Amendment to First Transit ContractTHE CTTY OF ~,,, Dubuque
DLJB E
Masterpiece on the Mississippi
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: First Transit Contract Amendment
DATE: September 8, 2008
As of September 30, 2008 Karen Sisler, KeyLine Transit Operations Supervisor, will
retire. Karen served the City of Dubuque for over thirty-five (35) years with enthusiasm
and diligence. The Operations Supervisor position is responsible for planning,
supervising, and coordinating the activities of the transit operations, including operation
of the communication system.
First Transit has submitted a contract amendment to expand the management team to
three persons in Dubuque. The current cost of this position with benefits is $81,000.
The cost of filling this position through an amendment to the First Transit management
contract is $69,000 per year.
Economic Development Director David Heiar is recommending an amendment to the
First Transit contract for Keyline Transit Management Services to include three
management positions in Dubuque and eliminate the Operations Supervisor position
from the City's job roster.
concur with the recommendation and respectfully request Mayor and City Council
approval.
Mich el C. Van Milligen
MCVM:Iw
Attachment
CC: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Randy Peck, Personnel Manager
Dave Heiar, Economic Development Director
THE CITY QF ~ Dubuque
-~.
DUB E All-AnaricaCAy
Masterpiece on the Mississippi
2007
TO: Michael Van Milligen, City Manager
FROM: David Heiar, Economic Development Director
SUBJECT: First Transit Contract Amendment
DATE: September 5, 2008
INTRODUCTION
As of September 30, 2008 Karen Sisler, KeyLine Transit Operations Supervisor, will
retire. Her retirement will create a void in the staffing of the central office for KeyLine
Transit. Karen served the City of Dubuque for over thirty-five (35) years with enthusiasm
and diligence. Her expertise and knowledge will be missed. The Operations Supervisor
position is responsible for planning, supervising, and coordinating the activities of the
transit operations, including operation of the communication system
DISCUSSION
Transit Division Manager, Jon Rodocker, Personnel Director, Randy Peck, and I have
discussed the need to refine the duties of the Transit Operations Supervisor. Jon would
like to continue First Transit's goal to build a versatile and knowledgeable management
team by selecting a person with the appropriate supervisory and technical skills. At
present, Jon and Joanne Kiefer are the only First Transit employees on our staff. The
vacancy presents an opportunity to enhance and expand our management oversight of
the KeyLine system with First Transit. The City is realizing the benefits of hiring a
management firm that is skilled in transit supervision and administration.
First Transit has submitted a contract amendment to expand the management team to
three persons in Dubuque. Attached is a letter from Dennis Jensen, the area Vice
President for First Transit, explaining the contract amendment and rationale for
including this position as part of the City's contract. The current cost of this position with
benefits is $81,000. The cost of filling this position through an amendment to our
management contract is $69,000 per year. In addition, First Transit would be able to fill
this position immediately, whereas the City would need approximately two to three
months to recruit, advertise, and fill the position.
If the City expands the contract for services with First Transit, it is no longer necessary
to retain the operations supervisor position on our roster of jobs.
RECOMMENDATION
I recommend that the City Council amend the First Transit contract for KeyLine Transit
Management Services to include three management positions in Dubuque and
eliminate the operations supervisor position from the City's job roster.
ACTION STEP
The action step is for the City Council to approve the attached resolutions.
F:\USERS\DHeiar\Transit\Council Memos\Third Amendment to First Transit Contract 08.doc
August 25, 2008
Mr. David Heiar
Director of Economic Development
City of Dubuque
50 W. 13~' St.
Dubuque, IA. 52001
Deaz Mr. Heiaz,
First Transit, Inc.
705 Central Avenue
Suite 300
Cincinnati, Ohio 45202-5755
Tel 513-241-2200
Fax 513-381-0149
www.firsttransit.com
First iFansit~i
We aze pleased at the progress that has been made at Keyline during the past two and half
yeazs and aze looking forwazd to a program of continued improvements during FY09.
One item we need to discuss is the replacement of retired Keyline Operations Supervisor,
Mrs. Kazen Sisler. This staff position is responsible for planning, supervising, and
coordinating the activities of the transit operations, including operation of the
communication system. The Operations Supervisor is directly responsible for controlling
the quality of service delivery to Keyline customers, monitoring bus operator's adherence
to Keyline policies, ensuring adequate personnel for successful pullouts and oversight of
all on street operations, and will require an individual skilled in these programs.
Because the individual employed as the Operators Supervisor will be critical to the
success of management programs, Jon and I have discussed the need to refine the duties
of this position. This is in support of our effort to build a management team with greater
versatility and improved supervisory and technical skills. We believe that the announced
retirement presents the opportunity for the City to broaden the direct management
oversight of the Keyline system through the selection of an individual skilled in transit
supervision and administration.
First Transit has identified such an individual and is proposing an amendment to the
management contract that would expand the personnel provided under the contract terms
to three (3) persons, a General Manager, Office Administrator and a Operations
Supervisor. We are proposing that the annual management fee be increased by $69,000
per year to accommodate this change.
