HomeMy WebLinkAboutReso 91-2018 (18-353)City of South San Francisco P.O. Box 711 (City Hall,
400 Grand Avenue)
South San Francisco, CA
City Council
Resolution: RES 91 -2018
File Number: 18 -353 Enactment Number: RES 91 -2018
RESOLUTION AMENDING THE SHUTTLE SERVICES
AGREEMENT WITH PCAM, LLC OF LOS ANGELES,
CALIFORNIA BY AN AMOUNT OF $1,000,305 IN A TOTAL NOT
TO EXCEED AMOUNT OF $1,430,305 AND EXTENDING THE
TERM UNTIL JUNE 30, 2020 FOR THE OPERATIONS OF THE
SOUTH CITY SHUTTLE.
WHEREAS, on May 3, 2018, the San Mateo County Transportation Authority Board of Directors
programmed and allocated $836,000 from the New Measure A Local Shuttle Program Category
( "Measure A Funds ") for the City of South City Shuttle Project ( "the Project "); and
WHEREAS, the City is required to provide a 25% match in the amount of $279,000 for the Project; and
WHEREAS, the total project budget is $1,115,000 and adequate funds are budgeted for the Project; and
WHEREAS, the existing agreement with PCAM, LLC provides shuttle services and includes provisions
to extend the agreement; and
WHEREAS, city staff desires to amend the not to exceed amount and the term of the agreement; and
WHEREAS, staff recommends approving the 1 st amendment of the Shuttle Operations Services
Agreement for the South City Shuttle with PCAM, LLC of Los Angeles, California extending the term
until June 30, 2020, and
WHEREAS, staff recommends amending the budget amount for the Shuttle Operations Services
Agreement as part of a separate agenda item for the fiscal year 2018 -19 budget approval at a later
meeting.
NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of South San Francisco that
the City Council hereby approves the First Amendment to the Shuttle Services Agreement with PCAM,
LLC of Los Angeles, California, attached hereto as Exhibit A, for the South City Shuttle, authorizing an
additional $1,000,305 in compensation, for a total amount not to exceed $1,430,305.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the documents on
behalf of the City upon timely submission by PCAM, LLC signed agreement amendment and all other
documents, subject to approval as to form by the City Attorney.
City of South San Francisco Page 1
File Number: 18 -353 Enactment Number. RES 91 -2018
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to take any other necessary
actions consistent with the intent of this resolution.
At a meeting of the Special City Council on 6/20/2018, a motion was made by Richard Garbarino, seconded
by Pradeep Gupta, that this Resolution be approved. The motion passed.
Yes: 5 Mayor Normandy, Mayor Pro Tem Matsumoto, Councilmember Addiego,
Councilmember Gupta, and Councilmember Garbarino
Attest b
( . st art i
City of South San Francisco Page 2
1st AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF SOUTH SAN
FRANCISCO AND PCAM LLC
THIS FIRST AMENDMENT TO THE SHUTTLE SERVICES AGREEMENT is made at South
San Francisco, California as of June 13, 2018 by and between THE CITY OF SOUTH SAN
FRANCISCO (“City”), a municipal corporation, and PCAM, LLC (“Contractor”), (sometimes
referred together as the “Parties”) who agree as follows:
RECITALS
A. On the 1st of July, 2016, City and Contractor entered that certain SHUTTLE SERVICES
AGREEMENT (“Agreement”) whereby Contractor agreed to provide shuttle services for
the South City Shuttle. A true and correct copy of the Agreement and its exhibits is
attached as Exhibit A.
B. Section 8.2 of the Agreement allows for extensions for two (2) additional two (2) year
terms.
C. City and Contractor now desire to extend the Agreement for one (1) additional two year
term and to amend certain terms contained therein, including the total compensation
amount.
NOW, THEREFORE, for and in consideration of the promises and other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, City and
Contractor hereby agree as follows:
1. All terms which are defined in the Agreement shall have the same meaning when used in
this Amendment, unless specifically provided herein to the contrary.
