HomeMy WebLinkAboutMINUTES - 11042003 - C106 TO: Board of Supervisors
8.
--FROM: Dennis M. Barry, AICP •:
Contra
Community Development Director Costa
mss
DATE: November 4, 2003 r�--v
unt
•
SUBJECT: Changes in the Employee Car and Vanpool Pro ram
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS
APPROVE the transition of the County operated Employee Car and Vanpool Program to a
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program operated and maintained directly by program participants by January 1, 2004
FISCAL IMPACT
None to the General Fund. The proposed subsidy would use funds already dedicated to the
existing program.
BACKGROUND/REASONS FOR RECOMMENDATIONS
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The Board of Supervisors first authorized the use of County vehicles for Employee commute
pools in 1986. This program was expanded in 1993, with the award of grant funds from the
Contra Costa Transportation Authority and in 1998 another grant was awarded from the Bay
Area Air Quality Management District for the acquisition of commuter vans. The program has
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gradually expanded to its current size and in recent years additional vans have been acquired
through funds awarded to the program from the Board. There are currently 75 employees
participating with one-way trips ranging from 20 miles to 65 miles per day. The cost to the
employee is calculated on the one-way miles travels by the vans and the number of
participants. Vehicle replacement costs were not included in the initial cost allocation
methodology for the program.
The rates have been adjusted in recent years as the cost of operating the program increased. In
the future, the vehicles in the program will need to be replaced as they reach the end of their
serviceable life. This will impact the rate structure, as new depreciation costs will cause the
rates to increase. Based on the current costs of the program, high maintenance costs of an
aging fleet of vehicles, and vehicle depreciation fees the program will need to increase the
current rates for the program by an estimated 50%.
CONTINUED ON ATTACHMENT: X YES SIGNATURE
RECOMMENDATION OF COUNTY ADMINISTRATOR - RECOMMENDATION OF BOARD COMMITTEE
-
APPROVE OTHER
SIGNATURE (S):
ACTION OF BOARD ON November 4, 2003 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
x UNANIMOUS (ABSENT None ) AND CORRECT COPY
OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE
ABSENT: ABSTAIN: BOARD OF SUPERVISORS U ERVISORS ON THE DATE
Contact: Hillary Heard (925/335-1278) SHOWN.
cc: Community Development Department ATTESTED Novenber 4, 2003
General Services, Frank Morgan JOHN SWEETEN, CLERK OF
County Administrator, Lara Delaney THE BOARD OF SUPERVISORS
Program Participants AND COUNTY ADMINISTRATOR
344 , DEPUTY
GATransportation\Hillary\Board Orders and Green ies\Vanpool—Boa rd-Ord er.doc
Changes in the Employee Car&Vanpool Program
November 4, 2003
Page 2
BACKGROUND/REASONS FOR RECOMMENDATIONS (Continued)
This program also is becoming more difficult to meet the needs of employees working
throughout the County. Staff at General Services Fleet Management Division is relied upon to
monitor the maintenance needs of the vehicles in the program and assist when emergency
repairs are required, often after hours. Insurance and administrative costs, which must be
passed on to the participants, have also been difficult to assess.
Staff researched other vanpool programs for County employees and believe Contra Costa is
one of the only employers which still owns, maintains, and runs a vanpool program for it's
employees. Other organizations that offer this type of program to its employees do so by
referring employees to vanpool or ridesharing services.The County Employee Car and Vanpool
Program is not cost effective when compared to other vanpool options that are available to
employees and can draw from a larger pool of riders and which can provide more services to a
greater number of employees countywide.
Vanpool Transition Plan
Staff is proposing that the current program be phased out by January 1, 2004. In the interim we
will work with a private vendor, Enterprise Rideshare to arrange meetings for existing program
participants or interested employees where they can receive information on forming a vanpool
and talk with a representative that can lease and provide insurance, maintenance and
emergency break down assistance as part of the vanpool lease.
