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HomeMy Public PortalAbout4d Resolution 2017-03-04 Transit Expenditures TOWN OF FRASER RESOLUTION 2017-03-04 A RESOLUTION AUTHORIZING 2017 TRANSIT EXPENDITURES WHEREAS, Fraser voters approved a new 1% sales tax to fund transit, trails and capital projects and the Town of Fraser has been engaged in providing enhanced transit services to the community; and WHEREAS, it has been the intent of the Towns of Fraser and Winter Park to enter into an intergovernmental agreement regarding transit services; and WHEREAS, despite the interest of both parties, an intergovernmental agreement has not been approved given that the implementation of the new services and development of more data has been a priority; and WHEREAS, it is the intent of the Fraser Town Board to confirm its partnership in provision of transit services by approving certain October 2016- December 2016 and January 2017 transit expenditures and reimbursing the town of Winter Park accordingly. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: The Town Manager is authorized to make payment to the Town of Winter Park for certain October 2016- December 2016 transit expenditures in the amount of $135,339.54 and for certain January 2017 and transit expenditures in the amount of $57,690.71. READ, PASSED ON ROLL CALL VOTE, AND ADOPTED BY THE BOARD OF TRUSTEES THIS 15th DAY OF MARCH, 2017. Votes in favor: ___ BOARD TRUSTEES OF THE Votes opposed: ___ TOWN OF FRASER, COLORADO Absent: ___ Abstained: ___ BY: Mayor ATTEST: (S E A L) Town Clerk MEMORANDUM To: Jeff Durbin, Town Manager, Town of Fraser From: Drew Nelson, Town Manager, Town of Winter Park Date: March 2, 2017 Re: Request for Payment – Transit Services – October 2016 through December 2016 BACKGROUND As you are aware, the Town of Winter Park has been providing public transit service in the Upper Fraser Valley for the past year, commencing on November 11, 2015 and providing daily service ever since. Through its Memorandum of Understanding with Winter Park Resort, Winter Park has assumed the operating contract with First Transit that provides drivers, rolling stock, maintenance and other operational functions of the service. Winter Park received (and paid) all invoices for service since November 2015 and is obligated to do so until August of 2017, at which time the existing contract expires. In addition to the transition of service requirements in the MOU, Winter Park has provided service to the Town of Fraser since November of 2015 as well as provided a seat on the Transit Advisory Committee upon the approval of sustainable funding sources in last November’s election. The TAC has worked diligently to provide a high level of service in Fraser and the surrounding area and is continuing to do so as we enter the winter season. It is Winter Park’s belief that we have met or exceeded all of our obligations in the MOU as well as to the general public. From November 2015 through December 2016, Winter Park has paid invoices to First Transit in the amount of $2,338,657.62. Winter Park Resort has been billed for (and has paid) its portion of the fixed cost of service. Below is a further breakdown of costs since the inception of the public service as it relates to routes affecting Fraser through the end of December 2016. In October 2016, the Fraser Board of Trustees approved a prior request for payment for transit services in the amount of $398,025.91 and we are in receipt of that payment. The prior amount for payment was constructed in accordance with the analysis below, and the request for payment for October through December 2016 is based on roughly the same analysis. ANALYSIS Winter Park’s analysis of cost for each route provided in Fraser is as follows: • The minutes-per-hour for the Summer route apportion to 40% Fraser and 60% Winter Park. This same time analysis can be extended to the Black and Night Lift routes as well as the Link Call and Ride. • The Purple Express route timing is split evenly between Fraser, Winter Park and the unincorporated Meadowridge area. Apportionment