2. Section 1.1 Term of Service. The June 30, 2018 date for the term of services identified in
Section 1.1 is hereby replaced with June 30, 2020.
3. Section 2. Compensation. Section 2 of the Agreement shall be amended such that the City
agrees to pay Contractor a sum not to exceed One Million Four Hundred Thirty Thousand
Three Hundred Five Dollars ($1,430,305.00), with the understanding that up to
$381,214.31 has already been paid to Contractor.
Contractor agrees this is the City’s total contribution for payment of costs under the
Agreement unless additional payments are authorized in accordance with the terms of the
Agreement and said terms of payment are mutually agreed to by and between the parties
in writing.
4. Scope of Work, Compensation, and Shuttle Route and Timetable. The Scope of Work,
Compensation, and Shuttle Route and Timetable are amended and attached as Exhibit B
to this Amendment, with deletions in strikethrough and additions in double underline.
All other terms, conditions and provisions in the Agreement remain in full force and effect. If
there is a conflict between the terms of this Amendment and the Agreement, the terms of the
Agreement will control unless specifically modified by this Amendment.
[SIGNATURES ON THE FOLLOWING PAGE]
Dated:
CITY OF SOUTH SAN FRANCISCO PCAM, LLC
By: By:
City Manager Eric Chaves
Approved as to Form:
By:
City Attorney
2964117.1
Exhibit B
SCOPE OF WORK
I. SHUTTLE OPERATIONS
PCAM Contractor shall furnish equipment and personnel needed to operate the South City Shuttle
route and timetable as shown in Exhibit C SHUTTLE ROUTE AND TIMETABLE section.
Vehicles, materials, staffing and supplies must be of sufficient quality to ensure safe and reliable
operation. The vehicle(s) shall meet daily service requirements for two routes, clockwise and
counter clockwise, which require 11.5 12.75 hours of operation per day, beginning at 7:15 a.m.
until 6:45 7:05 p.m. for the clockwise route. The counter clockwise route will have a billable time
of 11.75 hours per day of operation beginning at 7:20 a.m. until 6:02 p.m., Monday through
Friday, excluding the following holidays:
New Year’s Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Friday after Thanksgiving
Christmas
1. Vehicle Requirements
PCAM Contractor shall provide two (2) vehicles; one a low floor vehicle such as ARBOC Spirit
of Freedom 19-23 passengers or equivalent, and one (1) 26-30 passenger vehicle. All vehicles
shall meet the following specifications:
I. Comply with California Air Resources Board (CARB) emission standards.
II. The vehicles shall be model year 2012 or newer.
III. Shall be accessible as defined under the ADA.
IV. The wheelchair lift or ramp mechanism shall be operational at all times.
V. The vehicle shall be equipped with a public address system that meets ADA
requirements, including a microphone, amplifier, interior and exterior speakers, and an
interior/exterior selector switch allowing for execution of interior and/or exterior
announcements.
VI. Outfitted with either a front or rear bicycle racks, with space for two bicycles.
VII. The vehicle will be outfitted at City expense with vehicle graphics. The City will
coordinate installation with a graphics installer.
VIII. Have a unique vehicle identification number (ID#) on all four sides.
IX. Have a display rack and City supplied 11”x17” maps and timetable installed inside of
the vehicle for passenger convenience.
X. The vehicles shall be equipped with an operational, real-time vehicle location system
that has the following capabilities:
a. Generate reports such as vehicle location and times at designated shuttle stops;
b. Generate on-time performance by route, vehicle, and/or fleet reports and;
c. Generate other management reports, as may be requested;
d. Provide access to the real-time remote vehicle location system for City staff.
XI. PCAM Contractor shall have a system of communications between driver and dispatch
either through a two-way radio system or through use of a cell phone. A system that is
vehicle or phone based may be considered adequate.
