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ICAAP Grant Application_IBM Pilot Transportation RoutesMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager Dubuque htrid AII- AmedcaCity I 2007 SUBJECT: ICAAP Grant Application to Fund IBM Research and Implementation of Two Pilot Routes DATE: September 13, 2011 Director of Transit Operations Barbara Morck recommends City Council approval of the submission of the Iowa Clean Air Attainment (ICAAP) grant in the amount of $2,535,832 to fund the IBM research and pilot route services for two years. There is a 20% local match over these two years in the amount of $633,958 which is proposed to be paid as follows: $300,000 by IBM, $287,786 by the City of Dubuque and the remaining $76,172 from the University of Dubuque, Clarke University and Loras College, prorated on the student enrollment at each. The City portion will come from operational savings and Dubuque Industrial Center West land sales. The proposed ICAAP application is for a two -year grant. During the first year of the project, IBM and The Jule will collaborate to identify and implement the pilot routes using the travel data being gathered by IBM through the Vehicles Miles Traveled (VMT) Study. In the second year, as the impact of the pilot routes are better understood and as data gathered by IBM suggests, the current routes will be changed and adjusted accordingly. During this time we will also be informing and educating our passengers on the new and improved transit system. The three proposed pilot routes will operate during the day (Monday through Saturday) and during the evening (Friday and Saturday). The complementary paratransit service, which Jule already operates, will not be affected by the route changes. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Barbara Morck, Director of Transit Operations David Heiar, Economic Development Director Kelley Deutmeyer, Executive Director, East Central Intergovernmental Association Masterpiece on the Mississippi TO: Michael Van Milligen, City Manager FROM: Barbara Morck, Director of Transit Operations CC: David Heiar, Economic Development Director Kelley Deutmeyer, Executive Director of ECIA Dubuque AN AmerlcacIty 2007 SUBJECT: ICAAP Grant Application to fund IBM research and implementation of two pilot routes DATE: September 12, 2011 PURPOSE To discuss the application for an Iowa Clean Air Attainment (ICAAP) grant, a grant that will fund the IBM research and pilot route services for two (2) years. The ICAAP grant application requires the official certification from City Council to commit the necessary local matching funding for project implementation and, upon project completion, be responsible for adequately maintaining and operating the project for public use during the project's useful life. BACKGROUND and DISCUSSION The proposed ICAAP application is for a two -year grant. During the first year of the project, IBM and The Jule will collaborate to identify and implement the pilot routes using the travel data being gathered by IBM through the VMT Study. In the second year, as the impact of the pilot routes are better understood and as data gathered by IBM suggests, the current routes will be changed and adjusted accordingly. During this time we will also be informing and educating our passengers on the new and improved transit system. The three proposed pilot routes will operate during the day (Monday through Saturday) and during the evening (Friday and Saturday). The complementary paratransit service, which Jule already operates, will not be affected by the route changes. In August 2011 Stu Anderson, the Assistance Director of the Iowa DOT (IA DOT), suggested that an application be submitted to the State for the development and implementation of pilot route(s) that will use IBM data from the Smarter TravelNehicle Miles Traveled (VMT) study in their route planning and optimization processes, and suggested the ICAAP grant as a possible funding source. For the project DMATS will be the applicant of record, with IBM and The Jule named as subrecipients. The ICAAP grant requires 20% local match, which will be broken out as follows: • For the "College Route" portion of the application, the local match will be requested from the local colleges and universities (University of Dubuque, Clarke University and Loras College) as their students will be directly benefiting from the route. The Colleges have been provided with a budget indicating their local match over the two years of the grant. Currently we do not have firm commitments from any of the colleges and if they do not commit to the local match, then this pilot route will be eliminated from the ICAAP