HomeMy WebLinkAbout174-01 RESOLUTION• 1
RESOLUTION NO. 174-01
A RESOLUTION TO APPROVE AN AGREEMENT CONTRACT
WITH JONES TRANSPORTATION SERVICE, INC.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves a six month extension agreement of the current contract with
Jones Transportation Service, Inc. in the amount not to exceed $43,000.00 for its
continued operation of the Fayetteville trolley Service and authorizes the Mayor
to sign said six month agreement (attached as Exhibit "A").
PASSED and APPROVED this the 18th day of December, 2001.
APPROVED:
By
ATTEST:
By: / x"ate
Heather VVOodruff, City CYerk
NAME OF FILE:
CROSS REFERENCE:
Resolution No. 174-01
12/18/01
Resolution No. 174-01
12/20/01
Agreement Contract with Jones Transportation Service, Inc.
11/30/01
Inter -Office Memo to Steve Davis, Budget Director, from W. A.
Oestreich, Fleet Operations Superintendent, regarding Total Operational
Costs -Trolley
12/18/01
Staff Review Form
12/20/01
Memo to W. A. Oestreich, Fleet Operations, from Heather Woodruff,
City Clerk
01/03/01
Memo to Bill Oestreich, Fleet Operations, from Heather Woodruff, City
Clerk
02/02/00
.
Inter -Office Memo to Mayor Coody/City Council thru John Maguire,
Admin. Services Director, thru Steve Davis, Budget Manager, from W.
A. Oestreich, Fleet Operations Super., regarding Amendment to Contract
#695 - Jones Transportation Service
02/15/00
Copy of Staff Review Form
02/15/00
Copy of Resolution No. 20-00
02/15/00
Copy of Amendment #2 to Agreement with Jones Transportation
12/03/00
Copy of Inter -Office Memo to Mayor/City Council, thru John Maguire,
thru Steve Davis, from W. A. Oestreich
12/19/00
Copy of Staff Review Form
12/19/00
Copy of Resolution No. 173-00
02/02/99
Copy of Amendment #3 to Agreement with Jones Transportation
02/02/99
Copy of Resolution No. 11-99
02/02/99
Copy of Agreement with Jones Transportation Service, Inc.
Copy of letter to Mayor Hanna from Harold Jones/Ref. Item
#13/Amendment No. 1 dated 02/02/99
02/10/99
Copy of Memo to Brian Swain, Admin. Services, from Heather
Woodruff, City Clerk
12/21/99
Copy of Resolution No. 163-99
•
•
AGREEMENT
THIS AGREEMENT, entered into as of this 20`h day of December, 2001, by and between
Jones Transportation Service, Inc., hereinafter referred to as "JTS" and The City of
Fayetteville, Arkansas, hereinafter referred to as "the City". This agreement replaces the
original agreement of February 2, 1999, as modified.
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. ROUTE DEVELOPMENT
JTS will assist the City in developing the most time and mileage efficient routing and
scheduling for the service.
3. VEHICLES & INSURANCE
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 maintain the following vehicle
insurance coverage on all vehicles operated under this agreement:
Liability: $1,000,000.00 combined single limit.
Medical: $5,000.00.
Uninsured Motorist: $500,000.00.
Underinsured Motorist: $500,000.00.
Comprehensive: Deductible: $25.00.
Collision: Deductible: $500.00.
JTS will provide for insurance 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
At
Jo
Se
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.
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 wit 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 space 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 - $18.55 per hour.
(1) Non-profit group rate — same.
(b) For supplemental rates - $26.50 per hour for personal or private groups. City to
receive $7.50 credit per hour.
(c) $31.70 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 authorized 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:
Dan Coody, 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; or five (5) days after written
notice is mailed First Class, U.S. Postage, to said representative.
•
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13. TIME OF PERFORMANCE
The term of this Agreement shall be from January 1, 2002, until June 30, 2002. After the
end of the initial term, parties may, by written agreement of both parties, renew this
Agreement for an additional period of time.