The projected FY09 budget for Keyline Transit has established a salary of $63,273 for
the Operations Supervisor position. With fringes of $19,230 (SS, IPERS, Health and
Life) the total compensation would be $81,010. We do recognize that a new hire through
the City employment process would initially be paid at a lower rate than the incumbent,
thus we have established the proposed fee at $69,000 to reflect this savings. The
Operations Supervisor would become a full time employee of First Transit, Inc. with all
salary, and fringe benefits the responsibility of First Transit.
A FirstGroup America ~j Company
Upon City approval of the proposed contract amendment, First Transit would submit the
resume of the candidate we have identified for this position for your review and final
approval. Employment would begin immediately after successful completion of the
required D & A testing.
At this time I must also emphasize that this request should not in any way be considered
as a criticism of the past or future Keyline supervisory staff, but is offered as a proposal
that will address the continuous responsibility for the direct management of Keyline
Transit by our company as well as our efforts to effect ongoing savings to the City for the
operation and administration of the system. Please be assured that whatever decision is
made by the City on this request that First Transit will continue to work closely with the
City of Dubuque and Keyline staff to ensure that all management issues and objectives
are properly addressed and met.
' cerely,
e en
is President
Enc. Job Description -Keyline Operations Supervisor
f
OPERATIONS SUPERVISOR
SUMMARY OF DUTIES
Under administrative direction of the Transit Manager, plans, directs, and coordinates the
operational activities of KeylineTransit.
EXAMPLES OF WORK PERFORMED (The following is not intended to be a complete
list of all duties performed.)
All duties listed are essential unless noted otherwise.
Plans, supervises, and coordinates the activities of the Transit Operations, including
operation of the communication system. Responsible for controlling the quality of
service delivery to Keyline customers, monitoring Bus Operators adherence to Keyline
policies, ensuring adequate personnel for successful pullouts and oversight of all on
street operations.
Ensures customer satisfaction with service provided
Assists or dispatches relief to bus operators in event of breakdowns, route delays, road
closures, and hazards
Safety on site and on road. Ensures compliance with safety regulations. Investigates
collision and passenger accidents, customer service reports, security reports and
vandalism reports. Follows established investigation techniques and files reports.
Represent Keyline, City of Dubuque, in the most professional manner possible
Reviews and analyzes operating effects and makes recommendations for improvement,
modification, or elimination of routes
To interact with the general public and answer all inquiries
Will perform duties on the street as well as in an office environment
Develops standards for operational studies and testing of service changes
Works with the City of Dubuque's Personnel Department in matters of, but not limited to;
Hiring and disciplinary measures of department personnel when required. Reviews,
recommends, implements and enforces operational policies and procedures
Plans and supervises the driver training courses and various driver safety programs
Reviews and makes recommendations for work rule changes
Advises Transit Manager regarding employee relations matters, maintains personnel
records, work records and accident records
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Prepares written reports for staff, management, Assists with department budget
information
Performs other related duties as assigned
PREFERRED KNOWLEDGE SKILLS AND ABILITIES
Graduation from an accredited college or university with major course work in public
administration, business, transportation, or a related field and two years of experience in
mass transit operations or Three years of progressively responsible experience in mass
transit operations or any equivalent combination of education and experience which
provides the following knowledge, skills, and abilities:
Knowledge of the principles and practices of management and supervision.
Knowledge of Microsoft based programs for i.e.; Word, Excel, Outlook
Knowledge of transit operations, including transit planning, schedule writing, and
promotional methods.
Knowledge of occupational safety standards and procedures.
Knowledge of affirmative action and EEO procedures.
Ability to plan, organize, and direct transit activities and to train transit personnel.
Ability to analyze data and write clear, concise reports.
Ability to follow safety rules and precautions.
Ability to establish and maintain effective working relationships with supervisors,
subordinates, and the public.
Demonstrate personal energy and enthusiasm
Committed to a Safety Lifestyle
SPECIAL REQUIREMENTS OF WORK
Must be able to drive bus, have a valid CDL driver's license or the ability to obtain one
upon employment.
PHYSCIAL REQUIREMENTS:
Must have manual dexterity to operate computer and other office equipment.
Must be able to pick up and carry 35Lbs, sit and stand for an extended period of time,
utilize tools, reach, stoop, crawl, lay on the floor, push equipment and turn knobs and
screws.
RESOLUTION NO. 319-08
A RESOLUTION APPROVING THE THIRD AMENDMENT TO THE MANAGEMENT
AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND FIRST TRANSIT,
INC.
Whereas, the City of Dubuque has identified the need for a transit management
company; and
Whereas, the City of Dubuque (City) and First Transit, Inc. (First Transit) entered
into a Management Agreement on April 3, 2006; and
Whereas, a current staffing vacancy for an Operations Supervisor exists at
Keyline Transit; and
Whereas, City and First Transit now desire to amend the Management
Agreement to provide for the position of Operations Supervisor as set forth in the
attached Third Amendment.
