11-12 Resolution No. 11-12
RESOLUTION
AUTHORIZING EXECUTION OF A RIDE IN KANE P• CE SUBSIDY AGREEMENT
WITH THE SUBURBAN BUS DIVISION OF THE REGIONAL
TRANSPORTATION AUTHO' TY
BE IT RESOLVED BY THE CITY COUNCIL OF TH 1 CITY OF ELGIN, ILLINOIS,that
Ed Schock, Mayor, and Diane Robertson, City Clerk, be and ar- hereby authorized and directed to
execute a Ride in Kane Pace Subsidy Agreement on behalf of I e City of Elgin with the Suburban
Bus Division of the Regional Transportation Authority for the Ride in Kane Program, a copy of
which is attached hereto and made a part hereof by reference.
s/ Ed .chock
Ed Sc 1 ock, Mayor
Presented: January 26, 2011
Adopted: January 26, 2011
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
RIDE IN KANE
PACE SUBSIDY AGRE MENT
City of Elgin
This agreement is made this 26thday of January , 2011,by anbetween the Suburban Bus Division of the
"Regional Transportation Authority(RTA), an Illinois municipal corporation and special purpose unit of government"
operating under the name of and hereinafter referred to as"Pace"and the City of Elgin,Illinois a municipal corporation
hereinafter referred to as "the City".
WHEREAS,the parties hereto have previously entered into an Agree ent dated April 14, 2010, commonly known as
'New Freedom and Job Access and Reverse Commute', entitled 'Ride in Kane New Freedom/JARC Service
Agreement(hereinafter referred to as the `JARC Agreement'), a copy if which is attached hereto and made part hereof
as Attachment `A'; and
WHERAS,the JARC Agreement provided that the City shall fund the I ocal share/non-federal portion of the New
Freedom and JARC Grants for the eligible mobility management costs of the Project by contributing funds not to
exceed fifty percent(50%)of the net cost for its registered riders or as approved by the City's budget authority, as its
local share for the Ride in Kane Program; and
WHERAS,Pace shall subsidize the City pursuant to the provisions of'he JARC Agreement by contributing funds to
the City in an amount not to exceed$170,184;provided,however,that Pace shall not be required to contribute the
aforementioned funds in the event such funds are not available to Pace
NOW,THERFORE, in consideration of the mutual promises and cove ants contained herein,the sufficiency of which
is hereby mutually acknowledged,the parties hereto agree as follows:
TERM -This agreement will be in effect beginning January 1, 20 1 and ending December 31. 2011
PACE SUBSIDY—The maximum subsidy shall be the lesser oft e amounts calculated in each of the
following ways:
1. 75%of the projected Operating Deficit in the Approve d Budget; or
2. 75%of the actual Operating Deficit; or
3. $3.00 multiplied by the number of annual one-way pa.senger trips not to exceed the
maximum number of trips in the Approved Budget or$170,184 as long as Pace funds are
available.
4. Pace subsidies shall be paid as follows: Payments will .e mailed out at the end of each month for that
months' service via regular U.S. mail.
BILLING—Pursuant to the JARC Agreement, Pace shall bill the ity on a monthly basis for 50 percent of
the net operating costs of the service and a portion of the mobility management costs that may exceed funding
hereunder less the remaining monthly Pace subsidy for its eligible riders. The City agrees to make payment to
Pace within thirty days of receipt of billing. Payment shall be sen I to:
Pace Suburban Bus Service
550 W. Algonquin Road
Arlington Heights,IL 60005
Attn: Accounting Department
2011 Subsidy Agreement Page 1 City of Elgin
PACE CITY OF ELGIN
c\-,)
By: rBY: ,, . _ -�. ..! �i:
Thomas J. Ross, ecutive Director Edward Schock,Mayor
Date: ) ` O( k( Date: January 26, 2011
/PC
' / i y
,,
Attest: C Attest: %:::::: ::.—.1, _
Date: �/O _// Date: .Tanuary 26. 2011
2011 Subsidy Agreement Page 2 City of Elgin
Attachment A
RIDE IN KANE
NEW FREEDOM/3ARC SERVICE A eREEMENT
THIS AGREEMENT is made this 1' day of ik +i•_ , 2010, by and between
the Suburban Bus Division of the Regional Transportation A thority (hereinafter referred to as
"Pace"),and the City of Elgin, as a sponsor of the Ride in Kan:program.