There are commute alternative organizations in Contra Costa County that provide some cash
incentives for vanpool drivers and users. Under this plan, the employees interested in forming
vanpool groups can also access "Rides for Bay Area Commuters"to assist in the formation of
vanpools by using their extensive database to match the location and working schedules of
individuals also interested in forming vanpools or simply carpooling. In private vanpools, the
passengers are not limited to only employees of the County.
Staff will work with the vendor to distribute information regarding this program to make other
employees aware of the vanpool option.
Vanpool Subsidy
Staff also proposes that the vehicles currently utilized in the County's vanpool program be sold
and any proceeds be utilized to establish a monetary subsidy to encourage employees to
consider car or vanpooling as a commute alternative to driving alone. Staff estimates that
approximately$90,000 might be available to initiate this subsidy fund; staff has consulted with
staff from the County Administrator's Office and they have agreed that this would be an
effective use of these monies provided the Board concurs.
The subsidy would be awarded to individual County employees who meet the following criteria:
■ Employees must be benefits eligible
■ Commute to work in a qualified Enterprise Rideshare car or vanpool
■ Employees must agree to commute to work by carpooling orvanpooling at least 80%of
their scheduled work days
The subsidy would be based on 25% of the lease cost of the car or vanpool, with the monetary
amount not to exceed $75 per month (see Exhibit E, County Subsidy and F, County Subsidy
Cost Comparison). The funds would be given to the employee in the form of a Voucher
purchased from Enterprise Rideshare. It is anticipated that once the funds from the sale of
vehicles is exhausted, the employee subsidy would end.
Comparison of Costs
The following is a comparison summary of the costs associated with operating a 15-passenger
van commuting a daily distance of 50 miles. The program costs are based on "Current" rates
(see Exhibit A, Current Rates), an estimate of what the cost would be with the rate increase
(see Exhibit B, Revised Rates)and the proposed costs by Rideshare vendor rates vendors(see
Exhibit C). "Rideshare" costs are based on information presented from Enterprise Rideshare.
The following assumptions have been made for the purpose of this comparison: employees are
in a month to month agreement(as they currently are with the County),there are 11 passengers
in the vanpool; fuel is estimated between $2.00 and $2.50 per gallon and the van travels an
average of 1,050 miles per month. Attachment C provides a graphic comparison of the County
rate increase compared with Enterprise Rideshare rates. Enterprise calculates their rates based
Changes in the Employee Car&Vanpool Program
November 4, 2003
Page 3
BACKGROUND/REASONS FOR RECOMMENDATIONS (Continued
on total daily miles traveled. We have recalculated their rates based on one-way commute
distances to compare it to the County's rate structure. The County's costs are based on rates
that are adjusted every 12 to 24 months, so the price of gas ($2.50 is meant to reflect the cost
for that period.
Vanpool Cost Comparison
Current Rates Revised Rates Rideshare Vendor Rates
Total Employees 11 11 11
Van 1 1 1
Capacity 15 15 15
Monthly Round Trip Miles 19050 19050 19050
Type of contract/lease agreement Monthly Monthly Monthly
Average fuel cost per mile $2.00 $2.50 $2.00
Mileage cost $652.08 $1,067.00 $1264.00
Total Cost $652.08 $1,067.00 $1,264.00
County Subsidy N/A N/A $35.00
County Cost per employee per $59.28 $89.00 $115.00
month
Net Employee cost per month $43.37 $89.00 $80.00
San Mateo County in 2002 went through this very transition of discontinuing the car and
vanpool program it operated and referring County employees to a private "Ridesharing"
vendors. County staff has spoken with staff at San Mateo County and have been informed that
they have found this to be an effective and successful means with which to assist their
employees with their vanpooling needs.
