HomeMy WebLinkAbout2025-07-07 - Amendment to Agreement No. 7 with Exhibit - ExecutedAMENDMENT TO AGREEMENT NO. 7
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on
__________, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein
after referred to as CITY, and First Transit,Inc., hereinafter referred to as CONTRACTOR.
WITNESSETH:
WHEREAS, on June 16, 2016, the City entered in an Agreement with Contractor (as “First
Transit”) for Transit Operations and Maintenance (the “Agreement”); and
WHEREAS, on April 5, 2018, the City and Contractor entered into an Amendment to Agreement
No. 1 amending the scope of services to reflect changes in the Revenue Services Hours resulting from
the implementation of the 2016 Short Range Transit Plan; and
WHEREAS, on January 8, 2019, the City and Contractor entered into an Amendment to
Agreement No. 2 amending the scope of services to reflect the pass-thru purchase of an Automatic
Vehicle Location System; and
WHEREAS, On March 3, 2020, the City and Contractor entered into an Amendment to
Agreement No. 3 to exercise the first of three possible extensions provisioned within the original
contract at a negotiated price; and
WHEREAS, On May 12, 2021, the City and Contractor entered into an Amendment to Agreement
No. 4 to exercise the second of three possible extensions provisioned within the original contract at a
negotiated price; and
WHEREAS, On May 9, 2022, the City and Contractor entered into an Amendment to Agreement
No. 5 to exercise the third of three possible extensions provisioned within the original contract at a
negotiated price and to amend the term of the agreement to expire on June 30, 2024, pursuant to
Paragraph 24 of the Agreement which allows for modifications to the Agreement signed by both parties;
and
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7/7/2025 | 10:37 AM PDT
WHEREAS, the City-operated transit services have been significantly impacted by the COVID-19
pandemic; in particular, the recruitment and retention of qualified transit workers resulting in the City
operating a reduced schedule for all fixed-route and tripper services since 2022; and
WHEREAS, other transit and bus operators in the county offer hiring incentives to attract and
retain qualified workers which limits the competitiveness of wages for workers employed by the
Contractor; and
WHEREAS, on September 19, 2023, the City Council of the City of San Luis Obispo authorized the
sole source procurement for transit operations and maintenance services and authorized the City
Manager to negotiate and execute an amendment to existing agreement with Contractor to include
hiring incentives and to extend the term of the agreement; and
WHEREAS, On June 28, 2024, the City and Contractor entered into an Amendment to Agreement
No. 6 to extend the term of the Agreement to June 30, 2025 with an option to extend an additional one-
year pursuant to Paragraph 24 of the Agreement to provide sufficient time for the City to finalize the
2025 Short Range Transit Plan and to allow sufficient time to solicit proposals during the extended term
of this Agreement so as not to cause disruption to essential services for the welfare of the community;
and
WHEREAS, the Short-Range Transit Plan was adopted by the City Council on April 15, 2025, and
City staff are now preparing a request for proposals for a new transit operations and maintenance
services agreement that will incorporate the Plan’s recommendations; and
WHEREAS, the Agreement requires the City and Contractor to negotiate the price formulas for
any extension period, and the Contractor submitted a price formula proposal which was reviewed and
accepted by the City and attached hereto and incorporated herein as Exhibit A (“Proposal Cost Form”);
and
WHEREAS, both parties also desire to amend the Agreement to include hiring incentives to
attract and retain qualified workers needed to restore services to pre-pandemic levels and to expand
services necessary to meet the City’s mode split objectives; and
WHEREAS, the City and Contractor also negotiated fringe costs paid by the City to Contractor for
administering, tracking, reporting, and reimbursement of the hiring incentives.
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NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1.TERM OF THE AGREEMENT
Term. Subject to the terms and conditions of this Agreement, the term of this
Agreement shall be from July 1, 2025 through and including June 30, 2026 .
2.MAXIMUM OBLIGATION
CITY agrees to pay CONTRACTOR in consideration for its services as described herein.
The maximum cost to be paid by CITY to CONTRACTOR for FY 2025-26 shall not exceed
$3,856,772.70 based on services detailed in Exhibit A.
3.PRICE FORMULA
CITY agrees to pay CONTRACTOR for performance of the services set forth in this
Agreement as follows:
a.Payment of a fixed hourly rate per vehicle service hour of $52.72 in FY 2025-26.