WHEREAS, the Regional Transportation Authority, • designated recipient of federal
New Freedom and JARC funds has agreed to allow Pace, as gr: tee, to coordinate all operations
of the Ride In Kane Program,in accordance with the New Free E om and JARC Programs;
WHEREAS, City of Elgin as a sponsor of the Ride ii Kane program was approved by
the Kane County Paratransit Coordinating Council (KCPCC) lo participate in the Ride in Kane
program;
WHEREAS, under New Freedom and JARC the -deral share of eligible capital,
mobility management and planning costs may not exceed 80 p:i cent of the net cost of the project
and the federal share of the eligible operating costs may nit exceed 50 percent of the net
operating costs of the project;
WHEREAS, City of Elgin agrees to fund the local sh. e/non federal portion of the New
Freedom and JARC grants for the eligible mobility management costs of the project for
registered riders and the local share for the eligible operating osts of the project for registered
riders by committing funds for services as noted in paragraph 4
WHEREAS, Pare as Grantee of New Freedom and JA"C Funding has agreed to provide
the services more specifically set forth herein;
WHEREAS, City of Elgin agrees to comply an. cooperate with all applicable
provisions of the New Freedom and JARC Program Feder.;1 Transit Administration (FTA)
Statutory References 49 U.S.C. Section 5317 and 49 U.S.C. Se tion 5316 that is incorporated by
reference and made a part of this Agreement as though fully set forth herein;.
NOW THEREFORE, in consideration of the mutual promises hereinafter set forth, the
parties agree as follows:
1. Description of Service: The Ride in Kane services are described in Exhibit A attached
hereto and made a part hereof.
2. Service Parameters: City of Elgin agrees to ensure th,.t the service parameters for their
eligible riders of City of Elgin in Ride in Kane shall be in compliance with the goals and
objectives of the New Freedom and JARC grants • FTA Statutory References 49
U.S.C. Section 5317 and 49 U.S.C. Section 5316 incor.orated herein. Any change in the
service parameters must be in compliance with the FTA New Freedom and JARC
regulations.
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3. Term: This Agreement shall remain in effect for as Ion., as there are sufficient funds to
support the service unless either party terminates the at cement pursuant to paragraph 8.
4. Local Share: City of Elgin agrees to contribute funds of to exceed $68,219 annually or
as approved by the City of Elgin budget authority, as i s local share for the Ride in Kane
Program. Service levels will not exceed limits dictated by funding levels stipulated in the
agreement.
5. Billing: Pace shall bill City of Elgin on a monthly basi for fifty percent(50%) of the net
operating costs of the service that may exceed funding I ereunder and/or 20%of mobility
management, if applicable, for its eligible riders. City of Elgin agrees to make payment
to Pace within thirty days of receipt of billing, subject to the limit on City of Elgin's local
share set forth in paragraph 4 of this Agreement. Paym:nt shall be sent to:
Pace Suburban Bus Service
550 W. Algonquin Road
Arlington Heights, IL 60005
Attn:Accounting Department
6. Reporting: Pace shall provide reporting to City of Elgi as described in Exhibit B.
7. Service Provision: Pace shall not be responsible for any failure to provide the Service due
to circumstances beyond the control of Pace.However, I•ace shall make every reasonable
effort to restore Service as soon as practical under the c rcumstances. Pace shall have the
right to make minor revisions to the Service during the term of this Agreement upon
written notification to and concurrence by City of Elgi .
8. Termination. Either party may terminate this agre:ment with forty-five (45) days
written notice. However, outstanding payments due and owing shall survive termination of
the agreement.
9. Complete Agreement: This Agreement constitutes the en' re agreement between the parties
hereto. Any proposed change to this Agreement shall be submitted to Pace and the City of
Elgin for their respective prior approval. No modific. ion, addition or deletion to this
Agreement shall be effective unless and until such ch. ges are reduced to writing and
executed by the authorized officers of each party.
10. Notices: All notices due to the other party shall be deli ered as follows unless and until
otherwise directed:
If to Pace:
Pace
550 W. Algonquin Road
Arlington Heights, IL 60005
Attn: Executive Director
If to City of Elgin:
City of Elgin
150 Dexter Court
Elgin,IL 60120
Attn: Sean R. Stegall
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11. Governing Law: This Agreement shall be construed i accordance with the laws of the
State of Illinois.
12. The parties agree that the preamble and whereas claus s are terms of this agreement as
though fully set forth hereunder.