should be a three-way split between the parties. • The Purple/Fraser Cirque circulated through both Fraser and Meadowridge, and should be apportioned 50% Fraser and 50% Meadowridge. • Paratransit is an essential service that is required to be provided in Fraser, Winter Park, and unincorporated Grand County within three-quarters of a mile from any fixed route. This route is logically split three ways between Fraser, Winter Park, and Meadowridge. • The Granby route serves four stop locations in Fraser. There are 27 total stops on the route, which calculate as follows: Winter Park – 10 stops (37%), Fraser – 4 stops (14.8%), Granby – 6 stops (22.2%), Grand County – 7 stops, (26%). It should be noted that Grand County’s share was miscalculated at 30% in the last request for payment. • For November 2016, the Purple day route has changed into the Fraser Cirque/Fraser Express routes. The Night Purple has also changed and will be covered by the Fraser Cirque. As noted above, the Purple – Fraser Express route timing is split evenly between Fraser, Winter Park and the unincorporated Meadowridge area (three-way split of costs). The Purple – Fraser Cirque serves only Fraser and Meadowridge, and should be allocated 50% Fraser and 50% Meadowridge. Below are monthly spreadsheets reflecting the routes, riders, and costs affiliated with providing service in October through December of 2016: OCTOBER 2016 Monthly Total Resort Fixed Public Total $46,161.16 $0.00 $46,161.16 Hours Riders Riders/Hour % of Total Hours % of Total Riders Cost Per Route Cost Per Rider Black 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Night Lift 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Purple 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Night Purple 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Blue 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Yellow 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Orange 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Brown 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Green 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Village Night 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Mary Jane 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Granby 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Link CNR 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Paratransit 0.00 0 0.0 0.00% 0.00% $0.00 $0.00 Summer 635.50 4259 6.7 100.00% 100.00% $46,161.16 $10.84 TOTAL 635.50 4259 6.7 $46,161.16 $10.84 NOVEMBER 2016 Route Hours Riders Riders/Hour % of Total Hours % of Total Riders Cost Per Route Cost Per Rider Black 446.50 5,726 12.82 19.80% 37.11% $36,757.42 $6.42 Red 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Purple Express 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Purple Cirque 344.00 1,875 5.45 15.25% 12.15% $28,319.26 $15.10 Blue 93.50 641 6.86 4.15% 4.15% $7,697.24 $12.01 Yellow 93.50 648 6.93 4.15% 4.20% $7,697.24 $11.88 Brown 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Orange 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Lime 183.00 690 3.77 8.11% 4.47% $15,065.19 $21.83 Green 181.25 1,727 9.53 8.04% 11.19% $14,921.12 $8.64 Mary Jane 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Link CNR 170.00 606 3.56 7.54% 3.93% $13,994.98 $23.09 Summer 412.00 3,270 7.94 18.27% 21.19% $33,917.26 $10.37 Granby 161.50 247 1.53 7.16% 1.60% $13,295.24 $53.83 Paratransit 170.00 0 0.00 7.54% 0.00% $13,994.98 $0.00 TOTAL 2,255.25 15,430 6.84 $185,659.94 $12.03 DECEMBER 2016 Route Hours Riders Riders/Hour % of Total Hours % of Total Riders Cost Per Route Cost Per Rider Black 1,218.50 35,053 28.77 26.60% 33.75% $70,043.32 $2.00 Red 159.00 3,796 23.87 3.47% 3.65% $9,139.83 $2.41 Purple Express 116.00 2,828 24.38 2.53% 2.72% $6,668.06 $2.36 Purple Cirque 556.50 7,489 13.46 12.15% 7.21% $31,989.42 $4.27 Blue 247.00 7,115 28.81 5.39% 6.85% $14,198.36 $2.00 Yellow 222.00 5,135 23.13 4.85% 4.94% $12,761.28 $2.49 Brown 213.00 6,147 28.86 4.65% 5.92% $12,243.93 $1.99 Orange 134.00 3,367 25.13 2.93% 3.24% $7,702.75 $2.29 Lime 225.75 2,074 