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:
H
OL
W. JON
Jones Transportati
, President
Services, Inc.
/a,/ gooi
DAN COODY, Mayor
City of Fayetteville
ATTEST:
By:
Date
jZ1zo/6/
Date
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a
Dogwood Poppy Park & Total w/ Total w/
South North Ride Park & Park &
Total Total Ride Ride
Hours @ Hours @ Hours Dollars Hours @ Hours Dollars
$18.55 $18.55 $18.55
77 456
$1,428.35 $8,458.80
66.5 399
$1,233.58 $7,401.45
;1,428.35 $8,635.03
73.5 437
$1,363.43 58,106.35
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73.5 446.5
$1,363.43 $8,282.58
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December 195 175 I 370
$3,617.25 $3,246.25 $6,863.50 56,863.50
2410.5 $44,714.78 2081 $38,602.55 4491.5 $83,317.33 444.5 $8,245.48 2660 $91,562.80
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207 172
$3,839.85 $3,190.60
181.5 151
$3,366.83 $2,801.05
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198.5 165
$3,682.18 $3,060.75
207 172
$3,839.85 $3,190.60
203.5 169.5
$3,774.93 $3,144.23
198.5 177.5
$3,682.18 $3,292.63
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215.5 192.5
$3,997.53 $3,570.88
190 170
$3,524.50 $3,153.50
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AMENDMENT TO THE AGREEMENT
JONES TRANSPORTATION SERVICE. INC.
AMENDME #4
Res. 174-01
This is an amendment to the Agreement for rollev Services executed on the 2nd day of
February -1999 between the ity of F- etteville, Arkansas and Jones Transportation Service
Inc. (Contract # 695)
Item 1.
This amendment will provide a Renewa Agreement between the City of Fayetteville and Jones
Transportation Service/Inc. For the Trolle Operations as originally set in Contract #695 dated
February 2, 1999 and approved as Resolutio 11-99, along with the provisions of Amendment #1,
Amendment #2,/d Amendment #3 listed he in. This Renewal Agreement shall be effective
from January 1, 2002 through June 30, 2002 in usive.
Item 2.
Attached hereto and made a part hereof is a letter dat- • November 30, 2001 from Jones
Transportation Service, Inc.
Item 3.
Reference Original Contract #695 as listed above, Item 12. RE RESENTATIVES AND NOTICE,
shall be changed as follows:
Delete: Fred Hanna, Mayor
Add. Dan Goody, Mayor
•
CITY OF FAYETTEVILLE:
Res. 174-01
Mayor
"4
JONES TRANSPORTATION SERVICE, INC.
•
RESOLUTION NO.
twi-
tatkviothiv,
A RESOLUTION APPROVING AMENDMENT NO. 4 TO THE
AGREEMENT WITH JONES TRANSPORTATION SERVICE, INC., -TOR --
96 FOR
THE PERIOD OF JANUARY 1, 2002 THROUGH JUNE 30, 2002 AND
APPROVING FUEL, MAINTENANCE AND OTHER EXPENSES AND--
'''X'TY REDRR¢CaTttilic (ITEM ill
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. The City Council hereby approves Amendment No. 4 to the agreement with Jones
Transportation Service, Inc to continue the operation of the "Fayetteville Trolley Service", for t e period of
January 1, 2002 through June 30, 2002,
, azitau"it1 a 0 gt. 1 . execute sa
agreement. A copy of Amendment No. 4 is attached hereto and marked Exhibit "A" and made a part hereof..
Section 2. The City Council hereby approves fuel, maintenance and other expenses,__ 0
PASSED AND APPROVED this day of December, 2001
APPROVED:
By:
DAN COODY, Mayor
A l 1EST:
By:
Heather Woodruff, City Clerk
CITY
#letEViLLE Off FA YETTEWLLE
Inter -Office Memo
FLEET OPERATIONS DIVISION - PHONE: 501.444.3495 FAX: 501.444.3425
1525 S. Happy Hollow Road Extension: 495 FAX: 325
Fayetteville, AR 72701
TO: Steve Davis, Budget Director
FROM: W. A. Oestreich, Fleet Operations Superintendent
DATE: November 30, 2001
SUBJECT: Total Operational Costs - Trolley
Annual costs for proposed Trolley operations are as follows:
At Current Operations (5-1/2 Days)
North: $45,336.76 South: $40,514.76
5 Day only (Eliminate Saturday)
North: $40,996.80 South: $36,173.80
3 Day only
North: $24,578.08 South: $21,704.28
If you have questions or comments regarding these, please contact me at ext. 494.
