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.
•
• •
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
c
C
O
Cti
L
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
(0
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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
69
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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.
Trolley Riders
Poppy Route (North) Dogwood Route (South) Park & Ride
January
February
2009 528
March
2517 1115 609
April
2345 1224 572
May
2466 1075 688
June
2485 1236 602
July
2420 1124 645
August
2251 1523 707
September
2175 1048 636
October
1926 1371 617
November
1668 1244 623
December
22262 10960 6227
Total Riders for the period 2/1/00 thru 11/30/00
39449
S
STAFF REVIEW FORM .4-
XX AGENDA REQUEST � � -mv
XX CONTRACT REVIEW ,�.
GRANT REVIEW
For the Fayetteville City Council meeting of February 15, 2000
FROM:
Bill Oestreich Fleet Operations
Name Division
ACTION REQUIRED: Approval of a contract amend
is requested. The contract amendment is needed
for south Fayetteville. The contract amendment
$37,500.00. An additional $12,000 is requested
expenses.
COST TO CITY:
$49,500 estimated
Cost of this Request
2180-4960-5315-01
1010-6600-5315-01
Account Number
Admin Services
Department
ment with Jones Transportation
to initiate a pilot trolley route
with Jones Transportation is NTE
for fuel, maintenance and other
40,000.00
20,000.00
Category/Project Budget
-0-
-0-
Funds Used To Date
40,000.00
20,000.00
Project Number Remaining Balance
ci
REVIEW: XX Budgeted Item _ Budget
Of ficex
Services & Charges
Services & Charges
Category/Project Name
Public Services
Miscellaneous
Program Name
Community Dev.
General
Fund
tment Attached
Administrative Services Director
HEVXEW ,+ GRANTING AGENCY:
�-3 -00Dl ernal Auditor Date
2-/;,triv
Date ADA Coordinator
a1 3l00
Date
STAFF STAFF RECOMMENDAAO . , Staff recommends
aapp6
Division Head Date
5alstra
DirecorDatexstratifl Se ices Director Date
Mayor Date
of contract
Cross Reference
New Item: Yes No
Prev Ord/Res It:
Orig Contract Date
Date
61
f
S 0
RESOLUTION NO. 20-00
A RESOLUTION APPROVING AMENDMENT NO. 2 WITH
JONES TRANSPORTATION TO INITIATE A PILOT TROLLEY
ROUTE FOR SOUTH FAYETTEVILLE IN AN AMOUNT NOT
TO EXCEED $37,500; AND APPROVING $12,000 FOR FUEL,
MAINTENANCE AND OTHER EXPENSES FOR THE SOUTH
ROUTE.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby approves a contract amendment with Jones
Transportation to initiate a pilot trolley route for south Fayetteville in an amount not to exceed
$37,500. A copy of the amendment is attached hereto marked Exhibit "A" and made a part hereof.
Section 2. Th JCity Council hereby approves an additional $12,000 for fuel, maintenance
and other expenses for Cie south route.
PASSED AND APPROVED this 15th day of February . 2000.
%AYFr.
APPROVE /
By: ?�'v
red Hanna, Mayor
CcY 7
This is an amendment to the Agreement for Trolley Services
executed on the L day of f ______ O between the City of
Fayetteville, Arkansas and Jones Transportation
• Additional services required due to expansion of trolley sprviree to include
a south route. The south route will begin operation on/after February 28, 2000 and
operate Monday through Friday, Eight (8) AM to Four Thirty (4:30) PM and Saturday
Eight (8) AM to One (1) PM ------except for the following days: Memorial Day,
4th of July, Labor Day, Veterans Day, Thanksgiving Day and Christmas Day.
The charge for the additional services shall not exceed -Thirty Seven
Thousand Five Hundred and no/1.00 dollars.
$37,500.00
CITY OF FAYETTEVILLE:
Date
May6r
J 'A' s ly c7 yZ7e,
Company
Title
Date 2.)- a6
F
(Existing P.O. #
IContract #
S
7FLEET" (TETER�A4ffif
TO: Mayor/City Council
THRU: John Maguire, Administrative Services Director ` I r r
THRU: Steve Davis, Budget Manager ,
FROM: W. A. Oestreich, Fleet Operations Superintendent
DATE: December 3, 2000
SUBJECT: COST ANALYSIS OF CONTRACT RENEWAL #695 - Jones Transportation
Service
Reference the attached Agenda Request for the Acceptance of Amendment #3 with the Contract
Renewal for the Period of January 1, 2001 through December 31, 2001 with Jones Transportation
Service, Inc., 1617 Ramsey Ave., Fayetteville, AR 72703 (Vendor #2857). Please note that Mr.
