Title
Department of Transportation recommending the Board approve and authorize the Chair to sign Funding Agreement 3612 with El Dorado County Transit Authority in the amount of $41,903.50 for a retroactive term from August 21, 2018 through November 30, 2018 for providing additional shuttle services for the 2018 Apple Farms Shuttle Project.
FUNDING: Economic Development - Transient Occupancy Tax. (Local Funds)
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DISCUSSION / BACKGROUND
On June 12, 2018, Item 44 (Legistar 18-0806), Department of Transportation (Transportation) provided a presentation to the Board regarding the apple farms season traffic circulation issue. Many agencies partnered with Transportation to provide a solution to the traffic congestion in the apple farms area of Camino that occurs each fall in the month of October. Transportation staff created the Apple Farms Traffic Implementation Pilot Project (Project) in response to this effort. In September 2018, El Dorado County Transit Authority (Transit) was awarded an AB2766 Motor Vehicle Emission Reduction Grant (Grant) provided by El Dorado County Air Quality Management District (AQMD). The Grant provided funds to assist Transit with weekend parking and shuttle services in the apple farms area. Transit operated buses on a continuous loop each weekend day in October 2018 to help alleviate traffic congestion. El Dorado County agreed to provide Transit’s matching funds as part of the grant program in the amount of $15,524, as stated in the grant application.
On August 28, 2018, Item 35 (Legistar 18-1260), the Board authorized Transportation to move forward with the Project by allocating $50,000 of Economic Development seed funding, as well as other various grants and funding sources. Transit and Transportation began implementing the Project the first weekend in October 2018. It was clear to Transportation that after this first weekend, additional buses and traffic control were necessary to accommodate the higher volume of traffic and the popularity of the shuttle buses. On October 25, 2018, Item 1 (Legistar 18-1672), the Board authorized an additional $70,000, of which $50,000 was allocated to the additional Transit buses. Transit continued to provide shuttle services through the month of October 2018 to support the Project.
When Transportation received the invoice and requested a purchase order to pay for the additional shuttle services, Transportation was informed that a funding agreement needed to be processed in order to process payment to Transit. Transportation then worked to get a agreement in place and therefore, is requesting the Board approve this retroactive funding agreement. Agreement 3612 (Agreement) in the amount of $41,903.50 is to reimburse Transit for their additional expenses for the month of October 2018, as well as the matching funds for their Grant provided by AQMD.
ALTERNATIVES
If the Board should choose not to approve the Agreement, payment for Transit’s expenses would not be provided. Transit could take legal action to recover the amount owed for their services.
PRIOR BOARD ACTION
See Discussion / Background Section.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, California Highway Patrol, California Department of Transportation, Sierra Pacific Industries, Sacramento Municipal Utility District, El Dorado County Transportation Commission, and Apple Hill Growers Association.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for the Agreement for additional shuttle services was approved by the Board in October 2018 for $50,000, to be funded with Economic Development carry-over funding from FY 2017-18. The actual expenses were $41,903.50 for the additional shuttle services. Unspent funds will return to the Economic Development fund balance/reserve.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) originals of the Agreement.
2) The Clerk of the Board will forward one (1) fully-executed original of the Agreement to CDS, Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety
CONTACT
Rafael Martinez, Director
Department of Transportation