13. This delegated authority for City of Elgin has duly app sved this agreement.
14. This agreement has been properly authorized by the Pac- Board of Directors.
15. Insurance: In the event that Pace directly provides the ssrvice described herein, Pace shall
arrange for City of Elgin to be named as an additional i sured under Pace's auto liability
policies of insurance with respect to claims asserted aga nst the City of Elgin arising from
any negligent acts or omissions of Pace in providing the services described in this
Agreement. In the event that Pace contracts with any o tside service providers to provide
the service described herein, Pace shall require the outsi•e service providers to arrange
for the City of Elgin to be named as an additional insures under the outside service
providers' auto liability policies of insurance with respe,t to claims asserted against the
City of Elgin arising from any negligent acts or omissio s of the outside service providers
in connection with the services described in this Agree ent. Pace shall provide copies of
the initial Certificates of Insurance to the City of Elgin. Thereafter, the City of Elgin
shall be responsible for tracking and monitoring its addi ional insured status on outside
service providers' auto liability policies of insurance.
16. Defend, Indemnify and I-Told Harmless: In the event tha Pace directly provides the
service hereunder rather than through an outside service provider, Pace agrees to defend,
indemnify, and hold harmless the City of Elgin for all cls ims, damages, losses and costs
of property damage, personal injury or death solely to t :e extent caused by the negligent
acts or omissions by Pace in providing transportation se ices under this Agreement. In
the event that Pace contracts with any outside service providers to provide the service
described herein, Pace shall require the outside service .roviders to defend, indemnify
and hold the City of Elgin harmless from and against all claims, liabilities,losses and
expenses caused by their negligence in providing transportation services under this
Agreement.
IN WITNESS WHEREOF, the parties hereto have c.used this Agreement to be made
effective as of the date set forth above and executed by their du y authorized officials.
PACE CI Y OF ELGIN
By: \12By: , •
Executive Di/rector ( Es Sc oak, Mayor
Date: `( ( ( +o Date: ,_ a., • . 01 D\•D
I Attest: s Sti
City Clerk
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Exhibit A—Ride in Kane
TRANSPORTATION SERVI ES
TYPE OF SERVICE: Demand-Response service. Service levels will not exceed limits
dictated by funding levels stipulated in the agreement.
SERVICE OPERATED BY: Contractors including: Privat; Paratransit providers,Taxi Cab
Companies, Other Qualified Providers of Transportatio services.
TRIP RESERVATION METHOD: Reservations shall be .ccepted at the Pace central call
center a maximum of seven (7) days in advance of the thy service for an eligible trip
request or as directed by Pace.
Trips which previously were provided as subscriptions ill continue to be provided as
subscriptions, as defined and approved by Pace.
Trips requested with less than one (1) day but more that four(4)hours advance notice
from the desired pick up time may be honored to the extent that the request can be
accommodated within the framework of the day's sche. le. Trip requests having over
one (1) day notice from the desired pick up time shall bi accommodated.
SERVICE MODE: A transit vehicle, either a paratransit bu• or taxi, will be deployed that is
identified to be the most cost effective, efficient and ap.ropriate to provide service.
SERVICE AREA: Trips shall be provided within the Kane i ounty area and surrounding
counties as authorized by City of Elgin.
SERVICE HOURS: Twenty-four(24)hours a day, seven ( ) days a week,three hundred
sixty-five(365)days a year.
FARE STRUCTURE: Currently any of the four(4) options apply which are$3.00 for the
first 10 miles and a$1.50 for every mile after, $4.00 flaI fare, free fare or as determined
by the sponsor.
RIDER ELIGIBILITY: City of Elgin shall determine rider eligibility in accordance with
JARC and NEW FREEDOM funding eligibility require ents and provide the
information on eligible riders to Pace.
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Exhibit B - REPORTS DESCRIPTION
The following is a list and brief description of each category o reports which have been
designed and are being produced to generate data for the Ride n Kane project.
1. Detailed Funding Source(Sponsor)Report
The intent of this report is to produce a detailed listing •f one-way trips delivered for
each Ride in Kane funding source (sponsor) for a user •secified period of time. The
normal report period would be monthly, but the report i intended to have the flexibility
to produce data for shorter or longer periods as specifies by the user.
The report is intended to match the design and content, . closely as possible, of the
Detailed Provider Report. Data provided for each trip ill include associated trip data
such as rider name, scheduled pick-up time,actual pick up time,point of origin address,
destination address, funding sources (sponsors),total c•st of the trip, fare for the trip,
distance of the trip,revenue hours (if applicable). The e-act content of the report in its
final form may vary depending on the feasibility of incl ding the large amount of data
specified in one report. It is possible that the report ma be broken into one or more
additional reports to make the data more manageable fo the user.