Jones has reduced the days of operation for the Poppy Route (North Route) to assist in
compensating for the increase desired for operational expenses.
Also attached is the proposed hour of operation schedule for the Poppy (North) Route, Dogwood
(South) Route and the Park & Ride Operation. It is anticipated that the Park & Ride will be needed
only thru June due to the scheduled opening of the Town Center.
This schedule shows the number of hours that the trolleywill be operated by month, broken down
by Dogwood (South), Poppy (North) and Park & Ride. The total for hourly operation of the current
units amounts to $91,562.80. This figure does not include a contingency to cover additional
operating time caused by adverse weather condition, mechanical problems, accident situations,
special ADA requirements and unusual handicap requirements of disabled or physically
challenged passengers. In addition to the regular scheduled route, special operations are
anticipated such as, but not limited to the following: Planning Commission Tours, City Council
Tours, Visiting Dignitary Tours and Special Events such as Spring Fest, Autumn Fest, Parades
such as Veterans Day and special transportation needs such as Hillcrest Tower Resident transport
to dinners that are scheduled for their benefit at no charge such as Thanksgiving and Christmas.
This schedule is not included with the attached hours of operation schedule for the Poppy (North),
Dogwood (South) and Park & Ride. Please note that special functions such as these occasionally
require the use of a vehicle with a seating capacity in excess of those operated by the City. The
need for units such as these will be based on the charge of Jones Transportation Service Vehicles
per the schedule listed in Amendment #3. Additional route requirements will need to be
addressed as funding is made available.
The total operating requirement can therefore be summarized as follows:
• STAFF REVIEW FORM 40
XX AGENDA REQUEST �{
_ CONTRACT REVIEW
_ GRANT REVIEW C v� PY
For the Fayetteville City Council meeting of December 19. 2000
W.A.Oestreich Fleet Operations Administrative Services
Name Division Department
ACTION REQUIRED:
Acceptance of Amendment #3 (Exhibit "A") deleting operating days and increasing payment rate by 6% with the Renewal
Agreement for Trolley Operations for the period of January 1, 2001 through December 31, 2001.This will include Contract
#695 dated December 21, 1999, Amendment 1 dated January 31, 2000 and Amendment 2 dated February 2, 2000. The
Vendor forthis Agreement is Jones Transportation Service, Inc., 1617 Ramsey Ave., Fayetteville, AR 72703 (Vendor#2857)
This Amendment is completed in accordance with Item #13 of the Original Operating Agreement Dated February 2, 1999.
$ 109.000.00. Est.
Cost of this Request
2130-9130-5315.01
1010-6600-5315.01
2180-4970-5315.01
rat 67MI 01 ! ,11ZT,
Project Number
$ 10,000.00
$ 19,000.00
$ 80,000.00
Category/Project Budget
$ -0-
$ -0-
-0-
Funds Used To Date
$ 10,000.00
$ 19,000.00
$ 80.000.00
Remaining Balance
Services & Charges
Services & Charges
Category/Project Name
Program Name
General
Fund
BUDGET REVIEW: XX Budgeted Item _ Budget Adjustment Attached
CONTRACT/GRANT/LEASE REVIEW:
STAFF RECOMMENDATION
GRANTING AGENCY:
/02-5t1V
Date ADA Coordinator
Date Internal A ftor
-On
Date
A� ,pptance of the provisions of Amendment 3, Deleting Operating Days, Increasing Payment Rate and the Renewal of the
Oryi halOperating ent.
e /.
ivision Head Date Cross Reference
New Item: Yes No
Date
114'1 D O Prev Ord/Res #:
Dat
7% Orig Contract Date:
Date
S
STAFF REVIEW FORM
Description: Renewal of Trolley Operating Contract Meeting Date: December 19. 2000
Comments:
Budget Coordinator:
Accounting Manager:
City Attorney:
Purchasing Officer:
ADA Coordinator:
Internal Auditor:
Reference Comments:
C�4rd' P ii
RESOLUTION NO. 173-00
MICROFILMED
A RESOLUTION APPROVING AMENDMENT NO. 3 TO THE
AGREEMENT WITH JONES TRANSPORTATION SERVICE,
INC., FOR THE PROVISIONS OF AMENDMENT NO. 3 TO
CONTRACT NO. 695 FOR THE PERIOD OF JANUARY 1, 2001
THROUGH DECEMBER 31, 2001, IN THE AMOUNT OF
$91,562.80 AND APPROVING $35,880 FOR FUEL,
MAINTENANCE AND OTHER EXPENSES.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby approves Amendment No. 3 to the agreement
with Jones Transportation Service, Inc., to continue the operation of the "Fayetteville Trolley
Service", for the period of January 1, 2001 through December 31, 2001, in accordance with the
provisions of Contract No. 695 and Amendment No. 1 and Amendment No. 2, in an amount not to
exceed $91,562.80; and authorizes the Mayor and City Clerk to execute said agreement. A copy
of Amendment No. 3 is attached hereto marked Exhibit "A" and made a part hereof.