9.19 4.93% 2.00% $12,976.84 $6.26 Green 336.50 17,006 50.54 7.35% 16.37% $19,343.11 $1.14 Mary Jane 220.50 5,179 23.49 4.81% 4.99% $12,675.05 $2.45 Link CNR 327.75 3,981 12.15 7.15% 3.83% $18,840.13 $4.73 Summer 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Granby 294.50 4,653 15.80 6.43% 4.48% $16,928.81 $3.64 Paratransit 310.00 47 0.15 6.77% 0.05% $17,819.80 $379.14 TOTAL 4,581.00 103,870 22.67 $263,330.71 $2.54 Based on the cost breakdown analysis, the First Transit contract cost for service for October through December 2016 for the Town of Fraser would be as follows: October - December 2016 Cost Allocation Route October Cost November Cost December Cost Total Cost Allocation % Fraser Cost Black $36,757.42 $70,043.32 $106,800.74 40.00% $42,720.30 Purple X $0.00 $6,668.06 $6,668.06 33.33% $2,222.46 Purple Cirque $28,319.26 $31,989.42 $60,308.68 50.00% $30,154.34 Link CNR $13,994.98 $18,840.13 $32,835.11 40.00% $13,134.04 Summer $46,161.16 $33,917.26 $0.00 $80,078.42 40.00% $32,031.37 Granby $13,295.24 $16,928.81 $30,224.05 14.80% $4,473.16 Paratransit $13,994.98 $17,819.80 $31,814.78 33.33% $10,603.87 TOTAL $46,161.16 $140,279.14 $162,289.54 $348,729.84 $135,339.54 A few items to note about this analysis: • The cost breakdown is for actual amounts paid to First Transit for service, and the Resort’s portion of the fixed rate cost has already been applied to the total cost. • This only includes invoice amounts and does not include Winter Park’s personnel costs, m arketing costs, new bus acquisition (which drives down the fixed cost of service), bus painting and maintenance costs, consultant fees, legal counsel review, the new RideHop smartphone application and other functions of the service. These items will need to be addressed in the Intergovernmental Agreement that we have discussed entering into between Fraser and Winter Park. • Winter Park administered and managed contracts with fourteen homeowner associations in the Meadowridge area in the amount of $73,964, all of which has been paid by the HOAs. We also received payment from Grand County in the amount of $14,000. • Winter Park applied for and received a Section 5311 Operating Award from the Colorado Department of Transportation in the amount of $100,000 for 2016. This grant helped to provide service in Fraser via the Black and Summer routes. This amount was applied to Fraser’s portion of the total service cost in the November request for payment in the amount of $22,830. Based on this analysis, the cost of service provided to Fraser for the time period of October 1, 2016 through December 31, 2016 is $135,339.54. Again, it should be noted that there are other hard and soft costs incurred that have not been addressed in this breakdown of transit services provided. REQUEST FOR PAYMENT Winter Park respectfully requests payment from the Town of Fraser in the amount of $135,339.54 for transit services provided from October 1, 2016 until December 31, 2016. Should you require any additional information, please feel free to contact me at your earliest convenience. MEMORANDUM To: Jeff Durbin, Town Manager, Town of Fraser From: Drew Nelson, Town Manager, Town of Winter Park Date: March 2, 2017 Re: Request for Payment – Transit Services – January 2017 BACKGROUND As you are aware, the Town of Winter Park has been providing public transit service in the Upper Fraser Valley for the past year and a half, commencing on November 11, 2015 and providing daily service ever since. Through its Memorandum of Understanding with Winter Park Resort, Winter Park has assumed the operating contract with First Transit that provides drivers, rolling stock, maintenance and other operational functions of the service. Winter Park received (and paid) all invoices for service since November 2015 and is obligated to do so until August of 2017, at which time the existing contract expires. The TAC will be issuing a Request for Proposals (RFP) for a transit contractor in April 2017. In addition to the transition of service requirements in the MOU, Winter Park has provided service to the Town of Fraser