Plans call for the report to be sorted by provider, fundint source, rider, and fare type.
2. Monthly Funding Source(Sponsor) Invoice Report
The intent of this report is to produce one or more sum I ary reports of trips delivered for
each funding source (sponsor)for the purposes of generating an invoice type report
which may be used to bill funding sources for transporttion provided. The normal report
period would be monthly, but the report is intended to h.ve the flexibility to produce data
for shorter or longer periods specified by the user.
Data provided for each trip will include associated trip •ata necessary to provide an
accounting of the amount owed by each funding source or the specified period, such as
the number of one-way trips by Fare Type,total cost of he trips,total expected fare,
liquidated damages deducted,the total net reimburseme t. The exact content of the report
in its final form may vary depending on Pace and provi•er needs. The report may be
broken into one or more additional reports if that design is more useful.
Plans call for the report to be sorted by provider, fundin;; source, fare type, and rider.
3. Missed Trip Report
The Missed Trip Report is intended to produce a list of.11 trips picked up 61 or more
minutes after the scheduled time; the Ride in Kane servi e guideline defining a missed
trip. Sufficient detail will be provided to identify the trip within Trapeze and to give the
report user the necessary information for review.
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4. On-Time Performance Report
The On-Time Performance Report(late pickups) is into ded to produce a list of all trips
picked up 16 or more minutes late;the Ride in Kane se ice guideline defining a late trip.
Sufficient detail will be provided to identify the trip wi 3 in Trapeze and to give the report
user the necessary information for review.
5. Other Reports
In addition to the reports described above,reports curre tly generated can also be made
available. Reports currently available include:
Ridership by Category Report—A summary report b funding source indicating trips
by fare type, late trips, missed trips,revenue hours,den als, and miles.
Client Trip List Report—A detailed listing alphabetic.lly by rider last name of all trips
provided during the specified period. Data included for each trip is rider name,pick-up
address,drop-off address, fare type, and funding source.
Future Needs—Additional reports may be designed as needed by Pace, Ride In Kane
Sponsors,and with the input of the Kane County Paratrs sit Coordinating Council.
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COST ESTIMATE W I RKSHEET
2011 LOCAL SHARE AG ' I EMENT
PROJECT: CITY OF ELG N
REVENUE $ 80,000
EXPENSE $653,639
DEFICIT $573,639
PACE SUBSIDY $170,184
NFI/JARC GRANT AMOUNT $244,696
CALL CENTER GRANT $ 67,397
PACE CALL CENTER SUBSIDY $ 16,849
LOCAL SHARE $ 74,513
RIDERSHIP 26,000
HOURS OF SERVICE UP TO 9,750
Cost Estimate Workshe= 2011 Local Share Agreement
• il6 ►
rt., Report to Mayor& Members of City Council E LG I I"1
THE CITY IN THE SUBURBS
MEETING DATE: January 12, 2011
INITIATIVE B: City Support for the Ride in Kane Program with Pace
COMMUNITY GOAL
• Customer Service: Continue the city's relationship with Pace to provide Ride in
Kane services for our senior and disabled citizens
OBJECTIVE
• Funding the city's 2011 contribution for the Ride in Kane program for service in
partnership with Pace
PURPOSE
• Providing affordable door-to-door transportation service to senior citizens and
persons with disabilities
rik RECOMMENDATION
• Approve a resolution to fund the city's contribution to Ride in Kane with Pace in
the amount of$74,513
BACKGROUND
The city has participated with Pace to provide Dial-a-Ride services to the residents of Elgin since
1994. In February 2008, the Kane County Paratransit Coordinating Council implemented the
"Ride in Kane" Program. The benefits of the program have included improved trip economy,
expanded service hours and destination flexibility through the door-to-door transportation
service for senior citizens and persons with disabilities. This program is determined to eliminate
the barriers that keep seniors and disabled people from accessing reliable, affordable
transportation in order for them to receive crucial services such as rides to their doctor or
hospital for appointments or treatments, pharmacy and grocery stores for medicines and food
and transportation to their jobs. Registered ridership has increased from 986 to 1,280
registrants for 2010. Additionally, monthly trips have increased from 1,240 to 1,415 through
September 2010. The increased numbers attest that the Ride in Kane Program provides a vital
service to our community and the citizens to which it serves.
