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InterCity Bus Assistance Program Grant Application THE CITY OF 411WA Dubuque***** DUBB E All erica City Masterpiece on the Mississippi 2012 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: InterCity Bus Assistance Program Grant Application DATE: July 30, 2012 Director of Transit Operations Barbara Morck recommends City Council approval to submit an application to the Iowa Department of Transportation Office of Public Transit for an InterCity Bus Assistance Program grant to help with the build-out of the intercity bus portion of the Intermodal Center/Terminal. If awarded, the grant would be used towards the construction of the ticketing/office area for the intercity bus carriers (Burlington-Trailways Company and Lamers, currently located at 400 Rhomberg) as well as a portion of the passenger waiting area. I concur with the recommendation and respectfully request Mayor and City Council approval. /7AAh kt1&1 Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Barbara Morck, Director of Transit Operations David Heiar, Economic Development Director 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 SUBJECT: InterCity Bus Assistance Program Grant Application DATE: July 27, 2012 Dubuque All- America City hill! 2007 BACKGROUND In 2008 the intercity bus service, then provided by the Burlington - Trailways Company, was given notice that their lease at 253 West 1st Street would not be renewed, and eventually relocated to 400 Rhomberg. In effort to facilitate and support their continued service to Dubuque, it was agreed that over the next five (5) years (effective May 2009) a portion of their rent would be paid for by The Jule: $800 per month /$9,600. In mid -2011 Lamers began providing daily intercity service between Dubuque and Madison, WI, and shares ticketing and waiting space at the 400 Rhomberg location. DISCUSSION Burlington - Trailways has been serving the City of Dubuque for many years, providing daily service between Dubuque, Cedar Rapids, Des Moines, and Chicago, IL. The intercity bus station currently lies in a residential neighborhood, is served by only one of five of The Jule's fixed routes, and is 18 blocks away from the downtown core. The building that currently houses the intercity bus station is aged and the waiting area small and barely adequate, especially since the arrival of new intercity bus service by Lamers. The station has very limited short -term parking and no on- property overnight parking for patrons. In 2011 the City received noticed that it had been awarded an $8,000,000 State of Good Repairs (SGR) grant for the final design and construction of the Intermodal Center. The Intermodal Center will serve as a hub for transportation services in the city of Dubuque. These services include but are not limited to public transit (The Jule), passenger rail (Amtrak), charter service coaches, taxi service, bicycle and pedestrian traffic, and intercity bus service as currently provided by Burlington - Trailways and Lamers. Including a ticketing and waiting area for patrons of intercity bus service is a natural fit to the Intermodal Center's terminal building, and as such has been included in the design plans. The Office of Public Transit (OPT), which is under the Iowa Department of Transportation (IA DOT), suggested that The Jule apply for InterCity Bus Assistance grant funding to help with the build -out of the intercity bus portion of the Intermodal Center /Terminal. If awarded, the grant would be used towards the construction of the ticketing /office area of the intercity bus carriers as well as a portion of the passenger waiting area (depending on overall cost). RECOMMENDATION /ACTION STEP I recommend that the City Council approve the application to the InterCity Bus Assistance Program for a grant of $260,000 (at 100% funding), to be used for the build - out of the intercity bus ticketing office(s) in the Intermodal Center. I have included the Authorizing Resolution needing signature. Form 020120 12 -Oltvd f-A Iowa Department of Transportation Authorizing Resolution We, hereby, authorize Barbara Morck, Director of Transit Operations (Name of Authorized Signatory) on behalf of City of Dubuque d.b.a. The Jule (Legal Name of Applicant) to apply for financial assistance as noted below and to enter into related contract(s) with the Iowa Department of Transportation. From federal funds for transit in non - urbanized areas, Intercity Bus Assistance Program: $ 260,000.00 We understand acceptance of federal transit assistance involves an agreement to comply with certain labor protection provisions. We certify that City of Dubuque d.b.a. The Jule has sufficient non - federal (Legal Name of Applicant) funds to provide required local match for capital projects and at time of delivery will have the funds to operate and maintain vehicles and equipment purchased under this project. We request that State Transit Assistance formula funding be advanced as allowed by law, to improve transit system cash flow. Adopted the 6th day ofAugu , 2012 . Name: City Co it of Dub ue, Iowa (Applicant's governing