HomeMy WebLinkAbout2006-001 Agrmt - RVTD
RVTD/CITY OF ASHLAND
Enhanced Services Program Agreement
2005 - 2008
Agreement made effective July 1, 2005 between Rogue Valley Transportation District (RVTD) and the
City of Ashland (City).
RVTD and City agree:
1. Enhanced Services Proqram: RVTD has implemented reduced transit fare and increased
services within the City of Ashland. The intent of the program is to make more efficient use of
Ashland's transportation infrastructure by increasing RVTD ridership within the City of Ashland.
1.1. The program wili begin on July 1, 2005 and will be completed effective June 30, 2008
1.2. Route 10 service is Ashland's base service, and its operation (with the exception of fare
reduction outlined in this agreement) is not affected by this agreement.
1.3. RVTD will provide free service to passengers picked up and delivered within the City of
Ashland.
1.4 RVTD will provide 15-minute service between the Plaza and Highway 66/Siskiyou
Boulevard and will continue current schedule and service on Route 5.
1.5 RVTD will provide the City with a quarterly ridership memo. RVTD will develop a means
to track ridership of SOU students (e.g., conduct survey with statistically valid sample
size).
1.6 RVTD will post "free fare in Ashland" signs at each RVTD designated bus shelter in
Ashland.
1.7 RVTD will post a map detailing the routes of numbers 10 and 5 in each RVTD
designated bus shelter in Ashland. Each timed stop will be labeled on the map and
include times the bus stops at each of the iabeied stops. In addition, the map will
indicate the 15-minutes service zone in Ashland.
1.8 City will print brochure size maps of the above mentioned map for distribution. RVTD will
distribute these maps to various locations in Ashland (refer to the attached Free Fare
Marketing Plan for specific locations).
1.9 RVTD will promote free fare in Ashland to both Ashland visitors and citizens consistent
with the Free Fare Marketing Plan (attached).
1.10 Should either the City or RVTD wish to modify the enhanced services described in 1.1,
1.2, 1.3, and 1.4 both parties shall meet and negotiate modifications to this Agreement.
2. Consideration. The City will pay to RVTD the sum of $290,000 per annum as its
contribution to the program, which shall be paid as follows:
2.1 $72,500 on July 1
2.2 $72,500 on October 1
2.3 $72,500 on January 1
2.4 $72,500 on April 1
2.5 This agreement may be terminated by either party at any time. In the event that this contract
terminates prior to June 30, 2008, RVTD will refund any unused funds paid by the City to the City on a
prorated basis.
3. Publicity. Any publicity or advertising regarding the program by the City shall first be reviewed by
RVTD for accuracy and must acknowledge the support of RVTD. RVTD will provide City with
appropriate logo for this purpose.
4. Access to Records. The City and its duly authorized representatives shall have access to the
records of RVTD and any subcontractors which are directly pertinent to this Agreement for the purpose
of making audit, examination, excerpts, and transcripts.
5. Workers Compensation RVTD, its subcontractors, if any, an all employees working under this
Agreement are subject employers under the Oregon Worker's Compensation Law and shall comply
with ORS 656.017, which requires them to provide workers' compensation coverage for all their
subject workers.
6. General Liability RVTD, its subcontractors, and all employers working under this Agreement
must comply with Oregon State Laws related to workers compensation, employment, payroll taxes and
general liability for loss of property, injury to riders or others.
7. Livinq Waqe RVTD is required to comply with chapter 3.120f the Ashland Municipal code by
paying a living wage, as defined in this chapter, to all employees performing work under this
Agreement and to any subcontractor who performs 50% or more of the service work under this
Agreement. RVTD is also required to post the attached notice predominantly in areas where all
employees will see it.
:~TYt~
Gino Grimaldi
City Administrator
Reviewed as to form:
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By A'..4~(" ! t6i+P'-v-c_-
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David ohman
Legal Counsel for RVTD
Date:
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ubmitted to:
Ann Seltzer, City of Ashland
By:
Support Services Department, RVTD
Craig Anderson, Senior Planner
Richard Smith, Marketing Manager
Paige West, TDM Planner
Rogue Valley Transportation District
3200 Crater Lake Avenue. Medford, Oregon 97504-9075
Phone (541) 779-5821 . Fax (541) 773-2877
On the web at: www.rvtd.orq
City of Ashland Free Fare Marketing Plan
December 1,2005
Background
RVTD has partnered with the City of Ashland to provide free transportation services within the
city limits. Within the first six months of providing free fares, RVTD ridership in Ashland
increased 49% and continues to rise each year. The program, now in its fourth year, is widely
known throughout the District and within Ashland. RVTD has agreed to increase the awareness
of the Ashland Free Fare program to the city's established population and to others such as
visitors, new residents and students. We have outlined the marketing strategies designed to
achieve these goals below.