Exhibits A: Current County Rates
Exhibits B: Revised County Rates
Exhibits C: Enterprise Rideshare Monthly Rates
Exhibits D: Comparison of Car and Vanpool Rates
Exhibits E: County Subsidy
Exhibits F. County Cost Comparison
EXHIBIT A
CURRENT COUNTY MONTHLY RATES
SEDANS
40 50 60 70 80 90 100 120 130
TOTAL COST $470 $512 $554 $596 $638 $680 $722 $806 $848
PASSENGERS COST PER PERSON
2 $ 235 $ 256 $ 277 $ 298 $ 319 $ 340 $ 361 $ 403 $424
3 $ 205 $ 171 $ 185 $ 199 $ 213 $ 227 $ 241 $ 269 $283
4 $ 154 $ 128 $ 139 $ 149 $ 160 $ 170 $ 181 $ 202 $212
5 $ 123 $ 102 $ 111 $ 119 $ 128 $ 136 $ 144 $ 161 $170
VANS
40 50 60 70 80 90 100 120 130
TOTAL COST $ 5821 $ 652 $ 7221$ 7921 $ 862 $ 9321$ 1,002 $ 191421 $ 19212
PASSENGERS COST PER PERSON
6 $ 97 $ 109 $ 120 $ 132 $ 144 $ 155 $ 167 $ 190 $ 202
7 $ 83 $ 93 $ 103 $ 113 $ 123 $ 133 $ 143 $ 163 $ 173
8 $ 73 $ 82 $ 90 $ 99 $ 108 $ 117 $ 125 '$ 143 $ 152
9 $ 65 $ 72 $ 80 $ 88 $ 96 $ 104 $ 111 $ 127 $ 135
10 $ 58 $ 65 $ 72 $ 79 $ 86 $ 93 $ 100 $ 114 $ 121
11 $ 53 $ 59 $ 66 $ 72 $ 78 $ 85 $ 91 $ 104 $ 110
12 $ 49 $ 54 $ 60 $ 66 $ 72 $ 78 $ 84 $ 95 $ 101
13 $ 45 $ 50 $ 56 $ 61 $ 66 $ 72 $ 77 $ 88 $ 93
14 $ 42 $ 47 $ 52 $ 57 $ 62 $ 67 $ 72 $ 82 $ 87
15 $ 391$ 43 $ 48 $ 53 $ 57 $ 62 $ 67 $ 761 $ 81
*Mileage is calculated in daily miles
EXHIBIT B
REVISED COUNTY MONTHLY RATES
SEDANS
40 56 55 60 65 70 80 90 106 126 130
TOTAL COST $662 $715 $741 $767--j-
767 $793 $826 $872 $925 .$9771-
977 $1,0821 $1,135
PASSENGERS COST PER RIDER
2 $331 $358 $371 $384 $397 $410 $436 $463 $489 $541 $568
3 $221 $238 $247 $256 $264 $273 $291 $308 $326 $361 $378
4 $166 $179 $185 $192 $198 $205 $218 $231 $244 $271 $284
5 $132 $143 $148 $153 $159 $164 $174 $185 $195 $216 $227
VANS
40 50 55 60 65 70 80 .90 140 120 130
TOTAL COST $979 $1,067 $1,1111 $1,154 $1,198 $1,242 $1,329 $1,417 $1,504 $1,679 $1,767
PASSENGERS COST PER RIDER
6 $163 $178 $185 $192 $200 $207 $222 $236 $251 $280 $295
7 $140 $152 $159 $165 $171 $177 $196 $202 $215 $240 $252
8 $122 $133 $139 $144 $150 $155 $166 $177 $188 $210 $221
9 $149 $119 $123 $128 $133 $138 $148 $157 $167 $187 $196
10 $98 $107 $111 $115 $120 $124 $133 $142 $150 $168 $177
11 $89 $97 $101 $105 $109 $113 $121 $129 $137 $153 $161
12 $82 $89 $93 $96 $100 $104 $111 $118 $125 $140 $147
13 $75 $82 $85 $89 $92 $96 $102 $109 $116 $129 $136
14 L $70 $76 $79 $82 $86 $89 $95 $101 $107 $120 $126
EXHIBIT C
ENTERPRISE RIDESHARE MONTHLY RATES
40 50 60 70 80 90 100 120
COST PER MONTH $775 $775 $834 $853 $896 $915 $933 $1,020
SEDANS COST PER PERSON
PASSENGERS
2 $388 $388 $417 $427 $448 $458 $467 $510