project. The buses on the "College Route" will be open to the general public too but those riders will have to pay the bus fare. College students would ride free at any time of the day or night on any of the routes. • For the "IBM" portion of the application, the local match is being provided by IBM • The remaining match will be provided by the City It is anticipated that with the efficiencies we expect to realize by the second year of the project that the overall cost of the project, as it relates to The Jule's routes, will be reduced due thereby reducing the amount of the local match needed for the second year. The Jule has been evaluating its existing routes and determining how best to serve the Dubuque community. In December 2010 The Jule implemented the Medical Loop, which replaced and improved upon the Orange Line. The fall of 2010 was also the beginning of still on -going conversations with the three local colleges and universities on how to improve service for their students in addition to meeting the general public's need for evening employment transportation between downtown and the west side of town. During the spring 2011 semester and in effort to gather information and input from the students themselves, surveys were conducted and focus groups held with students, student government bodies and several school leaders. The results of all their input is the proposed "college route," which will provide Friday and Saturday evening service between the downtown area, the colleges /universities and business on the west end. In October 2011 the Shopping Circulator will go into effect. This new route is funded through a grant that was awarded to The Jule in early 2011, and it will change the way The Jule moves residents between high traffic shopping venues that are located on the west side of town. It will operate during regular service hours, and will have positive impact on three of the other routes in the system, the Red, Green and Grey Lines in that these three routes will be no longer need to service the area that will now be covered by the Circulator. These changes will reduce wait times at transfer points and providing shorter headways for the three routes. In this ICAAP grant application we are proposing to add a "midtown circulator" to the system, a route that has been suggested by both the IBM data and by the 2009 LSC Study. It will help reduce travel time between downtown and midtown locations, as well as improve the connectivity between downtown and west end locations. It will Zink with either the Red, Green, Grey and /or Medical Loop routes as well as the Shopping Circulator at two of the three transfer points. The midtown circulator will receive additional route service through a new "feeder" route that will operate directly between 2 the downtown, Delhi and JFK Circle transfer points, which again will help reduce travel time. During the first year of the project The Jule's current routes (Red, Green and Grey Lines, the Medical Loop and the soon -to -start Shopping Circulator) will operate normally. This will allow IBM time to continue to gather and refine the data they are already receiving about the transit -based travel patterns (Smarter TraveINMT portion of the IBM study). The richer data will improve IBM's ability to provide us with guidance on changes that can be made to The Jule's transit system, with the goal of improving overall performance and route efficiency, and decreasing the wait time for The Jule's passengers. The pilot routes — midtown circulator and the college route - are expected to have a positive impact on the existing service, however we will not know the extent of the impact until the new routes have been in operation for at least one year. During this time we will be working closely with IBM so that the planning for the system change(s) or adjustments can be made in a timely and transparent manner. FINANCIAL IBM Smarter Travel project development will occur over the 2 year span of the grant, with the majority of their funding being spent in the first year on final stages of data processing and implementation including pilot transit route identification, route and VMT monitoring, formula and algorithm modifications, etc. The amount of grant funding requested for the IBM portion of the project is $1,050,000 with IBM providing a "local" match of $300,000. The college route will operate on Friday and Saturday evenings. The two year grant request provides time for The Jule and college administration to evaluate the route, ridership, and to incorporate the full cost of the route into their annual budgets. The amount of grant funding requested for the college route portion