Section 2. The City Council hereby approves an additional $35,880 for fuel, maintenance
and other expenses.
PASSED AND APPROVED this 19'h day of December , 2000.
APPROVED: .
eBy:
Fed Hanna, Mayor
ATTEST:
i
By:
"Heather Woodruff, City C
RESOLUTION NO.
A RESOLUTION APPROVING THE ACCEPTANCE OF
THE AGREEMENT WITH JONES TRANSPORTATION
SERVICE, INC., FOR THE PROVISIONS OF AMENDMENT
#3 TO CONTRACT #695 FOR THE PERIOD OF JANUARY
1, 2001 THROUGH DECEMBER 31, 2001 IN THE
AMOUNT OF $91,562.80 AND APPROVING $35,880.00
FOR FUEL, MAINTENANCE AND OTHER EXPENSES.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby approves Contract Amendment #3
with Jones Transportation Service Inc. to continue the operation of the "Fayetteville
Trolley Service" for the period of January 1, 2001 through December 31, 2001 in
accordance with the provisions of Contract #695 and Amendment #1 and Amendment
#2 in an amount not to exceed $91,562.80. A copy of Amendment #3 is attached hereto
marked Exhibit "A" and made a part hereof.
Section 2. The City Council hereby approves an additional $35,880.00 for fuel,
maintenance and other expenses.
PASSED AND APPROVED this day of , 2000
ATTEST:
By:,
Heather Woodruff, City Clerk
APPROVED:
By:
Fred Hanna, Mayor
S
EXHIBIT A
AMENDMENT TO THE AGREEMENT WITH
JONES TRANSPORTATION SERVICE, INC.
AMENDMENT #3
This is an amendment to the Agreement for Trolley Services executed on the 2n°
day of February 19 99 between the City of Fayetteville, Arkansas and Jones
Transportation Service, Inc. (Contract #695)
Item 1.
This amendment will change the days of operation of the Poppy Route (North Route) of
the City of Fayetteville Trolley Service beginning on January 1, 2001. Regular
Scheduled Service will be eliminated on the following days: New Years Day, Memorial
Day, 4'" of July, Labor Day, Veterans Day, Thanksgiving Day and Christmas Day.
Item 2.
This amendment will also change the Rate of Payment as listed in Section 9 of the
above stated agreement, effective January 1, 2001. Rates will be increased by 6% as
follows:
(a) $17.50 will be changed to $18.55
(b) $25.00 will be changed to $26.50
C 'r-w,
(c) $29.90 will be changed to $31.70
Item 3.
This amendment will provide a Renewal Agreement between the City of Fayetteville and Jones
Transportation Service Inc. for the Trolley Operations as originally set in Contract #695 dated February
2, 1999 and approved as Resolution 11-99, along with the provisions of Amendment #1 dated January ("t1
31, 2000, Amendment #2 dated February 2, 2000 and the provisions of Amendment #3 listed herein. X
This Renewal Agreement shall be effective from January 1, 2001 through December 31, 2001 inclusive. W
11
`a.✓ r ■
RESOLUTION NO. 11-99 MICROFILMED
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 2 day of Fehr, 1999.
Tio
- .. mss•`:,+ ,�,
A r&STI
1By�
eather Woodruff, City Clerk
APPROVED•
By:
red Hanna, Mayor
C
12/29/98 10:01 FAX 5014428538 I®01
•
S
.
AGREEMENTEXHIBIT A
THIS AGREEMENT, entered into as of this_ day of t . .1992 by and
between Jones Transportation Service, Inc., hereinafter referred to as> ' and The City of
Fayetteville, Arkansas, hereinafter referred to as "the City".
WITNESSETII 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. ROD It D•_
JTS will assist the City in developing the most time and mileage efficient routing and scheduling for
the service.
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 segue 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: S1,000,000.00 combined single limit.
Medical: 55,000.00.
Uninsured Motorist: $500,000.00.
Underinsured Motorist: $500,000.00.
Comprehensive: Deductible: $25.00.
Collision Deductible: $500.00.
ITS 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 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.