3 $258 $258 $278 $284 $299 $305 $311 $340
4 $194 $194 $209 $21.3 $224 $229 $233 $255
5 $1,55,_ $155 $167 $171 $179 $183 $1871_ $204
40 50 60 70 80 90 100 120
COST PER MONTH $1,2641 $1,2641 $1,3491 $1,381 $19459 $1,491 $1,5231 $1,643
VANS COST PER PERSON
PASSENGERS
6 $211 $211 $225 $230 $243 $249 $254 $274
7 $181 $181 $193 $197 $208 $213 $218 $235
8 $158 $158 $169 $173 $182 $186 $190 $205
9 $140 $140 $150 $153 $162 $166 $169 $183
10 $126 $126 $135 $138 $146 $149 $152 $164
11 $115 $115 $123 $126 $133 $136 $138 $149
12 $105 $105 $112 $115 $122 $124 $127 $137
13 $97 $97 $104 $106 $112 $115 $117 $126
14 $90 $90 $96 $99 $104 $107 $109 $117
15 $84 $84 $90 $92 $97 $99 $102 $110
r
EXHIBIT D
CARPOOL RATES
$1,200
J
O
a $1,000
Q
� $800
a M County rates
y $600 ■Enterprise rates
O
v $400
J
2
Z $200
O
$0
40 50 60 70 80 90 100 120 130
DAILY COMMUTE DISTANCE
VANPOOL RATES
$2,000 -
$1,800
o $1,600
0
_ $1,400
ca
i $1,200
as
N $1,000 W County rates
o ■Enterprise Rates
� $800
$600
0
� $400
$200 -
so
-PE I I I I I I I 1 1
40 50 60 70 80 90 100 120 130
Daily Commute Distance
EXHIBIT E
COUNTY SUBSIDY AMOUNT
Round trip Daily miles 40 50 60 70 80 90 100 120 130
LEASE COST PER MONTH
SEDANS $700 $700 $725 $725 $750 $750 $750 $800 $0
25% $175 $175 $181 $181 $188 $188 $188 $200 $0
Passengers* SUBSIDY PER PERSON
2 $88 $88 $91 $91 $94 $94 $94 $100 $0
3 $58 $58 $60 $60 $63 $63 $63 $67 $0
4 $44 $44 $45 $45 $47 $47 $47 $50 $0
5 $35 $35 $36 $36 $38 $38 $38 $40 $0
Round trip Daily miles 40 50 60 70 80 90 100 120 $130
LEASE COST PER MONTH
VANS $1,135 $1,135 $1,155 $1,155 $19200 $1,200 $1,200 $1,255 $0
25% $284 $284 $289 $289 $300 $300 $300 $314 $0
Passengers* SUBSIDY PER PERSON
6 $47 $47 $48 $48 $50 $50 $50 $52 $0
7 $41 $41 $41 $41 $43 $43 $43 $45 $0
8 $36 $36 $36 $36 $38 $38 $38 $39 $0
9 $32 $32 $32 $32 $33 $33 $33 $35 $0
10 $28 $28 $29 $29 $30 $30 $30 $31 $0
11 $26 $26 $26 $26 $27 $27 $27 $29 $0
12 $24 $24 $24 $24 $25 $25 $25 $26 $0
13 $22 $22 $22 $22 $23 $23 $23 $24 $0
14 $20 $20 $21 $21 $21 $21 $21 $22 $0
15 $19 $19 $19 $19 $20 $20 $20 $21 $0
*Includes driver
ENTERPRISE RATES WITH SUBSIDY
Round trip daily miles 40 50 60 70 80 90 100 120 130
LEASE COST PER MONTH
SEDANS $700 $700 $725 $725 $750 $750 $750 $800 $0
25%Subsidy $175 $175 $181 $181 $188 $188 $188 $200 $0
Sub total $525 $525 $544 $544 $562 $562 $562 $600 $0
Gas cost $75 $75 $109 $128 $146 $165 $183 $220 $0
Total cost $600 $600 $653 $672 $708 $727 $745 $820 $0
Passengers* COST PER PERSON
2 $300 $300 $327 $336 $354 $364 $373 $410 $0
3 $200 $200 $218 $224 $236 $242 $248 $273 $0
4 $150 $150 $163 $168 $177 $182 $186 $205 $0
