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Home My Public Portal About4b Fraser Request for Payment Memo March 05-17-2017 MEMORANDUM To: Jeff Durbin, Town Manager, Town of Fraser From: Drew Nelson, Town Manager, Town of Winter Park Date: May 17, 2017 Re: Request for Payment – Transit Services – March 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 has issued a Request for Proposals (RFP) for a transit contractor , and will be reviewing responses to the RFP in the near future. 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 March 2017: MARCH 2017 Route Hours Riders Riders/Hour % of Total Hours % of Total Riders Cost Per Route Cost Per Rider Black 1,209.00 24,204 20.02 22.16% 26.27% $64,488.58 $2.66 Red 325.50 3,476 10.68 5.97% 3.77% $17,362.31 $4.99 Purple Express 327.50 5,658 17.28 6.00% 6.14% $17,468.99 $3.09 Purple Cirque 418.50 5,615 13.42 7.67% 6.10% $22,322.97 $3.98 Blue 323.00 6,397 19.80 5.92% 6.94% $17,228.96 $2.69 Yellow 324.00 5,974 18.44 5.94% 6.48% $17,282.30 $2.89 Brown 611.00 8,544 13.98 11.20% 9.27% $32,591.00 $3.81 Orange 323.50 6,415 19.83 5.93% 6.96% $17,255.63 $2.69 Lime 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Green 337.75 12,049 35.67 6.19% 13.08% $18,015.73 $1.50 Mary Jane 325.50 4,595 14.12 5.97% 4.99% $17,362.31 $3.78 Link CNR 325.50 2,944 9.04 5.97% 3.20% $17,362.31 $5.90 Summer 0.00 0 0.00 0.00% 0.00% $0.00 $0.00 Granby 294.50 6,040 20.51 5.40% 6.56% $15,708.76 $2.60 Paratransit 310.00 211 0.68 5.68% 0.23% $16,535.53 $78.37 TOTAL 5,455.25 92,122 16.89 $290,985.38 $3.16 Based on the cost breakdown analysis above, the First Transit contract cost for service for March 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 $25,795.43 $38,693.15 $64,488.58 Red $17,362.31 $17,362.31 Purple Express $5,823.00 $5,823.00 $5,823.00 $17,468.99 Purple Cirque $11,161.48 $11,161.48 $22,322.97 Blue $17,228.96 $17,228.96 Yellow $8,641.15 $8,641.15 $17,282.30 Brown $32,591.00 $32,591.00 Orange $17,255.63 $17,255.63 Lime $0.00 $0.00 Green $18,015.73 $18,015.73 Mary Jane $17,362.31 $17,362.31 Link CNR $6,944.92 $10,417.39 $17,362.31 Summer $0.00 $0.00 $0.00 Granby $3,487.34 $4,084.28 $2,324.90 $5,812.24 $15,708.76 Paratransit $5,511.84 $5,511.84 $5,511.84 $16,535.53 TOTAL $3,487.34 $35,221.75 $0.00 $57,561.58 $194,714.71 $290,985.38 % of Total 1.20% 12.10% 19.78% 66.92% 100.00% REVENUE $12,500.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Op Grant $2,472.70 $10,027.30 TOTAL $12,500.00 $0.00 $0.00 $0.00 $2,472.70 $10,027.30 $0.00 DIFFERENCE $12,500.00 -$3,487.34 -$35,221.75 $0.00 -$55,088.88 -$194,714.71 -$290,985.38 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 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 19.78% can be attributed to the Town of Fraser. This amounts to a credit of $2,472.70 as shown in the cost allocation spreadsheet above. Based on this analysis, the cost of service provided to Fraser for month of March 2017 is $55,088.88. 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 $55,088.88 for transit services provided during the month of March 2017. Should you require any additional information, please feel free to contact me at your earliest convenience.