HomeMy WebLinkAbout15.A.3. Scott County Transit "Memo of Understanding"
CITY OF SHAKOPEE IS: ft. 3
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MEMORANDUM
To: Mayor and City Council CONSE~JT
Mark McNeill, City Administrator
From: Brad Eller, Recreation Supervisor
Date: October 16.2003
Subject: Scott County Transit 'Memo of Understanding'
INTRODUCTION
City Council is asked to authorize appropriate City official to enter into agreement
for transit services with Scott County for recreation programs.
BACKGROUND AND DISCUSSION
Shakopee Parks and Recreation has been utilizing Scott County Transit Services for
various recreational programs. By using their smaller busses, this relationship has
allowed great versatility in planning programs that tend to focus on smaller groups that
typically do not require the use of full size school busses. It is also a very cost effective
way of providing transportation. (We continue to contract with other providers for large
busses.)
In the past, Shakopee Parks and Recreation and Scott County Transit have had an
'understanding' when it comes to submitting forms, following guidelines and submitting
payment. Recently, Scott County Transit proposed that we enter into a written 'Memo of
Understanding' regarding the services provided, forms submitted, guidelines and
payment.
Shakopee Parks and Recreation recognizes the value of service that Scott County Transit
provides and would like to sustain that relationship. The department is requesting
recommendation from council on moving forward with the signing of the 'Memo of
Understanding' between Shakopee Parks and Recreation and Scott County Transit.
REQUESTED ACTION
Offer a motion to approve appropriate City officials to enter into agreement for transit
services with Scott County.
Scott County Transit
Department of Public Works Division
Memo of Understanding
To: Shakopee Community Center
From: Troy Beam
cc: Public Works Accounting
Date: October 9, 2003
Re: Transportation of passengers
WHEREAS, ShakopeeCommunityCenter (Requestor) is licensed to provide
training and recreation to individuals or groups of individuals with transportation needs; and
WHEREAS, scan COUNTY TRANSIT (Provider) provides public and private
transportation needs to all citizens for either a published fare or a private contract fee; and
WHEREAS, It is desirable to clarify the process for providing rides and billing; and
WHEREAS, it is the intent of ShakopeeComrnLll1ityGenter and Scott County
Transportation to work cooperatively toward these objectives.
IT IS HEREBY mutually covenanted and agreed upon by and between the parties as
follows:
1. Term of Agreement
This agreement shall continue as long as both parties agree to the signed
Transportation Request Form, and/or until either party shall give a notice of not less
than 5 days of cancellation of the services. The Transportation Request Form shall
include at a minimum: start date, end date, pick up and delivery times, fare amount,
fare code, name and address of client, complete pick up and delivery addresses,
approved payment terms, type of service, emergency contact person, and any
special instructions.
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2. Duties of Scott County Transit.
. Provide safe and timely quality transportation as requested on the Transportation
Request Form.
. Report all delays in service or incidents that occur immediately to requestor.
. Sign and return all request forms to the requestor.
. Provide monthly detailed billing summaries. Billing summaries will include
names, dates, quantity of rides, and total dollar amounts due from the previous
month.
3. Duties of ShakopeeCommunityCenter
. Complete the Transportation Request forms (including start and end dates) with
appropriate lead-time (maximum of three days for a single ride and minimum of 5
days for a standing ride).
. Provide monthly statements of rides for the purposes of auditing billing
statements.
. Payment on a monthly basis.
4. Understanding of Agreement
It is understood that both parties agree to the terms of the Request for Transportation
Form. Not all requests will be granted due to capacity; however, all requests will be
given alternatives to choose from should Scott County Transit not have the ability to
commit to the original request.
5. Payment Terms
. All payments are due within 30 days of the date of the invoice.
. The Supervisors of the Requestors and the Providers will discuss and resolve
any discrepancies to the billed amount.
. The Provider's accounting personnel will manually audit any adjustments.
6. Rates
. Shakdpee Community Center clients - At the Published Fares per one way ride
. Outings - posted public fare rates - Minimum of 10 passengers
. Fare cards are available at $20 or $10 increments
Scott County Transportation Date
Shakopee Community Center Date
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