OPERATIONAL ANALYSIS
The Ride in Kane Program operates seven days a week, 24 hours a day, 365 days a year with
reservations taken seven days in advance of the trip. Trips are provided within the Kane County
area through a centralized call center that dispatches taxis, Pace lift-equipped buses and other
service providers to offer curb-to-curb transportation on an individual call-in basis. Riders must
be registered to participate in the Ride in Kane Program. In Elgin, Senior Services Associates,
Inc. registers residents based on their eligibility as senior citizens aged 65 years or older, or
persons with disabilities who have an RTA reduced fare card or an RTA ADA paratransit service
card. The cost per ride is $3.00 for the first ten miles and a $1.50 for every mile thereafter. One
travel companion (i.e. spouse, friend, etc.) may ride with a registered rider at no additional
charge.
INTERESTED PERSONS CONTACTED
The Ride in Kane Sponsor Committee is composed of a chairman, staff from Pace, the RTA and
Kane County Department of Transportation, as well as representatives of the following
organizations: Aid for Individual Development, Aurora Township, Batavia Township, Blackberry
Township, Campton Township, City of Elgin, City of Geneva, City of St. Charles, Dundee
Township Partners, Hesed House, Kaneville Township, St. Charles Township, Senior Services
Associates, Village of Campton Hills and the Village of South Elgin. The city is represented by
Steve Damolaris of the Community Development Department.
FINANCIAL ANALYSIS
The total annual cost to provide the Ride in Kane Program for Elgin residents is $653,639, and
the city's $74,513 local share is approximately 11 percent of the total. Other local governments
establish similar subsidy agreements to provide this service to their residents. The remaining
Elgin program costs will be funded by an estimated $80,000 in fare revenue, a $170,184 Pace
subsidy, a $244,696 federal matching grant, a $67,397 call center grant and a $16,849 Pace call
center subsidy. Funds have been included in the proposed 2011 riverboat fund budget, account
number 275-0000-791.80-43, "Contributions—PACE"to pay for these services.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
Riverboat Fund 275-0000-791.80-43 N/A $97,330 $74,514
LEGAL IMPACT
None.
ALTERNATIVE COURSES OF ACTION
The city council may choose not to approve the financial c•ntribution towards the local share
cost, thereby electing not to participate in the Ride in Kane P ogram.
NEXT STEPS
1. Execute the 2011 Pace subsidy agreement
2. Provide monthly payments to Pace per the executed ervice agreement
3. Continue to monitor registration, ridership and custo er feedback reports
Prepared by: Steve Damolaris, GIS Planner
Reviewed by: Sarosh Saher, Senior Planner
Reviewed by: Marc Mylott, Director, Community De elopment Department
Reviewed by: Colleen Lavery, Chief Financial Officer
Reviewed by: William A. Cogley, Corporation Counse/Chief Development Officer
Final Review by: Richard G. Kozal, Assistant City Manage r/Chief Operating Officer
Approved by:
Se n R. Stegall, City Manag
ATTACHMENTS
A: Ride in Kane New Freedom/Job Access Reverse Com ute Service Agreement
B: 2011 Cost Estimate Worksheet
C: 2011 Pace Subsidy Agreement
Attachment A
RIDE IN KANE
NEW FREEDOM/JARC SERVICE AGREEMENT
THIS AGREEMENT is made this0-\ day of i*'0\. , 2010, by and between
the Suburban Bus Division of the Regional Transportation Authority (hereinafter referred to as
"Pace"),and the City of Elgin, as a sponsor of the Ride in Kane program.
WHEREAS, the Regional Transportation Authority, as designated recipient of federal
New Freedom and JARC funds has agreed to allow Pace, as grantee, to coordinate all operations
of the Ride In Kane Program,in accordance with the New Freedom and JARC Programs;
WHEREAS, City of Elgin as a sponsor of the Ride in Kane program was approved by
the Kane County Paratransit Coordinating Council (KCPCC) to participate in the Ride in Kane
program;
WHEREAS, under New Freedom and JARC the federal share of eligible capital,
mobility management and planning costs may not exceed 80 percent of the net cost of the project
and the federal share of the eligible operating costs may not exceed 50 percent of the net
operating costs of the project;
WHEREAS, City of Elgin agrees to fund the local share/non federal portion of the New
Freedom and JARC grants for the eligible mobility management costs of the project for
registered riders and the local share for the eligible operating costs of the project for registered
riders by committing funds for services as noted in paragraph 4;
WHEREAS,Pare as Grantee of New Freedom and JARC Funding has agreed to provide 141)
the services more specifically set forth herein;
WHEREAS, City of Elgin agrees to comply and cooperate with all applicable
provisions of the New Freedom and JARC Program Federal Transit Administration (FTA)
Statutory References 49 U.S.C. Section 5317 and 49 U.S.C. Section 5316 that is incorporated by
reference and made a part of this Agreement as though fully set forth herein;.