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA;
Section 1. That the Third Agreement to the Management Agreement between
the City of Dubuque, Iowa and First Transit, Inc. be approved.
Passed, approved and adopted this 15th day of September, 2008.
Kevin J. Lynch, Mayor Pro-Tem
Attest:
Jeanne F. Schneider, CMC,
City Clerk
THIRD AMENDMENT TO MANAGEMENT AGREEMENT
BETWEEN
THE
CITY OF DUBUQUE, IOWA
AND
FIRST TRANSIT, INC.
This Third Amendment to Management Agreement between the City of Dubuque,
Iowa and First Transit, Inc. is dated for reference purposes the day of
September, 2008.
Whereas, the City of Dubuque, Iowa (City) and First Transit, Inc. (First Transit)
have entered into a Management Agreement (the Agreement); and
Whereas, City and First Transit have amended the Agreement with the First and
Second Amendments; and
Whereas, City and First Transit now desire to further amend the Agreement as
set forth herein.
Now, therefore it is agreed by and between the parties as follows:
Paragraph 6 of the Agreement is amended to read as follows:
6. FIRST TRANSIT PERSONNEL
FIRST TRANSIT shall furnish a General Manager who shall be selected with
the approval of the City, which approval shall not be unreasonably withheld,
and who shall serve at the expense of FIRST TRANSIT and shall provide the
active management of the Transit System for and on behalf of the City. The
General Manager shall reside in Dubuque, Iowa. Management of the Transit
System shall be the full time job of the General Manager. FIRST TRANSIT
shall also furnish an Office Administrator who shall serve at the expense of
FIRST TRANSIT and shall provide grant assistance for and on behalf of the
City. The Office Administrator shall reside in Dubuque, Iowa. Managing of the
grant program shall be the full time job of the Office Administrator. FIRST
TRANSIT shall also furnish an Operations Supervisor who shall serve at the
expense of FIRST TRANSIT. The Operations Supervisor shall reside in
Dubuque, Iowa. Managing of planning, supervising, and coordinating the
activities of the transit operations, including operation of the communication
system shall be the full time job of the Operations Supervisor. The
commencement date for the Operations Supervisor is on or about October 1,
2008. The position of Operations Supervisor includes a fee of $69,000
included in the fees outlined in Section 8 of this Agreement as amended
herein.
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F:\USERS\DHeiar\Transit\Council Memos\Third amendment to FT contract.doc
FIRST TRANSIT may also furnish, upon mutual agreement of the parties,
additional resident management personnel. City agrees, for a period of one
(1) year following the expiration or other termination of this Agreement, not to
solicit or hire as an employee, nor to engage in any capacity whatsoever, any
FIRST TRANSIT employees. The phrase "engage in any capacity
whatsoever" includes, but is not limited to, the hiring of any other transit
management company that proposes to use, or does use, FIRST TRANSIT
employees.
2. Paragraph 8 of the Agreement is amended to read as follows;
8. COMPENSATION
FIRST TRANSIT's fee for the services to be rendered pursuant to this Agreement
shall be as follows:
Period Fee
October 1, 2008-June 30, 2009 $19,003.67 per month
July 1, 2009-June 30, 2010 $19,668.67 per month
July 1, 2010-June 30, 2011 $20,258.73 per month
Payment shall be made by City to FIRST TRANSIT on or before the 15th day of
each month for that month's management fee. In the event this Agreement becomes
effective or terminates during a calendar month, the fee due FIRST TRANSIT will be
prorated on a daily basis. City shall pay interest at the rate of 1.0% per annum on any
balance outstanding beyond the fifteen (15) day period.
3. Except as expressly modified, amended or supplemented herein,
the Management Agreement, as previously amended, is hereby reaffirmed
and ratified by the City and First Transit in its entirety.
CITY OF DUBUQUE, IOWA FIRST TRANSIT, INC.
By
Roy D. Buol, Mayor
Attest:
By:
Rick Dunning, Sr. Vice President
Witness:
Jeanne F. Schneider, City Clerk
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F:\USERS\DHeiaz\Transit\Council Memos\Third amendment to FT contract.doc
RESOLUTION NO. 320-08
ABOLISHING THE OPERATIONS SUPERVISOR POSITION
Whereas, Karen Sisler the KeyLine Operations Supervisor retired on September
30, 2008; and
Whereas, the City Council has approved a contract amendment with First Transit
to perform the job responsibilities of the Operations Supervisor; and
Whereas, the City Council has determined it is in the public interest to abolish the
Operations Supervisor position.
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That the position of Operations Supervisor is hereby abolished.
Passed, approved and adopted this 15th day of September, 2008.
Kevin J. Lynch, Mayor Pro-Tem
Attest:
Jeanne F. Schneider, CMC,
City Clerk