a two-way communications system that will be monitored by a dispatch operator provided by JTS.