XII. PCAM Contractor personnel shall perform daily safety inspection before vehicle is put
in-service
It is not necessary that the second vehicle have low floor capabilities, but shall meet the
specifications above and be ADA compliant and wheelchair accessible. When used, the secondary
vehicle shall have appropriate signage placed on the passenger side of the vehicle indicating that
is operating as the “Free South City Shuttle”. The signage on the secondary vehicle will be at the
expense of PCAM Contractor.
2. Operator Requirements
I. Shuttle operators shall wear a uniform and name badge.
II. Operator shall conform to the timetable listed in Exhibit C the SHUTTLE ROUTE AND
TIMETABLE section and meet the time points. At no point shall it be acceptable to run
ahead of schedule
a. If certain trips area always behind schedule, the City is willing make service
changes to accommodate changing ridership or traffic conditions to ensure on-time
performance.
III. Accurate Trip Logs and Ridership Counts:
a. Operators will manually or automatically maintain a daily trip report showing
arrival and departure times for each trip, stating reasons for late or early running;
b. Operators shall manually or automatically record the number of passengers
boarding or alighting at all designated stops, on each trip,
IV. Operators or an automated announcement system shall make announcements at the
following stops for the clockwise route:
a. Hillside Drive and Chestnut Avenue
b. Hillside Drive and South San Francisco Drive
c. Linden Avenue and Aspen Avenue
d. Grand Avenue and Linden Avenue
e. Grand Avenue and Magnolia Avenue
f. West Orange Avenue at South San Francisco Library
g. Rotary Plaza on Alida Way
h. El Camino Real and West Orange Avenue
i. El Camino Real and Arroyo Drive
j. Kaiser Hospital
k. South San Francisco BART Station
V. Operators or an automated announcement system shall make announcements at the
following stops for the counter clockwise route:
a. Arroyo and El Camino Real
b. West Orange at South San Francisco Library
c. West Orange and Baden
d. Grand Avenue and Maple
e. Linden Avenue and Aspen
f. Hillside and South San Francisco Drive
g. South San Francisco BART station
Vehicle breakdowns shall be reported immediately to the City and to SamTrans call center
staff via phone at 650-877-8550 and via email at [email protected].
a. Contractor must have a secondary vehicle available and in route within
thirty-minutes of breakdown notification during all hours of revenue
service.
3. Service Changes
Service changes may be required from time to time, including additional daily hours, reduced
daily hours, evening, weekend and holiday service;
I. The City will endeavor to provide a 30-day written prior notice to the Contractor of the
effective date of a service modification
II. PCAM Contractor shall make service changes as requested and will provide any
additional personnel and/or equipment necessary to implement the modification on its
effective date;
III. PCAM Contractor will be compensated for supplemental event and emergency
services transportation at the respective hourly rate.
4. Vehicle Maintenance and Cleaning Standards
PCAM Contractor shall adhere to the following minimum cleaning standards for each vehicle
used:
I. Preventative Maintenance A service every 200 hours or every 3 months
a. Safety Checklist
b. Tire recording maintaining a minimum of 3/32” tread depth
c. Lights-exterior and interior lights and gauges
d. Windshield wipers
e. Fluid levels
f. Battery and chargin system; clean terminals and inspect cables
g. Heating/air conditioning system
h. Exhaust system and exhaust hangers and clamps
i. Steering and Suspension
j. Frame, cross members, and body joints
k. Driver shaft and U-Joints
II. Maintenance B service on a 10 week interval including a-bk in PM A above to include
the following:
a. Inspect critical components (hoses, belts, etc.) replace worn or dam Inspect
critical components (hoses, belts, etc.), replace worn or damaged
b. Inspect vehicle appearance (look for body damage, rust, interior condition, etc.)
c. Engine oil and oil filter change
d. Lubricate chassis, hinges, locks, etc.