body) By: (Signature of chief executive officer) Title: Mayor U Address: 50 West 13th Street, Dubuque, IA 52001 Telephone: 563 -589 -4121 Iowa Department oflransportation Iowa Intercity Bus Assistance Program Background On Sep. 14, 1999, the Iowa Transportation Commission adopted the Transit System Plan. The Transit System Plan includes a multifaceted program to: • Provide support for the existing intercity bus routes that tie Iowa to the rest of the country • Provide assistance for new feeder routes that will give smaller communities not served by the existing routes access to stops along those routes • Increase public awareness of the intercity connections that are available through a targeted intercity bus marketing program • Help providers to upgrade equipment and facilities, including adding accessibility features required by the Americans with Disabilities Act of 1990 (ADA) The Iowa Intercity Bus Assistance Program described herein addresses these elements within the context of the federal program guidance. The definition of intercity bus service used shall be that established by the Federal Transit Administration (FTA) for the federal program which is, "regularly scheduled bus service for the general public, which operates with limited stops over fixed routes, connecting two or more urban areas not in close proximity, which has the capacity of transporting passengers and their baggage, and which makes meaningful connections with scheduled intercity bus service to more distant points through the national network of routes." Charter and tour bus services are specifically excluded. Commuter services (which primarily provide work trips within a local or regional laborshed) are included only if they meet the requirement to make meaningful connections to the intercity bus network. Connections to scheduled intercity rail or air passenger services, where available, are strongly encouraged as a supplement to intercity bus connections, but cannot be substituted for them. Each route must include service to population centers outside of urbanized areas (those with populations more than 50,000). Who can apply? The Iowa Intercity Bus Assistance Program is open to: • Private intercity bus companies • Firms wishing to start intercity bus service • Public transit agencies either operating or proposing to operate intercity bus services or terminals • Local communities wishing to support intercity bus connections to their community Joint public and private applications are encouraged. If identical proposals are received from public and private providers, the private sector proposals shall generally be considered more favorably. What types of projects are eligible? Proposed projects must directly support the provision of intercity bus services in Iowa. Eligible routes must serve Iowa intercity bus terminals connected to the nationwide intercity bus network and include stops in nonurbanized areas. The following funding categories have been established for the Iowa Intercity Bus Program. These categories are listed in priority order. 11Page Intercity Bus Assistance 8/1/2012 Priority 1: Provide a base level of funding support to preserve the existing intrastate system • Funding will be approximately 20 cents per revenue mile based primarily on preventive maintenance and insurance costs • Funding will be allocated based on existing miles of Iowa intercity service • To qualify for these funds, carriers must provide quarterly reports noting the number of Iowa passenger trips by route, miles of revenue service, and total cost per revenue mile • Eligible carriers must serve Iowa intercity bus terminals connected to the nationwide intercity bus network Priority 2: Provide support for the development of new connector /feeder service • Funding assistance shall be up to 50 cents per mile based primarily on preventative maintenance and insurance costs. Funding for new routes that duplicate existing route shall be limited to 50 cents per mile • New service projects are eligible for funding for three years • To qualify for these funds, carriers must provide quarterly reports noting: o The number of Iowa passenger trips by route o Miles of revenue service o Total cost per revenue mile • Eligible carriers must serve Iowa intercity bus terminals connected to the nationwide intercity bus network • New intercity bus service must be ADA accessible and each route must include service to nonurban population centers Priority 3: Provide funding assistance for route specific marketing projects • Marketing of new services will have the highest priority for this category of funding • Marketing of new routes will be funded at 80 percent federal and 20 percent nonfederal, with a federal cap of $12,000 per route • New marketing of existing service will be funded at 80 percent federal and 20 percent nonfederal, with a federal cap of $7,500 per carrier • Joint project development between cities, intercity carrier terminal managers, and operators is encouraged • The funding will be limited to external nonlabor costs only • Applicants should include a system wide overview of their current marketing