NOW THEREFORE, in consideration of the mutual promises hereinafter set forth, the
parties agree as follows:
1. Description of Service: The Ride in Kane services are described in Exhibit A attached
hereto and made a part hereof.
2. Service Parameters: City of Elgin agrees to ensure that the service parameters for their
eligible riders of City of Elgin in Ride in Kane shall be in compliance with the goals and
objectives of the New Freedom and JARC grants and FTA Statutory References 49
U.S.C. Section 5317 and 49 U.S.C. Section 5316 incorporated herein. Any change in the
service parameters must be in compliance with the FTA New Freedom and JARC
regulations.
41)
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3. Term: This Agreement shall remain in effect for as long as there are sufficient funds to
support the service unless either party terminates the a: -ement pursuant to paragraph 8.
4. Local Share: City of Elgin agrees to contribute funds of to exceed $68,219 annually or
as approved by the City of Elgin budget authority, as it. local share for the Ride in Kane
Program. Service levels will not exceed limits dictated .y funding levels stipulated in the
agreement.
5. Billing: Pace shall bill City of Elgin on a monthly basi• for fifty percent(50%) of the net
operating costs of the service that may exceed funding .ereunder and/or 20%of mobility
management, if applicable, for its eligible riders. City if Elgin agrees to make payment
to Pace within thirty days of receipt of billing, subject t. the limit on City of Elgin's local
share set forth in paragraph 4 of this Agreement. Payme it shall be sent to:
Pace Suburban Bus Service
550 W. Algonquin Road
Arlington Heights, IL 60005
Attn: Accounting Department
6. Reporting: Pace shall provide reporting to City of Elgin as described in Exhibit B.
7. Service Provision: Pace shall not be responsible for any failure to provide the Service due
to circumstances beyond the control of Pace. However, 'ace shall make every reasonable
effort to restore Service as soon as practical under the ci cumstances. Pace shall have the
right to make minor revisions to the Service during the t-rm of this Agreement upon
written notification to and concurrence by City of Elgin.
8. Termination. Either party may terminate this agre. ent with forty-five (45) days
written notice. However, outstanding payments due and .wing shall survive termination of
the agreement.
9. Complete Agreement: This Agreement constitutes the ent re agreement between the parties
hereto. Any proposed change to this Agreement shall be .ubmitted to Pace and the City of
Elgin for their respective prior approval. No modifica ion, addition or deletion to this
Agreement shall be effective unless and until such ch.' ges are reduced to writing and
executed by the authorized officers of each party.
10. Notices: All notices due to the other party shall be deli ered as follows unless and until
otherwise directed:
If to Pace:
Pace
550 W. Algonquin Road
Arlington Heights, IL 60005
Attn: Executive Director
If to City of Elgin:
City of Elgin
150 Dexter Court
Elgin,IL 60120
Attn: Sean R. Stegall
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11. Governing Law: This Agreement shall be construed in accordance with the laws of the
State of Illinois.
411)
12. The parties agree that thepreamble and whereas clauses are terms of this agreement as
g �
though fully set forth hereunder.
13. This delegated authority for City of Elgin has duly approved this agreement.
14. This agreement has been properly authorized by the Pace Board of Directors.
15. Insurance: In the event that Pace directly provides the service described herein,Pace shall
arrange for City of Elgin to be named as an additional insured under Pace's auto liability
policies of insurance with respect to claims asserted against the City of Elgin arising from
any negligent acts or omissions of Pace in providing the services described in this
Agreement. In the event that Pace contracts with any outside service providers to provide
the service described herein,Pace shall require the outside service providers to arrange
for the City of Elgin to be named as an additional insured under the outside service
providers' auto liability policies of insurance with respect to claims asserted against the
City of Elgin arising from any negligent acts or omissions of the outside service providers
in connection with the services described in this Agreement. Pace shall provide copies of
the initial Certificates of Insurance to the City of Elgin. Thereafter,the City of Elgin
shall be responsible for tracking and monitoring its additional insured status on outside
service providers' auto liability policies of insurance.