e. Check and service emission control
f. Brake inspection –record remaining life (replace worn, damages, or leaking
components)
g. Service cooling system needed
h. Starter/charging system- check and repair or replace defiant components
i. Inspect air cleaner element and replace as needed
III. Maintenance-C will be performed every fourth PM interval. The PM activity will
include items a-k in PM-A identified above and the following:
a. Rotate and balance tires
b. Service front wheel bearings
c. Scope engine
d. Service automatic transmission
e. Engine tune-up and emissions
IV. The interior swept, mopped, dusted and windows cleaned daily
a. Remove marks and foreign matter (gum, grease, dirt, etc.,) as needed.
V. The exterior of each vehicle shall be washed every other day.
VI. Vehicle interiors shall be maintained free from engine exhaust fumes to minimize
discomfort to passengers and operators.
VII. All exteriors and interior cleaning of shuttle vehicles shall be documented and records
provided to City staff, upon request.
5. Documents and Reports
PCAM Contractor shall keep accurate written records of all maintenance and repair activities,
including preventive maintenance performed on vehicles, documenting the maintenance activities
according to date and mileage.
I. All repair/work orders shall attach a copy of the source document requesting the repair
(i.e. Operator’s daily inspections, preventive maintenance inspection, customer
complaint, etc.) to facilitate a proper audit trail.
II. PCAM Contractor shall make such records available to the City upon request.
PCAM Contractor is expected to prepare and submit reports listed below to the City.
III. National Transit Database Report:
a. National Transit Database (NTD) Report shall be completed and submitted to
the City no later than the 7th day of the month for the preceding month.
IV. Monthly Management Reports:
PCAM Contractor shall generate monthly reports as required by the City for each
month of the contract term. Reports must be submitted no later than the 10th day of the
month for the preceding month. The reports shall include, but be limited to the
following elements:
a. Summary of any unusual activities on the shuttle or concerns regarding the
shuttle service for the preceding month.
b. The number and type of reportable and non-reportable accident and incident
reports issued, and if anyone was medically transported from the scene.
c. PCAM shall submit these reports and any modifications that may be required,
for the entire contract term (including option terms, if exercised).
V. Bi-Weekly Reports:
a. Ridership summary for the previous month including detailed operator
ridership counts, including the number of riders for each trip, and the locations
and number of riders boarding and alighting the shuttle from each stop.
VI. Accident/Incident Reports:
a. The Contractor s shall immediately report accidents/incidents by telephone and
City’s contact identified in the contract;
b. The above notification shall occur after Contractor has first contacted
appropriate emergency and Contractor personnel to secure life and property, as
appropriate, at the scene of the incident;
c. The Contractor shall follow the telephone report with an electronic report,
describing the details of the accident/incident to the City within 24 hours of the
occurrence of the accident/incident;
6. Evaluations
During the term of the agreement, the City shall retain a third party ‘quality services team’ to
complete randomized rides to observe driver performance and timeliness, passenger conduct
and passenger experience. Both suitable and unsuitable qualitative feedback will be shared
with PCAM Contractor.
COMPENSATION
PCAM Contractor will provide shuttle services including all associated equipment and personnel
accosts at the following rates:
$70.26 $78.20 per hour based on providing a low flow vehicle
$65.75 $72.48 per hour when a secondary for any other vehicle is in use
Minimum Wage: In the event there is a government-mandated increase in wage and benefits (for
example, an increase in minimum wage, the creation of a living wage or increases caused by the
Patient Protection and Affordable Act), Contractor will be allowed an increase in the per-man /
per-hour wage up to the amount of the wage increase, +42%. The increase will commence
immediately on the effective date of the minimum wage increase date.
Annual Expenses: Expenses shall be expected to increase five percent (5%) annually.
Concurrently, a relative percentage increase in the per-man / per-hour wage for the Contractor
shall go into effect and commence on the anniversary date of the Agreement after the completion
of the second (2nd) year. The increases will occur annually on the commencement date of the
Agreement every subsequent following year after that the Agreement is in place.