A vehicle service hour is defined as on vehicle providing passenger service for one
hour during the service hours specified herein. A vehicle service hour shall be
deemed to have commenced when a vehicle leaves CITY’s Transit Center (located
at 990 Palm Street) to provide the services required herein and shall not include
any out-of-service vehicle time used for vehicle operator breaks or lunches. A
vehicle service hour shall terminate when a vehicle returns to CITY Transit Center
prior to any cleaning, servicing or fueling of the vehicle. The hourly rate shall
include vehicle operator wages, fringe benefits, indirect labor and all consumable
material costs that can be tracked by vehicle service hour such as vehicle
maintenance parts and supplies including oil.
b.Payment of a fixed monthly rate of $137,377.28 in FY 2025-26; to compensate
CONTRACTOR for all work to be performed under this agreement as defined in
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Exhibit A, except that which is included under Paragraph 5 and Paragraph 7 of this
Amendment, including, but not limited to: vehicle operator non-service wages;
management, controller and maintenance employee wages and said employees
fringe benefits and indirect labor costs; bus washing and cleaning supplies;
uniforms; report reproduction; office supplies; project telephones; all other related
operational costs; and the contract management fee.
c.Payment of a fixed monthly rate of $18,378.52 in in FY 2025-26 for the cost
incurred in providing all vehicle and general liability insurance required under this
agreement as such insurance is defined in this agreement. This amount shall be in
excess of the fixed monthly rate as defined herein. CITY reserves the right,
however, to alternatively secure all or part of the specified insurance coverage.
Nothing in this Paragraph 3 shall obligate the City to pay Contractor any amounts which exceed the
maximum obligations set forth in Paragraph 2.
4.HIRING INCENTIVES
CITY agrees to pay CONTRACTOR for administration of hiring incentives of this
agreement as follows:
a.Payment of one-time retention bonus for full-time employees and part-time
employees in FY 2025-26 or until funds are exhausted to each eligible employee, as
described in Section 4.d, hired by CONTRACTOR who have a minimum of one year
of continuous employment based on their respective hire date.
b.Payment of temporary continued employment incentive hourly rate in FY 2025-
26 or until funds are exhausted to each eligible employee, as described in Section
4.d, hired by CONTRACTOR. The hourly rate applies to all hours worked including
revenue hours, deadhead hours, extra board hours, paid breaks and lunches, and
overtime hours.
c.The City’s contribution toward hiring incentives, as described in Section 4.a and
Section 4.b, shall not exceed $408,780 in FY 2025-26. Contractor may apply a fringe
cost of no more than 20% for payroll taxes for administration of one-time retention
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bonus payments and no more than 20% for payroll taxes, 10% for overtime hours
worked, and 2% in administrative costs, 32% cumulatively, for administration of
temporary continued employment incentive hourly bonus payments.
d.Eligible employees include the following positions: bus driver, road supervisor,
dispatcher, operations supervisor, office clerk, maintenance technician,
maintenance technician in training, and bus washer that are in Good Standing with
CONTRACTOR. Good Standing means an employee that has no unexcused
absences, no preventable accidents, no valid complaints made against them,
adherence to schedule, and attend mandatory CONTRACTOR meetings.
e.The amounts described in this section are in excess of any and all hourly rates
and/or one-time bonus(es) negotiated and agreed upon in a Collective Bargaining
Agreement between the CONTRACTOR and any union and are paid directly by CITY
to CONTRACTOR for use.
Nothing in this Paragraph 4 shall obligate the City to pay Contractor any amounts which exceed the
maximum obligations set forth in Paragraph 2. Nothing in this Paragraph 4 shall be construed to create
an employment relationship between the City and CONTRACTOR employees.
5.EXTRA SERVICES
Special promotional and community services shall be considered extra services and will
be provided only with the authorization of City and the mutual consent of the
Contractor. Such services shall be defined as those non-permanent service hours
operated outside of the services identified in Exhibit A. Extra services shall be
considered a change to this Agreement as defined in Paragraph 6 below and shall be in
excess of the maximum obligation defined in Paragraph 2. The costs for extra services
will be determined at a rate per vehicle service hours in the respective year in
accordance with Paragraph 3a and billed separately from the services specified in the
Agreement’s Exhibit A.
6.CHANGES
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City, without invalidating this Agreement, may make additions to or deletions from the
work to the performed. Such changes shall be specified to Contractor in writing. If
justified, the “Maximum Obligation” will be adjusted accordingly. New provisions must
be mutually agreeable to both City and Contractor. A shift of vehicle service hours
between services with the maximum value or an increase or decrease of up to 30%
change (up or down) within the current span of service would not constitute a change as
defined in this Agreement, but any such shift or change shall only occur at the direction
of City.
7.All other terms and conditions of the Agreement, Amendment to Agreement No. 1,
Amendment to Agreement No. 2, Amendment to Agreement No. 3, Amendment to
Agreement No. 4, Amendment to Agreement No. 5, and Amendment to Agreement No.
6 not expressly modified above by this Amendment to Agreement No. 7 remain in full
force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first written above.