5 $120 $120 $131 $134 $142 $145 $149 $164 $0
Round trip daily miles 40 50 60 70 80 90 100 120 $130
LEASE COST PER MONTH
VANS $19135 $19135 $1,155 $1,155 $1,200 $1,200 $1,200 $19255 $0
25% Subsidy $284 $284 $289 $289 $300 $300 $300 $314 $0
Sub total $851 $851 $866 $866 $900 $900 $900 $941 $0
Gas Cost $129 $129 $194 $226 $256 $291 $323 $388 $0
Total cast $980 $9801 $1,0601 $1,0921 $1,1561 $1,191 $1,223 $1,3291 $0
Passen ers*A21 COST PER PERSON
6 $163 $163 $177 $182 $193 $199 $204 $222 $0
7 $140 $140 $151 $156 $165 $170 $175 $190 $0
8 $123 $123 $133 $137 $145 $149 $153 $166 $0
9 $109 $109 $118 $121 $128 $132 $136 $148 $0
10 $98 $98 $106 $109 $116 $119 $122 $133 $0
11 $89 $89 $96 $99 $105 $108 $111 $121 $0
12 $82 $82 $88 $91 $96 $99 $102 $111 $0
13 $75 $75 $82 $84 $89 $92 $94 $102 $0
14 $70 $70 $76 $78 $83 $85 $87 $95 $0
15 1 $65 $65 $71 $73 $77 $791 2 $89 $0
*Includes driver
EXHIBIT F
COMPARISON OF CARPOOL COSTS
$1,200 >
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DAILY COMMUTE DISTANCE
COMPARISION OF VANPOOL COSTS
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p Revised County Rates
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.' ■Enterprise rates wit 25%subsidy
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$600
4}:.
$400 '"
$200
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40 50 60 70 80 90 100 120 $130
Daily commute distance
REQUEST TO S PEAR FORM
(THREE C 3.) MINUTE LIMIT)
Complete this form and place it in the box near the
speakers'
ms
rostrube f bre addressing the, Board.
Name.* Phone
I��pll� p�lYl.l_III.I.�II��11
.
Address. City. V #46,6Z,
.
I am speaking for myself or or anizati.o
Y g n
(rmne of or genf tat ion)
CHECK ONE
I wish to speak on Agenda Item
Date.+ l
. 7
My commentswill be; generalfor against
I wish to .speak on .the subject of
1111YIIII.�1��
I do not wish to speak but leave these. comments for the
Board to consider:
t12
I'm here to make a comment on Consent Item No. C106.
My name is Joni Baker and I'm a vanpool coordinator.
We have 10 vanpool participants.
I was notified this morning that our vanpool will cease to exist
December 31 , 2003.
We are very disappointed that we are just finding out about this
action and have had no time to really look at the board item and
the figures it presents.
The Community Development Dept. has scheduled a meeting for
vanpool coordinators, drivers and other participants after the
board meeting when the fate of this program is decided.
I guess there will probably be 20 to 30 more cars on highway 4
beginning January 2"d