SHUTTLE ROUTE AND TIMETABLE
There will be a clockwise and counter clock wise route.
Clockwise Route
Clockwise Timetable*
*The 7:20 am route will operate only on school days. The vehicle used for the counter
clockwise route will operate the 7:20 am clockwise trip then continue the counter
clockwise route beginning at 8:10 am.
BART
(Bay 6)
Hillside
/Chestnut
Linden
/Aspen
Orange
/Baden
Main
Library
Rotary
Plaza
BART
(Bay 6)
ABCDEFA
7:15 AM7:19 AM7:26 AM7:34 AM7:42 AM7:47 AM7:57 AM
7:20 AM7:22 AM7:29 AM7:38 AM7:46 AM7:51 AM8:02 AM
8:04 AM8:10 AM8:15 AM8:21 AM8:30 AM8:38 AM8:46 AM
8:54 AM8:59 AM9:04 AM9:10 AM9:16 AM9:21 AM9:30 AM
9:38 AM9:42 AM9:48 AM9:55 AM10:01 AM10:05 AM10:13 AM
10:20 AM10:25 AM10:30 AM10:36 AM10:43 AM10:48 AM10:56 AM
11:05 AM11:10 AM11:15 AM11:21 AM11:27 AM11:32 AM11:40 AM
11:48 AM11:52 AM11:58 AM12:05 AM 12:10 PM12:15 PM12:25 PM
12:33 PM12:38 PM12:44 PM12:52 PM1:00 PM1:05 PM1:14 PM
1:22 PM1:27 PM1:32 PM1:40 PM1:45 PM1:50 PM1:58 PM
2:05 PM2:10 PM2:15 PM2:21 PM2:26 PM2:32 PM2:40 PM
2:48 PM2:53 PM2:58 PM3:06 PM3:12 PM3:18 PM3:28 PM
3:53 PM3:58 PM4:04 PM4:12 PM4:18 PM4:24 PM4:33 PM
4:40 PM4:45 PM4:51 PM5:02 PM5:12 PM5:17 PM5:25 PM
5:35 PM5:40 PM5:46 PM5:53 PM6:00 PM6:08 PM6:16 PM
6:26 PM6:31 PM6:36 PM6:43 PM6:50 PM6:56 PM7:05 PM
SSF BART
(Bay 6)
Main
Library
Rotary
Plaza
Orange
/Baden
Linden
/Aspen
Hillside
/School
BART
(Bay 6)
AEFDCBA
8:10 AM8:17 AM8:21 AM8:29 AM8:39 AM8:46 AM8:52 AM
9:00 AM9:07 AM9:11 AM9:19 AM9:29 AM9:36 AM9:42 AM
9:50 AM9:57 AM10:01 AM10:09 AM10:19 AM10:26 AM10:32 AM
10:40 AM10:47 AM10:51 AM10:59 AM11:09 AM11:16 AM11:22 AM
11:30 AM11:37 AM11:41 AM11:49 AM11:59 AM12:06 PM12:12 PM
12:20 PM12:27 PM12:31 PM12:39 PM12:49 PM12:56 PM1:02 PM
1:10 PM1:17 PM1:21 PM1:29 PM1:39 PM1:46 PM1:52 PM
2:00 PM2:07 PM2:11 PM2:19 PM2:29 PM2:36 PM2:42 PM
2:50 PM2:57 PM3:01 PM3:09 PM3:19 PM3:26 PM3:32 PM
3:40 PM3:47 PM3:51 PM3:59 PM4:09 PM4:16 PM4:22 PM
4:30 PM4:37 PM4:41 PM4:49 PM4:59 PM5:06 PM5:12 PM
5:20 PM5:27 PM5:31 PM5:39 PM5:49 PM5:56 PM6:02 PM
Counter Clockwise Route
Counter Clockwise Timetable
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