efforts • Applicants with unused marketing funds may have their marketing funding requests reduced or eliminated unless proper justification is provided. Justification should include reasons why funding is unspent plus a plan that assures the balance and any additional funding will be spent in a timely mariner Priority 4: Provide support for vehicle and bus terminal improvements • Vehicles required to support new services for Iowa will have the highest priority for funding, terminal improvements will have the next highest priority • Terminal improvements shall require commitments to continue service for a period of years • All improvements must meet ADA accessibility standards How are funds to be matched? The nonfederal share of projects is to come from resources other than passenger revenues from intercity bus services. This can include advertising or parcel revenues, interest income, state or local public funds, etc. How are funds paid out? All project funds are paid on a cost reimbursement basis. Costs and funding sources must be documented for work performed before payment can be requested. Mileage -based projects 21Page Intercity Bus Assistance 8/1/2012 shall require documentation of service mileage and cost per mile for preventive maintenance (per FTA definition), insurance or other specifics as noted in the project. Assuming all documentation is present and correct with a payment request, payment generally is mailed within 10 days to two weeks. How long can projects last? A solicitation for project applications shall be conducted annually. Projects for operation of Iowa intercity bus service shall generally cover a one -year period. Projects for capital improvements shall require that funds be obligated within one year, but will allow a reasonable period for project implementation thereafter, based on the nature of the project How does an interested party apply? Applications containing project proposals may be submitted to the Iowa Department of Transportation's (DOT) Office of Public Transit no later than Oct. 1, each funding year. Proposals must include a detailed description of the applicant's project(s), including a break out of costs and revenue sources with rationale for inclusion of each cost and the basis of cost proration for each, if applicable. Proposed projects, other than those supporting existing Iowa intercity bus services, must present the project's justification based on needs and benefits to Iowa citizens. How are projects selected? Iowa DOT staff will review all applications and proposals. Project costs will be reviewed in relation to anticipated benefits to Iowa citizens. Those proposals considered to have unusually high costs versus benefits may be dropped. Proposals may also be restructured in a collaborative effort between Iowa DOT staff and the applicant to develop a proposal that exhibits a cost benefit relationship that is more reasonable. Flexibility in the allocation of grant funding An attempt will be made to fund all eligible projects within each category, should funding in one or more categories prove insufficient. Consideration will be given to moving unused funding from other categories proportionate to the initial allocations to the under - funded categories. If additional funding is not available, or, based on the nature of the applications, is not felt to be appropriate, available funding within the category will be prorated among projects. Within the service support and vehicle /equipment purchase categories proration of available funds shall be based on relative intercity mileage in Iowa. Within the station /stop improvement category and generic marketing category, efforts will be made to prorate funds based on relative readiness to proceed. What other requirements are there? Providers of intercity bus service must hold proper interstate or intrastate operating authority. Recipients will also have to comply with various federal requirements based on receiving federal transit funding. These include: • Federal Transit Alcohol and Drug testing provisions, which vary somewhat from those of the Federal Highway Administration • Federal transit procurement standards (for project- related procurement) • Independent audit requirements • Equal Employment Opportunity and Disadvantaged Business Enterprise regulations • Labor protection certifications • Environmental protection regulations • Construction projects must adhere to Davis -Bacon wage rates Projects for purchase /refurbishment of vehicles /equipment or improvement of stations /stops shall involve provisions assuring continued use in Iowa intercity bus service over the useful life of the improvement. 