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HomeMy WebLinkAboutC25-106 MOU_Roaring Fork Transportation Authority Bike Share Exhibits for Acceptance 1 TO: Tori Franks, Resiliency Director, Eagle County FROM: Mary Harlan, Mobility Coordinator, RFTA SUBJECT: RFTA 2025 Budget Adoption – MOU Acceptance of Bikeshare Scope of Work and Cost- Sharing Methodology (Exhibit 1B and Exhibit 2) DATE: December 16, 2024 As required by the Memorandum of Understanding Regarding Roaring Fork Transportation Authority 2023-2028 Regional Bikeshare Services (MOU), executed January 1, 2023, prior to each year of the MOU, “Exhibit 1B and Exhibit 2 of the MOU will be completed so as to set forth the Regional Bikeshare Services Annual Scope of Work and Regional Bikeshare Cost-Sharing Methodology for the RFTA Regional Bikeshare Services for the upcoming year.” Attached and outlined below are the updated 2025 Exhibit 1B and Exhibit 2, as required by the MOU: - The final 2025 Regional Bikeshare Services Annual Scope of Work (Exhibit 1B in the 2023 – 2028 Regional Bikeshare Services MOU); and, - The final 2025 Regional Bikeshare Cost-Sharing Methodology (Exhibit 2 in the 2023 – 2028 Regional Bikeshare Services MOU). By signing below, I acknowledge that I have received the updated 2025 Exhibit 1B and Exhibit 2 as outlined above on behalf of the below referenced organization, that the required costs herein have been budgeted and appropriated, and that I am authorized to renew the MOU based upon the attached Annual Scope of Work and Bikeshare Cost-Sharing Methodology. Name:__________________________________ Title:__________________________________ Organization:____________________________ Signature:_______________________________ Date:___________________________________ Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB County Manager Jeff Shroll Eagle County Government 3/14/2025 2 EXHIBIT 1B, Page 1 2025 REGIONAL BIKESHARE SERVICES ANNUAL SCOPE OF WORK Policies and Interpretations – Originally Accepted with 2024 Scope of Work. Note: No Changes to Policies and Interpretations for 2025 (Pages 1 – 3 of Exhibit 1B) As the Memorandum of Understanding (MOU) (executed in January 2023) has been implemented, certain items have come to light that require clarification. In order to ensure accountability and transparency, this section of the Scope of Work is intended to outline these various policies to provide guidance to the MOU partners. All policies must be consistent and complement the original spirit, goals, and intent of the MOU, as executed. Exhibit 2, Regional Bikeshare Cost-Sharing Methodology Updates In working with the Budget Spreadsheet since the execution of the MOU as well as the FLMM grant program, it has become evident that adding a column to identify the planned FLMM grant award for a given jurisdiction for that year increases accounting clarity and transparency. As a result, a column has been added to the Budget Spreadsheet showing the anticipated FLMM grant amount for that year. Note that this column is not labelled with a letter in order to not impact the references in the MOU referring to existing columns in the Budget Spreadsheet. Policies and Interpretations Inside / Outside Destination 2040 (D2040) – While the MOU is very detailed in how to implement the expansions identified as a part of D2040 and the Regional Bikeshare Plan, it is not as explicit in how to handle expansions outside of the D2040 funding provisions. This lack of clarity is evident when trying to identify the cost-sharing and budgeting for those system expansions that are outside D2040. In order to clarify the cost sharing between RFTA, WE-cycle and the partner jurisdictions for expansions Outside D2040 as well as whether those costs are eligible for First Last Mile Mobility (FLMM) grant funding, staff has created the below Cost-Sharing Matrix (in “Cost Sharing Matrix Update” section). RFTA remains committed to fulfilling the system for each jurisdiction as identified within “D2040 Implementation and Enhanced Upper Valley Service” of Exhibit 1A of the MOU (Table B1) as a minimum and RFTA will budget up to the amount identified in Appendix C, Core Bikeshare Equipment (CBE) (referred to as Expansion Equipment in the Appendix), for each system. Should the system come in under the CBE budget amount while fulfilling the minimum requirements identified in Exhibit 1A, any extra funds may be used within the same expenditure year to enhance the functionality and Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 3 EXHIBIT 1B, Page 2 effectiveness of the system. Cost Sharing Matrix Update – In order to accommodate the items identified above, the Cost-Sharing Matrix has been updated, as shown below. The changes to this matrix include: - Breaks out Inside and Outside D2040 - Identifies whether an item is eligible for FLMM funding Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 4 EXHIBIT 1B, Page 3 Maintenance and Replacement – Generally, “Maintenance” refers to parts, up keep and day-to-day repairs for existing system equipment, while “Replacement” is any new equipment to wholly replace existing assets that are either damaged beyond repair, temporarily out of service, have exceeded their serviceable life, or are nearing the end of their serviceable life. Maintenance costs, which are expenses, should conform with proper accounting practices. In order to achieve accurate accounting, maintenance costs for each jurisdiction will be incorporated into Local Direct