since November of 2015 as well as provided a seat on the Transit Advisory Co mmittee upon the approval of sustainable funding sources in last November’s election. The TAC has worked diligently to provide a high level of service in Fraser and the surrounding area and is continuing to do so as we enter the winter season. It is Winter Park’s belief that we have met or exceeded all of our obligations in the MOU as well as to the general public. ANALYSIS Winter Park’s analysis of cost for each route provided in Fraser is as follows: • The minutes-per-hour for the Summer route apportion to 40% Fraser and 60% Winter Park. This same time analysis can be extended to the Black and Night Lift routes as well as the Link Call and Ride. • The Purple Express route timing is split evenly between Fraser, Winter Park and the unincorporated Meadowridge area. Apportionment should be a three-way split between the parties. • The Purple/Fraser Cirque circulated through both Fraser and Meadowridge, and should be apportioned 50% Fraser and 50% Meadowridge. • Paratransit is an essential service that is required to be provided in Fraser, Winter Park, and unincorporated Grand County within three-quarters of a mile from any fixed route. This route is logically split three ways between Fraser, Winter Park, and Meadowridge. • The Granby route serves four stop locations in Fraser. There are 27 total stops on the route, which calculate as follows: Winter Park – 10 stops (37%), Fraser – 4 stops (14.8%), Granby – 6 stops (22.2%), Grand County – 7 stops, (26%). • For November 2016, the Purple day route has changed into the Fraser Cirque/Fraser Express routes. The Night Purple has also changed and will be covered by the Fraser Cirque. As noted above, the Purple – Fraser Express route timing is split evenly between Fraser, Winter Park and the unincorporated Meadowridge area (three-way split of costs). The Purple – Fraser Cirque serves only Fraser and Meadowridge, and should be allocated 50% Fraser and 50% Meadowridge. Below is a monthly spreadsheet reflecting the routes, riders, and costs affiliated with providing service in January 2017: JANUARY 2017 Route Hours Riders Riders/Hour % of Total Hours % of Total Riders Cost Per Route Cost Per Rider Black 1,205.00 36,368 30.18 24.54% 29.90% $66,926.77 $1.84 Red 325.50 5,160 15.85 6.63% 4.24% $18,078.56 $3.50 Purple Express 115.00 3,400 29.57 2.34% 2.80% $6,387.20 $1.88 Purple Cirque 565.50 10,348 18.30 11.52% 8.51% $31,408.37 $3.04 Blue 214.50 7,585 35.36 4.37% 6.24% $11,913.52 $1.57 Yellow 215.50 6,372 29.57 4.39% 5.24% $11,969.06 $1.88 Brown 428.50 7,652 17.86 8.73% 6.29% $23,799.27 $3.11 Orange 220.50 6,200 28.12 4.49% 5.10% $12,246.77 $1.98 Lime 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Green 341.75 18,310 53.58 6.96% 15.05% $18,981.10 $1.04 Mary Jane 327.50 7,305 22.31 6.67% 6.01% $18,189.64 $2.49 Link CNR 346.50 6,159 17.77 7.06% 5.06% $19,244.92 $3.12 Summer 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Granby 294.50 6,722 22.83 6.00% 5.53% $16,356.79 $2.43 Paratransit 310.00 53 0.17 6.31% 0.04% $17,217.68 $324.86 TOTAL 4,910.25 121,634 24.77 $272,719.66 $2.24 Based on the cost breakdown analysis above, the First Transit contract cost for service for January 2017 would be as follows: COST AND REVENUE ALLOCATION Route CDOT Town of Granby Grand County HOAs Town of Fraser Town of Winter Park Total Black $26,770.71 $40,156.06 $66,926.77 Red $18,078.56 $18,078.56 Purple Express $2,129.07 $2,129.07 $2,129.07 $6,387.20 Purple Cirque $15,704.19 $15,704.19 $31,408.37 Blue $11,913.52 $11,913.52 Yellow $5,984.53 $5,984.53 $11,969.06 Brown $23,799.27 $23,799.27 Orange $12,246.77 $12,246.77 Lime $0.00 $0.00 Green $18,981.10 $18,981.10 Mary Jane $18,189.64 $18,189.64 Link CNR $7,697.97 $11,546.95 $19,244.92 Summer $0.00 $0.00 $0.00 Granby $3,631.21 $4,252.77 $2,420.81 $6,052.01 $16,356.79 Paratransit $5,739.23 $5,739.23 $5,739.23 $17,217.68 TOTAL $3,631.21 $33,809.78 $0.00 $60,461.96 $174,816.71 $272,719.66 % of Total 1.33% 12.40% 22.17% 64.10% 100.00% REVENUE $12,500.00 $0.00 $0.00 $0.00 $0.00 $0.00 $12,500.00 Op Grant $2,771.25 $9,728.75 TOTAL $12,500.00 $0.00 $0.00 $0.00 $2,771.25 $9,728.75 $12,500.00 DIFFERENCE $12,500.00 -$3,631.21 -$33,809.78 $0.00 -$57,690.71 -$165,087.96 -$260,219.66 A few items to note about this analysis: • The cost breakdown is for actual amounts paid to First Transit for service, and the Resort’s portion of the fixed rate cost has already been applied to the total cost. • This only includes invoice amounts and does not include Winter Park’s personnel costs, marketing costs, new bus acquisition (which drives down the fixed cost of service), bus painting and maintenance costs, consultant fees, legal counsel review, the new RideHop smartphone application and other functions of the service. These items will need to be addressed in the Intergovernmental Agreement that we have discussed entering into between Fraser and Winter Park. • Winter Park applied for and received a Section 5311 Operating Award from the Colorado Department of Transportation in the amount of $150,000 for 2017. The monthly invoicing from CDOT is $12,500, of which 22.17% can be attributed to the Town of Frase r. This amounts to a credit of $2,771.25 as shown in the cost allocation spreadsheet above. Based on this analysis, the cost of service provided to Fraser for month of January 2017 is $57,690.71. Again, it should be noted that there are other hard and soft costs incurred that have not b een addressed in this breakdown of transit services provided. REQUEST FOR PAYMENT Winter Park respectfully requests payment from the Town of Fraser in the amount of $57,690.71 for transit services provided during the month of January 2017. Should you require any additional information, please feel free to contact me at your earliest convenience. MEMORANDUM To: Jeff Durbin, Town Manager, Town of Fraser From: Drew Nelson, Town Manager, Town of Winter Park Date: November 4, 2016 Re: Request for Payment – Transit Services – November 2015 through September 2016 BACKGROUND As you are aware, the Town of Winter Park has been providing public transit service in the Upper Fraser Valley for the past year, commencing on November 11, 2015 and providing daily service ever since. Thorough its Memorandum of Understanding with Winter Park Resort, Winter Park has assumed the operating contract with First Transit that provides drivers, rolling stock, maintenance and other operational functions of the service. Winter Park received (and paid) all invoices for service since November and is obligated to do so until August of 2017, at which time the existing contract expires. In addition to the transition of service requirements in the MOU, Winter Park has provided service to the Town of Fraser since November of 2015 as well as provided a seat on the Transit Advisory Committee upon the approval of sustainable funding sources in last November’s election. The TAC has worked diligently to provide a high level of service in Fraser and the surrounding area and is continuing to do so as we enter the winter season. It is Winter Park’s belief that we have met or exceeded all of our obligations in the MOU as well as to the general public. To date, Winter Park has paid invoices to First Transit in the amount of $1,960,670.24. Winter Park Resort has been billed for (and has paid) its portion of the fixed cost of service. Below is a further breakdown of costs since the inception of the public service as it relates to routes affecting Fraser through the end of September 2016. ANALYSIS Winter Park’s analysis of cost for each route provided in Fraser is as follows:  The minutes-per-hour for the Summer route apportion to 40% Fraser and 60% Winter Park. This same time analysis can be extended to the Black and Night Lift routes as well as the Link Call and Ride.  The Purple day route timing is split evenly between Fraser, Winter Park and the unincorporated Meadowridge area. Apportionment should be a three-way split between the parties.  The Night Purple circulated through both Fraser and Meadowridge, and sh ould be apportioned 50% Fraser and 50% Meadowridge.  