CITY OF SAN LUIS OBISPO
___________________________________
City Manager
Whitney McDonald
CONTRACTOR
_____________________________________
First Transit, Inc
Regional Vice President
Rich Rogers
_____________________________________
First Transit, Inc
Vice President of Finance
Maureen Jacobson
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Budget Elements Option FY26
Office Expenses:
Site Manager Wages 105,314.83$
Site Manager Benefits 35,035.55$
Operations Supervisor Wages 313,108.48$
Operations Supervisor Benefits 61,923.69$
Road Supervisor Wages 125,989.25$
Road Supervisor Benefits 66,343.31$
Non-Revenue Vehicles 5,069.17$
Insurance:
Materials and Supplies 4,781.38$
Telecommunications 10,893.67$
Other (Vehicle Liability Ins):188,130.50$
32,411.78$
66,432.97$
8,252.41$
Subtotal 1,023,686.99$
Operating Expenses:
Trainer Wages 71,042.77$
Trainer Benefits 16,828.03$
Driver Wages 1,353,927.33$
Driver Benefits 472,435.55$
Physical/Drug Tests 6,769.17$
Materials & Supplies -$
Uniforms 26,408.72$
Other (Identify):-$
40,291.50$
Subtotal 1,987,703.07$
Maintenance Expenses:
Maintenance Manager Wages 84,841.46$
Maintenance Manager Benefits 8,046.65$
Mechanic Wages 212,166.17$
Mechanic Benefits 49,422.61$
Other Maintenance Labor 27,447.90$
Other Maintenance Benefits 6,212.30$
Maintenance parts & Supplies 206,382.86$
Cleaning Supplies 11,788.26$
Lubricants & Fluids 8,580.46$
Materials & Supplies -$
Other (Identify):-$
4,766.91$
Subtotal 619,655.60$
SLO TRANSIT PROPOSAL COST FORM
General Liability Insurance
Facility Utilities & Expenses
Office Supplies
Safety/Recruiting
Environmental Charges
EXHIBIT ADocusign Envelope ID: 4DF927FA-CCDC-4363-B4EB-05F350F9C67ADocusign Envelope ID: CAD757CE-08CA-4DA7-BF63-D4041F196981Docusign Envelope ID: 7390A275-90FC-4F5C-B4E8-174960ED6392
Option FY26
Other Expenses:
Start Up Costs -$
Performance Bond -$
Corporate Overhead & Support 154,577.18$
Management Fee 38,644.30$
Other (Identify)-$
31,264.43$
1,241.15$
Subtotal 225,727.06$
3,856,772.71$
Operating & Maintenance Expense 2,607,358.67$
Revenue Vehicle Insurance Expense 1,023,686.99$
Monthly Fee (Fixed Costs)137,377.28$
Vehicles Service Hour Rate (Variable Costs)52.72$
Insurance Rate Per Month 18,378.52$
Option FY26
Office Expenses Subtotal 712,784$
Insurance / Other Subtotal (Less Auto Liability)90,360$
Maintenance Expense Subtotal 619,656$
Other Expenses Subtotal 225,727$
1,648,527$
12
137,377.28$
Option FY26
Operating Expenses Subtotal 1,987,703$
1,987,703$
37,703
52.72$
Option FY26
Vehicle & General Liability Insurance Subtotal 220,542$
220,542$
12
18,378.52$
Option FY26
Total Annual Fixed Costs 1,648,527$
Total Annual Variable Hours Costs 1,987,703$
Total Annual Variable Ins Costs 220,542$
3,856,773$
102.29$
1 This fully loaded per Service Hour rate is for comparison only and not a billing unit.
Total Annual Costs ÷ Service Hours 1
VARIABLE COSTS - VEH & GEN INS
TOTAL VARIABLE COSTS VEH INS
# of Months
Insurance Rate Per Month
SUMMARY OF TOTALS
Total Annual Fixed and Variable
Cost Per Vehicle Service Hour
Explanation of Cost Elements from SLO Transit Cost Proposal Form
FIXED COSTS
TOTAL FIXED COSTS
# of Months
Cost Per Month
VARIABLE COSTS - HOURS
TOTAL VARIABLE COSTS HOURS
Vehicle Service Hours
Payroll/IT Services
Travel
GRAND TOTAL
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Certificate Of Completion
Envelope Id: 4DF927FA-CCDC-4363-B4EB-05F350F9C67A Status: Sent
Subject: Complete with Docusign: Amendment to Agreement No. 7 with Exhibit.pdf
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990 Palm Street
San Luis Obispo, CA 93422
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Status: Original
6/30/2025 1:21:07 PM
Holder: Amber Blevins
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Joseph Erwin
Joseph.Erwin@transdev.com
General Manager
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Whitney McDonald
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