Operation costs. The “Replacement and Maintenance Equipment” (RME) line item within the MOU’s existing Budget Spreadsheet, Exhibit 2, will remain as-is with those funds utilized for “Replacement” purposes. Consistent with the MOU, “Replacement” costs will maintain the same cost-sharing of 80% RFTA / 20% local for Inside D2040 expansions, and 100% local for Outside D2040 expansions. Asset Ownership and Reimbursement (Outside Destination 2040) - Paragraph 13 of the MOU identifies asset ownership, depreciation of assets, and reimbursement should a jurisdiction no longer desire bikeshare services. The MOU does not, however, identify asset ownership for equipment purchased Outside D2040 or reimbursement for that equipment. The following guidelines are to clarify how to handle equipment purchased Outside D2040. - RFTA will own all assets whether purchased Inside or Outside D2040 if RFTA contributes funds to the equipment purchase (e.g. through the Bikeshare MOU or FLMM). - If a jurisdiction wishes to no longer receive bikeshare services, reimbursement for assets Outside D2040 will be consistent with the local share paid for the equipment (e.g. If assets were purchased with 50% FLMM grant with 50% paid by the local jurisdiction, then the reimbursement to the local jurisdiction from RFTA will be at 50% to cover the local Item RFTA Local FLMMR 50% Eligible **RFTA Local FLMMR 50% Eligible ** Operation Costs Regional Indirect Operation Costs Funded by RFTA, WE-cycle, and EOTC *100%0%No 100%0%No Local Direct Operation Costs Funded by Jurisdictions 0%100%Yes 0%100%Yes Local Startup Operation Costs 100%0%No 0%100%Yes System Planning 100%0%No 0%100%Yes Capital Core Bikeshare Equipment 80%20%Yes 0%100%Yes Replacement and Maintenance Equipment 80%20%Yes 0%100%Yes Bikeshare Support Equipment 100%0%No 0%100%Yes ** FLMMR can match up to 50% at the time of system launch or expansion. FLMMR 50% matching funds available for up to 3 years. FLMMR funds must be applied for annually by the local jurisdiction. Regional Bikeshare Services Cost-Sharing Matrix - Inside / Outside D2040 * The combination of RFTA, WE-cycle, and EOTC funding will be distributed to each participating jurisdiction based on the percentage of stations that each community's stations represent of total regional stations. Inside D2040 Outside D2040 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 5 EXHIBIT 1B, Page 4 jurisdiction’s contribution). Depreciation of assets will remain consistent with Paragraph 13 of the MOU regardless of whether equipment is purchased Inside or Outside D2040. - Should a jurisdiction wish to purchase equipment without any RFTA funding, then the local jurisdiction may own the equipment or donate it to WE-cycle. Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 6 EXHIBIT 1B, Page 5 Planning Costs - Planning costs will be allocated separately for expansions exceeding three or more new stations, otherwise day to day and small expansion planning costs will be accommodated within Regional Indirect Operating Costs. - Under three stations – Planning included in Regional Indirect Operation Costs. - Three stations or more – Planning budgeted separately and included as Inside D2040 if included in Appendix D and Outside D2040 if not included Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 7 EXHIBIT 1B, Page 6 2025 REGIONAL BIKESHARE SERVICES ANNUAL SCOPE OF WORK In 2025, WE-cycle will: • Provide safe, reliable, and healthy bike transportation as a first- and last-mile connection to RFTA bus stops and as a car-independent mode for in- and around-town travel. • Operate Bikeshare Services in existing WE-cycle Bikeshare Communities at existing levels, with the exception of Snowmass Village, which is to be expanded in 2025. • Expand Bikeshare Services in Snowmass Village by adding up to 12 new docking stations and 81 new e-bikes. • Plan for the City of Glenwood Springs Bikeshare Services expansion. Launch is currently anticipated for the spring of 2026. The timeline will be assessed based on the completion of essential bike-pedestrian safety infrastructure and available funds to implement a sufficiently- sized system to meet goals and needs. Levels of Service Overview Table 1B.a summarizes the levels of service to be provided (stations, docking points, and bikes) by jurisdiction. Note that Pitkin County is divided into two systems. Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 8 EXHIBIT 1B, Page 7 Table 1B.b summarizes the level of service to be provided (stations, docking points, and bikes) by system. WE-cycle operates as a regional service and metrics will be reported regionally as well as based on the four respective areas, or operating systems: Aspen System, Mid-Valley System, Snowmass Village System, and Carbondale System. Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 9 EXHIBIT 2 Exhibit 2, Page 1 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 10 Exhibit 2, Page 2 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 11 Exhibit 2, Page 3 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 12 Exhibit 2, Page 4 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 13 Exhibit 2, Page 5 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 14 Exhibit 2, Page 6 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 15 Exhibit 2, Page 7 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 16 Exhibit 2, Page 8 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB 17 Docusign Envelope ID: AE8225E2-8A69-483D-A85B-9B247CA80BBB