Thank You
•
Mcn
frorz
Ilq
• •
JONES TRANSPORTATION SERVICE, /NC
1617 RAMSEY AVENUE
EAYETTEVILLE, AR 72703
501.443.6646
November 30, 2001
Dan Coody, Mayor
City of Fayetteville
113 West Mountain St.
Fayetteville, AR 72701
Reference: Trolley Operation Agreement Dated February 2, 1999 - Provision #13,
and Renewal Agreement dated January 2, 2001
In accordance with Item #13 of the Operating Agreement Dated February 2, 1999,
please be advised that the Jones Transportation Service Inc will provide continuing
service for the period of January 1, 2002 through December 31, 2002 at the terms and
conditions of the original agreement. No increases or changes are planned for this time
period.
Harold W. Jones resident
Jones Transpo ation Service, Inc.
f/ -d D/
Date
CITY OF FAYETTEVILLE:
MAYOR
Jones Transportation Service, Inc.
H
Id Jones resident
D02/0/
ate
II---e
Date J Uv
STAFF REVIEW FORM
AGENDA REQUEST XXXX
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of December 18, 2001
FROM:
W.A.Oestreich
Fleet Operations Public Works
Department
Name Division
ACTION REQUIRED:
ACCEPTANCE OF RENEWAL AGREEMENT FOR TROLLEY OPERATIONS FOR THER PERIOD OF JANUARY 1, 2002
THROUGH JUNE 30, 2002. THIS IS IN ACCORDANCE WITH THE PROVISIONS OF RESOLUTION 11-991 ITEM 13,
DATED FEBRUARY 2, 1999. THE VENDOR FOR THIS AGREEMENT WILL BE JONES TRANSPORTATION SERVICE,
INC., 1617 RAMSEY AVE., FAYETTEVILLE, AR., 72702 (VENDOR 2857)
COST TO CITY:
$
Cost of this Request
iibO 4[ood3tr-o1
Account Number
N/A
Project Number
$ s 1-iecci-- o 4,Ir.74-4- twit ,pAcrut4 41,1 �tl�rasEj'�. �j
Cat fRr Budget] Category/Project Name I
$ }tco_ct.
4A-r_ezS 4-QcSH-(4
Funds Used To Date P ram Name
$ S".t.c.c_t
Remaining Balance Fund
P�(Pad7pDi t _'1 �^
CC� 6419 S tondl9 O� CA 4r< Vc�l/C-CJ lJ
XX Budgeted Item _ Budget Adjustment Attached
Mministretive Services Director
& s.
CONT CT/GRANT/
7 2 /L!:/ 4a /[
SE REVIEW:
Amain ng Manager
¢� ecovt-14".otnS
City‘Attomey
Purchasing Officer
STAFF RECOMMENDATION
Date
ia111of
Date
GRANTING AGENCY:
ADA Coordinator
lomat Aur
Date
Date
Mayor
I
Date
New item: Yes No
Prev Ord/Res #:
Orig Contract Date:
Sia
For
12/
• •
FAYETT EVILLE
STAFF REVIEW FORM
Description: Contract Renewal for Trolley Services Meeting Date: December 18, 2001
Comments:
Budget Coordinator:
Accounting Manager:
City Attorney:
Criel
0 fi��� 1
Purchasing Officer: fritiSV1i—
ADA Coordinator:
Internal Auditor:
Reference Comments:
411
FAYETTEVI ETTEVI 1 LE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Bill Oestreich, Fleet Operations
From: Heather Woodruff, City Clerk
Date: January 3, 2001
r .