Interactive Education Program
RVTD's Interactive Program, now in its tenth year, visits classrooms from Headstart to eighth
grade each Friday during the school year. The curriculum includes a description of
transportation options and a 30-minute, interactive bus ride along with the distribution of a 'bag
of goodies' for each child.
Task:
Outcome:
Provide an interactive curriculum in Ashland that includes an additional piece
notifying the students and teachers of the Ashland Free Fare program.
Reach 300 Ashland children through the Interactive Programs during each
school year during 2005-2008.
Bus Advertising Space
RVTD uses space on each of its buses to generate revenue through advertising. The Ashland
Free Fare program will be promoted for a minimum of three months per year in this method. The
cost to produce and purchase this advertising space is valued at approximately $1,200.
Task:
Outcome:
Provide RVTD bus ad space to promote the Ashland Free Fare program.
RVTD will promote the Ashland Free Fare program through bus advertising for a
minimum of 3 months each year through 2008.
Transportation Exhibits
The Transportation Options program at RVTD provides direct marketing to the public using
transportation exhibits. This allows the public to ask questions, learn how to use the transit
schedule and pick up brochures.
Task:
Outcome:
Market the Ashland Free Fare program at transportation exhibits.
Each RVTD exhibit in Ashland will have an "Ashland Rides Free on RVTD"
banner. Visitors and passers by will also be made aware of the Ashland Free
Fare program. Booths are set up at the City of Ashland Earth Day Festival,
SOU's Earth Day, the Bike Swap, SOU's Welcome Back week and Car Free Day
events in Ashland.
Rogue Valley Transportation District
2
City of Ashland Free Fare Marketing Plan
December 1, 2005
Conventional Marketing
RVTD and the Transportation Options program produce several conventional marketing pieces
each year using OPUS and JPR (radio stations) and FOX, NBC, CBS and RVTV (TV stations).
These ads are predominantly paid for through trades. All of the production is created 'in-house'
to save additional funds.
Task:
Outcome:
Use conventional marketing to advertise the Ashland Free Fare program.
RVTD will create a thirty-second TV ad that markets the Ashland Free Fare
program and general RVTD information. RVTD will air this ad 60 times per year
on a rotational schedule.
Bus Shelters
RVTD has several bus shelters throughout Ashland. Each shelter presents an excellent
opportunity to market the Free Fare Program.
Task:
Outcome:
Use Ashland bus shelters as advertising space for the Ashland Free Fare
Program.
RVTD will produce signs that say "Free Fare in Ashland, Come Ride With Us"
(or modify as desired by City of Ashland) and post these in a visible location to
vehicular traffic on the bus shelters. RVTD will also equip each bus shelter with a
space for posting the transit schedule and a detailed map of the routes in
Ashland along with the regular routes in the District. [The shelter materials are
vulnerable to theft and vandalism and RVTD would like to form a dual-
responsibility partnership with the City for notifying RVTD of these occurrences.]
Publication Drop Sites
As part of the marketing effort for RVTD, transit schedules are dropped off to hundreds of sites
throughout the District on a regular and on-call basis. The Transportation Options program also
has several sites that have a permanent quad brochure holder for park and ride, carpool and
bicycle safety information.
Task:
Outcome:
Market the Ashland Free Fare program using publications in highly visible
locations throughout Ashland.
The City will produce an Ashland Free Fare program publication and will print
1000 copies for RVTD. RVTD will drop this publication off along with the regular
materials at the locations below.
Ashland State Welcome Center
Jackson Hot Springs
Mr. C's
OCDC
Minute Market 5
Ashland City Hall
Ashland Public Works Dept.
Ashland Visitor Info Center
Ashland Chamber
Ashland Library
Four location at the SOU Campus
Ashland Employment Dept.
