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  ITEM 32.       
Meeting Date: 10/13/2020  
Submitted For: Trevor Ebersole
Department: Transportation  

Subject
RESOLUTION NO. R20-135
 
A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, MARICOPA COUNTY, ARIZONA, AUTHORIZING AND DIRECTING THE ENTERING INTO OF AN INTERGOVERNMENTAL AGREEMENT WITH THE CITY OF PHOENIX FOR THE PURPOSE OF OPERATING ASSISTANCE FOR TRANSIT SERVICES.
Presented by: Trevor Ebersole, Director, Transportation
Purpose and Recommended Action
This is a request for City Council to waive reading beyond the title and adopt a resolution authorizing the City Manager to enter into an Intergovernmental Agreement (IGA) with the City of Phoenix for acceptance of four Federal Transit Administration (FTA) grants, numbered AZ-2020-40, AZ-2020-042, AZ-2020-051, and AZ-2020-052-00.
 
Background
Through a regional competitive application process, the City of Glendale was successful in securing FTA grant funding for two projects, which are included in two of the grants.  The other two grants are FTA formula (non-competitive) grants, funding bus purchases and providing reimbursement for preventative maintenance expenses.  The City of Phoenix is the designated recipient for all FTA funds in the region.  This IGA with the City of Phoenix will provide reimbursement toward capital purchases, operating assistance and preventive maintenance assistance for the transit fleet.  This funding will reduce Glendale’s operating costs and eliminate the city’s obligation towards the purchase of replacing three Dial-A-Ride buses and two Glendale Urban Shuttle (GUS) buses.
Analysis
Grant AZ-2020-040 (competitively awarded) will fund the purchase of an Interactive Voice Response (IVR) system.  The IVR system will enhance our existing scheduling software to allow outbound notifications, inbound confirm/cancel options and Spanish language options.  The installation of the IVR system will provide more options to our Dial-A-Ride passengers to both confirm trips and pick-up times, provide a convenient opportunity to cancel unneeded trips, and offer an easy way to call and check on a booked trip without having to wait to speak with a reservationist.  The total amount of federal funds in this grant is $48,416 with a required local match of $12,104. This amount will cover the purchase, license and installation of the IVR system.  On-going annual costs are estimated to be approximately $6,500 to $7,500, depending on the number of Short Message Service (SMS) texts used each year.  This cost also includes annual software maintenance fees.  Matching funds for this project will come from the Glendale On-Board (GO) program. 
 
Grant AZ-2020-042 (competitively awarded) will off-set some costs for the on-site security personnel for the Park & Ride at 99th and Glendale Avenues.  Upon formal acceptance of this grant, Transit staff will proceed with a federally compliant Request for Proposal (RFP) for the purpose of awarding a contract for security services at the Park & Ride. The actual total amount of federal funds awarded for this project is $150,000.  However, the Maricopa Association of Governments (MAG), which oversaw the competitive process for this funding, divided up the total award over three years.  So, Glendale will be receiving $50,000 each year for the next three years, with a required local match of $12,500 each year.  To clarify, currently, there is security staff on-site at the Park-and-Ride (and has been since it opened in 2008).  However, because the City’s contract with the security provider was not procured through the federal process, Transit will have to opt out of that contract and procure their own security service contract.  For Fiscal Year 2021, Transit will spend approximately $77,000 for on-site security at the facility.  Matching funds for this project will come from the Glendale On-Board (GO) program. 
 
Grant AZ-2020-051 (formula funding) will fund the replacement of three Dial-A-Ride buses.  The purchase of these buses is part of the fleet replacement program.  The total amount of federal funds in this grant is $249,708 with a required local match of $44,066, which will come from regional Public Transportation Funds (PTF) funded through Proposition 400.
 
Grant AZ-2020-052-00 (formula funding) will fund the replacement of two Glendale Urban Shuttle (GUS) buses and provide preventive maintenance reimbursement for the transit fleet.  The purchase of these buses is part of the fleet replacement program.  The total amount of federal funds in this grant is $364,906 with a required local match of $73,987 of which $41,375 will come from regional Public Transportation Funds (PTF) funded through Proposition 400.  The remaining match amount of $32,612 for the preventative maintenance assistance will come from the Glendale On-Board (GO) program. 
Previous Related Council Action
This is a new IGA with no previous Council action.
Community Benefit/Public Involvement
Transportation services provide a benefit to Glendale residents and visitors.  These grant funds will provide fleet replacement and preventive maintenance that will promote the continuation of quality and reliable transportation services.  Having security staff on-site at the 99th and Glendale Avenues Park & Ride encourages use of the facility by Glendale residents and surrounding communities while enhancing the safety of the public using this facility.  The awarded funding for this service will reduce the City’s operating cost by $150,000 over the next three years.  The addition of an IVR system will improve customer service to our Dial-A-Ride passengers, allowing them to confirm or cancel scheduled trips with ease and provide them with trip status updates on the day of their trip via text, phone call, or email.

Fiscal Impact
Fiscal Year: FY2020-21
Fiscal Year Amount Requested: $661,378
Budgeted Y/N?: Y
Account: Various
Transfer Required? Y/N: Y
If Yes, what account will be used?: 20604029-550140
Budget and Financial Impacts:
The total amount of federal funding included in this IGA is $713,030. Expenditures beyond the current fiscal year are contingent upon Council budget approval. The $661,378 in this request includes the purchase of the following:

$569,608 - 3 DAR buses and 2 Gus Buses. Account #20604029-550140 - Grant Appropriation Transfer 

$60,520 - IVR system. Account #20702927-521110 - Fixed Route Professional and Contractual

$31,250 - half a year of security funding for the Park-and-Ride. ) Account #20702927-521110 - Fixed Route Professional and Contractual

Attachments
R20-135
IGA


    

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