City of Culver City, California
Agenda Item Report
Meeting Date: 07/22/2013 Item Number: A-1
CITY COUNCIL AGENDA ITEM: 1) Consideration of the Exposition Light Rail
Station Pilot Circulator Service; 2) (If Desired) Approval of a Professional Services
Agreement with Transportation Concepts for the Operation of the Exposition Light
Rail Station Pilot Circulator Service in an Amount Not-to-Exceed $197,731 (with an
Option to Extend the Contract for One Year with an Additional Two-Year Extension
in an Amount Not-to-Exceed $268,507 Per Year); and 3) Direction to the City
Manager Related to Scheduling an Evaluation of the Pilot Program after Six Months
of Operation.
Contact Person/Dept.:
Diana Chang/Transportation
Phone Number:(310) 253-6566
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agenda and Meetings – City Council (07/16/13)
Department Approval:
Art Ida (07/09/13)
City Attorney Approval:
Carol A. Schwab (by H. Baker) (07/16/13)
Chief Financial Officer Approval:
Jeff Muir (07/16/13)
City Manager Approval:
John M. Nachbar (07/16/13)
RECOMMENDATION:
Staff recommends the City Council 1) consider the Exposition Light Rail Station Pilot
Circulator Service (EXPO Pilot Circulator); 2) (if desired) approve a professional
services agreement with Transportation Concepts for the operation of the EXPO
Pilot Circulator in an amount not-to-exceed $197,731 (with an option to extend the
contract for one year with an additional two-year extension in an amount not-to-
exceed $268,507 per year); and 3) Direction to the City Manager related to
scheduling an evaluation of the pilot program after six months of operation.
BACKGROUND:
The EXPO Pilot Circulator is a 9-month (36-week) pilot service that would transport
persons between the Hayden Tract and Downtown Culver City with service to the
Culver City Station.
With conceptual support of the Downtown Business Association (DBA), the City
Council unanimously approved a contract with NBS (a consulting firm which
specializes in Special Financing Districts – SFD’s) on April 11, 2011 and directed the
City Manager to explore the Shuttle concept (connecting Culver City Station,
Downtown Culver City, and the Hayden Tract) and an associated SFD in more
depth. City of Culver City, California
Agenda Item Report
Staff from the City Manager’s Office, the Transportation Department, the Public
Works Department, the Finance Department, and the Community Development
Department worked with NBS to develop the preliminary data on a conceptual
circulator service. In December 2012, in light of the feedback from the City Manager
indicating that the SFD financing option was not feasible at that point, staff pursued
a different concept. The new concept could be implemented within a faster
timeframe as a pilot program, allow for an evaluation of the pilot program, and also
allow more time to identify/create a sustainable financing option for the service.
Staff proposed the City Council consider a lunch-time EXPO Pilot Circulator for a
period of nine (9) months with funding from the Transportation Fund, during which
period staff will evaluate the program performance and report the results of the
evaluation to the City Council.
On December 10, 2012, the City Council conceptually approved the EXPO Pilot
Circulator consisting of the following:
1. Provide service connecting Culver City downtown, the Exposition Light Rail Culver
City Station, and Hayden Tract;
2. Operate with approximately 15-minute headway during the hours of 11am to 3pm (4
hours per day) on weekdays;
3. Contract with a private transportation company for the operations, with service and
contract monitored and managed by the Transportation Department;
4. Utilize contractor-provided shuttle buses that will be specially-wrapped for branding
purposes; and,
5. Utilize existing bus stops (no bus stop improvements required).
DISCUSSION:
In response to the City Council’s feedback at the December 10, 2012 meeting, staff
added one new stop (on Hayden Avenue at National Boulevard) and one existing
stop (on Higuera Street at Eastham Drive) in the Hayden Tract to the proposed
EXPO Pilot Circulator route (Attachment 1).
On February 25, 2013, staff released a Request for Proposals (RFP) related to the
EXPO Pilot Circulator service. Proposals were due on March 28, 2013. Three
transportation companies submitted proposals. After careful evaluation of the
proposals, Transportation staff determined that Transportation Concepts’ (TC)
proposal showed that they are the best qualified firm to provide the EXPO Pilot
Circulator Service.
The RFP requested two cost proposal scenarios:
Scenario 1: Two vehicles operating simultaneously (with vehicles arriving
approximately every ten to twelve minutes depending on traffic); and; City of Culver City, California
Agenda Item Report
Scenario 2: Three vehicles operating simultaneously (with vehicles arriving
approximately every six to eight minutes depending on traffic).