'9C
••
••
i4fijWItNANCE & 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.
by the City anis to City f any
ITS shall comply with all scheduled maintenance as set movement of vehicles sha be coordinatedmaintenance or repair needs on the vehicles. Necessary
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. Bement without
ITS shall not obligate the City to pay any cost pertaining to any aspect of this agr
prior written authorization.
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 ITS agent for scheduling. he City in the event of ction
ITS 'will provide spare vehicles toinsure interru h ed service acitytof regularly assigned vehicleswhen
of the assigned vehicles. Spare
possible.
DRIYS
regular
al
ITS shall provide all g to prepare them to educate passengers, in addition to ITS's receive Driver
sped
orientation and trainingP p of a set of written materials which shall be memorized
e orized
bytraDrag. Said training shall consist primarily guidelines for dress, behavior, and any
ems
by Drivers for repetition to passengers, and a set of
designated by the City or ITS.
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.
from the ArkansaS
(b) Have a satisfactory driving record based on information documented drive the hicle o
Department of Motor Vehicles, and continue to demonstrate ability to
I TS's satisfaction.
(c) Successfully complete, and update as needed, training in accordance with TTS'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.
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.
U. 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:
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.
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.
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.
Fred Hanna, Mayor
City of Fayetteville
Date
Date
ft S
JONES TQANSPOQTA T/ON SEEV/CE INC
1617 RamseyAvenue
Fayettevifle, 411 72703
501.443.6646
FAX: 501,443.7144
Cellular: 501.841.9801
Fred Hanna, Mayor
City of Fayetteville
113 West Mountain Street
Fayetteville, AR 72701
Reference: Trolley Operation Agreement Dated February 2, 1999 - Provision #13
and Renewal Agreement dated December 21, 1999.
In accordance with Item #13 of the Operating Agreement (Resolution #11-99) dated February
2, 1999, Amendment #1 dated January 31, 2000 and Amendment #2 Dated February 2, 2000.
Please be advised that the Jones Transportation Service, Inc., will provide continuing service
for the period of January 1, 2001 through December 31, 2001 with a "cost of living" increase of
6% to the current rate schedule.
The provisions of this increase are detailed in "Amendment 3" attached.
Please note that the initial bid rate has been adhered to for a total of 21 months without any
request for a rate increase. Therefore it is with sincere regret that the need has presented
itself to ask for an increase at this time. This is due to increased costs incurred by Drivers
salary, Dispatch and Operations Equipment and Personnel Costs and the costs of providing
alternate equipment when passenger capacity of City Equipment is exceeded by scheduling
requests.
Harold Jone Pre i ent
a
EXHIBIT A
JONES' TRANSPORTATIONSERVICE /NC.
1617RAMSEVAVENUE
EAVETTEV/LLE, AR 72703
501.443.6646 cc b„�
FRED HANNA, MAYOR
CITY OF FAYETTEVILLE
I 1 3 WEST MOUNTAIN ST.
FAYETTEVILLE, AR 72701
REFERENCE: TROLLEY OPERATION AGREEMENT DATED FEBRUARY 2,
1999 - PROVISION #13
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 I , 2000 THROUGH DECEMBER 3 I , 2000 AT
THE TERMS AND CONDITIONS OF THE ORIGINAL AGREEMENT. No INCREASES
OR CHANGES ARE PLANNED FOR THIS TIME PERIOD.
HAROLD W. Jp1ES, PRESIDENT
JONES TRA PORTATION SERVICE, INC.
I
DATE
1,
FAYE " EV L
TIE CITY OF FAYETTEVILILL ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Brian Swain, Admin. Services
From: Heather Woodruff, City Clerk
Date: February 10, 1999 _ 4
S
Attached is a copy of the resolution and agreement with Jones Transportation Services for your
records.
The original will be microfilmed and filed with the City Clerk.
cc. Internal Auditor
File
02/11
t
163-99
RESOLUTION NO.
A RESOLUTION ACCEPTING A RENEWAL AGREEMENT
WITH JONES TRANSPORTATION SERVICE FOR TROLLEY
OPERATIONS FOR THE PERIOD OF JANUARY 1, 2000
THROUGH DECEMBER 31, 2000.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby accepts a renewal agreement with Jones
Transportation Service for Trolley Operations for the period of January 1, 2000 through December
31, 2000. A copy of the agreement is attached hereto marked Exhibit "A" and made a part hereof.
AND APPROVED this 21st day of December , 1999.
APPROVE9(
By:
red Hanna, Mayor
By:
Heather WoodruffCity, C rC6 k
010 03 CitL of Fayetteville
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