of the project is $304,688 with the three schools together providing a "local" match of $76,172 over the two years. The three colleges have been approached about the local match but have not fully committed to the match request but have been asked to respond by 9/26/2012. The midtown circulator and downtown feeder route will operate Monday through Saturday using two buses operating on 30- minute headway. In the first year these two routes will overlay the existing routes as we transition riders to the pilot routes and tweak with IBM Smarter Travel data, which will provide the basis for system -wide changes in the second year. The amount of funding request for the pilot routes portion of the project is $1,151,144 with the City providing a local match of $287,786 divided over the two years. The local match will come from land sales in the DICW. It is also anticipated that there will be savings in the current routes to help fund the local match in the second year. The ICAAP grant also includes $50,000 per year for marketing, outreach efforts and grant administration which will all be done by ECIA staff. 3 RECOMMENDATION /ACTION STEP I recommend that the City Council approve the submission of the ICAAP grant and approve a Resolution committing the 20% local match as required by the grant program. Thank you for your consideration. 4 Preparer: David J. Heiar, Economic Development, City Hall, 50 West 13th Street, Dubuque, IA 52001 (563) 589 -4393 RESOLUTION NO. A RESOLUTION ENDORSING THE SUBMISSION OF AN IOWA CLEAN AIR ATTAINMENT PROGRAM (ICAAP) GRANT APPLICATION TO THE IOWA DEPARTMENT OF TRANSPORTATION TO FUND IBM RESEARCH AND FOR IMPLEMENTATION OF TWO PILOT ROUTE SERVICES Whereas, the Iowa Clean Air Attainment Program (ICAAP) provides funding for reducing congestion, reducing travel or single- occupant vehicle usage, and improving air quality; and Whereas the ICAAP program is an 80/20 match, 80% federal funds, 20% local match funds; and Whereas, the City Council finds that the IBM Smarter Travel project, college route and the midtown circulator and downtown feeder route would promote clean air standards in Dubuque and provide a new form of public transit service for the citizens of Dubuque. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. That the City Council of the City of Dubuque, Iowa hereby endorses the attached application to the Iowa Clean Air Attainment Program which includes for a 20% local match for the midtown circulator and downtown feeder routes. Section 2. That the City Manager is authorized to sign, on behalf of the City Council, the application for ICAAP. Passed, approved and adopted this 19th day of September, 2011. Lynn V. Sutton, Mayor Pro -Tem Attest: Kevin S. Firnstahl, City Clerk F: \USERS \Econ Dev \Transit \Transit ICAAP Grant Application\20110913_ Resolution Authorizing Application ICAAP.doc College Student /Evening Route Assumption: all costs are based on 2 buses running 30 minute headway all costs are based on a 40 week schedule all routes have 15 minutes prep and 15 min cleanup Total costs are based on a 2 year project 6pm to 2:30 am Friday, Saturday (2) Fixed Route Bus Costs (Includes driver and fuel) (1) Paratransit Bus Costs (includes driver and fuel) Dispatch (1) Total veWde and staff costs Cleaning (1 hr /day) Radio, print, booths and administration Annual Coll . e Route Costs ICAAP Request over 2 years Required Match (20%) Over 2 Years Potential Match Sources" waiting on college commitments Colleges over 2 years Annually each year per college assuming all 3 particpate `., Daytime (midtown loop and downtown feeder) Assumptions: all costs are based on 2 buses running 30 minute headway all costs are based on a 51 week schedule all routes have 15 minutes prep and 15 min cleanup Total costs are based on a 2 year project 9.0 6am to 6pm 2.0 IBM Route Optimization Assumptions: Total costs are based on a 2 year project 9/12/2011 12.5 -:' Monday- Saturday $130.00 $45.00 $20.00 $t9300 (2) Fixed Route Bus Costs (includes driver and fuel) (1) Paratransit Bus Cons (includes driver and fuel) Total vehkle and skiff costs $15.00 Cleaning (1 hr /day) $130.00 $45.00 $15.00 $50,000.00 Radio, print, booths and administration 190,430.00 j;_ Annual Midtown loo • and downtown feeder costs $304,688.00 �,�. ICAAP Request over 2 years $76,172.00 ' Required Match (20 %) Over 2 Years Match Sources $76,172.00 :'. IBM (confirmed 9/12/2011) City cash match over 2 years $12,695.33 $50,000.00 719,465.00 $1,151,144.00 $287,786.00 ICAAP Request Year 1 Required Match (20 %) Year 1 $1,080,000.00 $ 270,000.00 CARP Regtked Matds'(201Q Match Sources $30,000.00 °'- IBM (confirmed 9/12/2011) $ 257,786.00 $270,000.00