In an effort to minimize passenger wait time, staff recommends Scenario 2. TC will
provide a fleet of CNG-powered shuttle buses (Attachment 2) that will provide
seating for 22 passengers plus the driver. The shuttle buses are ADA-compliant.
At the end of the 36-week pilot period, the City has the option to extend the contract
with TC for one year with an additional two-year extension.
To promote the EXPO Pilot Circulator service, staff hired a marketing company to
design/create special service branding and to conduct outreach to the DBA and
major Hayden Tract employers to promote the service. As part of the shuttle
branding/marketing effort, unique branding bus wraps will be installed on the shuttle
buses, street light pole banners will be produced and installed along the proposed
route, and special shuttle stop signs and other promotional materials will also be
produced and installed or distributed.
On May 29, 2013, staff received feedback from DBA representatives, including a
request for one additional stop on eastbound National Boulevard at Eastham Drive
in the Hayden Tract area. Staff has evaluated the request and determined that this
location is not feasible for a bus stop due to traffic safety considerations. Therefore,
staff does not recommend the addition of such a stop
At a May 8, 2013 meeting with some Hayden Tract business owners regarding
parking and fiber issues, the business owners expressed a lack of support for the
EXPO Pilot Circulator and expressed doubts as to how much the shuttle will be used
by Hayden Tract area employees. The business owners voiced some interest in a
commuter-type shuttle, and staff is currently looking into extending the City’s existing
fixed-route service to the Hayden Tract to accommodate this demand. Staff is also
looking into marketing/promoting the existing fixed-route service to encourage
people to use the public transit service that Culver CityBus offers.
Six Month Evaluation of Pilot Program
Should the City Council determine to move forward with the EXPO Pilot Cirulator,
within 30 days after six months of operations, staff will present an evaluation of the
program to the City Council. At that time, the City Council can consider the
evaluation and provide further direction to staff related to the continuation of the
circulator service upon expiration of the nine-month pilot program, including non-
transportation department funding sources for such continued operations.
FISCAL ANALYSIS:
Should the City Council determine to approve the contract, Transportation funds will
be used for the EXPO Pilot Circulator. Under TC’s proposal, Scenario 1 (ten to City of Culver City, California
Agenda Item Report
twelve minute headway) will cost $142,550, and Scenario 2 (six to eight minute
headway) will cost $197,731. Staff recommends Scenario 2.
Should the City elect to extend the contract with TC after the pilot service period,
Scenario 1 (ten to twelve minute headway) will cost $193,291 per year and Scenario
2 (six to eight minute headway) will cost $268,507 per year.
ATTACHMENTS:
• Attachment 1 – Proposed EXPO Pilot Circulator Map
• Attachment 2 – Example of Proposed CNG-Powered Shuttle Buses
MOTIONS:
That the City Council:
1. Consider the Proposed Expo Pilot Circulator and (if desired) direct the City
Manager to move forward with one of the following options:
1) Option 1: Proposed EXPO Pilot Circulator
2) Option 2: Not move forward with the Expo Pilot Circulator
If Option 1 is chosen:
2. Approve a professional services agreement with Transportation Concepts for
the operation of the EXPO Pilot Circulator in an amount not-to-exceed
$197,731 (Scenario 2), with an option to extend the contract for one year with
an additional two-year extension in an amount not-to-exceed $268,507 per
year; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City;
and,
5. (If Desired) Direct the City Manager to return to the City Council within 30
days after six months of operation of the EXPO Pilot Circulator with an
evaluation of the program.
MEETING DATE: 07/22/13
AGENDA ITEM: 1) Consideration of the Exposition Light Rail Station Pilot
Circulator Service; 2) (If Desired) Approval of a Professional
Services Agreement with Transportation Concepts for the
Operation of the Exposition Light Rail Station Pilot Circulator
Service in an Amount Not-to-Exceed $197,731 (with an
Option to Extend the Contract for One Year with an
Additional Two-Year Extension in an Amount Not-to-Exceed
$268,507 Per Year); and 3) Direction to the City Manager
Related to Scheduling and Evaluation of the Pilot Program
after Six Months of Operation.
ATTACHMENT
Page
1. Proposed EXPO Pilot Circulator Route Map 1
2. Example of Proposed CNG-Powered Shuttle Buses 2
Attachment 1 – Proposed EXPO Pilot Circulator
- 1 -
Attachment 2 – Example of Proposed CNG-Powered Shuttle Buses
- 2 -