4.4. SR 05-18-2015 �j
Elk = - Request for Action
River
To Item Number
Mayor and City Council 4.4
Agenda Section Meeting Date Prepared by
Consent May 18, 2015 Mark Thompson, Streets Superintendent
Item Description Reviewed by
Resolution to Amend Agreement 14-07 with Tri- Suzanne Fischer, Director CODD
County Action Program, Inc. (Tri-CAP) Reviewed by
Cal Portner, City Administrator
Action Requested
Adopt, by motion, a resolution to amend Agreement 14-07 with Tri-CAP for transit vehicle storage,
washing, and maintenance.
Background/Discussion
City Council amended the Tri-CAP agreement at their August 14, 2014, meeting to include a fee of$10
per bus wash to help off-set supply and maintenance costs of the wash bay.
Tri-CAP utilized the wash bay 27 times in 2014 from June to December at a cost of$270. City wash
supplies increased an additional $437.14 over that same period.
In addition, there have been occasions of random small maintenance requests that tend to disrupt
workflow. The requests were not tracked as billable work orders.
To resolve these issues staff recommends amending the contract to include:
• increasing the wash fee to $30 per wash;
• requiring Tri-CAP to use the Equipment Service forms for all repair or maintenance requests, and
• implementing a minimum 1/2 hour service charge per work order ($50 PM and $75 emergency
repairs).
The attached agreement was revised to reflect these issues.
Financial Impact
None.
Attachments
■ Resolution amending Agreement 14-07
p0WIRLa 0
Template Updated 4/14 INAWRE1
City of
Elk
. .�
River Resolution 15-
A Resolution of the City of Elk River Amending Agreement 14-07 between the City
of Elk River and the Tri-County Action Program, Inc.
WHEREAS, This Amendment is entered into on the 18th day of May, 2015, by and between the
City of Elk River ("Lessor"), and Tri-County Action Program, Inc. ("Lessee") a Minnesota non-profit
corporation, located at 1200 23rd Avenue South, Waite Park, MN 56387.
WHEREAS, the Agreement was entered into between the parties for the provision of transit bus
storage,washing, and maintenance services; and
WHEREAS, the Lessor has found that numerous `quick' maintenance requests from Tri-CAP were
not submitted on an Equipment Service form, or documented by staff and therefore not logged as
billable hours; and
WHEREAS, the Lessor has found that the current rate of$10 perwash is insufficient to cover costs
incurred for additional wash bay supplies and maintenance associated with Tri-CRP's use; and
WHEREAS, the parties wish to amend the Agreement.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River,
Minnesota, as follows:
Section 13: VEHICLE MAINTENANCE paragraph one is amended to read as follows: At the
request of the Lessee,Lessor shall perform routine and occasional major vehicle maintenance services
on Lessee's transit vehicles at the rate of$100.00 per hour for regular Preventative Maintenance (PM)
work and $150.00 per hour for any emergency services. A minimum '/2 hour service charge will apply
to all PM and emergency service work orders. Lessee shall communicate directly to the Lessor's Fleet
Lead regarding vehicle maintenance needs. All repair or service requests shall be submitted on an
Equipment Services form. The Fleet Lead shall determine those instances where outside, subcontract
specialty work is required or if city workload exceeds available service levels for the Lessee.
Section 13: VEHICLE MAINTENANCE paragraph four is amended to read as follows: Lessee
drivers, upon proper training by Lessor city staff,will utilize the city's wash bay equipment to wash
buses at a rate of$30.00 10.00 each.
Passed and adopted this 18ffi day of May, 2015.
John J. Dietz, Mayor
ATTEST:
Tina Allard, City Clerk
P U N E R E O R Y
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