. Lor tet
Attached is a copy of the resolution approving the amendment with Jones Transportation. The
original will be microfilmed and filed with the City Clerk.
cc: Nancy Smith, Internal Audit
FAYETTEA,LE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: W. A. Oestreich, Fleet Operations
From: Heather Woodruff, City Clerk
Date: December 20, 2001
Please find attached a copy of Resolution No. 174-01 approving a six month extension of the
current contract #695 with Jones Transportation Service, Inc. The original will be microfilmed
and filed with the City Clerk
cc: Nancy Smith, Internal Audit
Men
City
12/2
0
CITY OF FAYETTEVILLE
FLEET ET OPCRA40O[��
INTER -OFFICE MEMORANDUM
*41/41111 air
J
TO: Mayor/City Council
THRU: John Maguire, Administrative Services Director
THRU: Steve Davis, Budget Manag
FROM: W. A. Oestreich, Fleet Operations Superintendent
DATE: February 2, 2000
SUBJECT: AMENDMENT TO CONTRACT #695 - Jones Transportation Service
Attached is the Agenda Request for an amendment to the Trolley Services Contract originally issued
as Contract 695, Resolution 11-99 on March 21, 1999 with renewal for calendar year 2000 on
December 21, 1999 with Resolution 163-99. This amendment will provide No Charge Trolley service
to the southem portion of Fayetteville. The proposed route with stops is also attached. This route
has been timed at 1 hour and provides transfer capability at the City Administration Building to the
Downtown Trolley route, Razorback Transit Red route and Razorback Transit Orange route.
The route is scheduled to operate from 8:30 A.M. to 4:00 P.M. Monday through Friday and 8:30 A.M.
to Noon on Saturday except for the following days: Memorial Day, 4th of July, Labor Day, Veterans
Day, Thanksgiving Day and Christmas Day. The initial starting point of the route will be from the
Fleet Operations Facility at 1525 S. Happy Hollow Road with the first stop at the comer of
Armstrong/Curtis and 15th Street. This will eliminate any deadhead mileage on the unit or
unnecessary operations time.
Transferring to the above listed services will provide the opportunity to travel from the stops listed
to the University Area and to the Northwest Arkansas Mall. Maps showing the routes and stops are
also attached.
Razorback Transit and Ozark Regional Transit have reviewed this proposal and have provided input...
on coordination of service delivery and route operations.
The proposed primary unit for the south route will be #213, a 15 seat ADA compliant vehicle. We
will keep Unit #210 as a spare unit for both routes.
Funding for this amendment and for the operating costs will be provided by the General Fund and
Community Development funding.
CVDPOATAIMCIATAIXOCURCL,MC
rc
nic. haenwNce_ 191-wceA ,iL, Cm raec r J hu cc a..«l 4L n er4c wlwcs'
IS clue Al) 4-L ritzu,, tie/MC-le 14sf4 z4 6-e6c,u o 4d 4401
M
011
Dogwood Route (South) $44,714.78
Poppy Route (North) $38,602.55
Total for Scheduled Routes $83,317.33
Park & Ride $ 8,245.48
Total Park & Ride $ 8,245.48
Total Funds Required for Operation Contract #695 - Jones Transportation Service, Inc.
$91,562.80
All of the above listed projections are based on continuing current operations. At the present rate
of ridership gains, it may be necessary to reevaluate the Dogwood (South) Route operations.
Future needs may require the addition of an additional vehicle on this route.
Therefore any future changes to the current schedule of operations will require a re-evaluation of
this request.
The projected fuel and maintenance cost for the units presently being utilized in the current
operations will result in an approximate expenditure of $16,560.00 per unit on route and an
additional $2,760.00 per unit to maintain stand by equipment. This gives a total estimated cost
of $35,880.00 for fuel and maintenance
Total projected cost of the above listed trolley routes is approximately $127,000.00. The 2001
Budget contains $109,000.00 in funding, therefore to continue to provide the minimum of services
in the trolley program an additional $18,000.00 will be needed.