7-11
Minute Market 6
South Valley Community Human Services
Ashland DMV
Rogue Valley Transportation District
3
City of Ashland Free Fare Marketing Plan
December 1, 2005
Southern Oregon University Partnership
SOU consists of approximately 25% of the Ashland population during the school year. SOU has
participated in providing part of the cost for having an Ashland Free Fare program until July of
2005. The allocation was not approved this year for reasons beyond the City's or RVTD's
control. RVTD believes that students utilize the Ashland Free Fare program and the City has
taken a position to not compensate RVTD for SOU's shortfall.
Task:
Establish a long-term presence for the Transportation Options program on
campus and educate SOU decision-makers and students about the benefits and
responsibilities of the Ashland Free Fare program.
Outcome:
Start a project during the 2005-2006 school year to increase the awareness of
alternative modes and to generate reliable data on SOU's use of RVTD. Work
with Capstone Students, the Student Union and the ECOS student groups to
develop and implement a project to achieve these goals.
Rogue Valley Transportation District
4
3200 Crater Lake Ave.
Medford, OR 97504
(541) 779-5821
Fax (5411773-2877
TTY# (541) 734-9292
January 3, 2006
Ms. Ann Seltzer, Management Analyst
Ashland City Hall
20 East Main St.
Ashland, OR 97520
Dear Ann:
Enclosed you will find a fully executed original agreement between the City of Ashland
and Rogue Valley Transportation District as requested.
Please call me if additional information is required.
Sincerely,
(/!p~~ed
Luanne Spencer
Executive Assistant
Enclosure
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CITY RECORDER'S COpy
Page 1 / 1
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
.~
VENDOR: 000182
R V T D, R V TRANS DISTRICT
3200 CRATER LAKE AVE
MEDFORD, OR 97504
SHIP TO: City of Ashland
(541) 488-6002
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Terms: Payable on receipt
Req. Del. Date:
Speclallnst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Gino Grimaldi
Confirming? No
Enhanced Services ProQram AQreement
BeQinninQ date: July 1, 2005
Completion date: June 30,2008
$290,000 per year
$72,500 per Quarter
Payments shall be made as follows:
$72,500 on July 1
$72,500 on October 1
$72,500 on January 1
$72,500 on April 1
145,000.00
Current fiscal year: $290,000
Less payment of $72,500 July 2005
Less payment of $72,500 Oct 2005
Balance of payments due for current
fiscal year $145,000
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
145
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Aut ized Signature
VENDOR COPY
A request for a Purchase Order
REQUISITION FORM
CITY OF
ASHLAND
THIS REQUEST IS A:
o Change Order(existing PO #
Date of Request:
Required Date of Delivery/Service:
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
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SOLICITATION PROCESS
Small Procurement
o Less than $5,000
o Quotes (Optional)
Sole Source
rillen findings attached
o Quote or Pro sal attached
Coooeratlve Procurement
o State of ORNIA contract
o Other government agency contract
o Copy of contract attached
o Contract #
o Invitation to Bid
(Copies on file)
o Reauest for ProDosal
(Copies on file)
o Soeclall Exempt
o Written findings attached
o Quote or Pro sal attached
o Emeraency
o Written findings attached
o Quote or Pro al attached
Intermediate Procurement
o (3) Written Quotes
(Copies attached)
Description of SERVICES
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ctuc:ytej ())rl1r~"h~ ftt1.~~t; ~:.t IfY}-2J jfJ;)
o Per attached PROPOSAL
Item # Quantity Unit
Description of MATERIALS
Unit Price
Total Cost
o Per attached QUOTE@p ~ ... "-" a ~ I...... A-? p..J1 ~ ' " ~
~~~ f?7~~ <::?:2"t5"#e>::>
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Project Number - - - - - - -- - ~ ':. 7;y is r.cf'~ "I-ttJ
Account Number :J.-/;U .dJ2 -/J:-tJJ /!J-~ V::ztJ tJ ~ ,
* Items and services must be charged to the appropriate account numbers for the financia/s to reflect the actual expenditures accurately.
By signing this requisition form, I certify that the information provided above meets the City of Ashland publi
and the documentation can be provided upon request.
Employee Slgnature:-fLA:J ~~~ ) SupervisorlDept. Head Signature:
G: FinanceIProcedurelAPlForms\8_Requisition form revised
Updated on: 1/1312006