16. Defend, Indemnify and Hold Harmless: In the event that Pace directly provides the
service hereunder rather than through an outside service provider,Pace agrees to defend,
4111)
indemnify, and hold harmless the City of Elgin for all claims, damages, losses and costs
of property damage,personal injury or death solely to the extent caused by the negligent
acts or omissions by Pace in providing transportation services under this Agreement. In
the event that Pace contracts with any outside service providers to provide the service
described herein, Pace shall require the outside service providers to defend, indemnify
and hold the City of Elgin harmless from and against all claims, liabilities, losses and
expenses caused by their negligence in providing transportation services under this
Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be made
effective as of the date set forth above and executed by their duly authorized officials.
PACE CITY OF ELGIN
By: By:
Executive Director" El Scho&k, Mayor
Date: all r 3 Date: �;_Q
Attest:
City Clerk4411)
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Exhibit A—Ride in Kane
TRANSPORTATION SERVI ES
TYPE OF SERVICE: Demand-Response service. Service 1-vels will not exceed limits
dictated by funding levels stipulated in the agreement.
SERVICE OPERATED BY: Contractors including: Privat:Paratransit providers,Taxi Cab
Companies, Other Qualified Providers of Transportatio services.
TRIP RESERVATION METHOD: Reservations shall be .ccepted at the Pace central call
center a maximum of seven (7) days in advance of the thy service for an eligible trip
request or as directed by Pace.
Trips which previously were provided as subscriptions ill continue to be provided as
subscriptions, as defined and approved by Pace.
Trips requested with less than one(1) day but more that four(4)hours advance notice
from the desired pick up time may be honored to the ex lent that the request can be
accommodated within the framework of the day's sche. le. Trip requests having over
one(1) day notice from the desired pick up time shall b: accommodated.
SERVICE MODE: A transit vehicle, either a paratransit bu• or taxi, will be deployed that is
identified to be the most cost effective, efficient and ap.ropriate to provide service.
elk SERVICE AREA: Trips shall be provided within the Kane ounty area and surrounding
counties as authorized by City of Elgin.
SERVICE HOURS: Twenty-four(24)hours a day, seven ( ) days a week, three hundred
sixty-five(365)days a year.
FARE STRUCTURE: Currently any of the four(4) options apply which are$3.00 for the
first 10 miles and a$1.50 for every mile after, $4.00 fla fare, free fare or as determined
by the sponsor.
RIDER ELIGIBILITY: City of Elgin shall determine ride eligibility in accordance with
JARC and NEW FREEDOM funding eligibility require ents and provide the
information on eligible riders to Pace.
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Exhibit B - REPORTS DESCRIPTION
The following is a list and brief description of each category of reports which have been
designed and are being produced to generate data for the Ride In Kane project.
1. Detailed Funding Source (Sponsor)Report
The intent of this report is to produce a detailed listing of one-way trips delivered for
each Ride in Kane funding source (sponsor)for a user specified period of time. The
normal report period would be monthly, but the report is intended to have the flexibility
to produce data for shorter or longer periods as specified by the user.
The report is intended to match the design and content, as closely as possible, of the
Detailed Provider Report. Data provided for each trip will include associated trip data
such as rider name,scheduled pick-up time,actual pick-up time,point of origin address,
destination address, funding sources(sponsors),total cost of the trip, fare for the trip,
distance of the trip,revenue hours (if applicable). The exact content of the report in its
final form may vary depending on the feasibility of including the large amount of data
specified in one report. It is possible that the report may be broken into one or more
additional reports to make the data more manageable for the user.
Plans call for the report to be sorted by provider, funding source, rider, and fare type.
441)
2. Monthly Funding Source(Sponsor)Invoice Report
The intent of this report is to produce one or more summary reports of trips delivered for
each funding source (sponsor)for the purposes of generating an invoice type report
which may be used to bill funding sources for transportation provided. The normal report
period would be monthly, but the report is intended to have the flexibility to produce data
for shorter or longer periods specified by the user.
Data provided for each trip will include associated trip data necessary to provide an
accounting of the amount owed by each funding source for the specified period, such as
the number of one-way trips by Fare Type,total cost of the trips, total expected fare,
liquidated damages deducted,the total net reimbursement. The exact content of the report
in its final form may vary depending on Pace and provider needs.The report may be
broken into one or more additional reports if that design is more useful.
Plans call for the report to be sorted by provider,funding source, fare type, and rider.
3. Missed Trip Report
The Missed Trip Report is intended to produce a list of all trips picked up 61 or more
minutes after the scheduled time; the Ride in Kane service guideline defining a missed
trip. Sufficient detail will be provided to identify the trip within Trapeze and to give the
report user the necessary information for review.