Paratransit is an essential service that is required to be provided in Fraser, Winter Park, and unincorporated Grand County within three-quarters of a mile from any fixed route. This route is logically split three ways between Fraser, Winter Park, and Meadowridge.  The Granby route serves four stop locations in Fraser. There are 27 total stops on the route, which calculate as follows: Winter Park – 10 stops (37%), Fraser – 4 stops (14.8%), Granby – 6 stops (22.2%), Grand County – 7 stops, (30%). Below is a spreadsheet reflecting the routes, riders, and costs affiliated with providing service to -date: Route Hours Riders Cost Winter Park Grand County Fraser Black 4,010.75 65,654 $257,016.42 $154,209.85 $102,806.57 Night Lift 1,624.25 38,457 $104,085.00 $62,451.00 $41,634.00 Purple 2,750.75 56,660 $176,273.24 $58,757.75 $58,757.75 $58,757.75 Night Purple 964.5 11,214 $61,806.98 $30,903.49 $30,903.49 Granby 1,510.5 15,448 $96,795.69 $35,814.40 $29,038.71 $14,325.76 Link CNR 1,816.5 36,924 $116,404.74 $69,842.85 $46,561.90 Paratransit 1,520 3,440 $97,404.46 $32,468.15 $32,468.15 $32,468.15 Summer 3595.00 35,249 $231,084.93 $138,650.96 $92,433.97 Total 17,143.75 257,100 $1,147,433.89 $553,412.79 $151,168.10 $420,855.91 A few items to note about this analysis:  The cost breakdown is for actual amounts paid to First Transit for service, and the Resort’s portion of the fixed rate cost has already been applied to the total cost.  This only includes invoice amounts and does not include Winter Park’s personnel costs, marketing costs, new bus acquisition (which drives down the fixed cost of service), bus painting and maintenance costs, consultant fees, legal counsel review, the new RideHop smartphone application and other functions of the service. These items will need to be addressed in the Intergovernmental Agreement that we have discussed entering into between Fraser and Winter Park.  Winter Park administered and managed contracts with fourteen homeowner associations in the Meadowridge area in the amount of $73,964, all of which has been paid by the HOAs. We also received payment from Grand County in the amount of $14,000. These amounts were not removed from the total in the spreadsheet above, but they do represent a close approximation for the Purple and Night Purple expenses as apportioned to that area.  Winter Park applied for and received a Section 5311 Operating Award from the Colorado Department of Transportation in the amount of $100,000 for 2016. This grant helped to provide service in Fraser via the Black and Summer routes. This amount was not applied to the total in the spreadsheet above, but some allocation of that grant should flow to Fraser’s costs. Hours of service provided to the Fraser routes noted above equate to 22.83% of the total hours of service for the entire system. We would propose the grant be allocated in a similar fashion, reducing costs to Fraser in the amount of $22,830 for 2016 to-date.  There were no additional amounts allocated to either Fraser or Winter Park for special events held throughout the summer (such as the Divide Music Festival). These were collaborative events held with the overall community in mind, which is a fair way to perceive their impacts to the transit system. Based on this analysis, the cost of service provided to Fraser for the time period of November 11, 2015 through September of 2016 is $398,025.91. Again, it should be noted that there are other hard and soft costs incurred that have not been addressed in this breakdown of transit services provided. REQUEST FOR PAYMENT Winter Park respectfully requests payment from the Town of Fraser in the amount of $398,025.91 for transit services provided to-date. We anticipate an invoice from First Transit for the month of October within the next week, so additional information on nearly a year’s worth of service will be forthcoming. In looking ahead, early winter service commences on November 14th, and the full operating schedule starts on December 19th. Should you require any additional information, please feel free to contact me at your earliest convenience.