31Page Intercity Bus Assistance 8/1/2012 6'j Iowa Department of itansportatlon Iowa Intercity Bus Assistance Program Project Proposal Provide the following information on a separate page for each project Legal name of applicant: Contact person Barbara Morck Title Director of Transit Operations Address 2401 Central Avenue Phone (563) 589 -4341 Dubuque, IA 52001 Brief description of the applicant's involvement in intercity bus service: Dubuque is currently served by two (2) intercity bus lines: Burlington - Trailways and Lamers. Burlington - Trailways operates daily service between Dubuque, Cedar Rapids, Des Moines and Chicago, IL (and points between). Lamers began operating daily service between Dubuque and Madison, WI in 2011. In 2008 the intercity bus service, then provided by the Burlington - Trailways Company, was given notice that their lease at 253 West 1st Street would not be renewed. They were eventually relocated to 400 Rhomberg. As part of the move and in order to facilitate and support their continued serve to Dubuque the City of Dubuque d.b.a. The Jule agreed to pay a portion of the rent at their new location: $800 per month /$9,600 per year for five (5) years effective May 2009. Brief description of the proposed project: In FFY 2011 The Jule was awarded a State of Good Repairs grant to fund the construction of an Intermodal Center. Dubuque has a large transit - dependent population that needs access to transportation between Dubuque, Chicago, Cedar Rapids and Des Moines. The building that currently houses the intercity bus service is aged and has limited short -term parking and no overnight parking for their patrons. Including the ticketing and waiting area for patrons of intercity bus service is a natural fit to the Intermodal Center Terminal building, and as such has been included in the design plans. Construction of the Intermodal Center is currently anticipated to start by /before the end of 2012. This grant application addresses Priority 4, by providing funding that will be used in the construction /build -out of the intercity bus services portion of Dubuque's Intermodal Center. Build -out would include (e.g.) ticketing and information offices, a business office, luggage and package storage area, as well as shared spaces such as a passenger waiting area, public and employee restrooms, mechanical and janitor spaces, etc. Funding request is based on the estimated cost per square foot (done by Newmann - Monson as part of schematic design work). Funding of the areas that would be constructed in whole or in part with this grant is based on projected proportional use by 41Page Intercity Bus Assistance 8/1/2012 passengers of public transit verses intercity bus services (see Attachment A). Projected is based on FY 2011 passenger counts, as is the percentage of use of the shared spaces (e.g. public restrooms, passenger waiting areas, maintenance /IT, etc.). FY 2011 passenger counts for The Jule include fixed route and paratransit service (393,758 total) and Burlington - Trailways' record of boardings and de- boarding in Dubuque, Iowa (8,525 total). Funding request also includes cost for office equipment (e.g. freight scale) at $4,004 and office furnishing (e.g. desks, chairs, file cabinets) at $5,300. Total project cost $11,940,299.00 Federal funds requested $254,295.13 Funds will be matched by City of Dubuque funding sources (transit levy and /or general bonds). Show calculation /allocation of costs to project on attached pages. Include any other supporting materials, as appropriate. (List any complaints alleging discrimination in service delivery filed within the past year, together with a statement of status or outcome of each such complaint or earlier, and a list of any lawsuits which might impact ability to implement public transit services, together with a statement of status or outcome of each such lawsuit or earlier lawsuits.) See attached documents. (Signature of authorized representative of applicant) Barbara Morck (Printed name) Director of Transit Operations (Title) August 6, 2012 (Date) 51Page Intercity Bus Assistance 8/1/2012 Elevator Machine Room Family RR Janitor nterCity Bus Indoor Space Total passengers for FY 2011 (FX and MB) 393,758 Total passengers for Burlington- Trailways 8,525 Percentage of use 2.17% Unit Cost Total InterCity Bus Area(s) SQ. FT. Per Sq. Ft. Cost Ground Level Vestibule 7 Concourse 48 Corridor 16 Intercity Bus 1 96 ntercity Bus 2 96 Storage 54 Office 538 Electrical 2 T 2 Womens RR (staff) Mens RR (staff) Mechanical Corridor Elevator Machine Room Family RR Janitor Mens RR Womens RR 2 2 11 14 1 2 1 6 6 905 �'l 5 $248,995.13 ntermodal Campus Indoor Space SQ FT Unit Cost Ground Level Vestibule 338 Concourse 2200 Corridor 749 Transactions 250 Pass Sales /Info 433 Storage 54 ntercity Bus 1 Intercity Bus 2 Storage Office 538 Electrical 91 T 98 Womens RR (staff) 91 Mens RR (staff) 91 Mechanical 529 Corridor 656 96 96 54 Mens RR Womens RR Second Level orridor orridor Subtotal 68 85 59 277 277 Cos 7130 $275 $ 1,960,750 00 Meeting Room Break Room Open Office Office Office Office Womens Mens Mechanical Storage Corridor Corridor 292 1102 975 238 586 188 Subtotal Parkin Component Spaces 116 188 232 232 1381 94 289 81 4751 $275 $ 1,306,52500 Parking Stalls (524) 175,000 $501 $ 8,750,00000 Cashier Area- Equipment and Gates 1 $205,0001 $ 205,00000 Covered Walkway 4180 $160 $ 668,80000 Bicycle Storage 21 $1,500 $ 31,50000 stair and elevator tower 2 $90,000 $ 180,00000 Subtotal 179,204 $ 9,835,300 00 R I P a P +orr, +y G3 „c c +anrP !Grand Total 191,085 $297,260 $ 13,102,57500 8/1/2012