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4. On-Time Performance Report
The On-Time Performance Report(late pickups)is inte ded to produce a list of all trips
picked up 16 or more minutes late;the Ride in Kane se ice guideline defining a late trip.
Sufficient detail will be provided to identify the trip wit in Trapeze and to give the report
user the necessary information for review.
5. Other Reports
In addition to the reports described above,reports curre tly generated can also be made
available. Reports currently available include:
Ridership by Category Report—A summary report by funding source indicating trips
by fare type, late trips, missed trips,revenue hours,deni:Is, and miles.
Client Trip List Report—A detailed listing alphabetic ally by rider last name of all trips
provided during the specified period. Data included for :ach trip is rider name,pick-up
address,drop-off address, fare type, and funding source.
Future Needs—Additional reports may be designed as eeded by Pace, Ride In Kane
Sponsors,and with the input of the Kane County Paratr.1 sit Coordinating Council.
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Attachment B
COST ESTIMATE WORKSHEET
2011 LOCAL SHARE AGREEMENT
PROJECT: CITY OF ELGIN
REVENUE $ 80,000
EXPENSE $653,639
DEFICIT $573,639
PACE SUBSIDY $170,184
NFI/JARC GRANT AMOUNT $244,696
CALL CENTER GRANT $ 67,397
PACE CALL CENTER SUBSIDY $ 16,849
LOCAL SHARE $ 74,513
RIDERSHIP 26,000
HOURS OF SERVICE UP TO 9,750
The parties shall adhere to the payment scheduled attached hereto and made a part hereof
as Attachment `B', except as otherwise provided for herein.
4)
Cost Estimate Worksheet 2011 Local Share Agreement
Attachment C
RIDE IN KANE
PACE SUBSIDY AGREE ENT
City of Elgin
This agreement is made this day of ,2010,by and between the Suburban Bus Division of the
"Regional Transportation Authority(RTA),an Illinois municipal corpo .tion and special purpose unit of government"
operating under the name of and hereinafter referred to as"Pace"and th- City of Elgin, Illinois a municipal corporation
hereinafter referred to as "the City".
WHEREAS,the parties hereto have previously entered into an Agreem=nt dated April 14,2010,commonly known as
'New Freedom and Job Access and Reverse Commute',entitled 'Ride i Kane New Freedom/JARC Service
Agreement(hereinafter referred to as the `JARC Agreement'),a copy o i which is attached hereto and made part hereof
as Attachment`A'; and
WHERAS,the JARC Agreement provided that the City shall fund the lo cal share/non-federal portion of the New
Freedom and JARC Grants for the eligible mobility management costs of-the Project by contributing funds not to
exceed fifty percent(50%)of the net cost for its registered riders or as a d proved by the City's budget authority,as its
local share for the Ride in Kane Program; and
WHERAS,Pace shall subsidize the City pursuant to the provisions oft e JARC Agreement by contributing funds to
the City in an amount not to exceed$170,184; provided, however,that "ace shall not be required to contribute the
aforementioned funds in the event such funds are not available to Pace
NOW,THERFORE, in consideration of the mutual promises and coven: is contained herein,the sufficiency of which
is hereby mutually acknowledged,the parties hereto agree as follows:
TERM-This agreement will be in effect beginning January 1, 2011 and ending December 31. 2011
PACE SUBSIDY—The maximum subsidy shall be the lesser of the amounts calculated in each of the
following ways:
1. 75%of the projected Operating Deficit in the Approved Budget; or
2. 75%of the actual Operating Deficit; or
3. $3.00 multiplied by the number of annual one-way pas.enger trips not to exceed the
maximum number of trips in the Approved Budget or 1170,184 as long as Pace funds are
available.
4. Pace subsidies shall be paid as follows: Payments will b• mailed out at the end of each month for that
months' service via regular U.S. mail.
BILLING—Pursuant to the JARC Agreement,Pace shall bill the C ty on a monthly basis for 50 percent of
the net operating costs of the service and a portion of the mobility anagement costs that may exceed funding
hereunder less the remaining monthly Pace subsidy for its eligible iders. The City agrees to make payment to
Pace within thirty days of receipt of billing. Payment shall be sent o:
Pace Suburban Bus Service
550 W. Algonquin Road
Arlington Heights, IL 60005
Attn: Accounting Department
2011 Subsidy Agreement Page 1 City of Elgin
PACE CITY OF ELGIN 41)
By: By:
Thomas J.Ross,Executive Director Sean R. Stegall, City Manager
Date: Date:
Attest: Attest:
Date: Date:
411)
2011 Subsidy Agreement Page 2 City of Elgin